Refund Policy at AIB Sri Lanka

This procedure sets out how AIB Sri Lanka receives, assesses, decides and pays refund requests. It applies to every fee-paying student and guardian, and to every staff member who handles a refund request. It must be read with the AIB Sri Lanka Refund Policy. If this procedure and the policy differ, the policy prevails. Because AIB Sri Lanka delivers its programmes online, all steps can be completed by email (hello@aibstudy.com)

Categorisation

Step 1: Submit the request

The Student and/or Guardian completes the Refund Request Form (Appendix A) and attaches a signed request letter.
Attach a copy of the NIC or passport, the original payment receipts, and the documents for the relevant category (see the Refund Policy, Appendix A).
Send the request to hello@aibstudy.com. Requests from third parties are not accepted unless the Guardian has signed.
The Student Support Officer date-stamps the request on receipt and sends a written acknowledgement.

Step 2: Check completeness

The Student Support Officer checks that every required form, signature and document is present and legible.
If anything is missing, the officer writes to the Student within 3 working days listing exactly what is needed, and gives a reasonable deadline of 14 days.
The processing period in Section 3 starts only when the application is complete. The deadline for Category A and B is judged on the original date of receipt, so a late-completed application does not lose its place.
If the Student does not respond by the deadline, the request is closed and the Student is told in writing. A new request may be submitted, subject to the policy deadlines.

Step 3: Verify eligibility

Confirm the category and check the timing rules. Requests citing migration are declined.
The LMS Administrator issues a report of learning access (logins, downloads, sessions attended) up to the date of the request. For Category A, any learning access or attendance means the 100% refund does not apply, and the case is passed to the Head of Student Affairs for a decision.
The Programme Coordinator confirms the commencement date, any postponement or schedule change notified by AIB, and whether the Student has been registered with the awarding body or partner university.
The Finance Manager confirms all payments received against the receipts, the Registration Fee paid, and which fees have already been remitted to the awarding body or partner.
For Category C, the officer checks the medical certificate is complete and signed by an SLMC-registered doctor. AIB may contact the doctor to verify it, without disclosing more than necessary about the Student.
For students who registered on a conditional offer and missed the cut-off for evidence, no refund is due. Instead, the registration and payments are transferred to the next available intake, and the Student is told in writing.

Step 4: Calculate the refund

The Finance Manager calculates the refund using this formula, and a second person checks the figures before approval:

All refunds carry an administrative reduction of LKR 35,000/-
Fees are treated as non-refundable awarding body fees only if they have actually been paid over. Any part not yet remitted is included in the refund.
For Category C, the calculation is the starting point. The Refund Committee decides the final amount.
All amounts are in Sri Lankan Rupees (LKR).

Step 5: Decide

Standard cases (Category A and B that meet the policy): the Head of Student Affairs approves or declines within 4 working days, and signs the decision on the case file.
Category C: the Head of Student Affairs refers the file to the Refund Committee, which decides the amount within 10 working days.
Cases outside the policy: the Head of Student Affairs considers the case and passes it to the Chief Executive Officer, who decides whether it goes to the Refund Committee. The Committee’s decision is final.
The Committee records its members present, the decision, the amount and its reasons. Any member with a personal interest in a case must step aside.
The person who approves a refund must not be the person who processes the payment.

Step 6: Notify the outcome

The Student Support Officer sends a written outcome letter within 2 working days of the decision, quoting the reference number.
An approval letter shows the category, the calculation, the amount and the expected payment date. A decline letter states the reason and the policy clause relied on.

Step 7: Pay the refund

Payment is made within four to six weeks of receiving a complete application, only in LKR.
Payment is made by [bank transfer / cheque] to the registered Student or the relevant Guardian only. Payments are never released to third parties.
Before release, the Finance Manager checks that the account name matches the payee, and that bank details are confirmed in writing by the payee and not changed by phone.
Where fees were paid through an approved loan, instalment or sponsor arrangement, the refund may be directed to that provider as the arrangement requires.
The payment reference is recorded on the case file and sent to the payee.

Step 8: Close out

The LMS Administrator ends the Student’s access, and the Student’s status is updated in the student record.
The Programme Coordinator notifies the awarding body or partner university if the Student was registered and deregistration is required.
The Student Support Officer completes the checklist in Appendix C and stores the file securely.

5. Requests Outside the Policy and Reconsideration

Any request that does not fall within Category A, B or C is referred to the Head of Student Affairs and then the Chief Executive Officer under Step 5. Because the policy allows only limited refunds, exceptions are rare and must be recorded with reasons. A Student who disagrees with a decision may ask for it to be reconsidered once, in writing, within 14 days of the outcome letter, and only by providing new information or evidence. A reconsideration is reviewed by the Refund Committee, and its decision is final.