Manual of Policies and Procedures

E/4.3 Enrolment programs

Contact Officer

Director, Student Business Services

Approval Date

22/07/2016

Approval Authority

University Academic Board

Date of Next Review

30/07/2019

4.3.1 Principles
4.3.2 Obligations
4.3.3 Application
4.3.4 Definitions
4.3.5 Roles and responsibilities
4.3.6 Enrolment
4.3.7 Conditions of probationary enrolment
4.3.8 Right of the University to amend enrolment program
4.3.9 Flexible learning environment for specific categories of students
4.3.10 Changing enrolment
4.3.11 Leave of absence
4.3.12 Cancelling enrolment
4.3.13 Non-award enrolment
4.3.14 International student enrolment
4.3.15 Review
Related Documents
Modification History

4.3.1 Principles

QUT is committed to providing clear information to enable students to manage their enrolment programs and to comply with course requirements.

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4.3.2 Obligations

This policy should be read in conjunction with the QUT Student Rules and the procedural information provided on the QUT Students site - Enrolment programs (QUT staff and student access only).

Enrolments programs must comply with the relevant higher education regulations and standards.

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4.3.3 Application

This policy applies to domestic and international students, post graduate and undergraduate students and award and non-award study.

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4.3.4 Definitions

Attendance mode for a student is designated as internal, where instruction or supervision in all units in which the student is enrolled in a teaching period is delivered by attendance at a place designated by the Registrar as a campus of the university; or external, where instruction or supervision in all units in which the student is enrolled in a teaching period is delivered other than by attendance at a campus of the university.

Award course means a program of study leading to the award of a degree, diploma or certificate accredited by QUT's Courses and awards policy (C/3.1).

Cancellation of enrolment means that a student has discontinued an award course or a program of non-award studies.

Course requirement refers to the specific requirements for completing an award course and are approved by University Academic Board in accordance with the Courses and awards policy (C/3.1). Requirements may include:

  • a specified sequence of units
  • conditions for enrolling in or completing particular units (for example, core or designated units)
  • conditions for academic progression
  • attendance type or mode of study.

Full-time enrolment program for the teaching period in the case of a student enrolled in an award course, is usually designated to be at least 75 per cent of the number of credit points for a standard enrolment program load for full-time enrolment in that course; or in the case of a student undertaking non-award studies, at least 75 per cent of the number of credit points for a standard enrolment program load designated by the Registrar for that purpose.

Incompatible unit means a unit in which the subject matter or the body of learning is substantially similar to that included in the specified unit.

International student has the same meaning as "overseas student" in the Higher Education Support Act 2003 (Cth).

Enrolment means the units which define a program of study, the amount and timing of that study and the fees and charges that will be applied.

Non-award studies means a unit or group of units which a student undertakes at the university other than as part of an award course of QUT (C/3.3 Programs and non-award study)

Part-time enrolment program load is normally designated to be less than 75 per cent of the credit points for a standard enrolment program.

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4.3.5 Roles and responsibilities

University Academic Board

University Academic Board is responsible for approval of course requirements at the time of establishment of the course.

Faculty Academic Board

Faculty academic boards have delegated authority from University Academic Board to change course requirements in accordance with the curriculum design, approval and accreditation policy (C/4.1).

Registrar

The registrar is responsible for:

  • prescribing closing dates for submission of an enrolment program for each teaching period; and may prescribe different closing dates for different categories of students
  • prescribing the manner of submitting the enrolment program, and the information to be included with the enrolment program
  • for each teaching period, publishing the closing dates for addition or withdrawal of units in accordance with the University Key Dates; and specify the manner of submitting changes to the enrolment program
  • prescribing the manner of approving changes to enrolment, and may reject an enrolment program that does not conform with University requirements
  • amending an enrolment program after consultation with the course coordinator if an enrolment program does not conform with University requirements
  • approving late withdrawal without penalty.

Director Student Business Services

The enrolment process is managed by Student Business Services on behalf of the Registrar.

Course Coordinators

Course coordinators are responsible for managing award courses. Course coordinators can approve enrolment program changes as a delegate of the relevant faculty academic board consistent with the role of a course coordinator as outlined in B/3.5 Academic leadership roles in teaching and learning.

Unit Coordinators

Unit coordinators are responsible for particular units within a course. Unit coordinators may waive requisite requirements for a particular unit in accordance with the Academic leadership roles in teaching and learning policy (B/3.5).

Students

It is the student's responsibility to do all acts associated with admission, enrolment and academic progression in compliance with QUT policies and procedures including, but not limited to:

  • providing information to the university including statistical information and a mailing address; and
  • re-enrolling at the university each year; and
  • submitting an appropriate enrolment program (for award courses, this must be consistent with course requirements) and rectifying any known discrepancies with the enrolment program; and
  • enrolling for the full year and in a teaching period by the applicable closing date.

