Purpose of Policy
The purpose of this policy is to establish clear and consistent procedures for the enrollment of international students transferring from another institution. It aims to ensure that the Accepting Institution complies with regulatory requirements governing international student transfers, safeguarding both the student’s academic journey and the institution’s integrity. The policy outlines the necessary steps, documentation, and conditions that must be met before a transfer can occur ensuring that:
- Compliance with Regulatory Standards: The policy ensures that the Accepting Institution adheres to immigration and academic regulations governing the transfer of international students, particularly with respect to the completion of academic sessions and the verification of transfer eligibility.
- Transparency and Accountability: By requiring the collection and verification of official documents from both the Releasing Institution and the transferring student, the policy promotes transparency in the transfer process, allowing both institutions (Accepting and Releasing) to confirm that the student is in good academic standing and legally eligible to transfer.
- Protection of Academic Standards: The policy prevents premature transfers, ensuring that students transfer only after completing a sufficient portion of their academic program, thereby protecting the academic integrity of both the sending and receiving institutions.
- Ensuring the Student’s Best Interests: By clearly defining the criteria and documentation required for a successful transfer, the policy helps ensure that the students transfer smoothly without disruption to their academic progress, while maintaining the legitimacy of their enrollment status.
To Whom the Policy Applies
This policy applies to all international students seeking to transfer to or from the Accepting Institution. It is designed for the following groups of students:
- Incoming Transfer Students: International students transferring to the Accepting Institution from another institution
- Outgoing Transfer Students: International students transferring from the Accepting Institution to another institution.
The policy ensures that both incoming and outgoing international students meet the necessary academic and regulatory requirements for transfer, and that both the Accepting Institution and the Releasing Institution follow the required procedures for documenting and confirming the student’s eligibility for transfer
Definitions
Releasing Institution: The institution from which an international student is transferring. The Releasing Institution is responsible for confirming the student’s enrollment status, attendance, and whether the student is in good academic standing, as well as providing the necessary documentation for the transfer process. The institution may also be the one that has ceased to maintain an EQA designation, prompting the transfer.
Accepting Institution: The institution that will accept and enroll an international student who is transferring from another institution The Accepting Institution is responsible for ensuring that all transfer requirements, including verification of student eligibility and the completion of necessary forms, are met before the student is officially enrolled.
Incoming Student: An international student who is transferring to the Accepting Institution from another institution. The term applies to international students seeking to continue their studies at a new institution, having met the necessary eligibility criteria for transfer.
Outgoing Student: An international student who is transferring from the Releasing Institution to another institution. The term refers to international students seeking to leave the Releasing Institution in order to pursue their studies at a different institution.
Policy
Eligibility for Transfer
An international student seeking to transfer from another institution to the Accepting Institution must have completed a minimum of 25% of a career college program at their current institution (the Releasing Institution). A student may also transfer if the Releasing institution ceases to maintain EQA (Education Quality Assurance) designation.
An international student can only transfer once they have provided the required documentation and completed the required process (see Procedures).
For complete eligibility, the following must be completed prior to the transfer:
- Verification from Accepting Institution: The Accepting Institution must verify that:
- The Releasing Institution is aware that the international student is seeking a transfer.
- The Releasing Institution has directly confirmed that the international student is enrolled, attending, and not on academic suspension.
2. DLI Student Transfer Confirmation: The transfer student must have completed the Designated Learning Institution (DLI) Student Transfer process online (Changing your school or program - Canada.ca). The Accepting Institution must verify that the transferring student has completed the DLI Transfer process online and is now enrolled under the Accepting Institution’s DLI.
Required Documentation for Transfer
Before the Accepting Institution can proceed with enrolling the student into their program, the following documents must be obtained, verified and store in the student’s file:
Official Letter from the Releasing Institution
- The letter must confirm that the Releasing Institution:
- No longer maintains the EQA designation, or
- Is aware of the student's intent to transfer and confirms that the student has been accepted, enrolled, and is not on academic suspension at the Releasing Institution.
Important: the letter should contain detailed information about the student, including enrollment status and any other relevant academic records.
Confirmation of Transfer
- The Accepting Institution must verify that the student has completed the DLI Student Transfer process online (Changing your school or program - Canada.ca), which confirms the student’s enrollment in the Accepting Institution.
