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 you selected at enrolment may no longer work for you.

If you're completing an undergraduate course through the Blended study mode, you may be able to request a change to a future scheduled cohort or pathway, subject to availability and the conditions below.

This policy relates specifically to undergraduate Students with scheduled in-person course dates.

Postgraduate Students do not study within a cohort structure. Your postgraduate enrolment follows an individual Course Training Plan and private intake schedule, so changes to postgraduate dates or scheduled services are managed separately through Student Support rather than through the Change of Cohort process.

• New Pathway: A new undergraduate 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 within an undergraduate Blended course.

• Current Pathway: The pathway currently scheduled on your timetable that you are either studying within or are due to commence within 30 days.

• Cohort: A set of scheduled undergraduate course dates linked to a specific training pathway, used to organise Students progressing through the same sequence of learning.

• Course Training Plan: The individual schedule used for postgraduate Students. Postgraduate Students are not allocated to a cohort.

This policy applies to undergraduate Students enrolled in the Blended study mode who are seeking to change their scheduled in-person cohort or pathway dates.

This policy does not apply to postgraduate Students, as postgraduate courses are delivered through individual Course Training Plans rather than cohorts.

If you're a postgraduate Student and need to discuss changes to your scheduled course dates or services, contact Student Support so we can review the options available within your individual training plan.

You're welcome to request a change to your undergraduate course cohort or pathway start date where the following conditions are met:

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

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

• Changes cannot be made once a pathway has commenced or within 30 days of its commencement.

• If the new pathway extends beyond your maximum course duration, you may also need to apply for an extension. Additional fees apply — see our Fees Schedule.

• Payment plans cannot be extended or delayed simply because your scheduled training dates have moved further out. Where a change brings your study dates forward, payment arrangements may be reviewed where applicable.

Approval of a Change of Cohort request is subject to available places, location, course scheduling and the remaining duration of your enrolment.

To begin the process:

1. Contact our Student Support Team to discuss your circumstances and explore available future cohort or pathway dates.

2. If a suitable alternative date is available and falls within your existing enrolment duration:

   • you'll be asked to complete a Change of Cohort Request Form provided by Student Support; and

   • you'll need to pay the applicable Change of Cohort fee using the payment link provided. Refer to the current Fees Schedule.

3. If the new dates extend beyond your current maximum course duration:

   • Student Support will also provide an Extension Request Form; and

   • the relevant extension fee and conditions will apply.

4. Where an extension is required, refer to our Extensions Policy for further information.

Postgraduate Students are not allocated to a cohort.

Instead, your postgraduate enrolment is structured around an individual Course Training Plan, with scheduled learning and support services arranged as part of your private intake.

If circumstances change and you need to discuss moving a scheduled postgraduate service or adjusting your training plan, contact Student Support as early as possible.

Any change will be considered according to:

• your individual Course Training Plan;

• Educator availability;

• the type of scheduled service;

• your course progression;

• your maximum course duration; and

• any applicable fees or other policy requirements.

A postgraduate scheduling change is therefore not treated as a Change of Cohort and does not use the undergraduate Change of Cohort process.

• We cannot guarantee availability in every location, pathway or future intake.

• Requests are considered against overall course scheduling and available places.

• Changing scheduled dates does not automatically change your maximum course duration or payment plan.

• Please contact us as early as possible if your circumstances change so we can provide the widest range of available options.

If you're an undergraduate Blended Student and would like to discuss changing your cohort or pathway dates, contact our Student Support Team.

If you're a postgraduate Student and need to discuss an adjustment to your individual Course Training Plan, Student Support can also help you review the options available.

Visit our Contact Us page or email 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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