Withdrawal Policy and Procedure

We understand that life doesn’t always go to plan. Whether you've had a change of heart shortly after enrolling, need to take a step back later on, or you're navigating personal challenges that make continuing difficult—we're here to support you.

This policy outlines three clear options if you're considering withdrawing from your course:

• Cooling-Off Period – within five days of your deposit

• Abandoning Studies After the Cooling-Off Period

• Extenuating Circumstances That Prevent You from Continuing

Whichever path you're thinking about, our Student Support Team is here to guide you through it with care, clarity, and respect. And if you’re unsure which option fits your situation, please reach out and have a chat with us.

• Cooling-Off Period: A five-day window (inclusive of weekends and public holidays) after your deposit, during which you can withdraw without financial penalty.

• Abandonment: Withdrawal from your course without approved extenuating circumstances, following the Cooling-Off Period.

• Extenuating Circumstances: Serious or unexpected personal events beyond your control that may make continuing your studies unmanageable (e.g. medical issues, bereavement, hardship).

• You, as a student enrolled at Pilates ITC who is considering withdrawing from part or all of your course.

• Pilates ITC staff who support and manage the withdrawal process.

If you withdraw within five calendar days of paying your deposit, you're within our Cooling-Off Period.

Conditions

• Your enrolment becomes official once your deposit is received.

• To withdraw, email the Student Support Team within the five-day window.

• You’ll be sent a Cooling-Off Period Release Form, which must be returned within 10 days.

Fees

• No withdrawal fee applies.

• Your refund will be processed in line with our Refund Policy.

If you choose to withdraw after the Cooling-Off Period without extenuating circumstances, your enrolment is considered abandoned.

What To Do

• Submit a Withdrawal Request Form including your name, course details, and a brief reason for discontinuing.

Conditions

• You're required to continue with your existing Payment Schedule and settle all remaining fees. This helps maintain program viability for all students.

• No withdrawal fee is applied under this option.

• Your enrolment records will be updated once outstanding obligations are met.

Important Notes

• Because of our clustered delivery model, withdrawing mid-way might mean that no units are completed.

• Statements of Attainment can only be issued if you've completed full units of competency, as outlined in Clause 1.8 of the RTO Standards.

• If you’d like to explore possible exit points, we encourage you to contact the Student Support Team.

We understand that sometimes, life throws you a curveball. If you're dealing with serious personal circumstances, you may be eligible for withdrawal under this category.

Requirements

• Submit a Withdrawal Request Form with evidence that supports your extenuating circumstances.

• All course fees must be fully paid and up to date for your application to be considered.

• Applications will be reviewed and may be declined if documentation is incomplete or verification is unsuccessful.

• Please review the Extenuating Circumstances Policy for what kinds of evidence are accepted.

1. Reach Out in Writing Email our Student Support Team at administration@pilatesitc.edu.au to start the process.

2. Request & Submit Your Forms Ask for a Withdrawal Request Form and submit it along with evidence, if applicable.

3. Submit All Required Documents Supporting documentation is essential when applying under extenuating circumstances. Refer to the Extenuating Circumstances Policy to ensure your evidence meets requirements.

4. You'll receive an invoice from us if you have conditional approval. Once this is settled, we will finalise your request.

5. Wait for Confirmation Your payments will continue until you receive a Confirmation of Withdrawal email. Fees paid up until this point are non-refundable.

6. Timeframes If documentation or forms aren’t submitted within 7 days from the date of invoice, your request will be closed—but you’re always welcome to reapply when ready.

Once we've received everything we need—your form, supporting documents (if applicable), and payment—you’ll receive a Confirmation of Withdrawal email. This confirms:

• Your withdrawal has been finalised

• Your enrolment status has been updated

If you 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 supports fairness and transparency in line with the Standards for RTOs 2025, specifically:

Clause 1.7: You're supported with consideration for your individual needs and personal circumstances.

Clause 1.8: Statements of Attainment are only issued when valid and sufficient assessment of completed units is confirmed.

Clause 5.2: You're provided with clear information about your training, including available options and support services.

Clause 5.3: Fees, withdrawals, and changes to your enrolment are managed in a transparent and student-centred way.

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

Policy# P-COU-049 

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