Course Withdrawal
All requests must be made in writing through the submission of the relevant application 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 GCS will have the final decision on the outcome.
GCS’s refund policy shall apply for all qualified refunds. Students are to refer to GCS Refund Policy and the Standard PEI-Student Contract for further details.
Withdrawal Policy
I. The definition of withdrawal is when a student discontinues the courses with the School.
II. Conditions for granting the withdrawal:
a. All outstanding fees must be settled prior to request.
III. 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.
IV. A student who has withdrawn will have their student contract terminated
Withdrawal Application Process:
The conditions for Withdrawal are:
GCS’s adopts the Withdrawal Policy as stated in the Standard PEI-Student Contract Version 4.0 Clause 3 Termination and Refund Policy and Schedule E Refund Events). This policy will act as a framework in guiding the implementation of detailed refund processes and withdrawal procedures in the following areas:
3.1 To 3.7 in Standard PEI-Student Contract Version 4.0 – Termination and Refund policy (Please refer to the diagram in Schedule E)
3.8 Refund for Withdrawal During the Cooling-Off Period
3.9 Refund for Withdrawal Outside the Cooling-Off Period
Upon receiving the withdrawal application, Admin Manager will process request within 4 weeks from the point of the student’s request and Head of Admin to conduct an interview/counselling session to:
I. Understand and determine the reason for withdrawal applications and if solutions for
student retention are possible. If no solutions are found, the School will note the reason for
withdrawal in the Course Transfer/Withdrawal Form which would be submitted for final
approval. Approval will be done within 7 working days from the student’s submission date.
II. A written notification will be given to the student to inform them of confirmation of their
course withdrawal request.
The first step in the withdrawal process is to check if the student is eligible for a refund. If YES, the process will be expedited, and a refund given within 7 working days.
The computation of the refund amount will be explained to the student when he/she comes to collect the money and sign the acknowledgement of the refund given. For refunds given via TT, Bank Transfer, or other electronic means, a follow-up email will be sent to the student showing the computation of the refund amount.
Verify and confirm that the parent/legal guardian’s written consent has been given if he/she is under 18 years of age
Inform ICA to cancel the Student’s Pass application (for STP Holders)
Check to verify if the student is eligible for a refund
Issue a formal letter of Withdrawal to the student/parent
Admin Manager will update the FPS status into the Lonpac Insurance Bhd excel template and FPS File 1 within 3 working days to ensure that the coverage period and amount are adequate.
Update the status of the student withdrawal in the AIMS System and Withdrawal record.
Course Transfer
Transfer Policy
I. 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.
II. Transfer will only be allowed if the student fulfill the entry requirements of the course to transfer.
III. Student can transfer from diploma to certificate or another diploma/higher diploma but different specialization.
IV. Student transfer from the current course to another course shall be considered as having withdrawn from the current course.
V. Unconsumed fees (if any) will be transferred for the new course and student will need to pay the remaining amount of the new course
VI. Any transfer requests must be submitted before the term/intake commencement. Submissions after new course term/intake start date will apply to the next term instead of the current one.
VII. Conditions for granting the transfer:
I. All outstanding fees must be settled prior to request.
II. Student must fulfil the admission criteria of the new course and will be subjected to the School’s student selection and admission procedures.
VIII. 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.
IX. 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:
Students who wish to transfer are required to submit their request for transfer using the Course Transfer/Withdrawal Form. For students under 18 years of age, the parent/guardian must approve and endorse the Transfer Application form.
Upon receiving the transfer application, Operations/Admin Department will process the transfer request within 4 weeks from the point of the student’s request to inform the student of the outcome in writing and conduct interview/counselling to:
• Understand the reason(s) for the transfer application
• Inform the student of the processing time within 4 weeks from the point of the student’s request to informing the student of the outcome in writing
• Explain to the student that the parent/legal guardian’s written consent is required if he/she is under 18 years of age
• Explain to the student that the transfer application is subject to ICA approval (for student pass holders)
• Explain to the student the difference in the course fee and entry requirements and refund (if applicable)
• Inform the student of the difference in the Fee Protection Scheme (FPS) amount, period of coverage.
