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Admission procedure

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Section 1 - Preamble

(1) This Procedure is effective from 1 May 2023 for admission in the 2024 Academic year and onwards.

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Section 2 - Purpose

(2) This Procedure documents processes relevant to admission of students into award courses and relevant non-award offerings.

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Section 3 - Scope

(3) This Procedure applies to admission of students into award courses and relevant non-award offerings.

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Section 4 - Policy

(4) This Procedure is pursuant to the Admission policy.

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Section 5 - Procedure

Minimum eligibility criteria

(5) To be considered for selection applicants must meet minimum eligibility criteria comprising:

  1. minimum requirements for admission to the University as specified in the Admission Minimum Eligibility Criteria procedure
  2. course specific minimum requirements
  3. minimum requirements for microunits and non-award offerings (if any)
Minimum eligibility criteria are published for every course on course pages of the Deakin website. (See Deakin University Courses website). 

Selection overview

(6) Selection is carried out by selection officers as specified in the Admission policy.

(7) Selection is not guaranteed for applicants who meet or exceed minimum eligibility criteria.

(8) Selection is based on holistic consideration of merit, likelihood of success, availability of places, participation requirements, regulatory requirements, and individual circumstances.

(9) Individual circumstances may be considered during selection as specified in Section 6 and are published on the Deakin University Special Entry Access Schemes website.

(10) Summary statistics describing selection outcomes are published annually for every course on the Deakin website. (See Deakin University Courses website)

Evidence of eligibility

(11) The University will publish evidence of minimum eligibility criteria on the Deakin website. (See Deakin University How to Apply website )

(12) Evidence of meeting minimum eligibility criteria may include one or more of the following:

  1. complete qualifications
  2. partial qualifications
  3. completion of tests
  4. completion of an audition
  5. completion of an interview
  6. submission of a portfolio of work
  7. proof of research publications or other research experience
  8. submission of references
  9. submission of a personal statement
  10. learner profile
  11. completion of a supplementary application form
  12. completion of an assessed microcredential
  13. English language proficiency tests
  14. proof of citizenship and/or residency
  15. proof or confirmation of Aboriginal or Torres Strait Islander heritage
  16. proof of employment
  17. proof of relevant experience
  18. proof of meeting regulatory requirements
  19. proof of meeting program accreditation requirements.

Application for admission

(13) Applications for admission may be made in the following ways:

  1. through the Victorian Tertiary Admissions Centre (VTAC) or interstate equivalent
  2. by direct application through University portals which include but are not limited to:
    1. Application portal (See Deakin University How to Apply website )
    2. course articulation application form
    3. course transfer application form
  3. for the Doctor of Medicine (MD):
    1. for domestic applicants through the Graduate Entry Medical School Admission System (GEMSAS),
    2. for Indigenous applicants, by direct application to the School of Medicine through the Indigenous Entry Stream
    3. for international applicants through the Deakin University Applicant Portal
  4. through approved third party and agent application mechanisms.

Selection process 

(14) All applicants who meet minimum eligibility criteria are assessed by selection officers on one or more of the following:

  1. entire academic record
  2. ability to meet the educational demands of the course
  3. likelihood of success
  4. consideration of relevant individual circumstances as specified in Section 6 below.

(15) Applicants who meet minimum eligibility criteria applying through VTAC, with a recent secondary study are ranked by the Australian Tertiary Admission Rank (ATAR) or approved criteria; adjustments to aggregate study scores will be made by the University, as specified in Section 6 below.

(16) Applicants with recent secondary education, applying directly to Deakin will be considered if their ATAR is at or above the Lowest Selection Rank to which an offer was made for the course and campus in the most recent VTAC selection period; adjustments to aggregate scores will be applied as specified in Section 6 below.

(17) Applicants applying directly to Deakin on any other basis, including post-secondary study and work/life experience, will be considered by selection officers in a manner consistent with clause 8.

(18) Offers are made by selection officers on a rolling basis to applicants who have met the admission criteria (subject to the availability of places), except for courses where a quota of places has been established.

(19) Meeting minimum eligibility and selection requirements does not guarantee an offer for a place in a course. Offers are made by selection officers based on ranked order and the number of places available to achieve enrolment targets.

(20) Where a quota of places has been established for a course, staff designated by faculty Executive Deans will assess and determine a ranked listing of applicants who meet the admission criteria and make offers to applicants based on the ranked order and number of places available.

Types of offer

(21) One of the following types of offer may be made:

  1. offer, if eligibility is confirmed and all verified documentation received, including offers through guaranteed pathways
  2. conditional offer, including packaged offers, while awaiting further documentation or evidence confirming eligibility for an offer
  3. provisional offer while an applicant completes qualifications required to meet eligibility
  4. offer into an admission pathway or alternative course.

