Change of Cohort Policy and Procedure

At Pilates ITC, we understand that life doesn’t always stick to the script. From time to time, the original timetable / timeline that you chose at the point of enrolment, may no longer work best for you. If you'd like to discuss alternative cohort dates, we’re here to support you in navigating these changes—where possible and practical.

• New Pathway – A new training schedule or intake start date within your enrolled course.

• Maximum Course Duration – The total timeframe available to complete your studies from the date of enrolment.

• In-Person Scheduled Course Dates - Timetabled Course Delivery, Teaching Clinic and Practical Assessment Dates.

• Current Pathway - The pathway that is scheduled on your timetable that you are within 30 days of commencing from the Orientation or currently studying within.

• Cohort – A set of scheduled dates linked to a specific training pathway, used to organise students who are progressing through the same sequence of learning.

This policy applies to all enrolled students at Pilates ITC who are seeking to change their In-Person scheduled course cohort dates.

You're welcome to request a change to your course cohort start date if the following conditions are met:

• You provide at least 30 days' written notice before the scheduled commencement of your current pathway.

• Availability exists in the upcoming pathway and across overall course scheduling.

• No changes can be made once a pathway has started or before 30 days of its commencement.

• If the new pathway exceeds your maximum course duration, you may be eligible for an extension with a Change of Cohort. (Additional fees apply—see our Fees Schedule.)

• Please note that payment plans cannot be adjusted to accommodate pushing dates further out unless the change brings your start date forward.

  Note:

To begin the process:

1. Reach out to our Student Support Team to explore your options and confirm availability.

2. If a suitable alternative course date is available and fits within your enrolment duration:

   • You’ll be asked to complete a Change of Cohort Request form, provided by Student Support.

   • Submit the form and make payment using the Stripe link included (refer to our current Fees Schedule).

3. If an extension is also needed:

   • Student Support will issue an Extension Request Form. This includes the option to pay the Extension with Change of Date option.

4. If upcoming course dates extend beyond your enrolment period, additional fees and conditions may apply under our Extensions Policy.

• While we do our best, we can’t guarantee availability in all locations or course types.

• Please plan ahead and speak with us early to give yourself the best options.

If you have questions or need support, please don’t hesitate to reach out. Our friendly Student Support Team is here for you. Visit our Contact Us page or email us at administration@pilatesitc.edu.au.

This policy is aligned with the Standards for RTOs 2025, including:

• Standard 1 – The Student Experience

  • Clause 1.4 – You’re supported to complete your training through flexible arrangements and access to support services.

  • Clause 1.7 – You're informed and involved in decisions that affect your training and assessment.

  • Clause 1.8 – Information is clear and accessible, helping you make informed choices.

• Standard 3 – The Training and Assessment Experience

  • Clause 3.6 – Training and assessment arrangements are flexible and responsive to your needs.

• Standard 5 – Learner Protection

  • Clause 5.1 – Changes to your training—like date changes—are managed fairly and with your wellbeing in mind.

  • Clause 5.2 – If you're unhappy with how your date change is handled, you're supported through clear complaints and appeals processes.

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

Policy# P-COU-051

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