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Changes to Course or Unit Enrolment Policy

PURPOSE

This policy sets out the Leaders Institute (LI) requirements and expectations for students to change their enrolment in an LI course or unit. International students applying for a change of course or unit should refer to the Australian government's Application Guide to view current regulations.


SCOPE

All students and prospective students


PRINCIPLES

  • LI provides the opportunity for a student to request a change of course or unit enrolment on the grounds of compassionate or compelling circumstances;

  • LI acknowledges its obligations with regards to the enrolment of students which result from a breach of LI's Code of Conduct Policy or other policies in accordance with the required legislation and laws;

  • LI acknowledges that the student will be able to appeal a decision that is made in accordance with the Complaints, Grievances, and Appeals Policy;

  • LI understands (as per Standard 13 of the National Code) that students are allowed to defer commencement of their studies, take a leave of absence or temporarily suspend their studies during their course due to extenuating, compelling or compassionate circumstances which are outside the control of the student.


DEFINITIONS

Deferment: Student requests LI prior to the commencement of their course to temporarily postpone their course.

Suspension: LI suspends the enrolment of a student for a period of time, after which the student may recommence their course.

Leave of Absence: Student requests to temporarily postpone their course after it has commenced.

Cancellation: Confirmation of Enrolment (CoE) has been cancelled. If the student wishes to continue then they must reapply as a new student or have their original CoE reinstated.

Compelling or compassionate circumstances: are those beyond the control of the student and which have an impact upon the student’s course progress or wellbeing such as: 

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

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

  • major political upheaval or natural disaster in the home country requiring emergency travel which has affected on the student’s studies;

  • traumatic experience that has impacted on the student which could include involvement in or witnessing of a serious accident or witnessing or being the victim of a serious crime. Such cases should be supported by police or psychologists’ reports.

  • requirements in their workplace, transfers or changes in positions; this will require advice from their employer;

  • where LI is unable to offer a pre-requisite unit; or

  • inability to begin studying on the course commencement date due to delay in receiving a student visa.

PRISMS: Provider Registration and International Student Management System, maintained by the Australian Government

Domestic Student: means a student who is one of the following:

  • Australian citizen (including Australian citizens with dual citizenship);

  • New Zealand citizen;

  • permanent humanitarian visa holder; or

  • holder of a permanent visa other than a permanent humanitarian visa.

International Student: means a student who is one of the following:

  • citizen of any country except for Australia and New Zealand;

  • temporary resident of Australia;

  • permanent citizen of New Zealand.

Enrolment period: means a semester or session where appropriate.

FEE-HELP: means a loan that helps eligible fee-paying students pay their tuition fees at the Institute.

Fees: includes all fees, fines and charges payable as specified in the Schedule of Fees.

HECS-HELP: means a loan that helps eligible Commonwealth supported students to pay their student contribution.

Higher Education Loan Program: means a loan program to help eligible students pay student contributions (HECS-HELP), tuition fees (FEE-HELP).

Student contribution: means the contribution that Commonwealth supported students make towards the cost of their education.

Tuition Assurance Protection Scheme: (TPS) means the initiative of the Australian Government to assist international students whose education providers are unable to fully deliver their course of study


WITHDRAWAL OR CHANGE IN UNITS

Students are encouraged to speak with a Student Support Officer prior to applying to withdraw or change approved unit enrolments, as a change may have financial and academic consequences. International students must ensure that changes to study load meet their student visa requirements.


LEAVE OF ABSENCE

While not recommended, in some situations students may need to take a leave of absence during a semester of study. Students should contact the Program Director if they wish to be absent longer than five (5) consecutive days or if they expect to miss the start of a required semester.


If a student needs to be absent for an extended period and is unable to maintain academic progress, they should complete the Change of Course or Unit Enrolment Form, including supporting documentation.


CAMPUS TRANSFER

If a student wants to transfer to another LI campus, they must complete the Notification for Campus Transfer Form.


DEFERRING, SUSPENDING, OR CANCELLING ENROLMENT

Students are allowed a maximum of two consecutive semesters as an approved deferral or suspension of studies. Extensions beyond this time will only be granted in exceptional circumstances.


Students must complete the Change of Course or Unit Enrolment Form, including supporting documentation. New students may defer their enrolment only once, subject to LI approval. LI will usually allow new students to defer the start of their course to the following semester. Students should not that tuition fees and administrative charges may change if, and when, a new offer of enrolment is provided.


