ANIBT Deferment, Suspension, Withdrawal and Cancellation of Enrolment Policy and Procedure

1. Purpose

The purpose of this policy is to ensure that ANIBT manages the deferment, suspension, withdrawal and cancellation of international student enrolments in a fair, consistent and transparent manner. This policy ensures that ANIBT:

• Meets its legislative reporting obligations under the ESOS Act 2000
• Protects student welfare and visa integrity
• Applies procedural fairness and natural justice to all decisions
• Maintains accurate and timely reporting through PRISMS

2. Scope

This policy applies to all onshore international students enrolled in courses registered on CRICOS, and to all staff involved in student administration, compliance and academic oversight.

3. Regulatory Framework

This policy is developed with reference to:

• The Education Services for Overseas Students Act 2000 (ESOS Act) and the ESOS Regulations, including section 19, which sets out ANIBT's obligations for giving information about accepted students
• The National Code of Practice for Providers of Education and Training to Overseas Students 2018 (National Code 2018), including its requirements on deferral, suspension and cancellation of student enrolment
• The ASQA Standards for RTOs 2025
• ASQA's Conditions of Registration
• The Australian Government's PRISMS reporting requirements

4. Definitions

5. Policy Statement

5.1 ANIBT is committed to complying with the National Code 2018's requirements on deferment, suspension and cancellation, ensuring that all decisions relating to these matters are made based on documented evidence, and clearly advising students of any visa implications, their appeal rights, and the reporting outcomes associated with decisions affecting their enrolment, while supporting students and maintaining academic integrity, safety and regulatory compliance.

5.2 ANIBT will only approve deferment or suspension of enrolment where compassionate or compelling circumstances are demonstrated, or where ANIBT initiates action in accordance with its policies. All decisions relating to deferment, suspension or cancellation are:

• Documented
• Communicated to the student in writing
• Inclusive of information about appeal rights
• Reported to PRISMS where required

Compassionate or Compelling Circumstances

5.3 Compassionate or compelling circumstances may include, but are not limited to:

• 5.3.1 a delay in the grant of a student visa preventing timely commencement of studies;
• 5.3.2 serious illness or injury, where a medical certificate states the student is unable to attend classes;
• 5.3.3 bereavement of close family members, such as parents or grandparents, supported by appropriate evidence;
• 5.3.4 major political upheaval or natural disaster in the student's home country requiring emergency travel or significantly impacting studies and wellbeing;
• 5.3.5 a traumatic experience, such as involvement in or witnessing a serious accident or crime, which has a significant impact on the student's wellbeing; or
• 5.3.6 circumstances where ANIBT is unable to offer a required or mandatory unit of study.

Student Welfare and Extenuating Circumstances

5.4 ANIBT may suspend or cancel a student's enrolment immediately, including reporting through PRISMS, where there is a risk to the student's wellbeing, the safety of others, or the integrity of the learning environment. This may occur where a student is missing or uncontactable, displays serious mental health risks, or engages in threatening, violent or criminal behaviour.

Misconduct

5.5 Misconduct includes, but is not limited to, physical or verbal aggression, harassment, criminal activity, or serious breaches of the Student Code of Conduct.

Student-Initiated Deferral (Pre-Commencement)

5.6 Students seeking to defer commencement of their course must submit a written request prior to the course start date and provide supporting documentation. Admissions assesses eligibility for deferral and, where approved, issues a revised Letter of Offer and Confirmation of Enrolment; PRISMS is updated where required, and all records are stored in the Student Management System.

Student-Initiated Suspension (Post-Commencement / Leave from Studies)

5.7 Students are advised to discuss their intention to apply for suspension or leave from studies with Student Services prior to submitting a formal application. Applications for leave from studies must be submitted in writing to the Student Services Department by completing the Request for Suspension from Studies form, together with supporting documentation demonstrating compassionate or compelling circumstances.

5.8 All applications are assessed by Student Services in accordance with the compassionate or compelling circumstances defined in this policy, and any outstanding fees must be cleared before a suspension request can be approved. Where a student seeks to take a break from studies but does not meet the criteria for compassionate or compelling circumstances, the student is required to withdraw from the course and re-apply when ready to resume their studies.

5.9 Students are notified of the outcome of their application in writing; where applicable, the notification includes:

• Advice on how the approved suspension or leave from studies may affect the student visa
• Reference to the Department of Home Affairs website and information line
• Guidance on completing the required administrative process with Student Services
• Information about the appeals process

The completed application form and outcome of the decision are recorded by the Student Services Department, the Manager of Compliance and Academic Support updates the Student Management System and PRISMS where required, and all correspondence is retained in accordance with record-keeping requirements.

Student-Initiated Withdrawal

5.10 Students are advised to discuss their intention to withdraw from their course with Student Services prior to submitting a formal application, and must notify ANIBT by completing a Withdrawal of Enrolment form, submitted to the Student Services Department.

5.11 Student Services assesses the student's reasons for withdrawal and may refer the student to a meeting with the Manager - Student Services & Academic Support where further discussion or clarification is required; where such a meeting occurs, the student's stated reasons for withdrawal are recorded in the Student Management System. Student Services also reviews the student's financial status to identify any outstanding fees, and checks for any special arrangements, academic issues, or notes recorded in the Student Management System.

5.12 A student may not withdraw from their course while on suspension, but may apply to withdraw within five working days after returning from suspension. The Manager of Compliance and Academic Support cancels the student's enrolment in accordance with the effective date stated on the Withdrawal of Enrolment form; the withdrawal is recorded in the Student Management System and reported via PRISMS as required, and all related documentation is retained in the student file.

ANIBT-Initiated Suspension

5.13 ANIBT may initiate suspension of enrolment due to misconduct, unsatisfactory academic progress, or non-payment of fees, and outstanding fees may be referred to a debt collection agency for recovery. The decision to suspend a student is made by the Manager of Compliance and Academic Support, and students on Higher Education pathways are informed where applicable.

5.14 The student is notified in writing of the suspension decision, including:

• The reasons for