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Enrolment Policy

This is the current version of this document. To view historic versions of this document click the link in the main navigation (grey) bar above or contact policies@uws.edu.au for versions that expired pre 1 June 06.

Section 1 - Purpose and Context

(1) This policy specifies the way in which the University of Western Sydney (UWS) will administer students' enrolments in all coursework programs of the University, including UWSCollege awards, so that UWS meets its legislative requirements as specified by the Commonwealth Government. Higher degree research students should refer to the relevant Higher Degree Research policies in relation to their enrolment.

(2) This policy should be read in conjunction with the Student Fees Policy, as payment of fees directly impacts on student enrolment.

Section 2 - Definitions

(3) For the purpose of this policy:

  1. Commonwealth assisted student - means a domestic student who receives the discount rate for paying their student contribution amount, or opts to defer part or all of their tuition fees (if in a full-fee paying course) or student contribution amount (if in a course that is Commonwealth supported). The government pays the amount outstanding as at the approved census date and the student then repays the amount through the taxation system.
  2. Commonwealth supported student - means a domestic student who is enrolled in a course deemed by the University to be Commonwealth supported, i.e. the Government is subsidising the cost of the tuition fees for the student in that course.
  3. Domestic student - means a student who is an Australian Citizen, New Zealand Citizen, holder of an Australian Permanent Resident Visa, or holder of a Humanitarian Visa (Refugee).
  4. Equivalent Full Time Study Load (EFTSL) - how study load for students is measured. One EFTSL is the study load, for a year, of a student undertaking a course on a full-time basis.
  5. Grandparenting - refers to a legal mechanism used by the Commonwealth Government to ensure that the funding and fee charging conditions that students had at the commencement of their program are maintained during the period of their enrolment.
  6. Higher degree research student - means a student enrolled in a:
    1. Masters (Honours) Degree;
    2. Professional Doctorate;
    3. Doctor of Letters or Doctor of Science; or
    4. Doctor of Philosophy (PhD).
  7. Inherent requirements - refers to the fundamental parts of a course or unit that must be met by all students. They are the abilities, knowledge and skills needed to complete a course. Students with a disability or chronic health condition can have adjustments made to enable them to meet these requirements. There may also be other considerations, such as cultural or religious considerations, that may impact the capacity of students to meet an inherent requirement and may require adjustments. However, any adjustments must not fundamentally change the nature of the inherent requirement.
  8. International student - means a student who is not:
    1. an Australian citizen;
    2. a New Zealand citizen;
    3. the holder of an Australian Permanent Resident Visa; or
    4. the holder of a Humanitarian Visa (Refugee).
  9. Late enrolment - means the completion of any of the enrolment requirements specified in Section 4, Part B after the closing date specified by the Academic Registrar's Office (ARO).
  10. MyStudentRecords (MySR) - means the online student system that allows students to self-manage their enrolment at the University.
  11. Non-award student - means a student who is enrolled in a unit or units in one of the following:
    1. Unitrack; non-award undergraduate; non-award postgraduate; post census miscellaneous; or
    2. Cross institutional - studying one or more units as part of their award course at a higher education provider other than their home provider.
  12. Postgraduate coursework student - means a student enrolled in a:
    1. Graduate Certificate;
    2. Graduate Diploma;
    3. Postgraduate Certificate;
    4. Postgraduate Diploma; or
    5. Masters (Coursework) Degree.
  13. Student contribution amount - means the amount a student is charged if they are an eligible Commonwealth supported student.
  14. Student services and amenities fee (SSAF) - refers to a compulsory fee charged to all students of the University. The fee is to support student services and amenities related to sporting and recreational activities, employment and career advice, health and welfare, study skills programs, orientation, child care, financial advice, overseas student services and food services.
  15. Undergraduate student - means a student enrolled in a:
    1. Diploma;
    2. Associate Degree;
    3. Bachelor Degree; or
    4. Bachelor (Honours) Degree.
  16. Specialisation - means the units that a student can select to make up part of their formal course structure. The most common specialisations are Key Programs, Majors and Sub-majors.

Section 3 - Policy Statement

(4) The University recognises the need for timely and accurate information on individual students and their programs of study. Such information allows the University to plan its resources to best meet the needs of students, and ensures that legislative requirements are met.

