Terms and Conditions
1. REFUND PROCESS
All applications for refund of tuition fee and other fees must be made in writing to the Principal/Managing Director, Hibernia Institute. Refunds are made in Australian dollars and will be paid within four (4) weeks of receiving a written notification from the student in writing. Refunds will be made to an overseas bank account where the student decides to cancel the course and return to their home country. Applications for refund should include all relevant information to enable payment, such as bank name, bank account details, SWIFT Code for overseas payment, and address of bank and name of account holder. Enrolment fee and holding fee charged is non-refundable. However, tuition fees are refundable, subject to refund circumstances given below.
NOTE: The Enrolment Fee and holding fee is non-refundable under any circumstances.
In the event of Hibernia Institute being unable to offer/deliver the accepted course for new students, a full refund of course money paid will be given. Alternately, the student may be offered an alternate course at no extra cost to the student. If alternate course if offered, the student can either choose the alternate course or prefer a full refund of the course fee paid.
2. STUDENT SUPPORT SERVICES
Hibernia Institute supports students to adjust to study and life in Australia, to achieve their learning goals and to achieve satisfactory academic progress towards meeting their learning outcomes. The Director of Studies is the official point of contact for student support services and in the absence of the Director of Studies; the Student Contact Officer will be available during Hibernia Institute hours. After hours the Principal Executive Officer will be the emergency contact. The emergency contact name and number is posted on the studentsí notice board and also given to the students during the studentsí orientation. Information related to student support services will be provided in many ways; including the Student Handbook, Hibernia Institute website and Student Notice Board. Referral to external services will not incur a charge. Please check the student handbook for more details.
3. STUDENT TRANSFER BETWEEN REGISTERED PROVIDERS
Under ESOS Act- National Code 2007, the student must remain with their provider for six months of their principal course. This restriction applies to other preliminary or pre-requisite courses as well.
It is Hibernia Institute’s policy, not to release students wishing to transfer to another institution within the six months period. In the case where a student is under a packaged course, the student MUST remain with their provider until they complete six months into the principal course.
Letter of release
During the first six months at the college, a release letter is necessary in order for a student to transfer to another college. After six months no release letter is necessary.
Students applying for a letter of release must apply on the appropriate form. The application for release form can be obtained from the Student services office during working hours.
4. STUDENT COMPLAINTS AND APPEALS
Hibernia Institute’s complaints policy includes the availability of both internal and external/independent grievance handling and dispute resolution process. This dispute resolution process does not circumscribe a student’s right to pursue other legal remedies.
The student is able to access a series of steps. If the student is not satisfied with the outcome of a particular step, he or she can ask for a further step. These steps are:
Step 1: Informal resolution
Complaints and appeals will initially be managed internally and students are encouraged to resolve any issues or difficulties with the person concerned before it becomes a formal complaint
Step 2: Formal resolution (unsatisfactory outcome can follow step 3)
Where students are not able to resolve their issues informally, they can lodge a formal complaint in writing to the Principal Executive Officer. If the student is satisfied with the outcome, the complaint is considered to be resolved. If the outcome of the formal appeal is unsatisfactory, the student will be directed by the Principal Executive Officer to an independent external body as required.
Internal complaints and appeals will be at no cost to the student.
Step 3: External Appeal (External mediation through Ombudsmen)
Students who wish to have their case heard by an EXTERNAL body, must notify the Student Contact officer of their External Appeals lodgment detail within 5 business days from the date on the written notification of the outcome of the student’s INTERNAL appeal.
If notification is not received the Student Contact Officer will proceed to notify DEEWR for any unsatisfactory outcome via PRISMS.
Students wanting to lodge an external appeal/complaint can contact the Overseas Students Ombudsman. The Overseas Students Ombudsman offers a free and independent service for overseas students who have a complaint or want to lodge an external appeal about a decision made by their private education or training provider. See the Overseas Students Ombudsman website www.oso.gov.au or phone 1300 362 072 for more information. Internal and external appeals will be at no cost to the student.
