Application to Enrolment

Document Currently Under Review

Current Status: Under Review - With Editor 28 July 2017

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

  • Deputy Vice-Chancellor, Learning & Quality is responsible for monitoring the implementation, outcomes and scheduled review of this procedure
  • Deputy Vice-Chancellor, Academic is responsible for maintaining the content of this procedure as delegated by Academic Board
  • Chair, Academic Board is responsible for the administration support for the maintenance of this procedure as directed by the Deputy Vice-Chancellor, Academic or Deputy Vice-Chancellor, Learning & Quality

Actions

1. Program Information

  Activity Responsibility Steps
A. Defining selection requirements Academic Board
  1. Define admission standards for the program
  2. Obtain approval of entry requirements from appropriate authority
B. Compiling official program information Executive Dean
  1. Ensure all Program information, including Program Outline, Program Rules and Requirements, is current and correct in Program Finder, the Program Guide and the VTAC Guide, where applicable
C. Determining selection eligibility Academic Board
  1. Criteria for eligibility must be determined and approved by the appropriate authority, including:
    • Minimum age
    • 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

2. Credit Application

  ACTIVITY RESPONSIBILITY STEPS
A. Recognising precedence

Academic/

Academic Group/Centre for University Partnerships (CUP)

  1. It is the responsibility of an academic, or an academic group, to make a credit assessment
  2. Once this assessment has been made, and precedence established, it is recommended that the responsibility for credit assessments be delegated to professional staff
  3. Any changes to existing credit decisions, or new credit assessments, must be undertaken by a member of academic staff
  4. Credit decisions will be recorded in an approved university endorsed system accessible by professional staff to allow them to make an informed decision based on precedence
B Submitting Credit Application Form Student
  1. There is a single university credit application form
  2. Where credit has not been assessed prior to enrolment in the program, a student must apply for credit for previous learning by the end of the first week of their first semester of study so that, if credit is granted, their commencing enrolment can be adjusted accordingly
  3. Credit may still be assessed for late applications, however, there is no guarantee that the program structure will permit it to be granted
  4. Where credit has been granted, students will be provided with a course map showing the requirements fulfilled by the credit and the requirements remaining to be fulfilled for course completion
  5. Where there is no precedence students will be asked to supply detailed course/unit/subject outlines and relevant information
C. Assessing Application for Credit eligibility Student Administration
  1. Assess a student's application into a program
  2. Assess student eligibility for credit
  3. Liaise with student if additional information is required to make a credit assessment
  4. Where a precedence is not set, professional staff will ensure all relevant documentation is gathered before sending to academic staff to make a decision
D. Providing documentation, timelines and notification

Student

Student Administration/CUP

  1. Documentation must include an original transcript of results, relevant course guide and program structure 
  2. Timelines – Applications for credit will normally be assessed within 10 working days.  A longer period may be required at peak admission and enrolment times
  3. Application for credit for non-formal and informal learning will normally be assessed within 20 working days
  4. Notification - The Faculty, or a delegated authority, will notify students of the outcome of their application by email or letter where practicable. Prior to enrolment, applicants will be notified of the credit available to them in the offer letter or by a separate notification. Notification of credit application outcome will refer applicants to a central website for full information on credit and the application process
  5. Where credit is granted to international students after their enrolment, the faculty will contact the student via email or letter, informing them of their credit status, normally before the end of the second week of study. The student is expected to reply within 10 working days authorising acceptance of the credit, however, if no response is received the credit will be granted and only rescinded if compelling educational reasons are subsequently identified
  6. International admissions staff will need to be notified as there may need to be an amendment to the student's ECOE
E. Assessing the application

Academic/CUP

Student Administration/

Program Coordinator

  1. Assessment of credit is an academic responsibility.  Standard assessments based on established precedents may be delegated in writing to faculty or central admissions staff, or International Admissions Staff
  2. Any new decisions, or assessments where credit has previously been given but the content or learning outcomes of courses has changed, will be referred to nominated faculty academic staff
F. Completing a Credit Approval Form