In the case of international students, the student must also comply with any requirements for enrolment or study at the university specified in the Education Services for Overseas Students Act 2000 (Cth), including, but not limited to:

  • any requirements relating to attendance type or mode; and
  • any conditions for enrolment programs and progress through an award course; and
  • any conditions relating to leave of absence.

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4.3.6 Enrolment

a) Submitting an enrolment

All students should enrol for the full year and must enrol in a teaching period by the applicable closing date. Commencing students must submit an enrolment after receiving an offer of a place from QUT. Enrolment must be in accordance with the offer of admission (E/4.1 Student admission policy).

Students who fail to enrol or re-enrol lose their place in the award course.

b) Nominating an enrolment program

When nominating an enrolment program for a teaching period, students should be familiar with course requirements and general enrolment program requirements. Students are responsible for rectifying any discrepancies with their enrolment program.

(c) Maximum and minimum program load

Course requirements may specify the maximum number of credit points for full-time enrolment and/or the minimum number of credit points for part-time enrolment. Student enrolment must normally fall within the parameters specified in course requirements except with the approval of the course coordinator.

Part-time students are normally expected to undertake 50 per cent of the standard credit points for the full-time course. All students should enrol in at least 25 per cent of the standard credit points for the full-time course. In undertaking a reduced enrolment load, students must not breach the maximum time limits for completing an award course in the Time limits for completion of an award course policy (E/4.4).

(d) Concurrent enrolment

Concurrent enrolment in two or more QUT courses is permitted except where the total currently enrolled study load at any given point exceeds 60 credit points, in which case the approval of the course coordinator of each course is required.

(e) Unit Enrolment

Students must ensure that they satisfy the conditions for enrolling in a unit, including unit requisite requirements.

Where a prerequisite unit is indicated a student must have achieved a passing grade in the prerequisite unit before enrolment in the specified unit.

Where a corequisite unit is indicated a student may enrol in the specified unit only if:

  • the student also enrols in the corequisite unit at the same time; or
  • the student has previously achieved a passing grade in the corequisite unit.

A student must not enrol in the specified unit if the student has achieved a passing grade in an equivalent or incompatible unit. An equivalent or incompatible unit means a unit in which the subject matter or the body of learning is substantially similar to that included in the specified unit.

A unit coordinator may permit a student to enrol in a specified unit without having satisfied the conditions above if the unit coordinator is satisfied that the student has demonstrated sufficient knowledge to undertake the unit.

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4.3.7 Conditions of probationary enrolment

A student is placed on probationary enrolment for a period of six months. While on probationary enrolment, a student must:

  • consult the course coordinator about their enrolment program; and
  • if the course coordinator specifies an enrolment program, submit the enrolment program as specified.

If a student on probationary enrolment cancels their enrolment in the program of study but is subsequently re-admitted by the Registrar to the same or a replacement program of study, the Registrar, upon re-admission:

  • must place the student on probationary enrolment for the first teaching period of enrolment; and
  • may require the student to submit an enrolment program specified by the course coordinator.

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4.3.8 Right of the University to amend enrolment program

The Registrar may amend an enrolment program, after consultation with the course coordinator, if any of the following conditions exist:

  • the student has not complied with minimum or maximum load requirements
  • the student has not complied with other course requirements
  • the student cannot attend classes or meet other unit requirements due to timetable incompatibility
  • the student has not complied with any conditions of probationary enrolment imposed by the University.
Addition or withdrawal of units may be deemed by the Registrar to change a student's attendance type or mode.

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4.3.9 Flexible learning environment for special categories of students

Where possible, the University will provide a flexible learning environment for specified categories of students whose external commitments may impact on their academic performance. Such students include elite athletes and defence reservists. Further information on the support provided by the University can be found on the QUT Students site.

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4.3.10 Changing enrolment

Students may amend their enrolment program in accordance with the published deadlines for adding or withdrawing from units.

(a) Adding and substituting units

A student may add a unit to their enrolment program in a teaching period if:
  • the unit is added by the addition date published on the University Key Dates; or
  • where the student proposes to add the unit after the addition date published on the University Key Dates:
    • the student pays the administrative charge specified in the University Schedule of Fees and Charges; and
    • the unit coordinator agrees to the addition of the unit; and
    • the Registrar is satisfied that the student has demonstrated that exceptional circumstances for addition of the unit exist.
(b) Withdrawing from units

Students may withdraw from units prior to the deadline published on the University Key Dates. A status of "withdrawn" is recorded against the units concerned. A "withdrawn" unit is not included in the calculation of the student's GPA and does not appear on the student's official academic record, except for research courses with time based study.

