ESOS Guidelines for Student Administrators

This document has been produced to assist MNHS Student Administrators in the correct process for amending ESOS international student's enrolments or admissions.

Reference: http://www.monash.edu/international/esos/

Forms: http://adm.monash.edu.au/service-centre/forms/

National Code: https://internationaleducation.gov.au/Regulatory-Information/Education- Services-for-Overseas-Students-ESOS-Legislative-Framework/National- Code/Pages/default.aspx

Any changes to an international student's enrolment or admission in a course should have a note recorded in Callista (in the student course attempt notes, under the ESOS category or ESOS Full Year Enrolment Exceptions  (IASF0621) and any supporting documentation or correspondence uploaded into TRIM.

Staff Training Requirements

Any staff member (academic or professional) responsible for the provision of academic course advice, enrolment advice or marketing information must undertake ESOS Training.

Details on the training, dates, cost etc is available on the Staff Development website:  http://www.adm.monash.edu.au/staff-development/a-z.html

The Faculty maintains a register of all staff that have completed ESOS training. Once you have completed your ESOS training, please email delphine.dambra@monash.edu to update the register. A copy of the register can be found on the Faculty website:  http://www.med.monash.edu.au/intranet/student-admin/student-admin.html

Faculty ESOS Compliance Officer: Mrs Catherine Barnett, Director Academic Programs

Email: catherine.barnett@monash.edu

Admissions / Pre-enrolment

IRS Role

All international applications for CRICOS registered courses (except for Monash course transfers) must go through International Recruitment Services IRS. Schools and departments assess international applications, and advise IRS of the application outcome. IRS generates an offer and also provides the applicant with an additional agreement which outlines the services available, fees and charges, obligations of the student and information on refunds.

Orientation

Faculties must provide orientation programs for International students. For late enrolling international students, late orientation sessions must be run. Orientation sessions need to include  information of the facilities and resources available, the complaints and appeal process and information on their course (structures, progression etc).

Deferment

Deferment of studies for an international student is processed by IRS. Deferment can only be granted in compassionate and compelling circumstances:  http://www.monash.edu.au/international/esos/deferring-suspending-cancellation.html

If a deferment is approved, a new offer letter will be created with a revised start date.

Credit

Pre-enrolment

Where credit is granted to an international applicant studying on an Australian campus, it will either be indicated in the offer letter prior to issue of the visa or, if the visa has already been granted, a  copy of the granted credit application will be sent to International Recruitment Services no later than the second week of the course so that a revised eCoE can be issued and the Department of Immigration and Citizenship can be informed of the adjusted enrolment.

Post-enrolment

Where credit is granted after enrolment, the international student must authorise the credit granted  to them, by signing and returning the student response form which accepts the credit granted.

Once the international student has agreed, administrators must place a copy of the credit letter and acceptance in TRIM, place an ESOS note in Callista that X amount of credit has been awarded, email the ESOS reporting officer and the relevant HUB advising of the credit granted to amend the eCoE  accordingly.

Administrators will also need to complete the ESOS Full Year Enrolment Exceptions   (IASF0621) form in Callista to approve the student to enrol in less than 48 credit points.

Discontinuation for Transfer to another Institution

Students who apply for a course transfer to another institution in the first six months of commencing  their degree, must submit a request for an early release letter. A valid letter of offer must be  included with their application.

The Faculty or School / Department staff are required to make a decision on the application, provide a response to the Student Service Centre and record the reason for the decision on ESOS Notes in Callista.

Student Services provide approved students with a release letter.

http://www.monash.edu/international/esos/transfer-student-guide.html

Enrolment Amendments

*All amendments to an international student's enrolment which affects their expected completion  date, or in cases where distance education has been approved, an ESOS note should be entered into Callista.

Intermission
International students can apply for intermission for a period of up to 12 months but only in compassionate or compelling circumstances. Further information can be found here:  http://www.monash.edu.au/international/esos/deferring-suspending-cancellation.html

Any approved period of intermission is reported to DIAC however the student is now not required to leave the country; they are permitted to remain in Australia.

Intermission procedures can be found on the Faculty's student administration website: http://www.med.monash.edu.au/intranet/student-admin/student-  admin.html

Important items to note:

  • A copy of the intermission request and approval letter must be sent to the ESOS Reporting Officer (or uploaded into TRIM, and refer the reporting officer to this document)
  • Administrators may need to complete the ESOS Full Year Enrolment Exceptions  (IASF0621) form in Callista if a student intermits for one semester. This will approve the student to enrol in less than 48 credit points. Please ensure you include comments identifying whether the intermission was granted in compassionate or compelling grounds.
  • Granting of intermission should also be documented under student course attempt notes, as an ESOS note (not required if a comment already exists in IASF0621 form).  Please  ensure  you  include  whether  the grounds  were  compassionate  or compelling.

