Leave of Absence Procedures

1.2 Students considering taking a leave of absence longer than two weeks should first discuss their intentions with Student Services, before submitting a leave of absence application.

1.3 Student completes the online form by Census Date in each study period, together with supporting documentary evidence. Financial penalties may apply, refer to the Refund of Fees Policy – Domestic Student and Refund of Fees Policy – International Student. Applications may be accepted after Census Date on a case by case basis, at the discretion of the Institution.

1.4 International students are only permitted to apply for a leave of absence with supporting evidence of compassionate or compelling circumstances including (but not limited to):

a. serious illness or injury affecting a student’s ability to study;

b. witnessing or being the victim of a serious crime;

c. bereavement of close family members, such as parents or grandparents;

d. major political upheaval or natural disaster in a student’s home country; or

e. traumatic upheaval.

1.5 The supporting documentary evidence may include (but not limited to):

a. medical certificate/letter;

b. death certificate;

c. police report; and/or

d. Other supporting documentation, including return air tickets to home country, as applicable.

1.6 Supporting documentary evidence if not issued in English must be translated by an official translator. Translators in Australia must be certified by the National Accreditation Authority for Translators and Interpreters (NAATI).

2.2 Applications will be rejected where:

a. The Institution determines there are no compassionate or compelling circumstances to support the application (international students);

b. Insufficient evidence has been submitted; or

c. The leave of absence request is for more than 12 months, in which case a student must withdraw from studies and reapply for admission.

2.3 The Institution retains the right to approve or reject a request on a case by case basis.

2.4 A student is notified via email of the outcome within 10 working days of submission.

2.5 If the leave of absence request is approved, the notification will include:

a. Approved period of leave;

b. Advice to contact the DHA to determine how the leave of absence may affect their student visa (international students);

2.6 If the leave of absence request is rejected, the notification will include:

a. Reasons for rejection;

b. Their right to lodge a complaint about the decision within 20 working days as per the Complaints and Appeals Policy and Complaints and Appeals Procedures.

3.2 Student Services is notified of the outcome of the review of the decision.

3.3 If the refusal decision is upheld, no further action is required from Student Services.

3.4 If the outcome is to grant the leave of absence request, Student Services proceeds to Step 2.3 to notify the student of the approval.

4.2 An international student’s COE is reported on PRISMS within 31 days of the leave of absence (suspension) date and a new COE is issued for the intended return to study date, and sent to the student.

4.3 The leave of absence documentation is saved in the student management system.

5.2 Upon confirmation from the student of recommencing their studies, Student Services updates the enrolment status to allow the student to pre-enrol in the subsequent study period, once pre-enrolment is open.

5.3 After Census Date of the subsequent study period, Student Services checks the list of recommencing students, against the student management system to determine which students did not enrol in subjects.

5.4 Individual student enrolment records in the student management system are updated to reflect the student’s abandonment of studies, and their enrolment at the Institution is cancelled.

5.5 Using the list of students who did not return to their studies, the Institution is obliged to report each international student to DHA via PRISMS.

5.6 The report via PRISMS must be completed within:

a. 14 days after Census Date (termination of studies date) for students under 18 years of age; or

b. 31 days after Census Date (termination of studies date) for students above 18 years of age.

5.7 The COE for each student must be reported on by performing a Student Course Variation (SCV), and selecting the reporting option termination of studies prior to completing the course and reason type student notified cessation of studies which cancels the COE.

5.8 Students are notified via email of the cancellation of their COE and being reported to DHA for cessation of studies.

After Census Date