Course Transfer, Withdrawal and Deferment

Deferment

Students are not allowed to defer their studies after commencement of the term / module. Students who wish to defer their studies are required to complete FR-403 Application for Deferment with a deferment fee of S$200.00 (exclusive of GST) at least 14 days before commencement of the new module, obtainable from their respective Admission Consultant. The decision to grant the student deferment will be considered on a case-by-case basis and at the sole discretion of the Academic Director and College Director.

Students are informed during contract signing that CAE considers requests from students for course deferment on a case-by-case basis.

There must be a good reason deemed acceptable to CAE, and the course must be on-going such that by the time the student returns at the end of the deferment period, he is still able to study all the required modules and successfully complete the requirements for graduation.  Acceptable reasons may include:

  1. Official overseas travel or job posting
  2. traumatic family circumstances (e.g. immediate family member who is very sick or dying, death of immediate family member, etc.) where the family needs to be together to support each other
  3. sickness or poor health where the student needs to have an extended period of rest

For deferment requests, the service target is to assess and reply to the student’s deferment request within 7 working days.

The procedure for course deferment is as follows: 

To request for a course deferment, students are required written notice of his intention to defer using FR-403 Application for Deferment and gives the reason for their request providing relevant documents (if available). 

If the student is under 18 years of age, the Admission Consultant will contact the parent / legal guardian and seek confirmation of the request for deferment. The Admission Consultant records the exchange and confirmation given and requests the parent/legal guardian to give written confirmation via email where appropriate. 

 The Admission Consultant will:  

  1. discuss with student the reasons for his wanting to defer, and explain to the student the implications for his course duration, student pass, etc. CAE will inform ICA of the student intention for deferment. Students should not hold CAE liable should the student’s pass application not be approved by the Singapore ICA.  
  2. inform the student that the new end of course date and deferment administration fee is payable upon submission of the form and the fee is non-refundable.

 The College Director will consider the deferment request and may consult with his Academic Manager or other relevant staff as appropriate.  

Any deferment granted would ordinarily be up to a maximum of 2 times of the stipulated course duration.  If necessary and upon a fresh request, the deferment may be further extended on a case to case basis.  

Admission Consultant will give a written reply to the student (which may be via email) on whether the deferment request has been accepted, and if so, indicating the deferment period. 

Where a deferment is allowed,  

  1. all supervisory processes are suspended. The student does not undertake any academic work and considered to be ‘inactive’ 
  2. course fees will be charged as per student contract during the deferment period.
  3. the length of time of the deferment is not included in the time period for completion of the program and any deadlines will be adjusted.
  4. The approved FR-403 Application for Deferment will then be filed in the student’s Pfile and the form will act as an addendum to the existing student contract. 
  5. If there is new end of course date, it will be updated in the Student Management System by the respective Admission Consultant.
  6. If necessary, FPS will also be aligned by the Finance Officer.

The policy of the school is not to allow course extensions where a student is given an extended period to complete a course that other students in the same course would not normally be given.    

Course / Mode of Delivery Transfer

Students who wish to transfer to another programme must complete FR-405 Application for Course Transfer, obtainable from their respective Admission Consultant, 14 days prior to the commencement of a new module. A transfer fee of S$400.00 (exclusive of GST) will be levied. A student can transfer between programmes only once with the approval from both Academic Director and College Director.

Course Fees will be re-calculated based on the new programme from the effective month of transfer, taking into consideration of exemptions from previous programme. The new Course Fee will be stipulated according in the Student Contract. No refund will be made for discontinuation of studies in the old programme before the transfer.

Because of the transfer, a student may require more of the stipulated time in his/her original Student Contract to complete their studies.

Continuation in the new programme is also subjected to:

a) the module(s) being offered
b) any outstanding fees due are paid in full
c) there is an available vacancy
d) no further issue arising from the above

The procedure for course transfer is as follows: 

  1. When the student gives written notice of his intention to transfer course using FR-405 Application for Course Transfer, the Admission Consultant gives the completed request form to the intended course’s Programmes Counsellor.  FR-405 Application for Course Transfer requires the signature of the parent/legal guardian if student is under 18 years of age.
  2. The Programmes Counsellor will:
    i. check that the student satisfies the Entry Requirements/Pre-requisite of the requested course
    ii. discuss with student the reasons for his wanting to transfer, and explain to the student the implications for his student pass, etc.  CAE must cancel the current student pass and apply for a new student pass for the new course. Students should not hold CAE liable should the student’s pass application not be approved by the Singapore ICA
    iii. inform the student that a new application and registration fee is payable upon submission of the form and the fee is non-refundable.
    iv. inform the student that he can be charged for all modules consumed.  
  3. If the student maintains his intention to transfer to the new course after the discussion, the Programme Counsellor then passes the case to the intended course’s Admission Consultant for further processing
  4. Upon approval, the College Director oversees, and the intended Admission Consultant attends to the various transfer matters including:
    i. signing of the new contract
    ii. cancellation of the existing student pass and application for a new pass
    iii. calculate un-used fee for course A to be discounted from course fee for course B
    iv. refund fees of course A if applicable
    v. update FPS Data File 1
    vi. informing the FPS provider within 3 working days
    vii. Local students will be notified of the outcome within 7 working days from the receipt of the transfer request.  International students will be notified of the outcome of student’s pass application within 4 to 6 weeks from the receipt of the transfer request (this may vary and depends on ICA processing period).

