Policies and procedures

The policies and procedures on this page are for RMIT Training Foundation Studies and RMIT English Worldwide students.

Policies and procedures explain our expectations of staff and students. They will tell you what the rules are as a student at RMIT Training and RMIT University, and how decisions are made. Students and staff at RMIT Training are required to follow and comply with these policies and procedures.

Attendance

There are very strict attendance rules that apply to you if you are studying in Australia on a Student Visa

It is very important that you attend all your classes and maintain satisfactory attendance while you are studying at RMIT Training, this means attending at least 80% of your classes during your study period.  

For REW students a study period is the length of your CoE (Confirmation of Enrolment) 

For Foundation Studies students a study period is the duration of a full semester.

If you cannot attend class, you should have proof of why you cannot attend. For example, if you are sick you should go to the doctor and get a medical certificate. You should bring the medical certificate to Student Services as soon as you are feeling better and return to school. 

Medical certificates must include the date/s that you did not attend class. Medical certificates do not cancel your absences but will help if you need to explain your attendance situation to the Department of Home Affairs.

Attendance is monitored in every class you attend. You will receive an email (to your RMIT student email address) if your attendance begins to fall and you are at risk of not being able to maintain satisfactory attendance for the duration of your study period.

If your attendance level falls to an unsatisfactory level, (less than 80%), you will receive an official notice. This will be sent to your student email address to let you know that RMIT University intends to report your unsatisfactory attendance to the Department of Home Affairs.

RMIT Training is required by law to report breaches of attendance requirement to the Department of Home Affairs

If you are absent from class for 5 consecutive days, you will be contacted by email and/or phone to discuss your attendance. 

If we cannot contact you and you continue to remain absent from your classes, we may refer your case to the University Student Support team. The University Student Support Team may ask the Police to do a welfare check on you if they still cannot contact you.  A Police Welfare Check is when the police come to your home to make sure you are okay. 

It is very important you check your student email regularly and respond to any important communications from RMIT Training and RMIT University.

Read the full RMIT Training Student Attendance Instruction

Cancellation

If you want to withdraw completely from your studies, you must cancel your program enrolment. We recommend you speak to Student Services before you proceed.

If you are an REW student studying in Australia on a Student Visa and you want to cancel your enrolment, we recommend that you firstly speak to your teachers and contact Student Services to find out if cancelling is the best option for you.  

RMIT Training must notify the Department of Home Affairs of any changes to your study plans, and this may affect your student visa. 

If you decide you do not want to continue studying at RMIT English Worldwide you can cancel your program.  To cancel your program, you need to complete an ELICOS Cancellation form and submit it to RMIT Training Student Services reception or via email to rewstudent.services@rmit.edu.au.   

Please note that fees are not usually refunded when you cancel your RMIT English Worldwide program. Read more about Refunds and Transfer of Fees.

You should not cancel your RMIT English Worldwide program if you want to continue your studies in Australia. You may wish to apply to transfer to another education provider.  Read the Transfer to another Education Provider information available

If you’re stressed or anxious, the RMIT Training Wellbeing and Experience team have a range of support services to help you.

Read the RMIT English Worldwide (REW) Cancellation of Enrolment Instruction 

If you want to withdraw completely from your studies, you must cancel your program enrolment. We recommend you speak to your teachers and contact Student Services to find out if cancellation is the best option for you. 

If you’re stressed or anxious, the RMIT Training Wellbeing and Experience team have a range of support services to help you. 

You may want to consider taking a short break from your studies rather than withdrawing completely. Read about taking a Leave of Absence.

You can find out all you need to know about changing or cancelling your enrolment on the RMIT University website. 

Enrolment

These documents explain the principles for supporting the enrolment of students at RMIT.

Extension of REW program

If you do not pass a level or you take a leave of absence, you may need to apply for an extension to your REW enrolment to complete your program.  Complete the online Extension Request Form. RMIT Training will assess your application and contact you with further details.

If you are requesting an extension to your program of 5 weeks, or after requesting a longer period RMIT Training only approves a 5 week extension, you will also need to complete the 5-week Attendance Declaration form

Complaints resolution

Your time at RMIT Training should be enjoyable and rewarding, but if you're unhappy about something you should let us know by following our complaints resolution process.

RMIT Training is committed to resolving your concern or complaint quickly, effectively, and sensitively.

Follow the step by step process below for help if you would like to raise a concern or submit a complaint. For more information, you can read the RMIT Training Student Complaints Resolution Procedure.  

Step 1 – Concern
Step 2 - Formal complaint 
Step 3 - Internal review
Step 4 - External review 

If you have a concern you should speak to or write an email to your teacher or email Student Services.

 

If your concern is not resolved in Step 1 you may make a formal complaint in writing.  

