Course Deferment Policy and Process
1. A standard course deferment request form shall be filled out and signed by a student who has such intention. 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.
2. Written consent from the parent/guardian is needed if the student is less than 18 years of age. For students who is under the Company’s sponsorship, approval for deferment is needed from the company representative or the centre has received instruction from the company that the student is to be deferred from the course.
3. The deferment process takes a maximum of 4 weeks to be completed upon receipt of the course withdrawal application with the full set of supporting documents and is subject to approval based on the documentary evidence and is allowed only once up to a maximum of 6 months.
4. Approval for deferment will be granted on a case-by-case basis subject to the approval from the centre and/or University Partner, when required and students are advised to continue in their current course till the course deferment is successful and completed.
5. If a student fails to return to continue the study before the end of the deferment period without a valid reason, the student is considered as not eligible to continue the remaining study.
6. For prospective students with approved deferments
– Any withdrawal requests submitted after the deferment approval. The refund practice will not be applied to the new intake dates.
The initial intake dates will be used for the refund calculation.
7. For the deferment of courses (intake) before IPA (for Student’s Pass Application).
– If necessary, the Head of Operations shall proceed to cancel the Student’s Pass Application with ICA.
– The Head of Operations to ensure that a new application will need to be submitted to ICA two (2) months before the new course commencement date.
7. For deferment of course after IPA but before course commencement date.
– And exceeds the IPA validity date. The Head of Operations is responsible to ensure IPA is cancelled.
– The Head of Operations is responsible to ensure that a new application will need to be submitted to ICA two (2) months before the new course commencement date.
– The Head of Marketing is responsible to sign a new ACE Standard Student Contract, if needed.
8. For deferment of module (s).
– The Head of Operations is responsible to apply for Student’s Pass renewal one (1) month prior to the expiry if the deferment period is within the Student’s Pass validity date.
– The Head of Operations is responsible to cancel the existing Student’s Pass and a new application will be needed to be submitted to ICA two (2) months before the commencement
if the deferment period exceeds the Student’s Pass validity date.
– The Head of Marketing is responsible to sign a new ACE Standard Student Contract, if needed, or amend the existing contract.
9. For existing students with approved deferments
– A signed student contract with FPS insurance shall remain valid until the expiry date of the contract.
10. On the day when the student returns to ACE to continue the study, if the existing contract with FPS insurance is expired, a new 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.
11. Student’s Pass holders will be required to cancel their Student’s Passes if the deferment period is more than 2 months, and they will be required to leave from Singapore unless the supporting documents prove it is necessary for the student to stay in Singapore during the deferment period (for example, medical treatment in Singapore).
12. Student’s Pass holders will need to re-apply for Student’s Passes and pay the relevant ICA fees 02 months before the date of commencement of the deferred study if the Student’s Pass has been cancelled or is expired. The renewal of a Student’s Pass is not guaranteed. A refund for the unconsumed course fees is not eligible if such Student’s Pass application is rejected by ICA.
13. The Head of Finance and Human Resources 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.
14. 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.
15. 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 |
PROCESS |
|
Head of Operations |
1. Receive Service Request for Course / Module Deferment from student. |
|
Head of Operations |
2. Verify the Deferment Request details to ensure the student has filled in all the necessary information correctly and provided the supporting document(s) if available or being required. |
|
Head of Operations |
3. Request student to sign on the submitted online Request Form. A written consent from the parent/guardian is needed if the student is less than 18 years of age |
|
Head of Operations |
4. Process Deferment Request and:
|
|
Head of Operations |
5. Head of Academic granted/reject the Course / Module deferment date/period.
|
|
Managing Director |
6. Approved – Head of Operations inform student of the outcome and complete deferment process. Rejected – Head of Operations Inform student of outcome and end the deferment process. |
|
Head of Operations |
7. Update ICA (Student Pass), when applicable |