Attendance Requirements

What You Need to Know

Attendance Rules

As an ELICOS student on a student visa you must attend at least 80% of the scheduled course contact hours.

If you don't maintain an attendance of 80%, TAFE Queensland is obligated to report the matter to the Department of Home Affairs - Immigration for further action.

Attendance Calculation Methods

Attendance is calculated by:

1. The number of recorded hourly absences in all compulsory activities;
2. Deducted from the total scheduled contact hours for the enrolment (as indicated on your ecoe); and
3. Converted to a percentage attendance rate.

If you are more than 15 minutes late absence will be recorded for the entire session.

If you are absent due to illness and is supported by a medical certificate, it will still be counted as an absence for the purpose of calculating your attendance. You will need to retain your medical certificate in case of an internal appeal.

If you have received an approval for a deferral, suspension of study or academic acceleration the absence will not be included in calculations.

* Please note: If you intend to suspend your studies, please refer to the International Student Deferrals, Suspensions, Withdrawals and Cancellations of Enrolment section for more information.

Monitoring of Attendance

What You Need to Know

TAFE Queensland will monitor your attendance.

If you are having attendance issues, we will notify you in writing to let you know that you are behind in your attendance.

The written notification will be sent at the following points:

1. If your attendance drops to 92%-87% (Warning Letter 1); and
2. If you have had 5 days consecutive absences (Warning Letter 2).

If you receive a Warning Letter 1 you will be required to make an appointment within two weeks from the date of the letter to discuss your non-attendance, and will be offered support services to help improve your attendance.

Formally Addressing Attendance Issues

What You Need to Know

If your attendance rate is 79% or below after receiving Warning Letter 1 a Notice of Intent to Report will be issued, which outlines:

1. The notice of intent to report your attendance to the Department of Home Affairs - Immigration; and
2. Your right to apply for an internal appeal of the decision within 20 business days from the date outlined in the Notice of Intent to Report.

If you do not access the internal appeals process within the 20 business day period or withdraw from TAFE Queensland, then TAFE Queensland will report you to the Department of Home Affairs - Immigration for further action and your enrolment will be cancelled.

Progression Requirements

What You Need to Know

Progress Rules:

As an ELICOS student you must achieve satisfactory progress through each level of English.

You will be required to undertake English tests on a weekly basis.

If you don’t achieve satisfactory progress, TAFE Queensland is obligated to report the matter to the Department of Home Affairs – Immigration

Monitoring of Progress

What You Need to Know

TAFE Queensland will monitor your progress by reviewing results from weekly tests undertaken.

Depending on the ELICOS course that you are undertaking you may be required to meet with your ELICOS teacher at 5 or 6 week intervals.

If you are not progressing an Intervention Plan will be developed to assist you.

Formally Addressing Progression Issues

What You Need to Know

If you have been unsuccessful in completing the same level of English twice you may be issued with a Notice of Intent to Report, which outlines:

1. The notice of intent to report your non progress to the Department of Home Affairs - Immigration; and
2. Your right to apply for an internal appeal of the decision within 20 business days from the date outlined in the Notice of Intent to Report.

If you do not access the internal appeals process within the 20 business day period or withdraw from TAFE Queensland, then TAFE Queensland will report you to the Department of Home Affairs - Immigration for further action and your enrolment at TAFE Queensland will be cancelled.

Appeals

What You Need to Know

Internal Appeal

If you feel that TAFE Queensland's decision to report you for not meeting attendance requirements is unfair, you have a right to ask for an internal appeal of the decision.

Your request for an internal appeal must be on the basis of the way in which the decision was reached by TAFE Queensland, and include:

1. The grounds for the appeal;
2. A statement on the circumstances that you believe affected your attendance rate or progression; and
3. Any supporting documentation.

If you are asking for an internal appeal, it must be made in writing, and submitted within 20 business days of receiving the Notice of Intent to Report. To obtain the relevant form please make contact with your local International Student Support Officer.