Approved deferral and suspension applications may incur a fee as detailed in the LI Fees and Charges Schedule. Once approved, in writing, the documentation will be kept in the student file for at least two years. Where applicable, Department of Home Affairs will be notified via PRISMS.


LI will assess each student’s case on its individual merits and submission of the required evidence when determining whether compassionate or compelling circumstances exist.


Only temporary suspension is available for compassionate grounds or compelling circumstances.


International students may only defer, suspend, or cancel course enrolment if there are compelling or compassionate grounds.


PROCEDURE


LI is only able to temporarily suspend a student's enrolment on the grounds of compassionate or compelling circumstances. LI will always use professional judgement to assess each student's case on its individual merits when determining whether compassionate or compelling circumstances exist.


A student wanting to defer, suspend, or cancel enrolment is required to complete the Change of Course or Unit Enrolment Form, including supporting documentation. The student should speak to a Student Support Officer and written documentation will be kept on record by LI for at least two (2) years.


Students must ensure that all outstanding fees and charges have been paid to LI at the time of making a request to change their course enrolment. The student will be notified of the outcome within 10 working days from the date of receipt of the application.


Domestic students wishing to defer or temporarily suspend their enrolment must return to study and complete their course within the time frame specified. All students returning after an approved suspension of studies should contact LI to confirm their re-enrolment no later than 10 business days before commencement of the semester.


INTERNATIONAL STUDENT VISAS

Deferment, suspension, or cancellation of enrolment may affect an international student's visa. Students wanting to cancel their enrolment prior to completing six (6) months of the principal course must provide a Letter of Offer from another provider. The grounds of which student visa holders may be granted leave of absence without cancellation of their visa are set out in the ESOS Act 2000 and the National Code 2018.


Once LI approves an application, in writing, for deferment, suspension, or cancellation, the Department of Home Affairs will be notified via PRISMS of the change of enrolment status. Students who have taken leave for reasons not permitted under the legislation will be deemed to have discontinued their studies and will have to apply for a new visa to re-enter the country as a student.


It is the responsibility of the student to ensure they re-enrol after a period of leave. Failure to re-enrol may result in termination of enrolment on the grounds that the student has abandoned their studies. Students are informed of these requirements when their application is approved.


COMPLAINTS AND APPEALS PROCESS FOR SUSPENSION OR CANCELLATION

When LI initiates the suspension or cancellation of a student’s enrolment, the student will be notified of this intention and will be informed that they have 20 working days to access the Complaints, Grievances, and Appeals Policy, unless extenuating circumstances relating to the welfare of the student apply. Extenuating circumstances relating to the welfare of the student may include: student is missing; has medical concerns, severe depression of psychological issues which lead the provider to fear for the student’s wellbeing; has engaged or threatens to engage in behaviour that is reasonably believed to endanger the student or others; significant changes in the workplace; or is at risk of committing a criminal offence.


LI will continue to provide learning opportunities to students during the appeal process.


Before cancelling or suspending a student’s enrolment, LI will wait for the appeals process to be completed.


UNSATISFACTORY ATTENDANCE OR ACADEMIC PROGRESS

If a student is appealing LI’s intention to report, where applicable, the student to the Department of Home Affairs via PRISMS for unsatisfactory attendance, non-payment of fees, or lack of academic progress, LI will maintain the student’s enrolment throughout the appeals process, including the external appeal where undertaken, should the student choose to access an external arbitrator. LI will cancel a student's enrolment, if the student has not appealed or the appeals processes is completed, and the decision is in LI's favour.


OTHER REASONS

If the student is appealing LI’s intention to cancel or suspend their enrolment for other reasons, including misbehaviour (see Code of Conduct Policy), LI will maintain the student’s enrolment throughout the appeals process. After the final outcome LI will notify the Department of Home Affairs through PRISMS of the change to the student’s enrolment. Once the Department of Home Affairs has been notified of the change to the student’s enrolment, the student has 28 days within which to choose one of the following three options:


  1. leave Australia;

  2. show the Department of Home Affairs a new CoE;

  3. provide the Department of Home Affairs with evidence that the student has accessed an external arbitrator.


Exception: Please note that LI may cancel the student’s enrolment without the final outcome of the appeal, if LI fears for the safety and wellbeing of the student and/or people the student may encounter. The student may appeal this action if needed.


ATTENDANCE MONITORING

If a student has had their studies suspended or deferred, the student's attendance will not be monitored for the period covered by the suspension or deferment.


