Refund Protocol for Transnational Education Courses at Ho Chi Minh City University of Technology (HCMUT)

1. Purpose

This protocol sets out the refund entitlements for offshore students enrolled in the University of Technology Sydney’s (UTS’s) courses delivered at Ho Chi Minh City University of Technology (HCMUT), Vietnam.

2. Scope

This protocol applies only to offshore students enrolled in UTS’s courses delivered at HCMUT. It does not apply to:

• international students studying in Australia on a student visa,
• domestic students enrolled at UTS in Australia, or
• offshore students in other UTS courses not covered by this protocol.

3. Refunds

General payment terms

• Tuition fees are paid in advance for each session.
• Refunds apply only to the paid portion of the course.
• The census date is the last date to withdraw from a subject without financial penalty. This date will be published and advised before each session begins.
• Refunds only arise after tuition fees are received by HCMUT (on behalf of UTS) and the student has been formally enrolled. Eligibility for refund is determined in accordance with this protocol, including the census date and any applicable exceptions.

Withdrawal from a subject

• On or before the subject census date: The subject tuition fee will be refunded to the student.
• After the subject census date: No refund applies for that subject.

Withdrawal from a course

• On or before the census date of any subject:
  • A pro-rata refund will be provided for subjects withdrawn on or before their census date, less a 10% administration charge calculated on the full tuition paid.
  • Any subjects withdrawn after the census date will follow the subject withdrawal rules above (no refund).
• After the census date: No refund applies, except in the case of UTS and HCMUT default, special circumstances approved by UTS, overpayment or approved leave of absence.

UTS default

• If UTS is unable to deliver a subject, the tuition fee paid for that subject will be refunded. No administration charge applies in this case.
• If UTS is unable to deliver a course, a refund of 100% of all tuition fees will be paid. No administration charge applies in this case.

Withdrawal due to special circumstances

A student may be eligible for a full or partial refund if they withdraw due to special circumstances, at UTS’s discretion. Supporting documentary evidence is required.

To be considered special circumstances, the situation must:

• be beyond the student’s control,
• have occurred on or after the census date, and
• have made it impracticable to successfully complete the subject.

UTS will apply the same principles as those used for other students in assessing refunds due to special circumstances, as outlined on the UTS website: UTS refunds and remissions due to special circumstances.

Overpayment or approved leave of absence

If a student overpays or is granted approved leave of absence after paying for a subject, the overpaid or prepaid amount will be refunded to the student, unless otherwise agreed.

4. Non-refundable item

UTS and HCMUT retain an administration charge equal to 10% of the tuition fees where a refund is granted following a student-initiated withdrawal. This charge reflects the administration costs incurred in processing the enrolment and withdrawal. The administration charge does not apply in the case of UTS or HCMUT default.

5. Refund request process

Students must:

1. complete and submit the refund request form to the nominated contact: tne.vietnam@uts.edu.au,
2. provide any required supporting documentation (e.g. medical certificates), and
3. submit the refund request within 12 months of their withdrawal from the subject(s) or within 12 months from the end of the session in which they were enrolled in the subject(s), whichever is later.

6. Refund processing and timing

• UTS will assess refund requests and HCMUT will process refunds within 6 weeks of receiving a complete application.
• Refunds will only be issued after the amount has been received and cleared by HCMUT.
• HCMUT is responsible for collecting tuition fees from students, and as such, HCMUT will process all tuition fee refunds in accordance with this policy. Refunds will be made in Vietnamese Dong (VND) to the original payer, unless otherwise agreed.
• If the tuition fees were paid by a third party (e.g. sponsor), refunds will be issued to the third party unless otherwise agreed.

7. Review and complaints

Review of refund decisions

Students who disagree with a refund decision may request a review. UTS will apply the same principles and review process as for other students, adapted for offshore students.

Students must submit a request for review in writing within 28 days of receiving the decision. The request must include:

• the date of the decision and reasons for seeking a review, and
• any additional evidence relevant to the special circumstances.

UTS will acknowledge receipt and an independent Review Officer (the Pro Vice-Chancellor (Students) or nominee) will conduct the review. This includes:

• reconsideration of the original decision,
• assessment of any new evidence provided, and
• written notice of the review outcome.

If a Review Officer does not advise a decision within 45 days, the original decision will stand.

More information: UTS refunds and remissions – Review of decision.

Administrative complaints

Students who believe there has been an error in administration may lodge a complaint with the UTS Student Complaints Resolution Office. This process cannot reconsider the refund decision but may address administrative errors.

More information: UTS refunds and remissions – Review by the Student Complaints Resolution Office (SCRO).

8. Questions and support

For assistance, current and former students should contact the UTS Transnational Education team at: tne.vietnam@uts.edu.au

Approval information

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