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Leave, Deferment, Suspension, or Cancellation Policy

PURPOSE

This policy sets out the Global Leadership Institute (GLI) requirements to for students to defer, suspend or cancel their course and where applicable. It also demonstrates the processes in applying for a leave of absence.


SCOPE

All students and prospective students


PRINCIPLES

  • GLI acknowledges its obligations with regards to the enrolment of students which result from a breach of the specified code of conduct or policies in accordance with the required legislation and laws;

  • GLI acknowledges that the student will be able to appeal a decision that is made in accordance with the Student Grievance & Appeals Policy;

  • GLI understands (as per Standard 13 of the National Code) that international students are allowed to defer commencement of their studies, take a leave of absence, or temporarily suspend their studies during their course due to exceptional, compelling, or compassionate circumstances as defined in GLI’s Refund Policy.


DEFINITIONS

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

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

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

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.

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).*

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.

Leave of Absence: student requests to temporarily postpone their course after commencement.

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

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

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.

 

* GLI is not currently approved for government loans or subsidies.


WITHDRAWAL OR CHANGE IN UNITS

Students are encouraged to speak with the 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. Students should contact the Program Director if they wish to be absent longer than five 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 Leave, Deferment Suspension, or Cancellation Form, including supporting documentation.


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, compelling, or compassionate circumstances as defined by GLI’s Refund Policy. Students should note that approved deferrals, suspensions, and cancellations may incur a fee as outlined in the GLI fees and charges. New students may defer their enrolment only once, subject to GLI approval. GLI will usually allow new students to defer the start of their course to the following semester.

 

International students may only defer, suspend, or cancel course enrolment if there are exceptional, compelling, or compassionate grounds. International students who wish to defer, suspend, or cancel their studies with GLI should seek advice from the Australian Government Department of Home Affairs on the potential impact on their student visa. If the submitted Leave, Deferment, Suspension, or Cancellation Form is approved, GLI will notify the Australian Government Department of Home Affairs via PRISMS.

 

Once approved, the documentation be kept in the student file for at least two years after the student ceases to be enrolled at GLI.


PROCEDURE

GLI is only able to temporarily defer or suspend the enrolment of a student on the grounds of exceptional, compassionate, or compelling circumstances. The Institute uses professional judgment to assess each student’s case on its individual merits when determining whether such circumstances exist.

 

If a student wishes to defer, suspend, or cancel course enrolment, they should submit the Leave, Deferment Suspension, or Cancellation Form. Students should note that tuition fees and administrative fees may change if, and when, a new offer of enrolment is provided. The student should speak to the Student Support Officer and documentation will be kept on record.

 

Students must ensure that all outstanding fees have been paid to GLI 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 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 GLI 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 months of the principal course must provide a Letter of Offer from another provider. The grounds on which student visa holders may be granted leave of absence without cancellation of their visa are set out in the Educational Services to Overseas Students (ESOS) Act 2000 and the National Code 2018.

 

Once GLI approves an application for deferment, suspension, or cancellation, GLI will notify the Australian Government Department of Home Affairs via PRISMS of the change in 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.


Appeal

When GLI initiates the suspension or cancellation of enrolment, the student is notified of this intention and is informed that they have 10 working days to access GLI’s Student Grievance and Appeals Policy, unless exceptional, compelling, or compassionate circumstances relating to the welfare of the student apply. This may include: the student is missing; has medical concerns 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; or is at risk of committing a criminal offence. GLI will continue to provide learning opportunities to students during the appeal process.


Unsatisfactory Attendance or Academic Progress

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


Other Reasons

If the student is appealing GLI’s intention to cancel or suspend their enrolment for other reasons, including breaching the Code of Conduct Policy, the Institute will maintain the student’s enrolment throughout the internal appeals process. GLI is not required to wait for the outcome of an external appeal before notifying the Australian Government Department of Home Affairs through PRISMS of the change to the student’s enrolment. The student then has 28 days within which to choose one of the following three options:

1.    leave Australia;

2.    show 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: GLI may cancel the student’s enrolment without the outcome of the appeal, if GLI 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

30 January 2024

Approving Body

Academic Board

Reviewal Date

30 January 2029

Endorsing Body

Academic Board

Version

2.0

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