Table of Contents
Purpose
This policy outlines the processes for supporting students facing academic or personal challenges, providing a framework for deferment, suspension, or cancellation of studies at Care College. It ensures fair treatment and offers intervention strategies to assist students in meeting their academic requirements.
Policy Scope
This policy applies to all students enrolled in Care College’s courses and qualifications. It encompasses student support, course progress intervention, deferment, suspension, cancellation, and extenuating circumstances affecting a student’s study.
Definitions
Deferment
A temporary postponement of enrolment, initiated by the student, before or during a study period.
Suspension
A temporary leave of absence from studies granted to a student who has commenced the course but is unable to continue temporarily.
Cancellation
Permanently terminating a student’s enrolment, either requested by the student or imposed by Care College.
Extenuating Circumstances
Significant, unforeseen events or situations adversely impacting a student’s ability to complete assessments or attend classes.
Course Progress Intervention
Strategies to support students not meeting academic progress requirements.
Policy Principles
Care College supports students facing personal or academic challenges by:
- Providing access to support services for academic and personal issues.
- Implementing early intervention for students at risk of failing to meet course progress requirements.
- Ensuring clear, fair procedures for deferment, suspension, or cancellation of enrolment due to extenuating circumstances or other valid reasons.
- Ensuring transparency, confidentiality, and support throughout the process.
Student Support Procedures
Monitoring Academic Progress
Care College monitors each student’s progress throughout their studies. Indicators of concern include non-attendance, failure to meet assessment deadlines, or unsatisfactory grades. Regular assessments of student performance help identify those who may benefit from additional support.
Risk Intervention Strategies
When students are identified as being at risk of unsatisfactory progress, Care College will initiate a Risk Intervention Meeting to determine underlying issues and offer support. Strategies may include:
- Academic skills sessions
- Study groups or tutorials
- Adjustments to workload or schedules
- Referral to counselling or support services
If intervention strategies are unsuccessful, further actions, including deferment or suspension, may be considered.
Deferment, Suspension, and Cancellation Procedures
Student-Initiated Requests
Students may apply for deferment or suspension by submitting a written request to Care College at least 10 working days before the intended start date. Valid reasons include medical conditions, family emergencies, or other compassionate circumstances substantiated by evidence.
Deferment: Approved deferments outline an agreed return date for the student’s studies.
Suspension: Suspended students remain enrolled but are temporarily excused from coursework.
Cancellation: If a student requests to withdraw entirely, the cancellation process is initiated, with refund terms applying as per Care College’s Terms and Conditions.
College-Initiated Suspension or Cancellation
Care College may suspend or cancel a student’s enrolment in cases of:
- Persistent academic underperformance despite intervention efforts.
- Breach of the Student Code of Conduct, including non-payment of fees.
- Misconduct that impacts the college environment.
In such cases, Care College will notify the student in writing and allow them 20 working days to appeal the decision.
Extenuating Circumstances
Acceptable Reasons for Deferment or Suspension
Care College may approve deferment or suspension in cases including, but not limited to:
- Medical Grounds: Severe or ongoing illness supported by medical evidence.
- Compassionate Grounds: Family emergencies, bereavement, natural disasters, or traumatic events.
- Course Availability: If Care College cannot deliver required units due to unforeseen circumstances.
The maximum time possible for extenuating circumstances in any event, is 12 weeks.
Complaints and Appeals
Students have the right to appeal decisions regarding deferment, suspension, or cancellation through Care College’s Complaints and Appeals Policy. Grounds for appeal include procedural errors, compassionate circumstances, or non-adherence to documented policies.
Roles and Responsibilities
- College Management: Ensures policy adherence, provides adequate resources for support, and reviews applications for deferment, suspension, or cancellation.
- Academic Staff: Identifies students at risk and participates in intervention planning.
- Students: Must engage in their studies, communicate challenges promptly, and adhere to college policies and procedures.
Monitoring and Review
This policy will be reviewed annually to ensure alignment with current educational standards and best practices, incorporating feedback from students and staff to improve support measures and intervention processes.
