Higher Education Admission: Selection and Offers Procedure

Policy code: AG1946
Policy owner: Director, Student Services and Registrar
Approval authority: Chief Learner Experience Officer
Approval date: 14 November 2023
Next review date: 20 December 2024

Purpose
Scope
Legislative Context
Definitions
Supporting Documents
Actions
1.Establishing Admission Requirements
2. Compiling Program Information For Publication
3. Applying For Entry Into A Program
4. Selecting Applicants
5. Maintaining Confidentiality of Application Materials
6. Making Offers Of Admission
7. Cancelling A Program
8.Accepting/Deferring/Declining An Offer
9. Refusing Admission
10. Reviewing Decisions and Appealing
Responsibility
Promulgation
Implementation
Records Management

Purpose

This procedure supports and mandates the implementation of Federation University Australia’s Application to Enrolment Guidelines. 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) courses, at all locations

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

Legislative Context

  • Federation UniversityAct 2010
  • The Higher EducationStandards Framework (Threshold Standards) 2021
  • Federation University Australia Statute 2021
    • Part 5 - University Bodies
      • Division 1 - Academic Board
    • Part 6 - StudentAdmissions, Conduct and Exclusion
      • Division 2 - Award programs
      • Division 3 - Academic progress
    • Part 8 - Award, Titles and Honorary Degrees
      • Section 41 - Conferring of awards
      • Section 43 - Testamur
      • Section 52 - Withholding of results and exclusion
  • Federation University Australia (Students) Regulation 2022
    • Part 2 - Admission to become a Student
      • Division 1 - Selection
      • Division 3 - Enrolment
    • Part 6 - Conferring of awards and ceremonies
  • Australian Qualifications Framework AQF
  • VTAC codes

Definitions

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

Supporting Documents

Actions

1.Establishing Admission Requirements

  Activity Responsibility Steps
A. Applying age requirements Coordinator Selection and Scholarships and Scholarships
  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 course admission requirements Academic Board
  1. Course admission requirements are established as per the Approval of NewAward Courses Procedure. These include:
C. Notifying a change of course admission requirements Dean
  1. Ensures that all changes to course admission requirements, following approval by Higher EducationCurriculum Committee, are communicated on a timely basis to the Dean of Students and Registrar and Registrar.
Dean of Students and Registrar and Registrar
  1. Communicates changes to course admission requirements to Registrar Services, Admissions, Student Administration and Marketing.

2. Compiling Program Information For Publication

  Activity Responsibility Steps
A. Compiling official course information Manager Registrar Services (through liaison with Academic Services, Admissions, Finance, International & Marketing)
  1. Ensure all Course information, including course  Manager Registrar Services (through liaison with Academic Services, Admissions, Finance, International & Marketing) description, course rules and requirements, are current and correct in Course Finder and associated systems.
B. Publishing through Tertiary Admission Centres Coordinator Selection and Scholarships
  1. Submit approved course entries for publication in VTAC and QTAC Course Search and year 10 and 11 Guides

3. Applying For Entry Into A Program

  Activity Responsibility Steps
A. Applying through VTAC Prospective students (currently completing Year 12 or non-year 12 wishing to apply to more than one institution)
  1. Prospectivestudents currently completing Year 12 or non-year 12 applicants wishing to apply to more than one institution 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 through QTAC Prospective students (Brisbane)
  1. All domestic prospective students  applying to study at the Brisbane campus must apply through QTAC.
C. Applying directly Prospective students (Non Year 12 only applying to Federation University or applying for a course not listed in the VTAC or QTAC Course Search)
  1. All Federation University Australia courses 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.
  • Prospective Aboriginal and /or Torres Strait Islander students who do not meet unit entry requirements should contact the Aboriginal Education Centre for  support  in an alternative entry course.
D. Applying for packaged pathways Prospective students
  1. Applicants have the option of applying for packaged pathways which may combine two offers. Allowing the applicant to articulate directly from an entry level course into itsassociated destination degree.
E. Applying for credit Applicants
  1. Applicants may apply for credit in accordance with the Higher EducationAcademicCredit Transfer Policy and Higher Education Academic Credit Transfer Procedure.

