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Transfer/ Withdrawal /Deferment Policies and Procedures

Transfers
Withdrawal
Deferment

transfer & withdrawal policy

General Conditions

  • Transfer refers to a change in course of study while the student remains a student at SHRM College.
  • Deferment refers to a student delaying or postponing a course (or module).
  • Withdrawal refers to the termination of the PEI-Student Contract and the student ceasing to be a student at SHRM College.
  • All outstanding fees must be settled before a transfer, deferment or withdrawal request is processed.
  • Students must submit the relevant application form, together with supporting documents where applicable, and follow the procedures below.
  • Any change to a student’s Student’s Pass status arising from a transfer, deferment or withdrawal will be reported to ICA in accordance with ICA’s requirements.
tRANSFER POLICY & PROCEDURE
  1. A transfer will be granted where the student meets the entry requirements of the new course applied for and has settled all outstanding fees.
  2. Requests for transfer must be made through the submission of the Transfer Application Form to the Admissions and Operations Division. Forms received after 3.00 pm will be treated as received on the next working day.
  3. A transfer request is treated as a withdrawal from the current course and a new application for the new course.
  4. Where a refund may be applicable, students are to refer to Schedule D of the PEI-Student Contract and submit the Refund Request Form together with the Transfer Application Form. Refund amounts (if any) will be paid within 7 working days of receipt of the written notice of transfer, in accordance with the Refund Policy.
  5. For students below 18 years of age, the transfer request must be accompanied by written approval from the student’s parent or guardian.
  6. The outcome of the transfer application will be made known in writing within 4 weeks from the date of submission of the Transfer Application Form.
  7. Upon approval of the transfer, the existing PEI-Student Contract will be voided, and a new PEI-Student Contract will be signed for the new course. Any discounts or rebates under the previous contract shall be forfeited.
  8. For international students, transfer to another course offered by SHRM College is subject to Student’s Pass requirements, including cancellation and re-application where applicable, and subject to ICA approval.
  1. The student submits the Transfer Application Form, supporting documents and the Refund Request Form (if applicable) to the Admissions and Operations Division. For students below 18 years of age, a Parent/Guardian Letter of Consent must be attached.
  2. Within 3 working days of receipt, the Admissions and Operations Division will interview the student to understand the reasons for the transfer, confirm whether the student meets the minimum entry requirements of the new course (obtaining partner university approval where applicable), and conduct a Pre-Course Counselling session for the new course.
  3. If the transfer request is not supported, a rejection letter will be issued. The student may appeal, and the appeal will be escalated to the CEO for decision. Any dispute will be handled under the College’s Dispute Resolution Policy and Procedure.
  4. If the transfer request is supported, the Admissions and Operations Division will explain to the student that the current contract will be voided and a new contract signed. For international students, the existing Student’s Pass will be cancelled, and the new Student’s Pass will be subject to ICA approval.
  5. The CEO approves the transfer, and the Admissions and Operations Division will inform the student of the outcome within 4 weeks of receipt of the transfer application by issuing the Official Letter to Effect Course Transfer.
  6. For international students, the Admissions and Operations Division will apply for the new Student’s Pass through ICA’s SOLAR+ system. If the application is not approved and an appeal is unsuccessful or not pursued, the transfer will not proceed. Upon approval, the new PEI-Student Contract will be signed, and the student will be informed of the course start date, medical check-up requirements (if applicable) and ICA formalities for Student’s Pass collection.
wITHDRAWAL POLICY
  1. Requests for withdrawal must be made through the submission of the Withdrawal Application Form to the Admissions and Operations Division. Forms received after 3.00 pm will be treated as received on the next working day.
  2. Where a refund may be applicable, students are to refer to Schedule D of the PEI-Student Contract and submit the Refund Request Form together with the Withdrawal Application Form. Refund amounts (if any) will be paid within 7 working days of receipt of the written notice of withdrawal, in accordance with the Refund Policy.
  3. For students below 18 years of age, the withdrawal request must be accompanied by written approval from the student’s parent or guardian.
  4. Upon approval of the withdrawal, the student contract will be considered void, and any discounts or rebates under the contract shall be forfeited.
  5. The outcome of the withdrawal application will be made known in writing within 4 weeks from the date of submission of the form.
  6. For international students, the Student’s Pass will be cancelled upon approval of withdrawal.
Withdrawal procedures

