A. Refund Policy & Procedure

a) Refund Policy

 1. Refund Events

2. Refund for Withdrawal During the Cooling Period
Student shall be entitled to, without any liability whatsoever to BA, forthwith terminate the Contract at any time within the Cooling-Off Period by way of a written notice to BA. BA shall return all Course Fees and Miscellaneous Fees paid to it within seven (7) working days of the receipt of the written notice.

3. Refund for Withdrawal Outside the Cooling-Off Period
Without prejudice to Clauses 1 and 2 above, Student may terminate the Contract at any time before the Course Completion Date by providing a written notice to BA. Upon receipt of such notice, BA shall within seven (7) working days, refund to Student such amount (if any) as determined below.

3. Refund During Cooling-Off Period

Birmingham will provide the Student with a cooling-off period of seven (7) working days after the date that the Contract has been signed by both parties.

The Student will be refunded the highest percentage (stated in the table) of the fees already paid if the Student submits a written notice of withdrawal Birmingham within the cooling-off period, regardless of whether the Student has stated the course or not.

4. Initiating Refund
Students shall submit duly completed Birmingham’s Refund Request Form. A refund procedure will not be executed without these duly completed documents. Birmingham shall, within seven (7) working days of the receipt of the duly completed Refund Request Form.

5. Dispute Arising From Refund Process
Any dispute arising shall be act according to Birmingham Dispute Resolution Policy and procedure.

b) Refund Procedure

Click here for the Refund Procedure

B. Transfer Policy & Procedure

Transfer Policy

The School facilitates students’ transfer under the following conditions:

(1) If they attained a minimum of 90% attendance rate. This is to satisfy ICA requirement; and

(2) If they have paid all outstanding fees and do not have any arrears in their payment; and

(3) Meet new course Entry Requirement.

The School takes efforts to prevent students from transferring from one course to another through conducting exit interview and establishing sufficient communication channels to disseminate appropriate information to the student prior to enrolling into the course. Refund if any will according to refund policy.

Transfer Classification

Transfer is classified as: Student changes the course or period of study (from full-time to part-time or vice versa) but remains as a student of Birmingham.

Transfer Procedure

1. Initiation of Course Transfer: Student who wishes to apply for course transfer must submit a duly completed Birmingham’s Course Transfer / Withdrawal Form to SS. Verbal request by the student or their representative will not be accepted. If the student is under the age of 18 at the point of re-quest, the legal guardian must duly complete the Course Transfer / Withdrawal Form.
2. Exit Interview and Informing Implications: Upon receipt of the duly completed Course Transfer / Withdrawal Form, Student Services will conduct an exit interview with the students and/or the guardian, if applicable, to detail the reasons for transfer and recorded the information in the Course Transfer / Withdrawal Form. The exit interview will include explaining the implications involved such as handling of paid and unpaid fee, proceed for existing student contract, proceed for fee protection scheme, proceed for student pass (including informing student and/or guardian that the new student pass is subject to Immigration and Checkpoint Authority’s approval for the transfer of course within the school), etc.
3. Course Counselling: Student Services will conduct a pre-course counselling to the student and/or guardian. Student Services needs to ensure that the student meets the new course entry requirements, selection criteria and their current attendance rate criteria.
4. Approval for Course Transfer: If the student and/or the guardian still decide to transfer and the student meets the necessary criteria for the new course, Student Services will route the Course Transfer / Withdrawal Form to Principal for approval. Upon approval by Principal, SS will issue a formal letter to the student within 21 days from the date of transfer request on the outcome of course transfer request. In the event where request is rejected, the student may choose to continue with current course or withdraw from it. (For withdrawal, refer to Withdrawal Procedure)
5. Handling of Paid and Unpaid Fee and Fee Protection Scheme (FPS): For students who successfully transfer to another course within the school, any unconsumed course fees from the old course cannot be credited to the next course and any refund, if any, will be act according to Birmingham’s Refund Policy. Finance will proceed to update the FPS Provider within 3 working days.
6. Student Pass Status, if applicable: Student Services will proceed to apply for a new student pass within 3 working days. Upon obtaining an In-Principle-Approval, Student Services will proceed to cancel the existing student pass and make arrangement for collection of a new student pass.
7. Student Contract: A new student contract will be made for the student according to the admission procedure. International students must surrender their current student pass for cancellation and will not be allowed to attend any classes.
8. Admission to New Course: Upon completion of the transfer procedure, Student Services will proceed to update FPS Provider and the Student Database, within 3 working days, on the new status of the student.

