Information for Students

INFORMATION FOR STUDENTS

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Assessment Policy

Assessments are conducted every Friday and test students’ Listening, Speaking, Reading and Writing skills. Remember: Students are expected to spend a minimum of 10 weeks at each General English level and EAP courses

‘Level Up’ Transfer Policy

When you start your English studies at IESC, you complete a Placement Test and do an interview with the Director of Studies. We then put you in a class to match your English language level, e.g. Elementary, Pre-Intermediate, etc.

How long do I study at each level?

You must complete 10 weeks of study at each level:

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When can I ‘move up’ class?

Students can ‘move up class’ if:

  1. They have completed 10 weeks of their English level;
  2. They have 80% or higher attendance;
  3. The have passed most of their Friday tests;
  4. If their teacher believes they are ready to ‘move up’ class and the Director of Studies gives approval.

A student cannot ‘move up class’ if they do not meet these requirements.

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English Only Policy

Students may not use any other language in class other than English unless they are permitted to do so by their teacher. Failure to observe this rule will result in a warning letter. Remember that everyone in the class has paid to study and practise English. Your classmates need you in order to improve. You are expected to use class as an opportunity to practise your English skills.

Mobile Phones in Classrooms

Mobile phones must be switched off or kept on “vibrate” when students attend lessons. If a student is expecting a call for employment, family illness or any other call which is considered critically important, the student needs to inform the teacher of the possible call before class. The student is to take the call outside of the classroom.

The teacher may mark students absent for long phone calls taken during class. Students receiving calls during class often will be given a warning letter.

Timetable

On your first day of class at IESC, you will be allocated a class suited to your English level and based on the results of your placement test and oral interview.
Timetable

Working while studying

A focus on study is important but we recognise that some students may want or need to work part-time. Working arrangements need to be fitted in and around your study commitments.

International students may be restructured by visa condition 8101 which prevents them from undertaking any work. Students are not permitted to work until they have commenced their study. IESC notifies the Department of Immigration and Border Projection automatically via PRISMS once the student commences their study.

Students can work up to 40 hours per fortnight during semester study periods and unlimited hours during semester vacation periods. If you were granted a Student visa on or after 26 April 2008, you will already have Permission to Work automatically included with your visa.

Under no circumstances must any international student undertake work unless they have applied to DIBP to have visa condition 8101 (no work condition) removed from their visa. Failure to seek permission to work from DIBP will lead to visa cancellation.

College Facilities

The College is located in the Central Business District of Sydney and has very convenient access to trains and buses. The College has general-purpose classrooms, Internet access, student facilities for study and computer access. The College has library resources that can be readily accessed by students. Students will be given at least 20 working days before the relocation of the training premises.

Student attendance

The College has documented attendance policies and procedures to ensure that students are aware of their attendance requirements as follows:

  • The requirements for achieving satisfactory attendance (which requires overseas students to attend at least 80 per cent of the 20 scheduled face to face course contact hours each week).
  • The process for determining the point at which they have failed to meet satisfactory attendance requirements, and
  • The procedure for notifying students that they have failed to meet satisfactory attendance requirements.

Teachers will use the Class Attendance Roll to record students’ daily attendance at each scheduled class. Class Rolls must be collected and returned to the Student Services & Administration Manager by teachers each day. The Student Services & Administration Manager will monitor attendance and send a warning letter to students whose attendance falls below 90% or who are absent for 5 consecutive days. Teachers must report to the Student Services & Administration Manager any student who has missed 5 consecutive days. The Student Services & Administration Manager will send a warning letter and arrange to counsel students.

Academic Monitoring Policy

One of the conditions of your student visa is that you show good academic performance.

