ESOS Information for Staff (CRICOS Provider Number: 00098G)

ESOS Information for students

ESOS Act Compliance: Information for Staff

 

ESOS Compliance Framework and Guide to Compliance (pdf)

What is CRICOS Registration?
Promotion, Publicity, Marketing
Penalties for breaching the National Code or ESOS Act

Completion within the minimum duration & study load
Recognition of Prior Learning (RPL)/Credit Transfer
Distance Education/Summer Term
Changing Education Providers & Release

Program Leave
Program Discontinuation
Early Completion

Student Contact Details
New Student Visa
Permission to work
Overseas Student Health Cover (OSHC)
Applying for PRISMS access
UNSW ESOS Contacts


Further information
Glossary



CRICOS Registration: Provider codes & program codes

The UNSW Provider CRICOS Code is 00098G.

Education providers are required to be registered on the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). CRICOS is maintained and managed by DET (Department of Education and Training).

Actions/Contacts:

  • The UNSW CRICOS Code must be noted on any publication, including electronic publications, accessible by international students. This includes websites, posters, correspondence (including email messages) and advertising material (including PowerPoint presentations for recruitment purposes).
  • All staff should have the UNSW CRICOS Code attached to their email signature.

Program CRICOS Codes

All programs offered to international students must also be registered on CRICOS, this is known as the CRICOS Program Code. A program cannot be offered to an international student until it is registered

You can only foreshadow planned programs and it must be made clear to the student that the program is pending CRICOS approval. An eCoE for a student cannot be issued until the CRICOS code for the program is known.

Any amendments made to a registered program, including, but not limited to, duration, structure, mode of delivery, or if a program will no longer be offered to international students, must also be registered.

Distance education and part-time programs are not to be registered on CRICOS and therefore are not available for international students.

Actions/Contacts:

Contact External Relations with any new programs approved by the Academic Board or changes to programs offered to international students. External Relations are responsible for the registering/suspending of UNSW programs on CRICOS.

CRICOS registration can take some time. It is important to notify External Relations as soon as possible.

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Promotion, Publicity, Marketing

Discussing possible programs and courses with potential students constitutes recruitment activity under the ESOS Act. Care should be taken when communicating any information to potential students.

Any person or area giving advice, which may be accessible to international students, should ensure that:

  • All information is provided with accuracy and integrity;
  • There are no false or misleading comparisons made with other providers;
  • There are no inaccurate claims of association with any other provider;
  • Accurate advice is given about acceptance into a program.

All information and marketing materials, including websites, must include the following:

  • UNSW CRICOS Provider Number: 00098G.
  • Duration of program;
  • Minimum level of English language, educational qualifications and work experience required for minimum entry requirements;
  • Information about study resources and facilities available at UNSW;
  • Details about program content;
  • Itemised list of fees payable (if applicable);
  • 'Packaging' information i.e. capacity to progress from one program to another;
  • Information about the local Sydney environment;
  • Indication of the cost of living;
  • Advice on school age dependents regarding school fees;

Actions/Contacts:

Contact External Relations with questions regarding the marketing of programs and ESOS compliance.

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Penalties for breaching the National Code or ESOS Act

Sanctions may be imposed on providers if they breach the ESOS Act 2000 or the National Code. Possible sanctions include suspension and cancellation, fines and imposition of conditions on a provider's registration. As a result the provider may not be allowed to accept international students or may only have limited dealings with international students.

Amendments to the Migration Act provide search and entry powers for Department of Home Affairs (DHA) officers and new investigatory powers for monitoring compliance with student visa conditions.

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Completion within the minimum duration & study load

The student visa condition 8202 requires all International Students Visa Holders to progress at a normal rate (full-time) to ensure completion within the specified duration of the student’s electronic Confirmation of Enrolment (CoE).

Students are required to enrol in 48 Units of Credits (UoC) in an annual enrolment over the three terms and a minimum of 12 UoC each term. This ensure standard progression, and completion of their program within the duration as stated in the CoE.

