Standard 7 - Overseas student transfers
- Transfer Between Registered Providers Procedure
- Transfer Between Teaching Locations Procedure
- Printable PDF Version
To provide a procedure for students and staff in relation to Application for Transfer Between Registered Providers.
This procedure ensures the University is compliant with Standard 7 of the ESOS National Code of Practice 2018.
Students apply to change teaching locations should refer to the Transfer Between Teaching Locations procedure.
This procedure relates to international students studying with the University on an Australian student visa.
|Application for Transfer Between Registered Providers||An application by a student for Transfer Between Registered Providers (to a provider other than Federation University). May also be known as a transfer application or release application.|
|Approved transfer||Authorising a student to be released from one registered provider so that they are able to enrol with another registered provider.|
|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 student’s eligibility to enrol in the program/qualification of the University, at a specific teaching location.|
|Compassionate or compelling circumstances||Circumstances generally out of the control of the student which will have an impact on the student’s wellbeing or program progress.|
|Cross Institutional Enrolment||When a Federation University student studies at another university in Australia for one or more individual courses/units/modules.|
|Cross Provider Enrolment||When a Federation University student studies at another Federation University teaching location for one or more individual courses/units/modules.|
|ESOS Act||Education Services for Overseas Students Act 2000 of the Commonwealth of Australia, as amended from time to time.|
|HE||Higher Education. Students studying in a higher education program by coursework or research.|
|Immigration||Department of Home Affairs|
|National Code||National Code of Practice for Providers of Education and Training to Overseas Students 2018, as amended from time to time.|
|Offer||International Student Offer Letter and Acceptance Agreement or Deed of Variation as applicable – Legal binding document that outlines the conditions of enrolment. Must be accepted by the student prior to a CoE being issued.|
|Partner Provider||Educational institution providing courses and programs/qualification of the University through an education agreement.|
|Principal program/qualification||The main program/qualification of study to be undertaken by an overseas student where a student visa has been issued for multiple programs/qualifications of study. The principal program/qualification would normally be the final program/qualification of study where the overseas student arrives in Australia with a student visa that covers multiple programs/qualifications.|
|PRISMS||Provider Registration and International Student Management System.|
|Program||Program of education and training for HE. Defined as Course in the ESOS Act.|
|Qualification||Qualification of education and training for VET. Defined as Course in the ESOS Act.|
|Release||Authorising a student to transfer from one registered provider so that they are able to enrol with another registered provider.|
|Restricted period||Period of time in which student is restricted from enrolling at registered provider other than the registered provider in which their student visa has been granted. The restricted period concludes once the student has completed 6 calendar months of their principal program/qualification as per the CoE/s.|
|Student||A person who holds an Australian student visa, who wishes to be released from the University to study at another registered provider in Australia. Defined as an ‘overseas student’ in the ESOS Act.|
|Student counsellor or equivalent||Includes a student support officer/advisor or welfare officer appointed by the University and working at the University. In the case of students enrolled/enrolling at a partner provider, a student counsellor/student support officer or welfare officer appointed by and working at the partner provider.|
|Teaching Location||Where Federation University programs/qualifications are delivered.|
|VET||Vocational Education and Training|
|Working day||Monday to Friday excluding public holidays.|
Where a student requests to transfer prior to completing six calendar months in their principal program, the University will assess the request to transfer to another registered provider against this procedure.
Students must cooperate with the University staff or its nominated officers (in the case where a student is studying at a partner provider, nominated officer means partner provider staff) and attend any interviews or other appointments scheduled for them including in respect of support services provided by the University or its partner providers.
Applying to transfer between registered providers does not preclude students from the requirement to enrol on time. Non-enrolment will not automatically result in a transfer between registered providers, however it will result in the student being reported to Immigration via PRISMS for failing to enrol.
Circumstances in which the registered provider will grant the transfer request because the transfer is in the overseas students’ best interests, include, but are not limited to where the registered provider has assessed that:
- The student will be reported because they are unable to achieve satisfactory course progress at the level they are studying, even after engaging with the registered provider’s intervention strategy to assist the student in accordance with Standard 8 (Overseas student visa requirements) of the National Code.
- There is evidence of compassionate or compelling circumstances.
- The registered provider fails to deliver the program/qualification as outlined in the Offer.
- There is evidence that the student’s reasonable expectations about their current program/qualification are not being met.
- There is evidence that the student was misled by their registered provider or an education or migration agent regarding their registered provider or its program/qualification and the program/qualification is therefore unsuitable to their needs and/or study objective.
- An appeal (internal or external) on another matter results in a decision or recommendation to release the student.
