Application to Enrolment

Higher Education Admission: Selection and Offers Procedure

Policy Code: LT1946

Purpose

This procedure supports and mandates the implementation of Federation University Australia’s Application to Enrolment Policy. It expands on the provisions outlined in the policy as they relate to Higher Education and provides guidance on the implementation and practical application of admission requirements.

Scope

This procedure applies to admission process:(selection and the making of offers) for domestic students in undergraduate and postgraduate (coursework) programs, at all locations

This procedure does not apply to students seeking to apply for higher degrees by research (refer HDR Candidate Selection Policy); nor International students (refer SS1484 International Admissions Procedure); nor VET students (refer SS1858 VET Enrolment Procedure)

Legislative Context

Definitions

A complete list of definitions relevant to this procedure is contained within the Application to Enrolment Policy

Responsibility

Academic Board as the Approval Authority is responsible for monitoring the implementation, outcomes and scheduled review of this procedure

University Registrar as Policy Sponsor is responsible for maintaining the content of this procedure.

Actions

1.Establishing Admission Requirements

  Activity Responsibility Steps
A. Applying age requirements Admissions
  1. To be eligible for admission, an applicant must be aged at least 16 at the commencement of the semester.
  2. This requirement may be waived as per 4(C) of this procedure.
B. Establishing program admission requirements Academic Board
  1. Program admission requirements are established as per the Approval of New Award Programs Procedure. These include:
  • Minimum academic requirement and/or training requirement
  • Minimum English language proficiency standard requirements
  • Relevant program entry criteria including interview, folio or audition
  • Any selection requirements
C. Notifying a change of program admission requirements Dean
  1. Ensures that all changes to program admission requirements, following approval by School Board, are communicated on a timely basis to the University Registrar.
University Registrar
  1. Communicates changes to program admission requirements to Registrar Services, Admissions, Student HQ and Marketing.

2. Compiling Program Information For Publication

  Activity Responsibility Steps
A. Compiling official program information University Registrar (through liaison with  Registrar Services, Admissions & Marketing)
  1. Ensure all Program information, including Program Outline, Program Rules and Requirements, is current and correct in Program Course Finder, the Program Course Guides and the VTAC Guide, where applicable
B. Publishing through VTAC Admissions Manager
  1. Submit approved program entries for publication in VTAC Course Search and VICTER Guide

3. Applying For Entry Into A Program

  Activity Responsibility Steps
A. Applying through VTAC Prospective students (currently completing Year 12)
  1. Prospective students currently completing Year 12 must apply through VTAC.  Current Year 12 students who do not submit an application through VTAC may apply directly to the University after the VTAC application system is closed.
B. Applying directly Prospective students (Non Year 12)
  1. All Federation University Australia programs will be available for direct application by applying in the required format by the due date.
  2. Direct applicants must meet the entry requirements specified in the Course Finder and VTAC Course Search
C. Applying internally Internal applicants
  1. Current students of Federation University Australia may apply for another program through the University’s internal process. However, they must satisfy the current University and program admission requirements for the specific program.
  2. There is no guarantee that an internal application will be successful.
D. Applying for credit Applicants

4. Selecting Applicants

  Activity Responsibility Steps
A. Appointing Selection Officers Dean or University Registrar or delegate
  1. Appoint Program Selection Officers.
B. Making selection decisions Program Selection Officers
  1. Ensure a consistent, fair and transparent process is undertaken to select applicants.
  2. Ensure applicant meets age requirement and score the application against program requirements to determine academic eligibility.
  3.  Consider an applicant’s entire application, however give more weighting to their most recent and/or relevant previous qualifications, study and/or experience.
  4. Arrange interviews for programs where these are a compulsory selection component.
  5. Request additional information from an applicant and/or external bodies such as VTAC as appropriate.
  6. Make an offer subject to quota restrictions.
C. Waiving age/program admission requirements Dean
  1. The applicant must be able to demonstrate the capabilities required to succeed in the program.
  2. Any decision regarding waiving requirements must be reported to the Chair Academic Board with reasons provided.
D. Maintaining integrity of selection decisions Admissions Manager
  1. Any perceived conflict/s of interest or breaches in the selection process by staff or applicants must be fully disclosed and/or investigated– refer Conflict of Interest Policy.

