Summary

This policy describes the requirements and principles governing the admission and enrolment of students into Swinburne courses.

Objectives

This policy aims to:

  • provide the framework that ensures the integrity of admissions decisions
  • set clear responsibilities and accountabilities for admissions decisions
  • ensure that admissions processes are transparent and decisions are consistent and fair.

Scope

This policy applies to all Swinburne courses.

1. Eligibility and selection

1.1. Minimum entry requirements

Minimum entry requirements are set to ensure that a student is only admitted to a course when the University believes that the student can undertake the course with a reasonable prospect of success.

Minimum entry requirements are specified in the course accreditation instrument approved by Academic Senate, or the relevant national or State training authority.

When setting minimum entry requirements the University should be guided by the principles of:

  • clear and consistent admission requirements that are appropriate to Australian Qualifications Framework (AQF)
  • evidence-based admissions requirements
  • eliminating unfair or unnecessary barriers for student access to Swinburne courses
  • enabling flexible qualification pathways
  • facilitating recognition or credit for entry into Swinburne courses

The criteria for minimum entry requirements are inclusive and are set out in the Academic Courses Regulation 6 as follows:

a. academic merit;

b. English language proficiency;

c. equivalency;

d. prior learning;

e. other experience and attainments;

f. special factors, including residency, performance at interview, folios and auditions;

g. other matters that the Academic Senate considers relevant to the reasonable prospects of success of applicants in a course.

When making decisions on the equivalence of grounds for entry with the minimum entry requirements, the University may consider whether applicants have achieved the required level of knowledge and skills to have a reasonable prospect success in the course. Decisions must be evidence based, transparent and fair.

Changes to minimum entry requirements must not disadvantage any students with an existing, open offer from Swinburne.

Minimum entry requirements are published on the Swinburne website.

The University and Academic Senate monitor the effectiveness and appropriateness of minimum entry requirements.

Roles and Responsibilities (VC delegation)

Role/Decision/Action Responsibility*
Conditions and limitations
Specifying minimum entry requirements (staff login) for Academic Senate approved courses Head of the accrediting Academic Unit Minimum entry requirements must be consistent with the above, and documented in the course accreditation instrument for approval by Academic Senate
Determination of equivalence with approved minimum entry requirements Head of Academic Unit or Academic positions specified by the Head of the Academic Unit. 
Senior Deputy Vice-Chancellor for international qualifications and English language equivalencies
A record of the reasons for the equivalence decision must be kept
Publication of minimum entry requirements Deputy Vice-Chancellor (Education, Experience and Employability)
Director, Business Development and Liaison, Swinburne Sarawak
 
Monitoring of minimum entry requirements Pro Vice-Chancellor (Education and Quality) A regular report must go to Academic Senate

*(Staff holding, acting in or performing the responsible position or office)

1.2. Selection, offer and acceptance

Under the Academic Courses Regulations 2013, selection is at the University’s discretion. Whilst maintaining this discretion, the University sets specific selection criteria, entry scores or quotas for each course to manage and facilitate the administration of admissions into courses. When setting selection criteria the University should be guided by the principles of:

  • clear and consistent information for applicants, including regulatory requirements, Police checks and Working With Children checks where required
  • evidence-based selection criteria, including the use of equivalence and precedence.

Where an applicant presents grounds for selection outside of the approved selection criteria and entry scores, the University will consider:  

  • a person’s previous studies or conduct at the University or other institutions
  • other relevant information provided by the applicant or otherwise known to the University
  • requirements relevant to the delivery of a course
  • regulatory or administrative requirements or guidelines.

The University assesses all applications and makes one of the following selection decisions:

a. full offer;
b. conditional offer;
c. packaged offer of qualifying course/s leading to the principal course;
d. an offer into an alternative course; or
e. no offer.

The University will provide all information necessary for applicants to accept an offer.

When making decisions on requests to defer an offer, factors that the University should consider include:

  • restrictions or conditions applying to any scholarship held by or offered to the candidate
  • course specific criteria as documented in the course accreditation instrument
  • regulatory requirements
  • enrolments in Open Universities Australia (OUA) courses or units, or in single units of study may not be deferred.

The maximum period for deferment is two years for a higher education course and one year for a vocational education course.  When considering a request to extend a deferment period beyond the maximum period, the University should consider whether the student is facing exceptional circumstances, including

  • students from a low socio economic background
  • Australian Indigenous students
  • students from regional and remote areas
  • students endeavouring to secure financial independence towards general education and accommodation costs through eligibility for youth allowance
  • students who are Australian Defence Force Reservists where the normal maximum periods of deferral provided to students will be extended to ensure that they are not adversely affected by a period of call out regardless of the duration.

 

Roles and Responsibilities (VC delegation)

Role/Decision/Action Responsibility*
Conditions and limitations
Specifying selection criteria and entry scores Senior Deputy Vice-Chancellor Must be consistent with the above, and consistent with and subordinate to the approved minimum entry requirements
Application processing and selection of students Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with approved minimum entry requirements and selection criteria and entry scores
Completing the Evidence of Eligibility and Student Declaration under the Victorian Department of Education and Training Guidelines about Determining Student Eligibility and Supporting Evidence for the Skills First Program**

Course Consultants for Swinburne Online enrolments

Compliance Administrator, Enrolment Officer, Enrolment Administrator, Trainee Administrator, Enrolment Operations Team Leader, Enrolment Advisor, Migrant English and General Education Teacher, Migrant English and General Education Senior Educator, Apprenticeship Officer, Apprenticeship and Traineeship Team Leader, Admissions Officer, Admissions Team Leader, Customer Experience Advisor (Swinburne Professional), Manager, Customer Relations (Swinburne Professional), Course Advice Specialist, or Course Advice Coordinator for PAVE enrolments

