Applying for Admission

Christian Heritage College welcomes Overseas applicants who are over the age of 18.

If you wish to study at CHC but are not an Australian citizen, Australian permanent resident, New Zealand citizen or holder of a permanent humanitarian visa, you are considered to be an Overseas student and must apply for an Australian student visa.

If you are not presently in Australia, you will need to apply for a student visa at an Australian Diplomatic Mission in your home country before embarking for Australia. As the visa application process can be lengthy, you should make any enquiries sufficiently early to ensure that you are able to begin your studies at CHC at the time you desire.

If you are already in Australia – for example, you may be holidaying and hold a tourist visa – you may be able to apply for a student visa onshore at an office of the Department of Immigration and Citizenship (DIAC) of the Australian Government. Alternatively, you may already hold a student visa and be studying at another registered provider in Australia. In this case, there are special conditions that apply to transferring your studies to a course at CHC which are related to the length of time that you have been enrolled in your principal course (see Transferring from Another Provider on page 57 of this handbook).

Student visas generally last for the period of the course for which you are applying to enter and are granted on the condition that you leave Australia soon after completing your studies. If you wish to stay in Australia for your Graduation Ceremony (which usually takes place in March or April of the year after the completion of your course), you can apply in Australia for a visitor class visa.

More information regarding studying in Australia, and the conditions of and requirements for student visas, can be found at the Study in Australia website (www.studyinaustralia.gov.au) and the Australian Department of Immigration and Citizenship (DIAC) website (www.immi.gov.au).

Minimum Eligibility Requirements

Minimum English language and academic requirements must be met in order for you to be granted admission into courses at CHC. Both the level of your previous studies and the grades obtained will be considered in an assessment of your academic standard. Personal suitability requirements may also apply to particular courses.

English Language Requirements

If English is your second language and you have completed your schooling outside of Australia, you are required to demonstrate your proficiency in English before being accepted. This may be done in ONE of the following ways:

• Providing documentary evidence that all of your secondary schooling was conducted in English, and that you obtained a satisfactory pass in English in a British A-level exam, or local equivalent; or
• Obtaining an overall score of 6.5 or better in the International English Language Testing Service (IELTS) conducted by the British Council, with no individual band score less than 6.0. This test must have been undertaken within the two years prior to your application.

Overseas students who have successfully completed their Year 12 studies in Australia, and who have obtained a passing grade in English, are not required to undergo an IELTS test.

Certified copies of all relevant documentation in English must be supplied to CHC for your application to be processed.

Academic Requirements

If you are applying for an undergraduate course, you need to satisfy the following academic eligibility requirements:

• have satisfied any prerequisite study requirements; and
• have completed Year 12 (or equivalent), or met the requirements for entry via the alternative pathways of provisional entry or mature age entry.

If you are applying for a postgraduate course, entrance is based upon your prior undergraduate awards from approved higher education providers. In assessing your qualifications, CHC will consult the Australian Qualifications Framework (AQF) and the National Office of Overseas Skills Recognition (NOOSR) to ascertain the level of your award and its relevance to your proposed course. You are required to submit certified copies of official academic transcripts, showing all courses and units taken and all awards granted, unless your previous qualifications are from CHC, in which case you are not required to submit an official academic transcript. Please note that a copy of a testamur is insufficient, and that complete and certified official academic results only will be accepted as evidence of your previous studies.

Certified copies of all relevant documentation in English must be supplied to CHC for your application to be processed.

Personal Suitability

Personal suitability requirements vary from course to course.

In courses where personal suitability for professional practice is an important aspect of graduate outcomes, CHC’s entry procedures are intended to include an initial assessment, by interview and referees, of your likely personal suitability for these professions.

Since the qualities which make for success in professional practice are not solely academic, CHC will, to an extent consistent with the initial nature of an enrolment application, give consideration to personal attributes. In particular, the nature and level of motivation which is evident in the enrolment process will be considered as an element of the overall merit of your application, since these are qualities which are valued in professional practice.

You will be advised of any specific expectations and/or requirements of any course into which you seek entry. Courses may have specific requirements which are personally challenging to some students.

Applicants for School of Ministries courses are expected to provide, through a pastoral or other reference, evidence of aptitude and potential for ministry service in terms of temperament, personal qualities, interests and attitude, as well as qualities of personal integrity, diligence and stability by means such as school reports and character references.

Some professions have legal requirements related to the right to practise in that profession. In professions such as teaching, counselling, youth work and ministry, practitioners in Queensland are required to hold a Suitability Card for Child Related Employment (a “Blue Card”). Other States and Territories have similar requirements. If you wish to enrol in a course at Christian Heritage College which leads to an initial qualification in one of these professions, you must be able to apply successfully for a Blue Card in order to complete the practical requirements of your course.

