• Ensures procedures, processes and timelines are adhered to.
• Maintains the accuracy and confidentiality of all student records.

1. Student submits request for withdrawal and the required visa refusal documentation
1. visa refusal letter from the government of Canada
2. International Fees Officer acknowledges request in writing and
1. verifies that the request has been sent by the student or an agent,
2. confirms visa refusal documentation is included and date of withdrawal is listed,
3. verifies that the student number and visa refusal are valid
4. if the visa refusal letter is valid, the Fees Officer
1. uploads visa refusal letter to the student’s record
2. deregisters the student
3. adds a visa refusal note to the student’s record
5. processes refunds of less $200 and sends receipt to finance
1. if visa refusal documentation is not received, a refund less $1,500 will be processed.

Program Withdrawal (Medical, Personal, Financial Reasons- for First Year/First Level One International Students in or out of Canada)

3. Student submits request with documentation prior to the withdrawal date.
1. Medical documentation may include: a letter from a doctor or certified medicalpractitioner that includes the dates when the student was under medical care andunable to continue in their studies.
2. Documented personal cause. The documentation must be based on an extraordinary event and must include dates. For example, documentation could include a copy of an obituary and travel documents in the case of travel for a death in the immediate family.
4. International Fees Officer acknowledges the request in writing and
1. Verifies that the request has been sent by the student or an agent.
2. confirms documentation is included and date of withdrawal is listed
1. enters date on the student’s record
3. verifies that the student number and visa refusal are valid
1. Fees Officer uploads visa refusal letter to the student’s record
2. deregisters the student
4. processes refund less $200 and sends to finance
5. processes a refund less $1,500 if supporting documentation is not provided.
5. International students who are enrolled in a level greater than one or withdraw after the refund date must follow the Program and Course Withdrawal and Refund Procedure.

Visa Extension Refusal (studying with implied status)

6. International student provides their visa refusal documentation to the International StudentAdvisor
7. International Student Advisor notifies the Associate Registrar via email copying the Manager, International Support Services.
8. Associate Registrar reviews case with Manager, International Support Services anddetermines:
1. the date that the student will be removed from the program
2. the fees to be refunded (may be prorated)
1. CSI International Health insurance fee must be retained

Exceptions to the Withholding of Fees (Refunds)

Students who withdraw from their full-time studies after the refund deadline due to extenuating circumstances such as illness, accident or personal/family crisis may wish to request a review of the withholding of fees. Requests must be submitted in writing, along with supporting documentation, to the Office of the Registrar at: FeeExceptions@conestogac.on.ca within 30 days of the end of the student’s term. (Submissions received after this date will not be considered.)

9. The student’s submission must detail facts particularly dates, circumstances and how thesecircumstances affected the student’s ability to continue in their program. Evidence verifying these circumstances must be provided. Incomplete submissions will not be reviewed. Considerations will only be made under the following circumstances:
1. Documented medical cause where the student was under direct medical care. Examples of documentation include:
1. a letter from a doctor or certified medical practitioner which includes:
2. the dates where the student was under medical care and unable to continue in their studies.
2. Documented personal cause. The documentation must be based on an extraordinary event and must include dates. For example, copy of an obituary, and travel documents in the case of travel for a death in the immediate family.
10. The Manager, Client Services and Student Fees will convene a meeting of the committee to review submissions.
1. Consultation with the appropriate departments and/or additional information may be requested from the student which may impact the timeline for decision making.
11. A final decision will be will communicated to the student. This decision is not subject to further appeal.
1. If the student’s submission is accepted, the refund may be prorated based on the length of time the student was enrolled in the program. The Conestoga Student Incorporated (CSI) Health Plan, International Health plan, ancillary and non-essential fees will not be refunded.