Fees and refunds procedure

Effective 1 January 2023

This procedure is supplemental to Te Kawa Maiorooro, Te Pūkenga’s Educational Regulatory Framework.  Te Kawa Maiorooro sets out the overarching regulations that apply to learning and delivery (teaching, assessment, rangahau and research, and support activities) at Te Pūkenga.  As and when finalised, Te Pūkenga will publish policies and procedures that are intended to sit underneath Te Kawa Maiorooro and prescribe detailed requirements.

In the meantime, pursuant to Te Pūkenga’s Grandparenting Policy, the regulations, policies, and procedures of the former subsidiaries apply unless there is a national regulation or policy in place.  Accordingly, where a specific matter is not addressed within Te Kawa Maiorooro, this procedure is intended to prescribe the requirements that are specific to the Unitec business division.

To the extent that there is any conflict or inconsistency between any of Unitec’s policies or procedures and Te Kawa Maiorooro, Te Kawa Maiorooro shall prevail and have priority.

1. Purpose

1.1. The purpose of this document is to outline Unitec’s Fees and Refunds Procedures to ensure ākonga are treated fairly and consistently in regards to all Fees matters.

1.2. The Fees and Refunds Procedure is consistent with relevant New Zealand legislation and should be read alongside Te Kawa Maiorooro. In the event of any inconsistency between these procedures and New Zealand legislation, the relevant legislative provisions will prevail.

2. Scope

The Fees and Refunds Procedures are relevant to all:

2.1. Ākonga and kaimahi of Unitec; and
2.2. Programmes, Courses and qualifications; and
2.3. Fees matters.

3. Procedures

When payment is due – Ākonga nō Aotearoa (Domestic ākonga)

3.1. For Ākonga nō Aotearoa:
a) Fees must be paid in full at least seven days prior to the Programme start date (due date of payment); or
b) On or before the due date of payment, the Ākonga must provide evidence to Unitec that a student loan application is in progress; or
c) On or before the due date of payment, the Ākonga must provide Unitec a signed approval document from an employer or other approved Third Party confirming that the Ākonga Fees are to be paid for by the employer or Third Party, under the terms of a contract between Unitec and the relevant employer or Third Party.

3.2. Where an Ākonga nō Aotearoa | Domestic Ākonga has not confirmed Enrolment in the manner set out in paragraph 3.1 above by the due date of payment, the Head of School may, at their discretion, cancel the Ākonga’s Enrolment in order to make places available to other Ākonga waiting to take up places.

When payment is due – Ākonga nō tāwāhi (International Students)

3.3. For Ākonga nō tāwāhi | International Ākonga, Fees must be paid in full at least fourteen days prior to the start date stated on the Ākonga’s offer of place.

4. Liability for unpaid fees

4.1 Ākonga who do not pay their Fees on time are liable for:
a) All unpaid Fees; and
b) Any external costs of collection incurred by Unitec from appointed agencies.

4.2 A person will not be considered to have completed the enrolment requirements for a Course, Class or Programme until payment of all approved Fees has been made and receipted.

4.3 Companies, or any other third parties, who have undertaken to pay an Ākonga’s Fees are liable for any outstanding Fees, including where the Ākonga withdraws or transfers their enrolment. The obligation for the company or third party to pay survives even if the Ākonga no longer works for that Company. It is a matter of contract between the third party and the Ākonga as to how the third party recovers the cost of the relevant Fees.

4.4 Ākonga who withdraw from a Course or Programme, or who cease attending a Course before their Fees are paid, will remain liable for the payment of all outstanding Fees.

5. Consequences of unpaid fees

5.1. Subject to paragraph 3.2, failure to meet the applicable deadlines in paragraph 3 will result in the ākonga being denied access to all Unitec services.

5.2. Where access has been cancelled under paragraph 5.1, Ākonga must apply for reinstatement of the services by contacting Student Central. Any application for reinstatement must be accompanied by evidence which satisfies one of the requirements set out in paragraph 3 above.

5.3. In certain cases, Ākonga may be given access to Unitec services and facilities at the Class Start Date notwithstanding that Fees remain unpaid. This is where the issue of Fees is subject to finalisation. Access to Unitec services and facilities in such circumstances is at the discretion of Unitec. Notwithstanding this, any access to Unitec services and facilities under this provision will be withdrawn if any or all of the Fees remain unpaid 14 days after the Class Start Date.

