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MHFA Course Booking, Cancellation and Transfer Terms​

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These terms apply to Mental Health First Aid courses delivered by MindTutors People & Culture Solutions (“MindTutors”). Any course-specific terms shown on the registration page, quotation or booking agreement should be read together with this policy.

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1. Public Course Cancellation and Transfer Policy

Booking confirmation

A place in a public course is confirmed once:

  • Full payment has been received;

  • The participant has provided the required enrolment information; and

  • MindTutors has issued written confirmation of the booking.

Course places are subject to availability and applicable Mental Health First Aid Australia participant limits.

 

Learner resources

The course fee includes the required Learner Access Pass, eLearning module and applicable course materials.

MindTutors purchases and assigns these resources to each participant. Once a Learner Access Pass and eLearning module have been assigned, the associated cost is non-recoverable by MindTutors.

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Cancellation before resources are assigned

If a participant cancels before their Learner Access Pass and eLearning module have been assigned, they may choose:

  • A full refund; or

  • A transfer to another available equivalent course scheduled and delivered by MindTutors

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Cancellation after resources are assigned

If a participant cancels after their Learner Access Pass and eLearning module have been assigned:

  • The participant may request one transfer to another available equivalent MindTutors course within six months of the original course date; or

  • If the participant requests a refund at least five business days before the first live instructor-led session, MindTutors will refund the course fee less the non-recoverable learner resource cost.

Any transferred booking remains subject to course availability, participant eligibility and the validity of the assigned learner resources.

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Late cancellations and non-attendance

If a participant cancels fewer than five business days before the first live instructor-led session, does not attend, or does not complete the required eLearning before the live sessions:

  • A refund will not ordinarily be available for the instructor-led component of the course;

  • MindTutors may offer a transfer to another course at its discretion, subject to availability, applicable MHFA requirements and any reasonable additional costs; and

  • Any non-recoverable learner resource costs will remain payable.

Participants experiencing illness, bereavement or exceptional circumstances are encouraged to contact MindTutors as soon as possible. Requests will be considered reasonably and individually.

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Participant substitutions

A substitute participant may be nominated before learner resources have been assigned.

Once resources have been assigned to an individual participant, substitutions may not be possible. If new learner resources must be purchased for the substitute participant, the additional resource cost will be payable by the person or organisation making the booking.

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Course changes or cancellation by MindTutors

MindTutors may reschedule or cancel a course due to instructor illness, technical disruption or circumstances outside its reasonable control.

If MindTutors cancels a course and cannot provide a suitable alternative, participants may choose:

  • A full refund of the amount paid; or

  • A transfer to another available equivalent course.

Where a course is rescheduled, participants will be offered the new date or an alternative available course. If neither option is reasonably suitable, a refund will be provided.

MindTutors is not responsible for indirect costs incurred by participants, such as lost working time, travel or accommodation expenses, except where required by law.

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2. Private Workplace Booking, Postponement and Cancellation Terms

Booking confirmation

A private workplace course is confirmed once:

  • The organisation accepts the written quotation or booking agreement;

  • Any required deposit or advance payment has been received; and

  • The course dates, delivery format, location and expected participant numbers have been agreed in writing.

The quotation or booking agreement will specify the course fee, payment schedule, participant requirements, inclusions and any organisation-specific terms.

Participant information and final numbers

The organisation must provide accurate participant information and confirm final numbers by the deadline stated in the quotation or booking agreement.

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Additional participants are subject to:

  • MHFA course capacity requirements;

  • Instructor approval;

  • Availability of learner resources; and

  • Payment of the applicable additional participant costs.

If participant numbers decrease after learner resources have been purchased or assigned, the organisation remains responsible for any non-recoverable costs already incurred.

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Postponement requested by the organisation

Requests to postpone a private workplace course must be made in writing as early as possible.

Where reasonable notice is provided, MindTutors will work with the organisation to identify an alternative date. The rescheduled course will be subject to instructor availability and should ordinarily occur within three months of the original date.

