Students Regulations, Polices, & Code of Conduct

students on campusThis section outlines the institution's policies and regulations. It is our intention to provide an environment of mutual respect and courtesy and we encourage you to raise any concerns you may have so we can work towards a solution as quickly as possible.

With the establishment of Toi Ohomai Institute of Technology we have adopted new Regulations, Students Code of Conduct and academic policies. These come into effect on 1 January 2017.

For the remainder of 2016 the regulations, codes of conduct, policies and procedures of the institution at which you have enrolled in 2016 continue to apply. These will remain in place until 31 December 2016.

This means if you are a student who originally enrolled at Waiariki Institute of Technology, or Waiariki Bay of Plenty Polytechnic, or in a programme offered by Waiariki Institute of Technology, or Waiariki Bay of Plenty Polytechnic, then you will be bound by Waiariki regulations, codes and policies.

Student Regulations and Policies

Domestic Student Withdrawals and Transfer Fees Schedule

Student Initiated Withdrawals

  • A student wishing to withdraw from a course or programme or wishing to transfer their enrolment to another course or programme must apply in writing. We recommend you discuss any withdrawal with your tutor or programme leader before making an application.
  • Students must discuss their wish to transfer their enrolment with their programme leader prior to completing a transfer application.
  • Withdrawal from a free fee programme will not be eligible for any refund and students will not be charged a withdrawal administration fee.
  • Head of School, Faculty Dean or CEO approval is required for approval of a fee refund unless the refund is applied for under exceptional circumstances.
  • Academic Director, Director Learning, Quality and Student Experience or CEO approval is required for a waiver of a domestic student’s withdrawal administration fee or for approval of a refund under exceptional circumstances.
Withdrawal before course/programme start date
Academic Results Record Administration Fees Circumstances Course Fees (Retain or Refund)
N/A – No academic record created No Administration fee Written notification Full Refund, no administration fee
Withdrawal between start date and 10% or one month (whichever is the lesser) of the course delivery period
Results penalty Administration Fees Circumstances Course Fees (Retain or Refund)
No Penalty (No results recorded) $100 Written notification Refund of fees paid, minus administration fee
Withdrawal after the 10% period but before 75% of the course has been completed
Academic Results penaltyAdministration FeesCircumstancesCourse Fees (Retain or Refund)
W grade No Administration fee Written notification If claiming exceptional circumstances, written evidence must be provided No Refund except in exceptional circumstances
Note: Refunds will be paid minus any administration fee incurred
Withdrawal after 75% of the course has been completed
Academic Results penaltyAdministration FeesCircumstancesCourse Fees (Retain or Refund)
Fail grade No Administration fee Written notification If claiming exceptional circumstances, written evidence must be provided No Refund except in exceptional circumstances
Note: Refunds will be paid minus any administration fee incurred
Transfer within the first 10% of the delivery period
Results penaltyAdministration Fees Course Fees (Retain or Refund)
No results recorded Nil Transfer approved by Group Leader/Head of School Note - No transfers are available for short programmes less than 12 weeks If fees for the new course/programme are lower the difference will be refunded to the student/StudyLink If fees are higher for the new course/programme the student will be invoiced for the difference in fees
Note: Refunds will be paid minus any administration fee incurred

Institution Initiated Withdrawals

The institution may withdraw a student from a course or programme under the following circumstances:

  • The programme is not being delivered due to insufficient numbers
  • Student non-attendance in the first 10% or one month of the course/programme
  • Student failing to meet expected attendance requirements or compulsory course components
  • Student failing to comply with behaviours expected of a student as set out in the Student Code of Conduct
  • Student supplying fraudulent documentation
Programme not being run students notified before course/programme start date
Academic Results RecordAdministration FeesCircumstancesCourse Fees (Retain or Refund)
N/A – No academic record created No Administration fee Students notified of options available i.e. enrolment in another programme/intake Full Refund, no administration fee if student chooses to not take up another study option
Note: Refunds will be paid minus any administration fee incurred
No Show students not attending in the first 10% or one month (whichever is lesser) of the delivery period
Academic Results RecordAdministration FeesCircumstancesCourse Fees (Retain or Refund)
N/A – No academic record created $100   Students do not participate in their scheduled learning activities and or they stop attending/participating prior to the end of the first 10% or 1 month of the study period. Attempts will be made to communicate with students to confirm their intention of not continuing their study. If the student does not respond to communication attempts, they will be withdrawn by the institution as a No Show. Full Refund, minus administration fee
Note: Refunds will be paid minus any administration fee incurred
Withdrawal due to fraudulent documentation anytime
Academic Results RecordAdministration FeesCircumstancesCourse Fees (Retain or Refund)
Fail or withdrawn grade as appropriate No Administration fee Documents associate with enrolment application found to be fraudulent No refund
Note: Refunds will be paid minus any administration fee incurred
Withdrawal due to misconduct or failing to meet compulsory course requirements anytime
Academic Results RecordAdministration FeesCircumstancesCourse Fees (Retain or Refund)
Fail or withdrawn grade as appropriate No Administration fee Disciplinary process undertaken and student notified of outcome No refund

