Embassy English Transfer Between Providers Policy and Procedure

EMBASSY ENGLISH TRANSFER BETWEEN PROVIDERS POLICY AND PROCEDURE

1. PURPOSE

As a registered provider, Study Group Australia Pty Limited (SGA) must not knowingly enrol a student visa holder wishing to transfer from another provider prior to the student completing six months of his/her principal course. SGA are required to assess all such requests in accordance with Standard 7 of the National Code 2007 and SGA’s documented policy and procedures. Providers registered in Queensland must also address the requirements of Section 10 of the Education (Overseas Students) Regulation 1998 (Qld).

This policy applies to all Embassy student visa holders enrolled within ELICOS programs offered by SGA, trading as Embassy English. It does not apply to students transferring between SGA centres within the same state, but does, if the transfer is interstate.

2. TERMS AND CONDITIONS

Principal Course

The principal course of study is the main course of study to be undertaken by an overseas student where a student visa has been issued for multiple courses of study, i.e. a ‘package’ set of courses. The principal course would normally be the final course of study and that which leads to the highest qualification in the ‘package’. Where a study visa has been issued for only one course that course is the student’s principal course of study.

Letter of Release

A letter of release must be provided by the current provider. This letter indicates agreement to release a student so he/she can transfer to another institution where the student:

a) is on a student visa and

b) has not completed the first 6 months of his/her principal course.

It also provides information about whether or not the student:
a. demonstrated a commitment to his/her studies during the course;
b. had a good attendance record for the course; and
c. paid all fees for the course.

3. POLICY

3.1 Transfers to SGA from another Registered ProviderIn accordance with the National Code 2007, SGA will not enrol any international student visa holders who seek to transfer from another registered provider prior to their having completed six months of their principal course with that provider, except where:

a. / the original registered provider has ceased to be registered or the course in which the student is enrolled has ceased to be accredited; or
b. / the original registered provider has provided a written letter of release, agreeing to such a transfer; or
c. / 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 in his or her principal course; or
d. / 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.

3.1.1 Students who have studied longer than six months within their principal course can apply as normal, and no letters of release need to be sighted or produced.

Note:

If the applicant is in receipt of a Government scholarship, he/she needs to provide written support from this government agreeing to the change which will stand in lieu of any Letter of Release.

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. Before accepting such an enrolment, SGA however will need to verify the status of the original provider or course.

3.1.2 Relevant course previously completed

SGA will not issue a valid enrolment offer to a student who has previously completed a relevant CRICOS registered course unless it is satisfied that the student demonstrated a commitment to his/her previous studies, maintained a good attendance record, and paid all fees due for the course.

3.2 Transfers from SGA to another Registered Provider

The National Code 2007 requires SGA to assess requests from students for a transfer to another registered provider if the students have not completed six months of their principal course of study. SGA will consider all such requests for transfer fairly and take into consideration the individual circumstances of each student.

Onshore international students who wish to enrol into a course with another provider must submit a Provider Transfer Request Form along with a valid letter of offer from the other provider

Transfer may be granted:

a. where the student applies on personal or academic grounds that are unable to be resolved using Embassy Resources and

b. where the student has no outstanding fees owing to Embassy

a. where a student under 18 has written evidence that his/her parent supports the transfer and, if appropriate, written confirmation that the new provider will accept responsibility for approving the student’s accommodation, support and general welfare arrangements (as per Standard 5 of The National Code 2007);

Transfer will not be granted under the following circumstances:

a. where it could be considered detrimental to the student

b. where it may jeopardise the students progression through a package of courses

c. where the course the student wishes to transfer to is offered at Embassy and the students’ academic needs are met

d. the student has recently started studying the course and the full range of support services are yet to be provided

e. Embassy forms the view that the student is trying to avoid being reported by DIBP for failure to meet satisfactory academic progress or to meet attendance requirements

f. where the student does not provide sufficient documentation, including, but not limited to

· a valid letter of offer from the other provider

· written support from this government agreeing to the change which will stand in lieu of any Letter of Release If the applicant is in receipt of a Government scholarship, he/she needs to provide

g. the student has outstanding fees owing to Embassy

The student will be provided with written notification of the outcome of their application for transfer within 10 working days of SGA’s receipt of the application.

Students enrolled in a package should note that changing their preliminary courses(s) may have ramifications for entry into their principal course.

The transfer approval does not remove the requirement for the student to pay any outstanding fees nor does it indicate the agreement to provide any refund. Refunds are governed by the Cancellation and Refund policy, independent of this policy.

There is no restriction for transferring to another provider where a student has already studied six months within the principal course.

3.3 Transfer of an Under-18 Student

If the student is under 18 years of age, there must be written evidence that the student’s parent supports the transfer and, if relevant, written confirmation that the new provider will accept responsibility for approving a student’s accommodation, support and general welfare arrangements (Standard 5,The National Code) before the application can be considered. The welfare period nominated by the new provider must be at least the length of the student's CoE plus 7 days at the end of the CoE, or until the student turns 18.

Provision of these essential documents does not preclude SGA from refusing to release the student if the SGA believes the transfer would be to the detriment of the student.

4. PROCEDURE

For a request for transfer to be considered, completes and signs Embassy English Application for Deferrment, suspension or Termination of studies (which may be sent by email) to the relevant Centre Director, and include reasons and supporting evidence for the transfer request as detailed in 4.2. The Centre Director will make the decision as to whether a Letter of Release will be provided to the student. The evidence will be retained on the student’s file.