5.4. The Director, Enrolments and Academic Operations (or such other person with delegated authority) may approve a written application from an Ākonga for further time to pay on compassionate grounds and for access to Unitec services and facilities during the approved defined extended time. This authority will be recorded in a confidential manner on an appropriate system.

5.5. No Ākonga shall;
a) Obtain any assessment results; or
b) Be permitted to graduate; or
c) Receive a qualification or an attendance certificate; or
d) Be enrolled in any further Courses, 
until all outstanding debts to Unitec are paid.

Note: The Operations Manager (Academic Registry, Graduation and Ākonga Finance) may authorise ākonga to graduate where they have outstanding debt owing to Unitec that is not associated with the Course and/or Programme in which they are graduating from.

5.6. Notwithstanding 5.5 Unitec will report assessment results to relevant agencies.

5.7. Unitec will enforce its right to recover unpaid Fees (e.g. via a debt collection agency).

6. Refunds – General Provisions

6.1. There is no automatic right to a refund of Fees if an Ākonga changes their mind about studying at Unitec and the Ākonga wishes to terminate the contract of enrolment.

6.2. The process for determining a Domestic Ākonga’s entitlement to a refund (if any) is set out below in the Summary Table of Ākonga nō Aotearoa | Domestic Learner Refunds. The process for determining an Ākonga nō tāwāhi | International learner’s entitlement to a refund (if any) is set out in Paragraph 7 below.

6.3. Ākonga may change from one Course to another Course within the same semester. A direct transfer of Fees will take place if the Ākonga applies to transfer prior to The 10% Date for the original Course. Where the change is to a Course with a higher fee, the Ākonga is liable for the difference. If the change is to a Course of a lower Fee, then the difference will be refunded.

6.4. All Ākonga with credit balances on their account will be reviewed on a six-monthly basis and monies will be refunded appropriately.

6.5. Where Unitec is unable to proceed with a Programme or Course that an Ākonga is Enrolled in, a 100% refund will be initiated by Unitec.

6.6. Where ākonga owe other fees to Unitec, those fees will be deducted from any refund of tuition fees.

6.7. The fee payable by an applicant for credit recognition/Cross credits or Assessment of Prior Learning is not refundable in any circumstances.

6.8. Where an Ākonga’s Application for Assessment of Prior learning or Cross Credit/Credit Recognition in respect of a Course has been accepted after the Class Start Date for that Course in which the Ākonga has attended, Unitec will withdraw the Ākonga from that Course and refund the tuition fees for that Course in full (Unitec reserves the right to off-set any amount owing by the ākonga in relation to the Assessment of Prior Learning or Cross Credit/Credit Recognition against any amount owing by Unitec to the Ākonga). The relevant grade (Assessment of Prior learning or Cross Credit/Credit Recognition) will be recorded on the Ākonga’s Academic Record for that Course.

6.9. If an Ākonga’s contract of enrolment is suspended or terminated due to the Ākonga acting contrary to the Student Disciplinary Statute, they will not be entitled to a refund.

6.10. The date on which any request for a refund will be processed is the date the Change Enrolment Request Form is submitted, or Advice in Writing is received by Student Central (Ākonga nō Aotearoa | Domestic Students) or International Student Support Services (Ākonga nō Tāwāhi |International Students). Please refer to the definition of Advice in Writing which sets out when communications are deemed to have been received by Student Central.

Summary Table of Ākonga nō Aotearoa | Domestic Student Refunds

Note: all references to The 10% Date needs to be read in conjunction with the Definitions in this procedure.

