DEFER OR TEMPORARILY SUSPEND STUDIES

In accordance with Standard 13 of the National Code 2007, registered providers must inform potential students prior to their enrolment of the grounds on which their enrolment may be deferred, suspended or cancelled.

This policy applies to students enrolled within all vocational education and training programmes offered by Study Group Australia Pty Limited, trading as Martin College.

This document addresses student applications for deferment or temporary suspension of studies. Martin College instigated suspension of studies and cancellation of enrolment is addressed under the Standards of Conduct Policy.

3) TERMINOLOGY

Within this document, the following meanings apply:

• Defer – postpone commencement of studies;
• Suspend – to temporarily put commenced studies on hold; and
• Cancel – permanently cancel (terminate) an enrolment.

4) DEFERMENT OF COMMENCEMENT - POLICY AND APPLICATION PROCEDURE

4.1 International Students

Students already granted a student visa may apply for a delay in the commencement of their studies on the grounds of compassionate or compelling circumstances (see below). The application needs to be in writing, addressed to the International Admission Centre (offshore applicants) or the Campus Director of the relevant campus (onshore applicants), and include sufficient supporting evidence to enable SGA to assess whether the circumstance(s) justify a deferment, based on the potential impact that the delay may have on the applicant’s studies and visa.

Before making an application to defer their commencement, international students should refer to the Department of Immigration and Citizenship (DIAC) website (http://www.immi.gov.au/), or telephone the Helpline 131 881, or visit the local DIAC office for advice on how the potential change to their enrolment may impact on their visa.

4.2 Local Students

Students may apply to SGA for a delay in the commencement of their studies. The application needs to be in writing, addressed to the Campus Director, and include sufficient supporting evidence to enable SGA to assess whether the circumstance(s) justify a deferment, based on the potential impact that the delay may have on the applicant’s studies.

5) TEMPORARY SUSPENSION OF STUDIES POLICY

Martin College designates holiday periods for each year. Students do not need to apply for leave for these periods; your course will be automatically suspended for that time. These dates are available from Student Services. 

Other than these designated holiday periods, the College will only approve applications for temporary suspension of studies (i.e. special leave) on the grounds of compelling and compassionate circumstances (see below for examples).

6) TEMPORARY SUSPENSION OF STUDIES APPLICATION PROCEDURE

Students may apply for special leave if they have good reason for doing so (i.e. compassionate or compelling circumstances – see below for examples). To make an application, the student needs to complete an Application for Special Leave, which is available from Student Services. The completed form should be submitted to the Campus Director of Studies at least 10 working days in advance of the proposed commencement date of the requested leave period.

The College may grant or decline any student’s request for special leave, based on the potential impact that the temporary suspending of his/her studies may have on the applicant’s studies or visa (if applicable).

Before making an application for special leave, international students should refer to the Department of Immigration and Citizenship (DIAC) website (http://www.immi.gov.au/), or telephone the Helpline 131 881, or visit the local DIAC office for advice on how the potential change to their enrolment status may impact on their visa. 

If the international student is under 18 years of age, and SGA has taken responsibility under the Migrations Regulations for approving the accommodation, support and general welfare arrangements for that student, SGA must receive written approval from the parent or guardian in advance of the proposed commencement date of the requested Special Leave period. This must include sufficient information of the arrangements during that Special Leave to enable SGA to make an informed decision in relation to the suitability of those arrangements.

7) COMPASSIONATE AND COMPELLING CIRCUMSTANCES

Compassionate or compelling circumstances are generally those beyond the control of the student and which have an impact upon the student’s course progress or wellbeing. These could include, but are not limited to:

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

ii) bereavement of a close family member such as a parent or grandparent (where possible a death certificate should be provided);

iii) major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student’s studies; or

iv) a traumatic experience which could include:
- involvement in, or witnessing of a serious accident, or
- witnessing or being the victim of a serious crime,

v) and this has impacted on the student (these cases should be supported by police or psychologists’ reports);

vi) where the College was unable to offer a prerequisite unit; or

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

Please note that the above are only some examples of what may be considered compassionate or compelling circumstances. The Campus Director of Studies will use his/her professional judgement to assess each case on its individual merits. 

When determining whether compassionate or compelling circumstances exist, the Campus Director of Studies will consider documentary evidence provided to support the claim, and will keep copies of these documents in the student’s file.