(5) In order to participate in classes and other educational activities of the University, and to receive a final grade for the work done, a student must be formally enrolled.

(6) Students are personally responsible for:

  1. ensuring that they are correctly enrolled each session. Students can review their enrolment details on the University website or obtain this information via Student Central;
  2. checking all enrolment details and advising the University in writing of any errors or omissions. Failure to advise the University about any incorrect enrolment details by the approved census date/s can result in both academic and financial penalties; and
  3. ensuring their enrolment meets course requirements and is consistent with approved course structures.

Approved Census Dates

(7) Each unit has an approved census date which is published on the University's Student Administration web pages.

(8) Students must ensure that their enrolment is finalised by the approved census date for the teaching session as this forms the basis for determining final tuition fees/student contribution liability.

Section 4 - Procedures

Part A - Communication and Enrolment

(9) Students are responsible for ensuring that:

  1. their enrolment is correct;
  2. their personal and contact details are current;
  3. they regularly check their UWS student email account; and
  4. they carry their UWS Student ID when on campus.

(10) For further details of the obligations and responsibilities of students, refer to the Student Code of Conduct.

(11) A student should notify the University of any change to their enrolment using an approved method of communication. Approved methods of communication with the University include:

  1. electronic submission of changes via MyStudentRecords (MySR);
  2. email to Student Central using the UWS student email account;
  3. letter addressed to Student Central on campus;
  4. electronic submission via online forms or student email account will be accepted as a form of the student's signature. All hard copy forms must be signed by the student; or
  5. lodgement of written advice in person to Student Central. Verbal advice will not be accepted or acted upon.

(12) Students can change their personal and contact details by electronic submission using MySR. However, where a student changes their name they must submit written notification, accompanied by documentary evidence (e.g. certified copies of birth certificate, marriage certificate, deed poll), to Student Central.

(13) Students are issued a UWS student email account upon enrolment. The University will use the UWS student email account as the primary method of official communication with students. The University will only respond to emails sent from UWS student email accounts. Students who cannot access their UWS student email account must submit signed written requests to Student Central.

Part B - General Requirements for Enrolment

Commencing Students

(14) Commencing students are enrolled on completion of all of the following:

  1. application for admission;
  2. acceptance of the offer of admission and fulfilment of any conditions attached to the offer;
  3. selection of units of study according to the rules of the course to which an offer of admission has been made (International students are normally required to enrol in a full-time unit load of study (40 credit points) each teaching session);
  4. selection of key program, major or sub-major if a requirement of the course;
  5. submission of a declaration to be bound by the By-law, rules and policies of the University;
  6. completion of any compulsory data collection and special requirement information as required by government departments or agencies;
  7. submission of a Commonwealth Assistance Form (CAF) if they are Commonwealth supported student or a domestic fee paying student wishing to access FEE-HELP assistance;
  8. provision of documentation for proof of Australian citizenship if Commonwealth assisted or Commonwealth supported;
  9. provision of documentation for proof of identity;
  10. payment of compulsory fees where applicable;
  11. payment of Overseas Student Health Cover for the duration of the student's visa, in accordance with the Commonwealth Government regulations if an international student; and
  12. completion of any other required procedures.

(15) If a student with a disability or chronic health condition has concerns about meeting the inherent requirements of a course, they should discuss their enrolment plans with a Disability Advisor and the Director, Academic Program or nominee before enrolling in the course.

Continuing Students

(16) To ensure valid enrolment, continuing students are required to:

  1. re-enrol for each academic year;
  2. select units in each session of the academic year;
  3. select units that comply with the structure and rules of their course;
  4. pay all compulsory fees and charges by the prescribed date. Failure to pay fees and charges by the prescribed date will lead to termination of enrolment; and
  5. complete any other required procedures or special requirements.

(17) Continuing students not intending to study in a teaching session must apply for Leave of Absence (refer to Part F) unless they have completed their course.

(18) Continuing students who are suspended, excluded or precluded from the University will not be permitted to re-enrol (refer to the Progression and Unsatisfactory Academic Progress Policy).

(19) Continuing students will be permitted to re-enrol for the following session prior to receiving results. If a student subsequently does not meet the prescribed pre- and co-requisites, the University will deem the student's enrolment to be invalid. If the pre- and co-requisites are not met by the student by census date the University will withdraw the student from the affected unit/s before the approved census date.

