A-Z Policy Listing

ESOS COMPLIANCE POLICY

Date first approved:
9 October 2015

Date of effect:
9 October 2015

Date last amended:
(refer Version Control Table)
9 October 2015

Date of Next Review:
9 October 2018

First approved by:

University Council

Custodian title & e-mail address:

Director, Academic Quality and Standards and Principal Executive Officer
Academic Quality and Standards Unit (AQS) (course-management@uow.edu.au)

Author:

ESOS and Course Administration Officer, Course Management Group, AQS

Responsible Division & Unit:

Course Management Group, Academic Quality and Standards Unit, Deputy Vice-Chancellor (Academic) Portfolio

Supporting documents, procedures & forms of this policy:

ESOS National Code Audit Procedure
CRICOS Registration and Amendment Procedure
s
ESOS Annual Fees and Payments Procedure (new draft)

Relevant Legislation & External Documents:

Education Services for Overseas Students Act 2000
National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007

Audience:

Public – accessible to anyone

Submit your feedback on this policy document using the Policy Feedback Facility.

Contents

1 Introduction 2

2 Scope 2

3 Definitions 2

4 The ESOS Act 3

5 National Code 4

6 Legislative Compliance 4

7 Penalties for Non-Compliance 5

8 Roles and Responsibilities 5

9 Version Control Table 6

Attachment 1: National Code Standards 7

Attachment 2: CRICOS Actions 27

Attachment 3: Key Dates for Institutional Compliance Activities 31

    1 Introduction

    • 1. The Tertiary Education Quality and Standards Agency (TEQSA) regulates the education and training sector's involvement with international students studying in Australia on student visas.
    • 2. This document provides a framework which comprehensively outlines the University’s approach to compliance with the requirements stipulated in the ESOS Act and the National Code. This document also identifies unit specific roles and responsibilities in relation to National Code and the corresponding UOW policies and procedures.

    2 Scope

    • 1. The ESOS Act and this policy apply to:
          • a. The University as a registered provider,
          • b. Staff members responsible for administration or delivery of courses and student support services to international students,
          • c. Prospective and current international students,
          • d. Agents who recruit students for the University and/or UOW College courses accredited by UOW,
          • e. Any person purporting to represent or recruit students for the University and/or UOW College courses accredited by UOW and
          • f. Associates of the University.
    • 2. The ESOS Act and this policy do not apply to:
          • a. University programs and courses delivered offshore,
          • b. International students holding a visa other than a student visa, or
          • c. Students enrolled offshore or studying entirely online or in distance education mode.

    3 Definitions

    Word/Term

    Definition

     

    Agent

    A person, either within or outside Australia, who represents or acts on behalf of UOW in dealing with international students or prospective international students.

    Annual Registration Charge

    A fee payable by CRICOS-registered providers, comprising a base fee plus components based on:

          (i) number of overseas students in each course and

          (ii) course locations.

    Associates

    As defined in the ESOS Act.

    CoE

    Confirmation of Enrolment; the document providing evidence of a student’s enrolment with the University; it contains information about the University, the course and duration of study the student is enrolled in, and is required before international students can be issued a student visa.

    CRICOS

    Commonwealth Register of Institutions and Courses for Overseas Students; the official Australian Government database of all courses offered to people studying in Australia on student visas and the education providers offering those courses.

    Department of Education

    The Commonwealth Department of Education, which is responsible for administering the PRISMS and CRICOS databases.

    Designated Authority

    As defined in the ESOS Act. For UOW, the designated authority is TEQSA.

    ESOS Act

    Education Services for Overseas Students Act 2000 and associated legislation; sets out the legal framework governing delivery of education to international students studying in Australia on a student visa.

    International student

    A person who holds a student visa.

    Material change

    TEQSA ACT, it is a condition of registration that TEQSA is notified of events that happen, or are likely to happen, that will either:

        i) significantly affect the provider’s ability to meet the Threshold Standards; or

        ii) require updating the provider's entry on the National Register of higher education providers.

    National Code

    National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students; a set of nationally consistent standards that governs the protection of international students and delivery of courses to those students by providers registered on CRICOS.

    PRISMS

    Provider Registration and International Students Management System; the Australian Government database that provides Australian education providers with Confirmation of Enrolment facilities required for compliance with the ESOS legislation.

    Registered provider

    An education provider entered on the National Register of Higher Education Providers, established and maintained by TEQSA.

    Self-accrediting provider

    An education provider which has been authorised by TEQSA to self-accredit one or more of its courses of study

    TEQSA

    Tertiary Education Quality and Standards Agency; the independent national regulator of Australia’s higher education sector.

    Tuition Protection Service

    The Tuition Protection Service (TPS) is an initiative of the Australian Government to assist international students whose education providers are unable to fully deliver their course of study.

