Terms and conditions
The Australian Institute of Personal Trainers (AIPT) is a Registered Training Organisation (RTO Code: 32363) under the Australian Skills Quality Authority (ASQA); this ensures we comply with the standards of the VET Quality Framework and Standards for Registered Training Organisations (RTOs) 2015 at all times.
The principles of natural justice and procedural fairness are incorporated at all levels of our operation. As an RTO, our course policies and procedures meet the requirements and stipulations of all Commonwealth, State and/or Territory Legislation relevant to our scope of operation.
As an RTO, AIPT is committed to delivering fair, reasonable, and ethical dealings in all of its undertakings including:
- Client information
- Complaints and appeals
- Training standards
- Access and equity
This document outlines important information regarding your course, the terms and conditions of your enrolment, your rights and responsibilities, and our obligations to you. Please read the following carefully, as it is a condition of enrolment that you have read, understood, and accepted this information (also contained in your Student Handbook). In accepting the following terms and conditions, you are also ensuring that the information you provide to AIPT is true and correct.
As a student of AIPT, you agree that you have the following:
- Pre-requisite units and entry requirements as applicable to your qualification
- Appropriate level of computer literacy – the ability to use a word processing application, email and Internet. AIPT does not provide IT technical support for students.
- Appropriate computer software – Microsoft Word (or the Open Office equivalent) and a PDF Reader. Please note that your course is not supported on IOS/Android tablets and mobile phones.
- Google Chrome Internet Browser
- PC Requirements – Windows 7, Windows 8 or Windows 10
- Mac Requirements- Mac OS X 10.6 or later
- Regular allocation of time over the length of your enrolment to complete your course
- Active email address and internet connection
- Mobile phone with voice mail capability
- Willingness to receive correspondence via mail / email / text message
- Willingness to respond to communication in a timely manner
- If you have opted to pay for your course upfront or via instalments (referred to as a payment plan), the capacity to meet these payments as per your contract.
- Capacity to engage with coaching sessions, including any language, literacy and numeracy support, as needed to complete the requirements of your course.
- Willingness to receive information on future courses or other training products with AIPT.
Eligibility - Fee for Service Courses
All participants must be over the age of 18 to participate in a course with AIPT, unless express verbal or written permission from a parent or guardian is supplied.
In accepting this enrolment, you are warranting that you are at least 18 years of age; or
If you are under 18 years of age, you must ensure your parent or guardian has read and understood the terms and conditions contained in this booklet. By providing signed or verbal approval of your enrolment, your parent or guardian acknowledges and accepts the terms and conditions herein, including guaranteeing the principal liability to make payment of all course fees.
Eligibility requirements for Certificate 3 Guarantee and Higher Level Skills Program
The Certificate 3 Guarantee program supports eligible Queenslanders in completing their first certificate III level qualification. The Higher Level Skills program provides a government subsidy to support eligible Queenslanders to study a certificate IV or higher level qualification. Students are entitled to one Government subsidised training place so it is important for you to choose the right course so you can take full advantage of this opportunity.
In order to access this funding program, you will need to provide evidence of eligibility for the selected program, including:
- Date of birth (must be 15 years or over at the commencement of the course);
- Queensland address;
- Any post-school qualifications;
- Australian/New Zealand citizenship or Australian permanent residency status; and
- Eligibility for concession (if applicable)
In addition to the above, eligible students will also need to complete a training and employment survey within three (3) months of completing or withdrawing from the chosen qualification. If you have completed a qualification since finishing high school, you may not be eligible for a government subsidy. Please see the Student Factsheets for more information:
Year 12 Fee-Free: training is available to Year 12 graduates who enrol and start training in a high priority qualification within a calendar year of completing their secondary schooling. More information is available online.
Eligibility requirements for trainees
In addition to the requirements for our Fee for Service courses, there are certain other criteria you must meet in order to undertake a traineeship. For the most accurate and up-to-date information, as well as employer obligations, please contact your state training authority directly:
- ACT: http://www.det.act.gov.au/training/individuals
- NSW: https://smartandskilled.nsw.gov.au/
- QLD: http://apprenticeshipsinfo.qld.gov.au/apprentices/index.html
- SA: http://www.skills.sa.gov.au/apprenticeships-traineeships
- TAS: http://www.skills.tas.gov.au/apprenticeshipstraineeships/whatis
- VIC: http://www.education.vic.gov.au/training/learners/apprentices/Pages/default.aspx
- WA: http://www.dtwd.wa.gov.au/training#apprenticeships-and-traineeships
Student rights and obligations
As a student enrolled with AIPT it is important that you are aware of the services and support available to you during your studies. All students have the following rights while enrolled at our institute:
- Fair and equitable treatment at all times, including access to all programs available on scope (subject to the relevant entry and LLN requirements).
