Non-commencement of Study Procedures
1. Governing policy
These procedures relate to the Terms and Conditions of Enrolment.
They describe how staff will enact the terms and conditions to inform the Australian Government of an international student’s non-commencement of study, to fulfil the institution’s obligations under Section 19, Education Services for Overseas Students Act 2000 (ESOS Act).
2. Scope
These procedures apply to all international students on a student visa who do not commence their course when expected and have not otherwise informed the Institution of a request to defer their course commencement or been granted a later course commencement date. These procedures also apply to staff involved in processing a non-commencement of study. These procedures are aligned with applicable Australian Government legislation including the ESOS Act.
3. Procedures
3.1. These procedures set out the two key processes involved for a student’s non-commencement of study at the institution as per Table 1 below:
1. Triggers for non-commencement
The institution is obliged to report to the Department of Home Affairs (DHA), via PRISMS, all international students on a student visa who do not commence their course when expected. To determine which new students have not commenced, the institution performs a number of checks after the commencement of each study period.
2. Recording/reporting
Non-commencements are reported via PRISMS and the related Confirmation of Enrolments (COE) are cancelled. Students are notified of being reported to DHA.
Table 1.
| Process | Responsibilities | Timeframe |
| Step 1 Triggers for non-commencement | ||
| 1.1 After the commencement of each study period, Student Services performs the following checks, to determine if any new international students have not commenced their course as expected:
a. Attendance records: identify which students have not attended any classes at the following points;
b. Student declaration and student card: identify which students did not complete the declaration and collect their student card. 1.2 Compile the list of non-commencers following Step 1.1 at the beginning of week 2 for under 18 students, and week 4 for all other students, and compare against records for approved late commencement. |
Student Services, Admissions, Recruitment | Non-commencement list compiled Wk 1 (under 18), Wk 4 (all other students) |
| Step 2 Recording/reporting | ||
| 2.1 Using the list of non-commencers, the institution is obliged to report each student to DHA via PRISMS.
2.2 The report via PRISMS must be completed within: a. 14 days after the COE start date (expected commencement date) for students under 18 years of age; or b. 31 days after the COE start date (expected commencement date) for students above 18 years of age. 2.3 The COE for each student must be reported on by performing a Student Course Variation (SCV), and selecting the reason type non-commencement of studies which cancels the COE. 2.4 Students are notified via email of the cancellation of their COE and being reported to DHA as non-commencement of studies. 2.5 Student non-commencements are recorded on the student management system with the following records updated: a. Student’s enrolment record; b. COE status. |
Student Services | COE reported within 14 days – under 18 years
COE reported within 31 days – above 18 years |
4. Roles and responsibilities
The Registrar is responsible for the monitoring and reporting of international student non-commencements.
5. Compliance and monitoring
These procedures are written in accordance with the ESOS Act.
6. Records management
As detailed in Table 1 above, non-commencements of study are recorded in the institution’s database and the COE’s are reported in PRISMS.
7. Related documents
Terms and Conditions of Enrolment
Approved by EMG on 9 June 2023