The eligibility requirements for obtaining a Blue Card can be found on the Queensland State Government website (www.childcom.qld.gov.au).

Transferring from Another Provider

If you are currently in Australia on a student visa and are studying at another registered provider, there are conditions that apply if you wish to transfer your studies to CHC. These conditions are related to the length of time that you have been enrolled in your principal course. In all cases, students who wish to apply to transfer to CHC from another registered provider are subject to the minimum eligibility requirements outlined above.

If you have been enrolled in your principal course for more than six months, there are no restrictions which apply to you transferring to CHC, and you may simply follow the normal application processes.

If you have been enrolled in your principal course for less than six months, there are restrictions which apply to you transferring to CHC. In this case, you must follow the normal application processes and, if successful, you will be issued with a Letter of Offer from CHC. You must present this Letter of Offer to your current provider to obtain a Letter of Release. Your request for a Letter of Release will be subject to the policies and processes of your current provider.

If you are unsuccessful in obtaining a Letter of Release, you may wish to refer to the complaints and appeals processes offered to you by your current provider. CHC cannot proceed with your enrolment until you have been granted a Letter of Release from your current provider.

If you are successful in obtaining a Letter of Release, you must submit a certified copy of this letter to CHC, after which CHC can continue to process your application.

Please note that CHC will accept students who wish to transfer from another registered provider at the beginning of a semester only. Students who wish to transfer will need to make early application to allow time for the relevant processes to be completed prior to the beginning of classes for a particular semester.

Transfer of Credit and Recognition of Prior Learning

If you have completed previous higher education studies, you may be granted Transfer of Credit towards your course at CHC where these previous studies are comparable with CHC course requirements. You may also be eligible for exemption from units of your course, or parts of units, under Recognition of Prior Learning (RPL) provisions. RPL involves the determination of the competencies you have obtained through previous formal training, work experiences and/or life experiences and the advanced standing to which you are entitled as a result of these competencies.

It is your responsibility to make application for Transfer of Credit and/or Recognition of Prior Learning. While CHC staff may be able to make suggestions and give advice, the onus is on students to complete the appropriate application form(s), assemble the necessary documentation and submit the application(s).

A non-refundable application fee is charged to cover the costs of processing applications Transfer of Credit and/or Recognition of Prior Learning. Where applications are successful, a further fee per credit point granted is charged. Information regarding fees and charges at CHC are available on the CHC website.

It is CHC’s policy that Overseas students must apply for Transfer of Credit and/or Recognition of Prior Learning at the same time as making Application for Admission to CHC in order that any credit and/or exemptions granted are taken into consideration when determining the course end date which will appear on your Confirmation of Enrolment (CoE). These evaluation processes include the development of a personal study plan which you are required to follow so that you finish your course within the proposed length of time. Applications for Transfer of Credit and/or Recognition of Prior Learning will not be accepted after you commence your studies.

Documentation required

Transfer of Credit and Recognition of Prior Learning procedures involve a consideration of the documentary evidence submitted, and may also involve an interview or practical test where appropriate. Depending upon the nature of your application for Transfer of Credit and/or Recognition of Prior Learning, some or all of the following documentation is required:

• certified copy of your official academic transcript for previous courses and/or units;
• unit outlines for individual units for which Transfer of Credit is sought;
• if the institution is not a recognised higher education institution, a statement regarding the accreditation status of the courses and/or units;
• for Recognition of Prior Learning, descriptions and/or documented evidence of such learning;
• any other relevant documentation or information to support your application.
Evaluation procedures

On receipt of an application for Transfer of Credit and/or Recognition of Prior Learning, the Course Coordinator will nominate an Assessor, who will normally be an instructor for the relevant unit(s). The Course Coordinator may choose to handle an application personally, and may seek additional advice if it is thought necessary. The Assessor will make a judgement about the equivalence of the studies and/or experiences you are claiming. In making such judgements, the Assessor may undertake a number of processes:

• verifying the accuracy, authenticity and reliability of the documentation submitted;
• interviewing the applicant;
• consulting referees;
• conducting a practical test of the applicant’s competencies;
• peer review and moderation;
• consulting other authorities.

The Assessor will use such evidence to complete a profile of each application on a checklist of requirements for the relevant course, unit or section of a unit. A determination about transfer of credit, advanced standing or exemptions is made on the basis of the completed profile.

Outcome of the evaluation

You will be notified in writing of the outcome of your application and of any effect on your course duration. This notification will be included in the Written Agreement which is included in your Offer Pack (see Accepting an Offer on page 54 of this handbook). Your signing of the Written Agreement signifies that you accept the outcome of your application for Transfer of Credit and/or Recognition of Prior Learning.

