Deferrals

When a student at some point during the academic year finds that he/she is unable to continue his/her studies due to unforeseen circumstances, an application requesting to defer a place must be made. The application must outline the reasons for this request. The student must complete the application form, Form DA1 available to submit online at the link below. Queries should be e-mailed to [email protected] If your query is in relation to a deferral that was submitted prior to 31 October, please e-mail [email protected].

NOTE: The date of application is the date on which the completed application is submitted online to the Academic Affairs Office.

1. A student must apply in writing for a deferral of a place to the Registrar, stating reasons for the request, by completing the DA1 Application online.
2. The student is notified of the outcome in writing by the Office of the Registrar.
3. For registered students who apply to defer after the 31st October:
   1. The student will be advised that a fee will be incurred on return to college.
   2. The student will be notified of the option to apply for a review of this fee in the case of compassionate and compelling circumstances, and are advised to inform SUSI if they are in receipt of a maintenance grant.
   3. The application form for a fee review in compassionate and compelling circumstances, Fee Review Form (FR1), will be issued to the student by Academic Affairs. The student must return the Fee Review Form to the Academic Affairs Office within a month. The application must include supporting documentary evidence to support your case.
   4. If additional information to support the application is required, the student is contacted by the Academic Affairs section of the office of the Registrar.
   5. The Deferral Review Committee meets throughout the year to review applications and evidence, and a recommendation is made. It may be necessary for a student to be interviewed by representatives of this committee.
   6. The student is notified of the decision in writing by Academic Affairs, and the student record is amended accordingly.
   7. **Please note, any deferrals received after close of business on the 31 October for the first Semester and after 31 January for the second semester will be subject to fee implications unless you have strong compelling circumstances.

Ordinarily, students are responsible for the payment of fees following a deferral, including the payment of any outstanding balance the student may have. However, in some instances, a student defers a place due to unforeseen circumstances. These compassionate and compelling circumstances are circumstances which are generally beyond the control of the student and have had an impact on the student’s academic progress and/or wellbeing.

Compelling Circumstances could be:

1. Serious medical condition or injury
2. Bereavement of close family members such as parents or siblings or guardians
3. A traumatic experience, which could include but is not limited to:
   1. Personal involvement in or witnessing of a serious accident or crime
   2. A serious crime committed against the person

When a deferral is granted, students will be liable for full or partial fees when they return to their programme. An application for a fee review is made independent of the deferral application. In the cases of preregistration deferrals, the applicant or the student receives written confirmation of the outcome by the Registrar of the deferral. However, in the case of deferral of a place during an academic year, the letter also informs the student of the process of making an application for a fee review under compassionate and compelling circumstances.

Applications made under compassionate and compelling circumstances are reviewed by the Deferral Review Committee, consisting of nominees from the Office of the Registrar and the Finance Office.

For making such an application, Fee Review Form (FR1) will be enclosed with the confirmation of deferral letter or email. The student establishes compelling and compassionate circumstances by attaching documentary evidence to the form.

For example:

1. Medical certificates provided as evidence must:
   1. Must be issued by a registered doctor or consultant;
   2. State that the student has “a medical condition and is unfit for class”;
   3. State the length of time the student is unfit for class;
   4. Include the doctor’s or consultant's contact details.
2. Death and birth certificates included must be certified.
   
3. Evidence of a traumatic incident must include a police report, or a psychologist’s letter/report, or a report/letter issued by a suitably qualified professional. The psychologist’s report/letter must:
   1. Be issued by a registered psychologist;
   2. Include the psychologist’s contact details;
   3. All certified evidence must be translated into English by a certified translator.

Decisions can only be made when all documentation has been reviewed. A student who defers a place on a programme is not entitled to a refund for that year and will be liable for any increase in fees the following year.

Normally, deferrals are not available to taught Postgraduate students. Please see the deregistration and deferral policy for postgraduate students below.

Ordinarily, a student who withdraws from a programme is liable for fees. Fees are incurred on the student’s return following a deferral of a programme or any element of it, which was granted during the previous academic year.

The fees incurred relate to the student having received tuition, having had access to Institute facilities, and whether the Institute has already drawn down tuition funding from the Higher Education Authority (HEA).

In the case of International students who are in SETU on a study visa, via the International Office, if a student has applied for a deferral, the student must satisfy the requirements of the Immigration Authorities in Ireland as outlined by the Waterford Immigration Office.

The granting of a deferral is an academic issue subject to academic regulations. These matters are the responsibility of the Registrar.