Welcome to UQ Foundation Year.
You have taken the first step in achieving a degree from a major University. We will help you focus on that goal and develop the skills needed to attain it. Like anything worthwhile, it will take effort and probably cause some worry at times. You can be assured that our staff are here to discuss your concerns, whether they are related to study or personal matters. We will do our very best to ensure that this year is one of the most rewarding of your life.
This booklet has been prepared to provide all the fundamental information you will require to be successful in the Foundation Year. I would encourage you to read it carefully at the beginning of the course in order to be clear exactly what is required in every subject and to make sure you achieve to the highest level that you are capable. Planning and the organisation of your time can often mean the difference between success and failure.
This handbook also contains information regarding services offered to you both during this program and afterwards. It also details important administrative issues and you should study these carefully. If you are unclear in regard to any issue you should ask an appropriate staff member at the earliest opportunity.
My best wishes in the coming year.
International Education Services (IES) (CRICOS Code: 01697J) is dedicated to delivering quality educational services within the ESOS Framework.
All policies contained within this Student Handbook or links to other relevant policies and procedures are reviewed at least annually.
Click here to find out more about the ESOS Framework.
1.1 IES Contact Details
Reception - Phone +617 3832 7699.
Upon receiving an offer letter to study at Foundation Year, students will be provided with access to the myFY online student portal. myFY provides students with comprehensive access to a range of services and contacts at IES. IES encourages you to communicate regularly via myFY.
myFY will provide students with access to:
Refer to the final page of this document for a full list of helpful and emergency contacts.
For further information please see: www.foundationyear.com.
1.2 Student Contact Details
Students must remain in contact with IES during their program. Students are required by law to notify IES of their current contact details at all times. If students change any of their details they must update their profile on myFY and notify Reception (on Level 1) within 7 days of the change.
Students are required to:
1.3 Reception and Orientation
On request, students can be met at Brisbane Airport by IES’ nominated car service, Bel Air Limos: 07 3245 1780 (24 hrs).
Initial accommodation can be arranged prior to arrival.
1.4 Accommodation Services
IES provides an accommodation placement service to help students find a suitable place to live - in a homestay, private rental or student accommodation. Should students choose to utilise the homestay service, a placement fee is charged.
Click here to find out more about IES' chosen homestay provider, AHN (Australian Homestay Network) and their most recent policies.
If you wish to change accommodation, students can contact the Student Events & Accommodation Coordinator in room 3.15 to discuss their needs and preferences. IES does not offer a transport service to move personal belongings or drive students to different places, although this may happen from time to time when essential.
Students should be aware that it may be impossible to locate living arrangements that meet all of their individual preferences. They should identify those elements that are most important to them and then accept some compromises in other areas. Finding the right accommodation may also take some time and patience is required. Requests should be reasonable, and will be prioritised according to urgency.
Please note that the decision to provide any accommodation services to IES students are formally at our discretion. IES has the right to refuse provision of any accommodation service, homestay or otherwise, to an individual in circumstances where IES considers such arrangements are not suitable for that individual or where IES cannot source accommodation of the nature requested or for any other relevant reason.
Please also note that students in breach of homestay policies, as deemed by IES, will not be entitled to any refund of monies.
To resolve any issues pertaining to this service, students should contact the Student Events & Accommodation Coordinator in room 3.15. IES advises that this be done in a timely manner and for students to be reasonable in their expectations about conflict resolution.
1.5 English Use at IES
Students are encouraged to communicate in English both within and outside the classroom. Using English at every opportunity will assist students’ language development and will help remove the social and communication barriers that may form by speaking only in a native language. Students are encouraged to live with or interact with others from a different cultural background.
1.6 Getting to Know Others
It takes a while to get orientated to a new city. Friendships will take some time to develop and it’s best to make sure before committing to friendships and relationships. Our Student Events & Accommodation Coordinator can assist students in joining social clubs and groups and will encourage students to get involved with our extensive activities and events program.
1.7 Signing Contracts
It’s recommended that students consult the Student Counsellor or Student Events & Accommodation Coordinator before signing any long-term contracts. Student should use caution when it comes to signing agreements that are expensive and long-term like - mobile phone plans, internet connections, rental agreements with leases longer than 6 months or buying a car.
The Student Counsellor can give advice about how to spend money wisely and how to manage a budget. Budgeting workshops are also available throughout the semester.
1.9 Studying at IES
Student Services staff can assist students with time management and it’s important that students balance social time and study. The Student Counsellor or teachers will help with developing a study plan and if a subject is particularly challenging, teachers can put students on an academic action plan called an Individual Study Plan (ISP). This means the teacher will interview the student about academic goals, monitor progress and provide feedback throughout the semester.
1.10 Choosing Subjects
It’s important to select the right subjects. If students have any concerns, following the initial subject interviews at Orientation, then the Student Counsellor can help. If students are changing subjects within the first three (3) weeks of the first semester, the Director of Studies can adjust your timetable. If students wish to change subjects after week 3 of Semester 1, and no later than week six (6), students are required to contact the Student Counsellor via myFY. Students will not be permitted to change subjects after week 6 of Semester 1. Additionally, students cannot change subjects in Semester 2.
1.11 Timetabling and Student Notices
The timetable changes throughout the year to accommodate the various stages in the program. Students should refer to their web portal on myFY to be constantly aware of current and future timetables.
Students should also view myFY every day to check if there are any messages from members of staff - either academic or administrative.
1.12 Buying Course Materials
Each subject has prescribed textbooks and/or workbooks that students need to purchase. While the exact amount will depend on which subjects a student chooses as electives, students should expect to spend no more than $500 for all coursework materials during their program. If students lose any textbooks or workbooks, they will be expected to pay for their replacement.
Should students have any urgent concerns about your enrolment to IES, including any issues regarding visas and conditions of offer, the Enrolments Office on Level 3 are available to help.
If students wish to apply to temporarily suspend their studies at IES, or are considering returning to their home country urgently, they must make an appointment with the Student Counsellor.
In some cases, students may need to meet with the Student Counsellor.
The Enrolment Office can also assist with information related to:
For more information on your Student Visa, please click here.
2.1 Finding Employment
With an approved Student Visa, students can work up to 20 hours per week during the semester, and unlimited hours during scheduled vacations. It is important to be able to balance any part-time work with social and study time.
2.2 Overseas Student Health Cover (OSHC)
IES takes care to ensure that students are adequately covered for medical expenses while in Australia. Overseas Student Health Cover (OSHC) is a compulsory requirement for their Student Visa. OSHC is available from any government approved OSHC provider. Allianz Global Assistance (OSHC) is IES' preferred provider.
Students pay their OSHC premium direct to IES, which is then forwarded to Allianz Global Assistance (OSHC). Students must have OSHC for the duration of their study in The Foundation Year and their subsequent undergraduate program. When tuition fees and OSHC have been paid, IES forwards the OSHC payment direct to Allianz Global Assistance (OSHC). IES indicates on the Confirmation of Enrolment (CoE) form that the OSHC has been paid and that this is sufficient for the Student Visa application. Students should receive their Allianz Global Assistance (OSHC) membership card during Orientation.
The Student Counsellor is located on Level 3 of the building. If students would like to talk about a serious issue, they can always make an appointment by writing to the Student Counsellor through the myFY online system. They will reply and set a convenient time. If the issues is urgent, and if the Student Counsellor is away from their office, students can contact Reception.
The Student Counsellor provides caring, experienced counselling and advice. Their assistance is readily available throughout the year for any personal or academic issues. Problems may be study focused or could be related to the many challenges which have the potential to arise when adjusting to life in another country. Students are encouraged to approach the Student Counsellor as soon as problems present.
3.1 Personal Counselling
If students are having personal difficulties, the Student Counsellor can help. All information discussed during counselling sessions will remain strictly confidential and will only be passed to others with student consent. The Student Counsellor can also provide students with community and other professional contacts, if required. IES will not charge for referrals to external support services. It is encouraged that students contact the Student Counsellor about any problems before the situation becomes a bigger issue to manage.
3.2 Feedback to Parents
Every effort is made to ensure that the student experience with IES is a rewarding and safe one. IES is dedicated to “best-practice” and duty of care. The Student Services staff, make every effort to liaise with relevant external stakeholders including parents, sponsors and education agents to deliver quality service to students. In particular, the Student Counsellor monitors each student’s progress through the program identifying any problems as they arise. If students are over 18, the Student Counsellor can provide current academic feedback to parents, with student consent.
3.3 Academic, Career and Study Guidance
For many students the teaching and learning styles found in Australian universities are quite different to that of their home country. Adjusting to the demands of university study can require learning new strategies for accessing and utilising information. Making decisions about careers and tertiary programs is often difficult for students to do while they are still in their home countries.
The Student Counsellor at Foundation Year can play an important role in assisting to make sound decisions about future careers. They can assist students with queries relating to undergraduate courses and careers as well as approaches and strategies to studying in Australia.
The Student Counsellor organises various faculty visits to UQ throughout the year as well as visits from UQ academics or advisors to IES. The Careers Market is a key academic calendar event where IES students have the opportunity to discuss academic prerequisites, subject-specific information and career prospects with directly with UQ staff.
4.1 Subject Tutorials
If students are experiencing difficulties in a particular subject, the Student Counsellor can arrange for extra tutorial support. Each subject area offers at least one extra tutorial per week, at no extra cost. In addition, the Student Counsellor can assist students in finding an appropriate non-IES tutor at a reasonable rate. IES does not charge you for finding a private tutor.
Seminars focus on student-specific topics such as personal safety, dealing with homesickness & culture shock, learning to live on a budget as well as signing contracts & accommodation options. Additionally, throughout the semester, there are seminars on exam preparation, study techniques & learning styles, resume writing & looking for work and choosing a career. Some of these sessions are covered during Orientation.
4.3 IES Mates
IES mates are employed to assist currently enrolled students with adjusting to life in Brisbane, understanding education system in Australia and answering academic enquiries, through conversational English. IES mates are normally available Monday to Friday, between 10am - 3pm.
4.4 Student Activities
An important part of knowing how to study is knowing how to rest and relax. Students are therefore encouraged to participate in activities organised by IES. These are social activities designed to help students get to know Foundation Year staff and other students better and to introduce them to some recreational aspects of Australian culture. Activities may involve visits to museums, galleries, beaches as well as barbeques and sporting activities. Most recent activities are advertised on myFY and around the building, however Student Services staff are available on Level 3 if students have any ideas or queries.
July students generally have activity time from 1.30pm on Thursday afternoons each week.
February students generally have activity time from 1.30pm on Friday afternoons each week.
All current and former IES students are encouraged to attend the annual Student Dance. Further information is available from Student Services staff on Level 3.
The Student Council comprises student representatives from the current student group and is coordinated by the IES Student Event and Accommodation Coordinator. As a leadership group, the Student Council is often called upon to help organise activities & events, liaise with the student body about important issues and assist with alumni correspondence.
4.5 Services for Religious Groups
If students have particular requirements in relation to religious and/or cultural practices, they are advised to make these known to the Student Counsellor at the earliest opportunity. Every effort will be made to accommodate these. Room 2.11 is a designated prayer room.
4.6 Financial Assistance
If students experience significant financial hardship, they may apply to the Managing Director, for a short-term loan (e.g. to help pay for flights).
4.7 Students as Consumers
IES is committed to the consumer protection of its students. Student Services staff are dedicated to informing students about their rights as consumers and can assist with advice about:
IES do not charge for this service. For more information contact - firstname.lastname@example.org.
