IHSTS Overseas Student Transfer Policy
Policy Summary
IHSTS Policy Category

AcademicPolicy Owner

COO

Responsible for Implementation

Director of ELICOS / Director of ihBC

Review Date (2 years)

March 2026

Related Documents

Complaints and Appeals Policy
Complaints and Appeals Process
Records Management Policy
Request to transfer form

RTO Standards (2015)
National Standards (2018)

Standard 5, Standard 7 and Standard10

VersionAuthor

Authorised byApproval Date

Effective date

4

VET Quality
Assurance Manager

COO

9 May 2024

10 May 2024

Definitions
Confirmation ofEnrolment (CoE)DHACRICOS

Principal course ofstudy
PRISMSA document issued by education providers to verify the student's
enrolment in a course.
The Department of Home Affairs
The Commonwealth Register of Institutions and Courses for Overseas
Students is an Australian Government register that lists all Australianeducation providers offering course to students studying in Australia on a
study or training visa and the courses offered.
The main course of study to be undertaken by an overseas student where
the student visa has been issued for multiple courses and is usually thefinal course of study.
The Provider Registration and International Student Management Systemis an Australian Government secure online system for managing
international student enrolments, visa conditions and compliance withESOS legislation.

IH Sydney Training Services Pty Ltd. I Business College at IH I RTO 91109 I CRICOS Provider Code 02623G,
Level 4, 540 George Street, Sydney, NSW 2000, Australia | (+61 2) 9279 0733 enquiries@ihbc.edu.au | www.ihbc.edu.au
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1. Purpose
The purpose of this policy is to ensure International House Sydney Training Services (IHSTS)
effectively manages overseas student transfers in accordance with legislative and regulatory
requirements, of the National Code of Practice for Providers of Education and Training to Overseas
Students 2018 Standard 7.

2. Scope
This Policy applies to all IHSTS staff and overseas students and should be read in conjunction withappropriate IHSTS policies and procedures.

3. Policy
3.1 General
Generally, overseas students should not transfer between registered providers prior to completingsix calendar months of their principal course. The principal course is the main course of study to beundertaken by an overseas student where the student visa has been issued for multiple courses
and is usually the final course of study. The first six months is calculated as six calendar months
from the date an overseas student commences their principal course.
This means the transfer restriction applies to an overseas student during all courses they undertakeprior to the principal course.
For an overseas student to transfer before completing six months of their principal course, theoverseas student must either obtain a release from their registered provider, or meet one of thefollowing conditions:•••the releasing registered provider, or the course in which the overseas student is enrolled,
has ceased to be registered
the releasing registered provider has had a sanction imposed on its registration by theESOS agency that prevents the overseas student from continuing their course with that
registered provider
any government sponsor of the overseas student considers the change to be in theoverseas student’s best interests and has provided written support for the change. This
usually applies where the overseas student’s study in Australia is sponsored by thegovernment of another country.

After completing six calendar months of the principal course, an overseas student can transfer
without needing to meet one of these conditions.

3.2 Transfers from IHSTS to another CRICOS registered provider
Students must request a transfer in writing by submitting a Request to Transfer form, clearly
detailing the reason/s for the transfer.
Students must also provide evidence of a valid enrolment offer from another registered provider.
IHSTS will maintain records of all requests from overseas students for a release and the assessmentof, and decision regarding, the request for two years after the overseas student ceases to be an
accepted student.

IH Sydney Training Services Pty Ltd. I Business College at IH I RTO 91109 I CRICOS Provider Code 02623G,
Level 4, 540 George Street, Sydney, NSW 2000, Australia | (+61 2) 9279 0733 enquiries@ihbc.edu.au | www.ihbc.edu.au
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3.2.1 Circumstances in which a transfer could be granted
IHSTS may grant the transfer request where the transfer is in the student's best interest, including
but not limited where IHSTS has assessed that:••••••

the overseas student will be reported because they are unable to achieve satisfactory
course progress at the level they are studying, even after engaging with the IHSTS
intervention strategy
there is clear evidence of compassionate and compelling circumstances
there is clear evidence that IHSTS failed to deliver the course as outlined in the writtenagreement
there is clear evidence that the overseas student’s reasonable expectations about theircurrent course are not being met
there is clear evidence that the overseas student was misled by IHSTS or an education or
migration agent regarding IHSTS or its course, and the course is therefore unsuitable totheir needs and/or study objectives; oran appeal (internal or external) on another matter results in a decision or recommendation
to release the overseas student.

If their transfer request has been approved, students will be informed in writing within 10 working
days of the request being submitted. IHSTS will advise the student to contact the Department ofHome Affairs (DHA) to discuss any impact of the transfer on their visa conditions.

