(1) This Procedure outlines the requirements for the assessment and approval of applications from overseas students seeking to transfer between The University of Queensland and other registered providers prior to completing six calendar months of their principal program of study, pursuant to: (2) The six calendar months period is counted from the date the student commenced, or is due to commence, their principal program and does not include breaks from study due to deferment or suspension. (3) Responsibilities, requirements and timelines relating to the applications are determined in the Procedure. (4) This Procedure applies to all overseas students who: (5) Overseas students seeking to cease their enrolment at UQ and transfer to another registered provider prior to completion of six months of their principal program, and who meet the criteria under clauses 8-9, are required to advise the University. (6) Overseas students seeking to cease their enrolment at UQ and transfer to another registered provider prior to completion of six months of their principal program, and who do not meet the criteria under clauses 8-9, must apply and be granted release by the University in accordance with clauses 13-15. Requests for release will be assessed under the criteria specified in clauses 10-12 . (7) Overseas students seeking to transfer to UQ from another registered provider prior to completing six months of their principal program will be considered in accordance with the conditions specified in clauses 26-28. (8) The following overseas students are not required to request a release but must advise the University in writing of their cessation of studies at UQ by completing the International Student Withdrawal Request Form: (9) The University will then cancel the Confirmation of Enrolment (CoE) and notify the relevant Australian Government departments that the student is no longer enrolled at UQ. (10) Transfer to another provider will be permitted and a release granted where it is in the student's best interests to do so, including but not limited to where the University has assessed that: (11) Students under 18 years of age must also provide the following: (12) Despite clauses 10-11, the University has discretion to refuse a transfer on reasonable grounds. The University will therefore take the following circumstances into consideration when assessing a request for release: (13) Students must request a release by applying to withdraw from the University and completing the relevant sections of the International Student Withdrawal Request Form. All applications must be accompanied by an unconditional letter of offer from the provider to which the student wishes to transfer, along with appropriate documentary evidence. (14) Students completing a pathway program who have met the conditions for their UQ academic program should also apply in this way. Students who have not successfully completed their Foundation Program must also apply to the provider for a release at this time. (15) Applicants asking to be released by the University will receive an acknowledgement that their request has been received. (16) A student’s application will be assessed by the Deputy Director, Academic Services or an Associate Director in Academic Services Division or the Senior Manager, Student Enrolments and Fees, with appeals to the Academic Registrar. During this time, the student may be asked to attend an interview to provide further information to assist with assessment of the request. Where a student is unable to attend an interview in person, a phone interview may be arranged. In the instances where a student has failed or not completed a pathway program, their attendance and performance in their program may be taken into account. (17) Students will be notified of the outcome of their application in writing and within 10 working days of the receipt of the release request and supporting documents. (18) There is no charge for a release. (19) The student will be advised that the University has approved their request to transfer to another institution, their UQ CoE will be cancelled and that their release from the University, along with the effective date and reason for the release, will be recorded in PRISMS. The student will be prompted to contact the Department of Home Affairs (previously the Department of Immigration and Border Protection) to check whether a new student visa is required. (20) In addition, the student’s enrolment (if applicable) will be cancelled and the student may be asked to submit a refund request. Any refund of fees will be made in accordance with UQ’s Student Refunds Procedure. (21) The student will be informed in writing of the following: (22) The reasons for refusal of the request will be sufficiently detailed to enable the student to make an informed decision as to whether to appeal the decision. (23) In all instances where a release is refused, the University will not finalise the student’s refusal status in PRISMS until the student has had the opportunity to appeal or, if the student has submitted an appeal, the appeal finds in favour of the University. (24) Where a transfer request from UQ has not been approved, and