Fees, Charges and Refund Policy

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P028 Fees, Charges and Refunds Policy

Controlled Document. P028 Fees, Charges and Refunds Policy v3.0.pdf

Version No:3.0. Date Effective: Jan 2017. Review Date: Jan 2018


This policy is to ensure that the RTO collects all relevant fees and charges for courses according to the payment terms agreed to on their Training Enrolment Form or Service Agreement and in line with legislation. For public courses the Fees and Charges structure will follow the Vet Fees and Charges Policy 2017. For corporate clients the Fees and Charges structure must align to the service agreement.


This policy relates to the following Standards for RTO’s 2015; 4.1,5.2, 5.3, 7.3


This policy relates to all staff to ensure the correct information regarding fees, charges and refunds are disseminated to the students and clients.
The CEO is responsible for ensuring that all State Funding Contract requirements are met and approving fees and charges as required by any applicable State Funding Contracts. The CEO is responsible for approving and issuing refunds.


RTO Administration and Training Advisors are responsible for using the correct fees and charges information from the current VET Fees and Charges Policy document.  The Training Coordinator/ CEO is required to check the documented fees are in line with current state requirements for publicly funded students, and in line with Service Agreements for fee for service corporate clients.
Invoices will be compiled by the Training Coordinator and saved to the individual student / client record to ensure that all records are kept in accordance with this process.

Fee Information at Enrolment

The CEO shall ensure that the following fee information is provided to each students / client prior to their enrolment:
a) The total amount of all fees including course fees, administration fees, materials fees and any other charges;
b) Payment terms, including the timing and amount of fees to be paid and any non-refundable deposit/administration fee;
c) The nature of the guarantee given by the RTO to complete the training and/or assessment once the student has commenced study in their chosen qualification or course;
d) the fees and charges for additional services, including such items as issuance of a replacement qualification testamur and the options available to students who are deemed not yet competent on completion of training and assessment; and
e) The organisation’s refund policy.

Please refer to our website for course fees and charges.


Payment of Fees

Enrolment is not complete until statutory and RTO based fees and charges are paid, deferred payment arrangements have been made or fees and charges have been waived. 
? Fees can be paid by cash, EFT, credit card (VISA or MasterCard)
? Authorisation to Invoice (F051 Authorisation to Invoice)
? Make application on the grounds of severe financial hardship (F049 Severe Financial Hardship Form) – CEO Endorsement Required
? Payment by instalment (F034 Training Enrolment Form)
Overdue invoices may be forwarded to Debt Collection Agency for recovery.

The CEO may approve a payment plan if requested by the Student/Client. Payment plans can be discussed with RTO administrator prior to enrolment.

Once fees processed an Enrolment Confirmation is sent to the student. The Enrolment Confirmation will provide the RTO’s commitment to deliver training against the nominated delivery period for the course, the venue, and any other requirements for the course. Certificates and Statements of Attainment or attendance will not be issued until all fees owing are paid.


Payment of Fees in Advance

The RTO will not accept fees greater than $1500 before training is commenced and no more than $1500 is held in advance at any time during training.
Funded Training including Traineeships
Fees will be determined by units selected as per the Department of Training and Workforce Development (DTWD) approved Vet Fees and Charges Policy. Concession rates and fee exemptions may be applied as per this policy.
When the enrolment is processed, the agreed fees and charges will be invoiced to the student/client in line with fees and charges outlined on the enrolment form and the current Statement of Fees. Payment must be made within 30 days from the issue of the invoice


Fee-for-Service Non-State Funded Training

Depending on the individual agreement between the RTO and the Student, the RTO may charge the tuition fee in respect of the course, inclusive of any associated administration and course material fees payable by the Student/Client.


