Student Fees Policy - refunds

If a student withdraws from a course and/or a unit before the census date a refund of some fees may be possible. When a student makes a change to their course load, the amenities and course fee is liable to change. A reduction of course load up to the census date for the unit may result in a reduction in the amenities and/or course fee.

The University will advise of any additional charges or credits owing as a result of unit changes. Where there is a credit, students may apply for a refund, or apply the credit to the next university charge.

Under banking regulations, if a student has made a payment with a credit card any refund must be credited to the original card. Monash University will refund to the original credit card if the initial payment was via that credit card within the previous 12 months, otherwise the refund will be processed by cheque.

Students requesting a refund, where the original payment was made by Telegraphic Transfer, are required to have the original payer authorise who the refund is to be paid to. Note: International refunds will normally be made in the currency of the student's current country of residence.

Exchange rates may fluctuate and Monash University is not liable for any variance.

Note: If you are no longer an enrolled student, Monash University will not be required to pay you any net credit amount in respect of the reasonable expenses of the business in holding unclaimed moneys and locating the owners.

7.1 Amenities Fee (pre-2007)

Students who officially discontinue a unit prior to the census date for that unit may be eligible for a partial refund of the Amenities Fee, provided that payment of the Amenities Fee had already been made in full.

Students who officially discontinue or intermit their course prior to the census date for the units maybe eligible for a full refund of the Amenities Fee.

Students enrolled in a course that is cancelled by the University will be eligible for a full refund of the amenities fee.

Students excluded under regulations made pursuant to Statute 6.2 "Exclusion for unsatisfactory progress", will not be refunded any Amenities Fees paid for the semester in which the exclusion occurred, but will be eligible for a full refund of any Amenities fee paid in advance for a future semester.

7.2 Course Fees - HECS-HELP Upfront

7.2.1 Prior to the census date

Where students withdraw from a course or units prior to the census date, any Upfront Student Contribution Amount (SCA) already paid to the University will be refunded in full.

7.2.2 After the census date

Where students withdraw from a course or units after the census date any upfront SCA paid will be remitted only in "special circumstances" defined in the Higher Education Support Act 2003.

Where "special circumstances" are apparent after the census date students apply direct to their Faculty, and the Faculty in turn advises Fees of any fee remission. Load will vary accordingly.

"Special circumstances" include those circumstances that:

• are beyond the person's control; and
• do not make their full impact on the person until on or after the census date for the course of study for the semester; and
• make it impracticable for the person to complete the course of study for the semester during the semester or during the year in which the semester occurs.

Some examples of "special circumstances" include:

• medical reasons where a person's medical condition has changed to such an extent that he or she is unable to continue studies
• family/personal reasons such as death or severe medical problems within a family, or unforeseen family financial difficulties, so that it is unreasonable to expect a person to continue studies
• employment related reasons where a person's employment status or employment arrangements have changed so that the person is unable to continue his or her studies, and this change is beyond their control.

Course related reasons where the institution has changed the unit or course it had offered and the person is disadvantaged by either:

• not being able to complete the unit or course, or
• not being given credit towards other units or courses.

Special circumstances do not include a lack of knowledge or understanding of HECS-HELP or FEE-HELP requirements, or a person's capacity to pay.

7.3 Course Fees - HECS-HELP Deferred and FEE-HELP

7.3.1 Prior to the census date

Where students withdraw from a course or units prior to the census date, their deferred HECS-HELP or FEE-HELP liability will be cancelled in full.

7.3.2 After the census date

Where students withdraw from a course or units after the census date, their deferred HECS-HELP or FEE-HELP liability remains, and students must apply direct to their Higher Education Provider (HEP) for relief from the deferred debt liability (see 7.2.2 "special circumstances").

Where "special circumstances" are apparent after the census date, students apply to the Fees unit, who will seek Faculty advice on fee remission. Unit load for the semester will vary accordingly.

7.4 Course Fees - Australian Fee Paying Students

7.4.1. Prior to the census date, course fees already paid to the University will be refunded in full.

7.4.2. After the census date course fees will be remitted only in "special circumstances" (see section 7.2.2 above).

Where "special circumstances" are apparent after the census date, students apply to the Fees unit, who will seek Faculty advice on fee remission. Unit load for the semester will vary accordingly.

