Terms and Conditions

VET accredited courses are open to persons 15 years and over in accordance with the NSW Government Smart and Skilled subsidised training.

Our Short Course program is open to persons 18 years and over. Students aged between 15 and 18 may enrol in non-accredited courses if approved by management.

It is the student’s responsibility to note the date, time and location of the course as advertised.

Courses with low enrolments may be postponed or cancelled. Every effort will be made to contact students as soon as possible. Please ensure your contact details are correct.

Requests from students to transfer or credit their course placement due to changed personal circumstances will be considered and every effort will be made to ensure a placement into an alternative course.

If you are unable to complete your course due to changed personal circumstances, Macquarie Community College will make every effort to ensure you are placed into an alternative pre-scheduled course.

Macquarie Community College reserves the right to decline admission to a course, terminate a student’s enrolment in a class or change a course or tutor at any time without notice.

Students who participate in courses involving physical activity, field trips, excursions or practical demonstrations do so at their own risk. Students will be required to sign appropriate release form(s) to participate in the relevant activities. The College reserves the right to refuse student participation in the activity if the student has not signed a release form.

Please refer to www.macquarie.nsw.edu.au for information on course fees including any required deposit, administration fees, materials fees and any other charges (if applicable).

Financial institutions on charge a failed payment fee. The failed payment fee plus GST will be recovered by Macquarie Community College.

The applicable failed payment fee is $8.90 plus GST.

Please note that Macquarie Community College will not accept payments of over $1500 at any one time.

Students are responsible for the safe storage of their Certificates and Statements of Attainment. If a student requires a reissue of their Certificate or Statement of Attainment, a certificate re-issue fee of $50 will be charged.

Refunds may be made when:

• Student has overpaid any administration charges;
• Student enrolled in training that has been cancelled by Macquarie Community College;
• Student advises Macquarie Community College at least 5 days prior to course commencement that they are withdrawing from the course;
• If the student withdraws from a course or program due to illness or extreme hardship as determined by Macquarie Community College; and
• In line with a statutory cooling off period and the “withdrawal without penalty cut off date” (as defined by the Smart and Skilled operating guidelines) students enrolled in a NSW Government subsidised course may withdraw without penalty, providing written notification is received > 5 days prior to commencement of the course.

All students undertaking a Certificate III qualification or below are required to undertake an LLN Assessment. Trainers and staff within MCC can provide students with LLN support to assist the student throughout the learning process.

Credit Transfer and Recognition of Prior Learning are available to all participants in accredited training. Please refer to the Student Handbook or contact the office for the procedure on how to apply.

If a student, trainer or staff member is experiencing any difficulties, they are encouraged to discuss their concerns with Management. MCC staff will make themselves available at a mutually convenient time if a student wishes to seek assistance.

If a Staff member or Student wishes to make a formal complaint they are required to complete a Complaints and Appeals Form, which is included in the Student Handbook and is available here. Once the form has been completed it should be submitted to MCC for action.

Please refer to the Student Handbook for more details on the complaints and appeals process.

The student should notify MCC if they have a medical condition or disability or require assistance in their training.

MCC caters to diverse client learning needs and aims to identify and respond to the learning needs of all students. Students are encouraged to express their views about their learning needs at all stages of their learning experience from the initial enrolment and induction stage. MCC will analyse who the target candidates are (whether an individual, a specific group or a broad target group) and will determine the key characteristics and needs of candidates.

MCC is committed to providing additional support, advice or assistance while training. To achieve this and to ensure the quality delivery of training and education, MCC provides client vocational support to improve and extend training outcomes. Students are advised to make an appointment with their trainer in the first instance, if required the student can then schedule an appointment with MCC for further support or referral.

The college is required to collect and retain, and report data about our students. All student records, such as personal details and records of participation and progress, are kept within a secure area (both electronic and hard files). An electronic record of each Student’s enrolment and participation is kept on the Student Management System for a period of 30 years, this record is password protected and is only accessible by employees of MCC.

• Refund Policy – Government Subsidised Courses
• Refund Policy – Fee for Service Courses

Macquarie Community College creates and provides affordable and inclusive learning opportunities that meet the needs of individuals, organisations and communities.

