View Current

Enrolment Policy

This is not a current document. To view the current version, click the link in the document's navigation bar.

Section 1 - Purpose and Context

(1) 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.

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

(3) Students are advised that it is their personal responsibility to ensure that they are correctly enrolled each session. Students can review their enrolment details on the University website or obtain this information via a Student Centre.

(4) It is the student's responsibility to check all enrolment details and advise the University in writing of any errors or omissions. Failure to advise the University about an incorrect record by the approved census date/s can result in both academic and financial penalties.

(5) This policy applies to course-work students only. Higher Degree research students should refer to the following policies in relation to their enrolment:

  1. Degrees of Doctor of Letters and Doctor of Science
  2. Doctor of Philosophy (PhD Rule)
  3. Doctor of Philosophy by Publication Rule
  4. Professional Doctorate Rule
  5. Masters (Honours) Rule
Top of Page

Section 2 - Definitions

(6) For the purpose of this policy:

  1. Domestic Student - refers to any student who is an Australian Citizen, New Zealand Citizen, holder of Australian Permanent Resident Visa, or holder of Humanitarian Visa (Refugee).
  2. Non-Award Student - refers to any student who is studying a single unit/s in one of the following:
    1. Unitrack; Non Award Undergraduate; Non Award Postgraduate; Post Census Miscellaneous; or
    2. Cross Institutional - studying a unit/s as part of their award course at a higher education provider other than their home provider.
  3. Overseas Student - refers to any student who is not an Australian Citizen, New Zealand Citizen, holder of Australian Permanent Resident Visa, or holder of Humanitarian Visa (Refugee).
  4. Postgraduate Coursework Student - refers to any student studying in a:
    1. Graduate Certificate;
    2. Graduate Diploma; or
    3. Masters Degree.
  5. Research and Higher Degree Student - refers to any student studying in a:
    1. Masters (Honours);
    2. Professional Doctorate;
    3. Doctor of Letters and Doctor of Science; or
    4. Doctor of Philosophy (PhD).
  6. Undergraduate Student - refers to any student studying in a Bachelors Award course.
Top of Page

Section 3 - Policy Statement

General Information

Communication

(7) Students will be expected to maintain accuracy of their enrolment details, using approved forms of communication with the University, as directed in the appropriate documented procedure. Forms of communication may include:

  1. electronic submission of changes via the University website;
  2. email to the Student Centre using the UWS Student Email account;
  3. letter addressed to the Student Centre on campus;
  4. electronic submission via on-line 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;
  5. lodgement of written advice in person to a Student Centre; and
  6. verbal advice of amendments to enrolment details will not be accepted as an acceptable form of communication.

Personal Details

(8) Students are responsible for ensuring that the University have up to date personal and contact details during the period of their enrolment.

(9) The University will not accept responsibility if official communications fail to reach a student who has not notified the University of personal and contact changes.

Change of Address

(10) Students who change their contact address should ensure that their details are up to date with the Office of the Academic Registrar.

(11) The University will not accept responsibility if official communications fail to reach a student who has not notified the Office of the Academic Registrar, of a change of address.

Change of Name

(12) Written notification of change of name should be submitted, accompanied by documentary evidence (for example certified copies of birth certificate, Marriage certificate, deed poll), to a Student Centre. A "Student Request" form is available from Student Centres and on the University website.

UWS Student Email Account

(13) All UWS students are provided with a UWS email account and access to the student web pages upon enrolment.

(14) Electronic communication, through UWS student email accounts and the student web pages, will be used by the University as the primary source for provision of notices and information. See clause (16) below.

(15) Students must use their UWS email account when corresponding with UWS by email.

(16) Students must check their UWS email account and student web pages frequently (daily during teaching sessions and weekly out of teaching sessions), to ensure that information is received in a timely manner.

(17) To ensure the University is able to verify the identity of students when they are requesting information or amending their record via email (where this is allowed under UWS Policy), students must only use their UWS email account. For this reason emails sent from accounts other than the UWS student email accounts will not be responded to.

(18) If students are unable to access their UWS email account, then the request must be submitted in writing with a signature.

Part A - Enrolment

Commencing Students - Domestic Undergraduate and Postgraduate Coursework Enrolment

(19) Commencing students are enrolled on completion 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 key program and course to which an offer of admission has been made. Enrolment in units exceeding 40 credit points per session requires the approval of the Course Advisor. This maximum may be less for non-standard sessions;
  4. submission of a declaration to be bound by the By-Law, Rules and Policies of the University;
  5. completion of any compulsory data collection and special requirement information as required by government departments or agencies;
  6. submission of a completed Commonwealth Assistance Form, exempted students, New Zealand citizens and some permanent residents as set out by the Federal Government);
  7. provision of documentation for proof of Australian Citizenship;
  8. payment of compulsory fees where applicable; see Part B - Student Finance/Fees;
  9. completion of any other required procedures;
  10. eligible postgraduate coursework students may also submit a Commonwealth Assistance Form if they wish to access FEE-HELP assistance with a valid Tax File Number, although this is not a requirement of enrolment. See clauses on Commonwealth Assistance FEE-HELP form below.

Commencing Students - Overseas Undergraduate and Postgraduate Coursework Enrolment

(20) Refer to clause (19), points a, b, c, d, e, h, i, j above.

(21) In addition to the above conditions overseas students are required to normally enrol in a full-time unit-load of study each teaching session and pay for one year of Overseas Student Health Cover in accordance with DIMIA regulations.

Unitrack Enrolment and Non-Award Enrolment

(22) 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

(23) Unitrack enrolment is only available for undergraduate units. It is intended that Unitrack students will be enrolled in this program in order to generate an entry rank to assist them in gaining admission to an award course.

  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 standard teaching session.
  3. Students enrolling in Unitrack will not have their enrolment confirmed until such time that all tuition fees have been paid in full - refer Part B - Student Finance/Fees.
  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. Overseas students are not permitted to enrol as Unitrack students.
  6. All Non-Award Unitrack enrolment is only offered on a full-fee paying basis. Refer to Part B - Student Finance/Fees.