TAFE Queensland will then consider the matter and respond to you within 20 business days.

Please note: TAFE Queensland may elect to not report a student visa breach in cases where an internal appeal request is made for an attendance breach, and you:

1. Have presented genuine evidence of compassionate and compelling circumstances; and
2. Are still attending 70% of the schedule contact hours

Compassionate or compelling circumstances are generally those beyond the control of the international student and they have an impact on the international student’s capability and/or ability to progress through a course. Decisions on whether or not a situation is considered compassionate and compelling is at the discretion of TAFE Queensland and may include:

1. Serious illness or injury, where a medical certificate states that the international student was unable to attend class;
2. Bereavement of close family members such as parents, siblings, or grandparents (where possible a death certificate should be provided);
3. Major political upheaval or natural disaster in the home country requiring their emergency travel and this has impacted their studies;
4. A traumatic experience which could include but is not limited to:

a.) Involvement in or witnessing of a serious accident;

b.) A serious crime committed against the international student; or

c.) The international student has been a witness to a serious crime.

You will still be enrolled with TAFE Queensland during the internal appeal process.

External Appeals

If you are still dissatisfied with the decision, you may have the right have the right to take the matter to the Queensland Ombudsman for an external appeal.

Evidence of your submission to the Queensland Ombudsman must be provided to TAFE Queensland within 5 days of the internal appeal decision notice.

If you do not provide evidence of your external appeal you will be withdrawn from TAFE Queensland, and your withdrawal will be reported to the Department of Education and Training and the Department of Home Affairs - Immigration.

You will still be enrolled with TAFE Queensland during the external appeal process.

Transferring from another Provider to TAFE Queensland

What You Need to Know

If you are enrolled with another provider and have not completed your first 6 calendar months of study, you must complete an application to enrol with TAFE Queensland via the International Student Application Form when seeking to transfer to TAFE Queensland.

If TAFE Queensland accepts your application, you will be issued with a Letter of Offer. The Letter of Offer may include some conditions applied to your admission, including:

1. The releasing provider has agreed to your release;
2. Any evidence that the releasing provider or the course in which you were enrolled has ceased to be registered;
3. Any evidence that the releasing provider has had a sanction imposed on its registration by the ESOS agency that prevents you from continuing your course;
4. Any evidence by written support for the change from any government sponsor that considers the change to be in your best interest; and
5. If you are under 18 years of age you must also include written confirmation from your parents or legal guardian supporting your transfer.

Transferring from TAFE Queensland to another Provider

What You Need to Know

If you are enrolled with TAFE Queensland and have not completed your first 6 calendar months of study in your principal course (usually the highest level of qualification) you must submit an International Student Application to Transfer between Registered Providers Form, and submit to TAFE Queensland through your region’s International team, or via email to Admin.TQI@tafeqld.edu.au. 

If you are enrolled in an ELICOS program and it is your principal course of study TAFE Queensland considers 24 weeks of study as equivalent to 6 calendar months of study.

Your transfer request must be accompanied by a valid Letter of Offer from the other provider.

If you are under 18 years of age and are not being cared for in Australia by a parent or legal guardian, your application must also include:

1. Written confirmation of responsibility for your accommodation, support, and welfare arrangements; and
2. Written confirmation from a parent or legal guardian that they support the transfer.

If you are enrolled with TAFE Queensland you should still continue with your attendance and assessment until the outcome of the transfer request is communicated to you.

TAFE Queensland will provide you with notification of your transfer request outcome within 15 business days of your application and all required information being received.

