Application to Enrolment

Higher Education Enrolment Procedure

Policy Code: LT1953

Purpose

This procedure supports and mandates the implementation of the 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 enrolment requirements.

Scope

This procedure applies to admission and enrolment of domestic students in undergraduate and postgraduate coursework, 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.

Actions

1. Enrolling

  Activity Responsibility Steps
A. Determining eligibility Dean or delegate
  1. A person can enrol in a Higher Education award program if they have: 
  • Received a written offer to enrol in the program
  • Not been disqualified from enrolling
  • No outstanding fees or liability preventing them from enrolling
B. Enrolling Applicant
  1. Once an offer has been accepted students are required to enrol and commence in a program no later than the end of the second week of teaching.
  2. Students enrolling after second week of the semester must complete an Enrolment Amendment Form and submit as detailed on the form.
C. Re-enrolling Student
  1. Students must re-enrol in courses for their existing program by the end of the second week of the teaching semester.
  2. Students who believe they are not required to re-enrol as they have completed their program but have yet to receive official confirmation should contact Student HQ.
  3. Students enrolling after second week of the semester must complete an Enrolment Amendment Form and submit as detailed on the form.
  4. Students will be unable to re-enrol where outstanding fees or liability exist on their student account.
  5. Students who have not met the pre- requisite requirements to enrol in courses will be required to enrol in alternative courses.
D. Maintaining current enrolment Student
  1. To have current enrolment status, a student must:
    • Accept an offer of admission to a program
    • Complete Federation University’s application and enrolment process including:
      • enrolment checklist
      • request for student ID card
    • Enrol in a set of courses consistent with the program requirements; and
    • Accept the financial liability as per the Tuition Calculator's invoice.
    • Seek assistance from Student HQ if they experience any issues with the above.
E. Cancelling courses, changing timetabling or changing study mode As per Timetabling Policy
  1. The timetable will be published one week prior to the opening of continuing enrolments. Once the Higher Education timetable has been published, the timetable will not be amended unless there are exceptional circumstances or for the reasons outlined in section 4 of the Timetabling Policy and with the appropriate authority.
F. Notifying students of changes to course offering Student HQ
  1. Student HQ will notify students of the changes to course offering and, where possible, provide alternative enrolment options to affected students as required.
  2. Student HQ will alter affected students’ enrolment manually.

2. Attending

  Activity Responsibility Steps
A. Attendance Student
  1. All on-campus coursework students enrolled in Higher Education award programs are expected to attend all scheduled classes and associated activities including any online components, to maximise academic success
  2. Online students are not expected to attend classes however they are expected to engage with course materials actively and there may be some residential campus requirements
  3. Flexible Delivery students will study through an integrated approach of classes and course materials online. There may be some residential campus requirements

3. Making an enrolment variation

  Activity Responsibility Steps
A. Adding courses Student/Student HQ/CUP
  1. Students enrolled in a Higher Education award program are permitted to vary their enrolment in a teaching period by adding courses, without financial penalty, provided such variations are completed no later than the Friday of Week 2 of that teaching period.
  2. Courses may be added through the University’s approved online enrolment system or by submission of a completed Enrolment Amendment form to Student HQ, subject to pre- requisite, co-requisite course and program structure requirements.
B Dropping/Withdrawing from courses Student
  1. Courses may be dropped through the University’s approved online enrolment system or by submission of a completed Enrolment Amendment Form to Student HQ.
Student HQ
  1. Where a student withdraws from a course on or before the Census Date of a teaching period the enrolment for this course will be removed from the student’s enrolment record and the student will not incur any academic or financial liability.
  2. Where a student withdraws from a course after the Census Date the enrolment record for this course will be retained on the student’s enrolment record and a withdrawal (W) grade will be recorded against this course. The student will remain liable for the cost of undertaking this course.
  3. Where a student withdraws from a course after the Friday of week 10 (or after the middle Friday of the teaching period for teaching periods of less than 10 weeks) a late withdrawal (LW) grade will be recorded on the student’s enrolment record. Students who receive a LW grade against a course will remain liable for the cost of undertaking that course, and will also incur an academic penalty via their GPA.
C Obtaining a refund Student
  1. Please refer to the above for the conditions that apply to the refunding of fees.
  2. Please refer to the Refund for Higher Education Domestic Students Procedure for how to apply for a refund.

