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Non-commencement of Study Procedures
Student Handbook > Student-Non-Academic Policies & Procedures  >  Enrolment
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1. Governing policy

These procedures relate to the Terms and Conditions of Enrolment.

They describe how staff will enact the terms and conditions to inform the Australian Government of an international student’s non-commencement of study, to fulfil the institution’s obligations under Section 19, Education Services for Overseas Students Act 2000 (ESOS Act).

2. Scope

These procedures apply to all international students on a student visa who do not commence their course when expected and have not otherwise informed the institution of a request to defer their commencement or been granted a later commencement date. These procedures also apply to staff involved in processing a non-commencement of study. These procedures are aligned with applicable Australian Government legislation including the ESOS Act. 

3. Procedures

3.1. These procedures set out the two key processes involved for a student’s non-commencement of study at the institution as per Table 1 below:

 1. Triggers for non-commencement
 The institution is obliged to report to the Department of Home Affairs (DHA), via PRISMS, all international students on a student visa who do not commence their course  when expected. To determine which new students have not commenced, the institution performs a number of checks after the commencement of each study period.

 2. Recording/reporting
 Non-commencements are reported via PRISMS and the related Confirmation of Enrolments (COE) are cancelled. Students are notified of being reported to DHA.

Table 1

Process

Responsibilities

Timeframe

Step 1 Triggers for non-commencement

1.1 After the commencement of each study period, Student Services performs the following checks, to determine if any new international students have not commenced their course as expected:

a. Attendance records: identify which students have not attended any classes at the following points;

  • end of week 1 attendance records – for under 18 students; or
  • end of week 3 attendance records – for all other students; and

b. Student declaration and student card: identify which students did not complete the declaration and collect their student card.

1.2 Compile the list of non-commencers following Step 1.1 at the beginning of week 2 for under 18 students, and week 4 for all other students, and compare against records for approved late commencement.

Student Services, Admissions, Recruitment

Non-commencement list compiled Wk 1 (under 18), Wk 4 (all other students)

Step 2 Recording/reporting

2.1 Using the list of non-commencers, the institution is obliged to report each student to DHA via PRISMS.

2.2 The report via PRISMS must be completed within:

a. 14 days after the COE start date (expected commencement date) for students under 18 years of age; or

b. 31 days after the COE start date (expected commencement date) for students above 18 years of age.

2.3 The COE for each student must be reported on by performing a Student Course Variation (SCV), and selecting the reason type non-commencement of studies which cancels the COE.

2.4 Students are notified via email of the cancellation of their COE and being reported to DHA as non-commencement of studies.

2.5 Student non-commencements are recorded on the student management system with the following records updated:

a. Student’s enrolment record;

b. COE status.

Student Services

COE reported within 14 days – under 18 years

COE reported within 31 days – above 18 years

4. Roles and responsibilities

The Vice President (Student Engagement & Registrar) is responsible for the monitoring and reporting of international student non-commencements.

5. Compliance and monitoring

These procedures are written in accordance with the ESOS Act.

6. Records management

As detailed in Table 1 above, non-commencements of study are recorded in the institution’s database and the COE’s are reported in PRISMS.

7. Related documents

Terms and Conditions of Enrolment

 

Approved by Academic Board 2 August 2019.

International College of Management, Sydney Pty Ltd ACN 003 144 045 ATF The ICTHM Trust ABN 54 174 259 919, trading as International College of Management, Sydney and Aspire Institute, Aspire English, International Sport College of Australia CRICOS Provider Code: 01484M, RTO Code: 90851, TEQSA ID: PRV12025