4.8 Mature Age Students
Mature age students or learners from disadvantaged groups without minimum educational requirements for entry, who are able to demonstrate through interview/testimonials/work samples, the maturity and motivation to succeed in the course may be granted special entry at the discretion of the Managing Director. For more information, please contact - email@example.com.
If students are under the age of 18 whilst at IES, they have a number of extra responsibilities. It is important to remain in contact with Student Services and Enrolment staff - in particular the Student Counsellor who looks after under 18 welfare issues. For assistance, please email - firstname.lastname@example.org.
There are specific rules relating to homestay. For example, individual homestays may have specific house guidelines for guests. There is an expectation that students will make an effort to live as a family member in the home and communicate and get involved with the family activities. IES strongly suggests that students read all homestay policy information and be patient about adjusting to their new home.
If students are intending to take scheduled holidays away from the homestay or without supervision, IES requires that their parents give written permission at least two (2) weeks in advance before IES can consider the request to grant the leave be taken. A Request for Leave - Under 18 Students form can be requested by contacting - email@example.com.
The Student Services department will handle all requests for leave. They may make it a condition of leave that the student remains in contact with IES regularly while they’re away.
All under 18 students will be required to use IES' nominated limousine service (Bel Air) to ensure safe arrival to and from the airport if the student is travelling overseas or interstate for their holiday break. The Student Accommodation Assistance will make these arrangements on behalf of the under 18 student. The student's account will be charged for this service.
5.2 Regular Contact with Student Services and Homestay
The Student Counsellor conducts meetings with under 18 students at regular intervals to check for adjustment to study and social life in Australia. Any under 18 students with welfare issues will be referred to the Student Counsellor. Students can also make an appointment via myFY with the Student Counsellor or contact - firstname.lastname@example.org .
As part of Student Visa requirements, all students should be readily contactable and IES should immediately be provided with any changes to contact details. Students can update these details on myFY. If students fail to keep in contact with the homestay or IES staff, they may be deemed as 'missing'. Emergency protocols will be activated and this may become a police matter.
If students are under 18 in an IES-approved homestay, and have not nominated an approved relative to be their guardian, IES will have arranged the Managing Director, Mr Chris Evason, as guardian. Welfare arrangements are for the duration of the student’s CoE (Confirmation of Enrolment), plus one (1) week at the beginning of the program and until their 18th birthday if the student directly progresses to undergraduate study at UQ.
Parents of under 18 students will have completed and signed the Guardianship Form - Agreement to Terms and Conditions of Enrolment for Under 18 Students (included in the ARO Form) before their son or daughter’s Confirmation of Enrolment (CoE) is generated.
If a blood relative of an under 18 student who wishes to be the student’s legal guardian for the period of time the student is under 18, they can contact the Enrolments Manager (email@example.com) to arrange an appointment. The decision to appoint the blood relative as the student’s guardian will be at the discretion of the Enrolments Manager.
For more information about these policies, please contact - firstname.lastname@example.org.
Computing facilities are available for students use in the building. IES is pleased to extend the following computing network privileges:
There are Conditions of Use attached to these privileges.
Full details of the Conditions of Use and a comprehensive Foundation Year Computing User Guide can be found in myAdvisor on myFY in the section Computers at IES. These documents will assist students in gaining the greatest benefit from Foundation Year computing facilities.
6.2 Self-Access and Reference Centre
The Self-Access and Reference Centre provides students with resources which are directly related to the subjects they are studying and at a level appropriate to subjects in Foundation Year. If students are having difficulty in classes, there will be extra material to help. A selection of newspapers and magazines are provided for general interest, as are a number of paperback books for recreational reading. Students can borrow all materials that are not marked otherwise and should contact Reception if they wish to borrow any item. Please note that any item that is lost or not returned will be replaced at a cost to the student.
6.3 Student Common Area
A common area is provided on Ground Floor where students can eat and drink. Fridges are available to keep food cold and there are microwaves to heat up meals. Please note that every Friday afternoon, the fridges are emptied. Students must take their lunch boxes and any left-over food home.
Smoking is permitted outside the building - next to the ash trays along the sides of IES premises. Students are required to clean up any items they use and throw away rubbish in the bins provided. The steps in front of IES on Boundary Street are to be kept clear as other companies use the building and need access. Students may receive an on-the-spot fine for smoking within 4 metres of the building's entrance. Click here to find out more about Queensland's tobacco laws.
Lockers are provided for students to store books during class time. Keys are available on request from the Reception on Level 1 and a $5 non-refundable fee is charged. Students will need to share the locker with another student. Priority is given to students who need to travel longer distances to Foundation Year.
Any friends or relations who visit at IES should first be registered at Reception on Level 1. Students are encouraged to inform a staff member if they see anybody who does not appear to be a student, staff member or other person with a valid reason for being in the building.
When the lecture theatres are in use, toilets on the Ground Floor and Level 6 are only for the use by students in those lecture theatres. All other students are to use the toilets on different floors. The toilets in the basement, below Ground Floor are also available to students.
This is the web portal that helps every student manage their study at IES.
Latest news & activities are listed with a secure login form for entry to the myFY student area.
myFY Secure Homepage
This is the entry page to myFY after students have successfully logged in. Timetables, calendars and any relevant urgent messages regarding enrolment and attendance are displayed here.
This is the list of Messages that have been sent to the student. Unread messages are highlighted in bold. Each message is stored in the system indefinitely and all related messages and replies are grouped together in ‘conversation’ format.
This is the layout of a message. If a staff member has NOT read a message that’s been sent to them, the status will say ‘NOT Read’. This will allow students to always be aware of whether or not a staff member has read a message that’s been sent. To reply to a message, simply click in the ‘Reply’ field, type the message and click ‘Send’.
The profile displays the information we have on record regarding student undergraduate preferences, as well as home and overseas postal addresses. It is the student’s responsibility to make sure we are aware of any changes to this information and students can do so by simply sending our Enrolments Team a message from this screen.
myFY allows students to keep up to date with their attendance. Each subject that is being studied is listed with the current and past percentage of attendance for that subject.
myFY gives the student instant access to their timetable (schedule) for study. Each class for the week is listed along with the teacher’s name and room number.
myFY allows the student to keep track of their account, including new invoices and receipts that have been issued.
7.2 Other Facilities
Students can see the Student Services staff on Level 3 if they have any queries related to UQ facilities such as libraries, lecture visits or UQ Sport.
Upon successful completion of Foundation Year students will:
8.1 Outline of Course Structure
Students will undertake 5 subjects - 2 core and 3 electives. They should choose the subjects that are the prerequisites needed for their undergraduate study aim. Please see the Student Counsellor for information about prerequisites for each UQ undergraduate degree.
8.2 Core Subjects
Academic English for University Studies (AE)
8.3 Elective Subjects
Students choose 3 from the following:
For further information about each subject, please see here. Contact the Student Counsellor for further guidance.
8.4 Choosing Science, Behavioural Science & Information Technology Electives
Students wanting to undertake Science (Biology, Chemistry, Physics, Behavioural Science) or Information Technology must produce evidence of subject-specific knowledge at senior high-school level - at least one (1) year of previous study in a Science (i.e Biology, Chemistry, Physics, Behavioural Science) or Information Technology.
Information Technology Cluster
Section 5.2.5 of the The Foundation Year Course Rules (Information Technology Elective Cluster) states - “ Students electing to undertake the Information Technology Elective Cluster set down in the Course Structure, must possess a fundamental working knowledge of computer systems, computer operations and use of commercially available software applications including document production”.
For students applying to study Information Technology who are yet to prove subject-specific knowledge and where no evidence of Information Technology knowledge at senior high school level exists, they will be required to sit a diagnostic test during Orientation. The Subject Coordinator will decide whether the student can enrol in the subject, based on the results of the diagnostic test. The student will be informed of their right to appeal if they are not permitted to undertake the subject.
For the procedure regarding assessment of subject proficiency, please refer to Science & IT Specific Electives Procedure.
Science Electives (includes Behavioural Science)
Section 5.2.5 of the The Foundation Year Course Rules (Science Electives) states - “Students seeking entry into a Science Elective are required to have undertaken at least one (1) year of science in their senior high school studies (Year 11 or 12 in the Australian school system or its equivalent).”
Provided the student has previous study experience in at least one (1) Science subject at high school level, they will be permitted to undertake the Science elective of their choice. For example, if a student has studied Chemistry, but wishes to undertake Biology, but has no prior knowledge, the student will be permitted to enrol in Biology.
For students applying to study Science electives (Physics, Chemistry, Biology, Behavioural Science) who are yet to prove subject-specific knowledge and where no evidence of Science knowledge at senior high school level exists, they will be required to sit a diagnostic test during Orientation. The Subject Coordinator will decide whether the student can enrol in the subject, based on the results of the diagnostic test. The student will be informed of their right to appeal if they are not permitted to undertake the subject.
For the procedure regarding assessment of subject proficiency, please refer to Science & IT Specific Electives Procedure.
IES systematically monitors student compliance with their Student Visa attendance conditions. IES will notify and counsel students if they are at risk of failing to meet attendance requirements. Students in breach of attendance requirements are reported to DIBP (Department of Immigration and Border Protection).
To pass Foundation Year, students will require a final attendance rate of over 80% at the end of each semester. To maintain a Student Visa, students’ final attendance rate in each semester must be greater than 70%. Please see the Student Counsellor about attendance concerns before they become problematic. Students should always retain documentation or evidence (e.g. medical certificate) to show why they were not able to attend scheduled classes. Reception on Level 1 will file a copy of the information, in case the original document is lost.
In some extreme cases, students may be refused entry to Semester 2 or may not be permitted to progress through the program due to poor attendance. For more information, please click here for IES’ policy and procedures regarding attendance.
Orientation covers all of the information students require to understand Foundation Year, including Student Handbook information, computer use, support services, as well as subject interviews to check elective choices.
Formative Evaluation (Standard Programs Only)
Mid way through Semester 1 all teachers provide a broad assessment of how students are progressing. In particular, those students who are experiencing difficulty are identified and the Student Counsellor investigates the factors which could be contributing to this. Strategies are suggested to assist those students in achieving their academic goals.
SWOT Vacation (SWOTVAC)
One (1) week prior to end of semester examinations, there are no scheduled classes and students may study for exams at home, if they wish. During this week, teachers are available at set times to consult with regarding problems that arise during the SWOTVAC period.
Semester 1 Examination
Examinations are held over a one (1) week period. Only in exceptional circumstances detailed in writing to the Student Counsellor, can students be allowed to sit examinations at a later or earlier date. The Academic Executive will make the final decision and communicate the terms of exam deferral to the Student Counsellor.
Finalisation of Semester 1
From the end of an examination until the formal release of results on myFY, there is a period of one (1) week called ‘finalisation’ when marks and assessments are checked and moderated. During this period there should be no unnecessary communication between the student (or their parent or guardian) and their teachers. Any communication must not refer to examination results but be restricted to simple issues such as, the late submission of documents or similar matters.
Release of Semester 1 Reports
Results are released on myFY and appeal processes regarding results can begin if required. Student-teacher interaction returns to normal.
Progression into Semester 2
If a student’s examination results and/or other assessment are such that they achieve a Grade Point Average (GPA) of 3 or less from the five (5) subjects studied, the student will not be permitted to continue into Semester 2. Mitigating circumstances will be considered by the Academic Executive. Such students may, at the discretion of the Academic Executive, repeat Semester 1.
