Student Administration

Forms

Forms for Current Students, Future Students & Graduates

Important forms that will be useful during your study at Excelsia College can be found on this page and at the registrar's office on campus.

Current Students

Purpose: To be used when you require an extension on an assessment task due to exceptional circumstances.

Eligibility:

  1. Medical (with a Medical Certificate as supporting evidence)
  2. Bereavement (supported by funeral or similar notice)
  3. Official (evidence of studies being significantly interrupted by court, jury duty, immigration requirements, or similar official business over the timing of which the student has no control); and
  4. Unforeseen circumstances of a serious nature (beyond a student’s control, for which the student is not responsible, and which will prevent the student from timely submission of an assessment task).

Approval: This form needs to be submitted 3 DAYS BEFORE the due date of the assessment for approval by the Head of School.

Purpose: Use this to formally appeal the result of an assessment task.

Eligibility: Any current student enrolled in a unit who wants to appeal the result of an assessment task.

Approval: Students must first consult with their lecturer within ONE WEEK of receiving the result, and if still unsatisfied immediately speak to the Head of School. Any appeal that has not first followed these steps will be rejected. Appeals will take 10 business days and the decision will be final.

Purpose: To be used on the front of assessments when submitting.

Purpose: To be used when your personal details change, including:

  • Address
  • Phone number
  • Email
  • Emergency contact
  • Visa status
  • Name

Eligibility: Any Excelsia student who needs to update their details.

Processing Time: 10 business days.

Purpose: To be used if you wish to completely withdraw from your course and cease studying at Excelsia.

Eligibility: Any Excelsia student who wishes to withdraw from their course.

Approval: It is expected that you have first discussed your potential withdrawal with the Head of School.

Processing Time: 5-10 business days

Purpose: To apply for credit of equivalent studies completed within an accredited higher education degree. Please DO NOT use this form if you are applying for RPL (Recognition of Prior Learning).

Eligibility: Any student enrolled into an Excelsia College course with supporting documents:

  1. Certified copy of academic transcripts
  2. Unit outlines, including descriptions of assessment tasks and learning outcomes achieved

Approval: Must be submitted BEFORE Friday, Week 1 of the semester that credit is being sought.

Overseas Students: It is a condition of your visa that you be enrolled in full-time study. Even though you may receive credit, you must still enroll in a full study load each semester until you finish your course. Please consider any visa implications before you apply and accept credit to be awarded into your course of study.

Purpose: To be completed when an incident occurs on the Excelsia College campus, or any official Excelsia College activity off-campus.

Eligibility: Anyone who witnesses an incident. Please complete and send to the Excelsia College Manager of People and Culture within 24 hours of the incident occurring.

Purpose: To be used to request a transfer from your existing course to a new one at Excelsia College.

Eligibility: Any current Excelsia College student who wishes to request a transfer to a different course. Requests need to be made prior to the new course starting.

Approval: This is a request ONLY. Please consult with your current Head of School and the Head of School of the new course prior to completing this request.

Processing Time: 5-10 business days

Purpose: To be used to request a leave of absence from your studies after already beginning your course.

Eligibility: A current Excelsia student who has already started their course.

Overseas Students: A leave of absence (otherwise known as a suspension of study) may result in your CoE being cancelled during the period that you are on leave. An approved leave of absence will have implications for your overall course completion which may have further implications on your student visa, requiring an extension. Any visa extension is done so at the student’s own cost.

Approval: Making this request is NOT a guarantee that leave will be granted. It is expected that you will maintain your enrolment in your course until you have confirmation that your request has been approved.

Processing Time: 5-10 business days

Purpose: To be used to submit a request for an official Proof of Enrolment letter to provide as evidence that you are a current student of Excelsia College and the dates of your semesters.

Eligibility: A $10 administration fee is applicable and can be paid by PayPal after completing the form. Also, any additional postage, if required, will be at the cost of the student.

Processing Time: 5-10 business days

Purpose: To request a reduction to your study load.

Eligibility: Students who are of good academic standing and who satisfy the criteria of compassionate and compelling circumstances. If applying based on medical reasons you must show evidence from specialist doctors and/or physicians.

Approval: Requests will only be granted at the discretion of the Registrar after seeking advice from the relevant Head of School and/or the Chief Academic Officer.

Processing Time: 5-10 business days

Purpose: Use this form to request access to personal information held by Excelsia College Administration.

Approval: There may be instances where you will be denied access, for legal reasons, in which case you will be notified of the reasons.

Purpose: To be used to request a refund for fees or other monies paid to Excelsia College.

Eligibility: If this request is because you are withdrawing from your course, you MUST complete the course withdrawal form first.