5. COURSE COMPLETION WITHIN EXPECTED DURATION OF STUDY
Hibernia Institute will offer support and monitor the workload of students as per National Code Standard 10 to ensure they have completed the course within the duration specified in their COE and do not exceed the allowable portion of online or distance learning. Hibernia Institute will only grant an extension to the duration of a student’s study under limited circumstances as listed in National Code 2007 Standard 9.2. These circumstances could include and not limited to:
- On medical grounds (a medical practitioner’s certificate indicating the student is unable to attend class);
- Compassionate or compelling circumstances beyond the student’s control, such as serious illness or death of a close family member, (independent evidence of the exceptional circumstances is required);
- Where Hibernia Institute is unable to offer a prerequisite unit at the time it is required;
- Where Hibernia Institute has approved the deferral of commencement of studies or the suspension of study;
The Director of Studies will monitor the progress of each student to ensure that they complete the course as specified on their confirmation of enrolment (COE) duration as per National Code 2007 Standard 10;
The Director of Studies may allow the student to undertake no more than 25% per cent of the student’s total course by distance and/or online learning. Student must attend regular classes (as per each term timetable) face to face 20 hours /week. The Director of Studies must review student programs to ensure each student maintains a full-time load (20 hours/per week) and will complete their course within the study period. If not the Director of Studies must initiate a course intervention strategy and inform the student to extend his/her COE duration;
All the variations will be recorded using the Student Course Variation Form approved by the Administration Manager and a hardcopy of the form placed in the student file.
Except in circumstances specified in National Code 2007 Standard 9.2, the expected duration of study specified in the student’s COE must not exceed the CRICOS registered course duration. The registration duration may be referenced to the Australian Quality Framework (AQF) and the relevant state and territory government legislation or guidelines.
If a student has already completed part of the course registered on their COE, they should complete the course within the length of the COE unless under circumstances specified in National Code 2007 Standard 9.2 outlined in Hibernia Institute student handbook.
6. MONITORING COURSE PROGRESS AND INTERVENTION STRATEGY
Monitoring Course Progress:
As a part of the assessment and results moderation, academic progress of each student at Hibernia Institute is monitored at the end of each session. If a student is at risk of not achieving a satisfactory result, this policy allows the college to monitor and intervene to assist the student (see intervention strategy).
To achieve satisfactory course progress, students must be competent in at least 50% of the units they are enrolled in any two term period. Students who have been assessed as Not Yet Competent may be re-assessed in accordance with Hibernia Institute’s Assessment Policy. However, if the student is Not Yet Competent after being re-assessed, then the student will be deemed as achieving unsatisfactory course progress.
Where Hibernia Institute determines that the student has no chance of meeting the minimum 50% requirement for course progress, and has not met satisfactory attendance, the student is informed in writing that the college intends to report the student to DIAC and that he or she is able to access the college’s complaints and appeals process within 20 working days.
Hibernia Institute has an intervention strategy that identifies and assists students who are at risk of not making satisfactory course progress. If there are any students who are lagging behind, they will be warned by letter, counseled and if necessary, given an appropriate Intervention in the form of learning support/assistance.
Unsatisfactory course progress
Students who do not achieve satisfactory course progress in two consecutive terms of study will be sent an Unsatisfactory Progress Letter which states the Student will be reported to the Secretary of DEEWR via PRISMS for Unsatisfactory Course Progress under Section 19 (2) Non-compliance with Student Visa Conditions. The Department of Immigration and Citizenship (DIAC) will be automatically alerted, and may result in the cancellation of the student’s visa.
Students will receive written notification of Intention to Report them to DEEWR, including information on how to access the Complaints and Appeals process. Students will have 20 working days in which to lodge their appeal. For further information on Hibernia Institute’s appeals refer to the Complaints and Appeal Policy attached to the Unsatisfactory Progress Letter.
After the appeals process is finalised and the student is deemed to have failed to meet satisfactory course progress, Hibernia Institute will report the student to DEEWR via PRISMS within 5 working days, and the student will receive a Section 20 Notice. The student must present to DAIC within 28 days to explain the breach, or their student visa will be automatically cancelled.
7. MONITORING STUDENT ATTENDANCE
The attendance of international students enrolled at Hibernia Institute is monitored closely to meet the requirements of the ESOS Act 2000, and National Code 2007. Students are informed of their requirement to attend a minimum of 80% of classes at all times but are encouraged to attend 100% of classes to ensure successful academic outcomes in their studies. Any class session missed regardless of cause reduces the opportunity for learning and can adversely affect a student’s achievement in their enrolled course.
The students will be reported to DIAC if their attendance falls below 80%, and cannot be made up to 80% by the end of the course. If there are mitigating circumstances, such as documentary evidence of compassionate or compelling circumstances, the minimum attendance allowed will be 70%. However, the student must achieve an academic progression of competent in at least 50% of units in the course.
If a student is absent from class due to illness, they should provide a doctor’s certificate (from a registered medical practitioner). The medical certificate should be given to the Students Services Office on the first day of joining the class after illness.
8. COURSE CREDIT TRANSFER AND RECOGNITION OF PRIOR LEARNING
Hibernia Institute has processes that allow students to have their current skills and experience recognised.