Selection considerations for international applicants

(22) Staff designated by the faculty Executive Deans determine notional ATARs for undergraduate courses and Weighted Average Marks for select honours courses, postgraduate coursework courses and Higher Degrees by Research to inform prospective students of likely course criteria.

(23) International applicants who apply based on an overseas secondary or tertiary qualification are considered for selection against criteria that are comparable to the relevant course admission standards applicable for the year of entry.

(24) Selection officers assess the equivalence of international qualifications and other relevant evidence to minimum eligibility criteria, consulting where appropriate:

  1. the University’s Equivalence Register for minimum eligibility criteria
  2. information and guidelines provided by relevant Australian Government Departments or the UK National Academic Recognition Information Centre’s (UK-NARIC) database.
  3. designated staff with expertise in international equivalence.

(25) The Equivalence Register for minimum eligibility criteria is overseen by the Executive Director Student Services (or nominee) and is accessible to authorised staff involved in admission and selection.

Internal course transfers

(26) Students wishing to change their enrolment to a new course or campus may apply for internal course transfer.

(27) The minimum eligibility criteria for course transfers in coursework programs are set by Faculty Boards.

(28) Minimum eligibility criteria for course transfer will be communicated to current students via the Deakin website. (See Deakin University Course Transfers website ).

(29) Minimum eligibility criteria for course transfer will be consistent with the level of academic preparation and proficiency required for selection into the course for all applicants. Course transfer criteria may include but are not limited to:

  1. number of units that must be completed in a Deakin University course or equivalent
  2. level of performance achieved; and
  3. any prerequisites for the new course.

(30) The University may grant credit into the new course as part of the transfer process in accordance with the Recognition of Prior Learning policy.

(31) In deciding whether to approve a transfer of course, or transfer to another campus or funding category, selection officers will consider:

  1. academic merit (for example, Weighted Average Mark attained)
  2. individual students' circumstances that might affect their need to transfer course, fee, campus or mode
  3. availability of places in the course (quotas may apply to some courses or campuses)
  4. availability of appropriate infrastructure and resources including teaching and laboratory spaces
  5. availability of clinical placements and any other placements where applicable
  6. visa and other compliance requirements.

(32) Where published requirements are not satisfied, transfers may be approved on a case-by-case basis by the Faculty Executive Dean or nominee and must be reported to Faculty Board.

(33) Course, campus and funding category transfers will normally occur prior to the commencement of a study period.

(34) Students applying for transfer back to a course or campus they have transferred from will be treated as applying to transfer to a new course.

(35) Deferral will not be granted for students for whom an internal course transfer has been offered.

Deferral of studies

(36) Applicants who receive an offer of a place in a course may apply to defer their studies.

(37) Deferral will not be granted for specific courses including but not limited to the Doctor of Medicine, non-award offerings, single units, cross-institutional enrolments, or Deakin Accelerate.

(38) The University will normally allow domestic students to defer their studies for up to 24 months and international students for 12 months. The Faculty Executive Dean or nominee may consider requests from students for longer or shorter deferral periods in special circumstances.

(39) Any approved study completed in the period of deferment cannot be used to gain recognition of prior learning unless specified in the conditions of the deferment.

(40) An applicant who has reached the maximum deferral period of two years (or one year for international students) may apply to the Faculty Executive Dean or delegate to extend their deferral if there are extenuating circumstances.

(41) If the deferral period lapses, the applicant will be required to apply for admission and to compete for a place at the appropriate time. If the applicant wishes to be considered for a place in a different course, a new application in accordance with standard admission application practices will be required.

(42) An applicant whose application to defer their studies has been approved will be guaranteed a place in the coursework award program for which the original offer was made in the following academic year, provided that the course is available to commencing students at that time.

(43) A student who is granted deferral will be liable for any tuition fees at the rates applicable in the year in which they enrol.

Readmission

(44) A student who wants to be readmitted following lapse or discontinuation in enrolment must apply for readmission through the appropriate application channel.

(45) If a student is seeking readmission following an academic exclusion from the course, the application must be considered and approved by the relevant Faculty Committee as per the Academic Progress Policy.

(46) A student is normally not permitted to be re-admitted into discontinued courses.

Deakin University English Language Institute (DUELI)

(47) Applicants applying to study at DUELI for a standalone English program may be required to undertake an assessment of their English.

(48) The requirements for entry to DUELI programs will be approved by the Pro Vice-Chancellor International and Vice President and published on the DUELI website.

Microcredentials

(49) Applicants applying to study a Deakin microunit must apply directly to the University.

(50) Minimum eligibility criteria for microunits (if any) will be specified on the Deakin website (See Deakin University Courses website)

(51) Minimum eligibility criteria for microunits (if any) are made in accordance with the Higher Education Courses Approval and Review procedure.