Macquarie Community College believes that participation in quality life-long learning is transformational. We aim to enable our clients to climb the “ladder of learning” – and invite motivated learners to join us by starting on any rung.

Macquarie Community College is committed to:

• Delivering high quality programs in terms of content, delivery, trainers and service
• Providing competitive and affordable courses and services
• Creating a harmonious and productive working and learning environment
• Upholding our Core Values of Collaboration, Commitment, Diversity, Integrity and Respect

To support our organisational objectives and beliefs we have a comprehensive quality, risk and compliance management program. We are committed to continuous improvement and ongoing compliance with relevant legislation, the Standards for Registered Training Organisations (2015), contract requirements, internal policies and procedures.

Our quality systems have our clients as their focus. We aim to achieve high levels of learner satisfaction and do this by identifying and implementing improvement opportunities in our service provision. This is achieved through constant revision of policies and procedures, informed by seeking and responding to internal and external feedback from learners, staff, organisations and communities we serve.

Theresa Collignon
Chief Executive Officer
22 January 2020

Macquarie Community College (RTO 90033)

• The College strives to assist its students to carefully choose and enrol in the course that is right for them. It is the student’s responsibility to choose their course carefully on the basis of information and/or advice provided by the College through various mediums – website, brochures, email, phone or in person.
• The College is a not-for-profit organisation committed to creating and providing affordable and inclusive learning opportunities. To be sustainable we require a minimum number of students in our face to face small group training courses. When a student elects to withdraw from a scheduled course it can lead to inconvenience or costs to fellow students, teachers and the College.
• The College is committed to the provision of quality training and to upholding the rights of our students with respect to consumer protection. On the rare occasions that a fee-paying student seeks a full or partial refund or credit of their enrolment fees the College will assist as per this policy.
• Different criteria apply for refunds (full or partial) or credit notes for fee-paying courses requested before or after course commencement.
• Students should note that changes to work commitments or personal circumstances outside of the following conditions will not be considered as grounds for a refund, transfer or credit.
• Requests for credit notes to be applied to an enrolment for a later course may be made by phone, email, in person or via the website.
• All requests for refunds must be made on the Request for Refund form available via the Contact Us page.
• If approved, refunds will be paid within 10 working days of the date the Request for Refund form is received.
• In the event that the College cancels a course prior to commencement students will be offered a transfer to an alternative course or a credit note for a future enrolment, or a refund will be issued with no administration fee.
• All refunds will be paid to the person or organisation that originally paid the fees.

More than 5 days prior to course commencement

Transfers: Subject to advance notice (> 5 days prior to commencement of the course) students may elect to transfer their enrolment to an alternative course. Payment already received will be credited to that alternative enrolment. If the alternative course fee is higher the student must pay the difference prior to commencement. If the alternative course is cheaper the College will refund the difference. This can be done by contacting customer service: in person at Carlingford or Chatswood; phone to 1300 845 888 or via the website. No admin fee applies.

Credit note for future enrolment: Subject to advance notice (> 5 days prior to commencement of the Course) students may elect to request a credit note that may be applied to a future enrolment.

A numbered credit note will be raised and sent to the student and a note made to their electronic student record. When the student enrols in the future course the credit balance will be applied to the course fees. If the alternative course fee is higher the student must pay the difference prior to commencement. If the alternative course fee is lower the remaining balance will remain on their student record. This can be done by contacting customer service: in person at Carlingford or Chatswood; phone to 1300 845 888 or via the website. No admin fee applies.

A credit note is valid for 3 months only. Credit notes cannot be cashed out for a refund at expiry. credit notes are not transferable. No admin fee applies.

Refunds: Subject to advance notice (> 5 days prior to Course Commencement) Students may seek a Refund by completing and submitting a Request for Refund form available via the Contact Us page. The College will refund the course fees paid less an administration fee of $33 (incl GST) within 10 working days.

Less than 5 days prior to course commencement

Where a student elects to withdraw from a course with less than 5 days’ notice the College will give consideration (depending on the circumstances) to holding your course fees in credit or transfer to an alternative course.

