Cancellation of Enrolment & Refund Policy

Purpose

Sydney Art School (SAS) is committed to providing a fair and transparent process for students wishing to cancel their enrolment and seek refunds. This policy ensures compliance with the Standards for Registered Training Organisations (RTOs) 2015, early changes effective 1 March 2024, the updated standards effective 1 January 2025, and Australian Consumer Law, while supporting students in our visual arts programs.

Scope

This policy applies to all students enrolled in SAS courses, including Nationally Recognised Qualifications (e.g., Certificate III, Certificate IV, Diploma, and Advanced Diploma of Visual Arts), short courses, kids’ art classes, and school holiday workshops, across all studio locations (Hornsby, Baulkham Hills, Epping) and online programs.

Policy

1. Cancellation of Enrolment

• Students may cancel their enrolment by submitting a written request via email to [email protected] or through the aXcelerate student portal.
• Cancellations must include the student’s name, course details, and reason for cancellation to facilitate processing.
• For Nationally Recognised Qualifications, cancellations may impact VET Student Loans (if applicable) or Confirmation of Enrolment (CoE) for international students. SAS will notify relevant authorities as required.
• Cancellations received before the course commencement date will incur no academic penalty. Cancellations after commencement may result in partial or no credit for completed units, depending on the timing and progress.

2. Refund Eligibility

• Before Course Commencement: Students cancelling at least 14 days before the course start date are eligible for a full refund of fees paid, less a $50 administrative fee.
• Within 14 Days of Commencement: Students cancelling within 14 days of the course start date are eligible for a 50% refund of term fees, subject to review of circumstances (e.g., medical or compassionate grounds).
• After 14 Days: No refunds will be issued for cancellations after 14 days from the course start date, except in exceptional circumstances (e.g., serious illness or hardship), which require supporting documentation and approval by SAS management.
• Short Courses and Workshops: Refunds for short courses or school holiday workshops are not available after the program has commenced, unless SAS cancels the program.
• Certificate and Diploma Courses. Students may withdraw before Census date with no academic penalty and refund of fees paid.  Please note the first terms fees include a $295 application fee this is non-refundable.
• VET Student Loans: For students using VET Student Loans, refunds or re-crediting of loan balances will comply with the VET Student Loans Act 2016 and SAS’s re-crediting procedures.

3. SAS-Initiated Cancellations

• If SAS cancels a course due to insufficient enrolments or unforeseen circumstances, students will receive a full refund of fees paid or the option to transfer to another course without additional cost.
• Refunds will be processed within 14 business days via the original payment method or as agreed with the student.

4. Refund Process

• Refund requests must be submitted in writing to [email protected] or via the aXcelerate system, including relevant details and supporting documentation (if applicable).
• Refunds will be processed within 14 business days of approval, with notification sent to the student’s registered email address.
• Records of cancellation and refund requests will be maintained securely in the aXcelerate system for a minimum of 5 years, as required by RTO compliance standards.

5. Appeals

Students dissatisfied with a refund or cancellation decision may lodge an appeal as per SAS’s Complaints, Appeals, and Grievance Procedure, available on the SAS website or student handbook. Appeals must be submitted within 20 business days of the decision.

Responsibilities

• Students: Submit cancellation and refund requests promptly with required documentation and adhere to policy timelines.
• Tutors/Assessors: Report student cancellation requests to SAS administration and ensure accurate record-keeping in aXcelerate.
• SAS Management: Process requests in a timely and transparent manner, ensure compliance with RTO Standards and Australian Consumer Law, and maintain secure records.

Review

This policy is reviewed annually or as required to ensure alignment with WHS legislation, the Standards for Registered Training Organisations, Australian Consumer Law, and the needs of Sydney Art School’s visual arts programs.