Underloading

Monash University's policy on expected completion for students holding a student visa is as follows: In order for students to complete their course within the time specified on their electronic  Confirmation of Enrolment (CoE) form, international students on a student visa are required to enrol  in units with the value of 48 credit points over the full academic year or 24 credit points for semester  2 mid-year commencers, unless approval to underload is given. Students who do not obtain approval to underload and who do not complete their course within the duration specified on their CoE, may not be able to extend their course in Australia.

This may be granted in the following circumstances:

  1. Compassionate or compelling circumstances (Students facing illness or exceptional personal circumstances, Course structure, progression rules or unit availability, where students are unable to enrol in units with a value of 24 credit points).
  2. Implementation of intervention strategy to assist students at risk of unsatisfactory academic progress: (Academic or learning difficulty, Faculty enrolment load condition etc)

Student must complete an application to underload.

Any approved application must have a note recorded in Callista under ESOS notes, and the form uploaded into TRIM.

Administrators must key the underload in the ESOS Full Year Enrolment Exceptions  (IASF0621) form in Callista. This will exempt the student from having to enrol in the required 48 credit points per year.

Application by students for approval to under load is not required for:

  • Final semester or final year students that will complete within their CoE period
  • Students enrolled in summer or winter units
  • Students whose enrolment loading including Semester 1 or 2 equates to 24 credit points
  • Students who have been placed on a academic condition (by APC) to reduce their enrolment load

The Faculty monitors ESOS under loading each semester. ESOS Full Year Enrolment Exceptions  (IASF0621), ESOS notes and ensuring TRIM is updated, assists us in monitoring and checking for anomalies. If this form or no reasons are documented in Callista, a letter will be generated advising the applicable student of their study load requirements, and provides an opportunity to contact their  school/department or amend their enrolment. The student will be given two opportunities to amend  their enrolment (each semester). A copy of the letter will be uploaded into TRIM for information. Schools and departments are required to maintain a record of all approved under-load applications.

Monitoring expected completion dates

Under the revised ESOS guidelines, Faculties are now required to monitor the expected course completion of students as required by Standard 9 of the National Code. Students are required to complete their course as per the duration specified in the ECoE unless a course extension is  approved.

The Faculty will run ESOS duration reports in the 1st week of each semester, and will send to schools/departments for checking of any anomalies. This report will highlight any enrolment amendments or unapproved under loading that have not had an instance recorded under ESOS notes. Any anomalies will have to be addressed or amended by inserting ESOS notes, and where relevant by contacting the student.

Monitoring DE/Online enrolments

Under the National Code, international students holding a student visa are only permitted to study a maximum of 25% of their course by Distance Education/Online Study. To ensure this requirement is met, the Faculty will monitor DE/online enrolments, via the ESOS Student Course Enrolment report. Any students highlighted in this report as at risk of exceeding the will be brought to the school/departments attention for action.

Definitions

ECoE - Electronic confirmation of enrolment

CRICOS - Commonwealth Register of Institutions and Courses for Overseas Students ESOS - Education Services for Overseas Students

DIAC - Department of Immigration and Citizenship IRS - International Recruitment Services

HUBS - Health and Wellbeing

National Code - a set of nationally consistent standards that governs the protection of overseas students and delivery of courses to those students by providers registers on CRICOS.

Recording an ESOS note in Callista:

  1. Find the student on Record Enrolments (ENRF3000) and go to Student Course Attempt details.
  2. Click on "Notes"
  3. In Maintain Student Course Attempt Notes (ENRF3080) choose Enrolment Note Type "ESOS" and save
  4. Click on "Edit Note"
  5. Write a statement regarding the students' circumstance, e.g. "Student was granted permission to underload in Semester 2 2010 due to failure of a core unit in 2009 - Staff name, Department, Date"
  6. Save

If an ESOS note already exists, additional ESOS notes can be written in the same screen. ESOS note not required if a comment was entered via ‘ESOS Full Year Enrolment Exceptions  (IASF0621)' form.

Process Details Faculty Responsibility Schools/Departments Responsibility
Admissions - ApplicationsAll international applications for CRICOS registered courses (except for Monash course transfers) must go through IRS. IRS will consult with the School/ Department for application assessment.

IRS generates an offer; eCOE and an additional agreement which outlines the services available, fees and charges, and obligations of the student.

