A registered provider must give the secretary certain prescribed information within 14 days after any of the following events occur:
- Each person who becomes an accepted student
- Non commencement by an accepted student
- Termination of studies by an accepted student
- Any change in identity or duration of an accepted student's course(s.19 (1))
A registered provider must give the secretary particulars of any breach by an accepted student of a student visa condition relating to attendance or satisfactory academic performance as soon as practicable after the breach occurs. (s.19(2))
The registered provider must send an accepted student of a registered provider written notice if the student has breached a student visa condition relating to attendance or satisfactory academic performance. (s.20(1))
The registered provider must send the notice as soon as practicable after the breach. (s.20(2))
Staff are made aware of their obligations to use PRISMS to report students' lack of attendance. (NC 39.6)
B. Guidelines
The ESOS Act and regulations are very specific in the requirements as to how and when international students are to be reported for change of enrolment status. Client Services is responsible for this reporting and is dependent on faculties ensuring that Callista is updated promptly whenever the enrolment status of a student changes and /or Monash International is informed directly in circumstances as outlined in the obligations.
Run reports fortnightly from Callista to identify students subject to reporting
Procedures are in place to ensure student reports are submitted within 14 days for change of enrolment status
Procedures are in place to ensure student reports are submitted 'as soon as practicable' for breach of visa conditions (i.e. breach of course requirements condition 8202 through exclusion on academic grounds for MU students or for MC or MUELC students, breach of the attendance requirement as well)
For students reported for breach of visa conditions, the non compliance notice generated by PRISMS is mailed to the student by registered mail within 2 days of the report being made
2. Faculty
Update Callista whenever an international student changes their enrolment status
During the University exclusion period upload exclusions into Callista as soon as information is available and not in bulk at a later stage.
Inform ESOS reporting officer if a student is granted credit post visa grant affecting course duration with advice concerning the revised completion date
Inform ESOS reporting officer if it backdates a decision on Callista so that Client Services has a record explaining the reasons why a student report may not have been submitted within the time required by ESOS
3. Monash International Pty Ltd
Update Callista whenever an international student changes their enrolment status
Update Callista with exclusion decision once decision is confirmed (ie no further avenues for appeal are open).
Provide ESOS reporting officer with a list of students completing their course at the end of each trimester so that this list can be checked against expected completion dates (to enable verification of early completions)
Inform ESOS reporting officer if a student is granted credit post visa grant affecting course duration with advice concerning the revised completion date
Inform ESOS reporting officer if it backdates a decision on Callista so that Client Services has a record explaining the reasons why a student report may not have been submitted within the time required by ESOS
4. Recruitment and Marketing Division
Notify DEST within 14 days of prescribed details for each student
Notify DEST within 14 days of prescribed details for students who defer commencement or transfer courses