Dispute arising from Transfer

Any dispute arising from the transfer process shall be act according to Birmingham Dispute Resolution Policy and procedure.

C. Withdraw Policy & Procedure

Withdrawal Policy

The school facilitates students’ withdrawal under the following conditions:

(1) If they are liable to pay any outstanding fees, they must not have any arrears in their payment.

The school takes efforts to prevent students from having to withdraw from an educational course through conducting pre-course counselling. Refund if any will according to refund policy.

Withdrawal Classification

Withdrawal is classified as: Student discontinues all courses with Birmingham.

Withdrawal situation could be:

1. Normal withdrawal by student
2. Forced withdrawal by school

Withdrawal Procedure

1. Initiation of Course Withdrawal by Student: Student who wishes to apply for course withdrawal must submit a duly completed Birmingham’s Course Transfer / Withdrawal Form to the Student Services. Verbal request by the student or their representative will not be accepted. If the student is under the age of 18 at the point of request, the legal guardian must duly complete the Course Transfer / Withdrawal Form.
2. Initiation of Course Withdrawal by School: School reserved the right to execute a force withdrawal if the student persistently violated the School’s or relevant authorities’ regulation. Student Services is to initiate a Course Transfer / Withdrawal Form, stating the reason for force withdrawal and submit to the Principal for consideration and approval. No exit interview and informing implication to student will be conducted.
3. Exit Interview and Informing Implications: Except force withdrawal, upon receipt of the duly completed Course Transfer / Withdrawal Form, Student Services will conduct an exit interview with the students and/or the guardian, if applicable, to detail the reasons for withdrawal and recorded the information in the Course Transfer / Withdrawal Form. The exit interview will include explaining the implications involved such as handling of paid and unpaid fee, proceed for existing student contract, proceed for fee protection scheme, proceed for cancelation of student pass, etc.
4. Handling of Paid and Unpaid Fee: There will be no refund of fees unless for reason stated below;
   1. Refund for withdrawal due to non-delivery of course;
   2. Refund for withdrawal due to other reasons; and
   3. Refund during cooling-off period

If the student has any outstanding fee and the reason is withdrawal due to other reasons, the student must settle the outstanding fee due.

5. Approval for Course Withdrawal: Except for force withdrawal, upon settlement of the above and the student and/or the guardian still decide to withdraw, SS will route the Course Transfer / Withdrawal Form to Principal for approval. Upon approval from Principal, SS will issue a formal letter to the student within 21 days from the date of withdrawal request on the outcome of course withdrawal request. For force withdrawal, SS will issue a formal letter on force withdrawal within 1 working day upon approval from Principal.
6. Student Contract: International students must surrender their current student pass for cancellation and will not be allowed to attend any classes.
7. Fee Protection Scheme (FPS): Upon approval of student’s request of course withdrawal, Student Services will proceed to update FPS Provider, ICA, if applicable and the Student Database, within 3 working days, on the status of the student.
8. Student Pass Status, if applicable: Student Services will proceed to cancel the existing student pass and make arrangement for student to collect their Disembarkation / Embarkation Card, if any.
9. Issuing past attendance and results: Student Services will only declare the attendance and result upon request from ICA within 7 days if student’s pass holder who withdraw from Birmingham Academy’s course to transfer to another PEI. Student that needs a hardcopy shall put up a request to Student Services and charges according to miscellaneous fee stated within the student contract applied.

Dispute arising from Withdrawal

Any dispute arising from the withdrawal process shall be act according to Birmingham Dispute Resolution Policy and procedure.

D. Deferment Policy & Procedure

Deferment Policy

The school execute and/or facilitates students’ deferment under the following conditions;

(1)  Due to medical ground personnel or immediate family’s member (such as father, mother, spouse and kids)

(2)Due to student persistently violated the School’s or relevant authorities’ regulation

Students are only allowed to defer once. The duration of deferment should not be longer than the course duration, and depend on the availability of the course or module(s) that student missed. If the above is not followed, the student will be deemed to have withdrawn from the course and would have to re-apply if student wishes to register on the course again. Approval for course deferment is at the sole discretion of the school. For programme awarded by external partner, final approval must be sought from the external partner. The request for course deferment is not granted automatically and Birmingham does not guarantee the relevant course to be conducted upon the students’ return. Upon approval of course deferment, any unconsumed course fees will not be refund according to Birmingham’s Refund Policy

Deferment Classification:

Deferment is classified as: Student delays or postpones the course (or module).