- Access to the required support, training and assessment in order to successfully complete the training, regardless of location or mode of delivery.
- Access to any records held by us, including personal details, course progress, and payment information.
As a student of AIPT, you are obligated to:
- Ensure that the work you submit is your own; any discovery of plagiarism will be dealt with as outlined in the policies and additional information section.
- Advise us as soon as you become aware of any issues which may affect your study, including language, literacy and numeracy needs.
- Abide by the terms and conditions outlined in this document, and the code of conduct policy in all dealings with AIPT.
- Meet your assessment obligations; where this is not possible, you must advise AIPT as soon as possible.
- Make your course payments by the agreed due dates; further information on fees is outlined later in this document.
- Keep your contact information up to date by advising us as soon as possible.
AIPT’s rights and obligations
AIPT has an obligation:
- Not to tolerate discrimination towards any group or individual in any form, inclusive of race, gender, political or religious beliefs, culture, sexuality and/or disability (physical or intellectual).
- To inform you, the student, of any important policy changes or changes to legislation which may affect your enrolment with us.
- To provide support, training and assessment services in the chosen training product, as summarised in the enrolment documentation you will receive. This guarantee continues for the period of enrolment to ensure students have the opportunity to successfully complete the training.
- To inform you if any part of the agreed services, including training and assessment, are to be delivered by a third party.
- To issue you with AQF certification documentation upon request and at the end of your enrolment, whether completed or terminated, providing you have met the requirements of the qualification or unit(s) of competency and have paid all agreed course fees.
- To abide by our published policies and the information contained in this document.
- To provide you with information on the implications of government funding entitlements and subsidy arrangements for any future qualifications you may wish to undertake. For more information on the requirements in each State, please see the following links:
AIPT reserves the right:
- To cancel an enrolment in line with our published cancellation policy.
- To collect fees as per your preferred payment method and the contract you have agreed to upon enrolment, and in accordance with the policies outlined in this document.
Cancellation & Withdrawal Policy
AIPT aims to provide high quality service at all levels of its operation, and is committed to providing an effective, efficient, timely and fair cancellation and withdrawal procedure for all students.
If your traineeship is terminated, you will be withdrawn from the course and issued with any applicable refund (refer to the Refund of Trainee Contribution Fee information table). You will also receive a statement of attainment for any units which were successfully completed.
Please refer to our Cancellation & Withdrawal Policy for more information.
Your course fee includes the delivery and assessment of your qualification, all resources and study materials for the course as well as the support you receive from our Education Team. Upon enrolment, you will receive an email summarising the tuition fees for your chosen course.
Some of our courses are subsidised by the state government, making training more affordable, and reducing your study costs. Where mandated, your contribution fee has been calculated as per the requirements of your state training authority. A detailed breakdown of your fees, and the units of competency they apply to, will appear on your invoice where necessary.
Trainee Contribution fees
An invoice and application for admission form will have been sent to you prior to enrolment. It is important that you are aware AIPT cannot accept your enrolment until we have received your completed form and payment of the invoice in full. Any delay in payment may also delay the registration of your training contract with the relevant state training authority. Please contact your Apprenticeship Support Network (ANP) for further details.
Please refer to the Trainee Contribution Fee Exemptions and Concessions information table for specific information.
- If you elect to pay for your course via a payment plan with EzyPay, you will be charged additional fees by a third party. A copy of their terms and conditions will be emailed to you as part of your enrolment, and can be provided again upon request.
- If you elect to pay for your course via zipMoney, establishment and additional fees will be charged as per the relevant terms and conditions, contained within your zipMoney application form.
- If you misplace any AQF certification documentation issued by AIPT (i.e. your certificate or statement of attainment), you may purchase a replacement for $30 plus postage.