Complete the RMIT Training Student Complaint Form* and submit it to Student Services.  

We may want to meet with you** and we will send the outcome of your complaint to your student email address within 10 days. 

If there has been a mistake in the process, you have new information or a good reason the outcome is not acceptable, you can ask for a review of the outcome by completing the Student Complaint Internal Review Form

We may want to meet with you** and we will send the outcome of your internal review to your student email account. 

If you don’t agree with the outcome of the internal review, you can request an external review to the Overseas Student Ombudsman^.

If you are not in Australia on a Student Visa contact Student Services for help.   

Student Services will also be contacted by the Ombudsman with the outcome of your complaint.

* Student Services can help you complete the form if needed.

**You may bring a support person to any meeting. 

^Let Student Services know if you are submitting a complaint to the Overseas Student Ombudsman

You can read more about how complaints are handled at RMIT in the Student and Student-Related Complaints Policy

If you would like to raise a concern or submit a complaint, RMIT has a policy and procedure in place to ensure it is resolved as quickly and as fairly as possible.  

Read more about Student and Student Related Complaints

If you need help to submit your complaint, please contact Student Services reception or send an email to foundationstudies@rmit.edu.au.

You can read more about how complaints are handled at RMIT in the Student and Student-Related Complaints Policy

Leave of absence

A Leave of Absence is taking a break from your studies. As an international student on a student visa, you can only take a Leave of Absence in compassionate or compelling circumstances. Taking a Leave of Absence can impact your student visa and your RMIT formal program.

If you are a student enrolled at REW and you need to take a break from your studies, there are strict criteria you must meet.

International students on a student visa can only apply for a Leave of Absence if compassionate or compelling circumstances apply. 

 

Important information

If you take leave for more than one week of a 5-week module, you will be required to repeat the module. 

If you have completed Module A, you can take a Leave of Absence for up to 10 weeks before starting module B. If your Leave of Absence is longer than 10 weeks, you will need to repeat Module A.

If you have completed Module B, but not achieved the level, you can take a Leave of Absence for up to 5 weeks before repeating module B. If your Leave of Absence is longer than five weeks, you will need to repeat Module A. 

If your Leave of Absence is 6 months or more, you will need to undertake a placement test to determine your English level when you return to study.  Your test results may show that you need to repeat a level you have already passed.

If you need to extend your Leave of Absence, you must submit a new Leave of Absence request. 

Taking Leave of Absence may affect your student visa. We recommend that you contact the Department of Home Affairs before you submit a request for a Leave of Absence.

Taking a Leave of Absence from your studies may also affect the start date of your RMIT formal program. You should consider how your study plan may need to change and if you need to defer the start of your RMIT formal program. If you have an agent, they may be able to assist you with this. 

 

Tuition Fees

If you complete two weeks or more of a 5-week module, you will be charged the full tuition fees for that module. 

If you do not return to study by the agreed date, you will still be required to pay the tuition fees as outlined in your original offer letter.

How to apply 

You can apply for Leave of Absence by completing the REW Leave of Absence Request form (PDF 2 pages, 167kb)  and submitting it to the RMIT Training Student Services reception or via email to pathways.compliance@rmit.edu.au.

You must include supporting documentation in your application for Leave of Absence. Check the type of supporting documentation for compassionate and compelling circumstances

If you are a student enrolled in Foundation Studies and you need to take a break from your studies, there are strict criteria you must meet. You can only apply for a Leave of Absence if compassionate and compelling circumstances are affecting your ability to study.  Eligible students may apply for a Leave of absence for either six months or a year.

International students on a student visa can only apply for a Leave of Absence if compassionate or compelling circumstances apply. 

Taking Leave of Absence may affect your student visa.  We recommend that you contact the Department of Home Affairs before you submit a request for a Leave of Absence.

Taking a Leave of Absence from your studies may also affect the start date of your RMIT formal program. You should consider how your study plan may need to change, and if you need to defer the start of your RMIT formal program. 

If you are considering a Leave of Absence, we recommend that you speak to your program coordinator and Student Services for advice before applying.

Apply for a Leave of Absence before the census date to avoid paying fees. 

Communication about your application, including requests for more information, will be sent to your RMIT student email account. We may also contact you during your absence so you should continue to check your RMIT student email and keep your contact details up to date.

 

How to apply: 

Follow this link to apply for a Leave of Absence.

You must include supporting documentation in your application for Leave of Absence. Check the type of supporting documentation for compassionate and compelling circumstances

 

Returning from leave

Once your Leave of Absence period ends, you'll need to enrol in the next study semester before the last day to enrol or vary courses. If you do not enrol by this date, you may lose your place in the program. You will receive an email before the enrolment period telling you how and when to enrol. 

