1. Enrolment Policy


Students are strictly bound by all Policies and Procedures of ICTE-UQ and The University of Queensland.


Students must be 18 years or older at the time of course commencement. An International Education Services (IES) UQ Foundation Year Program package student who is under 18 may be enrolled if IES has a signed agreement with the student to provide the appropriate welfare and guardian arrangements as detailed in the National Code. ICTE-UQ reserves the right to correspond with the parents of an under 18 student in regard to, but not limited to, the student’s academic progress, course attendance or general health.


For students that are under 18 years old and have a package offer with IES, the legal guardian of the student agrees to appoint Mr Chris Evason, Managing Director of IES Foundation, as your son or daughter’s legal guardian during their studies at ICTE-UQ while they are under 18 years of age.

In acting as legal guardian, Mr Evason (or his delegate) will endeavour to provide appropriate advice and counselling to the student when required and asked for by either the parents or the student. Appropriate monitoring of the student’s personal circumstances will require the student to supply Mr Evason (or his delegate) with relevant information on which to base any advice or pastoral support. There is no suggestion that the student living circumstances will be closely monitored by visiting their accommodation or similar.

In approving any student’s involvement in any activity that carries risk, due regard will be given to factors such as:

1. The likelihood of personal damage occurring.
2. How common such activities are for similar aged students.
3. How informed the student is on the risks.
4. The person/s responsible for monitoring the activity.


While every reasonable attempt will be made to ensure that any advice or pastoral support given to the student is accurate and valid, it is offered in good faith as non-expert and comparable to the advice or support reasonably expected to be received from a concerned parent. IES, Mr Evason and any employees of IES disclaim to the full extent  permitted by law any liability whatsoever arising out of or in respect to information provided in this regard. In        particular, no liability of any kind will be accepted in respect to the following circumstances:

1.Unwanted/unplanned pregnancy or sexual behaviour
2. Gambling activities and any liabilities that result from such activities
3. Any criminal activities.
4. Debts of any kind.
5. Accidents or events that happen outside of IES’ or ICTE-UQ premises and hours of business.
6. Any behaviour assumed by the student during the period of study at ICTE-UQ causing harm to themselves or others.


Mr Evason reserves the right to cancel his engagement as legal guardian at any time due to any circumstances that  provide for a breakdown in trust and communication between himself and either the student or parents. Cancellation  occurs by communicating this in writing to either the student or parents. Similarly, cancellation can occur by the  parents informing IES and ICTE-UQ of this in writing at any time.

If any further clarification is required in respect to these services, please contact IES.


Students under the age of 18 require written permission by a parent or guardian before being given internet access on campus. By signing this this Enrolment Agreement, the parent is granting permission for the student to have full access to the internet and agrees that the University of Queensland will not be held responsible for any content seen by the student.


Where an ICTE-UQ course requires academic or English pre-requisites as a condition of entry, students should provide the relevant documents. Students may be tested on course commencement, or assessed prior to an offer being made, and then placed in a class at the appropriate English language level. Class sizes have a maximum capacity of 18 students. Students who arrive after their course has commenced, or who return late from holidays, may be allocated to a course and class based on availability of individual class places rather than language level or course preferences.


Course credit is not applicable for CRICOS Registered courses and students are expected to have read and understood the assessment and certification requirements specific to the course in which they are enrolled.


All ICTE-UQ CRICOS Registered English language courses (other than ESP:T&I) include 20 hours of class teaching each week. ICTE-UQ reserves the right to amend the actual number of class hours per course. Student Visa holders must attend at least 80% of their course and will be reported to the Department of Immigration and Border Protection (DIBP) if this condition is not met.


Students are expected to complete all class work, assignments, activities and assessments in order to maintain satisfactory academic progress as determined by course specific regulations. In accordance with Section 19 of the ESOS Act and National Code Part D, standard 10, ICTE-UQ is required to notify the Department of Immigration and Border Protection (DIBP) of students who are not making satisfactory progress. This can result in the cancellation of student visas. 


Students must notify ICTE-UQ within three (3) working days if they change their Australian address.


Students are responsible for their educational and living expenses while studying at ICTE-UQ and for the state or private school fees of any accompanying school-aged dependents.


ICTE-UQ will issue textbooks to students for certain courses. Students are responsible for payment of all fees applicable to the replacement of textbooks lost, stolen or damaged. The replacement fees are not set. Each damaged item will be assessed and a price set accordingly.


