Enrolment and Withdrawal Policy

N.B. All policies and procedures are available for reading in the QMS file at all our Centres.

  1. This is the Enrolment Policy for all Computer Skills for Africa Training Centres.
  2. All details on the Enrolment Form CS4AF001 must be filled in and the form must be signed by the learner or parent.
  3. If paying off in instalments, the learner or parent will also complete and sign an Acknowledgement of Debt Form CS4AF037.
  4. A copy of the learner’s identification document must accompany this form.
  5. cs4a reserves the right to reschedule the course when there are insufficient enrolments.
  6. By enrolling for a course the learner or his/her parent is liable for the full amount of the course fees regardless if the learner has attended the classes or not.
  7. The full course fees or a deposit must be paid before the first lesson commences.
  8. If a learner withdraws from a course before the first lesson, the deposit is refundable. See withdrawal policy. An administration fee off 20 % is withheld.
  9. If a learner wants to withdraw from or change to another course after the first lesson, s/he must notify our office in writing. The learner will only be billed till the end of the month in which cs4a has received the written notice. The learner’s name will be taken off the register from the next month and added to the register of the other course if applicable.
  10. An administration fee (refer to price list) is withheld when the change of the course or withdrawal is initiated by the learner.
  11. Fees are payable either by the full amount for the course before the first lesson or by a deposit and monthly instalments at the beginning of each month. Please note that if depositing cash into our bank account, you will be required to pay the bank charges associated with this transaction. If payments are not made before the 1st of the month, the learner will not be allowed to attend class. See Non-Payment policy below.
  12. Monthly statements are handed to learners during the course or posted to learners who are absent, during the last week of the month.
  13. Learners will not be allowed to write exams if any amounts are outstanding on their account.
  14. Each course fee includes an equal amount of independent practice time as the contact time of that course at no extra charge. Learners can arrange for independent extra practice time with the office.
  15. Extra classes may be arranged as Private Tuition.
  16. Should no facilitator be available to teach a lesson, the date for that lesson will be changed and learners will be notified at least 24 hours in advance.
  17. cs4a requires a 24-hour notice period before the lesson if a learner is unable to attend the regular class. This lesson will be made up at cs4a’s convenience; otherwise the lesson will be forfeited. If no notification is received, the learner will be responsible to catch up on his/her own.
  18. When learners and/or their parents sign this form, they are accepting the rules of the Computer Centre with regards to correct conduct and behaviour required.
  19. A learner may be terminated i.e. barred from class for disciplinary reasons. See Admissions and Rules CS4AP&P022.
  20. cs4a will keep records of all that is concerned with a specific Course in a Course File – see Record Keeping policy CS4A P&P014.
  21. Learners are referred to policy CS4AP&P035 regarding occupational health and safety procedures.
  22. Learners are referred to policy CS4AP&P038 regarding the repetition of courses. Repeat attendance for classes at no or minimal charge may be arranged with management.
  23. For courses that include attendance and in case the learner has an inactivity gap of more than 6 months, any price increases will be charged to the learner’s account.
  24. Should a customer have a comment, he/she is invited to fill this in the Customer Comment Book.
  25. Should a customer have a complaint, he/she is invited to fill in a Customer Complaint Form CS4AF006.
  26. Learners are expected to keep cs4a informed of any changes in their personal details.
  27. Certificates will only be issued if a learner has complied with all the course requirements.

Debtors and Non-Payment Policy

  1. Customers who prefer to pay off in instalments will complete and sign an Acknowledgement of Debt Form CS4AF037.
  2. Invoices and statements are handed out or posted on the 22nd of the month and are payable before the month end of the current month.
  3. A non paying customer is a customer who failed to pay the monthly instalment by the last day of the month. Notification of when payments are due is part of the enrolment policy for individuals and the contract for institutions and is also printed on the monthly statement.
  4. All customers will be charged interest on the account at a rate of 20% pa from the 1st of the next month.
  5. The customer will be barred from attending classes from the 10th of the following month.
  6. cs4a will not accept any responsibility for missed classes in this case.
  7. Interest will reflect on the statement the next month end.
  8. Customers with fees outstanding for more than 60 days will receive a Final Notice using Final Notice Form CS4AF024 per registered post. An admin fee of (refer to price list) will be added to the amount owing to cover general admin and postage costs.
  9. The Customer can return to class only after the account has been settled.
  10. If the Customer did not reply after 90 days of outstanding fees the account will be handed over to lawyers for collection.
  11. As from this date any outstanding fees must be paid at the lawyer’s office.
  12. This Customer will not be allowed in class for the same or any other course unless fees have been paid up front.

