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Suspension and Cancellation Procedures
Student Handbook > Student-Non-Academic Policies & Procedures  >  Enrolment
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1. Governing policy

These procedures relate to the Terms and Conditions of Enrolment.

They describe how staff will enact an Institution initiated suspension or cancellation of a student’s enrolment, as per the Terms and Conditions of Enrolment and related policies and procedures.

2. Scope

These procedures apply to all students where the Institution initiates a suspension or cancellation of their enrolment and to staff involved in this process. These procedures are aligned with applicable Australian Government legislation including the Education Services for Overseas Students Act 2000 (ESOS Act) and National Code of Practice for Providers of Education and Training of Overseas Students 2018 (National Code).

3. Procedures

3.1. These procedures set out the three key processes involved in processing an institution initiated suspension or cancellation of enrolment, as per Table 1 below:

1. Institution initiates a suspension or cancellation of enrolment

Based on its policies and procedures, the Institution reserves the right to suspend or cancel a student’s enrolment and issues the student with a notice of intention to suspend or cancel.

2. Processing a suspension or cancellation

The final notice of suspension or cancellation is issued to the student including details for international students about the Institution’s obligation to report the student to DHA.

3. Recording/reporting

The student management system is updated with the suspension or cancellation of enrolment and reporting performed in PRISMS (international students).

Table 1

Process

Responsibilities

Timeframe

Step 1 Institution initiates a suspension or cancellation of enrolment

1.1 The Institution reserves the right to suspend or cancel a student’s enrolment for the following reasons, including (but not limited to):

a. An offer is made after submission of incomplete, inaccurate, fraudulent or misleading information supplied by the applicant, agent, delegated authority or certifying authority (Admissions Policy);

b. A breach of the Terms and Conditions of Enrolment, including (but not limited to) failure to pay tuition or other fees to the Institution;

c. Misbehaviour by the student ( General Misconduct Policy, Student Code of Conduct and General Misconduct Procedures);

d. A breach of course progress or attendance requirements ( Academic Progression Policy, ELICOS Course Progression and Attendance Policy – attendance relates to ELICOS and Foundation only);

e. A breach of academic integrity (Academic Integrity Policy and Academic Integrity Procedures).

1.2 In conjunction with the related policy, the Institution determines a student’s enrolment will be suspended or cancelled and issues the student with a notice of intention to suspend or cancel their enrolment and report international students to the Department of Home Affairs (DHA).

1.3 The notice includes the following information:

a. Reasons for suspension or cancellation of enrolment;

b. Suspension period and returning to the Institution (if applicable);

c. 20 working days to access the Institution’s Complaints and Appeals Policy and Complaints and Appeals Policy;

d. The impact the cancellation or suspension may have on a student visa (international students).

Institution

 

Step 2 Processing a suspension or cancellation

2.1 The Institution proceeds with imposing a suspension or cancellation only after one of the following has occurred:

a. 20 working days has lapsed and no internal appeal was submitted;

b. The student withdraws, in writing, from the internal appeal process; or

c. The student’s internal appeal was unsuccessful; unless

d. An international student’s health or wellbeing, or the wellbeing of others, is likely to be at risk.

e. If the cancellation of enrolment is due to unsatisfactory course progression or attendance for an international student, the Institution proceeds only after:

· 2.1a occurs; or

· The internal and external complaints processes have been completed and the decision supports the Institution; or

· The student has chosen not to access the external complaints and appeals process; or

· The student withdraws, in writing, from the internal or external appeals processes.

2.2 The institution issues a final letter of suspension or cancellation of enrolment to the student. The letter will include the following:

a. Suspensions: the period of suspension and details on returning to the institution following suspension;

b. International students: details the obligation of the institution to report the student to DHA and the COE will be cancelled. Students are required to contact DHA within 28 days.

Student Services

 

Step 3 Recording/reporting

3.1 To finalise a suspension or cancellation of enrolment, Student Services updates the student management system to reflect the suspension or cancellation of enrolment.

3.2 An international student’s COE is cancelled via reporting in PRISMS which must be completed within:

a. 14 days after Step 2.1 has occurred for students under 18 years of age: or

b. 31 days after Step 2.1 has occurred for students above 18 years of age.

3.3 Suspension of enrolment and cancellation of enrolment reporting is performed on PRISMS via the Student Course Variation option, in accordance with the current PRISMS User Guide.

3.4 The Institution informs an international student in writing their COE has been cancelled and reported to DHA and advises the student to contact the DHA to discuss their visa status.

Student Services

COE reported within 14 days – under 18 years of age

COE reported within 31 days – above 18 years of age

4. Roles and responsibilities

The Vice President (Student Engagement & Registrar), Deputy Registrar and Student Centre Manager are responsible for the suspension and cancellation procedures and the legislative reporting requirements.

5. Compliance and monitoring

These procedures are written in accordance with ESOS and Standard 9 National Code.

6. Records management

As detailed in Table 1 above, suspensions or cancellations of enrolment are recorded in the Institution’s student management system and the statutory reporting is recorded in PRISMS and records are filed and saved for two years.

7. Related documents

Terms and Conditions of Enrolment

General Misconduct Policy

General Misconduct Procedures

Student Code of Conduct

Academic Progression Policy

Admissions Policy

Attendance Policy – ELICOS and Foundation Programs

 

Approved by Academic Board 2 August 2019

International College of Management, Sydney Pty Ltd ACN 003 144 045 ATF The ICTHM Trust ABN 54 174 259 919, trading as International College of Management, Sydney and Aspire Institute, Aspire English, International Sport College of Australia CRICOS Provider Code: 01484M, RTO Code: 90851, TEQSA ID: PRV12025