(20) Continuing students are required to ensure that they have a valid unit enrolment by the census date for the teaching session. Students who do not have a valid unit enrolment by the census date will be regarded as having abandoned their course of study and will need to apply for re-admission in order to resume studies (refer to Admissions Policy for information on re-admission).

(21) Continuing students will be considered to be enrolled from the time the above procedures are completed until the student either:

  1. completes the course of study;
  2. resigns (withdraws) from the course of study;
  3. takes an approved leave of absence;
  4. is excluded or suspended from study;
  5. has enrolment terminated due to non-payment of compulsory fees; or
  6. fails to re-enrol in the course by the date notified to them by the ARO, in which case the student will be regarded as having abandoned the course of study.

Late Enrolment

(22) Commonwealth assisted and Commonwealth supported students are bound by the requirements of the Higher Education Support Act (HESA) and will incur substantial financial penalties if the requirements of the Act are not met by the prescribed dates. Refer to the Student Fees Policy for more information.

(23) Student enrolment records can only be amended after the census date in extenuating circumstances. Applications will be assessed and, if the incorrect enrolment is due to an administrative error by the University, the student's record will be amended and no financial penalty will apply.

(24) Undergraduate and postgraduate students who wish to enrol after the approved census date may be able to enrol on a non-award (full-fee paying) basis at the discretion of the Manager, Enrolments.

(25) Applications for adjustment of enrolment in the circumstances outlined above must be submitted to the Enrolments Unit no later than 14 calendar days following issue of the Commonwealth Assistance Notice (CAN) to Commonwealth assisted and Commonwealth supported students and no later than 28 calendar days for all other students.

Re-enrolment after Resignation from a Course

(26) Students cannot re-enrol after resigning from a course. They need to re-apply for admission (refer to Admissions Policy for information on re-admission).

Reinstatement of Enrolment following Termination for Non-payment of Fees

(27) A student whose enrolment is terminated for non-payment of compulsory fees may apply for reinstatement of their enrolment, which is at the discretion of the Manager, Enrolments. Commonwealth supported students will be required to enrol on a fee-paying non-award basis in the current teaching period provided all outstanding fees and charges are paid in full by a specified due date as set by the ARO. Non-Commonwealth supported students will be reinstated under the same conditions but will be reinstated into their award course.

(28) International students whose enrolment has been cancelled will be reported to the Commonwealth Government. They may apply for reinstatement of their enrolment in the current teaching period, provided they fulfil the requirements stated in Clause 27 by a specified due date set by the University.

Maximum Credit Points in a Teaching Period

(29) The University regards enrolment in 40 credit points at any given point in time as a normal full-time load. Students who enrol in more than this incur the risk of poor performance and failure.

(30) Unless otherwise required by their standard course structure, students will be restricted to enrolling in a maximum of 40 credit points at any given point in time during all teaching sessions, with the exception of summer sessions. For Summer sessions, students will be restricted to a maximum of 20 credit points, unless approval to enrol in additional units is obtained from the Academic Course Advisor.

(31) Students may submit a request to their relevant Academic Course Advisor or Director, Academic Program to exceed the maximum credit points. Approval is not automatic. In assessing requests, the Academic Course Advisor or Director, Academic Program will consider teaching patterns of units delivered outside the standard teaching session for that course.

Enrolment in More than One Course

(32) Students may enrol in more than one UWS course provided:

  1. minimum progression rates are met in all courses as specified by the Progression and Unsatisfactory Academic Progress Policy;
  2. maximum credit points per teaching session, for all courses combined, does not exceed 40 credit points (unless academic approval is obtained from all relevant Directors of Academic Program); and
  3. if a student is on conditional enrolment, the total number of enrolled credit points for all courses must be consistent with the requirements of the Progression and Unsatisfactory Academic Progress Policy.

(33) Students may enrol concurrently in a course or in non-award units at another higher education provider. Credit for units studied concurrently at other higher education providers is not automatic.

International Students Minimum Study Load Requirements

(34) In order to meet the Education Services for Overseas Students (ESOS) National Code requirements, the University monitors the workload of student visa holders to ensure they complete their study programs within the duration specified in their Confirmation of Enrolment (CoE) and do not exceed the allowable portion of online or distance learning.

