Excelsia College > Current Students > Student Administration Forms
Forms for current students and 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
Application for Extension
Purpose: To be used when you require an extension on an assessment task due to exceptional circumstances.
Eligibility:
- Medical (with a Medical Certificate as supporting evidence)
- Bereavement (supported by funeral or similar notice)
- 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
- 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.
Appeal of Assessment Grade
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.
Change of Personal Details
Purpose: To be used when your personal details change, including:
- Address
- Phone number
- Emergency contact
- Visa status
- Name
Eligibility: Any Excelsia student who needs to update their details.
Processing Time: 10 business days.
COE Extension Application
Purpose: This form is used to submit an application for an extension of your eCoE (Confirmation of Enrolment.)
Eligibility: Overseas Students only.
Processing Time: Please allow up to 10 working days for your request to be processed.
Important Information: It is recommended that you do not apply for an extension until your most recent grade results have been published.
If you are applying for an extension due to Leave of Absence or Reduced Study Load, make sure you have a copy of your approval letter ready to attach.
An eCoE extension cannot be provided if you currently have outstanding fees owing to the college. You will be required to attach a copy of your current Statement of Fees showing that all payments are up to date and you have no fees owing. Please be sure to obtain this prior to completing this form.
Course Withdrawal Form
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
Read Students enrolment Variation Policy
Credit Application
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:
- Certified copy of academic transcripts
- 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.
Deferral Request
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
Read Students Variation Policy
Incident Report
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.
Leave of Absence Request
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.
Please note: If applying on the basis of medical injury or illness, including mental illness, you must submit a completed Medical Impact Report (found on this page) with your application. Applications without this will not be processed.
Processing Time: 5-10 business days
Read Students Variation Policy
Medical Impact Report
Purpose: To be used when making an application on the grounds of medical illness or injury. This includes mental health illness.
This form should be completed by your treating Specialist Medical / Health Practitioner and attached to your application.
Please note: This report should not be completed by a GP. Only reports completed by Specialist Medical / Health Practitioners will be accepted.
Associated Forms: This report should be used when making any of the below applications based on medical grounds:
- Leave of Absence
- Reduced Study Load
- Special Consideration
- Student Grievance
- Short-Term Leave
Official College Letter Request
Purpose: To submit a request for an official letter on College letterhead. Letters include an Enrolment Letter, Holiday Letter, Proof of Completion of Studies, and others.
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
Recognition of Prior Learning (RPL) Application
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.
Reduced Study Load Request
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.
Please note: If applying on the basis of medical injury or illness, including mental illness, you must submit a completed Medical Impact Report (found on this page) with your application. Applications without this will not be processed.
Processing Time: 5-10 business days
Read Students Variation Policy
Request for Access to Own Personal Information
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.
Request for Course Transfer
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
Request for Refund
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 and payable within 30 days.
Read Request for Refund Policy
Short-Term Leave Request
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
Show Cause Application
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
Read Academic Progress Monitoring Intervention Policy
Special Consideration Application
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 your School and/or the Chief Academic Officer. Please allow up to 10 business days for a response.
Please note: If applying on the basis of medical injury or illness, including mental illness, you must submit a completed Medical Impact Report (found on this page) with your application. Applications without this will not be processed.
Student ID Card Application
Purpose: To be used for the following purposes:
- To replace lost student ID card
- To renew student ID card
Eligibility: A current Excelsia student who has started their course. A $50 fee is applicable and can be paid by PayPal after completing the form.
Photo requirements:
- Plain, light-colored background (e.g. white, cream)
- Appropriate brightness and contrast
- Consistent lighting (no shadows across or behind the face)
- Photo of head and shoulders only
- Your face must be looking straight at the camera, not tilted sideways or up or down
Please note: For security reasons no postage is available for student ID cards. The ID cards should be collected from the campus in person.
Processing Time: 10 business days
Student Grievance Notification
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 Student Grievance Policy and Procedure.
Please note: If applying on the basis of medical injury or illness, including mental illness, you must submit a completed Medical Impact Report (found on this page) with your application. Applications without this will not be processed.
Processing Time: Varies depending on the stage of the grievance – please refer to above policy.
USI Number Submission Form
Purpose: All students undertaking a Higher Education Course require a Government issued Unique Student Identifier (USI) number, which must be submitted to the College.
Eligibility: All students
Processing Time: Please allow up to 10 working days for your request to be processed.
Important Information:
- If you do not have a USI, you can create one through the Australian Government’s USI Student Portal.
- If you have only one name (i.e. you don’t have a first name and a last name), please select the ‘No, I only have one name’ option in the personal details section.
- If you have a USI from a previous institution, you do not need to create a new one. Please submit the one you were previously issued.
Variation to Enrolment
Purpose: Use this form to request a variation to your enrolment. This includes where you wish to replace a unit you are enrolled in with a different unit, enrolling in units above a standard full-time load, or enrolling in a unit without the required prerequisite / corequisite.
Eligibility: Any student wanting to add and/or withdraw from a unit. You are encouraged to discuss your personal circumstances and academic progression with your School prior to submitting a Variation to Enrolment, noting that it is only in exceptional circumstances that an application to add a unit will be considered after the teaching period has commenced.
Approval: All requests will remain pending until approval is confirmed by the Registrar’s office. Confirmation will come via email.
Processing Time: 5-10 business days
Booking Forms
Theatre Booking Form
Purpose: Use this form to book the theatre/auditorium. You will receive an email to confirm the availability of your request.
Eligibility: Staff and student 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
Equipment Booking Form
Purpose: Use this form to book film kit and music equipment. You will receive an email to confirm the availability of your request.
Eligibility: Staff and student of Excelsia College. Bookings should be made at least TWO WEEKS prior to ensure enough time is given to process the request.
Processing Time: 3 business days
Room Booking Form
Purpose: Use this form to book a classroom or a meeting room.
Eligibility: Staff and students of Excelsia College. Former staff and students may not book rooms using this form.
Please send a request by email to facilities@excelsia.edu.au. Please note that this booking form will allow you to book a classroom or a meeting room up to 180 days in advance. Please read the detailed instructions in the form before proceeding.
Processing Time: Once you submit your booking, the booking system will be updated automatically. A confirmation email will be generated and sent to your student/staff email.
Graduates
Graduation Ceremony Intention Form
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.
Official Academic Transcript Application
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 $50 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
Replacement Testamur Application
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
Excellence in teaching awards
Application Form (Lecturer)
Lecturer can fill this form to nominate themselves for the Excellence in Teaching Award.
Nomination Form
Use this form to nominate a lecturer for the Excellence in Teaching Award.