PURPOSE

This policy sets out the Leaders Institute (LI) requirements and expectations for students to change their enrolment in an LI course or unit. International students applying for a change of course or unit should refer to the Australian government's Application Guide to view current regulations.


SCOPE

All students and prospective students


PRINCIPLES

  • LI provides the opportunity for a student to request a change of course or unit enrolment on the grounds of compassionate or compelling circumstances;

  • LI acknowledges its obligations with regards to the enrolment of students which result from a breach of LI's Code of Conduct Policy or other policies in accordance with the required legislation and laws;

  • LI acknowledges that the student will be able to appeal a decision that is made in accordance with the Complaints, Grievances, and Appeals Policy;

  • LI understands (as per Standard 13 of the National Code) that students are allowed to defer commencement of their studies, take a leave of absence or temporarily suspend their studies during their course due to extenuating, compelling or compassionate circumstances which are outside the control of the student.


DEFINITIONS

Deferment: Student requests LI prior to the commencement of their course to temporarily postpone their course.

Suspension: LI suspends the enrolment of a student for a period of time, after which the student may recommence their course.

Leave of Absence: Student requests to temporarily postpone their course after it has commenced.

Cancellation: Confirmation of Enrolment (CoE) has been cancelled. If the student wishes to continue then they must reapply as a new student or have their original CoE reinstated.

Compelling or compassionate circumstances: are those beyond the control of the student and which have an impact upon the student’s course progress or wellbeing such as: 

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

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

  • major political upheaval or natural disaster in the home country requiring emergency travel which has affected on the student’s studies;

  • traumatic experience that has impacted on the student which could include involvement in or witnessing of a serious accident or witnessing or being the victim of a serious crime. Such cases should be supported by police or psychologists’ reports.

  • requirements in their workplace, transfers or changes in positions; this will require advice from their employer;

  • where LI is unable to offer a pre-requisite unit; or

  • inability to begin studying on the course commencement date due to delay in receiving a student visa.

PRISMS: Provider Registration and International Student Management System, maintained by the Australian Government

Domestic Student: means a student who is one of the following:

  • Australian citizen (including Australian citizens with dual citizenship);

  • New Zealand citizen;

  • permanent humanitarian visa holder; or

  • holder of a permanent visa other than a permanent humanitarian visa.

International Student: means a student who is one of the following:

  • citizen of any country except for Australia and New Zealand;

  • temporary resident of Australia;

  • permanent citizen of New Zealand.

Enrolment period: means a semester or session where appropriate.

FEE-HELP: means a loan that helps eligible fee-paying students pay their tuition fees at the Institute.

Fees: includes all fees, fines and charges payable as specified in the Schedule of Fees.

HECS-HELP: means a loan that helps eligible Commonwealth supported students to pay their student contribution.

Higher Education Loan Program: means a loan program to help eligible students pay student contributions (HECS-HELP), tuition fees (FEE-HELP).

Student contribution: means the contribution that Commonwealth supported students make towards the cost of their education.

Tuition Assurance Protection Scheme: (TPS) means the initiative of the Australian Government to assist international students whose education providers are unable to fully deliver their course of study


WITHDRAWAL OR CHANGE IN UNITS

Students are encouraged to speak with a Student Support Officer prior to applying to withdraw or change approved unit enrolments, as a change may have financial and academic consequences. International students must ensure that changes to study load meet their student visa requirements.


LEAVE OF ABSENCE

While not recommended, in some situations students may need to take a leave of absence during a semester of study. Students should contact the Program Director if they wish to be absent longer than five (5) consecutive days or if they expect to miss the start of a required semester.


If a student needs to be absent for an extended period and is unable to maintain academic progress, they should complete the Change of Course or Unit Enrolment Form, including supporting documentation.


CAMPUS TRANSFER

If a student wants to transfer to another LI campus, they must complete the Notification for Campus Transfer Form.


DEFERRING, SUSPENDING, OR CANCELLING ENROLMENT

Students are allowed a maximum of two consecutive semesters as an approved deferral or suspension of studies. Extensions beyond this time will only be granted in exceptional circumstances.


Students must complete the Change of Course or Unit Enrolment Form, including supporting documentation. New students may defer their enrolment only once, subject to LI approval. LI will usually allow new students to defer the start of their course to the following semester. Students should not that tuition fees and administrative charges may change if, and when, a new offer of enrolment is provided.


Approved deferral and suspension applications may incur a fee as detailed in the LI Fees and Charges Schedule. Once approved, in writing, the documentation will be kept in the student file for at least two years. Where applicable, Department of Home Affairs will be notified via PRISMS.