- Recognition of Prior learning
- Credit Transfer
Recognition of prior learning:
Recognition of Prior Learning is a process that recognises a student's current skills and experience regardless of where and when the learning occurred. Evidence is collected and a judgment is made by an assessor or assessment team against the requirements of one or more endorsed units of competency from a relevant industry Training Package. Application for RPL can be made anytime along with a payment of $200 per unit and must be made using the Application Form that will be provided during orientation.
Credit Transfer is recognition for study already completed which counts towards further study.
Hibernia Institute has mutual recognition of the AQF Qualifications and Statements of Attainment awarded by any other RTOs. If a student has completed certain competencies of an AQF Qualification from another RTO, they will be recognised towards the relevant AQF qualification at Hibernia Institute.
For an exemption to be given, complete proof must be provided that the content, competencies achieved and duration of the prior subject is reasonably similar to a corresponding unit at Hibernia Institute.
9. DEFERMENT, SUSPENSION AND CANCELLATION OF THE STUDENT’S ENROLMENT
Students are able to defer their studies upon written approval from the campus director, based on compassionate circumstances, such as
- Serious illness or injury, where a medical certificate states that the student was unable to attend classes;
- Bereavement of close family members such as parents or grandparents (where possible a death certificate should be provided)
- Major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student’s studies
- Other incidences or events that may affect the student
Hibernia Institute will notify PRISMS (under Section 19 of ESOS Act) when student’s enrolment is deferred, temporarily suspended or cancelled.
The student will be informed that the deferment, suspension or cancellation of enrolment may affect his/her student visa.
Students must be aware that any deferrals or suspension of studies may affect their visa and Hibernia Institute reserves the right to report students to DEEWR via PRISMS where necessary. For further information, the student should visit the DIAC website: http://www.diac.gov.au/.
Provider Initiated Suspension or Cancellation
The Principal Executive Officer (PEO) may suspend or cancel a student’s enrolment in circumstances where the student breaches the ‘Student Code of Behaviour’. The Code of Behaviour is provided to each student in the student handbook and clearly outlines the behavioural expectations of students studying at the Institute. It also includes provisions for invoking a sanction, if the student becomes the subject of an external State of Commonwealth Government investigation such as the police, tax office or immigration.
Decisions made by the PEO will be documented on HL13- Provider Intention to Suspend or Cancel Enrolment letter. The student has 20 working days from the date the letter is received by them, to initiate a complaint or an appeal in accordance with the Institute’s Complaints and Appeals policy. The student is also informed that a suspension or cancellation may affect their visa status and that if they have any questions about their visa, they should call the DIAC helpline on 131 881.
10. ASSESSMENT POLICY/RE-ASSESSMENT POLICY
Assessment is an extremely important activity at Hibernia Intuition, and is designed and carried out to meet the requirements of the Australian Quality Training Framework (AQTF). Assessment is competency-based, which means it is designed to determine whether the student can demonstrate the target competencies, based on nationally recognized units, which are part of training packages developed in partnership between Industry and Government. For a student to obtain a Certificate, Diploma or Advanced Diploma, he/she must master the required competencies which are in the units that make up our courses.
Re-assessments are granted to students who have been assessed as not yet competent “NYC” in a unit and have met with satisfactory attendance during the course. All assessments must be completed during the term. The student is required to fill out a re-assessment form and hand it in along with a re-assessment fee of $ 200.
12. CANDIDATE WITH SPECIAL NEEDS
Under Discrimination Act 1992 and the NSW Anti-Discrimination Act 1977 Hibernia Institute’s policy forbids discrimination based on disability of students.
Special needs of students with disabilities will be discussed at the time of admission and a mutually agreed approach within the constraints of Hibernia Institute will be used to assist such students while being enrolled in the programs.
It may not be possible for Hibernia Institute to meet all the needs of every student and in such circumstances, students would be advised to seek more appropriate Institutions for their study.
13. CHANGE OF ADDRESS
It is mandatory for International students to notify the provider about their change of address within 7 days in order to meet their visa conditions.
Personal information is collected solely for the purpose of operating as a Registered Training Organisation which has as its registering authority, a government body. The requirements of the registering authority may mean the release of student personal information for audit purposes or for the collection of data by Commonwealth and State Government departments/agencies and the fund manager of the ESOS assurance agency. Hibernia institute is required, under s19 of the ESOS Act 2000, to inform DEEWR about changes to student’s enrolment and any breach by students of student visa conditions relating to attendance.
It is a requirement of the Australian Qualifications Framework that students can access personal information held by Hibernia Institute and may request corrections to information that is incorrect or out-dated. Students may apply to the student services officer if they wish to view their own records.