Deferral Policy and Procedure

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 which 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 student requires a longer duration, Strategix may assess the case and determine the best cause 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 and compelling circumstances. These are circumstances which 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 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 of a serious accident

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

Where Strategix was unable to offer a pre-requisite 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. For guidance around supporting evidence - Refer to Appendix 1.

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. Whilst the appeal is in process the student is required to continue to attend the course as outlined in this procedure. International students will not be reported during the appeal process. Appeals are processed as per STG 1.012 - Complaints and Appeals 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 which 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 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.

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 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:

• 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 students CoE and issue new CoE to student and agent (if/where required)

Update PRISMS to reflect new CoE.

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:

Glossary:

Appendix 1 – Application Guide

This appendix is a guide on what information should be included when submitting an application to differ. 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 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.