Tuition Fee Refund Guidelines
This Guideline outlines the terms under which a request for a refund of some or all of the tuition paid by or on behalf of an international student may be granted.
Refunds shall be determined by the Halton District School Board, at its sole discretion, taking into account the following:
1. Study Permit Denial
Conditions
The student’s application to Immigration, Refugees and Citizenship Canada (IRCC) for a study permit has been refused.
Please note that a refund request will be refused if a study permit has been denied due to incomplete or missing paperwork/documentation.
Process
Within 30 days of the IRCC notice of refusal, and in any case prior to the first day of the school year, the following must be submitted to the HDSB International Student Program (ISP) department:
- Copy of the original letter of refusal from IRCC
- Written request for a tuition fee refund by the agency or parent/guardian
- Proof of tuition fee paid to HDSB
2. Change in Immigration Status
Conditions
The immigration status of either the student or their parent has changed such that the student qualifies for tuition fee exemption under Section 49(7) of the Education Act.
Notice of a change in status must be submitted by:
- October 15 for a student attending only Semester 1 or for the full year
- March 15 for a student attending only Semester 2
Process
Immediately upon receipt of notice from IRCC, the following must be submitted to the HDSB ISP department:
- Written request for a tuition fee refund by the agency or parent/guardian
- Written confirmation of change of status from IRCC
- Proof of tuition fee paid to HDSB
3. Medical/Compassionate Grounds
Conditions
The student has withdrawn from the program for medical or compassionate grounds.
The notice of withdrawal must be submitted by:
- October 15 for a student attending only Semester 1 or for the full year
- March 15 for a student attending only Semester 2
Process
As soon as reasonably practical upon learning of the medical or compassionate grounds, the following must be submitted to the HDSB ISP department:
- Copy of notice of the student’s withdrawal
- Written request for a tuition fee refund by the agency or parent/guardian, including reason(s)
- Medical and/or other supporting documentation verifying the circumstances pursuant to which the student has withdrawn
- Proof of tuition fee paid to HDSB
Refund Deductions
Where the Board determines that a full or partial tuition fee refund is warranted, the amount refunded will be subject to the following deductions:
- An administration fee of $500 for a student attending for one semester, or $1,000 for a student attending for a full year
- An orientation fee of $500 for students who receive a refund after the start of the school year
- A 15% recruiter fee for a new student, or a 10% deduction for a returning student
Tuition fee refunds will be paid in Canadian dollars. Overseas refunds are subject to the exchange rates of HDSB’s payment processor.
A tuition fee refund will NOT be granted where:
- The student has been directed by HDSB to withdraw from the program for failing to comply
with expectations outlined in the Student Participation Agreement; or - HDSB is affected by a labour dispute or other unforeseen disruption.
The Application Fee is 100% non-refundable.
Dispute Resolution Process
In the event of a dispute regarding a determination made under this Guideline, the student and/or
parent/guardian may submit their concern in writing to the HDSB International Student Program
department. The Superintendent responsible for the ISP department and the Superintendent for
Business Services will conduct an internal review and make every effort to resolve the matter fairly
and expediently.
At the request of the parent/guardian or student, the outcome of the Dispute Resolution Process
shall be directed to the attention of the Chief Education Officer, who shall make a final
determination.
