Changes to your enrolment

International students must abide by student visa conditions. However, when there are compassionate or compelling grounds that prevent international students from studying full-time in any compulsory study session, they may be allowed to reduce their study load to part time or take a leave of absence from their study (ESOS National Code (2018) Standard 9).

To reduce study load or take a leave of absence, students must provide a personal statement outlining their circumstances and how it affects their ability to study full-time and provide valid supporting documentation. Applications without supporting documentation may be declined.

If you are experiencing any circumstances that are affecting your study and wellbeing, please contact Student Welfare Service by emailing welfareservice@westernsydney.edu.au or call 1300 668 370 (Option 5) as soon as possible.

What circumstances are considered compassionate or compelling?

Compassionate circumstances for an application may include serious health issues, hardship, trauma, bereavement or other unavoidable circumstances, that have caused substantial disruption to your capacity to study. Compassionate or compelling circumstances are generally those beyond your control. These could include, but are not limited to:

  • serious illness or injury
  • 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
    • the impact of witnessing or being the victim of a serious crime (these cases should be supported by reports from medical professionals or police)
  • where the University or its partners were unable to offer a pre-requisite subject, or
  • you have failed a prerequisite subject and therefore face a shortage of relevant subjects for which you are eligible to register.

What circumstances are NOT considered compassionate or compelling?

Circumstances that are considered to be within the control of a student, or which are expected, are not considered compassionate or compelling. These include, but are not limited to:

  • travel or employment issues
  • minor medical illness or homesickness
  • financial issues that cannot be demonstrated by significant supporting documents
  • short-term minor illnesses, such as a mild cold
  • unspecified health conditions or generalised symptoms of being unwell, tired or stressed, including stress from an assessment
  • routine work commitments
  • ordinary life events, travel plans or change of address
  • an accident involving short-term injury

What to prepare for your application

When applying for Reduced Study Load or Leave of Absence, you MUST provide:

  • Details of your compassionate or compelling circumstances and how it affects your ability to study full-time and your personal wellbeing
  • Documentary evidence to demonstrate your circumstances
  • A documented support plan which includes strategies you will implement to address the issues you are having so that you can return to full-time study in future study sessions. You are encouraged to use the Medical Information form when applying on medical grounds. The form should be completed by your treating doctor or counsellor.

What is suitable documentary evidence?

Medical reasons

  • Medical Information form completed by your treating healthcare professional, OR
  • A medical certificate or letter from a doctor stating the date your medical condition began or changed and how your condition has affected your ability to study. Medical certificate must include signature of doctor and provider’s stamp. If this is unavailable, a medical provider number on the practitioner’s letterhead is to be submitted.

A medical certificate stating just "illness" or "medical condition" may not be sufficient. Medical certificates signed by family members will generally not be accepted. Documents must be in English, and if not, supplied with a certified translation.

Personal reasons

  • A statement from your doctor, counsellor or independent member of the community (e.g. A Justice of the Peace or a Minister of Religion) stating: The date your personal circumstance began or changed and how your circumstance has affected your ability to study
  • If relating to bereavement of a close family member, where possible, a death certificate should be provided
  • If you are applying to take leave and return home due to your circumstances, please provide copies of flight tickets or VEVO statement if you are currently offshore

Academic reasons

If you are unable to undertake a full-time study load for academic reasons such as units not being available, you must contact your Academic Program Advisor (APA) or Director of Academic Program (DAP) to discuss your study plans and seek approval. Contact details of relevant staff are available in the Western Sydney University Handbook here.

How to apply for Reduced Study Load (RSL) or Leave of Absence (LoA)

Applications must be submitted via WesternNow before the advertised census date of the compulsory study session. Any application that is incomplete or submitted after census will be automatically rejected. Your application will take up to 10 working days to be assessed from the date all required supporting documents have been provided.

If you’re studying at the International College, Sydney City Campus or Melbourne Campus, do not apply using WesternNow. Contact your support team directly to discuss your circumstances and Reduced Study Load or Leave of Absence request.

Important Information:

You must be enrolled in a full-time load and pay tuition fees by the commencement of each compulsory study session. You must attend all classes and remain enrolled until you receive an email with the application outcome via your student email.