If the withdrawal occurs after the published deadline then a status of "withdrawn failure" will be assigned to the unit. A student can request a late withdrawal without academic penalty if they can demonstrate that exceptional circumstances exist. A "withdrawn failure" is included in the calculation of a student's GPA and will appear on the student's official academic record.

(c) Change of attendance mode/change of attendance type

Students who wish to change attendance mode or attendance type may require faculty approval. Applications would not normally be accepted in the first teaching period of enrolment (refer to the Student admission policy E/4.1). Applications for change of mode will not normally be accepted after the published census date for the teaching period. Definitions of a full-time or part-time student, and attendance mode, are in section 4.3.4 Definitions.

(d) Transfer to another campus

Students who have been made an offer to a specific campus and wish to change to another campus may apply to do so in writing to the Student Business Services Department. Applications would not normally be accepted in the first teaching period of enrolment (refer to Student admission policy E/4.1).

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4.3.11 Leave of absence

Refer to the Leave of absence policy (E/4.5).

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4.3.12 Cancelling enrolment

Students may cancel their enrolment in a course at any time online through HiQ or by notifying the Student Business Services Department in writing. A student who cancels their enrolment is deemed to have withdrawn from enrolment in all units in their enrolment program. If cancellation occurs after the published withdrawal date for the relevant teaching period, then fail grades may be assigned unless the student demonstrates that exceptional circumstances exist.

Once an enrolment is cancelled, the student loses their place in the award course and they must apply for readmission should they wish to return to the same course (E/4.1 Student admission policy). If the course has been discontinued a student may be admitted to a replacement course and may not receive recognition for all units completed previously.

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4.3.13 Non-award enrolment

Non-award students are generally subject to this policy, for some programs of non-award studies, relating to unsatisfactory academic performance. For further details refer to the QUT Students site.

Where a student is excluded from an award course at QUT, the student is not permitted to enrol as a non-award student in any unit of that course.

For admission of non-award students refer to Student admission policy (E/4.1).

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4.3.14 International student enrolment

International students holding a student visa must enrol in a program of study, which ensures completion within the timeframe specified within their electronic Confirmation of Enrolment (eCoE). QUT is required to monitor the study load of international students in accordance with Australian Government requirements and advise the Australian Government where an international student does not meet these requirements. For further details refer to the QUT Students site.

International students attending QUT who achieve permanent residency during their course are permitted to proceed with their studies as quota students provided that they are not subject to probationary enrolment or exclusion and that they meet all normal enrolment requirements. Students who do not satisfy these provisions will be required to compete for a quota place ( refer to Student admission policy, E/4.1 for information on admission criteria). Students who receive their permanent residency approval after the census date for the relevant unit of study will be required to pay the full international tuition fee for that teaching period.

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4.3.15 Review

A student may seek review of any decision made under this policy under E/9.1 Review of grades and academic rulings; except where enrolment has been amended to comply with the conditions of probationary enrolment.

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Related Documents

MOPP C/3.1 Courses and awards

MOPP C/3.3 Programs and non-award study

MOPP C/4.1 Curriculum design, approval and accreditation

MOPP E/4.1 Student admission

MOPP E/4.4 Time limits for completion of an award course

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Modification History

Date

Sections

Source

Details

22.07.16 All University Academic Board Revised policy
19.07.13 All University Academic Board

Periodic Review - Policy revised

13.11.09

E/4.3.3, E/4.3.8

University Academic Board

Revised policy

27.02.08

E/4.3.3

Registrar

Editorial amendment to provide additional information relating to students in special entry programs

26.05.06

E/4.3.7

Student Business Services Department

Editorial amendment (consistent with policy E/6.7.1)

01.07.05

E/4.3.5

University Academic Board

Revised policy relating to leave of absence and relocated to new policy E/4.5

15.06.05

All

Student Business Services Department

Policy reviewed (no change required) - endorsed by Academic Policy and Procedures Committee 15.06.05

20.12.04

E/4.3.8

Registrar's Office

Editorial amendment (consistent with Higher Education Support Act 2003 and related Guidelines)

19.11.04

E/4.3.7, E/4.3.8, E/4.3.9

University Academic Board

Revised policy (rescinded former E/4.3.7 Alternative studies and re-numbered remaining sections; added additional text to E/4.3.9 to reflect Student Rule 8(3); endorsed by Academic Policy and Procedures Committee 10.11.2004)

20.06.03

All

University Academic Board

New policy (effective from 01.01.2004)

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