Refunds of Tuition and Fees Policy

REFUNDS OF TUITION AND FEES POLICY

1.0 POLICY:

POLICIES OF: The Royal Alberta College (hereinafter shall be referred to as “the college” and/or “college” and/or The “Royal Alberta College” and/or “RAC”)

2.0 APPLICABLE REGULATIONS:

The Private Vocational Training Regulation.

3.0 GOVERNANCE

The Alberta licensee shall be the authority that is responsible for the administration of this policy and shall be responsible for publishing refund information for students. Financial Services is responsible for issuing refunds.

4.0 RATIONALE: 

The Royal Alberta College is a registered and legal entity in the Province of Alberta that has a predefined scope of business that is specific to providing educational services at the post-secondary level to students. To provide educational services, the college must allocate finances for many responsibilities and obligations. Whereas the college assumes that applicants that have enrolled will attend their program; therefore when a student does not attend a program, the college may hold back a percentage of fees paid when the student applied, including the administration, and processing fees that have not been applied towards tuition or incidental fees to recover its committed costs for program delivery.   

5.0 SCOPE

This policy explains the entitlement for refunds for students that are enrolled in programs at the college and of individuals that apply to the college. Within this policy it will advise on the fees that are refundable and the fees that are not.

5.1 For the purpose of this policy and for calculating refunds, refunds are based on the hours and days available for instruction. 

5.2 The college is committed to consistent, fair and transparent decision- making. However, The college reserves administrative discretion to consider all circumstances when applying this policy and regulations.

6.0 DEFINITIONS :

For the purpose of this policy, the following definitions apply:

Application / Administration / Processing and “other” fees: These fees are not applied towards incidental fees or tuition costs, and are used for the administration and processing to verify and affirm the applicants credentials and merit to attend the college. 

Incidental fees – Incidental fees” Means fees and other costs that are not tuition fees, including the costs of textbooks, lesson materials, supplies and equipment that students are required for vocational training.

International applicant/student: An individual that requires a study permit to attend a program offered by the college. Those that do not require study permits are considered to be regular students.

Registration fees – The registration fee is collected after the signing of the Alberta Student Enrollment Contract, which is administered and processed after the applicant has passed all of the admissions criteria. the Registration fee shall be no greater than $500 and this amount is applied towards the cost of tuition. 

Tuition fees: Means the registration fee and the other fees covering the actual cost of instruction and must be paid when vocational training begins. 

7.0 REFUNDS OF TUITION, REGISTRATION AND INCIDENTAL FEES:

Fees paid towards tuition, including “incidental fees”, “registration fees” and “tuition” will be refunded in accordance to the amount stated within the Alberta Student Enrollment Contract whereby the student has agreed to the following:

” I understand that if this contract is terminated after the Program begins, the Institution is entitled to the payment of tuition fees as outlined in Section 17 of the Private Vocational Training Regulation, which is as follows:

– 25% of the total tuition fees as identified in Part C: Program Cost of this contract if 10% or less of the Program is provided

– 60% of the total tuition fees as identified in Part C: Program Cost of this contract if more than 10% but less than 50% of the Program is provided

– 100% if more than 50% of the Program is provided.”

7.2 REFUND OF REGISTRATION FEES NOTWITHSTANDING CLAUSE:

Notwithstanding if a student renders payment for their registration, this amount can be refunded if the student terminates a student contract on or before the 4th business day after signing the contract, the licensee must refund all tuition fees paid by or on behalf of the student.

The College endeavors to provide a modest period of time for students to drop a course and receive a refund.

7.3 REFUND OF APPLICATION, PROCESSING, ADMINISTRATION AND “OTHER” FEES:

Applicants that willfully elect to withdraw from the process of applying to become a fully registered and accepted student and have rendered fees for other amounts that have not been applied toward tuition or any other incidental fees such as: processing and the administration of an application or “other” fees shall be refunded 75% of the total fees paid. 

7.3.1  REFUND FOR MATERIALS 

Tuition includes materials for learning. These items are provided once vocational training begins and are considered as incidental materials. Items include, yet are not limited to: electronic equipment (tablets) and other materials such as: textbooks (digital or print), locks and bags. These items shall remain the property of the student throughout their enrollment and after the completion of their program. These items are not eligible for refund after the program starts. 

