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 Executive Dean
  1. A person can enrol as a Higher Education candidate in an award program if they have:
    • Received a written offer to enrol in the program
    • Reached 16 years of age at the commencement of semester
    • Is not disqualified from enrolling
    • No outstanding fees or liability preventing them from enrolling
B. Verifying requirements of enrolment Faculty or delegate
  1. A person is enrolled as a candidate in a Higher Education award program if they have satisfied all eligibility requirements
  2. A student enrols once in a Higher Education award program however enrolment in their chosen courses occurs each semester
  3. Completion, by the student, of all items in the Enrolment Checklist as it appears in the University’s enrolment system including, where appropriate, documentation required for Commonwealth support and assistance for the duration of their program of study.
C. Enrolling late Applicant
  1. Students are not normally permitted to enrol in or commence in a program later than the end of the second week of teaching.
  2. Any exception application requires approval by the Head of School or delegate
D. Re-enrolling Student
  1. Re-enrolment in higher education award programs is permitted up until the end of the second week of teaching. to:
    • Approval by the relevant Head of School or delegate
    • There being no outstanding fees or liability preventing enrolment
    • Payment of the prescribed late enrolment fee, if applicable
E. Verifying enrolment status Student
  1. To have current enrolment status, a student will have:
    • Accepted an offer of admission to a program
    • Completed Federation University’s application and enrolment process including:
      • declaration
      • checklist
      • request for student ID card
    • Enrolled in a set of courses consistent with the program requirements and consistent with the specific conditions of the student’s admission including major area of study, attendance mode, attendance type and location of study, detailed in:
      • Student Program Plan
      • Student Plan
    • Accepted the financial liability as per the Tuition Calculator's invoice
  2. Completed all items on the Federation University’s enrolment checking list including, where appropriate, documentation required for obtaining Commonwealth support and assistance for the duration of their program of study.

2. Attending

  Activity Responsibility Steps
A. Participating in FedReady Student
  1. FedReady is a non-award course for all Higher Education students and is available face-to-face or online pre-commencement
  2. It is open to any student currently enrolled in a degree program at a FedUni campus
  3. The course aims to help new students understand what is expected of them to succeed at university. It provides a range of learning opportunities and regular feedback on practical tasks
B. Attending responsibly 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 actiively and there may be some residential campus requirements

3. Making an enrolment variation

  Activity Responsibility Steps
A. Adding courses Student/Student Administration
  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 the second week of teaching in 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 Administration, subject to pre-requisite and co-requisite course requirements.
  3. If studying through a partner provider, the student will need to contact the organisation directly and advise the Centre for University Partnerships.
C. Dropping/Withdrawing from courses Student/Professional Staff
  1. Students enrolled in a higher education award program are permitted to vary their enrolment in a teaching period by dropping courses, provided such variations are completed no later than the Friday of the tenth week of teaching in that teaching period.  If the teaching period is less than 10 weeks in duration, the last date for dropping courses is the Friday halfway through that teaching period. 
  2. Courses may be dropped through the University’s approved online enrolment system or by submission of a completed Enrolment Amendment form to Student Administration.
  3. If studying through a partner provider, the student will need to contact the organisation directly and advise the Centre for University Partnerships.
  4. Where a student withdraws from a course on or before the Census Date of a teaching period the enrolment record for this course will be removed from the student’s enrolment record and the student will not incur any financial liability for their enrolment in the course.
  5. Where a student withdraws from a course after the Census Date but no later than the date specified in step 1 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.
  6. 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 an 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.

4.Applying for Leave of Absence/Leave from Study

  Activity Responsibility Steps
A. Making an application for leave of absence/leave from study Administration Officer
  1. Leave of absence/leave from study 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. Completion and submission of an application for leave form is required
  3. 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 their enrolment in that teaching period.
  4. Students will be withdrawn from all courses in the period/s for which leave of absence/leave from study has been granted
  5. 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, except under exceptional circumstances and at the discretion of the School

5. Canceling an Enrolment

  Activity Responsibility Steps
A. Withdrawing from a program - Student Initiated Student Administration
  1. Students who wish to withdraw from their program of study must submit a completed ‘Withdrawal from all Studies’ form to Student Administration. 
  2. Students wishing to withdraw from their program of study are encouraged to discuss their options prior to submitting a completed ‘Withdrawal from all Studies’ form.  Advice for students seeking to withdraw from their program of study can be found at http://federation.edu.au/current-students/essential-info/administration/taking-leave-or-withdrawing-from-studies#withdraw .
  3. Students wishing to withdraw from their program of study are advised to do so before the census date of the teaching period, in order to avoid financial and academic penalties.
  4. 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.  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 Administration
  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 Faculty or delegate

6. Enrolling concurrently

  Activity Responsibility Steps
A. Enrolling in two or more programs Program Coordinator/Selection Officers or Delegate
  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

7. Lapsing Enrolment

  Activity Responsibility Steps
A. Lapsing of enrolment Student Administration
  1. Enrolment will automatically 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. Application to resume studies must be through the standard admissions process, which does not automatically guarantee re-admission

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

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.
  • Learning and Teaching Committee
  • Academic Induction Program

Implementation

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

  • Information Sessions; and/or
  • Training Sessions

Records Management

Title Location Responsible Officer Minimum Retention Period
Standard Enrolment Form Student Administration Team Leaders - Student Services Destroy 7 years after program completion, withdrawal or deferment
Student admission and enrolment (including variations/additions) the University's approved online system Admissions Officer Destroy 7 years after program completion, withdrawal or deferment
Credit Assessment Student Administration or the University's approved records management system Business Manager of the Faculty teaching the course

Record stored in University Business Systems

Hard copy Transfer Credit Evaluation forms - store on the Faculty student file - retain 7 years after program completion, withdrawal or deferment

Transfer non-active student file to archives as per transfer process in Records Management procedure

Leave of absence Student Administration or the University's approved records management system Administration Officer Destroy 7 years after program completion, withdrawal or deferment