Withdrawal and Refund Policy

A clear framework for students and staff at NZSVET.

1. Purposes of the Policy

This policy provides a guiding framework for student withdrawals and refunds, ensuring transparency, fairness, and compliance with New Zealand's educational laws. It aims to clearly articulate the rights and responsibilities of both students and NZSVET, fostering a culture of accountability and trust.

One of the primary objectives is to establish a standardised and equitable process for handling withdrawals and refunds, safeguarding the interests of all parties involved.

A document representing the policy framework

2. Scope

This policy applies to all courses (full-time, part-time, and online) and all enrolled students (domestic and international) at NZSVET.

While comprehensive, the policy acknowledges that specific programmes may have unique conditions, and external factors like government regulations will be considered in its application.

3. Withdrawal and Refund Policies and Procedures

Students can withdraw before a course starts. The following conditions for refunds apply:

  • Full Refund less Administrative Fee: Students withdrawing before the course start date receive a full refund, less a non-refundable NZ$500 administrative fee.
  • Visa Denial: If a student visa is denied by Immigration New Zealand, a full refund less the NZ$500 administrative fee applies, provided the request is received within 10 working days of the visa decline.
  • Withdrawal Procedure: Students must submit a written request using the official withdrawal and refund forms, including a copy of their passport and any relevant visa decline letters.
  • Refund Calculation: Refunds for international students are based on the total length of the programme the student has enrolled in, as detailed in the offer of place.

Table 1: Refund Eligibility Based on Course Length
Course Length Withdrawal Period Refund Amount
Less than 5 weeks No later than the 2nd day 50% of tuition fees
5 to 12 weeks No later than the 5th day 75% of tuition fees
13 weeks or greater Within the first 10 working days 75% of tuition fees (less costs up to 25% of fees paid)
Table 2: Non-Eligibility for Refund Based on Reasons
Type of Reason Details
Engagement with Course Materials Extensive access and participation in course activities.
Late Withdrawal Withdrawal after specified early withdrawal periods as detailed in Table 1.
Unauthorised Absences Unauthorised breaks, late arrivals, or premature departures.
Cancellation Post-Commencement After starting, if cancelled by NZSVET (pro-rata refund applies, see below).
Penalties and Deductions
  • Administrative Costs: All refunds are subject to a $500.00 administrative fee deduction.
  • Non-refundable Fees: Insurance and application fees are non-refundable.
  • Cancellation by NZSVET: If NZSVET cancels a course before commencement, a full refund is given. If cancellation occurs after the start, a pro-rata refund for undelivered weeks is provided.

Student Withdrawal Procedure
  1. Initiate Request: Formally submit a designated withdrawal form.
  2. Contact Staff: Submit the form to the relevant tutor or Student Admission Officer.
  3. Meeting/Counseling: Students may be required to attend a session to discuss implications and options.
Administration Handling of Withdrawal Requests
  1. Receipt and Acknowledgment: NZSVET will promptly acknowledge receipt of the request.
  2. Processing: The request is processed according to policy, including verifying eligibility and updating records.
  3. Communication of Decision: The student is informed of the decision within 10 working days of receipt.

Documentation Required for Refunds
  • Withdrawal Approval Documentation: The approved withdrawal form is required. For students under 18, a parent or guardian signature must be included.
  • Proof of Payment: Staff will confirm tuition fee payment has been made.
Process and Timeline
  • Staff Involved: The Principal and Student Admission Officer are involved in verifying and processing refunds.
  • Timeline: An initial review occurs within 5 working days. The refund is typically disbursed within 15 to 30 working days from the approval date.
  • Payment Destination: Refunds are processed directly to the student’s account unless written permission is provided for a third party. This is subject to verification and approval by NZSVET’s fee protection provider (Public Trust).

For students facing serious personal circumstances (e.g., medical emergencies, bereavement), a compassionate withdrawal may be considered.

  1. Initiate Request: Submit a formal written request to the Principal with verifiable documentation.
  2. Assessment: The Principal assesses each request on a case-by-case basis.
  3. Decision: A decision on the withdrawal and any potential refund (full, partial, or none) is made within 10 working days.
  4. Notification: The student is notified of the decision in writing.
  5. Record Keeping: All documentation is confidentially filed and maintained by the Student Admission and Support Manager.