To repeat Semester 1, the student should apply in writing to the Student Counsellor who will forward the application to the Academic Executive. A decision will be made by the Academic Executive after Semester 1 results have been finalised. Places may be limited. The student may therefore need to see the Student Counsellor to investigate options with an alternative education provider.
Students who have been permitted to repeat the Semester 1 will be required to achieve a GPA of 4 and at least 90% overall attendance to progress through the Foundation Year program.
Refer to Course Progression and seek assistance from the Student Counsellor.
SWOT Vacation (SWOTVAC)
One (1) week prior to examinations, there are no scheduled classes and students may study for exams at home, if they wish. During this week teachers are available at set times to consult with regarding problems that arise during the SWOTVAC period.
Semester 2 Examinations
Examinations are held over one (1) week. Only in exceptional circumstances detailed in writing to the Student Counsellor can students be allowed to sit examinations at a later or earlier date. The Academic Executive will make the final decision and communicate the terms of exam deferral to the Student Counsellor.
Decisions regarding the eligibility of students to sit supplementary examinations are undertaken by the Academic Executive. Requests from students themselves are not heeded unless specific information regarding an individual’s inability to perform to their best ability during examination is received in writing.
Awarding of Competency in 10246NAT Certificate IV in University Preparation
Students should refer to the Subject Guides which detail how the assessment activities undertaken in each subject relates to the associated competencies within each subject of the 10246NAT Certificate IV in University Preparation.
The competencies achieved by each student are detailed in a “Statement Of Competency” document that can be accessed through each student’s myFY profile and hard copy also provided to students at Graduation. This statement will detail the name of the competency, the relevant code and if that competency has been achieved or if the student is "not yet competent".
If a student achieves competency in all five (5) subjects, they will be awarded the formal 10246NAT Certificate IV in University Preparation. If they only achieve competency in some of the subjects but not others, they will receive a Statement Of Attainment detailing only those subjects in which they have succeeded in demonstrating competency.
Students can download the Statement of Competency from myFY at any time in the 12 months following the completion of their course. If they require another copy of either the 10246NAT Certificate IV in University Preparation or Statement of Attainment, they should contact the Enrolments Office - email@example.com.
Release of Overall Results (myFY)
Student results are released on myFY and the appeal processes regarding results can begin if required. Student-teacher interaction returns to normal.
Finalisation and Moderation of Grades Procedure (End of Semester 2)
The date chosen for finalisation of results in Semester 2 allows for a time period between the release of finalised grades on myFY until 5pm the day prior to Graduation, within which time a student may request a review of grades - particularly those who are close to, but have not met, UQ entry requirements. Academic staff are not available for consultation within this time period. Such a review follows the subject department's assessment moderation procedures.
No student requests will be considered after 5pm the day prior to Graduation.
If students are judged competent in all five (5) subjects they will receive the 10246NAT Certificate IV in University Preparation. This qualification confirms that the student is competent at study in a tertiary environment.
Students will also receive a Statement of Results which outlines their GPA and indicates the final grade achieved for each subject. In order to move into the undergraduate program of their choice students must achieve the specified standards of each faculty or school at UQ. If they achieve at a level high enough to enter an alternative course the student will be offered a place in that program, as long as they have the required prerequisites. Some UQ programs may be restricted by quota. In some cases, students may be put on a waiting list for quota placements. Decisions may be pending due to higher subject grades or IELTS/English proficiency requirements.
Graduation also formally depends on satisfactory attendance during the course. Students should not have attended less than 80% of classes without valid reason supported by appropriate documentation.
Students will receive their certificates at a Graduation Ceremony in the weeks following their last exam. At this time students also receive a Statement of Results detailing grading in each subject and an appropriate Letter of Offer to an undergraduate program at UQ.
Note the following:
Precise details of examinations are given in the Subject Guides . In general, there are two examination papers, one at the end of each semester, which assesses the work covered during that semester. One or two formal assignments are typical for most subjects. There is a presentation component in each subject and practical exercises where appropriate.
Students studying in an Express program should refer to a separate schedule of dates provided outlining when examinations and other assessment activities are due. Express program students are required to cover exactly the same assessment activities as the Standard program.
Formative tests form a regular part of the course. These can be short tests done in class, homework tasks or practical exercises. Formal documentation of these tests may not be required but teachers keep records of progress. This enables teachers to target those students who are having some difficulty and offer them remedial tutorials. If any of these tests contribute to their final mark, students will be clearly informed in advance.
11.1 Communicative Evaluation and Student-led Seminars
All subjects provide a forum for students to discuss subject-related issues. This can be done by student presentation of topics/themes/ideas/reports, by information-gap activities, role-plays or by teacher-student interviews. Students should be able to deliver a basic seminar on a theme to a peer group. Seminar presentation is often on a rostered basis. Teachers will construct a timetable of seminars to be taken by students at the earliest possible date. This should not be changed without adequate reason. Teachers also take note of the level of participation of students not leading the seminar. Students will be made aware of the various ways they demonstrate that they are competent at communicating. Student performance in seminars and communicative activities is continually assessed.
11.2 Academic Action Plans and Student Mentors
If a student is experiencing difficulty with a subject they will be required to undertake an academic action plan and will be given assistance to develop a study schedule which includes an interview, tutorials and counselling by the teacher. The teacher may refer the student to the Student Counsellor to help organise further tuition.
In addition to the tutorial and classroom support on offer at IES, the teacher may advise that a student be mentored by a more experienced student, further to the tuition and extra tutorial support provided in each subject. This involves meeting with a peer to obtain instruction and support from a student who has already successfully completed the work in the prior semester. To be considered for this program students can contact their teacher or the Student Counsellor. Some subjects may have a formal arrangement, for example, the Physics department schedules extra classes for students who need further support.
11.3 Academically “at risk” Students and Intervention Strategy Procedures
Intervention Strategies are put in place for students at risk of not successfully completing Semester 1 or the entire Foundation Year within the expected duration. Academic staff, the Student Counsellor and the Academic Executive monitor all students’ academic progress throughout the program. The Student Counsellor monitors students on a weekly basis and provides appropriate contacts for academic support such as tutoring programs or mediation with academic staff. A full academic report is available to students at the completion of Semester 1.
11.4 English Language Assistance and IELTS Preparation Classes
During Orientation, students will be assigned to the appropriate Academic English for University Studies (AE) class according to their English diagnostic test outcome and other English qualifications. The AE class may include a 6th hour for extra English language assistance (ELA). If not, students will be assessed on the performance of their first AE test (PQR) to determine if they require ELA.
Students whose undergraduate aim requires a higher IELTS score (e.g. IELTS all band 7) will be offered IELTS preparation classes. These are facilitated by an instructor from ICTE-UQ from the start of Semester 1. The AE teachers throughout the semester will also monitor students.
If students are not expected to achieve an AE grade 5 by the end of Semester 2, then they must attend ELA and or IELTS classes. Depending on the level of English, the semester and their undergraduate aim, they will take a combination of 1 ELA class + 1 or 2 IELTS classes per week. These classes are compulsory to attend until further notification by the ELA Coordinator. Please speak to the ELA Coordinator in room 1.5 for further information.
11.5 Mathematics Support
As a prerequisite course for many undergraduate subjects, Mathematics (MA) can be a problem area for some students. At Orientation, students will be required to sit a diagnostic test - the outcome of which will determine the number of MA classes they will attend each week (either four (4) or six (6) sessions). Free weekly MA tutorial classes are offered to help students. While teachers may recommend that a student attend such tutorials, they are not compulsory and do not form part of any attendance requirement.
11.6 Computer Use
Some students may not have had much exposure to information technology (IT) prior to joining Foundation Year. As much of the academic program depends on the use of computers to access information, write assignments and complete online tasks, it is essential that all students gain a basic understanding of computer technology at the beginning of their studies. If a student is having difficulties during the computer session at Orientation, they are encouraged to speak to the teacher taking the session.
11.7 Extra Tuition
If students experience difficulties with any other subjects in the program they should contact their teacher as soon as possible. Appropriate extra tuition will be provided at mutually convenient times. Please note, however, that teachers have limited available time. If students fail to attend scheduled remedial classes without an appropriate reason, or do not make a reasonable effort to improve, they may be refused any further help beyond normal timetabled classes.
11.8 Privacy and Access to Records
IES complies with the Privacy Act (2001). Information collected on students is only used for the purpose of delivery of our services. A student can request a copy of the information held by IES about them by written request to the Managing Director via our Enrolments Manager. All students, past and present, have access to their personal records and academic results upon request to the Academic Executive or nominee.
In addition, on the completion of Semester 1, the results of any completed assessment can be viewed via the myFY login page. Should a student require a replacement document, they must contact the Enrolments Office on Level 3.
11.9 Music Students
Students intent on preparing for their music audition to gain entry to the Bachelor of Music should contact the Student Counsellor for advice on sourcing an appropriate tutor. IES has a preferred piano tutor who can provide tuition onsite at IES during the week or at her home on Saturday mornings. The preferred location is IES and on Thursday or Friday afternoons when there are fewer scheduled classes. The cost of each one hour session is $100/hr. Rescheduling of sessions can be negotiated between the piano tutor and student.
There is a distinction between an assessment item that is graded (%) and an assessment item that is pass/fail. If an assessment item is pass/fail, students need to pass which means that they demonstrate that they can fulfil that task. Competency tasks in each subject (core and elective) contribute towards the 10246NAT Certificate IV in University Preparation qualification, but they will not affect any grades (%) awarded. Where an assessment is graded, in addition to the item indicating competency in the respective element, the mark will contribute to the final grade in that subject at the end of the program.
To achieve the 10246NAT Certificate IV in University Preparation, students will need to be judged competent in all tasks of each of the five (5) subjects studied during Foundation Year.
The teachers will endeavour to keep students informed as to their ability to meet the competency requirement within the subject and offer further opportunities to demonstrate competence as time allows. Students can monitor their own competency progress via myCompetency in myFY. It is the student's responsibility to ensure that all assessment activities be completed on time and before the end of the semester.
12.1 Issuing of the 10246NAT Certificate IV in University Preparation
Students who have not achieved competency in one or more of the five (5) subjects by the end of Semester 2 will not be awarded the 10246NAT Certificate IV in University Preparation. Students who request a review of competency or request to submit work for competency after the completion of the semester will be accepted or refused entirely at the Academic Executive's discretion.
12.2 Undergraduate Entry Requirements
Please refer to the Foundation Year website for the most comprehensive and current entry requirements. (www.foundationyear.com). Undergraduate entry requirements can also be found in the current Foundation Year Prospectus. Students can make an appointment with the Student Counsellor for career advice and assistance with programs and courses.
12.3 English Language Requirements for Entry to UQ
In addition to achieving the necessary grades to enter their intended UQ degree, students must also satisfy English language requirements. For standard UQ programs, students must achieve either an AE grade 5 (65%) OR an overall IELTS 6.5, with no sub-band below 6. However, for programs that require a higher IELTS score (e.g. IELTS all band 7 for entry to Bachelor of Physiotherapy), students must achieve that IELTS result to enter their chosen UQ program. In these cases, the higher IELTS score alone is enough to satisfy the English language requirement for entry to their UQ program, regardless of the AE result.
