International Student Transfer Procedure

Transferring Between Education Providers

Important Information for Student Visa Holding International Students from 1 January 2018

Under Standard 7 of the ESOS National Code 2018 (opens in a new window), education providers cannot enrol students seeking to transfer from another provider before that student has completed six months of their principal course of study, except in some circumstances.

I have not finished six months of my principal course, but I want to transfer. What can I do?

If you want to transfer before completing six months of your principal course, you need to ask Western Sydney University to release you.

From 1 January 22018 the release is processed in PRISMS has TWO separate steps:

  1. cancelling your WSU CoE when your enrolment with us ends and
  2. recording WSU agreement for another provider to issue you a new CoE. Without this agreement from WSU other education providers will be unable to issue a CoE to you.

The transfer restriction applies to a student during all courses they undertake prior to the principal course.

You do not need approval to transfer to another education provider if:

  • you have completed more than six months of your principal course (the course for which you were given your current visa),
  • you are an Australian Government sponsored student (that is, non-ESOS for confirmation of enrolment purposes), and your sponsor supports a transfer,
  • you are sponsored by the government of another country and your sponsor issues a letter supporting your transfer,
  • The University is unable to deliver your course due to government sanctions against Western Sydney University.

Have I completed six months of my principal course?

The six months is calculated as six calendar months from the first day of your principal course. Your principal course is usually the final course of study you will undertake. For example, if you are studying ELICOS followed by a Bachelors programme, the Bachelor degree is your principal course.

What is the application process for being assessed if I am eligible to be released?

Student Visa holding international students who have accepted an offer from Western Sydney University and have been granted a Confirmation of Enrolment (CoE) and wish to change education provider within the first six months of commencing their principal study program must submit the following documents:

Must provide:

  1. A written statement detailing the compelling reasons for transferring to an alternate course and education provider and exactly how you will benefit from the transfer.
  2. A copy of the offer letter from the other institution confirming that you have been offered an unconditional place at the institution.

Under 18 students should include additional documents:

  1. Written confirmation that your parent or legal guardian supports the transfer
  2. Confirmation from the receiving provider that they will provide accommodation and welfare guarantee, where applicable, without any gaps.

Optional, if applicable

  1. Written approval for the change from the scholarship body if you are contracted under a sponsorship or scholarship agreement for tuition fees etc.

Send application to the Student Welfare Service Office, email welfareservice@westernsydney.edu.au

Obtaining a Release from Western Sydney University

Western Sydney University is required to determine the circumstances in which it may release you or refuse your request for release within the mandatory study period. A release will be granted by the University only in circumstances where the transfer is not detrimental to your future studies and welfare. For example, a release will be permitted if you are experiencing personal difficulty or educational problems that cannot be satisfactorily addressed by the University and/or its resources.

Release will NOT be granted to a student:

  • If the circumstances forming the basis of the request were known to you before you accepted an offer from the University
  • You gave us false or misleading information when you applied to study with us or when requesting a release
  • if you apply to transfer to the same course level for which the visa was issued but you have not discussed the request with the University's course advisor or the course advisor has not supported the transfer, based on any of the following:
    • an assessment of what is in your best interest
    • whether there are compassionate and compelling circumstances, or
    • whether the student is likely to succeed in his or her present course.
  • if the transfer may jeopardise your progressions through a package of courses
  • if the intended course:
    • will not provide adequate preparation for further study
    • nor be recognised by higher education or VET providers as meeting their entry requirements
  • if the University determines that the transfer would be detrimental to your future study plans.

Release will only be granted to a student who has:

  • been determined under this policy to be eligible for release
  • provided a letter from another registered provider confirming that a valid enrolment offer has been made
  • provided a statement detailing the benefits to them by enrolling in the alternate course
  • demonstrates compassionate or compelling circumstances that are beyond the student’s control and which emerged after accepting the current offer from Western Sydney University.
  • Other circumstances apply, such as
    • the University fails to deliver the course as outlined in the written agreement;
    • there is evidence that your reasonable expectations about your WSU courses are not being met (such as correspondence between the overseas student and the registered provider or marketing materials given to the overseas student prior to enrolment, and setting particular expectations about the course);
    • there is evidence that you were misled by the University or its education agents regarding the University or its course, and the course is therefore unsuitable to your needs and/or study objectives.
    • student will be reported because they are unable to achieve satisfactory course progress at the level they are studying in a preliminary course in a package.
    • an appeal (internal or external) on another matter results in a decision or recommendation to release the overseas student.