7.5 International Students

7.5.1 Refunds for Monash University and for Monash College Pty Ltd Diploma and Foundation Year Courses (excluding English Language courses)

7.5.1.1 How refunds will be made

1. The refund amount is calculated after all outstanding debts to Monash have been paid and after clearance of all relevant cheques and receipt of all relevant telegraphic transfers or direct deposits.
2. The refund will be made to the same person or party from whom the payment was received on your behalf.
3. Refunds will be paid within four (4) weeks of receiving a written claim from you, except for circumstances set out in Section 7.5.1.2(b) below in which case the refund will be paid to you within two (2) weeks of the day on which the course ceased being provided. Alternatively, you may be offered enrolment in another course by Monash. You must choose whether you would prefer a full refund of course fees, or to accept a place in another course. If you choose placement in another course, you must sign a document to indicate that you accept the placement.
4. A refund will normally be made in the currency of your country of permanent residence and payable in that country. Exceptions include non-tradable currencies (where the refund would normally then be paid in USD) or payment to another Australian educational institution. Monash is not liable for any variance due to foreign exchange rate fluctuations.
5. Any equipment issued to you for your use during your course must be returned in an appropriate condition, or the replacement value of the item will be deducted from any refund amount.

7.5.1.2 When full refunds may be made

A full refund of all course fees paid for future study periods (including deposit fees for courses to be undertaken in future study periods as part of a packaged offer) will be made:

1. in the event that the offer set out in the International Student Course Agreement (the Agreement) is withdrawn by Monash prior to your enrolment for the course;
2. where Monash is unable to provide the course in the Agreement and you do not accept an alternate course;
3. where you were not able to meet a condition of the offer set out in the Agreement;
4. where you are a commencing student and withdraw or discontinue from your course more than four (4) weeks prior to the commencement of teaching or more than four (4) weeks prior to the commencement of a research program;
5. when illness or disability prevents you from commencing study in a course in the Agreement;
6. if Monash makes this offer on the basis of incorrect or incomplete information being supplied by you and the Agreement is terminated prior to commencement of any study;
7. when death of a close family member (parent, sibling, spouse or child) occurs and this prevents you from commencing the course;
8. at the discretion of the Manager, Student Finance at Monash, when other special or extenuating personal circumstances prevent you from commencing a course;
9. where you have been excluded by Monash for failure to meet course progression rules or for disciplinary reasons (but only in respect of fees paid for that part of the course not yet delivered at the date the exclusion from learning opportunities takes effect); or
10. if you are a continuing student and re-enrol, then withdraw before the Census date as described in http://www.monash.edu.au/enrolments/dates/census.html.

Documentary evidence must be provided in support of an application for a refund under any of the above provisions.

7.5.1.3 When partial refunds may be made

A partial refund of the course fees paid for current and future study periods will be made to you if:

1. you give less than four (4) weeks notice prior to the commencement of teaching in the study period of the course of your inability to undertake the course;
2. you withdraw from a course prior to the Census date;
3. you withdraw from a course prior to four (4) weeks of commencement of a research program; or
4. there is a refusal by the Australian Government authorities to grant you a visa and the refusal was a reason that directly or indirectly caused you to default under the Agreement.

In cases (a), (b) and (c) above, Monash will refund the course fee paid for the relevant study period (and any deposit fees for courses to be undertaken in future study periods as part of a packaged offer), less an administrative fee of A$1,000.
In case (d) above, Monash will refund the course fee paid for the relevant study period (and any deposit fees for courses to be undertaken in future study periods as part of a packaged offer), less an administration fee. This administration fee shall be the lesser of:

1. 5% of the total amount of pre-paid fees Monash has received before the day of default in respect of the course(s) now not being undertaken; and
2. the amount of A$500.

7.5.1.4 When no refund will be made

There will not be any refund of course fees paid if you:

1. withdraw from a course after the Census date of the study period for which you are enrolled, and in that case, you will only be refunded any course fees paid in advance for future study periods;
2. are a Higher Degree by Research student who withdraws from a course more than four (4) weeks after the commencement of the course but before the Census date; and in that case, you will only be refunded any course fees paid in advance for future study periods;
3. are otherwise in breach of the Agreement;
4. in lieu of refund, elect to accept enrolment in an alternate course offered to you by Monash where Monash is unable to provide the original course; or
5. if Monash is prohibited from doing so by relevant sanctions laws.

In cases (a) and (b) however, Monash will refund any course fees paid in advance for future study periods not now to be undertaken.