If a predicted AE grade is less than 5 (65%), it is recommended that the student organise an IELTS test immediately through Reception on Level 1. The student’s AE teacher and the ELA Coordinator can assist in accessing additional English language support. Students must ensure that a copy of their current IELTS results are sent to IES, so that their application to UQ can be processed.
Students may be assessed by one or more of the following methods:
Other methods are outlined in the Subject Guides
Refer to the Code of Practice for further information.
Students are required to sit for all scheduled examinations and assessment activities. This includes the completion of all practical components of a subject.
Students will be allowed into an examination room up to one (1) hour after the scheduled start time of that examination but will not be given any extra time. If the student arrives over one (1) hour late for an examination you will not be allowed to sit for that examination. Other regulations concerning examination procedures are made available to students prior to the examination periods. Students are encouraged to see their teachers for more information.
In undertaking assessment in a subject, you are expected to behave honestly and ethically. Cheating is not acceptable. Cheating includes:
If you are found cheating during an assessment you may have that item cancelled, receive no marks for it and not be eligible to repeat it. If you are found cheating on more than one occasion you may be deemed ineligible to receive a final mark in that subject(s) or be excluded from Foundation Year. Such students have the right of appeal to the Academic Executive.
If you submit late assignments or do not hand in work you will be penalised at the discretion of your teacher, unless you provide appropriate documentary evidence which indicates your inability to complete the set work. You may receive a penalty of fewer markers or a result of zero. There is no right of appeal for you in regard to this provision.
The Academic Executive may approve the removal of a penalty for late or non-submission of work if the student has encountered exceptional circumstances. The nature of the exceptional circumstances will be conveyed by the Student Counsellor to the Academic Executive for their consideration.
Deferred examinations are available to a student if, through illness or other compassionate or compelling circumstances, they are unable to either attend or complete an examination at the prescribed time. A deferred examination covers the same content as the end of semester examination. Please see this Deferred Examinations Procedure regarding the process of applying for a deferred examination.
The Academic Executive may approve a rescheduled examination for a student who has encountered exceptional circumstances. The nature of the exceptional circumstances will be conveyed by the Student Counsellor to the Academic Executive for their consideration.
Deferred Formative Assessment
In relation to deferred formative assessment (such as unit tests), you must communicate issues related to deferred test requests to the Student Counsellor prior to sitting for the test in order for any approval to be considered by the Academic Executive.
If a student is absent from an examination due to illness or other legitimate reason or are unable to complete practical work, they must provide a medical certificate (including retrospective medical certificate) or other relevant documentation within 48 hours of the scheduled exam in order to be able to sit a deferred examination, or be given credit on the basis of practical work already completed. The doctor issuing the medical certificate must specify the date of illness. If a student misses an exam, they should follow the Missed Examinations Procedure.
If the student fails to sit scheduled examinations without a legitimate reason then they are ineligible to receive a final grade in that subject or to repeat any part of the program.
Supplementary examinations may be made available if the student has not quite achieved competency or reached a grade required by the respective faculty or school for entry into a specified undergraduate course.
The Academic Executive is responsible for determining if the student is eligible for a supplementary examination, although academic and Student Services staff may make recommendations. Supplementary examinations are only available at the end of Semester 2 if the student:
Students are not eligible to undertake supplementary examinations in more than two subjects.
Students may not be offered a supplementary exam in order to improve grades for access to quota restricted programs whereby students may be competing for limited places. Such a decision will at the discretion of the Academic Executive.
If a student hasn’t not achieved competency in a subject, they may not be offered a supplementary exam for that subject.
Content of Supplementary Examinations
Where the final assessment of a subject contains components other than formal examinations, the supplementary exam will cover the examination content only. For example, if the final assessment piece includes written work plus a seminar presentation, the student will not be required to repeat the seminar component. That outstanding component (e.g. previous seminar result) will continue to form part of the final assessment grade, in the same proportions as outlined in the subject guide.
Students should not leave Australia for holidays until all supplementary or deferred examinations are undertaken. Supplementary examinations are conducted the week following the end of semester examinations. If the student is not available on the day that the supplementary examination is scheduled, they forgo the opportunity to sit the examination.
Students will not be awarded certificates and will not be eligible for UQ undergraduate program entry in the following circumstances:
Where the Academic Executive determines that the student’s class attendance rate is sufficiently low (below 70%) to interfere with their academic progress.
Where the Academic Executive judges that that the student has been given sufficient warning concerning inappropriate behaviour and that they have continued to behave in an unacceptable manner. Refer to the Code of Conduct.
Failure to Sit Examinations
Where the student does not sit examinations and fails to provide a compassionate or compelling reason.
A breach of the Code of Conduct may lead to the temporary suspension of a student’s enrolment, subsequent termination of that enrolment and exclusion from Foundation Year. This is at the discretion of the Academic Executive. For the processes surrounding a breach of the Code of Conduct please see Gross Breach of Code of Conduct Procedure.
2.1 A person’s property is to be respected and not interfered with without prior consent. Students are responsible for their own possessions. IES accepts no responsibility for personal property lost or stolen on the premises.
2.2 Nobody has the right to interfere with another person’s ability to learn. Disruption of classes or harassment of any kind is not acceptable. Students may be removed from the classroom for disruptive behaviour at the discretion of the teacher.
2.3 IES does not tolerate bullying or inappropriate language or behaviour directed at students or staff. This applies in full to all forms of social networking, online communication and any other medium.
2.4 In cases of intimidation or bullying, a student may be indefinitely excluded from IES and have their enrolment cancelled. Police involvement may be necessary.
2.5 All “student-student” and “student-staff” communication (online or otherwise) should be conducted in a respectful and professional manner.
2.6 No aggressive physical contact or verbal abuse is to occur between any person. Any students engaging in physical or verbal aggression toward students or staff may be excluded from the IES and have their enrolment cancelled.
2.7 No smoking is permitted inside the IES premises or within the specified, legal distance of the building.
2.8 Alcohol is not permitted on the premises.
2.9 Food or drink is only to be consumed in the Student Common Area (G1).
2.10 Clothing should be appropriate and not cause offence to anyone.
2.11 Mobile phones and electronic devices must be turned off during classes and in study areas.
2.12 Willful damage or defacing of IES' property (including graffiti) is not acceptable.
Students who have enrolled at IES as an international student need to be aware that the provisional offer they received from UQ was given to them with the understanding that they would be entering UQ as a full fee paying international student.
IES cannot guarantee that your provisional offer of entry into UQ will be honoured if your visa status changes (e.g. you decide to apply for Permanent Residency (PR) in Australia whilst you’re enrolled as a student at IES). You must consult with IES before undertaking any actions that may affect your visa status.
IES systematically records students' attendance and monitors student's' compliance with Student Visa conditions relating to attendance, and is proactive in notifying and counselling students who are “at risk” of failing to meet attendance requirements.
If you’re absent for more than two (2) consecutive days you should contact IES Reception on 07 3832 7699 or call the IES emergency mobile on 0411 554 658 to inform IES of any immediate issues.
Additionally, you are to contact the Student Counsellor to arrange a meeting to discuss any attendance-related issues which may prevent you from achieving satisfactory attendance.
Under Section 19 of the ESOS Act, IES reports students who have breached attendance requirements and are deemed to have unsatisfactory attendance.
IES students are required under their Student Visa regulations and IES rules to attend at least 80% of classes in each subject. Attendance is highly valued at IES and it contributes directly to students’ academic success. In some subjects, attendance may also be used as an assessment item.
Students may not be able to pass Foundation Year and may be ineligible for undergraduate entry if attendance at the end of the study period is below 80% in one or more subjects.
5.2 Attendance Recording
5.2.1 Lateness and Absenteeism
Students arriving more than 10 minutes late to class, may be marked as absent by the teacher. Late students are required to enter quietly and are not to disrupt the class in progress.
Students absent for more than five (5) consecutive days without approval, will be contacted by the Student Counsellor via myFY and will be required to give appropriate evidence or reasons for their absence.
A student who either stops attending Foundation Year or does not return from leave and is uncontactable for a period of 28 days or more has in-actively advised IES of their failure to continue studying. In such cases, the student’s enrolment will be cancelled within 14 days and the DIBP informed. There are no right of appeal in these circumstances.
If a student is ill and will not be attending classes on a given day, they must call IES Reception as soon as possible on 07 3832 7699.
If a student is at IES and is unwell, they must see a staff member immediately or report directly to IES Reception on Level 1. If a teacher is away sick, the student is to attend the regular scheduled session to receive further instruction.
The attendance roll will be taken at the usual class time. If there is no teacher present for the scheduled class, the student is to go immediately to IES Reception on Level 1 to sign an attendance sheet. Students must sign the attendance sheet within 15 minutes of the scheduled class start time, otherwise they will be recorded as “absent” for that scheduled session. For any queries regarding a lesson whereby the staff member is away, the student should report to IES Reception.
5.2.3 Medical Certificates
If a student is absent, regardless of the reason, they will be recorded as being “absent”. The only exception is in relation to Approved Leave - see below (5.2.4).
Submitting a medical certificate to IES does not affect a student’s attendance percentage. A medical certificate only provides a legitimate reason for the student’s absence. Medical certificates must be submitted to IES Reception within seven (7) days following any absence. IES Reception will keep a copy of the document for later reference should the student have any issues with the DIBP.
Medical certificates are only accepted if the doctor has specifically nominated the period of illness (days and dates) and the reason for the illness.
Medical certificates supplied by the student and covering an illness of more than five (5) days are regarded as a special circumstance and will be evaluated at the Student Counsellor’s discretion.
IES retains the right to have a student's case assessed for independent verification by a Foundation Year selected doctor.
5.2.4 Personal Leave of Absence
Students can apply for a period of absence approved by the Managing Director (or nominee) if this is required for a legitimate purpose outside of the student’s control. The student must apply for personal leave prior to the expected leave period and may be required to provide evidence of the reason they need the leave. Leave may be taken for up to one (1) month but is only granted on a case by case basis depending on individual student circumstances.
It is the student’s responsibility to maintain communication with their teachers during their leave of absence to remain up to date on any academic work and assessment.
Students wishing to temporarily suspend their studies, based on compassionate and compelling circumstances (e.g. death of a parent, significant illness, accident or traumatic event), should apply in writing to the Academic Executive. Please see here for more information and click Temporary Suspension of Studies Procedure (Compassionate & Compelling Circumstances) for the process of applying for temporary suspension of studies.
Students who return late to IES following holidays will be marked as “absent” from their classes. Under 18 students taking any leave from their homestay must have the approval of the Student Counsellor before leave can be taken. Please see here for further information regarding this process.
5.3.1 Calculating Attendance Rates
Attendance rates are calculated as a proportion of hours attended against the total number of scheduled classes or lectures.
For example, a student in the Standard Program may be scheduled to attend 20 contact hours per week for the duration of the 16 week semester (Note - SWOTVAC and exam week attendance is not included in the calculation of semester attendance). As at week 5 of the course, a student who has attended 80 hours will have an attendance rate of 80%. That is, the student has missed 20 contact hours. At this point, the student will be notified in writing of poor attendance. An attendance warning message will be sent via myFY.
5.3.2 Class Attendance
Teachers keep a roll of student attendance at each scheduled lesson and submit their attendance electronically via the myFY database during the scheduled class or no later than by Friday 4pm of each week.
5.3.3 Excessive Absences
Students who are absent for five (5) consecutive days or more are deemed to have excessive absence and will be contacted by the Student Counsellor.
