Class Cancellations Policy
Refunds - student cancellation:
Vulcana does not issue refunds on classes except in exceptional circumstances. If a student believes their circumstances are exceptional, either the student or representative of the student (eg family member or guardian if student is under 18 years) if the student is unable to make contact, must contact the workshops coordinator as soon as practical but no more than 6 weeks after classes have been missed.
Refunds apply from the date the student or representative notifies Vulcana, except in the instance where a medical certificate can be provided. Medical Certificates are able to be back dated to include any classes already missed due to medical reasons. In this case, credit applies from the date of the first class missed that is covered by the medical certificate.
The follow administration fees apply to all refunds:
- 10% admin fee for medical reasons preventing class attendance. Medical certificate required
- 20% admin for non-medical reasons or if a medical certificate cannot be provided.
Partial refunds apply if a course is partially used.
Refunds - Vulcana cancellation:
If Vulcana is required to cancel a course (for various reasons including, but not limited to, low enrolments, weather conditions, change of venue availability, etc) the student is entitled to a full refund of course or part thereof which was cancelled, if a suitable alternative cannot be arranged (transfer to another class, rescheduled dates, etc).
Partial refunds apply if only part of the course is cancelled.
Class credit can also be issued and are valid for 12 months from the start date of cancelled course.
No administration fees apply in this circumstance.
Class Credits Policy
Class credits may apply in cases where a refund is not granted.
Students – medical certificate:
If a student is unable to attend their course due to medical reasons and are able to provide a medical certificate then a pro rata class credit can be issued for 12 months from the date of the medical certificate. Credit not used in this period will be forfeited.
Medical Certificates are able to be back dated to include any classes already missed due to the medical reason. In this case, credit applies from the date of the first class missed that is covered by the medical certificate.
An admin fee of 10% applies.
Students – non medical and/or no medical certificate:
Students can be granted pro rata class credit from the date they notify the office they are unable to attend. This credit is transferable to the following term only (EG transfer from term 2 to term 3). Maximum period is 3 months in most cases, except from transfers from term 4 to term 1 (due to the extended break). Credit not used in this period will be forfeited.
An admin fee of 20% applies.
Vulcana Kids & Teens
Students who miss a Vulcana Kids & Teens classes may be able to do a make up in another class. Please contact the Workshops Coordinator to discuss.
Students enrolled in Vulcademy classes are able to attend a makeup class for a missed class, provided it is taken in the same term as enrolled (eg a class missed in term 2 must be made up in term 2).
Exceptions to this may apply, for instance, when the last class of term is missed or a student is attending multiple courses and is therefore unable to attend a makeup class in the same term. In this instance, students must use there make up class in the following term and must also be enrolled in at least one course (eg a makeup class from term 2 can be used in term 3 provided the student is enrolled in a course in term 3).
Students must contact the workshops coordinator to discuss as close to the missed class as possible.
Classes not used, according to the above terms, will be forfeited.
Students doing make up classes must attend a class which is relevant to the course they are enrolled in. It also must not exceed the skill level of the student, IE an intermediate student can attend a beginner or intermediate level class relevant to their course, but cannot attend an advanced level course (unless previously discussed with the workshops coordinator that this course is suitable for the student).
Make up classes cannot be used for masterclasses, private lessons or special courses. Course must meet minimum number of paid enrolments for course to proceed.
If more than 3 make up classes are taken throughout term (unless previously discussed with the workshops coordinator) then this may fall into class credit instead.
No admin fee currently applies to make up classes unless they are issued as class credit.