Enrolment Policy
Section 1 - Purpose and Context
(1) This policy specifies the way in which Western Sydney University will administer students' enrolments in all coursework
(2) This policy should be read in conjunction with the Student Fees Policy, as payment of fees directly impacts on student enrolment.
Top of PageSection 2 - Definitions
(3) For the purpose of this policy:
- Commonwealth Assisted Student means a domestic student who receives the discount rate for paying their Student Contribution Amount prior to the census date, or opts to defer part or all of their tuition fees (if in a full-fee paying
program ) or Student Contribution Amount (if in aprogram that is Commonwealth Supported). The Government pays the amount outstanding as at the approved census date for students who opt to defer and the student then repays the amount through the taxation system. - Commonwealth Supported Student means a domestic student who is enrolled in a
program deemed by the University to be Commonwealth Supported, i.e. the Government subsidises the cost of the tuition fees for the student in thatprogram . - Credit for Prior Learning (Credit) means credit granted on the basis of previous successfully completed formal or informal learning, expressed in the form of Entry Level Credit, Unspecified Credit, Specified Credit, Internal Credit and Transfer Credit.
- Director, Academic Program (DAP) means the academic
program leadership role which includes the DAP for onlineprograms or Academic Director/Program Convenor at a partner provider. - Discontinued means cancelled enrolment; cessation of studies in an award
program . Cancelling registration in asubject is referred to as “Withdrawing”. - Domestic student means a student who is:
- an Australian Citizen;
- New Zealand Citizen;
- the holder of an Australian Permanent Resident Visa; or
- the holder of a Humanitarian Visa (Refugee).
- Engage with Studies means the student demonstrably commences with the required activities associated with their
program , such as accessing and reading prescribed learning materials and learning resources provided, undertaking assessment tasks, attending and participating in classes and responding to requests and instructions from lecturers or tutors. - Enrolment means enrolment in a
program andfield of study . Students must also register insubjects to complete the enrolment process. - Equivalent Full Time Study Load (EFTSL) means the measurement for a student’s study load. One EFTSL is the study load for a year of a student undertaking a
program on a full-time basis. Field of Study means thesubjects that a student can select to make a designated and distinctive component of theirprogram structure, for exampleMajors andMinors .- Grade Point Average (GPA) means an average score of grades achieved based on a 7-point grading scale. Refer to the Graduation Policy.
- Grandparenting means 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. - Higher Degree Research (HDR) student means a student enrolled in a:
- Masters (Honours) Degree;
- Professional Doctorate;
- Doctor of Letters or Doctor of Science; or
- Doctor of Philosophy (PhD).
- Home Campus means the campus that the student’s
program attempt is recorded at. Students normally register insubjects offered at their Home Campus. - Inherent Requirements means the fundamental parts of a
program orsubject that must be met by all students. They are the abilities, knowledge and skills needed to complete aprogram . 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. - International Student means a student who is not:
- an Australian citizen;
- a New Zealand citizen;
- the holder of an Australian Permanent Resident Visa; or
- the holder of a Humanitarian Visa (Refugee).
- Late Enrolment means the completion of any of the enrolment requirements specified in Section 4, Part B after the closing date specified by the University.
- Non-Award Student means a student who is registered in a
subject orsubjects in one of the following:- Non-Award undergraduate; Non-Award postgraduate; post census miscellaneous; or
- Cross Institutional - studying one or more
subjects as part of their awardprogram at a higher education provider other than their home provider.
- Postgraduate Coursework Student means a student enrolled in a:
- Graduate Certificate;
- Graduate Diploma;
- Postgraduate Certificate;
- Postgraduate Diploma; or
- Masters (Coursework) Degree.
- Registration means the process by which students select one or more
subjects they wish to study eachterm . Once registered, students are required to pay appropriate fees. - Special Requirements means requirements that are related to enrolment in
programs /subjects where clinical, practical or work placements are part of aprogram /subject structure, such as a Working with Children Check or First Aid Certificate. These includeprograms /subjects in Education, Nursing and Social and Health related Sciences. - Student Contribution Amount means the amount a student is charged for their
program if they are an eligible Commonwealth Supported Student. - Student Record System means the system that holds students’ enrolment details at the University.
