To provide operational procedures that apply to the withdrawal and refund of compulsory fees, transfer to other programmes of study and cancellations at the Otago Polytechnic Business Division of Te Pūkenga.
Withdrawal, Transfer, Cancellation and Refund - OPBD Procedure
Section
Academic
To be read in conjunction with
Parts 2 Enrolment and 4 Programme Regulations, Sections 2.1, 2.2, 2.3, 2.4, 2D, 2E, 2F, 2G, of Te Kawa Maiorooro | Educational Regulatory Framework (TKM).
The relevant Te Pūkenga Academic Policies, current Otago Polytechnic policies (as per Te Pūkenga Transitioning (Grandparenting) of Former Subsidiaries Policy) and the relevant Otago Polytechnic Business Division Procedures.
Approval Date
27 March 2025
Approved By
Executive Director
Next Review
1 July 2027
Responsibility
Executive Director
Purpose
Compliance
Education and Training Act 2020
Education and Training Amendment Act 2021
Education (Domestic Tertiary Student Contract Dispute Resolution Scheme) Rules 2021
Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2021
Fair Trading Act 1986 and all subsequent amendments
Funding Rules Tertiary Education Commission (TEC)
International Student Contract Dispute Resolution Scheme Rules 2016
StudyLink Student Allowances Regulations 1998
Procedure
1. The rules for determining refunds, withdrawals, transfers, and cancellations are set out in the Terms and Conditions on the Otago Polytechnic website. The procedure for compassionate consideration is outlined in Clause 5.
2. Requests for changes to an enrolment must be in writing from ākonga (signature on the Withdrawal form or an email/text (screenshot) is sufficient)
3. Change of Enrolment, Withdrawal Form (located on EBS) must be signed by ākonga, the Head of Programmes/Head of College/or equivalent and be submitted to the Academic Registry by the Head of Programmes or delegated authority.
4. Ākonga cannot be withdrawn from a programme of study/course(s) where the final assessment and/or the programme of study/course(s) last withdrawal date has taken place and final results are due to be, or are, entered in the Student Management System (SMS).
Compassionate Consideration
5. Compassionate consideration (exceptional circumstances) - refer to Section 2.27 TKM Withdrawal due to exceptional circumstances.
5.1. The Compassionate Consideration Committee (CCC) is responsible for reviewing all applications for compassionate consideration and ensuring confidentiality of ākonga sensitive information. Student Success or Te Punaka Ōwheo (TPO) for Māori ākonga will act as the conduits between ākonga and CCC.
5.2. Ākonga who wish to apply for compassionate consideration can contact either (Student Success, Te Punaka Ōwheo (for Māori ākonga) or Head of Programme (or equivalent). Refer to Appendix 1 Compassionate Consideration Flowchart.
Compassionate consideration applications
a) will not be considered sufficient for a refund of fees where ākonga could have continued in the programme of study/course(s) with support or where ākonga has chosen to withdraw for another reason(s).
b) submitted before the refund date will be processed as a withdrawal with a refund.
c) may be approved for refunds outside normal refund criteria, or outside the normal withdrawal criteria.
d) may be approved with no fee refund.
e) should be made at the earliest possible time.
5.3. Head of Programmes / Head of College (or equivalent) do not have the delegation to make a decision, regarding applications for compassionate consideration.
5.4. Compassionate consideration applications must be submitted on the Otago Polytechnic compassionate consideration application form accompanied by supporting evidence and
-
must be signed and dated by ākonga
-
must be signed and dated by the Head of Programmes (or equivalent), indicating support for the application or justification for their decision not to support the compassionate consideration application.
5.5. Ākonga will be notified of the outcome of their compassionate consideration by Academic Registry.
5.6. If a consensus decision cannot be agreed by the CCC the case will be escalated to the Deputy Executive Director: Academic Delivery who has authority to make a final decision, within five (5) working days.
6. If ākonga are dissatisfied with the CCC compassionate consideration decision, they may use the process set out in the Ākonga Appeals Policy..
7. Refunds – refer to TKM
7.1 Ākonga nō Aotearoa - Part 2D, Payment for provider-based learning, Section 2.17, Late enrolments, Section 2.27, Transfer of Enrolment, Section 2.18; Part 2E No-show, Section 2.10, and Withdrawal After the Withdrawal Period, Section 2.23.
7.2 Ākonga nō tāwāhi – refer to TKM, Part 2F, Ākonga nō tāwāhi transfer and withdrawals.