Procedures
The following procedures outline the steps required for the transfer of international students between institutions. These procedures apply to both Incoming Transfer Students (those transferring to the Accepting Institution) and Outgoing Transfer Students (those transferring from the Accepting Institution). These steps must be followed to ensure compliance with regulatory requirements and the integrity of the transfer process.
1. Initial Application & Transfer Request
Incoming Students
- International students wishing to transfer to the Accepting Institution must first submit a formal application for admission to the program they wish to enroll in.
- The student must indicate their intention to transfer from another institution in their application.
Outgoing Students
- International students wishing to transfer out of the Releasing Institution must submit a formal request to the institution, providing details of their intended destination institution and the program they plan to transfer into.
2. Verification of Transfer Eligibility
Incoming Transfer Students
The Accepting Institution must verify that the student meets one of the following eligibilities for transfer:
- The student has completed at least one session (quarter/semester/term) of their initial academic program, or a minimum of 25% of a career college program at the Releasing Institution.
- If the student has not met this requirement, the Accepting Institution must ensure that one of the following exceptions apply:
- The Releasing Institution no longer maintains its EQA designation.
- Confirm with the Releasing Institution that they are aware of the student’s transfer request and has directly confirmed that the student is enrolled, attending, and not on academic suspension.
- Confirm the completion of the DLI Student Transfer Process
Outgoing Transfer Students
- The Releasing Institution must confirm the student’s eligibility to transfer by reviewing their current program completion (minimum of 25% of a career college program), review their academic standing and ensure there are no pending academic suspensions or disciplinary issues.
- The Releasing Institution must provide the student with necessary forms or documentation required by the Accepting Institution for a smooth transfer process.
3. Documentation Collection
Incoming Transfer Students
The Accepting Institution must ensure the following documentation has been obtained by the student and submitted to the institution:
- Official Letter from Releasing Institution. Must include:
- The Releasing Institution no longer holds the EQA designation, or
- The Releasing Institution is aware of the student’s transfer and confirms that the student has been accepted, enrolled, and is not on academic suspension.
2. Designated Learning Institution (DLI) Student Transfer Confirmation
Outgoing Transfer Students
The Releasing Institution must provide:
- A Transfer Verification Letter to the student that outlines the necessary steps for transferring and provides official confirmation that they are in good academic standing.
- Assistance with completing any required forms, including the DLI Student Transfer process if applicable.
4. Review of Documents
Incoming Transfer Students
Upon receiving all required documents, the Accepting Institution will:
- Review the Official letter from the Releasing Institution for accuracy and completeness
- Confirm the completion of the DLI Student Transfer Confirmation process online
- Verify that the student has met the necessary academic requirements for transfer
Outgoing Transfer Students
The Releasing Institution will:
- Ensure that all necessary transfer documentation has been provided to the student.
- Verify that the student’s transfer request has been properly processed and that they have met all necessary conditions for transferring.
5. Enrollment Decision
Incoming Transfer Students
- Once all required documentation has been verified and accepted, the Accepting Institution may proceed with enrolling the student into their chosen program
- The student will be informed of their official acceptance and enrollment status
Outgoing Transfer Students
- After confirming that the student is in good academic standing and all necessary forms have been completed, the Releasing Institution will approve the student’s transfer request
- The student will be provided with a formal transfer approval letter, which they will submit to their new institution.
6. Recording Keeping and Documentation
Incoming Transfer Students
The Accepting Institution must ensure that all documentation related to the incoming student’s transfer is kept in the student’s file. This includes:
- The Official Letter from the Releasing Institution
- Including any transcripts and information regarding the student’s previous academic experience
- Confirmation of completion of the DLI Student Transfer
- Any related transfer documentation or correspondence
Outgoing Transfer Students
- The Releasing Institution will maintain documents of the letters sent to the Accepting Institution
- Any DLI Student Transfer documentation
- Any related transfer documentation or correspondence
Note: The Releasing Institution will keep all previous student data for the required regulated time.
7. Final Enrollment / Transfer Completion
Incoming Transfer Students
The student will officially be enrolled in their program once all documentation has been reviewed and the transfer eligibility is confirmed. The Accepting Institution will provide the student with the necessary enrollment information, including course registration details.
Outgoing Transfer Students
Once the student’s transfer process is complete, the Releasing Institution will finalize the transfer and send the appropriate documentation to the Releasing Institution to confirm the student’s transfer out of the program. The student will be informed of their successful transfer and will receive guidance on their next steps at their new institution.