• Explain to the student that signing a new contract or issuing an addendum to the existing contract when a course transfer request has been approved.
The Operations/Admin Department will then proceed with the transfer as follows:
-
Student must meet all minimum entry requirement of the new course they wish to transfer to.
-
The Standard-PEI Student Contract of the current course will be voided upon approval of the course transfer.
-
A new Standard-PEI Student Contract or addendum for the new course will need to be signed upon approval of the course transfer.
-
All outstanding fees must be paid.
-
GCS will conduct interview/counselling session with student/parents
-
Verify and confirm that the parent/legal guardian’s written consent has been given if he/she is under 18 years of age
-
Submit an application to ICA for the course transfer (for STP Holders)
-
·Admin Manager will update the FPS status into the Lonpac Insurance Bhd excel template and FPS File 1 within 3 working days to ensure that the coverage period and amount are adequate.
-
Head of Admin to work out the difference in the course fee
-
Issue a formal letter of Reject to the student/parent if the transfer application is not approved
-
Issue a formal letter to the student/parent if the transfer is approved
-
Conduct pre-course counselling to ensure that the student/parent has been informed of the crucial information of the new course
-
Update the status of the student transfer in the AIMS System and Transfer record
Course Deferment
Deferment Policy
I. The definition of deferment is when a student delays or postpones the course (or module).
II. Conditions for deferment:
– Grounds of Deferment are the following but are not limited to: (case by case basis evaluated by the Principal)
* if the student is ill and is supported with a medical certificate issued by a recognized clinic/hospital
* events/circumstances which are beyond the schools/students control such as:
-
bereavement of direct family members
-
natural disaster
-
work commitment (if any)
– The requests of deferment is not automatically granted unless approved by the Principal as the Chairman of BoA
– The maximum deferment period is 6 months but subject to review and approval by the Principal.
– If the student failed to return on the approved deferred period, it shall be considered as deemed automatic withdrawal from the course
III. 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.
IV. If the student contract is still valid, an addendum would be signed to reflect the deferment. For terminated student contracts, a new contract will be signed based on the procedures for executing student contracts.
Deferment Application Process
Students who wish to defer are required to submit their request for deferment using the Course Deferment Form. For students under 18 years of age, the parent/guardian must approve and endorse the application form.
Upon receiving the deferment application, Operations/Admin Department will process the deferment request within 4 weeks from the point of the student’s request to inform the student of the outcome in writing and conduct an interview/counselling to:
• Understand the reason(s) for the deferment application
• Inform the student the processing time of within 4 weeks is required to process the deferment application
• Explain to the student that the parent/legal guardian’s written consent is required if he/she is under 18 years of age
• Explain to the student that the deferment application is subject to ICA approval (for student pass holders)
• Explain to the student that the maximum allowable period of deferment a student can apply is up to 6 months
• Inform the student that the FPS protection will be changed based on the deferment period and course end date
• Explain to the student that signing a new contract when a course deferment request has been approved.
The operations/Admin Department will then proceed with the deferment as follows:
-
GCS will conduct interview/counselling with student/parents
-
Verify and confirm that the parent/legal guardian’s written consent has been given if he/she is under 18 years of age
-
Approval of deferment is also subjected to availability of the course / module offered
-
For student’s pass holders, their deferment is subject to the approval of their student’s pass by ICA.
-
Should the student decide to proceed with deferment, the School will note the reason for deferment on the Course Deferment 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 6 months per deferment request
-
Submit the application to ICA for the course deferment (for STP Holders)
-
Admin Mgr will update the FPS status into the Lonpac Insurance Bhd excel template and FPS File 1 within 3 working days to ensure that the coverage period and amount are adequate.
-
Issue a formal letter of Reject to the student/parent if the deferment application is not approved
-
Issue a formal letter to the student/parent if the deferment application is approved
-
Signing a new contract or issuing an addendum to the existing contract when a course deferment has been approved.
-
Update the status of the student deferment in the AIMS System and Deferment record