• Section 1 - Purpose and Context
• Section 2 -  Definitions
• Section 3 -  Policy Statement
• Section 4 -  Procedures
• Part A -  Communication and Enrolment
• Part B - General Requirements for Enrolment
• Commencing Students
• Continuing Students
• International Students Confirmation of Enrolment (CoE)
• Addition or Substitution of Subjects
• Withdrawing from Subjects before the Census Date
• Withdrawing from Subjects after the Census Date
• Withdrawal from Subjects after the Census date without Academic and Financial Penalty
• Part C - Field of Study and Subject Registration Requirements
• Field of Study (Majors, Minors and Concentrations)
• Subject Restrictions
• Repeat Registration in Subjects Already Passed
• Part D - Non-Award Enrolment
• Part E - Cross-Institutional Enrolment and International Exchange
• Western Sydney University students studying at another higher education provider
• Western Sydney UniversityStudents on International Exchange Programs
• Part F - Deferral, Leave of Absence and Resignation
• Eligibility for Leave of Absence
• Maximum Period for Leave of Absence
• Late Submission of Applications for Leave of Absence
• Discontinuation
• Late Submission of Applications for Discontinuation
• Part G - Enrolment after Absence
• Returning to Study from Leave of Absence
• Students who have Exceeded their Approved Leave and Wish to Return to Studies
• Enrolment after Discontinuation of Studies
• Section 5 -  Guidelines

Section 1 - Purpose and Context

(1) This policy operationalises the provisions of the Student Administration Policy with respect to the enrolment and subject registration of students. 

Section 2 -  Definitions

(2) In addition to the terms defined in the Policy DDS and the Student Administration Policy, the following definitions apply for the purpose of this procedure:

1. Program Authority refers to Program Lead, Head of Discipline, or similar role with responsibility for a program however named.

Section 3 -  Policy Statement

(3) Refer to the Student Administration Policy.

Section 4 -  Procedures

Part A -  Communication and Enrolment

(4) Students are responsible for ensuring that:

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

(5) Students are responsible for managing their enrolment and updating their personal details in MySR.

Part B - General Requirements for Enrolment

Commencing Students

(6) To be considered a student, commencing students need to:

1. accept an offer of admission;
2. complete their initial enrolment, including:
   1. agreeing to the Student Declaration
   2. completing the Australian Government and Western Sydney University commencing student surveys; 
   3. completing any form required, such as completing an electronic Commonwealth Assistance Form (eCAF) to accept a Commonwealth Supported Place; and
   4. providing any documentation required by the University to provide proof of identify, or residency as required. 
3. enroll into a Field of Study (where required); and
4. register into subjects.

Continuing Students

(7) To ensure valid continuing enrolment, students are required to either register into subjects or apply for leave by the published dates for the term. 

(8) Continuing students are required to ensure that they have a valid subject registration by the census date for the term. A student’s enrolment will lapse where they do not have a valid subject registration or approved Leave of Absence by the relevant census date.

International Students Confirmation of Enrolment (CoE)

(9) 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. 

(10) A new CoE can be issued only for the following reasons which may alter the duration of studies: 

1. compassionate or compelling circumstances;
2. approved Credit for Prior Learning granted after the overseas student’s visa is granted;
3. approved Leave of Absence; 
4. approved deferment of study; or
5. approved Reduced Study Load.

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

Addition or Substitution of Subjects

(12) Students may self register in subjects in their program of study up to 11:59pm on the date advertised for a term.

(13) To ensure students are not disadvantaged in their studies by commencing subjects late, applications to add or substitute subjects received after the advertised date for that term and before the approved census date will only be considered where there are clearly demonstrated extenuating circumstances and they are approved by a Rule Waiver. 

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

(15) Applications for late entry to a subject will not be accepted after the relevant census date for the term.

Withdrawing from Subjects before the Census Date

(16) Students may withdraw from a subject without academic penalty and financial penalty until 11:59pm on the relevant census date.

Withdrawing from Subjects after the Census Date

(17) Students formally withdrawing from subjects after the census date and before the last date to withdraw without academic penalty will not incur an academic penalty but will incur a financial penalty for eligible terms. Students will not receive a grade and the withdrawn subject will appear on their Academic Transcript.

(18) Students formally withdrawing from subjects after the last date to withdraw without academic penalty will incur an academic and financial penalty. The withdrawn subject will appear on their Academic Transcript.

