• Section 1 - Purpose and Context
• Section 2 - Definitions 
• Section 3 - Policy Statement 
• Part A - Programs of Study 
• Part B - Admission 
• Part C - Enrolment 
• Part D -  Enrolment Conditions 
• Part E - Credit for Prior Learning 
• Part F - Subject Registration 
• Part G - Teaching Timetable
• Part H - Census dates 
• Part I - Tuition fees and related charges 
• Part J - Final Results 
• Part K - Academic Progression 
• Part L - Program Variation and Program Transfers 
• Part M -  Conferral and Academic Documentation 
• Part N -  Recognition of Academic Excellence
• Part O - Communications about administrative matters 
• Part P - Appealing administrative decisions 
• Part Q -  Approval and Variation 
• Section 4 - Procedures 
• Section 5 -  Guidelines 

Section 1 - Purpose and Context

(1) The Student Administration Policy provides the framework for the management of students studying coursework programs at Western Sydney University (the University).

(2) This Policy:

1. applies to students studying a coursework program offered by Western Sydney University, including those studying a University program of study offshore or at a third-party provider.
2. does not apply to candidates studying a program which leads to a Higher Degree Research (HDR) award, or learners engaged in a microcredential or other short form of learning.

(3) This Policy supports the University's compliance with the Higher Education Support Act 2003 (HESA), EEducation Services for Overseas Students (ESOS) Act 2000 (ESOS), the Higher Education Standards Framework (Threshold Standards) 2021 (HESF) and the Australian Qualifications Framework (AQF).

Section 2 - Definitions 

(4) Refer to Appendix A: Definitions.

Section 3 - Policy Statement 

Part A - Programs of Study 

(5) The University will publish and maintain an annual catalogue of the programs, fields of study and subjects that are offered in the Handbook.

(6) The Handbook will include information on the University's offerings, including admission criteria, inherent requirements, rules and enrolment requirements, modes of study, delivery location, duration, arrangements with other providers and any applicable CRICOS codes for each offering.

(7) Where a student has completed one or more subjects contrary to program rules, the delegated authority may approve the substitution of one or more subjects to meet program rules where:

1. There is a clear academic rationale, and
2. It does not impact or compromise the academic integrity, program learning outcomes and professional accreditation requirements.

(8) An annual report of students who have subjects approved contrary to program rules will be provided to the Academic Planning and Curriculum Approvals Committee to inform curriculum decisions.

Part B - Admission 

(9) The University admits students based on academic merit, with a particular focus on serving the communities of Western Sydney and advancing social equity by supporting the representation of disadvantaged groups in higher education.

(10) The University's admission requirements are transparent and non-discriminatory. The University's admission processes are designed to ensure equity and consistency in line with external requirements, in particular the Higher Education Standards Framework and Australian Qualifications Framework.

(11) To be admitted to a coursework program at the University, applicants must:

1. apply for admission and provide all evidence requested; and
2. meet the published general and program specific admission criteria for that program.

(12) The University assesses all applications and makes one of the following selection decisions:

1. full offer;
2. conditional offer;
3. provisional offer;
4. packaged offer of qualifying program/s leading to the principal program;
5. an offer into an alternative program; or
6. no offer.

(13) The University will make an offer of admission:

1. to applicants who meet the University's general and program specific admissions criteria; and
2. where a program has not reached its admission quota.

(14) The University will not make an offer of admission:

1. to applicants who do not meet the University's general and program specific admission criteria;
2. to applicants who are currently suspended or excluded by this or another university; or
3. where a program has reached the admission quota.

(15) The University may refuse to make an offer or withdraw an offer where:

1. an applicant does not meet the inherent requirements for a program; or
2. the delegated authority has determined that the applicant is not academically or otherwise suitable to study, based on their history and/or previous progress.

(16) The University may withdraw an offer where:

1. it was made based on fraudulent, incomplete, incorrect, or misleading information provided by the applicant;
2. there are insufficient enrolments to make the program viable;
3. there has been a change to government policy or other external requirements which necessitate offers being withdrawn; or
4. an administrative error has been made.

(17) All students must meet the University's English Language Proficiency requirements to be made an offer.

