Standard 9 - Completion Within the Expected Duration of Study

Completion Within the Expected Duration of Study Procedure

Policy Code: LT892


Standard 9 of the National Code requires Registered Providers:

  • to monitor the enrolment load of students at all times to ensure they are able to complete the program within the duration specified on their Confirmation of Enrolment (CoE);
  • ensure students do not exceed the allowable portion of online or distance learning
  • only extend the duration through the issuing of a new CoE in limited circumstances.

This procedure describes how the University meets these requirements.


This Procedure applies to all international students studying on shore holding a Student Visa as a student of the University. This is irrespective of where the program is delivered on-shore.


Compulsory Study Period: A compulsory study period is one in which the student must enrol unless granted a deferment or suspension from enrolment or leave from studies as per the Deferment, Suspension or Cancellation of a Student's Enrolment (ESOS Specific) Procedure. A compulsory study period does not include teaching periods in which the student can elect to undertake additional studies i.e. a summer teaching period is not compulsory unless it is the commencing teaching period of the student's enrolment in the program.
CoE: Confirmation of Enrolment - A document provided electronically, which is issued by the University to intending international students and which must accompany their application for a student visa. It confirms the overseas student’s eligibility to enrol in the particular program of the University.
Compassionate or Compelling Circumstances:

Compassionate or compelling circumstances are generally those beyond the control of the student and which have an impact upon the student’s program progress or wellbeing. These could include, but are not limited to:

  • Serious illness or injury, where a medical certificate states that the student was unable to attend classes;
  • Bereavement of close family members such as parents or grandparents;
  • Major political upheaval or natural disaster in the home country requiring emergency travel when this has impacted on the student’s studies; or
  • A traumatic experience which could include:
  • Involvement in, or witnessing of a serious accident; witnessing or being the victim of a serious crime. When this has impacted on the student. (Note these cases should be supported by police or psychologists’ reports)
  • Where the registered provider was unable to offer a pre-requisite course/unit; or
  • Inability to begin studying on the program commencement date due to delay in receiving a student visa.
Course / Unit / Module: Component of a program of education or training.
Credit: Exemption from enrolment in a particular part of a program as a result of previous study, experience or recognition of a competency currently held. Includes academic credit and recognition of prior learning.
CRICOS: The Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) is the register prescribed under Section 10 of the ESOS Act.
CUP: Centre for University Partnerships
DIBP: Department of Immigration and Border Protection
Distance Learning: Distance learning is study in which the teacher and overseas student are separated in time or space throughout the duration of the course/unit of study. Distance learning differs from online learning in that the study may be undertaken through written correspondence and exchange of hard copy materials.
ESOS Act: The Education Services for Overseas Students Act 2000 of the Commonwealth of Australia, as amended from time to time.
Expected Duration: For the purposes of Standard 9, the expected duration of a program is the duration of the program is specified on the student's CoE.
The expected duration for overseas students should not differ from length of program as registered on CRICOS except where program credit has been approved.
Faculty: Faculty or School delivering programs to international students
On line learning: Online learning is study in which the teacher and overseas student communicate mainly through electronic technologies for the course.
PRISMS: The Provider Registration and International Student Management System (PRISMS) is the system used to process information given to the Department of Education and DIBP by registered providers.
Program: Program of education or training. Defined as Course in the ESOS Act.
Partner Provider: Educational institution providing courses and programs of the University through an education agreement.



Student is enrolled as per the Letter of Offer & Acceptance Agreement, CoE.This establishes the planned study load.

Student's enrolment will be monitored each semester/teaching period to ensure correct enrolment subject to any decision/action listed in Point 2.

Faculty/PP Students must not undertake more than 25% of total program study in online or distance learning and must not be enrolled exclusively in distance or online learning courses in any compulsory study period.

A decision / action has occurred as a result of either:

  • Compassionate or compelling circumstances as listed in definitions
  • Monitoring program progression (Standard 10), or
  • Deferment, suspension or cancellation of enrolment (Standard 13), or
  • A course/unit/module not being able to be offered,

that affects the student’s ability to complete their program within the required duration.

Refer to Procedures:
Monitoring Course Progression and
Deferment Suspension or Cancellation of a Students Enrolment (ESOS Specific)

Faculty will advise CUP if the student will not be able to complete the program within the duration noted on their CoE.

PP will monitor the the study plan for students enrolled at their teaching location.

Faculty/ PP Changes in study load will require an extension to the duration listed on the CoE.

Students who require an extension to their study plan will be advised to complete the Student Visa Extension Application form.

Faculty/PP Records of notification /form must be kept in the student’s file.
5. Student fills out Student Visa Extension Application form. If required the student will ask the program coordinator or academic coordinator to complete Section 5 of form. Student/Faculty/PP Academic coordinator or program coordinator in the Faculty or PP will complete Section 5 listing reason for the extension for student to complete program.
Students at Ballarat campuses will return the form to CUP. Students at Gippsland will return the form to Student Connect. PP students will return the form to their Administration Office.
6. Report to DIBP via PRISMS any changes to CoE. CUP/PP Reporting the student (issuing a new CoE) should occur as soon as it is known the student cannot reasonably complete his or her program within the expected duration as specified on the student’s CoE.
8. Students under enrolling without prior approval are to be advised to enrol in correct load. CUP/PP

Failure to enrol in correct load after being requested to do so, may result in a refusal of extension to CoE.

Notification to be kept on student's file.


Where a student finishes study early, the University will notify this early completion to DIBP via PRISMS. The Student will be notified of this intention to report early finish.


Specific responsibilities for included under Actions.

  • CUP
  • Faculty
  • Partner Provider
  • Student

Forms/Record Keeping

Title Location Responsible Officer Minimum Retention Period
Variation to study load and reasons Student File School 7 years after completion of course.
Copies / Evidence of notification & communication to student of need for new CoE & reporting to DIBP Student File CUP/PP 7 years after completion of course.


This Procedure will be implemented using the following strategies:

  1. An Announcement Notice under the University's news website and on the ‘Recently Approved Documents’ page on the University Policy website to alert the University-wide community of the approved Procedure.