School Policy

Enrolment | School Policy

■ Enrolment Policy

  1. Enrolment is subject to the following conditions which become legally binding on confirmation of the acceptance of the student by Auckland Edinburgh College (AEC).
  2. Enrolment is complete only when AEC receives full payment of fees and a signed Student Contract of Enrolment.
  3. Conditions of enrolment can only be changed at the discretion of the AEC management.


■ Payment

  1. All fees are received and refunded in New Zealand dollars. AEC is not responsible for any currency fluctuations between enrolment and issuing of refunds. All fees include New Zealand Government Goods and Services Tax (GST).
  2. All fees are calculated on complete weeks including the weeks with public holidays. Any part of a week is counted as a full week. Exemption is made however, for a consecutive two-week annual holiday which covers Christmas and New Year’s Day.
  3. Course fees are deducted from the first day at which a student’s attendance on a course is required.
  4. All fees are non-transferable to other institutions or students.




  1. The amount of refund depends on the length of the course of study ( period of enrolment) and on the time period before withdrawal, as summarised in the following:


Note: The total fee in the table above includes all fees paid to AEC excluding accommodation fees.

2. All applications for withdrawal and/or refund must be submitted in writing with all original documents.

3. Any refunds must go to the person from whom AEC received the monies, unless written authority to refund direct to the student is received by the school from the sponsor.

4. Students with a student permit from NZIS to study at AEC are not permitted to enrol at another institution and at the same time study part-time at AEC. Any enrolment at another institution before their enrolment period ends means total withdrawal from AEC.

5. On withdrawal, AEC will advise the New Zealand Immigration Service that the visa/permit must be cancelled. The official receipt and Offer of Place document must be returned to AEC before any refund will be made.

6. Students who are under 18 years of age who wish to withdraw must provide a letter of consent from their parents. For parents who reside overseas, this signed letter of consent should be mailed directly or faxed to our office.

7. In a Course Closure Event, students will be entitled to a refund that is pro-rated according to the proportion of undelivered services.



■ Accommodation

  1. Once a student commences living in a homestay, a minimum non-refundable period is four weeks, unless the period of study is shorter than four weeks.
  2. Students under the age of 18 must stay with Homestays/Designated Caregivers for the length of the courses enrolled on.
  3. Non-advice of a late arrival will require a homestay payment from the advised arrival date.
  4. Homestay arrangement fee is non-refundable once the arrangement has been made.
  5. Accommodation is guaranteed for the period of time covered by accommodation fees received and held by AEC.
  6. Two weeks’ notice is required if you wish to change your Homestay.


■ Attendance and Discipline

  1. The student is expected to attend all lessons, be on time and behave in a responsible manner at all times. You will be marked absent if you arrive in class after 9.15am and 11.00am for your morning classes or after 1.10pm for your afternoon class, except for some Wednesday afternoons when class starts at 1.15pm. You will have to see the DOS if you arrive at the class late. You will be given a Late Entry Slip if your reason is acceptable.
  2. AEC reserves the right to expel any student who breaks New Zealand law or AEC rules, or fails to attend 100% of the course enrolled for. The student will be given one verbal warning and two written warnings in an attempt to remedy the problem prior to expulsion. At least one week is given for you to change your conduct. If you are not present to sign the written warning after one week, the next warning will be issued. Breach of New Zealand law will lead to immediate expulsion.
  3. In the case of expulsion, AEC will advise the New Zealand Immigration Service and will not refund any fees.
  4. When you are sick or can’t come to class for any reason, you should call the school to tell them. When you come back, you should have a medical certificate from a doctor OR if you are under 18 years, a note from your parent, Homestay or guardian to say why you were absent.
  5. More detailed information is contained in the “Student Rules” which available in the Student Handbook.

Immigration New Zealand Visa regulations require Students to attend classes at all times, as required, unless they have genuine reasons for their absence.



■ Leave

  1. Students enrolling in courses of 12 weeks or more may apply in writing for leave from 3 to 5 days. Fees will be deferred according to the number of days taken.
  2. Applications must be submitted the week before by wednesday. Apply at reception.
  3. Students under the age of 18 must advise their Homestay/Designated Caregivers and AEC of intended travel arrangements.
  4. Short term leave (STL) is also possible for important appointments. Apply at reception and get your morning teacher to sign. Apply at least a day in advance (except for emergencies). You will be marked STL for that time, but this will not affect your attendance. No extension is given for short leave or sick leave.
  5. No leave is given during final test days unless there are exceptional reasons.



■ Insurance

  1. International Students must have appropriate and current medical and travel insurance from the day they leave their home country to the day they return there, and while studying in New Zealand. They give a copy of their insurance policy to AEC Reception on enrolment. Insurance of personal belongings (eg. computers) is also advised if not included in travel insurance.
  2. Medical care must include diagnosis, prescription, surgery and hospitalization. It also must include repatriation or expatriation of the student as a result of serious illness or injury, including cover of travel costs incurred by family members assisting repatriation or expatriation. The student must also be covered for death. This includes the travel costs of family members to and from New Zealand, cost of repatriation and expatriation of the body, as well as, funeral expenses.
  3. AEC can provide assistance in obtaining this insurance if students wish, although AEC is not responsible for any sickness, damage or loss incurred while you are at school or on school activities.




■ Student welfare

All students are welcome to discuss concerns regarding their study, accommodation, visa requirements, further study and other issues with our Welfare Officers or our staff.

Student Grievance Policies

  1. The protocols in Student Handbook should be followed.
  2. Should a student believe the matter has not been resolved by AEC fairly, the student may refer the matter to the New Zealand Qualifications Authority (NZQA).

The Complaints Office
Quality Assurance Division
New Zealand Qualifications Authority
P O Box 160
Wellington 6140

If it is a financial or contractual dispute, contact FairWay Resolution at
Phone : 0800 77 44 22


■ Procedure for Student Appeal of Academic Results

  1. The student discusses their results with his or her teacher.
  2. If the matter is not resolved, student fills out Student Appeal of Academic Results Form.
  3. The Director of Studies reviews issue with the class teacher.
  4. A decision is made by the DOS in consultation with the teacher.
  5. Feedback is given to student:

Ⅰ. Re-assessment is not granted.
Ⅱ. Re-assessment is granted; one of these two measures is taken:

– re-sit a modified paper.
– an alternative grade is made

6. If not resolved, external advice is sought:

Ⅰ. External consultant
Ⅱ. Advisory Board Members

7. Final decision is made by the Director of Studies after consultation.



■ Student Appeal for Missed Tests

  1. This is for students who have requested to sit for tests that are missed for unacceptable reasons (this does not include illness). After consultation with the Director of Studies, students may be allowed to sit but will be charged $30.00 per paper.
  2. If students are genuinely unable to sit because of illness or other acceptable reasons, they must provide sufficient documentation to be allowed to receive an alternative grade by the teacher after discussion with the class teacher and Director of Studies.



■ Cheating

All the following practices are considered to be cheating in AEC:

-Copying another person’s work
-Taking study material into an exam/test with the intention of using it
-Speaking to another student in an exam/test
-Continuing to write an answer after the time is completed

If students are found to have cheated in any exam or test, they will be given zero marks for that exam/test.