Terms & Conditions

The following is your Payment Service Agreement in consideration of Australian Fitness Academy (hereinafter referred to as ‘AFA’) (ABN 93 059 452 185) entering into and providing training as described on the reverse of this agreement (hereinafter referred to as “student”), the student hereby agrees to be bound by the following terms and conditions. For students eligible for funded training changes to eligibility requirements or funding rates may mean additional course fees may be charged before the end of the course. AFA will endeavour to abide by the original terms and conditions wherever possible.

a. Face to face courses. The course fee or deposit must be received one week prior to course commencement for all face to face courses. For students paying the deposit, the payment instalment contract must be arranged through PaySmart prior to course commencement. Course fees must be paid in full prior to the issue of the qualification or statement of attainment. The enrolment form includes the full course fees and instalment payment contract.

b. Online courses. The course fee or deposit must be received prior to the student obtaining access to the online Learning Management System (LMS). For students paying the deposit, the fortnightly payment instalment contract must be arranged through PaySmart prior to obtaining access to the online Learning Management System (LMS). Course fees must be paid in full prior to the issue of the qualification or statement of attainment. The enrolment form includes the full course fees and instalment payment contract.

c. PaySmart instalment payments

i. PaySmart is an independent credit facility utilised by AFA to provide instalment payments via direct debit.

ii. All payments for course fees over $1000 must be on a PaySmart contract.

iii. Applicants must agree to all terms and conditions outlined in the Direct Debit Request Service Agreement provided by PaySmart including a set-up fee of $8.80 and administration fees of $1.30 (weekly instalments), $1.95 (fortnightly instalments) or $2.95 (monthly instalments) and payment default fees ($15). A 2.27% surcharge is also added to payments via Visa/Mastercard (4.55% for AMEX), so we recommend using your BSB and Account number for your Direct Debit payments.

iv. Should you wish to modify, suspend or cancel the PaySmart Direct Debit Request Service Agreement, AFA must be notified in writing and you will be subject to these terms and conditions.

v. Default of an instalment permits AFA to disable student access to the online LMS and/or to terminate the student’s enrolment.

vi. You are required to pay the full contract amount of your course outside of the cooling-off period. Payment is irrespective of commencing or completing the Certificate III and/or Certificate IV in Fitness.

d. Upfront Payments. AFA accepts no more than $1000 prior to the commencement of the course and the total amount paid for other services yet to be delivered does not exceed $1500.

Further information about a Paysmart Agreement can be found here.

a. Face to Face Course enrolments

i. The minimum deposit is $100 (non-refundable)

ii. No refund will be issued once the course has commenced.

iii. For students enrolled in the Fast Track PT Course (Fitness Fundamentals + Certificate IV in Fitness), there is no refund on the Certificate IV component once Fitness Fundamentals has commenced.

iv. Refunds will be issued up to one (1) day prior to a face to face course start date. The minimum deposit ($100) will be forfeited. Students will be refunded 50% of any additional payments (not including the minimum deposit).

b. Online Course enrolments

i. The minimum deposit is $100 (non-refundable)

ii. There is a 14-day cooling-off period from the course commencement date

iii. No refund will be issued once the 14-day cooling-off period has elapsed.

iv. For students enrolled in a combined Certificate III & IV in Fitness option or Fast Track PT Course (Fitness Fundamentals + Certificate IV in Fitness), there is no refund on the Certificate IV component once the Certificate III or Fitness Fundamentals has commenced and the cooling off period has elapsed.

v. Refunds will be issued prior to the 14-day cooling-off period. Students must return a Course Withdrawal Form within their first 14 days of enrolment in order to avoid ongoing course fees. The minimum deposit ($100) will be forfeited. Students will be refunded 50% of any additional payments (not including the minimum deposit).

c. Pilates Courses

i. There is NO cooling-off period for any enrolments into the Pilates Matwork Instructor Course.
ii. No refunds will be issued once payment has been made and students will be liable for the entire course fees from the point of paying their deposit
iii. If a student is enrolled in both a Certificate in III and/or IV in Fitness and the Pilates Matwork Instructor Course and requests to withdraw from the Certificate/s within the 14-day cooling-off period, they will still be liable for the full cost of the Pilates Matwork Instructor Course (to be paid either in full or via direct debit).

