Admission Process, Enrolment, Fees and Charges Procedure

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Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 14 May 2013 and incorporates all amendments to 16 September 2015, with clauses 53-59 to come into effect Trimester 1, 2016.

(2) This Procedure is pursuant to the Admission Process, Enrolment, Fees and Charges Policy.

Section 2 - Purpose

(3) This procedure outlines the University's requirements and processes regarding the admission, enrolment and levying of student fees and charges at the time of admission and enrolment.

Section 3 - Scope

(4) This procedure applies to all University units and courses except Higher Degrees by Research, short courses and Vocational Education and Training (VET) courses. The procedure applies to all faculties offering units and courses for study as administered by the University and to all students applying for enrolment or currently enrolled in study at the University.

Section 4 - Policy

(5) Refer to the Admission Process, Enrolment, Fees and Charges Policy.

Section 5 - Procedure

Authority to make an offer

(6) Determination of offer for all applicants is made by a Faculty.

(7) Faculties may authorise Deakin International, the Division of Student Administration or the Institute for Koorie Education to make offers for courses and units as determined by Faculty Boards and approved by the Academic Board.

Offers

(8) Offers of admission for domestic students shall be made only in writing by the Executive Director, Student Administration.

(9) Offers of admission for international students shall be made only in writing by the Executive Director, Deakin International.

(10) Offers of admission for applicants to the Institute for Koorie Education shall be made only in writing by the Director, Institute for Koorie Education (IKE).

Withdrawal of offer

(11) Pursuant to the Admission Process, Enrolment, Fees and Charges policy, the University may withdraw an offer in the following circumstances:

  1. where an offer has been made on the basis of incomplete, inaccurate, fraudulent or misleading information supplied by the applicant or certifying authority. In these circumstances, fees paid may be forfeited
  2. where there are insufficient enrolments to make the course viable, the course into which entry is sought has filled its allocated quota of students or reached its maximum capacity
  3. at any time prior to the acceptance of the offer.

Admission

(12) A person who seeks to be admitted by the University to a course or unit must apply for admission in accordance with University-approved processes and within relevant timeframes. Irrespective of eligibility or any other provision in this policy, the Executive Director, Student Administration or the Executive Director, Deakin International may, on reasonable grounds, refuse an application for admission from any applicant.

Deferred entry

(13) Applicants may apply for deferral of their studies within five working days of receiving an offer of a place in a course, through the process applicable to them as detailed in their offer letter or as outlined on the University website.

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

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

(16) If the deferment 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.

(17) An applicant whose application to defer 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.

(18) A student who is granted deferment will be liable for any tuition fees applicable in the year in which they enrol.

Enrolment

(19) A student must formally undertake enrolment or re-enrolment on or before the date prescribed in each year via the prescribed process on the Deakin University website.

(20) An applicant who wishes to accept their offer of study at the University must enrol on or before the dates prescribed.

(21) The University will publish all information necessary for students to complete their enrolment in a timely manner.

(22) Faculties will provide course and unit enrolment advice.

Cross-institutional enrolment

(23) Students may apply to undertake study at another Australian tertiary institution or at an overseas tertiary institution and have their studies credited towards their Deakin University degree, subject to the following conditions:

  1. the student must normally have first successfully completed two trimesters of study at the University.
  2. the student must complete a minimum number of Deakin University units in line with the requirements of the Credit Transfer and Recognition policy.
  3. Students would normally be allowed no more than four credit points for units taken at another Australian tertiary institution. Applications for up to a maximum of eight credit points will be considered if a student wants to take a sequence of study that is not available as a major sequence at Deakin University.

(24) Applications for cross-institutional enrolment must be approved by the relevant Faculty Enrolment Officer/ Course Adviser/s.

(25) Studies at another Australian tertiary institution must be taken while maintaining continuity of enrolment at Deakin University.

(26) Students enrolled at another Australian tertiary institution or at an overseas tertiary institution may apply to undertake study at Deakin University and have their studies credited towards the course taken at their home institution. (Refer to Credit Transfer and Recognition policy).

(27) Units approved for cross-institutional enrolment will normally be restricted to those not offered by Deakin University.

Enrolment variations

(28) Once enrolment has been completed, students can vary their enrolment. Enrolment variations must be consistent with course and unit rules and requirements.

(29) A student must consider the effect of any enrolment variation on their tuition fees, student contributions, scholarships and visas where applicable.

Continuity of enrolment

(30) To maintain continuity of enrolment in a course, a student must either:

  1. re-enrol in the following academic year, or
  2. obtain approval for an intermission.

Intermission

(31) A student who wishes to discontinue their enrolment from all units and intends to return to their course of study at a later date, must submit an Application for Intermission in order to retain their right to re-enrolment.

(32) A student may apply for one or more periods of intermission from their course and may apply at any time of the year. Depending on the time, costs may be incurred for part (if international), or all fees, HECS liability, etc.

