Change of Course Procedures

a. A student must be currently enrolled in a course at the Institution and the course must have commenced;

b. International sponsored students must first seek written approval from their sponsor to change their course;

c. Students must have subjects to complete under their new course. Students are not permitted to change their course if they already meet all the requirements of their new course;

d. Incomplete grades and failed grades will be taken into consideration;

e. Students must not have a status of suspension or exclusion;

f. Academic standing and progression will reset (unless the change of course is a result of a teach out process);

g. Advanced standing may be applicable, as per the Advanced Standing Policy;

h. The form must be signed by a parent or legal custodian for students under 18 years of age; and

i. Students must meet the entry requirements of the course;

1.2 An undergraduate student is only permitted to change course of study in the same or higher AQF level course of study unless it is a recommendation by the Board of Examiners as part of the Academic Progression Policy and Academic Progression Procedures. A change to a course of study in a different or same sector, or a change of postgraduate study, may affect the student’s visa status. Students are advised to notify the Department of Home Affairs (DHA) if the change of course application is approved.

2.2 Students must complete the online form before the beginning of a study period, in the case of returning students, or at the latest by one week before census date (to allow the assessment of the application, and necessary enrolments to be actioned by census date). Any applications later than one week before census will only be considered for the next study period.

a. Assesses the request for a change of course based on the conditions and requirements of these procedures;

b. Approves or rejects the application, recording the outcome in the student management system, including advanced standing, if applicable;

c. Issue a new course progression plan.

3.2 Applications from students will be rejected where:

a. The requirements in 1.1 have not been met;

b. A course is withdrawn, and is no longer offered (teach-out); or

c. New course operational restrictions do not allow change of course, as determined on a case by case basis by the Institution.

3.3 Program Manager forwards the change of course application with outcome noted to Student Services for processing.

3.4 The student is notified of the outcome via email within 10 working days of submission.

3.5 If the change of course request is approved, the notification will include:

a. Successful change of course;

b. Details including, but not limited to, credit awarded, duration, fees and related policies;

c. A new course progression plan indicating subjects to complete.

3.6 A new COE (international students only) is issued.

3.7 If the change of course request is rejected, the notification will include:

a. The reason(s) for rejection; and

b. The right to lodge a complaint about the decision within 20 working days as per the Complaints and Appeals Policy and Complaints and Appeals Procedures.

4.2 Student Services is notified of the outcome of the review of the decision.

4.3 If the refusal decision is upheld, no further action is required from Student Services.

4.4 If the outcome is to grant the change of course request, Student Services proceeds to Step 3.5 to notify the student of the approval.

5.2 An international student’s existing COE is reported on PRISMS and a new COE is issued for the new course as per 3.6 and recorded on the student management system.

5.3 The change of course documentation is saved in the student management system.