Extenuating Circumstances Policy

We understand that life can present unexpected challenges that may affect your ability to meet course requirements. If you're experiencing extenuating circumstances, we’re here to support you with compassion and fairness. These circumstances include significant events beyond your control that may disrupt your studies, and we’ll work with you to find the best way forward.

Extenuating circumstances: Serious, unexpected events beyond your control that significantly affect your ability to study or complete course requirements.

Immediate family: Includes your spouse or de facto partner (current or former), children (including stepchildren or adopted children), parents (including stepparents), grandparents, grandchildren, siblings, and equivalent relationships through your partner.

Evidence: Official documentation that supports your request for flexibility or an extension.

This policy applies to all students enrolled at Pilates ITC, including those whose course fees are paid by an employer or third party.

You may be eligible for support if you're experiencing one of the following:

• Financial hardship

• Death in your immediate family

• Serious personal or mental illness

• Natural disasters

• Significant personal or family crises

We recognise relationships such as:

• Spouse or de facto partner (current or former)

• Children (including stepchildren or adopted children)

• Parents (including stepparents)

• Grandparents or grandchildren

• Siblings

• Equivalent relationships through your spouse or partner (e.g. their parents or siblings)

We may ask for official documents to support your request. Here's what we require:

Minimum: 3 forms of evidence Evidence must reflect your current circumstances and be no older than 4 weeks.

For individuals, examples include:

• Eviction or disconnection notices

• Overdue medical or funeral bills

• Bank statements showing overdraft or repossession

• Letters from charitable organisations

• Doctor’s letter confirming loss of earning capacity due to illness or carer responsibilities

For businesses paying your fees:

• ASIC insolvency declarations

• Financial statements indicating hardship

• Independent audit or financial assessment

Minimum: 1 form of evidence

• Official death certificate

• Funeral notice showing relationship and details

Minimum: 1 detailed form of evidence

• Medical certificates or hospital records

• A letter from a registered healthcare professional confirming long-term or traumatic illness and impact on your studies > The professional must not be a family member. > We may not accept vague or generalised letters.

Minimum: 2 forms of evidence

• Emergency service reports (police, fire, SES)

• Insurance claims

• Dated photos of damage

Minimum: 2 forms of evidence

• Legal documents (e.g. court orders, custody agreements)

• Police reports

• Letters from counsellors, social workers, or support services

• A letter from a registered professional confirming significant or family crises and impact on your studies > The professional must not be a family member. > We may not accept vague or generalised letters.

If you're living overseas or impacted by international circumstances, we understand that support options may differ. We'll work with you to confirm equivalent documentation and offer appropriate support—no matter where you are.

Pilates ITC treats all personal information with the utmost confidentiality, in accordance with the Privacy Act 1988 (Cth),

Where to Find Help - We know that facing difficult circumstances can be overwhelming. Below are trusted organisations that can provide extra support during these times.

• National Debt Helpline – Free financial counselling and advice.

• Australian Financial Security Authority (AFSA) – Resources on bankruptcy and insolvency matters.

• GriefLine – Support for grief and loss.

• Lifeline Australia – 24/7 crisis support and counselling.

• Beyond Blue – Mental health support.

• Healthdirect Australia – Access to healthcare advice and services.

• Australian Red Cross – Disaster relief and recovery support.

• State Emergency Services (SES) – Assistance during emergencies.

• Relationships Australia – Counselling and support for family crises.

• White Ribbon Australia - 1800RESPECT – Support for individuals experiencing domestic violence or abuse.

• MoneyTalks – Free financial advice and support.

• Insolvency and Trustee Service – Guidance on bankruptcy and debt management.

• Skylight NZ – Support for grief, loss, and trauma.

• Victim Support NZ – Assistance for individuals dealing with bereavement.

• Healthline NZ – Healthcare advice and support.

• Mental Health Foundation of New Zealand – Resources for coping with illness or injury.

• Civil Defence NZ – Disaster preparedness and recovery support.

• New Zealand Red Cross – Disaster relief and recovery services.

• Family Services Directory – Connection to counselling and support services.

• Shine NZ – Support for individuals experiencing domestic violence or abuse.

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 aligns with the Standards for RTOs 2025, specifically:

• Outcome Standard 2: Learner Support – You are supported to achieve your learning goals, especially when facing challenges.

• Compliance Requirement 2.1.2 – Enrolment changes are managed fairly and transparently.

• Compliance Requirement 2.2.1 – Appropriate support services are made available, and you're treated with dignity and respect.

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

Policy# P-COU-047 

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