the student is not satisfied with the decision, they may appeal the decision within 20 working days of receipt of the application outcome in accordance with the Student Grievance Resolution Procedure. The student will be notified in writing of the outcome. (25) A student who is not satisfied with the outcome of an internal appeal may refer the matter to the Queensland Ombudsman. (26) UQ will not enrol a student seeking to transfer from another registered provider prior to the student completing six calendar months of their principal program of study, except where a release is not required, as indicated in clauses 8-9, and in the circumstances where the provider from where the student is transferring: (27) Students seeking to transfer to UQ from another registered provider prior to completing six months of their principal program will be issued with a UQ CoE only if: (28) Students must apply to UQ following the usual admissions processes for the University’s overseas applicants. (29) The Deputy Director, Academic Services or an Associate Director in Academic Services Division or the Senior Manager, Student Enrolments and Fees is responsible for the administration, assessment and approval of Transfer of Provider applications from overseas students prior to completing six months of their principal program. (30) The Academic Registrar considers and assesses appeals against decisions made by the Deputy Director, Academic Services or an Associate Director in Academic Services Division or the Senior Manager, Student Enrolments and Fees. (31) The Deputy Director, Academic Services or an Associate Director in Academic Services Division or the Senior Manager, Student Enrolments and Fees shall monitor and provide reports to the Academic Registrar to demonstrate and provide assurance of compliance with this Procedure. (32) The request for release and supporting documents, the reasons for the University’s decision and all communications concerning the application and outcome will be filed in the student’s record in TRIM. The reasons for the University’s decision will be adequately supported and documented in accordance with the Information Management Policy.Transfer of Provider - Overseas Students Procedure
Section 1 - Purpose and Scope
Top of PageSection 2 - Process and Key Controls
Section 3 - Key Requirements
Students not Required to Request a Release
Request for Release Approval Criteria
Circumstances in Which a Release will be Granted
Circumstances in Which a Release may not be Granted
Application Process
Consideration and Outcome
Successful Outcome
Unsuccessful Outcome
Review and Appeals
Transfer to UQ from Another Provider
Section 4 - Roles, Responsibilities and Accountabilities
Deputy Director, Academic Services
Academic Registrar
Section 5 - Monitoring, Review and Assurance
Section 6 - Recording and Reporting
Section 7 - Appendix
Definitions, Terms and Acronyms
Term
Definition
Compassionate
Family, medical or ‘wellbeing’ reasons for supporting a transfer.
Compelling
Circumstances that are involuntary and such that the applicant has little or no alternative.
CoE
Electronic Confirmation of Enrolment.
CRICOS
Commonwealth Register of Institutions and Courses for Overseas Students.
Enrolled
Where a student is enrolled in courses or programs approved by an authorised officer and after fees and charges have been paid.
ESOS
Education Services for Overseas Students Act 2000 (ESOS Act).
Foundation Program
The Foundation Program guarantees graduates admission to a range of UQ programs, provided requirements including quota restrictions, grade point average, subject prerequisite and English language proficiency are met.
Government Sponsored
A student sponsored by an Australian or foreign Government for study in Australia.
National Code 2018
National Code of Practice for Providers of Education and Training to Overseas Students 2018. The National Code is made under the ESOS Act.
Overseas Student
A student who is not a domestic student (also known as an international student).
Principal Program of Study
The main program of study to be undertaken by an overseas student where a student visa has been issued for multiple programs. The principal program of study is normally the final program of study covered by that student visa.
PRISMS
The Department of Education and Training’s Provider Registration and International Student Management System through which providers issue Confirmation of Enrolments (CoEs) to overseas students.
Registered Provider
An approved provider that is registered on CRICOS as a provider for the program.
Release
Where a provider has agreed to the transfer of an overseas student to another provider, and has recorded the date of effect and the reason for the release in PRISMS.
Student Visa
Student Visa (Subclass 500) is a temporary visa which allows an overseas student to stay in Australia to study full-time in a recognised education institution.
Transfer between registered providers
An overseas student who applies to transfer to or from another CRICOS-registered provider.
TRIM
The University’s electronic document and records management system (EDRMS).
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