International Students

Sponsored students

What does sponsored mean?

International sponsored students receive financial assistance from a government, organisation or company (not private individuals, relatives or benefactors) to undertake studies at La Trobe University. The sponsor will generally put arrangements in place to pay a student’s tuition fees on their behalf, and may also pay a living allowance directly to the student. La Trobe currently hosts over 550 international sponsored students from a range of sponsor organisations around the world.

Registering as a sponsored student

To be registered as a sponsored student at La Trobe University you (or your sponsor or agent) must provide a valid Financial Guarantee Letter from your sponsor when accepting your offer. Sponsors that are new to La Trobe will also be required to complete a Sponsor Registration Form.

Contact sponsoredprograms@latrobe.edu.au for further information about the sponsor registration process and Financial Guarantee Letter requirements.

Support available to sponsored students

Sponsored Programs staff at La Trobe International provide a range of administrative support to sponsored students and their sponsors. Our staff can:

answer student queries regarding their sponsorship arrangements
liaise with external sponsors and also other parts of the University on behalf of sponsored students
refer sponsored students to a wide range of on-campus support available to assist with settling into life at La Trobe and achieving academic success.

Accepting your offer and arriving at La Trobe University

Accepting your offer

Submit all documents following the steps in the offer acceptance booklet, complete the sponsorship section of the Offer Acceptance Form and submit to your Admissions Officer with a valid Financial Guarantee Letter.

Please note that your sponsor organisation must be registered with La Trobe University as an approved sponsor for us to accept your Financial Guarantee Letter and register you as a sponsored student. Email Sponsored Programs at sponsoredprograms@latrobe.edu.au to check your sponsor’s registration status. If they are not currently registered, ask your sponsor to complete and return a Sponsor Registration Form.

Financial guarantee letter requirements and registering as a sponsored student

When accepting your offer at La Trobe University, you or your sponsor or agent must provide a Financial Guarantee Letter to your Admissions Officer prior to or with your completed Offer Acceptance Form. The letter must be on your sponsor’s official letterhead, signed by an authorised person from your sponsoring organisation, and include the following details:

name of sponsor organisation
full name of student
name of study program/s the student is sponsored to undertake
advice regarding level of tuition fees covered by sponsorship (our preference is a reference to 'Full tuition fee coverage for the period of sponsorship', rather than reference to a fixed dollar sponsorship amount, however if the sponsorship is capped at an annual $ amount this must be expressed in $AUD)
duration of the sponsorship
La Trobe University stated as the Institution at which the sponsored study will be undertaken
OSHC requirements clearly stated (Single Cover/Family Cover, and whether the sponsor organisation or La Trobe is to organise)
invoicing contact details for your sponsor (name, position title, email, telephone, mailing address)
academic reporting contact details for your sponsor (name, position title, email, telephone, mailing address)
date, signature, and printed name of the authorising individual from the sponsor organisation.

Once you have commenced your studies at La Trobe University, you and/or your sponsor must also provide an updated Financial Guarantee Letter if your study program or sponsorship timeframe changes, or if the original Financial Guarantee Letter for your studies includes a conditional period beyond which your sponsorship must be re-approved. Please provide the updated letter urgently to Sponsored Programs when you receive it, or email to sponsoredprograms@latrobe.edu.au.

Overseas Student Health Cover (OSHC)

OSHC is a compulsory condition of all student visas holders in Australia and must be in place for you (and your family, if you are accompanied) for the duration of your student visa. Many sponsorships cover the cost of OSHC. If your sponsor has organised OSHC cover for you already, please ensure you provide evidence of this existing cover to your Admissions Officer when accepting your offer at La Trobe University.

If La Trobe University is organising OSHC on your behalf you will be required to use our preferred provider Overseas Student Health Cover by Allianz Global Assistance. Please ensure your sponsor’s level of OSHC cover (single or family) is stated clearly on your Financial guarantee letter. If your sponsorship only covers single OSHC, you will be required to pay the family component upfront to obtain a family visa. If your family will be joining you at a later date, you can upgrade your existing OSHC policy to Family or Multi-Family by visiting the Allianz Global Assistance team on campus in the La Trobe International Office on a Monday, Tuesday or Friday.

Upon your arrival and registration, La Trobe International will provide you with instructions on how to order your OSHC card. If your OSHC has expired prior to your course completion and you need to extend it, please follow the steps outlined in this document (PDF 15KB) and visit La Trobe International to complete and OSHC extension request.