Students who wish to change to another course delivery mode must complete FR-427 Request for Change of Course Delivery Mode, obtainable from their respective Admission Consultant, one month prior to the commencement of new module. A non-refundable fee of S$200.00 (exclusive of GST) will be levied and a revised student contract will be issued.

Tuition fees will be calculated based on the new programme (mode of delivery) from the effective month of transfer.

Continuation in the new programme (mode of delivery) is also subjected to:

a) the module(s) being offered
b) any outstanding fees due are paid in full
c) there is an available vacancy
d) no further issue arising from the above

The procedure for Change of Course Delivery Mode is as follows:

  1. When the student gives written notice of his intention to transfer course using FR-427 Request for Change of Course Delivery Mode, the Admission Consultant gives the completed request form to the intended course’s Programmes Counsellor.  FR-427 Request for Change of Course Delivery Mode requires the signature of the parent/legal guardian if student is under 18 years of age.
  2. Upon approval, the College Director oversees, and the intended Admission Consultant attends to the various transfer matters including
    i. signing of the new contract
    ii. cancellation of the existing student pass and application for a new pass
    iii. calculate un-used fee for course A to be discounted from course fee for course B
    iv. refund fees of course A if applicable
    v. update FPS Data File 1
    vi. informing the FPS provider within 3 working days

In the unlikely event that a student must transfer from Course A to Course B within CAE because course A is to be phased out, a similar procedure is followed, as follows:

  1. CAE meets the students and explains to them the reasons for phasing out Course A, and the options open to the student.  The College Director or its designated staff follows up with a written communication to the affected students and their parents and/or guardians.
  2. CAE obtains written confirmation (FR-405 Application for Course Transfer) from each student (or the parent or guardian, if the student is below 18 years) as to his agreement to take up course B.
  3. Where the student (or the parent or guardian, if the student is below 18 years) does not wish to take up course B, the College Director or its designated staff will meet up with the student / parent / guardian to consider alternatives.  If no satisfactory alternative is agreed upon, CAE will propose that the matter be resolved through the CPE Student Services Centre, using the Dispute Resolution Scheme of the Committee for Private Education, as indicated on 6.1 Feedback Management document.   This dispute resolution scheme may involve the Singapore Mediation Centre (SMC) or Singapore Institute of Arbitrators (SIArb) as the mediation centres.
  4. Where the student has agreed to take up Course B, the College Director will attend to or oversee the various transfer matters including
    i. signing of the new contract or of an addendum making the agreed changes to the existing contract, as appropriate. The new contract or the addendum will indicate the fees applicable from then on, taking into consideration any un-used fee for course A to be discounted from the fee for course B
    ii. To include the transfer date in the new student contract under Schedule A (Course details), item 6, “Date of Commencement of Studies if later than Course Commencement Date”. Details of the transfer to be stated
    iii. cancellation of the existing student pass and application for a new pass (if applicable)
    iv. updating FPS Data File 1
    v. informing the FPS provider within 3 working days

College Director or its designated staff informs the FPS service providers, ICA and other relevant government agencies within 3 working days for all withdrawal cases.

For transfers, the service target is to assess and reply to the student’s transfer request within 7 working days and to complete the transfer process within 4 weeks.

Programme Withdrawal

For withdrawal, students will complete FR-404 Application for Course Withdrawal, obtainable from their respective Admission Consultant. The student may be interviewed by their respective Admission Consultant and Academic Director. The College will consider each application on a case-by-case basis. Any fees paid in advance may be considered for refund as per stipulated in the Student Contract.

On approval of the withdrawal, the student will be notified via email from their respective Admission Consultant.

In addition, any outstanding payments and Course Fees owing to the College must be settled in full. The College will not issue any transcripts and/or certificates to students who have outstanding payments with the College. Students are advised to consult the Admission Consultant before making the final decision.

The procedure for withdrawal is as follows:

  1. When the student gives written notice of his intention to withdraw using FR-404 Application for Course Withdrawal to the Admission Consultant. The Admission Consultant will discuss with the student to find out the reason/s for withdrawal.  FR-404 Application for Course Withdrawal requires the signature of the parent/legal guardian if student is under 18 years of age.
  2. If student does not change his intention, the Admission Consultant will inform College Director, who will interview the student to understand his situation and to administer the end course survey (if necessary)
  3. The College Director, working with the other managers, attends to the various withdrawal matters including
    i. issuance of a letter to student effecting the withdrawal
    ii. cancellation of the student pass
    iii. informing the FPS provider within 3 working days
    iv. update FPS Data File 1
    v. refunding the student
    vi. issuing the past attendance records to students that are enrolling in another course in another PEI

Where a student has withdrawn without informing CAE through any written request (signed hardcopy withdrawal form or the student’s email request), CAE will treat this as an absence-for-an-extended-period case.

For international student:

After a continuous 7-day absence from class, the student name will be reported to Immigration and Checkpoints Authority (ICA), the student pass cancelled, and the FPS provider informed.

For local student:

At the end of the last class of the module, he will call up the student who have missed more than 25% of the class to enquire as to the reason of absence, and requests for supporting documents (e.g. medical certificates, SAF100, travel documents, etc.).

For withdrawals, the service target is to complete the process (including assessing and replying to student’s request, change of status of student’s pass, refund made) within 7 working days.