Student transfer request - assessment guidelines

These guidelines have been developed to comply with standard 7 of the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2018 (the National Code).

Under the National Code, international students on student visas must normally remain with their original education provider for the first six months of their principal course unless they obtain a release. Where a student has been made a packaged offer of more than one course, the principal course is the final course in the packaged offer. After the first six calendar months of their principal course, students are free to transfer to another provider and do not require a release.

Circumstances in which you will be provided with a release

  1. If you do not meet the conditions of your offer and can demonstrate that you have made a genuine effort to do so.
  2. If the transfer is considered beneficial to your study plan. Circumstances considered beneficial to your study plan include:
    1. The transfer represents a clear educational progression to a higher level course in your academic discipline
    2. If you are experiencing demonstrable academic difficulties in your current course and can show that you have made a genuine effort with your studies
    3. Where your personal circumstances indicate a change to an alternative program at another institution will benefit you in some other way.
  3. If you are a government sponsored student and your sponsor considers the transfer to be in your best interest and has provided written support for the change.
  4. If you are under 18 years of age and your parent/legal guardian considers the transfer to be in your best interest and has provided written support for the change. You will also need to provide written confirmation from your new institution that it will be responsible for approving your accommodation and welfare.
  5. Swinburne fails to deliver the course as outlined in the written agreement.
  6. There is evidence that the overseas student's reasonable expectations about their current course are not being met.
  7. There is evidence that the overseas student was misled by the registered provider or an education or migration agent regarding the registered provider or its course and the course is therefore unsuitable to their needs and/or study objectives.
  8. The university instigates and recommends a release.

Circumstances in which you will not be provided with a release

  1. If you have not provided all the documentation required.
  2. If you have any outstanding debts to Swinburne.
  3. If you are seeking to transfer before having commenced any study at Swinburne, or before having completed a year of genuinely attempted studies, or cannot provide a valid educationally-based reason for seeking to change.
  4. If the transfer is considered detrimental to your study plan. The transfer will be considered detrimental to your study plan if it does not represent a clear educational progression to a higher level course in your academic discipline and you cannot provide a valid educationally-based reason for seeking to change.

Meeting with staff

You may be required to attend a meeting with staff to explore your reasons for wishing to transfer and any compassionate or compelling personal or academic circumstances that may apply in your case, and to identify any alternative academic pathways or programs within Swinburne which may be relevant to your academic aspirations.

If you fail to attend a scheduled meeting you may not be provided with a release letter.

Application form

To apply for a release letter, you should submit a Withdrawal from Course Application form and request a release letter as part of this withdrawal process.

Students who have withdrawn from their course will need to submit a Withdrawal from Course Application form again and request for a release letter.

Supporting documents

The following documentation is required at the time of application:

  • A valid enrolment offer letter from another provider
  • A personal statement or evidence of personal circumstances

Additional supporting documentation to be included (if applicable):

  • Evidence that you have not met the conditions of offer
  • Evidence that your reasonable expectations about your current course are not being met
  • Evidence that you were misled by the registered provider or an education or migration agent
  • Medical documentation
  • Application for refund
  • Written support from government sponsor
  • If you are under 18, a written support from a parent/guardian

If you intend to transfer interstate or with family, additional information is required:

  • Independent proof of family connection, or
  • Proof of future address and family connection in the form of a billing receipt, i.e. electricity/water/gas bill

Outcome of application

You will be given a written outcome, including reasons for the outcome, at no cost.

The outcome will normally be provided within 10 working days of the date you submit your written request if you have provided all the required information.

Review of decision

You may apply for a review of a decision not to provide you with a release letter in accordance with Swinburne’s Review and Appeals Regulations 2012.

Refunds

In order to obtain a refund you must withdraw by the dates specified and apply in the manner required by Swinburne. Your entitlement to a refund will be assessed in accordance with your agreement with Swinburne. For more information regarding refunds, please refer to our Refunds for International students webpage.