Early completion of REW program

If you achieve the English level required for your entry to your RMIT program you may be able to finish your REW program early.

If you have achieved the English level required for entry to your RMIT program and want to finish your RMIT English Worldwide program early, complete the Finish Course Early Request application available online. 

Transfer to another education provider

This information will help you if you wish to transfer from RMIT Training to another registered education provider in Australia.

If you wish to transfer from RMIT English Worldwide or RMIT University to another education provider, your student visa may be impacted.  Read more information about how a change in study situation could affect you and your student visa.

Do you need to apply for a transfer to a new provider from RMIT University or RMIT English Worldwide?  The following table will explain what you need to do. 

PACKAGE OFFER 
ELICOS ONLY
 

If your student visa covers both an RMIT English Worldwide and an RMIT University program, follow these instructions

If your student visa covers the RMIT English Worldwide program only, follow these instructions

 

If your visa includes an RMIT University program as well as an RMIT English Worldwide program, then you must first apply to RMIT University to transfer to another provider.

Read the instructions for Transferring to Another Education Provider if your student visa covers your ELICOS program and your RMIT University program. 

If the University approves the application, then you must submit the following documents to RMIT Training Student Services:

  • Complete the online RMIT English Worldwide Transfer Application form

  • The email from the University approving your transfer to a new education provider

  • A valid letter of offer from the new education provider.

  • Application for Refund Form, if applicable

If your student visa covers only your RMIT English Worldwide program, then you must apply for a transfer to a new education provider through RMIT Training. 

Submit the following documents to RMIT Training Student Services via email: 

Submit all documentation to RMIT Training Student Services.

 

You must keep attending classes until your application is approved.

Please allow 10 working days for RMIT English Worldwide to assess your application. 

If your application is approved, your current enrolment at RMIT English Worldwide will be cancelled.

 

Reasons for transferring to another provider 

Your application will be approved in circumstances where RMIT English Worldwide assesses that the transfer will be in your best interest, including but not limited to the following:

  • You are not achieving satisfactory course progress despite genuine engagement with the intervention strategy for students at risk 

  • Your reasonable expectations about the course are not being met

  • The program doesn’t meet your academic needs 

  • There are compassionate and compelling circumstances beyond your control that impact on your study plans or your wellbeing

  • There is an appeal outcome on another matter that results in a decision or recommendation to release you from RMIT English Worldwide 

  • Your sponsor considers the change to be in your best interests

     

Your application may be refused in the following circumstances: 

  • You have completed less than 5 weeks of study and have not experienced the full range of academic and transitional support services available at RMIT Training

  • You failed to read or understand the RMIT Training offer, tuition or refund policies 

  • Your visa was granted but you failed to enrol at RMIT English Worldwide before the end of the enrolment period.  In this situation, you should apply to defer your RMIT Training offer.

  • RMIT Training has found your supporting documents to be fraudulent 

     

Students under 18 years of age

Students under the age of 18 must provide the following additional documents: 

  • Written approval from your parent or legal guardian to transfer to another provider. RMIT English Worldwide will request this from your parent before processing your application.

  • Documentation from the new education provider accepting responsibility for accommodation and welfare arrangements, known as a CAAW letter. 

     

Sponsored students

Government-sponsored students must provide the following additional documentation 

  • Written approval for you transfer to another provider. RMIT English Worldwide will request written consent from your sponsor before processing your application.

  • Or a financial guarantee for the new program at the new education provider 

For more detailed information about this process, you should read the RMIT English Worldwide Transfer to another education provider instruction.

If you wish to transfer from RMIT English Worldwide or RMIT University to another education provider, your student visa may be impacted.  Read more information about how a change in study situation could affect you and your student visa.

Do you need to be released from RMIT University? The following table will explain what you need to do. 

If you have completed six (6) calendar months of your principal program (the highest study level that your visa covers) If you have not yet completed six (6) calendar months in your principal program (the highest study level that your visa covers)   

You do not need to apply for release from RMIT.

Please cancel your program enrolment if you wish to transfer to the new education provider. 

You must apply for release from RMIT before transferring to the new education provider.

Follow the instructions on the RMIT University website: Transferring to another education provider. 

 

Refund and transfer fees

If you need to apply for a refund or transfer of fees, you will find all the details in the following information.

All refund and transfer of fees applications are assessed based on the RMIT English Worldwide (REW) Refund and Transfer of Fees Guidelines or Instructions.  Please read the correct instructions depending on when you were offered a place at REW.

If you were offered a program at REW after 23 November 2020, read this document: 

If you were offered a program at REW before 23 November 2020, read this document: 

If you are eligible for a refund, complete the ELICOS Refund Request Form (PDF 2 pages, 634kb)

All refund requests for Foundation Studies students are processed through RMIT University. Read about how to apply for a refund as a domestic or continuing international student.

