Terms & conditions

Fees

Confirmation of enrolment and a fees invoice will be sent emails containing your confirmation of enrolment and your fees invoice. This information is also available via your records on the Student Hub.

Payment of all fees is due prior to the programme of study/course start date.

Learners who wish to dispute the fees, or request a review of fees or account balance must do so within one (1) month of the invoice date. Any requests must be made in writing to the Team Leader, Academic Registry, Otago Polytechnic Ltd or Academic Registrar, Otago Polytechnic Auckland International Campus (OPAIC).

At the discretion of Otago Polytechnic Limited or OPAIC, this period may be extended. Once the request is received,  the review will be completed within seven (7) working days. Once the review is completed, any outstanding balance is due immediately.

Failure to pay any invoice(s) by the due date means you will then be liable for all costs and expenses incurred in the recovery, or attempted recovery of the overdue amount from you.

This includes legal costs and debt collection agent fees, which may affect your credit rating.

Under these circumstances Otago Polytechnic Limited or OPAIC may give to, or obtain from, any relevant third-party, information held about your personal or commercial credit arrangements.

Academic Results for any programme of study or course(s) will be withheld where fees or any other debt remains unpaid. You will be prevented from graduating or receiving your award(s) until your debt has been paid in full. You will also be prevented from re-enrolling in further programmes of study or courses at Otago Polytechnic Limited or OPAIC.

Cancellation of programme or course

Enrolment in a programme of study or course is conditional upon and subject to enough learners enrolling in the programme of study or course.

Transfers to another programme of study or course

Transfers are negotiated with the Head of College or your Programme Lead. There are no penalties, but there may be additional fees required or a refund may be due. If your fees are paid by a StudyLink loan, the refund will be returned to StudyLink and a new loan is drawn down for the new programme of study or course.

Withdrawals and/or refunds

The key points of Otago Polytechnic Limited’s /OPAIC refund policy, Withdrawal, Transfer, Cancellation and Refund Policy for the 2024 year are summarised below.

If you have any questions, contact your Programme Head or Academic Registry, at Otago Polytechnic Limited or OPAIC. Make sure you understand the refund policy before enrolling.

If you wish to leave your programme of study or course, you must formally withdraw. This means you must notify Otago Polytechnic Ltd or OPAIC, fill out a withdrawal form and then return it to the College Administrator. Withdrawal forms are available from the College Administrator or Academic Registry. Withdrawal is confirmed from the date the notification is received by Otago Polytechnic Limited/OPAIC. This will then be used when processing your withdrawal in the Student Management System (SMS).

There are two important dates on your invoice: 

1. The date that you must withdraw by if you want to receive a refund. This is called the “withdrawal with a refund date”.
2. The final date that you can withdraw from your programme of study and any of your courses. This is the date that you need to withdraw by to get a withdrawal grade on your academic transcript, but you will not get a refund if you withdraw after the withdrawal with a refund

Please note: You will be withdrawn from your programme of study and all courses by Otago Polytechnic Limited/OPAIC if you have more than four (4) consecutive weeks of: 

• non-attendance in class(es) and we are unable to contact you

OR

• non-participation in required online activities associated with your programme of study or courses and we  are unable to contact you   

OR

• your fees have been overdue for four (4) weeks and we are unable to contact

Domestic & International Learners Refund Rules

Domestic Learners Refund Rules

International Learner Refund Rules

Stand Alone/Short Courses

For a standalone course/s which is part of a programme of study and for short courses, the last date for  withdrawal is usually the first day of the course or short course.

Compassionate Consideration

If you withdraw after the last date for a withdrawal with a refund date has passed you may be eligible to apply for compassionate consideration. Compassionate consideration may be considered for the following reasons:

• Health and wellbeing, supported in writing by a health
• Other unanticipated circumstances beyond your control.

 Academic Registry, Otago Polytechnic Limited or OPAIC will advise the result of the application for compassionate consideration.

Privacy (Personal Information)

Otago Polytechnic Limited/OPAIC collects and stores information about you as a learner to comply with various statutes and/or regulations. This enables us to make decisions regarding your academic progress and to provide you with evidence of your academic achievements. This information may be also shared with other Otago Polytechnic Limited/OPAIC colleges/departments/schools/areas on a “need to know” basis. This information can also be used to arrange appropriate support for you.

 After graduation, your contact information is used for the graduate destination survey and provided to the Otago Polytechnic Limited/OPAIC Alumni office.

 Where it is relevant, your personal information may be disclosed to other agencies such as, but not   limited to:

• The Ministry of Education
• Te Pūkenga
• Audit New Zealand
• New Zealand Qualifications Authority (NZQA)
• Industry Training Organisations (ITO)
• Industry licensing and registration bodies
• Other tertiary institutions
• Providers of work/clinical experience in courses with a practical

 If you fail to comply with the International Learner Attainment and Attendance policy, information may also be provided to your parent, guardian, agent or caregiver. In addition, when required by law, we will release information as directed.

 An information matching agreement exists between the Ministry of Social Development and Otago  Polytechnic Limited/OPAIC. This agreement allows payment of loans and allowances. We also provide information to the Otago Polytechnic Students’ Association (OPSA) for their records.

 You have the right to request to see and correct if necessary, the information that you have provided. If you wish to change your personal information held by Otago Polytechnic Limited/OPAIC, you can do this by updating your personal details via your Student Hub record.  If you wish to enquire about your personal details please contact Academic Registry, Otago Polytechnic Limited or OPAIC.

 You will be required to provide some form of valid identification (ID) such as a driver’s licence or passport if you wish to access your personal information.

Approved by

Dr. Megan Gibbons

Chief Executive

Otago Polytechnic

Dated: 17^th December 2021