REFUND CONDITIONS AND PROCEDURES
Gulf Harbour School International Student Refund Policy
Requests for a refund of international student fees
1. The School will consider all requests for a refund of international student fees. Requests should be made in writing to the
School as soon as possible after the circumstances leading to a request. All refunds will be settled under the terms of this
policy unless otherwise agreed by the School.
2. A request for a refund should provide the following information to the School:
a. The name of the Student;
b. The circumstances of the request;
c. The amount of refund requested;
d. The name of the person requesting the refund;
e. The name of the person who paid the fees;
f. The bank account details to receive any eligible refund, including bank address and swift code where relevant;
g. any relevant supporting documentation such as receipts or invoices.
3. The School is unable to refund some fees. The following fees relate to expenses that the School may have paid or will
incur as a result of receiving an application for enrolment and cannot be refunded:
a. Administration Fee: Administration fees meet the cost of processing an international student application.
Administration fees exist whether an application is accepted or not or whether a Student remains enrolled after
an application is accepted.
b. Insurance: Once insurance is purchased, the School is unable to refund insurance premiums paid on behalf of a
Student. Students and Parents may apply directly to an insurance company for a refund of premiums paid.
c. Homestay Placement Fee: Homestay placement fees meet the cost of processing a request for Homestay
accommodation by the Student. Costs incurred for arranging Homestay accommodation for the Student before
the refund request cannot be refunded.
d. Used Homestay Fees: Homestay fees paid for time the Student has already spent in a Homestay cannot be
refunded. Used Homestay fees may also include a notice period of two weeks.
e. Portion of Unused Tuition Fees: The school may retain a portion of unused tuition fees. Amounts retained will
relate to costs that have been incurred or committed by the school and may vary.
Requests for a refund for failure to obtain a study visa
4. If the Student fails to obtain an appropriate visa, a refund of international student tuition fees will be provided less any non-
refundable fees as set out in this policy. Evidence must be provided to the School of Immigration New Zealand declining to
grant a visa.
Requests for a refund for withdrawal from enrolment of one term or less:
5. Where a Student is enrolled for one term or less and withdraws early, either before or after the start date of enrolment,
other than where they have failed to obtain an appropriate visa and have provided evidence of this, there will be no refund
of tuition fees or other relevant non-refundable fees.
6. Where the School terminates the enrolment of a Student enrolled for one term or less, there will be no refund of tuition
fees, or other relevant non-refundable fees.
Requests for a refund for voluntary withdrawal from enrolment of more than one term:
7. If the Student voluntarily withdraws 21 days or more before the start date of enrolment, a refund will be provided less
any non-refundable fees as outlined in this policy. The 21 days will be counted from the day after the School receives
written notice of the Student’s intention to withdraw from enrolment.
8. If the Student voluntarily withdraws less than 21 days before the start date of enrolment, other than where they have
failed to obtain an appropriate visa and have provided evidence of this, a refund will be provided less a minimum of 10
weeks’ tuition fees and any other relevant non-refundable fees as outlined in this policy. The 21 days will be counted from
the day after the School receives written notice of the Student’s intention to withdraw from enrolment.
9. If a Student voluntarily withdraws after enrolment has commenced, a minimum of 10 tuition weeks’ notice is required. The
notice period will begin the day after the School receives written notice of the Student’s intention to withdraw from
enrolment and the student may continue to attend school during the notice period.
Requests for a refund where the School fails to provide a course, ceases as a signatory, or ceases to be a provider:
10. If the School fails to provide the agreed course of education or is no longer a signatory to the Code or no longer operates
as an international education provider, the School will negotiate with the Student or their Parent to either:
a. Refund the unused portion of international student tuition fees or other fees paid for services not delivered, or
b. Transfer the amount of any eligible refund to another provider, or
c. Make other arrangements agreed to by the Student or the Parent and the School.
11. For the avoidance of doubt, this clause does not apply where the format of the education provided by the School changes
(for example delivery by remote learning), but where the School continues to offer education for international students.
Other circumstances where a refund request may be considered
Where a student’s enrolment is ended by the school
12. In the event a Student’s enrolment is ended by the School for a breach of the contract of enrolment or as a consequence
of a Welfare Issue, the School will consider a request for a refund less:
a. Any non-refundable fees set out in this policy;
b. A minimum of ten weeks tuition fees from the date of termination; and
c. Any other reasonable costs that the School has incurred in ending the Student’s enrolment
Where a student changes to a domestic student during the period of enrolment
13. If a Student changes to a domestic student after enrolment has commenced, a minimum of 10 tuition weeks’ notice is
required. The notice period will begin the day after the School receives written notice that the Student has obtained a visa
permitting them to change to domestic-student status.
Where a student voluntarily requests to transfer to another signatory after the start of enrolment.
14. If a Student requests to transfer to another signatory after the commencement of their enrolment, a minimum of 10 tuition
weeks of prior notice is required. The notice period will begin the day after the School receives written notice that the
Student requests to transfer to another signatory.
Refund of other fees
Requests for a refund of homestay fees
15. If for any reason, the Student withdraws after their stay in a School Homestay, any unused Homestay fees will be
refunded, less any relevant non-refundable fees set out in this policy.
16. Where the Student moves from a School Homestay and requests a refund of any unused Homestay fees, these will be
refunded less any non-refundable fees set out in this policy.
Requests for a refund of fees unused at the end of enrolment
17. Except by written request from the Student or their Parent, prepaid fees unused at the end of enrolment amounting to less
than NZD$75.00 will be refunded to the Student in cash. Sums greater than NZD$75.01 will be refunded into a nominated
Outstanding activity fees or other fees
18. Any activity or other fees incurred by the Student during enrolment and owed to the School at the time of withdrawal, will
be deducted from any eligible refund.
Refunds to be made to the country of receipt
19. Unless otherwise agreed in writing, all eligible refunds of fees of NZD$1,000 or more received from outside of New
Zealand will be refunded to a nominated bank account in the source country.
20. A decision by the School relating to a request for a refund of fees will be provided to the Student or Parent in writing and
will set out the following information:
a. Factors considered when making the refund decision
b. The total amount to be refunded
c. Details of non-refundable fees
Rights of families after a decision regarding a refund has been made
21. In the event the Student or the Parent is dissatisfied with a refund decision made by the School or is dissatisfied with the
process the School followed when making the refund decision, they have the right to have the refund decision reviewed by
the International Student Disputes Resolution Scheme or to make a complaint to the Code Administrator.
Special COVID-19 Refund Condition
While the pandemic continues and government requirements are in place for self-isolation, we understand it is a risk for
international students to travel and find that they need to isolate during while in New Zealand and miss out on the classroom
experience they had planned.
In the advent that an international short stay student is required to self-isolate due to a positive COVID-19 test result for themselves
while enrolled at Gulf Harbour School, then the school will refund 50% of Tuition Fees for the period of self-isolation as calculated
on a daily basis.
Applicable only to Tuition Fee component, does not apply to Homestay Fees, Administration Fee, or any other activity fee. This
clause does not apply to any other illness or absence; and is only valid for short stay students as defined by a stay of up to six
weeks, and only while government requirements exist. Proof of test result required.