Course Deferment Policy and Process

 

1. International students are expected to maintain regular attendance during the semester. If the leave request with valid reasons affects the module, the course deferment is recommended to apply. If the leave request with valid reasons such as urgent personal matters (e.g., family emergencies, medical issues) that do not significantly affect module attendance, the short-term leave of absence may be granted under specific circumstances, subject to approval by the institution.

2. A course deferment request is submitted either by-person or online for student / parent / guardian / company who intends to defer his/her commencement of study with ACE or deferment of module(s).

3. All requests must be supported with documentary evidence including the health statements from hospitals or the relevant authorities, or other appropriate documents supporting reasons such as family emergencies.

4. The course deferment application is to be applied by the parent/guardian (who signed the student contract) or a written consent from the parent/guardian is needed if the student is less than 18 years of age.

5. For students who is under the company’s sponsorship, the instruction from the company representative for deferment is needed.

6. The deferment process takes a maximum of four (4) weeks to be completed, and it will enable the smooth processing of the case if the student provides necessary supporting documents.

7. The deferment approval is subjected to the evidence provided and is allowed only once up to a maximum of 6 months.

8. Approval for deferment will be granted on a case-by-case basis subject to the approval from ACE and/or University Partner if applicable, when required and students are advised to continue in their current course till the course deferment application is successful and completed.

9. If a student fails to return to continue the study after the end of the deferment period without a valid reason, the student is considered as not eligible to continue the remaining of his/her study.

– Note: Late commencement of course is not considered as deferment, but students will be required to sign “Acceptance of Late Commencement of Studies”. This can be reflected in the ACE Standard Student Contract Schedule A Course Details – Clause 6 – Date of Commencement of Studies if later than Course Commencement Date.

10.Policy for Deferment before Commencement of Study

• For prospective/new students who had obtained his/her deferment approval after he/she had signed and made payment for his/her study but before the date as stated as the commencement of study, the student contract commencement date will be used for the refund calculation instead of the approved deferred new start date.

– For prospective/new student with IPA letter whose deferred new start date exceeded the 3-month collection of his/her Student’s Pass. IPA will be automatically withdrawn by the Immigration and Checkpoints Authority (ICA) after 3 months.

• For prospective/new student with a valid IPA letter whose approved deferred new start date falls within his/her Student’s Pass collection date (able to collect his/her Student’s Pass) and able to commence his/her studies late. The Head of Operations or the appointed Operation Staff is responsible to ensure that the existing student contract “Actual Course Commencement Date” is completed/amended.

11.Policy for Deferment after Commencement of Study

• If Student’s Pass Holder applied for a deferment period of more than two (2) months during his/her study or after the course end date but require to complete / re-module. The student is required to cancel his/her Student’s Pass and required to leave Singapore.

– If the student wishes to remain in Singapore, for example, seeking medical treatment in Singapore. The student will then be responsible to apply for a valid pass i.e., Special Pass with ICA for his/her own stay in Singapore.

– The student will need to re-apply for his/her Student’s Passes and pay the relevant ICA fees before the date of commencement of the deferred study.

– Note: The renewal of a Student’s Pass is not guaranteed and if the Student’s Pass application is rejected by ICA, any refund request for unconsumed course fees will not be eligible for any refund. (Also refer to Student Contract Schedule D – Refund)

• For Student’s Pass Holder who is unable to complete all his/her existing module(s) after the expiry of his/her Student’s Pass due to deferment. The Head of Operations is responsible to apply for a renewal (extend) to his/her Student’s Pass to complete the program. (The approval of a new Student’s Pass is solely at the discretion of ICA.)

– The Head of HR & Finance and the Head of Academic will collectively decide on a case-by-case basis regarding whether the affected ongoing module(s) will consume the course fees.

– For renewal (extend) to Student’s Pass (Subject to ICA Approval) to complete ‘non-consumed’ module due to deferment and no additional module fee collected. Student contract and FPS is not required.

– Note: For re-module(s) cases i.e., student had taken and failed the module(s). A new student contract to re-module(s) is required and FPS for the re-module fee collected is required. (Renewal Subject to ICA Approval)

• Exceptional Cases: On the day when the student returns to ACE to continue his/her study and the existing student contract with FPS insurance had expired, a new student contract with a new FPS insurance shall be implemented for the unconsumed course fee.

– If the existing contract with FPS insurance is still valid, an addendum to the contract shall be issued with amendment on the FPS insurance.

 

12. Policy for Deferment Cut-Off Point

• If a deferment request is submitted before the cut-off point:

• the affected ongoing module(s) could be excluded from the final transcript.

• the cut-off point is either the mid-term exam or the mid-point date of the module, whichever comes first.

• If a deferment request is submitted after the cut-off point:

• the affected ongoing module(s) shall be recorded in the final transcript.

• the student could request to change such final grade of ‘F’s (Failure) to ‘W’s (Withdrawn) which will not be calculated into the final GPA.

 

 

RESPONSIBILITY	PROCEDURE
Head of Operations	1. Receive a signed deferment request form.
Head of Operations	2. Ensure that the form is duly completed, signed by student, and verify that the supporting document(s) is/are provided, where available.
Head of Operations	3. Process deferment request and: Check with the Head of Academic if the student’s deferment date/period can be granted based on the academic calendar and student’s current module to complete plan against course duration. Request the student to join a counselling session to confirm the details.
Head of Operations	Granted by Head of Academic Not Granted by Head of Academic
Head of Operations	4. Approved – Inform student of the outcome. Note: if the deferment is more than 2 months, the student’s pass might need to be cancelled. Rejected – Inform student and end process.
Head of Operations	5. Notify the registrar about the approved deferment case. Update the course deferment records in IMS to close the case within 3 working days.