Completion Within The Expected Duration of Study - Christian Heritage College
Student AdministrationCompletion Within The Expected Duration of Study

Completion Within The Expected Duration of Study

Policy Group(s): Group B: Academic - 1: Students (Ref: C3/0105-0415; 0118)
Related Policy:
Cancellation of Enrolment for Overseas Students
Course Progress for Overseas Students
Deferral Policy for Overseas Students
Formalisation of Enrolment and Written Agreements
Leave of Absence for Overseas Students
Refunds for Overseas Students
Commencement Date: January 2005
Review Date:
January 2018
July 2020
Further Information


Christian Heritage College (CHC) desires to ensure that overseas students complete their course of studies within the duration specified in their Confirmation of Enrolment (CoE) and therefore monitors their workload also ensuring that they do not exceed the allowable portion of external studies. CHC only enables students to extend the expected duration of study for the course through the issuing of a new CoE in limited circumstances.


Overseas students on a student visa who undertake study at CHC

Restrictions:      Nil

Exclusions:        Domestic students


1.     To provide Academic Staff and Student Administration staff with clear guidelines for monitoring the workload of students to ensure course completion.

2.     To provide clarity regarding the limited circumstances governing the issuing of a new CoE

3.     To ensure compliance with the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (the National Code 2018) specifically Standard 8.

Policy Provisions:

1.     General

1.1.   CHC will ensure students are closely monitored to ensure they complete their course within the course duration that is on their CoE.

1.2.   There is flexibility to vary a student’s enrolment load throughout the course. Students may take a normal, reduced or increased study load in each study period and CHC will ensure, through monitoring, that the student completes the course within the duration specified in the CoE.

1.3.   Students can study up to 25 percent of their course by distance learning, but in each compulsory study period each student must be studying at least one unit that is undertaken on campus.

1.4.   Except in the circumstances outlined in section 2.1 the expected duration of study specified in the student’s CoE must not exceed the CRICOS registered course duration.

1.5.   A student is issued a CoE based on the registered duration of a course (or shorter duration if the student has already completed part of the course).

1.6.   Variations to a student’s enrolment will be recorded on their file. Where the variation leads to an extension of the expected duration of study, CHC will report the student via Provider Registration and International Students Management System (PRISMS) and issue a new CoE.

1.7.   Overseas students are subject to general CHC attendance requirements as described in the relevant courses handbook available on the website.

2.     Granting an Extension

2.1.            CHC will only extend the duration of the student’s study where it is clear that the student will not complete the course within the expected duration, as specified on the student’s CoE, as the result of:

2.1.1.         compassionate or compelling circumstances (for example illness where a medical certificate states that the student was unable to attend classes or where CHC was unable to offer a pre-requisite unit);

Compassionate or compelling circumstances could include: serious illness or injury, where a medical certificate states that the student was unable to attend classes bereavement of close family members such as parents or grandparents major political upheaval or natural disaster in the home country requiring emergency travel when this has impacted on the student’s studies; or a traumatic experience which could include: involvement in, or witnessing of a serious accident; witnessing or being the victim of a serious crime. where CHC was unable to offer a pre-requisite unit; or an inability to begin studying on the course commencement date due to a delay in receiving a student visa.

2.1.2.          The following conditions would be considered compelling circumstances and could support the granting of an extension to a student’s study:

2.2.   The Course Progress for Overseas Students policy ensures that CHC monitors the course progress of students and puts intervention strategies in place for students who are at the risk of failing to meet course progress requirements. The intervention strategy may include reducing the enrolment load of a student who is having difficulty in making satisfactory course progress. This may lead to an extension to the duration of a student’s course and the granting of a new CoE to reflect the extended period.

2.2.1 The Cancellation of Enrolment Policy, Deferral Policy for Overseas Students and the Leave of Absence for Overseas Students makes provision for CHC to defer or temporarily suspend a student’s enrolment due to compassionate or compelling circumstances or misbehaviour by the student. If the deferment or suspension of enrolment results in the need to extend the duration of the students’ studies provision is made for this in section 2.

Recording variations

2.3.         Where there is a variation in the student’s enrolment load which affect the overseas  student’s expected duration of study (outlined in section 2.1) CHC will record this variation and the reasons for it on the student file.

2.3.1.CHC will correctly report the student via PRISMS and/or issue a new CoE when the student can only account for the variation/s by extending their expected duration of study.