Transfer Request Rules

What You Need to Know

The circumstances where a will be granted by TAFE Queensland prior to you completing 6 calendar months of your principal course of study include:

1. You will be reported because you are unable to achieve satisfactory course progress at the level you are studying, even after engaging with TAFE Queensland intervention strategy to assist you;
2. You have grounds to seek to change course to gain access to broader support through services not offered by TAFE Queensland;
3. If TAFE Queensland fails to deliver or continue to deliver the course as outlined in the Letter of Offer;
4. You can provide evidence that your reasonable expectations about the current course are not being met;
5. You can demonstrate that you experiencing a threat to your physical or mental health or safety, and that this will be alleviated through a transfer;
6. You can demonstrate compassionate or compelling circumstances (documented in writing with any applicable supporting evidence supplied) which mean you have to transfer to another provider. You will need to prove that it will be detrimental to you for you to remain in your course;
7. You can provide evidence that you were misled by TAFE Queensland or an education or migration agent regarding TAFE Queensland or its course, and the course is therefore unsuitable to your needs and/or study objectives;
8. A government sponsor provides confirmation in writing that it considers a transfer to be in your best interests;
9. Where you have appealed on another matter which results in a decision or recommendation to approve your release;
10. Where you have genuinely attempted previous studies but you fail to meet entry requirements; and
11. At the time of the application to transfer was submitted, you had not completed 6 months of principal course but will have completed 6 months of the principal course at the time of commencement in the proposed new course with the receiving provider.

Circumstances where a transfer may not be granted prior to you completing 6 calendar months of your principal course of study include:

1. You have changed your mind about your course of study;
2. The transfer may jeopardise your progression through a package of courses;
3. TAFE Queensland believes that you have made decisions regarding accommodation, employment, or travel that are not aligned with the requirements of your course;
4. You are experiencing a course scheduling conflict with personal, work, or other non-study commitments;
5. You do not have a valid enrolment offer from another CRICOS registered provider;
6. You have outstanding fees for the current study period;
7. You are under the age of 18 and do not have written consent of your parent or legal guardian;
8. TAFE Queensland believes that a transfer will be detrimental to you;
9. You have not accessed support services available for assistance with study or personal issues;
10. You are trying to avoid being reported to the Department of Home Affairs - Immigration for failure to meet any of TAFE Queensland’s requirements;
11. You did not provide valid supporting documentation for a transfer; and
12. You have not genuinely attempted previous studies and fail to meet entry requirements.

Reviews of Transfer Decisions

What You Need to Know

Internal Review:

If you feel that TAFE Queensland's decision about your transfer request is unfair, you have a right to ask for an internal review of the decision.

Your request for an internal review must be on the basis of the way in which the decision was reached by TAFE Queensland, and include:

1. The grounds for the review; and
2. Any supporting documentation.

If you are asking for an internal review, it must be made in writing using the form provided to you, and be submitted within 20 business days of receiving the notification of your transfer request outcome from TAFE Queensland.

TAFE Queensland will then consider the matter and respond to you within 20 business days.

External Appeals

If you are still dissatisfied with the decision, you may have the right to take the matter to the Queensland Ombudsman for an external appeal.

Useful forms

International Student Application Form

International Student Application to Transfer between Registered Providers Form

What You Need to Know

If you are an international student under the age of 18 you are required to meet one of the following accommodation and welfare requirements:

1. Option 1: Living with a parent/guardian; or
2. Option 2: Living with a suitable relative approved by the Department of Home Affairs – Immigration. For more information on the suitable relative criteria please visit the Department of Home Affairs – Immigration website.

To identify your care arrangements, you will need to complete a Care Arrangements for Students under the Age of 18 Form (PDF, 508KB).

Your welfare will be managed by your parent/guardian as the nominated primary care-giver, or a Department of Home Affairs – Immigration approved suitable relative.

 

Useful Forms

Care Arrangements for Students under the Age of 18 Form (PDF, 508KB)

Student Initiated Deferral, Suspension of Studies, and Withdrawal Applications

What You Need to Know

Deferrals

TAFE Queensland will consider an application for deferral when:

1. The grounds for the application are of a compassionate or compelling nature supported by documented evidence;
2. The application is for a maximum of 6 months (1 semester) or the next available intake for a course; and
3. The application is made two weeks prior to your commencement date as indicated on the Electronic Confirmation of Enrolment (eCoE) (or 5 days prior to your commencement date if it is because of a visa delay).

