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International Students intending to cancel their enrolment in order to transfer provider must refer to STG 3.026 - International Student Transfer Policy.

Procedure:

Submitting Application

The deferral process is initiated by through the Deferral Application Form. All applications must include as much information as possible and supporting evidence, see Appendix 1 for additional guidance.

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• International Prospectus

• International Student Handbook

• Student Handbook

• STG 1.012 - Complaints and Appeals Procedure

• Deferral Application Form

• National Vocational Education and Training Regulator Act 2011 (Cth)

• Standards for Registered Training Organisations (RTOs) 2015

• Education Services for Overseas Students (ESOS) Act 2000 (Cth)

• Education Services for Overseas Students (ESOS) Regulations 2001 (Cth)

• National Code of practice for providers of Education Services for Overseas Students 2018 (Cth)

Standards Reference:

Glossary:

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_Appendix_1_– _Appendix_1_–

Appendix 1 – Application Guide

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• Medical certificate or supporting documentation from registered psychologist/medical practitioner

• Death certificate (of family close member)

• Police or psychologist’s report

• Letters from an authentic source (translated) supporting the deferment process.

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Policy:

Students are able to apply for a deferral of their studies. A deferral of studies is available under special circumstances to students who have not yet passed all of their census dates.

Special circumstances may include:

• Medical Reasons e.g. sickness, rehabilitation or treatment

• Family / personal reasons e.g. Death, sickness or other family circumstances that prevent you from being able to study for a prolonged period of time

Deferrals are available for a minimum period of 2 months and a maximum period of 6 months. Students may defer once per qualification. Where circumstances extend beyond this time frame, an academic penalty date extension or withdrawal might be a more suitable option.

Procedure:

Processing Deferrals

After submitting the application students will receive an email within 10 business days detailing the outcome of the request. If the request has been approved the students will also receive a new confirmation of enrolment showing the new Unit of Study dates and census dates.

Student completes Deferral Application form. Template to be sent from aXcelerate

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 Or direct link to Deferral application form: https://strategixtraining.wufoo.eu/forms/x11t3bnl0sf0h9l/

1. All completed Deferral applications are received to formsubmissions@strategix.edu 

   1. Application is assessed and outcome is emailed to the student via the Deferral Application Outcome template

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Example:

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• If not approved, the student will be withdrawn and will need to re-enrol when they intend to continue. 

• If approved, the student will have recorded the new date in the students’ enrolment details.

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The deferred until date is recorded in the students enrolment details

The enrolment status is changed to deferred

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All future Unit of Study related dates need to be changed - See formula below.

Note: If the student has not completed previous or current Units of Study, extra time should be provided for completing these subjects first upon return.
Refer to Update UOS DATES section for details on how to calculate and update UOS dates in Xcelerate. 

(Current date + X number of months of approved deferral). 

(Current date + X number of months of approved deferral + X number of months for incomplete subjects). 

For example, if a student defers after their UOS 1 date, but before their UOS 2 census date, their UOS 2 and UOS 3 dates needs to be pushed out for the approved deferral time + plus the additional time to complete UOS 1 subjects not yet complete.

These dates need to align with a scheduled Unit of Study commencement, census and end date e.g. any Monday for Online enrolments or a scheduled Monday or Wednesday intake for on campus.

If the student currently has access to subjects, the end date of these subjects will be changed to the day the deferral is processed. This prevents the student from being able to access any of the course work during the deferral period.

If the student is on a payment plan, this needs to be paused in Debit Success.

1. Log into Debit Success and search for student 

2. Scheduled Payments tab

3. Suspensions

4. Add Suspension 

5. Start Date: 
   End Date:
   Charge For Suspension: $0.00
   Reason for Suspension: Deferral

The deferral application and outcome should be recorded in an axcelerate note and contact message. 

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Deferral Report

Each Monday, the SLOs are sent an email - “Deferrals enrolments concluding this week” with a link to a report which shows all students whose deferral has ended within the last week. If there are no students in the report it will show an error message and you will be unable to download the report.

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The SLO is to check the students as per the End of Deferral instructions.

End of Deferral

On the Sunday before the Deferred Until date, an email will be automatically sent to the student notifying them that their deferral period is concluding. The email is as per below (please note the date is not highlighted in the email, only in the screenshot below):

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A report will be emailed to the SLO’s notifying them that a student is approaching the end of their deferral period. Upon receipt of this email, an SLO will need to:

1. Change the enrolment status from Deferred back to In Progress

2. Update any subject end dates for subjects that were paused during the deferral period to give eLearning access

3. Remove the "deferred until" date in the enrolment details

4. Double check that fees and census dates are correct

5. Ensure that the student's class is on the support calendar

6. Send a Progression Form to the student if a previous progression form has a status of deferred. Refer to Issuing interim progression forms e.g. after returning from deferral or re-enrolment

7. The student must indicate continuing on the new progression form

8. On question 2, select “Yes, I have resumed my studies after having previously deferred or withdrawn from the course” and

9. On question 2a, record the date that they recommenced their studies. 

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Contact the student to welcome them back, add note to aXcelerate profile of the call. If there is no answer, email details - template is on the College- Student Support Email Templates Google Doc. + include the above need to complete progression form.

• Motivate them to return back to class or book in a tutorial

• Confirm for direct debit payments to re-commence (if applicable)

1. Log into Debit Success and search for student 

2. Scheduled Payments tab

3. Suspensions

4. Check end date - Edit if required 

5. Check and calculate next payment date 

Follow up should be set. If the student does not re-engage, a cancellation warning needs to be sent at least 28 days prior to the next census date. 

Standards Reference:

The following procedure is developed referencing the below:

Contributor/s:

The following person/s were consulted and involved in the process of developing this document: