PIC Deferral, Suspension and Cancellation Policy

Types of enrolment change

Compassionate or compelling circumstances

A student-requested deferral or leave is normally approved only for circumstances beyond the student's control that affect their course progress or wellbeing. Examples include:

• Serious illness or injury supported by a medical certificate
• Bereavement of a close family member, supported where possible by a death certificate
• Major political upheaval or a natural disaster requiring emergency travel
• A traumatic experience supported by appropriate police or psychologist reports
• PIC being unable to offer a prerequisite unit
• A student visa delay preventing commencement on the scheduled date

Important timeframes

PIC may consider a retrospective application where an emergency prevented the student from contacting the College at the appropriate time.

How to apply for deferral or leave

1. Request the form: Obtain the Student Request Form from PIC.
2. Explain the circumstances: State the reason, requested dates and effect on your studies.
3. Provide evidence: Attach documents supporting the compassionate or compelling circumstances.
4. PIC assesses the application: The Head of Administration reviews the request and evidence.
5. Receive the decision: PIC advises the student in writing and explains any CoE, PRISMS, fee or appeal implications.

If a request is approved

• PIC agrees on the period of deferral or leave and records the decision.
• The enrolment change is reported through PRISMS where required.
• If the change affects the CoE end date, PIC creates a new CoE and written agreement.
• If a short change does not affect the CoE end date, PIC records the change in PRISMS without necessarily issuing a new CoE.
• Any applicable refund is handled under PIC's Fees, Refunds and Charges Policy.

Student-initiated cancellation

A student may request cancellation and withdrawal at any time during their course.

1. The student completes a Student Request Form for withdrawal.
2. PIC may meet with the student to discuss the reasons for withdrawing.
3. PIC records the cancellation and relevant details in PRISMS and the Student Management System.
4. PIC adjusts the student's financial records and processes any applicable refund under the Fees and Refunds Policy.
5. The student receives written confirmation and is advised that the enrolment change has been reported.

When PIC may suspend or cancel enrolment

PIC may initiate suspension or cancellation for reasons including:

• Student misbehaviour, including plagiarism, collusion or cheating
• Failure to pay an amount required under the written agreement
• Breach of course-progress or attendance requirements

PIC investigates the circumstances and decides the appropriate action, which may include a warning, payment for damage, a formal apology, suspension or cancellation.

Notice and appeal rights

• Before PIC imposes a provider-initiated suspension or cancellation, it informs the student in writing of its intention and reasons.
• The written notice explains the student's right to use PIC's internal Complaints and Appeals process.
• The action normally does not take effect until the internal appeal process is completed.
• PIC may act earlier where the student's health or wellbeing, or the wellbeing of others, is likely to be at risk.
• Where a student-requested deferral or leave is refused, PIC provides the reason and information about appeal rights.

Visa, PRISMS and student responsibilities

• Deferral, leave, suspension or cancellation may affect a student's visa.
• PIC reports relevant enrolment changes through PRISMS.
• Students must seek advice from the Department of Home Affairs about any visa impact or the need for a new visa.
• Students should keep their contact details current and respond promptly to PIC notices.
• All applications, supporting evidence, decisions and related correspondence are retained in the student's file.