2.4.         “Reporting” the student (issuing a new CoE) should occur when CHC knows the student cannot reasonably complete their course within the expected duration as specified on the student’s CoE.

2.5.         CHC will not issue a new CoE until they can accurately predict how long an extension of the duration of study will be required.

3.     Enrolment in Distance Learning Units

3.1.         CHC will allow students to undertake no more than 25 percent of their total course by distance learning.

3.2.         CHC will also not allow a student to enrol exclusively in distance learning units in any compulsory study period.

3.2.1.          In any compulsory study period, each student must study at least one unit that is not distance learning.

3.2.2.          A student may choose to enrol exclusively in external studies unit(s) study during a non-compulsory study period.    The study during a non-compulsory study will be counted towards the maximum allowable period of distance education of 25 percent of a student’s total course.

3.2.3.         If a student is in the last Semester of a course, with only one subject to complete the course, the student must not undertake the unit as an external unit in Australia unless the Semester in which the student will complete the course is a non-compulsory study period.

3.3.   If a student has only one unit to complete in a Semester, and the unit is available externally; the student may request CHC to cancel the CoE (thus no longer requiring a visa) and return to their home country to complete the external unit.

4.     Report unsatisfactory course progress

4.1.   Where CHC has assessed the overseas student as not meeting course progress or attendance (where applicable) requirements, CHC will give the overseas student a written notice as soon as practicable which:

4.1.1.notifies the overseas student that CHC intends to report the overseas student for unsatisfactory course progress or unsatisfactory course attendance (where applicable);

4.1.2.informs the overseas student of the reasons for the intention to report;

4.1.3.advises the overseas student of the right to access the CHC policy: Grievance Policy for Overseas Students, in accordance with Standard 10, within 20 working days.

4.1.4.CHC will only report unsatisfactory course progress or unsatisfactory course attendance (where applicable) in PRISM in accordance with section 19(2) of the ESOS Act if:          the internal and external complaints processes have been completed and the decision or recommendation supports CHC, or          the overseas student has chosen not to access the external complaints and appeals process within the 20 working

How to issue a new CoE

1.     Once the reason and the duration of the extension of study has been confirmed and approved a new CoE will be issued.

2.     To issue a new CoE the Overseas Student Liaison Officer will open the Course Variation screen and choose “Student requests change to existing enrolment.”

a.     PRISMS will guide the provider through the process

b.     When the students course start and end dates are changed for the CoE, PRISMS recognises that the provider is issuing an extension Confirmation of Enrolment and requests a reason for the extension.

Relevant Commonwealth/State Legislation ESOS Act 2000

ESOS Regulation 2001

National Code 2007

Education (Overseas Students) Act 1996

Education (Overseas Students) Regulation 1998


Implementation: Registrar, Overseas Student Liaison Officer, Student Administration Staff
Compliance: Registrar
Monitoring and Evaluation: Registrar’s Office
Development/Review: Registrar’s Office
Approval Authority: CHC CEO
Interpretation and Advice: Registrar



Course Coordinators

Academic Administration Staff

Student Administration Staff


Performance Indicators: ·      Number of student requesting extensions to the duration of study
Other Nil
Definitions and Acronyms: CHC – Christian Heritage College

CoE – Confirmation of Enrolment

  Compassionate or compelling circumstances – these are circumstances generally beyond the control of the student and which have an impact upon the student’s course progress or wellbeing.

Compulsory study period – is one in which the student must enrol unless granted a deferment or suspension from enrolment or leave of absence (as per Standard 13 Deferring, suspending or cancelling the student’s enrolment). A compulsory study period does not include periods in which the student can elect to undertake additional studies.

Distance learning – is a study in which the teacher and overseas student are separated in time or space throughout the duration of the unit of study.

Expected duration – of a course is the duration of the course as registered on The Australian Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). The expected duration for overseas students should not differ from the expected duration for domestic students.

Online learning – is study in which the teacher and overseas student communicate mainly through electronic technologies for the unit.

APPROVAL – section maintained by the Registrar

Reference No. Approved Date Committee/Board Resolution No. / Minute Ref.
C3/0105.7 Yes 05/05/2005 COM 3.2

REVISION HISTORY – section maintained by the Registrar

Revision Reference No. Approved/Rescinded Date Committee/Board Resolution No. /

Minute Ref.

0415 Yes 28/04/2015 CHC CEO
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