What are 'compassionate or compelling reasons' for release?

  • 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 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 overseas student’s studies; or
  • a traumatic experience, which could include:
    • involvement in, or witnessing of a serious accident; or
    • witnessing or being the victim of a serious crime, and this has impacted on you (these cases should be supported by police or psychologists’ reports)
  • where the University or its partners were unable to offer a pre-requisite unit, or
  • You have failed a prerequisite unit and therefore faces a shortage of relevant units for which you are eligible to enrol.

Where a student is under 18 years of age:

  • Western Sydney University is given a written confirmation that the student's parents or legal guardian support the transfer; and
  • where the student is not being cared for in Australia by a parent or a suitable nominated relative, the valid enrolment offer also confirms that the receiving provider will accept accommodation and welfare responsibility (CAAW letter) without any gap between their guarantee and Western Sydney University’s.

NB. The non-refundable component of pre-paid tuition fees will remain non-refundable even if release is granted. Other unused fees may be refunded in accordance with the University's International Student fees and refund Agreement. You will need to lodge a separate application for any refunds.

Outcome Procedures

Students who provide all necessary supporting documentation with their written requests will be notified by Welfare Services of the outcome of their application within 10 working days.

Successful Outcome

If the applicant is advised that the University has approved the request to transfer to another education provider, Western Sydney University Confirmation of Enrolment will be cancelled.

The University will also report the release to Immigration by identifying the receiving provider, course, effective date and reason for release.

All released students are advised to contact the Department of Immigration to seek advice on whether a new student visa is required.

Unsuccessful Outcome

If you are advised that the University has not approved the request to transfer to another education provider, you will be informed of the reasons for this decision in writing and reminded that they may freely transfer between institutions after six months of study at Western Sydney University.

You will have the right to appeal and the letter from the University will tell you how to appeal. All education providers must have a procedure for dealing with complaints and appeals. Please see Complaints Management and Resolution for details of the University's policies and procedures. If you decide to use this avenue the University will deal with the complaint or appeal as soon as practicable.

The refusal to release will not be recorded on your Confirmation of Enrolment until the appeal process has concluded. If the internal appeal is unsuccessful you can seek an external review by contacting the NSW Ombudsman’s office.

Ombudsman NSW (opens in a new window)

Important Information

It is a student visa condition that you maintain your enrolment (condition 8202). If you are applying for release after your Western Sydney University course has started, you should make sure you remain enrolled while your application to transfer is processed.  Your receiving education provider will not be able to issue a new CoE to you until this university reports that you are released.

If you do not maintain your enrolment your CoE will be cancelled for that reason.   Your release request will be considered separately and may still be refused. Do not risk your student visa by ceasing enrolment.

More Information at Western Sydney University

International Student Transfer Procedures

Application Process

Student Visa holding international students who have accepted an offer from Western Sydney University and have been granted a Confirmation of Enrolment (CoE) and wish to change education provider within the first six months of commencing their principal study program must submit the following documents:

  1. A written statement detailing the compelling reasons for transferring to an alternate course and education provider, and exactly how they will benefit from the transfer.
  2. A copy of the offer letter from the other institution confirming that they have been offered an unconditional place at the institution.
  3. Written confirmation that the student's parent or legal guardian supports the transfer if the student is under 18 years of age.
  4. Written approval for the change from the scholarship body if the student is contracted under a sponsorship or scholarship agreement for tuition fees etc.

The application can be submitted to the University's Student Welfare Service Office, email welfareservice@westernsydney.edu.au .

Outcome Procedures

Students will be notified of the outcome of their request within ten working days of submitting their request.

  • Successful Outcome

If the applicant is advised that the University has approved the request to transfer to another education provider, Department of Immigration and Border Protection will be informed and their Western Sydney University Confirmation of Enrolment will be cancelled.

The student is advised to contact the Department of Immigration and Border Protection to seek advice on whether a new student visa is required.

  • Unsuccessful Outcome

If the applicant is advised that the University has not approved the request to transfer to another education provider, he/she will be informed of the reasons for this decision in writing and reminded that they may freely transfer between institutions after six months of study at Western Sydney University.

Students can appeal the decision in writing in accordance with the University's complaints and appeals process.

More Information at Western Sydney University