(18) Admission arrangements for student visa holders will be made in writing and include conditions of enrolment and participation requirements for a program of study. Agreements pertaining to students under 18 years, must be accepted by the student’s parent or legal guardian.

(19) In exceptional cases, the delegated authority may approve an applicant to be admitted to a specific program without otherwise meeting the entry requirements.

(20) Applicants who are admitted to the University may defer their offer for 12 months unless otherwise advised in their letter of offer.

Part C - Enrolment 

(21) Students must accept their offer and complete their initial enrolment to be a student at the University, including agreeing to the Student Declaration which outlines their rights and responsibilities as well as our approach to privacy.

(22) Students must complete all survey questions and provide the information required by the University as part of their initial enrolment, including for example, a student’s Unique Student Identifier (USI) and their Tax File Number (TFN). Failure to provide information required by the University may result in a student’s enrolment being cancelled.

(23) Students are responsible for ensuring they provide the University with their current personal details, including updating their contact details when they change.

(24) Students may enrol in more than one University program provided they meet all requirements outlined in this policy for all programs.

(25) Students who resign from their program need to apply for re-admission to the University.

Part D -  Enrolment Conditions 

(26) The University may impose mandatory enrolment conditions on students where they are required to:

1. fulfil a requirement of an external accrediting or regulatory body;
2. meet work, health and safety requirements, or other legislative obligations; and
3. develop capacity for students to succeed in targeted areas, for example Academic Integrity.

(27) All mandatory enrolment conditions will be clearly communicated to students.

(28) In certain circumstances, the delegated authority may impose enrolment conditions on an individual student. These conditions may require a student to complete a specific action, such as transferring to an exit program or engage with an academic or professional development activity in line with the Support for Students Policy.

(29) Students must meet all conditions of enrolment. Failure to meet an enrolment condition may result in a student’s enrolment at the University being cancelled.

Part E - Credit for Prior Learning 

(30) The University is committed to recognising prior learning, facilitating pathways into higher education and supporting students to complete their programs in the shortest time possible without disadvantaging them in achieving the required learning outcomes.

(31) The University grants Credit based on:

1. completed studies at a recognised university, higher education institution, TAFE or registered training organisation in Australia and recognised international institutions (formal learning);
2. programs undertaken within the workplace, professional organisations, or other training contexts, where appropriate certification is available (credentialled learning);
3. demonstrable skills and learning gained from work or life experience that is relevant to the program being studied (informal learning); and
4. demonstrated capacity for learning in a formal program beyond the required minimum entry requirements.

(32) In general, credit for prior learning is:

1. recognised to meet minimum entry requirements into an award; or
2. awarded for a subject or subjects.

(33) All applications for credit for prior learning must be supported by appropriate supporting documentation.

(34) Eligibility for credit for prior learning does not guarantee admission to the University.

(35) The University will have processes and quality assurance mechanisms in place to ensure:

1. that the granting credit for prior learning does not diminish the integrity of the program of study and the qualification awarded, or disadvantage students in achieving expected learning outcomes;
2. practices across the University are consistent and decisions are applied fairly; and
3. that rules, policy positions and processes are consistent with our external obligations and practice across the sector.

Part F - Subject Registration 

(36) The University publishes a calendar of dates that identify when:

1. students can commence self-registration into subjects;
2. self-enrolments for a term close;
3. students must withdraw to avoid academic penalty and financial liability (see Census dates); and
4. students must withdraw to avoid academic penalty but with financial liability.

(37) Students are responsible for registering in subjects which contribute to them completing the requirements for their program.

(38) Students are generally restricted to the following maximum credit points in one teaching period:

(39) Students may only enrol in more credit points than the maximum credit point with approval of the delegated authority.

(40) International students studying in Australia on a student visa must:

1. Enrol in a full-time study load (i.e., enrol in the maximum credit points) for each term and
2. Not exceed Australian Government online study limits.

(41) Students who do not register in subjects by the Census date will have their enrolment lapsed and will need to apply for re-admission to the University. Re-admission is not automatic, and an applicant will need to meet all admission criteria. Any re-admission would be for a future intake term.