Students will be provided with written advice of the outcome of their request within 10 working days of SGA’s receipt of the application.

Where the transfer request is agreed, a Letter of Release will be granted at no cost to the student and he/she will be advised of the need to contact the Department of Immigration and Boarder Protection (DIBP) to ascertain whether a new visa is required.

If the request for transfer is refused, SGA will provide the student with written notification of the reasons for refusing the request and the student will be informed of his/her right to appeal against the refusal decision in accordance with Embassy’s Complaints and Appeals Procedure and that he/she has 20 working days from the nominated date in which to do so.

Administrator: / Carolyn Matthews
Contact Details: /
Last updated / 17/10/2014 Scox

PRO FORMA SAMPLE LETTER OF RELEASE

{DATE}

LETTER OF RELEASE

TO WHOM IT MAY CONCERN

Re: {STUDENT’S NAME} {eCoE ID Number}

This is to certify that {STUDENT’S GIVEN NAME AND FAMILY NAME} was studying a full-time {COURSE NAME} at {COLLEGE NAME AND LOCATION}.

{GIVEN NAME} commenced {HIS/HER} studies on {DATE} and was to complete {HIS/HER} studies on {DATE}. On {DATE}, {HE/SHE} advised the College of {HIS/HER} wish to transfer to {RECEIVING PROVIDER NAME AND LOCATION}. {HE/SHE} has not completed 6 months of {HIS/HER} principal course of study.

This request has been assessed against the College’s Transfer Policy, and the College has agreed to release {NAME} to enable this transfer to occur. Accordingly, {HIS/HER} enrolment will cease at {COLLEGE NAME AND LOCATION} as of {DATE}.

The student {HAS/HAS NOT} demonstrated a commitment to {HIS/HER} studies. Academic progress to date {HAS/HAS NOT} been satisfactory.

Attendance to date {HAS/HAS NOT} been satisfactory.

All relevant fees have been paid.

Yours faithfully

{SENDER’S DETAILS}

PRO FORMA SAMPLE LETTER OF RELEASE FOR UNDER 18 YEAR OLD STUDENT

{DATE}

LETTER OF RELEASE

TO WHOM IT MAY CONCERN

Re: {STUDENT’S NAME} {eCoE ID Number}

This is to certify that {STUDENT’S GIVEN NAME AND FAMILY NAME} was studying a full-time {COURSE NAME} at {COLLEGE NAME AND LOCATION}.

Because {NAME} is currently less than 18 years of age, written approval of this transfer has been received from {HIS/HER} parent or legal guardian. Written confirmation has been received from {RECEIVING PROVIDER} in acceptance of the responsibility for approving {NAME’S} accommodation, support and general welfare arrangements as per Standard 5 of The National Code.

The student {HAS/HAS NOT} demonstrated a commitment to {HIS/HER} studies. Academic progress to date {HAS/HAS NOT} been satisfactory.

Attendance to date {HAS/HAS NOT} been satisfactory.

All relevant fees have been paid.

Yours faithfully

PRO FORMA SAMPLE LETTER OF REFUSAL

{DATE}

{STUDENT’S NAME}

{STUDENT’S ADDRESS1}

{STUDENT’S ADDRESS2}

Dear {STUDENT’S GIVEN NAME}

On {DATE}, the College received written notification from you of your wish to cancel your current enrolment and to transfer to {NAME OF RECEIVING PROVIDER}. In accordance, with the College’s Transfer Policy, your application to transfer has been assessed within ten working days of its receipt.

You commenced your studies in {COURSE} at this College on {DATE}. You have therefore not yet completed 6 months in your principal course.

Your application was reviewed in accordance with the College’s Transfer Policy. It was decided not to provide a Letter of Release at this time because {INCLUDE ASSESSMENT CRITERIA AND REASONS FOR REFUSAL}. You are, of course, welcome to re-activate the application for transfer when the required six month period has passed.

You may also lodge an appeal against this decision through this college’s Complaints and Appeals Policy and Procedure. If you choose to do so, the appeal process must be commenced within twenty working days of the date on this letter. During this time (and if you choose to make an appeal, while your appeal is being considered) you must continue to attend classes and work towards completing course requirements.

Information on the Embassy English Grievance, Complaints and Appeals Policy and Procedure is located on the website at www.embassyenglish.com This process is offered at no additional cost.

If you wish to discuss this matter further, please make an appointment with {CONTACT PERSON}. You can bring a friend with you if you wish.

Yours sincerely

{NAME}

{CAMPUS DIRECTOR}

EMBASSY ENGLISH TRANSFER BETWEEN PROVIDERS POLICY AND PROCEDURE Version 3.0

Sample

APPLICATION FOR DEFERMENT TRANSFER OR

SUSPENSION OF STUDIES

Student Name / Student Number
Course Title
Requested Leave from Monday / Returning on Monday / Number of weeks
For early terminating students only:
Requested new end date (Last Friday at embassy)
Reason for Special Leave / Termination/ Transfer
SIGNATURE OF STUDENT / DATE OF APPLICATION
FOR OFFICE USE ONLY
APPLICATION ASSESSMENT PROCESS
Impact on CoE duration: 1 Yes 1 No - Details: ______
Compelling and compassionate circumstances verified? 1 Yes 1 No
Approved by Academic Manager or Centre Director: 1 Yes 1 No
Name: ______
Signature: ______
Date: ______
FOR OFFICE USE ONLY

Embassy English Transfer between Providers Policy and Procedure