 Assess applications and advise IRS of application outcome.
Course Transfers within MonashRefer to the Faculty's course transfer procedure:

http://www.med.monash.edu.au/intranet/student-admin/course-transfer.html

 Once an International student has accepted an offer for course transfer, email HUBS to advise of the student's new expected course completion/end date.

https://www.monash.edu/ohs/health-and-wellbeing

DefermentDeferment can only be granted in compassionate and compelling circumstances: http://www.monash.edu.au/international/esos/deferring-suspending-cancellation.html

Deferment applications are received and processed by IRS.

Approved applicants will be sent a new offer letter and revised start date.

  
OrientationFaculties must provide orientation programs for International students including those who enrol late.

Orientation sessions must include, the facilities and resources available, the complaints and appeal process and information on their course (structures, progression etc).

Consults with schools to ensure orientation programs are scheduled.Schedule orientation sessions, including provisions for late enrolling students.
Credit - Pre-enrolmentPre-assessed credit will be indicated in the offer letter. Advise IRS of any credit granted by the second week of the course so that a revised eCOE can be issued and that DIAC can be informed of the adjusted.
Credit - Post-enrolment  Send the student a notification of credit outcome and form to authorise credit. Once the granted credit is accepted by the student, place an ESOS note about how much credit was granted. Key the exception in the ESOS Full Year Enrolment Exceptions  (IASF0621) form in Callista to approve the student to underload and enrol in less than 48 credit points.
IntermissionIntermission can be granted for a period of up to 12 months only in compassionate or compelling circumstances. Students may remain in Australia.

ESOS guidelines: http://www.monash.edu.au/international/esos/deferring-suspending-cancellation.html

Faculty intermission procedures: http://www.med.monash.edu.au/intranet/student-admin

 Upload intermission request and approval letter to TRIM. Refer University ESOS reporting officer to documentation.

Complete the ESOS Full Year Enrolment Exceptions  (IASF0621) form in Callista if a student intermits for one semester. This will allow the student to enrol in less than 48 credit points. Note if intermission was granted on compelling grounds.

Note the intermission granted under ESOS notes (Student Course Attempt screen), including whether the grounds were compelling or compassionate.

UnderloadingStudents are required to enrol in 24 credit points per semester / 48 credit points per academic year unless given approval to underload.

Students who do not obtain approval to underload and who do not complete their course within the duration specified on their CoE, may not be permitted to extend their course in Australia.

This may be granted in the following circumstances:
1. Compassionate or compelling circumstances (Students facing illness or exceptional personal
2. Circumstances, Course structure, progression rules or unit availability, where students are unable to enrol in units with a value of 24 credit points)
3. Implementation of intervention strategy to assist students at risk of unsatisfactory academic progress: (Academic or learning difficulty, Faculty enrolment load condition etc).

Student must complete an application to underload.

Application by students for approval to underload is not required for final semester or final year students that will complete within their CoE period load.

Runs underload report on the 1st day of semester and cross checks these against Callista ESOS notes. If no reasons for underload are documented, students are sent an email to advise of study load requirements, and that they will either have to correct their enrolment or contact their School/ Department to receive approval for underload. A copy of the email will be uploaded into TRIM .Key the underload in the ESOS Full Year Enrolment Exceptions  (IASF0621) form in Callista. This will exempt the student from having to enrol in 48 credit points. Upload underload applications to TRIM. Store an ESOS note in Callista and specifying which semesters the underload approval applies to.
Monitoring Expected Completion DatesSee Standard 9 of national code. Students are required to complete their course within the duration specified in the eCoE unless a course extension is approved.Runs ESOS duration reports in the 1st week of each semester. This report will highlight any enrolment amendments or unapproved under loading that have not been recorded under ESOS notes.Follow up any anomalies when prompted by the Faculty. ESOS notes (under Student Course Attempts) must be used to record explanations for course duration changes.
Monitoring DE / Online EnrolmentA maximum of 25% of course may be taken by Distance Education / Online Study.Monitors DE / online enrolments via ESOS Student Course Enrolment report.Follow up with students identifying as being at risk of breaching this requirement when prompted by Faculty.
Discontinuation for Transfer to another InstitutionStudents seeking to transfer to another institution in the first six months of commencing their degree must submit a request for an early release letter. A valid letter of offer must be included with their application.

Student Services provide approved students with a release letter.

Make a decision on the application, provide a response to the Student Service Centre and record the reason for the decision on ESOS Notes in Callista. 
Staff TrainingAny staff member (academic or professional) responsible for the provision of academic course advice, enrolment advice or marketing information must undertake ESOS Training.

Details: http://www.adm.monash.edu.au/staff-development/a-z.html

Maintains a register of all staff that have completed ESOS training.Once staff have completed ESOS training, email delphine.dambra@monash.edu to update the register.