The organisation remains responsible for:

  • Learner resources already purchased or assigned;

  • Venue, travel, accommodation or supplier costs that cannot be recovered;

  • Any additional costs caused by the postponement; and

  • Any reasonable cancellation or rescheduling charges specified in the accepted quotation or booking agreement.

Postponement requests received close to the delivery date may be treated as a cancellation where MindTutors cannot reasonably reschedule the committed instructor time or recover the associated costs.

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Cancellation requested by the organisation

If an organisation cancels a private workplace course, MindTutors will provide a refund of amounts paid, less:

  • Learner resources already purchased or assigned;

  • Non-refundable venue, travel, accommodation or supplier costs;

  • Work already completed specifically for the engagement;

  • Instructor time that cannot reasonably be reallocated; and

  • Any reasonable cancellation charge disclosed in the accepted quotation or booking agreement.

Cancellation charges are intended to reflect reasonable costs and losses arising from the cancellation and are not imposed as a penalty.

The specific cancellation timeframes and applicable charges will be stated in the organisation’s quotation or booking agreement.

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Changes or cancellation by MindTutors

If MindTutors must postpone a private workplace course, it will work with the organisation to arrange a suitable replacement date.

If MindTutors cancels the engagement and cannot offer a suitable alternative, the organisation will receive a refund of the course fees paid for services and resources that have not been supplied.

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3. MHFA Refresher Course Terms

Eligibility

MHFA Refresher Courses are intended for current Accredited Mental Health First Aiders.

To be eligible, participants must:

  • Have completed the relevant full MHFA course;

  • Have completed the accreditation assessment;

  • Be within the applicable three-year accreditation period; and

  • Provide a copy of their Certificate of Accreditation before enrolment is finalised.

Participants are responsible for providing complete and accurate eligibility information.

A booking may remain provisional until MindTutors has confirmed the participant’s eligibility.

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Evidence of accreditation

Participants must provide their Certificate of Accreditation by the date requested by MindTutors.

If a participant does not provide evidence of eligibility before learner resources are assigned, MindTutors may:

  • Place the booking on hold;

  • Offer an alternative suitable course; or

  • Cancel the booking and provide a refund.

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Ineligible participants

If a participant is found to be ineligible before refresher resources have been assigned, they may choose:

  • A full refund; or

  • A transfer to an appropriate full MHFA course, with any difference in course fees payable or refundable.

If incorrect or incomplete eligibility information is identified after refresher resources have been assigned, any refund will be reduced by the actual non-recoverable resource costs incurred by MindTutors.

Participation in a Refresher Course does not override Mental Health First Aid Australia’s eligibility, completion or accreditation requirements.

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Assigned materials

Refresher course materials and access resources may be assigned specifically to the registered participant.

Once assigned, these resources may be non-transferable and non-refundable. Any cancellation refund will therefore exclude the actual non-recoverable cost of resources assigned to that participant.

Unused and unassigned resources retained by MindTutors will not be deducted from a participant’s refund.

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Cancellation and transfer

Individual refresher course bookings are subject to the Public Course Cancellation and Transfer Policy.

Private workplace refresher bookings are subject to the Private Workplace Booking, Postponement and Cancellation Terms.

Any transfer remains subject to:

  • Continued participant eligibility;

  • Accreditation timeframes;

  • Resource validity;

  • Course availability; and

  • Mental Health First Aid Australia requirements.

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4. Australian Consumer Law

Nothing in these terms excludes, restricts or modifies any consumer guarantee, right or remedy available under the Australian Consumer Law or any other applicable law that cannot lawfully be excluded, restricted or modified.

Where a course or service does not meet an applicable consumer guarantee, participants and organisations may be entitled to a remedy, which may include resupply of the service, cancellation, a partial or full refund, or compensation, depending on the circumstances.

These terms apply to cancellations or changes initiated by participants or booking organisations and do not limit any rights that arise where MindTutors fails to provide the purchased course or service in accordance with applicable law.

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Contact

Questions about bookings, eligibility, cancellations, transfers or refunds should be directed to:

MindTutors People & Culture Solutions
Email: admin@mindtutors.com.au
Phone: 0418660404
Website: www.mindtutors.com.au

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