Learner Policies & Procedures

Course Transfer Policy

Course transfer means a trainee changes the course or period of study (from full-time to part-time or vice versa) but remains a trainee of the Institute.

Course transfers are currently not permitted. Due to the nature of the funded courses, this option is not currently available. It may be made available in the future should the Institute offer and register additional non-funded courses, whether internally or in collaboration with an external academic partner.

Conditions for Granting Course Transfer

• All outstanding fees must be settled prior to approval of the request.
• Trainees must fulfil the admission criteria of the new course and will be subject to the Institute’s trainee selection and admission procedures.
• International trainees will need to apply for a new Student Pass for the new course, subject to ICA’s approval.

A new Student Contract and/or Student Contract Addendum is to be signed when a course transfer or deferment has been approved by the Institute.

For any course transfer, withdrawal or deferment, the Institute must obtain written consent from the trainee’s parent or legal guardian if the trainee is under 18 years of age.

Withdrawal Policy & Procedure

The Institute will base the trainee requests on the following definitions: –

Course Withdrawal: Trainee discontinues all courses with the PEI.

Conditions for granting Course Withdrawal:

• All outstanding fees must be settled prior to approval of request.
• ICA will be informed through the cancellation of the Student’s Pass. Student’s Pass Holder is required to submit his/her Student’s Pass to the Institute for cancellation of the Student’s Pass with ICA.
• A trainee who withdraws will have their contract terminated.

Programme Management is to ensure that they inform ICA of any changes to the status of all student pass holders. This would include the following policy guidelines: –

• Course Transfer and Deferment: ICA will be informed through the application of the new Student Pass.
• Course Withdrawal and Deferment: ICA will be informed through the cancellation of the Student Pass.

For any Course Transfers, Withdrawal or Deferment, the Institute would need to obtain the trainee’s parent / legal guardian’s written consent if they are under 18 years of age.

Withdrawal Procedure

Complete the Transfer/Withdrawal/Deferment Request Form, state your reasons, and submit it to Programme Management. If eligible for a refund, also complete the Refund Request Form.

The Head of Programme Management acknowledges withdrawals. You will receive the outcome in writing through a Notification of Course Withdrawal.

See the full request procedure and processing times below. Refund eligibility is covered separately in our Fees & Refund Policy.

Deferment Policy & Procedure

Course deferment means a trainee delays or postpones the course or modules.

Conditions for Deferment

• Deferment is subject to course or module availability. The Institute may offer similar replacements for discontinued courses or modules.
• The maximum deferment period is 180 days. Trainees must commence within this period. Extensions will be considered case by case.
• International trainees must apply for a new Student Pass when rejoining, subject to ICA’s approval.
• A new Student Contract and/or Student Contract Addendum is to be signed when a course transfer or deferment is approved.
• Trainees under 18 require written consent from a parent or legal guardian.

Deferment Procedure

Complete the Transfer/Withdrawal/Deferment Request Form, state your reasons, and submit it to Programme Management. The Head of Programme Management approves deferments, and the outcome will be communicated in writing through a Notification of Course Deferment.

A Student Contract Addendum showing the extension of study duration must be signed before the deferment starts. See the full request procedure below.

How to Submit a Request

This procedure applies to withdrawal and deferment requests, and to course transfers if made available in the future.

1. Submit your request. Complete the Transfer/Withdrawal/Deferment Request Form, state your reasons, and submit it to Programme Management. Eligible refund cases must also complete a Refund Request Form.
2. Discuss the request if needed. Programme Management may arrange a meeting to understand your reasons and will document the details in the request form. For refunds, the computation will be explained and documented in the Refund Request Form.
3. Obtain the required consent. If you are under 18, your parent or legal guardian must provide written consent by signing the request form. For courses involving an external academic partner, Programme Management will inform the partner and seek permission for transfer or deferment.
4. Receive the outcome in writing. The Head of Programme Management approves transfers and deferments or acknowledges withdrawals. You will receive the relevant Notification of Course Transfer, Deferment or Withdrawal.
5. Complete the required documents. For future transfers, the selection and admission process applies, the current Student Contract is terminated, and a new Confirmation of Enrollment and Student Contract are prepared for signing. For deferments, sign the Student Contract Addendum showing the extended study duration before the deferment starts.

Processing Times

These maximum processing times include informing you of the final outcome.

• Transfers, withdrawals and deferments: maximum 4 weeks.
• Refunds, including payment to the trainee: within 7 working days.

Student Pass and Other Updates

Programme Management will make the necessary updates within 7 working days, including Student Pass cancellation or application, updates to the Fee Protection Scheme (FPS) service provider, and processing applicable refunds.

ICA is informed of status changes for Student Pass holders: course transfers and deferments through a new Student Pass application, and withdrawals and deferments through Student Pass cancellation. For trainee-initiated cancellations, the Institute records the change of status on the ICA portal.

Dispute Resolution Policy & Procedure

Start with the Institute’s internal feedback and complaint handling process. If the dispute cannot be resolved through this process, the complainant may approach the Skills & Workforce Development Agency (SWDA) to initiate the Mediation-Arbitration Scheme.

Stage 1: Mediation

1. After the Institute’s internal feedback and complaint handling process has been exhausted, the complainant may file a complaint with SWDA. SWDA will refer the case to the Singapore Mediation Centre (SMC), the appointed mediation provider.
2. SMC, the Institute and the complainant select a date and time for mediation. A mediator is then appointed.
3. If mediation is successful, SMC draws up a settlement agreement for both parties to endorse.
4. If mediation is unsuccessful, the complainant may opt for arbitration.

Stage 2: Arbitration

1. The complainant submits the specified forms to the Singapore Institute of Arbitrators (SIArb), the appointed arbitration provider. SIArb appoints an arbitrator.
2. The Institute submits its defence and any counterclaim. The complainant submits a reply and any defence to the counterclaim.
3. Arbitration is conducted on a documents-only basis unless a party requests a hearing and the arbitrator decides that a hearing is necessary.
4. A written award is issued within 60 days from commencement for documents-only arbitration, or within 90 days if there is a hearing.