Should you not be satisfied with the decision regarding your application for Transfer of Credit and/or Recognition of Prior Learning and wish to request a formal review of this decision, please refer to the Overseas Student Grievances policy (see page 16 of this handbook).

How to Apply for Admission to CHC

There are different procedures which apply to making an application, depending upon your individual circumstances as outlined below.

In your Home Country

If you are in your home country, you should follow the steps below in making an application to study at CHC:

1. Complete an Application for Admission – Overseas Students form and an Application for Transfer of Credit form (if applicable), including all required attachments and certified copies of all relevant documents;
2. Submit certified copies of passport information;
3. Submit the application, together with the Application Fee, to CHC by mail.

In Australia on a Tourist Visa or other Non-student Visa

If you are in Australia on a tourist visa or other non-student visa, you should follow the steps below in making an application to study at CHC:

1. Complete an Application for Admission – Overseas Students form and an Application for Transfer of Credit form (if applicable), including all required attachments and certified copies of all relevant documents;
2. Submit certified copies of passport and visa information;
3. Submit the application, together with the Application Fee, to CHC by mail or in person.

In Australia on a Student Visa

If you are in Australia on a student visa and are wishing to transfer to CHC from another registered provider, you should follow the steps below in making an application to study at CHC:

1. Complete an Application for Admission – Overseas Students form and an Application for Transfer of Credit form (if applicable), including all required attachments and certified copies of all relevant documents;
2. Submit certified copies of passport and visa information;
3. Submit the application, together with the Application Fee, to CHC by mail or in person.

If your application is successful, you will be issued with a Letter of Offer from CHC for submitting to your current provider, following its procedures, in order to obtain a Letter of Release. If granted, you are to submit a certified copy of this Letter of Release to CHC in order that the processing of your application to CHC can continue.

The following closing dates for Applications for Admission apply to the CHC 2008 academic calendar:

• Semester 1, 2008 (February 2008 – June 2008) October 31, 2007
• Semester 2, 2008 (July 2008 – November 2008) May 31, 2008

Applications may be made after these dates: however, Overseas applicants should be aware that visa application processes can be lengthy and that late applications may mean that visa approvals are not granted in time for the beginning of the desired semester. No late fees apply to the submission of applications after the closing dates.

Accepting an Offer

You will be notified in writing of the receipt of your application.

If your application is successful, you will receive an Offer Pack, which includes a Letter of Offer, a Written Agreement, a Welcome CD.

The Letter of Offer will indicate the name and code of the course into which you are being offered admission, your CHC Student Number, the name of your Course Coordinator and any important dates you should note with regard to the returning of the Written Agreement and your Orientation activities. You are to keep this letter for your own records.

The Written Agreement sets out for you important information regarding the following:

• the name and code of the course into which you are being offered admission;
• any conditions relating to your enrolment, including any Transfer of Credit/Recognition of Prior Learning granted and its implications for your course end date;
• an itemised list of the fees to be paid in accepting the offer of admission;
• the CHC Code of Conduct;
• the Refunds for Overseas Students policy;
• the Overseas Student Grievances policy;
• the circumstances in which your personal information may be shared between CHC, the Australian Government and other relevant authorities (this information includes personal and contact details, course enrolment details and changes, and the circumstances of any suspected breach of the conditions of your student visa); and
• the necessity for you to notify CHC of a change of address while enrolled in your course.

You will receive two copies of the Written Agreement which you are to sign: one which you are to sign and keep for your own records, and one which you are to sign and return to CHC. Please note that you are required to return the Written Agreement by the date specified on your Letter of Offer to indicate your acceptance or rejection of the offer of admission.
It is necessary for you to make payment of certain fees and charges to accept the offer of admission at CHC. These are indicated in the Written Agreement and consist of the first year’s tuition fees and the Overseas Student Health Cover premium (see page 48 of this handbook). Payment of these fees is to be made in Australian dollars concurrently with the returning of the Written Agreement. Methods of payment include bank cheque or international bank draft made payable to Christian Heritage College, and electronic funds transfer, details for which are available from the CHC Business Office. Please do not send payment prior to returning your Written Agreement. If this occurs, the payment cannot be processed until CHC receives your Written Agreement, which may mean that the finalising of your enrolment is delayed. When both your Written Agreement and payment are received, your enrolment at CHC will be confirmed in writing and you will be issued with a Confirmation of Enrolment (CoE), which is required for your student visa application.

