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Refund Procedure

The School’s refund procedure covers the following commonly occurring situations:

a. School’s non-performance
b. ICA not approving the student pass
c. Student changes his/her mind during the 7 day cooling off period
d. Student’s withdrawal
e. Course deferment
f. Student going to a Government School for further studies

The procedure for student initiated refund (due to Student’s withdrawal / change of mind during 7 day cooling period, etc) is as follows:

a. The student hands in a written letter to the School’s Admin/Operations Department requesting a refund with the reasons stated.
b. The counter staffs give this letter to the Admin/Operations Manager for processing.
c. The Admin/Operations Manager looks into the student’s eligibility for a refund. He/she calculates the amount of refund and talks to the student showing the breakdown of the refund. The student then signs an acknowledgement form.
d. The Admin/Operations Manager presents the case to the Principal for approval.
e. After the Principal has approved, the Admin/Operations Manager writes to the Escrow account provider (if the student is on this scheme) to return money to the student. The School will then email to the student a copy of the acknowledgment given by the Escrow account provider to the School. The Escrow account provider will refund the money direct to the student.
f. At the same time, the Admin/Operations Manager will inform CPE of the refund made to the student.
g. If the student is on the Insurance scheme, the Admin/Operations Manager writes to inform the insurance company of the student’s withdrawal and refunds the money directly to students. The student signs an acknowledgement form confirming receipt of his/her money.

The procedure for a School initiated refund (due to the School not performing / ICA not approving the student pass, etc) is as follows:

a. The Admin/Operation Manager in consultation with the Principal/ Management Team decides not to run the course.
b. Upon receipt of written confirmation that the course will not run, the Admin/Operations Manager calculates the amount of refund due to the students and obtains approval from the Principal to give the refund.
c. After the Principal has approved, the Admin/Operations Manager writes to the Escrow account provider (if the student is on this scheme) to refund money to the students. The School will then email a copy of the acknowledgment given by the Escrow account provider to the student. The Escrow account provider will refund the money direct to the student.
d. At the same time, the Admin/Operations Manager will inform CPE of the refund made to the student.
e. If the student is on the Insurance scheme, the Admin/Operations Manager writes to inform the insurance company of the student’s withdrawal and refunds the money directly to students. The student signs an acknowledgement form confirming receipt of his/her money.

The School’s refund procedure is described in its website and student handbook.

The School keeps its refund records in hard copy. There is a payment voucher for the exact amount paid to the student, with a breakdown attached.

The relevant staff is the Admin/Operations Manager or, in his/her absence, the Finance Manager. Both are conversant with the refund procedures. The counter staffs are involved in clerical parts of the procedure under their supervision.

As part of the annual internal review process, the School will regularly review its refund procedures for continual improvement.