Student Support Services

Policy 

• Conditions for granting Course Transfer:

1. All outstanding fees must be settled prior to approval of request.
2. Student must fulfil the admission criteria of the new course and will be subjected to the College’s student selection and admission procedures.

• For Student’s Pass Holder, Course Transfer is subject to ICA’s approval of the new Student’s Pass. ICA will be informed through the application of the new Student’s Pass.

1. The Student Services/Admin Department is to ensure that they inform ICA of any changes to the status of all student pass holders. This would include the following policy guidelines: – Course Transfer: ICA will be informed through the application of the new Student Pass.

• For any Course Transfer, Withdrawal or Deferment, the College would need to obtain the student’s parent / legal guardian’s written consent if they are under 18 years of age。

Procedure

• For any requests on Transfer, Deferment and Withdrawal, students are to fill in the Transfer Request Form / Withdrawal Request Form / Deferment Form and submit it to the Student Services /Admin Department. For eligible refund cases, the Refund Request Form will be completed as well.
• Students should state the reasons for the request.
• Upon receipt of the Transfer Request Form / Withdrawal Request Form / Deferment Form, the Student Services/Admin Department is to contact the parents/guardians/students to find out further the intention of the request. This is to be done within 5 working days upon receipt of the Transfer Request Form / Withdrawal Request Form / Deferment Form (based on the date of application).
• For any refund cases, the Student Services/Admin Department would need to explain and document down in the Refund Request Form how the refund amount is being computed. 
• The Student Services/Admin Department would also need to inform External Academic Partners and seek permission for deferment of studies for students that are enrolled in courses with External Academic Partners (If applicable).
• The Management Team would need to approve (Course Transfer, Deferment and Withdrawal) all requests in the Transfer Request Form / Withdrawal Request Form / Deferment Form. 
• For students under the age of 18 Years Old, evidence of consent from the parent / legal guardian would be documented in the Transfer Request Form / Withdrawal Request Form / Deferment Form.  
• Upon Management Team approval, the Student Services/Admin Department would need to notify students in writing of the outcome via letter.
• Student Services/Admin Department would need to take note of the maximum processing time, including informing students of the final outcome, as follows: –
  i. Refunds, including payment made to students: within 7 working days.
  ii. Transfer, Withdrawals and Deferment: within 4 weeks
•  Student Services/Admin Department would also need to make the following updates as and when necessary: –
  i. Cancellation of student pass (within 7 working days)
  ii. Update / application of student pass (within 7 working days)
  iii. Processing Refunds (if applicable)
  iv. Updating of FPS Service Provider based on new information (year-end)