Student Course Transfer

Deferment of Enrolment 

• Students may apply to the Registrar for a deferment of their enrolment. 
• Deferments will only be granted prior to course commencement and in the following limited circumstances: 
• Student visa delay (international students only); or  
• Compassionate or compelling circumstances (domestic and international students). 
• If a deferment application is approved, the student will receive a letter advising of the approval and confirming the new course dates, and the Student Acceptance Agreement will be amended to reflect the new course dates. All terms and conditions of the original student acceptance agreement will remain the same. 
• If an international student’s enrolment is deferred for any reason and the student is studying on a student visa, PIA WILL notify the Department of Education and Training and the Department of Home Affairs via PRISMS.  

Student-Initiated Suspension of Study 

• Student initiated suspensions will only be granted once the course has commenced and in the following limited circumstances: 
• Compassionate or compelling circumstances (domestic and international students); or 
• For the balance of the semester and renewable for one more semester. 
• Students must advise PIA in writing if they wish to apply for a voluntary suspension of their studies. The Registrar (or delegate) will interview the student to discuss their request. 
• The Registrar will consider the application and advise the student in writing of the decision within five (5) working days. 
• If the request for suspension of studies is not granted, the Registrar will advise the student in writing within five (5) working days of the reason for the decision. The student will be advised that they have twenty (20) working days in which to appeal the decision through PIA’s grievance handling procedures. 

PIA-Initiated Suspension of Study 

• All students are subject to the potential for PIA-initiated suspension of study or cancellation of enrolment in the event of either academic or non-academic misconduct, unsatisfactory academic performance or non-payment of tuition fees. 
• Suspension due to unsatisfactory academic performance is covered by PIA’s Course Progression Policy and Procedure. Students will be made aware of the circumstances in which their studies may be suspended for misconduct prior to enrolment. 
• The student will be informed in writing of the intention to suspend them, including the reasons for the decision, and the intention to notify the Department of Education and Training and the Department of Home Affairs of the change in enrolment status. In addition, the student will be advised that if they wish to appeal the decision, they have twenty (20) working days in which to access PIA’s grievance handling process. 

Student Withdrawal 

• A Student may withdraw from a unit of study or a course they have enrolled in at any time during the teaching period. 
• Where a student withdraws prior to census date this is considered a withdrawal without academic penalty. 
• Where a student withdraws after census date this is considered a withdrawal with academic penalty 
• A formal withdrawal is done by completing the withdrawal form that is located on PIA website under forms and submitting to PIA student services by email: admin@pia.edu.au  
• All Requests for withdrawal must be submitted formally through Student Services. Until formal withdrawal has occurred the student remains liable for all fees associated with their enrolment. 
• Students will be notified of the outcome within five (5) working days from the date of receipt of application. 

Abandonment of Studies 

• A student may only take a leave of absence though formal application as referred to under Student initiated suspension.  
• Students who take a leave of absence without approval will be categorised as having abandoned their studies, irrespective of the duration of time absent.  
• Students who are categorised as having abandoned their studies forfeit their right to a refund.  
• Students who are categorised as having abandoned their studies will be issued with a notification of intention to report a change in their enrolment status to the Department of Education and Training and the Department of Home Affairs as they are in breach of their visa conditions.   
• The Registrar will advise the student in writing of the notification of intention to report. The student will be advised that they have ten (10) working days in which to appeal the decision through PIA’s grievance handling procedures. 

