Student Deferral and Withdrawal Policy
Principle Alignment
This policy reflects:
- Oubaitori (Blossoming in One’s Own Time): Supporting student wellbeing by providing accessible and flexible options for deferral or withdrawal.
- Omoiyari (Anticipatory Compassion): Handling decisions with respect, confidentiality, and proactive support.
- Bushidō (Way of Integrity): Ensuring clarity, fairness, and transparency throughout the process.
1. Purpose
To outline a fair, accessible, and compliant process for students seeking to defer or withdraw from their studies, ensuring clarity of options, welfare, and compliance with RTO Standards and law.
2. Scope
Covers all ASC students (Diploma, short course, workshop, CPD), across all modes, and all staff involved in enrolment/administration.
3. Definitions
| Term | Definition |
|---|---|
| Deferral | Student-initiated, temporary postponement of commencement or continuation of study |
| Withdrawal | Formal discontinuation of studies after commencement |
| Formal Withdrawal | Withdrawal initiated by a student’s submission of a signed Withdrawal Application form. Required for all Diploma students and strongly preferred for short course/workshop/CPD students. |
| Informal Withdrawal Notification | A clear statement of intent to withdraw communicated by a short course/workshop/CPD student through a non-form channel (email, phone, verbal). Triggers the informal-to-formal conversion process in Section 7.2. Not available to Diploma students. |
| Apparent Withdrawal | Where a student fails to re-engage after deferral expiry or does not respond to College contact attempts, leading to administrative withdrawal without a signed form. |
| Suspension | Temporary cessation of participation, by student or College |
| Cancellation | College-initiated termination of enrolment |
| Short Course | Non-accredited training, may have pathway to diploma subjects |
4. Policy Statement
- ASC supports accessible, culturally sensitive, and transparent deferral/withdrawal procedures—prioritising student wellbeing.
- All students are fully informed of financial, academic, and record implications prior to decision.
- All decisions and supporting documents are stored securely in the digital student management system.
5. Principles
- Students are encouraged to seek advice from support/admin staff before making a final decision.
- All applications are assessed fairly and confidentially, and communicated promptly.
- All decisions are recorded and reported as required.
6. Deferral
6.1 Grounds
- Medical (with documentation), compassionate/personal, financial hardship, work commitments, or other substantial reason.
6.2 Process
- Student submits digital Application for Deferral (with documentation) at least 14 days before deferral, or ASAP in emergencies.
- Assessment by Course Coordinator; decision communicated within 7 working days.
- Maximum deferral: 12 months for Diploma/qualifications; until next intake for short courses.
- At expiry (or 1 month prior), Admin sends re-engagement notice.
- If no response after 14 days + 2 follow-up attempts (email/SMS/phone), Director approves apparent withdrawal.
- Evidence of contact attempts retained in student file.
- Extensions require new application and evidence; refresher/competency check may apply.
6.3 Maximum Enrolment Duration
All Diploma students have a maximum enrolment duration of 6 years from their commencement date, including any deferrals or extensions. This timeframe ensures evidence remains current per the rules of evidence (validity, sufficiency, currency) and reflects industry practice for health currency (typically 3 years, extendable to 5 years with documented ongoing engagement such as clinic practice).
Where extenuating circumstances (e.g. prolonged medical absence, family commitments) prevent completion within 6 years, students may apply for a one-off extension of up to 12 months. Extensions require:
- New Deferral Application with supporting evidence (e.g. medical certificate).
- Currency plan (e.g. refresher training, additional supervised clinic hours to demonstrate current skills).
- Approval by the Director.
Failure to complete within the maximum timeframe (or approved extension), despite reasonable support and agreed plans, will result in administrative withdrawal and NYC/Not Submitted outcomes for incomplete units, per this Policy and the Student Progress Monitoring Procedure.
7. Withdrawal
7.1 Formal Withdrawal (All Students)
- Student submits a signed Withdrawal Application online or by email.
- For Diploma students, submission of the formal Withdrawal Application is required. An exit interview is requested to discuss support needs and implications.
- Formal confirmation and fee/academic implications sent within 10 working days.
Diploma students who notify intent to withdraw informally (email, phone, verbal) but do not submit the formal Withdrawal Application will be managed under the Apparent Withdrawal process. Admin will:
- Acknowledge the notification within 2 business days, requiring the formal Withdrawal Application and offering an exit interview.
- Make up to 3 contact attempts across email, SMS, and phone over a 21-day period.
- Where no response is received after the final contact attempt, refer to the Director for approval of administrative withdrawal, with the withdrawal date recorded as the date of the original notification.
- All contact attempts are logged in the Deferral and Withdrawal Register.
