International Student Compliance Requirements

International students in Australia must be compliant with the conditions of their Student VISA. Here is information on each of the compliance areas.

Full-time study requirements

As an international student you should strive at all times to complete your studies before the end date of your Confirmation of Enrolment (COE). This means you should enrol in a full time 100% study load in every study term unless you have gained approval from the University to vary your studies via an approved Reduced Study Load or Leave of Absence.

The Student Enrolment Manual describes the enrolment terms for all enabling, undergraduate and postgraduate coursework students studying at The University of Newcastle.

For International Student visa holders, a full time 100% study load in a standard study term is defined in our (Section 39) Student Enrolment Manual as;

  • Semester: 40 units of coursework
  • Trimester: 30 units of coursework

International students may enrol in a reduced study load in their final term of study if they have less than a 100% study load remaining within their degree program. No approval is required in these circumstances.

If you wish to vary your 100% study load for a standard study term you will need to lodge an application and have approval from International Student Support before you withdraw from any units. If you do not have approval to vary your study load, you may not be provided with an extension to your Confirmation of Enrolment (COE) in the future.

The study variation eligibility and application process for Reduced Study Load and Leave of Absence is outlined below.

Need Help with Your Enrolment?

Your first step in planning your enrolment should be to consult your Program Handbook and Program Planner. Program Planner details the structure of the program and order that you should undertake courses, due to requisites, assumed knowledge and course offerings. You can log in to Program Planner via myUni. It is also accessible via your Program Handbook.Your Program Advisor is a specialist who can also help ensure that you are following the requirements and structure of the degree program.

Find your Program Advisor

Progression

To help our international students succeed, the university regularly reviews students’ academic progress, it is called review of progress.

In particular, your faculty will review your academic performance if you:

  • Failed 50% or more of the units attempted in a term; or
  • Failed a course that has been identified as a compulsory program component.

If you are not making satisfactory academic progress, you will be contacted and receive formal advice and a prompt for you to take steps to improve your academic performance.

If you are not successful in two terms or more the university will ask you to explain the factors affecting your studies to allow us to recommend the best course of action for your individual circumstances. This is called an academic concern statement.

For support with your academic concern statement please visit the office of student advocacy.

Contact Student Advocacy

Online study

As an International Student on a Student Visa you must be enrolled in at least one face to face course in each term of study and you cannot exceed one third of your degree online.

If you are unsure how many online courses you can study you should check with the International Student Support team.

You will be dropped from any additional online enrolment that is not compliant with your student visa conditions, this may affect your ability to complete your studies in your COE duration and as a result you may require a new Student Visa to cover the remaining duration.

Contact our International Support Team

Contacting you in Australia

International Students must have updated Australian address and phone contact details during your time in Australia.

Please check these details through your myUni.

Check your details

Extending your COE

The Confirmation of Enrolment (COE) is an official document that provides important information about your enrolment status. It reflects your actual enrolment in a course, indicating the course duration through the course start and end dates, fees paid and total fees to be paid for the program.

This document is required to be submitted to the Department of Home Affairs before applying for a student visa. As a Student Visa holder, you must have a valid COE at all times while you are studying on a student visa. If your COE is cancelled, your visa may be also cancelled by the Department of Home Affairs.

What happens if my COE or visa expires before I complete my program?

You must apply to get a new COE:

  1. Access the Study Variation Request Webform
  1. Select 'Confirmation of Enrolment (COE) Extension’ option
  1. Fill in the compulsory information including your COE end date and visa end date
  1. Submit your application
  1. Your application will take approximately 10 business days to process, however it may take longer if further evidence is required or during busy periods
  1. Your application will be assessed and if approved, your new COE will be sent to your student email account.
  1. Use your new COE to apply to the Department of Home Affairs for a student visa
When Should I apply to extend my COE?

Maintaining an active COE is each International Students responsibility, as you will not receive a reminder to renew your COE or student visa. To check your expiry date, head to Department of Home Affairs (Immigration) website and view Visa Entitlement Verification Online (VEVO) or contact International Student Support for advice. As a general guide, you should apply to extend your COE two to three months before your student visa expires.

Note: COE extensions cannot be processed until the previous study term grades are finalised and released on Fully Graded Date, and applications received prior to the fully graded date will either be held or returned to you to apply at a later date.

Do all international students receive an extended COE?

No. The University is only permitted to extend the duration of your study where it is clear that you will not complete the program within the expected duration as specified on your COE as a result of:

Note: If you have deliberately under-enrolled in sessions and have no approved Reduced Study Load or Leave of Absence and you have not made up the time in other sessions, you may not be allowed to get a new COE. In the case that a new COE is not issued, you may complete your degree from your home country via distance studies.

What might delay my application for a new COE?
  • If you have any outstanding debt to the University. This must be cleared before a new COE can be issued to you.
  • You are not in your last Semester or Trimester of your Student Visa or CoE
  • You are applying before the Fully Graded Date for your current Semester or Trimester.
  • You do not have an Australian mobile number and/or Australian phone number listed on your student record
Is there a time limit to use my COE if I want to apply for a new student visa?

