PURPOSE
This policy sets out the Leaders Institute (LI) requirements and expectations for students to change their enrolment in an LI course or unit. International students applying for a change of course or unit should refer to the Australian government’s application guide at http://www.internationaleducation.gov.au to view current regulations.
LI provides the opportunity for a student to request a change of course or unit enrolment on the grounds of compassionate or compelling circumstances. The Institute acknowledges its obligations with regards to the enrolment of a student due to a breach of the LI Code of Conduct or relevant policies in accordance with the required legislation and laws.
DEFINITIONS
Deferment: student requests LI prior to commencement to temporarily postpone their course.
Suspension: LI suspends enrolment for a period, after which the student may recommence the course.
Leave of Absence: student requests to temporarily postpone their course after commencement.
Cancellation: Confirmation of Enrolment (CoE) has been cancelled. If the student wishes to continue, they must reapply as a new student or have their original CoE reinstated.
Compelling or compassionate circumstances are those beyond the control of the student and which have an impact upon the student’s course progress or wellbeing such as:
• serious illness or injury, where a medical certificate states that the student was unable to attend classes;
• death of close family members such as parents, grandparents or siblings (where a death certificate should be provided if possible);
• major political upheaval or natural disaster in the home country requiring emergency travel which has impacted on the student’s studies;
• a traumatic experience that has impacted on the student which could include involvement in, or witnessing of a serious accident or witnessing or being the victim of a serious crime. Such cases supported by police or psychologists’ reports;
• where LI is unable to offer a pre-requisite unit;
• inability to begin studying on the course commencement date due to delay in receiving a student visa.
WITHDRAWAL OR CHANGE IN UNITS
Students are encouraged to speak with the Student Support Officer prior to applying to withdraw or change approved unit enrolments, as a change may have financial and academic consequences. International students must ensure that changes to study load meet their student visa requirements.
LEAVE OF ABSENCE
While not recommended, in some situations students may need to take a leave of absence during a trimester of study. Students should contact the Program Director if they wish to be absent longer than five consecutive days or if they expect to miss the start of a required trimester.
If a student needs to be absent for an extended period and is unable to maintain academic progress, they should complete the Application for Suspension of Studies Form, including supporting documentation.
CAMPUS TRANSFER
If a student wants to transfer to another LI campus, they must complete the Notification for Campus Transfer Form.
DEFERRING, SUSPENDING OR CANCELLING ENROLMENT
Students are allowed a maximum of two consecutive trimesters as an approved deferral or suspension of studies. Extensions beyond this time will only be granted in exceptional circumstances. Students should note that all approved deferrals and suspensions will incur a fee as outlined in the Leave, Deferment, Suspension Form. New students may defer their enrolment only once, subject to LI approval. LI will usually allow new students to defer the start of their course to the following semester. Students should note that tuition fees and administrative fees may change if, and when, a new offer of enrolment is provided.
International students may only defer, suspend or cancel course enrolment if there are compelling or compassionate grounds.
Scope
All students
Key Stakeholder
All staff and students
Procedures
LI is only able to temporarily suspend the enrolment of the student on the grounds of compassionate or compelling circumstances. The Institute will always use professional judgment to assess each student’s case on its individual merits when determining whether compassionate or compelling circumstances exist.
A student wanting to defer, suspend or cancel enrolment is required to complete an application to defer, suspend or cancel enrolment, including associated documentation. The student should speak to the Student Support Officer and documentation will be kept on record.
Students must ensure that all outstanding fees have been paid to LI at the time of making a request to change their course enrolment. The student will be notified of the outcome within 10 working days from the date of receipt of application.
Domestic students wishing to defer or temporarily suspend their enrolment must return to study and complete their course within the time frame specified. All students returning after an approved suspension of studies should contact LI to confirm their re-enrolment no later than 10 business days before commencement of the trimester.
INTERNATIONAL STUDENT VISAS
Deferment, suspension or cancellation of enrolment may affect an international student’s visa. Students wanting to cancel their enrolment prior to completing six months of the principal course must provide a Letter of Offer from another provider. The grounds on which student visa holders may be granted leave of absence without cancellation of their visa are set out in the Educational Services to Overseas Students (ESOS) Act 2000 and the National Code 2018.
Once LI approves an application for deferment, suspension or cancellation, Department of Home Affairs shall be notified via PRISMS of the change in enrolment status. Students who have taken leave for reasons not permitted under the legislation will be deemed to have discontinued their studies and will have to apply for a new visa to re-enter the country as a student.
It is the responsibility of the student to ensure they re-enrol after a period of leave. Failure to re-enrol may result in termination of enrolment on the grounds that the student has abandoned their studies. Students are informed of these requirements when their application is approved.
APPEAL
When LI initiates the suspension or cancellation of enrolment, the student is notified of this intention and is informed that they have 10 working days to access LI’s Student Grievance and Appeals Policy, unless extenuating circumstances relating to the welfare of the student apply. This may include: the student is missing; has medical concerns which lead the provider to fear for the student’s wellbeing; has engaged or threatens to engage in behaviour that is reasonably believed to endanger the student or others; or is at risk of committing a criminal offence. LI will continue to provide learning opportunities to students during the appeal process.
UNSATISFACTORY ATTENDANCE OR ACADEMIC PROGRESS
If the student is appealing LI’s intention to report the student to Department of Home Affairs via PRISMS for unsatisfactory attendance, non-payment of fees or lack of academic progress, LI will maintain the student’s enrolment throughout the appeals process, including the external appeal, should the student choose to access an external arbitrator. LI will only cancel a student’s enrolment, if the student has not appealed or the appeals process is completed, and the decision is in LI favour.
OTHER REASONS
If the student is appealing LI’s intention to cancel or suspend their enrolment for other reasons, including breaching the LI Code of Conduct, the Institute will maintain the student’s enrolment throughout the internal appeals process. LI is not required to wait for the outcome of an external appeal before notifying Department of Home Affairs through PRISMS of the change to the student’s enrolment.
ATTENDANCE MONITORING
If a student has had their studies suspended or deferred, the student’s attendance will not be monitored for the period covered by the suspension or deferment.