    Tuition Protection Service Levy

    A levy paid to the Australian Government by higher education providers to ensure that international students receive the tuition they have paid for or, as a last resort, a refund.

    4 The ESOS Act

    • 1. The ESOS Act and its associated legislative instruments set out the legal framework governing delivery of education to international students studying in Australia on a student a student visa. It protects Australia's reputation for delivering quality education services, and the interests of international students by setting minimum standards and providing tuition and financial assurance.
    • 2. The ESOS legislative framework mandates a nationally consistent approach to registering education providers so that the quality of the tuition and care of international students remains high. It sets out the legal framework for the delivery of education to international students.
    • 3. The ESOS legislative framework protects International students coming to Australia on student visas and education institutions aspiring to teach international students by governing:
          • a. Which providers may be registered,
          • b. The CRICOS registration process,
          • c. The obligations of providers,
          • d. Tuition assurance and consumer protection mechanisms,
          • e. Enforcement and compliance powers, and
          • f. Charges providers pay to enrol international students.
    • 4. The interface between the ESOS Act and immigration law imposes visa related reporting requirements on both students and providers.

    5 National Code

    • 1. The National Code was established under the ESOS Act and consists of four parts:
          • a. Part A: Includes a description of its purpose, objectives and role in the ESOS legislative framework.
          • b. Part B: Outlines the roles and responsibilities of the State and Territory governments which share responsibility for implementing the National Code.
          • c. Part C: Explains the CRICOS registration process including registered providers’ requirements and obligations.
          • d. Part D: Provides 15 Standards that registered providers must meet in their interactions with overseas students on a student visa.

    6 Legislative Compliance

    • 1. As a self-accrediting provider of educational services to international students, the University must comply with the 15 standards outlined in the National Code in order to maintain its accreditation.

    CRICOS Annual Registration Charge

    • 2. The University is required to pay a CRICOS Annual Registration Charge (ARC) in February each year. All ARC amounts payable are determined based on enrolment data plus course by location stored in PRISMS. Failure to comply with this requirement will result in automatic suspension of the University’s CRICOS registration.
    • 3. The Senior Manager, Admissions, Fees and Scholarships in the Student Services Division is responsible for the payment of the fee to TEQSA. The Principal Executive Officer (PEO) is responsible for ensuring the University’s Annual Registration Charge is paid.

    Tuition Protection Service

    • 4. The Tuition Protection Service (TPS) is an initiative of the Australian Government to assist international students whose education providers are unable to fully deliver their course of study. The TPS ensures that international students are able to either:
          • a. complete their studies in another course or with another education provider; or
          • b. receive a refund of their unspent tuition fees.
    • 5. All CRICOS providers are subject to the TPS Levy, a fee similar to an insurance premium, paid annually. Each Faculty is responsible for paying the levy calculated by their respective proportion of international students studying onshore. Financial Services Division is responsible for payment of the levy to TEQSA. The Principal Executive Officer is responsible for ensuring the TPS Levy is paid.

    Declaration of Conformity

    • 6. The University is required to provide TEQSA with an annual Declaration of Conformity, which confirms that the University complies with the requirements of the ESOS Act and National Code.
    • 7. The Declaration of Conformity is prepared by Academic Quality and Standards, and is based upon evidence of compliance with ESOS requirements, including, where undertaken, audit reports from the University’s annual ESOS National Code Audit Procedure. The Principal Executive Officer is responsible for ensuring the Declaration of Conformity is accurate and is lodged annually.

    7 Penalties for Non-Compliance

    • 1. The ESOS Act sets out various penalties should UOW be found to be non-compliant with the ESOS Act and National Code. The penalties range from a fine to imprisonment.
    • 2. Where there are reasonable grounds to believe that the University or an Associate of the University is breaching or has breached the ESOS Act, sanctions may be imposed. Sanctions include suspension and cancellation of, and the imposition of conditions on, the University's ability to enrol international students. Heavy fines can also be imposed on providers. The Criminal Code applies to all offences against the ESOS Act.
    • 3. This Policy is designed to ensure that the University minimises the risk of non-compliance with the ESOS Act.

    8 Roles and Responsibilities

    • 1. ESOS compliance is a University-wide responsibility, requiring commitment and effort on the part of each staff member. Specific responsibilities are outlined below.