Non-award Enrolment

(24) 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.

  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 standard teaching session.
  3. Students enrolling in Non-Award unit/s will not have their enrolment confirmed until such time that all tuition fees have been paid in full - refer Part B - Student Finance/Fees.
  4. 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.
  5. Overseas students are permitted to enrol in non-award unit/s if concurrently enrolled in an award course with the University or undertaking at least three units of study in a half year.
  6. All Non-Award enrolment is offered only on a full-fee paying basis. Refer to Part B - Student Finance/Fees.

Miscellaneous Post Census Enrolment

(25) It is intended that students permitted to enrol as Non-Award Miscellaneous students will only do so if they have been approved to enrol on this basis after the approved census date following cancellation of enrolment or non-enrolment in unit/s in their award course.

  1. Non-Award Miscellaneous enrolment is at the discretion of the Manager Enrolments and Student Finance each teaching session.
  2. Eligibility for Non-Award Miscellaneous enrolment is strictly for undergraduate domestic students who have had their enrolment cancelled after the approved census date and are approved by the Manager - Enrolments and Student Finance 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 Student Finance.
  4. All Non-Award Miscellaneous enrolment is only offered on a full-fee paying basis. Refer to Part B- Student Finance/Fees.

Continuing Students - Undergraduate and Postgraduate Coursework Enrolment

(26) Students are required to formally enrol for the Academic Year in a program of study in accordance with the rules of the course in which they are enrolled. In accordance with Commonwealth Government requirements, this means that an appropriate program of units must be nominated during the enrolment period for all teaching sessions in which the student intends to study for the academic year.

(27) Continuing students are required to enrol for each academic year. Students will be considered to be enrolled on completion of the following requirements unless they have been suspended, excluded or precluded. In those cases refer to the Progression and Unsatisfactory Academic Progress Policy.

Requirements for Enrolment

(28) Students are responsible for enrolling in units where they meet all pre-requisites, co-requisites and any special requirements in accordance with unit rules as published in the relevant Undergraduate or Postgraduate University Handbook. Students will be permitted to re-enrol for the following year prior to receiving results on the basis of meeting pre and co-requisites. If a student subsequently does not meet the prescribed pre and co-requisites after receiving results it is the student's responsibility to formally withdraw from the affected unit/s before the approved census date.

  1. Students are required to ensure that they have a valid unit enrolment by the published closing date. Applications lodged after the closing date may be accepted at the discretion of the Manager - Enrolments and Student Finance, subject to payment of the published late enrolment fee.
  2. Continuing students must only nominate classes that are timetabled for the campus to which their original offer of admission applied. A student who wishes to enrol for a class at a different UWS campus must first obtain authorised approval from their Head of Program, except where a core unit is offered on a single campus only.
  3. Continuing students who do not undertake a unit enrolment by the Census Date for the teaching session 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 Policyfor information on re-admission).
  4. Students in undergraduate courses may not normally enrol for postgraduate units. A student wishing to undertake a postgraduate unit to be credited towards an undergraduate course, must obtain written approval from both the Head of Program and the Course Advisor.
  5. Overseas students must normally enrol in a full-time unit study load in accordance with DIMIA requirements for the full academic year unless they are graduating.
  6. Students must pay all compulsory fees and charges, by the prescribed date for their enrolment to be valid.
  7. Students must complete any other required procedures or special requirements.

(29) 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; or
  2. resigns (withdraws) from the course of study; or
  3. takes an approved leave of absence; or
  4. is excluded or suspended from study; or
  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 Office of the Academic Registrar, in which case the student will be regarded as having abandoned the course of study.

Late Enrolment

(30) Late enrolment is defined as the completion of any of the enrolment requirements specified in "Commencing Students - Domestic Undergraduate and Postgraduate Coursework Unit Enrolment" or "Continuing Students - Domestic Undergraduate and Postgraduate Coursework Unit Enrolment " above, after the closing date specified by the Office of the Academic Registrar.

(31) If, for reasons beyond their control, students are unable to enrol during the period specified, they may apply for permission to enrol late.

(32) The Manager, Enrolments and Student Finance, (Office of the Academic Registrar) will consider all applications for late enrolment and will at their discretion either:

  1. approve the late enrolment without penalty; or
  2. approve the late enrolment and impose a late enrolment fee; or
  3. refuse the late enrolment.

(33) The requirements of the Higher Education Support Act are prescribed by legislation and students will incur substantial financial penalties if the requirements of the Act are not met by the prescribed dates.

Enrolment in Units After Issue of the Commonwealth Assistance Notice

(34) Student records can be amended in extenuating circumstances only. 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.

(35) Undergraduate and postgraduate students who wish to enrol in units 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 and Student Finance.

(36) Applications for adjustment of enrolment in the circumstances outlined above must be submitted to the Enrolments and Student Finance Unit no later than 14 days following issue of the Commonwealth Assistance Notice.

Concurrent Enrolment in More Than One Course

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

  1. minimum progression rates are met in all courses;
  2. maximum unit load per teaching session, for all courses combined, does not exceed more than 40 credit points (unless academic approval is obtained from all relevant Heads of Program). This maximum may be less for non-standard sessions.

(38) Students may also 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.

Cross-institutional Enrolment

UWS Students

(39) Students who plan to undertake units at another higher education provider as part of a UWS award (ie wish to include the credit for the concurrently enrolled studies as part of their degree), are required to:

  1. submit their application to the relevant UWS School for approval to count the unit for credit towards the UWS award course prior to applying to the other higher education provider (maximum credit point enrolment limits apply as set out in clause 73 below). (Students should provide an outline of the unit(s) to be studied at the other higher education provider including content and assessment requirements);
  2. apply directly to the host (other) 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 and enrolment (including payment of fees);
  3. upon completing the unit, provide UWS with a certified copy or original results notice obtained from the other higher education provider to support an application for academic credit to their UWS award course; and
  4. if a Commonwealth supported student, provide the host higher education provider with a Commonwealth Assistance Form and observe that higher education provider's requirements in relation to payment dates for upfront student contribution payments. Students who wish to discontinue studies at the host higher education provider must advise the host higher education provider, not UWS.

