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Enrolment Policy

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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. Doctor of Letters and Doctor of Science Degrees
  2. Doctor of Philosophy Rule
  3. Doctor of Philosophy by Publication Rule
  4. Professional Doctorate Policy
  5. Masters (Honours) Policy
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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. Commonwealth Assisted Student — refers to any domestic student who opts to defer part or all of their tuition fees (if in a full fee paying course) or Student Contribution amount (if in a course that is Commonwealth supported). The government pays the amount outstanding as at the approved census date and the student then repays the amount through the taxation system.
  3. Commonwealth Supported Student — refers to any domestic student who is enrolled in courses deemed by the University to be Commonwealth supported, ie the Government is subsidising the cost of the tuition fees for the student in that course.
  4. Grand-parenting — 'term used by the Federal Government to ensure that the funding and fee charging conditions students are enrolled under are protected from adverse changes for a set period of time'.
  5. 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 one or more units as part of their award course at a higher education provider other than their home provider.
  6. 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).
  7. Postgraduate Coursework Student - refers to any student studying in a:
    1. Graduate Certificate;
    2. Graduate Diploma; or
    3. Masters Degree.
  8. 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).
  9. Undergraduate Student - refers to any student studying in a
    1. Diploma;
    2. Bachelors Award;
    3. Honours course.
  10. Student Contribution Rates — refer to the amount students are charged if they are eligible Commonwealth Supported Students
  11. 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.
  12. Unit Sets: Unit set is the term to describe the specialisations that students can select to make up part of their formal course structure. The most common unit sets that students select are Key Programs, Majors and Sub-majors
  13. MyStudentRecords (MySR) — the on line student system that allows students to self manage their enrolment at UWS. Specifically, students can:
    1. view and update postal address and personal details
    2. view and update unit enrolment and unit set enrolment
    3. view and confirm course enrolment details and progression details
    4. view and print results and fees notices.
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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's on line student system, MyStudent Records (MySR);
  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.

(8) Verbal advice of amendments to enrolment details will not be accepted as an acceptable form of communication.

Personal Details

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

(10) 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

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

(12) 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

(13) 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.

UWS Student Email Account

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

(15) 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 (17) below.

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

(17) 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.

(18) 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.

(19) 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

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

  1. application for admission;
  2. acceptance of the offer of admission and fulfillment 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;
  4. submission of a declaration to be bound by the By-Law, Rules and Policies of the University;
  5. selection of key program, major or sub-major if a requirement of the course;
  6. completion of any compulsory data collection and special requirement information as required by government departments or agencies;
  7. a Commonwealth Assistance Form if they are Commonwealth Supported student (as set out by the Commonwealth Government );
  8. provision of documentation for proof of Australian Citizenship;
  9. provision of documentation for proof of identity
  10. payment of compulsory fees where applicable; see Part B - Student Finance/Fees;
  11. completion of any other required procedures;
  12. eligible domestic fee paying students may also submit a Commonwealth Assistance Form if they wish to access FEE-HELP assistance, 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

(21) Refer to clause (20), points a., b., c., d., e., f., i., j., and k., above.

(22) In addition to the above conditions overseas students are normally required to enrol in a full-time unit-load of study (40 credit points) each teaching session and pay for one year of Overseas Student Health Cover in accordance with DIAC regulations.

Unitrack Enrolment and Non-Award Enrolment

(23) 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

(24) 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 teaching session.
  3. Students enrolling in Unitrack will not have their enrolment confirmed until such time as 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

(25) 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 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 units 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

(26) 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 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

(27) 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.

(28) 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

(29) 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 on the University website. 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 (please see clause (58) for further information.)
  3. Continuing students who do not have a valid 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 Policy for information on re-admission). In addition to unit enrolment, students should ensure that they are registered into any unit set that they are required to, or wish to complete as part of their course within the time period specified in the course structure. If no specific time period is specified in the course structure, selection of their unit set (normally a key program, major, or sub-major) should not be selected later than the second last session of their course if they wish this specialisation to appear on official University documents such as transcripts.
  4. Students must pay all compulsory fees and charges, by the prescribed date for their enrolment to be valid. Failure to pay fees and charges by the prescribed date will lead to termination of enrolment.
  5. Students must complete any other required procedures or special requirements.

(30) Students will be considered to be enrolled from the time the above procedures are completed until the student either:

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

Late Enrolment

(31) 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.

