Important Note:
This policy/rule does not apply to any student who seeks to change providers
(ie seeks a Letter of Release). If you seek to change education providers, please refer to the policy and guidelines - Transferring between Education Providers.
This policy and set of guidelines only applies to students who seek deferral, suspension or cancellation under the rules outlined below.
Definitions:
Deferral - Postponement of enrolment prior to commencement of a course
(max. of six (6)months)
Suspension - Temporary postponement of enrolment during a course (max. of six (6)months)
Cancellation - Withdrawal/Cessation of enrolment during a course
1) Student initiated deferral, suspension or cancellation
If you wish to defer, suspend or cancel your enrolment you must meet one of the following conditions:
a) The school confirms with you in writing the course for which you have applied is unavailable.
b) Your Student Visa is delayed by the Department of Immigration and Citizenship (DIAC). Proof of this documentation from DIAC must be provided.
c) Compassionate and compelling circumstances apply - these are generally beyond your control and have an impact on your course progress, attendance or well being. In each instance supporting documents must be provided upon application e.g. Medical certificates, police reports etc. and these will be kept on your student file.
Compassionate and compelling circumstances include:
i) Serious illness or injury, where medical certificate states that you were or will be unable to attend classes;
ii) Bereavement of close family members such as parents or grandparents (where possible death
certificates should be provided);
iii) Major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on your studies; or
iv) Traumatic experience which could include: involvement in, or witnessing of a serious accident; or
witnessing or being the victim of a serious crime, and this has impacted on you(these cases should be
supported by police or psychologists' reports)
d) You have informed the school that you wish to return home and therefore request a cancellation of your course.
1.1 Deferral Prior to Commencement
You may request a deferral prior to course commencement. Request must be in writing and addressed to the Admissions Office. When the deferral is processed you will receive a revised Letter of Offer and COE. Terms and Conditions of your original enrolment apply and financial penalties may apply.
1.2 Suspending your enrolment
a) You may request a suspension during your enrolment, for a period no longer than 6 months.
b) Suspensions can only be granted on compassionate or compelling grounds refer Point 1c) above.
c) Suspensions will not be granted for financial hardship or as a "break" to consider course options.
d) You must complete a "Deferral, suspension or cancellation" form and submit it to the Student Services Department. Supporting documents, such as medical certificates, must be attached with every request.
e) When the suspensionl is processed you will receive a revised COE.
f) It is generally DIAC who decides whether you may remain in Australia or must return home. You need to see a staff member from the WA Student Monitoring Unit at DIAC to discuss your case.
g) Terms and Conditions of your enrolment continue to apply and any payments must be made according to your Letter of Offer/Invoice unless you have been provided written notice from the school also deferring your fees.
1.3 Cancelling your enrolment
a) If you wish to cancel your enrolment you must complete a "Deferral, suspension or cancellation" form with all supporting documentation attached and submit it to the Student Services Department.
b) You should not consider your enrolment cancelled until you receive notification in writing from the school.
c) In considering cancelling your enrolment you must also refer to the Terms and Conditions on the copy of your Enrolment form as follows:- 4. Refund Policy and 8. Deferment, Suspension or Cancellation.
d) Please note a cancellation is not considered a Letter of Release and therefore may have serious consequences on your student visa.
e) Should your request not be approved you may choose to access the Grievance and Appeals Procedures.
1.4 Under 18 students
a) If you are under 18 years of age and wish to defer, suspend or cancel your course you must in addition to the above requirements supply a written request from your parent or legal guardian at the time of application.
b) Adequate welfare and accommodation arrangements must be in place before any modification of your enrolment will occur.
c)The student is accepted by another registered provider and registered provider takes over responsibility for approving the student’s accommodation, support and general welfare arrangements.
Important Note
a) Deferring, suspending or cancelling your enrolment may affect your student visa. You should contact your nearest DIAC office or refer to www.immi.gov.au for further information.
b) Any deferral, suspension or cancellation will be reported on PRISMS and all supporting documentation will be recorded in your student file.
2. School initiated deferral, suspension or cancellation
a) The School may defer commencement of a course when a course is not offered.
b) The School may suspend a student enrolment on the grounds of:
i) misbehaviour - where the behaviour of a student has been in serious breach of a
School rule
ii) breach of enrolment conditions
iii) considered to provide a threat to the well being of other students or staff
c) The School may cancel a student enrolment on the grounds of:
i) serious breach of a school rule
ii) breach of enrolment conditions
iii) where a student is considered to provide a threat to the well being of other students or
staff
iv) serious misconduct (Students may only access the internal appeals process)
v) failing to meet the requirements of the course
vi) failing to meet the requirements of the School Attendance policy
vii) non-payment of tuition fees (Students may only access the internal appeals process)
viii) not maintaining a full-time enrolment
ix) no longer holding a Student Visa
2.1 School initiated deferral, suspension or cancellation - Procedures
Where suspension or cancellation is initiated by the School, students will receive a "Notice of Intention to Report". This notice will clearly identify that a student will be given twenty (20)working days from receipt of Notice to access the School’s internal Grievance and Appeals Procedures. When the appeals process is initiated, the School will maintain the students enrolment until the internal appeals process is complete. The student will also be informed of their right to access the External Grievance and Appeals Process.
2.2 Under 18 Students
In the case of U18 students, a copy of the of "Notice of Intention to Report" will be forwarded to the parents or legal guardian. The School will liaise with the parents or legal guardian to achieve the best possible outcome. Where the School intends to defer, suspend or cancel the enrolment of a student under 18, the School will continue to check the suitability of arrangements for that student until::
a) The student is accepted by another registered provider and that registered provider takes over responsibility
for approving the student’s accommodation, support and general welfare arrangements;
b) The student leaves Australia;
c) Other suitable arrangements are made that satisfy migration regulations, or
d) The School reports under Standard 5.1 of the National Code that it can no longer approve of the
arrangements for the student.
2.3 Notifying DEEWR
The school will notify the Department of Employment Education and Workplace Relations via PRISMS for all circumstances in which a students enrolment is Deferred, Suspended or Cancelled.
Important Notes
• Students may also access the Schools External Grievance and Appeals Procedures.
• The deferral, suspension or cancellation will be notified to DEEWR and DIAC on completion of the 20 working days following receipt of Notice of Intention to Report or after the External Appeals process has been exhausted (whichever is the later date).
• Please refer to the Deferral, Suspension and Cancellation Request form available at:
http://www.asthm.com.au/login/handbook/handbook_details.php?SerialNumber=226
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