Withdrawal Procedures

1.1 Students considering withdrawing entirely from their course should consult Student Services to discuss other options (e.g. leave of absence) and other implications.

1.2 Requests to withdraw from a course submitted before census date (typically 5pm, Friday of week 3) do not incur academic or financial penalties.

1.3 Under 18 students withdrawing from a course are required to provide written consent from a parent or legal guardian. International students must also refer to the Under 18 Student Policy and Under 18 Student Procedures.

Withdrawal from subjects

Domestic students

1.4 Domestic students can withdraw from subjects before census date (typically 5pm, Friday of week 3) without academic or financial penalties.

1.5 Students are responsible for dropping subjects using the student management system, or they can complete the Drop a Subject Before Census Form.

1.6 Domestic students may withdraw from subjects after census date and up to the Academic Withdrawal Date (typically Friday 5pm of week 8, unless otherwise advised). If withdrawal occurs within this period, students will not incur academic penalties. However, they will not be eligible for a refund of fees.

1.7 Domestic students who withdraw from subjects after the Academic Withdrawal Date and no later than Friday, 5pm in Week 11, will incur academic penalties and will not be eligible for a refund of fees.

International students

1.8 International students are required to maintain a full-time study load to ensure they are able to complete their course within the course duration outlined in the COE. Minimum load requirements are outlined in the Change of Study Load Procedures.

1.9 International students may drop a subject before the census date as long as it does not impact their full-time study load status, ensuring they finish their course within the duration specified by their COE. Students must complete the Drop a Subject Before Census Form.

1.10 International students are not permitted to withdraw from subjects if doing so would prevent them from completing their course within the duration outlined in their COE unless compassionate or compelling circumstances are demonstrated through appropriate documentary evidence in accordance with the Change of Study Load Procedures.

1.11 International students who are permitted to withdraw from subjects after Friday, 5pm in Week 3 on the basis of an outcome arising from the Change of Study Load Procedures are subject to the same academic and financial penalties outlined in clauses 1.2 and 1.3.

All students

1.12 Academic penalties are applied in accordance with the Grading Policy.

1.13 Financial implications and refund details are outlined in the Refund of Fees Policy – Domestic Student and Refund of Fees Policy – International Student.

How to apply

1.14 To submit a withdrawal request, students must complete the relevant forms as applicable below:

a. Withdrawal from a Course Form to withdraw from a course.

b. Drop a Subject Before Census Form to withdraw form a subject before census. Domestic students can also action a drop in subjects before the census date using the student management system

c. Drop a Subject After Census Form to withdraw from a subject after census date.

d. Refund Request Form where fees have been paid in advance

e. The release request section of Withdrawal from a Course Form for international students withdrawing within the first six months of their principal course and seeking to transfer to another education provider in accordance with the Transfer Between Providers Policy and Release Request Procedures.

f.  An Exit with Alternative Award Form (where eligible) if a student wishes to withdraw from a course of study and be awarded an exit qualification in accordance with the Qualification Issuance Procedures.

1.15 International students on a student visa must be aware that withdrawal will result in the Institution notifying the Department of Home Affairs (DHA). The DHA may cancel a student visa within 28 days. Therefore, students are encouraged to contact the DHA to arrange an alternative visa within this timeframe. Students who do not arrange an alternative visa, are required to return to their home country.

2.2 Requests from an international student on a student visa may be rejected if insufficient evidence has been submitted.

2.3 Approved subject withdrawal requests are confirmed in writing within 10 working days.

2.4 Approved course withdrawal requests are confirmed in writing within 10 working days. Where a refund request is submitted through the Refund Request Form, Student Services creates a refund request and refers it to the Finance Department for approval and processing. The student is notified of the outcome of the refund request separately.

2.5 For international students, the notification includes advice to contact the DHA regarding the status of their student visa as their COE at the Institution will be cancelled.

2.6 If a request is rejected for either the withdrawal from a course or individual subject(s), a student is notified in writing within 10 working days, including reasons for the decision and information about how to submit a complaint. Following a rejection of a withdrawal request the student must maintain their enrolment with the Institution pending the outcome of any further appeal.

2.7 Any pre-census date approved withdrawals, and associated fee recalculations, are processed within Student Services. Any other refund requests related to subject and/or course withdrawals are subject to the Refund of Fees Policy – Domestic Student and Refund of Fees Policy – International Student.

Finance Department

Student Services

3.2 Student Services and the Finance Department are notified of the outcome of the complaint.

3.3 Where the decision is upheld, no further action is required from.

3.4 Where outcomes are amended, Student Services and/or the Finance Department implement the required changes.

4.2 Student Services records grades for withdrawn subject(s) in accordance with the Grading Policy.

4.3 Student Services reports the termination of a student’s studies to DHA through PRISMS using a Student Course Variation (SCV) and selecting the reporting option termination of student studies prior to completing the course and the reason type student notified cessation of studies which cancels the COE.

which results in the COE being cancelled.

4.4 PRISMS reporting timeframes are within:

a. 14 days for students under 18 years of age; or

b. 31 days for students above 18 years of age.

4.5 Where a release request is approved, PRISMS reporting is completed in accordance with the Release Request Procedures.

And

COE reported within 31 days for students above 18 years of age

· Drop a Subject Before Census Form added. Domestic students can also action a drop in subjects before the census date using the student management system

Domestic students

· Can withdraw from subjects before census without penalty.  Responsible for withdrawing via the system or approved form.

· After census to Academic Withdrawal Date (typically Week 8): no academic penalty, but no fee refund.

· After Academic Withdrawal Date to Week 11: academic penalty applies and no refund.

International students

· Must maintain a full-time study load and complete within COE duration.

· Must consult Student Services before withdrawing.

· Can withdraw before census only if full-time load is maintained (form required).

· Post-census withdrawal only permitted under compassionate/compelling circumstances via Change of Study Load Procedures.

· Where approved, standard academic and financial penalties apply.