Withdrawal from Subjects after the Census date without Academic and Financial Penalty

(19) Students may apply to Withdraw Without Academic and Financial Penalty after the Census date for a term where there are extenuating circumstances as defined in Section 5 – Guidelines of the Student Administration Policy.  

(20) By applying for a withdrawal without academic penalty, if approved, it will be applied to all failed subjects in the term for which the application was submitted. Subjects with a passing grade cannot receive a W grade.

(21) Applications for withdrawal without academic penalty for fail grades in a term, where there is evidence of passing grades in the same term, may prompt the University to request additional supporting documentation from the student to explain the discrepancy in academic performance.

(22) Applications for Withdrawal Without Academic and/or Financial Penalty must be made within 12 months of the end of the term (release of results date) in which they were registered in the subjects. 

(23) Withdrawal Without Academic Penalty applications received after the 12-month deadline will only be accepted if the student provides Supporting Documentation which demonstrates that they could not make the application within the period due to circumstances beyond their control. Not being aware of the ability to apply to Withdrawal Without Academic and Financial Penalty, or the time limit does not constitute grounds outside of a student’s control.

(24) Students whose Withdrawal Without Academic Penalty application requests remission of the fees for subjects due to extenuating circumstance and is approved will receive a full refund or have their fees remitted with the Australian Government. International students’ credits will automatically be credited to their account to cover future tuition fees.

(25) Students whose Withdrawal Without Academic and Financial Penalty application has been dismissed can appeal the decision within 28 calendar days from the date when the outcome of the Withdrawal Without Academic and Financial Penalty application was advised to the student. 

(26) The decision of the appeal officer is the final decision of the University. 

(27) Students who have been awarded a Practicum Fail (PF) grade or have received a Fail (F) grade for a subject as a sanction imposed from a Student Misconduct finding are not eligible to receive a “W” grade. However, if they meet the extenuating circumstances tuition fees will be refunded or HELP debt remitted. The “PF” grade or “F” grade will remain on the transcript.

Part C - Field of Study and Subject Registration Requirements

Field of Study (Majors, Minors and Concentrations)

(28) Students are responsible for enrolling into any field of study that they are required to complete, or wish to complete, as part of their program.

Subject Restrictions

(29) Students are responsible for meeting all subject restrictions outlined in the Handbook, including any pre and co requisites, Special Requirements (e.g., First Aid Certificate), level requirements (e.g., postgraduate or undergraduate students only). The University will drop students from subjects where they don’t meet these requirements.  

(30) Students may apply to have a subject registration waived where there are special circumstances via a Rule Waiver. Special Requirements are not able to be waived. 

(31) The University may impose registration quotas on particular subjects, classes and/or campuses to effectively manage subject registrations.

(32) Students who wish to take subjects outside of their approved program structure should seek academic advice before registering into subjects. Refer to Student Administration Policy – Student Fees Procedure for information on the fee implications.

Repeat Registration in Subjects Already Passed

(33) With the permission of the Program Authority, a student may repeat a subject that they have previously passed. Refer to Student Administration Policy – Student Fees Procedure for information on the fee implications. Students will be liable for the full tuition fees for the subject and CSP students will be required to enrol as Non-Award student.

(34) The original passing grade will remain on the student's academic record and a second entry will record the new grade obtained. The Non-Award subject will not count towards a student’s GPA in the primary program and no additional credit points will be awarded for the passing grade.

Part D - Non-Award Enrolment

(35) Non-Award enrolment is available for undergraduate and postgraduate subjects. The following restrictions apply to Non-Award enrolment:

1. students registering in a Non-Award subject will only be registered in those subjects for which they have received an offer of admission;
2. domestic students registering in Non-Award subjects may not exceed 20 credit points per term;
3. students registering in Non-Award subjects will not have their registration confirmed until all tuition fees have been paid in full;
4. Non-Award students are not permitted to vary their registered subjects or substitute any subjects for others if they have not received an offer of admission to those subjects; and
5. Non-Award enrolment and registration is offered only on a full-fee paying basis.

Part E - Cross-Institutional Enrolment and International Exchange

Western Sydney University students studying at another higher education provider

(36) Students who plan to study subjects at another Australian Commonwealth funded higher education provider as part of their program are required to:

1. obtain approval from the relevant Program Authority to count the subject for credit prior to applying to the other higher education provider; 
2. obtain approval from the host higher education provider for admission as a cross-Institutional student; and
3. upon completing the subject, provide the University with proof of completion of the subject as part of their Transfer credit application for Credit to their University program

(37) Students on Cross-Institutional study will be considered as students of the host institution for those subjects for the purposes of access to facilities such as the Library. If they will not be studying any other subjects at the University, they will be recorded as being on leave from their program until the end of the term in which they are a Cross- Institutional student. This leave does not count towards a student’s maximum leave entitlement. 
Cross-Institutional Enrolment at Western Sydney University.