Deferment Procedure

1. Initiation of Course Deferment: Student who wishes to apply for course deferment must submit a duly completed Birmingham’s Course Deferment Form to the Student Services. Verbal request by the student or their representative will not be accepted. If the student is under the age of 18 at the point of request, the legal guardian must duly complete the Course Deferment Form.
2. Initiation of Course Deferment by School: School reserved the right to execute a force deferment if the student persistently violated the School’s or relevant authorities’ regulation. SS is to initiate a Course Deferment Form, stating the reason for force deferment and submit to the Principal for consideration and endorsement. Upon endorsement, it will be sent to Academic Board and the Academic Partners’, if applicable, for approval. No exit interview and informing implication to student will be conducted.
3. Validity of Deferment Ground: Upon receipt of the duly completed Course Deferment Form, SS will access the validity of the deferment ground according to the Course Transfer, Withdrawal and Deferment Policy. If there is no valid ground for deferment, SS will advise the student that the ground for deferment is not valid and the student cannot request for deferment. SS will also confirm the deferment duration which should not be more than what is permitted in the Course Transfer, Withdrawal and Deferment Policy and feedback to student. Note: students are only allowed to defer once. The duration of deferment should not be longer than the permitted duration specified in the policy and depend on the availability of the course or module(s) that student missed. If the above is not followed, the student will be deemed to have withdrawn from the course and would have to re-apply if student wishes to register on the course again.
4. Exit Interview and Informing Implications:
5. If the ground for deferment is valid, SS will conduct an exit interview with the students and/or the guardian, if applicable, to detail the reasons for deferment and recorded the information in the Course Deferment Form. The exit interview will include explaining the implications involved such as handling of paid and unpaid fee, proceed for existing student contract, proceed for fee protection scheme, proceed for cancelation of student pass (including informing student and/or guardian that the new student pass is subject to Immigration and Checkpoint Authority’s approval), expiry of deferment period (student will have to reapply for the course and exempt, if any, will be subjected to the Academic Board and Academic partners’ approval), etc
6. .Approval for Course Deferment: If the student and/or the guardian still decide to defer, SS will route the Course Deferment Form to the Principal for approval. Upon approval by Principal, SS will issue a formal letter to the student within 21 days from the date of deferment request on the outcome of course deferment request.
7. Handling of Paid and Unpaid Fee and Fee Protection Scheme (FPS): Upon approval of course deferment, any unconsumed course fees will not be refund according to Birmingham’s Refund Policy. If the student has any outstanding fee, the student must settle the outstanding fee due.
8. Student Contract: International students must surrender their current student pass for cancellation and will not be allowed to attend any classes. When student has successfully returned to continue the course, a new student contract or an addendum to the existing contract will be issued for the student.
9. Fee Protection Scheme (FPS): Upon approval of student’s request of course deferment, Student Services will proceed to update FPS Provider, ICA, if applicable and the Student Database, within 3 working days, on the status of the student. Upon student returned to continue the course, a new FPS will be generated.
10. Student Pass Status, if applicable: SS will proceed to cancel the existing student pass and make arrangement for student to collect their Disembarkation / Embarkation Card, if any. Upon the student returned to continue the course, SS will apply a new student pass for the student. However, this will be subjected to ICA approval.

Dispute arising from Deferment

Any dispute arising from the deferment process shall be act according to Birmingham Dispute Resolution Policy and procedure.

