Withdrawal Policy

Transfer & Withdrawal Policy

1. The policy on Transfer/ Withdrawal:

A student who requests for an internal course transfer within the School must have their existing contract terminated. This includes students who change the course. The Refund Policy shall apply unless as otherwise agreed between the School and the Student.

All request must be made in writing. Verbal notice is not accepted.

The student must also fulfil all the admissions criteria of the new course and will be subjected to the School’s student selection and admission procedures.

A student who withdraws from the School to enrol with another School (i.e discontinues all its courses with the school) shall be deemed to have withdrawn from the School and the refund policy and procedures shall apply.

For students that are under 18 years of age, written consent from the parent/legal guardian must be obtained.

2. Conditions for Granting Transfer and Withdrawal:

All outstanding fees must be settled prior to request for withdrawal and/or transfer.

Student to fill in Course Transfer / Course Withdrawal Request Form, including submission of any supporting documents and adhering to the process as stated in the Course Transfer and Withdrawal Procedures.

3. Conditions for Refund

The School’s Refund Policy shall apply for all qualified refunds. Students are to refer to the Schools’ Refund Policy and the Standard Student Contract for further details.

4. Student’s Pass Status

For Course Transfers

For Student’s Pass holder, course transfer is subject to ICA’s approval of the new Student’s Pass.
In the event that an application pertaining to transfer is rejected by ICA, the student is required to cancel his current Student’s Pass within 7 days.

For Course Withdrawals

Student’s Pass holder is required to submit his/her passport and Student’s Pass to the School for cancelation of Student’s Pass with ICA.

5. Timeframe for assessing and processing transfer/ withdrawal cases

The entire transfer / withdrawal process, from point of application to the final outcome, should not be more than 4 weeks. If the final outcome is not in favour of the applicant, respective staffs are to handle each situation according to the School’s dispute resolution policy and procedure.

Transfer Procedure

1. Parent / Student to fill up Course Transfer Request Form

In the event that a parent / student would want to proceed with a Course Transfer, he / she is to fill up the Course Transfer Request Form and hand it to the Admissions Officer for further processing. In addition, the parent / student would also fill in and submit the Refund Request Form together with the Course Transfer Request Form in case of a refund.

Any supporting documentations that are required to process the Course Transfer Request must also be submitted along with the Course Transfer Request Form.

Supporting documents for Course Transfers should minimally include any documents that show that the student meets the minimum entry requirements for the new course that he / she is applying to, if this document is different from the one used to enrol the student to his/her original course.

Reasons for the Course Transfer should also be documented in the Course Transfer Request Form.

2. Admissions Officer to meet up with Parent / Student

Upon receipt of any Course Transfer Request Form (including supporting documents if any), Admissions Officer is to meet up with the student. This is to be done within 2 working days upon receipt of the Course Transfer Request Form (based on the date of application).

Admissions Officer is to inform student on the following: -

- Student must meet all minimum entry requirements of the new course they are enrolling in

- The standard student contract for the current course that the student is enrolled in will be voided upon approval of Course Transfer Request

- A new standard student contract for the new course will need to be signed (Refer to Procedures of Executing Student Contract) upon approval of Course Transfer Request

Only applicable for students under the age of 18 Years Old

Admissions Officer is to seek the consent of the student’s parents or guardians prior to proceeding with the Course Transfer Request. Consent can be through email, tele conversation or letter. Receipt of Consent must be documented in the Course Transfer Request Form.

3. Conducting of Pre-Course Counselling

Admissions Officer is to conduct the Pre-Course Counselling session with the Student and Parent / Guardian who would be required to sign on the Course Transfer Request Form to acknowledge that he/she has been informed of the various critical information. Admissions Officer is also to ensure that the new course is suitable for the student.

4. Approval of Course Transfer by Academic Department

Upon completion of Pre-Course Counselling, Admissions Officer is to seek the approval of the Heads of School. This is to ensure that the student is suitable to transfer to the proposed new course.

 Such Approval should be documented in the Course Transfer Request Form.

5. Management Approval of Course Transfer

Upon approval from the relevant Head of School, Admissions Officer is to seek the approval of the CEO as part of Management Approval.

Such Approval should be documented in the Course Transfer Request Form.

6. Issuing Letter of Offer for the New Course

  • An email notification will be sent to student / parent / guardian on the application’s outcome.
  • For Requests that are approved, student is to proceed with the application process for the new course.

A new Placement Letter will be issued to the parent / student for the new course that the student is enrolling into.

Transfer Procedure Flowchart


Withdrawal Procedure

1. Parent / Student to fill up Course Withdrawal Request Form

  • In the event that the parents / students would want to proceed with a Course Withdrawal, Admissions Officer is to email the Course Withdrawal Request Form and Refund Request Form together (if eligible for refund) to the parents to fill in. Upon completion of form, parents are to return the forms to Admissions Officer for further processing.
  • Any supporting documentations that are required to process the Course Withdrawal Request must also be submitted along with the Course Withdrawal Request Form.
  • Reasons for the Course Withdrawal should also be documented in the Course Withdrawal Request Form.

2. Admissions Officer to meet up with Parent / Student

  • Upon receipt of any Course Withdrawal Request Form (including supporting documents if any), Admissions Officer is to meet up with the parent / student. This is to be done within 2 working days upon receipt of the Course Withdrawal Request Form (based on the date of application).
  • Admissions Officer is to inform parent / student on the following if the student is holding a student pass : -

Only applicable for students under the age of 18 Years Old

Admissions Officer is to seek the consent of the student’s parents or guardians prior to proceeding with the Course Withdrawal Request. Consent can be through email, tele conversation or letter. Consent must be documented in the Course Withdrawal Request Form.

  • The Admissions Officer would then refer to the Student Contract and Refund Policy to establish if the student is eligible for any refunds. This should be documented in the Course Withdrawal Request Form. Calculation of Refund Amount would be indicated in the Refund Request Form. For more details on refunds, please refer to Operation Manual Student Refund Procedures.

3. Parent/ Student Interview Sessions with Admissions Officer

  • An interview session with the Admissions Officer will then be arranged (if necessary) to establish the reasons for the application of a course withdrawal. Admissions Officer will seek possible solutions for student retention. Details for the interview session are to be documented in the Course Withdrawal Request Form.

4. Management Approval of Course Withdrawal

  • If the student wishes to proceed with the withdrawal, Admissions Officer is to seek the approval of the CEO / COO as part of Management Approval.
  • Such Approval should be documented in the Course Withdrawal Request Form.
  • Upon approval, Admissions Officer will send out an email to all staff involved in the student’s education in the school and therapy department informing them of the student’s withdrawal.

5. Issuing Email Notification to Effect Course Withdrawal Request

  • An email notification to Effect Course Withdrawal Request will be sent to the parent / student.

Withdrawal Procedure Flowchart


Withdrawal Dates for 2018-2019 Academic Year:

2018-2019 Term 2 = 3 August 2018
2018-2019 Term 3 = 5 October 2018
2018-2019 Term 4 = 4 January 2019
2019-2020 Term 1 = 17 May 2019