Course Progress Policy

Pakenham Institute will monitor, records and assesses the course progress of each student for the course in which the student is enrolled. Course Progress Policy defines the requirements for student satisfactory course progress, the processes for monitoring, recording and assessing the student course progress and the processes for the Pakenham Institute intervention strategies for identifying and assisting students to achieve satisfactory course progress. The procedure sets out the processes for reporting student unsatisfactory course progress on PRISMS according to ESOS Act Section 19.

Pakenham Institute assess student’s progress at the end of each compulsory Term. The Term is 11 weeks long for all qualifications on CRICOS scope. While every attempt would be made to keep consistency in term weeks, however number of weeks in the defined term may also factor in the duration and the completion of units of competency, which enable Pakenham Institute to determine student participation and course progress in any given successfully completed term. One Term is considered the minimum length of time in which it is reasonable for the Administration Manager to make an assessment of a student’s course progress.

• Satisfactory course progress is achieved where a student successfully completes at least 50% of course requirements in a successfully completed Term.
• Unsatisfactory progress is defined as not successfully completing or demonstrating competency in more than 50% of the course requirements in a successfully completed Term.
• Course breach is defined as not successfully completing or demonstrating competency in more than 50% of the course requirements in TWO consecutives successfully completed Terms or NOT responding to intervention meeting invitation within 10 working days from the receiving the invitation.

Pakenham Institute will also monitor overseas student attendance (but would not report, unless otherwise required) in the process of course progress monitoring and reporting. However overseas students must meet their visa obligations regarding attendance, wherever applicable.

You will also be provided with further information about course progress and attendance requirements at your orientation.  For further details, please refer to Course Progress Policy and Procedure.

Recognition of Prior Learning (RPL)/Credit Transfer (CT)

Pakenham Institute will offer Recognition of Prior Learning (RPL) and Credit Transfer (CT) to all prospective students through the enrolment process. Pakenham Institute has documented policies and procedures for these processes and students are provided details of how to apply for RPL or Credit Transfer through the enrolment process. For further details, please refer to RPL and Credit Transfer Policy and Procedure.

Refund Policy Conditions and Processes

Refund of the fees will only be granted in accordance with the refund policy set out below.

Any student willing to apply for a refund must submit a completed ‘Refund Application Form’ to Student Administration. The application form can be accessed by:

• Contacting Student Administration
• Accessing Pakenham Institute’s website

All refund applications are to be assessed by the Administration Manager and applications processed within Twenty (20) working days of the application and evidence of documentation received. The Student will need to supply in writing, the nominated method of reimbursement. Refunds are accompanied by a statement outlining the total refunded amount.

Please note:

1. Refunds applications after course commencement is only in relation to Tuition Fees only. Tuition fees and Material fees are specified in the Enrolment Acceptance Agreement.
2. Pakenham Institute is not able to provide any refunds for fees paid to third parties such as Health insurance or fees paid directly to an education agent.
3. Where the student breaches Pakenham Institute Policies and Procedures no refund is payable.
4. Students cannot apply for a refund where there is default on payment of Tuition and material fees.
5. Payment of a refund application cancels a student’s enrolment.

 Full Refunds

Pakenham Institute will make a refund of course fees paid in the following circumstances:

 1.       Visa refused before commencement date

In the event that a student’s initial visa (prior to landing in Australia) is not granted, a full refund of fees received by the Institute will be issued to the student less the Application fee and the Administration Fee. Administration fee is calculated as 5% of the amount paid or $500 whichever is the lesser.

Please note:  Without proof of refusal from the Department of Home Affairs, NO refund will be granted.

2.       Pakenham Institute does not commence or ceases delivery of a course

Pakenham Institute reserves the right to cancel or postpone any courses prior to their scheduled commencement dates, should it be necessary.

If Pakenham Institute does not commence a course on the due date a full refund of tuition fees paid will be made within 10 working days of the specified starting date in accordance with the refund provisions of the ESOS Act. Fees may be transferred to an alternative enrolment where the student agrees.

Where Pakenham Institute is unable to complete the course due to unforeseen circumstances, any ‘unused tuition’ fees are to be refunded to the student.

