Cancellations & Refunds Policy

Document Title Cancellation and Refund Policy
Code  SF003 
Version 2016.1
Responsible Officer Associate Director
Date Approved  1 August 2016 
Approved by  Board of Directors
Stakeholders  Scots executive management and accounts officers

Scots English College (Scots) will apply the following cancellation and refund policy where applicable:

  1. The application fee, accommodation placement booking fee and airport pickup fee are not refundable under any circumstances, including visa rejection.
  2. If a student is refused a visa for study or for an extension of study in Australia, the tuition fee, materials fee, (any guardian fee if applicable,) and the homestay accommodation fee will be refunded in full within 4 weeks from the default day / advice to Scots English College, after receiving a written claim from the student provided that all original documents and an original letter from the Australian Embassy, High Commission or Immigration Office is supplied to Scots English College.
  3. No refund will be given to any student who is refused a visa by Immigration for study or for an extension of study in Australia on the grounds that the student is believed to have provide false or misleading information or documentation in support of their visa application.
  4. If a student cancels their course in writing more than 28 days before the course is due to commence, 70% of the tuition fee will be refunded.
  5. If a student cancels their course in writing 28 days or less before the course is due to commence, 50% of the tuition fee will be refunded.
  6. No refund will be given to any student who cancels once a course has commenced.
  7. No refund will be given to any student who breaches their visa conditions or fails to meet course requirements.
  8. Students taking package courses that involve an ELICOS course as a pre-requisite to a vocational course will be considered Scots students from the commencement of their period of study in Australia.
  9. Scots will not authorise the transfer of fees to any other institution or any other student account.
  10. If a student completes the course early, the full tuition fee and materials fee must be paid before any certification is issued.
  11. If a student extends their course, they will be subject to additional fees and those fees must be paid before any certification is issued before the course commences.
  12. If a student changes courses after commencement of the course in which they were originally enroled, they will be subject to the current fee structure. Students are also subject to paying a new materials fee due prior to the commencement of their new course.
  13. Should Scots be unable to offer the course for which the student has enroled, a full refund will be paid to each student who had an eCoE at approved, visa granted, and studying status within 2 weeks after Scots English College defaults on the intended course in which the student has enroled.
  14. Students who wish to apply for a refund should do so in writing on the Scots English College Refund Request Form, which is available in the Student Handbook and on request from the Principal Administrator.
  15. This agreement does not remove the right to take further action under Australia's consumer protection laws, Scots English College dispute resolution processes do not circumscribe the student's right to pursue other legal remedies. For details refer to Standard 8 of the National Code 2007, and Sections 27-32 of the ESOS Act 2000.
  16. Students must be aware that personal information may be made available by Scots English College to Commonwealth and State agencies and the ESOS Assurance Fund Manager (Standard 3.1 d of the National Code 2007).
  17. A student is only allowed to defer commencement or suspend studies of a course on medical grounds with a doctor’s certificate or other exceptional compassionate and compelling circumstances.
  18. Where a student defers commencement or suspends on any other grounds, Scots English College must report the student to DIBP via PRISMS as not complying with visa conditions.
  19. In the case of a default (by the student and/or provider) on a course by Scots English College, the student will be provided with a statement that explains how the monies for a refund have been worked out.
  20. All refund considerations will be strictly limited to the monies that Scots English College has received from the student as tuition fees only (i.e., exclusive of all non- refundable fees and agents’ commission, whether this commission was deducted before or after the student payment to Scots.)
  21. Alternatively, if in default, Scots English College will arrange for the student to be offered a place in an alternative course(s) delivered by a CRICOS registered provider at the college’s expense. If the student accepts the offer of placement in an alternative course(s) in writing, the college is relieved of its liability to provide a refund to the student.
  22. Alternatively, under the Tuition Protection Service (TPS) framework, if Scots English College is unable to fulfil its obligations to complete a course, the TPS framework will facilitate the placement of students in the first instance, and where this is not possible, will provide a refund of unexpended tuition fees (i.e. tuition the student has paid for but has not been delivered by Scots English College). The TPS covers Scots English College defaults if the course Scots English College offers does not start on the agreed starting day, or if the course stops being provided after it starts and before it is completed, or the course is not provided fully to the student because Scots English College has had a sanction imposed.
  23. This Cancellation and Refund Policy is subject to review from time to time.
  24. Scots English College recommends that Australia’s ESOS legislative framework is read carefully prior to a student’s enrolment. The ESOS framework provides legislative protection for international students and is available for viewing at https://internationaleducation.gov.au/Regulatory-Information/Pages/Regulatoryinformation.aspx.

Refund Procedure:

  • To request a refund student must complete the Refund Application Form and submit it to the Accounts Officer either by email to the address on the form or in person. Please ask the Student Administration Manager for assistance.
  • Where a refund is approved by the BOD, Scots will make payment of refund within 28 days of receipt of Refund Application Form.
  • No refunds will be paid to a third party unless it is indicated at the time the Refund Application Form is lodged that any refunds due are payable to a third party.

Payment Schedules:

  • All invoices, receipts, reimbursement should be submitted to the Accounts Department by Friday every week.
  • The Accounts Officer will make a payment plan and get approval from BOD
  • Payment will be processed on Monday afternoon or latest on Tuesday


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