T: 03 8648 8775
M: admin@bentley.edu.au
W: www.bentley.edu.au
A: Suite 2, Level 7, 190 Queen Street, Melbourne VIC 3000
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Refund Policy and Procedure
This policy and procedure explain the process for establishing and collecting fees and charges from
students, protection processes for fees collected whilst the student is enrolled at Bentley College and
refund arrangements available to the students.
Applicants must agree to the terms and conditions of enrolment as provided within the Written
Agreement and pay the required fees upon signing the agreement prior to training commencing. Failure to
pay tuition fee is a breach of the Written Agreement and may be subject to their enrolment being
cancelled.
Student tuition fees collected prior to their course commencing will be held in a separate holding account
and not transferred to the general account until the course commences.
The balance of the holding account at any time will represent:
1. Tuition and materials fees collected from applicants who have signed an agreement but not yet
commenced, and
2. Tuition fees collected from students who have commenced their course but have yet to
commence one or more study periods.
Tuition fees do not cover excursion activities. Students will be required to pay excursion costs in addition
to tuition fees. Students must pay fees as agreed to in the enrolment contract.
All applicants that have paid a deposit are entitled to a 3-day cooling off period, with a full refund of initial
deposit.
Procedure - Notification and Collection of Fees
Please note: Under ESOS legislations, Bentley College will not collect in excess of 50% of the total tuition
payable prior to commencement of the course. While Bentley College cannot require students to pay
more than 50% up front, it can accept more than 50% of tuition fees before a course starts if the student,
or the person responsible for paying the fees, chooses to pay more.
*Tuition fee is inclusive of non-refundable application fee of AUD 200.00.
Procedure - Payment of fees
Fees are to be paid by cash or direct bank deposit or credit card. Bentley College accepts VISA,
MasterCard and AMEX credit cards only. A 2.5% credit card fee applies with credit card payments via VISA
and MasterCard and 3.5% for the payments made via AMEX credit cards. Failure to pay tuition costs is a
breach of the student’s agreement and may be subject to their enrolment being cancelled.
The Administration Manager provides the CEO with monthly reports of outstanding tuition fees. The
Administration Manager contacts the students (or request the agent to make contact if the student has
not commenced their course) and ascertains the reason for the outstanding debt. The Administration
Manager may:
1. Provide additional time for the student to pay where;
T: 03 8648 8775
M: admin@bentley.edu.au
W: www.bentley.edu.au
A: Suite 2, Level 7, 190 Queen Street, Melbourne VIC 3000
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a. a student is experiencing hardship, OR
2. Cancel the student’s enrolment if the fees are not paid within two weeks of signing the agreement.
Other Course Fees that may be incurred (Non-tuition):
RPL (Non – refundable)
$250 per unit (subject)
Re-enrolment Fee
1
$200
Administration Fee
Administration fee is calculated as 5%
of the amount paid or $500 whichever
is the lesser
Credit Transfer
No charge
Re-assessment Fees
• $50.00 per class hour
Re-issue of a testamur (Certificate) or Statement of Attainment
$150 per certificate or statement of
attainment or Record of Results
Any fees paid by credit card will incur a credit card surcharge
• VISA and MasterCard – 2.5%
• AMEX – 3.5%
Any fees not paid by the due date will incur a late payment fee,
based on the amount overdue prorated over the period of time
overdue.
18% of outstanding fees
Bank Charges on processing refund payments such as
Telegraphic Transfer or draft fees will be deducted from a
ny
refund.
Maximum Bank fee of $40
Credit Transfer
Nil
Replacement of Student ID
$10.00
Change of Course
$100.00
Academic Document Re-issue
$50.00
1
Re-enrolment fee is charged in the case where student enrolment is cancelled because of student’s
actions. In case academic progress is not maintained by student and he/she need to extend his/her COE
to complete the qualification, re-enrolment fee is charged in addition with re-assessment fees for the
units to be completed.
Re-assessment fee is charged when student is failed in any unit after 3 or more consecutive attempts.
The Re-Assessment fee charges are also subjected to CEO’s discretion.
Information on any excursion fees (if applicable), will provided to students during the course by their
Trainer/Assessor. Excursion fees are based upon shared costs of transport and any an individual’s
entry/admittance fees. Student are required to arrange their own meals during excursion unless covered
by entry/admittance fees. Excursion fees are paid to student administration prior to the date of the
excursion. Failure to pay excursion fees by the due date will result in the student forfeiting their
reserved place on the excursion.
T: 03 8648 8775
M: admin@bentley.edu.au
W: www.bentley.edu.au
A: Suite 2, Level 7, 190 Queen Street, Melbourne VIC 3000
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RPL Assessment fees and the fee to re-issue of a testamur (Certificate) or Statement of Attainment are
paid on application.