Where there is an instance of provider default in the above circumstances, Pakenham Institute may arrange for another course, or part of a course, to be provided to students at no (extra) cost to the student as an alternative to refunding course money. Where the student agrees to this arrangement, Pakenham Institute will not be liable to refund the money owed for the original enrolment.

Tuition Protection Service

In such case of provider default, student tuition fee is protected under TPS (Tuition Protection Service). The Tuition Protection Service is an initiative of the Australian Government to assist international students whose education providers are unable to fully deliver their course of study. For more information on TPS for international student, please visit: https://tps.gov.au/

Partial Refund

1.       Student withdraws more than 60 days before course commencement date or within cooling off period

If written notice of withdrawal is received more than 60 days prior to the initial course commencement, 75% of the initial pre-paid tuition fee is refundable, less the Application fee and the Administration Fee. Administration fee is calculated as 5% of the amount paid or $500 whichever is the lesser. Note the CEO may waiver the Administration fee for withdrawals within the 3-day cooling off period.

2.       Student withdraws less than 60 days but more than 28 days before course commencement date

If written notice of withdrawal is received less than 60 days but more than 28 days prior to the initial course commencement, only course material fee is refundable.

No Fee Refund

3.       Student withdraws less 28 days before course commencement date

If written notice of withdrawal is received less than 28 days prior to the initial course commencement, there would be No refund.

Pakenham Institute will not refund any RPL application fees should the student be deemed as unsuccessful in RPL. Note that the student may lodge an appeal on RPL decision at little or no cost – refer to the complaints and appeal policy.

Non-tuition-based fees such as materials and/or equipment provided after course commencement will not be refunded under any circumstances.

In the event that a student cancels their enrolment and requests a refund after the course commencement date, there will only be refund on unused tuition fee for future study period/s. Overseas Students withdrawing from a course of study, will be reported to the Department of Home Affairs. 

A Student who withdraws from their studies after the commencement of their course is required to pay the balance of their tuition fee for the current study period before the date of cancellation of their COE.

In the event that the student seeks and is granted approval by Pakenham Institute to transfer to another provider prior to completion of six-month study of the principal course, there will only be refund on unused tuition fee for future study period/s.

In the event that the student’s enrolment is cancelled because of misconduct of student with Pakenham Institute’ Student Code of Conduct Policy or breach of student visa conditions there is no refund of any monies paid to Pakenham Institute.

In the event that a Student’s extension of Visa is not granted; there will only be refund on unused tuition fee for future study period/s. Students are advised not to enrol or re-enrol if they are uncertain if their visa will be extended.

In the event that a Student abandons their course without formally cancelling their enrolment, there will not be any refund. Student will be invoiced for the tuition fees before the date of cancellation of their COE.

In an event where visa is cancelled due to any action of student, there is no refund.

Extenuating Circumstances

Students may have extenuating circumstances that prevent them from attending scheduled course dates that may include but are not limited to illness, family or personal matters, or other reasons that are out of the ordinary circumstances.

Where evidence can be successfully provided to support the student’s circumstances, course fees may either be transferred to the next available course where applicable, or a refund of unused course fees will be issued. This decision of assessing the extenuating circumstances rests with the CEO and shall be assessed on a case by case situation.

Refund Procedure

All applications for refund must be made in writing using ‘Refund Application Form’ and must be submitted to RTO Manager for their approval. The refunds will be processed towards the nominated account within 20 working days from the date of application. The amount of refund will be calculated in accordance with the summary of refunds.

It is student’s responsibility to provide correct account details. Pakenham Institute will not authorise the transfer of fees to any other student’s account. Refunds for students will be completed in the same method by which the fees were originally paid.

Payment of Refund

All refunds for which a student is eligible will be forwarded to the person who paid the fees in his or her home country, unless the student is transferring to another institution in Australia (subject to Visa conditions), in which case any refund may be remitted to that institution.

Written authorisation from that person, or entity, is required before refunds can be made payable to any other party. Students should submit this authorisation with their written request for refund. All Student refunds are made in Australian dollars or the foreign currency equivalent at the time and will be net of any handling fee charged by local representatives used by the Student. Bank Charges on processing refund payments such as Telegraphic Transfer or draft fees to $40 will be deducted from any refund. Pakenham Institute will provide the student with a statement detailing the calculation of the refund.

