Deferral Policy and Procedure
- Andrew Read (Unlicensed)
- Danah Smallwood (Unlicensed)
- Ethan Green (Unlicensed)
OVERVIEW
Table of Contents |
|---|
Status | CURRENT |
|---|---|
Classification* | INTERNAL |
Department | ALL |
Review | Sep 1, 2025 |
Notes |
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PUBLIC-FACING
Deferrals
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 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.
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 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.
POLICY
Deferral Policy
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 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 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.
The period of deferral will not be included in attendance monitoring calculations.
Deferral Applications
Students can apply for a deferral based on compassionate or compelling circumstances. These are circumstances 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 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 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.
Applications must be submitted using the Deferral Application Form and include supporting evidence. Click below for guidance around supporting evidence.
Strategix will assess each application on its individual merits. Decisions are made within 10 working days of submission, unless additional information or supporting documents are required, in which the student will be notified and will be afforded time to obtain anything further. Students must make sure their fees/payments are up to date as it may affect their application process.
Students are required to participate in and attend their course as normal until a decision has been made on their application.
If Strategix was to deny a deferral request, students have a right to appeal the decision. While the appeal is in process, the student is required to continue to attend the course as normal. International students will not be reported during the appeal process. Appeals are processed as per Complaints, Appeals and Consumer Protection Policy and Procedure.
International Student Information
Strategix will notify the Department of Immigration and Border Protection (DIBP) through PRISMS of any change to the conditions of a student’s enrolment. A deferment may affect a student’s visa. A visa may be cancelled if the deferral:
Is due to the conduct of the student
Is for reasons other than compassionate or compelling circumstances
The compassionate or compelling circumstances 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 providers must refer to International Student Transfer Policy.
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 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.
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 the student's education agent.
Non-Approvals - If the outcome of the application is “not granted”, the student is provided with an opportunity to appeal the decision as per 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 is “approved”, the student will be advised 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.
Administrative Tasks/Finalise
If granted, the administrative assistant is to update the student's profile to reflect the change, by:
Updating the student status to “Deferred”
Adding a brief reason for the deferral and the deferral start date in the comment field below the status
Adding the deferral end date in the “Deferred/Suspended Until” field.
In addition, if the student is an International student the administrative assistant will:
Change the student's CoE and issue a new CoE to the student and agent (if/where required)
Update PRISMS to reflect the new CoE.
Authority |
| See Funding |
|---|---|---|
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: |
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)