- Student Services and Amenities Fee (SSAF) means a fee charged to most students of the University and The College. The fee is to support a variety of student services and amenities in accordance with the relevant legislation.
- Undergraduate Student means a student enrolled in a:
- Diploma;
- Associate Degree;
- Bachelor Degree; or
- Bachelor (Honours) Degree.
- University means Western Sydney University including Western Sydney University - The College (The College) and University partner providers.
- Withdrawal means cancelling registration in a
subject .
Section 3 - Policy Statement
(4) The University recognises the need for timely and accurate information on individual students and their
(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:
- ensuring they are correctly enrolled and registered each
term . Students can review their enrolment and registration details on the student record system; - checking all enrolment and registration details and advising the University in writing of any errors or omissions they are unable to rectify themselves. Failure to advise the University about any incorrect enrolment and registration details by the approved census date can result in both academic and financial penalties; and
- ensuring their enrolment and registration meet
program requirements and are consistent with approvedprogram structures.
Approved Census Dates
(7) Each
(8) Students must ensure that their enrolment and registration is finalised by the approved census date for the
Section 4 - Procedures
Part A - Communication and Enrolment
(9) Students are responsible for ensuring that:
- their enrolment and registration are correct;
- their personal and contact details are current;
- they regularly check their University student email account; and
- they carry their University Student ID card 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:
- electronic submission of changes via the relevant student record system;
- email to Student Central using the University student email account;
- electronic submission via online forms or student email account; or
- lodgement of written advice in person or via letter to Student Central. Verbal advice will not be accepted or acted upon.
(12) Personal and contact details can be changed in the student record system. 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 University student email account upon enrolment. The University will use the University student email account as the primary method of official communication with students. The University will only respond to emails sent from University student email accounts. Students who cannot access their University 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:
- application for admission;
- acceptance of the offer of admission and fulfilment of any conditions attached to the offer;
- selection of
subjects of study according to the rules of theprogram to which an offer of admission has been made (international students are normally required to enrol in a full-timesubject load of study eachterm ); - enrolment into a
Field of Study (Major ,Minor orConcentration ) if a requirement of theprogram ; - submission of a declaration to be bound by the By-law, rules and policies of the University;
- completion of any compulsory data collection and Special Requirement information as required by Government departments or agencies;
- submission of a Commonwealth Assistance Form (CAF) if they are a Commonwealth Supported Student or a domestic fee paying student wishing to access FEE-HELP assistance;
- provision of documentation for proof of Australian citizenship if a Commonwealth Assisted Student or Commonwealth Supported Student;
- provision of documentation for proof of identity;
- payment of compulsory fees where applicable;
- 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
- 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
(16) All students are required to complete the Academic Integrity Module before registration in their second
Continuing Students
(17) To ensure valid enrolment, continuing students are required to:
- register for the following
term ; - register for
subjects or apply for leave if not enrolling; - register for
subjects that comply with the structure and rules of theirprogram ; - pay all compulsory fees and charges by the prescribed date. Failure to pay fees and charges by the prescribed date will lead to discontinuation of enrolment; and
- complete any other required procedures or Special Requirements according to the rules of their
program .
(18) Continuing students not intending to study in a
(19) Continuing students who are Suspended, Excluded or precluded from the University will not be permitted to re-enrol or register into
(20) Continuing students will be permitted to register for the following
(21) Continuing students are required to ensure that they have a valid
(22) Continuing students will be considered to be enrolled from the time the activities outlined in clause (16) are completed until the student either:
- completes the
program ; - resigns (withdraws) from the
program ; - takes an approved Leave of Absence;
- is Excluded or Suspended from study;
- has enrolment discontinued due to non-payment of compulsory fees; or
- fails to re-enrol in the
program by the date notified to them by the University, in which case the student will be regarded as having abandoned theirprogram .
