Vital College (Pty) Ltd, Company Registration Number. 2015/383501/07( “the College”) is registered with the Quality Council for Trades and Occupations (QCTO and various SETA’s to offer Occupational Diplomas and Certificates on the levels 1 to 6 on the National Qualification Framework.
The student agrees that by signing this form or otherwise indicating acceptance thereof online, that a binding Registration Agreement ( ‘the agreement”) comes into existence between the College and the Student, the agreed terms and conditions of which are provided below.
The agreement and any registration to any course or learning programme comes into existence upon acceptance thereof by the student either by signature hereon or by way of an online indication in the appropriate “ I agree” tick box thereof. By so agreeing, the student confirms that they possess a full understanding of all the terms and conditions herein, and willingly accepts all such terms.
 
1. Registration and Acceptance ;
A prospective student applies for admission to the university by completing the prescribed application form and submitting it together with such documents required by the College in accordance with its applicable policies and rules. Acceptance to and continued access to any course, learning programme, campus, lecture room or facility, exam, assessment, award or statement of results is conditional upon

• 1. the student submitting an application for enrolment /enrolment form, together with all the required and requested documentation as directed by the College in which all details adequately provided and are true and correct.
  2. The student paying the minimum required deposit and all fees due as required on or before the date/s stipulated for such payments.
  3. the student satisfying the entrance requirements for a particular course or other requirements as may be determined by the College.
  4. The student abiding by the College rules, Code of Conduct and any reasonable instruction or direction from the College. It is the students responsibility to read and understand the content of the said documents which are available on line and in hard copy.
  5. a registered student receiving a fully or partly funded bursary actively participating the teaching, learning and assessment activities of every module for which such student is registered in order to be deemed to be an enrolled student for subsidy purposes. Sitting for an examination alone does not constitute proof of active enrolment.
  6. The College shall have the right to enroll or not enroll any applicant to any course or learning programme at its discretion.

Non-Refundable Deposit:
A non-refundable application/administrative fee of R250.00 may be required if the enrolment is reliant on a suitability screening and assessment process. In any enrolment where there is no such process no fee is required.

3. Cancellation of Agreement:
In the event that the student wants to cancel this agreement/ contract with the College, the student shall provide within 21 business days (Cooling off period) from the date of registration written notice thereof to the College.
The student will remain liable from the date of registration for any amount owing to the College up until the date of cancellation. A cancellation fee of R1 500 will apply to all successful cancellations.
Should the student wish to cancel his studies after the 21 business days Cooling off period the student will remain liable for the full year’s fees.
In the event where a student stops attending/deserts classes for any reason whatsoever, which includes expulsion, this contract will stay in force and the student will remain liable for the full academic year fees.
The College reserves the right to amend/ cancel the registration of a student in the event of insufficient registrations for a particular course.
The College reserves the right to cede the debt and collection of fees to a Debt Collection Agency. The student will become liable for costs and fees in terms of the Debt Collections Act, 114 of 1998, payable to the Agency.

4. Refund Policy
By having a clear refund policy and procedure in place, institutions can manage withdrawal requests efficiently, ensuring learners understand their rights and the steps involved in receiving refunds. This transparency helps build trust and maintains a positive relationship between learners and the institution.

4.1.Eligibility for Refunds:
Vital College (Pty) Ltd requires those Learners who wish to have a refund to submit a signed letter requesting a refund and stating the reason(s) for the claim. Requests are summarised in a withdrawal and refund record, which becomes part of the review process. Vital College (Pty) Ltd will allow Learners enrolled for a course to withdraw from the course within reasonable time.

Cancellation fee:

If the facilitation is cancelled the following cancellation fee will apply:

• • • Cancellation within one month of the payment date 25%.
    • Cancellation within two weeks of the payment date 50%.
    • Cancellation within one week of the payment date 100%.

Conditions for Refund:

• • • Refunds will only be processed if the learner submits a formal withdrawal request using the official withdrawal form.
    • Refunds will be issued using the original payment method unless otherwise requested.
    • Administrative fees may be deducted from the refund amount.

4.2. Special Circumstances:

• • Medical Emergencies: Learners who withdraw due to medical reasons must provide a medical certificate. A full or partial refund will be considered based on the timing of the withdrawal at the discretion of the College.
  • Personal Hardships: Learners facing significant personal hardships can apply for a refund by providing supporting documentation. Each case will be reviewed individually. A full or partial refund will be considered based on the timing of the withdrawal at the discretion of the College.

4.3. Non-Refundable Fees:

• • Application administration fees and any registration fees are non-refundable.

