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Deferment, Suspension and Cancellation of Enrolment Policy

INTERNATIONAL


DEFERMENT, SUSPENSION & CANCELLATION OF ENROLMENT
POLICY

In accordance with Educare College’s obligations under the National Code of Practice for Providers of Education and Training to Overseas Students 2018, the purpose of this policy is to ensure that Educare College assesses and document a student’s eligibility for deferral, suspension, extension, or cancellation of their CoE prior to applying any variation which could have an impact on their student visa.

  1. Deferment of commencement of study requested by student

a. Educare College will only grant a deferment of commencement of studies for compassionate and compelling circumstances.

b. These include but are not limited to:

i. illness, where a medical certificate states that the student was unable to attend classes

ii. bereavement of close family members such as parents or grandparents (where possible a death certificate should be provided)

iii. major political upheaval or natural disaster in the home country requiring emergency travel that has impacted on studies

iv. a traumatic experience which has impacted on the student (these cases should be where possible supported by police or psychologists’ reports).

v. inability to begin studying on the course commencement due to delay in receiving a student visa.

vi. religious or cultural grounds.

vii. family circumstances requiring the student’s presence.

c. Written request for deferment with supporting documents such as medical or death certificate and plane ticket (with clear departure and return dates) must be submitted to the college.

d. The final decision for assessing and granting a deferment of commencement of studies lies with the Principal Executive Officer (PEO).

e. Deferment will be recorded on PRISMS within 14 days of being granted

2. Suspension of study requested by student

a. Once the student has commenced the course, Educare College will only grant a suspension of study for compassionate and compelling circumstances.

b. These include but are not limited to:

i. illness, where a medical certificate states that the student was unable to attend classes

ii. bereavement of close family members such as parents or grandparents (where possible a death certificate should be provided)

 iii. major political upheaval or natural disaster in the home country requiring emergency travel that has impacted on studies

iv. a traumatic experience which has impacted on the student (these cases should be where possible supported by police or psychologists’ reports).

c. Suspensions will be recorded on PRISMS within 14 days of being granted.

d. The period of suspension will not be included in attendance calculations

e. The final decision for assessing and granting a suspension of studies lies with the Principal Executive Officer

3. Student initiated cancellation of enrolment

All notification of withdrawal from a course, or applications for refunds, must be made in writing and submitted to The Principal Executive Officer. Please refer to Educare College’sRefund Policyfor information regarding refunds.

4. Assessing requests for deferment or suspension of studies

a. Applications will be assessed on merit by the Principal Executive Officer.

b. All applications for deferment or suspension will be considered within 10 working days.

5. Educare College initiated exclusion from class

a. Educare College may exclude a student from class studies on the grounds of misbehaviour by the student. Exclusion will occur as the result of any behaviour identified as resulting in exclusion in Educare College’s Student Code of Behaviour.

b. Excluded students must abide by the conditions of their exclusion from studies which will depend on the welfare and support arrangements in place for each student and which will be determined by the Principal Executive Officer.

c. Where the student is provided with homework or other studies for the period of the exclusion, the student must continue to meet the academic requirements of the course.

d. Exclusions from class will not be recorded on PRISMS.

6. College initiated suspension of studies

a. Educare College may initiate a suspension of studies for a student on the grounds of misbehaviour by the student. Suspension will occur as the result of any behaviour identified as resulting in suspension in in Educare College’s Student Code of Behaviour.

b. Suspended students must abide by the conditions of their suspension from studies which will depend on the welfare and support arrangements in place for each student and which will be determined by the Principal Executive Officer.

c. Students who have been suspended for more than 28 days may need to contact Department of Home Affairs (DOHA)

d. If special circumstances exist, the student must abide by the conditions of her suspension which will depend on the welfare and support arrangements in place for each student and which will be determined by the Principal Executive Officer.

e. Suspensions will be recorded on PRISMS.

f. The period of suspension will not be included in attendance calculations.

7. College initiated cancellation of enrolment

Educare College will cancel the enrolment of a student under the following conditions:

a. Failure to pay course fees

b. Failure to maintain approved welfare and support arrangements (student visa condition)

c. Any behaviour identified as resulting in cancellation in Educare College’s Student Code of Behaviour.

d. Educare College is required to report failure to maintain satisfactory course progress and failure to maintain satisfactory attendance to Department of Immigration and Border Protection, which may impact on a student’s visa.

e. Educare College may cancel the enrolment of a student for failure to disclose a pre-existing condition requiring a high degree of specialised support or care.

f. Students who have had their enrolment cancelled are advised to contact Department of Home Affairs

g. The College initiated cancellation of enrolment is subject to Educare College’s Complaints and Appeals Policy. Please refer to Educare College’s Complaints and Appeals Policyfor more information

8. Complaints and Appeals

a. Student requests for deferment, and suspension and cancellation of enrolment are not subject to Educare College’s Complaints and Appeals Policy.

b. Exclusion from class is subject to Educare College’s Complaints and Appeals Policy.

c. College initiated suspension, where the suspension is to be recorded in PRISMS, and cancellation are subject to Educare College’s Complaints and Appeals Policy.

d. For the duration of the internal appeals process, the College will maintain the student’s enrolment and the student will attend classes as normal. The Principal Executive Officer will determine if participation in studies will be in class or under a supervised arrangement outside of classes.

e. If students’ access Educare College’s complaints and appeals process regarding a college-initiated suspension or cancellation of enrolment under Standard 9, the change in enrolment status will not be reported in PRISMS until the internal complaints and appeals process is finalised, unless extenuating circumstances relating to the welfare of the student apply.

f. NB: Students may still access the external complaints and appeals process, but the college need not await the outcome of this process before changing the student’s enrolment status in PRISMS.

9. Extenuating circumstances include:

a. the student refuses to maintain approved welfare and support arrangements

b. the student is missing

c. the student has medical concerns or severe depression or psychological issues which lead the college to fear for the student’s wellbeing.

d. the student has engaged or threatened to engage in behaviour that is reasonably believed to endanger the student or others

e. is at risk of committing a criminal offence, or

f. the student is the subject of investigation relating to criminal matters.

g. The use of extenuating circumstances by Educare College to suspend or cancel a student’s enrolment prior to the completion of any complaints and appeals process will be supported by appropriate evidence.

h. The final decision for evaluating extenuating circumstances lies with the Principal Executive Officer

10. Student to seek information from Department of Immigration and Border Protection

Deferment, suspension and cancellation of enrolment can influence a student’s visa as a result of changes to enrolment status. Students can visit the Department of Home Affairs DOHA for further information about their visa conditions and obligations.