4.Applying for Leave of Absence/Leave from Study

  Activity Responsibility Steps
A. Making an application for leave of absence/leave from study Student
  1. Complete the Amend Your Program Status Form to apply for leave of absence/leave from study. This is available to Higher Education students at any time prior to the Census date, for a maximum of 12 months, without incurring a penalty.
  2. Students can apply for, and be granted, leave from study after the Census Date. Students whose leave is approved after the Census Date will remain liable for the debt incurred for their enrolment in that teaching period.
  3. Students will be withdrawn from all courses in the period/s for which leave of absence/ leave from study has been granted.
  4. Applications will be restricted to a maximum period of one year per application, however, subsequent applications are permitted to a maximum of two years in total during one program, under exceptional circumstances and at the discretion of the School.
  5. For further information on the process for requesting deferment or leave from studies, please refer to the Higher Education Deferral or Leave from Studies Procedure.

5. Cancelling an Enrolment

  Activity Responsibility Steps
A. Withdrawing from a program - Student Initiated Student
  1. Students wishing to withdraw from their program of study should do so before the teaching period’s Census Date in order to avoid financial and academic penalties.
  2. Students who wish to withdraw from their program of study must submit a completed Amend Your Program Status Form to Student HQ.
  3. Students who withdraw from their program of study after the census date of the teaching period, and who meet the criteria for doing so, may seek to have their debt remitted.
  4. Details of the remission of debt criteria can be found at http:// federation.edu.au/current- students/essential-info/tuition- fees-and-charges/higher- education/remission-of-debt .
  5. Students who withdraw from their program of study forfeit their place in that program.
  6. Students who voluntarily withdraw from their program, and who wish to be readmitted to that program at a later date, must reapply for entry through the relevant admission and selection processes.
  7. Transfer to another provider requires the student to formally withdraw from their studies at Federation University Australia.
B. Cancelling by the University School/Student HQ
  1. Federation University Australia may cancel a student’s enrolment where they have been:
  • Expelled from the University
  • Excluded for failing to make satisfactory academic progress
  • Cancelled by determination of the School or delegate
  • Cancelled by determination of the Vice Chancellor

6. Enrolling concurrently

  Activity Responsibility Steps
A. Enrolling in two or more programs Program Coordinator
  1. A student is permitted to enrol in two or more concurrent programs provided that:
    • All entry requirements have been met
    • Satisfactory academic progress is maintained
    • Approval has been sought from the Program Coordinator for each program being enrolled in.

7. Lapsing Enrolment

  Activity Responsibility Steps
A. Lapsing of enrolment Student HQ
  1. Enrolment will lapse if a student fails to enrol by the prescribed date for enrolment/re-enrolment, without any deferment or approval for leave granted, or fails to return from a period of leave of absence/leave from study
  2. Students that have allowed enrolment to lapse may be required to apply for re-admission into the program. This does not automatically guarantee re-admission

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.

Promulgation

The Higher Education Enrolment 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 Enrolment Procedure will be implemented throughout the University via:

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

Records Management

Title Location Responsible Officer Minimum Retention Period
Standard Enrolment Form Student HQ Manager Student HQ Destroy 7 years after program completion, withdrawal or deferment
Student admission and enrolment (including variations/ additions) Student HQ Manager Student HQ Destroy 7 years after program completion, withdrawal or deferment
Leave of absence Student HQ or the University's approved records management system Manager Student HQ Destroy 7 years after program completion, withdrawal or deferment