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 - Commencing Semester

Monash observes the principles of the Australian National Policy on Fee Refunds established by Universities Australia.  Provisions of the ESOS Act 2000 and the ESOS Regulations apply in the event that Monash, as a registered provider, defaults on this agreement on refunds.

International Student Refund

• To be eligible for a refund (less applicable administrative charges), you must withdraw from a course within the first four (4) teaching weeks (or (4) four weeks of a research program).
• Where fees are paid by a party on your behalf, Monash reserves the right to notify that party.
• If enrolled and you withdraw from a course for whatever reason beyond the Census date in that teaching period, you shall not be eligible for a refund.
• The funds covering the tuition fees must be cleared (i.e. cheques cleared, telegraphic transfers received, etc).
• All debts to Monash must have been paid before any refund can be calculated with any outstanding amounts to be deducted from the refund.
• The refund will be made to the same person or party from whom the payment was received on behalf of the student.
• Refunds will be paid within four (4) weeks of receiving a written claim from you.

• 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.

In the event of a course not being delivered  

In the unlikely event that Monash is unable to deliver your course in full, you will be offered a refund of all the course money you have paid to date for that course. 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 at no extra cost to you. 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.

How to apply for a refund

• If you are withdrawing prior to enrolment or discontinuing from a course shortly after enrolment, applications for a full or partial refund must be made by submitting the Application for Refund of International Fees form and accompanied by supporting documentation, as appropriate. The form is available at: http://www.monash.edu.au/fees/assets/forms/international-refund-form.pdf
• Requests for refunds if you are a continuing student and enrolled must be made by completing the Application for Refund of Fees form which is available at: http://www.monash.edu.au/fees/forms/refund2.html.
• The authority for approving a refund of fees rests with the Manager, Student Finance Monash, or their nominee.

The grounds for refunds are as follows:

Full refunds. Except as otherwise set out here, a full refund means all of the course money you have paid to date for that course.  A full refund will be made:

a) in the event that the offer set out in this agreement is withdrawn by Monash;
b) where Monash is unable to provide the course;
c) where you were not able to meet a condition of the offer set out in this agreement;
d) where you have been excluded by Monash/Monash College for failure to meet course progression rules but the refund applies 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;
e) where there is a refusal by Australian Government authorities to grant you a student visa;
f) 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;
g) when illness or disability prevents you from commencing study in a course in this agreement;
h) if Monash makes this offer on the basis of incorrect or incomplete information being supplied by you and this agreement is terminated prior to commencement of any study;
i) if you are a continuing student and re-enrol, then withdraws before the census date (as no refunds are made after census date), then you will be refunded course fees applicable to that re-enrolment and any other course fees paid in advance;
j) when death of a close family member (parent, sibling, spouse or child) occurs and this prevents you from commencing the course; or
k) when other special or extenuating personal circumstances prevent you from commencing a course, and which may be accepted for a full or partial refund at the discretion of the Manager, Student Finance at Monash, or their nominee, upon review of a submission made by you to Monash /Monash College prior to the commencement of the course.

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

Partial refunds (Note: The policy of partial refunds applies to commencing students).

 A partial refund means a portion of the course money you have paid to date for that course. A partial refund will be made to commencing students where you:

a) give less than four (4) weeks notice prior to the commencement of teaching in that semester/trimester of an inability to undertake the course; or
b) withdraw from a course prior to the Census date; or
c) withdraw within four (4) weeks of commencement of a research program.

In these cases the tuition fee paid for the semester/trimester is refundable, less an administrative fee of AUD$1,000.

No Refund

If you withdraw after the census date of the semester/trimester for which you are enrolled, you will not be eligible for a refund for that semester/trimester and will only be refunded any course fees paid in advance.

Note: If you are a Higher Degree by Research student who withdraws more than four (4) weeks after the commencement of the course but before the census date you will not be eligible for a refund for the research period that was undertaken.

Refund of packaged offers

A full refund will be made in the circumstances set out in (a) to (k) of the Full Refunds section above where you, having paid a package course fee deposit in advance, give notice in writing to Monash of an inability to undertake the principal course prior to the commencement of semester, which refund will consist of the balance (if any) of the deposit paid, after deducting an administrative fee of AUD$1,000. Once you enrol in the Monash course the course refund provisions set out above apply.

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 http://www.adm.monash.edu.au/execserv/student-grievances/

Monash University English Language Centre (MUELC) Fees Refund and Transfer

This sets out the circumstances under which you may transfer fees or obtain a full or partial refund.

Refund

To be eligible for a refund (less applicable administrative charges), you must provide notice and withdraw from the English course prior to commencement or enrolment date.

• Where fees are paid on your behalf, MUELC reserves the right to notify that party.
• The refund will be made to the same person or party from whom the payment was received on your behalf.
• Any debts to MUELC must be paid before any refund can be calculated with outstanding amounts being deducted from the refund.
• Refunds will be paid in Australian dollars within four (4) weeks of receiving a written claim from you.

Full Refunds

A full refund will be made:

• If MUELC refuses your application for enrolment;
• Where there is a refusal by Australian Government authorities to grant you a student visa to commence;
•  Where written notice of cancellation is received from you more than 4 weeks prior to your commencement of the course.

In the unlikely event that Monash University English Language Centre (MUELC) is unable to deliver your course and unable to place you in a suitable alternative course, a full refund will be made within two (2) weeks of receipt of application.

Partial Refunds

A partial refund will be made where you give less than four (4) weeks of written notice of cancellation prior to the commencement of the course.  MUELC will retain a non- refundable amount equivalent to five (5) weeks of the tuition fee.

No Refund

The administration fee of $200 for all MUELC courses and $100 for Introductory Academic Programs will not be refunded.

A refund will not be given if:

• written notice of withdrawal is received after enrolment or the commencement date of the course; or
• you fail to enrol.

Transfer of Fees

• Tuition fees are only transferable to formal award courses at Monash University or Monash College. Evidence of acceptance into the award course at Monash University or Monash College must be provided when transfer of fees is requested. 
• No transfers will be made to another ELICOS Centre, an education institution other than Monash University of Monash College or to another student.
• MUELC will retain no more than 30% of the cancelled portion of fees paid.

The administration fee will not be transferred.

How to apply for a Transfer or Refund of Fee

All requests must be made on the Transfer of Fees/Refund Form available from http://monash.edu.au/englishcentre/forms/muelc_refund.pdf and must be accompanied by supporting documentation.

Complaints and Appeals

In the event that you wish to contest MUELC’s rejection of your request for a refund, you may access the Centre’s dispute resolution procedures which can be found at http://www.monash.edu/englishcentre/fees/index.html#ref

7.6 International Students - Continuing

International students who have commenced study at Monash University and have been invoiced for a second or subsequent semester may apply for refunds in the same manner as domestic fee paying students. 

Refunds will be made in Australian dollars and the University reserves the right to make refunds payable in the country of origin.

7.7 Complaints and Appeals

In the event that a student wishes to contest Monash University’s rejection of their request for a refund, they will have access to established dispute resolution procedures.  This policy and the availability of complaints and appeals processes, does not remove the right of the student to take further action under Australia’s consumer protection laws.

7.8 International Higher Degree by Research students

Higher Degree by Research students who withdraw from their course before the census date shall not be eligible for a refund for the research period that was undertaken.  However, any payments received by the university for the research period after the withdrawal may be refunded accordingly.

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.