Student Administration/CUP

Program Coordinator

  1. Ensure all sections of the form are completed
  2. Process Credit in University endorsed Student Recording Keeping system
  3. Update credit outcome in University endorsed record keeping system
G. Notifying the student

Student Administration/CUP

Program Coordinator

  1. Where credit has been granted, students will (course structure permitting) be emailed with an updated program plan showing the requirements fulfilled by the credit and the requirements remaining to be fulfilled for successful course completion
H. Filing the documentation Student Administration/CUP/Program Coodinator
  1. Ensure all relevant documentation is filed with copies of any emails from academics received as part of the approval process
  2. Update the approved University endorsed record keeping system
I. Conducting aQuality Assurance Review Associate Dean or nominee
  1. Credit assessments, articulation, credit transfer and block credit transfer arrangements will be reviewed every three years, and the review will be reported to the faculty board via the Faculty Programs Committee. Where a  partner institution in a block credit transfer arrangement, or an award for which articulation, credit transfer or block credit is given, changes the curriculum substantially, the block credit transfer arrangement will be reviewed as soon as is practicable, and at latest within three months reviewed by at least one other academic within the discipline responsible for the course or a cognate area

3. University Entry Requirements

  Activity Responsibility Steps
A. Setting minimum age requirement

Applicant

Head of School

  1. To be eligible for admission, an applicant must be at least 16 at the commencement of the semester
  2. If the applicant does not meet the minimum age requirement, the Head of School responsible for the program may provide written permission to offer the applicant a place in the program
B. Determining minimum academic entry requirement for Undergraduate students Executive Dean or delegate
  1. Undergraduate students are assessed as having met eligibility for the program
  2. Some programs require specific subjects at Year 12 level, or additional requirements such as folios, interviews or auditions
  3. Applicants who hold post-secondary qualifications may be considered for admission with credit. The amount of credit transfer will not normally exceed 66% of the selected program and must be formally assessed on a case-by-case basis
C. Determining minimum academic entry requirements for Postgraduate by Coursework Executive Dean or delegate
  1. Entry requirements vary from program to program but generally require completion of an Australian Bachelor degree, or overseas equivalent, with specific minimum grades (or marks) in relevant subjects
  2. Equivalent industry-based experience may be considered in lieu of formal academic qualifications for entry into some programs.  The specific experience requirements must be documented and published as part of the program entry requirements.
  3. A period of work-based learning, following graduation, may also be required for some programs
D. Setting English language requirements Teaching and Learning Committee
  1. Minimum English language entry requirements are a component of the minimum University entry requirements
  2. Where a program requires a higher level of English language proficiency than the minimum English language entry requirement, the level required of applicants to be eligible for selection to the program must be approved and published in the official program information
E. Waiving requirements Dean of Faculty
  1. University and/or program entry requirements may be waived in exceptional circumstances for some applicants
  2. The applicant must be able to demonstrate the capabilities required to succeed in the program
  3. Any decision to and the reasons for waiving requirements must be reported to the Learning and Teaching Committee