(35) As part of this monitoring, international students who are undertaking less than 100% of load in any half-year of their study must obtain permission from the relevant Academic Course Advisor or Academic Course Advisor (for academic reasons) or Student Welfare Officer (for compassionate reasons) to study a reduced load. The University may not be able to issue a new CoE if students have failed to obtain this approval.

(36) The University will issue a new CoE to international students studying on-shore if it becomes clear that a study program will not be completed within the current CoE period. A new CoE can be issued only for the following reasons:

  1. as the result of the implementation of an intervention strategy;
  2. compassionate reasons;
  3. compelling circumstances;
  4. leave of absence; or
  5. deferment of study.

(37) International students who are student visa holders and who fail to obtain a new CoE cannot remain enrolled with the University.

Variation of Enrolled Program of Study

(38) Students must ensure that they update their records with the Academic Registrar's Office if they make a change to the units in their program of study.

(39) Variation of units or classes in an enrolled program of study is not a means of transferring between courses or campuses. For information about transferring to a different course, refer to the Course Transfer Policy.

(40) To request a change in the campus at which they are studying (but remain in the same course), students must obtain permission from the relevant Director, Academic Program. Such permission is not automatic (refer to Clause 63).

Addition or Substitution of Units

(41) Students may add units to their program of study, or substitute units within a program of study, until midnight on the final working day of the second week of a teaching session through MySR - with the exception of Summer Sessions. For Summer Sessions, students may add or substitute units until midnight on the final working day of the first week of the teaching session.

(42) To ensure students are not disadvantaged in their studies by commencing units late, applications to add or substitute units received after the above day and before the approved census date will only be considered where there are clearly demonstrated extenuating circumstances. Such applications must be approved by the Director, Academic Program or nominee.

(43) Students seeking late entry to a unit may be required to provide documentary evidence supporting their claim of extenuating circumstances.

(44) Applications for late entry to a unit will not be accepted after the approved census date for the teaching session, as the student will have missed too much of the unit content to pass.

Withdrawing from Units before the Approved Census Date

(45) Students may withdraw from a unit without academic penalty until midnight on the approved census date.

(46) Commonwealth supported students will not incur a student contribution liability for the unit/s they have withdrawn from before midnight on the approved census date.

(47) Full-fee paying students will not incur a tuition fee or FEE-HELP liability for the unit/s they have withdrawn from before midnight on the approved census date.

(48) Following withdrawal of units before midnight on the approved census date, the SSAF will be recalculated and any overpayment will be refunded.

(49) International students should refer to the International Student Fees and Refunds Agreement for information on what refunds they may be entitled to.

Withdrawing from Units after the Approved Census Date

(50) Students formally withdrawing from units after the approved census date will automatically incur an academic penalty ("E" grade - Fail Discontinued).

(51) Commonwealth supported students will incur a student contribution liability unless they are able to prove they have endured extenuating circumstances, as outlined in Commonwealth Government guidelines. Refer to Section 5 for what constitutes extenuating circumstances.

(52) Full-fee paying students will not be eligible for a refund of tuition fees unless they are able to prove they have endured extenuating circumstances as outlined in Commonwealth Government guidelines. Refer to Section 5 for what constitutes extenuating circumstances.

(53) A student who has lodged a Commonwealth Assistance FEE-HELP form will incur a FEE-HELP liability for the amount of unpaid tuition fees unless they can prove they have endured extenuating circumstances. All students will be liable for the SSAF that they have incurred.

Withdrawal without Academic Penalty

(54) Students who withdraw due to extenuating circumstances may apply in writing to the Enrolments Unit for consideration of withdrawal without academic penalty ("W" grade - Withdrawn without Academic Penalty). Applications must be made within 12 months of the end of the teaching session in which they were enrolled in the unit/s. Refer to Section 5 for what constitutes extenuating circumstances.

(55) Withdrawal without academic penalty applications received after the 12 month deadline outlined in Clause 54 will only be accepted if they meet at least one of the following criteria.

  1. that the University failed to inform the student at the time they withdrew from the unit of the opportunity to apply for a W grade;
  2. if it can be proven that the University made an administrative error in relation to the student's request for withdrawal; or
  3. if the student can demonstrate that they had intended to submit their application within the required timeframe but circumstances out of their control prevented them from doing so (e.g. they were in hospital when the deadline for submission of the application passed). Such claims must be supported by independent verifying documentation. A letter from the student is not sufficient.

