Important Policies

Policies and procedures on this website are for the explicit use of staff and students of Imperial. Any unauthorised copying is strictly prohibited unless approved in writing by the Managing Director of Imperial College of New Zealand.

Below is the handbook and commonly used policies and procedures, If you are unsure or the policy related to your circumstance is not listed below or in the handbook, please get in touch with the college on  or via Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Fees Protection
PolicyImperial College of New Zealand developed a fees protection policy to be provided to international students in accordance with 7.2.4 of the Code. To ensure that international student fees are handled consistently with normal accounting practices. This means that those funds are secure from misappropriation and are only made available to the College in accordance with the College’s Refund Policy or in the event that the College is not able to continue tuition.

Imperial College of New Zealand is a PTE and must protect student fees. An account to hold student fees has been established with the Public Trust. All student fees and other associated funds will be deposited directly into the trust account. Disbursement of funds will be strictly in accordance with section 236a of the Education Act 1989.

Student fee protection covers all payments made to Imperial College of New Zealand by, or on behalf of, a student. These will include, as appropriate:

  • fees (including course-related costs);
  • accommodation (if appropriate);
  • living expenses (if appropriate).

Policy statement
All fees will be protected by Public Trust until the period for withdrawal with refund has passed. In all situations where Imperial College of New Zealand should cease to offer a programme or course in which students are enrolled, the unexpired portion of fees determined on a pro-rata basis relating to the tuition delivered will be fully covered. The Directors, and or nominee have the discretion to refund all fees.

Students are able to choose between alternative replacements providers, where available, or a pro-rata refund of fees.

Imperial College of New Zealand informs students of the provisions in place to protect fees, prior to enrolment, and students are required to sign acknowledgement of this, along with their confirmation of enrolment.

Imperial College of New Zealand operates a Public Trust to indemnify student fees and distributes funds based on a payment schedule.

Purpose

  • To ensure in the event that the college is unable to continue to provide tuition, that the unspent portion of the fees is available to be returned to the student.
  • To ensure that funds from international students are accounted for separately from other college accounts and in such a way that individual student contributions can be protected and monitored.
  • To ensure that international students’ payments may be drawn down in accordance with the College’s Refund Policy.

Guidelines

  • Accounting procedures are in place to ensure that monies are available for release.
  • Student fees are placed in a special trust account operated by The Public Trust. Fees for each student are accounted for separately. The trustee releases funds to the College each fortnight after you have received tuition.
  • These monies will be audited separately on an annual basis.
  • These monies will be available for approved refunds resulting from withdrawal from the College or in the event of the College not being able to provide tuition.

 For FEE protection for students information please click below:


Refund Policy

Purpose of the Policy

The purpose of this policy and procedures is to provide information to all students, and other interested external stakeholders, about withdrawal and refund policies and procedures that meet the requirements of section 236A of the Education Act 1989.

Policy Statement

Information regarding student fees, refunds and withdrawals from programmes will be displayed in all Student Handbooks, and on the website.

Students will be advised about Imperial College of New Zealand Policy 2.4 before or at the time of enrolment.

1 As per Section 236 of the Education Act 1989, students have the following entitlements:
a. Course length less than 5 weeks
  i) Student withdrawing within the first 2 days of the course for which attendance at Imperial College of New Zealand is required will receive a refund of no less than 50% of total fees paid.
  ii) Student withdrawing more than 2 days (from 3rd day onwards), students will receive no refund, unless exceptional circumstances proven.
     
b. Course length between 5 and 13 weeks (35 days – 3 months)
  i) Student withdrawing within the first 5 days of the course for which attendance at Imperial College of New Zealand is required will receive a refund of no less than 75% of total fees paid.
  ii) Student withdrawing more than 5 days (from 6th day onwards), students will receive no refund, unless exceptional circumstances proven.
     
c. Course length of more than 3 months (greater than 13 weeks)
  i) Withdrawing within 10 days of the course student receive a minimum of 75% refund of the total fees paid and Imperial College of New Zealand may retain administration fee of up to 25% of the total fees paid. Imperial College of New Zealand retention will be based on actual expenses incurred.
  ii) Withdrawing after 10 days of the course (from 11th day onwards), students will receive no refund, unless exceptional circumstances proven.
     
2 Students withdrawing before the course starts will also be subject to the above criteria, i.e they will be entitled to a refund less any amounts (such as Insurance fees if already applied by the provider, the homestay placement if already confirmed by the student) allowed to be retained.
     
3 A full refund of any and all course-related fees paid by students will automatically be given for courses which are cancelled by Imperial College of New Zealand, or which did not start due to an insufficient number of enrolments.
     
4 Imperial College of New Zealand reserves the right to cancel any course for which there are insufficient enrolments.

 

Procedures for the policy

  1. Students wishing to withdraw from courses must complete the Course Withdrawal Request Form and make an appointment with the Administration to discuss their withdrawal, any refund of fees and implications for student visa.

  2. Student withdrawals are processed and if course fees have been paid the refund application for early withdrawals or beyond the early withdrawal period with exceptional circumstances are given to the Principal for approval.

  3. Refund Requests are approved or declined by the Principal or nominee based on the refund and withdrawal policy. Requests for refunds, beyond the refund period, will be considered at the discretion of the Principal or nominee.

  4. Administration will notify Immigration New Zealand of the withdrawn International student on the northern region form available at http://www.immigration.govt.nz/NR/rdonlyres/6AA718E2-6C60-4415-88EC-232900CE2808/0/StudentTerminationFormNorthernRegion2010.pdf
  5. Public Trust Refund Forms are generated by the Administration for approved refunds and given to the student for signature and any relevant information.

  6. Completed Public Trust refund forms are then sent to Public Trust for Authorisation and processing of fees held by Public Trust. Fees will be paid back to the student or appointed provider for the continuation of their studies (if applicable).

  7. In the instance where fees have been released by Public Trust to Imperial College of New Zealand according to the payment schedule the Administration will establish the balance to be refunded from Imperial College of New Zealand back to the student or appointed provider for the continuation of their studies (if applicable).

  8. All refund documents are filed and kept at the ICNZ’s office for audit processes; copies are filed under the respective student’s folder.

  9. Students whose attendance is below the accepted percentage, or has failed to make contact with the school, despite warning letters being sent or phone calls made will be withdrawn from the course and Immigration New Zealand will be notified immediately, and no refund applies.

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