Course Deferral, Suspension and Cancellation Policy

version July 2015; updated June 2016; updated Dec 2016

Course Deferral, Suspension and Cancellation Policy

The College through the application of its Deferral, Suspensions and Course Cancellation Policy will:

  • Offer students the opportunity to defer studies for a reasonable time for reasonable reasons
  • Ensure that a deferral does not incur the student additional fees, or a reduced entitlement to a refund
  • Advise students where their eligibility to government funded or subsidised training may be impacted by deferrals or discontinuation of studies.
  • Meet government funded or subsidised training contract requirements
  • Implement appropriate procedures to efficiently offer, and manage student requests to defer or discontinue studies.
  • Publicize withdrawal procedures as required under specific programs such as VET FEE HELP and Smart and Skilled

Deferring or Suspending Studies

  • Deferrals and Suspensions Subject to Program Rules

    Students may defer studies in accordance with the following Policy options subject to any government funded or subsidised program allowing the deferral; and completion of any College or government required forms.

  • Deferral Up to Three Months

    a) Students may defer studies without reason for up to 3 months.

     

  • Deferral Requests for Over 3 Months

    a) Students must provide a reason for deferrals past 3 months. This may include medical or pressing family situations.

    b) The College may request appropriate evidence in support of the deferral.

    c) Deferral over 3 months must be approved by a Director of Training. 

  • Deferrals or Suspensions of Trainees

    a) Where students seeking a deferral are registered trainees, this must be processed as a traineeship suspension and be approved by the relevant Department of Education.

    b) The required form must be completed by the trainee and employer and provided to the College for submission to the Appencticeship centre for processing.

  • Employer Initiated Enrolments Require Deferral Approval

    Where the enrolment is through the employer, the employer must agree to the deferral request. This may be verbally or by email.

  • Submitting and Approval of Deferral Requests

    a) Students should email their College Student Adviser requesting deferral and provide a recommencement date.

    b) Deferral is not approved until confirmed by email.

    c) Prior to approval the rules under an applicable state funded program will be checked; and any required supporting evidence or forms obtained.

    d) Once approved the course end date and subject due dates and next College contact date will be amended by the Student Adviser to allow the student to recommence with the progress status of "on timetable".

  • Qualification Superseded While On Deferral

    Where the qualification is superseded during a student deferral period the College will issue a Statement of Attainment for units completed line with the ASQA Transition policy and consult with you about recommencing the newer qualification.

  • Maximum Deferral Period

    a) The maximum deferral period is 12 months.

    b) Where a student is not able to recommence within that time their enrolment will be cancelled by the College.

    c) Students can then contact the College to request recommencement after that time. Additional Fees may apply.

  • Impact of Deferral or Suspension on Fees Payable and Refund Entitlement

    Where a deferral or suspension has been approved, the obligation for fee payments for the time of the deferral is also deferred.

    If at the end of the deferral period the student elects to withdraw (and advises the College) their eligibility to a refund will be determined from the date the deferral period started.

    This allows students an option to put their course "on hold" without a financial impact.

Cancelling or Withdrawing from Studies

  • Advising of Cancellation or Withdrawal

    a) Students may advise their College Student Adviser that they wish to discontinue their studies at any time.

    b) Advice can be verbal or by email or in writing, except for VET FEE-HELP enrolments prior to a census date or where a refund is requested in accordance with the Refund Policy.

    c) Withdrawals seeking a refund should be done in writing so there is no misunderstanding about the date of withdrawal.

    d) Students are asked to provide a reason for cancellation; including if the services offered were not as required.

  • Confirmation of Cancellation Request

    a) Cancellation requests should only be considered as having been received by the College when an acknowledgement email is received back by the student.

    b) If a cancellation request for VET FEE-HELP or that involves a refund is not acknowledged phone the College to confirm receipt.

  • Assumed Cancellation

    a) The College may assume discontinuation where the student does not respond to contact efforts and has been sent notice that unless they contact the College they will be discontinued.

    b) The College will use provided student email addresses as the contact method.

  • Impact of Discontinuation on Further Government Funded or Subsidised Courses

    a) Many state and commonwealth funded and subsidised training programs limit the number of enrolments.

    b) The College will endeavour to identify where a student may be limited in further funded study options and advise the student that they may have no or limited further study opportunities if they proceed with withdrawing. It is however the students responsibility to identify that limitation directly with the government department concerned.

  • VET FEE-HELP Discontinuation

    a) Where a VET FEE HELP student discontinues from one unit of study, they will be deemed to discontinue from all subsequent units of study unless they specifically request by email or in writing to stay enrolled in a subsequent Unit of Study, and this is approved by the College.

  • Important Rules about Withdrawing from VET FEE-HELP Without Penalty

    VET FEE-HELP students can withdraw any time before their census date without a penalty.

    For each semester a "census date" is set which is 20% into the scheduled time frame for that semester.

    If students do NOT formally withdraw from the semester on or before the census date, they will incur a debt with the Government for the VET FEE-HELP loan amount. See the VET FEE-HELP Refund Policy for details.

    Students who notify the College of their intent to withdraw from their course prior to the census date will be sent written confirmation confirming their request.

Specific Rules for Government Funded Programs

  • NSW Smart and Skilled Maximum 12 Months Deferral

    a) Under the NSW Smart and Skilled Operating Guidelines (clause 8) the maximum deferral period is 12 months.

    b) Student records must be reported as on deferral. 

  • Only One Queensland Subsidised Course in Each Progam

    Eligible students can only access one subsidised course from the Certificate 3 Guarantee program. It is important that you take the time to carefully consider your training options before committing to a course of study.

    Upon completion of your Certificate III you can then enrol into a Higher Level Skills course if you are eligible.

    Eligible students for the Higher Level Skills Program can only access one Certificate IV level and above qualification.