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Transfer Between Providers - International Students
Student Handbook > Student - Non Academic Policies
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Purpose
To ensure the College administration of International students requesting a transfer between registered providers is compliant with the Education Services for Overseas Students Act 2000 and the requirements of Part D, Standard 7 of the National Code of Practice 2007.

Background
Under Part D, Standard 7 of the National Code of Practice 2007, registered providers are restricted from enrolling transferring students prior to the student completing six (6) months of their principal course of study, except for the circumstances outlined in the Standard.

Background Information

International students requesting a transfer between registered providers prior to the completion of the first (6) months of their principal course (i.e. the highest qualification course for which the student visa was granted), must request approval for the transfer and must obtain a Letter of Release.

The College administers international student's requests for transfer between (registered) providers in accordance with the Education Services for Overseas Students Act 2000 and the requirements of Part D, Standard 7 of the National Code of Practice 2007.

 

When a Letter of Release is Not Required

A Letter of Release is not required in circumstances where:

  • Supporting documentation is received from the student’s government sponsor and the sponsor considers the change to be in the student’s best interest; or
  • The course for which the student received a CoE will no longer be offered by the College and will be ceased to be registered on CRICOS

 

TRANSFERRING FROM THE COLLEGE

 

Requirements & Process

A Letter of Release will only be issued when the College is satisfied that:

  • The student is in receipt of a packaged CoE and has not met the entry requirement for the principal course; or
  • A course is academically unsuitable for the student; or
  • The course the student wishes to transfer to better meet the long term goals of the student; or
  • Compassionate or compelling reasons for the transfer exist; or
  • The student can provide evidence that they were misled by the College staff (or appointed representative/s) regarding the course of study at the College and acted in 'good faith' when enrolling in the course; or
  • An appeal on a matter that may reasonably result in the student wishing to seek a transfer supports the student

 

Process
Students must submit the following two (2) weeks prior the census date of the term – in order for the College to provide them with a Letter of Release:

  • Completed 'Application for Withdrawal from Course of Study' form
  • Completed 'Request for Letter of Release' form
  • Valid letter of offer of enrolment from the receiving provider

[Where a student is less than 18 years of age, written evidence of the legal guardian and/or government sponsor's support for the withdrawal is also required. Additionally the receiving registered provider will accept responsibility for the general welfare arrangements set out in Standard 5 of the National Code of Practice 2007].

 

IMPORTANT
The College will deny a request for a Letter of Release where:

  • The student does not have a valid enrolment offer from the receiving provider; or
  • The student is under 18 and does not have written evidence that the student's parent or legal guardian supports the transfer, and, if appropriate, does not have written confirmation that the new provider will accept responsibility for approving a student's accommodation, support and general welfare arrangements as per Standard 5; or
  • Circumstances where the transfer may be detrimental to the student.
    Factors that may be considered to the student’s detriment:
    • the transfer may jeopardise the student’s progression through a package of programs; or
    • the student is trying to avoid being reported to the Department of Immigration and Border Protection for failure to meet the College's attendance or academic progress requirements; or
    • the student has not exhausted the full range of support services provided by the College to the student; or
  • The timeframe for assessing and replying to the student’s request is unreasonable; or; or
  • The student has not commenced their principal course of study or has not completed the first four (4) weeks of their principal course; or
  • The student has claims of financial hardship, transferring to another provider with lower tuition fees; or
  • The student has outstanding debts with the College; or
  • Accommodation difficulties – distance, transport and/or living or working arrangement; or
  • The student applies for the transfer from the College's course/package of courses, which were processed under Streamlined Visa Processing (SVP), to a course or provider that is not eligible for SVP; or
  • There are reasonable grounds for the College to form the view that the student is trying to manipulate the SVP arrangements.

 

Outcome of an Application

Where a Letter of Release is granted:

  • The student will be issued the Letter of Release (at no cost)
  • The College will notify the Commonwealth Department of Education via the Provider Registration and International Student Management System (PRISMS) of the change in the enrolment
  • The student will be advised of the need to contact DIBP to seek advice on whether a new student visa is required

 

Where a Letter of Release is denied (not granted) the student will be provided with written reasons for the refusal and will be informed of their right to appeal the College decision in accordance with Standard 8 of the National Code of Practice 2007.

 

Notification

A student will be notified of the College's decision regarding their request for transfer to another provider in writing within 10 working days of the submission of the completed 'Application for Withdrawal from Course' and 'Request for Letter of Release' forms.

 

TRANSFERRING TO THE COLLEGE

The College will not enrol a transferring student before the student has completed six (6) months of their principal course with their original provider unless the exceptions in Standard 7.1 are satisfied.
The exceptions are those where:

  • The original registered provider has ceased to be registered or the course in which the student is enrolled has ceased to be registered; or
  • The original registered provider has provided a written letter of release; or
  • The original registered provider has had a sanction imposed on its registration by the Australian government or state or territory government that prevents the student from continuing his or her principal course; or
  • Any government sponsor of the student considers the change to be in the student's best interest and has provided written support for that change.

 

Note: Before the College will enrol a student transferring from a releasing registered provider:

  • The student must provide a valid Letter of Release from the registered provider the student is currently enrolled with; and
  • If under the age of 18, then written evidence is required of the legal guardian and/or government sponsor’s support for the transfer

 

Student Appeals

If the College refuses to release a student or the College does not respond within a reasonable time (i.e. normally no less than 10 days and no more than 20 days), the student may appeal the decision according to the College's Student Grievance Handling Policy and Procedure.

 

Student Visa Requirements

Students transferring between registered education providers may be required by DIBP to apply for a new student visa, depending on the course of study and the status of the new education provider. To apply for a new student visa, due to the transfer between providers, students much have a letter of offer or CoE from the new education provider.

If a student, who holds a student visa issued under SVP arrangements, transfers to a course of study that is not eligible for streamlined visa processing and they have not been granted a new visa appropriate to the new course then their student visa might be considered for cancellation by DIBP.

 

Acknowledgements

Public access policies and procedures from a number of higher education providers were accessed in the development of this Policy, with particular acknowledgement to, and appreciation of, relevant documents produced by the University of Melbourne, University of New South Wales and Monash University.

Legal & Policy Framework
The College administers the transfer of international students between registered providers, in accordance with the Education Services for Overseas Students Act 2000 and the requirements of Part D, Standard 7 of the National Code of Practice 2007

This policy applies to all international students, enrolled in either a Foundation, Undergraduate or Postgraduate course, who request a transfer between Registered Providers prior to the completion of (at least) six (6) months of their Principal Course.

Note: After the first six (6) months of the principal course no restrictions apply. The restriction applies to any prerequisite courses in a package of courses, as well as the first six months of the principal course.

The terminology and usual meanings of words, expressions and acronyms is noted in the Glossary of Terms contained within the Student Handbook.

Further reading
Name View
Request for Letter of Release - Form
Links
Name View
Admissions
Cancellation of Enrolment