d. Workshops and First Aid courses

i. No refunds are available on workshops, module enrolments and first aid courses.

e. Other information

i. In the event of AFA closure, the balance of course fees paid for that portion of the course not yet delivered will be refunded or the full fees refunded if the course did not commence.

ii. AFA reserves the right to cancel or postpone courses and workshops due to unforeseen circumstances. In this circumstance, a refund for fees paid towards the Face to Face course (only) or deferment into the next available course will be offered. Instances, where this is not possible, will be handled on an individual basis.

iii. Refund applications will only be considered for applicants who meet the refund eligibility requirements and apply within 6 months of enrolment. All applications must be received in writing by submitting a Request for Refund Form (contact [email protected]).

f. Exceptional Circumstances

i. Students who do not meet the refund eligibility requirements may apply for consideration of exceptional circumstances

ii. Details of the exceptional circumstances, along with supporting documentation, should be submitted to Student Administration for consideration (contact [email protected]). If exceptional circumstances are granted there will be no refund.

iii. The outcomes for students granted with exceptional circumstances include:

• Freezing of the payment plan for one month

• Early payout of contract for online students enrolled in the combined Certificate III & IV in Fitness or Fast Track PT Course; $2200 minimum payment for students who complete the Certificate III or Fitness Fundamentals and withdraw from the Certificate IV; $2000 minimum payment for students who withdraw from both the Certificate III and IV or Fast Track PT Course.

• Early payout of contract for students enrolled in the Pilates Matwork Instructor course is $1,000 (Partial refunds may be provided to students who have paid for the course in full upfront, based on individual circumstances).

a. Applications by the student will be confirmed upon payment of the deposit or full course fee (for Pilates and short courses), and all successful applicants will receive a confirmation email after receipt of enrolment.

b. Completion of 9 specific units from the Certificate III in Fitness is a prerequisite for entry into the Certificate IV in Fitness. Applicants who have completed these units at another RTO must provide AFA with a certified copy of the completed units in a Statement of Attainment with the Certificate IV in Fitness enrolment application.

c. A current First Aid and CPR certificate are required for completion of Certificate III in Fitness and for entry into Certificate IV in Fitness. If first aid is not completed with AFA, students must provide AFA with a certified copy of a HLTAID011 Provide First Aid and HLTAID009 Provide cardiopulmonary resuscitation

d. Access to the AFA LMS online delivery will expire 12 months for both Cert III & IV from the date of Username and Password issue.

e. Students enrolled onto the Certificate III and IV or Fast Track PT Course will receive 2XU apparel as part of their industry work experience resources. Students must have paid $300 or more in tuition fees before receiving the apparel. AFA reserves the right to modify, or change 2XU apparel depending on stock and product availability. Please choose your sizes carefully as there is no exchange.

f. In the event of a new training package release, whereby a qualification/unit expires and is replaced by an updated one, students enrolled in the expired qualification/unit will be required to complete all training and assessment prior to the teach-out period end date, as determined by AFA. Students who have not completed the requirements of the superseded qualification/unit prior to the teach-out period end date will automatically be transitioned by AFA to the new one. Additional gap training and assessment may be required to meet the requirements of the new qualification/unit or to meet entry requirements for pathway qualifications. AFA is unable to award expired qualifications/units after their teach-out period end date.

g. Students enrolled in the Pilates Matwork Instructor Course are encouraged to have previously completed the Certificate III and/or Certificate IV in Fitness course, or a Degree in Exercise/Sports/Health Science. Students wishing to enrol in the Pilates Matwork Instructor Course without prior completion of a preliminary qualification are doing so at their own risk and may find elements of the Pilates Matwork Instructor Course difficult due to technical terminology and concepts that have assumed prior knowledge.

h. Students completing the Pilates Matwork Instructor Course without prior qualification are encouraged to first undertake a Certificate III and/or Certificate IV in Fitness course, or a Degree in Exercise/Sports/Health Science. If you are enrolled in multiple qualifications concurrently, it is also recommended that you complete the Certificate III in Fitness before undertaking the Pilates Matwork Instructor Course.

AFA delivers competency-based learning using a variety of assessment methods including written tasks, online quizzes, practical demonstrations, group and individual activities and workplace simulation.