5.3.4 Attendance Warnings
Students will receive an attendance warning message if their overall attendance falls before 85%. The attendance warning message will continue to be sent until the student’s overall attendance is above 85%.
The Student Counsellor will contact the student via myFY for an interview, and then periodically for other counselling, should the attendance rate not improve. Counselling sessions will be conducted so students can give reasons for their poor attendance and seek further assistance if required.
Students will be required to rectify poor performance immediately and will be periodically warned if performance does not improve. If the student cannot rectify their poor attendance, they may be reported to DIBP (Department of Immigration & Border Protection).
A student may be reported to the Department of Immigration & Border Protection (DIBP) for unsatisfactory attendance if they can no longer meet the 70% attendance requirement for a semester. IES will issue the student a Notice of Intention to Report to DIBP - Unsatisfactory Attendance, before notifying the DIBP, to which the student has the right of appeal. Please see Unsatisfactory Attendance - Appeals Pathway for more information.
Any student who is to be reported to DIBP for unsatisfactory attendance has the right to appeal or challenge IES’ decision to do so. Please see Internal Appeal Procedure for guidance on lodging an internal appeal application. The student is required to maintain the conditions of their Student Visa (i.e. attend classes and submit assessment) whilst undergoing the internal appeal process. The student will remain enrolled with Foundation Year until the appeal process is finalised. Please see Unsatisfactory Attendance - Appeals Pathway for more information.
Should the student’s internal appeal against IES’ decision to report them to the DIBP for unsatisfactory attendance result in a negative outcome (i.e. IES rejects the student’s appeal), they will be informed of the right to consult an external body. Please see External Appeal Procedure for guidance on lodging an external appeal application. The student is required to maintain the conditions of their Student Visa (i.e. attend classes and submit assessment) whilst undergoing the external appeal process. The student will remain enrolled with Foundation Year until the appeal process is finalised. Please see Unsatisfactory Attendance - Appeals Pathway for more information.
Further to immigration requirements, IES has its own policies about attendance that should be carefully considered by all Foundation Year students. Students who have excessively poor attendance may not be permitted to progress and in certain cases, the Academic Executive may exclude a student based on poor attendance. Please see Non-Progression to Semester 2 Procedure for further information.
If during the course of their studies, students experience personal issues which are affecting their ability to focus on their studies and attend classes, then they are encouraged to see the Student Counsellor for counselling and support.
These policies and procedures will be reviewed every 12 months for consistent application by staff and forms the basis of annual induction and professional development and workshops.
IES accepts students under 18 students into Foundation Year. IES has dedicated staff members for tracking under 18 concerns regarding their accommodation and welfare. The Student Counsellor meets with under 18 students on a regular basis, particularly prior to holiday periods where approval of leave and correspondence with parents or legal guardians is most important.
All students, including under 18 students are made aware of their emergency contact person and the number for urgent issues (mobile phone - 0411 554 658).
All under 18 students must be placed in an IES-approved accommodation (homestay, Allen St Accommodation or Genesis 1). All under 17 students must be placed in IES-approved homestay only. IES’ chosen homestay provider, AHN (Australian Homestay Network), conducts thorough orientation interviews, periodic inspections, group activities and discussion forums with all homestay families to ensure best practice. Click here to find out more about AHN and their most recent policies. IES and AHN review their policies and agreement annually.
For under 18 students not being cared for in Australia by a parent or nominated relative over the age of 21, IES ensures arrangements are made to protect these students’ personal safety and social well being.
For all students under the age of 18 years who live in IES-approved homestay, their appointed guardian is the Managing Director of IES, Mr. Chris Evason.
Parents of under 18 students will have completed and signed the Guardianship Form - Agreement to Terms and Conditions of Enrolment for Under 18 Students (included in the ARO Form) before their son or daughter’s Confirmation of Enrolment (CoE) is generated.
If a blood relative of an under 18 student who wishes to be the student’s legal guardian for the period of time the student is under 18, they can contact the Enrolments Manager (firstname.lastname@example.org) to arrange an appointment. The decision to appoint the blood relative as the student’s guardian will be at the discretion of the Enrolments Manager.
Welfare arrangements for under 18 students are for the duration of the students’ CoE, plus one (1) week at the beginning of the program, and until the student’s 18th birthday if directly proceeding to UQ after completing The Foundation Year.
Students proceeding to UQ who are under the age of 18 will be required to meet on a regular basis with the Student Counsellor.
Should a student under the age of 18 defer or temporarily have their enrolment suspended or cancelled, IES will ensure welfare and accommodation arrangements are put in place. For example, the Student Events & Accommodation Coordinator will assist in the coordination of finalising homestay arrangements with the student through AHN. The Enrolments Manager will record all changes through PRISMS. For more information contact - email@example.com.
Under 18 students will be met at the airport by the IES-approved reception service. These arrangements will have been made in advance by the education agent and AHN.
Students should not expect that accompanying family members or friends be permitted to utilise this service. Parents or friends are also not permitted to stay at the homestay.
Should parents wish to visit the student throughout the settling-in phase, arrangements will need to be made with AHN via the Student Events & Accommodation Coordinator, at least 15 working days (3 weeks) before arrival - firstname.lastname@example.org.
All homestay families and members who live at the homestay address and are over the age of 18 years must have a “Blue Card”. Blue Cards are valid for two (2) years. Once a Blue Card is renewed, a copy of the renewal notification is to be sent to be sent to AHN. For more information on Blue Cards please click here.
Homestay families are to provide appropriate supervision for students under the age of 18 years. Should the homestay provider take leave (eg. holidays), appropriate supervision is to be arranged by AHN. A student may be relocated to another IES-approved homestay family during this time, by AHN, at no cost to the student.
Clear house rules are to be set down for all students. For students age between 17 and 18, curfew at night is 9 pm Sunday to Thursday and 11 pm on Friday and Saturday nights. For students age below 17, curfew at night is 8 pm Sunday to Thursday and 10 pm on Friday and Saturday. Students are to comply with these times. Failure to do so may result in the issue of an official warning.
Students should inform homestay providers of their whereabouts and be contactable at all times.
Students who repeatedly fail to comply with homestay house rules may be removed from the homestay and can have their enrolment to Foundation Year cancelled.
The Student Events & Accommodation Coordinator is to be contacted if a student fails to return at night to the homestay.
The homestay provider should discuss the AHN and IES-approved house rules with the student during the initial stages of arrival. Disputes over house rules are to be resolved by the homestay provider and student. Should the homestay and/or student refer their dispute on to IES for intervention, the Student Events & Accommodation Coordinator will encourage both parties to come to an amicable agreement.
In such situations, the Student Events & Accommodation Coordinator reserves the right to remove the student from the homestay.
The Student Events & Accommodation Coordinator is to be notified immediately of students applying to move out of the homestay. Students cannot move from a homestay within the first four (4) weeks of the homestay period.
If the Student Events & Accommodation Coordinator approves of the student moving out of homestay, the student must give at least two (2) weeks notice to the homestay provider. This should be in writing (email) to the homestay provider and AHN, so that there is no confusion over the proposed departure date and finalisation of payment.
All under 18 students will be moved by IES' nominated limousine service to ensure safe arrival to the new homestay. The student's account will be charged for this service. An exception to this rule is students being relocated due to the homestay provider failing to provide safe and secure environment as deemed by the Student Events & Accommodation Coordinator.
Students moving out of a homestay in relation to a breach of homestay rules, as deemed so by the Student Events & Accommodation Coordinator, may not be entitled to a refund of monies. For example, two (2) weeks advanced payment or part thereof.
Under 18 students requesting relocation of homestay will require a written request from parents before any move can be considered. Students should be aware that requests for relocation for trivial reasons will not be honoured. AHN will contact IES with the new homestay details. Parents will be informed of the new homestay details.
Should the Student Events & Accommodation Coordinator permit the student a voluntary relocation, the student may be charged the placement fee and a holding fee at the new homestay. All final decisions about relocation are made by the Student Events & Accommodation Coordinator.
Click here to find out more about IES' chosen homestay provider, AHN and their most recent policies on relocation and placement fees.
Students must apply to IES if planning to go away with friends for the weekend or for semester break times. The Student Events & Accommodation Coordinator’s decision regarding the approval of holiday leave is final. IES will keep a register of all under 18 students given permission to take such leave.
IES will seek written consent from the student’s parent/guardian (in home country). The parent/guardian must complete a Request for Leave - Under 18 Students form and return to email@example.com at least two (2) weeks prior to the intended leave.
All under 18 students will be required to use IES' nominated limousine service to ensure safe arrival to and from the airport if the student is travelling overseas or interstate for their holiday break. The Student Accommodation Assistant makes these arrangements. The student's account will be charged for this service.
A holding fee across longer holiday break times is standard. Click here to find out more about IES' chosen homestay provider, AHN and their most recent policies on holding fees.
Students who wilfully ignore the under 18 policy and procedures for seeking approved leave (i.e. they take leave without permission) are deemed to be in breach of IES' under 18 policy and this may lead to a cancellation of enrolment and subsequent exclusion from IES.
If an under 18 student wishes to attend a Foundation Year or Foundation Year endorsed activity which will run beyond homestay curfew, the Student Events & Accommodation Coordinator will grant permission for curfew extension and will notify the homestay provider. The organisers of the activity will ensure the student returns to their homestay safely after the activity.
In cases where the event will involve physical activity or risk which may result in injury (e.g. abseiling) then the student’s parent/guardian (in home country) will be required to sign the Special Activity Consent Form - Under 18 Students and return to firstname.lastname@example.org within the specified timeframe. If this consent form is not received, the student may not be permitted to participate in the physical activity.
IES is to be informed immediately of any student involved in an accident, whether minor or major. IES is to be informed if a student becomes ill and is absent for more than two (2) days. Students are to see a doctor and obtain a medical certificate.
When under 18 students are unable to attend classes due to sickness, students are expected to remain in the homestay for the duration of their recovery. Failure to do so is a breach of under 18 policy.
IES is to be informed of any serious behavioural problems. IES reserves the right to remove the student from any immediate harm or inappropriate behaviour in the homestay. The Student Events & Accommodation Coordinator will refer students on to the Student Counsellor should the issue require further intervention.
The Academic Executive reserves the right to temporarily suspend or exclude students from IES or homestay as a result of poor student behaviour. For example, breaking curfew or failing to remain in contact with the homestay provider.
During periods of temporary suspension, the student’s period of suspension must not be included in attendance calculations for attendance monitoring and reporting purposes.
Students who fail to uphold homestay or IES rules may have their enrolment cancelled by the Academic Executive as soon as practicable, and will not be guaranteed any refund of monies from IES or the homestay.
Students are required to remain in the homestay for a minimum of four (4) weeks. Should the Student Events & Accommodation Coordinator approve of a change of homestay, the student must provide the current provider with a minimum two (2) weeks notice. No refunds will be given for departing within the minimum stay period, unless nominated by the Student Events & Accommodation Coordinator in cases where the homestay provider fails to provide a secure and appropriate environment.
Click here to find out more about IES' chosen homestay provider, AHN and their most recent policies on refunds.
IES systematically monitors students’ course progress and is committed to notifying and counselling students who are deemed to be academically “at risk”. Intervention strategies are put in place to support such students. Students who are in breach of IES rules or course progress requirements may be reported to DIBP and/or have their enrolment cancelled.
