Deferment:

A request by the student prior to the commencement of the study period to temporarily postpone study. (Student initiated).

Leave of Absence:

A request by the student to temporarily postpone study after the commencement of the study period. (Student initiated).

Suspension:

When the enrolment of a student is their course of study is suspended for a period of time, after which the student may recommence study.

Cancellation:

CoE is cancelled. Student must re apply to course if they wish to continue study.

Extenuating Circumstances:

• Is involved in a Critical Incident
• Is Missing.
• Has Medical Concerns.
• Has engaged or threatens to engage in behaviour that is reasonably believed to endanger the student or others.
• Is at risk of committing a criminal offence.

Compassionate or compelling Circumstances*

Professional judgement to assess each case on its merits:

• Where a student does not receive their visa in time to arrive at AAHM to commence study.
• Serious illness or injury – where a medicate cert states the student was unable to attend classes.
• Bereavement of close family members such as parents of grandparents (death cert should be provided).
• Major political upheaval or natural disaster in home country requiring emergency travel and this has impacted on the students studies.
• A traumatic experience i.e. involvement in or witness a serious crime or accident and this has impact on the students.
• Other reasons may be considered but must have documentary evidence to support the claim.

STEPS

WHO IS RESPONSIBLE?

COMMENTS

1

Request for Deferment or Leave of Absence.

Student

• Must be in writing using the appropriate form.

2.

Assessment Request for Deferment or Leave of Absence.

AAHM

• Approval can only be given in accordance with defined compassionate or compelling circumstances.
• Where a student needs to take a break from their studies but does not have compassionate or compelling circumstances the student will need to withdraw and re apply when they are ready to return to study.

3.

Approval / Decline of Request for Deferment or Leave of Absence.

AAHM

4.

Notification is provided to Student of decision.

AAHM

• Records to be maintained of the provision of notification and information provided to student.
• Information provided to student regarding how their VISA may be affected as a result of the Deferment or Leave of Absence.
• Notify student of DIAC website or helpline.
• Notification of the decision the student must include further action that may be required by them in order to formally complete the process with AAHM.

5.

Copy of form sent to AAHM Administrator

AAHM

• The AAHM retains a copy of the form.

6.

Form is processed.

AAHM Admissions

• Processed form is kept by AAHM.

7.

Changed to CoE reported via PRISMs.

AAHM Admissions

• AAHM retains a copy  in the student file.

STEPS

WHO IS RESPONSIBLE?

COMMENTS

1.

Withdrawal from All Studies

Student

• Must be in writing.
• Student must have form signed by AAHM.

2.

Student presents form for AAHM Approval.

AAHM

• AAHM sign form and keeps a copy.

3.

Student lodges form at AAHM Student Administration for processing.

Student/AAHM Student

Administration

• Student Administration will provide student with copy of form.

4.

AAHM Student Administration processes withdrawal according to date student has entered on form.

AAHM Student Administration

• Student Administration distributes remaining copies of form.

5.

AAHM cancel students enrolment in program via PRISMS from the date listed on withdrawal form.

AAHM

• Copy of withdrawal form with date reported on PRISMS completed filed in student’s file.

STEPS

WHO IS RESPONSIBLE?

COMMENTS

1.

Action / Decision applicable Statute or Regulation.

• Refer to AAHM Student Handbook and Student Code of Conduct.

2.

Written notification to student of the decision to suspend them.

Advice must include:

• suspension may impact on student’s VISA;
• 20 working days to access AAHM Appeals Process;
• Notify student of DIAC website or helpline.

AAHM

• Suspension cannot take effect until the internal appeals process is completed unless extenuating circumstances relating to the welfare of the student apply.

3.

Notification of AAHM of the suspension within 7 days of the appeal period passing or any appeal finding in favour of the origin decision to suspend.

AAHM

• Any student wishing to access an external appeals process must contact AAHM and provide evidence of have accessed an external appeals process within 10 working days of being advised that their appeal was not successful. Students do not need to be enrolled during the external appeals process and their suspension may be reported to DIAC.

4.

Report student via PRISMS that the student’s enrolment is suspended.

AAHM

• DIAC will consider the student’s circumstances and decide if to maintain or cancel the student’s VISA.

STEPS

WHO IS RESPONSIBLE?

COMMENTS

1.

Action as per above applicable Statute or Regulation.

2.

Written notification to student of the decision to suspend them.

Advice must include:

• suspension may impact on student’s VISA;
• 20 working days to access AAHM’s Appeals Process;
• Notify student of DIAC website or helpline.

As per above policy

• Cancellation cannot take effect until the internal appeals process is completed unless extenuating circumstances relating to the welfare of the student apply.

3.

Notification of AAHM of the cancellation within 7 days of the appeal period passing or any appeal finding in favour of the origin decision to cancel.

AAHM

• Any student wishing to access an external appeals process must contact AAHM and provide evidence of have accessed an external appeals process within 10 working days of being advised that their appeal was not successful. Students do not need to be enrolled during the external appeals process and their cancellation may be reported to DIAC.

4.

Cancellation of Student CoE via PRISMs.

AAHM

• DIAC will consider the student’s circumstances and decide if to maintain or cancel the student’s VISA.