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

(33) 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;
  2. approve the late enrolment and impose a late enrolment fee; or
  3. refuse the late enrolment.

(34) 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

(35) 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.

(36) 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.

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

Concurrent Enrolment in More Than One Course

(38) 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 40 credit points (unless academic approval is obtained from all relevant Head of Program );
  3. if a student is on Conditional Enrolment, the total number of enrolled credit points for all courses must be consistent with the requirements of the Progression and Unsatisfactory Academic Progress Policy.

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

Cross-institutional Enrolment

UWS Students

(40) Students who plan to study units at another 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. Obtain approval from their relevant Head of Program 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 per session apply as set out in clause 69 below). The Advanced Standing and Recognition of Prior Learning Policy defines the maximum amount of advanced standing permitted.
  2. Obtain approval from the host (other) education provider for admission as a cross-institutional student and comply with all policies and requirements of the host higher education provider in relation to admission, enrolment (including payment of fees), conduct and assessment;
  3. Upon completing the unit, provide UWS with proof of completion of the unit(s) studied from the other education provider to support an application for advanced standing to their UWS award course.
  4. Students on cross institutional study will be considered as students of the host institution for those units for the purposes of access to facilities such as the Library. If they will not be studying any units at UWS, they will be marked as on intermission from their course until the end of the relevant session that they are a cross-institutional student.

Cross Institutional Enrolment at UWS

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

(42) 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.

(43) Students are required to fulfill all enrolment requirements for commencing students [clauses (20), (21) and (22)], 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

(44) 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.

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

Enrolment After Suspension

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

Enrolment After Exclusion

(47) 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.

Preclusion of Enrolment at UWS

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

Variation of Enrolled Program of Study

(49) 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.

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

(51) 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. Such permission is not automatic.

Addition or Substitution of Units

(52) Students may add units to their program of study, or substitute units within a program of study, up until midnight on the final working day of the second week of a teaching session through MySR.

(53) 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 extenuating circumstances and must have approval by the Head of Program.

(54) 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.

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

Restrictions on Unit Enrolment

(56) The University may, on the advice of the relevant Executive Dean and Head of School, impose enrolment quotas on particular units, classes and/or campuses when there are resource constraints. Quotas may be modified by the Associate Dean Academic on the advice of the Head of School.

(57) 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.

(58) 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. Approval is not automatic, except where the unit 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.

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

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

(61) Some selected units are only available for students studying in particular courses. Where this is the case the unit will be identified on the University website.

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

(63) Students in undergraduate courses may not normally enrol in postgraduate units. If an exception is to be made, approval of both Head of Program and Unit Coordinator is required prior to enrolment.

(64) Students in postgraduate courses may not normally enrol in undergraduate units. If an exception is to be made, approval of both Head of Program and Unit Coordinator is required prior to enrolment.

Pre- and Co-requisite Units

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

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

Units with Special Requirements

(67) Where units with special requirements exist, students must satisfy these in order to become enrolled in the unit. There is no provision for special requirement rules to be waived.

Enrolment Outside the Approved Course Structure

(68) Students must seek academic approval from the Head of Program for variations to a program of study which are outside the normal course structure. The Head of Program will consider the equivalence of units studied elsewhere, the appropriateness of substitute units and professional accreditation requirements and record variations approved in the student's TRIM file.

Maximum Credit Points in a Teaching Period

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

(70) Unless otherwise required by their standard course structure, students will be restricted to a maximum of 40 credit points at any given point in time during all teaching sessions, with the exception of summer sessions.

(71) Summer session enrolment will be restricted to a maximum of 20 credit points only.

(72) Students may request to their relevant Head of Program to exceed these limits. The Head of Program will include in their assessment of the student's case, the teaching patterns of any units delivered outside the standard teaching sessions for that course. Approval is not automatic.

Withdrawing from Units

Before the Approved Census Date

(73) Students may discontinue enrolment in a unit without academic penalty until midnight on the approved census date.

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

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

After the Approved Census Date

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

(77) Commonwealth supported students will incur a Student contribution liability unless they are able to prove they have endured extenuating circumstances, as outlined in the DEEWR / HESA guidelines. Refer to University website for details.

(78) 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 DEEWR / HESA guidelines. Refer to University website for details.

(79) 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.

