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Transfer between Registered Providers

Transfer between Registered Providers

Policy

The National Standard 7 restricts approved providers of courses to international
students (“registered providers”) from enrolling transferring students prior to the student completing 6 months of their principal course of study.

This policy is designed to ensure that Gold Coast Learning Centre does not enrol any transferring international student prior to 6 months of their principal course being completed, unless that student has a valid Letter of Release agreeing to such a transfer, or if other specific conditions are met.

This policy also details the procedures for assessing applications to transfer from the college to another registered provider within the initial 6 months of a student’s principal course.

After the first six months of the principal course, no restrictions apply.

Requirements

  • GCLC must not actively recruit students where the recruitment would conflict with the requirements of this procedure and/or Standard 7 of the National Code
  • No fee can be charged to the student by GCLC for issuing a letter of release
  • 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 the National Code.
    • the original registered provider has provided a written Letter of Release;
    • the original registered provider has ceased to be registered;
    • the original registered provider has had a sanction imposed on its registration by the government that prevents the student from continuing their principal course of study;
    • a government sponsor of the student considers the change to be in the student’s best interest and has provided written support for that change.

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

Procedures

Letter of Release

Students must apply for a letter of release on the appropriate form, this form can be accessed at GCLC, via GCLC’s website and email.

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

A letter of release will be granted in accordance with this procedure and only if the student can provide written confirmation that a valid enrolment offer has been made by another registered provider.

A letter of release will normally be granted, within 10 working days of the application, in the following situations:

  • GCLC 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 GCLC 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.
  • In exceptional compassionate circumstances beyond the students control, such as serious illness or death of a close family member (independent evidence of the exceptional circumstances is required) and the exceptional compassionate circumstances has led to a permanent change in the student’s circumstances that makes continued enrolment inappropriate.

A letter of release will normally not be granted in the following situations:

  • The requirements of the written agreement have not been met by the student; or
  • The student does not satisfy any of the situations which normally lead to a letter of release being granted; or
  • The proposed transfer will jeopardise 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 Department of Education and the Department of Home Affairs; or
  • The student has unsatisfactory behaviour and has been or is about to have their enrolment suspended or cancelled and be reported to Department of Education and the Department of Home Affairs; or
  • The student cannot provide a letter from another registered provider confirming that a valid enrolment offer has been made.

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 GCLC complaints and appeals procedure.

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 GCLC must be placed in the student’s file

Enrolling a transferring student

GCLC will not knowingly enrol 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 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; or
  • the original registered provider has provided a written letter of release; or
  • 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.

In the event that GCLC knowingly enrols 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.

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