Information
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Document No.
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Audit Title
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Client / Site
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Conducted on
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Prepared by
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Location
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Personnel
4.1.1 Fee Protection Scheme
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FPS account is unique as an individual entity, i.e. there is no account sharing.
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Details of FPS adopted are published on the notice board.
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Evidence that FPS is explained to prospective students (e.g. during recruitment talks).
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Evidence that FPS is explained to recruited students (e.g. during orientation briefing).
4.1.2 Implementation of FPS
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Insurance insure full amount stated in contract, insurance take effect immediately after payment, coverage period until next payment<br>Escrow equal instalment amount, no collection of money from students<br>*Monthly fee is computed as total fee divided by the total number of months (course duration)<br>*Instalment payments to the Escrow bank must be of equivalent value.
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Course fee not lower than 70% of total fee payable.
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Discount given is clearly shown in contract. (if applicable).
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Fee collected is capped at 12 months if the PEI is EduTrust-certified.<br>If the PEI is not EduTrust-certified, fee collected will be capped at 6 months if the PEI has ERF insurance or FPS. <br>
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PEI updates FPS service providers about student movement within 3 working days.
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FPS Data base is updated (lapse not more than 3 days).
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FPS data are well kept in every student file: Escrow confirmation slip, acknowledgement slip, payment voucher
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FPS data are well kept in every student file: Insurance certificate
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PEI reviews the FPS implementation system to ensure there is no lapse.
4.1.3 Fee Payable
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PEI does not collect money which is not declared in the student contract.
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Students are informed of payment methods (cheque, cash, credit etc).
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If PEI collects payment in foreign currency and does not follow the bank rate, the exchange rate must be available at the point of payment.
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Payment is always told to the students in advance.
4.1.4 Receipt
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Duplicate receipts contain the basic information.<br>Refer to notes in Guidance Document.<br>
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Duplicate receipts are kept (min for 5 years or until the student has graduated, whichever is longer).
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Students are given an original receipt for any payment made.
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Receipts are issued for all payments made.
4.2.1 PEI-Student Contract
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PEI signs a contract with the student during admission (one contract per course).
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Contract is readily available upon request.
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If PEI uses non-standard contract, it has been approved by CPE.
4.2.2 Procedures for executing the student contract
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Contract must be explained to the students before signing. The 7-day cooling off period is told to them.
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Students sign on 2 English copies of the contract (and keep 1 original copy), before 1st payment (excluding application and agent fees).
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PEI keeps the other original copy of the contract. Advisory note must also be original.
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Contract is only for one course.
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If applicable, any amendment in the contract must be signed by both parties.
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Contracts must be kept for at least 5 years.
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PEI reviews (at least once a year) the contract execution procedure.
4.3.1 Refund policy
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Refund policy is clearly explained to all students and prospective students.
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PEI reviews (at least once a year) the refund policy.
4.3.2 Refund procedures
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Relevant staff is conversant with the refund procedures.
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Strict adherence to refund procedures.
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Refund records are accurate.
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PEI reviews (at least once a year) the refund procedures.
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Refund records are up-to-date within 3 working days.
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Refund is made within 7 days.
4.4.1 Transfer/withdrawal policy
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The transfer/withdrawal policy is explained to the students, especially the status of the student pass on withdrawal (for STP-international students).
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PEI reviews (at least once a year) the transfer/withdrawal policy.
4.4.2 Transfer/withdrawal procedures
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Relevant staff is conversant with the transfer/withdrawal procedures.
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PEI adheres to the procedures.
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PEI informs FPS service providers of transfer/withdrawal cases (if any).
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PEI coordinates with FPS service providers to refund students (if any).
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PEI informs ICA for withdrawal cases (if any).
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PEI issues attendance records to students who withdraw (if any).
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Transfer/withdrawal records (if any), are up to date within 3 working days.
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Transfer/withdrawal records are easily retrievable.
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PEI reviews (at least once a year) the transfer/withdrawal procedures.
4.5.1 Provision of student support services
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Medical insurance is provided to requirements for all students.<br>*Requirements are stated in the Guidance Document.<br>
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Individual medical insurance: Records that insurance policies are given to students
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Group medical insurance: Students are informed of insurance policy in handbook or website.
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Student support services are designed to meet the needs of the students.
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Staff are adequately and appropriately trained to provide the support services.
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PEI verifies that non-STP students have medical insurance before allowing them to opt out.<br>*No need to keep students insurance records.
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PEI reviews (at least once a year) the scope of the support services provided using the analysed survey data.
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PEI evaluates (at least once a year) the standard and quality of the support services provided using the analysed survey data.
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(For group medical insurance) PEI has a procedure to monitor that all their required students are covered by medical insurance.
4.5.2 Counseling and Advice
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PEI provides pastoral counselling.
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PEI provides pre-course counselling services.
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Course syllabi and module synopsis are easily accessible for prospective students.
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Course counsellors have adequate training.
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Pastoral counsellors have adequate training.
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PEI reviews (at least once a year) the pre-course and pastoral counselling services.
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