If you are not registered in any subjects by week 2 of a compulsory study session and are not on an approved Leave of Absence, your Confirmation of Enrolment (CoE) will be cancelled and you will be reported to Immigration for non-enrolment.

If you are in your first study session, you are not eligible to apply for Leave of Absence. You will need to apply for deferment. Contact International Admissions via WesternNow.

If you are in your final study session, you are not required to apply for Reduced Study Load.

Apply for Reduced Study Load via WesternNow here.

Apply for Leave of Absence via WesternNow here.

Do you hold a Scholarship and/or Sponsorship?

If you are not enrolled in a full-time study load of a compulsory study session you may be in breach of your scholarship terms and conditions.

If you are on an approved Leave of Absence (LoA) and wish to retain your scholarship please provide evidence of the LoA approval email from Student Services Hub to internationalscholarships@westernsydney.edu.au. The International Scholarship Team will assess the request and provide an outcome within two weeks.

If you are on an approved Reduced Study Load, the International Scholarships team will automatically be notified of the outcome. You will receive an email from the International Scholarships team about any changes to your Scholarship.

What are the Visa implications?

Changes to your study load may have an impact on your Confirmation of Enrolment (CoE) and Visa, as your course end date could change. You may need to get a new CoE and apply for a new student visa if you are unable to complete your course within the current visa timeframe. It is important that you are aware of the impact that taking leave or reducing study load might have on future enrolment patterns. Please discuss your study plans with your Academic Program Advisor (APA) or Director of Academic Program (DAP). Contact details of relevant staff are available in the Western Sydney University Handbook here.

If you have any questions about the Visa impacts of Reduced Study Load (RSL) or taking Leave of Absence (LOA) contact the Department of Home Affairs on 131 881 or speak to a Registered Migration Agent.

Changing enrolment after Census date

If you had to withdraw after the census date because of extenuating circumstances, you may be eligible for your grade to be changed to a Withdrawal without academic penalty grade (called a W grade) and to have your tuition fee for the subject/s refunded. Please refer to the Withdrawal without academic penalty page for further details.

If you want to discuss your circumstances before you apply for WWAP, please book an appointment with a Welfare Officer by email welfareservice@westernsydney.edu.au or call 1300 668370 (Option 5) as soon as possible.

How to apply for Resignation

If you're an International student you'll need to complete the Discontinuation from Program form in WesternNow.

Once the application is processed, your enrolment will end. This will be reported on your Confirmation of Enrolment (CoE) showing that you are no longer studying. This may have an impact on your student visa. Please seek advice directly from the Department of Home Affairs as soon as possible by calling 131 881.

If you are returning home, please contact Immigration and ask about requesting a voluntary student visa cancellation. More information about requesting a visa cancellation is available here on the Department of Home Affairs website 

If you have any unused tuition fees you can apply for a refund using the Request for Refund form 

A copy of the Refund Agreement was attached to your Offer/Acceptance pack. Please review it before applying for a refund.

How to apply for Release

As per the WSU International Student Transfer Procedure and ESOS National Code 2018 Standard 7, an overseas  student can transfer to another provider without release after completing six calendar months of the principal course.

Student Visa holding international students who have

  • accepted an offer from Western Sydney University,
  • 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 program/course and education provider and a detailed explanation of how you will benefit from the transfer.
  2. Evidence of compassionate or compelling circumstances beyond your control which emerged after accepting the current offer from Western Sydney University.
  3. A copy of the offer letter from the other institution confirming that you have been offered an unconditional place at the institution.

Please note that if you are a student studying at the International College, Sydney City Campus, or Graduate Research School you should not complete the WesternNow form.

All other students must apply for Release using the Release from Program form in WesternNow and upload required supporting documentation.

If you have not commenced your course at Western Sydney University and you are requiring release, please contact International Admissions via WesternNow.

How to apply for a transfer to another WSU course

If you want to transfer to a new program at Western Sydney University you will need to submit a request using the International Program Transfer application in WesternNow. Requests to transfer program will require approval from the Director of Academic Program of the new program.