3.2.2 Circumstances in which a transfer will not be granted
IHSTS will not grant the transfer:•••••when a transfer is requested before the student has completed six months without any
evidence of compassionate or compelling circumstances
if IHSTS forms the view that the student is trying to avoid being reported to the DHA for
failure to meet IHSTS’s attendance or academic progress requirements
where the documents provided by the student do not, in IHSTS’s view, provide adequate
grounds to justify the transfer
when a transfer is considered detrimental to the student, including:o if the transfer may jeopardise the student’s progression though a package of courses
o if the student recently started studying the course and the full range of support service
are yet to be provided or offered to the student
the student has outstanding debts to IHSTS

Where a transfer is refused, IHSTS will notify the student in writing the reason for the refusal within
10 working days. The student will be reminded of their right to access the IHSTS complaints andappeals process (in accordance with Standard 10) within 20 working days of the notice of refusal.
IHSTS will not finalise the overseas student’s refusal status in PRISMS until:•••

any appeal against the refusal lodged by the overseas student is finalised and upholds
IHSTS’s decision not to release the student; orthe overseas student did not access the registered provider’s complaints and appeals
processes within 20 working days of being notified of the refusal, orthe overseas student withdraws from the process.

IH Sydney Training Services Pty Ltd. I Business College at IH I RTO 91109 I CRICOS Provider Code 02623G,
Level 4, 540 George Street, Sydney, NSW 2000, Australia | (+61 2) 9279 0733 enquiries@ihbc.edu.au | www.ihbc.edu.au
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3.3 Compassionate and compelling circumstances
Generally, circumstances beyond the control of the overseas student and which have an impact
upon the overseas student’s course progress or wellbeing and could include:•••••

serious illness or injury, where a medical certificate states that the overseas student was
unable to attend classes
bereavement of close family members such as parents or grandparents (where possible adeath certificate should be provided)major political upheaval or natural disaster in the home country requiring emergency travel
and this has impacted on the overseas student’s studies, ora traumatic experience, which could include:o involvement in, or witnessing of a serious accident; oro witnessing or being the victim of serious crime, and this has impacted in the overseas
students (these cases should be supported by police or psychologists’ report)
where the registered provider was unable to offer a prerequisite unit, or the overseas
student has failed a prerequisite unit and therefore faces a shortage of relevant units forwhich they are eligible to enrol.

3.4 Transfers to IHSTS from another CRICOS registered provider
IHSTS will only issue a Confirmation of Enrolment (CoE) to enrol an overseas student who seeks totransfer to IHSTS if:
•••
•

•

the original registered provider has agreed to the student’s release, and this has beenrecorded in PRISMS
the original registered provider has ceased to be registered or the course in which thestudent is enrolled has ceased to be registered
the original provider has had a sanction imposed on its registration by an ESOS agency
that prevents the student from continuing in their principal course
any government sponsor of the student considers the change to be in the student’s bestinterests and has provided written support for that change
the student is under the age of 18, there is written evidence that the student’s legal
guardian supports the transfer and, in cases where the student is not being cared for inAustralia by a parent or suitable nominated and approved relative, the student must haveaccommodation, support, and general welfare arrangements in place with the College.

3.5 Transfers for Younger Overseas Students
Transfer request for younger overseas students under the age of 18 must be accompanied with:••••written evidence that the younger overseas student's or legal guardian supports thetransfer
evidence of a valid reason for the transfer
evidence of a valid enrolment offer from the receiving provider, andwritten confirmation that the new provider will accept responsibility for the student'saccommodation, support and general welfare arrangements, if the student is not being
cared for in Australia by a parent or suitable nominated relative. It is the responsibility ofthe receiving registered provider (under Standard 5) to ensure that there are no gaps inwelfare arrangements. This may include agreeing to accept welfare responsibility at an
earlier time.

IH Sydney Training Services Pty Ltd. I Business College at IH I RTO 91109 I CRICOS Provider Code 02623G,Level 4, 540 George Street, Sydney, NSW 2000, Australia | (+61 2) 9279 0733 enquiries@ihbc.edu.au | www.ihbc.edu.au
P a g e |4Students and their parent or legal guardian will be informed in writing that their request to transfer
has been approved. IHSTS will advise the student to contact the DHA to discuss any impact of thetransfer on their visa conditions.
IHSTS will not take responsibility for legal guardianship of any student.

4. Responsibilities
IHSTS Directors are responsible for ensuring that appropriate policies and practices are approvedand implemented.
Academic State Managers and Director of Studies are responsible for communicating this Policy totheir students and academic teams.

5. Document History
VersionDateAuthor

2.1

07/06/2022

Jeff De Jager

3.0

05/03/2024

Director of IhBC

4.0

27/03/2024

VET Quality AssuranceManagerReason

Sections

Full review and update

AllIH Sydney Training Services Pty Ltd. I Business College at IH I RTO 91109 I CRICOS Provider Code 02623G,Level 4, 540 George Street, Sydney, NSW 2000, Australia | (+61 2) 9279 0733 enquiries@ihbc.edu.au | www.ihbc.edu.au
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