Verification of Documentation
Certified copies, together with English translations (where appropriate), of documentation included in an application for admission, must be appropriately verified, Persons eligible to certify documents are:
- Authorised officer from the institution that originally issued the certification/document
- Notary Public or Justice of the Peace
- ECA College authorised officers
Where an application is submitted by an education agent on behalf of the prospective student, the education agent can verify that the original has been cited. To ensure authenticity, the student is still required to bring original entry documentation to orientation. Failure to provide original documentation or evidence of falsification may result in cancellation of the enrolment without refund. Such incidents will be reported to relevant Australian government bodies.
Where there are doubts about a student’s claimed entry requirement documentation, ECA College will contact the issuing institution for verification.
Relevant Australian Qualifications and Statements of Attainments that have been issued by any other Registered Training Organisation (RTO) will be recognised by ECA College. To apply for Credit Transfer students must be able to present their original Qualification /Statement of Attainment or certified copies of the qualifications, with National codes and titles that match the current course in which the student is enrolled.
Course Credit Transfer Policy and Credit Transfer form are available on ECA College Website:
Where Credit Transfer is granted appropriate adjustments to the student’s CoE will be made and DET advised via PRISMS
Recognition of Prior Learning
ECA College recognises the skills and knowledge that students may have gained through previous studies and workplace and life experiences. Students may be entitled to gain recognition prior or after commencing the course that will exempt them from attending one or more units.
Students who believe they already have the skills and knowledge required to demonstrate competency can request RPL and should request a copy of the RPL Kit. All students are made aware of RPL during pre-enrolment, orientation and through ECA College website.
Students are provided with information about the evidence required for each qualification and must provide valid, sufficient, current and authentic evidence to demonstrate competency. The assessor may require the student to undergo a challenge test/s.
All RPL requests must be requested by completing the RPL Assessment Record form. All requests for RPL must be approved by the Director of Studies.
Where RPL is granted appropriate adjustments to the student’s CoE will be made and DET advised via PRISMS
Deferral, Suspension and/or Cancellation of Enrolment
Overseas students may apply to Defer the commencement of their studies if they are unable to start on the start date specified in their Confirmation of Enrolment. Once their studies have commenced overseas students may, on the basis of Compassionate or Compelling Circumstances, apply for a suspension or cancellation of their studies and enrolment if they are unable to attend classes for a specified or indeterminate period of time.
Compassionate or Compelling Circumstances
Compassionate or compelling circumstances are situations which are generally beyond the control of the student and which have an adverse impact on the student’s capacity and/or ability to: commence their course on the scheduled start date, but within two weeks of that date; or to attend scheduled classes for a significant period of time during the enrolment period, and include but are not limited to the following:
- Serious illness or injury, where a verified medical certificate states that the student will be unable to commence studies or attend classes for a significant time. This includes a student’s pregnancy, giving birth and post-natal care;
- Death or illness of close family member such as parents, or grandparents (where possible a doctor’s or death certificate) The college will also recognise the death of siblings, children, spouses, uncles and aunts but requests documentary proof of both the death and relationship.
- A major political upheaval or natural disaster in home country requiring emergency travel.
- A critical incident or traumatic experience (supported by police or psychologist reports) such as involvement in or witnessing a serious accident, and witnessing or being the victim of a serious crime.
- Delays in gaining a student visa
If a student seeks to defer or suspend their studies for any other ground not stated above, they must provide compelling documentary evidence to support their request.
Students can apply for Leave by completing and submitting the Leave of Absence Form available on the Website: https://www.ecacollege.edu.au/policies-and-forms/
Or submit the on-line Form available on https://ecacollegeworkflow.meshed.online/FormBuilder
Students can apply to Withdraw by completing and submitting the on-line Withdrawal Application Form available on the Website: https://www.ecacollege.edu.au/policies-and-forms/
Or submit the on-line Form available on https://ecacollegeworkflow.meshed.online/FormBuilder
All applications for special leave or withdrawal on compassionate or compelling grounds must be supported by documentary evidence which will vary with the specific circumstances, but could include: relevant Department of Home Affairs visa documents; relevant travel documents; relevant media reports relating to a natural disaster impacting on a student’s area of residence; a relevant medical, death or birth certificate; a police incident report; a social worker’s report; and/or a psychologist’s report.
Certificates not written in English must be translated into English by approved NAATI translators.
All students MUST attend a compulsory Orientation program as specified in your Letter of Offer and be inducted into ECA College and courses within the first week of classes. Student visa holders who do not commence their course or make arrangements for an alternative start date within 2 weeks of their CoE start date will have be reported on PRISMS for “non-commencement”
One of the conditions of an international student visa is that students must notify the college of their residential address, mobile number (if any) and email address (if any), and the details of a person to contact in the event of an emergency. If there are any changes to these details the student must notify the college within seven (7) days.
The information the college collects will only be necessary for the purposes of course enrolment, learning and study records. This information may include personal contact details, course enrolment details and its changes, assessment records, academic results and progress reports, fee payment details, and the circumstances of any suspected breach by the student of a student visa condition.
A student’s personal information provided to the College may be made available to Commonwealth and/or State departments or agencies as required by law, as well as the Tuition Protection Service (TPS) Director, pursuant to obligations under the ESOS (Education Services for Overseas Students) Act 2000, the National Code or other regulations as pertinent at the time. There are certain circumstances in which the college is required to share personal information provided by the student. This information may be shared with the Australian Government and/or the State Government, TPS, AVETMISS Data, in accordance with the Privacy Act 1988.
Beyond these requirements, the College will not disclose any information that it gathers about clients to any third party as per the ‘Information Privacy Principles’ in Section 14 of the Privacy Act 1988 (Commonwealth). This Act imposes obligations on private education providers in the collection, storage, use and disclosure of personal information.