The Academic Executive reserves the right to request students with an incomplete academic record undergo a semester of further study before any repeat request can be considered. Higher English language requirements and attendance rates will be set at the discretion of the Academic Executive in such circumstances.
Expected Duration of Study
The expected duration of study for Foundation Year is one (1) year - over two (2) semesters. Only in cases of compassionate or compelling circumstances will the duration of a student’s program exceed the CRICOS listed duration as detailed on the initial CoE issued to a student.
During the course of their studies, students should take advantage of all extra tutorials and consultation times with teachers to address any academic issues that may be hindering their progression. If students are experiencing personal issues which are affecting their ability to focus on their studies, then they are encouraged to see the Student Counsellor for counselling and support.
Students who receive a Grade Point Average (GPA) of three (3) or less in their Semester 1 academic report, may be refused progression into Semester 2.
Students who are not permitted to continue into Semester 2 will be notified by the Academic Executive (or nominee) and their options explained. For more information regarding this, please see Non-Progression to Semester 2 Procedure.
Students who are not permitted to continue or repeat Semester 1, will have their enrolment cancelled and should make arrangements to enrol with another education provider to maintain a valid Student Visa. Please see Changing Education Provider Procedure for more information.
Students not permitted to progress and who wish to repeat Semester 1 should follow this Application to Repeat Procedure.
Students not permitted to progress into Semester 2, who are refused the option of repeating Semester 1 and who, after appropriate counselling, have not made alternative study arrangements or have not advised that they will be leaving Australia, will be issued a Notice of Intention to Report to DIBP - Poor Academic Performance.
Students are not permitted to repeat just Semester 2. Students with a GPA below 3 or who have poor attendance, may not be considered for repeating and are advised to contact the Student Counsellor for assistance in making alternative study arrangements, such as applications to other education providers.
Students who are permitted to repeat Semester 1 will be provided with a new CoE to reflect the extended study period.
Repeating Semester 1 or the entire Foundation Year may affect the student’s entry into their preferred undergraduate program. Students must consult with the Student Counsellor for information about restricted quota programs at UQ and program that do not have a mid-year intake.
Please refer to the Application to Repeat Procedure for instructions on submitting an application to repeat.
Guidelines for Selection of Candidates for Repeat
In considering a student’s application to repeat, the Academic Executive will take into account the following:
Academic English Proficiency:
o Students applying to repeat should have achieved an AE grade of at least 60% or have an overall IELTS of 5.5 (minimum writing band of 5.5) within the last three (3) months.
o For students applying to enter into undergraduate programs that require a higher IELTS proficiency, they should have completed an IELTS test within the last three (3) months with no band score more than one (1) band below than prescribed for their undergraduate aim and no more than 0.5 below in the Writing band.
o Students applying to repeat who wish to study an undergraduate program requiring minimum 65% in Maths, should have attained at least 60% in their most recent semester to be considered for repeating.
o Students being considered for repeating should have attained at least 80% attendance overall in their most recent semester.
o The Academic Executive will take into consideration whether the student has responded to sound advice from support or academic staff at IES during their first attempt at Foundation Year and have adhered to the Code of Conduct.
If the student’s application to repeat is successful, it is still provisional on the student meeting the following conditions:
1. Attendance should be maintained at a minimum of 90% at all times – in all subjects.
2. Attendance at extra tutorials in subjects in which the student has previously struggled and/or attendance at English Language Assistance (ELA) or IELTS preparation classes is compulsory.
3. Repeat students will require a minimum GPA of 4 at the completion of their repeat Semester 1 in order to continue into Semester 2.
4. Repeat students will be automatically placed on ISP’s (Individual Study Plans) in all subjects to closely monitor academic progress and intervention strategies.
The Academic Executive reserves the right to stop a student from progressing through Foundation Year should they not uphold these conditions. In such cases, the student’s enrolment will be cancelled.
Re-enrolment in Foundation Year will be completely at the Academic Executive’s discretion. The Academic Executive reserves the right to request that the student undergo remedial study at another educational institution before an application to repeat can be finalised.
Teachers, the Student Counsellor and the Academic Executive monitor all students’ academic progress throughout Foundation Year. The Student Counsellor monitors students on a weekly basis and provides appropriate academic support. This may come in the form of referral to a tutoring program, assistance with study planning, mediation with academic staff or representing the student in discussion with academic staff. A mid-course report is available to students at the conclusion of Semester 1.
7.3.1 Intervention Strategies - ISP’s and Other
Academic staff have the responsibility to support students in their learning and give them opportunities to achieve. This includes the task of identifying students who are struggling academically and are at risk of not reaching the required standard. The results from the first or second assessment activities during the semester will assist in this process.
Once a student is identified, the teacher and student engage in an Individual Study Plan (ISP) which is designed to focus the student and assist them in meeting targets in their subject. Please refer to Individual Study Plan (ISP) Procedure for further information.
In addition to the ISP teachers, the Student Counsellor and the Academic Executive keep file notes on each student via their myFY profile. The Student Counsellor utilises the myFY database system regularly to communicate with students who require advice and further tuition or counselling.
An “academic forum” involving all relevant academic staff, Academic Executive and the Student Counsellors is conducted to identify students who are at risk of not completing the program successfully within the duration time.
7.3.2 Student Workload
As part of the intervention strategy, students will be monitored to ensure that they can complete their program within the expected duration of their CoE.
At the end of a semester, if a student has performed poorly, they may apply to the Academic Executive to repeat Semester 1 or the entire Foundation Year. An assessment will be made as to whether the student has a realistic opportunity to improve their performance by considering any factors that might have affected their performance, before allowing this. A new CoE will be produced in such cases.
Repeat students are required to submit new work for each repeat subject. Students on a revised workload must pay full semester fees.
The Academic Executive reserves the right to request students with an incomplete academic record undergo a semester of further study before any repeat request can be considered. Higher English language requirements and attendance rates will be set at the discretion of the Academic Executive in such circumstances.
7.3.3 Exclusion or Non-Progression to Semester 2
In addition to the academic requirements for progression into Semester 2, students who have excessively poor attendance. For example, a student who miss more than 80 hours of class time in Semester 1 (regardless of medical certificates), may not be permitted to progress through the program. In special circumstances, the Academic Executive may exclude a student based on poor attendance performance, thereby permanently cancelling the student’s enrolment to IES.
IES may enable students to defer or temporarily suspend their studies during the course through a formal agreement. Students are informed before enrolment, and throughout the course, that any changes made to their enrolment through deferral, temporary suspension or cancellation of enrolment may have an affect on the status of their Student Visa.
Enrolments staff will notify the DIBP via PRISMS of the conditions of deferral (ie. reasons, length of deferral or suspension and details of documentary evidence) and will make the necessary arrangements for any alterations to the student’s CoE.
Students permitted to defer commencement of studies from IES must return to their home country as soon as practicable, and within 28 days. Documented evidence for deferral is required.
For example, the student shows an inability to commence studies due to a delay in receiving a Student Visa. The Enrolments Manager will notify DIBP of the change to the student’s enrolment status via the PRISMS database and will keep a record on the student’s file. IES will monitor the enrolment load of this student and their Confirmation of Enrolment (CoE) will be adjusted accordingly, if necessary. IES assesses if the student can complete studies by the end date on the CoE. Where possible, the student may be encouraged to increase their enrolment load in the following semester to complete the program within the specified time on the CoE.
Students may be granted temporary suspension of studies based on compassionate or compelling circumstances such as the death of a parent, a significant illness, an accident or another traumatic event. Any student wanting to apply for temporary suspension of their studies should follow this Temporary Suspension of Studies Procedure (Compassionate & Compelling Circumstances).
Students suspending their studies for longer than six (6) months will automatically have their Student Visa cancelled. The Enrolments Manager or Academic Executive use professional judgement to assess whether the student can complete studies successfully to the current end date on the CoE. Where possible, the student may be encouraged to increase their enrolment load in the following semester to complete the program within the specified time on the CoE.
In rare cases, a student may be temporarily suspended from Foundation Year due to poor behaviour or a gross breach of the Code of Conduct. For the processes involved in temporary suspension of enrolment for misbehaviour or a breach in the Code of Conduct, please see Gross Breach of Code of Conduct Procedure.
In exceptional circumstances, such as a gross breach of the Code of Conduct, a student may have their enrolment terminated. The student may be suspended from Foundation Year at the discretion of the Academic Executive whilst the matter is finalised. Please see Gross Breach of Code of Conduct Procedure for the processes involved in cancellation of enrolment.
A student’s enrolment may also be cancelled for failure to achieve the minimum requirements (GPA or attendance) to proceed into Semester 2 of Foundation Year studies. For more information about this, see Non-Progression to Semester 2 Procedure.
Transferring to IES from Another Education Provider
Providers are restricted from enrolling transferring students prior to the student completing six (6) months of their principal course without a Release Letter from the original provider. This policy relates to applications to transfer within this period. Students who have studied longer than six (6) months in their principal course do not need to show a Release Letter.
IES does not enrol any transferring international student prior to the six (6) months of their principal course being completed unless that student has a valid Release Letter or a government sponsor deems that the transfer is in the best interests of their student.
Transferring to Another Education Provider from IES
With regard to releasing current IES students, all of the students within the 10246NAT Certificate IV in University Preparation course have not yet commenced their principal undergraduate program (university) and therefore require a Release Letter (from both IES and UQ) in order to enrol in another institution.
Students are able to request a course transfer to another institution – including both SVP and non-SVP providers on the proviso that:
1. their new course is within the same sector for which their visa was granted
2. their visa was granted under an Assessment Level 1 arrangement, and
3. they remain with, or have been studying at, their original SVP provider for at least 12 months
Transfer requests are usually approved provided:
The student must provide a valid Offer of Enrolment from the new institution. If the student is under 18, their parent or guardian must support this request in writing and, they must also provide written evidence that the new provider will accept responsibility for their accommodation and welfare. Please see Changing Education Provider Procedure for process relating to transferring to another institution.
The Academic Executive will make any final decision as to the issue of a Release Letter for any student based on the grounds above within one (1) week of receiving a written transfer request. If refused, the student will receive a written notice of the reasons and advised of their right of appeal.
In addition, Release Letters would always be provided when or if:
Students may wish to voluntarily withdraw from their studies and leave Australia for personal reasons. If the student withdrawing voluntarily follows procedure and departs the country without issue, then they are free to apply to repeat Semester 1 or the entire Foundation Year in a future intake, if they choose. This will depend on the circumstances surrounding their withdrawal.
For example, a student whose reason for withdrawing mid-semester involves a family problem in their home country, and who has demonstrated good attendance and academic progression during their studies thus far (as deemed by the Academic Executive), would be considered a suitable candidate to repeat.
Conversely, if a student has voluntarily withdrawn from studies mid-semester because they feel Foundation Year is too difficult for them and they have not shown good academic progression, then they may not be successful in their application to repeat. The Academic Executive may require evidence of school work undertaken since leaving Foundation Year to demonstrate an improvement in academic skill and commitment (e.g. IELTS score or academic report from another education provider).
For instructions on the processes involved in voluntarily withdrawing from Foundation Year, please refer to Withdrawing from Studies Procedure.
The following Code of Practice describes the minimum standards of education and training that IES provide to all students and staff.
