Sydney – Deferment, Suspension and Cancellation Policy


ELS Universal English College (ELS Sydney) Deferment, Suspension and Cancellation Policy

Student Initiated Requests for Deferment of Commencement of Study or Post-commencement Suspension of Study

Such requests will only be granted for compassionate and compelling circumstances (defined as those beyond the control of the student and which have an impact on course progress or wellbeing). These may include but are not limited to:

  • serious illness/injury, where a medical certificate states the student is unable to attend classes
  • bereavement due to death of close family member
  • political upheaval or natural disaster in the student’s home country, requiring emergency travel
  • traumatic experience such as witnessing or being victim of a serious accident or crime
  • inability to commence course due to non-issue of visa
  • unavailability of flights
  • the College’s inability to provide the course at the time of the initial commencement date
  • the inability of the course to package with a further study option within an acceptable time frame

Procedure

  • Requests must be made in writing.  Post-commencement requests for suspension of study must be made on the College’s Course Suspension Application Form, available from the Student Services Supervisor or Registration staff at Reception on Level 1.
  • Requests should be made in advance of the period of suspension requested.
  • In cases where circumstances prevent the application being made in advance, a suspension of studies may be granted retrospectively at the sole discretion of the College. In such cases, the Course Suspension Application Form must be completed and returned to the College within 7 days of it being issued to the applicant.
  • Applications for deferment of commencement or suspension of studies will be considered within 10 working days.
  • Applicants will be advised that their requested change to their enrolment details may affect their visa status.  They will be directed to the DIBP web site or Help Line or the local DIBP office for advice.
  • The final decision for assessing and granting such requests lies with the General Manager or the delegated representative.
  • Students initiating requests for deferment of commencement of study or suspension of study will not have access to the College’s Complaints and Appeals process.

College Initiated Deferments, Suspensions, Cancellations and Exclusions from Class

Course Deferment

  • The College may initiate a course deferment on the grounds that it is not able to offer a suitable class for a student at the time of the student’s initial commencement date.
  • Alternatively, under these circumstances the student would be entitled to a refund in accordance with the College’s refund policy.

Suspension

  • The College may initiate a suspension of studies on the grounds of misbehaviour of a student, in accordance with the College’s Student Code of Conduct and Disciplinary Procedures.
  • Students who have been suspended for more than 28 days will be required by DIAC to return to their home country, unless extenuating circumstances prevent them from so doing.
  • Students under 18 years of age may have special conditions attached to their period of suspension depending on their welfare and accommodation arrangements.
  • Attendance will not be recorded during the period of suspension.
  • Course suspension will be recorded on PRISMS.

Cancellation

The College may initiate the cancellation of a student’s course

  • on the grounds of misbehaviour, in accordance with the College’s Student Code of Conduct and Disciplinary Procedures.
  • due to the student no longer holding a Student Visa
  • due to the student’s failure to pay course fees
  • due to a student under 18 years of age failing to maintain approved welfare and accommodation arrangements
  • Course cancellation will be recorded on PRISMS.

Exclusion from Class

  • The College may elect to exclude a student from class as an alternative to a formal Suspension of Studies on the grounds of misbehaviour, in accordance with the College’s Student Code of Conduct and Disciplinary Procedures
  • Attendance may or may not be recorded during the period of exclusion, depending on the circumstances of each case. Students will be advised at the commencement of their exclusion.
  • Students under 18 years of age may have special requirements for the period of exclusion, depending on their welfare and accommodation arrangements. For example, they may be required to attend College and complete set work, but be isolated from their class.
  • Exclusion from class will not be recorded on PRISMS.

Complaints and Appeals

  • Students who are the subject of College-initiated Suspensions and Cancellations will be advised that the change to their enrolment details may affect their visa status. They will be directed to the DIBP web site or Help Line or the local DIBP office for advice.
  • Students who are the subject of College-initiated Suspensions or Cancellations will have access to the College’s Complaints and Appeals process.
  • The student will have 20 days in which to initiate the Complaints and Appeals process. Notification on PRISMS may not occur until the result of the internal appeals process is known, unless extenuating circumstances relating to the welfare of the student apply, such as:
    • the student is at risk of committing a criminal offence or is the subject of investigation relating to criminal matters
    • the student’s actual or threatened behaviour poses a threat to other students
    • the student has medical or psychological problems that may affect their well-being
    • the student cannot be located
    • the student (if under 18) fails to maintain approved welfare and accommodation arrangements