4. Program Entry Requirements

  Activity Responsibility Steps
A. Seeking Program Approval Academic Board
  1. Any new program proposals or amendments must have the program entry requirements approved by Academic Board via Curriculum Committee
B. Reviewing eligibility requirements Program Coordinator
  1. Program entry requirements are to be set and reviewed annually to ensure that applicants meeting these requirements are likely to succeed in the program
C. Setting selection requirements Program Coordinator
  1. Selection requirements should be objective and designed to assess an applicant’s capacity to satisfy the program entry requirements
  2. Ensure a consistent, fair and transparent process is undertaken to identify applicants who meet all University Entry requirements
  3. During the assessment process an applicant’s entire application will be considered, however greater weighting may be given to their mostrecent and/or relevant previous qualifications, study and/or experience
  4. For a number of FedUni programs, attendance at an interview is compulsory
  5. Federation University reserves the right to request additional information from an applicant
  6. The applicant may also be requested to authorise the University to obtain further information from external bodies, such as VTAC
  7. Applicants should be scored on the basis of the extent to which the completed selection requirements address the program entry requirements or the applicant’s ability to succeed in the program
D. Publishing program entry requirements Program Coordinator
  1. Every program must have documented program entry requirements, selection tasks and selection methodology used for the selection of students for the program
  2. The Program Guide and the VTAC Guide are the official sources of program entry requirements
E. Publishing through VTAC Admissions Officer
  1. The VTAC Guide and VICTER Guide are updated each year and each program that accepts VTAC applicants  must submit approved program entries for publication in the guide
F. Applying through VTAC Admissions Officer
  1. All Undergraduate and Graduate Entry Teaching Programs will be available for applications through VTAC according to Federation University’s rules of participation
  2. 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.
G. Applying directly Admissions Officer
  1. All Federation University Australia programs will be available for direct application; this service is not available for students currently completing Year 12 unless the conditions in F (s) are met.
  2. Prospective students applying for study may apply for admission directly using the required format and submit all required documentation by the due date
  3. Direct applicants must meet the entry requirements specified in the Program Guide and VTAC Guide
H. Deferring an application Heads of Schools
  1. The University may offer applicants deferment for a particular program, under the following provisos:
    • An applicant may only defer once
    • Deferment is up to one calendar year only, unless otherwise approved in writing
    NOTE: not all programs offer deferment
  2. A lapsed enrolment requires the applicant to apply for re-admission however the current program entry requirements must be satisfied
I. Handling internal applicants Program Coordinator
  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 entry requirements as external applicants
  2. There is no guarantee that an internal application will be successful

5. Selection Process

  Activity Responsibility Steps
A. Determining Selection Officers Executive Dean/University Registrar
  1. Appoint Program Selection Officers
B. Maintaining integrity of selection decisions Program Coordinator/Selection Officers or delegate
  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

6. Confidentiality of Application Materials

  Activity Responsibility Steps
A. Handling materials supplied Program Coordinator/Selection Officers or delegate
  1. All materials relating to the application are to be treated as confidential and only available to those university staff who need access for the purpose of selection, enrolment and/or administration. Materials could include, but is 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 materials Program Coordinator/Selection Officers or delegate
  1. All confidential application-related materials must either be returned, stored or disposed of in accordance with the Records Management section at the end of this Procedure

7. Offer 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. 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
  3. 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
B. Considering special entry – equitable access School/Program Coordinator
  1. Applicants may be given special consideration for entry based on the categories outlined in the FedUni’s SEAS information if applying through VTAC or the FedUni Access and Equity Scheme if applying directly
E. Cancelling a program Deputy Vice-Chancellor, Academic or delegate
  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

8. Acceptance of Offer

  Activity Responsibility Steps
A. Accepting online Applicant
  1. On receipt of an offer, applicants will be supplied with a username and password (within the Letter) 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
B. Accepting in person Applicant
  1. Applicants have the option of attending the Student Administration Office in person to activate their Acceptance of Offer

9. Refusal of Admission

  Activity Responsibility Steps
A. Refusing admission Heads of Schools or nominee
  1. If the applicant meets the University’s entry requirement and the specific program entry 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
  2. Applicants may be refused admission to a program in the following circumstances:
  • outstanding fees
  • previous record of explusion
  • 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

10. Review of Decision

  Activity Responsibility Steps
A. Complaining about aselection decision Executive Dean
  1. An applicant may seek a review of a selection decision if:
    • All relevant entry requirements were satisfied
    • The application was complete, lodged on time and in the correct manner

11. Complaints and Appeals

  Activity Responsibility Steps
A. Conducting a review process Executive Dean
  1. A person who is dissatisfied with a selection decision may lodge a complaint – refer Pre-enrolment 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.

Learning and Teaching Committee

Academic Induction Program

Implementation

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

  • Information Sessions; and/or
  • Training Sessions

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

Credit Assessment Student Administration or the University's approved records management system Business Manager of the Faculty teaching the course

Destroy 7 years after program completion, withdrawal or deferment

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 Administration or approved online business system Admissions Officer

Destroy 1 year after date of decision

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

Standard Enrolment Form Student Administration Team Leaders - Student Services

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 Administration 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 Administration or approved online business system Admissions Officer

Destroy 1 year from date offer made

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