The Administration Fee is associated with withdrawal of enrolment prior to course commencement.
Administration fee is calculated as 5% of the amount paid or $500 whichever is the lesser. The fee is
deducted from the total tuition paid and the unused tuition fees for any future terms will be refunded.
Fee Protection
The following fee collection measures will be implemented:
• International students must pay the fees for the first study period’s tuition plus material fees prior to
the course commencing.
• All fees are to be deposited directly into Bentley College’s holding account. All tuition fees are to
remain in this account until the student has commenced study with Bentley College.
• On course commencement, Bentley College will transfer enrolment fees from the holding account to
the general account.
• All remaining enrolment fees paid prior to the commencement of each study period is paid directly
into the general account.
Refund Policy Conditions and Processes
Refund of the fees will only be granted in accordance with the refund policy set out below.
Any student willing to apply for a refund must submit a completed ‘Refund Application Form’ to Student
Administration. The application form can be accessed by:
• Contacting Student Administration
• Accessing Bentley College’s website
All refund applications are to be assessed by the Administration Manager and applications processed
within Twenty (20) working days of the application and evidence of documentation received. The
Student will need to supply in writing, the nominated method of reimbursement. Refunds are
accompanied by a statement outlining the total refunded amount.
Please note:
1. Refunds applications after course commencement is only in relation to Tuition Fees only. Tuition
fees and Material fees are specified in the Enrolment Acceptance Agreement.
2. Bentley College is not able to provide any refunds for fees paid to third parties such as Health
insurance or fees paid directly to an education agent.
3. Where the student breaches Bentley College Policies and Procedures no refund is payable.
4. Students cannot apply for a refund where there is default on payment of Tuition and material fees.
5. Payment of a refund application cancels a student’s enrolment.
Full Refunds
Bentley College will make a refund of course fees paid in the following circumstances:
T: 03 8648 8775
M: admin@bentley.edu.au
W: www.bentley.edu.au
A: Suite 2, Level 7, 190 Queen Street, Melbourne VIC 3000
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©BC V1.0 December 2020 Next Review December 2021 RTO: 22446 CRICOS: TBA ABN: 96 139 153 763
1. Visa refused before commencement date
In the event that a student’s initial visa (prior to landing in Australia) is not granted, a full refund of fees
received by the Institute will be issued to the student less the Application fee and the Administration
Fee. Administration fee is calculated as 5% of the amount paid or $500 whichever is the lesser.
Please note: Without proof of refusal from the Department of Home Affairs, NO refund will be granted.
2. Bentley College does not commence or ceases delivery of a course
Bentley College reserves the right to cancel or postpone any courses prior to their scheduled
commencement dates, should it be necessary.
If Bentley College does not commence a course on the due date a full refund of tuition fees paid will be
made within 10 working days of the specified starting date in accordance with the refund provisions of
the ESOS Act. Fees may be transferred to an alternative enrolment where the student agrees.
Where Bentley College is unable to complete the course due to unforeseen circumstances, any ‘unused
tuition’ fees are to be refunded to the student.
Where there is an instance of provider default in the above circumstances, Bentley College may arrange
for another course, or part of a course, to be provided to students at no (extra) cost to the student as an
alternative to refunding course money. Where the student agrees to this arrangement, Bentley College
will not be liable to refund the money owed for the original enrolment.
Tuition Protection Service
In such case of provider default, student tuition fee is protected under TPS (Tuition Protection Service).
The Tuition Protection Service is an initiative of the Australian Government to assist international
students whose education providers are unable to fully deliver their course of study. For more
information on TPS for international student, please visit: https://tps.gov.au/
Partial Refund
1. Student withdraws more than 60 days before course commencement date or within cooling off
period
If written notice of withdrawal is received more than 60 days prior to the initial course commencement,
75% of the initial pre-paid tuition fee is refundable, less the Application fee and the Administration Fee.
Administration fee is calculated as 5% of the amount paid or $500 whichever is the lesser. Note the CEO
may waiver the Administration fee for withdrawals within the 3-day cooling off period.
2. Student withdraws less than 60 days but more than 28 days before course commencement date
If written notice of withdrawal is received less than 60 days but more than 28 days prior to the initial
course commencement, only course material fee is refundable.
T: 03 8648 8775
M: admin@bentley.edu.au
W: www.bentley.edu.au
A: Suite 2, Level 7, 190 Queen Street, Melbourne VIC 3000
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No Fee Refund
3. Student withdraws less 28 days before course commencement date
If written notice of withdrawal is received less than 28 days prior to the initial course commencement,
there would be No refund.
Bentley College will not refund any RPL application fees should the student be deemed as unsuccessful
in RPL. Note that the student may lodge an appeal on RPL decision at little or no cost – refer to the
complaints and appeal policy.
