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Student Admin Forms

ɫֱ > Current Students> Student Administration Forms

Forms for current students and graduates

Important forms that will be useful during your study at ɫֱ 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 submitted3 DAYSBEFOREthe due date of the assessment for approval by the Head of School.

REQUEST NOW

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: Prior to submitting an Appeal of Assessment Grade, students must have first attempted to resolve the matter with their lecturer / tutor (Stage 1). Most appeals should be resolved at this stage.
If the matter cannot be resolved at Stage 1, a Stage 2 Appeal of Assessment Grade form can be submitted, which will be assessed by the relevant Course Coordinator / Convenor.
If the matter is still unresolved, a Stage 3 Appeal to Head of School can be submitted, which will be assessed by the relevant Head of School.
Further information and timeframes are included in Section 5.2 of the, andit is important that any appeal follows the required steps, otherwise it may not be assessed.

Stage 1: Resolution with Lecturer/Tutor

Stage 2: Appeal of Assessment Grade

Stage 3: Appeal to Head of School

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

DOWNLOAD ASSESSMENT TITLE PAGE

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: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 ɫֱ 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.

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

Purpose:To apply for credit of equivalent studies completed within an accredited higher education degree. PleaseDO NOTuse this form if you are applying for RPL (Recognition of Prior Learning).

Eligibility:Any student enrolled into an ɫֱ 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 submittedBEFOREFriday, 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 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

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

Eligibility:Anyone who witnesses an incident. Please complete and send to the ɫֱ Manager of People and Culture within24 hours of the incident occurring.

REPORT NOW

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 isNOTa 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

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 shouldnotbe completed by a GP. Only reports completed bySpecialist Medical / Health Practitionerswill be accepted.

Associated Forms:This report should be used when making any of the below applications based on medical grounds:

  • Leave of Absence
  • Reduced ɫֱ Load
  • Special Consideration
  • Student Grievance
  • Short-Term Leave

DOWNLOAD REPORT NOW

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

Purpose: To submit a request for an official letter on College Letterhead. Letters include an Enrolment Letter, Holiday Letter and others.

Eligibility: A $15.00 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 apply for Recognition of Prior Learning (RPL) for equivalent learning completed outside of formal education and/or training systems. This isNOTan 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 submittedBEFOREFriday, Week 1 of the semester that RPL is being sought. Applications received after this time will not be considered.

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

Purpose:Use this form to request access to personal information held by ɫֱ 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 NOW

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

Eligibility:Any current ɫֱ 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 requestONLY.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 refund for fees or other monies paid to ɫֱ.

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

Approval:This is aREQUEST 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 ɫֱ 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

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 isNOTa 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

Read Academic Progress Monitoring Intervention Policy

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.

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

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 ɫֱ students.

You will receive an initial response from a staff member to acknowledge the receipt of your grievance within 5 working days. There are 3 stages to the grievance process.

Please see the Student Grievance Framework

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 framework.

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 .
  • If you have only one name (i.e. you Dz’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.

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

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 ɫֱ. Bookings should be made at leastTWO WEEKSprior to ensure enough time is given to process the request and arrange for necessary equipment.

Processing Time: 3 business days

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 ɫֱ. Bookings should be made at leastTWO WEEKSprior to ensure enough time is given to process the request.

Processing Time: 3 business days

Purpose: Use this form to book a classroom or a meeting room.

Eligibility: Staff and students of ɫֱ. 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 roomup to 180 daysin 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.

Graduands / Graduates

Purpose: This form is used by students who have completed their studies and require a Completion Letter and/or an official Academic Transcript between the time they finish their final semester of study and graduation.

Eligibility:

– Completion letters are provided free of charge to students between the time they finish their final semester of study and graduation.
– Students receive an official Academic Transcript at the time of graduation.ONEadditional copy may be requested free of charge prior to graduation. Further copies are available for a fee via the .
– Each application will be reviewed to confirm eligibility prior to being processed.

Processing Time: Up to 10 business days

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 1stof 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

Excellence in teaching awards

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