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.
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).
3.1. 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.
The student management system is updated with the suspension or cancellation of enrolment and reporting performed in PRISMS (international students).
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).
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:
2.2 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.
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 reported in PRISMS within:
a. 31 days after Step 2.1 has occurred: or
b. 14 days after Step 2.1 has occurred for cancellation of enrolment students only that are under 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.
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
Attendance Policy – ELICOS and Foundation Programs
Approved by EMG on 9 October 2020