E. Feedback 
Birmingham Academy Pte. Ltd. values feedback (complaints and compliments) from students for the improvement of processes and services. Student’s feedback (complaints and compliments) may be undertaken via:
1. Student Survey conducted for each course and/or module
2. Informal chat session with Birmingham Academy Pte. Ltd. (initiated by the management)
3. Complete a Student Feedback Form and drop it in the Feedback Box which is available from our school
4. Submit your feedback (complaints and compliments) via Birmingham Academy Pte. Ltd. Website https://www.birmingham.edu.sg/
5. Send your feedback (complaints and compliments) via Emails to School Officer or enquiry@birmingham.edu.sg

F. Dispute Resolution

At Birmingham, we regard stakeholders like staffs, students and partners’ satisfaction to be of utmost importance. This is to enable an environment where our staffs, students and partners can mingle unrestrictedly so as to cultivate a spirit of enthusiasm among all at Birmingham in their pursuit of their visualization.  However, Birmingham recognises that inevitably disagreements within the community or dissatisfaction with the service provided can arise. As such, Birmingham has instituted a program where staffs, students and partners can air their grievances (including appeals for retention, suspension, expulsion, awards, etc) and escalate their concerns if they feel that they have not received a satisfactory answer.

COMMITMENT
Birmingham commits that every feedback will be handled fairly, considerately and timely.

RESPONSIBILITY

All feedback (which includes complaints and compliments) must be recorded into the Feedback Form by the person giving the feedback or Student Services.The Student Services must acknowledge and evaluate the feedback for follow-up action to all feedback within 3 working days. The Student Services must resolve the negative feedback or complaint within 7 working days from the day the negative feedback or complaint was received. The Student Services must escalate the case to the Top Management if the person making negative feedback or complainant is still not satisfied with the outcome by the 7^th working days from the day the negative feedback or complaint was received.

ESCALATION

The case must be escalated to the Top Management if remain unresolved by the 8th workings day from the day the negative feedback or complaint was received. In the event that the Student and Birmingham are unable to resolve the dispute by the 21st working day, the complainant will be advised to redress the case via CPE Mediation-Arbitration Scheme prior to instituting any legal action unless the complaint does not want to. Under the scheme, the dispute will be referred to the Singapore Mediation Centre (SMC). If the dispute is not resolved through mediation, the dispute will be referred for arbitration by an arbitrator appointed by the Singapore Institute of Arbitrators (SIArb). The student and Birmingham shall agree to such procedures and to pay such fees as the Singapore Mediation Centre (SMC) or Singapore Institute of Arbitrators (SIArb) may prescribe from time to time for the purpose of proceeding their dispute

COMMUNICATION
The Management shall ensure all students, staffs and partners are able to access this policy.

CONTINUOUS IMPROVEMENT

We shall review our Dispute Resolution Policy for our continual improvement.

DISPUTE HANDLING PROCESS (click here)

G. Attendance Monitoring System

At Birmingham Academy, we regard our students’ attendance to be of utmost importance as this will affect the student’s criteria for graduation and award. For international students, violation of this attendance policy and procedure may result in students failing to comply to ICA’s regulations and therefore, having his student pass cancelled by the relevant authorities.

SCOPE

This policy applies to all students in Birmingham Academy.

ATTENDANCE REQUIREMENT

1. For International Students holding an ICA’s issued student pass, the course monthly attendance rate must not be less than 90% without valid reason.

1. For International Students holding an ICA’s issued student pass, absenteeism cannot be more than four (04) consecutive days without informing the school with a valid reason.

• For students who do not require ICA’s student’s pass, course attendance rate must be at least 75% (in the absence of more stringent statutory requirements).

1. Students attendance will be marked at the start of the class and at just before the end of the class. The School considers students as absent if their attendance is not marked.

VALID REASONS FOR ABSENTEEISM

1. Evidence, such as medical certificate, on medical ground;
2. Evidence, such as death certificate, on compassionate ground.

CONSEQUENCE

1. Students who do not meet the attendance requirement will not be able to graduate and/or receive an award.

1. In addition, international students who do not meet the attendance requirement as stipulated under the ICA’s regulation may have their student pass cancelled.

RIGHT OF APPEAL

Students will not have any right to appeal for cases pertaining to attendance intervention and judgement.

H. Appeal Policy 

At Birmingham, we strongly believe that the students have the right to appeal against Academic Board or Examination Board’s decisions which affect their academic development. Hence, we have hereby instituted our Appeal Policy as follows:

NATURE OF APPEAL AND APPEAL REQUEST INITIATION

Students can initiate an appeal for;

a.       Assessment Result;

b.       Retention, Suspension, Expulsion;

c.       Non-Award.

