International Student Deferment, Suspension and Cancellation Policy

Overview

This policy relates to the assessment, approval and recording of a deferment or suspension of studies of an overseas/international student (for whatever reason) in accordance with Standard 9: Deferring, suspending or cancelling the student’s enrolment of the National Code of Practice for Providers of Education and Training to Overseas Students 2018. The scope of this policy includes the administration of Provider Registration and International Student Management System (PRISMS) for any movements.

Deferment of commencement of study requested by student
  • Wesley College will only grant a deferment of commencement of studies for compassionate and compelling circumstances.  These include but are not limited to:
    • Illness, 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 that has impacted on studies.
    • A traumatic experience, which has impacted on the student (these cases should be where possible supported by police or psychologists’ reports).
  • The final decision for assessing and granting a deferment of commencement of studies lies with the Head of School.
Suspension of study requested by student
  • Once the student has commenced the course, Wesley College will only grant a suspension of study for compassionate and compelling circumstances.  These include but are not limited to:
    • Illness, 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 that has impacted on studies.
    • A traumatic experience, which has impacted on the student (these cases should be where possible supported by police or psychologists’ reports).
  • The period of suspension will not be included in attendance calculations.
  • The final decision for assessing and granting a suspension of studies lies with the Head of School.
Assessing requests for deferment or suspension of studies
  • Applications will be assessed on merit by Head of School.
  • All applications for deferment or suspension will be considered with 5 working days.
Exclusion from Class (1 – 28 days)
  • Wesley College may exclude a student from class studies on the grounds of misbehaviour by the student.  Exclusion will occur as the result of any behaviour identified as resulting in exclusion in Wesley College Student Behaviour Management Policy available via WiSE or the College (external) website.
  • Excluded students must abide by the conditions of their exclusion from studies which will depend on the welfare and accommodation arrangements in place for each student and which will be determined by the International Student Co-ordinator and Head of School.
  • Where the student is provided with homework or other studies for the period of the exclusion, the student must continue to meet the academic requirements of the course.
  • Exclusions from class will not be recorded on PRISMS.
  • Periods of “exclusion from class” will not be included in attendance calculations as per Wesley College’s Course Progress and Attendance Policy.
School initiated suspension of studies (28 days +)
  • Wesley College may initiate a suspension of studies for a student on the grounds of misbehaviour by the student.  Suspension will occur as the result of any behaviour identified as resulting in suspension in Wesley College Student Behaviour Management Policy.
  • Suspended students must abide by the conditions of their suspension from studies which will depend on the welfare and accommodation arrangements in place for each student and which will be determined by the International Student Coordinator and Head of School.
  • Students who have been suspended for more than 28 days are required to return to their home country by the Department of Home Affairs unless special circumstances exist (e.g. the student is medically unfit to travel).
  • If special circumstances exist, the student must abide by the conditions of his or her suspension which will depend on the welfare and accommodation arrangements in place for each student and which will be determined by the International Student Coordinator and Head of School.
  • Suspensions will be recorded on PRISMS.
  • The period of suspension will not be included in attendance calculations.
Cancellation of Enrolment
  • Wesley College will cancel the enrolment of a student under the following conditions:
    • Failure to pay course fees.
    • Failure to maintain approved welfare and accommodation arrangements (visa condition 8532) .
    • Any behaviour identified as resulting in cancellation in Wesley College Student Behaviour Management Policy.
    • Failure to meet the minimum English requirement.
  • Wesley College is required to report failure to maintain satisfactory course progress and failure to maintain satisfactory attendance to the Department of Immigration and Citizenship which will result in automatic cancellation.
Complaints and Appeals
  • Student requested deferment and suspension are not subject to Wesley College’s Complaints and Appeals Policy for International Students.
  • Exclusion from class is subject to Wesley College’s Complaints and Appeals Policy for International Students.
  • School initiated suspension, where the suspension is to be recorded in PRISMS, and cancellation are subject to Wesley College’s Complaints and Appeals Policy for International Students.
  • For the duration of the appeals process, the student is required to maintain your enrolment and attendance at all classes as normal. The Head of School will determine if participation in studies will be in class or under a supervised arrangement outside of classes.
  • If student access Wesley College’s complaints and appeals process regarding a school initiated suspension, where the suspension is recorded in PRISMS, or cancellation, the suspension or cancellation will not be reported in PRISMS until the complaints and appeals process is finalised, unless extenuating circumstances relating to the welfare of the student apply.
  • Extenuating circumstances include:
    • The student refuses to maintain approved welfare and accommodation arrangements (for students under 18 years of age).
    • The student is missing.
    • The student has medical concerns or severe depression or psychological issues which lead the school to fear for the student’s wellbeing.
    • The student has engaged or threatened to engage in behaviour that is reasonably believed to endanger the student or others
    • Is at risk of committing a criminal offence, or
    • The student is the subject of investigation relating to criminal matters.
  • The use of extenuating circumstances by Wesley College to suspend or cancel a student’s enrolment prior to the completion of any complaints and appeals process will be supported by appropriate evidence.
  • The final decision for evaluation extenuating circumstances lies with the Head of School and Head of Campus.
Student Advice
  • Deferment, suspension and cancellation of enrolment can have an effect on a student’s visa as a result of changes to enrolment status. Students will be informed to contact the Department of Immigration and Citizenship for advice.
Definitions
  • Day – any day including weekends and public holidays in or out of term time.
Procedure for approval of welfare arrangements of cancelled or suspended enrolments

Where Wesley College suspends or cancels the enrolment of a student, Wesley College will continue to assess the suitability of arrangements for that student until:

The student is accepted by another registered provider and that registered provider takes over responsibility for approving the student’s accommodation, support and general welfare arrangements;

  • The student leaves Australia;
  • Other suitable arrangements are made that satisfy the Migration Regulations; or
  • The registered provider reports under Standard 5.3 that it can no longer approve of the arrangements of the student.

Process for handing over welfare arrangements or cancellation

Formal cancellation and notification must be completed in accordance with the Deferment, Suspension and Cancellation Policy.

The student’s guardian will be contacted to discuss plans to transfer to another approved provider and to ensure continuity of approved welfare arrangements or to make arrangements to return the student to the home country.

After initial discussion, the student’s guardian/parents will be contacted again after one week to ascertain if another provider has been located and the student enrolled.

If the enrolment has been successful, Wesley College will make contact with nominated staff member at new school and discuss date of handover of welfare.

If new education provider has not been secured, assistance will be provided to guardian/parents to enrol at another school.

If there is not other option, Wesley College will arrange transport and transfers to ensure safe return to the home country.

Wesley College will update the student record system and PRISMS with the effective dates and details of the new provider or return dates.