(80) Students who withdraw due to extenuating circumstances may apply in writing to the Manager Enrolments and Student Finance 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. Refer to Section 5 Guidelines on what constitutes extenuating circumstances.

(81) 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

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

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

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

Final Date for Submission of Applications for Resignation

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

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

(87) 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. Overseas on-shore students should refer to clauses (194) to (202) of this policy to determine the financial liability incurred for resignation from a course.

Late Submission of Applications for Resignation

(88) Applications received after the approved census date will be processed as applications to withdraw from units after the approved census date (refer to clause (89)) in that teaching session.

(89) 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.

(90) Students who submit late notifications of withdrawal for a course due to extenuating circumstances will need to apply for "W" Grades (refer to clause (80)).

(91) 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

(92) Refer to the Admissions Policy for information on re-admission.

Reinstatement of Enrolment Following Termination for Non-Payment of Fees

(93) 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.

(94) Overseas students whose enrolment has been cancelled will be reported to DIAC. They may apply for reinstatement of their enrolment in the current teaching period, provided they fulfill the requirements stated in clause (93) by a specified due date set by the University.

Overseas Students Unit Load Requirements

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

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

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

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

Repeat Enrolment in Unit/s Already Passed

(98) With the permission of the relevant Head of Program, a student may repeat any unit for which a passing grade has been awarded.

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

(100) 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 ".

(101) Both units and grades will be included in the calculation of the student's Grade Point Average (GPA). See the Graduation Policy for 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

(102) 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.

(103) 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.

Eligibility for Leave of Absence

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

(105) 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.

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

(107) Overseas On-shore students studying on student visas should be aware that any leave of absence from a course will be reported to DIAC. In general, Overseas On-Shore students are not able to remain in Australia during the period of leave from their course

Maximum Period for Leave of Absence

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

(109) 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 (108).

Impact on Progression Due to Leave of Absence

(110) 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

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

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

(113) 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.

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

(115) 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

(116) Applications for Leave of Absence submitted after the approved census date will be accepted but will be processed in the same way as applications to withdraw from units after the approved census date. Full academic and financial penalties apply for the units studied.

Returning to Study from Leave of Absence

(117) 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.

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

(119) 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

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

(121) To return to their original course of study, students will have to apply using usual admissions processes, normally through UAC or UWS International for re-admission (refer to re-admission under the Admissions Policy).

Part B - Student Finance / Fees

Grand- Parenting or transition of funding arrangements

(122) From time to time, the federal government will introduce changes to the legislation that impact on student funding arrangements. In most cases the government will legislate that all eligible continuing students are provided with grand-parented arrangements and conditions for their enrolment until a stipulated end date. The University will ensure that students who meet the criteria will be grand-parented as per the federal government legislation (refer to definition of grandparenting).

Payment of Fees

Allocation of Payments

(123) 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

(124) 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)

Re-Crediting of SLE

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

Commonwealth Supported Students

Eligibility for Commonwealth Support

(126) Australian citizens, holders of Humanitarian Visas, New Zealand citizens and holders of Australian Permanent Resident Visas who are enrolled in courses deemed by the University to be Commonwealth supported at UWS are eligible to study as domestic students in a Commonwealth Supported place.

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

Student Contribution Rates

(128) Student Contribution rates are levied at rates prescribed for the calendar year (published in the booklet HECS-HELP - available at all Student Centres and on line), 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.

Commonwealth Assistance Forms

(129) 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.

(130) Students need to ensure they have included their Tax File Number (TFN) 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.

(131) All students seeking an internal course transfer must complete and lodge a new Commonwealth Assistance form unless they are transferring their key program only (see clause (133) below for definition).

(132) 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 Policy for information on transfers.

Clarification of "Key Program" Transfer

(133) 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.

(134) 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.

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

Non-compliance with Commonwealth Support Requirements

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

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

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

(139) Students must have finalised enrolment by the approved census date, as stipulated in clauses (20) — (30).

(140) 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.

(141) 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.

(142) 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, may seek approval from the Manager Enrolments and Student Finance, to enrol as non-award students (100% student contribution liability payable upfront).

(143) 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

(144) Commonwealth support is only available for completion of the minimum number of units required to complete an award program.

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

(146) 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.

Tuition Fees

Domestic Students — Domestic fee paying and Non-Award

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

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

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

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

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

(152) 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.