(42) Students who have had their record lapsed may in limited circumstances, such as completing their final subject, have their enrolment reinstated at the discretion of the delegated authority.

(43) The delegated authority may cancel a student’s registration in subjects if there is clear evidence that the student is not engaging, for example, they have not accessed the learning management system or their student email. Students who have their registration cancelled are entitled to appeal the decision in line with Part Q of this Policy.

(44) Students who are not formally registered in a subject are not able to participate in learning activities and will not receive a final result.

Part G - Teaching Timetable

(45) The University publishes a teaching timetable for each term. The teaching timetable includes all subject teaching activities except subjects wholly delivered online asynchronously.

(46) The teaching timetable will be designed to:

1. Enable flexible and contemporary learning experiences;
2. Meet the needs of staff and students; and
3. Efficiently allocate and use the University's resources and facilities.

(47) All synchronous teaching activities must be timetabled.

(48) To support the development and finalisation of the teaching timetable, Faculties are required to follow Timetabling Protocols established by Student Administration.

(49) Teaching Activities will be timetabled based on a subject offering:

1. Term, with Teaching Activities timetabled to commence at the start of the term and to conclude by the last week of term;
2. Campus, unless the subject requires access to an Assigned Learning and Teaching Space which is only available at another campus;
3. Mode of Study and characteristics as outlined below:
   1. On-site: Subjects that are taught wholly on campus using University facilities
   2. Online: Subjects that are taught wholly online
   3. Hybrid: Subjects that are taught using a mixture of online and on campus facilities
4. Other timetable requirements as outlined in approved subject documentation.

(50) Faculties are responsible for selecting the appropriate term, campus, and mode of study for their subjects and programs and for ensuring timetabling requirements are accurately captured in subject documentation.

(51) All Common and Assigned Learning and Teaching Spaces will be prioritised for teaching activities and only released for other activities including Casual Room Bookings once teaching activities have been finalised.

(52) The University applies the following principles to the allocation and use of teaching facilities:

1. Teaching spaces on each campus will be available for classes from Monday to Friday between the hours of 8 am and 10 pm
2. Classes may be held on Saturday or Sunday where required by the program or subject
3. Wherever possible, classes scheduled on evenings, weekends and public holidays will be consolidated in rooms and buildings rather than spread across teaching facilities
4. Teaching activities will be allocated to resources as per the academic requirements provided, i.e., room size, equipment, space type
5. Specialist teaching spaces that require technical lab support must be timetabled within the scope of hours determined by the managing faculty and technical support teams
6. Programs or subjects with periods of professional experience or placement must only be timetabled for those weeks when students are required to attend a synchronous teaching activity, whether that is online or on campus
7. Once a learning and teaching Space and time has been allocated, classes will be conducted within the scheduled times
8. Teaching activities will normally commence on the hour and conclude 10 minutes before the hour to enable room changeover and allow students to move to the next class and
9. Classes must not be conducted in teaching facilities without being scheduled or booked within the University timetabling system.

(53) Students are allocated to teaching activities:

1. based on the preferences that they provide by the published cut-off
2. on a first in first served basis or
3. in limited circumstances, at the discretion of the Faculty.

(54) Students can adjust their allocated teaching activities until the published cut-off.

Part H - Census dates 

(55) The University sets and publishes a Census date for each term in accordance with Australian Government requirements.

(56) Students are responsible for finalising their enrolment, including subject registration by the Census date for the term.

(57) Enrolment and subject registration at Census is final and will inform the tuition fees that a student will be charged.

(58) Amendments to a student’s enrolment or subject registration after Census will only be approved by the delegated authority in Extenuating Circumstances.

(59) The delegated authority may approve amendments to a student’s enrolment or subject registration at any time where this is due to an administrative error. Where this occurs, any tuition fees or charges will be refunded or remitted.

Part I - Tuition fees and related charges 

(60) The University reviews tuition and other fees annually and sets these in accordance with relevant legislative requirements.

(61) Different tuition fee arrangements may be set for students based on their student type and whether they are impacted by any grandparenting or transition fee arrangements.

(62) When completing the annual review of fees, the University considers relevant internal and external factors, such as the consumer price index, cost of program delivery and competitive behaviour.