Consideration for Refund  Documentation to be submitted by the ākonga Time frame Refund amount Academic Record
Wish to withdraw from Course/Programme Change Enrolment Request Form through the Student Portal; 
or
Advice in Writing to Student Central 		 Before the Class Start Date 100% refund of fees No grade applied
Before The 10% Date 100% refund of fees No grade applied
After The 10% date No refund of fees W / WD (withdrawn)
After 80% of The Class Start Date No refund of fees  DNC (did not complete)
Wish to withdraw from funded micro-credential Change Enrolment Request Form through the Student Portal; 
or
Advice in Writing to Student Central 		  Before the Class Start Date 100% refund of fees No grade applied
Before The 10% Date 100% refund of fees No grade applied
After The 10% date No refund of fees W / WD (withdrawn)
After 80% of The Class Start Date No refund of fees DNC (did not complete)
Wish to withdraw from unfunded micro-credential or Full Cost Recovery course Change Enrolment Request Form through the Student Portal; 
or
Advice in Writing to Student Central 		 Before the Class Start Date 100% refund of fees No grade applied
After start date No refund of fees W / WD (withdrawn)
Unitec is unable to proceed with the programme or Course No documentation required A refund is initiated by Unitec 100% refund of fees No grade applied
Short Courses Change Enrolment Request Form through the Student Portal; 
or
Advice in Writing to Student Central 		 Before the Class Start Date 100% refund of fees No grade applied
After start date No refund of fees No grade applied
Exceptional/Compassionate Circumstances Change Enrolment Request Form through the Ākonga Portal,
and 
Completion of SAF 004 Application for Exceptional Refund of Fees Form,
and 
Documentation supporting the application for a refund		 Within 30 days of the last day of attendance or prior to the
last day of the Course whichever is earlier		 Discretion of the Executive
Dean Academic or their delegate		 Dependant on the outcome of the Exceptional Refund application.

 

7. Refunds for Ākonga nō Tāwāhi | International Students

7.1   Defer enrolment to the next available semester:
a) Defer enrolment to the next semester. Where the Ākonga defers, the tuition fees paid will be applied against the Fees payable for the next semester.

7.2. Where Ākonga nō Tāwāhi | International Students wishes to transfer to another institution, they must have Immigration New Zealand (INZ) approval to do so.
a) In all instances, Immigration New Zealand (INZ) will be notified.

7.3. If Unitec is no longer entitled to enrol Ākonga nō Tāwāhi | International Students, then the Ākonga is entitled to either:
a) A refund of the fees paid for services that have yet to be delivered (as determined in accordance with clause 30(3)(a) of the Code of Practice); or
b) Have the amount transferred to another education provider in accordance with clause 30(3)(b) of the Code of Practice.

7.4. Refunds will only be held in credit for the calendar year in which the refund has been processed unless otherwise agreed in writing by the Director Enrolment and Academic Operations.

7.5. Overpayments will be refunded into the same account from which the funds originated.  No exceptions will be granted. Where the originating bank account has been closed, the overpayment will be refunded into the ākonga’s nominated bank account in the same jurisdiction as the originating bank account.  Any refunds due to overpayments must be authorised by the Director Enrolment and Academic Operations.

Summary Table of Ākonga nō Tāwāhi | International Student Refunds

Reason for Refund  Documents required Dates Received for Completed Refund Refund amount Academic Record
Wish to withdraw from Course/Programme Change Enrolment Request Form through the Ākonga Portal;
or
International Ākonga Refund Application Form;
or
Advice in Writing sent to International Ākonga Support		 Before the Semester start date 100% Refund of fees minus
$500 admin fee		 No grade applied
After program start date No Refund No grade applied
Student Visa has not been granted in time to begin Course by the latest start date Advice in Writing sent to International Ākonga Support No later than the latest start date 100% Refund of fees minus
$500 admin fee		 Not Applicable
Student Visa for Returning ākonga nō tāwāhi:
Returning ākonga nō tāwāhi who are not granted a subsequent visa by Immigration New Zealand on the basis of poor attendance, a breach of academic integrity, unsatisfactory academic performance, and/or late submission of visa application may receive a partial refund, minus an administration fee		 Advice in Writing sent to International Ākonga Support with Official letter from INZ indicating the Declined Extension of the ākonga visa application. No later than the latest start date The delegated authority decides the amount to be refunded (if any).
The agent commission is not refunded.		 Not Applicable
Resident Visa/ Permanent Residence granted Copy of Passport and visa label/ E- Visa to be emailed to: studentvisa@unitec.ac.nz  Before the Semester Start Date Refer to 2.3.10 of Te Kawa Maiorooro Framework No grade applied
Unitec is unable to proceed with the programme or Course No documentation required A refund is initiated by Unitec 100% Refund of fees minus
agent commission		 No grade applied
Short Courses Advice in Writing sent to International Ākonga Support Services; and
International Ākonga Refund Application Form		 Before/on the start date 100% refund of fees No grade applied
After start date No refund of fees No grade applied
Exceptional/Compassionate Circumstances Completion of Change Enrolment Request Form through the Ākonga Portal,
and
Completion of Application for Exceptional Refund of International Fees Form,
and
Documentation supporting the application for a refund		 Within 30 days of the last day of attendance or prior to the
last day of the Course whichever is earlier		 Discretion of the Director, Enrolment and Academic Operations or Director, Ākonga Success Dependent on the outcome of the Exceptional Refund application