NB By signing the enrolment form, you accept the CS4A QMS. If you do not accept these terms, do not enrol.
Policy Withdrawal / Termination and Refund
P&P Number CS4AP&P025

cs4a reserves the right to reschedule the course when there are insufficient enrolments.

By enrolling for a course the learner or his/her parent is liable for the full amount of the course regardless if the learner has attended the classes or not.

The full course fees or a deposit must be paid before the first lesson commences.

If a learner withdraws from a course before the first lesson, the deposit is refundable. An administration fee of 20% is withheld.

If a learner wants to withdraw from or change to another course after the first lesson, s/he must notify our office in writing. The learner will only be billed till the end of the month in which cs4a has received the written notice. The learner’s name will be taken off the register from the next month and added to the register of the other course if applicable.

An administration fee (refer to price list) is withheld when the change of the course or withdrawal is initiated by the learner.

Each course fee includes an equal amount of independent practice time as the contact time of that course at no extra charge. Learners can arrange for independent extra practice time with the office.

Refunds:

Refunds do not apply if a learner is terminated i.e. barred from class for disciplinary reasons. See also Admissions and Rules CS4AP&P022.

If payments are not made before the 1st of the month, the learner will not be allowed to attend class. See Non-Payment policy.

The Branch Manager will fill in the expected starting date of a course on the enrolment form. However, the institution reserves the right to cancel or postpone the course at its discretion. The date on the enrolment form is used in case of cancellation and decisions on refunds.

Acceptable grounds for refunds, to be accompanied by documentary evidence in support of the application:

Physical inability to attend classes: relocation, illness, or disability.

Death of the learner or a close family member, i.e. spouse, parent or child.

A civil, political or natural event that prevents attendance.

Learners may cancel their registration for a course:

  1. 30 days or more before the starting date
    The cancellation must be requested in writing: Application for Refund Form CS4AF076
    The application must be supported by documentary evidence of acceptable grounds.
    A refund of 80% of the payment made will be paid to the learner.
    An administration fee (refer to price list) is withheld
    If the learner received textbook(s) or study material the price of that material will also be deducted from the course fees.
  2. Where a learner gives less than 30 days’ notice before the starting date of the course:
    The cancellation must be requested in writing: Application for Refund Form CS4AF076
    The application must be supported by documentary evidence of acceptable grounds.
    A refund of 50% of the payment made will be paid to the learner.
    An administration fee (refer to price list) is withheld
    If the learner received textbook(s) or study material the price of that material will also be deducted from the course fees.
  3. For cancellations after the start of the course, regardless of attendance, there will be NO REFUND. If the payment was made more than 365 days prior to the application, there will be NO REFUND.
    Formulas where no attendance is required can only be refunded within 30 days of enrolling.
    The cancellation must be requested in writing: Application for Refund Form CS4AF076
    A refund of 80% of the payment made will be paid to the learner.
    An administration fee (refer to price list) is withheld
    If the learner received textbook(s) or study material the price of that material will also be deducted from the course fees.
    No study material can be returned. However, learners can make use of the notice board in the training centre to advertise second hand textbooks.
    In the event that the institution is unable to provide the course, all tuition fees are fully refundable. If the learner received textbook(s) or study material the price of that material will be deducted from the course fees.
    If the cancellation is accepted, refunds will be made by electronic bank transfer into the account of the learner where the learner defaults within 90 days of the receipt of the written cancellation, if the institution cancels the course, within 30 days.
    The institution’s decisions regarding fees refunds can be appealed – see appeal procedures – if the learner believes that the institution has not honoured its stated fees refund policy or not all of the relevant information has been taken into account.

EXAMPLE
Payment made R 5000. Price of books = R 500. Admin fee = R 300
Refund = 5000 – 500 = 4500 of which 80% is refundable = 3600 – 300 Admin fee = R 3300 refundable.