(56) Students who are granted "W" grades for unit/s due to extenuating circumstances will automatically receive a full refund for those units where tuition fees or upfront student contributions were made, except where students have indicated that they do not request a remission of debt as part of their application. Any deferred HECS-HELP or FEE-HELP liability will automatically be regarded as a remitted debt and will be communicated by the University to the Australian Taxation Office (ATO). Students will receive written confirmation of the remission of their debt by the University.

Part C - Specialisation and Unit Enrolment Requirements

Specialisations

(57) Students are responsible for registering into any specialisation that they are required to complete, or wish to complete, as part of their course within the time period specified in the course structure. If no time period is specified, students should select their specialisation (normally a key program, major, or sub-major) no later than the second last session of their course if they wish this specialisation to appear on official University documents such as transcripts.

Pre- and Co-requisite Units

(58) Students are responsible for ensuring that any specified pre- or co-requisites have been met. These are listed on the University website for reference. The University has the right to cancel a student's enrolment in a unit if any pre- or co-requisites have not been met.

(59) If a student believes that they have met the requirements for a pre- or co-requisite, they may apply for the pre- or co-requisite rule to be waived. A rule waiver can only be authorised by the Director, Academic Program or Academic Course Advisor, with due reference to any professional accreditation requirements, if relevant.

Units with Special Requirements

(60) Where units with special requirements exist, students must satisfy these in order to become enrolled in the unit. Special requirement rules will not be waived.

Restrictions on Unit Enrolment

(61) The University may, on the advice of the relevant Dean, impose or modify enrolment quotas on particular units, classes and/or campuses when there are resource constraints.

(62) Where there is an enrolment quota, students for whom the unit is a core unit of study (i.e. a compulsory unit) in their course will receive preference over students for whom the unit is an elective.

(63) Students wanting to enrol in units on other than their home campus will require approval from the Academic Course Advisor or Director, Academic Program. Approval is not automatic, except if the unit is a core unit for the course and is only offered on a single campus during the year, or if it is a core unit and the student is in their final session. For Summer session, students can enrol in units on any campus without requiring approval.

(64) Students who have not received approval as specified above may be involuntarily withdrawn from the unit without notice.

(65) Some places may be reserved for international students who are enrolling late due to exceptional circumstances.

(66) Some selected units are only available for students studying in particular courses. In such cases the unit will be identified on the University website.

(67) For most units, no restrictions will be placed on unit enrolment until an enrolment quota is reached.

(68) Students in undergraduate courses may not normally enrol in postgraduate units. If an exception is to be made, approval of both the Unit Coordinator and the relevant Academic Course Advisor or Director, Academic Program is required prior to enrolment.

(69) Students in postgraduate courses may not normally enrol in undergraduate units. If an exception is to be made, approval of both the Unit Coordinator and the relevant Academic Course Advisor or Director, Academic Program is required prior to enrolment.

Enrolment in Units outside the Approved Course Structure

(70) Students must seek approval from the relevant Academic Course Advisor or Director, Academic Program for variations to a program of study which are outside the normal course structure. The Academic Course Advisor or Director, Academic Program will consider the equivalence of units studied elsewhere, the appropriateness of substitute units and professional accreditation requirements and record variations approved in the student's TRIM file. For more information, refer to the Academic Advising Policy.

Repeat Enrolment in Unit/s already Passed

(71) With the permission of the relevant Academic Course Advisor or Director, Academic Program, a student may repeat any unit for which a passing grade has been awarded.

(72) If a student elects to repeat a unit, they will be liable for the full tuition fees for the unit.

(73) The original passing grade will remain on the student's academic record and a second entry will record the new grade obtained and the notation "completed".

(74) Both units and grades will be included in the calculation of the Grade Point Average (GPA). However, no additional credit points will be generated toward the award if a unit that has been passed previously is repeated. Refer to the Graduation Policy for more information about the GPA.

Part D - Unitrack Enrolment and Non-award Enrolment

(75) In accordance with the Advanced Standing Policy, units studied on a non-award basis, which may form part of an award course at the University, will not lead to an award unless the student is subsequently admitted to an award course and an application for the unit(s) to count towards advanced standing is approved.