Appealing Refund decisions

All students have the right to appeal a refund decision made by Pakenham Institute (Refer Complaints and Appeals Policy and procedure).

Summary of Refunds

*****Administration fee is calculated as 5% of the amount paid or $500 whichever is the lesser*****

Late Payment of Fees

Students are required to pay their tuition fees and any outstanding charges on the due date specified. If the student fails to make the payment by the due date, the following will occur:

1. Payment reminder will be sent to student within 7 calendar days after the due date.
2. After 7 days, if student fails to make any payment or obtain a payment plan, student will be issued first warning letter. Student will further have 7 calendar days to make the payment. If the student is on payment plan, then student will be required to pay the whole study period’s outstanding balance. A late payment fee of 18% of the total amount owing may be levied.
3. Final warning letter will be sent to student with fee overdue for more than 28 calendar days. If student fails to pay the overdue account within 7 calendar days of final warning letter, the Institute will refer student’s case to Institute’s debt collection agency.
4. In final warning letter, Pakenham Institute will also inform the student about the intention to report to Department of Home Affairs based on non-payment of fees, which may result in cancellation of student’s enrolment and student visa.
5. Student will have 20 working days to make an appeal. For more Information, please refer to Pakenham Institute’s Complaint and Appeal policy
6. The CEO may grant an extension and/or waiver late fees, where extenuating circumstances has been provided by the student.
7. In the case where fee extension request is not approved, the student information is sent to debt collection agency. These details will include:

• Student name, contact detail and total fee that the student is indebted to RTO.
• The student will be informed that they may be contacted by the Institute’s debt collection agency and if required legal action may be taken against the student, and that all legal matters will be dealt with under the jurisdiction of Victoria.

Students willing to resume study at RTO will have to re-enrol in the course, provided that they have paid the total outstanding fee in full.

Where a student continues to have an outstanding fee, the following restrictions may apply:

• Loss of access to enrolment records, examination results and academic transcripts
• The inability to graduate until the outstanding debt is cleared

Maintaining Records of Refunds

Where a student application for refund is submitted, all records of the refund application and associated actions are maintained in the student file. This includes a remittance advice identifying that refunds have been paid and any correspondence relating to the refund application.

Any information that the client provides Pakenham Institute or that Pakenham Institute collects about the client (including payments and refunds) can be given to authorised State and Commonwealth Agencies such as the Tuition Protection Service.

The student must be informed of their right to appeal any decision of this policy in line with Pakenham Institute’s Policy and Procedure – Complaints and Appeal policy.

Privacy Policy

Information collected about an individual learner or intended applicant in Written Agreement and Acceptance of Offer and during the student enrolment, can be provided by Pakenham Institute, the Commonwealth including the TPS or state or territory agencies, in certain circumstances, to the Australian Government and designated authorities; in accordance with the Privacy Act 1988. In other instances, information collected on this form or during your enrolment can be disclosed without your consent where authorised or required by law.

Under the Data Provision Requirements 2012, Pakenham Institute is required to collect personal information about any individual learner or intended applicant and to disclose that personal information to the National Centre for Vocational Education Research Ltd (NCVER).

Learner’s personal information (including the personal information contained in Written Agreement and Acceptance of Offer and during the course of their study), may be used or disclosed by Pakenham Institute for statistical, administrative, regulatory and research purposes. Pakenham Institute may disclose your personal information for these purposes to:

• Commonwealth and State or Territory government departments and authorised agencies; and
•  Personal information that has been disclosed to NCVER may be used or disclosed by NCVER for the following purposes:

• Populating authenticated VET transcripts;
• Facilitating statistics and research relating to education, including surveys and data linkage;
• Pre-populating RTO student enrolment forms;
• Understanding how the VET market operates, for policy, workforce planning and consumer information; and
• Administering VET, including program administration, regulation, monitoring and evaluation.

Further Information

For all further details, please refer to International Student Handbook on for all related policies and procedures (policies and procedures also available on www.pakenham.edu.au) and other important information related to international students including Covid-19, living cost, life and study in Melbourne, etc.

Please contact the Administration Manager at admission@pakenham.edu.au or at +61 0432 197 654 for further information.