If your request is approved:

  • you will receive a new offer letter from the International Admissions Team
  • once you have signed and accepted your offer, an updated CoE will be issued by Student Services Hub

Further information is available on the Transferring to a new program page and in the Program Transfer Policy. Check the Western Sydney University Handbook to ensure you have met the admission requirements into the requested program.

Please note that if you are a student studying at the International College, Sydney City Campus, or Graduate Research School you should not complete the WesternNow form.

Do not submit application until you have received your results for the previous semester.

How to apply for a Confirmation of Enrolment (CoE)

If you need more time to complete your program, you may need to apply for a new student visa. Student Services Hub (SSH) can assist you by issuing you a new Confirmation of Enrolment (CoE).

To issue you a new CoE, you will need a new study plan and program end date from your Academic Program Advisor (APA) or Director of Academic Program (DAP). This is required so SSH can determine the length of your new CoE. If you are unsure who is your APA or DAP, you can contact your School or lookup your program's Handbook entry which includes these contact details.

If you have any questions about the application process, you can contact Student Services Hub on 1300 668 370 (+61 2 9852 5656 if outside Australia) or send an email.

You can apply for a Confirmation of Enrolment on WesternNow here.

RSL FAQ

Reduced Study Load (RSL) FAQs

This FAQs document is created by the WSU Student Welfare Service team for International Students studying in a Western Sydney University program.

If you are a permanent Australian resident, an International Student of International College, Sydney City Campus or a Higher Degree Research student, please read the below sub-sections.

Domestic Students and Students on a visa that are not a student visa (subclass 500)
If you’re a student who fall under these broad categories, then you do not need approval to reduce your study load in any compulsory teaching session. Please speak to a Student Services Hub staff member for assistance.

International College or Sydney City Campus students
Please note that if you are a student at the International College or Sydney City Campus, you should not complete the WesternNow form.

Higher Degree Research students
Please note that if you are a Higher Degree Research candidate you should not complete the WesternNow form. Variations of candidature are to be completed via ResearchMaster.

  • PhD/Doctorate and MPhil Candidates, please refer to the knowledge article KB0019418
  • Bachelor of Research/ Master of Research Candidates, please refer to knowledge article KB0019520

What is Reduced Study Load (RSL)?

An RSL is a process that allows international students on a student visa at Western Sydney University (WSU) to temporarily study less than the full-time load required for their student visa due to compassionate or compelling circumstances. This means that the reason for your RSL must be serious, unexpected and outside of your control.

These circumstances can be “program-related” or “personal/medical-related” reasons.

A full-time study load is generally:

  • A maximum of 40 credit points during standard compulsory teaching sessions like Term, Trimester, 1H, 2H, Autumn and Spring
  • A maximum of 20 credit points during shorter compulsory teaching sessions like Blocks and Quarters.

Why does WSU have a documented RSL process?

The documented RSL process at WSU is in place to ensure the university is meeting the requirements of the Education Services for Overseas Students (ESOS) Framework, specifically the ESOS National Code Standard 8: Overseas student visa requirement.

Standard 8 requires education providers like WSU to monitor the course progress and attendance of select international students, who are expected to complete their studies within their student visa duration.

In monitoring students, providers must also identify and offer support to students who are at risk of not meeting course progress or attendance requirements. RSL is one support mechanism within this framework, allowing students to temporarily reduce their study load while addressing the circumstances impacting their studies.

In granting an RSL, providers must advise students of the potential impacts of RSL on their student visas, such as extending their course end date and potentially requiring a new Confirmation of Enrolment (COE) and visa application.

It is important to note that the goal of RSL is to provide a pathway for students to return to full-time study whilst they are trying to resolve their issues. It is considered a means to an end, and ideally, students should consider accessing support services without using RSL. However, if a student needs more time to utilize various intervention strategies, RSL becomes an essential part of WSU’s support plan.

Finally, RSL is also based on the WSU Enrolment Policy. For more information, please read clauses 36-39 of the Enrolment policy.

Who is eligible to apply for RSL?

RSL is an option available to international students on a student visa who are:

  • Currently enrolled full-time in a compulsory teaching session.
  • Facing "compassionate or compelling" circumstances that significantly impact their ability to manage a full-time study load. These circumstances can be “program-related” or “personal/medical-related” reasons. You must provide supporting documentation in to evidence your circumstances.

