Withdrawal and Deferral Policy

This policy relates to students enrolled in Vocational Education and Training (VET) or Higher Education qualifications.

 

The information below refers to the term 'unit of study'. Each qualification is composed of three or more units of study.

For Higher Education qualifications a unit of study exists for each subject.

For VET qualifications a unit of study is made up of one or more units of competency.

Withdrawing from  a Course

If a student wishes to withdraw from a unit of study or their entire course they need to understand the significance of the 'census date'. The Census Date is the published date for each Unit of Study up to and including which a student can elect to withdraw from their course without financial penalty. This means that students withdrawing on or before the census date for a unit of study will have any upfront fees paid reimbursed to them and/or they will not incur a debt to the Commonwealth if they had elected to pay all or part of their tuition fees using FEE-HELP/VET FEE-HELP.

Requests for withdrawal must be in writing. Students can withdraw from their enrolment in a unit of study at any time before the census date by sending an email to compliance@aim.com.au stating their reasons for wanting to withdraw.

After the census date has passed there are no fee refunds or re-crediting of FEE-HELP/VET FEE-HELP debt unless the student can provide evidence of Special Circumstances where, due to unforeseen circumstances, they can no longer study.

 Special Circumstances

AIM will review a student's enrolment and their request for withdrawal in cases of special circumstances.

Special circumstances include:

  • Medical circumstances: where a student’s medical condition has changed to such an extent that he or she is unable attend face to face classes and/or study online, or
  • Family/Personal circumstances: for example, death or severe medical problems within a family, or unforeseen family financial difficulties, so that it is unreasonable to expect a student to attend and/or study online

Evidence sufficient for a claim of special circumstances shall include (but is not limited to) the following:

  • In respect to medical circumstances, the provision of a medical certificate from a medical practitioner
  • In respect to family/personal circumstances, a statutory declaration witnessed by a Justice of the Peace, and where family medical problems are cited, a copy of a medical certificate from a medical practitioner

AIM will be satisfied that a student’s circumstances are beyond the student’s control if a situation occurs that a reasonable person would consider is not due to the person’s action or inaction, either direct or indirect, and for which the student is not responsible. The situation must be unusual, uncommon or abnormal.

Each review will be examined and determined on its merits by considering a student’s claim together with independent supporting documentation substantiating the claim.

Deferring Study

Deferring VET Study

Students enrolled in a VET qualification can elect to defer their studies for up to 12 months.

Deferral is contingent on when the census date falls for the fee period in which the student notified AIM. Please refer to the table below.

Deferring VET Study

Fee Period

Action if student advises before the census date for the unit of study that they wish to defer

Action if student advises after the census date for the unit of study that they wish to defer

1
  • Enrolment will be cancelled
  • Students may re-enrol when they wish to recommence their study
  • Any upfront fees paid towards the current fee period will be reimbursed and/or students will not incur a VET FEE-HELP debt
  • Enrolment will remain current
  • Units of study for the first fee period will need to be completed
  • Remaining units of study may be deferred
  • Reimbursement of upfront fees paid  and/or re-crediting of the student's VET FEE-HELP debt is not possible however a student's Special Circumstances may be considered
2
  • Enrolment will remain current
  • Units of study for fee period 2 and 3 may be deferred for up to 12 months
  • Students must advise AIM when they wish to recommence their study
  • Any upfront fees paid towards the current fee period will be reimbursed and/or students will not incur a VET FEE-HELP deb
  • Enrolment will remain current
  • Units of study for the second fee period will need to be completed
  • Remaining units of study may be deferred
  • Reimbursement of upfront fees paid  and/or re-crediting of the student's VET FEE-HELP debt is not possible however a student's Special Circumstances may be considered
3
  • Enrolment will remain current
  • Units of study for fee period 3 may be deferred for up to 12 months
  • Students must advise AIM when they wish to recommence their study
  • Any upfront fees paid towards the current fee period will be reimbursed and/or students will not incur a VET FEE-HELP deb
  • Enrolment will remain current
  • Units of study for the third fee period will need to be completed
  • Students may request an extension of time for up to three months to complete any outstanding assessment items
  • Reimbursement of upfront fees paid  and/or re-crediting of the student's VET FEE-HELP debt is not possible however a student's Special Circumstances may be considered

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Extensions

Students enrolled in VET qualifications may request an extension of up to three months in order to complete outstanding assessment items. The extension period will be added to the enrolment duration. Requests must be made in writing to compliance@aim.com.au and students will need to state the reason(s) for the extension.

Deferring Higher Education Study

A student that has been accepted for admission and enrolled to commence a unit of study, may seek to defer their studies - provided it is done so within the accepted time frames, and follows the documented procedure.

In order to defer a unit of study, you must complete and submit a Deferment Form. A request for deferral must occur before the census date for the unit of study.

If the application is received within the accepted timeframes using the documneted procedure, there will be no academic penalty and the unit fees will be held in credit for up to one year. If the unit fees escalate in this time, the fees applied will remain at the original remitted amount.

A student who seeks to defer the commencement of studies after the specified timeframes will forfeit the unit fees and will have an incomplete status recorded on their academic record, unless there is sufficient evidence to support a claim of special circumstances.

Higher Education - Deferral and Withdrawal
 

10 days+ before start

Prior to Census date

After Census Date

After end of Week 3

Action

Cancel enrolment

1. Deferment for up to one academic year

2. Withdrawal from unit

1. Deferment is no longer possible

2. Withdrawal from unit

1. Deferment is no longer possible

2. Withdrawal from unit

Result

Full refund

1. No academic penalty

2. 'W' (Withdraw) recorded om academic transcript

1. N/A

2. 'WF" (Withdrawal/Fail) recorded on academic transcript, unless special circumstances are accepted by the National Academic Director

1. 'WF" (Withdrawal/Fail) recorded on academic transcript, unless special circumstances are accepted by the National Academic Director

2. Grade of zero calculated towards GPA

Fees

Full refund

1. Deferral fee of $250. Fees paid retained for one academic year

2. Withdrawal fee of $250. Balance refunded.

1. No refund

2. Special circumstances should be drawn to the attention of the National Academic Director

1. No refund

2. Special circumstances should be drawn to the attention of the National Academic Director