Cross Institutional Enrolment at UWS

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

(41) 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. Commonwealth supported students are required to complete a Commonwealth Assistance Form when enrolling at UWS and meet any payment dates specified by UWS.

(42) Students are required to fulfil all enrolment requirements for commencing students [clauses (19), (20) and (21)], and pay all compulsory fees as a condition of enrolment. These fees will be based on their enrolled load.

UWS Students on Approved Overseas Exchange Programs

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

(44) Students must complete an application form available from UWS International Office, and meet all enrolment requirements at UWS (including payment of fees), and all requirements of HESA for the equivalent teaching sessions of the approved exchange.

Transfer of Enrolment

Transfer of Home Campus

(45) Students requesting a change of home campus must apply using the relevant transfer form. Requests for change of home campus must be approved by the relevant Head of Program.

Transfer or Selection of Key Program

(46) Students selecting a Key Program of Study or requesting a transfer to an approved Key Program of study available within their Course and at the campus they are enrolled will need to complete the relevant transfer request form and lodge by the closing date.

Definition of Key Program Transfer

(47) A key program transfer is where one course title has various key program selections available. For example a Bachelor of Arts course has several key programs to choose from. In the case where a student is seeking to nominate a key program initially or change their key program within the same course, they are required to formally apply as described in clause 46 above.

Enrolment After Suspension

(48) 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.

Enrolment After Exclusion

(49) A student who has been excluded from study at UWS 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 via the UAC or the International Office.

Preclusion of Enrolment at UWS

(50) 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 either directly to the University or through the UAC or the International Office.

Variation of Enrolled Program of Study

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

(52) Variation of units or classes in an enrolled program of study is not a means of transferring attendance between courses or campuses. Students wishing to transfer to a different course should refer to the Admissions Policy.

(53) Students who wish to request a change in the campus at which they are studying (but remain in the same course) must obtain permission from the Head of Program. Note that such permission is not automatic.

Addition or Substitution of Units

(54) In Autumn and Spring Session, students may add units to their program of study, or substitute units within a program of study, up until 5pm on the final day of the second week of session.

(55) Final dates for adding/substituting units in other teaching sessions will be published on the University website.

(56) To ensure students are not disadvantaged in their studies by commencing units late, applications to add or substitute units received after the above date and before the approved census date will only be considered where there are clearly demonstrated exceptional circumstances and must have approval by the Head of Program.

(57) Students seeking late entry to a unit may be required to provide documentary evidence supporting their claim of extenuating circumstances. If the approving academic believes late entry to the affected unit/s will disadvantage the student academically it is at their discretion as to whether they approve the request.

(58) Applications for unit enrolment will not be accepted after the approved Census date for the teaching session.

(59) In units conducted on a weekly basis during quarter sessions students may add units to their program of study, or substitute units within the program of study, up until 5pm on the final day of the second week of the quarter.

(60) In units conducted in an accelerated mode the Academic Registrar may publish an appropriate date after consultation with the school offering the unit. Sydney Graduate School of Management students will be allowed to enrol up to the end of the first day of a unit taught in 'block' mode.

Restrictions on Unit Enrolment

(61) The University may, on the advice of the Executive Dean and Head of School, impose 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. compulsory) within their key program will receive preference over students for whom the unit is an elective.

(63) Students wanting to enrol in units not on their home campus will require academic approval from the Head of Program, or nominee on the campus to which they are seeking entry, except where it is a core unit for the course and only offered on a single campus during the year, or where it is a core unit and the student is in their final semester.

(64) In cases where students have not gained academic approval as stipulated above they may be involuntarily withdrawn from the unit without notice.

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

(66) Some selected units are only available for students studying in particular courses. Where this is the case the unit will be identified in the handbook and 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 for postgraduate units. A student wishing to undertake a postgraduate unit to be credited towards an undergraduate course must obtain written approval from both the Head of Program and the Unit Co-ordinator. Students in undergraduate courses may not normally enrol for postgraduate units.

Pre- and Co-requisite Units

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

Units with Special Requirements

(70) Where units with special requirements exist students must satisfy these in order to become enrolled in the unit.

Unit Rule Waivers

(71) A request for rule waiver can only be authorised by the Head of Program or Course Advisor.

Enrolment Outside the Approved Course Structure

(72) Students must seek academic approval from the Head of Program for variations to a program of study which are outside the normal course structure.

Maximum Credit Points in a Teaching Period

(73) There is maximum number of credit points in which a student may enrol in each teaching period. Written approval of the Head of Program is required to exceed these limits:

  1. Per session: 40 credit points
  2. Per quarter: 40 credit points
  3. Summer: 20 credit points
  4. Other teaching periods: credit points as approved by the Head of Program

Non-standard Teaching Session Enrolment

(74) The University may offer units during non-standard teaching sessions in accordance with HESA legislation. Units can only be offered to students as part of their normal award course and under their existing fee arrangements.

Withdrawing from Units

Before the Approved Census Date

(75) Students may discontinue enrolment in a unit without academic penalty until 5pm on the approved Census date.

(76) Commonwealth supported students will not incur a student contribution liability for the unit/s they have withdrawn from.

(77) Full fee paying postgraduate students will not incur a tuition fee or FEE-HELP liability.

(78) Withdrawals from units are lodged prior to 5.00pm on the approved Census date.

After the Approved Census Date

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

(80) Commonwealth supported students will incur a Student contribution liability unless they are able to prove they have endured extenuating circumstances.

(81) 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 the DEST / HESA guidelines. Refer to University website for details.

(82) 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 are able to prove they have endured extenuating circumstances.

(83) Students who withdraw due to extenuating circumstances may apply in writing for consideration of withdrawal without academic penalty ("W" grade - Withdrawn without academic penalty. Applications must be made within the required timeframe, which is 12 months from the end of the teaching session in which they were enrolled in the unit/s.