For International students studying on a Student Visa, it is a condition of their visa that they have Overseas Student Health Cover (OSHC) for the duration of their Student Visa in Australia. ICTE-UQ can only arrange cover through its preferred provider ‘Overseas Student Health Cover’ provided by Allianz Global Assistance – www.oshcallianzassistance.com.au. OSHC coverage, including out of hospital and in hospital medical services, are detailed in the policy document. However, it is important to understand that for non-emergency hospital care, including maternity (pregnancy) services, access to some medical services in some public hospitals may be limited. This means that public hospital services for non-emergency care, including maternity (pregnancy) services, may not be available when students need them. In these instances, students may be required to access medical services through a private hospital. Private hospital health care will typically incur some out of pocket costs that are not covered by the OSHC policy and will be the student’s responsibility. Please note that for maternity (pregnancy) services, these out of pocket costs could range from $4,000 to $10,000, depending on the level of maternity service/care provided. Therefore, students who are female and who are considering falling pregnant whilst studying in Australia are recommended to discuss this further with their doctor and OSHC health provider to look at the services available and the anticipated costs involved.


Student visa holders who elect for ICTE-UQ to arrange OSHC on their behalf agree to the terms and conditions of the ‘Overseas Student Health Cover’ provided by Allianz Global Assistance policy www.oshcallianzassistance.com.au.


Student visa holders who choose another OSHC provider will need to provide evidence of payment for their alternative OSHC when accepting their letter of offer. An eCoE will not be issued until proof of the student's OSHC policy is provided.


ICTE-UQ will use the email details provided to communicate matters including those relating to a student’s enrolment and course progress at ICTE-UQ.


ICTE-UQ approved persons may occasionally visit classrooms to observe or record teachers and students for quality control, training, standardisation, teaching or publicity purposes.


ICTE-UQ reserves the right to withhold course certificates or accreditation where the student has outstanding fees or materials.


Students agree for The University of Queensland to confirm their visa status through the Visa Entitlement Verification online (VEVO) Website or the VEVO Business Service to confirm visa eligibility to study the requested period detailed in their Letter of Offer.


More information about student rights and responsibilities under the Australian Government ESOS Act 2000 and National Code 2007 is available online at: https://internationaleducation.gov.au/regulatory-information/pages/regulatoryinformation.aspx

2. Cancellation Policy


A course is considered to be the total number of weeks in which a student is enrolled.


Subject to the terms and conditions in the Enrolment Agreement, a student may cancel an enrolment in an ICTE-UQ course.


All applications for cancellation must be made in writing prior to the date of cancellation and addressed to the Manager Student Administration, ICTE-UQ. If the student is under the age of 18, ICTE-UQ reserves the right to correspond with the student’s parents and seek approval in writing from the parents before a cancellation can be processed.


Prior to cancelling an enrolment, students should seek advice regarding financial implications, enrolment obligations and visa requirements agreed to in the signed Enrolment Agreement to ensure that the implications of cancelling are fully understood. Student Visa holders should also contact the Department of Immigration and Border Protection (DIBP) to discuss any implications a course cancellation may have on their Student Visa.


ICTE-UQ has the right to change fees and conditions, cancel or defer a course and alter course timetables and class locations.


If a student defaults on payment of tuition or other related fees by the specified due date, ICTE-UQ has the right to cancel a student’s enrolment and must report the student default to the appropriate authority within five (5) business days.  If a student default on payment occurs, the student may be denied access to teaching and learning and other services until the required fee is paid in full. This may lead to the cancellation of the student’s electronic Confirmation of Enrolment (eCoE).

Read the Enrolment Cancellations, Suspensions, Deferrals, and Transfers Policy (PDF, 53KB) in full.

3. Deferral and Suspension Policy


ICTE-UQ will assess Student Visa holder applications for a deferral or suspension of enrolment on a case by case basis and in accordance with the ESOS Act 2000 and National Code Standard 13.


Except on the grounds of compassionate or compelling circumstances or misbehaviour by a Student Visa holder, which impacts on their course progress or wellbeing, Student Visa holders will not be permitted to defer or suspend studies after commencing the course.


Deferral and suspension requests from other visa holder categories and non-visa holders will be assessed on a case by case basis. ICTE-UQ reserves the right to temporarily suspend or cancel a student’s enrolment for academic misconduct, misbehaviour, non payment of fees, incorrect visa status or based on medical advice.


If the student is under the age of 18, ICTE-UQ reserves the right to correspond with the student’s parents and seek approval in writing from the parents before a suspension can be approved.

