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OVERVIEW

Table of Contents

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Status

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Status

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DRAFT

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CURRENT

Classification*

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Status

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PUBLIC

Department

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Review

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titleINTERNAL

Department

Status
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titleALL

Review

Notes

*See Information classification policy

...

Excerpt
nameDeferrals - Student Handbook

A deferral is a student-initiated request to delay the commencement/start date of the course or to put on hold a course that is in progress. Students can apply for a deferral based on compassionate and or compelling circumstances. These are circumstances that are beyond the control of the student and will have an adverse impact on their wellbeing and course progress. Where practical, a student must apply at least 14 days prior to the requested deferral start date.

International student visas may be affected where an enrolment is deferred, suspended or cancelled. Strategix will notify the Department of Immigration and Border Protection of any change to the conditions of a student’s enrolment as required under the ESOS Act 2000.

Excerpt
nameDeferral Information

A deferral is a student-initiated request to delay the commencement/start date of the course or to put on hold a course that is in progress. Students can apply for a deferral based on compassionate and or compelling circumstances. These are circumstances that are beyond the control of the student and will have an adverse impact on their wellbeing and course progress. For example:

  • Serious illness or injury, where a medical certificate states that the student was unable to attend classes

  • Bereavement of close family members such as parents or grandparents

  • Major political upheaval or natural disaster in the home country requiring emergency travel

  • A traumatic experience, which could include:

    • Involvement in or witnessing a serious accident

    • Witnessing or being the victim of a serious crime.

  • Where Strategix was unable to offer a prerequisite unit, or the student has failed a prerequisite unit and therefore faces a shortage of relevant units for which they are eligible to enrol.

Applications must be submitted using the Deferral Application Form and include supporting evidence. Where practical, a student must apply at least 14 days prior to the requested deferral start date.

Strategix will assess each application on its individual merits and make a decision within 10 working days of submission, unless additional information is required. Students must make sure their fees/payments are up to date as it may affect their application process. During this time, a student is still required to participate in and attend their course.

Deferral Duration

The duration of a deferral of studies is a maximum of 12 months for a domestic student or 6 months for an international student. If student requires a longer duration, Strategix may assess the case and determine the best cause of action with the student.

International Students

International student visas may be affected where an enrolment is deferred, suspended or cancelled. Strategix will notify the Department of Immigration and Border Protection of any change to the conditions of a student’s enrolment as required under the ESOS Act 2000.

Appeals

You have a right to appeal the deferral decision. Please refer to the Complaints and Appeals Information sheet for further guidance on this process. While an appeal is in process, you are still required to continue to attend the course as normal. International students will not be reported during the appeal process.

...

This policy and procedure details how Strategix manages student requests for deferrals. A deferral request can be made to Strategix to either delay the commencement of a course or put on hold a course which that is already in progress.

Deferral Duration

The duration of a deferral of studies is a maximum of 12 months for a domestic student or 6 months for an international student. If a student requires a longer duration, Strategix may assess the case and determine the best cause course of action with the student. In cases where the maximum deferral duration is not long enough, the student may be advised to withdraw from the course.

...

Students can apply for a deferral based on compassionate and or compelling circumstances. These are circumstances which that are beyond the control of the student and will have an adverse impact on their well-being and course progress. Where practical, a student must apply at least 14 days prior to the requested deferral start date.

Compassionate and or compelling circumstances may include, but are not limited to:

  • Serious illness or injury, where a medical certificate states that the student was unable to attend classes

  • Bereavement of close family members such as parents or grandparents (where possible, a death certificate should be provided)

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

  • A traumatic experience, which could include:

    • Involvement in or witnessing a serious accident

    • Witnessing or being the victim of a serious crime, and this has impacted the student (these cases should be supported by police or psychologists’ reports).

  • Where Strategix was unable to offer a prerequisite unit, or the student has failed a prerequisite unit and therefore faces a shortage of relevant units for which they are eligible to enrol.

...

Expand
titleSupporting Evidence Guide

This is a guide on what information should be included when submitting an application to defer. It is advised to include as much information/evidence as possible to assist with and speed up the application and decision-making process.

Information to include in the email/letter:

  • Full name (as shown on enrolment documents)

  • Current course enrolment

  • The reason for the application:

    • Medical Grounds

    • Exceptional Circumstances

  • Any applicable information to support the application

  • The length/timeframe of the request

Supporting documents/evidence (must be originals or certified copies) such as:

  • Medical certificate or supporting documentation from a 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.

...

  • Is due to the conduct of the student

  • Is for reasons other than compassionate or compelling circumstances

  • The compassionate or compelling circumstances which that warranted the deferral cease to exist

  • Is based on fraudulent evidence or documents given to Strategix by the student.

International students intending to cancel their enrolment in order to transfer provider providers must refer to International Student Transfer Policy.

Info

PROCEDURE

Deferrals Procedure

Steps

Person Responsible

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 the Supporting Evidence Guide in the Policy for additional guidance.

...

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 the student's education agent.

Non-Approvals - If the outcome of the application was not granted is “not granted”, the student is provided with an opportunity to appeal the decision as per Complaints, Appeals and Consumer Protection Policy and Procedure.

...

Approvals - If the outcome of the application was an approvalis “approved”, the student will be advised if of 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.

...

If granted,the administrative assistant is to update the students student's profile to reflect the change, by:

...

In addition, if the student is an International student the administrative assistant will:

  • Change the students student's CoE and issue a new CoE to the student and agent (if/where required)

  • Update PRISMS to reflect the new CoE.

...

Info

STANDARDS AND REGULATORY REQUIREMENTS

Authority

  • List here

See Funding

Regulatory Documents

  • CRICOS 9

List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document

Approved By

Name here

Details / Decisions:

...

Info

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)