The Australasian College for Emergency Medicine (ACEM/the College) requires the payment of fees in relation to the conduct of its various activities. The purpose of this policy is to prescribe the circumstances in which the refund of a relevant fee may be given (either wholly or in part), and whether any such refund is subject to payment of an administration fee.  

 

ACEM/the College

means the Australasian College for Emergency Medicine.

College member

means a person admitted as a member of the College pursuant to the provisions of the ACEM Constitution and associated regulations.

Governing body

means the ACEM Board, the Council of Advocacy, Practice and Partnerships (CAPP), or the Council of Education (COE).

Trainee

an individual enrolled in an ACEM training program and, for the purposes of this policy, undertaking College requirements for the purpose of attaining eligibility for election to Fellowship of the College

 

3.1 Applications for Refund

All applications for a refund of fees paid to the College must be submitted to ACEM in writing on the prescribed form (where applicable) and within the timeframe prescribed by this policy or any other applicable policy or regulation relevant to the fee in question. Such applications must include relevant details as specified on the applicable application form or as required under the applicable policy/regulation.

All applications will be considered on a case-by-case basis.

Late applications

Any person who fails to submit an application for a refund within the specified timeframe will not be eligible for any refund unless they can demonstrate, to the satisfaction of the College:

(a)           that exceptional circumstances prevented them from meeting the specified timeframe, or

(b)           that they are enduring financial hardship.

Refer to section 3.5 of this policy for further information.

3.2 Administration Fee

An administration fee (the amount of which is determined by the Board) will be deducted from the amount that is to be refunded, except where this policy allows the administration fee to be waived.

3.3 Manner of making Refund

(a)      A refund will only be made to the same person or party from whom the payment was received.

(b)      All refunds will be made in Australian dollars.

(c)      If the original payment was made by credit card, the relevant amount will be refunded to that same credit card, provided that the refund was approved no later than three (3) months after the initial payment.  In all other cases, all refunds will be processed by direct electronic funds transfer (EFT), except where transference of the fee is permitted by this policy.

(d)      Where an error has been made by ACEM that results in a person making an overpayment, ACEM will endeavour to refund the full amount of the overpayment within two (2) business days of becoming aware of the overpayment.  All other approved refunds will be paid, or any approved transference of fees effected, within 28 days of the date the request for a refund is approved.

3.4 Transference of Fees

Where an application for refund has been approved, the individual may receive a direct refund of the amount in question.  The refund amount may not be transferred towards payment of any other fee owed or owing to the College in lieu of a refund, except where specifically allowed by this policy.

3.5 Exceptional Circumstances / Financial Hardship

Where exceptional circumstances or financial hardship can be demonstrated to the satisfaction of the College, a person who makes a late application for a refund (i.e., outside the specified timeframe) may be permitted a refund of the fee in question (in full or pro-rata) and/or a waiver of the administration fee.

Exceptional circumstances

The following sections of the ACEM Exceptional Circumstances and Special Consideration Policy apply also to the operation of this policy:

1. • Clause 3 – Exceptional Circumstances
   • Clause 3.1 – Grounds for Exceptional Circumstances, and
   • Clause 3.2 – Circumstances that do not constitute grounds for special consideration.
     
     

4. Eligibility for Refund

Subject to section 3 of this policy, a refund of payment of specified fees is available to the extent allowed by this section 4.

4.1 FACEM Training Program Fees

(a) Selection Application Fee

Payment of the selection into training fee is non-refundable.

(b) Trainee Entrance Registration Fee

Payment of the trainee entrance registration fee may be refunded to a person who withdraws an application for enrolment in the FACEM Training Program, provided that:

2. • The College is notified in writing of the withdrawal of the application, and
   • The notification of withdrawal reaches the College prior to the start of the medical training year that they are commencing.

Waiver of administration fee:  The administration fee will be waived where notification is received within the prescribed timeframe(s).

Transference of fee: In lieu of a refund, the trainee entrance registration fee may be transferred towards payment of the program fee for the ACEM Associateship in Foundational, Intermediate or Advanced Emergency Medicine Training Program courses (as applicable), provided that:

3. • the person has requested the transference in writing;
   • withdrawal from FACEM Training Program occurs within 28 days of commencement of FACEM training; and
   • the person has applied for enrolment in the Associateship in Foundational, Intermediate or Advanced Emergency Medicine Training Program (as applicable) within 28 days of withdrawal from the FACEM Training Program.