A credit note is valid for 3 months and is for the purposes of enrolling in a future course at MCC and is subject to the terms and conditions set by the College. Credit notes cannot be cashed out for a refund at expiry. Credit notes are not transferable.

Other than in cases of extreme hardship no refunds are available less than 5 days prior to course commencement.

The College does not generally issue refunds to students who have commenced their course. Exceptions to this may include overpayments, disruption to course delivery, substantive quality issues, and exceptional hardship.

Overpayments: If a student has overpaid the fee payable due to error or a change to the Course length after commencement the College will refund the amount overpaid within 10 working days, and with no administration fee applied.

Disruption to course delivery: In the unlikely event that the College is unable to deliver your course in full:

• You have the right to choose whether you would prefer a refund of relevant tuition fees, accept a place in another course or a credit note.
• Transfer: You may be offered enrolment in a suitable alternative course or provided a credit note for the purposes of enrolling in a future course at the College. A credit is valid for 3 months only. Credit notes cannot be cashed out for a refund at expiry.
• Refund: The refund amount will be for the undelivered part of your course. The refund will be paid to you within 10 working days of the date on which the course ceased being provided.

Substantive quality issues

The College policy is that we will provide a quality learning experience and that all assessment, if applicable, will be in line with national standards. If a Student believes that the course has not been a quality learning experience then redress and/or refund may be sought.

Circumstances may include if the course delivered does not match what was promised in the course description, the quality of teaching, venue or equipment is not up to a reasonable standard and (in VET accredited courses) a complaint regarding unfair assessment and/or unfair treatment is substantiated.

Students seeking a refund on the basis of a substantive quality issue should refer to our Complaints Policy and complete a Complaints Form in the first instance prior to lodging a Request for Refund.

The Complaint matter will be reviewed by a staff member who may seek further information including the opinion of the tutor, an independent subject expert, and a survey of opinions of other class members. Depending on the resolution of the complaint, if the complaint is substantiated the College may issue a full refund, a part refund or an offer of credit to the same course in a future term or a reassessment of the student.

In the event that a student does not commence a course due to sickness or personal crises or commences a course and due to sickness or personal crises cannot continue, that student may be given due consideration for a partial refund once they have outlined their reasons in writing on the Request for Refund form. Any such refund is at the discretion of the College and may carry an administration fee of $33 incl GST. Substantiating evidence may be required. If a refund is approved, the refund will be paid within 10 working days of the date the Request for Refund form is received.

In the event that a Student seeking to enrol in a course as a fee paying student recognises that they cannot attend all sessions of a course due to specific personal circumstances that Student may be given due consideration for a pro-rata fee to be applied.

The request must be made prior to enrolment. An admin fee of $33 incl GST will apply.

Pro-rata fees may also apply if a student wishes to enrol in a course that has already commenced.

Any fee reduction or decision to allow late entry to a course will be applied at the discretion of the College within guidelines that consider the duration, location and nature of the course, financial impact on course viability, and the frequency with which the Student enrols.

The student should contact customer service in the first instance by phone, email, in-person or via the website. The pro-rata fee request will be reviewed by a staff member who may seek further information.

This refund policy does not remove the right from a student to take further action under Australia’s consumer protection laws.

Should a student not be satisfied with the decision of the College, the matter may be referred to the NSW Department of Fair Trading.

In the case of an accredited/VET course the student may lodge a complaint to the Australian Skills Quality Authority and/or Training Services NSW. Further information on these escalated complaints procedures can be found on their websites.

In the event that a student eligible for subsidised enrolment in a NSW Government subsidised course does not commence or withdraws from the NSW Government subsidised course, the applicable refund policy will be line with the fees and administration policy of the NSW Government contract. View separate policy on Fees, Withdrawals, Transfers and Refunds for NSW Government Subsidised Courses.

Refunds in the event of overpaid course fees for enrolment in a NSW Government subsidised courses will be in line with the fees and administration policy of the NSW Government contract.