(33) Intermission must have a definite start date and must be for a specified amount of time, not exceeding the equivalent of one academic year.

(34) When considering applying for intermission it is the responsibility of the student to:

  1. seek appropriate academic counselling before suspending their studies
  2. be aware of the potential impact of the absence on their ability to successfully complete the course (including any implications for unit currency and course completion limits)
  3. be aware of the consequences that suspending their studies may have on their status as a student (i.e. eligibility for Centrelink benefits) or on any scholarships they may have.

(35) In exceptional circumstances (e.g. where a student needs approval for a longer period of leave due to known commitments such as employment or military service or a medical reason), approval of up to 24 months may be given by the Faculty Executive Dean or delegate.

Course discontinuation

(36) A student may discontinue their enrolment in a course or unit without penalty up to the dates prescribed and published by the Executive Director, Student Administration.

(37) A course discontinuation may incur an academic and/or financial penalty as outlined on the Deakin Fees website.

(38) A student discontinuing their enrolment who later wishes to be re-admitted to their course of study or admitted to a different course, will be required to submit an application for re-admission in the prescribed manner.

(39) A student may be discontinued from a course for failure to comply with requirements set out in the Higher Education Support Act 2003 (Cth) (e.g. failure to lodge a Commonwealth Assistance Form [CAF] or Tax File Number [TFN] or has not paid fees or charges).

(40) Under section 47A of the Education Services for Overseas Students (ESOS) Act2000 (Cth), an overseas student or intending overseas student defaults, in relation to a course at a location, if the student withdraws from the course at the location (either before or after the agreed starting day).

(41) A student who has been discontinued from the course and is not entitled to be enrolled (for example due to unsatisfactory course progress or general or academic misconduct) must apply for re-admission.

Unit withdrawal

(42) A unit withdrawal may incur an academic and/or financial penalty (see Deakin Fees website) and may affect any scholarships a student may have.

(43) A unit withdrawal up to and including the Census date is without academic penalty (i.e. the enrolment will not be recorded on the Academic Transcript).

Unit discontinuation on administrative grounds

(44) A student's enrolment in a unit or units may be refused or discontinued by the University in the following circumstances:

  1. the student has enrolled or is attempting to enrol in a unit that is not approved for their course/unit requirements
  2. the unit has reached its quota
  3. the unit is withdrawn from offer as a result of a University decision. The University will ensure that an appropriate alternative unit is available to enable the student to complete the unit within the normal expected timeframe
  4. the student is found to have failed any relevant prerequisite or conditional enrolment requirements
  5. the student has been granted Credit for Prior Learning (CPL) for the unit
  6. the student has been found guilty of misconduct and this has been determined as part of the penalty
  7. the student is subject to an enrolment restriction as determined by a Faculty Academic Progress Committee
  8. it is determined by the Executive Director, Student Administration that this should occur in the interests of the student or the University.

Non-award enrolment

(45) Subject to meeting the minimum entry requirements (see Admission Criteria and Selection (Higher Education Courses) Procedure) a person who wishes to complete a single unit of study offered by the University without undertaking an award course may apply for admission as a non-award student through the University's approved processes.

(46) The University reserves the right to vary the list of units available for non-award study.

Re-admission

(47) If a student's enrolment has lapsed or been discontinued, should they wish to be readmitted they must make application for readmission. A student cannot be readmitted without payment of outstanding fees, academic progress or misconduct issues.

(48) A student is normally not permitted to be readmitted into discontinued courses.

Over-enrolment

(49) Students may apply to enrol in units additional to their course requirements or their teaching period load, subject to approval from the Faculty Enrolment Officer/Course Adviser. Full fees may be charged.

Changes to residency status

(50) If an international student gains Australian Permanent Resident status:

  1. It is the student's responsibility to inform the University immediately upon receiving notification of their Australian Permanent Resident status and provide evidence of this.
  2. If their status changes after the Census date for that teaching period, the student will remain liable for fees at the international student fee rate for that teaching period.
  3. If their status changes before the Census date for that teaching period, provided places are available, the student's fee liability status will be changed to a Commonwealth supported place subject to eligibility and availability, or a domestic fee-paying if applicable.

Course Transfers

(51) A student enrolled in a Deakin undergraduate or postgraduate course may apply to transfer to another course subject to meeting course requirements.

(52) Course transfers will not normally be permitted during a period of study and will be dependent upon availability of places, including clinical placements, and resources.

Campus Transfers

(53) A student who has been enrolled in a course at their initial campus for generally one period of full-time study or equivalent, may apply in writing to the relevant Faculty to transfer to the same or equivalent course at a different campus, including Cloud (online).

(54) Campus transfers will not normally be permitted during the current study period and will be dependent upon availability of places, including clinical placements, and resources.