ECA College is required to:
- Provide students with access to information on the purpose of collecting personal information and who receives this information and where it is held.
- Provide ongoing rights to access this information about the individual and make corrections where necessary.
- Protect and maintain accurate personal and private information and to not disclose it without the knowledge and approval of the individual concerned.
If client information is required by a third party ECA College will obtain written consent from the relevant individual prior to release of any information or subject to the law. Should a client seek access to their information we have a documented procedure requiring authorisation before this can occur.
Students are able to access their personal files by request to Student Services and showing their student card and completing the Student File Access Request Form.
Unique Student Identifier
It is essential for all overseas students on a student visa to apply for and receive a Unique Student Identifier (USI), and ECA College students are not permitted to commence training and assessment until they have provided ECA College with their USI. To secure your USI go to http://www.usi.gov.au/students
and click on the Create your USI link. Please ensure that you obtain your USI number before commencing your course and email it to firstname.lastname@example.org . In cases where there the student experiences difficulty obtaining a student identifier, ECA College will allow training and assessment to commence and follow the procedure for ascertaining a correct student identifier. ECA College will not issue a qualification if you do not submit your USI number.
Overseas Student Transfers
ECA College does not enrol an overseas student wishing to transfer from another registered provider’s course prior to the overseas student completing six months of their principal course of study, except in certain circumstances.
As the principal course of study is generally the final course of study covered by the overseas student’s visa, transfer requirements apply to all courses of study prior to the overseas student’s principal course.
The International Student Letter of Offer identifies all fees payable prior to the students accepting the offer to study, Once the offer has been accepted, the student must pay the commencement payment (first instalment) of the tuition fee installment and the once-off non-tuition fees listed in the International Student Letter of Offer. Students must make the commencement payment in order to obtain an electronic Confirmation of Enrolment (eCOE) and to secure a place prior to the course commencement date.
The remaining tuition fees must be paid by the due date/s as listed in the Payment Schedule of the International Student Letter of Offer.
ECA College will not be responsible for any monies paid to an agent or third party.
Payment Options: methods of payment
Most students pay their Tuition Fees by Instalments:
- 52-week (one year) courses have four instalment payments, each of 25% of the course tuition fees
- Students must pay their Commencement Fee before ECA College will issue an electronic Confirmation of Enrolment
- The Commencement Fee is made up by all of the single payment non-tuition fees identified in the Commencement Fee payment table in the International Student Letter of Offer
- Students must pay the commencement fee as a minimum but can choose to pay 50% or more of your Tuition Fee/s provided it is the student’s decision.
There are three ways students can make payments: NEXPAY, Credit Card or Bank Deposit.
NEXPAY Payment Method
CREDIT CARD Payment Method:
Credit Card Online Payment method available on our website via the following link Pay Fees
BANK DEPOSIT Payment Method
If you elect to pay your tuition fees and your OSHC premium electronically, you can do so by transferring your money to the ECA College account:
Account Name: ECA College
Bank Name: HSBC Bank Australia Limited
Branch: 183 Oxford St, Bondi Junction, NSW 2022, Australia BSB: 342 078
Account Number: 050127004
Swift Code: HKBAAU2S
Students who meet entry requirements and an offer to study will receive a customised payment schedule in the International Student Letter of Offer that details the exact amount to be paid as a commencement fee (first instalment) and all instalments including dates till completion.
Tuition Protection Service (TPS)
The Tuition Protection Service (TPS) is an initiative of the Australian Government to assist international students whose education providers are unable to fully deliver their course of study. The TPS ensures that international students are able to either:
- complete their studies in another course or with another education provider or
- receive a refund of their unspent tuition fees
In the unlikely event ECA College is unable to deliver a course where fees have been paid in advance and it does not meet its obligations to either offer the student an alternative course that is accepted or pay the student a refund of the unspent prepaid tuition fees, the TPS will assist the student in finding an alternative course or offer a refund if a suitable alternative is not found
A complaint is generally negative feedback about services, whether provided by the College or others on its behalf, other students, education agents or staff which has not been resolved locally. Attempts should be made to resolve the problem with the relevant person before lodging a formal complaint.
Students may also Appeal against any decision made in relation to their enrolment or against the outcome of a formal complaint, and students will be informed of this right and the procedures for lodging an Appeal. The first step is to submit an Internal Appeal through https://ecacollegeworkflow.meshed. online/FormBuilder or in person to the student services staff for either an Academic and Non Academic Appeal. Students are entitled to have a personal representative present at any stage during the complaints and appeals handling procedure.
If an Internal Appeal is rejected and if the student remains dissatisfied, they may submit an External Appeal. External options available to students include:
Overseas Students Ombudsman – click the Making a Complaint link on the OSO website https://www.ombudsman.gov.au/about/overseas-students/international-students
Full details of the ECA College Complaints and Appeals Policies and Procedures are available at the campus and on the ECA College website: https://www.ecacollege.edu.au/policies-and-forms/
This written agreement, and the right to make complaints and seek appeals of decisions and action under various processes, does not affect the right of the student to take action under Australian Consumer Law
where Australian Consumer Law applies.
ECA College reserves the right to terminate students for any serious breaches including but not limited to:
- academic misconduct
- non-academic misconduct
- failure to achieve satisfactory academic progress as per intervention strategy
In the unlikely event ECA College ceases to operate as a Registered Training Organisation, students will be assisted to transfer to another Registered Training Organisation that offers the same qualification.
In the event ECA College is not able to provide an agreed service that results in arrangement being terminated early, students will be refunded the appropriate amount of fees paid upon agreement of training and assessment services provided. ECA College will notify students of any changes to the agreed services as soon as practicable.