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International students intending to cancel their enrolment in order to transfer provider must refer to International Student Transfer Policy.
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PROCEDURE |
Deferrals Procedure
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Steps | Person Responsible | |
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| 1 | Submitting Application | Student |
| 2 | Assessment of Application | Manager, Trainer |
| 3 | Notification of Outcome | Student, Manager, Trainer |
| 4 | Administrative Tasks/Finalise | Manager, Administrative Assistant |
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 the Supporting Evidence Guide in the Policy for additional guidance.
Assessment of Application
Applications are received and assessed by management within 10 working days. Professional judgement will be used to assess each case on its individual merit. Notes will be kept on the student profile detailing the assessment, reasoning and the decision.
Notification of Outcome
The student will be notified of the decision/outcome of their request within 10 working days from when the request was received by Strategix. The notification will contain the outcome and the reasoning for the decision. A copy of the notification is saved on the student’s profile and if the student is an international student a copy will also get sent to students education agent.
Non-Approvals - If the outcome of the application was not granted the student is provided with an opportunity to appeal the decision as per STG 1.012 - Complaints and Appeals Complaints, Appeals and Consumer Protection Policy and Procedure.
If the appeal results in the decision being overturned the process will continue as per the approvals below.
Approvals - If the outcome of the application was an approval, the student will be advised if any important information they need to know (i.e. international students may need to contact and inform DIBP or if there is any impact on their student visa). The administrative tasks required by Strategix are completed as per the next step.
Administrative Tasks/Finalise
If granted,the administrative assistant is to update the students profile to reflect the change, by:
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In addition, if the student is an International student the administrative assistant will:
Change the students CoE and issue new CoE to student and agent (if/where required)
Update PRISMS to reflect new CoE.
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STANDARDS AND REGULATORY REQUIREMENTS |
Authority |
| See Funding |
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Regulatory Documents |
| List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document |
Approved By | Name here | Details / Decisions: |
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RELATED DOCUMENTS |
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:
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Standard
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SNR
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CRICOS
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ESOS
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S&S
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S4A
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PQS
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U/C
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AQF
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9
Glossary:
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Term/Statement
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Explanation
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Deferral
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A student initiated request to delay the commencement/start date of the course or to put on hold a course which is in progress
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CoE
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Confirmation of Enrolment
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DIBP
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The Australian Department of Immigration and Border Protection
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PRISMS
"Provider Registration and International Student Management System
PRISMS is a secure system for providers (in this case Strategix) to:
Issue 'Confirmations of Enrolment' to overseas students intending to study in Australia (the Department of Immigration and Border Protection requires these to issue a student visa), and
Report changes in course enrolment."
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College process?? This was created during the audit. Do we merge this with above? |
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:
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Steps
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Person Responsible
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Processing Deferrals
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Strategix Student Liaison Officer
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Deferral Report
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Strategix Student Liaison Officer
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End of Deferral
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Strategix Student Liaison Officer
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/
All completed Deferral applications are received to formsubmissions@strategix.edu
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).
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)
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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.
Log into Debit Success and search for student
Scheduled Payments tab
Suspensions
Add Suspension
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:
Change the enrolment status from Deferred back to In Progress
Update any subject end dates for subjects that were paused during the deferral period to give eLearning access
Remove the "deferred until" date in the enrolment details
Double check that fees and census dates are correct
Ensure that the student's class is on the support calendar
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
The student must indicate continuing on the new progression form
On question 2, select “Yes, I have resumed my studies after having previously deferred or withdrawn from the course” and
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)
Log into Debit Success and search for student
Scheduled Payments tab
Suspensions
Check end date - Edit if required
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:
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Standard
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Section/reference
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Contributor/s:
The following person/s were consulted and involved in the process of developing this document:
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Role/Title
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Name
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Author
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Calvin Young
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Review
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Iris Henig
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Consultant/s
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STANDARDS AND REGULATORY REQUIREMENTS |
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Authority
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List here
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See Funding
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Regulatory Documents
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List here
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List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document
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Approved By
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Name here
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