Late Enrolment and Registration
(23) Commonwealth Assisted Students and Commonwealth Supported Students are bound by the requirements of the Higher Education Support Act 2003 (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.
(24) Student enrolment and registration records can only be amended after the census date in extenuating circumstances. Requests for changes will be assessed by Senior Manager, Completion, Enrolment and Load Data and, if the incorrect enrolment or registration is due to an administrative error by the University, the student's record will be amended and no financial penalty will apply.
(25) Undergraduate and postgraduate students who wish to enrol or register after the approved census date may be able to enrol or register on a Non-Award (full-fee paying) basis at the discretion of the Senior Manager, Completion, Enrolment and Load Data. Higher fees may apply.
(26) Applications for adjustment of enrolment or registration after census must be submitted to the Enrolments Team no later than 14 calendar days following issue of the Commonwealth Assistance Notice (CAN) to Commonwealth Assisted Students and Commonwealth Supported Students and no later than 28 calendar days for all other students.
(27) Identified cohorts of students who do not enrol in their studies by the end of the fourth week of study may have their enrolment lapsed.
(28) Students who have been discontinued may have their enrolment reinstated at the discretion of Data Integrity, Quality and Operations.
Re-enrolment after Resignation from a Program
(29) Students cannot re-enrol after resigning from a
Reinstatement of Enrolment following Discontinuation for Non-payment of Fees
(30) A student whose enrolment and/or registration is discontinued for non-payment of compulsory fees may apply for reinstatement of their enrolment and/or registration, which is at the discretion of the Senior Manager, Completion, Enrolment and Load Data. 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 14 days after census. Non-Commonwealth Supported domestic students will be reinstated under the same conditions but will be reinstated into their award
(31) International students whose enrolment has been cancelled will be reported to the Commonwealth Government and must reapply for admission. Refer to the Admissions Policy for information on re-admission.
Maximum Credit Points in a Teaching Period
(32) Unless otherwise required by their standard
(33) Students may submit a request to their relevant Academic Program Advisor, DAP or equivalent to exceed the maximum credit points. Approval is not automatic. In assessing requests, the Academic Program Advisor or DAP will consider teaching patterns of
Enrolment in More than One Program
(34) Students may enrol in more than one University
- minimum progression rates are met in all
programs as specified by the Progression Policy; - the total credit points per
term , for allprograms combined, does not exceed the recommended maximum (unless academic approval is obtained from all relevant DAPs); and - if a student is on conditional enrolment, the total number of enrolled credit points for all
programs must be consistent with the requirements of the Progression Policy.
(35) Students may enrol concurrently in a
International Students Minimum Study Load Requirements
(36) 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
(37) 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 Program Advisor or DAP (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.
(38) The University will issue a new CoE to international students studying on-shore if it becomes clear that a study
- as the result of the implementation of an intervention strategy;
- compassionate reasons;
- compelling circumstances;
- Leave of Absence; or
- deferment of study.
(39) 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
(40) Variation of
(41) To request a change in the Home Campus (but remain in the same
Addition or Substitution of Subjects
(42) Students may add
(43) To ensure students are not disadvantaged in their studies by commencing
(44) Students seeking late entry to a
(45) Applications for late entry to a
Withdrawing from Subjects before the Approved Census Date
(46) Students may withdraw from a
(47) Commonwealth Supported Students will not incur a Student Contribution liability for the
(48) Full-fee paying students will not incur a tuition fee or FEE-HELP liability for the
(49) International students should refer to the International Student Fees and Refunds Agreement for information on any refunds they may be entitled to.
Withdrawing from Subjects after the Approved Census Date
(50) Students formally withdrawing from
- 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.
- 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.
- A student who has lodged a Commonwealth Assistance FEE-HELP form will incur a FEE-HELP liability for any 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
(51) Students formally withdrawing from
(52) Students formally withdrawing from
(53) Students who withdraw due to extenuating circumstances may submit an application for consideration of withdrawal without academic and financial penalty.
