Information for Students

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

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.

You must complete 10 weeks of study at each level:

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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Students are not expected to use any other language in class other than English unless permitted to do so by their teacher. Please remember that everyone in the class has paid to study and practise English. Teachers will expect you to participate co-operatively and thoughtfully in order to improve. Use your class as an opportunity to practise your English skills all the time

Your phone must be switched off while you attend lessons. At times your teacher will allow students to use their phone as a reference device e.g. to look up meanings and information. If you are expecting a call for employment, family illness or any other call which is considered critically important, you should inform the teacher before class and take the call outside the classroom and return promptly.

Students are not permitted to receive mobile calls during class. A warning letter will be issued if this rule is ignored. The teacher will mark students absent for long phone calls.

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.

International students typically hold a subclass 500 Student Visa which entitles them to study for the duration of their course(s).

When you commence your studies IESC notifies the Department of Home Affairs (DHA) automatically via PRISMS.

You can then study and work in Australia throughout the duration of your course. You are entitled to work 40 hours per fortnight (2 weeks) during your studies, and full-time during your school breaks.

Under no circumstances must any international student undertake work unless they have applied to DHA to have visa condition 8101 (no work condition) removed from their visa.

A focus on study is important but we recognise that you may want or need to work part-time. If you choose to work remember that working arrangements need to be fitted in and around your study commitments.

Your study should always come first.

The College is located in the Central Business District of Sydney with quick access to trains and buses. The College has modern classrooms, a well-equipped computer laboratory with wi-fi access and an attractive kitchen/dining area.

The College also has library resources that can be accessed by students. Please enquire at Student Services Reception if you would like to borrow any books.  The College should re-locate to new premises students will be advised at least 20 working days before re-location.

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 record student attendance at each scheduled class. The daily attendance record is passed to the Student Services Officer who monitors attendance. Teachers must report to the Student Services Officer the details of any student who has missed 5 consecutive days.

Students whose attendance falls below 90% or who are absent for 5 consecutive days may be required to attend counselling to determine the reason for their extended absence.

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 DHA 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.

2. 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.
3. 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.
4. 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 DHA.
5. 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 DHA as not achieving satisfactory course progress.
6. 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 DHA makes decision on your visa.
7. If you are reported for unsatisfactory course progress, you are required to call DHA and book an interview immediately. DHA 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.

1. Policy Statement
   1. In accordance with the requirements of the National Code, international students on student visas must remain at the registered provider of their Principal course (or for the school sector, until after the first six months of the first registered school sector course) for the first six months of their Principal
   2. Registered providers are restricted from enrolling transferring students prior to the students having completed six months of the Principal course (or for the school sector, until after the first six months of the first registered school sector course) . However, students who have been at the registered provider of the principal course for less than six months and want to transfer can lodge transfer requests.
   3. The College will assess and consider all requests for in accordance with the requirements of the National Code, which states that the education Provider should grant the student’s request to transfer where the transfer will not be to the detriment of the student.
   4. This policy was developed to detail the circumstances in which a student’s transfer request will be granted, the circumstances that constitute reasonable grounds for refusing the transfer request and the timeframe for assessing and replying to the student’s transfer request.
   5. If the overseas student is under 18 years of age:

• the College must have written confirmation the overseas student’s parent or legal guardian supports the transfer
• where the overseas student is not being cared for in Australia by a parent or suitable nominated relative, the receiving provider must confirm it accepts responsibility for approving the student’s accommodation, support and general welfare arrangements in accordance with Standard 5 (Younger overseas students). Please see the “Under 18 Students Policy” for detail

1. The College will not finalise the student’s refusal status in PRISMS until the appeal finds in favour of the College, or the overseas student has chosen not to access the complaints and appeals processes within the 20 working day period, or the overseas student withdraws from the process.
2. The College will maintain records of all requests from overseas students for a release and the assessment of, and decision regarding, the request for two years after the overseas student ceases to be an accepted student.

2. Scope
   • This policy relates to students, staff, agents, other education providers and Department of Home Affairs (DHA) via PRISM
3. Legislation
   • This policy is governed the National Code.
4. Policy Approval History
   • This policy was approved by the
5. Policy Content
   • Restricted period for transfers between registered providers
     • Registered providers are restricted from enrolling transferring students prior to the students having completed six months of the principal course (or for the school sector, until after the first six months of the first registered school sector course).
       1. Students who wish to transfer to the College from another provider
          1. the College must not knowingly enrol a student wishing to transfer from another registered provider’s course prior to the student completing six months of the principal course of study (or for the school sector, until after the first six months of the first registered school sector course) except where:
             1. The original registered provider has ceased to be registered or the course in which the student has enrolled has ceased to be registered
             2. The original registered provider has provided a written letter of release

• The original registered provider has had a sanction imposed on its registration

1. Counselling
   1. In all cases, students (parents/guardians for under 18 students) seeking release letters must be counselled by a staff member to explore their reasons for wishing to transfer and any compassionate or compelling personal or academic circumstances that may apply in their case.
   2. The College staff will identify any alternative academic pathways or programs within the College that may be relevant to the student’s academic aspirations.

1. Outcome of application
   1. Students will be given a written statement of the outcome of their request, including reasons for the outcome.
      1. The written outcome will normally be provided within 10 working days of the date on which the student submitted the written request.
      2. Requests that do not contain the information required by this policy may take longer to process.
   2. Refusal of request
      • An application will be refused:
        1. If the student does not have a valid enrolment offer from the receiving provider
        2. If the application is made within three months of the commencement of a course
        3. Where the transfer is considered to be detrimental to the student

1. Appeals
   1. Where a student is not provided with a letter of release, the student has a right of appeal.
   2. Appeals must be in writing and addressed to the PEO of the College.