- If you request an alternative form of access to your study (such as a textbook or hard copy of your learning resources), you may contact our Student Support team who will facilitate the purchase for you. This will become your personal property but you may not on-sell or commercialise the information contained within.
Cooling off period
1. Solicited consumer agreements
Where you have invited negotiations for the purchase of an AIPT training product (e.g. you have expressed interest in our courses or have contacted one of our sales people directly), you are considered to be a ‘solicited consumer’.
All courses contain a five (5) day cooling off period, effective after you confirm your enrolment and accept the terms and conditions as contained in the Student Handbook. The cooling off period is calculated using actual days, so weekends and public holidays are included. Please see table below for reference.
This cooling off period exists for you to ensure that your chosen qualification suits you, and to provide you with sufficient opportunity to review these terms and conditions. It is also your responsibility to identify potential barriers to your learning and to advise us during this period. Once the cooling off period expires, you will be bound to honour your contractual arrangements in full. Please note that even if you have chosen to delay the commencement of your course, your five (5) day cooling off period is effective after you confirm your enrolment, and accept the terms and conditions, as contained in the Student Handbook.
Where you have not invited negotiations for the purchase of an AIPT training product (e.g. one of our sales people telephones you uninvited or approaches you in a place other than our place of business), then you are considered to be an ‘unsolicited consumer’. If this is the case, then Australian Consumer Laws will apply to extend the ‘cooling off’ period to your contractual commitment to enrolment upon a course at AIPT (Contract). During this extended ‘cooling off’ period you are entitled within a period of 10 business days to change your mind and cancel the Contract by giving written notice of termination to us at the contact details as given in the ‘Withdrawal policy’ section below.
For ‘unsolicited’ agreements negotiated by telephone, the cooling-off period begins on the first business day after you have received the enrolment documents confirming your enrolment over the telephone. For other agreements, the cooling-off period begins on the first business day after the agreement was made, which is the day you confirm your enrolment application to us in writing. Under Australian Consumer Laws we must not accept or require any payment during the 10 day cooling-off period; however, if electing to make payment via credit card, we will pre-authorise the details you have supplied to us. No funds will be debited until the day after the cooling-off period has expired. If you cancel your Contract within the cooling-off period, the agreement will be void.
Refund of course fees
If you are solicited consumer and, for any reason, you decide to cancel your enrolment within the five (5) day cooling off period you will be eligible for a full refund minus a $370.00 administration fee.
Regardless of any initial amount paid at the time of enrolment, the administration fee charged by AIPT totals $370.00. Please note that this administration fee is not a refundable deposit, and it will become payable regardless of the cancellation and the cooling off period.
If you are an unsolicited consumer and, for any reason, you decide to cancel your enrolment within the ten (10) business day cooling off period you will not have any fees deducted whatsoever, and will not be liable for any fees associated with that course.
After the cooling off period, no refunds or termination of ongoing fees is available (except in cases where formal, out of policy arrangements have been made, and you will be bound to honour your contractual agreements in full.
Please note that a change of mind towards your chosen qualification, the online learning delivery mode, or preference for another training provider and career path, are not legitimate reasons for a refund.
It is expected that all students honour their contractual agreements, except in cases where a formal out of policy arrangement has been made, or where the provider has defaulted on delivery.
Where genuine hardship can be evidenced, and has resulted in the permanent inability of the student to complete the requirements of their course, decisions on refunds may be made at the discretion of the CEO or delegate.
In cases where students are suffering from a medical ailment and are able to provide adequate documentation of such, upon application in writing, the student’s enrolment may be extended for a period of no more than six months. No refund of course fees apply and the student will remain liable for all payments as agreed under their payment plan.
Any refund is made as a lump sum to the student no more than 28 days after the relevant state cancellation paperwork has been sent through and signed by both the student and the employer, provided the contribution fee has been paid in full. Please refer to the Refund of Trainee Contribution Fee information table for specific details.
Modifying payment of fees
You may, during the course of your enrolment, require an adjustment to your payment plan. Requests should be submitted in writing, along with evidence of genuine hardship and relevant documentation, and will be assessed in accordance with the applicable policies. Any variation to standard policy must be approved by the CEO or delegate. In all cases, students will still be required to pay their course fees and honour their contractual obligations
Students are required to complete their course within the timeframe set for their chosen option. If you need additional time or wish to continue study beyond the end date of your course, an application for course extension must be made prior to your expiry date. AIPT is not obliged to extend an enrolment if a student has not made appropriate arrangements or course progression prior to their end date. If an extension is not purchased AIPT reserves the right to withdraw the student without notice.
