Policies and Procedures

These policies are an overview of College policies and procedures. The detailed information of specific policy and procedure will provided to student at request

Change of address

Upon arriving in Australia you are required to advise the College of your residential address and telephone number and of any subsequent changes to your residential address. This is extremely important. Under Section 20 of the Education Services for Overseas Students (ESOS) Act 2000 the College is obliged to serve a notice at your last known address if you breach a student visa condition relating to attendance: or academic performance. The College may also send warning notices to you which are aimed at helping prevent breaches of your visa conditions. It is your responsibility and in your own interests to ensure that you always update your address details at the College to ensure you receive important information about your course, fees and possible breaches of your student visa. Additional information on student visa issues is available on the DIAC web site at www.immi.gov.au

Student initiated deferral or suspension of enrolment

Students may initiate a request to defer commencement of studies or suspend their studies on the grounds of compassionate or compelling circumstances. Students wishing to defer the commencement of studies or suspend their studies must apply to do so in writing to the College using the student deferral, suspension or cancellation application form or in writing by email, fax or post. Full details and documentary evidence of the compassionate or compelling circumstances must be included with the application for it to be considered.

If approved, the College will report your deferral of commencement or suspension of studies to DIAC which may affect the status of your visa. If you require more information as to how this action may affect your visa status contact your local DIAC office or phone the DIAC helpline 131 881.

Student cancellation of enrolment

Cancellation of enrolment will trigger the refund arrangements in the Written Agreement between the College and the student. Students who cancel their enrolment and think they are due for a refund must also apply for a refund. Refund applications must be made in writing to the College Training Manager. The student refund application form, available from the College, may be used as the written application. Written applications for refunds will also be accepted by mail or by email. Refunds will be made within 28 days of receipt of a written application and will include a statement explaining how the refund was calculated.

The College will report your cancellation of studies to DIAC which may affect the status of your visa. If you require more information as to how this action may affect your visa status contact your local DIAC office or phone the DIAC helpline 131 881.

College initiated suspension or cancellation of enrolment

The College may decide to suspend or cancel a student’s enrolment on its own initiative as a response to breaching the student code of behaviour through misbehaviour, a poor academic record or poor attendance by the student. If the College is intending to initiate a suspension or cancellation of enrolment a warning letter will be sent to the student’s currently notified address and the student will have 20 working days from the date of the warning letter to complain or appeal against the College suspension or cancellation. The College will report any suspension or cancellation to DIAC which may affect the status of your visa. If you require more information as to how this action may affect your visa status contact your local DIAC office or phone the DIAC helpline 131 881.

College deferral of commencement

The College may also decide to defer the commencement of a course. If the College defers the commencement of a course the provider default conditions in the Written Agreement between the College and the student will be triggered and the College will be obliged to repay all course money within 14 days of the date of deferral unless alternative arrangements can be made which are acceptable to students.

If approved, the College will report its deferral of commencement to DEEWR which may affect the status of your visa. If you require more information as to how this action may affect your visa status contact your local DIAC office or phone the DIAC helpline 131 881.

Department of Immigration and Citizenship

According to the Dept of Immigration and Citizenship (DIAC) you must provide evidence that satisfies the assessment factors applicable to you to be granted a student visa. Assessment factors include your financial ability, English proficiency, likely compliance with the conditions of your visa and any other matters considered relevant to assessing your application". Additional information on student visa issues is available on DIMIA Internet site on http://www.immi.gov.au and the Study in Australia internet site http://studyinaustralia.gov.au/Sia/en/WhatToStudy/howtoapply/visarequirements.htm#student_visa_sub-classes

Course Progress Requirements

The College has implemented the DEST and DIAC approved course progress policy and procedures and so will not be monitoring attendance under the requirements of Standard 11 of the National Code of Practice. However the College has an attendance requirement in the Student Code of Behaviour and will be monitoring attendance. Students may have their enrolment suspended or cancelled by the College for breaches of the Student Code of Behaviour. This includes breaches of the attendance requirement

Overseas student health cover

Overseas student health cover (OSHC) is insurance that provides cover on the costs for medical and hospital care which international students may need while in Australia. OSHC will also pay for most prescription drugs and emergency ambulance transport.

