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Terms & Conditions

AcademyEX Education Limited Partnership also trades as The Mind Lab, Tech Futures Lab and Earth Futures Lab faculties. All Term and Conditions, policies and declarations of academyEX also apply to The Mind Lab, Tech Futures Lab and Earth Futures Lab unless expressly stated otherwise.

AcademyEX is an NZQA-registered Tertiary Education Organisation under the provisions of the Education and Training Act 2020 and its subsequent amendments and approved to award a range of programmes and micro-credentials. Postgraduate students of The Mind Lab, Tech Futures Lab and Earth Futures Lab as faculties of academyEX are enrolled with academyEX.

Student Terms and Conditions 2022/2023 (with effect from August 2022)

(last updated January 2023)


  1. Depending on the programme or course, fees charged may be one or several of (but not limited to) the following: tuition fees, registration fee, administration fee, etc. Confirmation of enrolment and fees will be provided in the form of an invoice.

  2. For “Fees Free” eligible students: An estimate of any balance payable by the student will be provided at the time of enrolment, and updated once the fees free eligibility / payment is approved. Students eligible for “Fees Free” study who have already paid fees will be refunded as applicable.

  3. For students not eligible for Fees Free: Payment is due 7 days prior to the Programme start date. Alternatively students must provide academyEX with evidence that a confirmed Studylink student loan application is in progress, or a relevant scholarship has been approved. In Exceptional Circumstances (as defined in the academyEX Academic Management Policy), payment must be made NO LATER than within 7 days after programme start.

  4. Enrolment requirements for a course or programme intake will not be deemed complete unless payment of all required fees has been made and receipted. Failure to pay any invoice(s) by the due date may result in access to relevant platforms being disabled. Further failure means that academyEX may start formal recovery action to recover unpaid fees. The student will then be liable for costs and expenses (including legal costs, debt collection agent fees, etc.) which may be incurred in the recovery or attempted recovery of the overdue amount. Academic results for the student will be withheld for any course or programme where fees or any other debt remains unpaid. The student will be prevented from graduating until their debt has been paid in full. The student will also be prevented from re-enrolling in further programmes or courses of study.

  5. Any student who wishes to dispute the fees due must do so within one month of receiving the invoice or statement. A request to review the fees or account balance must be made within this month, in writing to the General Manager. At the discretion of academyEX, and with just cause, this period may be extended. Once the request is received, the review will be completed within seven (7) working days. Once the review is completed, any outstanding balance is due immediately.

  6. Promo codes (otherwise known as discount codes) should only be used if the user has been authorised to do so. If a promo code has been applied incorrectly or in an unauthorised manner the user will be required to pay back the discount to academyEX. When a promo code discount is validated, no other discounts may be applied. Promo codes may be unique to a single user or limited by the number of unique uses. Promo codes must not be shared or distributed beyond those authorised to receive them. Should you share the promo code it may impact on your ability (or the ability of others) to use that code. If we discover use of a promo code in a manner that is inconsistent with these Terms, we reserve the right to cancel the discount, suspend or block your Account until the applicable price has been paid, or cancel your Account completely.

Cancellation of programme or course offering

Enrolment in a programme or course intake is conditional upon and subject to sufficient numbers of students enrolling in a particular intake. Students will normally be offered an opportunity to enrol in an alternative intake, or receive a full refund if academyEX cancels a scheduled course or programme intake.

Student fee protection

AcademyEX complies with NZQA Student Fee Protection Rules which protect the interests of domestic and international students. academyEX has a Static Trust Account with the NZQA-approved fee protection supplier, Public Trust, that ensures the safe protection of student fees over the value of $500.


  1. Transfers to other intakes and / or programmes are negotiated with the relevant Programme Lead, and approved by the General Manager, Academic Director and/or Academic Registrar. 

  2. There may be additional fees required or a refund may be due where a transfer is made. Where a student loan has been used to pay fees, the refund will need to be returned to StudyLink and a new loan drawdown for the new programme. When a scholarship has been used to pay the fees, adjustments will be made in accordance with the terms of the scholarship.

Withdrawals and/or refunds

  1. The key provisions and terms for withdrawals and refunds from the following individual academyEX programmes are summarised in the withdrawal scenarios presented in this document:

    • Withdrawal Scenarios – PG Cert in Digital and Collaborative Learning

    • Withdrawal Scenarios – Master of Contemporary Education

    • Withdrawal Scenarios – Master of Technological Futures

    • Withdrawal Scenarios – PG Cert in Human Potential for the Digital Economy

    • Withdrawal Scenarios – Digital Skills for the Workplace (Micro-credential)

    • Withdrawal Scenarios – Postgraduate Certificate in Leading Change for Good

    • Withdrawal Scenarios – Postgraduate Certificate in Connected Environments

    • Withdrawal Scenarios – Master of Change and Organisational Resilience

    • Withdrawal Scenarios – Digital & Collaborative Teaching and Learning (Micro-credential)

    • Withdrawal Scenarios – Leading Beyond Sustainability (Micro-credential)

    • Withdrawal Scenarios – Internet of Things for Sustainability (Micro-Credential)

    • Withdrawal Scenarios – Disruptive Technologies (Micro-Credential)

  2. Students must contact the academyEX Enrolments Team for any questions. Students who wish to apply for withdrawal must make an application in writing. Verbal notice of withdrawal will not normally be accepted as a student’s intention to withdraw.