The Welcome CD contains information concerning a wide range of CHC services and facilities, as well as various guides and publications which will be of use to you during your enrolment at CHC. In particular, the Student Handbook and Unit Selection Guide which relate to the School which offers your course will assist you to complete the various forms which are included on the CD for you to print, complete and return with your Written Agreement.

Should your Application for Admission be unsuccessful and you wish to request a formal review of this decision, please refer to the Overseas Student Grievances policy (see page 16 of this handbook).

Applying for a Student Visa

Once you have accepted your offer of a place at CHC, you can apply for a student visa from the Australian Embassy, High Commission or Diplomatic Mission in your home country. The locations of these offices can be obtained from the Department of Immigration and Citizenship (DIAC) website (www.immi.gov.au). If you are in Australia, you should contact DIAC for information regarding visa applications. To apply for a student visa, you will require:

• a Letter of Offer from CHC;
• a Confirmation of Enrolment (CoE) from CHC;
• evidence of payment of Overseas Student Health Cover (OSHC);
• a medical check-up, if and as required by legislation; and
• proof of financial support, if and as required by legislation.

After your student visa has been granted, you are to provide CHC with certified copies of the relevant documents.

Changing your Enrolment

There are various changes to your enrolment that can occur once you have begun your studies at CHC. These changes may be initiated at your request, or by CHC where grounds exist to do so. These changes are explained below. All forms to which the following sections refer are available from the CHC Reception and the CHC website.

Contact Details

Australian student visas require that Overseas students inform their higher education provider of any changes to their contact details. It is important that CHC has up-to-date Australian residential addresses, phone numbers and email addresses for its Overseas students. If your contact details change while you are enrolled at CHC, you are to submit a ‘Change to Personal Details’ form to the CHC Reception.

Changing your Course

It is possible that, once students have commenced their studies at CHC, they wish to change their course. This may result from various factors, such as a change to or growing awareness of their interests or an inability to meet certain requirements of the original course. If you wish to enquire about changing your course, you are to consult the Registrar’s Office regarding the processes involved and the implications of this action for your student visa. You should also speak to the Course Coordinators of both your current and your proposed courses. Please note that restrictions apply regarding the point in a semester at which a new course and/or new units may be entered.
To apply to change your course, you are to complete an ‘Application to Transfer Course’ form and submit it, and any supporting documentation, to the CHC Reception by the date indicated on the form (this is determined by the semester in which the transfer is to take effect). Due to the processing time involved, any such applications should be made early. If you have completed any previous studies, other than CHC studies, which you wish to be considered for transfer of credit into your new course, you must complete and submit an ‘Application for Transfer of Credit’ form, and any supporting documentation, with your ‘Application to Transfer Course’ form (see Transfer of Credit and Recognition of Prior Learning on page 52 of this handbook).

In making a decision regarding an application to change course, CHC will assess your meeting of the entry requirements for your proposed course. If it is determined that you meet these entry requirements, CHC will then consider any applications for Transfer of Credit, as well as any completed CHC studies, and apply them to your proposed course in order to determine a new course end date.

You will be advised in writing of the outcome of your application.

If your application to change your course is approved, you will be sent a new Written Agreement which sets out your new course details. Once you have signed and returned this agreement, and paid any associated fees, CHC will issue you with a new Confirmation of Enrolment (CoE). You should be aware that this action will affect your student visa, and that you will need to contact DIAC to apply for a new student visa.

Should your application to change your course be denied, you are able to request a formal review of this decision (see the Overseas Student Grievances policy on page 16 of this handbook). Your enrolment will be maintained in your original course of study during any such review process. If a review process finds in your favour, the process will proceed as described above. If a review process upholds CHC’s original decision, you may choose to remain in your original course or to cancel your enrolment at CHC (see Cancelling your Enrolment on page 60 of this handbook).

Changing your Unit Selection

Circumstances may arise where you wish to change the units you have selected for a particular semester.

If, after the submission of a ‘Unit Selection’ form you wish to change the units in which you are enrolled for a particular semester, you are to submit an ‘Application for Change to Unit Selection’ form to the CHC Reception. This should be done in consultation with both your Course Coordinator and the CHC Registrar’s Office to ensure that all conditions relating to your student visa continue to be met. You should be aware that there are academic and financial implications associated with changing your unit selection after the Census Date of a semester (see the Refunds for Overseas Students policy on page 48 of this handbook).