IMPORTANT: Lodging an application doesn’t necessarily mean you will get approval. Hence, you must maintain a full-time study load and attend all your classes whilst you’re waiting for an outcome.

You do not need to apply for RSL if you:

  • Are on Conditional Enrolment and a reduced study load has already been agreed upon as part of an intervention strategy. The exception is when you want to reduce your study load further.
  • Are in your final teaching session of study for your program.

What are acceptable reasons considered in RSL?

Acceptable reasons for RSL are serious, unexpected and unavoidable events that significantly affect your ability to study. Listed below are the common reasons. They are not an exhaustive list.

Medical Reasons:

  • Serious illness or injury requiring significant time away from studies.

Family/Personal Reasons:

  • Bereavement of close family members.
  • Major political upheaval or natural disaster in your home country requiring emergency travel that impacts your studies.
  • Traumatic experiences such as witnessing a serious accident, or witnessing or being a victim of a serious crime.
  • Family emergencies requiring you to provide your attention and time for majority of the duration of the teaching session.
  • Unexpected and temporary changes in your or your family's financial circumstances which make it impossible to continue studying full-time.

Program-Related Reasons:

  • WSU is unable to offer a compulsory or prerequisite subject in the current teaching session, and you face a shortage of relevant subjects for which you are eligible to enrol (this includes a shortage of placements). You will need to provide details of discussions with your Academic Program Advisor (APA), Director of Academic Program (DAP), or School (including a study plan) and/or any related emails or letters.
  • WSU cancels your subject.
  • You applied for credit transfer and are waiting for a decision. This assumes you cannot register in any other subject (core or elective) to replace the subject you’re applying credit transfer for.

What reasons are NOT considered "compassionate or compelling"?

The following reasons are not considered valid for RSL:

  • Travel or employment issues, such as personal travel plans, job changes, or increased work hours.
  • Minor medical issues such as a cold or general feelings of stress or tiredness.
  • Financial issues, unless it is temporary and is caused by unforeseeable and extenuating circumstances.
  • Academic preferences like disliking a subject or having timetable clashes that can be avoided.

What documentation do I need to provide with my RSL application?

For all RSL applications:

  • Personal Statement: You must provide a personal statement that:
  • Clearly outlines the compassionate or compelling circumstances that are preventing you from maintaining a full-time study load.
  • Explains how these circumstances affect your ability to study full-time.
  • Outlines your plan to return to a full-time study load.
  • Supporting Documentation/Documentary Evidence: You must provide documentary evidence to support the claims you make in your personal statement.
  • Study Plan: You must submit a study plan from your Academic Program Advisor (APA), Director of Academic Program (DAP) that outlines what subjects you’ll register into every compulsory session until you complete your program. It must have your new expected program completion date.

Support documents depend on your reason for RSL.

Listed below are the common reasons. They are not an exhaustive list.

Medical Reasons

  • GP or Specialist’s Letter. This letter must have information on the (1) date of onset, (2) outlines how your medical condition impacts on your studies (3) duration of the impact, and (4) a treatment plan, and/or

Family/Personal Reasons

  • Statements from Relevant Professionals: You must provide statements from professionals like doctors, counsellors, or a Justice of the Peace to verify your situation. These statements should confirm the situation, its impact on your studies, and the date it began. You may also need to provide supporting documents such as death certificates or flight tickets.

Program-Related Reasons

  • Documentation of Communication with WSU Staff: You must provide evidence of communication with your Academic Program Advisor (APA), Director of Academic Program (DAP), or School to demonstrate that you attempted to resolve the issue. This could include emails, letters, or a copy of your study plan.

Important Considerations:

  • English Translations: All documents must be in English. If your original documents are in another language, you will need to provide certified English translations.
  • Official Letterhead and Signatures: Supporting documents should be official and verifiable. Where applicable, ensure your documents are on official letterhead, dated, and signed by the relevant authority.
  • Evidence of accessing support services - If you have previously applied for a RSL for the same reason, you should include evidence that you accessed the support services that were discussed in your previous application(s).
  • Sponsored Students: If you are a government sponsored student, for example by Saudi Arabia Cultural Mission (SACM) or Kuwait Cultural Office (KCO), you will need to provide an email confirmation that your sponsor has approved your RSL request.