Additional Fees

Additional fees that may be charged are outlined below:

• Re-assessment- All students are provided with a minimum of one reassessment at no additional charge. Where are student requires a second or (with approval) third reassessment and the assessment requires substantial physical or human resources such as with a practical placement, practical assessments where equipment must be hired, etc. The RTO may negotiate a reasonable fee as long the student has been provided with opportunity for additional training between the initial assessment and reassessment. This fee is to be negotiated and approved by the CEO and must be undertaken in line (where applicable) with state funding requirements.
• Re-issue of a Testamur, Statement of Attainment or Record of Results- where a student requests one of the referred documents to be re-issued a fee of $50 is to be charged.
• Appeals fee- Where the student elevates an appeal to an external body, additional charges may apply through the external body. There are no fees for the internal RTO complaints and appeals systems, but additional appeals may be referred through external parties.
Note: Where training is undertaken as part of a state funded arrangement, additional Fees and Charges are guided by state funding body policies and contractual requirements.
Cancellation, Withdrawal and Refunds
Future Skills (Funded) Formal written notification is required. Students are eligible for a refund of tuition fees and or resource fees under the following circumstances:
• A full refund will be provided if a unit is cancelled or re-scheduled to a time unsuitable to the student; or a student is not given a place due to maximum number of places being reached.
• Students who lodge a written withdrawal before 20% of the way between the commencement and completion dates for the unit, will be eligible for a full refund of the course fee and 50% of the resource fee.
• If the student can produce reasonable documentary evidence due to: serious illness, injury or disability preventing the student from completing the course the Accountable Officer may approve a pro rata refund.
Please note: Students who withdraw from their course without notifying the Registered Training Organisation (RTO) in writing may not be eligible for a refund. Withdrawal Forms are available from the Administration Office.
Fee for Service (Non-Funded)
Formal written notification of withdrawal is required. Withdrawal Forms are available from the Administration Office.
• A full refund will be provided if a unit of competency qualification or training is cancelled or re-scheduled to a time unsuitable.
• A full refund will be provided prior to class commencement – provided a withdrawal from is received by the RTAO 7 days prior to class commencement.
• Partial refund 50% will be provided for withdrawal within 7 days of unit commencement. $50.00 Administration charge will apply.
• Individual circumstances will be considered by the Accountable Officer on a case by case basis to determine refund suitability.
Requests for refunds must be made in writing and submitted to the Training Coordinator.

Waiving of Charges

The RTO is committed to providing opportunities for students to participate in training that improves employment outcomes for the student. In situations where a student can demonstrate genuine severe financial hardship, fees will be waivered in line with government funding requirements. The CEO may approve to waive all fees and charges for students that are assessed as being in severe financial hardship. The process is as follows;

1. The Student is required to complete the Financial Hardship Form F049
2. The student is required to provide the following information; concession card and supporting evidence i.e. letter from JSA confirming period of unemployment.
3. The Training Advisor will conduct evidence based discussion of financial incomings and outgoings which is documented on the Financial Hardship Form (F049 Financial Hardship Form). Considerations may include duration of unemployment, assets, etc. Evidence must be sighted.
4. The Training Advisor must sight financial documentation and any other evidence, but it is not to be retained due to financial privacy requirements.
5. The CEO will review and approve or decline waive of fees and charges.
6. Details of a student’s enrolment, records where a fee waiver has been granted and documented reasons for the decision will remain in the students file.
7. Financial Hardship Form must be retained for audit purposes.


Additional State Requirements - WA

As per requirements in the VET Fees and Charges Policy 2017 the following is in place; students training under a government funded program will receive detailed invoices which outline fees at a per unit level. The Invoice breakdown needs to be provided to all students along with their invoice to cover all the required information.

Students who have a concession card do not automatically qualify for fee waiver under DTWD Fees & Charges. Students with a valid concession card will automatically apply for concession rates.

Instalment Payment Plans - Students must be given a minimum of 8 weeks from the commencement of a unit to finalise payment when paying by instalments.


Future Skills WA Course Fees for 2017



Non-concession Student

Diploma, Advanced Diploma and Existing Worker Traineeships


Apprenticeships, Traineeships* and Priority Industry Qualifications (up to Certificate IV)


General Industry Training (up to Certificate IV)


Foundation Skills and Equity Courses


Concession Student

Diploma, Advanced Diploma and Existing Worker Traineeships


Apprenticeships, Traineeships* and Priority Industry Qualifications (up to Certificate IV)


General Industry Training (up to Certificate IV)


Foundation Skills and Equity Courses




18 Claude Street, Burswood  WA  6100  •  T (08) 6110 0800  •  E enquiries@stirlingskills.com.au

Stirling Skills Training Inc. RTO Code: 5272