Costs for materials, uniforms, and other supplies are non-refundable once issued to the learner.
 
5. Fees:

International applicants must be in possession of, and produce, a valid passport, valid study permit, and proof of residence.
International students will be obliged to pay a minimum of 50% of the course fee prior to acceptance of the student’s application & completion of registration.

• • By his/her signature hereto, the student/parent/guardian chooses the residential address of the student on page 1 of this enrolment contract to be his/her domicilium citandi et executandi
  • By his/her signature hereto, the student/parent/guardian consents to the jurisdiction of the Magistrate’s court having jurisdiction over his/her person in respect of any action or proceedings which may be brought against him/her by the College under or arising from this contract even if the amount in issue would otherwise exceed the jurisdiction of such court. Notwithstanding such consent, the College shall be entitled to bring proceedings in any other court of competent jurisdiction without penalty as to the issue of costs.
  • In the event that either party breaches this contract, the defaulting party shall be liable for any attorney and own client costs, including collecting commission, which may be incurred by the other party
  • In terms of the Consumer Protection Act, 2008 (Act No. 68 of 2008) this enrolment form does not constitute a fixed term contract.
  • In the event of the account being in default, the person signing this agreement hereby consents to the College divulging the personal information contained herein to any 3rd party for the recovery thereof for the outstanding debt. This information that any 3rd party may be privileged to may explicitly be used only to aid in the recovery of the outstanding debt.
  • The Student hereby cedes and assigns to the College any existing, future or contingent copyright or any other intellectual property right that may arise from any incomplete or completed work, including, without limitation, any creative output, any paper, article, assignment, dissertation, thesis or minor-dissertation, that may in any way whatsoever have originated or originate from any study or research project the Student may have undertaken or have launched or may undertake or launch at the College, irrespective of whether such work has been or may be accepted for examination, in accordance with national legislation and the College’s policy related to intellectual property.
  • Student fees are payable as per the payment options communicated by the College and no deviations shall be made.
  • Under no circumstances may Student fees be paid cash to any staff member or office bearer of the college.
  • The student or any individual who makes payment on behalf of the student, shall retain the proof of payment made to the College.
  • The onus vests with the student/payer to retain copies of all receipts for the duration of his/her study and must be produced in the event of any disputes.

Students who request for the following will incur an additional cost as follows:
Statement of results: R100

5.1 All payment plan instalments are due on the 1st of each month and the final payment should be made according to the selected payment plan.

• • • Defaults: In the event of a student defaulting on payment of fees, the College reserves the right to:
    • Suspend the students access to any course, learning programme, campus, lecture room or facility, exam, assessment, award or statement of results
    • Withhold the Student’s assessment results;
    • Withhold the qualification certificate and academic transcript of a graduating Student, and refuse the student participation in the College graduation ceremony;
    • Refuse to register a student for any further modules or courses;
    • Recover all outstanding amounts from the student, as per this Registration Agreement
    • In the event of a student defaulting on payment of fees on a year module, the College reserves the right to cancel the student’s registration and exclude the student from access to the College’s premises and systems during the academic year, unless the student has entered into a formal, approved payment arrangement with the College.
    • In the unfortunate event of the student becoming incapacitated or otherwise unable to continue their studies with the College, or the student passing away, the student, his/her estate, and/or Co-principal Debtor may become entitled, subject to the sole discretion of the College, to a pro-rata refund of tuition fees already paid in the proportions paid by different parties. This shall be determined at the discretion of the College.
    • No reduction in fees or refund will be applicable where Students do not attend class, or otherwise do not take part in the prescribed learning activities of the institution or are suspended for a period of time.
    • Failure to pay any single instalment timeously shall result in the student’s payment plan being automatically extended to the next available longer dated payment plan. If the student is already on the maximum period payment plan, then the full balance due for the academic period will become immediately due and payable
    • The Student and the Account Payer for payment confirm that the information disclosed in this agreement is true and correct and it shall be a material breach of this agreement if the information is found out to be fraudulent, untrue or incorrect.
    • The Student and the Account Payer for payment undertake to notify the College in writing of any changes to their personal information.
    • The student and/or Account Payer consents to us obtaining, using and disclosing their personal information to an attorney or debt collection agency
    • Refunds will only be processed according to the College Refund Policy and the Student must make a formal application in writing providing a detailed explanation for the refund. In addition to the College Refund Policy, the refund will only be payable within 28 working days from date of request. The College reserves the right to withhold any refunds until a student completes his/her final year of studies.
    • Should a student drop out, the deposit and any other fees paid will be forfeited, in addition, the student will be liable for all remaining fees for that academic year. Any refunds that is due to a student must be claimed within 6 months of the date of last payment.