What are the implications of an RSL?

  • Visa and Registration Requirements: International students must maintain a full-time study load to meet their visa conditions and registration requirements. An approved RSL allows you to study part-time without violating these requirements.
  • Course Duration and COE: An RSL may extend your course completion date, which could require you to apply for a new Confirmation of Enrolment (COE) and student visa if it goes beyond your current visa expiry date.
  • Scholarship/Sponsorship Implications: An RSL  might affect your scholarship or sponsorship because it could be considered a breach of full-time enrollment requirements. Please visit the FAQs for Scholarship webpage for your scholarship related questions. If your questions remain unanswered after reading the FAQs, then you are encouraged to get in touch with the International Scholarships team via Zoom webinar, WesternNOW enquiry form, or 1:1 advising sessions.

How do I apply for an RSL?

  1. Enroll full-time. Make sure you are enrolled full-time in the compulsory teaching session.
  1. Gather Your Documentation: Make sure you have a personal statement, study plan and as much supporting documents to substantiate your disclosure in the application.
  1. Submit Your Application: You must complete the RSL application form through WesternNow by the census date of the relevant teaching session. You can check relevant census dates from the important dates webpage. Please note that applications submitted after the census date will be automatically rejected. Applications without all the required documentation will also be rejected.
  1. Await the Outcome: The assessment takes up to 10 working days from the date you submit all the required documents. You will be notified of the outcome via your student email.

It is after census day, can I still apply for RSL?

Unfortunately, no. Late applications will automatically be rejected. You can check relevant census dates from the important dates webpage.

We encourage you to book an appointment with a Welfare Officer to discuss other alternative options. For example, you may be eligible for a Withdrawal Without Academic Penalty.

What happens if my RSL application is approved?

If your RSL application is approved, you will receive email notifications about the outcome of your application.

Student Services Hub will amend your student record, i.e. remove subjects based on your study plan from your APA.

What happens if my RSL application is rejected?

If your RSL application is rejected, the Welfare Officer will inform you of the reason for rejection and discuss alternative support options.

At this stage, we encourage you to:

  • Continue attending all your classes. We acknowledge that this may not be feasible for some students.
  • Seek further support: There may be other ways to help you address your issues even if you’re registered in full-time study load.

What if I need to apply for RSL again?

If you previously got approval to take RSL and need to apply for RSL again in future study sessions, you will need to go through the application process again. See “How do I apply for an RSL.”

Please note of the following:

  • It is not advisable for any student to take repeated RSLs as it significantly impacts on your ability to complete your program within your current COE and Student Visa.
  • Not completing your program of study within your student visa means you will need to apply for a new student visa. WSU cannot guarantee that you will get another student visa approved.
  • You will be asked to provide evidence that you have engaged with support services to address your circumstances. If you cannot provide this evidence, your application may be declined.

What can a Welfare Officer do to help me with my RSL application?

A Welfare Officer at WSU can:

  • Discuss support services specific to your needs. This may help you address your issues without the need for RSL. It is better for you not to do RSL so you can complete your program by your COE end date. More importantly, if you don’t do RSL then you will avoid the possible negative future visa implications.
  • Refer you to other relevant support services at WSU, such as academic advisors, or counsellors. They can also refer you to external support providers.
  • Provide guidance and support throughout the RSL application process. They can explain the eligibility criteria, application procedures, and required documentation. Important Note: While a Welfare Officer can provide valuable support, they cannot guarantee that your RSL application will be approved.

What support options do I have if I want to avoid doing RSL?

To maintain a full-time study load and avoid needing to apply for RSL:

  • Address academic issues proactively. Contact your Academic Program Advisor (APA) or Director of Academic Program (DAP) as soon as you anticipate any difficulties maintaining a full-time load. They could refer you to study support options. Please visit Study Help for Students website for more information.
  • Seek support for personal or medical issues early. If you need guidance, reach out to the Student Welfare Service team. You may contact them via phone (1300 668 370 – option 5) or email (welfareservice@westernsydney.edu.au). If you have mental health issues, please reach out to our Counselling Service team. If you have a chronic medical condition or a disability, please reach out to our Disability Service team. Please note the services outlined here are free and confidential.
  • Communicate promptly with relevant support staff at WSU (e.g., your APA/DAP, Student Services Hub, Western Success, scholarship/sponsorship providers) if unforeseen circumstances arise that could impact your studies.