Changing my degree course prior to finishing English Language and/or commencing at La Trobe

Sponsored students undertaking ELICOS or other preparatory programs may apply for a course change prior to commencement of your main study program at La Trobe University. You must do so prior to the start of the University semester using the La Trobe International Application form. However, you will not be able to accept your revised offer and commence the new study program until an updated Financial Guarantee Letter reflecting the new course details has been provided to your Admissions Officer.

Permission to Release Information Form

All commencing sponsored students are requested to complete a Permission to Release Information Form (PDF 76KB) on arrival. This allows us to liaise with your sponsor regarding your enrolment status and academic progress, which is a strict requirement of most sponsorships. Your sponsor will be advised if you do not complete this form, which may lead to cancellation of your sponsorship.

Registration, enrolment and orientation

On arrival please visit La Trobe International promptly to register, finalise any outstanding issues in relation to your offer, and obtain your enrolment pack. AusAID students should see the AusAID section below for specific details about their arrival and registration.

Statement of Account and tuition fee payments

You will be able to view your assessed fees for the academic year in your Statement of Account via your StudentOnLine account once you enrol. If you are registered as sponsored, the fee amount owing should be $0. If you have a fee amount owing or receive notification from the Fees Unit that your tuition fee payment is overdue, please contact Sponsored Programs at La Trobe International for advice.

Studying on sponsorship

Changes to your enrolment

Most sponsored students are supported by their sponsor to undertake a specific program of study within an agreed timeframe, so you must liaise with Sponsored Programs and your sponsor before initiating any changes to your enrolment. You will need to obtain your sponsor’s written approval if you require a later start, leave of absence, under-load, extension, course transfer, or any other change to your enrolment. To request a course transfer from your sponsor, follow these steps (PDF 18 KB). Steps you must take to extend your sponsorship end date and or COE are outlined here (PDF 18KB).

Higher Degree Research Student Administration

Some sponsors limit their sponsorship for PhD study to three years, whilst other sponsors will allow PhD students to apply for an extension of sponsorship if they require more than 3 years of candidature to complete. Please ensure you are aware of any limitations regarding your sponsorship, and notify your PhD supervisors of these limitations upon your commencement so they can incorporate your sponsorship timeline into your study plan. Please also ensure you seek approval from your sponsor for any changes to your candidature, including sick leave or suspensions of candidature, and notify Sponsored Programs in La Trobe International of these changes immediately.

Academic monitoring and results reporting

Coursework students: Most sponsors require a summary of results at the end of each semester, and Sponsored Programs compile this report and send it to your sponsor after the official results release date each semester.

Higher Degree Research students: Most sponsors require a twice annual progress report for Higher Degree students. Please ensure you complete the University’s progress report twice annually with your supervisor, as per your Faculty or Department’s usual process, and notify Sponsored Programs if your sponsor has their own reporting template they require you to complete. La Trobe will endorse and send it to them at scheduled intervals.

My student account has been sanctioned

Your StudentOnLine account may become locked if your sponsor hasn’t paid your tuition fees in a timely way. Different sanctions may be applied to your student account depending on how overdue the payment is, and may include limiting library access, student email access, requests for official documentation and access to graduation OR termination of your enrolment and subsequent breach of student visa conditions. Please contact your sponsor to prompt them to pay urgently if your account is encumbered, or contact Sponsored Programs in La Trobe International for further clarification.

Academic progress and personal issues

La Trobe offers a wide range of support to international students, assisting with personal issues or academic progress problems. Please refer to the Where to get help flyer for some useful contacts for on-campus services.

For academic progress issues you should first contact your Faculty for information about available academic support, or check your Faculty’s Academic Language and Learning Unit for information about any additional support specific to your study program.

If you have an academic or personal issue you are struggling with, La Trobe’s International Student Services (ISS) team may be able to assist. You can request a confidential meeting with an ISS Coordinator by visiting or calling La Trobe International on 9479 1199, or by emailing studentsupport@latrobe.edu.au. The Counselling Service is a further important resource for students feeling stressed or anxious, offering free and confidential appointments plus a range of small group sessions on topics of shared interest in ongoing small and confidential groups. See the Counselling Service website for further information and contact details for your campus.

Seeking sponsor support for additional study entitlements

Some sponsors provide additional sponsorship entitlements, such as a tutoring allowance, to assist students who need extra help with their studies. Sponsored students should check with their sponsors directly to find out about any available entitlements and the process for accessing these, and should contact their Course Coordinator before engaging a private tutor to seek Faculty endorsement for this. AusAID students should contact their Student Contact Officers for further information about additional study support.