(63) The delegated authority reviews and approves all tuition fees and other charges to be effective from 1 January of each calendar year.

(64) Where the University increases a program fee by more than 10% on the previous year’s fee for domestic fee-paying students, the University ordinarily hold fees for continuing students within the relevant program at the previous year’s rate plus CPI. The University may not hold fees for continuing students where there is a demonstrable increase to the cost of delivery, CPI exceeds 10%, and/or government policy changes impact the relevant program.

(65) A Student Services and Amenities Fee (SSAF) is charged to all students unless their program or cohort is exempt. The University publishes SSAF charges, including rates and cohorts charged SSAF.

(66) Students are issued with a Statement of Account (SoA) which includes their enrolment and fee information. Students should review their SoA and notify the University of any errors or omissions.

(67) Students must pay all tuition fees and other charges, including SSAF by the due date. Due dates may vary depending on the student cohort.

(68) Students who do not pay their fees by the required date, or who otherwise have debts to the University, may have their results withheld, access to the Learning Management System suspended and/or their enrolment cancelled.

(69) The University may approve payment plans to international students who are experiencing Extenuating Circumstances and cannot pay their tuition by the due date.

(70) Refunds of student tuition fees will only be approved by the delegated authority in Extenuating Circumstances or where a condition of the University's Refund Agreement has been met.

(71) SSAF charges will not be refunded under any circumstances.

Part J - Final Results 

(72) Students are issued a final result for each subject they are enrolled in each term.

(73) Results are calculated, finalised and published in accordance with the requirements of the Assessment Policy.

(74) Students receive a term Grade Point Average (GPA) following the release of results for the term, and a cumulative GPA which reflects their performance across all studies at the University.

(75) The GPA is calculated on the following basis:

(76) The calculation of a GPA includes:

1. all subjects completed in a program, including subjects completed in a former program and applied as internal credit; and
2. repeated subjects.

(77) The formula for calculating the GPA is:

1. GPA = Sum of (credit points for the same specific subject x grade points for specific subject)/Total number of credit points attempted.

(78) The elements of the above GPA formula are:

1. grade points for specific subject refers to the numerical value allocated to a grade
2. credit points for same specific subject refers to the credit points allocated to the subject studies and
3. total number of credit points attempted refers to the credit points for all subjects attempted including credit points for subjects where the grade achieved was F, FNS, E and U and excluding the credit points for S grades.

(79) The University may issue an alternate GPA or Weighted Average Mark (WAM) to students studying specific programs where it is required, for instance Foundation Studies or to meet local accreditation requirements outside of Australia. For more information, refer to the Results website.

Part K - Academic Progression 

(80) Students are responsible for their learning and should make appropriate progress in their program of study.

(81) The University is committed to helping students to progress through their studies, complete their program in a timely fashion and graduate. Refer to the Support for Students Policy for more information.

(82) The University does not allow a student to continue to study without making appropriate academic progress in their program.

(83) Students will initially commence their studies at the University with an Academic Standing of “Good Standing.”

(84) The University regularly calculates each students Academic Progression to determine whether they are making appropriate academic progress in their program. This progression check is based on the results that have been finalised and released at the time of the progression check. Progression may be reassessed where a student’s results change, for example, as a result of a successful application to Withdraw without Academic Penalty.

(85) The University assesses whether a student is making appropriate academic progress based on the Progression Rules (‘a progression check’). These rules are specified in the Student Administration Policy - Progression Procedure and include General Progression Rules, Program Specific Progression Rules, Subject Progression Rules and Maximum Time Rules.

(86) Student’s Academic Standing is updated following each progression check to reflect the outcome of the check. This may result in a student retaining their Good Standing, or being moved to (in accordance with the Progression Rules):

1. At Risk
2. Conditional Enrolment
3. Excluded or
4. Excluded for Exceeding Maximum Study-Time Limit.

(87) Students are notified via their University email and the Student Management System of their Academic Standing and any relevant Progression Outcomes following the formal progression check.

(88) Students’ Academic Standing are updated following notification of the outcome of a Progression Check.