Deferring your Studies

The conditions of your student visa allow you to apply to postpone the commencement of your studies or to defer your studies (temporarily suspend your enrolment in your course) where there are compassionate or compelling reasons to do so. These are generally circumstances which are beyond your control and which have an impact upon your course progress or wellbeing. Such grounds could include, but are not limited to:

• serious illness or injury, where a medical certificate states that you are unable to attend classes;
• bereavement of close family members such as parents or grandparents (where possible a death certificate should be provided);
• major political upheaval or natural disaster in your home country which requires emergency travel;
• a traumatic experience, such as involvement in or witnessing of a serious accident, or witnessing or being the victim of a serious crime (these cases should be supported by police or psychologists’ reports);
• CHC not being able to offer a prerequisite unit; or
• your inability to begin studying on the course commencement date due to a delay in receiving a student visa.

Deferral from a course at CHC is available to Overseas students at the time of commencement and to students who have successfully engaged in at least one semester of study within their course. Where a student is eligible, deferral is available prior to the Census Date of the semester for which the deferral is sought only. Applications to defer do not attract a fee.
You may defer for whole semester periods only. The initial period of deferral is one semester, after which you may apply for a further period of one semester. This further period of deferral may be granted if you can demonstrate that it is in your best interest and will be of academic benefit.

If you wish to discontinue your studies after the Census Date in a semester, you should apply for a suspension of your studies (see Suspending your Enrolment on page 58 of this handbook). There are both academic and financial conditions which apply should you wish to suspend your enrolment after the Census Date for a particular semester (see the Refunds for Overseas Students policy on page 48 of this handbook).

Approved periods of deferral do not contribute to time limits for course completion, but you should be aware that the granting of a period of deferral may have consequences for your course in terms of the sequencing and availability of units, and thus for your expected course end date.

All Library borrowing rights and access to CHC services are suspended for the period of deferral.

Should you wish to defer your studies, you should first consult your Course Coordinator and the CHC Registrar’s Office for advice concerning your student visa; should you then wish to proceed with the deferral you are to submit an ‘Application to Defer’ form, and any documentary evidence to support your application, to the CHC Reception. Applications to defer may be rejected for academic reasons at the discretion of the Dean of the School in which your course is offered. CHC will assess your application and advise you in writing of its decision.

Should your application be approved, CHC will notify DEST of the deferral of your enrolment and any impact it has upon your expected course end date. Should your expected course end date be extended as a result of the deferral of your enrolment, you will be issued with a new Confirmation of Enrolment (CoE), either prior to beginning your period of deferral or upon your notifying CHC of the date of your intended return (see Completion Within the Expected Duration of Study on page 10 of this handbook). You will also be notified of the date by which you will need to contact your Course Coordinator regarding the processes which apply to your return from the period of deferral.

In the event that your application is denied, you have 20 working days in which to request a formal review of this decision, as outlined in the Overseas Student Grievances policy (see page 16 of this handbook). Should you choose to access these procedures, your enrolment will be maintained and CHC advises that you should remain in your classes until the process is complete. You will be advised in writing of the outcome of any review process.

Should your application be denied, either as an initial decision by CHC or as the result of a review which upholds this decision, or if you request a review of the decision but then withdraw from the process, your enrolment will continue unchanged.

In general, if you have been granted a period of deferral which is 28 days or longer you are required to return to your home country, unless special circumstances exist. While it is CHC which determines your enrolment status, it is DIAC that decides whether you may remain in Australia during the period of deferral or if you must return home. You should contact DIAC if you have any questions regarding whether or not you are allowed to remain in Australia throughout the period of your deferral.

Please note that a decision which grants you permission to defer your studies such that your expected course end date is extended will affect your student visa. In this case, you will need to contact DIAC to apply for a new student visa.

Transferring to Another Provider

Students who are in Australia on a student visa are able to transfer their enrolment to another registered provider following the completion of six months of study in their principal course of study at their original provider. In some circumstances, transfer may be permitted prior to this six-month period.

In the event that you wish to transfer from CHC to another registered provider, you should consult your Course Coordinator and the CHC Registrar’s Office for advice concerning your student visa; should you then wish to proceed with the transfer, the following provisions apply according to whether you are seeking to transfer after or prior to the six-month period.
If you wish to transfer from CHC to another registered provider after the completion of the six-month period, you must submit an ‘Advice of Withdrawal’ form to the CHC Reception. You should be aware that there are academic and financial implications associated with withdrawing from your course depending upon the time in the semester that you withdraw, and that certain fees and charges apply to withdrawing from your course (see Other Fees and Charges on page 47 and the Refunds for Overseas Students policy on page 48 of this handbook). Please note that transferring providers may require that you be granted a new visa, and you should seek advice from DIAC in this regard. Following the completion of these processes, CHC will notify DEST of your transfer and your Confirmation of Enrolment (CoE) will be cancelled.