• The College strives to assist its students to carefully choose and enrol in the course that is right for them. It is the student’s responsibility to choose their course carefully on the basis of information and/or advice provided by the College through various mediums – website, brochures, email, phone or in person.
• The College is a not-for-profit organisation committed to creating and providing affordable and inclusive learning opportunities. To be sustainable we require a minimum number of students in our face to face small group training courses. When a student elects to withdraw from a scheduled course it can lead to inconvenience or costs to fellow students, teachers and the College.
• The College is committed to the provision of quality training and to upholding the rights of our students with respect to our obligations as a Registered Training Organisation (RTO), our contractual requirements as a provider of government funded or subsidised accredited training, and consumer protection. On the rare occasions that a student seeks to withdraw from a government funded or subsidised course, seek a full or partial refund or credit of their enrolment fees the College will assist as per this policy.
• Students are responsible for providing complete and accurate information about their eligibility for subsidy and/or enrolment.

• Fees will be applied as per the contractual requirements of government funding and on the basis of information provided by the Student at the time of enrolment.
• Under some contracts, such as Smart and Skilled, the relevant government funding body sets the course fee and also contributes to the cost of each course with the student paying the balance. The amount payable depends on the student’s eligibility and personal circumstances, the specific course being undertaken, and the listed course fees. For any given student the amount payable ranges from being fee-free ($0) to a modest co-payment of $240 and up to $5000 for higher level qualifications.
• In order that students are aware of the fees they may be required to pay, the College assists students to determine their eligibility and to estimate their course fees under subsidised training and to find the right course for them, including the mode and location of training.
• Course fees payable by a student may be reduced for units of competency already completed and recognised through formal Recognition of Prior Learning (RPL) and Credit Transfer processes.
• The College will not accept more than $1500 in tuition fees in advance from any student.
• The College offers students the opportunity to pay their fees through a payment plan, subject to a minimum payment amount and the terms and conditions of the payment plan agreement.
• The College does not offer student loans or participate in the Commonwealth’s VET Student Loans (VSL) scheme.
• The College will notify students who have outstanding fees every 28 days. Bank charges or exclusion from tuition may apply to students who are behind on payment of fees.
• Testamurs, Certificates and/or Statements of Attainment will not be released to students that have outstanding fees.
• The College may levy a fee for incidental expenses such as specific resources (eg published text books) excursions and training resources (eg kits, tools) that are not consumed during training and become the physical property of the student after they complete or withdraw from a course.

• Different criteria apply and the amount refunded will vary when a student elects to withdraw from a government subsidised course before or after course commencement. This is known as withdrawal with or without penalty.
• In the event that the College cancels a course prior to commencement students will be contacted about their availability and interest in transferring enrolment and related fees to a future Course enrolment, or a refund.
• Students considering withdrawing from the course they are enrolled in at any time should first make enquiries by phone, in person or via the website.
• A decision to withdraw must be submitted in writing using the Request for Withdrawal Form available via the Contact Us page.
• Depending on the timing of the Request for Withdrawal and the specific circumstances this will then lead to a Deferment of Enrolment or a Request for Refund.
• Deferment of Enrolment to a later course will be followed up and actioned through discussion with senior training staff and all fees paid in advance will be carried over to the later course, with no administration fee.
• Withdrawals with no deferment to a later course may be eligible for a refund. All requests must be made on the Request for Refund Form available via the Contact Us page.
• If approved, refunds will be paid within 10 working days of the date the Request for Refund form is received.
• All refunds will be paid to the person or organisation that originally paid the fees.
• Students should note that changes to work commitments or personal circumstances outside of the following conditions will not be considered as grounds for a refund or deferment of enrolment.

Withdrawal WITHOUT penalty

Request for withdrawal or deferred enrolment more than 5 days prior to course commencement:

Deferred enrolment: Subject to advance notice (> 5 days prior to commencement of the course) students may elect to transfer their enrolment and fees paid in advance to an alternative course, with no penalty or admin fee applied.

Deferred enrolments will be limited to courses scheduled no more than 6 months after the date the request is made. Payment already received will be transferred to that future enrolment. This can be done by contacting customer service: in person at Carlingford or Chatswood; phone to 1300 845 888 or via the website.

Students may only defer their enrolment once without penalty. An administration fee of $33 incl GST will be applied to a second withdrawal being processed.

