Deferrals Procedure

1. The purpose of our procedure

This procedure outlines how we manage the deferral of program offers at Adelaide University. It ensures our processes are accessible and transparent so that prospective students can make informed choices.

Please read this procedure in conjunction with:

• Admissions Policy
• Enrolment Policy
• Graduate Research Policy

2. Who our procedure applies to

2.1 Inclusions

This procedure applies to prospective students who receive an offer of admission to an Adelaide University undergraduate program or postgraduate program.

2.2 Exclusions

This procedure does not apply to students admitted to graduate research programs (see our Graduate Research Policy and associated procedures).

3. Our deferrals procedure

3.1 Requesting a deferral

Prospective students must submit a deferral request in writing.

International students apply through our online admissions portal, while domestic applicants may submit their request via the method advised in their offer, or through authorised admissions channels.

Students must ensure that we receive any deferral requests prior to the census date of the student’s first enrolled study period.

Requests must include the required supporting documentation and adhere to deadlines published on our admissions website.

3.2 Eligibility and program-specific limitations

An offer may not be deferred where explicitly prohibited by program rules.

Prospective domestic students admitted to undergraduate programs may defer an offer to study at Adelaide University for up to one academic year unless otherwise restricted by program rules. This typically means deferral until the next available intake, not exceeding 12 months.

Prospective domestic students admitted to postgraduate programs are not eligible to defer. If they do not intend to commence study in accordance with their offer, they must re-apply when they are ready to commence study.

Prospective international students offered a place in a coursework program may defer that offer only in cases of compassionate or compelling circumstances and they must provide evidence to support such claims.

All deferral requests from prospective international students must comply with relevant laws and Adelaide University rules, including the Education Services for Overseas Students Act 2000 (Cth) (ESOS Act) and the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (National Code).

3.3 Communication and decision-making

Admissions officers assess requests in accordance with this procedure and the Delegation Policy.

Prospective students are notified in writing of the outcome of their request, normally within 10 business days.

If a deferral is not possible due to program structure or timing, prospective students must be advised to withdraw and reapply for a future intake.

4.4 Recordkeeping and compliance

All deferral decisions must be recorded in our student information system.

When we approve an international student deferral request, the Australian Government is notified via the Provider Registration and International Student Management System (PRISMS), and the student's confirmation of enrolment is amended accordingly.

Records are retained in accordance with our Records Management Procedure.

4.5 Escalation

Complex cases, or students seeking an exemption to the eligibility and program-specific limitations, must be escalated to the Director, Admissions.

4. Who holds responsibility within this procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

4.1 Deputy Vice Chancellor, Student Experience & Success (or delegate) is required to:

• ensure this procedure remains aligned with national standards and legislation
• approve associated protocols
• review complex or escalated cases for domestic prospective students.

4.2 Executive Director, Student and Academic Services (or delegate) is required to:

• oversee domestic admissions practices for coursework programs, including consistent application of deferral criteria
• interpret the Admissions Policy and program rules to determine domestic eligibility for deferral
• ensure timely communication of decisions to domestic applicants
• maintain oversight of deferral practices and regulatory compliance.

4.3 Director, Admissions (or delegate) is required to:

• oversee international deferral practices and ensure compliance with the ESOS Act and the National Code
• ensure international student deferral decisions are adequately supported by documented compassionate or compelling circumstances
• monitor PRISMS reporting and coordinate updates with relevant operational teams
• provide guidance to admissions staff on consistent application of this procedure.

4.4 International Admissions is required to:

• review and escalate complex cases for international prospective students.

4.5 Prospective student (or applicant) is required to:

• submit a complete and timely deferral request, including required supporting documentation, before the relevant deadline
• keep their contact and personal details up to date with us
• respond to our requests for further information within a reasonable timeframe
• comply with any conditions attached to the approved deferral
• notify us promptly of any change in circumstances relevant to their deferral application or status.

4.6 Admissions Officer is required to:

• process deferral requests in accordance with approved delegations
• advise applicants on eligibility and submission requirements
• update our systems with prospective student contact details when received
• provide written outcomes to prospective students.

4.7 Program Director is required to:

• advise if deferral is permissible under program rules
• assess whether deferral aligns with program teaching sequences and learning progression requirements.

4.8 Director, Student Finance, Enrolment and Timetabling (or delegate) is required to:

• monitor data quality and compliance with government reporting obligations
• review trends and advise on improvements to deferral processes.
  

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Census date means the date within each study period (or research period for research degree programs) by which a student's enrolment must be finalised for a course, and applicable fees and charges are incurred. It is the last day that a student can withdraw from a course and have it deleted from their academic record.

It is also the deadline for various financial requirements, including submission of request for Commonwealth support and HECS-HELP form; submission of request for FEE-HELP Assistance; payment of any up-front payment of student contribution; obtaining a HECS-HELP loan; or supplying a Tax File Number.

Compassionate or compelling circumstances means circumstances beyond a student’s control that materially affect their wellbeing or their ability to engage in Adelaide University activities or meet required obligations. For international student visa applicants and holders, the term is applied in line with the Australian Government’s ESOS framework and generally refers to circumstances beyond the student’s control that affect academic progress or wellbeing, including serious illness or injury (supported by a medical certificate); bereavement of a close family member such as a parent or grandparent (with a death certificate where possible); major political upheaval or natural disaster in the home country requiring emergency travel that impacts study; Adelaide University being unable to offer a prerequisite course; inability to begin study on the program commencement date due to a delay in receiving a student visa; or a traumatic experience (supported by a police or psychologist statement), such as involvement in or witnessing a serious accident, or being the victim of a serious crime.

Confirmation of Enrolment (CoE) means an official document issued by Adelaide University to international students to confirm enrolment status, required for student visa holders by the Australian Government.

Deferral means a formal process by which a prospective student requests to delay the start of their program after receiving an offer of admission, for a defined period and subject to eligibility criteria.

Postgraduate program means an academic program of study leading to the conferral of a graduate certificate, graduate diploma, masters degree or doctoral degree.

Prospective student means a person who has contacted Adelaide University, or an agent representing Adelaide University, with the intent of becoming a student.

Undergraduate program means an academic program of study leading to a qualification such as an undergraduate certificate, diploma, associate degree or bachelor degree. This includes an honours degree where applicable.

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

7. Legislation and other documents related to our policy

Refer to the Delegation Policy for all delegations at Adelaide University.

8. History of changes

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.