Students must initiate the appeals request within 1 week upon the date of release of assessment result, judgement on deferment / expulsion and non-award. If appeal request is initiated after the appeal timeframe, it will not be accepted.

RESOLUTION OF APPEAL REQUEST

CPD will verify the appeal request and adjudges if there is any ground for appeal.

Pertaining to Retention, Suspension or Expulsion

CPD will commence the appeal resolution meeting and deliberate upon the resolution of the appeal request. Finding and recommendation will be submitted to the Principal for endorsement before submitting to the Academic Board for approval.

Pertaining to Non-Award of Certificate or Assessment Result

CPD will commence the appeal resolution meeting and deliberate upon the resolution of the appeal request. Finding and recommendation will be submitted to the Principal for endorsement before submitting to the Examination Board for approval.

COMMUNICATION OF APPEAL OUTCOMES

Appeal resolution outcome is to be communicated within four weeks of appeal request initiation.

APPEAL RESOLUTION OUTCOME AND ESCALATION

CPD will communicates the appeal resolution outcome to the student. CPD will inform the student that the decisions pertaining to the appeal resolution outcome from the Academic Board and/or the Examination Board shall be final.

If the student is dissatisfied with the appeal resolution outcome of the appeal request, the Academic Office advises the student to initiate a Feedback/Complaint Resolution Form for subsequent resolution in accordance to the Dispute Resolution Procedure.

I. Confidentiality and Security Policy

At Birmingham, we regard confidentiality and security of data and information to be of utmost importance.  As such, individuals employed by Birmingham must follow the Confidentiality and Security Policy outlined below:

COMMITMENT
Birmingham is committed to ensure that the staffs and students data (including course assessment materials and results) will be safeguard confidentially. We will limit the data collection to the minimum essential to process required application.

RESPONSIBILITY

Birmingham shall seek the written permission from the students and/or staff before using the data unless requested by government agencies. For example, student’s information in the course application form should only be used for the purpose of course administration and should not be used by Birmingham for course advertisement. The Management shall ensure that all staff does not divulge any of the student’s or / and staff’s information to any unauthorized third party without prior written consent of the concerned student or / and staff.

ASSIGNING ACCESS RIGHT
Access right shall only be granted by The Management to relevant staff that need to utilise the applicable data / information for fulfilling their duly duties. The Management shall ensure that the access right is to be terminated shall the relevant staff does not need to utilise the applicable data / information for fulfilling their duly duties anymore.

COMMUNICATION

The Management shall ensure all staff acknowledge this policy and undersign the Confidentiality and Security Agreement.

CONTINUOUS IMPROVEMENT

We shall review our Confidentiality and Security Policy as part of our continual improvement process.

J. Disciplinary Policy

Birmingham aims to ensure that students are provided with an accessible, safe and inclusive learning environment so that they are able to derive the maximum benefit from their course of study. This policy and procedure will ensure elimination of unfair components such as ignorance.

SCOPE

This policy applies to all students in Birmingham Academy.

CLASSIFICATION

All students must abide to the following conducts. Any contravene will be classified as disciplinary issue.

A. Classroom Conduct

1. 1. Punctuality for all lessons;
   2. No food and drinks (except bottled drinks);
   3. No disruption to the learning of others such as talking, playing, etc;
   4. No audio taping, photography and videotaping;
   5. Adhere to the attendance policy of Birmingham Academy;
   6. Adhere to related agencies’ (such as ICA, CPE, MOM) regulations and policies;

B. Academic Conduct

1. Participate and complete all homework, assignment, etc instructed by the Teacher/Lecturer;
2. Abide to academic calendar for their course;
3. Abide to School’s policies and regulations such as leave application condition;

C. General Conduct

1. Respectful to Teachers, Lecturers and all staffs in the School;
2. No scurrilous, profane, or obscene language;
3. Not to engage in conduct that is racist, sexist, or in other ways discriminatory;
4. No actions that will cause fear and/or harm to people. Actions such as threatening, fighting, rioting, etc;

CONSEQUENCE

Students that contravene the disciplinary policy will result in suspended from the course for a period of at least 6 months or terminated from course.

RIGHT OF APPEAL

Students have the right to appeal to the Principal. Birmingham will act according to the Appeal Policy & Procedure. The school reserves the right to follow the disciplinary policy and procedure.