Refunds: Subject to advance notice (> 5 days) students may seek a refund by completing a Withdrawal Form and submitting a Request for Refund Form. The College will refund the student fees paid, within 10 working days and with no administration fee applicable.

Withdrawal WITH penalty

Request for withdrawal or deferred enrolment less than 5 days prior to course commencement:

Where a student elects to withdraw from a course with less than 5 days’ notice the student is withdrawing with penalty.

The College will first seek to assist a student to defer their enrolment to a later course. A $33 incl GST administration fee applies.

In the event that the student is unable to defer the College will give consideration (depending on the circumstances) to refunding student fees paid in advance.

Other than in cases of extreme hardship no refunds are available less than 5 days prior to course commencement.

The refund amount will be at the discretion of the College and will be subject to an administration fee of $33 incl GST.

The College is not obliged to issue refunds to students who have commenced their course and choose to withdraw from their studies with the College. Exceptions to this may include overpayments, disruption to course delivery, substantive quality issues, and exceptional hardship.

Overpayments

If a student has overpaid their fee payable, due to error or change in eligibility, the College will refund the amount overpaid within 10 working days, and with no administration fee applied.

Disruption to course delivery after commencement

In the unlikely event that the College is unable to deliver your course in full:

• You have the right to choose whether you would prefer a refund of relevant (pro-rata) tuition fees, defer enrolment to a later course at the College or transfer to another provider.
• Deferred enrolment: The College will first seek to assist a student to defer their enrolment to a later course. No administration fee applies.
• Refund: The refund amount will be for the undelivered part of your course. The refund will be paid to you within 10 working days of the date on which the course ceased being provided.

Substantive quality issues

The College policy is that we will provide a quality learning experience and that all assessment, if applicable, will be in line with national standards.

If a student believes that the course has not been a quality learning experience then redress and/or refund may be sought.

Circumstances may include if the course delivered does not match what was promised in the course description, the quality of teaching, venue or equipment is not up to a reasonable standard and (in VET accredited courses) a complaint regarding unfair assessment and/or unfair treatment is substantiated.

Students seeking a refund on the basis of a substantive quality issue should refer to our Complaints Policy and complete a Complaints Form in the first instance prior to lodging a Request for Refund or an Academic Appeal.

The Complaint matter will be reviewed by a staff member who may seek further information including the opinion of the tutor, an independent subject expert, and a survey of opinions of other class members. Depending on the resolution of the complaint, if the complaint is substantiated the College may issue a full refund, a part refund or an offer of deferred enrolment to a future course or a reassessment of the student.

Refunds requested for hardship

In the event that a student does not commence a course due to sickness or personal crises or commences a course and due to sickness or personal crises cannot continue, that student may be given due consideration for a partial refund once they have outlined their reasons in writing on the Request for Refund Form. Any such refund is at the discretion of the College and may carry an administration fee of $33 incl GST.

Substantiating evidence may be required. If a refund is approved, the refund will be paid within 10 working days of the date the Request for Refund Form is received.

Transfer to another provider: Should a student chose to withdraw or the College is unable to deliver the course in full the College will issue a statement of fees paid and a transcript of units of competency completed so that another provider can enrol the student and charge appropriate fees. The College is not responsible for the actions or pricing of another provider.

Completion of sufficient units of competency to be awarded a lower qualification: If in the unusual event that a student withdraws from a higher level qualification but has completed requirements for the award of a lower level qualification then any difference in student fees applicable, and paid, will be refunded. No administration fee will apply.

This policy does not remove the right from a student to take further action under Australia’s consumer protection laws. All students have the right to a statutory “cooling off” period if one applies.

Should a student not be satisfied with the decision of the College, the matter may be referred to the NSW Department of Fair Trading.

In the case of an accredited/VET course the student may lodge a complaint to the Australian Skills Quality Authority and/or Training Services NSW. Further information on these escalated complaints procedures can be found on their websites.

In the event that a student enrols on a fee-for-service basis in an accredited VET course but is not eligible for subsidy they should refer to the related Fees (partial or Full) Refunds and Credit Notes Policy.