(89) Students who are placed on Conditional Enrolment, Excluded or Excluded for Exceeding Maximum Study-Time Limit are not making appropriate academic progress in their studies and will have a Progression Outcome imposed.

(90) Students who are identified as not making appropriate academic progress in their studies will be invited to Show Cause as to why the Progression Outcome should not be imposed. Students are only invited to Show Cause where their Academic Standing is changing to Conditional Enrolment or Exclusion. A student who was on Conditional Enrolment and, following a second Progression Check, is notified that they remain on Conditional Enrolment cannot apply for Show Cause for a second time.

(91) Students who Show Cause need to demonstrate that their studies were impacted by Extenuating Circumstances and/or there was a breach of procedural fairness (refer Guidelines on Procedural Fairness and Good Decision-Making).

(92) Show Cause appeals must be made on the prescribed form within 20 working days of being notified of the outcome of a progression check unless approved for a late submission by the delegated authority. Appeals must include appropriate supporting documentation. Appeals outside this time will only be accepted by the delegated authority where there are Extenuating Circumstances. Not reading or misreading official communications will not provide grounds to accept a late Show Cause.  

(93) A Show Cause appeal is assessed in accordance with the Student Administration Policy - Progression Procedures.

(94) Progression outcomes will not be applied until the end of the Show Cause period and the finalisation of the sanction. Until then, students are allowed to register in subjects for the next term and until:

1. their Show Cause appeal is resolved or
2. where a student does not Show Cause, the Show Cause period finishes.

(95) The University attempts to finalise all Show Cause appeal prior to the census date of the next term.

(96) Where a Show Cause appeal is finalised after the census date of the next term and the decision is that a Progression Outcome be imposed, a student may be withdrawn from subjects without academic and financial penalty.

(97) Where a student applies for a period of approved leave of absence, including Discontinuation, their student record is updated and the relevant Progression Outcome applied.

(98) The outcome of a Show Cause appeal is the final decision of the University and there are no other internal avenues of appeal. Students will be notified of any external avenues of appeal available to them.

(99) Student progression rates will be used to inform institutional monitoring, review and improvement of programs to mitigate future risks to the quality of education.

Part L - Program Variation and Program Transfers 

(100) The University recognises the importance of flexibility and will support students transition within and between different programs at the University to the greatest extent possible.

(101) Students may vary their program to change campuses, to move from a double degree into a single degree or to transition from a higher award to an exit award. Students wishing to vary their program must apply on the approved form by the deadline for that term.

(102) Students may add, remove, or change fields of study within their program.

(103) Students who want to transfer into another program must apply for admission to the new program by the approved method by the deadline for that term and meet the admission criteria for the new program to be transferred into the program.

(104) Subjects that the student has completed at the University will automatically be applied to the new program in the most favourable combination to the student that maintains the integrity of the award.

Part M -  Conferral and Academic Documentation 

(105) Students are eligible to have their award conferred when they:

1. have met all academic requirements, demonstrated the expected learning outcomes and fulfilled all curriculum rules for the program;
2. are not in debt to the University;
3. do not have any holds on their record;
4. are not subject to an ongoing misconduct investigation; and
5. have not already had that award conferred.

(106) The delegated authority will approve students that are eligible to have their award conferred consistent with this policy, or previous published policy that applied during their studies.

(107) The delegated authority has discretion to deem a student eligible to be conferred in cases of extraordinary hardship or special circumstances provided it is consistent with external obligations and does not compromise the integrity of the University's programs. This includes but is not limited to conferring degrees posthumously.

(108) Once conferred:

1. students become graduates of Western Sydney University and members of the Alumni community, and
2. the University will issue them with:
   1. an electronic and hardcopy Testamur (degree certificate);
   2. an electronic Transcript; and
   3. an electronic Australian Higher Education Graduation Statement (AHEGS).

(109) Where a characteristic of an award, for example whether the degree was awarded with distinction or an honours class, change, the University will correct the student’s record and re-issue relevant documentation. This does not require the award to be revoked and a new award conferred.

(110) The University may revoke an award in accordance with the Revocation of Awards Rule.

