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VET in Schools Terms and Conditions

Terms and conditions - Australian Institute of Personal Trainers and Foundation Education (VET in Schools)


Australian Institute of Personal Trainers (AIPT) and Foundation Education are both Registered Training Organisations (RTO Code: 32363 and 22557) 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 RTOs, our course policies and procedures meet the requirements and stipulations of all Commonwealth, State and/or Territory Legislation relevant to our scope of operation.

AIPT and Foundation Education are committed to delivering fair, reasonable, and ethical dealings in all of its undertakings including:

  • Client information
  • Confidentiality/Privacy
  • Complaints and appeals
  • Training standards
  • Access and equity

This document outlines important information regarding 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 your 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 or Foundation Education is true and correct, and that you are at all times responsible for meeting your theory and practical assessment requirements.

Student requirements

As a student of AIPT or Foundation Education, 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. Foundation Education 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
  • 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 or Foundation Education


All participants must be over the age of 18 to participate in a course with Foundation Education, 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.

Student rights and obligations

As a student enrolled with AIPT or Foundation Education, 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 (in accordance with relevant entry 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.
  • Access to the services outlined in this document.

As a student of AIPT or Foundation Education, 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 plagiarism policy.
  • Ensure that you respond to any requests from trainers and the student support team.
  • 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 or Foundation Education.
  • Meet your assessment and enrolment deadlines; where this is not possible, you must advise AIPT or Foundation Education as soon as possible.
  • Make your course payments by the agreed due dates; further information on fees is outlined later in this document.

AIPT and Foundation Education’s rights and obligations

AIPT and Foundation Education have 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.
  • To abide by our published policies and the information contained in this handbook.

AIPT and Foundation Education reserve the right:

  • To cancel an enrolment without notice if, by the enrolment end date, a student has not achieved all course requirements. If some units within the qualification have been completed, a statement of attainment will be issued reflecting the competencies awarded. No refunds will apply in this instance.
  • To advise the school and parent/guardian where you have not engaged with course content for two or more sessions.
  • To cancel an enrolment for reasons outlined in the Code of Conduct, Student Plagiarism, and Fee requirement policies.
  • To collect fees as per the agreed terms and conditions supplied upon enrolment, and in accordance with the policies outlined in this document.
  • To provide fortnightly reports on progression and attendance while the term is running.

Fee information

Course fees

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. A detailed breakdown of course fees is given within the VET in Schools enrolment form. 

Credit card payments

Payment for all course fees are required upfront prior to course commencing. AIPT and Foundation Education will only issue student workbooks and login details to the e-learning portal upon fees being processed. Upon enrolment, an invoice receipt will be sent via post or email to the card holder.

School payment

The nominated school will be responsible for collecting course amounts from individual students enrolling in the nominated course. An invoice will be raised to the school upon enrolments being submitted to AIPT and Foundation Education admissions department, to be paid within 30 days of the date the invoice was raised.  

Incidental fees

If you misplace any AQF certification documentation issued by Foundation Education (i.e. your certificate or statement of attainment), you may purchase a replacement for $30 plus postage.

Refund of course fees

If, for any reason, you decide to cancel your enrolment prior to course commencing, or within 30 calendar days of the course commencement date, you are entitled to a full refund. After this period, no refunds are available (except in cases where formal, out of policy arrangements have been made). 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.

We expect all students to 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 has been evidenced, extenuating circumstances may result in the refund of course fees. This is at the discretion of the CEO or their 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.

Extensions policy

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 and Foundation Education are not obliged to extend an enrolment if a student has not made appropriate arrangements prior to their end date.

Withdrawal policy

If, for any reason, you decide to cancel your enrolment, you must do so in writing to your school’s Coordinator contact or directly to our Programs team. Verbal withdrawal requests cannot be accepted under any circumstances. AIPT and Foundation Education will acknowledge receipt of the request within one (1) business day, and you will receive a response from the relevant department within ten (10) working days. Please note: any requests which are out of policy may require further investigation.

Provider default

If Foundation Education or any of its agents cancel or postpone a course or session for any reason, the student may be entitled to a full refund if they have not commenced their course or been transferred to another course.

If a student has commenced their course and the organisation or any of their agents postpone/cancel a course or sessions, the student may be eligible for a pro-rata refund dependant on the number of units they have completed or how long they have been enrolled. They may also have the option to be transferred to another course.

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.

Policies and additional information

Complaints policy

AIPT and Foundation Education aim 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 and Foundation Education’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 and Foundation Education adhere to, apply to all stages of this complaints procedure:

Making a complaint

In the first instance, it is best to try and resolve any issues with our Student Support team 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 Officer at [email protected] or [email protected]. The complaint will be investigated objectively, and you will be advised of the decision or outcome within ten (10) working 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 [email protected] or PO BOX 303, Lutwyche, Qld, 4030. All necessary consultations will be held and AIPT or Foundation Education 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) working 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 or Foundation Education and the student. AIPT and Foundation Education 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.

Code of Conduct Policy

The Policy is designed to represent the expectations of Foundation Education 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 Foundation Education. 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.


Acceptable behaviour

  • 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.

Unacceptable behaviour

  • Swearing
  • Plagiarism
  • Fraud or any breach of the law
  • Racial, religious or sexual slurs towards staff or other students
  • Threatening behaviour towards staff or other students
  • Abuse
  • 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.

Student plagiarism

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 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/assessors 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 3 May 2016 Review Date: Dec 2016

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