6. POPIA:
Vital College/Enpower Training, is committed to respecting and protecting the privacy rights of all its clients, customers and students as required in terms of the provisions of the Protection of Personal Information Act of 2013 (‘POPIA’ or ‘the Act’). In order to process your application/enrolment , we require you to provide us with your application information, identity details, academic records, qualifications and other related personal information as defined by POPIA. You hereby confirm that you have disclosed valid, up to date and accurate information and records in your application. Your information will be kept in our data base as per our retention policy and only be utlised for academic and related purposes.

The College respects the right to privacy and will only process your personal information for the following purposes:

• • Delivering academic services (including but not limited to: administering Student and prospective Student admissions, enrolment, registration, education, engagement, and validation of qualifications);
  • Providing information on additional academic service offerings;
  • Fee payment or collection;
  • Any additional purposes to which you consent; and
  • As otherwise required by law.
    By accepting this privacy notice, you give consent that the College and its approved representatives may:
  • Process your personal information for the purposes stated above as well as any other directly related purposes, including cloud storage of your information outside the RSA;
  • Obtain information concerning your academic certificate and/ or transcript from any school, university or other educational institution previously attended and use it to validate your qualifications;
  • Share your personal information with qualification verification agencies, who in turn may enter your qualification information into the National Learners’ Records Database;
  • Share your personal information with third party service providers engaged by the College for the purposes listed above;
  • Contact you with information about additional academic service offerings with the option to opt out of further similar correspondence;
  • Process as confidential information any health information provided by you for the purpose of accommodating disability or sick leave;
  • Process your personal information as needed to meet security requirements, and the requirements of government, professional bodies and other regulatory authorities; and
  • In the event of any reorganisation, merger, or acquisition of the College, your personal information may be transferred as part of the transaction to the acquirer, whether inside or outside the RSA.
    In addition – If successfully admitted as a student of a corporate account:
  • You consent to the College receiving your personal information necessary for the application and registration process from your employer.
  • All applicants – By accepting this privacy notice you also make the following declaration:
  • I hereby certify that I will provide information that is correct and complete. I understand that false or incomplete information will invalidate this application.
  • Signature denotes acceptance of the College privacy policy and declaration

POPIA Declaration:

By signing this agreement/application I have confirm my agreement to the terms herein and give the Colleges the authority to receive, store process and utilize these for academic and related purposes. This consent will remain valid until such time as I have issued written instructions from you requesting, subject to any applicable law and where appropriate, the correction, updating or deletion of my personal information held by the Colleges.

 
7. Declaration of Correctness:
I hereby declare that the information I have provided /will provide in my application and this agreement herein shall be/ is true and correct. I accept that any dishonesty herein may result in the rejection/termination of this enrolment without notice.
 
8. Code of Conduct and College Rules :

The student accepts responsibility for reading , understanding and abiding by the College Code of Conduct, Appeals/Grievance procedure and Class Room etiquette rules. These are available as hard copies on registration/enrolment as well as online to all students and also as part of each learning programme, and it is the students responsibility to acquire and access these. The student is encouraged to request clarification on any aspect of these documents via direct communication with the Student Support department. The failure to abide by any code of conduct or rule may result in suspension of enrolment, expulsion, or other sanction as determined by relevant rule or the Academic Coordinating Manager. Students suspended or expelled in terms of the College rules or decisions will not be entitled to any refunds of any fees already paid to the College.
Fees: The College has the right to suspend the student’s access to the College campus, learning programme or any assessment or statement of results where any amount due to it is in arrears until the account is paid up to date. The student will not be entitled to the refund of any fees already paid due to such suspension. Any registration or administration fee paid shall be non-refundable.

Termination of Studies: A student who withdraws from any studies for any reason after enrolment will not be entitled to the refund of any fees already paid towards those studies. The College shall not be required to refund any fees already paid in the event of the Student being expelled or suspended from studies for any valid reason.

9 Waiver and indemnity:

9.1. Assumption of Risk
The applicant /student acknowledges and understands that participation in or attendance of any learning programme/onsite lesson at or upon the premises of the training provider may involve certain risks, including, but not limited to, physical injury, property damage, or other unforeseen hazards. The applicant /student by signing this document confirms that he/she voluntarily assumes all risks associated with the entry into, participation or attendance at any learning programme/onsite lesson at the premises of the training provider including risks that may not be immediately apparent.