International Education Services (IES) is committed to providing and maintaining the highest professional standards in both the marketing and delivery of the NAT10246 Certificate IV in University Preparation. This includes safeguarding the interests and welfare of all students, providing adequate facilities and materials and using appropriate and effective methods of instruction. These principles are embedded within the following mission statement:
IES provides a caring and supportive environment which seeks to:
The policies set out in this Code of Practice underpin the operations of the organisation. IES recognises that registration as a Registered Training Organisation (RTO) may be withdrawn if it does not honour the obligations of the Code of Practice.
IES identifies and complies with relevant State or Territory laws including either Commonwealth or State/Territory legislation. Information about any of the legislation listed below is available from the Managing Director.
The primary legislation (State and Commonwealth) under which the RTO works is:
IES asserts a commitment to providing a quality service with a focus on continuous improvement. IES values feedback from students, tutors, and industry representatives. Where possible, diagnostic assessment instruments specific to student needs are designed.
IES will market Foundation Year with integrity, accuracy and professionalism, avoiding vague and ambiguous statements. When providing information to prospective students no false or misleading comparisons will be drawn with any other institute or course. IES’ marketing strategies will not contravene legislation, national standards or codes.
Recruitment of students will be conducted at all times in an ethical and responsible manner and be consistent with the requirements of the curriculum. IES will ensure that selection of students complies with equal opportunity legislation. Appropriately qualified staff will assess the extent to which the applicant is likely to achieve the outcomes of the course based on the applicant’s qualifications and proficiencies.
IES will meet the needs of individuals and the community through the integration of access and equity guidelines. IES will ensure that equity principles for all people are implemented through the fair allocation of resources and the right to equality of opportunity without discrimination. IES is committed to developing individual programs of instruction and assessment for any students who so require them, because of a disability. IES will increase opportunities for people to participate in the vocational education and training (VET) system, and in associated decisions, which affect their lives.
IES prohibits discrimination towards any group or individuals in any form, inclusive of:
Exclusion from studying at IES will only occur in the following cases:
Access and equity issues are considered during development, delivery and assessment of all aspects of the NAT10246 Certificate IV in University Preparation.
Prospective students who have difficulty with numeracy and literacy will be given advice as to where and how they will be able to improve these competencies prior to joining any of IES’ programs.
IES is committed to developing individual programs of instruction and assessment for any individuals who so require them, because of a disability.
An appropriate review of such individualised programs will be undertaken when and if any individual requires their development and at the conclusion of the program itself.
IES has personnel with appropriate qualifications and experience to deliver and facilitate the training and assessment relevant to the courses studied at IES.
Assessment will meet the National Assessment Principles including recognition of prior learning.
Adequate training materials and physical resources will be utilised to ensure the learning outcomes of the accredited 10246NAT Certificate IV in University Preparation program can be achieved.
Appeals procedures are in place for students who are not satisfied with assessment or training.
All assessment processes will be valid, reliable, flexible and fair. Students will be advised on assessment requirements before the course commences.
Students will be recruited responsibly and ethically at all times and recruitment will be consistent with the entry requirements into the 10246NAT Certificate IV in University Preparation program.
IES is committed to nondiscrimination in any form when recruiting and selecting and at all times complies with equal opportunity and anti-discrimination legislation.
There may be prerequisites before commencing a program due to health requirements or academic proficiency of prospective students.
Before commencing the program IES will provide students with accurate, relevant and up-to-date information.
This will include:
Refer to current IES Prospectus, which can be found here.
Refer to current IES Program Prospectus, which can be found here.
IES will safeguard fees paid by students. IES upholds a fair and equitable refund policy.
The program is for one (1) year and all fees must be paid in advance in two (2) instalments at the times specified in the Certificate IV in the University Preparation prospectus.
Refunds will be made to the student, unless written notice to pay another person is received, in Australian dollars or equivalent, as at the date of transaction, and will exclude currency transfer charges.
IES agrees to refund within 28 days and without deduction, all fees paid where the student provides certified evidence that the application made by the student for a Student Visa was rejected by the Australian immigration authorities.
IES agrees to refund within 30 days of the receipt of written notice of cancellation by the student (or parent/guardian if student is under 18), fees paid by or on behalf of the student less the amounts to be retained as detailed below:
If notice of cancellation is received less than one (1) calendar month prior to the scheduled beginning of the program or after the program has begun there will be no refund of any money paid.
If a student is provisionally enrolled, on condition of achieving acceptable English language proficiency, and the student cannot achieve the required level, all tuition fees and charges corresponding to Foundation Year will be refunded, less a charge of AU$300. In such cases, if the student was referred to IES by an agency, the sum paid to this agency will be non-refundable.
If a student becomes a permanent resident of Australia during the program no refunds are payable. No guarantees of university places will apply to such students.
IES agrees to refund all money paid if the offer of a place is withdrawn, except where the offer was made on the basis of incorrect or incomplete information supplied by the student. In this case the same amounts will be retained as detailed under 13.2 above. The date of the offer being withdrawn will correspond with the date of notice of cancellation in 13.2 above.
IES will consider the following exceptional circumstances as grounds for a student’s withdrawal from the program:
When acceptable documentary evidence is produced, refunds will be at the discretion of IES.
In the unlikely event of IES being unable to deliver the course in full, the student will be offered a refund of all the course money paid to date. The refund will be paid within two (2) weeks of the day on which the course ceased being provided.
Alternatively, if IES is unable to provide a refund, the Tuition Protection Service (TPS) will place the student in a suitable alternative course at no extra cost. Finally, if the TPS cannot place the student in a suitable alternative course, or if this is not possible, the student will be eligible for a refund as calculated by the TPS manager.
This agreement and the availability of a complaints and appeals process does not remove the right to take further action under Australia’s consumer protection laws.
IES’ complaints and appeals processes are independent, easily and immediately accessible and are at no cost to the student.
IES seeks to resolve complaints informally wherever possible. Students have access to a grievance procedure if they feel they have been unjustly treated or have a serious complaint. Students dissatisfied with an action or decision of a member of IES staff are encouraged to approach that staff member if possible, and if appropriate can appeal to the Academic Executive.
Any complaint about any assessment will be treated seriously, investigated thoroughly, and be dealt with according to the merit of the complaint. All records of any academic review will be kept on file.
Students can appeal if they are not satisfied with the result they receive from an assessment activity. Students should lodge an review application no later than five (5) working days after the result has been posted on myFY. Please see Assessment Review Procedure for the steps to follow in lodging a complaint related to an assessment activity.
The date chosen for finalisation of UQ results and competency in Semester 2 allows for a time period between the release of finalised grades on myFY until close of business (5pm) the day prior to graduation, within which time the student may request a review of grades or competency outcomes. This is relevant for students who have narrowly missed meeting UQ entry requirements.
Academic staff are to be available for consultation within this time period. No student requests for a review will be considered after 5pm the day prior to graduation. No student requests for retrospective review of grades will be met - students must lodge their appeal application no later than five (5) working days of the result being released.
Please see Assessment Review Procedure for the steps to follow in lodging a complaint related to an assessment item.
If a student does not comply with the conditions of their Student Visa (not maintaining satisfactory attendance and academic progression) or is involved in a gross breach of Code of Conduct, then IES may issue the student with a letter or notice outlining the proposed course of action to be taken as a result of the student’s breach. If the student disagrees with IES’ intended actions as outlined in the letter or notice they have the right to appeal. Please see Internal Appeal Procedure for guidelines on lodging an internal appeal.
If the internal appeal process is unable to resolve the dispute, students will be referred by the Student Counsellor, to an external body known as the Overseas Student Ombudsman (OSO). Please see External Appeal Procedure for guidance on lodging an external appeal.
The OSO is the external complaints and appeals mechanism available to all private registered education providers (except South Australia) and current or intending overseas students under Standard 8 of the National Code 2007. It offers free and independent service for overseas students who have a complaint or want to lodge an external appeal about a decision made by their private education or training provider. The OSO will investigate complaints at no cost to the provider or student.
The legislation establishing the Overseas Students Ombudsman passed on 21 March 2011 and came into effect on 9 April 2011.
The OSO can investigate complaints about action taken by private providers in connection with overseas students. Complaints might, for example, be about:
The OSO cannot investigate complaints about:
For more information, see www.oso.gov.au or phone 1300 362 072.
In the event that a student has a grievance concerning any matter in relation to IES, there is a process in place to ensure that the grievance can be resolved amicably. Please see General Complaints Procedure for guidance on lodging a complaint.
All records of any grievance will be kept on file. If appropriate, IES will maintain the student’s enrolment while the complaints and appeals process is ongoing.
This is any form of sexual behaviour that is unwelcome, uninvited and unwarranted. This may include touching, sexual suggestions, offensive remarks or messages or displays of sexually offensive material.
Students who feel that they are being sexually harassed should initially contact the Student Counsellor who will then decide how to deal with the matter. It would be hopefully handled in an informal manner involving discussion with the person accused.
This may involve informing the Student Counsellor and/or convening face to face meetings with claimant and respondent to assist conciliation. If this route is inappropriate (for example, the Student Counsellor is involved in the harassment in some way), students should contact the Managing Director.
If the complaint is sufficiently serious, the Managing Director may establish a formal inquiry and/or refer to external authorities. Following the report produced by such an inquiry, the Managing Director may decide that the Code of Conduct has been grossly breached and recommend that a student’s enrolment be terminated.
Racism may involve prejudice, the holding of negative attitudes about others due to their race, descent or national origin. It may involve discrimination, the negative differential treatment of individuals or groups on the same basis.
Students who feel that they are victims of any sort of racism, should contact the Student Counsellor. The name of the complainant will remain confidential.
If serious, and unable to be resolved informally, the matter will be referred to the Academic Executive who may establish a formal inquiry. If serious, it may form grounds for termination of enrolment for a student or grounds for dismissal for a staff member, where applicable.
All students may apply for the skills and abilities that they have gained elsewhere to be recognised towards the achievement of the 10246NAT Certificate IV in University Preparation qualification. This is known as Recognition of Prior Learning (RPL).
Students can apply to the Managing Director, to have prior learning taken into account and as a consequence be exempt from the need to undertake some or all of the assessment necessary for the meeting of the learning outcomes for the 10246NAT Certificate IV in University Preparation. There is no cost for this service.
Applications for RPL assessment must be made to the Managing Director within the first two (2) weeks of the program.
As a Registered Training Organisation (RTO), IES recognises the AQF qualifications and Statements of Attainment issued by other RTO’s.
Qualifications (10246NAT Certificate IV in University Preparation or Statement of Attainment) will be issued within 21 working days of successful completion of the program. If a student requires a replacement 10246NAT Certificate IV in University Preparation or Statement of Attainment having left the program, this will incur a cost of $10.
IES has sound management practices to ensure effective services to students. IES has operational standards to ensure timely issuance of training assessments, results and qualifications. These will be appropriate to competency achieved and issued in accordance with national guidelines.
All student records and documentation will be recorded, kept confidential and securely archived. Students can access their files by request, in writing allowing 14 days notice. All relevant organisational documentation will carry a version number and date. Records of updated version numbers are kept on file.
IES has student welfare and guidance services relevant to Foundation Year. IES has access to personnel with experience in developing diagnostic assessment services for diverse client needs.
The organisation of student information will ensure that, all fees and charges are known to students prior to enrolment. Students are advised of course content, outcomes, and assessment procedures before the course commences.
IES’ quality focus includes – access and equity, recognition of prior learning, fair and equitable refund policy, grievance policy, appeal policy and complaint procedure. For any matter outside of IES’ expertise or control, IES will make every attempt to refer the student to the relevant agency or expert.