If you wish to transfer from CHC to another registered provider prior to the completion of the six-month period, you must provide CHC with a certified copy of a valid offer of enrolment from another registered provider and an ‘Advice of Withdrawal’ form, after which CHC will provide you with a Letter of Release for sighting by your new provider. You should be aware that there are academic and financial implications associated with withdrawing from your course depending upon the time in the semester that you withdraw, and that certain fees and charges apply to withdrawing from your course (see Other Fees and Charges on page 47 and the Refunds for Overseas Students policy on page 48 of this handbook). Please note that transferring providers may require that you be granted a new visa, and you should seek advice from DIAC in this regard. Following the completion of these processes, CHC will notify DEST of your transfer and your Confirmation of Enrolment (CoE) will be cancelled.

Suspending your Enrolment

Under the guidelines which govern the enrolment of Overseas students in Australia, CHC is able to grant to students a suspension of studies in compassionate or compelling circumstances only (see Deferring your Studies on page 56 of this handbook). The guidelines also allow CHC to suspend a student’s enrolment on the grounds of misconduct (see the Code of Conduct on page 13 of this handbook).

Depending upon the nature of the circumstances which pertain to the suspension, the period of suspension may vary from one week to one whole compulsory study period. Further, the duration and nature of the suspension may have implications for students’ courses in terms of the sequencing and availability of units and, therefore, for their expected course end date and student visa.

Students are not charged a fee to have their enrolment suspended; however, there may be academic and financial implications should the suspension occur after the Census Date in a particular semester (see the Refunds for Overseas Students policy on page 48 of this handbook).

Approved periods of suspension do not contribute to time limits for course completion, but you should be aware that the granting of a period of suspension may have consequences for your course in terms of the sequencing and availability of units, and for the expected course end date and student visa.

In general, if you have been granted a period of suspension which is 28 days or longer you are required to return to your home country, unless special circumstances exist. While it is CHC which determines your enrolment status, it is DIAC that decides whether you may remain in Australia during the period of suspension or if you must return home. You should contact DIAC if you have any questions regarding whether or not you are allowed to remain in Australia throughout the period of your suspension.

All Library borrowing rights and access to CHC services are revoked if the suspension is for misconduct or if you leave the country.

Suspension Initiated by Students

To request a period of suspension, you are to apply in writing to the Registrar’s Office outlining the compassionate or compelling circumstances which are the basis of your request. This application should include the proposed dates for, or the duration of, the period of suspension.

If, after the Census Date for a semester, you wish to have your enrolment suspended for a portion of that semester, it is understood that you intend to return to and to complete your studies for the semester. Consequently, no refund of tuition fees is available.

If, after the Census Date for a semester, you wish to have your enrolment suspended for the remainder of that semester, it is understood that you do not intend to return to or to complete your studies for the semester. In this instance, you should contact the CHC Business Manager regarding whether or not a refund for that semester’s tuition fees is available to you (see the Refunds for Overseas Students policy on page 48 of this handbook). The Business Manager will advise you in writing of the outcome of your request. If you are not satisfied with this decision, you have 20 working days in which to request a formal review of the decision, as outlined in the Overseas Student Grievances policy (see page 16 of this handbook). You will be advised in writing of the outcome of any review process.

You will be advised in writing of the outcome of your request for a suspension. You will also be advised that the period of suspension may have consequences for your course in terms of the sequencing and availability of units, and for the expected course end date and student visa.

If a period of suspension is granted and your expected course end date is not affected, CHC will notify DEST of the suspension.

If a period of suspension is granted and your expected course end date is affected, CHC will notify DEST of the suspension and will create a new Confirmation of Enrolment (CoE) which indicates your revised course end date. You should be aware that this action will affect your student visa, and that you will need to contact DIAC to apply for a new student visa.

Applications for a period of suspension may be rejected by CHC in accordance with its procedures for assessing such requests. If a period of suspension is not granted, you have 20 working days in which to request a formal review of this decision, as outlined in the Overseas Student Grievances policy (see page 16 of this handbook). Should you choose to access these procedures, your enrolment will be maintained and CHC advises that you should remain in your classes until the process is complete. You will be advised in writing of the outcome of any review process.

Suspension Initiated by CHC

CHC may become aware of alleged student misconduct through a range of circumstances and/or sources. Such misconduct may lead to the suspension of a student’s enrolment (see the Code of Conduct on page 13 of this handbook). Depending upon the nature of the circumstances involved, this period of suspension may vary from one week to one whole compulsory study period.

Upon becoming aware of alleged student misconduct, CHC will undertake a process to determine the accuracy of this information. This process will involve the conducting of at least one interview with the student to whom the alleged misconduct applies, and any other measures which CHC deems to be appropriate. The student for whom suspension is proposed may be assisted by a third party at any time in the initial interview or any subsequent process.