  1. If you are not making progress, you will issued with a ‘Warning Letter – Unsatisfactory Course Progress’ letter. This letter tells you about an intervention strategy mutually decided between the Director of Studies and you that will help you to improve your academic performance.
  2. If the intervention strategy does not result in satisfactory course progress, you will be issued with a ‘Letter of Intention to Report – Unsatisfactory Course Progress’
  3. If you are reported to DIBP for unsatisfactory academic progress, you will have 20 working days to appeal. You are allowed to appeal for the following reasons:
  • If you believe that your marks have not been recorded or calculated correctly
  • If you believe that you have compassionate or compelling reasons for not making satisfactory progress
  • If you believe that the College has not implemented its intervention strategy and therefore has not assisted you.
  1. Compassionate or Compelling Circumstances

Compassionate or compelling circumstances are generally those beyond your control and they have an impact on your capacity and/or your ability to progress through a course. These could include:

  • Serious illness or injury, where a medical certificate states that you were unable to attend classes
  • Bereavement of close family members such as parents or grandparents (evidence may required)
  • Major political upheaval or natural disaster in your home country requiring the your emergency travel and this has impacted on your studies
  • A traumatic experience which could include but is not limited to involvement in or witnessing of an accident or a crime committed against you or you have been a witness to a crime. These cases should be supported by police or psychologist’s reports.

The above examples are provided by the Department of Education as to what may be considered as compassionate or compelling circumstances.

  1. If the problem is not resolved to your satisfaction, you can access IESC’s appeals and complaints process. You will have 20 Working Days to use the College’s appeals and complaints process.
  2. The Director of Studies will then attempt to resolve the complaint with you and any other parties who may be involved. This attempt at resolution must commence within 10 working days of the complaint being lodged. If you choose to access the Appeals Review Committee process, you are still required to attend classes while the appeals process is being processed.
  3. If the appeal is successful, continuing support and counselling will be provided and you will be required to commit to respecting the conditions agreed and the matter will not be referred to DIBP.
  4. If you choose not to access appeals process within the 20 working days period, withdraw from the process or the outcome of the appeal is unsuccessful following the completion of the process, you will be reported to DIBP as not achieving satisfactory course progress.
  5. You will receive a ‘Final Letter to Report – Outcome of Internal Review’ letter outlining the reasons why your complaint/ appeal has not been upheld. You are still required to attend classes until DIBP makes decision on your visa.
  6. If you are reported for unsatisfactory course progress, you are required to call DIBP and book an interview immediately. DIBP will give you an appointment and consider any exceptional circumstances based on IESC’s reports and records to make a decision whether your visa is cancelled or not.

Student Transfer (National Code Part D Standard 7)

IESC must:

  • not knowingly enrol a student wishing to transfer from another provider before the student has completed six months of his or her principal course except in circumstances outlined in Standard 7. These restrictions also apply to courses taken before the principal course in a package of courses.
  • not actively recruit a student where this clearly conflicts with its obligations under Standard 7.
  • not knowingly enrol a student prior to the student completing six months of his or her principal course except in certain circumstances.

It is a requirement under the National Code for IESC to assess requests for a Letter of Release from their International students who request to change providers prior completing the first six months of their principal course. A letter of release will be granted in accordance with IESC relevant procedure and policy. 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 IESC’s complaints and appeals procedure.

Change of address and contact details

You are required to advise the College of your residential address and telephone number and of any subsequent changes to your residential address and telephone number whilst enrolled in a course within 7 days of the change. It is your responsibility and in your own interests to ensure that you always update your address details at the College to ensure you receive important information that the College may send to you from time to time.

On commencement and at least every six months whilst you are enrolled at the College you will be asked to review and update your contact information with the College.

Student initiated deferral or suspension of enrolment

Students may initiate a request to defer commencement of studies or suspend their studies. Students wishing to defer the commencement of studies or suspend their studies must apply to do so in writing to the College using the student deferral, suspension or cancellation application.

When the College receives an application to defer or suspend enrolment, it informs the student that deferment, suspension or cancellation of enrolment may affect his or her student visa.

IESC may grant deferral of commencement of studies or suspension of studies for students who request such a change to their enrolment status on the grounds of compassionate or compelling circumstances.

