1. Purpose

This policy outlines how fees are set, collected, and managed for services and ako (learning programmes) delivered by Te Ataarangi ki Te Tauihu o Te Waka-a-Māui Incorporated. As a kaupapa Māori organisation, we are committed to transparency, fairness, and manaakitanga in all our interactions with students (learners) and whānau. This policy aligns with relevant Aotearoa/New Zealand legislation including:

• Education and Training Act 2020
• Consumer Guarantees Act 1993
• Fair Trading Act 1986
• Privacy Act 2020
• Incorporated Societies Act 2022

2. Scope

This policy applies to all adult learners (18+), whānau, members, and participants engaging with the services, wānanga, courses, or events offered by Te Ataarangi ki Te Tauihu o Te Waka-a-Māui Incorporated.

3. Required Payments

Fees may apply to the following areas:

Service / Activity	Fee Amount (incl. GST)	Frequency
Membership	$ 5.00	Annual
Short Courses / Workshops	$ as advertised	Per course
Ongoing Programmes	$ as advertised	Annual
Special Events or Field Trips	Varies	As advertised

Note: All advertised fees include GST where applicable.

4. Payment Conditions

4.1 Due Dates

• All course and programme fees are payable upon receipt of invoice, unless alternative arrangements are agreed upon.
• Special events or workshop fees are payable upon receipt of invoice, unless alternative arrangements are agreed upon.

4.2 Payment Methods

• Internet banking
• Credit/debit card (online)
• Cash (by prior arrangement)

4.3 Receipts

Receipts for all payments can be issued upon request.

5. Refund and Withdrawal Policy

5.1 student Withdrawals

If a student withdraws from a course:

• Full refund minus admin fee of 20% if withdrawal is received in writing 10 working days or more before the course start date.
• 50% refund minus admin fee of 20% if notice is received less than 10 working days before the course start date.
• No refund if withdrawal occurs after the course has started, unless under exceptional circumstances (e.g., bereavement, serious illness).

5.2 Cancellation by Organisation

If Te Ataarangi ki Te Tauihu o te Waka-a-Māui cancels a course or event:

• Participants will be offered a full refund, or
• Option to transfer to another course
  

6. Exemptions and Reductions

We recognise that financial hardship should not be a barrier to learning. We offer the following:

• Hardship support: A student can apply for fee waivers or reductions by completing a simple form and, where possible, providing supporting information.
• Sponsored placements: Available through funders, iwi partners, or social service agencies.
• Priority groups: Reduced fees may apply for:
  • Kaumātua
  • Rangatahi (under 25)
  • Beneficiaries and low-income whānau
  • Volunteers supporting kaupapa

Applications must be made before the payment due date. All information will be held confidentially.

7. Non-Payment Consequences

If fees are not paid by the agreed date:

• Access to the course or event may be suspended
• Payment reminders will be sent respectfully
• If unresolved, the matter may be referred to a debt recovery agency as a last resort, in line with legal requirements

We will always seek to resolve issues (face-to-face, including telephone, video chat) first, upholding mana on all sides.

8. Disputes and Concerns

student may raise concerns about fees or refunds by contacting Pouwhakahaere Matua within 10 working days. Issues will be handled with integrity, care, and in line with our Complaints Policy and Procedure

9. Policy Review

This policy will be reviewed every two years or as required by changes in legislation.

10. Contact Information

For all enquiries related to fees, please contact:

Te Ataarangi ki Te Tauihu o Te Waka-a-Māui Incorporated

Phone 0800 837 366 

Email: manager@tereomaori.org

Website: https://www.tereomaori.org

____________________________________________________________________________

Fees Procedure

 Organisation Name:Te Ataarangi ki Te Tauihu o Te Waka-a-Māui Incorporated
Effective Date: 30 Sept 2025
Review Date: 30 Sept 2027

1. Purpose

This procedure outlines the step-by-step actions to implement the Fees Policy. It ensures all fee-related processes uphold manaakitanga, transparency, and legal compliance.

2. Responsibilities

Role	Responsibility
Accounts	Oversee collection, reconciliation, and reporting of all payments
Registrations	Provide accurate fee information and support students with payment and withdrawal
Tutors	Communicate course-related costs to students and direct them to support if needed. Communicate withdrawals to Registrations
Students	Responsible for understanding, paying, or seeking assistance with fees

3. Fee Communication Process

Step 1: Prior to Enrolment

• All course or service listings must clearly state:
  • Full fee amount (incl. GST)
  • Link or copy of the Fees Policy and Procedure
  • Available supports for hardship

Step 2: On Enrolment

• Provide each student with:
  • Confirmation of enrolment 
  • Invoice with payment details
  • Payment options

• Offer support if clarification is needed

4. Payment Collection Process

Step 1: Issue Invoice

• Prepare invoice with:
  • student name
  • Course or programme name
  • Total amount due
  • Due date
  • Payment options (internet banking, creditcard, cash)

Step 2: Accept Payment

• Accept payment via approved methods
• Update learner’s record
• Receipts for payment can be issued upon request.

Step 3: Monitor Payments

• Weekly check by Accounts for unpaid fees
• Follow up with gentle reminders (phone/email/text)
• Log all communications

5. Hardship or Exemption Applications

Step 1: Application Process

• Provide an exemption or hardship application form (paper or online)
• Ensure confidentiality and non-judgemental support
• Kaimahi may assist student in completing the form

Step 2: Review and Decision

• Reviewed by designated team within 5 working days
• Consider circumstances, funding availability, and fairness
• Notify applicant with decision in writing

6. Withdrawal and Refund Process

Step 1: Withdrawal Request

• Must be made in writing (email, text, or form)
• Record date received to determine refund eligibility

Step 2: Calculate Refund

• Based on policy:
  • Full refund minus admin fee of 20% (10+ working days before)
  • 50% refund minus admin fee of 20% (<10 working days before)
  • No refund (after start), unless exceptional circumstances

Step 3: Process Refund

• Approved refunds processed within 10 working days
• Refund paid by same method as original payment where possible
• Notify student of outcome and amount

7. Non-Payment and Recovery

Step 1: Reminder Process

• Send two friendly reminders (email/SMS/phone)
• Offer to discuss payment plan or hardship support
• Keep a respectful tone grounded in manaakitanga

Step 2: Restrict Access (if unresolved)

• After reasonable attempts, notify student that:
  • Access to course may be suspended
  • Certificates may be withheld

Step 3: Escalate (last resort)

• If unresolved, refer to external debt recovery only:
  • After final written notice
  • In compliance with Privacy Act
  • With appropriate internal approval

8. Disputes and Complaints

Step 1: Receive Complaint

• Acknowledge within 5 working days
• Log complaint formally as per the Complaints Policy and Procedure

Step 2: Investigate

• Reviewed by Pouwhakahaere Matua (not directly involved)
• Aim to resolve within 15 working days
• Offer face-to-face hui if appropriate

Step 3: Respond and Close

• Provide written resolution outcome
• Offer appeal process if not resolved

9. Record Keeping

• All transactions, refunds, hardship applications, and communications are to be:
  • Documented in a secure system
  • Retained for 7 years
  • Kept confidential under the Privacy Act 2020

10. Review and Improvement

• This procedure is reviewed every 2 years or:
  • After major legislative change
  • In response to feedback from whānau or kaimahi

11. Supporting Documents

• Fees Policy and Procedure
• Enrolment Form
• Hardship/Exemption Application Form
• Withdrawal Request Form
• Complaints Policy and Procedure