IES is dedicated to inclusive education policies that allow for reasonable adjustment in order to focus on a person’s abilities and lessen the impact of the person’s disability. This policy covers prospective and currently enrolled Foundation Year students with disability or a special need.
Reasonable adjustment - the principle for making adjustments which allow a focus on a person’s abilities and lessen the impact of the disability. Alterations are made to educational programs, procedures and facilities that are deemed sensible, fair and equitable for students with disabilities to access the educational program.
Disability – defined by the Disability Discrimination Act 1992 in relation to a person means:
and includes a disability that:
Where appropriate, the student is to identify their need prior to commencement of the program to ensure all efforts to address special needs requirements are made.
The prospective or currently enrolled student may need to be assessed by a medical professional as to the likelihood of achieving program objectives in order to safeguard the student’s consumer rights in terms of expectations and academic outcomes.
Students or parents/guardians should direct queries about extra requirements prior to enrolment to - email@example.com. Once enrolled, the student or nominated guardians’ queries should be directed to the Student Counsellor. Please see Disability Support Procedure for advice on access to extra support or special consideration based on disability.
Communication is highly valued at Foundation Year. Students are informed that keeping in contact with the college is an international Student Visa requirement. From pre-arrival, all Foundation Year students are provided with access to the key communication tools and are encouraged to use these resources.
The key communication tools that Foundation Year students are given access to are:
Most communication occurs through the purpose-built communication portal, myFY which has been designed for easy student access and provision of all student resources. The communication functionality of myFY is continuously being revised and improved.
Access to myFY
In accordance with Standard 2 of the ESOS Act, ‘Student Engagement before Enrolment’, IES provides information that enables students to make informed decisions about studying with the registered provider in Australia. Access to myFY is provided to the student once the CoE has been issued. Students have access to academic and support staff, subject guides and resources. myFY is a secure student portal and students are provided with a username and password at issuance of CoE to Foundation Year.
Main myFY Categories
Each message is stored in the system indefinitely and all related messages and replies are grouped together in ‘conversation’ format.
Latest News and Activities are listed with a secure Login Form for entry to the myFY Student area.
myFY Secure Homepage :
This is the entry page to myFY after the student has successfully logged in. Timetables, calendars and any relevant urgent messages regarding student enrolment, attendance etc. are displayed.
myFY - Individual Study Plans (ISP):
In accordance with Standard 10 of the ESOS Act - Monitoring Course Progress, IES systematically monitors students’ course progress. The ISP system on myFY allows for the notifying and counselling of students who are at risk of failing to meet their course progress requirements.
myFY records all meetings and initiatives agreed upon between student and teacher to ensure progress through the course and ensures efficient intervention for those students academically challenged in a subject.
The Student Counsellor is responsible for maintaining information relating to undergraduate entry requirements. All related student academic inquiries are to be referred to the Student Counsellor.
In accordance with Standard 6 of the ESOS Act - Student Support Services, IES provides the opportunity for students to access welfare-related support services to assist with issues that may arise during their study, including course progress, attendance requirements and accommodation issues. These services are provided at no additional cost to the student and IES does not charge for a referral to external services. Some of the key support services are - accommodation, legal advice, living in Brisbane & tutoring programs.
The students’ profile displays the information IES has on record regarding:
IES notifies the student that it is their responsibility to make sure Foundation Year is aware of any changes to this information.
In accordance with Standard 11 - Monitoring Attendance, the IES attendance policies and procedures identify the process for contacting and counselling students who have been absent for more than five (5) consecutive days without approval. IES has policy and procedures in place where the student is at risk of not attending for at least 80% of the scheduled course contact hours.
Where IES has assessed the student as not achieving satisfactory attendance, IES notifies the student in writing via myFY of its intention to report the student (to DIBP) for not achieving satisfactory attendance.
The myFY written notice informs the student that he or she is able to access the registered provider’s complaints and appeals process as per Standard 8 (Complaints and Appeals) and that the student has 20 working days in which to do so.
Follow-up information about external review processes is also sent via myFY to the student. myFY allows the student to keep up to date with attendance figures. Each subject is listed with the current percentage of attendance for that subject. The student has access to a full transcript of every hour accounted for throughout the semester. Warning letters are sent through myFY each week to any student with attendance figures below 85% in order to proactively engage students in returning to satisfactory attendance routines.
Students can see their results at any time and view their mid-course reports and ‘Statement of Results’ once processed.
myFY Declaration for Reading Handbook and Compliance:
The declaration is to be completed once the student has read and understood the compliance conditions associated with their Student Visa:
The Student Counsellor can readily access a list of students who are yet to sign the declaration so that intervention and counseling can readily take effect.
myFY Important Notices:
The Student Counsellor, administration and teaching staff are able to send group messages or individual messages to students where required. Urgent messages can be sent and received with priority. Students or Staff who wish to send group messages to the student body should approach the Student Counsellor.
myFY gives the student instant access to schedules for study. Each class for the week is listed along with the name of the teacher and room number.
myFY allows the student to keep track of his/her account, including new invoices and receipts that have been issued.
This is the Subject Resources link listing all subjects that have information or content online.
Subject content - this is the standard site structure for each subject's course information. Downloads - this is the list of downloads that are available for that page.
The subject guide is available in the public area of the Foundation Year website.
myFY is used for all formal communication to students with Student Services, the Academic Executive and other IES administration staff. As above, examples include for:
All communication to and from students relating to any type of formal academic appeal or complaint is conveyed through myFY.
Moodle is utilised by Foundation Year to encourage interactive and collaborative learning. Moodle messaging is used for:
Any inappropriate communication on Foundation Year-related social networking sites or e-learning platforms such as Moodle, pertaining to Foundation Year staff or students, should be brought to the attention of the Academic Executive, immediately.
IES encourages all staff and graduated students from Foundation Year to engage in any alumni activities and events and online in a collegiate and professional manner.
The Academic Executive will fully investigate and act upon any realised inappropriate communication by a Foundation Year staff member or student.
In accordance with the ESOS Act and Foundation Year policy, it is expected that students readily remain in communication with the IES at all times.
Student Services conducts meeting with under 18 students at regular intervals to check for adjustment to study and social life in Australia. Any students with related issues are referred on to the Student Counsellors. Students can contact any staff member for an appointment through myFY. Student Service Officers can also be contacted at - firstname.lastname@example.org.
Absenteeism and Sickness
Students not attending class due to illness are to contact Reception via phone (07 3832 7699) or send a message to their teacher or Student Counsellor.
Under 18 students or those under the guardianship of IES are to contact Student Services at - email@example.com for holiday approval to be considered.
IES has dedicated staff who provide a 24/7 urgent call service. IES’ chosen homestay provider has an emergency 24/7 call service. If the service is activated by the student, protocols are followed to deal with the emergency and IES staff are notified for further critical incident management where required.
Students are provided with internet kiosks throughout the IES building for quick reference to all myFY resources and messaging.
Policies and procedures are put into place so that IES can be informed of serious behavioural problems.
For example, IES reserves the right to remove the student from any immediate harm or inappropriate behaviour in a homestay. The Student Events & Accommodation Coordinator may refer students on to the Student Counsellor should the issue require further intervention. The Academic Executive reserves the right to exclude students from IES or homestay as a result of poor student behaviour (e.g. breaking curfew or failing to remain in contact with the homestay).
Students who fail to uphold homestay or IES rules may have their CoE cancelled by the Academic Executive as soon as practicable and will not be guaranteed any refund of monies from IES or homestay.
IES is to be informed immediately of any student involved in an accident, whether minor or major. IES is to be informed if a student becomes ill and is absent for more than two (2) days. Students are to see a doctor and retain medical certificates. Once the student returns to classes, they are to present the medical certificate to Reception on Level 1 for entry on their myFY profile.
When an under 18 student is away from IES due to sickness, they are expected to remain in the homestay for the duration of their recovery. Failure to do so is a breach of IES policy.
IES has in place a comprehensive critical incident policy. Student Services are readily available to manage any critical incidents involving students. Family and key stakeholders will be provided with accurate information in a timely manner. IES utilizes trained personnel and translation services where required. For more information, please contact the Student Counsellor.
In accordance with the ESOS Act and best practice, IES’ Student Safety Plan is designed to outline the arrangements in place to ensure students’ safety while studying at Foundation Year.
Once students enrol and receive their Confirmation of Enrolment (CoE), IES students have access to the myFY student portal which provides students with general advice via the myAdvisor links. This includes advice about personal and consumer safety.
In particular, IES students are sent a comprehensive pre-departure pack which provides a link to the Allianz Student Welcome Service (SWS). The SWS has been designed specifically with IES students in mind. Some of the safety topics involve - beach and bush safety, home safety; public transport and personal safety awareness, consumer protection and emergency services information. Online training modules are designed for students to work through and test their knowledge.
Students can communicate readily with the IES academic and support staff via myFY, even before they depart their home country. This means students can make informed choices in preparation for adjusting to life in Australia.
IES students can pay for an airport transfer service upon arrival to Brisbane which can be organised by the Student Events & Accommodation Coordinator. This service ensures students are transported safely from the airport to their place of residence or to the IES premises. This is mandatory for students under 18 years of age.
Students have access to a 24/7 urgent call number (0411 554 658) which is monitored by Student Services.
IES premises is patrolled by a security guard during business hours throughout the busiest times of the semester. Students are encouraged to report any unusual behaviour/incidents or strangers entering the premises to the security guard or a member of staff.
All visitors including contractors are to sign in to Reception. A bulletin is sent to staff with details regarding the visitor(s) and nature of the visit/work being conducted on site.
All students are provided with a comprehensive Orientation program which specifically reinforces the importance of personal safety.
Police, including Brisbane community Police Liaison Officers provide students with safety presentations which cover the following topics:
As part of their international Student Visa obligations, students are encouraged to communicate regularly with the IES. Students should contact Reception or the Student Counsellor should they be away from scheduled classes for more than two (2) days. A Police welfare check will be conducted for any student failing to attend scheduled classes or failing to remain in contact with an IES staff after five (5) consecutive days.
Students can discuss personal or critical issues in confidence with the Student Counsellor.
In case of emergency requiring evacuation from IES' premises (such as fire/bomb threat), students should wait for instruction from the Floor Warden. If instructed, the student will be directed safely out of the building to the designated assembly point:
Landmark Place - Wedd Street Cul de Sac; rear of IES premises
Foundation house - Corner of Boundary Street and Torrington Street
Leichhardt Street - Fortescue Street footpath, directly opposite main building entrance, in front of 60 Leichhardt Street building
Traffic Control Officers (Student Services staff) and Floor Wardens (IES staff) will provide students with further instruction. Once students' safety has been established, the Chief Warden will communicate further instructions.
In case of fire or damage to IES premises, IES students may be instructed to move on from the assembly point to their place of residence. IES Student Services will assess students' needs and will provide travel (taxi) vouchers for safe return to residence, if required.
IES Student Services staff will communicate further updates and instruction to students via myFY. Students can call 0411 554 658 for further information.
The Emergency Contact List can be viewed here.
All Foundation Year students are part of the alumni.
For all students who remain studying in Australia, Foundation Year alumni are encouraged to contact Student Services about any queries they may have about living in Australia. Students under the age of 18 transitioning into undergraduate studies at UQ will have their welfare monitored by the Managing Director.
Updated February 2017
IES Student Services
CRICOS Code 01697J