Judgement has to be exercised in determining what the compassionate or compelling grounds are and documentation of the details and evidence must be retained in the student’s file. As a guide, some examples of compelling or compassionate grounds are:

  • serious illness or injury, where a medical certificate states that the student was 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 the home country requiring emergency travel and this has impacted on the student’s studies; or
  • a traumatic experience which has impacted on the student (these cases should be supported by police or psychologists’ reports) which could include:
  • involvement in, or witnessing of a serious accident; or
  • witnessing or being the victim of a serious crime,
  • where IESC is unable to offer a pre-requisite unit; or
  • where there is an inability to begin studying on the course commencement date due to delay in receiving a student visa

Student cancellation of enrolment

Cancellation of enrolment will trigger the refund arrangements in the agreement between the College and the student. Students who cancel their enrolment and think a refund is due must apply for a refund. Refund applications must be made in writing to the College Student Services & Administration Manager. The refund application form, available from the College, may be used as the written application. Written applications for refunds will also be accepted by mail or by email. Refunds will be made within 28 days of receipt of a written application. Please refer to the Refund Policy for the refund arrangement.

College initiated suspension or cancellation of enrolment

The College may decide to suspend or cancel a student’s enrolment on its own initiative as a response to breaching the student code of behaviour through misbehaviour, a poor academic record or poor attendance by the student. Should the College initiate the suspension or cancellation of a student’s enrolment, it must notify the student of its intention and allow the student 20 working days to access the College’s internal complaints and appeals process, unless extenuating circumstances relating to the welfare of the student apply. If the student appeals the decision to defer, suspend or cancel his or her studies, the College must not notify Department of Education of a change to the enrolment status until the internal complaints and appeals process is completed.

The College informs the Department of Education via Provider Registration and International Student Management System (PRISMS) when a student’s enrolment is deferred, suspended or cancelled.

College deferral of commencement

The College may also decide to defer the commencement of a course. If the College defers the commencement of a course the provider default conditions in the agreement between the College and the student will be triggered and the College will be obliged to repay any unspent prepaid fees received by the College in respect of the student within 14 days of the date of deferral unless alternative arrangements can be made which are acceptable to students.

Use of personal information

Students can access personal information held by the College and may request corrections to information that is incorrect or out of date. Apply to the Student Services & Administration Manager using the Student Records Request form if you wish to view your own records. Once the request has been approved the Student Services & Administration Manager will arrange a time for you to view your own records.  You must view your records at the College and you cannot take records away from the College.

Student Orientation

All students are required to attend Orientation Day, the first day of your enrolment. This is usually on a Monday. Students must arrive by 8:30am on the Monday of their first week of study. Students join their classes following Orientation. It is important that you attend the orientation program otherwise you may miss out on information that affects your study.

The purpose of the orientation session is to fully inform new students of most aspects of life at the College and to provide an introduction to studying at the College.

Below is an outline of what happens during Orientation of new students:

 

  • The Student Service Officer meets new students in the College foyer and walks them to the Orientation Room.
  • New students present their passport and visa to Student Services Officer in the Orientation Room
  • The Student Services Officer photocopies passport photo page and visa page for inclusion in student’s file.
  • Students complete the New Student Information Form.
  • Student photographs are taken and student ID cards are prepared (for collection the following week from Student Services).
  • Students sit their Placement Test.
  • The Director of Studies (and/ or available teacher(s)) carries out oral interview with new students to assess oral interaction proficiency level.
  • The Director of Studies (and/ or available teacher(s)) assigns commencement English level to students based on results of all test components.
  • Students receive welcome from the Director of Studies.
  • Orientation consists of:
  • College facility information
  • Information about ELICOS course(s)
  • Assessment and certification
  • Timetable, lunch breaks
  • Student code of conduct
  • Student visa obligations (course progress, attendance, change of address, work, etc.)
  • Student support services available
  • College contacts
  • Complaints & Appeals Procedures
  • External services (health, emergency, banking, etc.)
  • Local amenities
  • Students are issued with Student Handbook
  • Students are issued with text books.
  • Tour of campus

College location and contact details

The Principal Executive Officer, Director of Studies and Student Services & Administration Manager can be contacted as indicated below to provide further assistance and support during your study at IESC:

 

Address Level 2, 56 – 58 York Street, Sydney NSW 2000
Phone 61 2 8068 4336 Fax 61 2 9299 8722
Email admin@iesc.nsw.edu.au Web  www.iesc.nsw.edu.au

Payment schedule

The fees applicable to each course and category of student and fee payment schedules are detailed in the applicable Student Written Agreement. Contact the College to obtain details.

