Standard 9 - Deferring, suspending or cancelling the overseas student's enrolment
Standard 9 of the National Code 2018 allows students, where compassionate or compelling circumstances exist, to defer commencement of studies, take a leave from studies or temporarily suspend their studies during their program. This must be completed through a formal agreement with their registered provider. Students must be advised that deferring, taking leave from studies or temporarily suspending their studies during their program may affect their student visa.
The registered provider may also seek to cancel or suspend the student’s enrolment for disciplinary reasons.
This procedure outlines the circumstances for the application, assessment and approval of the deferment, suspension, a leave from studies, or cancellation of enrolment, when instigated by either student or the University and subsequent reporting requirements via PRISMS.
This Procedure applies to all international students studying on shore holding a Student Visa as a student of the University. This is irrespective of teaching location or if the program or course is delivered via a Partner Provider.
Term | Definition |
---|---|
Cancellation: | CoE is cancelled. Student must reapply for program if they wish to continue study. |
Compassionate or compelling Circumstances**Professional judgement to assess each case on its merits: |
Note:
|
CoE: | Confirmation of Enrolment |
CUP: | Centre for University Partnerships |
Deferment: | A request by the student prior to the commencement of study of their program to temporarily postpone study (student initiated). |
ESOS: | Education Services for Overseas Students Act 2000, as amended from time to time. |
Extenuating Circumstances: |
|
School: | School delivering programs to international students |
Immigration | Department of Home Affairs |
Leave from Studies: | A request by the student to temporarily postpone study after the commencement of their program. (Student initiated). |
Partner Provider (PP): | Educational Institution providing programs and courses of the University through an approved Education Agreement. |
PRISMS: | The Provider Registration and International Student Management System. |
Suspension: | The enrolment of a student in their program of study is suspended for a period of time, after which time the student may recommence study. If student initiated refer to Leave from Studies. |
Note:
Suspension of enrolment should not be included in attendance monitoring calculations.
The University’s Statutes and Regulations must be read in conjunction with this Procedure.
Where a decision is made, the student always has the right to appeal this decision using the appeals processes as outlined in the Universities Statues and Regulations. This must always be clearly communicated to the student with the notification of the decision.
Actions required to meet this procedure are outlined in the following sections:
Deferment or Leave from Absence
Suspension of Enrolment (University Initiated)
STEPS | WHO IS RESPONSIBLE? | COMMENTS | |
---|---|---|---|
1 |
Request for Leave from Studies for a full semester or longer. Deferment request (Refer point 9 & 10) |
Student/PP |
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2 | Request for leave is after census date | Student |
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3 | Receipt of Application for Leave from Studies form | School/PP/CUP |
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4 | Assessment for Leave from Studies. | School/CUP |
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5 | Approval / Decline of Leave of Studies. | School/CUP | |
6 | Notification is provided to Student of decision. | School/CUP |
|
7 |
Approved signed form is sent to Student HQ and copy of form sent to CUP/PP after approval or decline by school. |
School/CUP |
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8 | Form is processed in Student Management System. | Student HQ |
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9 | Change to CoE reported via PRISMS. | CUP/ PP |
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10 | Deferment of commencement of program | Student |
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11 | Deferment approved | CUP/PP |
|
Note:
- Students can take a leave from studies if there are no courses/units they can study in the relevant study period as this is considered to be a compelling circumstance.
- Students should check with Immigration before applying for leave of studies. In most cases students will be required to go back to their home country while on leave from studies.
- Students leave will be assessed per semester. Leave approved especially for more than one semester may not be recognised by Immigration and it may act to cancel the student’s visa.
Short term leave from studies is leave that will normally not affect the length of a student's visa.
Returning students who wish to enrol or commence classes after the last date allowed for the semester, must apply for leave from studies and have the leave approved prior to commencement of the semester unless circumstances, out of the control of the student, prevent this from occurring. Student Administration at the Partner Provider teaching locations will inform students of the last date to enrol for the semester.
Students who wish to take leave from studies during a semester eg. leave to return to home country for two weeks, must apply for leave from studies prior to taking leave unless circumstances out of the control of the student prevents this from occurring.
When assessing a Short Term Leave From Studies application School/PP must consider the number of classes the student will miss during the leave from studies period and how it will affect the student's results at the end of the semester. If it is assessed that a student will require Special Consideration as a consequence of the approved Leave from Studies request, a Special Consideration form should be lodged at the same time as the Leave from Studies request.
Assessment of a Short Term Leave From Studies application is assessed under the compassionate or compelling definition. It is not necessary for Student HQ to make changes in Campus Solutions unless advised at a later date by CUP/PP that the student did not return to study in current semester. Copy of approved form or letter must be held in student's file. If applicable CUP/PP will record leave on CoE via PRISMS.
STEPS | WHO IS RESPONSIBLE? | COMMENTS | |
---|---|---|---|
1. | Withdrawal from All Studies | Student |
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2 | Withdrawal is after census date | Student |
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3. | Student presents form for signing at CUP/ PP. | Student/CUP/PP |
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4. | Student lodges form at School or for students studying at PP with the Academic Coordinator | Student/School/PP |
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5. | School lodges form at Student Management for processing. For students studying at a PP location the PP will forward the form to CUP for lodging with Student Management. | School/PP | |
6. | Student HQ processes withdrawal according to date student has entered on form. | Student HQ | |
7. | CUP/PP cancel students enrolment in program via PRISMS from the date listed on withdrawal form. | CUP/PP |
|
Note:
Students should check with Immigration before withdrawing from all studies.
STEPS | WHO IS RESPONSIBLE? | COMMENTS | |
---|---|---|---|
1. | Action / Decision applicable Statute or Regulation. | School |
|
2. |
Written notification to student of the decision to suspend them from their studies. Advice must include:
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As per applicable Statute or Regulation. |
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3. | Notify CUP of the suspension within 7 days of the appeal period passing or any appeal finding in favour of the origin decision to suspend. | Discipline Committee |
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4. | Report student via PRISMS to Immigration that the student’s enrolment is suspended. | CUP |
Note:
The above procedure for Suspension of Enrolment (University initiated) is for discipline reasons.
Procedures for Suspension of Enrolment (University initiated) for academic reasons is covered under FedUni's Standard 8 – Monitoring Course Progression Procedure.
STEPS | WHO IS RESPONSIBLE? | COMMENTS | |
---|---|---|---|
1. | Action as per above applicable Statute or Regulation. | School |
|
2. |
Written notification to student of the decision to cancel enrolment. Advice must include:
|
As per applicable Statute or Regulation. |
|
3. | Notify CUP of the cancellation within 7 days of the appeal period passing or any appeal finding in favour of the origin decision to cancel. | Student Discipline Committee |
|
4. | Report student via PRISMS to Immigration that the student’s enrolment is suspended. | CUP |
Note:
The above procedure for Cancellation of Enrolment is for disciplinary reasons.
Procedures for Cancellation of Enrolment (University initiated) for academic reasons is covered under FedUni's Standard 8 – Monitoring Course Progression Procedure.
Specific responsibilities for are included under Actions.
- CUP
- School
- Partner Provider
- Student Management
Title | Location | Responsible Officer | Minimum Retention Period |
---|---|---|---|
Application for Deferment, Suspension or Leave of Studies | Student File | School/PP | 7 years after completion of course |
Evidence of Assessment of applications for deferment, suspension or LOA | Student File | School/PP | 7 years after completion of course |
Evidence of Approval / Rejection of Application | Student File | School/PP | 7 years after completion of course |
Evidence of information provided to student informing them of possible changes to their student visa. | Student File | School/PP | 7 years after completion of course |