(38) Students enrolled in award programs at other Australian Commonwealth-funded higher education providers may apply to complete subjects at the University for Credit towards their award program at their home higher education provider.

(39) Students who are Commonwealth Supported at their home institution will be able to study with Commonwealth Support if the program is at the same level. 

(40) Students are required to fulfil all enrolment requirements for commencing students and pay all compulsory fees as a condition of enrolment. These fees will be based on their registration load.

Western Sydney UniversityStudents on International Exchange Programs

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

(42) Students on approved international exchange programs must meet all enrolment requirements at the University (including payment of fees), and all legislative requirements for the equivalent terms of the approved exchange.

Part F - Deferral, Leave of Absence and Resignation

(43) The University recognises that students may, for a variety of reasons, request to postpone or interrupt their studies from time to time by applying to defer their admission or taking a Leave of Absence from their program.

(44) Students may apply to defer their admission up until the census date of the first term of study for eligible programs. 

(45) Continuing students intending to take a break from study should apply for Leave of Absence.

(46) Withdrawing from all subjects or failing to register in subjects for the current term does not constitute Leave of Absence. Students who do not register in subjects for the current term of their program, and who have not applied for Leave of Absence for continuing students or Deferred for new students, may lose their place at the University.

(47) Students are eligible to take Leave of Absence from programs in the process of being taught out, however, may be required to return to an equivalent program where this does not increase the length of their studies.

Eligibility for Leave of Absence

(48) Leave of Absence applications must be submitted prior to 11:59pm on the census date of the term in which leave is required. 

(49) Students who have transferred to another University program through a program variation application are entitled to take leave from the first term of the program into which they have transferred.

(50) Students who have been placed on Conditional Enrolment may take Leave of Absence. 

(51) Students subject to Suspension or Exclusion from the University are not eligible for an approved Leave of Absence.

(52) Student visa holders should be aware that Leave of Absence from a program may impact on their visa and should consult with the Department of Home Affairs. Changes to a student visa holder’s enrolment will be reported in PRISMS.

Maximum Period for Leave of Absence

(53) The maximum period of leave that may be granted is normally 12 months. An extension of a further period of leave may be granted under exceptional circumstances on the recommendation of the Program Authority.

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

Late Submission of Applications for Leave of Absence

(55) Applications for Leave of Absence submitted after the approved census date will be considered as applications to withdraw from subjects after the approved census date. Academic penalties may be applied and financial penalties will apply for the subjects studied.

(56) Retrospective Leave of Absence will not be granted for student visa holders.

Discontinuation

(57) The University recognises that, for a variety of reasons, some students will wish to discontinue from a program of study prior to its completion.

(58) Students who are considering discontinuation are strongly advised to discuss their situation with the Program Authority or University Counsellor through the Counselling Service to consider other alternatives or obtain advice on withdrawal procedures.

(59) Applications to resign from a program must be made by 11:59pm on the approved census date for the term from which the student is seeking to withdraw.

(60) No academic or financial penalty will apply for applications received by the census date. 

(61) Student visa holders who discontinue from their program should seek advice from the Department of Home Affairs on the impact on their student visa.

Late Submission of Applications for Discontinuation

(62) Applications received after the approved census date will be processed as applications to withdraw from subjects after the approved census date in that term.

(63) Students will incur an academic and financial penalty for all subjects in the current term if their application is received after the census date.

Part G - Enrolment after Absence

Returning to Study from Leave of Absence

(64) A student who resumes study after a period of Leave of Absence does so under the program rules that were in force when they commenced study at the University. 

(65) To resume studies, students must register in subjects for the upcoming term as an indication that they are returning from Leave of Absence. By registering in subjects for the upcoming term, a student signals their intention to return from Leave of Absence.

(66) Students returning to studies must register in subjects by the same date continuing students are required to finalise their subject registration.

(67) Student visa holders returning from Leave of Absence must contact Student Services Hub and obtain a new CoE.

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

(68) Students who have not returned within the specified timeframe after having approved leave will be regarded as having discontinued their program and their student record will be lapsed.

(69) To return to their original program of study, students must apply according to the normal application process.

Enrolment after Discontinuation of Studies

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

Section 5 -  Guidelines

(71) Nil.