    Principal Executive Officer

    • 2. The PEO has specific responsibilities under the ESOS Act and the National Code. They are to:
          • a. Register the name of the University on CRICOS,
          • b. Ensure information is provided to the Department of Education about international students accepted for study by the Student Compliance Officer,
          • c. Ensure the Student Compliance Officer sends “notice of visa breaches” to students,
          • d. Ensure the Student Compliance Officer maintains appropriate records for students accepted for study,
          • e. Register or ensure the registration of course details on CRICOS,
          • f. Maintain user access for staff members using PRISMS,
          • g. Provide TEQSA with an Annual Declaration of Conformity,
          • h. Ensure the University’s Annual Registration Charge is paid,
          • i. Ensure the University’s TPS Levy is paid,
          • j. Sign off on the University’s compliance with the ESOS legislative framework and the National Code, and
          • k. Reports on ESOS compliance to the Deputy Vice-Chancellor (Academic) and the University Council.
    • 3. The PEO is ultimately responsible for compliance with the ESOS legislative framework and National Code.

    ESOS and Course Administration Officer

    • 4. The ESOS and Course Administration Officer is the PEO’s delegate for completing day-to-day ESOS compliance activities. The ESOS and Course Administration Officer is also referred to as the Institutional Compliance Officer by TEQSA.

    Student Compliance Officer

    • 5. The Student Compliance Officer has the following responsibilities:
          • a. Provide information to the Commonwealth Department of Education about international students accepted for study,
          • b. Send “notice of visa breaches” to students,
          • c. Maintain appropriate records for students accepted for study.

    Divisions/ Units and Faculties

    • 6. All Divisions/ Units and Faculties have responsibilities under the National Code when dealing with international students. These specific responsibilities are detailed in Attachment 1: The National Code Standards.

    9 Version Control Table

    Version Control

    Date Effective

    Approved By

    Amendment

     

    1

    9 October 2015

    University Council

    New policy.

    Attachment 1: National Code Standards

These tables set out the 15 Standards of the National Code with which the University must comply. It also describes the way in which compliance is ensured, the Unit or Department responsible for compliance, and the instruments which govern compliance. Further details for each of the Standards can be found in the National Code.

Standard 1: Marketing Information and Practices

Marketing information and practices

Registered providers ensure that marketing of their education and training services is professional, accurate and maintains the integrity and reputation of the industry.

How UOW ensures Compliance

Person(s) or Unit(s) Responsible

UOW Policy Framework

    • Ensuring that CRICOS applications for courses that meet National Code requirements are made at the time a new course concept is approved

    • Ensuring that CRICOS numbers are included on all marketing material including printed publications and online tools such as Course Finder

    • Ensuring that courses are not actively marketed before CRICOS registration

ESOS and Course Administration Officer

Student Services Division and the team responsible for admissions

Student Services Division and the team responsible for international student recruitment

Strategic Marketing and Communications Division and the team responsible for planning, marketing and communication

Faculties

Course and Subject Approval Procedures

CRICOS Management and Administration Procedure

Web Management Policy

Production of Marketing Material and Use of UOW Brand Policy

Standard 2: Student Engagement before Enrolment

Student engagement before enrolment

Registered providers recruit students in an ethical and responsible manner and provide information that enables students to make informed decisions about studying with the registered provider in Australia. Registered providers ensure students’ qualifications, experience and English language proficiency are appropriate for the course for which enrolment is sought

How UOW ensures Compliance

Person(s) or Unit(s) Responsible

UOW Policy Framework

    • Ensuring that agents represent UOW in an ethical and responsible manner, providing accurate information

    • Course approval processes set appropriate entry requirements

    • Curriculum including English Language Proficiency (ELP)

    • Letter of Offer contains all required information as outlined in Standard 2.1 of the National Code

Student Services Division and the team responsible for admissions

Course Management Coordinator (AQS)

ESOS and Course Administration Officer (AQS)

Faculties

Admissions Rules and Admissions Procedures

Course and Subject Approval Procedures

Undergraduate Student Scholarships and Grants Policy

Higher Degree by Research Scholarship Selection Policy

Guidelines for Off-Shore Higher Degree Research (HDR) Applications

Fees Policy

English Language Policy

Standard 3: Formalisation of Enrolment

Formalisation of enrolment

Written agreements between registered providers and students set out the services to be provided, fees payable and information in relation to refunds of course money.

How UOW ensures Compliance

Person(s) Responsible

UOW Policy Framework

    • Offer Acceptance issued with each offer letter in accordance with the UOW Offer Acceptance Checklist which ensures the requirements as specified in Standard 3.

    • Offer Acceptance signed by commencing students

    • Offer Acceptance meets all the requirements of UOW Offer acceptance Checklist including course details, Overseas Health Cover, payment and refund information, terms and conditions etc. (Offer Acceptance Checklist details full requirements in Standard 3 Audit Checklist)

    • Procedure for processing offer acceptances concurrently with or prior to accepting course money

Student Services Division and the teams responsible for admissions and fees.