5. Maintaining Confidentiality of Application Materials

  Activity Responsibility Steps
A. Handling material(s) supplied Program Coordinator/Selection Officers or delegate
  1. Treat all material(s) relating to the application as confidential and only make it/them available to those university staff who need access for the purpose of selection, enrolment and/or administration. Material(s) could include, but are not limited to:
  • Those supplied by the applicant, such as folios, work statements and personal statements
  • Those supplied by persons other than the applicant, such as referee reports, work reports, employer references etc
  • Working with Children Checks, Police Checks
B. Disposing of material(s) Program Coordinator/Selection Officers or delegate
  1. Return, store or dispose of all confidential application related material(s) in accordance with the Records Management section at the end of this Procedure

6. Making Offers Of Admission

  Activity Responsibility Steps
A. Making offers University Registrar
  1. Applicants selected for admission to a higher education program will be made a written offer of admission.
  2. Verbal offers of admission will not be made nor accepted by Federation University Australia as they are not formal offers and are in no way binding on either party.
  3. Offers can be conditional which will be specified in the letter of offer. If conditions are not met, no full offer will be made and the applicant cannot enrol.
B. Considering special entry – equitable access Admissions
  1. VTAC’s Special Entry Access Scheme (SEAS) allows applicants to apply for recognition that they may have experienced educational disadvantage spanning four categories. FedUni uses an approved algorithm to assign aggregate bonus points to the applicant’s ATAR aggregate.
  2. Direct applicants may apply through the FedUni Access and Equity Scheme.
C. Deferring an enrolment Dean or delegate
  1. The University may grant applicants deferment for a particular program as per the Higher Education Deferral or Leave from Studies Procedure
  2. Where an enrolment has lapsed, the applicant must reapply for readmission and will only be offered and readmitted where current program admission requirements are satisfied.

7. Cancelling A Program

  Activity Responsibility Steps
A. Cancelling a program As per the Approval of New Award Programs (Higher Education) Procedure
  1. Where possible, any decision to cancel a program should be made prior to offers being sent to successful applicants.
  2. If for unforeseen circumstances this is not possible, Federation University may cancel the program and cancel any offers made however applicants may be offered entry to alternative programs.
B. Notifying applicants of program cancellation Admissions and partners
  1. Advise all applicants in writing of program cancellation.

8.Accepting/Deferring/Declining An Offer

  Activity Responsibility Steps
A. Accepting/deferring/declining online Applicant
  1. On receipt of an offer, applicants will be supplied with a username and password (within the Letter of Offer) with which to activate their student account.
  2.  Applicants are required to:
    • Accept the offer online using the University’s approved student management system
    • Defer the offer (check any restrictions); or
    • Decline the offer
  3. If accepting, applicants must complete all sections of the admission process within the University's approved admission system.
  4. Applicants who receive an offer where Program Quota Restrictions apply must Accept, Defer or Decline within 10 working days of receipt of offer.
B. Accepting in person Applicant
  1. Applicants have the option of attending the Student HQ Office in person to activate their Acceptance of Offer

9. Refusing Admission

  Activity Responsibility Steps
A. Refusing admission Dean or nominee
  1. Applicants may be refused admission to a program in the following circumstances:
  • outstanding fees
  • does not meet the minimum entry requirements specified for the program
  • previous record of exclusion
  • the applicant poses a risk to the safety of students, staff and/or the University community
  • The applicant is likely to prejudice the reputation, management, governance or discipline of the University
  • Any other reason, at the discretion of the Vice-Chancellor or nominee
B. Granting admission to previously-excluded applicants Dean or nominee
  1. If the applicant meets the University’s entry requirement and the specific program admission requirements and is eligible for selection but has been previously excluded on the grounds of unsatisfactory progress, further consideration may be granted, taking into account all factors and if the applicant is considered capable of succeeding in their chosen program.

10. Reviewing Decisions and Appealing

  Activity Responsibility Steps
A. Lodging a request to review selection decision Unsuccessful applicant
  1. An unsuccessful applicant may appeal a selection decision as per the Pre-Enrrolment Appeal Procedure.

Promulgation

The Higher Education Admission: Selection and Offers Procedure will be communicated throughout the University community in the form of:

An Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure.

Implementation

The Higher Education Admission: Selection and Offers Procedure will be implemented throughout the University via:

  • Information Sessions; and/or
  • Training Sessions for Professional Staff who undertake or oversee application to enrolment related processes.

Records Management

Title Location Responsible Officer Minimum Retention Period
Admission standards and entry requirements for program/course School/the University's approved records management system Program Coordinator

Destroy 3 years from date of last action

Dispose of hardcopy records as per disposal process in records management procedure

Criteria for selection eligibility School/the University's approved records management system Program Coordinator

Destroy 3 years from date of last action

Dispose of hardcopy records as per disposal process in records management procedure

Student applications Student HQ or approved online business system Admissions Manager

Destroy 1 year after date of decision

Dispose of hardcopy records as per disposal process in records management procedure

Standard Enrolment Form Student HQ Manager, Student HQ

Destroy 7 years after enrolment has expired

Dispose of hardcopy records as per disposal process in records management procedure

Application materials (if required to be kept) Student HQ or approved online business system Program Coordinator

Destroy 1 year after date of decision

Dispose of hardcopy records as per disposal process in records management procedure

Letters of Offer Student HQ or approved online business system Admissions Manager

Destroy 1 year from date offer made

Dispose of hardcopy records as per disposal process in records management procedure