Yes. If you are a continuing student and you have requested a COE to apply for a new student visa, you must use your COE to apply for your new visa with the Department of Home Affairs within 45 days of the date your COE has been issued; otherwise it will expire and you will not be able to lodge your visa application.

Got questions or need help to prepare for your application? Book an appointment with an International Student Support Officer

Intention to report for non-payment of fees

If you have an outstanding debt and have not cleared that debt and have not made arrangements with fees@newcastle.edu.au to pay your fees you risk being reported to the Department of Home Affairs for non-payment of fees.

If you are reported for Non-payment of Fees you can contact the NSW Ombudsman's Office if you believe due process has not been followed.  However, the NSW Ombudsman's office will not look at compassionate or compelling reasons.

If you do not lodge an appeal with the NSW Ombudsman's Office within 20 working days of this Intention to Report Letter (email), then you will be reported to the Department of Home Affairs for Non Payment of Fees which alerts them that you have had an outstanding debt and you may be asked to explain why.

Reduced Study Load and Leave of Absence

As an international student you should strive at all times to complete your studies before the end date of your Confirmation of Enrolment (COE) and maintain a full time 100% study load in each study term as defined in the Student Enrolment Manual.

However, the University recognises that sometimes unexpected or exceptional personal or medical circumstances beyond your control affect your course progress, wellbeing, or study, and as such a study variation will be considered where you can demonstrate that you meet Compassionate or Compelling Circumstances eligibility requirements.

You can apply to vary your study in each study term through either a Reduced Study Load or a Leave of Absence. International Students are not eligible to apply for a study variation in the first term of study but can apply once a minimum of 10 units of coursework have been successfully completed.

Eligibility Requirements

For your study variation request to be considered, you must meet compassionate or compelling circumstances eligibility requirements. These are defined in Clause 53 of the Student Enrolment Manual as, including but not limited to:

  • illness that prevents the student from participating in class – supported by a medical certificate (compassionate);
  • student has been requested by the College Progress and Appeals Committee to take a leave of absence for a determined period as a result of the Student Academic Progress process. The requirement to take a leave of absence must include other strategies throughout this period if student does not return home (compelling).
  • psychological issues – supported by documentation from a medical practitioner/counsellor (compassionate);
  • death or injury of a close family member or friend – supported by appropriate documentation, which may include funeral notice, death certificate, medical certificate, evidence of relationship with deceased (compassionate);
  • hardship or trauma – for example sudden loss of employment; family breakdown; severe disruption to domestic arrangements; impact of crime or accident; impact of natural disasters (compassionate);
  • unavoidable commitments within the term – for example cultural or religious commitments in which the student is a direct participant; documented military commitments (compassionate/compelling);
  • enrolment conflict or course availability issues (compelling);
Documentary Evidence

Any application based on compassionate or compelling circumstances must be accompanied by sufficient verifiable supporting documentation that demonstrates the impact on you and outlines why you need to vary your study and enrolment.

The university may specify types of documentation that may be required to support your application, this may include but is not limited to:

Reason for Application

Types of documentary evidence

Compassionate - Medical illness that prevents class participation

If serious and ongoing medical issues are affecting your ability to study in a term, we require your Australian Health Practitioner to complete the external Practitioner Treatment Form. This form assists the support staff at the University of Newcastle to make an informed decision regarding your request for a Reduced Study Load or Leave of Absence, whilst ensuring you have a treatment plan to manage your ongoing health and study commitments.

Australian Hospital Admission or Discharge forms are also acceptable documentary evidence, however pharmacy certificates, medication prescriptions and online instant medical certificates are not acceptable forms of evidence.

Compassionate - Psychological issues impacting study

For ongoing and diagnosed psychological conditions, your treating Australian Health Practitioner can complete the external Practitioner Treatment Form. This form assists the support staff at the University of Newcastle to make an informed decision regarding your request for a Reduced Study Load or Leave of Absence, whilst ensuring you have a treatment plan to manage your ongoing health and study commitments.

If you are seeking support through UON Counselling Service, a signed statement on relevant official letterhead from UON Counselling Service, or Practitioner Treatment Form is accepted.

Compassionate - Death or injury of a close family member or friend

Obituary, death, or funeral notice as advertised on newspaper/internet/funeral home website, statement on official letterhead from funeral home or death certificate*

A NSW Statutory Declaration form or other evidence confirming the relationship to the impacted family member or friend may also be required if the deceased does not share the same family name as the student.

If you are already a client of UON Counselling Service, a signed statement on relevant official letterhead from UON Counselling Service, or Practitioner Treatment Form is accepted.

*it is acknowledged that copies of death certificates may take some time to obtain. Students are encouraged to submit their request with all the appropriate supporting documentation that they have available at the time and discuss with International Student Support.

Compassionate - Hardship or trauma

Police incident reports, court documents, insurance claims, employment separation letters.

