This policy outlines the procedure that Imperial follows regarding the enrolment of students transferring from another provider. Imperial ensures compliance with the relevant rules and regulations. This policy is to be read in conjunction with the ESOS 2000 and the National Code Explanatory Guide 2017, Standard – 7. The policy must form a part of the Student and the Staff Handbook.
- ESOS ACT 2000
- Standard 7 of the National Code 2017
- AEI/ESOS/National Code Explanatory Guide/ Part D/Standard – 7.
Conditions and Exceptions
Imperial will not accept any student for enrolment who has not completed the first 6 months in his/her principal course except for conditions listed in Standard 7.
The exceptional circumstances include situation such as:
- The original registered provider has ceased to be registered or the course in which the student is enrolled has ceased to be registered;
- The original registered provider has provided a written letter of release;
- 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; and
- 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.
Six Months – It’s Meaning
Imperial’s policy in determining the initial 6 months in a transferring student’s course support the intent of Standard 7 which recognises overseas students as consumers and supports them to exercise choice, while acknowledging that they may also be a group that requires support to transition to study in Australia.
The first 6 months in a principal course will be calculated from the date the student starts the course; and
If a student has had a break in between his/her course, the period of break is not counted in the calculation of 6 months.
Letter of Release
For the transfer of students between providers, the students will have to obtain a letter of release from their current provider who is affected by the transfer. An affected provider is the one from whom the student is transferring. This letter will help the student to gain enrolment in the college of his/her choice.
For transfer between courses or campuses within the same college, a student does not need to obtain a release letter
Reasonable Grounds for Approving Student Transfer
Imperial will approve a letter of request for transfer from a student on the following bases:
- Academic grounds: if the student provides evidence that his/her preferred course is better suited for his/her cognitive abilities and will be more beneficial to him/her, Imperial will consider the application for approval; and
- Personal grounds: if the student presents the application on personal grounds that cannot be changed, for example, relocating, Imperial will consider the application for approval.
Letter of release would always be provided when or if:
- Imperial’s registration or that of the Certificate or other course has been revoked;
- Sanctions imposed on Imperial by the Australian government prevent the student from continuing in the course; or
- A government sponsor deems that the transfer is in the best interest of their student.
Grounds for Refusal
Imperial will refuse the issuance of a release letter if following exists:
- Transfer is detrimental(refer below) to the student;
- The student is under the restricted period;
- Transfer is being requested to avoid payment of fee; and
- Transfer is requested to avoid being reported to DIBP on account of low attendance and unsatisfactory academic progress.
Factors that may be considered to the student's detriment, but which should be considered in light of the student's individual circumstances and a broader range of factors, such as those outlined above, include:
- if the transfer may jeopardise the student’s progression through a package of courses
- If the student has recently started studying the course and the full range of support services are yet to be provided or offered to the student and;
- if the student is trying to avoid being reported to DIBP for failure to meet the provider's attendance or academic progress requirements.
Enrolling a Student on Transfer
Imperial will accept students on transfer under the following conditions:
- The student requesting enrolment has a genuine release letter;
- The student is not under a restricted period of a six months conditions of completion of principal course
- The student transfer is genuine, which matches his previous study or career goal.
Procedure for Assessing Student Wishing to Transfer to Imperial
Imperial will follow the following procedure:
- The Admissions Officer receives an application from a student who is on-shore and who has indicated that they are currently studying at another institution.
- The Admissions officer will use PRISMS to decide if the student has completed 6 months of his/her principal course. The Administration Manager will also refer to the copy of the student’s visa to ascertain the visa sub class to determine the sector of study and also the date of arrival of the student in the country
- If the students have completed 6 months of their principal course, then their application will be processed.
- If they have not, they will be asked to provide an appropriate letter of release in support of their application. They can be provided with a “conditional” offer which will clearly state that an offer of a place is contingent on their obtaining a letter of release. If the student is in receipt of a Government scholarship, he/she should provide written support from the sponsoring government agreeing to the change which will stand in lieu of any letter of release.
- If no satisfactory letter of release is obtained from such students, the application process is halted and the student is informed that he/she is not eligible for transfer. However, the student can make another application on completion of 6 months in his/her principal course.
- In the very rare circumstances where the original institution or course has ceased to be registered, or sanctions have been placed on the original institution by the Australian government which do not allow the student to continue with the course, no letter of release is required.
Procedure for Assessing Application for Transfer from Imperial
Imperial will follow the below mentioned procedure to consider application for transfer:
- Student makes a written request to the Administration Manager for transfer to another provider.
- The student is asked to provide a valid offer of enrolment from the new institution.
- With these documents sighted, the Administration Manager will assess the transfer request considering the following questions:
- Does the student have any outstanding fees payable? (If they do, these must be paid before a letter of release can be provided).
- Is the student fully aware of the study issues involved in the transfer? (Admin officer checks any notes on student records).
- Is the student simply trying to avoid being reported to DET for lack of course progress ? (Again, Admin Manager checks the relevant notes on student records).
- If the answers to the above are satisfactory and in accordance with policy, the letter of release will be granted at no charge to the student. The student will also be advised of the need to contact DIBP and obtain a new visa if the course they transfer to is of a different sector.
- The Admissions officer reports student’s termination of studies through PRISMS
- If any of the answers are unclear, they should be referred to the CEO, who will interview the student to gain a full understanding of the circumstances.
- The CEO will inform the Admissions Officer on the outcome of the interview, consequently either rejecting the application for transfer or approving it.
- The Admissions Officer will inform the student in writing of a negative outcome with reasons and indicate that the student may access the student appeal process as detailed in the Student Handbook if they seek a review. The record of refusal will be kept in the student file.
- If the application is approved, the student will be issued with a letter of release and its record will be kept in the student’s file.
- The above assessment procedure should not take more than 48 hours once the student has provided the necessary documentation;
- All requests, considerations, decisions and copies of letters of release should be placed on student’s file; and
- The approval of transfer of a student to another institution does not indicate the agreement to provide any refund.
Change of Sector Due to Transfer
If on transfer the student goes to different sector to the original course or if there is extension required to the student visa to complete the course, there is need for the student to seek advice from the DIBP, Ph; 131 881 or via: www.border.gov.au.