Non-tuition-based fees such as materials and/or equipment provided after course commencement will
not be refunded under any circumstances.
In the event that a student cancels their enrolment and requests a refund after the course
commencement date, there will only be refund on unused tuition fee for future study period/s. Overseas
Students withdrawing from a course of study, will be reported to the Department of Home Affairs.
A Student who withdraws from their studies after the commencement of their course is required to pay
the balance of their tuition fee for the current study period before the date of cancellation of their COE.
In the event that the student seeks and is granted approval by Bentley College to transfer to another
provider prior to completion of six-month study of the principal course, there will only be refund on
unused tuition fee for future study period/s.
In the event that the student’s enrolment is cancelled because of misconduct of student with Bentley
College’ Student Code of Conduct Policy or breach of student visa conditions there is no refund of any
monies paid to Bentley College.
In the event that a Student’s extension of Visa is not granted; there will only be refund on unused tuition
fee for future study period/s. Students are advised not to enrol or re-enrol if they are uncertain if their
visa will be extended.
In the event that a Student abandons their course without formally cancelling their enrolment, there will
not be any refund. Student will be invoiced for the tuition fees before the date of cancellation of their
COE.
In an event where visa is cancelled due to any action of student, there is no refund.
Extenuating Circumstances
Students may have extenuating circumstances that prevent them from attending scheduled course dates
that may include but are not limited to illness, family or personal matters, or other reasons that are out of
the ordinary circumstances.
Where evidence can be successfully provided to support the student’s circumstances, course fees may
either be transferred to the next available course where applicable, or a refund of unused course fees will
be issued. This decision of assessing the extenuating circumstances rests with the CEO and shall be
assessed on a case by case situation.
T: 03 8648 8775
M: admin@bentley.edu.au
W: www.bentley.edu.au
A: Suite 2, Level 7, 190 Queen Street, Melbourne VIC 3000
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Refund Procedure
All applications for refund must be made in writing using ‘Refund Application Form’ and must be
submitted to Administration Manager for their approval. The refunds will be processed towards the
nominated account within 20 working days from the date of application. The amount of refund will be
calculated in accordance with the summary of refunds.
It is student’s responsibility to provide correct account details. Bentley College will not authorise the
transfer of fees to any other student’s account. Refunds for students will be completed in the same
method by which the fees were originally paid.
Payment of Refund
All refunds for which a student is eligible will be forwarded to the person who paid the fees in his or her
home country, unless the student is transferring to another institution in Australia (subject to Visa
conditions), in which case any refund may be remitted to that institution.
Written authorisation from that person, or entity, is required before refunds can be made payable to any
other party. Students should submit this authorisation with their written request for refund. All Student
refunds are made in Australian dollars or the foreign currency equivalent at the time and will be net of any
handling fee charged by local representatives used by the Student. Bank Charges on processing refund
payments such as Telegraphic Transfer or draft fees to $40 will be deducted from any refund. Bentley
College will provide the student with a statement detailing the calculation of the refund.
Appealing Refund decisions
All students have the right to appeal a refund decision made by Bentley College (Refer Complaints and
Appeals Policy and procedure).
Summary of Refunds
Outline of Default Refund Arrangements (Application Fee is non-refundable under all circumstances)
Initial Visa refused prior to course commencement (with
Department of Home Affairs Refusal Letter)
Full refund less Administration Fee
Bentley College is unable to provide the course for which the
original enrolment and payment has been made
Full refund of the initial pre-paid fees
Withdrawal prior to agreed start date:
Notify the Institute more than 60 days
prior the course
commencement date or within cooling off period
75% refund of the initial pre-paid fees
less Administration Fee
Withdrawal prior to agreed start date:
Notify the Institute less than 60 days and greater than 28 days
prior the course commencement date
Only course material and/or
equipment fee is refundable
Withdrawal prior to agreed start date:
Notify the Institute less than 28 days
prior the course
commencement date
No refund
T: 03 8648 8775
M: admin@bentley.edu.au
W: www.bentley.edu.au
A: Suite 2, Level 7, 190 Queen Street, Melbourne VIC 3000
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©BC V1.0 December 2020 Next Review December 2021 RTO: 22446 CRICOS: TBA ABN: 96 139 153 763
Outline of Default Refund Arrangements (Application Fee is non-refundable under all circumstances)
Visa refused after course commencement (with Department of
Home Affairs Refusal Letter)
Refund of unused Tuition Fees for
future study period/s
Withdrawal after course commencement (with confirmed
extenuating circumstances)
Refund of unused Tuition Fees for
future study period/s
Bentley College is unable to continuously provide the
commenced course for which the payment has been made
Refund of unused Tuition Fees for
future study period/s
Withdrawal after course commencement without extenuating
circumstances or cancellation of course due to student default.