Otherwise, the amount will be refunded pursuant to section 2.3 of this policy.  Any fees remaining following the transference of fees will be refunded to the individual, no fees will be held in credit.

(c) Annual Training Fee

(i) Withdrawal/Removal from the FACEM Training Program

Payment of the annual training fee may be refunded to a person who withdraws from the FACEM Training Program, provided that the College is notified in writing (on the prescribed form) of the withdrawal, or the individual is removed from the FACEM Training Program through College processes.

The amount of the annual training fee that will be refunded is outlined in the Table 1 below.

Table 1: Annual Training Fee Amount Refunded – FACEM Training Program

 

Notification of Withdrawal Received by the College/Removal from the FACEM Training Program	Amount refunded of total amount paid
Invoice Date* to 31 December (inclusive)	100%
1 January – 31 January (inclusive)	75%
1 February – 30 April (inclusive)	50% (inclusive of late lodgement fee paid)
1 May – 30 June (inclusive)	25% (inclusive of late lodgement fee paid)
1 July onwards	No Refund

*From the date of the invoice for the applicable year.

In relation to the annual training fee for the FACEM Training Program, the following should be noted:

Waiver of administration fee:  The administration fee will be waived.

Transference of fee: In lieu of a refund, a percentage of the annual training fee, as outlined above, may be transferred towards payment of the program fee for the ACEM Associateship in Foundational, Intermediate or Advanced Emergency Medicine Training Programs (as applicable), provided that:

• the person has requested the transference in writing, and
• the person has applied for enrolment in the Associateship in Foundational, Intermediate or Advanced Emergency Medicine Training Program (as applicable) within 28 days of withdrawal from the FACEM Training Program. 

Otherwise, the amount will be refunded pursuant to clause 2.3 of this policy. Any fees remaining following the transference of fees will be refunded to the trainee, no fees will be held in credit.

4.1.4  Grant of concession

A pro-rata refund of the annual training fee may be given to a person who, subsequent to payment of the annual training fee, has been granted a concession in relation to the year to which the fee relates.

4.2 ACEM Examination Fees

Payment of any examination fee will not be refunded if the candidate fails to present for the relevant examination. 

(a) Primary Examination Fee

Payment of the primary examination fee may be refunded to a person who withdraws from a primary examination (written or clinical), provided that:

• The College is notified in writing (on the prescribed form) of the withdrawal from the relevant examination, and
• The notification of withdrawal is received by the College by no later than the closing date for acceptance of applications for the examination in question.

(b) Fellowship Examination Fee

Payment of the Fellowship examination fee may be refunded to a person who withdraws from a Fellowship examination (written or clinical), provided that:

• The College is notified in writing (on the prescribed form) of the withdrawal from the relevant examination, and
• The notification of withdrawal reaches the College by no later than the closing date for acceptance of applications for the examination in question.

(c) Associateship of Pre-Hospital and Retrieval Medicine Training Program (PHRMTP) Examination Fee

Payment of the PHRMTP examination fees may be refunded to a person who withdraws from an examination (written or practical), provided that:

• The College is notified in writing (on the prescribed form) of the withdrawal from the relevant examination, and
• The notification of withdrawal reaches the College by no later than the closing date for acceptance of applications for the examination in question.

4.3 SIMG Assessment Fees

(a) Assessment of comparability (specialist recognition)

(i) Initial Assessment Fee

This fee is not refundable.

(ii)Structured Interview Fee Payment of the structured interview fee may be refunded (in full or in part, as determined by the College), provided that:

• The College is notified in writing of either:
• • withdrawal from the entire assessment process, or
  • postponement of the interview to a later date and

• The notification of withdrawal or postponement (as appropriate) reaches the College at least 28 days prior to the date scheduled for the interview.

(b) Area-of-need Assessment Fee and Concurrent Assessment Fee

Payment of the fee is not refundable.

(c) Specialist-in-training Assessment Fee (Short-term Training)

Payment of the fee is not refundable.

(d) Annual Registration Fee

Payment of the SIMG Annual Registration fee is not refundable. In lieu of a refund, the Annual Registration fee may be transferred towards payment of the application fee for Admission to Fellowship, provided the applicant is eligible for admission to Fellowship.