Fees Policy

Offer Acceptance Checklist

Standard 4: Education Agents

Education agents

Registered providers take all reasonable measures to use education agents that have an appropriate knowledge and understanding of the Australian international education industry and do not use education agents who are dishonest or lack integrity

How UOW ensures Compliance

Person(s) and Unit(s) Responsible

UOW Policy Framework

    • Contacts between the University of Wollongong and all agents

    • Procedure for monitoring agents

    • Procedure for terminating agent contracts

    • Procedure for updating agents

    • Agent Website

    • Multiple agent updates sent out

    • Agent selection criteria/standard

    • Monitoring of agent activities on PRISMS

    • Procedures for investigating allegations and complaints made against agents

    • Documentation of previous investigations

Student Services Division and the team responsible for admissions

Standard Admissions, Student Services Division Agent’s Agreement

Standard 5: Younger Overseas Students

Younger overseas students

Where students under the age of 18 are not being cared for in Australia by a parent or suitable nominated relative, registered providers ensure the arrangements made to protect the personal safety and social well-being of those students are appropriate

How UOW ensures Compliance

Person(s) and Unit(s) Responsible

UOW Policy Framework

There are a limited number of courses such as Foundation Programs and Diploma which are accessible to students under the age of 18, registered under UOW and delivered by UOW College.

In accordance to the Quality Assurance Agreement between UOW and UOW College, the UOW College is responsible for the management of younger students.

UOW does not enrol younger international students into its programs.

UOW College

Quality Assurance Agreement for UOW Courses delivered by UOW College

Framework Policy for UOW Students Studying at UOW College

Standard 6: Student Support Services

Student support services

Registered providers support students to adjust to study and life in Australia, to achieve their learning goals and to achieve satisfactory progress towards meeting the learning outcomes of the course.

How UOW ensures Compliance

Person(s) and Unit(s) Responsible

UOW Policy Framework

    • Orientation program, including Orientation website, that includes information on student support services, legal services, emergency and health services, facilities and resources, complaints and appeals processes and student visa conditions

    • Orientation procedures for maintaining orientation information regularly to ensure currency of information

    • Procedures for orientating late arriving students

    • Learning Development, Library and PASS offer a range of free resources and teaching services to all enrolled students who wish to improve their academic performance.

    • Student Support Advisers assist with a wide range of issues from homesickness, study difficulties and academic concerns, to family emergencies and personal problems. Their service is free and confidential.

    • UOW Counselling Services provides free and confidential service to assist with personal, study or work related difficulties.

    • UOW’s Disability Services provides reasonable adjustment advice and support for students with a disability or health condition to ensure they realise their full academic potential.

    • The Student Legal Services Clinic provides free and confidential legal advice to current students on a wide range of legal issues.

    • UOW has a range of financial support information available online, including financial tools and calculators.

    • The Student Advocacy Service provides free and confidential support for students seeking guidance on grievances, appeals, disputes, mismanagement or misconduct by staff or students during their studies at UOW.

    • UOW has a third party health insurer as its Overseas Student Health Cover provider. Students have the option to allow the University to organise OHSC through our preferred provider.

    • The Grievance Policy framework clearly outlines the policies and accompanying procedures that apply when grievances are raised by students.

    • StartSmart is a compulsory online essential academic information skills course for all new UOW undergraduate students and helps students learn how to recognise, assess and use the academic resources available to them at UOW.

    • Faculties provide academic advice and support to students on a range of matters related to their studies.

    • Critical Incident Policy and procedures that cover the action to be taken in the event of a critical incident. Records of incidents, outcomes and any follow up requirements.

    • Procedure for training staff who interact directly with international students

    • Staff induction policy and procedure

    • Staff induction handbook

    • Information in the UOW ESOS Compliance Policy, in conjunction with the UOW website with links to external information ensures pertinent information is available to staff

Student Services Division and the team responsible for admissions

Research and Innovation Division and the Graduate Research School

Learning Development

PASS

UOW Library

Student Support Advisors (SSA)

UOW Wellbeing

UOW Counselling Services

UOW Disability Services

UOW’s Third Party Legal Firm

Student Advocacy Officer

UOW’s Third Party Health Insurer

Academic Quality and Standards Unit

Student Ombudsman

Faculties

Facilities Management Division

Professional and Organisational Development Services

Information Literacy Integration Policy

University Learning and Teaching Course Policy

Academic Advice to Students Policy

Disability Policy – Students

Coursework Student Academic Complaints Policy

Academic Integrity and Plagiarism Policy

Grievance Policy

Higher Degree Research Student Academic Complaints Policy

StartSmart online academic information skills course

Critical Incident Guidelines

Privacy Policy

Privacy Information Sheet

FMD Security Emergency Response Guidelines

FMD Security Emergency Checklist Manual

WHS Emergency Management Procedures

Student Critical Incident Management Guidelines

ESOS Compliance Policy

Standard 7: Transfers between Registered Providers

Transfers between registered providers

Registered providers assess requests from students for a transfer between registered providers prior to the student completing six months of the principal course of study in accordance with their documented procedures