 

8. Refunds for compassionate or exceptional circumstances

8.1. No refunds will be made after the refund periods stated in these procedures except at the discretion of the Director, Enrolment and Academic Operations. This discretion can be exercised in compassionate circumstances, where the Ākonga’s ability to study has been significantly affected by events beyond their control, including but not limited to:
a) Illness;
b) Injury; or
c) Exceptional circumstances.

8.2. Exceptional/Compassionate circumstances refunds require submission of the Application for Exceptional Refund of Fees Form to be lodged with Student Central/International Student Support Services within 30 days of the last day of attendance or Class End Date whichever date is earlier.

9. Roles and responsibilities

Head of School

  • Approve cancellation of the ākonga’s enrolment as per Paragraph 3.2.

Director, Enrolments and Academic Operations

  • Approve ākonga’s access to Unitec systems where fees haven’t been paid in exceptional circumstances as per Paragraph 5.4.
  • Approve Refunds for compassionate or exceptional circumstances as per Paragraph 8.

The Operations Manager, Academic Registry, Graduation and Ākonga Finance

  • Authorise ākonga to Graduate where their debt is not related to what the ākonga is graduating from as per Paragraph 5.5.

10. Definitions

Class Start Date
The date on which a given Class in a Course is to be delivered, as recorded in the Ākonga Management System. This date is relevant for StudyLink purposes and for the purpose of calculating The 10% Date.

Class End Date
The official date recorded in the Student Management System that a given Class ends for the course duration. For the purpose of calculating The 10% Date, the Class End Date will be deemed the Sunday after the last Class for the Course.

The 10% Date
The date which is 10% of the way through a Course as calculated by reference to the number of days from the Class Start Date to the Class End Date.

For double semester courses where the course consists of two components – Semester A and Semester B, the 10% date is defined as 10% of the duration of Semester A + 10% of the duration of Semester B.

Extended Start Date (applicable to Ākonga nō Tāwāhi | International Students only)
The Extended start date that is expressly approved by Unitec and communicated to the Ākonga nō Tāwāhi | International Students as the Extended date on which they can commence their studies at Unitec.

Semester Start Date
(Ākonga nō Tāwāhi | International Students please note that this is the relevant date for the purposes of Unitec’s refund policy)
The Start Date of the Semester for those Classes which are taught as part of Semester One or Semester Two in any academic year, as set out in the Unitec academic calendar.

Advice in Writing
The following methods of communication sent by an Ākonga will be considered by Unitec to be Advice in Writing for the purposes of this Policy provided that the Ākonga’s full name and Unitec Ākonga ID Number is specified in the communication:
a) A signed and dated communication on paper;
b) An email from the ākonga’s email address recorded in the Ākonga Management System; or;
c) Entering a self-service information change or request via the Unitec Web self- service system.
d) A text message from a mobile phone number recorded in the Student Management system.

The following methods of communication from a Unitec kaimahi to an Ākonga will be considered to be Advice in Writing for the purposes of this Policy:
a) An email to the ākonga’s email address recorded in the Student Management System;
b) Correspondence posted to the Ākonga’s mailing address recorded in the Ākonga Management system; or
c) A text message to a mobile phone number recorded in the Student Management system.

Any communication under this Policy will be deemed to have been received:
a) 3 Working Days after the date of mailing if sent by ordinary post within New Zealand or 10 Working Days if sent from overseas;
b) If sent by email, on the date it enters the recipient’s mailing system;
c) If sent by text, when noted as successfully sent on the sender’s phone;
d) At the time of delivery if delivered by hand.

Ākonga
A (current, past, and future) domestic tertiary learner, international tertiary learner, or industry trainee or apprentice.

