Outlining student financial responsibilities, withdrawal procedures, refund requirements, and the impact of academic withdrawal on OSAP funding and enrolment status.
Important Notice
Applying for or awaiting OSAP funding does not postpone or eliminate a student’s responsibility to pay tuition and mandatory fees. Students are responsible for ensuring that all program fees are paid when due. Failure to maintain payment obligations may result in administrative withdrawal from the program in accordance with College policy.
1. Withdrawal by the College
It is the student’s responsibility to inform the Institute in writing when they cannot attend classes or complete the program. The college will promptly notify the Ministry if the student has not been, is not or will not be able to attend or participate in their Approved Program of Study.
Such actions may result in the withdrawal of funding, making the student ineligible for further financial assistance. Furthermore, any unused portion of the funding will be returned to the funding agency should a student’s performance be deemed unsatisfactory or if they cease full-time attendance.
Impact on Student Funding
Withdrawal due to absences or failure to meet the active participation requirement in the program of study may result in an overpayment, as it may affect:
The amount of funding the student is entitled to.
The total amount to be repaid.
The time during which the student will have the loan in interest-free status.
Additionally, this situation may affect the approval of future funding applications and result in a grant-to-loan conversion.
Student Responsibility for Tuition and Fees
Students are solely responsible for the timely payment of all tuition, compulsory fees, and any other applicable charges associated with their program of study, irrespective of the status, approval, amount, or timing of any Ontario Student Assistance Program (OSAP) application or funding.
Approval, assessment, and disbursement of OSAP funding are determined exclusively by the Government of Ontario, the National Student Loans Service Centre (NSLSC), and/or any other authorities involved. Beta College of Business and Technology has no authority over, and cannot guarantee, the approval, amount, or release date of OSAP funding. Accordingly, any delay, reduction, suspension, or denial of OSAP funding does not relieve a student of their financial obligations to the College.
Students are expected to ensure that all tuition and compulsory fees are paid by the applicable due dates in accordance with their Enrolment Contract, the College’s published fee schedule, and any approved payment arrangements.
Outstanding Tuition or Mandatory Fees
Where tuition or mandatory fees remain outstanding, the College reserves the right to:
Require immediate payment of all outstanding balances.
Request a tuition deposit or interim payment for any term or semester while OSAP funding or other financial assistance remains pending.
Suspend or restrict access to academic or administrative services, learning platforms, examinations, academic records, or other College services where permitted by applicable legislation and College policy.
Place the student’s academic or administrative file on hold until outstanding financial obligations have been satisfied.
Administratively withdraw the student from the program after providing written notice and a reasonable opportunity to resolve the outstanding balance or make satisfactory payment arrangements.
Student OSAP Obligations
Students are responsible for monitoring the status of their OSAP application, responding promptly to any requests for additional documentation, and ensuring that all information submitted to OSAP remains accurate, complete, and current throughout their period of study.
Verification of Approved Fees:
The official tuition and compulsory program fees approved for Beta College are published by the Ministry through the Private Career Colleges Information portal. Students are encouraged to verify the applicable fees by searching for “BETA College” on the Ministry’s website before enrolment and throughout their studies to remain informed of their financial obligations.
Failure to meet the College’s payment requirements
may result in administrative action, including suspension of services, administrative withdrawal from the program, and any other action permitted under the student’s Enrolment Contract, the Ontario Career Colleges Act, 2005, its regulations, and applicable College policies.
Date of Withdrawal (DOW) & Refunds
The Date of Withdrawal (DOW) is the date on which Beta College of Business and Technology terminates the agreement, and the individual is no longer considered a student at the Institute.
Beta College of Business and Technology will process the refund, as required, within 30 days of the withdrawal.
For OSAP-designated students, such a refund will be paid to the National Student Loans Service Centre within 30 days of the withdrawal’s effective date.
Withdrawal / Funding / Compliance
Policy Guidelines & Procedures
Reasons for Formal Withdrawal
The DOW is recorded when the formal withdrawal process is completed by the student or initiated by the administration due to reasons including, but not limited to:
Failure to meet the active participation requirement of full-time attendance for a minimum of 20 hours per week for 4 weeks (28 consecutive days).
Failure to attend classes for 4 weeks (28 consecutive days).
Failure to attend classes during the first 14 days of the program commencement without providing written notice.
Failure to adhere to the satisfactory academic standing requirement, progress through the Program Plan, and successfully complete all assessments.
Notifying the Institute in writing of a decision to withdraw from studies.
Withdrawal due to the Expulsion Policy.
Leave of Absence (LOA) Policy
A leave of absence is not permitted under OSAP.
If a student chooses to take a LOA for a semester, the Ministry will be notified that the student is no longer a full-time student.
A student would have to withdraw after 28 consecutive days of absence, regardless of reason, for failure to meet the Ministry’s active participation policy.
2. Withdrawal due to Student's Wish
The college’s policy on withdrawals and refunds adheres strictly to the requirements of the province of Ontario. Students wishing to withdraw from their program must:
Meet with the Admissions Representative or the Director of the college.
Submit a letter of withdrawal, delivered via email or by registered or regular mail to the college.
Official Notice & Non-Attendance
The submitted letter is your Official Notice of Withdrawal.
The program withdrawal date will be the date the letter is received by our office, not the date the letter is sent.
Non-attendance does not constitute Notice of Withdrawal. A student is responsible for all charges up to the time that the school receives an Official Notice of Withdrawal.
Refund Calculations
The refund policy is outlined in the student contract (s. 24-35 of Reg 415/06) and follows the guidelines of the province of Ontario.
A refund calculation will be processed after receipt of the student’s official notice of withdrawal, or when the college notifies the student regarding their nonattendance and completes the withdrawal process.
All refunds are calculated in accordance with s.24-35 of Reg 415/06, which provides specific policies on fee retention and refund payments.
OSAP Post-Withdrawal Procedures
In Ontario, refund cheques must be issued to the National Student Loans Service Centre (NSLSC) within 30 days of the withdrawal’s effective date.
Specific to OSAP students, a Student Activity Update Form (SAUF) must also be completed and sent to OSAP (or designate) within 30 days of the effective date of the notification.
A statement of charges will be issued to the student.
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