Face to Face delivery:

a. 100% attendance is required for all face to face class-based assessments. Students must notify AFA Student Support of any absence and provide appropriate documentation (for example, a medical certificate).

b. It is expected all assessments (including practical work experience) are completed within allocated assessment timeframes and final course completion date as outlined in the Training Plan.

c. Where a student fails to complete a face to face class-based assessment due to absence, the student will be required to attend the assessment with another class where possible (if scheduled prior to the student’s original course end date).

d. If an assessment is required outside the scheduled class time, a fee of $150 per assessment may apply.

e. Where an assessment attempt has been deemed ‘Not Yet Satisfactory, students will be given the opportunity to provide further evidence to support competence through one re-assessment procedure at no extra cost. Any additional re-assessments beyond this may have an associated fee of $150 per assessment.

f. Where a student fails to complete all face to face class-based assessments by the course completion date specified in the Training Plan, AFA may issue an unsuccessful course completion result and the student will be required to complete the course again. Re-enrolment fees may apply.

For Online delivery:

g. It is expected all assessments (including practical work experience) are completed prior to the course end date and within the course timeframes outlined in the Training Plan.

h. Upon expiration of the training period, access to the AFA LMS for the submission of assessments will be closed and no further assessments will be accepted.

i. Where a student fails to complete all assessments by the course expiry end date, AFA may issue an unsuccessful course completion result and the student will be required to complete the course again. Re-enrolment fees may apply.

j. Where an online or practical assessment attempt has been deemed ‘Not Yet Satisfactory’, students will be given the opportunity to provide further evidence to support competence through one re-assessment procedure at no extra cost. Any additional re-assessments beyond this may have an associated fee of $150 per assessment.

k. All students are given 3 attempts at online quiz assessments. If deemed not yet satisfactory after this they are
directed to their home teacher or student support team for additional assistance and clarification.

All assessment submissions and attempts will remain in possession of AFA as evidence of assessment participation. Students may request copies of assessments by submitting a ‘Request for Results Form’ to Student Administration.

For Pilates courses:

l. It is expected all assessments (including any observation, participation and self-mastery) are completed prior to the course end date and within the course timeframes outlined in the Training Plan.

m. Upon expiration of the training period, access to the AFA LMS for the submission of assessments will be closed and no further assessments will be accepted.

n. Where a student fails to complete all assessments by the course expiry end date, AFA may issue an unsuccessful course completion result and the student will be required to complete the course again. Re-enrolment or extension fees may apply.

o. All students are given 3 attempts at online quiz assessments. If deemed not yet satisfactory after this, they are directed to the student support team for additional assistance and clarification.

Applications for deferment and transfers must be received in writing. Applications received after the completion date of the course in which the student was originally enrolled will not be considered.

Face to Face delivery:

i. The student may apply for deferment by submitting a Request for Change of Course Enrolment Form. The request must be received no later than seven (7) days prior to commencement of the course. All fees paid will then be held in trust for a maximum period of 1 year from the date of course deposit receipt. Any funds held for the student’s training are not transferable to any other course qualification, person or entity. On the expiration of this period, any funds not utilised in continuing training will be retained by AFA.

ii. For fee for service students, deferment during a course will incur a $325 fee. Recommencement into another course offer under the same qualification will be accepted, subject to course availability, within one year and must be nominated at the time of deferment. All fees paid (not including deposit) will then be held in trust as in clause 5(a)(i).

iii. The student may only defer once (1) from a qualification.

iv. Students recommencing a qualification more than 2 years after commencing a course may be required to complete the course in its entirety (at the student’s expense) due to changes in content and training delivery.

v. Students may apply for one (1) extension to the initial duration of study identified In the Training Plan by submitting a Request for Change of Course of Enrolment Form. Applications must be received in writing, prior to the course expiry date and is only applicable to Certificate IV in Fitness enrolments.

vi. The extension period is 3 months and the cost is $250.

vii. Students not completing the course within the specified timeframe may apply to re-enrol in the course. The re-enrolment fee is 50% of the current course fee. Exemptions for assessments successfully completed during the original enrolment may be applied unless the course delivery has changed and completion of new assessments is required in order to meet the requirements of the qualification. Students will be required to complete a new enrolment and pay the full course fee under the following circumstances:

• Students are commencing a newer version of the qualification than that in which they originally enrolled
• The original payment contract was not paid in full
• The student’s learning needs have changed since their first enrolment

