Deferring, suspending or cancelling student enrolment

• Calculating the number of hours the student would have to be absent to fall below the attendance threshold for a semester e.g. number of study days x contact hours x 20%. [For example, an eight week semester with 5 contact hours a day would equal 200 contact hours. 20% of this is 40 hours.] • Students at risk of breaching The King’s School’s and

Commonwealth 80% attendance requirement will be counselled and offered any necessary support when they have unexplained absences. If the student has passed the attendance threshold for the study period, The King’s School will advise the student in writing of its intention to report the student for breach of visa condition 8202. This will include

• our intention to report the student for unsatisfactory course progress or unsatisfactory course attendance • the reasons for the intention to report • the right to access our complaints and appeals process, in accordance with National Code Standard 10 (Complaints and appeals), within 20 working days. • This notification and correspondence will be recorded on the student file in Synergetic.

The Registrar will notify Department of Home Affairs via PRISMS of the student not achieving satisfactory course attendance as soon as practicable where:

• the student does not access the complaints and appeals process within the 20 day working period, or • the overseas student has chosen not to access the external complaints and appeals process, • the student withdraws from the complaints and appeals and has notified the Registrar of this in writing, or • the complaints and appeals process result in favour of the School.

Students will not be reported for failing to meet the 80% threshold where:

• the student produces documentary evidence to the Staff

Center Receptionist clearly demonstrating compassionate or compelling circumstances e.g., medical illness supported by a medical certificate, and • has not fallen below 70% attendance.

The method for calculating 70% attendance is the same as that outlined above with the following change - number of study days x contact hours x 30%.

If a student is assessed as having nearly reached the threshold for 70% attendance, The Dean of Studies will assess whether a suspension of studies is in the interests of the student as per The King’s School’s Deferment, Suspension and Cancellation Policy.

If the student does not obtain a suspension of studies under The King’s School’s Deferment, Suspension and Cancellation Policy (page 21), and falls below the 70% threshold for attendance, the process for reporting the student for unsatisfactory attendance (breach of visa condition 8202) will occur as outlined above.

Definitions

Compassionate or compelling circumstances - circumstances beyond the control of the student that are having an impact on the student’s progress through a course. These could include:

• serious illness, where a medical certificate states that the student was unable to attend classes • bereavement of close family members such as parents or grandparents • major political upheaval or natural disaster in the home country requiring their emergency travel that has impacted on their studies • a traumatic experience which has impacted on the student (these cases should, where possible, be supported by police or psychologists’ reports).

Deferring, suspending or cancelling student enrolment

Policy

Students may request a deferment of enrolment prior to the commencement at The King’s School. They may also request a suspension of enrolment or cancellation of enrolment while attending the King’s School.

The suspension or cancellation of an overseas student’s enrolment under National Code Standard 9.3 will not take effect until the internal appeals process is completed, unless the student’s health or wellbeing, or the wellbeing of others, is likely to be at risk.

The King’s school will evaluate a student’s health or wellbeing, or the wellbeing of others, before suspending or cancelling a student’s enrolment. The School will inform the student and parent/legal guardian in writing of this intent along with the reasons for doing so. The student will also be advised of their right to appeal through the registered provider’s internal complaints and appeals process, in accordance with National Code Standard 10 Complaints and appeals, within 20 working days.

When any deferral, suspension or cancellation of enrolment has taken place the School will inform the student of the need to seek advice from the DHA on the potential impact on his

or her student visa. The School will also report the change to the international student’s enrolment under section 19 of the ESOS Act.

Parents/legal guardians of international students under 18 years of age will be notified of any identified risk of cancellation or suspension of student enrolment.

Deferring international student’s enrolment

Deferment prior to the commencement of a course can be made by the parent/legal guardian of the student. Applications should be made in writing to the Registrar, outlining the reasons for the deferment including supporting documentation.

The King’s School will only grant a deferment of commencement of studies for compassionate and compelling circumstances. These include but are not limited to:

• bereavement of close family members such as parents or grandparents (where possible a death certificate should be provided) • major political upheaval or natural disaster in the home country requiring emergency travel that has impacted on studies • if the School believes there are concerns about the student’s health or wellbeing or where the wellbeing of others is likely to be a risk. The final decision for evaluating a student’s health or wellbeing, or the wellbeing of others, lies with the Heads of School and/or Headmaster.

The final decision for assessing and granting a deferment of enrolment lies with the Registrar, and or Dean of Studies and Head of Senior School.

The Registrar will notify the parents/legal guardians and student by email. The Admissions assistant will record the deferment on the student’s file on Synergetic and PRISMS within 14 days of being granted or the day prior to the current course commencement date, whichever is sooner.

The Registrar and/or Deputy Head of Academics will inform the parents/legal guardians and student in writing of the need to seek advice from the DHA on the potential impact on his or her student visa.

Suspending overseas student’s enrolment

By the School

The King’s School may suspend a student’s enrolment including, but not limited to, on the basis of:

• any behaviour identified as resulting in cancellation in The King’s School’s Student Suspension and Expulsion Policy • a breach of course progress or attendance requirements by the overseas student, which must occur in accordance with National Code Standard 8 (Overseas student visa requirements). • failure to maintain approved welfare and accommodation arrangements (visa condition 8532) • if the School believes there are concerns about the student’s health or wellbeing or where the wellbeing of others is likely to be a risk. • the suspension or cancellation of an overseas student’s enrolment under National Code Standard 9.3 will not take effect until the internal appeals process is completed, unless the student’s health or wellbeing, or the wellbeing of others, is likely to be at risk.

If The King’s School initiates a suspension of a student’s enrolment, before imposing a suspension the Registrar will inform the student and parents/legal guardians in writing:

• of that intention and the reasons for doing so, • of their right to appeal through the registered provider’s internal complaints and appeals process, in accordance with National Code Standard 10 (Complaints and appeals), within 20 working days. • of the need to seek advice from the DHA about their visa conditions and obligations as withdrawal from the course may have an impact on their student visa. (https://immi. homeaffairs.gov.au/visas/already-have-a-visa/checkvisa-details-and-conditions)

After the appeals process has been completed, suspension of enrolment will be recorded on Synergetic and PRISMS within 14 days by the Admissions Assistant.

By the Student

Once the student has commenced the course, applications for suspension of study should be made to the Registrar in writing and include supporting documentation.

The Registrar will review the application and supporting documentation with the Dean of Studies and/or the Head of School

The King’s School will only grant a suspension of study for compassionate and compelling circumstances. These include but are not limited to:

• illness, 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) • major political upheaval or natural disaster in the home country requiring emergency travel that has impacted on studies • if the School believes there are concerns about the student’s health or wellbeing or where the wellbeing of others is likely to be a risk.