Registered Providers Transfer Procedure - La Trobe University

DOCUMENT TYPE D
ACADEMIC 1
TEACHING AND LEARNING 1
INTERNATIONAL 8
NUMBER 001 Policy Database Document Reference Number 118001D
TRANSFER BETWEEN REGISTERED PROVIDERS PROCEDURE
Parent Policy Title Transfer between registered providers Policy
Associated
Documents
• LTUIC form ‘Request for a letter of release’.
• Pro forma LTUIC letter of release (L1) for students for whom ELICOS or
FSDP is their principal course.
• Pro forma LTUIC letter of recommendation (L2) for release to be sent to
LTI. (for package students).
• Pro forma LTUIC letter of rejection of release (L3) for students for whom
ELICOS or FSDP is the principal course.
• Pro forma LTUIC letter of recommendation for rejection of release (L4) to
be sent to LTI (for package visa students).
• National Code 2007 – Standard 7
Preamble Student visa conditions restrict students from transferring to another provider
within the first six months of the commencement of their principal course. In
line with the National Code Standard 7, La Trobe University International
College (LTUIC) enables students to apply for a transfer to another provider
within the first six months of their principal course. Each applicant must
demonstrate circumstances justifying the transfer in order for it to be granted.
After the first six months of the principal course, no restrictions will apply.
General Package visa students have a visa valid until the end of their undergraduate
or postgraduate degree. The principal course for package visa students is
their university degree. Many students have a package visa. This means
that they have enrolled in FSDP and a degree, and have a visa to cover both
courses OR they have enrolled in ELICOS, FSDP, and a degree to cover the
three courses, OR they have enrolled in ELICOS and a postgraduate degree.
In this case, the principal course is the degree. In such cases, ELICOS and
FSDP are not considered as principal courses. Such students are obliged to
complete ELICOS and/or FSDP plus six months of the degree program at La
Trobe University.
Table of Contents Item Section
Guidelines to consider a request for transfer between
registered providers
Guidelines providing reasonable grounds for LTUIC to refuse
a request for transfer
LTUIC’s options for a student to be released 3
LTUIC’s available options to refuse release 4
Time frame and cost 5
Application for release where ELICOS or FSDP is the 6
V2009-08-24 Transfer Between Registered Providers Procedure Page 1 of 6
1
2

DOCUMENT TYPE D
ACADEMIC 1
TEACHING AND LEARNING 1
INTERNATIONAL 8
NUMBER 001 Policy Database Document Reference Number 118001D
1. Guidelines to
consider a request
for transfer between
registered providers
2. Guidelines
providing reasonable
grounds for LTUIC to
refuse a request for
transfer
principal course
Application for release where the principal course is at
degree/postgraduate level (package visa)
LTUIC will take the following circumstances into account:
1. The student is sponsored, and the sponsor provides written support of
the change as it considers the change to be in the student's best
interests.
2. The student is under 18 years of age, and there is written evidence that
the student’s parent or legal guardian supports the transfer plus written
confirmation that the proposed new provider will accept responsibility for
accommodation, support and general welfare, as per Standard 5 of
National Code 2007.
3. The principal course is no longer offered by LTUIC or if LTUIC ceased to
be registered.
4. If LTUIC 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.
5. Demonstrable compelling or compassionate circumstances which could
be but are not limited to:
• severe illness or disability to self or close family member as evidenced
by a doctor’s certificate
• exceptional compassionate circumstances beyond the control of the
student, for example, bereavement, natural disasters
• a political, civil or natural event which prevents full payment of fees or
the student’s attendance
• compelling circumstances beyond control of student. Example: visa
delays
• La Trobe FSDP being unable to provide a subject that is core to the
student’s studies.
When assessing a student’s application for transfer under this policy, LTUIC
may refuse transfer based on the following grounds:
1. LTUIC is of the opinion the student is trying to avoid being reported to
DIAC for failure to meet attendance and/or academic requirements.
2. The transfer affects the student’s completion of a package course.
3. LTUIC is of the opinion the transfer would be detrimental to the student's
welfare, future study, and/or career goals.
4. The application for release from LTUIC is to transfer to another provider
offering a similar or equivalent course.
5. The student's documentation submitted to support their release does not
adequately support grounds on which a transfer would be granted.
6. The student appears to being subjected to inappropriate pressure by an
agent or other institution.
V2009-08-24 Transfer Between Registered Providers Procedure Page 2 of 6
7