  3. Withdrawal is confirmed from the date the written notification is received by academyEX; the refund/fees outcomes of the withdrawal will be determined by the date the withdrawal is confirmed.

  4. The key dates that relate to withdrawing from courses (Start Date, 10% Date, 75% Date, and End Date) in a programme are identified alongside the withdrawal scenarios below.

  5. Any applicable Administration/Registration fee is normally included in the Tuition fee invoiced at the start of the enrolment, but is separated from the fees refund if a student withdraws before the last date for withdrawal with a refund. If a student withdraws before the last date for withdrawal for a refund, they will be liable for any applicable Administration / Registration fee. If a student has already paid fees, this Administration / Registration fee will be deducted from any refund owed to the student.

  6. In case of more than four consecutive weeks of non-attendance in classes, or non-participation in required online activities associated with a programme or course, and no contact with academyEX, the student may be withdrawn on grounds of abandonment.

Exceptional circumstances

If Exceptional Circumstances apply, a student who withdraws after the last dates for refund eligibility have passed, may be eligible for compassionate consideration. The student (or an authorised person acting on behalf of the student) must contact the Enrolments team with details for consideration. In such cases, all decisions of the General Manager are final and cannot be appealed.

Privacy policy

Information from applicants collected to process student enrolment with academyEX may also be disclosed to Government departments as mandated by the Tertiary Education Commission for the purposes of administering NZ’s tertiary education system, developing policy advice for Government and for research purposes, official statistics, or as otherwise required by law. Students have the right to access and correct their personal information that has been collected by academyEX in accordance with the academyEX Privacy Policy and the Privacy Act 2020. The Privacy Policy applies to information collected from all users of academyEX products and services, and covers the collection of personal information, storage, use and disclosure of personal information, cookies and data security, and user access to and correction of personal information.

Code of conduct

The academyEX Code of Conduct applies to all students, staff members, and contractors of academyEX. The Code outlines expectations for academic and personal conduct; the consequences of misconduct; and processes for complaints and appeals.

AcademyEX Scholarship Terms and Conditions

Scholarship funds advertised as available are shared across all postgraduate programmes delivered by The Mind Lab, Tech Futures Lab and Earth Futures Lab as faculties of academyEX.

  1. Before applying for a scholarship please check if you are eligible for Fees Free (this check takes less than a minute with your NSN number). If you are eligible there’s no need to apply for a scholarship.

  2. Scholarships cover 75% of tuition fees only.

  3. Scholarship applications must be submitted before the scholarship application deadline (4 weeks before the start date of an intake). Only complete applications will be reviewed.

  4. Scholarships are reviewed and awarded on a first-in-first-served basis until the total scholarship funding allocated has been consumed.

  5. Scholarship applications are open only to those who are not currently receiving other financial support towards their fees.

  6. You cannot receive more than one scholarship from academyEX for a single programme.

  7. You cannot receive more than one scholarship from academyEX within a 12 month period (e.g. if you have received a scholarship from academyEX for a programme that starts in June 2023 you cannot receive another scholarship for a programme that starts in the period June 2023 – May 2024 with academyEX).

  8. Being awarded one scholarship does not imply that any further scholarship will be granted. Each application is reviewed on merit against a contestable pool of scholarship funding

  9. Scholarship applications must be submitted when applying for a programme for the first time only. Students already enrolled in a programme of study cannot apply for an academyEX scholarship when transitioning to different parts of a programme. 

  10. The early-bird offer may not be used in conjunction with academyEX Scholarships.

  11. Advertised scholarships are available for study on programme intakes that begin after 01 January 2023.

  12. Scholarships will be granted for the full duration of the programme. If the programme spans across 2023 and 2024, a scholarship will be granted for the full programme. The recipient will only need to apply once to get a scholarship for the full programme.

  13. Students who enrol on a programme and who are awarded a scholarship must complete their programme of study. Students who do not complete their studies who have received a scholarship will be ineligible to apply or receive another scholarship for a minimum of three years.

  14. Transfer of scholarship funding to another intake may be approved on compassionate grounds through a written request to the Programme Lead and academyEX General Manager. All requests are considered on a case by case basis, and re-enrolment must be within 12 months of the request. 

  15. During the application process, you may be asked to provide some personal information to identify yourself as part of your application process. This information differs depending on which scholarship you are applying for.

  16. academyEX may request additional supporting documentation when assessing the outcome of a scholarship application.

  17. By accepting the scholarship, you are indicating that you will, to the best of your ability, attend all required sessions for the programme you are enrolled in (both online and face-to-face). Where attendance requirements are not met and your enrolment in the programme is impacted, your scholarship may also be affected.

  18. International Students are not eligible to apply for academyEX Scholarships or receive fee discounts.