Where CHC has determined that misconduct has occurred and that suspension of enrolment is the appropriate response, the student concerned will be notified in writing of the intention to suspend, of the period of suspension, and the reasons for this decision.

If CHC notifies you that it intends to suspend your enrolment as a result of misconduct, you may choose to accept this outcome or, alternatively, you have 20 working days in which to request a formal review of this decision, as outlined in the Overseas Student Grievances policy (see page 16 of this handbook). Should you choose to access these procedures, your enrolment status will be maintained until their conclusion, at which point it will be reviewed according to the outcome of the process. However, you may or may not be offered learning opportunities during the 20 working days or any subsequent review period.

CHC will not report the suspension of your enrolment to DEST prior to the expiration of these 20 working days.

Should you choose to access the Overseas Student Grievances policy, the suspension of your enrolment will not be reported until after the conclusion of the review process, depending upon its outcome. You will be advised in writing of the outcome of any review process.

Should any such review process find in your favour, your enrolment will continue. Should any such review process uphold the decision to suspend, CHC will notify DEST of the suspension of your enrolment. You should be aware that this outcome may affect your student visa, and your individual circumstances will be assessed by DIAC in any decision regarding your student visa.
Please note that the Overseas Student Grievances policy contains provision for you to access an external review process should you not be satisfied with the outcome of the internal review process. However, should you choose to access this external process, CHC may choose to notify DEST of its intention to suspend your enrolment prior to its completion.

Further, although CHC must generally wait until the completion of the internal review process to notify DEST of its intention to suspend your enrolment, should you choose to access it, provision exists for this notification to occur earlier if CHC believes that there are extenuating circumstances which relate to your welfare. Such circumstances could include, but are not limited to you:

• being missing;
• having medical concerns, severe depression or psychological issues which lead CHC to fear for your wellbeing;
• engaging or threatening to engage in behaviour that is reasonably believed to endanger yourself or others;
• being at risk of committing a criminal offence.

If a period of suspension is granted and your expected course end date is not affected, CHC will notify DEST of the suspension.

Cancelling your Enrolment

CHC recognises that the needs of Overseas students can change during their studies and that at times it may be necessary for students to withdraw from their course. This may be due to students wishing to withdraw to return to their home countries – for example, due to changed family circumstances or an inability to meet the academic demands of their course – or to transfer to another registered provider to undertake a different course of study (see Transferring to Another Provider on page 57 of this handbook).

Also, under the guidelines which govern the enrolment of Overseas students in Australia, CHC is able to cancel a student’s enrolment on the grounds of failing to make satisfactory course progress or gross misconduct (see Satisfactory Course Progress on page 12 and the Code of Conduct on page 13 of this handbook).

All Library borrowing rights and access to CHC services are revoked upon the cancellation of your enrolment.

Cancellation Initiated by Students

You may choose to withdraw from your course at any time, although there are both financial and academic implications associated with this action depending upon whether it occurs prior to, or following, the Census Date for the semester in which you withdraw. You should also be aware that certain fees and charges apply to withdrawing from your course (see Other Fees and Charges on page 47 and the Refunds for Overseas Students policy on page 48 of this handbook).

Should you wish to withdraw from your course, you should first consult your Course Coordinator and the CHC Registrar’s Office for advice concerning your student visa; should you then wish to proceed with the withdrawal, you should submit an ‘Advice of Withdrawal’ form to the CHC Reception. Upon receipt of this form, CHC will notify DEST of your withdrawal, and your Confirmation of Enrolment (CoE) will be cancelled. You should contact DIAC with regard to the status of your student visa following your withdrawal.

You should also submit an ‘Advice of Withdrawal’ form as part of the process associated with transferring to another registered provider (see Transferring to Another Provider on page 57 of this handbook).

Students who request a cancellation of enrolment and whose enrolment is cancelled on or before to the Census Date in a particular semester receive a full refund of any tuition fees paid for that semester less a Withdrawal fee, and do not suffer any academic penalty. The amount of this Withdrawal fee is published on October 1 in each preceding year and is available on the CHC website.

Students who request a cancellation of enrolment and whose enrolment is cancelled after the Census Date in a particular semester do not receive any refund of tuition fees paid for that semester and should be aware that academic penalties will apply depending upon the point of the semester at which the cancellation is effective (see the Refunds for Overseas Students policy on page 48 of this handbook).

Please note that requests for cancellation will not be processed until all outstanding monies, such as Library fines or late fees, are paid. If payment of these monies is not made on or before Census Date, students will be liable for their full tuition fees for that semester and no refund will be given.