Who do I contact at WSU about RSL?

  • For application assistance, general inquiries, or if your application was rejected: Contact the Student Services Hub.
  • For program/academic-related RSL reasons: Contact your Academic Program Advisor (APA) or Director of Academic Program (DAP).
  • For personal/medical/extenuating circumstances-related RSL reasons: Contact a Student Welfare Officer.
  • For scholarship or sponsorship implications: Contact the International Scholarships team.

Who do I contact if I want to know more about how my RSL may impact on my student visa and future visa applications?

If you have questions about how the RSL will impact on your student visa, we encourage you to contact:

Department of Home Affairs (DHA):

  • Phone: 131 881 (+61 2 6196 0196)
  • Website: immi.homeaffairs.gov.au

Redfern Legal Centre

  • Phone: 02 9698 7645

Registered Migration Agent

LOA FAQ

Leave of absence (LOA) FAQs

This FAQs document is designed by the WSU Student Welfare Service team for International Students studying in a Western Sydney University program.

If you are a permanent Australian resident, an International Student of International College, Sydney City Campus or a Higher Degree Research student, please read the below sub-sections.

Domestic Students and Students on a visa that are not a student visa (subclass 500)
If you’re a student who fall under these broad categories, then you do not need approval to take leave of absence. You do, however, still need to fill out a request form in WesternNOW. Please speak to a Student Services Hub staff member for assistance.

International College or Sydney City Campus students
Please note that if you are a student at the International College or Sydney City Campus, you should not complete the WesternNow form.

Higher Degree Research students
Please note that if you are a Higher Degree Research candidate you should not complete the WesternNow form. Variations of candidature are to be completed via ResearchMaster.

  • PhD/Doctorate and MPhil Candidates, please refer to the knowledge article KB0019418
  • Bachelor of Research/ Master of Research Candidates, please refer to knowledge article KB0019520

What is Leave of Absence (LOA)?

An LOA is a process that allows you to take a break from your studies for one or more compulsory study session/s due to compassionate or compelling circumstances. This means that the reason for your absence must be serious, unexpected and outside of your control.

These circumstances can be “program-related” or “personal/medical-related” reasons.

Why does WSU have a documented LOA Process?

WSU has a documented LOA process in place to ensure compliance with the Australian legislation called the Education Services for Overseas Students (ESOS) Framework. Specifically, WSU's LOA process helps the university meet the requirements outlined in Standard 9 of the ESOS National Code.

Standard 9 requires education providers like WSU to have a documented process for assessing, approving, and recording deferments, suspensions, or cancellations of study. Moreover, the standard requires institutions to advise international students to seek guidance from the Department of Home Affairs regarding the potential impact of deferring, suspending, or cancelling their enrolment on their visa status.

By implementing a structured LOA process, WSU demonstrates its commitment to upholding these legislative requirements and ensuring the well-being of its international students.

It is important to note that the goal of LOA is to provide a pathway for students to return to full-time study whilst they are trying to resolve their issues. It is considered a means to an end, and ideally, students should consider accessing support services without using LOA. However, if a student needs more time to utilize various intervention strategies, LOA becomes an essential part of WSU’s support plan.

Finally, LOA is also based on the WSU Enrolment Policy. For more information, please read clauses 86-105 of the Enrolment policy.

Who is eligible to apply for LOA?

To be eligible for LOA at WSU, you must meet all of the following conditions:

  • You are an international student on a student visa.
  • You are not going through a suspension or exclusion process at WSU.
  • You are currently enrolled full-time in a compulsory teaching session UNLESS you are unable to study at all in a compulsory teaching session due to compassionate or compelling reasons that you can prove with documents.
  • You have completed at least one teaching session of your program, regardless of whether you passed or failed the subjects.

IMPORTANT: Lodging an application doesn’t necessarily mean you will get approval. Hence, you must maintain a full-time study load and attend all your classes whilst you’re waiting for an outcome.

