(1) This policy establishes principles and processes to govern the assessment of student requests to transfer between registered education providers prior to their completing six months of the Principal Course of study specified in their Confirmation of Enrolment. It seeks to ensure compliance with Standard 7 of the Education Services for Overseas Students (ESOS) National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007.
(2) This policy applies to all Southern Cross University international onshore students including those at collaboration locations in Australia who request to transfer to another registered education provider prior to completion of the first six months of his or her Principal Course of study.
(3) For the purposes of this Policy:
(4) International Students must remain enrolled with their original education provider until they have completed:
(5) Requests to transfer to SCU from another provider, within the Restricted Period, will only be approved where they satisfy the principles contained in clauses (4)b.i - (4)b.iv, and are processed in accordance with the Procedures specified from clause (10) to (15).
(6) Requests to provide a written Letter of Release and transfer from SCU to another education provider within the Restricted Period will only be approved where the relevant officer of the University is satisfied that:
(7) Circumstances which may be considered detrimental to the student and thereby warrant refusal include, but are not limited to:
(8) If a student's request for release is refused, the student must be informed in writing of the reasons for the refusal and his or her right to appeal the decision.
(9) If a student chooses to appeal a decision the process commences within 10 working days of the formal lodgement of the appeal and supporting information and all reasonable measures are taken to finalise the process as soon as practicable.
(10) The Director, SCU International will investigate all applications from International Students to determine their ability to transfer to the University in compliance with this Policy and Procedures. This investigation must establish:
(11) For students under the age of 18, applications will only be approved where:
(12) Where the University accepts responsibility for a student's welfare under clause (11)b.i, any letter of offer provided by the University to the student must note this assumption of responsibility.
(13) Where it is determined that an applicant is enrolled with another provider the SCU Letter of Offer must state that enrolment will be conditional on production of a Letter of Release from their current provider and a copy of their passport and visa.
(14) Where an SCU staff member is alerted by PRISMS, while in the process of raising a Confirmation of Enrolment (CoE), that a student is enrolled at another provider the Officer must:
(15) The Officer responsible for processing the application should ensure that a copy of the Letter of Release is obtained before issuing the CoE to the student and also ensure a copy is retained on the student's file.
(16) An application for a Letter of Release must be made in writing using the template form and include:
(17) The SCU staff member will make a determination and recommendation based on the contents of the application:
(18) A student who applies for a Letter of Release may be requested to meet with Southern Cross University staff to discuss the reasons for their application and to review all options to resolve any problems or issues the student may have that are impacting on the decision to pursue a transfer.
(19) The student must be provided with a written response detailing the outcome of their application within 10 working days of the date the written request for transfer is received. The written response will either:
(20) When considering a student's best interests, the University will document its reasons for refusal.
(21) Students whose application for a Letter of Release is approved will be informed of the requirement to contact DIBP as soon as possible, as a new visa may be required. The University will cancel the students CoE on PRISMS within 5 days of the date of issuing the Letter of Release.
(22) If a student transfers to another provider, any refunds of course fees paid to the University will be made in accordance with the University's Tuition Fees Refund Policy and the Tuition Protection provisions of the ESOS Act 2000.
(23) Where an application is refused the University's response will detail the reason for the refusal. The reasons for refusal should be sufficiently detailed to enable the student to make an informed decision with respect to any appeal of the decision.
(24) The notification of refusal will also advise the student of the University's Complaints and Grievances Procedures and avenues for appeal.
(25) SCU staff must ensure that all requests for Letters of Release, any associated correspondence, and a copy of the notification of the decision are retained on the students file.
(26) A Letter of Release must only be provided to a student claiming financial hardship where the student can reasonably demonstrate deterioration in their financial position from that which prevailed at the time the student was assessed as a Genuine Temporary Entry applicant and accepted the offer of enrolment from the University.
(27) A Letter of Release must only be provided to a student claiming a failure by the institution to meet expectations and/or claims of being misled by agent representations where the student can provide evidence of being misled. All students are advised in the Letter of Offer package to refer to the University's website before accepting the offer as information provided from other third party sources and relied on in choosing the University can be verified from the SCU web resources.