Course Transfer, Withdrawal and Deferment
Definition of Terms
A Transfer refers to a change in the course of study within United Seas College.
A Deferment refers to temporary postponement of a student’s enrollment or participation in a course or module at United Seas College.
A Withdrawal refers to the discontinuation of a student’s study at United Seas College.
General Policies :
1. The transfer, deferment and withdrawal policies will be clearly informed to existing and prospective students by way of the website, pre-course counselling, during orientation and student handbook.
• Policy on transfer and withdrawal .
• Time frame for Assessing and processing of Transfer / Withdrawal cases.
• Conditions for granting transfer and withdrawal.
• Conditions for refund in transfer and withdrawal cases .
2. Students’ requests for course transfer, withdrawal and deferment are subject to USC’s approval and the results are advised to the students within four (4) weeks of initiation of the request.
3. For a student below 18 years of age, the application must be submitted with the approval of the parent/guardian.
4. Conditions for granting transfers, deferment and withdrawals are as follows:
a. All requests must be submitted in writing using the appropriate forms.
b. All requests will be subject to the Refund policy.
c. All outstanding fees need to be settled.
Transfer Policies and processes:
1. Transfer will be allowed if the student meets the entry requirements of the new course and the student selection process. Transfer will only be effective in the next term.
2. If the request meets the transfer requirements:
a. A new offer letter will be issued not later than 4 weeks from the time request was submitted
b. Existing contract will be terminated and a new contract will be processed. Students will have to stop attending classes in their current course once contract is terminated.
c. Any unconsumed fee from the current course will be subject to the refund policy and any amount that is non-refundable may be transferred to the next course, unless otherwise agreed between United Seas College and the Student.
d. Student will undergo pre-counselling, be advised on the Advisory Note and will sign a new Standard Student Contract.
e. A new Industry-Wide Course (IWC) insurance will be purchased (if applicable).
3. Process:
a. Student informs USC in writing (either by filling in the Request for Transfer Form or by email), stating the reason and submitting any supporting document by at least six (6) weeks prior to the start of the new term.
b. USC student support may schedule an advisory session with the student.
c. Student continues to attend the current course while waiting for the results and advise from USC.
d. USC processes the request and will inform the student of the outcome, along with the follow-up actions, within three (3) days of the decision (and well within the four (4) weeks of the processing period).
e. A new student contract is signed based on the procedures for executing student contracts. Student has to top up difference in the new course fee, if necessary.
Deferment Policies and Processes:
1. Students may apply for a deferment before or after course commencement for up to a maximum of one (1) year based on the following conditions:
a. Academic reasons – Unsatisfactory academic performance
b. Non-academic reasons such as personal, medical, and financial reasons
2. Approval of deferment does not guarantee that the relevant course will be offered upon the return of the student.
3. Failure to return after the maximum deferment period will result in an automatic withdrawal from the course.
4. Process:
a. Student informs USC in writing (either by filling in the Request for Deferment Form or by email), stating the reason and submitting any supporting document, as needed.
b. USC student support may schedule an advisory session with the student.
c. Student continues to attend the current course while waiting for the results and advise from USC. The attendance policy will apply.
d. USC processes the request and will inform the student of the outcome, along with the follow-up actions.
Withdrawal Policies and Processes:
1. Withdrawals may be student-initiated or USC-initiated (Auto Withdrawal)
a. Student may commence the withdrawal at any point within the study period.
b. Auto Withdrawal will be applied when the student:
i. Fails to comply with the attendance policy, sit for all assessments, pay the required fees after the required payment period, and reply in writing to the official communications (email/registered mail) sent by USC within fourteen (14) days after said communication was initiated.
ii. Exceeds the maximum candidature period
iii. Exceeds the maximum deferment period
2. For Student-Initiated withdrawal: If the official Request for Withdrawal is not submitted, the student is still classified as an active student, and course fee liability shall continually be applied.
3. Withdrawn students who want to resume their studies at USC will be treated as new applications subject to USC’s approval terms and conditions and the latest current requirements of the course.
4. Process:
a. For student-initiated withdrawal:
i. Student informs USC in writing (either by filling in the Request for Withdrawal Form or by email), stating the reason and submitting any supporting document, as needed.
ii. USC Student Support may schedule an advisory session with the student.
iii. USC processes the request and will inform the student of the outcome, along with the follow-up actions.
b. For USC-initiated withdrawal:
i. An official reminder via email or registered mail to the last known student address will be sent by USC fourteen (14) days prior to the effectivity date.
ii. An official advice via email or registered mail to the last known student address will be sent by USC within three (3) days after the effectivity date.