LI will assess each student’s case on its individual merits and submission of the required evidence when determining whether compassionate or compelling circumstances exist.


Only temporary suspension is available for compassionate grounds or compelling circumstances.


International students may only defer, suspend, or cancel course enrolment if there are compelling or compassionate grounds.


PROCEDURE


LI is only able to temporarily suspend a student's enrolment on the grounds of compassionate or compelling circumstances. LI will always use professional judgement to assess each student's case on its individual merits when determining whether compassionate or compelling circumstances exist.


A student wanting to defer, suspend, or cancel enrolment is required to complete the Change of Course or Unit Enrolment Form, including supporting documentation. The student should speak to a Student Support Officer and written documentation will be kept on record by LI for at least two (2) years.


Students must ensure that all outstanding fees and charges have been paid to LI at the time of making a request to change their course enrolment. The student will be notified of the outcome within 10 working days from the date of receipt of the application.


Domestic students wishing to defer or temporarily suspend their enrolment must return to study and complete their course within the time frame specified. All students returning after an approved suspension of studies should contact LI to confirm their re-enrolment no later than 10 business days before commencement of the semester.


INTERNATIONAL STUDENT VISAS

Deferment, suspension, or cancellation of enrolment may affect an international student's visa. Students wanting to cancel their enrolment prior to completing six (6) months of the principal course must provide a Letter of Offer from another provider. The grounds of which student visa holders may be granted leave of absence without cancellation of their visa are set out in the ESOS Act 2000 and the National Code 2018.


Once LI approves an application, in writing, for deferment, suspension, or cancellation, the Department of Home Affairs will be notified via PRISMS of the change of enrolment status. Students who have taken leave for reasons not permitted under the legislation will be deemed to have discontinued their studies and will have to apply for a new visa to re-enter the country as a student.


It is the responsibility of the student to ensure they re-enrol after a period of leave. Failure to re-enrol may result in termination of enrolment on the grounds that the student has abandoned their studies. Students are informed of these requirements when their application is approved.


COMPLAINTS AND APPEALS PROCESS FOR SUSPENSION OR CANCELLATION

When LI initiates the suspension or cancellation of a student’s enrolment, the student will be notified of this intention and will be informed that they have 20 working days to access the Complaints, Grievances, and Appeals Policy, unless extenuating circumstances relating to the welfare of the student apply. Extenuating circumstances relating to the welfare of the student may include: student is missing; has medical concerns, severe depression of psychological issues which lead the provider to fear for the student’s wellbeing; has engaged or threatens to engage in behaviour that is reasonably believed to endanger the student or others; significant changes in the workplace; or is at risk of committing a criminal offence.


LI will continue to provide learning opportunities to students during the appeal process.


Before cancelling or suspending a student’s enrolment, LI will wait for the appeals process to be completed.


UNSATISFACTORY ATTENDANCE OR ACADEMIC PROGRESS

If a student is appealing LI’s intention to report, where applicable, the student to the Department of Home Affairs via PRISMS for unsatisfactory attendance, non-payment of fees, or lack of academic progress, LI will maintain the student’s enrolment throughout the appeals process, including the external appeal where undertaken, should the student choose to access an external arbitrator. LI will cancel a student's enrolment, if the student has not appealed or the appeals processes is completed, and the decision is in LI's favour.


OTHER REASONS

If the student is appealing LI’s intention to cancel or suspend their enrolment for other reasons, including misbehaviour (see Code of Conduct Policy), LI will maintain the student’s enrolment throughout the appeals process. After the final outcome LI will notify the Department of Home Affairs through PRISMS of the change to the student’s enrolment. Once the Department of Home Affairs has been notified of the change to the student’s enrolment, the student has 28 days within which to choose one of the following three options:


  1. leave Australia;

  2. show the Department of Home Affairs a new CoE;

  3. provide the Department of Home Affairs with evidence that the student has accessed an external arbitrator.


Exception: Please note that LI may cancel the student’s enrolment without the final outcome of the appeal, if LI fears for the safety and wellbeing of the student and/or people the student may encounter. The student may appeal this action if needed.


ATTENDANCE MONITORING

If a student has had their studies suspended or deferred, the student's attendance will not be monitored for the period covered by the suspension or deferment.


Policy Owner

Registrar

Approval Date

23 June 2022

Approving Body

Academic Board

Review Date

23 June 2027

Endorsing Body

Academic Board

Version

2.0

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