Suspension of Studies

TAFE Queensland will consider an application for suspension of studies when:

1. The grounds for the application are of a compassionate or compelling nature;
2. The application is for a maximum of 6 months or 1 semester, whichever is greater; and
3. The application is made two weeks prior to the requested suspension of studies commencement date.

Withdrawals

TAFE Queensland will consider all applications for student withdrawals.

Application Process

What You Need to Know

Deferrals

All applications for deferral must be submitted using the International Student Application to Defer or Suspend Enrolment Form (PDF, 523KB) to TAFE Queensland International via email to Admissions.TQI@tafe.qld.edu.au.

In instances where your request for a deferral is as a result of a delay in your visa processing you must notify TAFE Queensland International via email to Admissions.TQI@tafe.qld.edu.au.

Where you are requesting a deferral for the first course of a package of courses and your deferral is approved, any future enrolments that you have will be automatically deferred.

Documentary evidence should be provided to support your application.

Suspension of Studies

All applications for suspension of studies must be submitted using the International Student Application to Defer or Suspend Enrolment Form (PDF, 523KB) to the regional International Administration Officer in person or to TAFE Queensland International via email to Admin.TQI@tafe.qld.edu.au.

Documentary evidence should be provided to support your application.

You must continue attending class until receiving a decision on your application.

Withdrawals

All applications for withdrawal must be submitted using the International Student Course Withdrawal Form (PDF, 47KB) to the regional International Officer in person or to TAFE Queensland International Administration Officer via email to Admin.TQI@tafe.qld.edu.au.

Feedback on Decisions

What You Need to Know

TAFE Queensland will advise you of its decision in writing within 20 business days, and if approved facilitate the administrative activities required for a change in your enrolment, including:

1. Communication with the Department of Home Affairs - Immigration;
2. If applicable a revised variation to your Letter of Offer and Electronic Confirmation of Enrolment; and
3. Any fees associated with your change in enrolment, under the Student Fee Schedule.

If you have been approved for a deferral, suspension of studies or advised that the withdrawal has been processed you will need to seek advice from the Department of Home Affairs – Immigration on the potential impact on your student visa.

Note: If you receive a Notice of Intent to Report for any reason (e.g. for a TAFE Queensland initiated suspension or cancellation of enrolment) prior to the withdrawal and have not accessed an internal appeal, the process of reporting to the Department of Home Affairs - Immigration will continue.

 

Reviews of Deferral and Suspension of Studies Decisions

What You Need to Know

Internal Review:

If you feel that TAFE Queensland's decision on your application for deferral or suspension of studies is unfair, you have a right to ask for an internal review of the decision.

If you are asking for an internal review, it must be made in writing and submitted within 20 business days of receiving the decision outcome notice. To obtain the relevant form please make contact with the International Student Support Officer.

TAFE Queensland will then consider the matter and respond to you within 20 business days.

In cases of suspension of studies applications, if you were enrolled prior to applying for an internal review you must continue to attend and participate in scheduled classes until you receive a decision on your review.

External Appeals

If you are still dissatisfied with the decision, you have the right have the right to take the matter to the Queensland Ombudsman for an external appeal.

TAFE Queensland Initiated Suspensions and Cancellation of Enrolment Rules

What You Need to Know

TAFE Queensland may suspend or cancel the enrolment of a student on the grounds of:

1. Unsatisfactory attendance;
2. Unsatisfactory academic progression, including:
   1. Non-commencement of studies. This action is considered to constitute a passive withdrawal and your enrolment will be cancelled
   2. Failing to return to studies after an approved semester break, suspension of studies, or holiday without notifying TAFE Queensland. This action is considered to constitute a passive withdrawal and your enrolment will be cancelled;
   3. If you are under-enrolling (taking less than a normal load without good reason) despite advice from TAFE Queensland;
   4. If you have a rejected application for deferral or suspension of studies, but cease to continue participation;
   5. If you or TAFE Queensland cancels your enrolment in any course (this will result in a cancellation);
3. Academic and Non-Academic misconduct;
4. Non-payment of student fees; and
5. Where it becomes evident that you have behaved improperly or provided false documentation as part of the application and enrolment process.