The college has a limited warranty on Items that require technical matters, such as tablets, and can provide assistance only within the first 60 days after the student takes possession, any period of time after this initial 60 days the student must repair their electronic devices independently at their own cost. The applicant’s ability to provide their own resources shall not reduce their cost(s) for learning in any financial capacity. 

7.4 REFUNDS DUE TO STUDY PERMITS DENIAL, 

Study Permit Denied: If an international applicant’s Study Permit is denied and a copy of the denial letter is received by the Office of the Registrar within 5 days after the date indicated on the letter from the Canadian Government advising of a rejection, then  a refund of 40% will be issued.  Registration fees will not be refunded, unless subject to the aforementioned Notwithstanding clause 7.2.

7.5 REFUNDS DUE TO NON-QUALIFYING OF A SATISFACTORY SECURITY CLEARANCE.

Programs that require students to pass a security clearance, and are clear and final acceptance based on their sworn declaration by the applicant that they will pass a security clearance by the Royal Canadian Mounted Police and do not pass, shall forfeit all application, administration  processing fees and registration fees, unless subject to the notwithstanding clause for registration fees. 

7.6 REFUND REPAYMENT OF REFUND TO ORIGINAL PAYEE

Refunds for an international student or an international applicant for fees’ and or tuition will be paid to the student, individual or organization that originally paid the tuition within 30 business days after the receipt of required information. For students not deemed as an international applicant, refunds will be issued by Financial Services following the approval of the refund. 

Tuition and/or fees paid by Alberta Works; federal, provincial or territorial student loan programs; and/or pre-approved Third Party Sponsorship will normally be made directly to the payer.

7.7 EXTENUATING MEDICAL OR OTHER CIRCUMSTANCES. 

The Registrar (or designate) may grant refunds for extenuating medical or other circumstances, these matters will be handled on a case-by-case matter whereas medical evidence may be requested from the applicants medical care provider. The Registrar is responsible for publishing procedures relating to the process for requests.

7.8 CANCELLATION BY COLLEGE OF PROGRAM

For any program or course cancelled by the College, a 100% refund will be processed automatically.

7.9 NON-ATTENDANCE, NSF PAYMENTS

Students must formally withdraw from a program to be considered for a refund. Non-attendance, NSF cheques, stop payment on a cheque or charge card and non-compliance to a signed and authorized payment plan do not constitute notice of withdrawal for the purpose of applying for a refund or to have tuition and student fees removed. The student will be responsible for any outstanding tuition and student fees.

8.0 APPEALS

Decisions of the College with respect to refunds are subject to an Appeal process whereas the student will engage the Office of the Registrar (or designate) directly by email at : Registrar@Alberta.College with the following heading in the subject line “Student Appeal for Refund” Whereby the student will indicate why a refund is requested and the students justification for the refund. The student will be advised if their request is in anyway in contravene the stated policies herein. If the request for refund does contravene the policies stated herein then the student will be advised formally in writing. If the student objects to this notice, the student can address the Board of Governors in person, by email (using a school account) or video communication to address their request. After this engagement the Board of Directors or a designate will notify the student directly of their decision.

9.0 CONSUMER FINANCIAL PROTECTION FOR INTERNATIONAL STUDENTS

International Students as all students within the college that enroll in Government of Alberta licensed programs shall be protected by the consumer financial protection requirements as directed by the Government of Alberta. The Royal Alberta College has elected to utilize a phased tuition collection process whereas the following applies:

The Royal Alberta College will only accept and collect tuition fees from international students for the program in which the student is accepted and enrolled in according to the following terms as per the following schedule:

Schedule A

i.) Accepted students will receive an official notice from The Office of the Registrar, whereas the student will be required to sign the STUDENT CONTRACT whereas the student will render a registration fee of $500 within THREE (3) days (no extensions) from the date of the letter. The registration fee of $500 is applied to the total tuition as a credit. The registration fee is non-refundable, unless subject to the notwithstanding clause as stated within the Refund Policy

ii.) The applicant has signed the formal “student contract” this contract is to ensure a seat in the program at The Royal Alberta College, the student will be notified in writing by the Office of The Registrar of a “Tuition Payment Demand” within 3 days of starting classes. This amount will be paid directly to the college by the means of a bank transfer in an amount of no greater than $8,500. Whereby the specified amount is applied toward the payment of the tuition. This amount will be collected  by direct payment to the college by bank transfer within a specified time period. This payment is combined with the registration fee and deducted from the total amount of tuition.

—————–REVISED—————————————————– JULY 2ND, 2019