PIA-Initiated Cancellation of Enrolment 

• PIA may cancel a student’s enrolment based on the following: 
• misconduct by the student; or  
• failure to pay an amount student was required to pay to PIA to undertake or continue the course as stated in the written agreement; or   
• a breach of course progress or attendance requirements by the student. (International student’s compliance with Standard 8 (Overseas student visa requirements)); or  
• a failure to disclose the result of previous higher education studies in Australia when applying for admission.  
• A student’s enrolment may be immediately cancelled without the opportunity for an appeal where the student’s health or wellbeing, or the wellbeing of others, is likely to be at risk. 
• A student whose behaviour is determined to be in breach of PIA student code of conduct may have their enrolment cancelled or suspended, with the right to an appeal subject to the misbehaviour not impacting on the student’s health or wellbeing, or the wellbeing of others. 
• In the instance where tuition fees are outstanding a warning letter will be issued by the Registrar to the student providing seven (7) working days to make a payment or enter a payment arrangement with PIA. 
• If no payment or arrangement is made, or if the payment arrangement is broken, PIA will inform the student via written means of the intention to cancel the student’s enrolment based on non-payment of tuition fees, and the intention to notify the Department of Education and Training and the Department of Home Affairs of the change in enrolment status. 
• In addition, the student will be advised that if they wish to appeal the decision, they have twenty (20) working days in which to access PIA’s grievance handling process. If the student chooses to access PIA’s grievance process, the Institute will maintain the student’s enrolment until the internal grievance process is completed and will not notify the Department of Education and Training and the Department of Home Affairs of any change to the student’s enrolment status through PRISMS, except in extenuating circumstances relating to the welfare of the student. 
• Any claim of extenuating circumstances will need to be supported by appropriate evidence. Extenuating circumstances relating to the welfare of the student may include, but are not limited to, the following. The student: 
• is a missing person.  
• has medical concerns, severe depression or psychological issues which lead PIA to fear for the student’s wellbeing. 
• has engaged or threatens to engage in behaviour that is reasonably believed to endanger the student or others; or is at risk of committing a criminal offence. 
• It is noted that financial hardship is not considered extenuating circumstances for international students as ability to cover tuition fees is a condition of the student visa.   
• The National Code does not require PIA to continue providing learning opportunities throughout the twenty (20) working days allowed to appeal the decision and during the internal grievance process. Based on the nature of the misconduct, PIA will decide, on a case-by-case basis, whether to allow the student to continue to attend class, or to make alternative study arrangements for the student, or to deny the student access to study opportunities. In making such a decision PIA will consider whether denying the student learning opportunities throughout the twenty (20) day appeal period and during the internal grievance process may disadvantage the student in their subsequent studies, should the grievance process find in their favour.  
• If the student chooses not to challenge the suspension of study or cancellation of their enrolment, or has unsuccessfully exhausted all internal appeal processes, the suspension of study or cancellation of enrolment will be formally processed and The Department of Home Affairs advised of the change in the student’s enrolment. PIA does not have to wait for the outcome of an external appeal before notifying the Department of Home Affairs of the change to the student’s study status. 

Extension of COE Duration 

• Some students who have been suspended or who have deferred their studies may require an extension to the duration to complete their course, if they cannot complete the course requirements as specified on the Confirmation of Enrolment. This may be because of the following: 
• compassionate or compelling circumstances. 
• the implementation of PIA’s intervention strategy has meant the student is not able to meet satisfactory course progress; or 
• an approved deferment or suspension of study has been granted under the National Code. 

Student can apply for extension of their COE via registrar’s office or by emailing registrar@pia.edu.au 

What are Compassionate and Compelling circumstances?

Compassionate or compelling circumstances are generally those beyond the control of the student and which have an impact upon the student’s course progress or wellbeing. These could include, but are not limited to:

• serious illness or injury, where a medical certificate states that the student was unable to attend classes
• bereavement of close family members such as parents or grandparents (Where possible a death certificate should be provided)
• inability to begin studying on the course commencement date due to delay in receiving a student visa.
• major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student’s studies; or
• a traumatic experience which could include:
  • involvement in, or witnessing of a serious accident; or
  • witnessing or being the victim of a serious crime, and this has impacted on the student (these cases should be supported by police or psychologists’ reports)

Please note that the above are only some of examples of what may be considered compassionate or compelling circumstances. PIA will use their professional judgement and to assess each case on its individual merits. When determining whether compassionate or compelling circumstances exist, PIA might consider documentary evidence provided to support the claim, and will keep copies of these documents in the student’s file.

Students transferring from another Registered Provider 

PIA will not knowingly enrol a student wishing to transfer from another registered provider prior to the overseas student completing six (6) months of their principal course of study with the initial provider, except in the following circumstances: 

• The releasing registered provider, or the course in which the overseas student is enrolled, has ceased to be registered. 
• The releasing registered provider has had a sanction imposed on its registration by the ESOS agency that prevents the overseas student from continuing his or her course with that registered provider. 
• The releasing registered provider has agreed to the overseas student’s release and recorded the date of effect and reason for release in PRISMS. 
• Any approved government sponsor of the overseas student considers the change to be in the overseas student’s best interests and has provided written support for the change. 
• The course in which the student is enrolled has ceased to be registered; or 
• The original registered provider has provided a written letter of release. 

Where a student seeks to transfer to or from another registered provider, they are required to refer to the Student Transfer Policy and Procedure for further details or contact the Registrar at registrar@pia.edu.au. 

Students wishing to transfer to another Registered Provider 

• Students may transfer to another provider after completing six (6) months of their principal course with PIA. 
• For a request for transfer to be considered before completing six (6) months, students must complete an application requesting a release letter and providing a valid enrolment offer (Letter of Offer) from another registered provider, together with any evidence. 
• The student will be required to meet with the Registrar or their delegate to discuss the reasons for the application and possible options. 
• Students will be notified about the decision on their application within 10 working days.  

Feel free to contact student support officer at your location if you need further assistance with information around Changes to your enrolment.