How UOW ensures Compliance

Person(s) and Unit(s) Responsible

UOW Policy Framework

    • International Student Release Procedure to consider requests fairly, with transparency and provide direction on:

      o the circumstances in which a transfer will be granted

      o reasonable grounds for refusing a transfer request

      o reasonable timeframe for assessing and replying to a transfer request having regards to the restricted period

    • Letter of Release is issued at no cost to the student and advised the student of need to contact Department of Boarder Protection (DIBP) to seek advice on whether a new student visa is required.

    • Refusal for Release Letter details reason/s for refusal of release and informs the student of his or her right to appeal the registered provider’s decision in accordance with Standard 8 (Complaints and appeals).

    • Full and detailed records of Release Requests

Academic Quality and Standards Unit

Student Services Division and the team/s responsible for student and academic administration

Admissions Rules and Admissions Procedures

International Student Release Procedure

Complaints and Appeals Policies

Standard 8: Complaints and Appeals

Complaints and appeals

Registered providers’ complaints and appeals processes are independent, easily and immediately accessible and inexpensive for the parties involved

How UOW ensures Compliance

Person(s) and Unit(s)Responsible

UOW Policy Framework

    • Complaints and Appeals internet site detailing policies and processes

    • Academic complaints and appeals policy/ procedures that include:

        o Ability to lodge a formal complaint

        o Able to formally present case at minimal or no cost

        o Able to be accompanied and assisted by a support person at relevant meetings

        o Given reasons for the outcome

        o Process commences within 10 working days of formal lodgement

    • Non-Academic complaints and appeals procedures that include:

        o Ability to lodge a formal complaint

        o Able to formally present case at minimal or no cost

        o Able to be accompanied and assisted by a support person at relevant meetings

        o Given reasons for the outcome

        o Process commences within 10 working days of formal lodgement

Academic Quality and Standards Unit

Student Ombudsman

Complaints Management Centre

Faculties

Research and Innovation Division and the Graduate Research School

Human Resources Division

Student Services Division and the team/s responsible for student and academic administration

Accommodation Services Division

Office of the Student Ombudsman Course Progress Exclusion Appeals

Student Conduct Rules and Procedures

Coursework Student Academic Complaints Policy

Conflict of Interest Policy

Course Progress Policy

Grievance Policy and Procedures

Higher Degree Research (HDR) Student Academic Complaints Policy

Respect for Diversity Policy

Sexual Harassment Prevention Policy

Student Conduct in Residences Policy

Student Health Assessment and Leave Policy and Guidelines

Code of Practice – Honours

Code of Practice – Research

    • Students referred to an external body if they are unsatisfied with the result of an appeal. Standard wording: “A student who is dissatisfied with the outcome or conduct of an appeal within the University may appeal to an external agency. Students have the right to make a complaint to the NSW Ombudsman when there is evidence of maladministration or misconduct by the University of Wollongong.”

    • Work procedures includes the requirement to maintain students CoE until appeal process complete

    • Examples of maintaining a student’s CoE whilst appeal is ongoing

Standard 9: Completion within the Expected Duration of Study

Completion within the expected duration of study

Registered providers monitor the enrolment load of students to ensure they complete the course within the duration specified in their CoE and do not exceed the allowable portion of online or distance learning. Registered providers only enable students to extend the expected duration of study for the course through the issuing of a new CoE in limited circumstances

How UOW ensures Compliance

Person(s) and Unit(s) Responsible

UOW Policy Framework

    • Students are provided a brochure outlining course progress and visa responsibilities at orientation

    • Information on UOW website informs international students of course progress requirements and the implications of failing to maintain course progress

    • International student enrolments are monitored by UOW. Students are sent SOL messages if identified as exceeding their CoE advising the student to amend their enrolment in order to complete within the time frame of the CoE. If a student continues to under enrol without approval the University may cancel their enrolment under section 9 of the National Code. This cancellation would be reported to DIBP

    • Information Management & Technology Services and the team responsible for reporting and information management generates reports to the Student Services Division and the team/s responsible for student and academic administration to monitor students studying via distance. The reports are then assessed ; one report at the first week of session and a second report at census date, ensuring that all students are captured in the possible enrolment period, any students incorrectly enrolled will be notified and removed from unsuitable subjects

    • Initial ESOS compliance of a course is assessed by the ESOS and Course Administration Officer prior to the course submission for approval and endorsement by Strategic Course Development Committee (SCDC) and/or Academic Senate. The ESOS and CRICOS form is completed and signed by relevant faculty representatives and submitted to the ESOS and Course Administration Officer for approval and subsequent signing

