Transfer, Withdrawal and Deferment

Student Withdrawal, Transfer & Deferment Policy & Procedures

• The maximum processing time for transfer, withdrawal, deferment process, from the point of student’s request to informing student of the outcome in writing, should not be more than 4 weeks.
• All requests must be made in writing through the submission of the Student Request Form and any supporting documents. Verbal notice is not accepted.
• For students under the age of 18, written consent from the parent/legal guardian must be obtained.
• All requests will be reviewed on a case by cases basis and the School will have the final decision on the outcome.
• The School’s refund policy shall apply for all qualified refunds. Students are to refer to the School’s Refund Policy and the Standard Student Contract for further details.

Transfer Policy

• The definition of transfer is when a student changes the course or period of study (from full-time to part-time or vice versa) but remains as a student of the school.
• Conditions for granting the transfer:
  • All outstanding fees must be settled prior to request.
  • Student must fulfil the admission criteria of the new course and will be subjected to the School’s student selection and admission procedures.
• For international students, the course transfer is subjected to ICA’s approval of the new Student’s Pass. ICA will be informed through the application of the new Student’s Pass.
• A student who transfers within the School must have their existing contract terminated. A new Student Contract will be signed based on the procedures for executing student contracts.

Transfer Procedures:

• Student must meet all minimum entry requirement of the new course they wish to transfer to.
• The standard Student Contract of the current course will be voided upon approval of the course transfer.
• A new standard student contract for the new course will need to be signed upon approval of the course transfer.
• All outstanding fees must be paid.

Withdrawal Policy

• The definition of withdrawal is when a student discontinues all courses with the School.
• Conditions for granting the withdrawal:
  • All outstanding fees must be settled prior to request.
• For International Students, ICA will be informed through the cancellation of the student’s pass. Student’s pass holder is required to submit his/her student’s pass to the school for cancellation of the student’s pass with ICA.
• A student who has withdrawn will have their student contract terminated.

Withdrawal Procedures:

• The School will meet with the student and determine if solutions for student retention are possible. If no solutions are found, the School will note the reason for withdrawal on the Student Request Form which would be submitted for final approval. Approval will be done within 7 working days from the student’s submission date.
• A written notification will be given to the student to inform them of confirmation of their course withdrawal request.

Deferment Policy

• The definition of deferment is when a student delays or postpones the course (or module).
• Conditions for deferment:
  • Students can apply for deferment only once for any particular course.
  • Requests for deferment extension will be considered on a case by case basis.
  • In applying for deferment, student has to take note of the course completion timelines.
  • Deferment is subjected to the availability of units/courses offered. The school reserves the right to offer similar units/courses in replacement of discontinued units/courses.
• ICA will be informed through the application of the new Student’s Pass. The course deferment is subjected to ICA’s approval of the new Student’s Pass.
• If the student contract is still valid, an addendum would be signed to reflect the deferment. For terminated student contracts, a new student contract will be signed based on the procedures for executing student contracts.

Deferment Procedures:

• For student’s pass holders, their deferment is subject to the approval of their student’s pass by ICA.
• Approval of deferment is also subjected to availability of the course / module offered.
• Should the student decide to proceed with deferment, the School will note the reason for deferment on the Student Request Form which would be submitted for final approval. Approval will be done within 7 working days from the student’s submission date.
• A written notification will be issued to the student to inform them of the student request status. The maximum deferment period is 3 months per deferment request.