A person who is involved in learning and/or assessment (at an education and training provider or in the workplace, etc.).

Alternatives:

  • Ākonga Māori | Māori learner.
  • Ākonga nō Aotearoa | Domestic learner Ākonga nō tāwāhi | International learner.
  • Ākonga nō Te Moana-nui-a-Kiwa | Pacific learner.
  • Ākonga Whai Kaha | Disabled learner.

Ākonga nō Aotearoa (Domestic learner)
Ākonga nō Aotearoa (domestic learner) is someone who is either:
a) a New Zealand citizen;
b) the holder of a residence class visa; or
c) required by the Minister or Gazette notice to be treated as if they are not an international ākonga.

Ākonga nō tāwāhi (International learner)
Ākonga nō tāwāhi (international learner) means an International Ākonga as defined in the Education and Training Act 2020 (section 10).

Attendance
The physical attendance at a defined Class or virtual online attendance through engagement with online Class and content.

Class
A component of a course e.g. a lecture stream.

Course
A self-contained block of study made up of Classes in specific disciplines. A specified course or collection of courses forms a programme or training scheme. A course may also be referred to as a paper, module or unit of study.

Enrolment
The process of allocating a place in a Programme/Course to an eligible ākonga.

Fees
Fees charged by Unitec, including but not limited to tuition fees, resource fees, ākonga services fees, course compulsory costs and administration fees but excludes any non-refundable enrolment fee.

International Ākonga Support Services
Unitec’s dedicated team in supporting our International Ākongas. The team can be reached here. Alternatively an appointment can be made to speak with them at Unitec’s Mt. Albert Campus.

Programme
A programme of study or training leading to a qualification listed on the New Zealand Qualifications Framework. A programme is made up of one or more Courses.

Section 61
Any visa application received by Immigration New Zealand after an International Ākonga’s visa has expired. Such an application is treated and considered as a request under Section 61 of the New Zealand Immigration Act 2009.

Semesterised
Programmes for which the Courses conform to the Unitec academic calendar and the Course length is one semester.

Short Courses
Study or training that is neither a Programme nor a Training Scheme. Short courses are typically not TEC funded.

Third Party
Any person or organisation (other than the Ākonga themselves or StudyLink) that will be paying for a Ākonga’s Fees.

Ākonga (student) Central
One of Unitec’s frontline centres where Ākongas can seek advice on Programmes and Courses and make payments to the cashier. There is a frontline centre located at Unitec’s Mt Albert and Waitakere Campuses.

Unitec Services
The services and facilities available to Ākonga include, but are not limited to:
a) Access to academic services such as attendance at Classes, academic advice, return of marks and comments for assessments, certificates of achievement;
b) Access to administrative services including Enrolment in further Courses;
c) Access to a Student ID Card (except for Ākonga enrolled in Courses less than 3 weeks in duration and those enrolled in IELTS Preparation Course);
d) Access to library facilities (except for Ākonga enrolled in Courses less than 3 weeks in duration and those enrolled in IELTS Preparation Course). For Short Courses of less than 3 weeks’ duration access to library material may be possible only if the lecturer arranges this directly with the library prior to the commencement of the Course;
e) Access to computer and reprographics facilities, where allocated to the programme(s) and Class(es) they are enrolled in, such as on-campus computers, Unitec network systems, Student mail, eLearning systems, the student self- service system, Unitec internet services, Unitec printing and photocopying services;
f) Access to other Ākonga services such as counselling, health, careers and employment.

Reference Documents

Approval Details

Version number: 4

Issue Date: 1 January 2023

Version History: See below

Approval authority: Academic Committee.

Date of Approval: 7 December 2022

Procedure Sponsor (Has authority to approve minor amendments): Executive Director – Pasifika, Partnerships and Support, Office  of the Chief Executive.

Owner: Director, Enrolment and Academic Operations.

Contact Person: Jenny Ingram Tung.

Date of Next Review: November 2023

Amendment History

Version: 4
Issue date: 1 January 2023.
Reason for revision: New Procedure created after the formal periodic review of the Admission, Enrolment and Fees Policy. Minor amendments approved by Procedure Sponsor. Version 4 – amendments to align with Te Kawa Maiorooro v23/01.
Approved by: Academic Committee.