Policies and procedures

UTS College Student Charter

Student Application, Admission and Enrolment Policy

FEE-HELP Student Policy

New enrolments

You must pay your tuition fees, or submit the following prior to enrolment (at admission stage):

• A request for FEE-HELP assistance form, or
• A formal scholarship letter confirming the payment of fees issued by a Cultural Mission or relevant government body, or
• A financial guarantee confirming your scholarship, issued by a Cultural Mission or relevant government body.

Last day to enrol

You must enrol or re-enrol by the end of the first day of week one to avoid a late fee. International students who have not re-enrolled by Friday of week one will be reported to the Department of Home Affairs for failure to re-enrol. Domestic students who fail to re-enrol by Friday of week one and who have not arranged with the Student Centre to defer their program, will be withdrawn from the program.

Online Re-Enrolments Procedure

Late Re-Enrolment Procedure

ELT Placement of New Students Procedure

Last day to add a subject

The last day to add an additional subject to your study plan is Friday of week one. You may not enrol in more than the published stage load for your program, except in exceptional circumstances and with the approval of the Program Manager.

Last day to withdraw from a subject without academic penalty

You are permitted to drop a subject from your study plan up to and including the Census Date, which is Friday of week four of classes. However, if you are an international student, it is a condition of your student visa that you enrol and attend the published subjects for each stage of your program.

Study loads

International students enrolled in diploma programs or UTS Foundation Studies are required by the Department of Home Affairs to undertake a full-time study load. Domestic students enrolled in diploma programs are permitted to take less than the standard published study load, but would normally be expected to take a minimum of two subjects per semester.

Pre-requisites and co-requisites

You cannot enrol in a subject, which has a pre-requisite, without first successfully completing the pre-requisite unless there are exceptional circumstances and you have the permission of the Program Manager.

Maximum number of subjects

You cannot normally enrol in more than the standard number of subjects for the stage of your program. You may only be allowed to enrol in more than the standard number of subjects for your program in exceptional circumstances, and with the approval of the Program Manager.

Recognition of Prior Learning Policy

Recognition of Prior Learning Procedure

Recognition-of-Prior-Learning-Procedure-July-2022

If you are seeking exemption from subjects at UTS College on the basis of an equivalent level of study at a previous institution, you can apply at the same time as submitting your application for entry into UTS College. However, applications for exemptions with all necessary documentation can be made up until the end of week one of the first semester of study at UTS College. No exemptions will be granted towards UTS Foundation Studies.The UTS College Assessment Policy outlines the principles on formal examinations, moderation, appeals against grades, special consideration and special needs. UTS College uses an assessment method that refers to pre-set criteria resulting in grades: High Distinction, Distinction, Credit, Pass, Fail.

Statement of Tuition Assurance and Tuition Protection Service (TPS)

In the unlikely event UTS College ceases to provide a course after it starts but before it is completed, there are arrangements and services in place to protect students. More information on Statement of Tuition Assurance and Tuition Protection Service (TPS).

International Student Transfer Request 

International Student Transfer Request Assessment Policy

International Student Transfer Request to Other Provider from UTS College Procedure

Defer and cancellation

Deferring and Cancelling Student Enrolment Policy

FEE-HELP Application to Withdraw Procedure

FEE-HELP Application to Withdraw Procedure

Refund Policy

Academic Refund Guidelines - Semester 3 2021

English Refund Guidelines - Blocks 4 and 5 2021

Academic & English Refund Policy impacted by COVID 19 – Semester 1 2022 & Block 1 & 2 2022

The policy applies to all students admitted to UTS College English courses, Diploma courses and to UTS Foundation Studies programs offered in Australia in 2021. Third Party Providers of student accommodation, transport and welfare services are bound by this Policy.

Assessment Policy

Assessment Procedure
​

The primary goal of assessments at UTS College are to encourage learning and to indicate the level of progress or achievement, both for the student and for UTS College. Assessment events are criterion-referenced and are listed with the weighting of each assessment event and the submission requirements in the Subject Outline. Subject Outlines are available to you in both electronic and hard copy.

