1.0

PURPOSE

1.1

The purpose of this procedure is to address standard 7 of the revised National Code 2007 regarding transfer between registered providers

2.0

RESPONSIBILITY

2.1

The PEO is responsible for the implementation of this procedure and to ensure that staff and students are aware of its application and that staff implement its requirements.

3.0

REQUIREMENTS

3.1

A letter of release is only required by overseas students wishing to transfer to another college, within six months of starting a course with the College. After six months study at the College, the student may transfer to another college without the need of a letter of release.

3.2

Registered providers are restricted from enrolling transferring students in the first six months of their principal course of study except in accordance with Standard 7 of Part D the National Code. (See 5.4, 5.5 and 5.8 of this procedure).

3.3

No fees can be charged to the students by the College for issuing a letter of release.

3.4

If a letter of release is refused by a registered provider a student may appeal the provider’s decision.

3.5

This procedure shall be circulated to students and staff, through the student handbook and the staff handbook.

4.0

DEFINITIONS

4.1

N/A

5.0

METHOD

Letter of Release

5.1

During the first six months at the College a release letter is necessary in order for a student to transfer to another college. After six months no release letter is necessary.

5.2

Students applying for a letter of release, must apply on the appropriate form

5.3

Applications for a letter of release will be considered by the Student Services Manager and responded to within 14 days of being received by the College.

5.4

A letter of release will be granted in accordance with this procedure.

5.5

A letter of release will normally be granted in the following situations:

• The College is unable to continue to provide the course; or

• The student can demonstrate they are experiencing threat to physical or mental health or safety by remaining at the College and can demonstrate clearly how this will be alleviated through a transfer; or

• The current course of study is clearly not consistent with documented course requested for on their application.

5.6

A letter of release will normally be granted in the following situations:

• Student fees are in arrears; or

• The student does not satisfy any of the situation which normally lead to a letter of release being granted; or

• The proposed transfer will jeopardize the student’s progression through a package of courses; or

• The student has unsatisfactory academic progress and has been or is about to be reported to DIAC; or

• The student has unsatisfactory attendance and has been or is about to be reported to DIAC; or

• The student cannot prove a letter from anther registered provider confirming that a valid enrolment offer has been made.

5.7

If a letter of release is refused, reasons for the refusal will be documented in writing and the student will be informed of their rights of appeal using the College’s complaints and appeals procedure. A copy will be given to the student.

5.8

A copy of the student’s letter of release application; notes recording the assessment of the application and a copy of the response letter sent to the student by the College must be placed in the student’s file

Enrolling a transferring student

5.9

The College will not knowingly enroll a student wishing to transfer from another registered provider’s course, prior to the student’s completing six months of his or her principal course of study, except where:

• The original registered provider has ceased to be registered, or the course in which the student is enrolled has ceased to be registered;

• The original registered provider has provided a written letter of release;

• 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 his or her principal course; or

• 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.

5.10

In the event that the College knowingly enrolls a student wishing to transfer from another registered provider’s course, prior to the student completing six months of his or her principal course of study, documentary evidence of at least one of the four conditions listed above must be obtained and placed in the transferring student’s file.

5.11

The College will not seek to enroll a student who has not yet completed six months of their principle course of study with another registered provider, unless the requirements of the National Code are met, and then only in accordance with this procedure.

5.12

Applicants for Credit Transfer must complete the Credit Transfer application form, attach a copy of a verified Award or Statement of Attainment and submit the applications to the Administrator.

5.13

The Administrator must check the Award or Statement of Attainment and grant credit transfers for identical units that have been identified as being completed at another Registered Training Organization.

5.14

Verified copies of Qualifications and Statements of Attainment used as the basis for granting Credit Transfer must be kept in the student files.

5.15

Granting of Credit Transfer must be recorded as a module outcome in the student’s file.

5.16

After Credit Transfer is granted a student’s course schedule must be reviewed and modified to ensure a full time load and details of this placed on the student’s file.

5.17

Any course duration reduction as a result of Credit Transfer granted to students must be indicated on the electronic Confirmation of Enrolment, if granted prior to the issue of a visa, or on PRISMS if granted after the issue of a visa.

5.18

Refund of any tuition fee will be paid directly to the student or to the sponsor, as requested. However, if fees are paid by a third party (ie the agent), the refund may be payable to the party which paid, under such circumstances.

5.19

The application for release form can be obtained from Student Services Office during normal Office working hours. The application form for release can be obtained from the Student Services/Administration Office.