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Cancellations, Deferrals and Suspensions

Standard 13 of the National Code allows students to defer commencement of studies, take a leave of absence or temporarily suspend their studies during their course. This must be completed through a formal agreement with their registered provider. As these absences may affect the student’s VISA the students must be advised of this.

The registered provider may also seek to cancel or suspend the student’s enrolment.

This procedure outlines the circumstances for the application, assessment and approval of the deferment, suspension, a leave of absence or cancellation of enrolment when instigated by either student or registered provider and subsequent reporting requirements via PRISM’s.

Scope

This Procedure applies to all International Students studying On Shore holding a Student Visa as a student of the AMI Education Pty Ltd.

University of Ballarat students studying at AMI Education should view the policy and procedure available from the University of Ballarat website, (link below).

Definitions

Deferment: A request by the student prior to the commencement of the study period to temporarily postpone study. (Student initiated).

Leave of Absence: A request by the student to temporarily postpone study after the commencement of the study period. (Student initiated).

Suspension: When the enrolment of a student in their course of study is suspended for a period of time, after which the student may recommence study.

Cancellation: CoE is cancelled. Student must re apply to course if they wish to continue study.

Extenuating Circumstances:

• Is Missing.

• Has Medical Concerns, severe depression or psychological issues which lead the provider to fear for the student’s well being

• Has engaged or threatens to engage in behaviour that is reasonably believed to endanger the student or others.

• Is at risk of committing a criminal offence.

Compassionate or compelling Circumstances*

Professional judgement to assess each case on its merits:

• Where a student does not receive their visa in time to arrive at AMI Education to commence study.

• Serious illness or injury – where a medicate certificate states the student was unable to attend classes.

• Bereavement of close family members such as parents of grandparents (death cert should be provided).

• Major political upheaval or natural disaster in home country requiring emergency travel and this has impacted on the students studies.

• A traumatic experience i.e. involvement in or witness a serious crime or accident and this has impact on the students (policy or psychologists report to be provided).

• Where the Registered provider was unable to offer a pre requisite unit.

• Other reasons may be considered but must have documentary evidence to support the claim.

Note: Deferring for a semester to go home to be married is not normally considered to be a compassionate or compelling circumstance which is beyond the control of the student. It is recommended that students plan weddings during the semester breaks. Students may should speak to their Director of Studies before making wedding arrangements.

Note: Suspension of enrolment should not be included in attendance monitoring calculations.

Deferals

Students should notify the Registry department, in writing, as soon as possible that they are not intending to commence their studies at the date indicated on the eCoE that has been issued to them and when they would like to commence. The Registry department will check any package arrangements and issue new eCoE’s as appropriate.

Leave of Absence

Students can submit an application for leave of absence to the relevant Academic Support Department by completing the Application for Leave of Absence form. This will be assessed by the relevant department or the University of Ballarat, where applicable and the response communicated to the student. Students are advised to discuss this request with their Director of Studies and/or the student counsellor prior to submitting the application.

A record of all correspondence relating to this application will be kept on the student file

Note:

• Students can take a leave of absence if there are no units they can study in the relevant study period as this could be considered a compelling circumstance.

• DIAC’S policy is that if a Student takes a leave of absence for a period of 28 days or longer they student must leave Australia (unless special circumstances exist – i.e. natural disaster in the students home country, political upheaval in the students home country etc).

• While AMI Education and/or the University of Ballarat may allow a leave of absence for more than 6 months DIAC will not recognise it and act to cancel the student’s visa.

Institution Initiated Suspension

Students may be suspended from studies on the grounds listed below:

· Misbehaviour

· Poor Academic Performance (covered under the Academic Course monitoring policies).

Students will be notified in writing of the decision. Students will be advised that this suspension may have an impact on their student visa and that they have 20 working days in which to access the appeals process.

The suspension can not take effect until the internal appeals process is completed unless extenuating circumstances relating to student welfare apply.

Once completion of the process above, DIAC will be notified of the suspension of the student’s enrolment, this may result in the student visa being cancelled by DIAC.