(84) Applications for Withdrawal without Academic Penalty will not be considered once a student has completed their final assessment task (for non-examinable units) or sat the final examination for the unit/s in the teaching session.

(85) 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, upfront student contribution or FEE-HELP payments were made. 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 ATO. Students will receive written confirmation of the remission of their debt by the University.

Resignation

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

(87) Students who are considering resignation are strongly advised to discuss their situation with the Course Advisor or student counsellor to consider other alternatives or gain advice on withdrawal procedures.

(88) Resignation from a course must be lodged using the appropriate method as outlined in clause (7).

Final Date for Submission of Applications for Resignation

(89) Resignation or written notification of withdrawal from a course of study must be submitted by 5pm on the approved Census date for the teaching session from which the student is seeking to withdraw.

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

(91) No academic penalty will apply for applications received by the final 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. International students should refer to clauses (219) to (228) of this policy to determine the financial liability incurred for resignation from a course.

Late Submission of Applications for Resignation

(92) Applications received after the approved census date will be processed as applications to withdraw from units after the approved Census date (refer to clause (79) in that teaching session.

(93) Students will incur an academic penalty ("E" grade - Fail - discontinued) for all units in the current teaching session when applications are received after the final 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.

(94) Students who submit late notifications of withdrawal for a course due to extenuating circumstances will need to apply for "W" Grades (refer to clause 83).

(95) Consideration of late notifications of withdrawal due to exceptional circumstances will be at the discretion of the Office of the Academic Registrar.

Re-admission After Resignation from a Course

(96) Refer to the Admissions Policyfor information on re-admission.

Reinstatement of Enrolment Following Termination for Non-Payment of Fees

(97) A student whose enrolment is terminated for non-payment of compulsory fees may apply for re-instatement of their enrolment at the discretion of the Manager, Enrolments and Student Finance. 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, including the published late enrolment fee and the published re-instatement charge by a specified due date as set by the University. Non-Commonwealth supported students will be reinstated under the same conditions but will be reinstated into their award course.

(98) Overseas students whose enrolment has been cancelled will be reported to DIMIA. They may apply for reinstatement of their enrolment in the current teaching period, provided they fulfil the requirements stated in clause 97 by a specified due date set by the University. Should the Manager, Enrolments and Student Finance permit reinstatement of enrolment, the student will be required to present to an International Student Advisor to arrange a new Confirmation of Enrolment.

Overseas Students Unit Load Requirements

(99) Overseas students on student visas are expected to enrol in a full time program of study each half year in order to comply with Australian Student Visa requirements.

(100) Students who are undertaking less than a full time load in any half-year of their study must discuss their situation with the International Student Adviser on their home campus.

Repeat Enrolment in Unit/s Already Passed

(101) With the permission of the relevant Associate Dean (Academic), a student may repeat any subject for which a passing grade has been awarded.

(102) If a student elects to repeat a unit, the current tuition fee / student contribution rate will be charged.

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

(104) Both units and grades will be included in the calculation of the student's Grade Point Average (GPA). See the Graduation Policyfor more information about the GPA. No additional credit points will be generated toward the award if a unit that has been passed previously is repeated.

Leave of Absence

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

(106) This policy applies to local undergraduate and postgraduate students and overseas offshore students only. Overseas onshore students must contact the International Student Adviser on campus if they need to interrupt their studies.

(107) A student may 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.

(108) Where a pre-2005 domestic student has taken leave of absence and is returning post 2005 they will be eligible for grand-parenting arrangements under the HESA.

Eligibility for Leave of Absence

(109) Students become eligible for a leave of absence after having successfully completed one or more units in their enrolled course at UWS.

(110) 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.

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

Maximum Period for Leave of Absence

(112) The maximum period of leave that may be granted is normally twelve (12) months. An extension may be granted under exceptional circumstances on the recommendation of the Head of Program or nominee. Under exceptional circumstances, and with the recommendation of the Head of Program or nominee, a further period of leave may be granted.

(113) Students who initially apply for a lesser period of leave may apply for an extension of leave up to the maximum period as specified in clause (112).

Impact on Progression Due to Leave of Absence

(114) 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

(115) Applications for leave of absence must be submitted by 5pm on the approved Census date for the first teaching session for which leave is sought. Applications must state the teaching sessions for which the leave of absence is sought.

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

(117) 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.

(118) Commonwealth supported students will not incur a liability.

(119) Full fee paying students will not incur a financial penalty for withdrawal after the commencement of the teaching session and prior to approved Census date.

Late Submission of Applications for Leave of Absence

(120) Applications for Leave of Absence submitted after the approved Census date will not be accepted as such and instead will be processed in the same way as applications to withdraw from units after the approved Census date.

(121) Students who withdraw from units after the approved census date and wish to apply for Leave of Absence in the subsequent teaching session may do so by completing and submitting a leave application for the required subsequent session.

Returning to Study from Leave of Absence

(122) 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.

(123) To resume studies students must enrol into units for the upcoming teaching session as an indication that they are returning from Leave of Absence.

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

Students Who Have Exceeded Their Approved Leave and Wish to Return to Studies

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

(126) To return to their original course of study, students will have to apply through UAC or the International Office for re-admission (refer to re-admission under the Admissions policy).

(127) Domestic students who are re-admitted after being deemed as abandoning their course will be reinstated into their original course, but will not be eligible for grand-parenting arrangements under the HESA.

Part B - Student Finance / Fees

Higher Education Support Act (HESA)

(128) From January 1, 2005 significant changes to student finance and fees were implemented under the Commonwealth Government's 'Higher Education Support Act 2003'. Different arrangements will exist for pre-2005 domestic students than for commencing domestic students enrolling after January 1, 2005.

Information for Domestic Students About the Changes

(129) For further information about HESA and loan programs Student Centres have copies of DEST booklets titled "HECS-HELP" and "FEE-HELP" available for students to collect. Alternatively students may access this information on the Going to Uniweb site.