• A review of a student’s appeal will commence within 10 working days of the written appeal being lodged.
  1. The student may be accompanied by a support person (parents/guardians for the under 18 students) at any relevant meetings.

1. The student will be given a written statement of the outcome of their appeal, including reasons for the outcome.
2. Where a student remains dissatisfied with a decision on appeal, the student may appeal at minimal or no cost in accordance with the National Code.

Please refer to complaints and appeals policy.

1. Refunds
   1. In all cases, students’ entitlement to a refund will be assessed in accordance with the College’s refund policy.
   2. All applications for refunds must be made in writing on the College’s Refund Request Form, with any necessary supporting documentation attached.
2. The College will not finalise the student’s refusal status in PRISMS until the appeal finds in favour of the College, or the overseas student has chosen not to access the complaints and appeals processes within the 20 working day period, or the overseas student withdraws from the process.
3. The College will maintain records of all requests from overseas students for a release and the assessment of, and decision regarding, the request for two years after the overseas student ceases to be an accepted student.

Procedures

1. Overview
   1. The College will not knowingly enrol a student wishing to transfer from another registered provider’s course prior to the student completing six months of the principal course of study except where specific criteria (detailed below) have been met.
   2. The College will review all requests for letters of release as detailed below.
      1. The student will normally receive a written statement of the outcome of the request within 10 working days.
      2. Where a student is not provided with a letter of release, the student has a right of appeal.

• Entitlement to a refund will be assessed in accordance with the College’s refund policy.

2. Procedures
   1. Students who wish to transfer to the College from another provider
      1. the College may only knowingly enrol a student wishing to transfer from another registered provider’s course prior to the student completing six months of the principal course of study (or for the school sector, until after the first six months of the first registered school sector course) where:
         1. The original registered provider has ceased to be registered or the course in which the student has enrolled has ceased to be registered
         2. The original registered provider has provided a written letter of release
         3. 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 her/his principal course, or
         4. 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
      2. For student under 18 years of age-please follow the “Under 18 Students Policy”

• Where this is not the case, the College must refuse the student until/unless the student has completed six months of her/his principal course OR one of the above criteria has been met

1. the College students who wish to transfer from the College to another provider
   1. Student submits application for letter of release
      1. All applications for release letters must be made in writing on the College ’s Letter of Release Request Form (available from Reception/Student Service Officer) and include all of the supporting documentation required by this policy (for students under 18, also must meet the “Under 18 Students Policy” requirements), including:
         1. Letter of Offer from the new institution
         2. Refund Request Form (if applicable)
         3. Any other supporting documentation (e.g., medical certificate)
      2. Student (Parents/Guardians for the under 18 students) is counselled by the College staff member:
         1. Counselling identifies:
            1. Student’s reasons for wishing to transfer
            2. Any compassionate or compelling personal or academic circumstances that may apply
            3. Any alternative academic pathways or programs within the College that may be relevant to the student’s academic aspirations
         2. If counselling staff member is not Student Service & Administration Manager, staff member reports outcome of counselling to Student Service & Administration Manager

• Student Service & Administration Manager processes application
  1. Application is reviewed according to policy above.

1. Student Service & Administration Manager notifies student of outcome of application
   1. Students will be given a written statement of the outcome of their request, including reasons for the outcome.
      1. The written outcome will normally be provided within 10 working days of the date on which the student submitted the written request.
      2. Requests that do not contain the information required by this policy may take longer to process.
   2. Appeals process
      1. Where a student is not provided with a letter of release, the student has a right of appeal.
         1. Appeals must be in writing and addressed to the Student Service & Administration Manager.
         2. Review of appeal will commence within 10 working days of the written appeal being lodged.
         3. The student may be accompanied by a support person (who is not a legal practitioner) at any relevant meetings.
      2. Student will be given a written statement of the outcome of their appeal, including reasons for the outcome.
      3. If student remains dissatisfied with decision on appeal, student may appeal to the Ombudsman at minimal or no cost in accordance with the National Code.
         1. If a student has not followed the steps laid down in the relevant the College procedures, Ombudsman may ask the student to do so before accepting the appeal.
      4. The College will not finalise the student’s refusal status in PRISMS until the appeal finds in favour of the College, or the overseas student has chosen not to access the complaints and appeals processes within the 20 working day period, or the overseas student withdraws from the process.

1. Refunds
   1. Student submits Refund Request Form and any supporting documentation.
      1. All applications for refunds must be made in writing on the College’s Refund Request Form.
   2. The student’s entitlement to a refund will be assessed in accordance with the College’s refund policy.
   3. The student is notified of the decision in accordance with the College’s refund policy.

• The College will maintain records of all requests from overseas students for a release and the assessment of, and decision regarding, the request for two years after the overseas student ceases to be an accepted student.

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.

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

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.

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 Home Affairs 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.

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.

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.

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

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:

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

Charged according to the study period and No refund of Material fee.

bWWithdrawal notified in writing and received by the College 28 days or more prior to the course commencement date70% refund of Tuition Fees.100% refund of material fee. c)Withdrawal notified in writing and received by the College less than 28 days prior to the course commencement date and before the course
commencement date50% refund of Tuition Fee.100% refund of material fee. d)Withdrawals notified in writing and received by the College on the course commencement date or after the course commencement dateNo refund of Tuition Fees. e)Student breach of visa conditions, non-payment of fees, suspension or cancellation of enrolment by the InstituteNo refund of Tuition Fees. f)Student default except if written notice is given as indicated in items a), b) and c) aboveNo refund of Tuition Fees.4In 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 method are located on the College website and 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.5Prior 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

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.

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.

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/

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.