If you are seeking support through UON Counselling Service, a signed statement on relevant official letterhead from UON Counselling Service, or Practitioner Treatment Form is accepted.

A NSW Statutory Declaration form may also be used to provide a verified statement of personal circumstances, where other documentation is unavailable or contains sensitive information.

Other supporting evidence relevant to the request being made will be reviewed on a case-by-case basis.

Compassionate - Unavoidable commitments within the study term

Documents relating to Military Service, Marriage or other cultural events must be translated into English by an approved certified English Translation Service- see NAATI

A NSW Statutory Declaration form may also be used to provide a verified statement of personal circumstances, where other documentation is unavailable or contains sensitive information.

Other supporting evidence relevant to the request being made will be reviewed on a case-by-case basis.

Compelling - Enrolment conflict or course availability issues

Copy of your Program Planner or emails from Program Advisor / Program Coordinator / Academic*

*documentary evidence is not essential and can be verified by International Student Support team after your application is submitted

Compelling - University directed study intervention

Meeting with International Student Support is required whereby appropriate study load and support needs will be discussed.

How do I apply for a Reduced Study Load or Leave of Absence?
  1. Access the Study Variation Request Webform
  2. Select either Reduced Study Load or Leave of Absence, complete the compulsory information and attach your supporting documentary evidence
  3. Your application will take approximately 10 business days to process, however it may take longer if further evidence is required or during busy periods
  4. Your application will be assessed and if approved, you will be advised in writing to your student email account.
  5. You must remain enrolled in a full-time 100% study load until you receive a response to your application

Submit a Study Variation form

When Should I apply?

You can apply to vary your study load up to the Last Date of Teaching of a study term.  You should apply as early as possible. If you’re approved to reduce your study load, the outcome will depend on when you applied.

Got questions or need help to prepare for your application? Book an appointment with an International Student Support Officer

Book an appointment Contact our International Student Support Team

Deferral

To be eligible for a Deferral you must have compassionate or compelling issues (eg: personal, medical, death in the family) that are affecting your ability to commence your studies.

Please send through your supporting documentation (eg Medical Certificate, Death Certificate) that outlines your compassionate or compelling circumstances and how long you are seeking to have leave to the International Admissions Management Team via ia@newcastle.edu.au.

Contact International Admissions

If you do not have compassionate or compelling issues you must go offshore and voluntarily discontinue your student visa by contacting the Department of Home Affairs. You will need to notify Academic Program Advice so we can cancel your CoE. You will need to reapply for a CoE to lodge an offshore visa application when you are ready to return to studies.

Notify Academic Program Advice

If you are a Study Abroad or Exchange student, please contact the Study Abroad Office.

Contact Study Abroad Office

Cancellation of Enrolment

Your enrolment at The University of Newcastle (UON) may be cancelled at your request or because you are not meeting the conditions of your student visa.

If you wish to withdraw from studies and cancel your enrolment, you may need to meet eligibility requirements before your request can be actioned. If your request is approved and your enrolment is cancelled, we will notify the Department of Home Affairs that you are no longer a student at the University of Newcastle.

If the University intends to cancel your enrolment, we will write to you explaining why we intend to cancel your enrolment (COE) at the University. If you wish to appeal the decision, you will have 20 working days from the date of notification in which to lodge the appeal.

Eligibility Requirements for Cancelling your Enrolment at UON
  • You hold a current active student visa.
  • If you intend to leave Australia, ensure you have made travel arrangements to return home (you may need to provide documentary evidence as part of your application).
  • If you intend to stay onshore and study at another institution, ensure you have completed 6 calendar months of study in your principle program of study at UON and have an Offer to study at another institution.
  • It is important that you maintain a full time 100% study load during a standard study term to maintain your student visa compliance while you await the outcome of your application
How to apply to Cancel your Enrolment (COE)?
  1. Access the Study Variation Request Webform
  2. Select Withdraw from Study, complete the compulsory information and attach your supporting documentary evidence
  3. Your application will take approximately 10 business days to process, however it may take longer if further evidence is required or during busy periods
  4. Your application will be assessed and if approved, you will be advised in writing to your student email account.

Need help to understand your options? The International Student Support team are available to help you through this process.

Get help

Letter of Release to Cancel your Enrolment at UON

If you have not completed 6 calendar months of study in your principle program of study you must apply for a Letter of Release and provide documentary evidence as per the International Student Release Procedure

Applications for Release often also referred to as Letter of Release are received and assessed by International Admissions Team. You can contact the International Admissions Team on ia@newcastle.edu.au

Contact International Admissions

Have Questions? Need Help?

We have a dedicated International Student Support team with staff at our Callaghan, Central Coast, Newcastle City, and Sydney campuses.

Our friendly team welcomes international students and provides engagement events, activities and programs, as well as personal and study progress advice. We’ll support you and connect you with the right people to answer your specific questions and ensure you have a personally and academically rewarding experience.

To contact us or to book a confidential one-to-one appointment with a member of the International Student Support Team, visit our support page.

Contact Us Book an appointment