7.3 Refund of External Examination Fees will be refunded if withdrawn prior to the cut-off for the examination. If examination fees have been sent to the examining body, a request for a refund must be made by ākonga directly to the appropriate organisation.
8. Notification and Date of Withdrawal
8.1 – refer to Part 2A: Information, Section 2.1
8.2 Ākonga nō Aotearoa - Part 2C, Application Acknowledgement and Offer of Place, Section 2.14(3) b. and c., 2.16 Late Enrolment, Part 2D Section 2.17, Transfer of Enrolment, Section 2.18(3) b., Part 2E, Provider-based Learning Withdrawals and Refunds for Ākonga nō Aotearoa Sections 2.20 - 2.27.
8.3 Ākonga nō tāwāhi – refer to TKM, Part 2F, Application and Offer of Place, Section 2.29 Section Transfers and Withdrawals, Section 2.29.
8.4 The withdrawal date from a programme of study/course(s)/course occurrence(s) is taken and recorded in the SMS as the date ākonga notified Otago Polytechnic in writing, of their intention to withdraw.
8.5. Otago Polytechnic has the discretion to process the withdrawal in the SMS at a date earlier than the notified withdrawal date in circumstances where this is justified or necessary to not disadvantage ākonga (for example where notification of withdrawal is delayed due to circumstances beyond ākonga control).
8.6. If ākonga is withdrawing from all courses within a programme of study and ākonga identification (ID) card has been issued it should be returned directly to OPSA or to the appropriate College staff member to return to OPSA.
8.7. Visa change to permanent resident– refer to TKM Transfers and Withdrawals Section 2.30(10).
9. Deferral – refer to TKM Part 2A, Information, Section 2.1(1) j.
9.1. Only one (1) deferral is allowed per ākonga to a maximum period of one (1) academic year. A request for deferral of commencement of a programme of study/course(s) on or within the last date for a refund will be approved.
- Ākonga will be guaranteed a place in the next academic year intake and the fee for that year will apply. Fees will not be held over until the next academic year.
- Every effort will be made to guarantee a place in the next academic year or offer an alternative qualification and new fees will apply to the deferred enrolment.
10. Change of Enrolment/Transfer refer to TKM, Part 2D, Transfer of Enrolment, Section 2.18.
10.1. A new StudyLink loan will need to be drawn down by ākonga for the new programme of study/course(s). It is the responsibility of ākonga to contact StudyLink to advise of the change in the programme of study/course(s). Studylink fees will be refunded to StudyLink.
10.2. Free Fees for the new programme of study/course(s) will be assessed by TEC to determine ākonga eligibility allocation and ākonga will be liable for any difference in fees.
10.3. Ākonga wishing to transfer from one (1) programme of study/course(s) to another outside the ten per cent (10%) delivery period window may do so by a negotiated agreement with the respective programme of study Programme Head/Head of College/or equivalent on a case-by-case basis.
10.4. Depending on the programme of study/course(s) stage of delivery any academic results entered cannot be changed and only a partial refund may be available.
10.5. It is not possible to transfer ākonga between calendar years.
11. Cancellation of a Programme of Study/Course(s)/Course Occurrence(s) – refer to TKM Programme Approval, Changes and Cancellation Section 2G 2.32.
12. Disputes/Concerns or Complaints – refer to TKM Concerns and Complaints Section 5.5.
13. Otago Polytechnic Business Division is unable to claim Tertiary Education Commission (TEC) funding for any ākonga who has never attended (or, in the case of online learning, never logged on), even if they have paid their fees.
13.1. If ākonga does not formally withdraw, Otago Polytechnic will set their record to ‘Student Not Started (SNS) and refund any fees that have been paid (refer to sub-clause 20.2).
13.2. The record will be removed from the Single Data Return Equivalent Full Time Student (EFTS) claim.
References
Appendix 1. Compassionate Consideration Flowchart (click to download)
Te Pūkenga Policies
- Te Pūkenga Kaupapa-here Ākonga Concerns and Complaints Policy
- Te Pūkenga Kaupapa-here Ākonga Appeals Policy
Otago Polytechnic Business Division Policies and Procedures
- Ākonga/Learner Discipline -OPBD Procedure
- Ākonga/Learner Results, Transcripts and Award Certificates for Qualifications – OPBD Procedure
- Programme, Entry, Continuation and Exclusion - OPBD Procedure
- Recognition of Prior Learning and Recognition of Prior Knowledge and Skills – OPBD Procedure
- Terms and Conditions
POLICY VERSION: V16.1 PREVIOUSLY CODED: MP351
APPROVED BY
Dr Megan Pōtiki
Executive Director
27/3/2025
