TRANSFER AND WITHDRAWAL

Student Transfer/Withdrawal Policy

1. The policy on transfer:

• 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 Institute.

• Conditions for granting 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 Institute’s student selection and admission procedures.

• For Student’s Pass holder, 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 Institute must have their existing student contract terminated. A new student contract will be signed based on the procedures for executing student contracts.

2. The policy on withdrawal:

• The definition of withdrawal is when a student discontinues all courses with the Institute.
• Conditions for granting withdrawal:

-       All outstanding requests must be settled prior to request.

• 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 Institute for cancellation of the Student’s Pass with ICA.
• A student who withdrew will have their student contract terminated.

3. For students under the age of 18, written consent from the parent / legal guardian must be obtained.

4. All requests must be made in writing through the submission of the Course Transfer / Course Withdrawal Request Form and any supporting documents. Verbal notice is not accepted.

5. All requests will be reviewed on a case by case basis and the Institute will have the final decision on the outcome.

6. The Institute’s refund policy shall apply for all qualified refunds. Students are to refer to the Institute’s refund policy and Standard Student Contract for further details.

7. The maximum processing time for transfer, withdrawal process, from the point of student’s request to informing student of the outcome in writing, should not be more than 4 weeks.

STUDENT TRANSFER PROCEDURE

1.         Student to fill up Course Transfer Request Form

1.1      In the event that a student would want to proceed with a Course Transfer, he / she is to fill up the Course Transfer Request Form and hand it to the Student Services Executive for further processing.

1.2      Any supporting documentations that are required to process the Course Transfer Request must also be submitted along with the Course Transfer Request Form.

1.3      For eligible refund cases, the student must also submit the Refund Request Form.

1.4      Reasons for the Course Transfer should also be documented in the Course Transfer Form.

1.5      For students below the age of 18, the parent / legal guardian’s consent must be obtained. Written consent may be obtained through signing on the request form or a separate email or letter correspondence would suffice.

2.         Student Services Executive to speak with Student

2.1      Upon receipt of any Course Transfer Request Form (including supporting documents if any), Student Services Executive is to meet up with the student. This is to be done within 2 working days upon receipt of the Course Transfer Request Form (based on the date of application).

2.2      Student Services Executive is to inform student on the following :

-       Student must meet all minimum entry requirements of the new course they wish to transfer to

-       The standard student contract for the current course that the student is enrolled in will be voided upon approval of Course Transfer Request

-       A new standard student contract for the new course will need to be signed (Refer to Procedures of Executing Student Contract) upon approval of Course Transfer Request

-       All outstanding fees must be paid

-       For Student’s Pass holder, course transfer is subjected to ICA’s approval of the new Student’s Pass. ICA will be informed through the application of course transfer (within the same school)

3.         Conducting of Pre-Course Counselling

3.1      Student Services Executive is to conduct the Pre-Course Counselling session with the Student who would be required to sign on the Course Transfer Request form to acknowledge that he/she has been informed of the various critical information. Student Services Executive is also to ensure that the new course is suitable for the student.

4.         Approval of Course Transfer by Management Team

4.1      Upon completion of Pre-Course Counselling, Student Services Executive is to seek the approval of a member of the Management Team. This is to ensure that the student is suitable to transfer to the proposed new course.

4.2      Such Approval should be documented in the Course Transfer Request Form.

5.         Issuing Letter to Effect or Reject Course Transfer Request

5.1      A Letter to Effect or Reject Course Transfer Request will be given to the student.

5.2      For Requests that are approved, student is to proceed with the application process for the new course

STUDENT WITHDRAWAL PROCEDURE

1.         Student to fill up Course Withdrawal Request Form

• In the event that a student would want to proceed with a Course Withdrawal, he / she is to fill up the Course Withdrawal Request Form and hand it to the Student Services Executive for further processing.

• Any supporting documentations that are required to process the Course Withdrawal Request must also be submitted along with the Course Withdrawal Request Form

• For eligible refund cases, the student must also submit the Refund Request Form.

• Reasons for the Course Withdrawal should also be documented in the Course Withdrawal Request Form.

• For students below the age of 18, the parent / legal guardian's consent of the student's parents / legal guardians must be obtained. Written consent may be obtained through signing on the request form or a separate email or letter correspondence would suffice.

2.         Student Services Executive to speak with Student

• Upon receipt of any Course Withdrawal Request Form (including supporting documents if any), Student Services Executive is to speak with the student. This is to be done within 2 working days upon receipt of the Course Withdrawal Request Form (based on the date of application)

• If after the meeting the student and possible solutions for student retention are not possible, the Student Services Executive is to seek approval from a member of the Management Team.

3.         Approval of Course Withdrawal by Management 

• If the student wishes to proceed with the withdrawal, Student Services Executive is to seek the approval of a member of the Management Team as part of Management Approval.

• Such Approval should be documented in the Course Withdrawal Request Form.

4.         Issuing Letter to Effect Course Withdrawal Request

• A Letter to Effect Course Withdrawal Request will be given to the student.

5.         Course withdrawal due to expulsion

• In the event that a student’s status is unable to be concluded, ie student is MIA/AWOL/not contactable; the Student Services Executive will issue a final warning email for the student to get in touch with the Institute. If the student does not respond to the email within 7 days, the student will be deemed to have withdrawn by means of expulsion. Internal processing for course withdrawals will then come into effect.