9.2. Waiver and Release of Liability
In consideration of being allowed to participate or attend any learning programme/onsite lesson at or upon the premises of the training provider the applicant /student hereby waives, releases, and discharges the Training provider Institution, its officers, employees, agents, contractors, other students and representatives from any and all claims, demands, actions, or liabilities, including personal injury, death, property damage, or other loss, arising out of or related to the applicant /student’s participation or attendance at any learning programme/on-site lesson at or upon the premises of the training provider, howsoever and by whomsoever caused, including if caused by the negligence of any party.

9.3. Indemnification
The applicant /student including his/her estate agrees to indemnify and hold harmless the training provider institution and its officers, employees, contractors, agents, and representatives from any and all claims, demands, causes of action, or liabilities, including legal fees, arising out of or related to the applicant /student’s participation or attendance at any learning programme/onsite lesson at or upon the premises of the training provider.

10. Rules for your portfolio of evidence :
Students agree to abide by the following rules and directions:

• • Portfolio Evidence : Your learning documents and evidence will be contained in a portfolio of evidence (POE). There are several rules and guidelines for the POE and the process concerning it;

• • Submitted work must be AUTHENTIC. In order to validate your evidence please ensure that you sign the authenticity declarations and any other page/section/insert where this is required.
  • Written submissions must be in black pen.
  • Fillable and other PDF submissions can have additional pages attached to them in which information is manually written in if this is needed. Each page of these submission need to have your name on it and signed in full.
  • Where you are submitting fillable PDF documents as part of any submission you must ensure that where required there is an electronic signature attached and the authenticity declaration on each page attached thereto is also signed. The training provider may still require that you forward a scanned copy of the authenticity signature page .
  • Any evidence submitted in pencil will NOT be marked.
  • You may not use ‘Tippex’ or any other correction fluid. Either cross your mistakes out or redo them.
  • If you use extracts from external sources, you must ensure that these are correctly referenced. Extracts from external sources can only make up 20% of any answer. You must still explain and expand on the extract to prove that YOU understand what is being discussed and it is not just a copy and paste .
  • Your POE remains the property of the training provider, is retained by us the training provider and cannot be supplied to you. The training provider can maintain, use or dispose of the POE as it sees fit.
  • You are required to submit items for inclusion therein as requested by the training provider. You may only request a copy of a FINALISED POE after the finalisation of the programme. A charge will apply. The training provider retains the right not to supply any student with a copy of a POE at its
  • It is your responsibility to make a copy of all your submissions prior to submitting it for the POE and assessment.
  • Deadlines and time frames :You must where indicated adhere to any time frame or deadline which the training provider provides.
  • Practical Modules – Occupational Certificates require you to undergo practical tuition in a class-based manner. Due to the curriculum requirements, these are non-negotiable. You will be informed where and when class-based tuition is required, and you are obliged to attend these in order to maximise your chances of being successful.
  • Workplace Experience required: Occupational Certificates require extensive practical and workplace exposure. Learners are solely responsible for arranging their own acceptable and relevant workplace experience portion of the occupational training programme – unless we indicate otherwise. Student support can advise you in this regard.
  • Original work : Disciplinary action will be taken against learners who copy from each other or copy directly from external sources such as the Internet, ChatGPT, other AI, training notes, textbooks, etc. You may not submit work that is identical to other learners as this is not valid or authentic. In this instance you will not have the opportunity to resubmit evidence.
  • Remedial Actions: In the event of being found ‘Not Yet Competent’ you will be given a maximum of two opportunities for remediation or to top up your evidence. Furthermore if your Assessor/facilitator feels there are gaps he/she may send indicate this in the remedial plan and also possibly request additional information.
  • Final Summative Exams : The Summative exams are not set and conducted by the training provider. There may be additional costs involved in these final exams, unless you have been explicitly informed that your tuition fee includes this cost. You will be advised of this in time. Learners are solely responsible for attending their final summative integrated assessment (exam) at the given time and venue.
  • The Training Provider and its certification partners cannot/will not be held responsible for delays in issuing of National or Occupational Certificates from the relevant ETQA or the QCTO as this is beyond our scope of involvement.

11. Appeals process
Learners are entitled to constructively challenge their assessment results as long as it is in writing on the prescribed form and lodged in accordance with the process below. A Learner may at any stage of the training and assessment process, raise a grievance or appeal directly with the Assessor/Facilitator. Should the facilitator or Assessor be unable to resolve the matter to the satisfaction of all parties then it may be addressed to and the Academic Coordinating Manager.