Letters for sponsors

You can request from the Student Hub letters required by your sponsor confirming your enrolment status and/or timeline through to completion. AusAID students should contact their Student Contact Officers for assistance with letters.

Sponsor visits to La Trobe campuses

Some sponsors will undertake annual or biannual ‘monitoring visits’ to La Trobe University, to meet with students directly and discuss study progress and any other relevant issues. Sponsored Programs can assist sponsors with booking a meeting room for their visits, arranging student meeting times, and accessing car parking space as required. Sponsors should contact Sponsored Programs to discuss arrangements at least two weeks prior to their planned visit.

Completing your sponsored studies at La Trobe University

Finishing your course early (including Advanced Standing/Credit for Previous Study)

Sponsored students are asked to notify Sponsored Programs if you have applied for and been granted Advanced Standing that will bring your completion time forward. Please also notify Sponsored Programs if you have overloaded or undertaken additional summer or winter semester units which have brought forward your completion timeline so your sponsor can be notified accordingly.

Can I remain in Australia if I finish my course prior to my CoE (Confirmation of Enrolment) expiry date?

If you finish your course a semester/term earlier than your CoE expiry date, La Trobe will report your completion to the Department of Immigration and Citizenship (DIAC) through our usual reporting processes and your student visa will expire shortly thereafter.

Please refer to the DIAC website for further details regarding visa expiry conditions or contact DIAC’s general inquiries line on 131881 for advice. If you wish to remain onshore to undertake a further program of study following completion of your degree at La Trobe you should apply for the new course promptly on completion of your current course, and apply to your sponsor for a Financial Guarantee Letter for your next program of study. You can find details about La Trobe courses here and details on lodging an application here.

Extension requests

It is a condition of your student visa that you complete your studies within your specified CoE period. Coursework students who have had academic progress issues, or have experienced compassionate and compelling personal circumstances that have slowed their progress, should complete an Personal Study Plan with their Faculty detailing steps being taken to get back on track and the revised timeline through to completion of studies.

Higher Degree Research students who have had academic progress issues, or experienced compassionate and compelling personal circumstances that have slowed their progress, should liaise with their supervisor and complete an Application to Extend Candidature form noting the extension period required for thesis submission.

To request an extension of sponsorship once the Personal Study Plan/Application to Extend Candidature Form has been completed and signed off by your Faculty, sponsored students should:

provide a copy of the Personal Study Plan/Application to extend candidature form to Sponsored Programs
contact your sponsor directly requesting a sponsorship extension and revised Financial Guarantee Letter that covers you through to your new course end date
provide the updated Financial Guarantee Letter to sponsored programs when you receive this from your sponsor.

Many sponsored students requiring a sponsorship extension will also need to extend their student visa. The form for requesting a new CoE is available here (PDF 219KB). Please note: you must have a new Financial Guarantee Letter and OSHC in place for the new visa period for La Trobe International to provide you with a new CoE. A chart outlining the steps for sponsored students to follow in requesting a new CoE is available here [link to Flowchart].

OSHC extensions

Sponsored students whose OSHC cover has been arranged by La Trobe University on behalf of their sponsor can extend their OSHC using this form (PDF 15KB). A number of documents are required for this purpose, including a Financial Guarantee Letter that indicates the sponsor will cover OSHC costs for the extended period. Students should submit the completed OSHC extension request form with all required attachments to La Trobe International marked to the attention of the Senior Business Services Officer.

Completion letter and academic transcripts

On completion of your course and if you have no debt owing to the University, the Student Hub will mail out one free transcript to your postal address. If you require additional transcripts or an official Completion letter you can request these via the Student Hub. Process and fees for requesting these documents are outlined here.

Graduation

Completing students are eligible to graduate if they have met all credit requirements of their course, have a course status of ‘passed’, and owe no money to the University. If the sponsor has not paid your tuition fees or OSHC costs (where relevant), you will not be able to graduate. If non-payment of fees is impacting on your eligibility for graduation you should contact your sponsor directly to prompt urgent payment. Details regarding ceremony dates, applying to graduate (including in absentia) and other frequently asked questions regarding La Trobe University graduations can be found here.

Australian permanent residency

Most sponsors do not allow you to change your residence status while you are on a sponsorship, therefore sponsored students are usually required to return to their home country promptly upon completion of their studies. Please check the terms and conditions of your sponsorship carefully, or contact your sponsor for further clarification.