(55) A student who has entered their current course through the Victorian Tertiary Admissions Centre (VTAC) will not be eligible for campus transfer until one period of full-time study or equivalent is completed. Other students may be eligible for earlier campus transfer, subject to the conditions in clauses 56 and 57.

(56) To be eligible to transfer the student must meet the following additional requirements:

  1. for transfer to Burwood — four credit points achieved and a Weighted Average Mark (WAM) of at least 65
  2. for transfer to Geelong (Waurn Ponds and Waterfront) — four credit points achieved and a WAM of at least 60
  3. for transfer to Cloud (online) mode at course level or Warrnambool campus — no additional requirements to those in clause 53.

(57) Where these requirements are not satisfied transfers may be approved on a case-by-case basis by the Faculty Executive Dean.

(58) In deciding whether to approve the transfer to another campus, faculties will take into account:

  1. individual students' circumstances that might affect their need for a campus transfer
  2. availability of places in the course
  3. availability of appropriate infrastructure and resources including teaching and laboratory spaces
  4. availability of clinical placements and any other placements where applicable.

(59) Faculties may apply quotas for transfers to specific courses at each campus with the approval of the Faculty Executive Dean.

Student fees and charges

(60) After determination by the University of the annual fees and charges, the Executive Director, Student Administration will publish current and comprehensive information about the fees and charges. The information will include:

  1. fees and charges and the periods for which these apply and remain fixed
  2. the dates on which students are liable for fees and charges
  3. circumstances in which a late enrolment fee may be imposed and the amount of that fee
  4. circumstances in which a person may be eligible for a refund, remission, waiver or write-off of fees paid
  5. penalty fees or charges and the circumstances in which they will be applied
  6. where students fail to pay fees and charges, circumstances in which the University may place restrictions on a student's access to University services, terminate a student's enrolment or apply a penalty.

Complaints

(61) Any applicants for admission or student who wish to make a complaint to the University should refer to the Student Complaints Resolution policy and Student Complaints Resolution procedure.

Section 6 - Definitions

(62) For the purpose of this procedure:

  1. Academic year: the period from the first day of the first study period of any year to the day preceding the first day of the study period of the following year, both inclusive.
  2. Admission: authorised entry to an award or non-award course.
  3. Census date: the date on which enrolments in a unit are finalised. It is the last date on which an eligible student can: apply for HECS-HELP, FEE-HELP or SA-HELP for a unit; withdraw from a unit without being liable for the tuition fees or student contributions (domestic students) or for the full tuition fee (international students); or for the Student Services and Amenities Fee (if applicable), or withdraw from the unit without a reference appearing on their academic transcript.
  4. Commonwealth Supported Place (CSP): a place in a course for which the University receives funding from the Commonwealth Government.
  5. Course: a set of units or a higher degree by research program approved by the Academic Board, and which when satisfactorily completed normally qualifies a Student for an award of the University.
  6. Cross-institutional enrolment: an enrolment in units at another institution (approved in advance by a Faculty) which, on successful completion, will be credited towards an award of Deakin University, or an enrolment at the University in units that, on successful completion, will be credited towards an award of another institution.
  7. Deferral: the approved postponement of an offer for a maximum of two years for a domestic student, and one year for an international student.
  8. Domestic student: a student who is an Australian citizen, a New Zealand citizen or the holder of an Australian permanent resident visa (including Humanitarian Visas).
  9. Enrolment: the process of completing all required procedures including the payment of all prescribed fees and charges for the course and/or units to be undertaken by the student and/or the status which results from the completion of the process.
  10. FEE-HELP: Australian Government loan program to help eligible domestic fee paying students pay their tuition fees. Fee-Higher Education Loan Program.
  11. HECS-HELP: Australian Government loan program to help eligible Commonwealth supported students to pay their student contribution amounts. Higher Education Contribution Scheme, Higher Education Loan Program.
  12. Intermission: the approved suspension of study by a student after enrolling in a course, usually for a total period of not more than one academic year.
  13. International student: a student who is a temporary resident (visa status) of Australia, a permanent resident (visa status) of New Zealand, or a resident or citizen of any other country and who is enrolled in a course of study delivered at:
    1. a location outside Australia.
    2. an onshore Australian location and holding an appropriate student visa.
  14. Non-award study: a unit or course delivered through the University that does not lead to an award of the University.
  15. SA-HELP: the Student Amenities Higher Education Loan Program is a loan scheme that allows eligible students to defer all or part of the cost of the Student Services and Amenities Fee.
  16. Student: a person, including a candidate for a Higher Degree by Research, enrolled in a course or unit in the University pursuant to Statute 05.1 — Admission, Selection and Enrolment.
  17. Unit: a component of a Course having a discrete designated code and title in which Students enrol and complete specific work requirements. A Unit is commonly:
    1. a quarter of a trimester workload;
    2. carries a specific value towards an award.