Academy of Interactive Entertainment Student Handbook

AIE Student Handbook

Fees and Refunds

Fees and Refunds (Domestic Students)[edit]

Note: International students should refer to the International Students section.

Statement of VET Tuition Assurance

Under the provisions of the Higher Education Support (VET) Guideline 2015, we are required to comply with VET tuition assurance arrangements. This protects you in the event that we cease to provide a course of study that you are enrolled in. In the event that we cease to provide a VET course of study that you are enrolled in, you have the choice of:

  1. An offer of a place in a similar VET course with another provider without the requirement to pay the other provider any tuition fee for any replacement units of study. This is known as  the ‘VET Course Assurance Option’ OR
  2. A refund of your upfront tuition fees for any unit of study that you commence but do not complete because we creased to provide the course that the unit of study was part of. This is known as the ‘VET Tuition Fee Repayment Option’.

We are a member of the Australian Council of Private Education and Training (ACPET)’s Australian Student Tuition Assurance Scheme (ASTAS). If we cease to provide your course, ACPET will send you a Written VET Tuition Assurance Offer advising you of your options. The Offer will include directions that you must follow in order to notify ACPET of the choice you have made for each unit of study. ACPET will provide this Offer to you within twenty (20) business days after it knows (or should know by reasonable enquiries) that we have ceased to provide your course.

Our courses that are covered by ACPET’s ASTAS are:

  • CUA60615 Advanced Diploma of Screen and Media
  • 10343NAT Advanced Diploma of Professional Game Development
  • BSB80615 Graduate Diploma of Management (Learning)

Tuition Fees (Domestic Students)

Invoices for each year of study or the first unit of study will be issued to you at enrolment. Further invoices will be issued to you prior to commencing the relevant units of study. Students accessing a Commonwealth Government student loan should refer to the information under ‘VET FEE-HELP and VET Student Loans’.

Payment of Fees (in addition to government sourced funds through VET FEE-HELP and VET Student loans).

Fees are due as per the due date on your invoice.  Payments are due on or before the census date for each unit or as per any agreed payment plan you have in place with AIE.

Payment Plans

We appreciate that for many students payment of fees in full prior to the commencement of study can be difficult. For this reason, you may be offered the option of paying fees via a payment plan which allows for you to pay fees in installments.

All payments must be made according to the terms and conditions agreed to in the Payment Plan.

AIE reserves the right to remove or restrict a student’s access to AIE materials and classes if payments have not been made according to the Terms and Conditions outlined in the Payment Plan.

A student on a Payment Plan who withdraws from the course may be responsible to continue making payments and should therefore refer to the refunds policy below. If a student is not eligible for a refund, then the remainder of the balance owning MUST be paid in full.

VET FEE-HELP and VET Student Loans

The VET FEE-HELP and VET Student Loans schemes are Australian Government-issued income contingent loans programs. They allow VET students studying particular courses to access these loans to fund all or part of their tuition fees. Once the student’s income reaches a certain threshold, they pay back the loan through the Australian taxation system. The VET FEE-HELP scheme closed for new students on 31 December 2016 and was replaced by the VET Student Loans scheme which commenced on 01 January 2017. Any references in this section to your FEE-HELP debt encompass both of these loan schemes. This information is set out in reference to the VET Student Loans Act 2016 (Cth) and the Higher Education Support Act 2003 (Cth).

AIE is an approved provisional provider of VET Student Loans for the following courses:

  • CUA60615 Advanced Diploma of Screen and Media
  • 10343NAT Advanced Diploma of Professional Game Development
  • BSB80615 Graduate Diploma of Management (Learning)

The maximum VET Student Loan that a student can borrow for each of these courses is $10,000. Students should also be aware that there is a 20% loan fee attached to each VET Student Loan.

Your local campus administration can provide information regarding VSL or VET FEE-HELP. Further information about VET Student Loans and the transition from VET FEE-HELP to VET Student Loans is available from the Australian Department of Education and Training.

VET Student Loans - Student Information Booklet

Refund of Tuition Fees and Re-credit of FEE-HELP Debt

Students fall into one or more of the following categories: “upfront fee paying”, “VET Student Loan / VET FEE-HELP” and “Payment Plans”.

International students should refer to the International Student Section.

Any references in this section to your FEE-HELP debt encompass both of the following Australian Government loan schemes – the VET FEE-HELP scheme (which closed for new students on 31 December 2016) and the VET Student Loans scheme (which commenced on 01 January 2017). This information is set out in reference to the VET Student Loans Act 2016 (Cth) and the Higher Education Support Act 2003 (Cth).