Unitrack Enrolment

(76) Unitrack enrolment is only available for undergraduate units. It is intended that Unitrack students are enrolled in this program to generate an entry rank to assist them gain admission to an award course. The following restrictions apply to Unitrack enrolments:

  1. students enrolling in Unitrack will only be enrolled in those unit/s for which they have received an offer of admission;
  2. Unitrack students may not enrol in more than 20 credit points per teaching session;
  3. students enrolling in Unitrack will not have their enrolment confirmed until all tuition fees have been paid in full;
  4. Unitrack students are not permitted to vary their enrolled units or substitute any unit/s for others if they have not received an offer of admission to those units;
  5. international students are not permitted to enrol as Unitrack students; and
  6. non-award Unitrack enrolment is only offered on a full-fee paying basis.

Non-award Enrolment

(77) Non-award enrolment is available for undergraduate and postgraduate units. It is intended that non-award students enrolling in undergraduate or postgraduate units are studying single unit/s for reasons other than gaining an entry rank for admission purposes. The following restrictions apply to non-award enrolment:

  1. students enrolling in non-award unit/s will only be enrolled in those unit/s for which they have received an offer of admission;
  2. domestic students enrolling in non-award unit/s may not exceed 20 credit points per teaching session;
  3. international students are permitted to enrol in non-award units if they are concurrently enrolled in an award course with the University or are undertaking at least three units of study in a half year;
  4. students enrolling in non-award unit/s will not have their enrolment confirmed until all tuition fees have been paid in full;
  5. non-award students are not permitted to vary their enrolled units or substitute any unit/s for others if they have not received an offer of admission to those units; and
  6. non-award enrolment is offered only on a full-fee paying basis.

Miscellaneous Post Census Enrolment

(78) To enrol on a non-award miscellaneous basis, students must receive approval after the census date which follows their cancellation of enrolment or non-enrolment in unit/s in an award course. The following restrictions apply to non-award miscellaneous enrolments:

  1. non-award miscellaneous enrolment is at the discretion of the Manager, Enrolments each teaching session;
  2. eligibility for non-award miscellaneous enrolment is limited to domestic students whose enrolment has been cancelled after the approved census date and who have been approved by the Manager, Enrolments to enrol post census;
  3. students will not be permitted to enrol retrospectively in units after the advertised closing date for the session which has been approved by the Manager, Enrolments; and
  4. non-award miscellaneous enrolment is only offered on a full-fee paying basis.

Part E - Cross-institutional Enrolment and International Exchange

UWS Students

(79) Students who plan to study units at another Australian Commonwealth-funded higher education provider as part of a UWS award (i.e. wish to include the credit for the concurrently enrolled studies as part of their degree), are required to:

  1. obtain approval from the relevant Director, Academic Program or nominee to count the unit for credit towards the UWS award course prior to applying to the host (other) higher education provider (maximum credit point enrolment limits per session apply as set out in Clause 29). The Advanced Standing Policy defines the maximum amount of advanced standing permitted;
  2. obtain approval from the host higher education provider for admission as a cross-institutional student and comply with all policies and requirements of the host higher education provider in relation to admission, enrolment (including payment of fees), conduct and assessment;
  3. upon completing the unit, provide the University with proof of completion of the unit studied supplied by the other higher education provider to support an application for advanced standing to their UWS award course.

(80) Students on cross-institutional study will be considered as students of the host institution for those units for the purposes of access to facilities such as the Library. If they will not be studying any units at UWS, they will be recorded as being on intermission from their course until the end of the session in which they are a cross-institutional student.

Cross-institutional Enrolment at UWS

(81) Students enrolled in award courses at other Australian Commonwealth-funded higher education providers may apply to complete unit/s at UWS for credit towards their award course at their home higher education provider.

(82) Students who are Commonwealth supported at their home institution will be able to study with Commonwealth support if the course is at the same level. The student contribution rate bands charged will be the same as at the home institution, subject to confirmation from that institution.

(83) Students are required to fulfil all enrolment requirements for commencing students (refer to Section 4, Part B for further details), and pay all compulsory fees as a condition of enrolment. These fees will be based on their enrolled load.

UWS Students on Approved International Exchange Programs

(84) Students on approved international exchange programs must ensure that their UWS enrolment during the time of their absence is specified in their student exchange agreement.