What are acceptable reasons considered in LOA?

Acceptable reasons for LOA are serious, unexpected and unavoidable events that significantly affect your ability to study.

Some examples for program-related reasons include:

  • Subject availability
  • Other program related reasons

Some examples for personal/medical-related reasons include:

  • Serious illness or injury
  • Death of a close family member
  • Major political upheaval or natural disaster in your home country
  • Traumatic experience

Reasons that are NOT considered in LOA include:

  • Poor academic performance
  • Travel or employment issues
  • Homesickness
  • Minor medical illness
  • Financial issues
  • Stress from assessments
  • Routine work commitments
  • Ordinary life events
  • Short-term injury

What documents do I need to provide with my LOA application?

For all LOA applications:

  • Personal Statement: This statement should clearly outline the circumstances preventing you from studying. That is, it must provide details of your personal circumstances, explain how they affect your ability to study full-time, and outline your plan to return to full-time study.
  • Supporting Documentation: You must provide documents to support your personal statement. See section entitled “Support documents depend on your reasons for LOA” below.
  • Study Plan: This plan should be from your Academic Program Advisor (APA) or Director of Academic Program (DAP) and should outline what subjects you’ll register for every session until you complete your program. It should include your new expected program completion date.

Support documents depend on your reason for LOA.

Listed below are the common reasons. They are not an exhaustive list.

Medical Reasons

  • A letter from your GP or Specialist. This letter must have information on the (1) date of onset, (2) outlines how your medical condition impacts on your studies (3) duration of the impact, and (4) a treatment plan, and/or

Family/Personal Reasons

  • Statements from relevant professionals, such as doctors, counsellors, or a Justice of the Peace, to verify your situation. These statements should confirm the situation, the date it began, its impact on your studies, and a support plan.
  • You may also need to provide supporting documents like death certificates, proof of relationship documents or flight tickets.

Program-Related Reasons

  • Evidence of communication with WSU staff, like your APA, DAP, or School, to show that you tried to resolve the program-related issue. This could include emails, letters, or a copy of your study plan.

Important Considerations:

  • English Translations: All documents must be in English. If your original documents are in another language, you need to provide certified English translations.
  • Official Letterhead and Signatures: Supporting documents should be official and verifiable. Where applicable, ensure your documents are on official letterhead, dated, and signed by the relevant authority.
  • Evidence of Accessing Support Services: If you have previously applied for LOA, you should include evidence that you used the support services discussed in your previous application(s). If you don't provide this evidence, your application may be declined.
  • Sponsored Students: If you are a government sponsored student, for example by Saudi Arabia Cultural Mission (SACM) or Kuwait Cultural Office (KCO), you will need to provide an email confirmation that your sponsor has approved your LOA request.

What are the implications of an LOA?

  • Visa and Registration Requirements: International students must maintain a full-time study load to meet their visa conditions and registration requirements. An approved LOA allows you to pause your study without violating these requirements.
  • Course Duration and COE: An LOA may extend your course completion date, which could require you to apply for a new Confirmation of Enrolment (COE) and student visa if it goes beyond your current visa expiry date.
  • Scholarship/Sponsorship Implications: An LOA might affect your scholarship or sponsorship because it could be considered a breach of full-time enrollment requirements. Please visit the FAQs for Scholarship webpage for your scholarship related questions. If your questions remain unanswered after reading the FAQs, then you are encouraged to get in touch with the International Scholarships team via Zoom webinar, WesternNOW enquiry form, or 1:1 advising sessions.

How do I apply for LOA?

  1. Enroll full-time. Make sure you are enrolled full-time in the compulsory teaching session.
  1. Gather Your Documentation: Make sure you have a personal statement, study plan and as much supporting documents to substantiate your disclosure in the application.
  1. Submit Your Application: You must complete the LOA application form through WesternNow by the census date of the relevant teaching session. You can check relevant census dates from the important dates webpage. Please note that applications submitted after the census date will be automatically rejected. Applications without all the required documentation will also be rejected.
  1. Await the Outcome: The assessment takes up to 10 working days from the date you submit all the required documents. You will be notified of the outcome via your student email.