(130) In this policy, some common terminology previously in use has changed arising from the Higher Education Support Act, as follows:

  1. Domestic student - formerly local student
  2. Overseas student - formerly international student
  3. Commonwealth Supported place - formerly HECS place
  4. Commonwealth Assistance HECS-HELP -formerly HECS loan
  5. Commonwealth Assistance FEE-HELP - formerly PELS loan
  6. Student Contribution rates - formerly HECS rates
  7. Commonwealth Assistance Form (CAF) - HECS Payment Options Declaration form

Grand-parenting of Pre-2005 Domestic Students

Definition of Grand-parenting Eligibility Criteria

(131) Grand-parenting in this context is the term used for moving currently enrolled students who are currently studying under pre-2005 funding conditions to continue their studies with as least disruption or change to these conditions as possible under the new HESA reforms being introduced as of January 1 2005. Whilst some changes are imminent for continuing students, each Higher Education Provider is required to ensure all eligible continuing students are provided with grand-parented arrangements and conditions for their enrolment until December 31, 2008. All grand-parenting arrangements and conditions will cease as of that time in accordance with the 2003 Higher Education Support Act.

(132) UWS Students will be deemed to be eligible for grand-parenting as pre-2005 students if they:

  1. were enrolled in Spring session, 2004 in one or more units, or
  2. were on an approved leave of absence in Spring 2004, or
  3. were on an approved suspension in Spring 2004.

(133) UWS Students will not be deemed to be eligible for grand-parenting as pre-2005 students if they:

  1. have formally or informally withdrawn from their course prior to January 1, 2005, or
  2. have been excluded or precluded from their course prior to January 1, 2005, or
  3. are a permanent resident and have exhausted their timeframe for gaining Australian Citizenship, or
  4. are a permanent resident postgraduate student but have not incurred a PELS debt by December 31, 2004

UWS Students Transferring Through UAC

(134) UWS students transferring their enrolment through UAC and who meet the eligibility criteria for grand-parenting as described in clause (132) will be identified and flagged as pre-2005 students automatically during the enrolments process. Students who are eligible for grand-parenting will be provided with the appropriate Commonwealth Assistance forms at the point of enrolment for pre-2005 students. If a student believes they are eligible according to the criteria and have not been grand-parented they will need to discuss their case, preferably at the point of enrolment or with an officer of the Enrolment and Student Finance Unit.

UWS Postgraduate Students Articulating to Higher Awards

(135) UWS students articulating to higher awards will not be eligible for grand-parenting and will be regarded as commencing 2005 students.

Domestic Students from other Higher Education Providers

(136) Students seeking to enrol at UWS under pre-2005 grand-parented conditions will need to meet conditions as stipulated in clause (132) and provide documentary evidence at the point of enrolment of one of the following:

  1. an original or certified copy of a Spring 2004 or equivalent teaching session results notice;
  2. an original or certified copy of a Spring 2004 or equivalent teaching session 'Confirmation of Enrolment' notice as issued by their Higher Education Provider;
  3. an original or certified copy of official correspondence on formal letterhead from their Higher Education Provider confirming approved leave or suspension period covering Spring 2004 or equivalent teaching session;
  4. a completed UWS pro-forma available from the University website or Student Centre to be completed and signed off by their former Higher Education Provider as described on the form.

Domestic Students from other Higher Education Providers Where No Formal Leave Policy Exists

(137) In cases where the student's Higher Education Provider has no formal leave policy the student will be required to provide evidence they were enrolled in their university studies during Spring 2003 or Autumn 2004 or the equivalent teaching session/s. The same documentation requested in clause (136) but excluding confirmation of leave described in clause (136c) will be required for Spring 2003 or Autumn 2004 or equivalent teaching sessions to verify the above and should be provided at the point of enrolment.

Payment of Fees

Allocation of Payments

(138) Payments will be allocated automatically from the oldest to the most recent debt the student has. Any outstanding balance will have monies allocated before any other allocation is made.

Student Contribution Payments

(139) Refer to the University website for details on allocation and student nomination of partial payments of $500 or more to specific units.

Student Learning Entitlement (SLE)

Issue of SLE

(140) Under HESA, the Australian Government has introduced the Student Learning Entitlement (SLE). The SLE gives all Australian citizens, New Zealand citizens and holders of permanent visas access to a Commonwealth supported place for 7 years of equivalent full-time study.

Re-crediting of SLE

(141) Refer to the University website for further details regarding SLE, including additional SLE, lifelong SLE, re-crediting of SLE and the associated Appeals process.

Tuition Fees

Domestic Students - Postgraduate and Non-Award

(142) Students will be advised of their tuition fees each teaching session.

(143) Tuition fees are payable by the advised due date for each teaching session.

(144) Eligible domestic postgraduate students may lodge a Commonwealth Assistance Form for a FEE-HELP assistance and opt to defer part or all invoiced tuition fees provided they lodge a valid Tax File Number prior to the approved census date (refer to eligibility for Commonwealth Assistance FEE-HELP in clauses (177) to (183).

(145) Non-Award students are not eligible for Commonwealth Assistance.

(146) The University reviews tuition fees on an annual basis for all fee-paying courses and may increase these fees over the period of enrolment.

(147) Any fee increases approved by the Vice-Chancellor will be effective from 1 January of each calendar year and will apply to all domestic postgraduate and non-award fee paying students irrespective of the date of enrolment in that calendar year.

(148) This fee policy applies to both commencing and continuing fee-paying students.

(149) If students are enrolled in a fee-paying course that is subject to an organisation sponsored contractual arrangement, this may prohibit annual tuition fee increases, and in such circumstances could be exempt from the fee policy stated above.

(150) Approved fee increases effective 1 January of each calendar year will also apply to courses/units offered in non-standard sessions.

(151) No tuition fees are to be published unless they have been approved by the Vice Chancellor. All published information on courses and fees requires approval by the Office of Business Development.

Non-Payment of Tuition Fees - Domestic Students

(152) Students who have not completed payment of their tuition fees by the approved census date will have their enrolment cancelled.