Higher degrees by research

(52) Admission and selection processes for higher degrees by research are described in the Higher Degrees by Research (HDR) Admission, Selection and Enrolment procedure

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Section 6 - Individual circumstances

(53) In making holistic judgements on the suitability of an applicant for a course the University will consider their individual circumstances, which may include their membership of designated equity groups, or other priority cohorts.

(54) The primary mechanisms by which the University considers individual circumstances are described on the Deakin University Special Entry Access Schemes website

VTAC Special Entry and Access Scheme (SEAS)

(55) To activate a VTAC Special Entry Access Scheme, application applicants must first apply for a course through VTAC.

(56) Eligible students will be ranked and selected into courses on the basis of academic merit, likelihood of success and the availability of places.

(57) A Special Entry Access Scheme application does not exempt applicants from meeting Deakin minimum eligibility criteria.

(58) A Special Entry Access Scheme application does not change the educational results or qualifications of applicants.

(59) Consideration through the Special Entry Access Scheme does not guarantee an offer.

(60) Selection rankings under the Special Entry Access Scheme take into consideration factors generally outside an individual’s control that:

  1. have adversely affected a student's prior academic achievement
  2. increase a student's chance of success in their intended course, including:
    1. previous academic achievement in particular discipline areas
    2. non-academic characteristics and/or capabilities.

(61) Applicants applying based on a recently completed Australian secondary education will have points added to their aggregate study score to determine an equivalent ATAR.

(62) The maximum adjustments in VTAC across adjustment categories, inclusive of equity adjustments, subject adjustments, location adjustments and any course specific adjustments is 27 aggregate points and 12 ATAR points.

(63) Adjustment factors will be reviewed on at least a triennial basis as part of reviews of University admission criteria.

Admission and selection adjustment factors

(64) Adjustments are made on a number of contextual grounds:

  1. Equity adjustments as per the table below
  2. Subject adjustments:
    1. Applicants applying for an undergraduate or combined undergraduate/postgraduate course may be eligible for subject adjustments. Subject adjustments may apply in circumstances where faculties consider specific subjects to have added value to a course application. Where applicable, subject adjustments result in points being added to applicants aggregate study score.
    2. Nominated subjects eligible for this adjustment are published on both the Deakin and VTAC websites.
  3. Location adjustments:
    1. Deakin courses that attract a location adjustment for applicants located at a school in a regional or remote area of Australia or within the City of Greater Geelong are listed on the Deakin University Special Entry Access Schemes website and relevant course pages.
  4. Elite Athlete and Performer Adjustments:
    1. Deakin courses that attract an adjustment for applicants eligible for elite athlete status are listed on the Special Entry Scheme website and relevant course pages. This status is defined in line with Deakin's membership of the Elite Athlete Friendly University network as athletes and coaches contracted to specific entities.  The list of entities will be published on an annual basis on the Deakin University Special Entry Access Schemes website.
CATEGORY ELIGIBILITY CRITERIA ADJUSTMENTS
Mature age Applies to applicants over 21 years of age at 1 January in the year of commencement, unless the offer is deferred.  up to 8 aggregate points
Gender Applies to courses designated by the University as being under-represented by a specific gender. A list of eligible courses is available from the Special Entry Access Schemes webpage. up to 5 aggregate points
Living or school locations Applies to applicants with a permanent living address or have attended a school that is identified by the Australian Standard Geographical Classification - Remoteness Areas (ASGC-RA) classification as rural or regional up to 10 aggregate points
Indigenous Australian Applies to applicants who are of Australian Aboriginal and/or Torres Strait Islander descent, or identify as a person of Australian Aboriginal and/or Torres Strait Islander heritage and are accepted as such by an Indigenous community. up to 15 aggregate points
Under-represented school Applies to applicants who have recently completed secondary education at an under-represented schhol listed by Deakin University (See Deakin University Special Entry Access Schemes website)
 
This list of eligible schools will be determined using the Index of Community Socio-Educational Advantage and will include partner schools participating in Deakin’s Engagement and Access Program. 
up to 10 aggregate points
Non-English speaking background Applies to applicants who were born outside of Australia in a non-English speaking country, speak a language other than English at home, and have arrived in Australia less than 10 years prior to their course application up to 5 aggregate points
Disadvantaged financial background Applies to applicants with circumstances that include individual or family poverty, excessive financial obligations or individual or family economic hardship:

Applicants or parent/guardian may be in receipt of a Centrelink benefit or alternatively may submit an impact statement and statement of support from a third party.
 
Ratings in this category are given by VTAC (from 1 to 5) are scaled so the disadvantage assessed by VTAC corresponds with the aggregate adjustment given by Deakin as specified (eg. a VTAC rating of 4 would scale to an aggregate adjustment of 8).
up to 10 aggregate points
Disability or medical condition Applies to applicants who may have a disability, impairment or medical condition impacting prior academic achievement.

