Suspension of studies procedure

1.1 General

a) Leave of Absence is available to enrolled students. Prospective students who have been offered a place at RMIT and who wish to defer commencement of their studies for one or more semesters should refer to the Policy on Selection and Admission.

b) Leave of Absence is restricted to a maximum period of one year per application.

c) Subsequent applications are permitted.

d) Students will be withdrawn from all courses in the period(s) for which Leave of Absence has been granted.

e) The closing date for obtaining Leave of Absence without academic or financial penalty is published annually in the Academic Calendar, the Student Diary, and the RMIT website.

f) Students will incur an academic penalty and remain financially liable for fees when a request for Leave of Absence is submitted after the closing date.

Students,

Prospective students

h) Leave of Absence totaling two (2) years can be granted at the discretion of the relevant Head of School or nominee. Applications are approved by the Head of School or nominee, and in the case of international onshore students are also authorised by the Director, International Services or nominee.

Head of School/ nominee

Director, International Services/nominee

j) Leave of Absence can only be granted for International onshore students on compassionate or compelling grounds and students must have documentary evidence to support their application.

Examples of such grounds may include, but are not limited to:

i. serious illness or injury where a medical certificate states that the student is unable to attend classes;

ii. bereavement of close family members such as parents or grandparents; a death certificate to be supplied where possible;

iii. major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student's studies

iv. a traumatic experience eg, involvement in, or witnessing a serious accident, witnessing or being the victim of a serious crime, where documented by police or psychologist reports; or

v. where the registered provider was unable to offer a pre-requisite unit.

Leave of absence may affect an onshore international student’s visa. Leave of absence beyond six months, for any reason, will result in cancellation of their student visa.

a) Students who seek a temporary suspension of their studies must:

i. complete a Leave of Absence Form;

ii. attach a current student card to the form;

iii. attach supporting documentation (mandatory for international onshore students – refer Para. 1.1(j) above);

iv. consult with their Head of School/ nominee and obtain signed authorisation; and

v. if they are an international onshore student, consult with International Services and obtain signed authorisation;

vi. if necessary consult with Department of Immigration and Citizenship regarding visa implications (international onshore students);

vii. lodge the authorised form with the Hub.

Students

Refer to timelines at para. 1.1(j) above

a) Students who seek to withdraw from a course may do so either through Enrolment OnLine (EOL) or by completing and lodging an authorised hard-copy Enrolment Variation Form with the Hub.

b) The closing date for withdrawing from a course without academic penalty is published annually in the Academic Calendar, the Student Diary, and the RMIT website.

c) Students will incur an academic penalty and be financially liable for fees if the authorised form is received after the closing date.

d) Students whose courses are not yet on-line must:

i. complete an Enrolment Variation Form; and

ii. obtain approvals from their Home School and/or Service School; and

iii. keep a photocopy of the form; and

iv. lodge the approved form with the Hub; and

v. be provided with a copy of the approved form which has been date-stamped.

Students

f) International Onshore Students who withdraw from courses are still required to complete within the expected duration of the program and are therefore advised to maintain a full-time (100%) load.

Int’l Onshore Students;

Head of School

a) Students who seek to withdraw from a program should first seek advice from their School, and/or the student counseling, financial or careers services.

Students

c) The closing date for the cancellation of a program enrolment without academic or financial penalty is published annually in the Academic Calendar, the Student Diary, and the RMIT website.

Students

e) International onshore students who have been enrolled for less than six months are generally not permitted to cancel their enrolment to undertake study at another Australian educational institution except in exceptional circumstances. - Refer Para. 5 below. All such cases must be referred to International Services.

f) International onshore students are advised to contact DIAC for visa information prior to canceling their enrolment.

g) International onshore students who are under 18 years of age must have their cancellation of enrolment authorised by International Services.

Students

Head of School

a) Currently enrolled International onshore students who have been approved for entry into another RMIT program must:

i. complete an Application for Change of Program Form ;

ii. if a new offer is made, complete and return an Offer Response Form for the new program;

iii. return to the School offering the new program for further consultation if required.

International onshore students

No later than 14 days after advertised commencement date

c) Students shall lodge the signed form with International Services together with certified copy of their most recent academic transcript.

Student

e) Enrolments and Records shall process the application and issue a Confirmation of Enrolment.

Enrolments and Records

Within 2 working days

a) International onshore students who wish to transfer to another provider before they have completed six calendar months of study in their principal program will require a release letter from International Services. International Services can only grant this letter if a student has a valid letter of offer from another registered provider, and:

Student

e) Students seeking transfer should remain enrolled until their application has been approved.

Students

g) If students wish to transfer but have not yet completed six months of study in their principal program, students must

i. complete the Application to Transfer Provider Form, and

ii. attach a letter of offer from another provider; and documentation to support their application; and

iii. lodge it with International Services.

Students

i) If the application is approved, a meeting will be arranged with the student, at which the student will be:

• counselled about the decision;
• counselled about visa implications and advised to contact DIAC;
• advised of the requirement to submit a Cancellation of Enrolment form; and
• advised of refund rules and Application for Refund form; and
• provided with a Letter of Release

All relevant documentation will be placed in the student file.

Compliance and Client Services

As soon as practicable

A student is entitled to appeal if they believe that :

• serious relevant circumstances have not been taken into account, and/or
• there is new, relevant information that was not available at the time the student made the application

Student

b) The Director, International Services will review the appeal against the grounds for appeal and consult with relevant people as required.

• If the submission is deemed to have addressed the grounds, then the student and Compliance and Client Services will be advised in writing, via student email, that the appeal will be upheld.
• If the appeal is dismissed, the student and Compliance and Client Services will be advised of the decision, including details of the reasons for the outcome, in writing, via student email, and informed that the student may appeal externally if not satisfied with the result or conduct of the appeal process, through the Ombudsman Victoria.

Director, International Services

Within 10 working days

d) The student must remain enrolled and attend classes until the completion of all internal and external appeals processes.

Student

f) If the student:

• fails to lodge a written appeal within the timeframe specified above, or
• withdraws from the appeals process or
• the outcome of the appeal supports the decision not to approve the transfer and the student accepts the decision

the student will remain enrolled in their current program.

Student