Course Extension Policy

1. Purpose

The purpose of this procedure is to establish a consistent, fair and documented process for considering and approving requests from students who require additional time to complete their enrolled course, unit of competency or assessment requirements.

The procedure ensures that course extensions:

• are considered on a case-by-case basis;

• respond to the individual circumstances and needs of the student;

• support students to complete their training and assessment;

• comply with the VET data reporting policy;

• are properly authorised and recorded; and

• ASQA Compliance standards for RTOs.

The procedure forms part of the RTO's broader system for providing educational and support services and identifying and responding to individual student needs.

2. Scope

This procedure applies to all students enrolled with AUSTSWIM who request additional time to complete:

• a nationally accredited skill set; or

• a nationally accredited unit of competency; or

• AUSTSWIM extended course

It applies to domestic students and, where relevant, students hold an eligible visa, subject to any additional requirements imposed by legislation, funding arrangements and visa conditions etc.

3. Definitions

Course Extension
An approved period of additional time provided to a student to complete outstanding training and/or assessment requirements after the student's original scheduled completion date.

Original Completion Date
The date recorded by the RTO as the student's expected or scheduled course completion date.

Extended Completion Date
The revised date approved by the RTO and considered according to the student's circumstances, progress and ability to complete the outstanding requirements.

Exceptional Circumstances
Circumstances outside the student's reasonable control that have affected, or are likely to affect, the student's ability to complete the course within the original timeframe.

4. Extension Period

The extension period must be reasonable to:

• the student's circumstances;

• the amount of training and assessment remaining;

• the student's demonstrated progress;

• any applicable regulatory, state government funding requirements.

Extensions should not be granted indefinitely.

4. Determine outcome

Where a Course Extension Request is received by AUSTSWIM, an authorised Quality and Education officer to Approve or Decline the extension in accordance with student’s progress and specific circumstances applied.

An administration fee of $45 applies to extensions requested more than 14 months after the training commenced. This fee does not apply to a candidate who is experiencing extenuating circumstances such as medical emergencies, family issues and natural disasters and can provide AUSTSWIM with sufficient documentation to support their claim.

A maximum of 2 extensions per enrolment will apply.

A decision to decline will be communicated with students, including information about available alternatives processes.

Where students who are holding the eligible visa, the visa conditions and entitlements must be considered before approving an extension.

Where the training is government-subsidised, the relevant funding contract and reporting obligation must be considered before approving an extension.

5. Monitoring Extension

AUSTSWIM Quality and Education team monitors students’ training progress during the approved extensions in accordance with the individual circumstances.

Where the student has not completed the course at least two weeks before the revised completion date, or is deemed to not progressing, the authorised officer will contact the student and consider an appropriate intervention. Withdrawal process may apply.