Deferral, Suspension or Cancellation of Enrolment Policy

PP51 – Deferral, Suspension or Cancellation of Enrolment Policy

1. Purpose

To outline when and how a student’s enrolment may be deferred, suspended, or cancelled, whether initiated by the student or by MIC, in full compliance with Standard 9 of the National Code 2018.

2. Scope

Applies to:

All international students on student visas.

All staff responsible for enrolment management.

Both student- and provider-initiated enrolment changes.

3. Definitions

4. Policy Statement

MIC is committed to managing the deferral, suspension, and cancellation of student enrolments in a manner that is fair, transparent, and compliant with the Education Services for Overseas Students (ESOS) Act 2000 and the National Code of Practice for Providers of Education and Training to Overseas Students 2018.

This policy ensures that students are provided with clear guidance on how changes to their enrolment status are assessed and processed, including their right to appeal and how such changes may impact their visa conditions.

1. Documented Process (National Code Standard 9.1): MIC has and implements a documented procedure for assessing, approving and recording student-initiated deferrals and suspensions. This includes:

Submission of a formal request using the Deferral, Suspension or Cancellation Form;

Provision of supporting documentation;

Timely assessment by the appropriate staff member;

Written notification of the outcome to the student;

Accurate recording of all decisions in the Student Management System;

Retention of all records for a minimum of two years after the student ceases to be enrolled.

2. Compassionate or Compelling Circumstances (National Code Standard 9.2): MIC may approve a deferral or suspension where compassionate or compelling circumstances exist. These circumstances may include, but are not limited to:

Serious illness or injury supported by a medical certificate;

Bereavement of close family members;

Major personal trauma;

Natural disaster or political unrest in the student’s home country;

Delay in the issuance of a student visa.

All cases are considered individually and assessed based on the evidence provided.

3. Provider-Initiated Suspension or Cancellation (National Code Standard 9.3): MIC may initiate suspension or cancellation of a student’s enrolment for reasons that include, but are not limited to:

Misbehaviour by the student (National Code Standard 9.3.1);

Non-payment of required fees as outlined in the written agreement (National Code Standard 9.3.2);

Breach of course progress or attendance requirements as outlined under Standard 8 (National Code Standard 9.3.3).

All such actions are subject to procedural fairness and will not be finalised until the student has been offered the opportunity to appeal.

4. Notification and Appeals (National Code Standard 9.4): If MIC intends to suspend or cancel a student’s enrolment, the following will occur before action is taken:

The student will be informed in writing of the proposed action and the reasons for it (National Code Standard 9.4.1);

The student will be advised of their right to appeal through MIC’s internal complaints and appeals process within 28 calendar days (or 20 working days, whichever is longer) (National Code Standard 9.4.2).

The enrolment will not be altered in PRISMS until the 20-working day appeal period has lapsed or the appeal process is concluded, unless exceptional circumstances apply (see National Code Standard 9.6).

5. Visa Implications and Reporting (National Code Standard 9.5): If a student’s enrolment is deferred, suspended, or cancelled:

MIC will inform the student that they must seek advice from the Department of Home Affairs regarding the impact on their visa and whether a new visa is required (National Code Standard 9.5.1);

MIC will report the change to the student’s enrolment status via PRISMS in accordance with Section 19 of the ESOS Act (National Code Standard 9.5.2).

6. Appeals and Immediate Risk (National Code Standard 9.6)

The suspension or cancellation of a student’s enrolment cannot take effect until the internal appeals process is completed, except where the student’s health or wellbeing, or the wellbeing of others, is at risk.

In such cases, MIC may take immediate action and continue to provide the student with the opportunity to access the appeals process simultaneously.

7. Grounds for Action

Student-Initiated (Deferral, Suspension, Cancellation)

Medical issues (certified)

Bereavement of immediate family

Visa delay

Natural disasters or political unrest

Transfer to another provider (must follow transfer policy)

MIC -Initiated

Academic misconduct or general misbehaviour

Non-payment of tuition or fees

Course progress or attendance breaches (in line with Standard 8)

8. Procedure – Step-by-Step

A. Student-Initiated Deferral or Suspension

B. Student-Initiated Cancellation of Enrolment

C. MIC -Initiated Suspension or Cancellation

D. Risk-Based Immediate Suspension (National Code Standard 9.6)

E. Recordkeeping and Compliance

All documentation (forms, letters, evidence, decisions, PRISMS notifications) must be retained in the Student Management System for at least two years after the student ceases to be enrolled.

Use standardised templates for all communications and forms.

Periodic internal audits must verify that these procedures are followed consistently and that PRISMS reporting aligns with decisions made.

9. Appeals and Complaints

Students may lodge a complaint or appeal any decision within 28 calendar days (or 20 working days, whichever is longer) under MIC’s Complaints and Appeals Policy. PRISMS notification is deferred until the process is complete, unless risk to health/safety exists.

Cancellation of enrolment for non-payment of fees does not extinguish the debt owed to MIC. Outstanding amounts are managed under PP32 – Fee Management and Refund Policy, including referral for debt recovery where approved by the PEO.

10. Relevant Documents

Feedback, Complaint and Appeal Policy

Transfer Between Providers Policy

Fee Management and Refund Policy

Deferral, Suspension or Cancellation Form

Student Code of Conduct

PP49 – Course Progress Policy

• PP50- Monitoring Student Attendance Policy

PRISMS User Manual

Department of Home Affairs website

The complete MIC Policy and Procedure Manual is available on request from info@montford.edu.au.