RTO Code 6859 ASQA Registered Training Organisation
1300 369 320 [email protected]
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Fees Refunds

Refund Policy and Procedure

MILCOM Communications Pty Ltd trading as MILCOM Institute
RTO No. 6859

Applies to: Courses in Care (Domestic Students Only)
Version: 2.0
Last reviewed: January 2026
Status: Controlled document

1. Purpose

This policy outlines how fees are charged, collected, protected and refunded for students enrolling in Courses in Care delivered by MILCOM Institute.

It ensures compliance with the Standards for Registered Training Organisations (RTOs) 2015, particularly Standard 5 relating to fees, charges and refunds.

2. Scope

This policy applies to:

  • All domestic students enrolling in Courses in Care

  • All fee-for-service and funded enrolments

  • All payments made directly to MILCOM Institute

This policy does not apply to international students.

3. Policy Statement

Students must agree to the terms and conditions of enrolment and pay required fees as outlined in their Enrolment Agreement prior to course commencement.

Failure to pay fees in accordance with the agreement may result in suspension or cancellation of enrolment.

MILCOM Institute ensures transparency, fairness and protection of student fees at all times.

4. Fee Information Provided Prior to Enrolment

Before enrolment or commencement of training, students will be provided with written information outlining:

  • Total course fees and any non-tuition fees

  • Payment schedules and due dates

  • Refund conditions and cooling-off rights

  • The student’s right to a refund for services not provided

5. Fee Collection and Protection

  • Fees paid prior to course commencement are held securely and only transferred once training begins

  • Fees are only collected for services to be delivered

  • Fees do not include optional costs such as excursions unless stated

6. Payment Methods

Fees may be paid via:

  • Direct bank transfer

  • Credit card

Credit card surcharges apply:

  • Visa and MasterCard: 2.5 percent

  • AMEX: 3.5 percent

7. Other Fees (Non-Tuition)

The following fees may apply where relevant:

  • Recognition of Prior Learning assessment: $250 per unit

  • Re-enrolment fee: $200

  • Re-assessment fee: $40 per class hour

  • Re-issue of certificate or statement: $150

  • Photocopying:

    • Black and white: 10c per page

    • Colour: 50c per page

Non-tuition fees are generally non-refundable unless otherwise stated.

8. Cooling-Off Period

Students who have paid a deposit are entitled to a 3-day cooling-off period from the date of signing the enrolment agreement.

A full refund will be provided during this period, excluding any non-refundable application fees where applicable.

9. Refund Conditions

Refunds are only granted in accordance with this policy.

All refund requests must:

  • Be made in writing

  • Use the official Refund Application Form

  • Be supported by relevant evidence where required

Refunds are processed within 20 working days of receipt of a complete application.

10. Full Refunds

A full refund of tuition fees will be provided where:

  • MILCOM Institute cancels a course before commencement

  • MILCOM Institute is unable to deliver the course as agreed

Where applicable, students may choose to transfer fees to an alternative course.

11. Partial Refunds

Withdrawal more than 60 days before course commencement

  • Refund of fees paid less any applicable administration fee

Withdrawal between 28 and 60 days before commencement

  • Refund of course material fees only

12. No Refunds

No refund will be provided where:

  • Withdrawal occurs less than 28 days before commencement

  • The student withdraws after course commencement, except for unused tuition for future study periods

  • The student breaches MILCOM Institute policies

  • The student abandons the course without formal withdrawal

  • Non-tuition services have already been provided

13. Extenuating Circumstances

In cases of serious illness, personal hardship or exceptional circumstances, MILCOM Institute may:

  • Transfer fees to a future course, or

  • Refund unused tuition fees

Each case is assessed individually by the CEO.

14. Refund Payments

  • Refunds are made to the original payer

  • Refunds are processed using the original payment method

  • Bank or transaction fees up to $40 may be deducted

A written statement outlining the refund calculation will be provided.

15. Appeals

Students have the right to appeal a refund decision.

Appeals must be lodged in writing in accordance with the Complaints and Appeals Policy.

16. Late Payment of Fees

Where fees are overdue:

  1. A reminder is issued within 7 days

  2. A warning letter is issued if unpaid after 14 days

  3. Continued non-payment may result in enrolment suspension or cancellation

Late payment fees may apply.

17. Record Keeping

All refund applications and outcomes are:

  • Recorded in the student file

  • Retained in accordance with regulatory requirements

18. Review

This policy is reviewed regularly to ensure compliance with regulatory standards and organisational practices.