Applicants must provide an impact statement and a statement of support detailing condition and duration from the treating health care professional.  Details of any absences from learning (including duration) should also be included.
 
Ratings in this category are given by VTAC (from 1 to 5) are scaled so the disadvantage assessed by VTAC corresponds with the aggregate adjustment given by Deakin as specified (eg. a VTAC rating of 4 would scale to an aggregate adjustment of 8).
up to 10 aggregate points
Difficult circumstances Applies to applicants with circumstances may include refugee status, difficult or abusive living environment or natural disaster.

Applicants who have difficult circumstances impacting their prior academic achievement must provide an impact statement and a statement of support from a third party.  
up to 10 aggregate points

Other entry schemes considering individual circumstances during selection

(65) The Academic Board may approve other entry schemes for considering individual circumstances during selection. Approvals for course-specific programs will be considered using processes described in the Course Approval and Review procedure. Approvals for cohort-specific programs will be considered on the advice of Teaching and Learning Committee.

(66) Special entry access schemes approved by Academic Board include:

  1. Regional and Remote Entry Scheme 
  2. Doctor of Medicine Rural Training Scheme
  3. Indigenous Entry Scheme
  4. Indigenous Access Scheme. (See Deakin University Special Entry Access Schemes website)
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Section 7 - Definitions

(67) For the purpose of this Procedure:

  1. admission pathway: any one of the options available to a prospective higher education student that will enable them to meet the entry requirements of their chosen course.
  2. admission factors: often referred to previously as "bonus points", these are additional points that may be used in combination with an applicant's ATAR to derive their course Selection Rank. Adjustments do not change applicants' ATARs, but change their Selection Rank for a particular course or courses.
  3. AQF qualification: an award attained as the result of an accredited complete program of learning that leads to formal certification that a graduate has achieved learning outcomes as described in the Australian Qualifications Framework.
  4. ATAR: See Australian Tertiary Admission Rank
  5. Australian Tertiary Admission Rank (ATAR): The Australian Tertiary Admission Rank (ATAR) is a ranking from 30 (lowest) to 99.95 (highest) agreed by the Council of Australian Governments as a nationally equivalent measure of a person’s relative academic ranking within their complete age cohort in the year they graduated from senior secondary school (including those who did not complete Year 12 or completed but were not eligible for an ATAR). The ATAR is derived from the scaled scores achieved for senior secondary school subjects. The specific calculation used is different in each state and territory but the result is designed to be nationally equivalent.
  6. Course: course means a program of study that leads to a degree, VET training product or other award.
  7. domestic applicant: a person who is a citizen or permanent resident of Australia, a citizen of New Zealand or a person holding an Australian permanent refugee, humanitarian or protection visa.
  8. entry scheme: a specific admission pathway established under this policy for specified cohorts of prospective higher education students. specific individual circumstances, which may include their membership of designated equity groups, or other priority cohorts.
  9. Higher Degrees by Research: has the same meaning defined by the Higher Degrees by Research policy.
  10. Individual circumstances: an applicant’s individual circumstances may be considered during selection. These circumstances include, but are not limited to, membership of designated equity groups and criteria for which applicants may be eligible under the Victorian Tertiary Admission Centre Special Entry Access Scheme.
  11. internal course transfer: a transfer by a currently enrolled Deakin student from one award course to another.
  12. international applicant: a person who is not a citizen or permanent resident of Australia, is not a citizen of New Zealand or a person holding an Australian permanent refugee, humanitarian or protection visa.
  13. learner profile: is a school generated document that that incorporates information about an applicant’s  individual subject results and broader range of evidenced capabilities acquired in senior secondary schooling.
  14. lowest selection rank to which an offer was made: the lowest "raw" ATAR or unadjusted ATAR of an applicant to which an offer of a place was made in the relevant year or year-to-date.
  15. microcredential: has the same meaning defined by the Higher Education Courses policy
  16. packaged offer: a category of conditional offer where applicants are offered a pathway through levels and/or courses of study, conditional on satisfactory completion of specified academic requirements.
  17. readmission: a term used for applicants who were previously enrolled in a course without completing, due to enrolment lapse, discontinuation, or exclusion and are now seeking to re-enrol into their previous course.
  18. recent secondary education: applicants whose admission is based mostly on secondary education undertaken at school, TAFE or other VET higher education provider (Australian or overseas equivalent) that was (or will be) completed in the current year or within the previous two years.
  19. selection officer: a staff member(s) appointed by a Faculty or other approved area with delegated authority to select applicants to be offered a place in a course. A selection officer must be conversant with the University's admission and selection criteria.
  20. subject adjustment: Adjustment available on the basis of the particular relevance of a secondary subject to the academic requirements of the higher education course.