(153) A student whose enrolment is terminated for non-payment of compulsory fees may apply for re-instatement of their enrolment at the discretion of the Manager, Enrolment and Student Finance.

Tuition Fees - Overseas Students

(154) For overseas students who in 2003 or earlier commenced a course of study for which tuition fees are payable, the tuition fee will remain the same for the minimum duration of the course as specified in the letter of offer. Additional tuition fees will not be charged unless the student requires additional time to complete the course of study. If an extension of time is required, tuition fees will be charged at the rate applicable at the time the extended study is undertaken.

(155) For overseas students who commenced a course of study in 2004 and thereafter, tuition fees will be reviewed annually and may be increased during the period of the overseas student's enrolment in the course. Such increases may be expected to conform with the estimated total course fee provided to the student prior to accepting the offer of enrolment.

(156) Overseas students should refer to the section, of this policy, "Refund of Tuition Fees — Overseas Students", commencing with clause (219).

Non-Payment of Tuition Fees - Overseas Students

(157) Students who have not completed payment of their tuition fees by the approved census date will have their enrolment cancelled.

(158) Overseas students whose enrolment has been cancelled and have satisfied DIMIA that they should be permitted to continue studying may apply for reinstatement of their enrolment in the current teaching period, provided they fulfil the requirements stated above by a specified due date as set by the University.

Commonwealth Supported Students - Domestic Undergraduate

Eligibility for Commonwealth Support

(159) Australian citizens, holders of Humanitarian Visa's, New Zealand citizens and holders of Australian Permanent Resident Visa's who are enrolled in an undergraduate course at UWS are eligible to study as domestic students in a Commonwealth Supported place.

(160) Overseas students, domestic students enrolled in postgraduate full fee paying courses and students enrolled in non-award courses are not eligible for a Commonwealth Supported place.

Student Contribution Rates

(161) Student Contribution rates are levied at rates prescribed for the calendar year (published in the booklet HECS-HELP - available at all Student Centres), and are subject to review on an annual basis. A student contribution liability will be incurred in each teaching session, based upon the student contribution amount and load (credit points) of the units in which the student is enrolled.

Non-compliance with Commonwealth Support Requirements

(162) Commonwealth supported students will be provided at enrolment with a copy of the booklet "Information for Commonwealth Supported Students".

(163) It is the student's responsibility to ensure the requirements of being a Commonwealth supported student are understood and fulfilled.

(164) Continuing students are able to access these booklets at their Student Centre or via the Going to Uniweb site.

(165) Students must have finalised enrolment by the approved Census date.

(166) Students who have not met Commonwealth support requirements, including the non-provision of a Commonwealth Assistance Form and proof of Australian Citizenship by the approved Census date will have their enrolment cancelled. Note that it is not necessary to submit a new Commonwealth Assistance Form each session unless you have changed to a different course, or you wish to provide your Tax File Number.

(167) Students who have not supplied a valid Tax File Number and have not made their student contribution payment in full by the approved census date will have their enrolment cancelled.

(168) Students who have not complied with Commonwealth Support requirements by the approved Census date, but who wish to continue studies in the current teaching session, if approved to enrol late, may, at the discretion of the Manager-Enrolments and Student Finance, be required to enrol as non-award students (100% student contribution liability payable upfront).

(169) Students wishing to continue studies in future sessions may apply to reinstate their enrolment in an award course only when all Commonwealth support requirements are met.

Enrolments Exceeding Award Requirements

(170) Commonwealth support is only available for completion of the minimum number of units required to complete an award program. Checks may occur to monitor students deemed to be in excess of units and credit points required to complete their course. In cases where students have exceeded award requirements the University reserves the right to charge full fees retrospectively for excess units studied that are not part of the Commonwealth supported Award course.

(171) Students wishing to enrol in additional units will need to enrol on a non-award (full fee paying) basis.

Eligibility for Commonwealth Assistance - Domestic Undergraduate and Postgraduate Students Commencing from January 1, 2005

(172) 2005 domestic Commonwealth supported commencing undergraduate and postgraduate domestic students are eligible for Commonwealth Assistance (HECS-HELP) (FEE-HELP) provided they are an Australian citizen or a holder of a Humanitarian Visa.

(173) Confirmation of eligibility is a requirement at the point of enrolment.

(174) Students who gain Australian Citizenship during the period of their enrolment will be deemed eligible for Commonwealth Assistance by providing originals or certified copies of attendance at an official Australian Citizenship ceremony as required under the HESA.

Eligibility for Commonwealth Assistance (HECS-HELP) - Domestic Undergraduate Pre-2005 Students

(175) Pre-2005 students will be eligible for HECS -HELP if they were;

  1. Studying as an Australian citizen, New Zealand citizen or holder of an Australian Permanent Resident Visa and were enrolled as such on or before their final teaching session's census date in 2004. Holders of Australian Permanent Resident Visa's must have already incurred a PELS debt prior to 2005 to be eligible for grand-parenting arrangements and FEE-HELP.
  2. Holders of Australian Permanent Resident Visa's are eligible providing they are within the specified timeframe (set by DIMIA) to study as a domestic student or gain Australian Citizenship. Once this timeframe has expired students who have not gained Australian Citizenship will have to pay their fees in full.

(176) If a pre-2005 student wishes to defer all or part of their student contribution liability they must complete a Commonwealth Assistance form (CAF), requesting HECS- HELP as a pre-2005 student and provide a valid Tax File number prior to the approved census date.

Eligibility for Commonwealth Assistance (FEE-HELP) - Domestic Postgraduate Pre-2005 Students

(177) Pre-2005 domestic postgraduate students will be eligible for FEE-HELP provided they were:

  1. Studying as an Australian citizen, New Zealand citizen or holder of an Australian Permanent Resident Visa and were enrolled as such on or before the final teaching session's census date in 2004. Holders of Australian Permanent Resident Visa's must have already incurred a PELS debt prior to 2005 to be eligible for grand-parenting arrangements and FEE-HELP.
  2. Pre-2005 students must complete a Commonwealth Assistance form requesting FEE-HELP as a pre-2005 student and provide a valid tax file number prior to the approved census date via the CAF.

