The attached document (Attachment A) outlines a set of principles for training providers to apply when students seek a refund or fee waiver as a result of their training program being interrupted because of issues related to COVID-19.

The following circumstances in which some students may have their training program interrupted have been identified.

• Mandatory work placements are cancelled by industry, leaving students unable to complete their qualification.
• Training providers not being able to provide an immediate flexible learning option for students affected by COVID-19.
• Employment based students who have had employers cancel their attendance at scheduled blocks of training.
• Students are required to isolate or care for family members affected by COVID-19 and require extended study periods.

Where the delivery of the training program is interrupted for reasons of this nature, the general principle to apply is training providers should reschedule the training to a more appropriate date and time that is suitable for most students. This will minimise the need for withdrawals and widespread refunds, and there is no tangible academic penalty for students.

However, where a unit is rescheduled to a time or date that is not suitable for a particular student, the student is entitled to a full refund for that unit under the Regulations and policy. Note that there is no evidence requirement for students who advise training providers that the rescheduled place and time of delivery are unsuitable, they are entitled to a full refund.

Where a student seeks a refund for an extended absence from participating in the learning environment due to a COVID-19 related issue, the general principle training providers should apply is to issue a pro-rata refund to the student due to circumstances being beyond the student’s control, as per the Fees and Charges Policy.

In relation to fee waivers, the general principle to apply is that they should only be granted to students who have been impacted by COVID-19 related issue as follows:

• it has resulted in the student being in severe financial hardship; and
• paying fees in instalments would compromise the student’s ability to meet their basic living needs or that of a dependent.

Please ensure that this information is brought to the attention of students seeking information on their options on fee refunds and/or fee waivers during this difficult time.

Further information is contained at Attachment A.

Should you have any questions or require further information regarding this issue please contact Kevin Coombes on Tel: 6551 5340 email: kevin.coombes@dtwd.wa.gov.au or Peter Henson on Tel: 6551 5647 email: peter.henson@dtwd.wa.gov.au

VET FEES REFUND AND FEE WAIVER FRAMEWORK – CORONAVIRUS RESPONSE

Existing refund provisions

• Existing refunds that are relevant for a coronavirus (COVID-19) response are:

2. Pro rata refund – for students who have passed the withdrawal date and cannot continue in the unit or course due to unforeseen circumstances, such as serious illness, injury, or disability that results in extended absence from class and/or prevents the student from completing their program of study.
3. Full refund – for students whose unit or course is cancelled by the training provider, or whose unit or course is changed to a time or date that does not suit the student.

• The decision to apply a pro rata refund is at the discretion of the training provider.

• The decision to cancel or reschedule a unit or course is at the discretion of the training provider and can result in some or all students being entitled to a full refund for the fees paid for that payment period.
  

Principles for refunds in response to coronavirus

Pro rata refunds

• A student should be issued a pro rata refund for a coronavirus-related absence from class (or workplace, if the training is delivered in the workplace) where:
  • the absence is consistent with health advice issued by an appropriate authority, such as the Commonwealth Government or State Government; and
  • it is unlikely that the student would reasonably be able to complete the unit or course as a result of that absence.

• Consideration for a pro rata refund may extend to cases where an absence from class, or inability to complete the unit or course, is the result of:
  • the student being ill with coronavirus;
  • the student caring for a family member or member of the household who is ill with coronavirus;
  • the student being required to be in self-isolation based on current health advice for a period consistent with that advice; or
  • the student has a pre-existing health condition and is concerned about contact with others, and the course is not online.

ATTACHMENT A

Transfers between training providers

• Where feasible, the Department may arrange for students about to be impacted by a course cancellation or rescheduling of classes to transfer to an alternate provider that has capacity to continue the training.

• In the event that students are transferred between training providers, a pro-rata transfer of any course and resource fees paid by the students is to be made to the new training provider, based on elapsed time.

Existing fee waiver provisions 

• Fees can be waived at the discretion of the training provider, but there are a number of criteria that are required to be met under the VET Fees and Charges policy.
• The criteria are: (1) income must be below the threshold required for a low-income health care card, (2) paying fees by instalments would compromise the student’s ability to meet their basic living needs or those of their dependents, and (3) the situation is not likely to change with a reasonable period.
• A fee waiver may also be granted for exceptional circumstances that compromise the student’s ability to meet their basic living needs or those of their dependents, including the student or family member has a sudden or expected health issue or disability or a natural disaster.

Principles for fee waivers in response to coronavirus

• Fee waivers should only be provided to students where continuing to pay instalments through a payment plan compromises the student’s ability to meet their basic living needs or those of their dependents, due to the student or a family member being ill because of coronavirus.