Students studying less than 48 UoC full-time load will run the risk of not completing their program within the expected duration as specified on the CoE.

Reduced Study Load

A student wishing to study less than 48 UoC or 12 UoC in a term for either academic or compassionate and compelling circumstances must make an online application for Reduced Study Load (RSL). Faculties and SDI are involved in assessing and approving RSL applications.

Further information can be found here.

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Recognition of Prior Learning (RPL)/Credit Transfer

Students may be given Credit Transfer, or Advanced Standing, for previous study.

If the course credit is given during the Admission process before the student's visa is granted, the confirmation of enrolment (CoE) issued will indicate the actual net program duration - as reduced by course credit.

If course credit is given after the visa is issued, and results in a shortening of the student's program duration, the University must report the change of program duration to Department of Home Affairs (DHA) and issue a revised CoE to the student. If there is no shortening of the program duration, no report will be made to DHA.

Students are still required to maintain a full-time study load to ensure the student completes their studies within the specified duration of the revised CoE.

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Distance Education/Summer Term

Registered providers must seek approval for modes of delivery, including components delivered as online study, distance or work-based training.

Students can undertake one-third of their program (33%) by distance/online learning.

However, the student cannot enrol exclusively in distance or online learning units in a compulsory study period (i.e. Term 1, Term 2 and Term 3). Student must enrol in a minimum of one face-to-face course when in session. The only exception is if a student is completing the last course in their program and that is only available online.

Research Students: Students enrolled in a research program (PhD, Masters by Research or MPhil) may be permitted to undertake research at an approved UNSW affiliated institution. For further information please contact the Graduate Research School.

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Changing Education Providers & Release

To transfer to another institution within the first 6 months of study, students are required to request a Release fromUNSW, which must be approved. Students need to meet the criteria for the Release under UNSW’s International Student Transfer Between Registered Providers and PRISMS Reporting Procedure 2018.

Information about applying for a Release can be found here.

Student can transfer to another Education Provider without an approved Release if they have completed at least 6 months of study at UNSW. Students only need to submit an online Discontinuation application.

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Program Leave

Students may apply for deferment or program leave (referred to in the National Code 2018 as suspension of their studies) if they have compassionate or compelling circumstances. These are circumstances beyond the student’s control and which have an impact upon the student’s academic progression. Applications based on compassionate and compelling circumstances should include documented evidence. These could include:

  • Illness, where a medical certificate states that the student was unable to attend classes;
  • The death of a close family member such as parent or grandparent (where possible a death certificate should be provided);
  • Major political upheaval or natural disaster in the home country requiring their emergency travel and where this has impacted on their studies;
  • A traumatic experience which has impacted on the student (these cases should be supported by police or psychologists' reports);
  • Where the registered provider was unable to offer a pre-requisite unit;
  • Inability to begin studying on the course commencement date due to delay in receiving a student visa.

Note: All international student visa holders who are granted program leave will be reported to DHA, as required under the ESOS Act. Program leave – whether for deferment, suspension or cancellation of the student’s enrolment – may affect the student visa, unless it is granted for compassionate or compelling reasons.

View Program Leave information here.

Actions/Contacts:

  • Students should refer to the DHA website or nearest DHA office for advice and information.
  • International Student Advisors at Student Development International (SDI) can provide program leave advice.
  • Research Students need to download a Variation of Candidature Form which they return to the Graduate Research School, with relevant documentation attached.
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Program Discontinuation

UNSW is required to report any changes to a student visa holders enrolment status to DHA, this includes discontinuing from their program or the University.

If a student wishes to discontinue their studies and transfer to another provider within the first 6 months of study they are required to apply for a Release (see above).

View Program Discontinuation information here.

