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Leave of Absence
Student Handbook > Student - Non Academic Policies
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Purpose
The purpose of this policy is to outline the grounds on which students may take a (temporary) Leave of Absence from their course of study.

Background
All Foundation, Undergraduate and Postgraduate students may apply for a Leave of Absence, for a defined period of time, subject to approval from the College. Under Part D, Standard 13 of the National Code of Practice 2007 international students can take a Leave of Absence only on the grounds of compassionate or compelling circumstances, which are outlined in Standard 13.

Domestic Students
Leave of Absence

Domestic students may take a Leave of Absence from their course of study for one (1) term only. The student must submit the following to the College:

  • Completed 'Request for Leave of Absence' form
  • Detailed reasons for their request

The request for a Leave of Absence must be submitted before the Census Date of the term for which they are applying to take the Leave of Absence.

Submission of a Leave of Absence request after Census date, if approved, will incur financial liability and academic penalty. (See Academic Grading Policy and Leave of Absence Fee Policy).

Students will receive email correspondence from the College notifying them of the outcome of their request.

Re-Enrolment after a Leave of Absence - [Domestic Students]

The College will inform students on Leave of Absence when it is the time for them to re-enrol in their course of study for the next term.

If a domestic students fails to re-enrol or request an extension to their Leave of Absence by Census Date the student’s enrolment in their course of study will be cancelled as per the Cancellation of Enrolment Policy, and they will be required to reapply for admission. The College cannot guarantee that re-admission will be possible.

Extension of Leave of Absence - [Domestic Students]

A separate application for a Leave of Absence must be made if an extension is sought. The maximum period of leave of absence is two (2) terms. Failure to re-enrol after two (2) terms will result in cancellation of a student’s enrolment as per the Cancellation of Enrolment Policy, and they will be required to reapply for admission. The College cannot guarantee that re-admission will be possible.

 

International Students
Leave of Absence

Under Part D, Standard 13 of the National Code of Practice 2007, deferral of studies may only be done through a formal agreement in certain limited circumstances including consideration under compassionate or compelling circumstances such as:

  • Serious illness or injury
    - Including a medical certificate which states that the student was unable to attend classes
  • Bereavement of close family members such as parents or grandparents
    (Where possible a death certificate should be provided)
  • Major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student’s studies; or
  • A traumatic experience which could include:
    • involvement in, or witnessing of a serious accident; or
    • witnessing or being the victim of a serious crime, and this has impacted on the student (these cases should be supported by police or psychologists’ reports)
  • Inability to begin studying on the course commencement date due to delay in receiving a student visa

International students may take a Leave of Absence from their course of study for one (1) term only. The student must submit the following to the College:

  • Completed 'Request for Leave of Absence' form
  • Any relevant documents supporting the request

[For students under 18 years of age, written evidence of the legal guardian and/or government sponsors support for the withdrawal is also required].

The request for a Leave of Absence must be submitted before the Census Date of the term for which they are applying to take the Leave of Absence.

Submission of a Leave of Absence request after Census date, if approved, will incur financial liability and academic penalty. (See Academic Grading Policy and Leave of Absence Fee Policy).

Students will receive email correspondence from the College notifying them of the outcome of their request.

Where a Leave of Absence is granted:

  • The College will notify the Commonwealth Department of Education via the Provider Registration and International Student Management System (PRISMS) of the change in the enrolment
  • The student will be issued a confirmation email from the College
  • Any tuition fees paid will be credited towards the subsequent term's tuition fees

 

Student Visa Requirements for International Students on a Leave of Absence

Under student visa requirements, an international student is permitted to reside in Australia:

  • If they are enrolled in full-time study; or
  • If their leave is less than 28 days in duration; or
  • If they are unable to travel for medical reasons evidenced by medical certificates

The period of Leave of Absence does not constitute full-time study even though a student still holds an enrolment place whilst on leave. International students who are granted a Leave of Absence must to depart Australia within 28 days of the commencement of their leave and remain outside Australia until the end of their leave.

If a student intends to stay in Australia, they will need to indicate that on their 'Request for Leave of Absence' form and attach the relevant documentation. They will also need to contact the Department of Immigration and Border Protection (DIBP) directly to advise their intentions.

 

Re-Enrolment after a Leave of Absence - [International Students]

The College will inform students on Leave of Absence when it is the time for them to re-enrol in their course of study for the next term.

If an International student fails to re-enrol by census date then:

  • The student's enrolment in their course of study will be cancelled
    (Refer: Cancellation of Enrolment Policy)
  • The student will be reported to the Commonwealth Department of Education via the Provider Registration and International Student Management System (PRISMS) and the student’s CoE will be cancelled

 

Student Appeals

If a student is refused a Leave of Absence, the student may appeal the decision according to the College's Student Grievance Handling Policy and Procedure. If the student is not satisfied, with the outcome of the appeal, then they may appeal the education provider’s decision at an external complaints handling body.

 

Support & Advice

Support and advice for students is provided by the Student Services Department and relevant recruitment staff.

 

Review

This Policy is reviewed in accordance with the policy review cycle.

 

Acknowledgements

Public access policies and procedures from a number of higher education providers were accessed in the development of this Policy, with particular acknowledgement and appreciation of the UTS and La Trobe University.

Legal & Policy Framework
The College administers requests from international students, for leaves of absence, in accordance with the Education Services for Overseas Students Act 2000 and the requirements of Part D, Standard 13 of the National Code of Practice 2007

This policy applies to all students enrolled in either Foundation, Undergraduate or Postgraduate studies, who apply for a leave of absence.

Categories of Students:

  1. Domestic Students - Australian citizens or permanent residents
  2. International Students - those who hold a student visa

The terminology and usual meanings of words, expressions and acronyms is noted in the Glossary of Terms contained within the Student Handbook

Further reading
Name View
Request for Leave of Absence - Form
Links
Name View
Grading
Cancellation of Enrolment