If a Learner does raise a grievance or an appeal, the appeals procedure is followed as outlined below:

• • A Learner has the right to appeal under the following circumstances

• • The formal assessment procedures were not followed correctly before or during any assessment.
  • All evidence presented or submitted was not assessed or properly considered during the assessment.
  • The Assessor did not assess or assess properly according to the internal assessment criteria, outcomes, performance criteria and range statement as stipulated in the unit standard or Module’s Internal assessment criteria.
  • All the range items were not available for assessment.
  • In the event of any other material and relevant oversight/inconsistency/irregularity which may materially and negatively affect the assessment process.
  • A Learner bringing an appeal will lodge such an appeal with the Assessor and /or the Internal Moderator within 2 days of the assessment feedback session. The learner must provide full reasons for, explanations and evidence of his or her claim that will clearly support the appeal.
  • Any such appeal must be submitted on a signed form “Learner’s Notice of Assessment Appeal” which is available on request and online.
  • Should the internal Moderator re-affirm the Assessor’ decision or reject the learners appeal, the Learner may then appeal to the Academic Coordinating Manager within 2 days after the initial Moderator’s appeal feedback session. The Academic Coordinating Manager’s consideration, recommendation and decision will be final. Should the Academic Coordinating Manager re-affirm the Assessors’ decision, the cost for re-evaluation will be borne by the Learner. Should the Academic Coordinating Manager decision differ from the Assessor’s decision, the Assessor or Training Provider will be liable for the cost of the re-evaluation.
  • If the Learner wishes to lodge any other matter for any reason other than those listed above, it shall be considered a grievance and the grievance procedure will be followed. This entails that a written grievance is forwarded directly to Student Support and considered by the Academic Coordinating Manager. The same form as mentioned above may be used. The latter shall make a finding and recommendation on the matter and this shall be considered as final and binding.

12. Parent/guardian/fee payer (co-principal debtor) (If applicable)
The Co-principal Debtor hereby bind(s) themselves to the College, jointly and severally with the student and/or other Co-principal Debtors where applicable, for the payment of all fees and other charges due by them to the College in terms of this Registration Agreement.
The Co-principal Debtor agrees that the College may recover, at its discretion and in no specific order of preference, such monies in full from either the Student or the Co-principal debtor(s), or in part from both/all the aforementioned parties.

This Registration Agreement can only be cancelled or withdrawn with the College’s written permission.

The Co-principal Debtor agrees to the jurisdiction of the Magistrate’s Court, in respect of any legal proceedings that may be instituted arising from or in respect of this Registration Agreement, notwithstanding the fact that the amount in dispute may exceed the jurisdiction of the Magistrate’s Court and select as their domicilium citande et executandi for all purposes the address indicated below.

By completing and submitting the Registration Agreement, the Co-principal Debtor authorises the College to access any information available to assess his/ her application, and also gives the College permission to conduct a credit check with any National Credit Regulator (NCR) registered credit bureau or third party.
To administer the application, it is necessary for the College to process some of the Co-principal Debtor’s personal information, including but not necessarily limited to: Identifying information, biometric information, consumer credit information, contact information (including address), demographic details, and employment details where applicable and in some cases, supporting documentation. Provided that there is no unfair discrimination on the grounds of race, gender, sex, marital status, ethnic or social origin, colour, sexual orientation, age, language or birth, information pertaining thereto may be processed.

The College respects the right to privacy and will only process the Co-principal Debtor’s personal information for the following purposes:

• • fee payment or collection;
  • any additional purposes to which the Co-principal Debtor consents; and
  • as otherwise required by law.

By accepting this privacy notice, the Co-principal Debtor consents that the College and its approved representatives may;

• • Process the Co-principal Debtor’s personal information for the purposes stated above as well as any other directly related purposes, including cloud storage of your information outside the RSA;
  • In the event of any reorganisation, merger, or acquisition of the College, the Co-principal Debtor’s personal information may be transferred as part of the transaction to the acquirer, whether inside or outside the RSA.

The College is not responsible for any loss or damage to clothing or any personal property of the student although reasonable pre-cautions will be taken regarding them.

13. Right to amend or vary or cancel courses or learning programmes:
It is agreed that the College shall have the right to vary, alter, amend any course or learning programme implementation plan, including the dates for any assessment or examination with reasonable notice given to the student.
The College shall have the right to cancel any course for which payment has been received in the following circumstances:

13.1 Failure to meet a reasonable student number for the course,

13.2 Any operational necessity.

In all such cases the student shall be entitled to a full refund of all fees paid towards that particular course or learning programme.