Cancellation, Rescheduling & No-Show Policy
1. Purpose
At Transport Training Academy, we aim to provide high-quality training while respecting the time and commitments of all students and trainers.
This policy ensures fairness to both our business and students, outlining clear rules for cancellations, rescheduling, and non-attendance.
2. Why This Policy Matters
When a student cancels at short notice or does not attend, it often prevents another person from taking that spot. This results in lost time, resources, and costs for Transport Training Academy.
Our training is conducted one-on-one, meaning we allocate a dedicated trainer and/or assessor and a training vehicle exclusively for your booked session. When you do not attend or cancel late, these resources remain unused and cannot be reallocated at short notice.
By following this policy, you help us keep training efficient, available, and fair to everyone.
3. How to Cancel or Reschedule
• For clarity, business days are counted as Monday to Friday only. Weekends and public holidays are not included when calculating the notice period.
• Minimum Notice Required: You must provide at least 72 business hours’ notice (by 7:00 am, three business days before your scheduled training) to cancel or reschedule without incurring late cancellation or rescheduling fees. Requests received with less than 72 business hours’ notice will be subject to the conditions outlined in Section 5 – Late Cancellations and Rescheduling.
• Mandatory Written Notice: All requests for cancellation, rescheduling, or refunds must be provided in writing by email to info@perthtransporttraining.com.au. Phone calls may be used to alert us, but the request will only be considered valid once we receive your written email confirmation.
• Accepted Methods:
– Email (mandatory for official record): info@perthtransporttraining.com.au
– Phone (optional for immediate notice): 0407 484 806 or 08 6285 9768
• Rescheduling requests are subject to the same notice periods as cancellations. However, the fees applicable to late rescheduling differ from those for late cancellations and are outlined in Section 5 of this policy.
• If you have already started any online paperwork or theory assessments, your course is considered commenced. Cancellation at this stage is treated as course abandonment (see Section 7).
4. Late Arrivals
If you arrive late, your training time will be reduced accordingly. This may mean additional hours are required, billed at our current hourly rates:
• HR-A: $175/hour (Weekends $250/hour)
• HR-B & HR: $200/hour (Weekends $250/hour)
• HC & MC: $250/hour (Weekends $300/hour)
5. Late Cancellations and Rescheduling
For clarity, business days are Monday to Friday only. Weekends and public holidays are excluded when calculating the required notice period.
Late Cancellations
If you cancel your training with less than 72 business hours’ notice, 100% of the course or training fees will be forfeited.
• Any deposit already paid will be applied towards the cancellation fee.
• Where an outstanding balance remains, you remain liable for payment in accordance with your enrolment agreement.
Late Rescheduling
If you wish to reschedule your training with less than 72 business hours’ notice, Transport Training Academy will make reasonable efforts to fill your booking with another student.
If the booking is successfully filled, your training may be rescheduled without charge.
Transport Training Academy does not guarantee that a replacement student will be found. Where Transport Training Academy is unable to fill the booking, a late rescheduling fee will apply. This fee is calculated by multiplying the number of training hours originally booked by the current hourly training rate applicable to the course being undertaken.
Example: A student booked for 6 hours of HR-B training who requests to reschedule with less than 72 business hours’ notice, and whose booking cannot be filled, will incur a late rescheduling fee equal to 6 hours × the current HR-B hourly training rate.
Any remaining course fees not applied towards the late rescheduling fee will be transferred to the rescheduled booking.
Any rescheduled booking remains subject to all provisions of this policy, including the cancellation, rescheduling, refund and no-show provisions.
Cancellations or Rescheduling with More Than 72 Business Hours’ Notice
If more than 72 business hours’ notice is provided:
• A student may cancel their booking and receive a refund of monies paid, less the applicable $200 administration fee; or
• A student may reschedule their booking once, subject to availability.
The first reschedule is provided at no charge, subject to availability. Additional rescheduling requests may be approved, subject to availability; however, each subsequent reschedule will incur a $200 administration fee.
Once a booking has been rescheduled, the booking is no longer eligible for cancellation or refund. If the student subsequently cancels the booking, 100% of the course or training fees will be forfeited regardless of the amount of notice provided.
This condition applies regardless of whether the original reschedule was provided free of charge or subject to an administration fee.
6. No-Shows
A no-show is when you fail to attend your scheduled training session without notifying us before the start time.
• No-shows forfeit 100% of the course or training fees.
• No-shows forfeit all payments made and cannot be rescheduled without booking and paying for a new course.
• If you do not contact us within your scheduled training time, immediate course abandonment will apply (see Section 7), and all remaining training, assessments, and payments will be forfeited.
7. Course Abandonment
Once a course has commenced:
• You have 3 months from your last practical training session to complete it.
• Extensions require written approval from the Academy and are not guaranteed.
• Booking additional training within the 3-month period resets the completion deadline.
• Immediate abandonment voids any waiting times and forfeits all fees.
• Completing your training with another RTO and receiving a Statement of Attainment from them is treated as abandonment of your course with us.
8. Extenuating Circumstances
We understand that situations may arise which prevent you from attending your scheduled training.
• Any request for consideration must be submitted in writing by email to info@perthtransporttraining.com.au as soon as possible, with relevant details included.
• Requests will be reviewed by the Manager of Operations and/or the Managing Director on a case-by-case basis.
• There is no guarantee that fees will be reduced, waived, or transferred as a result of this process.
9. Western Australian Driver’s Licence & Identification Requirements
• It is a mandatory requirement to hold a valid Western Australian Driver’s Licence for the class of vehicle you are training in.
• Attending without the correct and valid licence will result in all booked training hours for that day being forfeited and charged in full.
• You must also provide a secondary form of identification in line with WA Department of Transport (DOT) requirements.
• If using an interim licence or release of information letter, it must be accompanied by an original physical photo ID that is either:
– A valid passport, or
– An Australian-issued photo identification card, such as:
– WA Photo Card or equivalent state/territory-issued photo card
– High Risk Work Licence
– Australian Defence Force ID
– Maritime Security Identification Card (MSIC)
– Aviation Security Identification Card (ASIC)
– Firearms Licence
• Digital IDs, scanned copies, or photocopies are not accepted. Only original, physical identification documents will be accepted on the day of training.
10. Failed Eyesight Test
• If you fail the eyesight test conducted on-site before your assessment, the assessment cannot proceed.
• You will need to obtain either:
– Corrective glasses/contact lenses and reattempt the test, or
– A letter from the DOT’s medical team granting an exemption.
• Once you meet eyesight requirements, your assessment will be rescheduled to the next available date.
• Standard rescheduling and cancellation conditions still apply.
11. Refunds
For clarity, business days are Monday to Friday only. Weekends and public holidays are excluded when calculating the notice period.
• If you cancel more than 72 business hours before your scheduled training, your course fees will be refunded using the original payment method (for example, a bank transfer or refund to the original payment card), less a $200 administration fee.
• Alternatively, where more than 72 business hours’ notice is provided, a student may reschedule their booking in accordance with Section 5 of this policy.
• No refunds will be provided where less than 72 business hours’ notice is given.
• No refunds will be provided once the course has commenced.
• All refund requests must be made in writing by email to info@perthtransporttraining.com.au.