Applying for Commonwealth Assistance (FEE-HELP)

(178) Eligibility for FEE-HELP is solely based on the HESA FEE-HELP guidelines.

(179) No personal criteria or application is required in addition to the Commonwealth Assistance FEE-HELP form. This form must be lodged prior to the approved census date for the teaching session for which the loan is being sought.

(180) Once a student has been confirmed as a FEE-HELP student, they will have the option of deferring part or all of their payment as per the guidelines for the duration of their study in the course nominated on the original form.

(181) Under FEE-HELP, a student may defer part or all of their tuition fees. On submission of a Commonwealth Assistance FEE-HELP form, the government pays the amount of tuition fee outstanding as at the approved census date. The student repays the amount through the taxation system in the same way that a HECS-HELP liability is paid.

(182) A debt will only be incurred for the amount of tuition fees unpaid by the student at the approved Census Date.

(183) FEE-HELP does not apply to all postgraduate courses. More information can be sought from a UWS Student Centre or at the Going to Uniweb site.

Commonwealth Assistance Forms

(184) Due to the implementation of HESA (Higher Education Support Act) for 2005 there will be separate Commonwealth Assistance Forms for pre-2005 students and commencing students.

(185) Students enrolling in a Commonwealth supported course of study must submit a completed Commonwealth Assistance form when enrolling in a course for the first time. Students who have not provided the University with this form will not be enrolled.

(186) Students need to ensure they have included their Tax File Number on the Commonwealth Assistance form if they are planning to defer their Student Contribution liability. This must be lodged by the approved census date for the teaching session.

(187) All students seeking internal course transfer must complete and lodge a new Commonwealth Assistance form unless they are transferring their key program only (see below for definition).

(188) The Commonwealth Assistance form will not be accepted later than the approved census date for the teaching session in which you are seeking the transfer to commence. Refer to the Admissions Policyfor information on transfers.

Clarification of "Key Program" Transfer

(189) A key program transfer is where one course title has various key program selections available. For example a Bachelor of Arts course has several key programs. In the case where a student is seeking to nominate a key program initially or change their existing key program within the same course, they are not required to complete a new Commonwealth Assistance form as they are still studying a Bachelor of Arts course but have elected to change their choice of specialisation.

(190) Students may change their payment options for future teaching sessions by submitting a new Commonwealth Assistance form with their TFN by the approved Census Date for the teaching session.

(191) Students do not need to lodge a new form if they decide to make upfront payments.

Approved Census Dates

(192) Each unit has an approved census date which is published on University's Student Administrationweb pages.

(193) Students will need to ensure their enrolment is finalised by the approved census date.

Advice of Enrolment and Student Contribution

(194) Students will receive confirmation of their enrolment and student contribution liability prior to the approved Census date for the teaching session.

(195) It is the student's personal responsibility to check this information and notify the Office of the Academic Registrar of any errors and/or omissions.

Confirmation of Enrolment and Commonwealth Assistance Notice

(196) Within four weeks after the approved Census Date, students will be issued a Commonwealth Assistance Notice, which will confirm their enrolment and student status as at the approved Census date.

(197) Students must notify the Enrolments and Student Finance Unit, Office of the Academic Registrar, in writing of any errors or omissions within 14 days of the date of the notice being sent.

Late Fees

(198) Students who do not complete all requirements for enrolment by the final date advised by the Office of the Academic Registrar must, if permitted to enrol late, pay the published late enrolment fee.

Extension of Time for Payment

(199) The University does not grant extended time for payment of compulsory fees.

(200) Domestic undergraduate students who are experiencing financial hardship should defer their student contribution payment and apply to do so before the approved Census date for the teaching session.

(201) Domestic postgraduate students are advised to apply for FEE-HELP assistance before the approved Census date of the teaching session to defer their tuition liability if they are experiencing financial difficulties.

(202) Overseas students are required to pay compulsory fees by the due dates as part of their visa and DIMIA requirements.

Refunding of Tuition Fees

Domestic Students

(203) Domestic students who defer, resign or take an approved leave of absence from their course prior to the approved census date will receive a refund automatically for 100% of any Student Activities Fees and tuition fees they have paid for the teaching session prior to withdrawing.

(204) Domestic students who withdraw units from their program prior to the approved census date will be automatically refunded for any overpayment of tuition fees following the approved census date for the teaching session.

(205) Domestic non-award students who resign from their non-award unit/s prior to the approved census date will be automatically refunded for any overpayment of tuition fees and student activities fees following the approved census date for the teaching session. They will not receive any refund for paid application fees as these are non-refundable.

(206) Domestic students who withdraw after the approved census date will not receive a refund of their tuition fees unless they are able to prove they have endured extenuating circumstances.

(207) Applications for refunds in extenuating circumstances must be made within 12 months from the date of the last day of the teaching session in which the misadventure occurred.

Refunding of Student Contribution Payments for Commonwealth Supported Students

(208) Commonwealth supported students who resign from their course prior to 5pm on the approved Census date will not incur a student contribution liability. If a student has paid the student contribution liability for a unit or units prior to withdrawing, a full refund will be automatically generated.

(209) Commonwealth supported students who withdraw from a unit/s prior to 5pm on the approved Census date will not incur a student contribution liability for the withdrawn units. If a student has paid their student contribution liability for a unit/s prior to withdrawing, a full refund for the withdrawn unit/s will be automatically generated following the approved Census date.

(210) Commonwealth supported students who withdraw from their course or unit/s after the approved Census date can only be refunded for paid student contribution fees if the student has withdrawn due to extenuating circumstances.

(211) Applications for refunds in exceptional circumstances must be made within 12 months from the date of the last day of the teaching session in which the misadventure occurred.

Refunding of Up-front Payments for FEE-HELP Domestic Students

(212) Commonwealth assisted students (FEE-HELP) who resign from their course prior to 5pm on the approved Census date will not incur a FEE-HELP liability. If a student has made an upfront payment for a unit/s prior to withdrawing, a full refund will be automatically generated.