Withdrawal

Students notify AMI Education and /or the University of Ballarat of their intention to withdraw on a Withdrawal form, available for the reception area at the Collins St and Swanston St campuses. The cancellation of the students enrolment will be according to the date on the withdrawal form.

Failure to re-enrol within the appropriate time period will be considered as a notification of withdrawal from the student.

Part of the withdrawal process is the cancellation of a student’s electronic Confirmation of Enrolment. This may result in DIAC cancelling the student’s visa. Students are advised to contact DIAC regarding this.

Institution initiated Cancellation

Students’ enrolment may be cancelled from studies on the grounds listed below:

· Severe and/or Repeated Misbehaviour

· Poor Academic Performance (covered under the Academic Course monitoring policies).

· Failure to maintain appropriate attendance levels (covered under the Attendance Monitoring Policies

· Failure to pay fees within the relevant periods

Students will be notified in writing of the decision. Students will be advised that this cancellation will have an impact on their student visa and that they have 20 working days in which to access the AMI Education and/or University of Ballarat appeals processes.

The cancellation cannot be processed until the internal appeals process is completed unless extenuating circumstances relating to student welfare apply.

Once completion of the process above, DIAC will be notified of the cancellation of the student’s enrolment. This may result in the student visa being cancelled by DIAC. Students should contact DIAC within 28 days as advised in the notification of cancellation.

University of Ballarat

University of Ballarat specific policy and procedure can be found at:

http://policy.ballarat.edu.au/esos/standard_13/ch01.php

Transfer between Registered Providers

AMI Education Pty Ltd Courses (Community Welfare, ELICOS, Hospitality)

Transfer between registered providers within the first 6 months of the primary program in a study package requires a transfer approval.

To apply to transfer, students should discuss this with their Director of Studies and/or Student Counsellor.

1. To apply to transfer to another provider within the first 6 months of the Student's Principal Program, the Student must demonstrate 'exceptional circumstances' justifying the transfer.

Exceptional Circumstances include:

o Medical reasons eg. recent hospital admission; serious injury; debilitating illness; severe anxiety or depression.

o Loss or bereavement eg. death of a close family member, or close friend; family or relationship breakdown.

o Hardship/trauma eg. recent victim of crime; sudden loss of income or employment; severe disruption to domestic arrangements.

o Educational progression problems that cannot be addressed by the provider’s resources.

1. Subject to the above, an Application for Transfer on the grounds of Exceptional Circumstances may be demonstrated by providing sufficient specific detailed information with relevant supporting documentation to support the Application, such as:

i. a medical certification stating in reasonable detail:

§ the dates of any relevant consultations or attendances;

§ if relevant, the nature of the complaint and the treatment; and

§ a specific statement that in the health care professional’s opinion (not the student’s opinion) that, as a result of the complaint or treatment, the student should be transferred.

ii. a police report or statutory declaration.

iii. other relevant supporting documentation.

All documentation will be held in confidence and will be stored to ensure privacy.

1. No transfer will be granted where:

. the Student has not completed the first four weeks of the principal program in which he or she is enrolled; or

a. AMI Education or its nominated officer forms the view that the Student is trying to avoid being reported to the Department of Immigration and Citizenship (DIAC) for failure to meet the attendance or academic progress requirements; or

b. the transfer may jeopardise the Student's progression through a package of programs; or

c. the transfer would be detrimental to the Student's future study and/or career objectives; or

d. the Student has not accessed student support or welfare services after having been requested to do so; or

e. the documents provided by the Student do not, in AMI Education’s or its nominated officer’s view, provide adequate grounds to justify the transfer; or

f. the Student has outstanding debts to AMI Education.

Applying to Transfer Between Registered Providers does not preclude students from the requirement to enrol on time. Non enrolment will not automatically result in a Transfer Between Registered Providers, it will however result in the student be reported via PRISMS for failing to enrol.

Click here to view Refund Policy for both AMI Education and Universtiy of Ballarat

For more information contact applications@ami.vic.edu.au