    • UOW completes an internal audit to assess the compliance of responsible unit/s to this standard once over a five year period. This internal audit ensures the standard is adequately addressed and all obligations under ESOS Act 2007 are met

Student Services Division and the team/s responsible for student and academic administration

Academic Quality and Standards

Information Management & Technology Services and the team responsible for reporting and information management

Faculties

General Course Rules

Course Progress Policy

Student Academic Consideration Policy and Guidelines

Student Health Assessment and Leave Policy and Guidelines

Distance Student Report Procedure

CoE Exceeded Report Procedure

International Student Reduced Study Load Procedure

Course and Subject Approval Procedures - New Courses and Significant Amendments to Existing Courses

Course and Subject Approval Procedures - Less Significant Amendments to Existing Courses

Standard 10: Monitoring Course Progress

Monitoring course progress

Registered providers systematically monitor students’ course progress. Registered providers are proactive in notifying and counselling students who are at risk of failing to meet course progress requirements. Registered providers report students, under section 19 of the ESOS Act, who have breached the course progress requirements

How UOW ensures Compliance

Person(s) and Unit(s) Responsible

UOW Policy Framework

    • The Course Progress Policy clearly documents the requirements for achieving satisfactory course progress

    • An intervention strategy designed to address and reduce the causes of academic failure during the student’s time at the UOW

    • All HDR students are required to complete an Annual Progress Report with their supervisor. The Annual Progress Report is the means by which the University assesses whether the student candidature will continue into the following year. Written reports from students and their supervisors are an important and formal means to monitor research student progress

    • Outcomes of the Annual Progress Review are recorded on the UOW Student System

    • UOW policies and procedures regarding Annual Progress Reviews for research students are detailed in the HDR Student Handbook

    • The International Student Compliance Officer regularly produces reports to monitor international student course progress

Student Services Division and the team/s responsible for student and academic administration

Research and Innovation Division and the Graduate Research School

Faculties

Student Ombudsman’s Office

Course Progress Policy

Student Academic Consideration Policy and Guidelines

Student Health Assessment and Leave Policy and Guidelines

Code of Practice – Teaching and Assessment

Intervention Strategy Procedure

CoE Exceeded Report Procedure

International Student Early Completion Procedure

Standard 11: Monitoring Attendance

Monitoring attendance

Registered providers systematically monitor students’ compliance with student visa conditions relating to attendance. Registered providers are proactive in notifying and counselling students who are at risk of failing to meet attendance requirements. Registered providers report students, under section 19 of the ESOS Act, who have breached the attendance requirements

How UOW ensures Compliance

Person(s) and Unit(s) Responsible

UOW Policy Framework

For higher education courses, providers are not required to monitor attendance but they must monitor course progress according to their policies and procedures (see Standard 10 Monitoring course progress).

Standard 11, however, is applicable to the UOW Foundation Studies and the monitoring of attendance is completed by UOW College. Clause 12.4 of the Quality Assurance Agreement for UOW Courses Delivered by UOW College reads as follows:

“For overseas Students UOWC must implement appropriate attendance policies and procedures for each UOW Course that comply with Standard 11 of the National Code, and must keep appropriate attendance records in accordance with the National Code.”

UOW College

Quality Assurance Agreement between UOW and UOW College

Framework Policy for UOW Students Studying at UOW College

Standard 12: Course Credits

Course credits

Registered providers appropriately recognise course credit within the ESOS framework

How UOW ensures Compliance

Person(s) and Unit(s) Responsible

UOW Policy Framework

    • UOW has arrangements for credit under the General Course Rules and the Credit Arrangements Policy, which together govern credit assessment and approval

    • UOW has formal articulation and credit transfer arrangements with many overseas institutions, allowing students to reduce the normal full-time course duration by one or two years of study

    • Applicants can apply for credit pre-enrolment, by providing evidence of their prior learning with their application for admission to UOW

    • Establishment of credit arrangements between UOW and offshore providers (twinning, articulation and related) is outlined in the Credit Arrangements Policy

Student Services Division and the team responsible for admissions

Faculties

Academic Quality and Standards Unit

Transnational Education & Alliances, Office of the Deputy Vice-Chancellor (Global Strategy)

General Course Rules

Credit Arrangements Policy

Credit Arrangements Procedure

Admissions Rules and Admissions Procedure

Standard 13: Deferring, Suspending or Cancelling the Student’s Enrolment

Deferring, suspending or cancelling the student’s enrolment

Registered providers may only enable students to defer or temporarily suspend their studies, including granting a leave of absence, during the course through formal agreement in certain limited circumstances

How UOW ensures Compliance

Person(s) and Unit(s) Responsible

UOW Policy Framework

Deferment

UOW permits students to defer commencement of study by up to one year by completing an online deferral request. Requests are processed by Student Services Division and the team responsible for admissions

Suspending / Cancelling

Information detailing impact of deferring, suspending or cancelling a student’s enrolment included in student publications such as the applicable websites, forms and other student communications.