Application for Refund

Applications for the refund of fees are made to the AIE Administration Office. Students will need to state in writing to the Head of School the grounds for the refund and provide supporting documentary evidence. The AIE will assess the application and inform the student in writing whether the refund has been approved. The AIE arranges for the refund to be issued by cheque or paid directly into the student’s bank account and will be made payable to the person who paid the fees.

NO CASH REFUNDS ARE PERMITTED.

What happens if AIE stops providing your course before you complete it?

For FEE-HELP students: You can access our tuition assurance scheme which allows you to finish the course or an equivalent course at another provider. If this is impractical then we will arrange to re-credit your FEE-HELP debt for that unit of study or course. We will notify you if this happens.

For upfront fee paying students: we will fully refund your fees, less any fees relating to units of study already delivered.

For Payment Plan students: we will fully refund your deposit, establishment fee and any installments paid by you to date, less any fees relating to units of study already delivered.

What happens if you withdraw from a unit of study or course before the census date or date that fees are due?

To withdraw you should complete the Student Withdrawal Form. Speak to your campus administration team and/or Head of School for more information.

If you accepted a loan under VET FEE-HELP or VET Student Loans, you will not incur a FEE-HELP debt.

If you paid tuition fees upfront, you are entitled to a refund, less a cancellation administration fee of $100.

If you are paying tuition fees in installments via a payment plan you will be entitled to a refund of the deposit plus installments made by you to date, less a cancellation  administration fee of $100.

What happens if you withdraw from a unit of study or course after a census date or date that fees are due?

To withdraw you should complete the Student Withdrawal Form. Speak to your campus administration team and/or Head of School for more information.

If you accepted a loan under VET FEE-HELP or VET Student Loans, you will still incur a FEE-HELP debt.

If you paid your fees upfront, you will not be entitled to a refund of the unit fee of that unit of study.

If you are paying tuition fees in installments via a payment plan you will incur a debt equal to the balance of the unit fee as per the tuition fee schedule, plus the establishment fee, less any deposit and installments already paid to date.

However, if you can demonstrate to us that you have special circumstances then you can apply to have your FEE-HELP debt re-credited and/or your fees refunded (as applicable). If a FEE-HELP debt is re-credited, this means that you no longer owe that amount to the Australian Government.

What is a special circumstance?

This section applies to all students in relation to eligibility for refunds or re-crediting of tuition fees. Circumstances are special circumstances if they:

(a)    are beyond your control; and

(b)    do not make their full impact on you until on or after the census day for the unit of study or course (for FEE-HELP debts) or on or after the date that fees are due (for upfront fee paying student); and

(c)   make it impracticable for you to complete the requirements for the unit of study or course during your enrolment.

When we make a decision about whether your circumstances are special circumstances, we must consider whether you could:

(a)    Complete private study, attend training sessions and engage with us online (as applicable)

(b)    Complete any assessments or demonstrate any competencies required

(c)     Complete any other requirements arising because you couldn’t do anything from (a) or (b).

When we make a decision about whether your circumstances are special circumstances, we may consider any of the following:

(a)    Your medical circumstances (as evidenced by a medical certificate)

(b)    Circumstances relating to you or your family (for example, the death or disability of a family member)

(c)     Circumstances relating to your employment (for example, a significant and unexpected transfer).

The following are examples of special circumstances:

  • Disability or serious illness as documented by a medical certificate.
  • Significant employment factors including unexpected interstate transfers (a cross-border transfer from the ACT to Yass/Queanbeyan is not a significant transfer).
  • Significant change to a family situation, eg. Death or serious disability/injury of a spouse or child.

What is the process for requesting a FEE-HELP re-credit or tuition fee refund?

You should complete the Student Withdrawal Form and supply relevant evidence that supports your claim for special circumstances. This should be submitted to your campus administration team and/or Head of School. Any of these people can assist you and give you more information about what kind of evidence we might need.

Who makes the decision regarding my request for refund/re-credit?

Your Head of School is the ‘decision maker’ for your refund. They will look at the information you have provided and make a decision regarding whether you can have your tuition fees refunded (if paid upfront) or re-credited (if a FEE-HELP debt). Once you submit the relevant forms and your evidence, your Head of School will make this decision within fifteen (15) working days. You will be notified of their decision by letter and/or email within a further fifteen (15) working days.

Can you appeal the decision if your request for refund or re-credit is not successful?