ELT Attendance Policy

ELT Attendance Procedure

UTS Foundation Studies Attendance Policy

UTS Foundation Studies Attendance Procedure 

UTS College believes good attendance is important in order to achieve the desired educational outcomes. For international students, maintaining satisfactory attendance is a student visa requirement. Regular class attendance is essential in order for students to progress satisfactorily in their program and to be deemed as a genuine / bona fide student.

UTS College will report students to the Department of Home Affairs for non-attendance via PRISMS as per the conditions outlined in the UTS Foundation Studies Attendance policy. An outcome of reporting a student for non-attendance via PRISMS is the student visa may be cancelled.

Academic Coures Progress Policy (International)

Academic Course Progress Procedure (International)

Academic Course Progress Policy (Domestic and International Non Student Visa Holders)

Academic Course Progress Procedure (Domestic and International Non-Student Visa Holders)

​Academic Course Progress and Completion Policy (Domestic)

​Academic Course Progress and Completion Policy (Offshore)

Academic students must demonstrate that they are progressing in their program by achieving each of the following:

• Passing 50 per cent or more of the subjects attempted in any study period.
• Not failing a subject more than once.
• No more than 5 fail results on their entire record.

For international students the ESOS framework and Department of Home Affairs student visa conditions require that students maintain satisfactory academic progress in their program.

UTS College will report students to the Department of Home Affairs for unsatisfactory program progress via PRISMS as per the conditions outlined in the Academic Program Progress Policy. An outcome of reporting a student for unsatisfactory program progress via PRISMS is the student visa may be cancelled.

 Course Development Approval and Review Policy

ELT Course Progress Policy (International)

ELT Program Progress Procedure (International)

Completion within Expected Duration of Study Policy

Completion within Expected Duration of Study Procedure

International students, studying at UTS College on a student visa must complete the program within the duration as specified in their e-CoE. UTS College will monitor the workload of students in order to ensure they complete on time and will only allow students to extend the expected duration of study for the program, through issuing a new e-CoE, in limited circumstances.

Academic Record Request Procedure

UTS College issues transcripts and testamurs/certificates to students in order to confirm the qualification they have achieved. 

Both Academic and ELT UTS College students are able to request copies of their transcripts and testamurs/certificates from the Student Centre. 

Academic Integrity Policy

Academic Integrity Procedure

While studying at UTS College you are expected to maintain high standards of academic honesty and integrity. You will be penalised if you seek to gain unfair advantage by copying another student’s work, or in any way misleading a lecturer or tutor about your knowledge, ability or the amount of original work you have done or assist other students to do so.

There are 5 levels of penalties:

1. Reprimand
2. Reduction in marks
3. Fail grade for the assessment event
4. Fail grade for the subject
5. Exclusion from UTS College

All appeals must be in writing addressed to the Dean of Studies and lodged with the Student Centre within 5 days of the date you are notified of the decision. You must demonstrate that there were procedural or factual errors in the decision made.

Non-Academic Misconduct Policy

Non-Academic Misconduct Procedure

While studying  at UTS College you are expected to respect other students, staff and property so that learning and teaching at UTS College can take place freely, safely and without impediment due to the misconduct of others.

Non-academic misconduct includes contraventions of UTS College’s rules, policies and procedures and also includes but is not limited to breaches of confidentiality and privacy, discrimination, submission of fraudulent documentation, intimidation or assault on another student or staff member at UTS College.

Student Complaints and Appeals Policy

Student Complaints and Appeals Procedure

UTS College views student complaints as providing an opportunity to review and improve its policies and practices and also to gain insight into student levels of satisfaction. Complaints can be forwarded to Complaint@utscollege.edu.au. UTS College regards student complaints as a confidential matter, however UTS College will usually not accept anonymous complaints. Procedural fairness will be observed in all aspects of handling a complaint. Where necessary, UTS College will provide an interpreter throughout the complaint handling process.

This policy is designed to ensure procedural fairness, facilitate a consistent handling of complaints and meet best practice standards of complaint handling.

If you are unsatisfied with the outcome of a complaint you can pursue the complaint with a third independent party.

Education Access and Inclusion Policy

Education Access and Inclusion Reasonable Adjustment Procedure

The policy sets out the principles for providing inclusive and equitable access to education for all College students, but expressly ensures that students with a disability, learning need or health issue can access and participate in their education on the same basis as other students.