Online delivery:

i. Deferment is not available for the Online course delivery methods.

ii. Online students may apply for one (1) extension to the initial duration of the study identified in the Training Plan by submitting a Request for Change of Course Enrolment Form. Applications must be received in writing, prior to the course expiry date.

iii. The extension period is 3 months and the cost is $250 per individual qualification (Certificate III in Fitness; Fitness Fundamentals; Certificate IV in Fitness)

iv. Students not completing the course within the specified timeframe may apply to re-enrol in the course. The re-enrolment fee is 50% of the current course fee. Exemptions for assessments successfully completed during the original enrolment may be applied unless the course delivery has changed and completion of new assessments is required in order to meet the requirements of the qualification. Students will be required to complete a new enrolment and pay the full course fee under the following circumstances:
• Students are commencing a newer version of the qualification than that in which they originally enrolled
• The original payment contract was not paid in full
• The student’s learning needs have changed since their first enrolment

Pilates Courses:

i. Deferment is not available for enrolments in Pilates courses.

ii. Students may apply for one (1) extension to the initial duration of the study identified in the Training Plan by submitting a Request for Change of Course Enrolment Form. Applications must be received in writing, prior to the course expiry date.

iii. The extension period is 3 months and the cost is $250.

iv. Students not completing the course within the specified 6-month timeframe may apply to re-enrol in the course. The re-enrolment fee is 50% of the current course fee. Exemptions for assessments successfully completed during the original enrolment may be applied unless the course delivery has changed and completion of new assessments is required in order to meet the requirements of the qualification.

v. Should a student not have paid the entire course fees in their original enrolment, then they may be required to pay the full course cost again upon re-enrolment.

Course Transfers:

i. Course fees are not transferable to a different qualification or to another student.

ii. Transfer from a Face to Face delivery course to an online course of the same qualification level is permitted. There is no fee for the transfer, however the difference in course cost will not be refunded. All remaining Paysmart instalments must continue until the full cost of the initial course is received, as outlined in the Paysmart contract.

iii. Transfer from Online delivery course to a Face to Face course of the same qualification level is permitted, subject to availability. The difference in course cost (if any) is payable prior to commencement.

iv. Students are only permitted to transfer once for the qualification.

v. Students wishing to transfer from the full Certificate III and IV in Fitness qualification to the Fast Track PT Course are able to do so without incurring any additional fees, however the difference in course cost will not be refunded.

In the event of forced closure, AFA will assist eligible individuals to transfer to another RTO in order to continue with their training.

AFA monitors the participation of all students throughout their course. While it is expected that all students regularly access the course, online students receiving Government funding must access the online learning system throughout each month to demonstrate evidence of participation and maintain eligibility for funded training.

Funded students who do not access the online resources for more than 30 days will be notified by AFA and withdrawn from the course after 45 days if sufficient evidence of participation cannot be demonstrated.

AFA offers full support for students to apply for RPL and recognises qualifications from other registered training organisations. To apply for RPL students must request an RPL application kit from the AFA Course Consultant and submit for evaluation 30 days prior to course commencement. For further information on the RPL process see the Student Handbook.

AFA offers flexible learning and assessment strategies including online and face to face delivery. AFA has provisions for client support in the areas of language, literacy and numeracy assistance and guidance. Any student requiring these services must notify AFA about the nature of the assistance required prior to enrolment. For further information on the access and equity policy see the Student Handbook.

All students have the right to lodge a complaint or appeal against assessment results. As the first step, students must discuss the matter directly with the assessor / trainer. If this is not resolved they can write to the Training Manager within seven (7) days of the assessment result. All other complaints appeals should be submitted in writing to the Managing Director of the Australian Fitness Academy. For further information on this policy see the Student Handbook.

AFA aims to provide an educational environment that aids learning and is safe for all students and staff. As a student, you are expected to behave in a manner which protects yourself and others at AFA. Incidents of serious misconduct will amount to exclusion from your course. In this instance, no refund will be given and outstanding instalments on course fees will be payable. For further information on this policy see the Student Handbook – Code of Conduct.

Students and / or images of students will not be used in Australian Fitness Academy promotional materials and publications without their permission. Students participating in promotional activities will be required to authorise a release to discharge Australian Fitness Academy from any and all claims arising out of the use of their images, waiving any rights of compensation or ownership.