Approval: This is a REQUEST ONLY. You are not entitled to a refund until your request has been reviewed and approved. If approved, you will receive a confirmation notice from Excelsia College informing you of this with any further details necessary.

Processing Time: 5-10 business days

Purpose: To book rooms, including the theatre, meeting rooms, classrooms, and other such spaces.

Eligibility: Staff and students of Excelsia College. Bookings should be made at least TWO WEEKS prior to ensure enough time is given to process the request and arrange for necessary equipment.

Processing Time: 3 business days

Purpose: To apply for Recognition of Prior Learning (RPL) for equivalent learning completed outside of formal education and/or training systems. This is NOT an application for credit for previous accredited studies.

Eligibility: Please ensure you have all supporting documents before submitting this application. An example list of documents can be found at the top of the form.

Overseas Students: Please consider any implications this application may have on your CoE or visa.

Approval: Applications for RPL must be submitted BEFORE Friday, Week 1 of the semester that RPL is being sought. Applications received after this time will not be considered.

Purpose: To be used if you need to take a short break of up to 10 business days during a compulsory study period, or if you intend to return to Australia 3 or more (up to 10) business days late after the start of a semester. Examples of acceptable reasons can be found in the form.

Eligibility: A current Excelsia student who has already started their course.

Approval: Making this request is NOT a guarantee that leave will be granted. It is expected that you will maintain your enrolment in your course until you have confirmation that your request has been approved.

Please note: Any classes that you miss while on approved short-term leave will still be counted as an absence. If this absence results in your attendance rate falling below 80%, you will be required to apply for Special Consideration, otherwise you may risk failing your units of study.

Processing Time: 5-10 business days

Purpose: To be completed if you have received notice of suspension and have been asked to ‘Show Cause’ to continue your enrolment.

Processing Time: 5-10 business days

Purpose: To be completed if you would like to be considered for special consideration for a specific unit.

Approval: Special consideration forms are reviewed by the Chief Academic Officer. Please allow up to 10 business days for a response.

Purpose: To defer the start of your course.

Eligibility: A student who has accepted their offer but has not started their course. You may defer up to TWO semesters (12 months total). If you have started your course and wish to take leave, please complete the Leave of Absence request form.

Overseas students: You may defer the start of your course for up to ONE semester (6 months).

Processing Time: 5-10 business days

Purpose: This form provides a mechanism for addressing both academic and non-academic grievances arising out of any situation or process affecting the student.

Eligibility: Current or potential Excelsia College students.

Approval: You will receive an initial response to your grievance from a staff member within 5 days. There are 3 stages to the grievance process.

Please see the policy here: //excelsia.edu.au/documents/2015/04/student-grievance-policy-procedures.pdf/

Processing Time: Varies depending on the stage of the grievance – please refer to above policy.

Purpose: Use this form to request a variation to your enrolment.

Eligibility: Any student wanting to add and/or withdraw from a unit. Also use this form if you would like to enrol in a unit under special circumstances and have permission to do so from your Head of School.

Approval: All requests will remain pending until approval is confirmed by the Registrar’s office. Confirmation will come via email.

Processing Time: 5 business days

Graduates

Purpose: To be completed if you intend to graduate.

Eligibility: A student who is either in their final semester of study or has completed their course. You must have met all requirements of your course to graduate, including practical components and third-party examinations where applicable. Applications will not normally be accepted after the 1st of February of the ceremony year.

Purpose: To be used if your testamur has been destroyed, lost, stolen or damaged and you require a new copy.

Eligibility: A statutory declaration outlining the circumstances of the loss or damage to the testamur MUST be included with the lodgment of the form. A damaged testamur MUST be returned to the Student Administration Office before the request can be processed.

Approval: There is a charge of $120 (incl. GST) for a replacement testamur, (plus an additional charge of $30.00 for international postage). Replacement testamurs will be posted by registered mail.

Processing Time: 20 business days

Purpose: To be used to request a copy of your official transcript. If you wish to receive a summary of your results, please email Student Services (student.services@excelsia.edu.au)

Eligibility: Any current or previous Excelsia Student who needs a copy of their official transcript.

Approval: There is a $45 fee. Please see the form for costs for additional copies & international postage. Graduands receive a copy of their transcript free of charge when they graduate.

Processing Time: 10 business days

Excellence in Teaching Awards Forms

Lecturer can fill this form to nominate themselves for the Excellence in Teaching Award.

Application Form

Use this form to nominate a lecturer for the Excellence in Teaching Award.

Nomination Form

Future Students

Purpose: This form is used for applying for admission to study units in either a Non-Award, Audit or Cross-Institutional capacity.

Eligibility: Anyone who wishes to apply for admission to the above types of study at Excelsia College.

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