Students are required to provide documentation to support their application to transfer to another registered provider.
Compassionate or compelling circumstances may include but are not limited to:
- Medical grounds, which may include but are not limited to serious illness or injury.
- Death of a student’s immediate family member.
- Other compassionate circumstances where adequate evidence can be provided to show reason for release.
The University may refuse an application for transfer in the following circumstances:
- The student has not completed the first four weeks of their principal program/qualification in which they are enrolled and has not accessed the full range of support services available at their teaching location.
- The student is transferring to a similar program/qualification with another registered provider and has not provided documentation that supports their transfer request.
- The student is applying to transfer to a program/qualification with a lower qualification without consultation with the University or nominated officer.
- If the transfer may jeopardise the student’s progression through a package of programs/qualifications.
- The transfer to the new program/qualification may be detrimental to the student’s wellbeing and/or career/study objectives as stated in the student’s original admissions application.
- The student’s personal statement is inconsistent with other information provided to the University.
- The student has outstanding debts with the University.
A student who is applying for a transfer between registered providers due to a required course in their program/qualification not being offered at their current teaching location should apply for a transfer between teaching location or cross provider enrolment where no other compassionate or compelling reasons and supporting documentation support a transfer between registered providers. If a required course is not being offered at any teaching locations, the student may apply for cross institutional enrolment at another provider in Australia.
|A||Applying for Transfer Between Registered Providers||Student||
|B||Receiving application for Transfer Between Registered Providers||Nominated Officer (current teaching location)||
|C||Assessing application for Transfer Between Registered Providers||
Nominated Officer (current teaching location)
Senior International Reporting Officer
|D||Notifying student of outcome||Senior International Reporting Officer||
|A||Appealing outcome of Transfer Between Registered Providers application||Student||
|B||Receiving appeal for Transfer Between Registered Providers||Senior International Reporting Officer||
|C||Assessing appeal for Transfer Between Registered Providers||Coordinator, International Student Compliance||
Students transferring from another provider to Federation University who have not completed six months of study at their current provider will not be eligible for admission until the restricted period has been released in PRISMS.
No transfer approval is required where evidence is provided:
- That the student has completed at least six calendar months of study in their principal program; or
- The student is government sponsored and the government sponsor provides written support for the change as it considers the change to be in the best interests of the student; or
- The releasing registered provider has ceased to be registered or the program in which the student is enrolled ceased to be registered (evidence to be provided); or
- The releasing registered provider has a sanction imposed on it that prevent the student from continuing their principal program (evidence to be provided); or
- The releasing registered provider has agreed to the overseas student’s release and recorded the date of effect and reason for release in PRISMS, therefore releasing the restricted period.
- Application for Cross Provider Enrolment (PDF 227.3kb)
- Application for Cross-Institutional Study (Outbound) (PDF 225.7kb)
- Application for Transfer Between Registered Providers (PDF 178.0kb)
- Application for Transfer Between Registered Providers Appeal (Section 1) (PDF 178.7kb)
- Application for Transfer Between Registered Providers Appeal (Section 2) (PDF 195.2kb)
- Application for Transfer Between Registered Teaching Locations (PDF 799.6kb)
- Deputy Vice-Chancellor, Global and Engagement (as the Approval Authority) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
- Dean, International (as the Policy Sponsor) is responsible for maintaining the content of this procedure as delegated by the Deputy Vice-Chancellor, Global and Engagement.
- Policy Editors: Coordinator, International Student Compliance
This procedure will be communicated throughout the University community via:
- A FedNews announcement and on the ‘Recently Approved Documents’ page on the University’s Policy Central website.
- Distribution of e-mails to Head of School / Head of Department / University and Partner Provider staff.
This procedure will be implemented throughout the University via:
- A FedNews announcement and on the ‘Recently Approved Documents’ page on the University’s Policy Central website.
- Staff induction sessions.
- Training sessions.
|DOCUMENT TITLE||LOCATION||RESPONSIBLE OFFICER||MINIMUM RETENTION PERIOD|
|Application to Transfer Between Registered Providers||Student File||Senior International Reporting Officer||7 years after date of completion or withdrawal|
|Copy of Application to Transfer Between Registered Providers outcome letters||Student File||Senior International Reporting Officer||7 years after date of completion or withdrawal|
|Application to Transfer Between Registered Providers Appeals||Student File||Coordinator, International Student Compliance||7 years after date of completion or withdrawal|
|Application to Transfer Between Registered Providers Appeals outcome letters||Student File||Coordinator, International Student Compliance||7 years after date of completion or withdrawal|