International Student Withdrawals and Transfer Fees Schedule

Student Initiated Withdrawals

  • A student wishing to withdraw from a course or programme or wishing to transfer their enrolment to another course or programme must apply in writing.
  • Students must discuss their wish to transfer their enrolment with their programme leader and with the international Centre prior to completing a transfer application.
  • Only the Academic Director, International Director or CEO can approve a fee refund or administration fee waiver.
  • Fee refunds after the start of the course or programme will only be paid in exceptional circumstances. Any application for exception circumstances must be made in writing and include documented evidence.
Withdrawal before course/programme start date
Academic Results Record Administration Fees Circumstances Course Fees (Retain or Refund)
N/A – No academic record created $500 One month or more prior to commencement of programme (date on Offer letter) Full refund
Less than one month prior to commencement of programme (date on Offer letter) 70% tuition fees refund.  No refund of other costs incurred
Formal withdrawal due to visa decline Full refund
Note: Refunds will be paid minus any administration fee incurred
Withdrawal after course/programme start date
Academic Results penalty Administration Fees Circumstances Course Fees (Retain or Refund)
Fail grade $500 if refunding fees Written notification If claiming exceptional circumstances, written evidence must be provided e.g. a medical condition evidenced by a recommendation from a hospital/specialist that the student is unable to continue or return within a reasonable timeframe (NOTE: statements from a G.P. will not be considered adequate evidence.) No refund except in exceptional circumstances and at the discretion of Toi Ohomai. A refund of up to 70% of fees paid may be considered.
Note: Refunds will be paid minus any administration fee incurred
Transfer within the first 10% of the delivery period
Results penalty Administration Fees   Course Fees (Retain or Refund)
No results recorded $100 When transferring from one programme to another. Subject to approval by Group Leader/Head of School and the student obtaining the correct visa prior to starting the new programme. If fees for the new course/programme are lower the difference will be refunded to the student If fees are higher for the new course/programme the student will be invoiced for the difference in fees Fees can be held against an enrolment in the following intake/year (subject to availability). Any fee difference resulting from annual fee changes will be invoiced to the student.
$20 per course change If transferring from one course to another within the same programme Subject to approval by Group Leader/Head of School. It is the student’s responsibility to obtain any variation to their student visa if required prior to starting the new course/programme.
Note: Refunds will be paid minus any administration fee incurred

Institution Initiated Withdrawals

The institution may withdraw a student from a course or programme under the following circumstances:

  • The programme is not being delivered due to insufficient numbers
  • Student non-attendance in the first 10% or one month of the course/programme
  • Student failing to meet expected attendance requirements or compulsory course components
  • Student failing to comply with behaviours expected of a student as set out in the Student Code of Conduct
  • Student supplying fraudulent documentation
Programme not being run students notified before course/programme start date
Academic Results Record Administration Fees Circumstances Course Fees (Retain or Refund)
N/A – No academic record created No Administration fee Alternative programme offered Either fee transfer to next intake, transfer to alternative programme or full refund. If fees are higher for the new course/programme, the student will be invoiced for the difference in fees
No Show students not attending in the first 10% or one month (whichever is lesser) of the delivery period
Academic Results Record Administration Fees Circumstances Course Fees (Retain or Refund)
N/A – No academic record created No Administration fee Students do not participate in their scheduled learning activities and or they stop attending/participating prior to the end of the first 10% or 1 month of the study period. Attempts will be made to communicate with students to confirm their intention of not continuing their study. If the student does not respond to communication attempts, they will be withdrawn by the institution as a No Show. No refund

Where student visas are issued after the extension to start date, a new Offer letter will be issued for the next intake. Either fee transfer to next intake or full refund. If fees are higher for the deferred intake, the student will be invoiced for the difference in fees.
Withdrawal due to fraudulent documentation anytime
Academic Results Record Administration Fees Circumstances Course Fees (Retain or Refund)
Fail or withdrawn grade as appropriate $500 if refunding fees Evidence of fraud No refund except in exceptional circumstances and at the discretion of Toi Ohomai, when a refund of up to 70% of fees paid may be considered.
Withdrawal due to misconduct or failing to meet compulsory course requirements anytime
Academic Results Record Administration Fees Circumstances Course Fees (Retain or Refund)
Fail or withdrawn grade as appropriate No Administration fee Disciplinary process undertaken and student notified of outcome No refund

Page last updated: 28 Nov 2016