(85) Students on approved international exchange programs must meet all enrolment requirements at UWS (including payment of fees), and all requirements of HESA for the equivalent teaching sessions of the approved exchange.

Part F - Deferral, Leave of Absence and Resignation

(86) The University recognises that students may, for a variety of reasons, need to postpone or interrupt their studies from time to time by deferring their admission or taking a leave of absence from their course of study.

(87) Deferred admission relates to the first session of study in a course. Students may defer their admission up until the census date of the first session of study (refer to Admissions Policy).

(88) After the first session of study, continuing students intending to take a break from study should apply for leave of absence.

(89) Withdrawing from all units or failing to enrol in units for the currrent teaching session does not constitute leave of absence. Students who do not enrol in units for the current teaching session of their course, and who have not applied for leave of absence, may lose their place at the University.

(90) The University permits students to take a maximum of twelve months leave of absence during a course. The University will reserve a place in the currently enrolled course (or a course deemed by the University to be equivalent) for students whose applications for leave of absence are approved, subject to the availability of such a course.

(91) Students are eligible to take leave of absence from courses in the process of being taught out. However, the student will only return to the same course if they are able to complete the course prior to the expiry date of the teaching out of that course. Similarly, a student may take leave from a course that will be deleted prior to their return. Where the student cannot complete the course upon their return or the course has been deleted, the student will be required to transfer to a course deemed equivalent by the University, subject to the availability of the course or an equivalent at the time of re-enrolment.

Eligibility for Leave of Absence

(92) Leave of absence applications must be submitted prior to the census date of the teaching session in which leave is required. Leave of absence cannot be granted after the census date where the student has enrolled units. In exceptional circumstances students with enrolled units after the census date may be eligible to withdraw without academic penalty (refer to Part B of this policy) and subsequently apply for leave of absence.

(93) Students who have transferred courses under the Course Transfer Policy are entitled to take leave from the first session of the course into which they have transferred.

(94) Students who have been placed on conditional enrolment may take leave of absence. As conditional enrolment applies to sessions of study, when the student returns they will continue under the conditional enrolment status.

(95) Students subject to suspension or exclusion from the University are not eligible for an approved leave of absence.

(96) Student visa holders should be aware that leave of absence from a course may impact on their visa. In general, they are expected to depart Australia for the duration of the leave, unless permitted by the Commonwealth Government to remain on-shore.

Maximum Period for Leave of Absence

(97) The maximum period of leave that may be granted is normally 12 months. An extension of a further session of leave may be granted under exceptional circumstances on the recommendation of the Director, Academic Program.

(98) Students who initially apply for a shorter period of leave may apply for an extension of leave up to the maximum period as specified above.

Impact on Progression Due to Leave of Absence

(99) Periods of leave of absence are not included when calculating a student's progression in a course.

Final Date for Submission of Applications for Leave of Absence

(100) In order to avoid academic and financial penalties, applications for leave of absence must be submitted by midnight on the approved census date for the first teaching session for which leave is sought.

(101) Students will receive written confirmation of the approval of the leave of absence.

(102) No academic penalty will apply for applications received by the approved census date for the teaching session in which leave is being sought and subsequent session if applicable. Commonwealth supported students will not incur a liability. Full-fee paying students will not incur a financial penalty for withdrawal after the commencement of the teaching session and prior to the approved census date.

Late Submission of Applications for Leave of Absence

(103) Applications for Leave of Absence submitted after the approved census date will be considered as applications to withdraw from units after the approved census date. Full academic and financial penalties apply for the units studied. Students will also be liable for the SSAF they have incurred. Retrospective leave of absence will not be granted for student visa holders.

Resignation

(104) The University recognises that, for a variety of reasons, some students will wish to resign from a course of study prior to its completion.

(105) Students who are considering resignation are strongly advised to discuss their situation with the Director, Academic Program, Academic Course Advisor (ACA) or Student Counsellor to consider other alternatives or obtain advice on withdrawal procedures.

(106) Applications to resign from a course must be lodged using the appropriate method as outlined in Clause 11.

Final Date for Submission of Applications for Resignation

(107) Applications to resign from a course must be submitted by midnight on the approved census date for the teaching session from which the student is seeking to withdraw.