In order to purchase an extension, please contact us on 1300 616 180 or view our website: http://www.aipt.edu.au/product-category/shop for current pricing.
Any extension to your training contract must be coordinated between yourself, your employer, and the state training authority. An application form may be required, depending on the requirements of your state or territory. Upon receiving notification of the change to your contract, we will issue you with a revised training plan and extend your enrolment end date.
Students who experience illness or injury during their traineeship can apply to temporarily suspend their obligations under the training contract for a period of up to 12 months. Your employer must agree to the application prior to the suspension taking effect, and once approved, ongoing employment arrangements should be determined.
For further details, contact your Apprenticeship Network Provider (ANP) as listed on your training contract or email firstname.lastname@example.org.
If, for any reason, AIPT (or any of its agents) cancel or delay your course, you will first be offered a transfer to another course in order to continue your study. If a transfer is not available or no suitable options can be agreed upon, a full refund will be given. Please note this condition does not apply if you have elected to delay the commencement of your course.
Once enrolled in a Face-to-Face On-Campus course, you may transfer to the next intake in the same location on only one (1) occasion. If a student has already commenced their course but wishes to transfer to another location, there is a $750 fee payable 48hrs prior to the transfer. You must notify us in writing at least 48hrs prior to the start of the practical component. A student may not transfer their Fast Track course to any other person.
If you do not attend the practical component of your course and fail to notify AIPT, you will be given the option of transferring to a Flexible Mentoring course. No refunds will be given for the difference between the Fast Track and Flexible Mentoring modes of delivery.
Once enrolled in an AIPT Mentor course, you may transfer to another mentor free of charge any time prior to the second practical session with your original mentor. An administrative fee of $75 will be payable on any mentor transfers after the second session. It is the student’s responsibility to contact AIPT to facilitate this transfer - advising your mentor of the desire to transfer is not sufficient.
During enrolment, students can elect to pay for their course via a payment plan. To be eligible for a payment plan you must confirm a set of fixed weekly or fortnightly amounts and agree to pay off the course within the set timeframe. A verbal authority, signed enrolment form or application form submitted online is verification of consent to all terms and conditions associated with that loan or payment plan, as provided to the student.
- If you default on a payment, your assessment will not be marked until the account is paid to date. This may mean making a ‘catch up payment’ for the missing amounts as well as any third party fees.
- Students will also be unable to participate in assessment days, practical assessment or other related support until their account is paid to date.
- Course fees must be paid in full for your certificate to be issued.
- Student payments will be checked weekly during the eight (8) week Face-to-Face On-Campus program. In the case that a Face-to-Face On-Campus student defaults on a payment, they will be excluded from all further sessions until their account is paid to date. It is your responsibility to make the scheduled payments; free catch up sessions will not be offered.
- If your account remains unpaid, access to resources via your online learning platform will cease until the payments are brought up to date. Course extensions will also not be granted to students that are behind in their payments.
- If a student has enrolled under an upfront payment plan and later defaults on the remainder of the fees, they will be transferred to an eight (8) month payment plan. This plan incurs additional course fees compared to the upfront payment plan. You will also be charged further fees by a third party (EzyPay) and a copy of their terms and conditions will be emailed to you, should your payment plan be adjusted in this manner.
Credit card payments
If you have paid any part of your course fees via credit card, you are acknowledging that the card belongs to you or that you have express permission from the owner to use the card. If a third party (family member, friend or employer) will be paying for your course fees, please note that it is your responsibility to get permission from the card holder to add their name and credit card to your student account.
If, for any reason, a student has defaulted in their payment to AIPT then the remaining balance may be referred to either our solicitors or a debt collection agency for recovery proceedings. The student shall be liable for all costs associated with the recovery of their debt including; collection fees, commissions and legal costs.
Policies and additional information
Complaints and Appeals Policy
AIPT aims to provide quality service at all levels of its operation, and is committed to providing an effective, efficient, timely, fair and confidential complaints handling procedure for all students. It is AIPT’s intent that all complaints are taken seriously and used as a mechanism for continuous quality improvement. Complaints will be dealt with in a professional and timely manner and the student will be kept up to date throughout the process. If, after being advised of a decision, the student is not satisfied with the outcome, they have the right to appeal that decision as described below.