If the original decision by the Head of School is to not refund your fees and/or re-credit your FEE-HELP debt, you may apply in writing for AIE to review this decision. The review will be conducted by our Chief Executive Officer (CEO). In order to appeal this decision, you must:

  • Apply in writing (by letter, email or fax)
  • Outline the reasons why you are asking for the decision to be reviewed
  • Ensure that we receive your request no later than twenty-eight (28) days after we notified you of the original decision.

Our CEO has the option to:

  • Confirm the decision, or
  • Vary the decision, or
  • Set aside the decision and make a new decision.

Our CEO will review the original decision and inform you in writing of their decision and their reason for the decision within twenty-eight (28) days.

If our CEO’s revised decision is to not refund or re-credit your tuition fees, you may appeal this decision to the Administrative Appeals Tribunal for a review of the decision. There are AAT registries across Australia and you can find the contact details of your closest registry here.

Statement of VET Tuition Assurance[edit]

Under the provisions of the Higher Education Support (VET) Guideline 2015, we are required to comply with VET tuition assurance arrangements. This protects you in the event that we cease to provide a course of study that you are enrolled in. In the event that we cease to provide a VET course of study that you are enrolled in, you have the choice of:

  1. An offer of a place in a similar VET course with another provider without the requirement to pay the other provider any tuition fee for any replacement units of study. This is known as  the ‘VET Course Assurance Option’ OR
  2. A refund of your upfront tuition fees for any unit of study that you commence but do not complete because we creased to provide the course that the unit of study was part of. This is known as the ‘VET Tuition Fee Repayment Option’.

We are a member of the Australian Council of Private Education and Training (ACPET)’s Australian Student Tuition Assurance Scheme (ASTAS). If we cease to provide your course, ACPET will send you a Written VET Tuition Assurance Offer advising you of your options. The Offer will include directions that you must follow in order to notify ACPET of the choice you have made for each unit of study. ACPET will provide this Offer to you within twenty (20) business days after it knows (or should know by reasonable enquiries) that we have ceased to provide your course.

Our courses that are covered by ACPET’s ASTAS are:

  • CUA60615 Advanced Diploma of Screen and Media
  • 10343NAT Advanced Diploma of Professional Game Development
  • BSB80615 Graduate Diploma of Management (Learning)

The VET Course Assurance Option:

1.        Under the VET course assurance option, a student will be offered a place in a similar VET course of study by ACPET. If the student accepts this option, ACPET will make all necessary arrangements to ensure a student is able to enrol with the Second Provider in the similar VET course of study. This offered VET course will lead to the same or a comparable qualification without any requirement on the part of the student to pay the Second Provider any VET tuition fee for any replacement VET units (that is, units that the student had commenced but not completed because the VET course ceased to be offered). A student will receive full credit from the Second Provider for any VET units of study successfully completed at AIE.

2.        The Second Provider nominated by ACPET may have different VET tuition fees to the fees the student would have paid for VET units of study which were part of the VET course of study AIE ceased to provide but which the student had not yet started studying.

3.        A student is not obliged to enrol in a VET course of study with a Second Provider offered by ACPET under the VET Course Assurance Option. However, if he/she enrols with any other VET provider there is no obligation on that VET provider to offer full credit transfer for the VET units of study completed with AIE or to offer replacement VET unit/s free of charge.

OR

The VET Tuition Fee Repayment Option

4.        Under the VET Tuition Fee Repayment Option, ACPET undertakes to pay the student the total of any up-front VET payments already paid by the student for any VET units of study the student has commenced but not completed because the VET course ceased to be offered. Students selecting this option will also have their FEE-HELP balance re- credited for the uncompleted VET units.

Fee for Service Assessment[edit]

Fee for Service Assessment Policy

Students who have not successfully completed an assessment after undergoing the entire Student Assessment procedure will be required to complete a “Reassessment” form and pay the allocated fee prior to any further assessment being conducted. AIE will only accept applications for this process if the units of competency remain valid and current with industry requirements and relevant training packages.

Fee for Service Assessment Procedure

  1. The student will make an application for assessment and pay the fee associated for this service.  Administration will hold this application until evidence for assessment has been submitted.
  2. The student will submit evidence for assessment, as per the outcomes determined at the conclusion of the intervention strategy meeting.
  3. Head of School is to facilitate the assessment and Administration will forward the application and evidence to the designated teacher for assessment.  It is recommended that this teacher be different to the one involved in the initial Student Assessment procedure.
  4. The teacher is to contact the student to arrange a date for assessment that is convenient to both parties.
  5. Student is to attend the assessment, failure to do so will result in a ‘Not Yet Competent’ result.
  6. Any student still remaining ‘Not Yet Competent’ will have to repeat the Fee for Service Assessment Policy if he or she wishes to undergo another assessment.
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