Cancellation Initiated by CHC

It is a condition of your student visa that you maintain satisfactory course progress (see Satisfactory Course Progress on page 12 of this handbook). If, following the processes associated with any intervention strategies implemented by CHC, you are deemed as failing to maintain satisfactory course progress, CHC will notify you in writing that it intends to report you to DEST and to cancel your enrolment. The action of cancelling your enrolment in this regard will occur at the end of a compulsory study period only, and will be based upon the grades awarded for the units in which you were enrolled in that study period. The notice of CHC’s intention to report you to DEST for failing to make satisfactory course progress will be issued prior to the commencement of the next compulsory study period.

Further, CHC may become aware of alleged gross student misconduct through a range of circumstances and/or sources. Such misconduct may lead to the cancellation of a student’s enrolment (see the Code of Conduct on page 13 of this handbook). Upon becoming aware of alleged student misconduct, CHC will undertake a process to determine the accuracy of this information. This process will involve the conducting of at least one interview with the student to whom the alleged misconduct applies, and any other measures which CHC deems to be appropriate. The student for whom cancellation is proposed may be assisted by a third party at any time in the initial interview or any subsequent process.

Where CHC has determined that gross misconduct has occurred and that cancellation of enrolment is the appropriate response, the student concerned will be notified in writing of the intention to cancel and the reasons for this decision.

If CHC notifies you that it intends to cancel your enrolment, you may choose to accept this outcome or, alternatively, you have 20 working days in which to request a formal review of this decision (see the Overseas Student Grievances policy on page 16 of this handbook). Should you choose to access these procedures, your enrolment status will be maintained until their conclusion, at which point it will be reviewed according to the outcome of the process. However, you may or may not be offered learning opportunities during the 20 working days or any subsequent review period.

CHC will not report the cancellation of your enrolment to DEST prior to the expiration of these 20 working days.

Should any such review process find in your favour, your enrolment will continue. Should any such review process uphold the decision to cancel, CHC will notify DEST of the cancellation of your enrolment. You should be aware that this outcome will affect your student visa, and your individual circumstances will be assessed by DIAC in any decision regarding your student visa.

Please note that the Overseas Student Grievances policy contains provision for you to access an external review process should you not be satisfied with the outcome of the internal review process. However, should you choose to access this external process, CHC may choose to notify DEST of its intention to cancel your enrolment prior to its completion.

Further, although CHC must generally wait until the completion of the internal review process to notify DEST of its intention to cancel your enrolment, should you choose to access it, provision exists for this notification to occur earlier if CHC believes that there are extenuating circumstances which relate to your welfare. Such circumstances could include, but are not limited to you:

Students whose enrolment is cancelled by CHC on the grounds of failing to make satisfactory course progress will not receive any refunds for units for which final grades have been awarded. The action of cancelling a student’s enrolment in this regard will occur at the end of a compulsory study period only, with that student being deemed not to be making satisfactory course progress based on the grades awarded for the units in which they were enrolled in that semester. The notice of CHC’s intention to report the student to DEST for failing to make satisfactory course progress will be issued prior to the commencement of the next compulsory study period. Should any monies have been paid as tuition fees in advance for the following semester, and the student does not access the Overseas Student Grievances policy, these monies will be refunded following the expiration of the 20 working days within which the student may request a formal review of the decision, and in accordance with the Refunds for Overseas Students policy (see page 48 of this handbook). Should the student choose to access the Overseas Student Grievances policy, these monies will be refunded following the conclusion of the review process where the outcome is to uphold CHC’s decision to cancel. In the event that the review process finds in the student’s favour, the student may continue in their original course or to cancel their enrolment at CHC. If the student chooses to continue in their original course, no refunds will be available. If the student chooses to cancel their enrolment at CHC, the monies will be refunded, less a Withdrawal fee. The amount of this Withdrawal fee is published on October 1 in each preceding year and is available on the CHC website.

Students whose enrolment is cancelled by CHC on the grounds of gross misconduct will not receive any refunds and will have academic penalties applied, regardless of the point in the semester at which the cancellation takes effect. A grade of ‘WF (Withdraw Fail)’ will be recorded on the student’s Academic Transcript for all units in which the student is enrolled at the time of the cancellation.

If a decision is made not to provide learning opportunities to a student during the 20 working days or any subsequent review period, and the review finds in favour of the student, no refunds will be given. However, if it is impracticable for the student to complete the requirements of any units in which they are enrolled due to the reduced or withdrawn learning opportunities, the student will be permitted to undertake the specific units involved, or comparable units, in a subsequent semester and will not incur any tuition fees for those units.