Deferral Policy and Procedure 

At Pilates ITC, we know that juggling study with everyday life isn’t always easy—and sometimes it can feel like you’re barely keeping up. But before you consider pressing pause, let’s talk.

There might be simple adjustments or flexible options available that can help you stay on track without stepping away from your course. Whether it’s shifting your schedule, finding a new learning strategy, or just having a reassuring chat—we’re here to help you explore what’s possible.

You can:

• Access Adult learning Tips to build confidence and manage study effectively.

• Book a 30-minute Zoom appointment with our friendly Student Support Team to plan your study approach, receive tuition from our AskAnEducator Senior Educator, and get help navigating the LMS or Student Portal (email: administration@pilatesitc.edu.au).

• Adjust your blended course dates if you're only needing a scheduling shift—let’s see if that’s an option. See Change of Cohort Policy here.

• Explore a range of resources and receive personalised support to guide you through the tough spots.

But if, after all that, you still feel like the best thing is to take a break, that’s okay too. That’s where our Deferral Policy comes in. We’ve designed it with care, flexibility, and understanding, so you can return with confidence when the time is right.

This policy and procedure provides clarity around your options for deferring from a Pilates ITC course—whether you’re enrolled in a blended or online delivery mode—and outlines the process, conditions, and support available.

• Deferral: A temporary pause in your course enrolment.

• Current-pathway deferral: A deferral that occurs after a course has started but before it’s completed, and which involves re-entry into an existing delivery schedule.

• Extenuating circumstances: Events or situations beyond your control (e.g. medical emergencies, family responsibilities) that may be eligible for longer or out-of-schedule deferrals, with evidence.

• You, as a student enrolled in a blended or online course at Pilates ITC who may need to defer.

• Pilates ITC staff who assist in processing your deferral request and ensuring fair, transparent, and compliant outcomes.

• You're entitled to up to two deferral periods (totalling up to 6 months) within your enrolment.

• In exceptional circumstances, a deferral of up to 12 months may be approved by the Training Manager.

• Deferral periods may be adjusted to align with your new Course Delivery or Teaching Clinic dates.

• Your request must be made at least 31 days before the start of your Orientation.

• Only available if you're facing extenuating circumstances.

• Your request will be assessed based on:

  • Your current course progress.

  • Re-entry availability into the program.

  • Training Manager’s discretion.

• LMS access is paused.

• Course fees are placed on hold.

• Work placement is suspended.

• You won’t be able to submit assessments or receive new outcomes during this period.

• Your payment plan restarts four weeks before your new course delivery date.

• LMS access and placement activities reactivate alongside payments.

• You’ll receive a “Resuming Studies” email with your next steps.

• A Blended Deferral Fee applies—refer to the Fees Schedule.

• This covers admin updates and secures your re-entry.

• Deferral is added to your course timeline and shown in the Student Portal.

• If re-entry points are unavailable, you may switch to online-only delivery (note: you’ll forfeit future in-person sessions and no fee adjustments apply).

• Have you already used two deferrals or requested more than six months total?

• If so, you may need to provide documentation to support an extenuating circumstances claim.

• This is your formal request.

• If you're applying under Current-Pathway Deferral, evidence is required.

• Incomplete applications will be declined.

• If eligible, you'll receive:

  • An invoice for the Blended Deferral Fee

  • A revised payment plan and updated dates

• You’ll have 7 days to accept it.

• If not accepted, your original plan remains.

• Payments due prior to confirmation will be processed.

• If you’re experiencing hardship, just reach out—we're here for you.

• Your deferral is confirmed when you receive a Confirmation of Deferral email from the Student Support Team.

• You’re entitled to two deferrals (up to 6 months total).

• Up to 12 months may be granted in exceptional circumstances with approval.

• LMS access and placement pause.

• Course fees are on hold.

• You can’t submit or receive assessment outcomes.

• Payment plan restarts at the end of your deferral.

• LMS and placement resume with payments.

• You’ll receive a “Resuming Studies” email.

• An Online Deferral Fee applies—see Fees Schedule.

• This covers administration and enrolment amendments.

• Deferral time is added to your course duration and reflected in the Student Portal.

• Have you already used two deferrals or exceeded six months total?

• You may still be eligible with supporting documentation.

• Submit a complete application—no exceptions.

• If eligible, you'll receive:

  • Invoice for the Online Deferral Fee

  • A new plan with updated dates

• You’ll have 7 days to accept it.

• If not accepted, your original schedule remains.

• Pre-confirmation payments will proceed.

• If finances are tight, reach out—we'll work with you.

• Your deferral is confirmed once you receive the official email from us.

If you would like to apply, have questions or need support, please don’t hesitate to reach out. Our friendly Student Services Team is here for you. Visit our Contact Us page for details.

This policy aligns with the Standards for RTOs 2025, specifically:

Clause 1.4: You're supported to complete your training through flexible arrangements and access to student support services.

Clause 1.7: You're actively involved in decisions that affect your training and assessment experience.

Clause 1.8: You receive clear, timely, and easy-to-understand information so you can make informed choices throughout your learning journey.

Clause 3.6: Your training and assessment arrangements are designed to be flexible and responsive to your individual needs.

Clause 5.1: Any changes to your training or support—like deferrals—are managed fairly, transparently, and with your wellbeing at the centre.

Clause 5.2: If you’re ever dissatisfied with how a deferral or enrolment change has been handled, you can access our Complaints and Appeals Policy for support.

 Disclaimer: This Policy / Procedure when printed, this becomes an uncontrolled document. 

Policy# P-COU-047

Version Control Table