Enrolling as an international student

Frequently asked questions

As an on campus international student and holder of a student visa, the ESOS legislation framework has specific requirements to consider for enrolment planning.

You can access the National Code 2007 at http://aei.dest.gov.au/ and the National Code Explanatory Guide at http://aei.dest.gov.au/ for reference.

The following FAQs have been composed to assist you to understand how you can work with Deakin staff so that your enrolment is structured to enable you to complete your study program / course within the duration of your electronic Confirmation of Enrolment (eCOE) /student visa.

What is the electronic Confirmation Of Enrolment (eCOE)?
The eCOE is the document you are required to submit to the Department of Immigration and Citizenship (DIAC) to apply for a student visa. Information about your study program/course based on the details of the Letter of Offer issued by Deakin International, which includes the duration, are included in the eCOE.

What is the link between the eCOE and the student visa?
The student visa duration has been issued by DIAC based on expected course end date in the eCOE.

What is the requirement of the study program / course?
As a student visa holder, you are required to complete your program / course within the time granted on your student visa.

Can I defer my course prior to enrolment?
Yes, but you need to contact Deakin International to obtain a new Letter of Offer and a new eCOE.

How can I do this (complete my study program / course within the time granted on my student visa)?
Complete within duration. Normally, international students will need to enrol in four credits points each semester as the eCOE and student visa length have a calculated duration on the basis of four credit points for each semester (not including Summer or Winter Semesters).

Can the duration of the study program / course vary?
Yes, the duration of the study program / course takes into account any approved Advanced Standing that will reduce the number of units required to successfully complete the course.

What if I do not enrol in four credit points per semester?
You may not be able to complete your study program / course in student visa time and will therefore require a student visa extension. The only way Deakin can recommend a visa extension to DSA is if you have consulted with your Faculty Enrolment Officer and developed an enrolment plan or intervention strategy so you can complete the course within the revised course completion date.

What if I enrol in three credit points in semester and one credit point in Summer School?
This is perfectly acceptable as this strategy will enable you to make up for a reduced enrolment in one semester, however, bear in mind that units offered during Summer Semester are limited and you may not be able to. This may mean that you may not complete within the original course completion date as per your students visa, thereby requiring a student visa extension (refer to above question).

Can I enrol for an online or off-campus unit as part of my course?
Yes. You can enrol in an online or off-campus unit as part of your course as long as you are also enrolled in at least one on-campus unit during semester (with the exception of summer or winter semester). You may enrol in online or off-campus units up to a maximum of 25% of your total course load. If you are unsure, consult your Faculty Enrolment Officer.

Can I enrol in an online or off-campus unit during summer or winter semester?
Yes. You can enrol entirely for an online or off-campus units during non-compulsory study periods (eg. Winter Semester, Summer Semester, or Early Start Summer Semester for continuing postgraduate, Business and Law students only).

If I apply for a Course Transfer, what will be my course duration?
If you applied for a Course Transfer and have been granted Advanced Standing, the total course duration will be based on the number of credit points required to complete the reduced duration of the course, as determined by Faculty.

What happens if I fail one unit?
This means you will need an intervention strategy to plan to get back on schedule to complete the course within the expected duration.You are recommended to arrange a time to consult with your Faculty Enrolment Officer so the intervention strategy can be established.You should receive a letter from the Faculty outlining what actions you can take.

What is an Intervention Strategy?
Intervention strategies will vary from student to student. Strategies may be one or a combination of the following:

receiving a letter from the faculty highlighting support services to improve academic performance;
attending academic skills programmes;
attending tutorial or study groups;
receiving individual case management;
attending study clubs;
attending counselling;
receiving assistance with personal issues which are influencing progress;
receiving mentoring;
being placed in a suitable alternative subject within a course or a suitable alternative course; or
a combination of the above and a reduction in course load.
an approved intermission
enrolling in Summer or Winter Semester Studies

What if I fail more units?
The Faculty Academic Progress and Discipline Committee (FAPDC) will make contact with you.

Can I intermit my enrolment?
Yes, but only in consultation with your Faculty Enrolment Officer. You will need to provide documentary evidence and letters of support for any approved intermission based on compassionate or compelling circumstances beyond your control.