Feedback on Decisions

What You Need to Know

In most instances, the regional International Administration Officer will notify you via a Notice of Intent to Report 20 business days prior to the intended suspension or cancellation of enrolment, except in cases of passive withdrawal.

Appeals

What You Need to Know

TAFE Queensland will manage appeals for suspensions and cancellations and enrolment under the:

• Student Misconduct appeals process; or
• Academic Misconduct appeals process.

If your cancellation of enrolment is a result of breaching your student visa conditions (attendance or progress) evidence of your external appeal submission to the Queensland Ombudsman must be provided to TAFE Queensland within 5 days of the internal appeal decision notice.

You will still be enrolled with TAFE Queensland during the external appeal process.

If you do not provide evidence of your external appeal you will be withdrawn from TAFE Queensland, and your withdrawal will be reported to the Department of Education and the Department of Home Affairs - Immigration.

Useful Forms

International Student Application to Defer or Suspend Enrolment Form (PDF, 523KB)

International Student Course Withdrawal Form (PDF, 47KB)

Applications for Course and Location Changes

What You Need to Know

TAFE Queensland will consider an application for course and/or location change for international students when the application is made a minimum of 20 business days prior to the commencement of studies for your proposed new course, and the following criteria are met:

• You do not have any outstanding fees;
• You do not have a pending Notice of Intent to Report, Notice of Intent to Suspend, or Notice of Intent to Cancel;
• Your chosen course and if applicable location is registered on CRICOS;
• Your study plan allows you to complete the course within your original study duration. Please note, TAFE Queensland will only consider a change in study duration if you are able to provide evidence of compassionate and compelling circumstances; and
• You meet the entry requirements for the proposed course.

In exceptional circumstances TAFE Queensland may consider applications for course and/or location changes outside of the specified timeframe such as:

• Where you have been given approval to commence late in your current course;
• If your request is mid-semester and supported by the faculty for immediate change; and
• Where you are able to provide evidence of compassionate or compelling circumstances.

Application Process

What You Need to Know

Change of Course and or Location within TAFE Queensland

You will need to complete the International Student Application to Change Course/Location Form to TAFE Queensland International via email to Admin.TQI@tafe.qld.edu.au or in person to the regional International Administration Officer.

You must continue to be enrolled in your current enrolled course and participate as expected.

Feedback on Decisions

What You Need to Know

TAFE Queensland will advise you of its decision in writing within 15 business days, and if approved facilitate the administrative activities required for a change in your course and or location, including:

• Communication with the Department of Home Affairs - Immigration;
• Providing a new Letter of Offer and Electronic Confirmation of Enrolment; and
• Arranging for payment of the International Program Change fee, under the Student Fee Schedule.

Reviews of Course and Location Change Decisions

What You Need to Know

Internal Review:

If you feel that TAFE Queensland’s decision on your application for course and/or location change is unfair, you have a right to ask for an internal review of the decision.

If you are asking for an internal review, it must be made in writing and submitted within 20 business days of receiving the decision outcome notice. To obtain the relevant form please make contact with the International Administration Officer.

TAFE Queensland will then consider the matter and respond to you within 20 business days.

If you were enrolled prior to applying for an internal review you must continue to attend and participate in scheduled classes until you receive a decision on your review.

External Appeals:

If you are still dissatisfied with the decision, you have the right have the right to take the matter to the Queensland Ombudsman for an external appeal.

Useful Forms

International Student Application to Change Course/Location Form