4. Selecting Applicants

  Activity Responsibility Steps
A. Appointing Selection Officers Dean of Students and Registrar
  1. Appoint Course Selection Officers.
B. Making selection decisions Selection Officers
  1. Ensure a consistent, fair and transparent process is undertaken to select applicants.
  2. Ensure applicant meets age requirement and course 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 courses where these are a compulsory selection component.
  5. Request additional information from an applicant and/or external bodies such as VTAC or QTAC as appropriate.
  6. Make an offersubject to quota restrictions.
  7. Aboriginal and/or Torres Strait Islander applicant/s via VTAC and/or direct entry who meet course entry requirements will be prioritised for entry where possible and where quota restrictions allow.. A Confirmation of Aboriginality or Statutory Declaration of Aboriginality will need to be provided.
C. Waiving age/course admission requirements Dean of School
  1. The applicant must be able to demonstrate the capabilities required to succeed in the course.
  2. Any decision regarding waiving requirements must be reported to the Chair Academic Board with reasons provided.
D. Maintaining integrity of selection decisions Coordinator Selection and Scholarships
  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 Course Coordinator/Selection Officers or delegate
  1. Treat all material(s) relating to the application as confidential and only make it/them available to those universitystaff 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
  • Confirmation of Aboriginality or Statutory Declaration of Aboriginality.
  • Working with Children Checks, Police Checks
B. Disposing of material(s) Course 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 Coordinator Selection and Scholarships
  1. Applicants selected for admission to a higher education coursewill be made a formal 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. Offerscan 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. Offering packaged pathways Coordinator Selection and Scholarships and Scholarships
  1. Applicants who do not meet the entry requirements for their chosen Higher Education course can instead be assessed for and offered the relevant pathway.
  2. Applicants can also apply directly for a packaged course.
  3. Once an applicant is nearing completion of the pathway component of the course, they will be offered the opportunity to continue their studies in the relevant higher course.
C. Considering special entry – equitable access Coordinator Selection and Scholarships and Scholarships
  1. VTAC’s Special Entry Access Scheme (SEAS) allows applicants to apply for recognition that they may have experienced educational disadvantage spanning four categories. The University uses an approved algorithm to assign aggregate bonus points to the applicant’s ATAR aggregate.
C. Deferring an enrolment Dean or delegate
  1. The University may grant applicants deferment for a particular course as per the Higher Education Deferral or Leave from Studies Procedure
  2. Where an enrolment has lapsed, students may reapply for admission into a course. Readmission is subject to meeting entry requirements and is not guaranteed.

7. Cancelling A Program

  Activity Responsibility Steps
A. Cancelling a course Deputy Vice-Chancellor Academic
  1. Where possible, any decision to cancel a course 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 course and cancel any offers made however applicants may be offered entry to alternative courses.
B. Notifying applicants of course cancellation Admissions and partners
  1. Advise all applicants in writing of course 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 either:
    • Accept the offer online using the University’s approved student management system
    • Defer the offer (check any restrictions on the website); 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 Course Quota Restrictions apply must Accept, Defer or Decline within 10 working days of receipt of offer or within the timeframe stated in their offer communication.
B. Accepting in person Applicant
  1. Applicants have the option of attending the Student Administration Office in person to activate their Acceptance of Offer. Federation may accept/defer/decline offers on behalf of applicants via phone or email if the opportunity presents.

9. Refusing Admission

  Activity Responsibility Steps
A. Refusing admission Dean or nominee
  1. Applicants may be refused admission to a course in the following circumstances:
    1. outstanding fees
    2. does not meet the minimum entry requirements specified for the course
    3. previous record of exclusion
    4. the applicant poses a risk to the safety of students, staff and/or the University community
    5. The applicant is likely to prejudice the reputation, management, governance or discipline of the University
    6. Any other reason, at the discretion of the Vice-Chancellor or nominee
  2. If the applicant identifies as an Aboriginal and/or Torres Strait Islander person, the Aboriginal Education Centre must be informed prior to admission being refused.
B. Granting admission to previously-excluded applicants Dean or nominee
  1. If the applicant meets the University’s entry requirement and the specific course 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 course.

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-Enrolment Appeal Procedure.

Responsibility

  • Chief Learner Experience Officer, as the Approval Authority, is responsible for monitoring the implementation, outcomes and scheduled review of this procedure
  • Director, Student Services and Registrar, as Document Owner, is responsible for maintaining the content of this 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 course/unit School/the University's approved records management system Course Coordinator

Permanent

All records must be retained and disposed of as per the records management procedure
Criteria for selection eligibility School/the University's approved records management system Course Coordinator

Permanent

All records must be retained and disposed of as per the records management procedure
Student applications Student Administration or approved online business system Coordinator Selection and Scholarships

Destroy 1 year after final decision is made.

All records must be retained and disposed of as per the records management procedure
Application materials (if required to be kept) Student Administration or approved online business system Course Coordinator

Destroy 1 year after final decision is made.

All records must be retained and disposed of as per the records management procedure
Letters of Offer Student Administration or approved online business system Coordinator Selection and Scholarships

Destroy 1 year from date offer made

All records must be retained and disposed of as per the records management procedure
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Application to Enrolment Guidelines 
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Policy Glossary

Approval Authority: Chief Learner Experience Officer Original Issue 25/11/2015
Policy Sponsor: Director, Student Services and Registrar Current Version: 14/11/2023
CRICOS Provider Number 00103D Review Date: 20/12/2024
TEQSA Provider ID: PRV12151 Provider Category: Australian University
RTO Code 4909 Policy Code AG1946