7.5.1.5 Complaints and appeals concerning refund application

In the event that you wish to contest a Monash rejection of your request for a refund, you have access to established dispute resolution procedures, which do not circumscribe your right to pursue other legal remedies. These dispute resolution procedures can be found at: 
Monash University: http://www.monash.edu.au/fees/contacts/grievances-appeals.html
Monash College Pty Ltd: http://www.monashcollege.monash.edu.au/monashcollege/assets/doc/mc-grievance-policy-proc.pdf

7.5.2 Refunds for Monash College Pty Ltd English Language Courses

7.5.2.1 How refunds will be made

1. The refund amount is calculated after all outstanding debts to Monash have been paid and after clearance of all relevant cheques and receipt of all relevant telegraphic transfers or direct deposits.
2. The refund will be made to the same person or party from whom the payment was received on your behalf.
3. Refunds will be paid within four (4) weeks of receiving a written claim from you, except for circumstances set out in Section 7.5.2.2(c) below in which case the refund will be paid to you within two (2) weeks of the day on which the course ceased being provided.
4. A refund will normally be made in the currency of your country of permanent residence and payable in that country. Exceptions include non-tradable currencies (where the refund would normally then be paid in USD) or payment to another Australian educational institution. Monash is not liable for any variance due to foreign exchange rate fluctuations.
5. Any equipment issued to you for your use during your course must be returned in an appropriate condition, or the replacement value of the item will be deducted from any refund amount.

7.5.2.2 When full refunds may be made

A full refund of all course fees paid for future study periods will be made:

1. if Monash College Pty Ltd does not accept your application for enrolment;
2. where Monash College Pty Ltd receives a written notice of cancellation of your enrolment more than four (4) weeks prior to your commencement of your course; or
3. if Monash College Pty Ltd is unable to deliver your course and unable to offer you a place in a suitable alternative course, save that in situations (a) and (b), an administration fee of A$250 will be retained for each English Language course and an administration fee of A$100 will be retained for each Introductory Academic Program course not proceeded with.

7.5.2.3 When partial refunds may be made

A partial refund will be made to you where:

1. you give less than four (4) weeks written notice of cancellation of your enrolment in the course; and where that notice is received by Monash College Pty Ltd prior to the commencement of the course; or
2. there is a refusal by the Australian Government authorities to grant you a visa and the refusal was a reason that directly or indirectly caused you to default under the Agreement.

In case (a) above, Monash will refund the course fees paid for future study periods less the equivalent of five (5) weeks course fee and less an administration fee. The administration fee will be A$250 for each English Language course and will be A$100 for each Introductory Academic Program course not proceeded with.
In case (b) above, Monash will refund the course fee paid for the relevant study period (and any deposit fees for courses to be undertaken in future study periods as part of a packaged offer), less an administration fee. This administration fee shall be the lesser of:

1. 5% of the total amount of pre-paid fees Monash has received before the day of default in respect of the course(s) now not being undertaken; and
2. the amount of A$500.

7.5.2.4 When no refund will be made

No refund of course fees paid will be made:

1. if you fail to enrol in your course;
2. written notice of your cancellation of enrolment in the course is received by Monash after the commencement of the course;
3. if you are otherwise in breach of the Agreement;
4. if in lieu of refund, you elect to accept enrolment in an alternate course offered to you by Monash where Monash is unable to provide the original course; or
5. if Monash is prohibited from doing so by relevant sanctions laws.

7.5.2.5 Transfer of fees in lieu of refund

In lieu of a refund being paid to you, course fees paid by you may be transferable to formal award courses at Monash University and Monash College Pty Ltd provided that:

1. no transfers will be made to another English Language course provider, any other institution other than Monash, or for or on behalf of any other student;
2. you must request such a transfer, in writing, to Monash College Pty Ltd;
3. you must provide to Monash College Pty Ltd evidence of acceptance into a formal award course at either Monash University or Monash College Pty Ltd; and
4. in the event of such a transfer, Monash College Pty Ltd may retain the applicable administration fee for each course you will not now be undertaking.

7.5.2.6 Complaints and Appeals

In the event that you wish to contest Monash's rejection of your request for a refund, you have access to established dispute resolution procedures, which do not circumscribe your right to pursue other legal remedies. These dispute resolution procedures can be found at:
http://www.monashcollege.monash.edu.au/monashcollege/assets/doc/mc-grievance-policy-proc.pdf

7.6 International students- Continuing

No longer applicable

7.7 Complaints and Appeals

No longer applicable

7.8 International Higher Degree by Research students

No longer applicable

7.9 Students enrolled under the US Financial Aid program

Special conditions and administrative arrangements apply for Students who are enrolled under the US Financial Aid program. Students should contact the US Financial Aid Director at Monash University for further details.

7.10 Students enrolled with Offshore Partners

Special conditions and administrative arrangements apply for Students who are enrolled through an Offshore Partner program. Students should contact their local administrator for further details.