Student Services Division and the team responsible for admissions

Faculties

Academic Quality and Standards Unit

General Course Rules

Admissions Rules and Admissions Procedures

Student Health Assessment and Leave Policy

Student Conduct Rules and Procedures

International Student Leave of Absence Procedure

Fees Policy

Standard 14: Staff Capability, Educational Resources and Premises

Staff capability, educational resources and premises

The staff of registered providers are suitably qualified or experienced in relation to the functions they perform for students. The educational resources of registered providers support the delivery of courses to students. The premises of registered providers, including the floor space available for each student, support students to achieve their course outcomes

How UOW ensures Compliance

Person(s) and Unit(s) Responsible

UOW Policy Framework

    • UOW Recruitment and Selection Policy, in conjunction with the related policies and guidelines ensure that the University optimises its capability to recruit and select the best possible staff to support the University’s ongoing mission and goals. As such, the University’s recruitment strategies are focused on attracting the highest quality candidates from the region, across Australia and internationally. Similarly, UOW selection approaches are rigorous and based on international best practice. All selection decisions made are based on merit consistent with the University’s employment equity and diversity policies and governance principles and procedures

    • UOW CareerNet is the University’s performance planning system. Currently the system delivers online:

          o Career Development Record - Academic Staff

          o Performance Plans - Professional Services Staff Levels 1 to 7

          o Performance Agreements - Professional Services Staff Levels 8/9 and above

    • The performance planning system emphasises an annual review of performance, setting expectations and goals for the following 12 months and identifying skill development and personal career development needs. In addition development needs of staff are catered for through the Professional & Organisational Development Services Unit

    • Staff development options include, but are not limited to; staff induction, University Learning Teaching Course for teaching staff, WHS training, Leadership and Management programs, Career development and Progression, Organisational knowledge, research development and ITS specific programs

    • The International Student Compliance Officer and ESOS and Course Administration Officer facilitate an ESOS Awareness Workshop as required

    • UOW offers a wide range of resources to support students to achieve their Course Learning Outcomes, these include, Library, Academic Support, IT support and access, Lecture streaming, E-learning platform, counselling services, disability services, student legal clinic, financial advice, student support advisors, accommodation services and Physical facilities i.e. University Recreation and Aquatic Centre

    • The University of Wollongong has in just over sixty years grown from a small college serving local industry to an international university in the world's top two percent, renowned for the quality of its research and teaching. Over 30,000 students are studying UOW degrees across nine campuses throughout Australia and Dubai, with education partnerships in Malaysia, Hong Kong and Singapore

Facilities Management Division

Human Resources Division;

    • Professional & Organisational Development Services Unit

    • Workplace Health & Safety Unit

    • Academic Quality and Standards

    • University Library

    • Student Services Division

    • Information Management and Technology Services

    • Research and Innovation Division and the Graduate Research School

    • Complaints Management Centre

    • Learning, Teaching and Curriculum, Deputy Vice-Chancellor (Academic)

Academic Staff Position Classification Standards

Graduate Qualities Policy

Higher Degree Research (HDR) Supervision And Resources Policy

Inclusive Language Guidelines

Recruitment and Selection Policy

Reference Check Policy

University Learning and Teaching Course Policy

Overcrowding in Teaching Spaces Guidelines

Code of Practice – Teaching and Assessment

Code of Practice – Honours

Code of Practice – Research

Standard 15: Changes to Registered Providers’ Ownership or Management

Changes to registered providers’ ownership or management

Registered providers proactively inform the designated authority of prospective ownership and/or management changes

How UOW ensures Compliance

Person(s) and Unit(s) Responsible

UOW Policy Framework

If the Principal Executive Officer changes, the ESOS and Course Administration Officer advises the Designated Authority and PRISMS of this change in writing, prior to the change taking effect or within 10 working days. With the ‘Change of PEO Signature Form’ from PRISMS Help Desk which shows a sample signature of the new PEO. The ESOS and Course Administration Officer will also communicate this change to the International Student Compliance Unit.

ESOS and Course Administration Officer, Academic Quality Standards (AQS)

ESOS Compliance Policy

Note: It is the role and responsibility of the ESOS and Course Administration Officer (AQS) to manage the change requirements specified in Standard 15 of the National Code.

    Attachment 2: CRICOS Actions

National

Code reference

How UOW ensures Compliance

Person(s) Responsible

      C3

Registration on CRICOS

Providers can only be registered on CRICOS where they have been approved by the designated authority as per Section 9 of the ESOS Act.