(108) Students will receive written confirmation of their withdrawal from the course.

(109) No academic penalty will apply for applications received by the census date. Commonwealth supported students will not incur a liability. Full-fee paying students will not incur a financial penalty for withdrawal after the commencement of the teaching session and prior to the approved census date. The SSAF will be refunded. International on-shore students should refer to the Student Fees Policy to determine the financial liability incurred for resignation from a course.

Late Submission of Applications for Resignation

(110) Applications received after the approved census date will be processed as applications to withdraw from units after the approved census date (refer to "Withdrawing from Units after the Approved Census Date" in Section 4, Part B) in that teaching session.

(111) Students will incur an academic penalty ("E" grade - Fail - Discontinued) for all units in the current teaching session if their application is received after the census date. Commonwealth supported students will incur a student contribution liability. Full-fee paying students will incur a tuition fee liability for withdrawal after the approved census date for the teaching session. Students will incur the SSAF for that teaching session.

(112) Students who submit late applications to resign from a course due to extenuating circumstances will need to apply for "W" Grades. Consideration of such requests will be at the discretion of the Academic Registrar's Office. (Refer to "Withdrawal without Academic Penalty" in Part B).

Part G - Enrolment after Absence

Returning to Study from Leave of Absence

(113) A student who resumes study after a period of leave of absence does so under the course rules that are in force at the time of resumption of study.

(114) To resume studies, students must enrol in units for the upcoming teaching session as an indication that they are returning from leave of absence. By enrolling in units for the upcoming teaching session, a student signals their intention to return from leave of absence.

(115) Students returning to studies must enrol in units by the same date continuing students are required to finalise their unit enrolment.

(116) Student visa holders returning from leave of absence must contact UWS International and obtain a new CoE.

Students who have Exceeded their Approved Leave and Wish to Return to Studies

(117) Students who have not returned within the specified timeframe after having approved leave will be regarded as having abandoned their course.

(118) To return to their original course of study, students must apply according to the normal application process. This would normally be through the Universities Admissions Centre (UAC) or UWS International (refer to re-admission in the Admissions Policy).

Enrolment after Resignation or Discontinuation of Studies

(119) Students who have resigned or discontinued their studies must re-apply according to the normal application process.

Enrolment after Suspension

(120) A student who has been suspended from study at the University has an automatic right of resumption of study in the same course (or a course deemed by the University to be equivalent) they were studying at the time they were suspended, subject to the availability of the course (or its equivalent) at the time of re-enrolment.

(121) To recommence studies after suspension, students need to select and enrol in the required units for the upcoming teaching session by the advertised due date for enrolment.

(122) Student visa holders returning after a period of suspension must contact UWS International and obtain a new CoE.

Enrolment after Exclusion

(123) A student who has been excluded from study at the University does not have an automatic right to resume study at the University. Excluded students must apply to study at the University through the normal application process for the course to which they are seeking entry.

Preclusion of Enrolment at UWS

(124) Preclusion is permanent exclusion from the University. Students who have been precluded from study will not be permitted to be re-admitted or re-enrolled in any course at the University or its affiliates under any circumstances.

Section 5 - Guidelines

Withdrawal without Academic Penalty: Guidelines on what Constitutes Extenuating Circumstances

(125) Extenuating circumstances are defined in Commonwealth Government guidelines to be events or circumstances which:

  1. are beyond the person's control, i.e. the person is not responsible, directly or indirectly, for the situation. These events or circumstances must be unusual, uncommon or abnormal; and
  2. must not make the full impact on the person until on or after the census date where the situation occurred:
    1. before the census date, but worsened after that day; or
    2. before the census date, but the full effect or magnitude does not become apparent on or before that day; or
    3. on or after the census date; and
  3. where the outcome has made it impracticable for the student to complete the course requirements; and they were unable to:
    1. undertake the necessary private study required, or attend sufficient lectures or tutorials or meet other attendance requirements in order to meet the compulsory requirements; or
    2. complete the required assessable work; or
    3. sit the required examinations, or complete other course requirements because of their inability to meet the above.

(126) Students will need to prove their claim for extenuating circumstances by providing appropriate independent supporting documentation. The University will not approach doctors, hospitals, police, etc to obtain documentation on behalf of the student. The University may seek verification from these agencies that the certificate has been issued to the student.