The policy complies with the Human Rights and Equal Opportunity Commission Act 1986, the Disability Discrimination Act 1992, the UN Convention of the Rights of Persons with Disabilities 2006, as well as the Disability Standards for Education 2005 (and the 2015 review).

If you have a disability, learning need or health issue you should advise UTS College of this when completing the ‘Domestic or International Application Form’. Relevant supporting documentation ( e.g. medical certificate or counsellor’s letter) should also be provided.

UTS College commits to maintaining student privacy, in accordance with the UTS College Privacy Policy.

Special Consideration Procedure

Special Consideration is the use of academic judgement to determine if your performance in an assessment item has been affected by illness or misadventure. If you have experienced serious illness or if a traumatic incident has affected your performance in an assessment item, you can apply for Special Consideration.

If you are unable to attend the final exam due to illness, accident or religious commitment you may be eligible for a Special Exam.

Special Exam Request Procedure

Who can apply for it and in what circumstances?

• If you have experienced a serious circumstance and it has affected you for at least three days, then Special Consideration may be given if you have been:
• prevented from submitting an assignment
• prevented from completing an examination
• affected through the semester
• affected during an examination.

 

The circumstances under which can you apply for special consideration include:

• serious illness or injury, where a medical certificate states that you were unable to attend classes
• bereavement of close family members such as parents or grandparents,
• major political upheaval or natural disaster in your home country requiring emergency travel that has impacted your studies
• a traumatic experience which could include involvement in, or witnessing of a serious accident; and witnessing or being the victim of a serious crime, or
• any other circumstance would require evidence to be considered as compassionate or compelling.

 

What evidence do you need to submit?

A Special Consideration application must be supported by documentary evidence at the time of submission and may include:

• Original supporting documentation.
• A Medical Certificate.
• A Completed Professional Authority Form.
• Appropriate documentary evidence for non-medical circumstances.

 

The professional authority form must be completed and signed by a:

• Registered medical practitioner.
• Registered psychologist or other registered counsellor.
• Minister of religion (only if religious commitments have impacted on ability to do assessments).
• or employer (if you are in active services only).

 

Documentation such as a medical report, death notice or certificate, police report or statutory declaration may be attached to this form. The severity and period of illness must be clearly stated in the professional authority section. Documentation in language other than English must be accompanied by an English version that is translated by a certified NAATI translator. Backdated medical certificates, receipts for medical fees or medical certificates from non-registered practitioners will not be accepted.

The Study Success Adviser will keep your documentation in a confidential file.

Who will consider your request and how will an outcome be communicated?

Your request will be assessed by the Associate Dean of Studies. If approved, the Associate Dean of Studies will inform the Subject Coordinator who will apply the Special Consideration provisions to your results in the assessment in the relevant subject and will notify you by email of any extension or alternative assessment deadlines. Such deadlines cannot extend beyond the final day of the second week of the special exams except in exceptional circumstances.

All requests for Special Consideration must be lodged no later than five working days after the due date of the assessment.

Critical Incident Policy - Student Management

Under 18 Policy

UTS College Sexual Assault and Harassment Policy

UTS College (Student) Sexual Assault and Harassment Response Procedure

Transnational Education Policy

ITDS Security Policy

The following code of conduct is to provide students with a set of disciplines that will help protect and secure UTS College’s systems and network environment.

You must not:

• give your password to another person, or have it in written form where it is likely to be seen by another person
• obtain passwords which you are not authorised to have
• use another person’s identification when signing onto a UTS College computer or network
• use UTS College computing facilities for purposes not related to legitimate business or study activities
• use UTS College computing facilities to purposely disrupt other users
• introduce tools that could be used to hack, disrupt, or alter system software or alter system security
• copy or load software of any kind onto any computer unless authorised by the systems manager or network administrator
• access data on any UTS College computer or any computer via the UTS College network unless you have been assigned access rights to the data.

Homestay Policy

Homestay Procedure

Student Residential Accommodation and Welfare Policy

Student Residential Accommodation and Welfare Procedure

Site Visits/Excursions Procedure