(153) No tuition fees are to be published unless they have been approved by the Vice-Chancellor.

Commonwealth Assistance — (FEE — HELP)

(154) Domestic fee paying students are eligible for Commonwealth Assistance (FEE-HELP) provided they are an Australian citizen or a holder of a Humanitarian Visa. Eligibility for FEE-HELP is solely based on the HESA FEE-HELP guidelines. No personal criteria or application is required in addition to the Commonwealth Assistance FEE-HELP application.

(155) The FEE-HELP form must be lodged prior to the approved census date for the teaching session for which the loan is being sought.

(156) Students who gain Australian Citizenship during the period of their enrolment will be deemed eligible for Commonwealth Assistance (FEE-HELP) by providing originals or certified copies of their Australia Citizenship Certificate.

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

(158) A debt will only be incurred for the amount of tuition fees unpaid by the student at the approved census date.

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

Non-Payment of Tuition Fees - Domestic Students

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

(161) A student whose enrolment is cancelled for non-payment of compulsory fees may apply for re-instatement of their enrolment at the discretion of the Manager Enrolments and Student Finance.

Tuition Fees - Overseas Students

(162) 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.

(163) 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.

(164) Overseas students should refer to the section of this policy entitled "Refund of Tuition Fees — Overseas Students", commencing with clause (194).

Non-Payment of Tuition Fees - Overseas Students

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

(166) Overseas students whose enrolment has been cancelled and have satisfied DIAC 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.

Approved Census Dates

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

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

Advice of Enrolment and Tuition fees/Student Contribution Liability

(169) Students will receive confirmation of their enrolment and student contribution liability/ tuition fees prior to the approved census date for the teaching session.

(170) 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.

Commonwealth Assistance Notice

(171) Within four weeks after the approved census date, Commonwealth Supported students and students who have opted for FEE-HELP will be issued a Commonwealth Assistance Notice, which will confirm their enrolment and student status as at the approved census date.

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

Late Fees

(173) 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

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

(175) Domestic Commonwealth Supported 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.

(176) Domestic students in fee paying courses 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.

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

Refunding of Tuition Fees

Domestic Students

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

(179) 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.

(180) 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 following the approved census date for the teaching session. They will not receive any refund for paid application fees as these are non-refundable.

(181) 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.

(182) 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 (refer to clause (80)).

Refunding of Student Contribution Payments for Commonwealth Supported Students

(183) Commonwealth supported students who resign from their course prior to midnight 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.

(184) Commonwealth supported students who withdraw from a unit/s prior to midnight 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.

(185) 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.

(186) 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 (refer to clause (80)).

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

(187) Commonwealth assisted students (FEE-HELP) who resign from their course prior to midnight 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.

(188) Commonwealth assisted students (FEE-HELP) who withdraw from a unit/s prior to midnight 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.

(189) 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.

(190) 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 (refer to clause (80)).

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

(191) 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 (80).

(192) 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.

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

Refunding of Tuition Fees- Overseas Students

(194) 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.

(195) 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.

(196) When the University receives written advice of an overseas 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.

(197) An overseas 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 four weeks into Autumn and Spring sessions, variable for other teaching sessions), will receive a 50% refund of session tuition fees.

(198) An overseas student who resigns (withdraws) from a course after the approved census date will not receive a refund.

(199) An overseas 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.

(200) An overseas student who, after completing six months 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.

(201) 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.

(202) Overseas students resigning (withdrawing) from a course of study will be reported to the Federal Government (DIAC) as required by legislation.

Overseas Students Who Obtain Permanent Resident Status

(203) If a student has a change in status from Temporary Resident to Permanent Resident, they must ensure that they have, by the census date:

  1. provided a completed Commonwealth Assistance form ( if relevant to the course),
  2. provided proof of the change to Permanent Residency, and
  3. paid any local tuition fees as required.

(204) 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.

(205) 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.

(206) 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

(207) 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.

(208) International students whose enrolment is cancelled will be reported to the Federal Government as required by legislation.

Sponsored Students

(209) 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.
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Section 4 - Procedures

(210) Nil.

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Section 5 - Guidelines

Withdrawal Without Academic Penalty: Guidelines on what constitutes extenuating circumstances

(211) Extenuating circumstances are considered to be events or circumstances which:

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

(212) Students will need to be able to prove their claim for extenuating circumstances by providing appropriate supporting documentation.