Enrolment Variation Policy

Transfer Policy

Transfer refers to a student changing their course or mode of study (from full-time to part-time or vice versa) while remaining enrolled at the college.

Transfer requirements:

a. All fees must be paid in full prior to the transfer request.
b. The student must meet the admission criteria for the new course and undergo the college’s student selection and admission procedures.

For students with a Student Pass, course transfer is subject to approval from the Immigration and Checkpoints Authority (ICA) through the new Student Pass application.

A student who transfers within the college must have their current contract terminated and sign a new Student Contract following established procedures.

Withdrawal Policy

Withdrawal refers to a student discontinuing all courses at the college.

Withdrawal requirements: a. All fees must be paid in full prior to the withdrawal request.

The Immigration and Checkpoints Authority (ICA) will be informed of the withdrawal through the cancellation of the student’s pass, which the student pass holder must submit to the college for cancellation with ICA.

Students who withdraw will have their student contract terminated.

Deferment Policy

Deferment refers to when a student delays or postpones their course (or module).

To be eligible for deferment:
i. Students may only apply once.
ii. Requests for extension will be evaluated on a case-by-case basis.
iii. Students should note that the maximum allowed deferment duration is 3 months. Any period longer than that may be considered by the Management.
iv. Deferment is subject to the availability of courses and the College reserves the right to replace discontinued courses with similar ones.

ICA will be notified of the deferment through the new Student Pass application, which is subject to ICA approval.
Students who are absent from classes and uncontactable for more than 7 consecutive days will be classified as “deferment” until the maximum deferment duration is reached. After that, they will be considered “withdrawn.”
Student Pass holders who miss 7 consecutive days of classes will face cancellation of their Student Pass on the 8th day.
For valid student contracts, an addendum will reflect the deferment. Terminated contracts require signing a new student contract following the appropriate procedures.

Transfer, Withdrawal, Deferment Procedures

All transfer, withdrawal, deferment policy statements are details in the ‘Approach’ section. All conditions must be met before the College proceeds with the application.
To transfer, withdraw, or defer, the student submits the Student Request Form to the Office of Student Affairs for processing.
The request form should be accompanied by any required supporting documents. The reason for the request should be documented on the form.
If the student is under 18, written consent from the parent/guardian must be obtained, either by signing the form or through separate email or letter correspondence.
Within 2 working days of receiving the form, the Office of Student Affairs will meet with the student to discuss the reason for the request.
For any refund cases, the Office of Student Affairs would need to explain and document down in the Student Request Form on how the refund amount is being computed.
Office of Student Affairs would also need to inform External Academic Partners and seek permission for deferment of studies and/or course transfers for students that are enrolled in courses with External Academic Partners

For Course Transfers

The student must meet the minimum entry requirements for the new course they want to transfer to.
Upon approval of the transfer, the current Student Contract will be voided and a new Student Contract for the new course will need to be signed.
All fees must be paid.
Transfer for Student Pass holders is subject to ICA’s (Immigration and Checkpoint Authority) approval for a new Student Pass, which will be informed through the new Student Pass application.
The Office of Student Affairs will hold pre-course counselling with the student to share all relevant information about the new course.
Both the Office of Student Affairs and the student will sign the Pre-course Counselling Form to confirm that all information has been shared and understood.
The Office of Student Affairs will get approval from a member of the Management to make sure that the student meets the entry requirements for the new course.
The student will receive a Written Notification of the decision regarding their course transfer request.
If the course transfer is approved, the student must begin the application process for the new course. Refer to Manual C4.1.1 Pre-Course Counselling Student Selection and Admissions.

For Course Withdrawals

If no solution for student retention can be found after meeting with the student, the Office of Student Affairs will seek approval from a member of the Management to proceed with withdrawal.
The student will receive a Written Notification of the decision on their request.

For Course Deferment

The student will receive a Written Notification of the decision on their request.
The Office of Student Affairs will inform the student of the following conditions:
Student’s pass holders must have their deferment approved by the Immigration and Checkpoint Authority (ICA). The approval of the deferment is also subject to the availability of the course/module being offered.
The Office of Student Affairs will seek approval from a member of the Management if the student decides to proceed with the deferment after meeting with them.
If there are university partner courses, the Office of Student Affairs will inform the Partner University and ask for permission for the student to defer their studies.

Follow-Up Actions upon approval of Student Request

Office of Student Affairs and Office of Finance would also need to make the following updates (within 7 working days) as and when necessary:

Cancellation of student pass
Update / application of student pass
Updating of FPS Service Provider based on new information.
Processing of Refunds (if applicable)