The following principles, which AIPT adheres to, apply to all stages of this complaints procedure:
- The student and any involved parties will have the opportunity to present their case at each stage of the procedure.
- The student and any involved parties have the option of being accompanied / assisted by a third person (such as a family member, friend or counsellor) if they wish.
- No parties involved will be discriminated against or victimised.
- At all stages of the process, discussions relating to complaints and appeals will be recorded in writing. If requested, a full written explanation outlining decisions and actions taken as part of this procedure can be provided to all parties.
- Records of all complaints and appeals will be kept for a period of five (5) years. These records will be kept strictly confidential and stored electronically. Access to these records may be requested by emailing the Quality Officer at email@example.com.
- A student shall have access to the internal stages of this grievance procedure at no cost.
- Costs for mediation will be shared equally by AIPT and the student.
- Students are entitled to make a complaint about any parties involved in the delivery of their course. This includes any AIPT staff member, student or third party.
- Students are entitled to access the grievance procedures regardless of the location of the campus at which the grievance has arisen, the student’s place of residence or their mode of study.
- This policy does not replace or modify policies or any other responsibilities which may arise under other policies, statute or any other law. Also, the dispute resolution procedures outlined in this document do not circumscribe an individual's rights to pursue other legal remedies.
- If a student chooses to access this policy and procedure, AIPT will maintain the student’s enrolment while the grievance and appeals process is ongoing.
Making a complaint
In the first instance, it is best to try and resolve any issues with our Student Support team (firstname.lastname@example.org) as this will ensure the quickest response. This is preferable where the complaint is relatively minor. If the complaint cannot be resolved with our Student Support team, then you should submit it in writing to the Quality team at email@example.com. The complaint will be investigated objectively, and you will be advised of the decision or outcome within ten (10) business days.
Making an appeal
If you are not satisfied with the response to your complaint, or any decision made in regards to your studies, you may lodge an appeal in writing to the Quality Coordinator at firstname.lastname@example.org or the CEO at PO BOX 303, Lutwyche, QLD, 4030. All necessary consultations will be held and AIPT will make a determination of the appeal. You will be advised in writing of the outcome of your appeal, including the reasons for the decision within ten (10) business days.
If you are not satisfied with the outcome of your appeal, then an independent mediator will be sourced through LEADR, the Association of Dispute Resolvers. You may request that your grievance is referred to the independent mediator by writing to the CEO at PO BOX 303, Lutwyche, QLD, 4030. Costs of such mediation will be shared equally by AIPT and the student. AIPT agrees to be bound by the recommendations arising from the external review of the complaint and the CEO will ensure that any recommendations made are implemented within 30 days of receipt of the recommendations.
All appeals relating to an assessment decision must be lodged with your Student Support officer within 21 days after you are notified of the assessment result. On receipt of the appeal the assessment will be reviewed to confirm if it was a fair decision and whether the evidence presented is current, authentic, valid and sufficient. AIPT will contact you within ten (10) business days to advise of the outcome.
Code of Conduct
The Policy is designed to represent the expectations of AIPT and clearly establish behaviour guidelines, investigative procedures and consequences for inappropriate behaviour. The Student Code of Conduct is designed to uphold the dignity of all staff, all students and persons associated with AIPT. The Student Code of Conduct sets out acceptable student behaviour and appropriate disciplinary measures. The underlying purpose of the Student Code of Conduct is to outline for students and staff their rights to work and study in a positive, secure and orderly environment and show care, courtesy and respect for the rights of others at all times.
- Being courteous, respectful and well-mannered at all times.
- Making responsible and thoughtful choices.
- Being truthful, fair, caring and considerate through actions and behaviours at all times.
- Being professional in all dealings with staff and other students
- Participating actively and positively in learning at all times.
- Respecting the rights of others to learn in a non-threatening environment
- Completing all assigned assessment tasks to the best of their ability.
- Being on time for sessions.