It is after census day, can I still apply for LOA?

Unfortunately, no. Late applications will automatically be rejected. You can check relevant census dates from the important dates webpage.

We encourage you to book an appointment with a Welfare Officer to discuss other alternative options. For example, you may be eligible for a Withdrawal Without Academic Penalty.

What happens if my LOA application is approved?

If your LOA application is approved, you will receive email notifications about the outcome of your application.

Student Services Hub will amend your student record and put a note on your COE to advise Department of Home Affairs that you’re on approved leave.

What happens if my LOA application is rejected?

If your LOA application is rejected, the Welfare Officer will inform you of the reason for rejection and discuss alternative support options.

At this stage, we encourage you to:

  • Continue attending all your classes. We acknowledge that this may not be feasible for some students.
  • Seek further support: There may be other ways to help you address your issues even if you’re registered in full-time study load.

What if I want to apply for LOA for more than 12 months?

If you have previously taken LOA or are considering taking LOA for more than 12 months, you should speak to your Director of Academic Programs (DAP) before applying. Any request for LOA exceeding twelve months requires DAP approval.

If you need help finding out the name and contact details of your DAP, please reach out to Student Services Hub.

What if I need to apply for LOA again?

Any student can apply for up to 12 months of leave.

If you previously got approval to take LOA and need to apply for LOA again in future study sessions, you will need to go through the application process again. See “How do I apply for LOA.”

Please note of the following:

  • It is not advisable for any student to take repeated LOAs as it significantly impacts on your ability to complete your program within your current COE and Student Visa.
  • Not completing your program of study within your student visa means you will need to apply for a new student visa. WSU cannot guarantee that you will get another student visa approved.
  • You will be asked to provide evidence that you have engaged with support services to address your circumstances. If you cannot provide this evidence, your application may be declined.

What can a Welfare Officer do to help me with my LOA application?

A Welfare Officer at WSU can:

  • Discuss support services specific to your needs. This may help you address your issues without the need for LOA. It is better for you not to do LOA so you can complete your program by your COE end date. More importantly, if you don’t do LOA then you will avoid the possible negative future visa implications.
  • Refer you to other relevant support services at WSU, such as academic advisors, or counsellors. They can also refer you to external support providers.
  • Provide guidance and support throughout the LOA application process. They can explain the eligibility criteria, application procedures, and required documentation. Important Note: While a Welfare Officer can provide valuable support, they cannot guarantee that your LOA application will be approved.

What support options do I have if I want to avoid doing LOA?

To maintain a full-time study load and avoid needing to apply for LOA:

  • Address academic issues proactively. Contact your Academic Program Advisor (APA) or Director of Academic Program (DAP) as soon as you anticipate any difficulties maintaining a full-time load. They could refer you to study support options. Please visit Study Help for Students website for more information.
  • Seek support for personal or medical issues early. If you need guidance, reach out to the Student Welfare Service team. You may contact them via phone (1300 668 370 – option 5) or email (welfareservice@westernsydney.edu.au). If you have mental health issues, please reach out to our Counselling Service team. If you have a chronic medical condition or a disability, please reach out to our Disability Service team. Please note the services outlined here are free and confidential.
  • Communicate promptly with relevant support staff at WSU (e.g., your APA/DAP, Student Services Hub, Western Success, scholarship/sponsorship providers) if unforeseen circumstances arise that could impact your studies.

Who do I contact at WSU about LOA?

  • For application assistance, general inquiries, or if your application was rejected: Contact the Student Services Hub.
  • For program/academic-related RSL reasons: Contact your Academic Program Advisor (APA) or Director of Academic Program (DAP).
  • For personal/medical/extenuating circumstances-related RSL reasons: Contact a Student Welfare Officer.
  • For scholarship or sponsorship implications: Contact the International Scholarships team.

Who do I contact if I want to know more about how my LOA may impact on my student visa and future visa applications?

If you have questions about how the LOA will impact on your student visa, we encourage you to contact:

Department of Home Affairs (DHA):

  • Phone: 131 881 (+61 2 6196 0196)
  • Website: immi.homeaffairs.gov.au

Redfern Legal Centre

  • Phone: 02 9698 7645

Registered Migration Agent