Part N -  Recognition of Academic Excellence

(111) The University recognises academic achievement in several ways, including:

1. Awarding the University Medal; and
2. conferring coursework awards “with Distinction.”

(112) The University's Faculties recognise academic achievement by:

1. awarding a Dean's Medal; and
2. placing a student on the Dean's Merit List.

(113) The eligibility criteria and process for these awards are outlined in the Student of Administration Policy – Recognition of Academic Excellence Procedure.

Part O - Communications about administrative matters 

(114) The University issues all students with a student email account.

(115) Students are required to:

1. regularly check their student email account and
2. use their student email account when communicating with the University.

(116) The University advises students of important administrative activities, deadlines, and the outcome of administrative decisions made under this Policy via email to their student email account.

(117) Where required, the University may also communicate with students via alternate means such as sending an SMS to a student’s mobile or sending emails to a student’s personal email account.

Part P - Appealing administrative decisions 

(118) These provisions do not apply to decisions made under Part K – Progression. The Show Cause functions as the appeal mechanism for these decisions.

(119) Where an applicant or student is not satisfied with an administrative determination, they are expected to raise their concerns with the area that made the original decision to seek a review of the decision.

(120) Where the applicant or student is not satisfied with the outcome of a that review, they may appeal an administrative determination made in accordance with this policy on the basis that:

1. the decision breaches the rules of procedural fairness
2. there are Extenuating Circumstances or
3. there is substantial and relevant new or fresh evidence available that was not available for the student to provide when the original decision about the student’s case was made.

(121) Student appeals must:

1. be made on the prescribed form within twenty working days of being notified of the administrative determination or the outcome of the review of the decision and
2. must include relevant independent supporting documentation to demonstrate the relevant grounds. Letters or statutory declarations from students will not be accepted as supporting documentation.

(122) The Registrar (or nominee) considers all appeals made under this policy and determines whether the grounds for appeal have been satisfied.

(123) The Registrar (or nominee) either:

1. Dismisses the appeal, in which case the original decision stands
2. Refers the decision back to the original delegated authority for re-consideration or
3. Upholds the appeal and provides the outcome.

(124) The Registrar (or nominee) notifies the student of the outcome of their appeal within ten working days of the appeal outcome being determined.

(125) Applicants and students who are not satisfied with the outcome of the appeal may refer the matter to the Conduct and Investigations Office, who may review the matter in accordance with the Complaint Management Policy, or any relevant external authority, for example a Student Ombud.

(126) Where an internal or external appeal process results in a decision or recommendation to be actioned by the University, this will be implemented as soon as practicable with notification to the student.

Part Q -  Approval and Variation 

(127) The Deputy Vice-Chancellor, Education and Students may temporarily vary or suspend a provision contained in this Policy on a case-by-case basis where the application of a policy provision would cause undue hardship on a student or the University.

Section 4 - Procedures 

(128) The following procedures operationalise this policy:

1. Student Administration Policy – Admissions Procedure
2. Student Administratio Policy – Conferral and Academic Documentation Procedure
3. Student Administratio Policy – Credit for Prior Learning Procedure
4. Student Administration Policy – Enrolment Procedure
5. Student Administratio Policy -Posthumous Awards Procedure
6. Student Administration Policy – Progression Procedure
7. Student Administration Policy – Recognition of Academic Excellence Procedure
8. Student Administration Policy – Student Fees Procedure
9. Student Administration Policy – Timetabling Procedure

Section 5 -  Guidelines 

(129) Extenuating Circumstances are defined in Australian 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 program requirements and they were unable to:
   1. undertake the necessary private study required, or attend sufficient lectures or tutorials or meet other attendance requirements to meet the compulsory requirements or
   2. complete the required assessable work or
   3. sit the required examinations, or complete other program requirements because of their inability to meet the above.

(130) Students will need to prove their claim for Extenuating Circumstances by providing appropriate Supporting Documentation. For guidance on appropriate Supporting Documentation to substantiate claims of Extenuating Circumstances, refer to the Supporting Documentation website.

(131) Statutory declarations or letters from students attesting to events qualifying as Extenuating Circumstances will not be accepted for applications to withdraw without academic and financial penalty.

(132) 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.