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AIM Policy: Withdrawal, Deferrals, Course Transfers, Extensions and Refunds

AIM's Withdrawal, Deferrals, Course Transfers, Extensions and Refunds policy provides AIM students and staff clear information about AIM’s position in each of these areas.  

Purpose

The purpose of this policy is to provide AIM students and staff clear information about AIM’s position in relation to course withdrawal, deferrals, course transfers, extensions and refunds.

Scope

The policy applies to prospective AIM students and current AIM students enrolled in Vocational Education and Training (VET) courses with AIM.

Principles

  • AIM complies with the Standards for Registered Training Organisations (RTOs) 2015 including the clauses related to informing and protecting students – clauses 5.1 to 5.3.
  • AIM complies with the relevant national and state legislation covering fair trading, competition and consumer affairs.
  • AIM is committed to ensuring principles of access and equity are adhered to across its operations.

Policy

  • AIM ensures all students are aware of the terms and conditions of their enrolment.
  • All requests for course extensions, deferrals, withdrawals, special consideration and refunds must be made in writing to studentsupport@aim.com.au. An extension/deferral form will need to be completed.
  • When a request for a course extension or deferral is made, the student will need to state the reason(s) for the request. Fees for extensions will apply.
  • Students are liable for the full fee of the course after the 10  business day provisional enrolment period has elapsed. This 10 business day period commences from the time the student is enrolled and gains access to their course materials. The enrolment date is confirmed by AIM in writing via the Welcome Letter. (An enrolment is provisional for 10 business days, allowing AIM time to request additional information and for a student to access their course and ensure it meets their requirements.)
  • All requests for special consideration must be received within 30 calendar days of the student withdrawing from the qualification or unit of competency. 
  • Students approved for a remission of fees will still be charged an administration fee of $500.
  • AIM Student Support will acknowledge the receipt of a student’s request once received.
  • Students will receive an outcome to their request within 21 calendar days of receipt, provided all the required documentation has been received.
  • Students will be provided with a written explanation of the outcome of their request.  
  • Students have the right to appeal the decision made by AIM.  For more information about the appeals process please refer to our website https://www.aim.com.au/student-information/complaints

Course Extension

  • If a student does not complete the qualification/course they are enrolled in within the allocated time, the student may request a 30 calendar day course extension. The maximum extension period offered by AIM is 3 months (90 calendar days).
  • An additional fee of $200 will be charged per 30 calendar days of extension granted.
  • Fees may be waived at AIM’s sole discretion in the event of unforeseen special circumstances.
  • Extension periods must immediately follow on from the expiration of the original enrolment period. 
  • Students should complete and submit an Extension Application Form one month prior to their course end date.

Course Deferral

  • In some circumstances a student may wish to defer their course enrolment or place their course on hold due to unforeseen events which do not allow continued study. AIM may grant a temporary suspension period of up to a maximum of 3 months (90 calendar days) in this instance. Further deferral may be granted for special circumstances.
  • A student may only apply for deferral once the 10-business day provisional enrolment period has lapsed.
  • A student’s deferral period cannot exceed the remaining length of the course that exists when the deferral request is made.
  • Deferrals cannot be requested once a qualification has been extended.
  • During the deferral period, the student’s enrolment will be inactive and the student will not be able to participate in training.
  • The deferral period will begin from the date the signed Deferral Application Form is received by Student Support.
  • Deferrals do not incur additional fees.

Course Withdrawal

  • Students may withdraw from their course enrolment at any time during their study journey.
  • Withdrawing from a course does not entitle the student to a refund of fees. A student withdrawing from a course will remain liable for the payment of the course fees unless they have withdrawn within the 10 business day provisional period (subject to the terms of enrolment and this policy).
  • Students withdrawing from a course prior to completing the qualification will be provided with recognition for any units of competency completed, provided all course fees have been paid.
  • Students considering withdrawing from their course are encouraged to contact AIM Student Support prior to deciding and advising AIM in writing.

Course Transfer

  • Students will only be permitted to transfer their enrolment into another course offered by AIM where:
    • The student applies for a transfer, by contacting AIM Student Support, within the 10 business day provisional enrolment period of their original course.
    • The new AIM course accepts new students.
    • The student meets the entry criteria of the new AIM course.
  • Students will only be able to transfer their course once.
  • A provisional enrolment period is not applicable for the new course transferred to by a student.
  • Students will be liable to pay any additional course fees, in the event the new course fees are higher. AIM will refund the difference in course fees, in the event the new course fees are lower.
  • In cases where students have been notified that their current course is undergoing teach out, AIM may allow students to apply to upgrade their course to the latest version. This will be subject to the new course version being on AIM’s scope and open for enrolments. Students seeking to upgrade will be liable for a $500 upgrade administrative fee. AIM will assess each application on an individual basis.

Special consideration

If a student is not entitled to a refund of course fees but they meet the requirements for special consideration, it is recommended they first discuss their circumstances with AIM Student Support.

  • A student may apply for special consideration in relation to a course extension or refund from AIM.
  • Appropriate documentation supporting the claim must be provided.
  • To grant an extension or deferral based on special consideration, AIM must be satisfied that the special circumstances applied to that student and that the circumstances:
    • Were beyond the student’s control; and
    • Did not make their full impact on the student until on or after the enrolment date; and
    • Were such that it made it impracticable for the student to complete their course within the allocated timeframe.
  • To grant a refund based on special consideration, AIM must be satisfied that the special circumstances applied to that student and that the circumstances:
    • Were beyond the student’s control; and
    • Did not make their full impact on the student until on or after the enrolment date; and
    • Were such that it made it impracticable for the student to complete their course within an extension period of 12 months, beyond the original allocated time frame.
  • Special consideration will not be granted in the following circumstances:
    • Changing jobs
    • Resigning or termination from the student’s job
    • Changing work hours
    • Increased workloads at work
    • Moving address
    • Course changes due to a regulatory requirement
    • Finding the course more challenging or time consuming than the student expected
    • Change of mind.

Contacting AIM Student Support

Students can contact AIM Student Support on 1300 761 700 between 8:30 a.m. and 6 p.m. Monday to Friday or via email studentsupport@aim.com.au

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