(213) Commonwealth assisted students (FEE-HELP) who withdraw from a unit/s prior to 5pm on the approved Census date will not incur a FEE-HELP liability for the withdrawn units. If a student has made an upfront payment for a unit/s prior to withdrawing, a full refund for the withdrawn unit/s will be automatically generated following the approved Census date.

(214) Commonwealth assisted students who withdraw from their course or unit/s after the approved census date can only be refunded for upfront FEE-HELP payments if the student has withdrawn due to extenuating circumstances.

(215) Applications for refunds in extenuating circumstances must be made within 12 months from the date of the last day of the teaching session in which the misadventure occurred.

Remission of HECS-HELP and FEE-HELP Debts Following Withdrawal After the Approved Census Date

(216) Commonwealth assisted students who have deferred their student contribution liability, and subsequently withdraw due to extenuating circumstances after the approved census date, may apply for a remission of their student contribution liability, direct to the University once their withdrawal is processed. Refer to section, of this policy, "Withdrawing from Units - After the Approved Census Date", commencing with clause (79).

(217) Applications for remissions in extenuating circumstances must be made within 12 months from the date of the last day of the teaching session in which the misadventure occurred.

(218) Refer to the University website for more details on Remission of Debt and Appeals Process.

Refunding of Tuition Fees- Overseas Students

(219) When an overseas student's application for a student visa is rejected prior to them commencing studies, all fees will be refunded. Appropriate documentary evidence is required.

(220) If the University withdraws an offer of admission, or is unable to provide a course, all fees will be refunded. This will apply unless the University made the offer on the basis of incomplete or incorrect information provided by the applicant - in this case the University reserves the right to retain an administrative fee of 10% of the session tuition fee paid, as well as any agent's commission which may have been incurred.

(221) When the University receives written advice of a student's inability to commence or continue a course at least four weeks prior to the commencement of a teaching session, a refund of 90% of session tuition fees will apply.

(222) A student who provides written advice of inability to commence or continue study less than four weeks prior to the commencement of a teaching session, but prior to the approved Census date for that teaching session (usually 4 weeks into Autumn and Spring sessions, variable for other teaching sessions), will receive a 50% refund of session tuition fees.

(223) A student who resigns (withdraws) from a course after the approved Census date will not receive a refund.

(224) A student who fails to meet University progression rules and is excluded from enrolling is entitled to a full refund of any tuition fees paid in advance for future teaching sessions.

(225) An overseas student who, after completing one academic year of study, is approved for transfer to another higher education provider in Australia, and has paid tuition fees for a future session at UWS, is entitled to a refund, subject to the notification provisions above.

(226) All refunds can only be made payable to the person or entity who made the original payment. Written authorisation from that person or entity is required before refunds can be made payable to any other party. Students should submit this authorisation with their written request for refund.

(227) Overseas students resigning (withdrawing) from a course of study will be reported to the Department of Immigration, Multicultural Affairs as required by legislation.

(228) Overseas students should lodge applications for refund through the International Student Advisor on their home campus.

Overseas Students Who Obtain Permanent Resident Status

(229) In accordance with the Higher Education Support Act 2003, there are different arrangements for overseas students having permanent resident status pre-2005 and those studying as permanent residents after January 1, 2005.

(230) Pre-2005 Overseas Students who gained permanent residency before their final 2004 teaching session's census date will be eligible to study as domestic students until Dec 31, 2008 providing the timeframe stipulated by DEST for studying as a Permanent Resident before gaining Australian Citizenship has not been exceeded.

(231) This includes eligibility for accessing Commonwealth Assistance such as HECS-HELP and FEE-HELP loans and includes the option to defer these liabilities.

(232) In cases where the timeframe has been reached, Permanent Resident students will no longer be eligible for Commonwealth Assistance, discounted student contributions or have the option to defer their HECS-HELP or FEE-HELP loan. They will study as domestic fee-paying students and must pay all fees in full.

(233) A student's change in status from Temporary Resident to Permanent Resident is recognised from the date the new visa is stamped in the student's passport, not the date on which application for permanent residency was lodged.

(234) If a student has already paid tuition fees as an overseas student for a teaching session, a full refund of fees paid will be given provided the student has:

  1. Obtained Permanent Resident status not later than the approved Census Date for the teaching session, and submitted a completed Commonwealth Assistance Form by the approved Census Date for the teaching session; or
  2. Made arrangements to pay tuition fees as a local student and/or submitted a completed Commonwealth Assistance FEE-HELP Form by the approved Census Date for the teaching session.

(235) If a student obtains permanent resident status after the approved Census Date for the teaching session, the student will continue to be regarded as an overseas student for the remainder of the teaching session. The student will be entitled to enrol as a domestic student and be liable for payment of tuition fees from the commencement of the next teaching session.

Sanctions for Non-Payment of Compulsory Fees

(236) Where a fee or charge is payable by a student to the University, the amount must be paid by the date stipulated for the particular item. The University reserves the right to apply sanctions to students who are debtors of the University, including the following:

  1. examination results will not be issued;
  2. academic documents or records will not be provided;
  3. enrolment in the current session can be cancelled;
  4. graduation will not be finalised;
  5. access to University facilities and services, including the Library and Information Technology resources, will be withheld.

(237) International students whose enrolment is cancelled will be reported to the Department of Immigration and Multicultural Affairs as required by legislation.

Sponsored Students

(238) If a sponsor is unable to meet the student's liability, UWS will provide the student with the option of becoming a self-funded student and change the status of the student from being a sponsored student to a self-funded student. If the student or the sponsor is unable to pay the outstanding liability then UWS will be able to apply the following sanctions:

  1. examination results will not be issued;
  2. academic documents or records will not be provided;
  3. enrolment in the current session can be cancelled;
  4. enrolment for the ensuing session will not be permitted;
  5. graduation will not be finalised.
Top of Page

Section 4 - Procedures

(239) Nil.

Top of Page

Section 5 - Guidelines

(240) Nil.