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Policies and Procedures

This policy applies to UCC Diploma and IAP students. Information is provided on: academic probation, academic progress conditions, consequences of exclusion, and review of decisions.

The Australian Government wants to ensure that the rights of overseas students studying in Australia are protected. Australia has laws to promote quality education and consumer protection for overseas students. These laws are known as the ESOS framework and they include:

  1. The Education Services for Overseas Students (ESOS) Act 2000
  2. The Education Services for Overseas Students (ESOS) Regulations 2001
  3. The National Code of Practice 2007 – which provides national standards for the conduct of the registered providers and the registration of their courses

This policy covers exams administered by the University of Canberra College during the formal examination periods. The purpose of the document is to inform staff and students of the principles, procedures and responsibilities for these exams.

Students wanting to transfer to UC College from another institution or students who would like to transfer from UC College to study with another institution please see this policy for further details.

The University of Canberra College abides by the information privacy principles set out in the Privacy Act 1988 (Cth). The information collected and stored by the College is used to administer your enrolment and participation in College courses and is accessible to College and University staff only for this purpose. The College will not disclose your personal information to others without your permission except as required by legislation or to meet the legitimate requirements of government agencies. For example, the College or the University may be required to provide information to the Commonwealth department dealing with immigration matters. Results of studies, which you undertake at the College, will be released only to those educational institutions to which you are seeking admission.

The University of Canberra College has a fee refund policy for situations where special circumstances exist. The University of Canberra College will refund 100% of the tuition fees that you have paid if your application for a student visa is unsuccessful. You should write to the Academic Director, University of Canberra College promptly if your visa application is denied so that we can commence the refund procedure as soon as possible. You must include the original rejection letter.

The University of Canberra College will refund 100% of the tuition fees that you have paid if the course the University of Canberra College offers does not start on the agreed starting day, the course stops being provided after it starts and before it is completed, or the course is not supplied fully to you because the University of Canberra College has had a sanction imposed.

If you change your mind about studying at the University of Canberra College you should advise us in writing of this decision. We will agree to a refund if you meet one or more of the following conditions:

  1. You change your mind before getting your visa.
  2. After you get your visa you are unable to travel to Australia because of family illness. (We would expect that you would advise the immigration office of this and arrange for your visa to be cancelled. You should provide us with evidence of this cancellation).
  3. After arriving in Australia you are required to return to your home country because of illness or other special circumstances. (Again we would need to see that you had made arrangements with DIAC to change the duration of your student visa to enable return home only).

Your eligibility for a refund will depend on when we have received advice of your decision:

  • If written advice is received before 5:00pm on Friday of Week 4 of the term then we will refund 100% of the tuition fees that you paid.
  • If the written advice is received after 5:00pm on Friday of week 4 of the term you will not be eligible for any refund.

NOTE: Please note that we are required to advise the Department of Immigration and Citizenship of changes to your study program and a withdrawal of your application may result in changes to your entitlement to enter or remain in Australia.

Refunds will be reimbursed in Australian dollars. Agency fees, if applicable, cannot be refunded. Refunds will be paid within 4 weeks after we have received your application in writing.

When you sign your application form to study at the University of Canberra College you agree to the above Refund Policy. Please note that this refund policy does not remove the right for a student to take further action under Australia’s consumer protection laws or through the College's dispute resolution processes.

If you change your mind about studying at the University of Canberra College you should advise us in writing of this decision. We will agree to a refund if you meet one or more of the following conditions:

  1. You no longer require the course for entry because you have been offered direct entry to University; or
  2. You have changed your mind before the commencement of the course; or
  3. You are unable to start or continue in the course because of family illness or other special circumstances. 

Your eligibility for a refund will depend on when we have received advice of your decision to withdraw.

  • If your request to withdraw is before commencement of your study, we will refund you 100%
  • If your request to withdraw is before 5:00pm on Friday of week 4 (census date), you will be charged an administration fee of 10% and
  • If your request to withdraw is received after 5:00pm on Friday of week 4, you will not be eligible for any refund.

Please note that any refund will be made payable to the person who originally paid the fees.

We will refund the course fee if we receive written application before your class starts. A $35 administrative charge will apply. All refunds are made payable to the person who paid the fees. We reserve the right to withdraw any course. Normally we will decide on the viability of a course at least seven (7) days before it is due to start. If we withdraw a course and you are unable to choose an alternative course, we will give you a full refund. We reserve the right to alter the program at any time.

This policy informs all UCC students and staff of the responsibilities of students for upholding University standards on ethical scholarship. Procedures are provided for staff to deal with breaches by students of University policy and rules on academic conduct. Such breaches include cheating in examinations and plagiarism.

The University of Canberra College is committed to providing a great student experience, appropriate to the age, stage, background and circumstances of its diverse student population. In order to achieve this goal there is a need for active and reciprocal engagement by all members of the University community. The Student Charter sets out the rights and responsibilities of all UCC students.

Students who take up a place at the University are subject to the Statutes and Rules of the University and to the lawful directions of its officers. The University of Canberra Student Conduct Rules set out procedures for dealing with cases of alleged breach of conduct, whether academic or non-academic. This policy applies to conduct on University grounds or in relation to any event or activities related to the student's enrolment at the University and conducted under the name of the University, including placements, internships, exchange programs, excursions, field trips and conferences.

The University of Canberra College supports the University of Canberra's Student Equity Plan.

The goal of the University of Canberra’s Student Equity Plan is to empower people from equity groups by providing them with opportunities to enter the professions. The University regards students of low socio-economic status and rural and isolated students as priorities for this plan but also targets students from a non-English speaking background, students with disabilities and increased female enrolments in computing, engineering, architecture and building. The equity plan encompasses access to the University, success and retention strategies.

In supporting the University, the University of Canberra College’s strategies include:

  • Providing access programs to the University of Canberra including UC-PREP, UC-CONNECT and UC-START, UCAN REACH and UPP.
  • Providing a choice of entry programs to meet student needs.
  • Offering a payment plan facility through access to the University of Canberra’s student loan system.
  • Incorporating Academic Skills into the curriculum of all programs
  • Providing additional English language support for students identified in need.
  • Establishing a formal consultation program for assistance with identified needs.
  • Inclusion of study skills in student orientation programs and academic programs.
  • Application of entry criteria that considers equity issues.
  • Provision of fee structure which includes courses where students are exempt from course fees if they meet the equity priorities of the University of Canberra.

This policy applies to all UCC student grievances relating to actions or decisions taken by University staff, including matters involving administration, learning and teaching and breaches of University policy. It also applies to appeals on procedural grounds against unit results with respect to any final grades. In general, the University does not recognise grievances relating to academic judgement. This policy replaces the Academic Board approved 'Procedure for Review of Subject Results' and Council approved 'Student Grievance Resolution Procedures'.

This guide provides a summary of information in order to successfully study at UC. It summarises key policies and procedures and has links to find more detailed information. It is important to note that it is the responsibility of students to familiarise themselves with relevant policies and procedures.

If you are worried about, or not happy with, any aspects of your ELICOS or Foundation course, or handling of fees, attendance or progress matters while you are in the University of Canberra College, please read our Appeals and Grievance Procedure.