International student refunds

Part D – Refunds

Full refund

Circumstances for full refund

An international student will be entitled to a full refund of tuition fees and any deposit paid for a study period at VU in the following circumstances:

1. In the event that an offer is withdrawn by the University.
2. In the event that the University is unable to provide the course (this is also known as "tuition protection"). In this situation, new commencing students will also be eligible for a refund of the application processing fee.
3. Where the student was unable to attain the level of English language required to commence a course, as set out in the Letter of Offer, and is able to prove that they made reasonable efforts to meet that condition. In this situation, the refund applies only to study periods that have not commenced.
4. Where the student has been excluded by the University for failure to meet course-progression rules, and tuition fees were paid in advance of notification of exclusion (the refund in this sub-clause will be only for those periods of study not yet started, and will not include the non-refundable deposit).
5. When illness or disability prevents the student from enrolling in the course.
6. When the death of a close family member (parent, sibling, spouse or child) occurs, and the student withdraws from their course before commencement for VU English course, or census date for other courses, or after these dates at the discretion of the Senior Vice-President, Future Students and Planning.
7. When a political civil or natural event prevents the student from studying or paying tuition fees, before commencement for VU English course, or census date for other courses, or after these dates at the discretion of the Senior Vice-President, Future Students and Planning.

Overseas Student Health Cover (OSHC)

Where the Overseas Student Health Cover (OSHC) premium has been previously paid to the University, refund of any available premium will be managed in the following way:

1. Where a student has not arrived in and has never resided in Australia, it is the responsibility of the student to claim the OSHC refund from their insurer directly.
2. Where the student has arrived or has resided in Australia, it is the responsibility of the student to claim the OSHC refund from their insurer directly.

Partial refunds

English-language course

A student who has paid any tuition fees for a study period for an English-language course and gives written notice of a withdrawal or an inability to study before the commencement date, will be entitled to a refund of tuition fees paid for the study period, less any non-refundable deposit, as set out in the student's written agreement (signed Letter of Offer).

Other courses

A student who has paid any tuition fees for a study period for a course other than an English-language course, and gives written notice of a withdrawal or an inability to study before the census date, will be entitled to a refund of tuition fees paid for the study period, less any non-refundable deposit, as set out in the student's written agreement (signed Letter of Offer).

Non-payment of fees

A student's enrolment has been cancelled for non-payment of tuition fees, the student will be entitled to a refund of any partial payment made less any non-refundable deposit, as set out in the student's written agreement (signed Letter of Offer). Any application fee paid will not be refunded.

Other circumstances

• The Australian Government authorities refuse to grant a student visa.
• A student visa is not granted in time for the student to start the course.
• A student withdraws their visa application with the Australian Government before the commencement of the course.
• A student does not submit a visa application.
• A student fails to provide additional information to support their application, as requested by the University (e.g. statement of purpose or certified documents).
• The University withdraws an offer based on incorrect, false or incomplete information provided by the student or their agent.

The student will be entitled to receive the total amount of the pre-paid fees the University received for the course in respect of the student minus the lesser of:

• 5% of the total amount of pre-paid fees that the provider received in respect of the student for the course before the default day; or,
• $500.

No refunds

Any student who withdraws from their course after census date in a semester, or after the commencement of their VU English course, will not be eligible for any refund of tuition fees paid for that semester except on extraordinary humanitarian grounds at the discretion of one of the following:

1. The Senior Vice-President, Future Students and Planning; or
2. In the case of VU English students, the General Manager, VU English.

A student who gives notice in writing of an inability to undertake a course, or withdraws from the course at any time, will not be eligible for a refund of the Application Processing Fee.

A student who is granted intermission or reduced study load will have any Tuition Fees paid held as a credit on their account and treated as a payment against future study periods.

International students who obtain permanent resident status

A student who is granted Permanent Resident status will be eligible for a refund of tuition fees paid for a semester, less a five hundred dollar ($500) service charge for the current semester, only if:

1. the Permanent Resident status is granted on or before the census date for that semester, and
2. the student presents evidence of their Permanent Resident status to VU International.

Permanent Resident status is recognised from the date officially recognised by the Department of Home Affairs, not the date on which the application for status is made.

A student who is granted Permanent Resident status after the census date for a semester will not be eligible for a refund of tuition fees paid for that semester. The student will be classified as an international student for the remainder of that semester.

A student who is granted Permanent Resident status prior to census date in a semester will lose their full-fee student place and must re-apply for course entry in competition with other course applicants for either government-supported places, or for domestic fee-paying places.

A continuing student who seeks to become a local fee-paying domestic student following a grant of Permanent Resident status, may have their pre-paid tuition fees carried over in the appropriate semester.

Over-payments

Where a student makes an overpayment of tuition fees, the overpaid amount will be refunded upon application without financial penalty. A memo is required from VU English to support English-language over-payments.

Processing of refunds

Before a refund can be processed, the funds covering the tuition fee must be available to the University, i.e. drafts cleared and telegraphic transfers received.

Refunds will be processed within four (4) weeks of receiving a successful online application, provided that all the relevant documentation has been received from the student.

Any notice given must be written in English and actually received by the University.

If a tuition fee has been paid by a sponsoring body or scholarship agency, any refund payable will be made to the sponsoring body or scholarship agency.

Victoria University must pay the refund to the following person:

• the student, or
• a person (other than the student) if that person is specified in the agreement to receive any refund. The specified person details must be included in the refund application.

Lodgement of application

To submit an application for a refund, follow these steps if you don't know your EAAMS login details.

Go to https://eaams.vu.edu.au/internationalforms and enter the following information:

• student number (numbers only, 7 digits – i.e. 4561234, not s4561234)
• date of birth
• country of passport
• passport number.

Complete the Refund of International Student Fees form and click Submit.

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If you have an EAAMS login and are already using the application system EAAMS you can:

1. log in to your account
2. open your application
3. click on the ‘Forms’ tab
4. complete the Refund of International Student Fees form and click Submit.

Your agent may be able to provide you with your login details such as your username. If you do not know your login details to EAAMS, please use the login method above.

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You can track the status of your application by logging in and viewing the 'Workflow step'. You don't need to open your refund application to view the Workflow step. Download a guide that explains the Workflow steps.

If you have questions about your refund, please email [email protected] . Note that refund applications received via email, PDF or paper form will not be accepted.

If you are having difficulties logging in, please contact [email protected] .

VU Sydney students can apply for a refund by completing the Withdrawal/Refund Application Form and contacting the Associate Director, Students.

Review

A student whose refund application is not approved may apply to have the decision reviewed by the Director, Student Administration or the Campus Director and Principal (for VU Sydney students).

The application should be submitted within 10 working days of the date on which the notification of the decision was sent to the student.

The decision of the above delegates is final and there are no further appeal avenues within the University. External appeals may be available depending on the circumstances.