Actions/Contacts:

  • International Student Advisors at Student Development International (SDI) can provide program discontinuation advice.
  • Students apply for a Discontinuation request through their myUNSW account.
  • Students should contact the nearest DHA office as soon as possible to determine the status of their student visa and to report when they intend to depart Australia.
  • Research Students need to download a Variation of Candidature Form (pdf) which they return to the Graduate Research School, with relevant documentation attached.
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Early Completion

UNSW is required by law to report all international student visa holders who complete their program earlier than the expected program end date on their CoE. Early completion is defined as a minimum of one term earlier than the expected end date on a student's CoE.

Actions/Contacts:

When International Student Visa Holders complete their program, and before their visa expires, they must:

  1. Enrol in another CRICOS Registered Program, OR
  2. Enrol in another Education Provider, OR
  3. Depart Australia immediately, unless they have been given authorisation by DHA to remain.
  4. If the student is planning to attend their Graduation Ceremony they need to request a Completion Letter, and discuss their intentions with DHA.
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Student Contact Details

All International Student Visa Holders must comply with Condition 8533 of their Student Visa which states the student must notify UNSW of their Contact Address in Australia within 7 days of any changes.

Students will be in breach of Condition 8533 of their Student Visa, and run the risk of their visa being cancelled, if they do not provided the University with their current Australian residential address.

Actions/Contacts:

Students are required to update their residential address in myUNSW within 7 days. Go to the My Student Profile tab > My Student Services channel > Personal Details > Address.

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New Student Visa

International students require a new student visa if theirs has expired prior to the completion of their studies. A new student visa is subject to approval by the DHA.

Actions/Contacts:

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Permission to work

International students are allowed to work up to forty (40) hours per fortnight once their study has commenced and during any period in which their Program is in session and unlimited hours when their Program is out of session (during term break).

A fortnight means a period of 14 days commencing on any Monday and ending on the second following Sunday.

Research Students can work unlimited hours once their Masters by Research or Doctorate program has commenced.

For more information about permission to work for students and their family members see: https://archive.homeaffairs.gov.au/trav/stud/more/work-conditions-for-student-visa-holders

Students found to have breached their work conditions may be subject to cancellation of their visa.

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Overseas Student Health Cover (OSHC)

Students must maintain Overseas Student Health Cover (OSHC) as part of the student visa requirements. Students are required to have a Visa Length OSHC.

For more information about UNSW’s preferred OSHC provider and how to extend their cover, students can go to: https://www.medibankoshc.com.au/unsw.

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Applying for PRISMS Access

If you require access to the Provider Registration and International Students Management System (PRISMS) as part of your role at UNSW, please follow the steps below:

  1. Read the ”Conditions for access and use” on the PRISMS Access Requirements page
  2. Download, complete and sign the PRISMS application form (pdf)
  3. Arrange for your supervisor sign the form, confirming that you require PRISMS access to create new COE
  4. Forward the completed, co-signed form to Student Development International (SDI) at international.student@unsw.edu.au

SDI will organise PRISMS access and email you with the information about PRISMS training and instructions on how to access PRISMS.

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UNSW ESOS Contacts

Department of Home Affairs
A: 26 Lee Street, Sydney, NSW, 2000
W: https://www.homeaffairs.gov.au

Student Development International, UNSW
T: 9385 4734
E: international.student@unsw.edu.au

External Relations, UNSW
T: 9385 7668
E: beth.power@unsw.edu.au

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Further information

National Code of Practice for Providers of Education an Training to Overseas Students 2018
https://internationaleducation.gov.au/Regulatory-Information/Pages/National-Code-2018-Factsheets-.aspx

Student Visa
https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-listing/student-500

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Glossary
CRICOS

Commonwealth Register of Institutions and Courses for International Students

DHA

Department of Home Affairs (formerly DIBP)

DET

Department of Education and Training (formerly DEST)

CoE 

Confirmation of Enrolment 

ISA

International Student Adviser

PRISMS 

Provider Registration and International Students Management System  

Provider 

An institution (body or person) in Australia providing or seeking to provide courses to international students  

RPL 

Recognition of Prior Learning (Also known as Advanced Standing)

RSL

Reduced Study Load

SDI

Student Development - International

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