(54) Applications for withdrawal without academic penalty must be made within 12 months of the end of the
(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:
- that the University failed to inform the student at the time they withdrew from the
subject of the opportunity to apply for Withdrawal Without Academic Penalty; - if it can be proven that the University made an administrative error in relation to the student's request for withdrawal; or
- 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 whose Withdrawal Without Academic Penalty application for
(57) Students who have been awarded a Practicum Fail (PF) grade or have received a Fail (F) grade for a
Part C - Field of Study and Subject Registration Requirements
Field of Study (Major , Minors and Concentrations )
(58) Students are responsible for enrolling into any
Pre-requisite and Co-requisite Subjects
(59) Students are responsible for ensuring that any specified pre-requisites 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 registration in a
(60) If a student believes that they have met the requirements for a pre-requisite or co-requisite, they may apply for the pre-requisite or co-requisite rule to be waived. A rule waiver can only be authorised by the DAP, Academic Program Advisor or equivalent, with due reference to any professional accreditation requirements.
Subjects with Special Requirements
(61) Where Special Requirements exist, students must satisfy these in order to become registered in the relevant
Restrictions on Subject Registration
(62) The University may impose or modify registration quotas on particular
(63) Where there is a
(64) Students normally register in
(65) Students who have not received approval as specified above may be involuntarily withdrawn from the
(66) Some places may be reserved for international students who are registering late due to exceptional circumstances.
(67) Some selected
(68) For most
(69) Students in undergraduate
(70) Students in postgraduate
Registration in Subjects Outside the Approved Program Structure
(71) Students must seek approval from the relevant Academic Program Advisor, DAP or equivalent for variations to a
Repeat Registration in Subjects Already Passed
(72) With the permission of the relevant Academic Program Advisor, DAP or equivalent, a student may repeat any
(73) If a student elects to repeat a
(74) The original passing grade will remain on the student's academic record and a second entry will record the new grade obtained.
(75) Both
Part D - Non-Award Enrolment
(76) In accordance with the Credit for Prior Learning Policy,
Non-Award Enrolment
(77) Non-Award enrolment is available for undergraduate and postgraduate
- students registering in a Non-Award
subject will only be registered in thosesubjects for which they have received an offer of admission; - domestic students registering in Non-Award
subjects may not exceed 20 credit points perterm ; - international students are permitted to register in Non-Award
subjects if they are concurrently enrolled in an awardprogram with the University or are undertaking at least threesubjects of study in a half year; - students registering in Non-Award
subjects will not have their registration confirmed until all tuition fees have been paid in full; - Non-Award students are not permitted to vary their registered
subjects or substitute anysubjects for others if they have not received an offer of admission to thosesubjects ; and - Non-Award enrolment and registration 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 that follows their discontinuation of enrolment and
- Non-Award miscellaneous enrolment is at the discretion of the Senior Manager, Completion, Enrolment and Load Data each
term ; - Eligibility for Non-Award miscellaneous enrolment is limited to domestic students whose enrolment and registration has been discontinued after the approved census date and who have been approved by the Senior Manager, Completion, Enrolment and Load Data to enrol and register post census;
- Students will only be permitted to register retrospectively in
subjects on a Non-Award miscellaneous basis up to 14 days after the relevant census date; and - Non-Award miscellaneous enrolment is only offered on a full-fee paying basis and payment must be made within 14 days of the census date.
Part E - Cross-Institutional Enrolment and International Exchange
Western Sydney University Students
(79) Students who plan to study
- obtain approval from the relevant DAP or nominee to count the
subject for Credit towards the University awardprogram prior to applying to the host (other) higher education provider (maximum credit point registration limits perterm apply as set out in Clause (32)). The Credit for Prior Learning Policy defines the maximum amount of Credit permitted; - 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;
- upon completing the
subject , provide the University with proof of completion of thesubject studied from the other higher education provider to support an application for Credit to their University awardprogram .