These circumstances include, but are not limited to:

serious illness or injury, where a medical certificate states that the student was unable to attend class;
bereavement of close family members such as parent or grandparent (where possible, a death certificate should be provided);
major political upheaval or natural diaster in the home country requiring emergency travel and this has impacted on the 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 the student (these cases should be supported by police or psychologist’s reports)

where the registered provider was unable to offer a pre-requisite unit;
where a student in final semester seeks an extension to complete a final unit for an additional major sequence, or
inability to begin study on the course commencement date due to delay in receiving a student visa.

What do I need to bring to an appointment with a staff member for advice (eg. Faculty Enrolment Officer, International Student Adviser, Student Services Counsellor, etc)?
It is useful to bring the following:

Your passport with evidence of visa.
Any supporting documents as evidence of circumstances that may have affected your results.

Where can I get more information?
You can speak to staff in the campus office of Deakin International for advice about visa related matters.

Transfer between registered providers guidelines

Under the National Code 2007, providers are restricted from enrolling transferring students prior to the student completing 6 months of their principal course. The principal course is one for which a student visa has been issued as the highest level of study in the program. For example, for a DUELI program of 10 weeks and postgraduate program of 78 week, the student will be issued with a visa for 88 weeks in duration with the highest level of study as visa sub-class 573, higher education

For Deakin University, this impacts in two ways:

A student may apply to be released from the Deakin program before or up to the first completed six months of the principal course; this includes students on a pathway program of which the higher education component is the principal course.
A student may apply to commence a program at Deakin, after arriving in Australia on the visa generated by another education provider, prior to completion six months of the principal course with the provider.

Approval of Release from Deakin

Normally all students who are issued a student visa as a result of a Deakin generated electronic Confirmation of Enrolment (eCOE) will be expected as a minimum to complete the first six months of the Deakin principal course.

The following criteria are the only circumstances in which Deakin will grant a release before the completion of the first six months of the Deakin program:

Deakin University CRICOS registration has been suspended
The course offered in the Letter of Offer becomes unavailable for new intakes
Failure to qualify for admission at the end of the pathway program
A government sponsor deems that the transfer is in the best interest of their student
Evidence of the course being inappropriate because it does not meet the needs of the student
There are grounds for compassionate and compelling circumstances ( See below)
An applicant under 18 years old presents a valid offer from a receiving institution (which also acknowledges the responsibility to provide accommodation, support and general welfare) and provides written evidence of parents/guardian’s support for the transfer.

Compassionate and compelling circumstances to be considered for approval and release from Deakin University will normally be a sudden change of circumstance, beyond the student’s control, that impact on plans for on campus study in Australia. Such circumstances, supported by evidentiary documents, include illness or death of an immediate family member or sponsor.

The applicant requesting a release letter will be advised of the decision in writing within the agreed timeframe, outlined upon receipt of application. Applications are sent to: Transfer Application, Operations, Deakin International, Melbourne Campus at Burwood, Burwood Vic 3125

NOTE: If a student is eligible to commence and continue the nominated Deakin program, changes to another level of study in an unrelated field to the original visa will not be approved in the period prior to or within the first six months of the principal course of study. Similarly, requests for transfers from commencing students who are in an adjustment period should not expect approval prior to enrolling for six months in the principal award course, except where there is evidence of compassionate or compelling reasons.

The applicant will be free to pursue the change of study plans after completing an enrolment of six months in the originally intended award course at Deakin University.

Approval to Transfer to Deakin

As a receiving educational institution, Deakin University must not knowlingly enrol a student wishing to transfer prior to the end of the first six months of the principal course of study ( ie the highest level of study for which the student visa was issued)

If an application is received from an onshore student indicating that they are currently studying at another Australian institution, the applicant must confirm the completion of the first six months of the principal course of study (ie the highest level of study for which the student visa was issued), and attach a copy of visa.

If the six month period has passed, the application process proceeds as for all overseas students.

Note: If the applicant is in receipt of a Government scholarship, a letter from the sponsoring Government agency is also required to support the transfer.