If you are a commencing Foundation Studies student, you can read about Refunds for commencing or newly enrolled international students

Assessment

Assessment policy and processes cover submission of assessment tasks, applications for extensions to submitting assessments, and applications for special consideration.

Please speak to your teacher or contact Student Services for more information about assessment for REW students.

Read all the information you need about assessments and adjustments applicable to your circumstances.

 

Extension

If unexpected circumstances prevent you from submitting an assessment on time, you may apply for an extension.

If you need less than 7 days for your extension, talk to your teacher

If you need more than 7 days for your extension, you should apply for an Extension of time for submission of assessable work.

 

Special Consideration

If unexpected circumstances affect your ability to complete an assessment, you may be eligible to apply for special consideration.  Find out if you’re eligible for Special Consideration and how to apply.

Academic progress

RMIT Training is committed to academic excellence and supporting students in their studies. There are many support services available and it is important that you seek help if there are matters that are affecting your studies. You can talk to your teacher or contact any of our Student Service teams for help.

Maintaining satisfactory academic performance is an important visa condition for international students.  If you are an REW student, please speak to your teacher or contact Student Services for more information or support for satisfactory academic progress.

If you’re an international student studying in a Foundation Studies program you are expected to make satisfactory academic progress. This is a condition of your student visa. Continued unsatisfactory academic performance could result in your student visa being cancelled. 

There are many reasons why it can be difficult to keep up with your studies. Remember that there are many support services available to get you back on track. 

If students meet the criteria listed below, they will be identified as being at risk of not meeting the academic requirements of their program. This is known as unsatisfactory academic progress. 

A student is considered to be making unsatisfactory academic progress if the student: 

  • Has failed 50% or more of enrolled course load for the semester. 

  • Has failed the same course a second time. 

  • Has demonstrated that progress through a program will not allow completion of the program in the expected duration for that program (as stated in the eCOE) and has not shown compelling circumstances to explain the lack of progress. 

  • Has failed to meet progress requirements prescribed in the ESOS Act 2000 or other regulations that affect eligibility for an Australian student visa.  

Read the full Definition of Unsatisfactory Academic Performance – Higher Education Coursework & VET.  

If you meet one or more of the above criteria you will be contacted and offered support to help get you back on track with your studies.  You will be given the opportunity to talk to an academic advisor and develop an Academic Performance Improvement Plan (APIP). 

If you continue to make unsatisfactory academic progress you may be identified as ‘final stage at risk’ and you will be asked to provide a written submission, called a ‘show cause’ submission, to explain your situation to the Program Assessment Board. 

Read more about Academic Progress process and support

Academic integrity

Academic integrity means acting with the values of honesty, trust, fairness, respect and responsibility in learning, teaching and research.

It means referencing the work of others while developing your own insights, knowledge and ideas. 

Breaches of academic integrity include:

  • plagiarism and failure to correctly acknowledge sources 

  • contract cheating or paying/getting another person to prepare an assignment

  • submitting work prepared by another person 

  • copying other people’s work

  • cheating in assessments including examinations 

  • using unauthorised materials or devices

Find out more about Academic Integrity at RMIT

Student conduct

All students are expected to follow the rules outlined in the RMIT Student Charter. This outlines behavioural expectations for all students in accordance with RMIT’s core values. 

Students are expected to observe the values of RMIT. Formal action can be taken when students behave in a manner that is considered inappropriate. 

Read the RMIT Student Conduct Policy for more information. 

Remote learning

RMIT Training wants students to have the best possible experience while learning remotely.  There are guidelines for all students and teachers to follow so that everyone understands their rights and responsibilities in relation to remote learning. 

Remote Learning Guidelines 

Child safe standards

RMIT Training is committed to the safety and wellbeing of students under the age of 18.

Find out more about being an under 18 international student at RMIT

Read the RMIT Child Safety Statement of Commitment

Student services

Information for new students

Everything you need to know for your first few weeks at RMIT including enrolment information, timetables and orientation.

Student services

Explore the services, activities and support available to you as a student.

Campus tour

Do you want to see where you could be studying? We have put together a virtual campus tour.

Get in touch with us

Need help or have more questions?
Get in touch and we will help you with your enquiry.

aboriginal flag
torres strait flag

Acknowledgement of country

RMIT University acknowledges the people of the Woi wurrung and Boon wurrung language groups of the eastern Kulin Nation on whose unceded lands we conduct the business of the University. RMIT University respectfully acknowledges their Ancestors and Elders, past and present. RMIT also acknowledges the Traditional Custodians and their Ancestors of the lands and waters across Australia where we conduct our business. - Artwork created by Louisa Bloomer