International Student Transfer Procedure

Transferring Between Education Providers

Information for Student Visa Holding International Students

This statement has been prepared to comply with Standard 7 of the ESOS National Code 2007 (opens in a new window), and therefore only applies to current student visa holders. Any international student who is holding any other kind of temporary residence visa is not subject to the National Code; and hence, is not subject to this policy.

The statement should be read together with the Australian Government's Student Fact Sheet - Transferring to an education or training provider (opens in a new window) which includes a diagram showing the steps in the process. UWS staff managing transfers and requests for release letters should consult the government's fact sheet of information for educational providers (opens in a new window), detailing UWS's obligations under Standard 7 of the National Code.

All financial aspects of provider transfer are covered by the University's International Fee and Refund Agreement.

Information for UWS Students and Staff

Under the National Code 2007, 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 UWS for a letter of release. You do not need a letter of release 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, or
  • UWS is unable to deliver your course due to government sanctions against UWS.

Have I completed six months of my principal course?
Thesix 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 process for getting a letter of release?
The National Code 2007 requires your education provider to have a written policy and procedure, which will tell you how to apply for a letter of release and how your provider will assess your transfer request. This policy and procedure must be made available to you, but before your current education provider can assess your request, you must give them a copy of the letter of offer you have received from the provider you want to transfer to. 

What if my request is declined?
If UWS does not give you a letter of release, it must give you written reasons for refusing your request and inform you of your right of appeal.

All education providers must have a procedure for dealing with complaints and appeals. Please see Complaints Management and Resolution for details of the UWS policies and procedures. If you decide to use this system UWS will deal with the complaint or appeal as soon as practicable.

The restriction has dropped from 12 months to six months
Students are free to transfer to another education or training provider after completing six months of their principal course of study. Prior to 1 July 2007, students could not transfer to another provider before completing 12 months of their principal course of study unless the Department of Immigration and Citizenship released them from their visa condition.

More Information

If you think your education provider is not complying with the National Code 2007, you can contact the Department of Education, Employment and Workplace Relations (DEEWR) (opens in a new window) by emailing esosmailbox@dest.gov.au

Obtaining a Release Letter from UWS

The University of Western Sydney is required to determine the circumstances in which it may provide or refuse to provide a letter of release within the mandatory study period. A letter of release will be granted by the University only in circumstances where the transfer will not be to the detriment of the students or their future studies. For example, a letter of release will be issued if a student is experiencing personal difficulty or educational problems that cannot be satisfactorily addressed by the University and/or its resources.

A letter of release will NOT be granted to a student:

  • within 4 weeks of a course's commencement.
  • if a student is under any academic or non-academic sanctions
  • if the student applies to transfer from a UWS course/package that was processed under Streamlined Visa Processing (SVP) to a course or provider that is not eligible for SPV
  • if the student applies to transfer to another course or provider that is also eligible for Streamlined Visa Processing unless the student has discussed the request with the University's course advisor and the course advisor has made a recommendation supporting the transfer, based on any of the following: 
    • an assessment of what is in the student's 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 the student's 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 the student's future study plans.

A letter of release will 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

Where the student is under 18 years of age:

  • UWS is given a written confirmation that the student's parental or legal guardian supports 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 registered provider making the offer will accept responsibility for approving the student's accommodation, support and general welfare arrangements.

International Student Transfer Procedures

Application Process

Student Visa holding international students who have accepted an offer from the University of Western Sydney and have been granted a Confirmation of Enrolment (CoE) and wish to transfer 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 at any of the UWS International Student Advisor Offices

Outcome Procedures

Students will be notified of the outcome of their request within ten working days of submitting their request to the Manager, International Admissions.

  • Successful Outcome

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

The student is advised to contact the Department of Immigration and Citizenship 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 ater six months of study at UWS.

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

More Information at UWS