If you are an international student studying in Australia, you must purchase an approved OSHC policy from a registered health benefits organisation - commonly referred to as health funds before applying for your visa. You will need to buy OSHC before you come to Australia, to cover you from when you arrive. You will also need to maintain OSHC throughout your stay in Australia. You can find out more about purchasing OSHC at http://www.health.gov.au/internet/main/publishing.nsf/Content/health-privatehealth-providers-oscover.htm

Satisfactory progress

If you do not have satisfactory academic progress you will be reported to DIAC which will lead to cancellation of your visa. Unsatisfactory academic progress is defined in the ESOS legislation as failing more than 50% of units in any two consecutive study periods. If this occurs the College will report you to DIAC. A study period is one term of study. The College will monitor your academic progress, identify students who are 'at risk' of breaching this requirement and act to assist student who are 'at risk' through meetings and counselling sessions.

Being 'at risk' of not meeting satisfactory course progress requirements means:

Failing more than 50% of units in a study period;
Failing two or more core units in a study period;
Failing key units in a study period; or
Being unable to complete a course within the expected duration of study as recorded on the CRICOS register after having their program reviewed by the Training Manager.

Failing a unit means being assessed as 'Not Yet Competent' for a completed unit. In order to have the best chance of maintaining satisfactory progress you must:

Attend all theory and practical classes and pay attention to the work and activities undertaken in class;
Study the theory and practice the skills that are taught in class;
Ensure that you are present for all assessment activities scheduled by the teachers; and
Make an appointment with the student contact officer if you are having any difficulties with your studies.

School-aged dependents

There are requirements for compulsory school attendance for children or dependents of international students. In Victoria it is compulsory for children to attend school until the age of 16. The choice of schools includes public schools, private schools and religious schools. People over the age of 16 can continue to attend school until they have completed year 12. Dependents of persons holding a student visa may be required to pay full fees in any school, college or university that they enrol in whilst in Australia.

Student transfer

Under the ESOS Framework, the College cannot enrol students seeking to transfer from another college before that student has completed 6 months of their principal course of study except in some circumstances. If you want to transfer before completing 6 months of your principal course, you need to ask the College for a letter of release. The six months is calculated as six calendar month from the first day of your principal course. Your principal course is usually the final course of study you will undertake. For example, if you are studying ELICOS followed by a Diploma program, the Diploma program is your principal course. If you are considering requesting a transfer before completing 6 months of your principal course of study please contact the College administration for a copy of the transfer procedure and the application form

Students do not need a letter of release if:

they have completed more than 6 months of your principal course;
they are a government sponsored student, and their sponsor supports a transfer; or
their current education provider or course has ceased to be registered or a sanction has been imposed that prevents your provider from continuing to deliver your principal course.

Use of personal information

Information is collected during your enrolment in order to meet the College obligations under the ESOS Act and the National Code 2007; to ensure student compliance with the conditions of their visas and their obligations under Australian immigration laws generally. The authority to collect this information is contained in the Education Services for Overseas Students Act 2000, the Education Services for Overseas Students Regulations 2001 and the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007. Information collected about you during your enrolment can be provided, in certain circumstances, to the Australian Government and designated authorities and, if relevant, the Tuition Assurance Scheme and the ESOS Assurance Fund Manager. In other instances information collected during your enrolment can be disclosed without your consent where authorised or required by law.

It is a requirement of the Australian Quality Training Framework that students can access personal information held by the College and may request corrections to information that is incorrect or out of date. Apply in writing to the General Manager International if you wish to view your own records.

Working in Australia

Immigration laws allow students to work for a limited number of hours whilst studying on a student visa in Australia. Students can currently work 20 hours per week during the College study time and full-time during breaks. However, work is not always easy to find and under no circumstances can students rely on income earned in Australia to pay tuition fees. Students are not permitted to work if it interferes with their study.