List of all applicable and possible fees under the Student Written Agreement

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Refunds

1 Tuition fees paid prior to the course commencement date will only be refunded as detailed below. Refund applications must be made in writing to the College. The student refund application form, available from the College, must be used as the written application. The College will accept requests by phone, mail, fax or email to have the student refund application form sent to them. Refunds will be made within 28 days of receipt of a written application and include a statement explaining how the refund was calculated.
2 An overseas student or intending overseas student “defaults”, in relation to a course at a location, if:

a)  the course starts at the location on the agreed starting day, but the student does not start the course on that day (and has not previously withdrawn); or

b)  the student withdraws from the course at the location (either before or after the agreed starting day); or

c)   the registered provider of the course refuses to provide, or continue providing, the course to the student at the location because of one or more of the following events:

·           the student failed to pay an amount he or she was liable to pay the College, directly or indirectly, in order to undertake the course;

·           the student breached a condition of his or her student visa;

·           misbehaviour by the student.

3 Refund Amounts for Student Default
a) Withdrawal notified in writing and received by the College 28 days or more prior to the course commencement date 70% refund of Tuition Fees paid in advance. Refunded within 28 days.
b Withdrawal notified in writing and received by the College less than 28 days prior to the course commencement date and before the course commencement date 50% refund of Tuition Fees paid in advance. Refunded within 28 days.
c) Withdrawals notified in writing and received by the College on the course commencement date or after the course commencement date No refund of Tuition Fees.
d) Student breach of visa conditions, non-payment of fees, suspension or cancellation of enrolment by the Institute No refund of Tuition Fees.
e) Student default except if written notice is given as indicated in items a), b) and c) above No refund of Tuition Fees.
4 In the case of Provider Default and Student Visa Cancellation students will receive refunds in accordance with the Australian Government Education Services for Overseas Students (Calculation of Refund) Specification 2014. Copies of the calculation can be requested from Reception at IESC

The refund will be paid to you within 14 days of the day on which IESC defaults on the commencement or delivery of the course.

If IESC is unable to provide a refund or place you in an alternative course the Tuition Protection Service will be responsible for providing refunds or providing assistance to locate an alternative. However, students are primarily responsible for finding another college which will accept them into an alternative course.

5 Prior to a student enrolling fees may be altered without notice. Once a student has completed enrolment, fees will not be subject to change for the normal duration of the course. If a course length is extended by the student then any fee increases will be required to be paid for the extended component of the course.
Missed payments

Students who do not make instalment payments by the due date will be excluded from attendance and have their enrolment suspended for the lesser of one week or until the missed instalment payment is made. If the missed instalment payment has not been made at the end of the one week suspension the student will have their enrolment cancelled.

Fee changes

Prior to a student enrolling fees may be altered without notice. Once a student has completed enrolment, fees will not be subject to change for the normal duration of the course. If a course length is extended by the student then any fee increases will be required to be paid for the extended component of the course.

Tuition protection service

The Tuition Protection Service (TPS) is an initiative of the Australian Government to assist international students whose education providers are unable to fully deliver their course of study. The TPS ensures that international students are able to either:

  • complete their studies in another course or with another education provider or
  • receive a refund of their unspent tuition fees

The Tuition Protection Service website is https://tps.gov.au/

Other information & conditions

Students must notify the College of changes of address, telephone number, email address and fax number within 7 days of the change. This is required so that students can be contacted and receive important information which may affect their course or their enrolment.

On commencement and at least every six months whilst you are enrolled at the College you will be asked to review and update your contact information with the College.

This written agreement, and the availability of complaints and appeals processes, does not remove the right of the student to take action under Australia’s consumer protection laws.

Students are entitled, at no additional cost, to a certificate on partial completion on course withdrawal or cancellation, prior to completing the course, provided the student has paid for the tuition fee. Certificate will not be issued to students who are in breach of any part of the Student Agreement.