(80) Students on Cross-Institutional study will be considered as students of the host institution for those
Cross-Institutional Enrolment at Western Sydney University
(81) Students enrolled in award
(82) Students who are Commonwealth Supported at their home institution will be able to study with Commonwealth Support if the
(83) 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 University Students on Approved International Exchange Programs
(84) Students on approved international exchange
(85) Students on approved international exchange
Part F - Deferral, Leave of Absence and Resignation
(86) 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
(87) Deferred admission relates to the first
(88) After the first
(89) Withdrawing from all
(90) The University will reserve a place in the currently enrolled
(91) Students are eligible to take Leave of Absence from
Eligibility for Leave of Absence
(92) Leave of Absence applications must be submitted prior to the census date of the
(93) Students who have transferred
(94) Students who have been placed on Conditional Enrolment may take Leave of Absence. As Conditional Enrolment applies to
(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
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 period of leave may be granted under exceptional circumstances on the recommendation of the DAP or equivalent.
(98) Students who initially apply for a shorter period of leave may apply for an extension of leave up to the maximum period.
Impact on Progression Due to Leave of Absence
(99) Approved periods of Leave of Absence are not included when calculating a student's progression in a
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 11:59pm on the approved census date for the first
(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
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
(104) Students will be liable for the SSAF they have incurred when applications for Leave of Absence are submitted after the census date, regardless of the outcome of the application.
(105) Retrospective Leave of Absence will not be granted for student visa holders.
Resignation
(106) The University recognises that, for a variety of reasons, some students will wish to resign from a
(107) Students who are considering resignation are strongly advised to discuss their situation with the DAP, Academic Program Advisor or equivalent, or University Counsellor through the Counselling Service to consider other alternatives or obtain advice on withdrawal procedures.
(108) Applications to resign from a
Final Date for Submission of Applications for Resignation
(109) Applications to resign from a
(110) Students will receive written confirmation of their withdrawal from the
(111) 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
(112) International on-shore students should refer to the Student Fees Policy to determine the financial liability incurred for resignation from a
Late Submission of Applications for Resignation
(113) Applications received after the approved census date will be processed as applications to withdraw from
(114) Students will incur an academic penalty “E” grade - Fail - Discontinued) for all
(115) Students who submit late applications to resign from a
Part G - Enrolment after Absence
Returning to Study from Leave of Absence
(116) A student who resumes study after a period of Leave of Absence does so under the
(117) To resume studies, students must register in
(118) Students returning to studies must register in
(119) Student visa holders returning from Leave of Absence must contact Student Central and obtain a new CoE.
Students who have Exceeded their Approved Leave and Wish to Return to Studies
(120) Students who have not returned within the specified timeframe after having approved leave will be regarded as having abandoned their
(121) To return to their original
Enrolment after Resignation or Discontinuation of Studies
(122) Students who have resigned or discontinued their studies must re-apply according to the normal application process.
Enrolment after Suspension
(123) A student who has been Suspended from study at the University has an automatic right of resumption of study in the same
(124) To recommence studies after Suspension, students need to select and register in the required
(125) Student visa holders returning after a period of Suspension must contact Western Sydney International and obtain a new CoE.
Enrolment after Exclusion
(126) 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
Preclusion of Enrolment at the Western Sydney University
(127) 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
Section 5 - Guidelines
Withdrawal without Academic Penalty: Guidelines on what Constitutes Extenuating Circumstances
(128) Extenuating circumstances are defined in Commonwealth Government guidelines to be events or circumstances which:
- 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
- must not make the full impact on the person until on or after the census date where the situation occurred:
- before the census date, but worsened after that day; or
- before the census date, but the full effect or magnitude does not become apparent on or before that day; or
- on or after the census date; and
- where the outcome has made it impracticable for the student to complete the
program requirements; and they were unable to:- 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
- complete the required assessable work; or
- sit the required examinations, or complete other
program requirements because of their inability to meet the above.
(129) 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.