DOCUMENT TYPE D
ACADEMIC 1
TEACHING AND LEARNING 1
INTERNATIONAL 8
NUMBER 001 Policy Database Document Reference Number 118001D
3. LTUIC’s options
for a student to be
released
5. LTUIC’s available
options to refuse
release
1. The student adviser/HOD will:
(a) prepare a letter of recommendation (L2) to release, and will forward
the letter and all supporting documentation to LTI (attention EA to
Director, LTI).
(b) Copy all documentation for LTUIC student file.
(c) Ensure application is assessed and letter of
recommendation/supporting documentation is forwarded to LTI
within four working days of receipt of application (given that LTI must
respond to student within ten working days of receipt of the initial
application to LTUIC).
2. LTI will further assess the application, and if in agreement with the LTUIC
recommendation, will issue a letter of release to the student, and copy
the letter to the LTUIC originator of the letter of recommendation.
3. The student adviser/HOD will prepare a variation (purple) form and
submit it to:
(a) Admissions, if the student has not yet commenced, or
(b) Front office, if the student has commenced their LTUIC program.
4. Admissions/Front office will:
(a) Prepare a letter of release, including an instruction that the student
should contact DIAC to obtain further advice regarding their visa
(b) Assess the student’s eligibility for a refund
(c) Notify DIAC via PRISMS
(d) Update LTUIC student records
(e) Record details of student’s release in ‘Student Release Request
Spreadsheet’.
(f) If the student is U.18 or sponsored, confirm release with the
parent/guardian/sponsor in writing.
1. The student adviser/HOD will:
(a) In consultation with the relevant Principal, prepare a letter of
recommendation (L4) to refuse release, clearly indicating the
reasons for refusal, and forward the letter and all supporting
documentation to LTI (attention EA to the Director, LTI)
(b) Copy all documentation for the student’s file
(c) Ensure application is assessed and letter of recommendation
/supporting documentation is forwarded to LTI within four working
days of receipt of application (given that LTI must respond to student
within ten working days of receipt of the initial application).
2. LTI will assess the application, inform the student of the outcome in
writing, and will copy the letter to the LTUIC originator of the letter of
recommendation.
3. Should the student exercise their right to appeal, LTUIC will maintain the
student’s enrolment throughout the appeal process.
4. Student adviser/HOD will advise front office to record details of the
release application in the ‘Student Release Request Spreadsheet’.
V2009-08-24 Transfer Between Registered Providers Procedure Page 3 of 6

DOCUMENT TYPE D
ACADEMIC 1
TEACHING AND LEARNING 1
INTERNATIONAL 8
NUMBER 001 Policy Database Document Reference Number 118001D
5. Time frame and
cost
6. Application for
release where
ELICOS or FSDP is
the principal course
5. If the student is U.18 or sponsored, the front office will advise the
parent/guardian/sponsor in writing.
As required by the National Code, LTUIC will respond in writing to the
student’s valid request within 10 working days.
In cases where a release is granted, a letter of release (L1) will be issued at
no cost to the student, in which the student will be advised of the need to
contact DIAC to seek advice on whether a new student visa is required. A
new visa may be required if the new course is in a different sector to the
original course or if there is an extension required to the student’s visa.
In cases where a release is refused, the student will be notified in writing
(L3). The written advice will include the reason/s for refusing the request and
will inform the student of their right to appeal the decision, in line with
Standard 8 of the National Code.
The student adviser/HOD will evaluate the application, in conjunction with the
relevant Principal.
Decision made to release student
1. The student adviser/HOD, after consultation with the relevant Principal,
will prepare a variation (purple) form and submit it to:
(a) Admissions, if the student has not yet commenced, or
(b) Front office, if the student has commenced their LTUIC program.
2. Admissions/front office will:
(a) Prepare a letter of release, including an instruction that the student
should contact DIAC to obtain further advice regarding their visa
(b) Assess the student’s eligibility for a refund as per student’s condition
of enrolment
(c) Notify DIAC via PRISMS
(d) Update LTUIC student records
(e) Record details of student’s release in ‘Student Release Request
Spreadsheet’; maintained by Front Office.
(f) If the student is U.18 or sponsored, confirm release with the
parent/guardian/sponsor in writing.
Decision made to refuse release
1. The student adviser/HOD, after consultation with the relevant Principal,
will prepare a letter informing the student of the reason/s for refusing
release, and their right to appeal, both internally and externally.
2. Should the student exercise their right to appeal, LTUIC will maintain the
student’s enrolment throughout the appeal process.
3. Student adviser/HOD will advise front office to record details of the
release application in the ‘Student Release Request Spreadsheet’.
4. If the student is U.18 or sponsored, the front office will advise the
parent/guardian/sponsor in writing.
7. Application for If a student has a package visa, where the final course is an LTU university
V2009-08-24 Transfer Between Registered Providers Procedure Page 4 of 6