4.4 Associateship in Foundational, Intermediate and Advanced Emergency Medicine Training Program Fees

Payment of the program fee in an ACEM Associateship in Foundational Emergency Medicine Training Program (FEMTP), Associateship in Intermediate Emergency Medicine  Training Program (IEMTP) or Associateship in Advanced Emergency Medicine Training Program (AEMTP) may be refunded to a person who withdraws an application for enrolment in one of those training programs, provided that the College is notified in writing of the withdrawal of the application within the timeframes specified below.

The amount of the FEMTP, IEMTP or AEMTP fee that will be refunded is outlined in Table 2 below.

Table 2: Training Program Fee Amount Refunded – FEMTP, IEMTP and AEMTP

Notification of Withdrawal Received by the College	Amount refunded of total amount paid
Prior to enrolment start date	90%
Within 1 month of enrolment start date	75%
Within 2 months of enrolment start date	50%
Within 3 months of enrolment start date	25%
After 3 months of enrolment start date	No Refund

 Waiver of administration fee:  The administration fee will be waived.

Transference of fee:  In lieu of a refund, a percentage of the FEMTP, IEMTP, AEMTP fee (as applicable) as outlined above may be transferred towards payment of the trainee entrance registration fee and annual training fee for the FACEM Training Program, provided that:

• the person has requested the transference in writing, and
• the person has withdrawn from the FEMTP, IEMTP or AEMTP as applicable, and applied to enrol into the FACEM Training Program within 28 days of receipt of an invitation to enrol into the FACEM Training Program.

Otherwise, the amount will be refunded pursuant to section 2.3 of this policy. Any fees remaining after the transference of fees will be refunded to the individual, no fees will be held in credit.

4.5 Associateship of Pre-Hospital and Retrieval Medicine Training Program Fees

Payment of the program fee in the Associateship of Pre-Hospital and Retrieval Medicine Training Program (PHRMTP) may be refunded to a person who withdraws an application for enrolment, provided that the College is notified in writing (on the prescribed form) of the withdrawal of the application.

The amount of the PHRMTP fee that will be refunded is outlined in Table 3 below.

Table 3: Training Program Fee Amount Refunded– PHRMTP

Notification of Withdrawal Received by the College	Amount refunded of total amount paid
Prior to enrolment start date	90%
Within 1 month of enrolment start date	75%
Within 2 months of enrolment start date	50%
Within 3 months of enrolment start date	25%
After 3 months of enrolment start date	No Refund

Waiver of administration fee:  The administration fee will be waived.

4.6 Paediatric Emergency Medicine Training Program

Payment of the enrolment fee in the Paediatric Emergency Medicine (PEM) Training Program may be refunded to a person who withdraws an application for enrolment, provided that the College is notified in writing (on the prescribed form) of the withdrawal of the application.

The amount of the PEM Training Program enrolment fee that will be refunded is outlined in Table 4 below.

Notification of Withdrawal Received by the College/Removal from the training program	Amount refunded of total amount paid
Within 30 days of enrolment date	75%
Within 60 days of enrolment date	50%
Within 90 days of enrolment date	25%
Greater than 90 days	No Refund

Waiver of administration fee:  The administration fee will be waived.

4.7 Fellowship Fees

(a) Fellowship Application Fee

Payment of the Fellowship application fee may be refunded to a person who has applied for admission to Fellowship of ACEM, provided that:

• The College is notified in writing (on the prescribed form) of the withdrawal of the application, and

As at the date the application for a refund is received by the College, Fellowship of ACEM has not been conferred on the applicant by the ACEM Board (or approved delegate).

• (b)Annual Fellowship Subscription(i)    Retirement
• A refund of 50 per cent of the annual Fellowship subscription paid may be refunded to a Fellow who formally retires from practice, including related activities such as teaching and examining, as a specialist emergency physician, provided that:
• the College is notified in writing (on the prescribed form) of retirement from practice as a specialist emergency physician, and
• the declaration concerning retirement is received by the College by 31 December of the year in which the annual Fellowship subscription is due and payable.
• (ii) Grant of exemption or concession

The College may grant an exemption or concession on the annual Fellowship subscription payable (in full or pro-rata, as applicable) to a person who, subsequent to payment of the subscription, has been granted either an exemption or a concession in relation to the whole or part of the period to which the fee relates. Fellows should also refer to the  ACEM Membership Subscriptions Policy (CF360) in relation to information regarding exemptions or concessions of annual subscriptions.

Calculation of refund: The amount of the refund will be calculated as of the date the exemption or concession came into effect and in accordance with the provisions of the ACEM Membership Subscriptions Policy (CF360).