Deferral, Suspension and Cancellation Policy and Associated Procedures
Purpose of the policy
This policy and associated procedures outline Rosehill College approach to managing the enrolment of international students, specifically deferrals, suspensions and cancellations, and ensuring all required information about enrolments is entered into PRISMS.
This policy and associated procedures meet the requirements of Standard 9 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018.
Policy Statements
Student-Initiated Deferral, Suspension, or Cancellation
International students may defer or suspend their studies at Rosehill College if they provide evidence of compassionate or compelling circumstances.
- All supporting evidence will be considered before approving a suspension or cancellation.
- Deferrals and leaves of absence may be granted for up to 12 months, after which the student’s enrolment will be cancelled.
- International students may withdraw from their course at any time.
- If an international student has not yet completed six months of their principal course of study, their application will be assessed in accordance with the Rosehill College Course Transfer Policy and Associated Procedures.
- Refunds, if applicable, will be processed as per the Rosehill College Fees and Refunds Policy and Associated Procedures.
Provider-Initiated Suspension or Cancellation
Rosehill College may suspend or cancel a student’s enrolment in the following circumstances:
- Misconduct (e.g., violating the Student Code of Conduct).
- Failure to pay course fees.
- Failure to meet course progress and attendance requirements.
Failure to meet financial obligations and academic progress will be handled according to the Fees and Refunds Policy and Course Progress and Attendance Policy and Associated Procedures.
- Any student breaching the Code of Conduct will be immediately suspended pending review.
- Affected students will be informed in writing of the intended suspension or cancellation and the reasons for the decision.
- Students will have 20 working days to appeal through the Complaints and Appeals Policy and Procedure.
- Students will not be reported to authorities until the internal appeal process is completed, unless their health or the safety of others is at risk.
- Students should contact the Department of Home Affairs (DHA) for advice on their student visa status.
Procedures
1. Processing Deferrals
1.1 Provide the Deferral Form to students requesting deferral.
1.2 Assess the form and supporting evidence for compassionate or compelling circumstances.
1.3 Inform the student of the outcome within 5 working days.
1.4 If approved, notify the student in writing.
1.5 If denied, inform the student in writing, stating the reasons and their right to appeal within 20 working days.
1.6 For approved deferrals, report a Student Course Variation (SCV) in PRISMS within 31 days.
1.7 Issue an updated Confirmation of Enrolment (CoE).
1.8 Issue a Release Letter – Deferral as proof of release.
2. Processing Student-Initiated Suspension of Enrolment
2.1 Provide the Request for Suspension Form to students requesting suspension.
2.2 Assess the form and supporting evidence for compassionate or compelling circumstances.
2.3 Inform the student of the outcome within 5 working days.
2.4 If approved, notify the student in writing.
2.5 If denied, inform the student in writing, stating the reasons and their right to appeal within 20 working days.
2.6 For approved suspensions, report a Student Course Variation (SCV) in PRISMS within 31 days.
2.7 Issue an updated Confirmation of Enrolment (CoE) and a Letter of Confirmation of Course Suspension.
3. Processing Student-Initiated Cancellation of Enrolment
3.1 Provide the Withdrawal Form to students requesting withdrawal.
3.2 Review the form to ensure all required details are provided.
3.3 Inform the student in writing within 5 working days regarding confirmation and any applicable refund as per the Fees and Refunds Policy.
3.4 Record the withdrawal in the Student Management System (SMS).
3.5 Report Student Notified Cessation of Studies in PRISMS within 31 days.
3.6 Issue a Release Letter – Withdrawal as proof of release.
4. Managing Provider-Initiated Cancellation of Enrolment
4.1 Investigate incidents of student misconduct (breach of the Student Code of Conduct).
4.2 If serious, inform the student in writing about their immediate suspension, the reasons, and their right to appeal within 20 working days.
4.3 Conduct a further investigation into the incident.
4.4 Inform relevant agencies if necessary (e.g., in cases of fraud or violence).
4.5 If reinstated, notify the student in writing.
4.6 If the student’s behavior is deemed serious enough to warrant cancellation, notify them in writing with the reasons.
4.7 Record the withdrawal in the Student Management System (SMS).
4.8 Report Provider Decision to Cease Enrolment for Disciplinary Reasons in PRISMS within 31 days.
Responsibilities
Academic Manager
- Investigates student misconduct.
- Makes decisions on misconduct and cancellations.
- Reports provider-initiated suspensions and cancellations in PRISMS.
Administration and Student Support Officer
- Assesses and processes deferral requests.
- Reports deferrals in PRISMS.
- Assesses and processes suspension requests.
- Reports suspensions in PRISMS.
- Issues Letter of Confirmation of Course Suspension.
- Processes student withdrawals.