This reflects the higher regulatory threshold applicable to Diploma enrolments and ensures students are given every reasonable opportunity to engage before administrative action is taken.
7.2 Informal Withdrawal Notification (Short Course, Workshop, and CPD Students Only)
ASC recognises that short course and workshop students may notify their intent to withdraw through email, phone, or verbal communication rather than via the formal Withdrawal Application. To reduce student administrative burden while maintaining appropriate records, the following process applies:
- Any clear notification of intent to withdraw (by email, phone, or in person) is treated as an Informal Withdrawal Notification and logged in the Deferral and Withdrawal Register.
- ASC acknowledges the notification in writing within 2 business days, confirming receipt and requesting completion of the formal Withdrawal Application. The acknowledgement explicitly states the financial implications (deposit forfeiture, applicable pro-rata refund window per the ASC Fee Schedule), the date LMS access will be closed if no form is received, and the student’s right of appeal under the Complaints and Appeals Policy.
- The student is given 14 calendar days from the date of ASC’s acknowledgement to submit the formal Withdrawal Application.
- If the form is received within 14 days: the withdrawal is processed as a Formal Withdrawal, effective from the date of the original informal notification.
- If no form is received within 14 days: the withdrawal is administratively confirmed as a Formal Withdrawal effective from the date of the original informal notification. LMS access is closed, upcoming invoices are voided, and fees are reconciled in line with the entitlement at the date of the original notification.
- If the formal Withdrawal Application is submitted after the 14-day period: register entries are merged. The withdrawal date remains the date of the original informal notification; no adjustment to fee entitlement is made on the basis of late form submission alone.
This pathway is not available to Diploma students, who must submit the formal Withdrawal Application. Diploma students who do not respond to contact following notification of intent to withdraw are managed under the Apparent Withdrawal provisions of Section 6.2.
7.3 Apparent Withdrawal (Non-Response Post-Deferral)
No form needed if the process in Section 6.2 has been followed and contact attempts evidenced.
8. Fees, Refunds, and Forfeiture
- See Fees, Charges & Refunds Policy for full details. The specific refund entitlement tables — including pro-rata schedules, short course refund windows, and involuntary withdrawal entitlements — are set out in the ASC Fee Schedule, which is the master reference for all refund amounts.
- First instalment and early withdrawal (place reservation, admin): Non-refundable after start but further fees not charged for uncommenced units.
- Forfeiture: If student fails to commence without contact or does not attend first two classes, place may be offered to another; only first instalment due and non-refundable.
9. Academic Implications
9.1 Academic outcomes
- Diploma: Statement of Attainment for any completed units after withdrawal/forfeiture.
- Short courses: Certificate of Attendance if 80%+ attendance completed.
- Previous study/credit held for RPL/Credit Transfer if reapplying.
9.2 Non-Progress Management
- Where a student fails to meet deadlines in an agreed completion plan despite ongoing contact and support, further extensions are not automatic. The Director will:
- Review progress against the plan and rules of evidence (especially currency for clinical competencies).
- Offer final reasonable adjustments or supports (per Reasonable Adjustment Procedure).
- Issue a final notice: complete within 14 days or face withdrawal/NYC.
- Repeated non‑delivery of critical evidence (e.g. current clinic logbooks/shifts) without extenuating circumstances will trigger withdrawal to maintain assessment integrity. Appeals follow the Complaints & Appeals Policy.
10. Special Considerations
- Where a student’s communication about withdrawal contains indicators of wellbeing distress, financial hardship, or other difficulty, ASC’s response prioritises wellbeing support before administrative action. The student is referred to the Director – Student Wellbeing & Progress and offered information about alternatives to withdrawal (deferral, extension, reasonable adjustment). Administrative processes proceed only once the student confirms clear intent to withdraw. This reflects the Wellbeing Policy principle that support is offered with consent and that wellbeing needs are addressed across the full student journey, not only at enrolment.
- Reasonable adjustment and additional support provided for health/disability/personal circumstances.
- Deferral/withdrawal related to health or transformation handled respectfully.
- All decisions may be appealed through the Complaints & Appeals Policy.
11. Record-Keeping & Reporting
- All forms and decisions are digitally submitted/archived in the SMS; deferral/withdrawal dates/status updated in academic records.
- Apparent withdrawals: Log contact attempts, deferral expiry date, and Director approval in Deferral Register.
- Legal/funding reporting as required.
- Data is reviewed for continuous improvement.
12. Staff Responsibilities
| Role | Responsibility |
|---|---|
| Course Coordinator | Assess applications, communicate outcome/support |
| College Director | Approve final decision/discretionary adjustments |
| Admin Staff | Process forms, update SMS, manage finance |