Read the Enrolment Cancellations, Suspensions, Deferrals, and Transfers Policy (PDF, 53KB) in full.

4. Transfer Policy


Student Visa holder applications to transfer to another provider will be assessed by ICTE-UQ in accordance with the ESOS Act 2000 and National Code Standard 7.


Except where certain specified conditions under the Standard are met, Student Visa holders cannot enrol with or transfer to another provider before completing six months of the principal course of study.

For all cancellation, suspension, deferral and transfer requests received, a written decision will be given within seven (7) working days and will include the reasons for the decision and to whom a student can appeal the decision.

Read the Enrolment Cancellations, Suspensions, Deferrals, and Transfers Policy (PDF, 53KB) in full.

5. Homestay Policy


Homestay ‘check in’ is only available the weekend prior to course commencement.


Students who arrive on flights after 8pm will need to make alternative accommodation arrangements for the night of their arrival and check into Homestay the next day.


Homestay is available for a minimum booking period of five (5) weeks. Refunds will not be considered for early departure except in exceptional circumstances.


The homestay request form and homestay fees must be paid to ICTE-UQ in full at least 2 weeks in advance of the student’s arrival date. Payment of homestay fees is not a guarantee of placement. ICTE-UQ reserves the right to advise of non-placement where there is insufficient time or capacity to meet the student’s placement request.


Students who extend their original booking and who are able to remain with the same family must provide full payment for the extension before their original check out date.


Each payment not made by this deadline will incur a late payment fee.


Students who extend their original booking and who are not able to remain with the same family must pay the Homestay Placement Fee to be placed with a new family.


Students who leave homestay early are required to provide their homestay family with a minimum of one week notice. Unused homestay fees will be refunded in full (the first five (5) weeks are non-refundable).


Homestay accommodation is only available while a student is enrolled in an ICTE-UQ course.


ICTE-UQ may remove a student from homestay with no notice for misbehaviour, willful damage, or failure to comply with host family expectations.


Where a student has booked an airport transfer and fails to advise of a delay or change of flight a $30-$60 additional ‘no-show’ fee will be charged.


Homestay for students under the age of 18 will be supplied by International Education Services Ltd and their fees and policies apply.

6. Refund Policy


A full refund of tuition fees will be made if an ICTE-UQ course is fully booked, is cancelled, or an application for a visa is rejected. Proof of the visa rejection is required within two weeks from the date of notice.  In the case where a 416 visa is not successfully issued, a refund of  Australian Internships(AI) insurance and internship fees, less non-refundable AI placement fee, will be refunded.


Any student who cancels an enrolment in an ICTE-UQ course more than four (4) weeks prior to the commencement of that course will have the tuition fees refunded, less a cancellation charge equivalent to one week of the current year’s published tuition fee. Student Services, Materials Fee, Airport transfer, weekly Homestay fees and un-booked IELTS test date fees will be refunded in full.


Any student who cancels less than four (4) weeks prior to commencement of the course will receive a refund of tuition fees less a cancellation charge of up to five (5) weeks of the current published tuition fee. Student Services Fee, Materials Fee, Airport transfer, weekly Homestay fees and un-booked IELTS test date fees will be refunded in full.


Any student who cancels an enrolment after the commencement of a course is not eligible for a refund of tuition fees, Student Services Fee and Materials Fee.


The Enrolment Fee, Homestay Placement Fee, Teaching Knowledge Test (TKT) and Internship Application Fees are not refundable. The IELTS fee is refundable (less a $70 cancellation fee) if the test place is cancelled no later than five (5) weeks before a booked test date.


Any refund that may be granted will be paid within four (4) weeks from the date of the refund decision.


OSHC fees are refunded at the discretion of ‘Overseas Student Health Cover’ provided by Allianz Global Assistance.


Any outstanding fees owed to ICTE-UQ will be deducted from any approved refund.


All bank, foreign exchange and transaction fees will be incurred by the student.

More Information

ICTE-UQ Refund Policy

7. Complaints and Grievance and the Australian Competition and Consumer Commission (ACCC)


Students who have a complaint or grievance related to their course should follow the ICTE-UQ Complaints and Grievance Resolution Process to seek a resolution. 


The ICTE-UQ Enrolment Agreement, and the availability of complaints and appeals procedures, does not remove the right of the student to take action under Australia’s Consumer Protection laws; or remove a student’s right to pursue other legal remedies. Further Information is available from the Australian Competition and Consumer Commission (ACCC) .