No Refund
Abandonment of Course / Failure to return after scheduled
break. Overseas Students withdrawing from a course of study will
be reported to Department of Home Affairs, as required by law.
No refund
Student’s extension of Visa is not granted.
No refund
If entire fees is paid, refund of unused
tuition fees less (fess for ongoing term
and administration fee)
Visa is cancelled due to any action of student
No refund
RPL assessment
No refund
*****Administration fee is calculated as 5% of the amount paid or $500 whichever is the lesser*****
Late Payment of Fees
Students are required to pay their tuition fees and any outstanding charges on the due date specified. If
the student fails to make the payment by the due date, the following will occur:
1. Payment reminder will be sent to student within 7 calendar days after the due date.
2. After 7 days, if student fails to make any payment or obtain a payment plan, student will be issued
first warning letter. Student will further have 7 calendar days to make the payment. If the student is
on payment plan, then student will be required to pay the whole study period’s outstanding balance.
A late payment fee of 18% of the total amount owing may be levied.
3. Final warning letter will be sent to student with fee overdue for more than 28 calendar days. If
student fails to pay the overdue account within 7 calendar days of final warning letter, the Institute
will refer student's case to Institute's debt collection agency.
4. In final warning letter, Bentley College will also inform the student about the intention to report to
Department of Home Affairs based on non-payment of fees, which may result in cancellation of
student’s enrolment and student visa.
5. Student will have 20 working days to make an appeal. For more Information, please refer to Bentley
College’s Complaint and Appeal policy
6. The CEO may grant an extension and/or waiver late fees, where extenuating circumstances has been
provided by the student.
T: 03 8648 8775
M: admin@bentley.edu.au
W: www.bentley.edu.au
A: Suite 2, Level 7, 190 Queen Street, Melbourne VIC 3000
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7. In the case where fee extension request is not approved, the student information is sent to debt
collection agency. These details will include:
• Student name, contact detail and total fee that the student is indebted to RTO.
• The student will be informed that they may be contacted by the Institute’s debt collection agency
and if required legal action may be taken against the student, and that all legal matters will be
dealt with under the jurisdiction of Victoria.
Students willing to resume study at RTO will have to re-enrol in the course, provided that they have paid
the total outstanding fee in full.
Where a student continues to have an outstanding fee, the following restrictions may apply:
• Loss of access to enrolment records, examination results and academic transcripts
• The inability to graduate until the outstanding debt is cleared
Maintaining Records of Refunds
Where a student application for refund is submitted, all records of the refund application and associated
actions are maintained in the student file. This includes a remittance advice identifying that refunds have
been paid and any correspondence relating to the refund application.
Any information that the client provides Bentley College or that Bentley College collects about the client
(including payments and refunds) can be given to authorised State and Commonwealth Agencies such as
the Tuition Protection Service.
The student must be informed of their right to appeal any decision of this policy in line with Bentley
College’s Policy and Procedure - Complaints and Appeal policy.
Privacy Policy
Information collected about an individual learner or intended applicant in Written Agreement and
Acceptance of Offer and during the student enrolment, can be provided by Bentley College, the
Commonwealth including the TPS or state or territory agencies, in certain circumstances, to the Australian
Government and designated authorities; in accordance with the Privacy Act 1988. In other instances,
information collected on this form or during your enrolment can be disclosed without your consent where
authorised or required by law.
Under the Data Provision Requirements 2012, Bentley College is required to collect personal information
about any individual learner or intended applicant and to disclose that personal information to the
National Centre for Vocational Education Research Ltd (NCVER).
Learner’s personal information (including the personal information contained in Written Agreement and
Acceptance of Offer and during the course of their study), may be used or disclosed by Bentley College for
statistical, administrative, regulatory and research purposes. Bentley College may disclose your personal
information for these purposes to:
• Commonwealth and State or Territory government departments and authorised agencies; and
• NCVER.
T: 03 8648 8775
M: admin@bentley.edu.au
W: www.bentley.edu.au
A: Suite 2, Level 7, 190 Queen Street, Melbourne VIC 3000
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©BC V1.0 December 2020 Next Review December 2021 RTO: 22446 CRICOS: TBA ABN: 96 139 153 763
Personal information that has been disclosed to NCVER may be used or disclosed by NCVER for the
following purposes:
• Populating authenticated VET transcripts;
• Facilitating statistics and research relating to education, including surveys and data linkage;
• Pre-populating RTO student enrolment forms;
• Understanding how the VET market operates, for policy, workforce planning and consumer
information; and
• Administering VET, including program administration, regulation, monitoring and evaluation.