WITHDRAWAL PROCEDURE

  1. The student submits the Withdrawal Application Form and the Refund Request Form (if applicable) to the Admissions and Operations Division. For students below 18 years of age, a Parent/Guardian must sign off on the form or a Letter/Email of Consent must be attached.
  2. Within 3 working days of receipt, the Admissions and Operations Division will interview the student on the reasons for withdrawal, inform the student that the Student’s Pass will be cancelled (where applicable), and explore possible retention solutions.
  3. If the student chooses not to proceed after counselling, the case will be closed. If the student wishes to proceed, the withdrawal will be submitted to the CEO for approval, and the Partner University will be informed where applicable.
  4. The Admissions and Operations Division will inform the student of the outcome and issue the Official Letter to Effect Course Withdrawal within 4 weeks of the withdrawal application date, and will cancel the Student’s Pass with ICA (where applicable) within 3 working days after approval.
  5. Where required by ICA or requested by the student, an attendance declaration will be made to ICA only after the student has completed all withdrawal formalities.

DEFERMENT POLICY & PROCEDURE

  1. Students are required to show evidence of extenuating circumstances, such as death in the family or illness. If the reason is other than the examples stated, the student is to submit a letter of explanation together with the Course Deferment Application Form. Such requests will be assessed on a case-by-case basis.
  2. Additional fees for the Fee Protection Scheme (FPS), Student’s Pass and Medical Insurance shall apply where relevant.
  3. Payment of fees shall continue in accordance with the instalment due dates stated in the Student Contract during the deferment period.
  4. A written application for deferment must reach the College at least 2 weeks before the new semester start date. Late requests are subject to the College’s discretion for processing and approval.
  5. The maximum deferment period is 6 months. All programmes may be deferred, subject to approval. If a student wishes to defer for more than 6 months, a separate written request must be submitted and will be subject to management approval.
  6. Deferment does not extend the maximum registration period for the programme; students must ensure they have sufficient time to complete the programme upon their return.
  7. For students below 18 years old, the deferment request must be accompanied by written approval from the student’s parent or guardian, submitted together with the Course Deferment Application Form.
  8. Incomplete applications without the relevant supporting documents will not be processed.
  9. Where a deferment request cannot be accommodated and the student is unable to continue with the programme, the student may have to withdraw from the programme, in which case the Withdrawal Policy and Refund Policy shall apply. Any subsequent enrolment into the same programme will be processed as a new application.
  10. Should the student not resume studies after the deferment period, the student shall be deemed to have withdrawn from the College, and the Withdrawal Policy and Procedure shall apply.
  11. A student who requests deferment must either have the existing PEI-Student Contract terminated or sign an addendum to reflect the change. For all terminated student contracts, a new student contract will be signed. The Refund Policy shall apply unless otherwise agreed between the College and the student.
  12. The outcome of the deferment application will be made known within 4 weeks from the date of submission of the form. For partner programmes, the deferment process will follow the university’s policy and procedures, but the outcome will still be made known within 4 weeks.
  13. International students who wish to defer are also required to submit their Student’s Pass for re-application or renewal to ICA for approval.
  1. The student completes the Course Deferment Application Form, attaches the relevant supporting documents and submits the form to the Admissions and Operations Division. Forms received after 3.00 pm will be treated as received on the next working day.
  2. The Admissions and Operations Division will acknowledge receipt of the application and arrange an interview within 3 working days. Where the student is not in Singapore, the interview may be skipped.
  3. For students below 18 years old, the Parent/Guardian’s signature must be on the form, or a Letter/Email of Consent must be submitted with the application.
  4. The student will be informed of the implications relating to Student’s Pass cancellation (where applicable) and signs on the Course Deferment Application Form to proceed.
  5. If the course is awarded or delivered by a Partner University, the College will seek the Partner University’s approval for the deferment request.
  6. Upon approval by the CEO, the Admissions and Operations Division will cancel the Student’s Pass (where applicable) and issue the letter to effect the course deferment within 4 weeks of receiving the deferment application.
  7. The Admissions and Operations Division will prepare the addendum to the PEI-Student Contract or a new Student Contract for signing by both parties.

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