Any change to the PEO is advised via PRISMS and TEQSA

ESOS and Course Administration Officer

      C6.1

Application for Registration

In addition to meeting the general requirements for registration set out in this part, providers must submit applications for registration and re-registration in a form to be determined by each designated authority that contains at least the information set out in Part C6.1a-f.

UOW submits an annual Declaration of Conformity to TEQSA, based on the findings of the internal audits and other relevant material

ESOS and Course Administration Officer and PEO

C7.1

C7.3

C7.4

Course Duration

Only full-time courses can be registered on CRICOS and registration details must include the duration of the course based on the amount of normal full-time study.

The registered duration of a course on CRICOS must include holiday periods and any approved periods of work-based training.

Proposed changes to the registered duration of a course must be approved by the designated authority prior to the changes being made.

This information is included in all course proposal documentation submitted by Faculties and approved via UOW’s course approval process and provided to TEQSA when new courses are registered, or when course content, duration or other details change

Course Management Coordinator and ESOS and Course Administration Officer

      C8.1

Work-based training

Work-based training must only be approved by a designated authority as part of a CRICOS registered course where it must be undertaken to gain the qualification and appropriate arrangements have been made for the supervision and assessment of international students.

Course Approval Process

Course Management Coordinator and ESOS and Course Administration Officer

      C9

Mode and place of study

Courses delivered entirely by online or distance learning cannot be registered on CRICOS. Courses with a distance or online component can only be registered if they meet the minimum requirements specified in Standard 9; that is, not more than 25%.

This information is included in all course proposal documentation submitted by Faculties and approved via UOW’s course approval process and provided to TEQSA when new courses are registered, or when course content, duration or other details change

Course Management Coordinator and ESOS and Course Administration Officer

      C10.1

      Arrangements with other providers

      Only one provider can be registered per course.

Quality Assurance Agreement between UOW and UOW College covers registration of courses accredited by UOW and offered by UOW College

PEO and ESOS and Course Administration Officer, in conjunction with UOW College General Manager

      C10.2

Designated provider must be notified in writing of all providers involved in providing a registered course.

UOW College is responsible for this with regard to courses under the arrangement outlined above

PEO

      C10.3

The registered provider is responsible under the ESOS Act for breaches of the Act or National Code whatever the nature of its contractual or other arrangements with another provider for that course.

UOW College is responsible for this with regard to courses under the arrangement outlined above

PEO

      C10.4

Proposed changes to arrangements with other providers must be approved by the designated authority prior to the changes being made.

UOW College is responsible for this with regard to courses under the arrangement outlined above

PEO

      C11.2

Inspection of Premises

The designated authority may choose to accept from a registered provider a statement that it satisfies all of the requirements of the National Code without an inspection so long as the course is offered entirely by the registered provider. The designated authority may also accept clear evidence that the facilities meet Standard 14 based on reports from persons authorised by the designated authority to do so.

Five yearly external audits of ESOS compliance

PEO and ESOS and Course Administration Officer

Manager, Business Assurance

Business Improvement & Assurance Division (BIAD)

      C11.3

Further inspections, including unscheduled visits, as deemed appropriate by the designated authority during the period of registration.

Not applicable

 

      C11.4

An inspection will include interviews with management and staff and may include interviews with students and other clients of the provider and observations of teaching.

Five yearly external audits of ESOS compliance

PEO and ESOS and Course Administration Officer

Manager, Business Assurance

Business Improvement & Assurance Division (BIAD)

      C12.1

Maximum number of students

As part of the registration approval process, the designated authority will decide whether to approve the maximum number of students that a provider can enrol. In making this decision, the designated authority will consider the capacity of the provider in terms of premises, approved arrangements with other providers, facilities, resources, equipment, materials and staff/student ratios.

This information was provided at the time UOW was registered as a provider and will be reviewed at five-yearly intervals as part of UOW’s re-registration process

ESOS and Course Administration Officer and PEO in consultation with

    • the Director Planning, Marketing and Communications

    • the Director, Regional Campuses and Student Diversity and;

    • the Senior Manager, Admissions, Fees and Scholarships, Student Services Division

    Attachment 3: Key Dates for Institutional Compliance Activities

Date

Action required

By 28 February each year

Payment of Annual Registration Charge

April each year

Payment of Tuition Protection Service levy

August each year

Submission of Annual Declaration of Conformity

Each quarter

Rolling internal audits of compliance with National Code Standards (refer ESOS National Code Audit Schedule)

Every five years

Major external audit of compliance with National Code Standards

Every five years

Re-registration of the University as an ESOS provider

Here to Help

Need a hand? Contact the Governance Unit for advice and assistance on policy issues.