DOCUMENT TYPE D
ACADEMIC 1
TEACHING AND LEARNING 1
INTERNATIONAL 8
NUMBER 001 Policy Database Document Reference Number 118001D
release where the
principal course is at
degree/postgraduate
level (package visa)
level program, the decision whether or not to release will be made by La
Trobe International (LTI). To facilitate LTI’s decision, LTUIC must make a
written recommendation to LTI.
The student adviser/HOD, in consultation with the relevant Principal, will
evaluate the application, and prepare a letter of recommendation to LTI.
Depending upon the sequence of courses contained in the package visa, the
recommendation shall be made and prepared as follows:
1. ELICOS followed by university degree
Letter of recommendation prepared by student adviser, in consultation
with Principal, Language Programs.
2. FSDP followed by university degree
Letter of recommendation prepared by HOD, in consultation with
Principal, FSDP.
3. ELICOS, followed by FSDP, followed by university degree
Letter of recommendation will be initially prepared by ELICOS student
adviser, in consultation with Principal, Language Programs. Paperwork
will then be forwarded to relevant HOD, FSDP, who either endorses
application or refers to Principal, FSDP, in cases where their
recommendation differs from the original recommendation. Principal,
FSDP, will further consult with Principal, Language Programs, to
determine final LTUIC recommendation.
Status New document. The implementation of the latest version of this policy
supersedes all previous versions.
Approval Body Policy approved by Academic Board 9 May 2007 minute reference 415.5.4.
Initiating Body Policy approved by Academic Board 9 May 2007 minute reference 415.5.4.
(From 2010, the initiating body will be the International Strategy Committee)
Definitions Principal Course - ELICOS is the principal course if the student has a visa
valid only for the duration of the ELICOS program. Likewise, Foundation
Studies and Diploma Program (FSDP) is the principal course if the student
has a visa valid only for the duration of the Foundation Studies or Diploma
program.
Incoming Transfers
Should a student enrolled with another provider request, within the first six
months of the commencement of their principal course at the originating
institution, to transfer to an LTUIC program, LTUIC Admissions must:
1. Inform the student they cannot be enrolled at LTUIC unless they provide
a written letter of release from their current registered provider.
2. If the student is U.18 or sponsored, inform the student that a written
approval from their parent/guardian/sponsor is required.
Date Effective March 2009
V2009-08-24 Transfer Between Registered Providers Procedure Page 5 of 6

DOCUMENT TYPE D
ACADEMIC 1
TEACHING AND LEARNING 1
INTERNATIONAL 8
NUMBER 001 Policy Database Document Reference Number 118001D
Next Review Date March 2010
Keywords Release Request, Principal course, Transfer from LTUIC, Incoming transfer.
Owner/Sponsor Principal, Foundation Studies and Diploma Programs/
Principal, Language Programs
Author Director, La Trobe University International College
Contact person or
area
icollege@latrobe.edu.au
V2009-08-24 Transfer Between Registered Providers Procedure Page 6 of 6