- Fraud or any breach of the law
- Racial, religious or sexual slurs towards staff or other students
- Threatening behaviour towards staff or other students
- Misuse of equipment
- Actions that lead to putting yourself, staff or other students at risk
If a student is in breach of the code of conduct this will be investigated and they will be asked to give a written response to these allegations. If it is found that a student has breached the code of conduct they may be given a warning and, depending on the severity of the breach, may be terminated from the course without notice and receive no refund of fees. The CEO will make the final decision on any actions resulting in termination
Plagiarism means the inclusion of another person’s work whilst representing it as your own or the act of copying and using another person’s expressions or ideas, without due acknowledgement. Intentional plagiarism involves the deliberate act of presenting someone else’s work and ideas as if you wrote them yourself. Unintentional plagiarism arises due to student confusion over how and when to reference another author.
Any of the following acts constitutes plagiarism, unless the source of each quotation or piece of borrowed material is clearly acknowledged or referenced. This can include:
- failing to adequately reference the work of others or sources of information
- copying part or all of another person’s work
- submitting work that in part or in it’s entirely has been copied from written material or electronic material including the internet
- Paying a third party to complete your work on your behalf
Plagiarism is not acceptable. If plagiarism is suspected it will be determined if the case warrants more than a warning. If so, the student will be informed in writing of the nature of the complaint and informed of the code of conduct and actions to be taken. The student will be given the opportunity to respond to the allegations in writing.
Access and Equity Policy
AIPT’s access and equity policy ensures there is equitable access to all available programs on scope. In no instance will there be discrimination towards any group of individuals in any form, inclusive of race, gender, political or religious beliefs, culture, sexuality and/or disability (physical or intellectual).
Consent to Image Release
AIPT may, at times, take photographs, record videos and develop various marketing campaigns for use in promotional activities. These images and records remain the property of AIPT and will not be sold to any third party.
By enrolling in a course with AIPT, you are agreeing to allow AIPT to use and make reference to any images and recordings you have participated in. This may include but is not limited to photographs, video recordings, voice recordings and text extracts.
Language, Literacy and Numeracy (LLN)
As an RTO, AIPT will ensure that potential students have the required language, literacy and numeracy to undertake the course they are enrolling into. Any required support will be identified prior to enrolment, and monitored throughout the student’s course progression. AIPT will offer referral or support services to students upon request. Referrals will be made to Commonwealth ACE providers or community literacy providers.
AIPT has documented strategies in place for trainers/assessor to follow in regards to special needs and student welfare.
Should a student demonstrate the need for assistance, detailed assessments are to be made. These assessments will identify the determining methods, areas in need and suggestions for appropriate support. On enrolment it is your responsibility to advise the Careers Advisor that you may require support in this area.
Recognition of Prior Learning and Credit Transfer Policy
Recognition of Prior Learning (RPL) and Credit Transfer are both offered across all of AIPT’s courses. RPL is a process by which you provide evidence of pre-existing skills and experience in order to determine whether you are already competent in one or more units. Credit Transfer can be applied if you have previously completed a particular unit or units which make up part of the course you are undertaking with us.
Once you have enrolled, AIPT will assess your application if you believe you may be a candidate for this process. If successful, you will be eligible for exemption from undertaking certain assessments within the course. Please note that the terms of your contract (including tuition fees payable) will not be affected by the units of competency achieved via this RPL or Credit Transfer process.
RPL is intended for individuals who can demonstrate that they have current industry competencies or experience, which reflect performance criteria in the unit(s) for which they are applying for RPL. Please note this process can be lengthy, and is solely relied on your evidence and information that you submit.
It is your responsibility to work through the unit/s of competency that you wish to be assessed and provide relevant evidence. You are required to submit (i) at least ONE Formal Qualification or where there is no formal qualification, (ii) two different pieces of evidence to demonstrate your competence. When submitting your evidence, please keep in mind that your evidence needs to be:
- Current – Does the evidence reflect your current skills?
- Relevant – Is your evidence relevant to the Unit you are applying for?
- Authentic/Valid – Does your evidence prove/demonstrate that you have the skills/knowledge/attributes/competency for Unit applied for?
- Sufficient – Is your evidence sufficient to provide and demonstrate that are competent in the skills relevant to the Unit applied for?
Once you are enrolled, and expressed your interest in this process, you will be supplied with an RPL application kit, specific to your chosen qualification of study.
Version 14.5 December 2016 Review Date: June 2017