Manager Customer Experience or Customer Experience Advisor for Swinburne Professional enrolments

Relevant Teachers for Migrant English and General Education enrolments

 
Selection of students in cases where applicants present grounds for selection outside of the selection criteria Head of Academic Unit
Academic positions specified by the Head of the Academic Unit and approved by the Senior Deputy Vice-Chancellor
Must be consistent with the above, and minimum entry requirements
A record of the reasons must be kept
Deferrals Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with the above
Readmission after absence or exclusion Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with approved minimum entry requirements and selection criteria and entry scores
Withdrawal of offer or cancellation of admission Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with the above

*(Staff holding, acting in or performing the responsible position or office)

**Secretarial Note: This delegation is a formal delegation in compliance with section 2.7 and 2.8 (a) of the Victorian Department of Education and Training Guidelines about Determining Student Eligibility and Supporting Evidence for the Skills First Program.

2. Admission and re–enrolment

2.1. Initial admission

The University will provide all information necessary for applicants to be admitted to the University and complete their enrolment. 

Students may request to study full-time or part-time.  When making decisions on applications to vary study load, factors that the University should consider include:

  • Maximum duration requirements
  • Course specific requirements
  • Scholarship requirements
  • Regulatory requirements

When making decisions on applications to transfer between courses, factors that the University should consider include:

  • Availability of places
  • Prerequisites and other admission requirements for the course
  • Any regulatory requirements

 

Roles and Responsibilities (VC delegation)

Role/Decision/Action Responsibility*
Conditions and limitations
Publication of enrolment information and deadlines Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with the above
Enrolment Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with the above, and criteria approved by the Senior Deputy Vice-Chancellor
Conditional enrolment Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with the above guiding principles and criteria approved by the Senior Deputy Vice-Chancellor

*(Staff holding, acting in or performing the responsible position or office)

2.2. Re-enrolment, amendments and transfers

The University will provide all information necessary for students to maintain their enrolment.  
Enrolments in units are subject to published requisites. Higher Education students may request a waiver of a requisite.  When making decision on applications to waive a requisite the University should consider whether:

  • a student has completed an equivalent unit from another institution;
  • a student is able to demonstrate achievement of the relevant learning outcomes of the requisite unit from prior relevant work experience.  In Higher Education this process is not equivalent to RPL where all learning outcomes must be demonstrated.

Students may request an amendment to their enrolment.  When making decisions on applications to amend enrolments, factors that the University should consider include:

  • requisites for units of study
  • availability of places in units of study
  • scholarship requirements
  • regulatory requirements
  • academic progress requirements.

Students may request to vary study load.  When making decisions on applications to vary study load, factors that the University should consider include:

  • maximum duration requirements
  • scholarship requirements
  • course specific requirements
  • regulatory requirements
  • academic progress requirements.

International students holding student visas are required to complete their course within the original expected duration except in limited circumstances.  Onshore international students holding student visas can only take less than a standard full-time load if they have approval from the University and one or more of the following apply:

a. they have received credit or RPL such that they will not have to extend their course;

b. they have compassionate or compelling circumstances; 

c. an early intervention strategy has been activated under the Swinburne’s academic progress requirements; or 

d. they agree to study units in non-compulsory teaching periods or vocational education blocks so they will not have to extend their course.

Higher Education students must complete their course within a 10 year duration (Academic Courses Regulation 32).  When making decisions on an exemption from the maximum duration requirement, factors that the University should consider include:

  • that the student can undertake the course with a reasonable prospect of success
  • compassionate or compelling circumstances
  • scholarship requirements
  • regulatory requirements
  • availability of courses and/or units.

Students may request to take leave of absence.  When making decisions on applications to take leave of absence, factors that the University should consider include:

  • mmaximum duration requirements
  • whether the student has outstanding fees
  • scholarship requirements
  • regulatory requirements.

When making decisions on applications to transfer between courses, factors that the University should consider include:

  • availability of places
  • prerequisites and other admission requirements for the course
  • any regulatory requirements.

 

Roles and Responsibilities (VC delegation)

Role/Decision/Action Responsibility*
Conditions and limitations
Setting and publication of re-enrolment information and deadlines Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with the above
Re-enrolment, amendments and withdrawals Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with the above and criteria approved by the Senior Deputy Vice-Chancellor
Waivers of requisites Head of Academic Unit
Academic positions specified by the Head of the Academic Unit and approved by the Senior Deputy Vice-Chancellor
Must be consistent with the above
Requests for leave of absence, overload or concurrent study Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with the above and criteria approved by the Senior Deputy Vice-Chancellor
Transfer between courses Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with the above and criteria approved by the Senior Deputy Vice-Chancellor
Exemption from maximum duration requirement Head of Academic Unit
Academic positions specified by the Head of the Academic Unit and approved by the Senior Deputy Vice-Chancellor
Must be consistent with the above
Non-standard requests for leave of absence, overload, concurrent study or transfers Head of Academic Unit
Academic positions specified by the Head of the Academic Unit and approved by the Senior Deputy Vice-Chancellor
Must be consistent with the above
Underloading for international students as a result of academic intervention, i.e. progress review Head of Academic Unit
Academic positions specified by the Head of the Academic Unit
Registrar for SUTS
Must be consistent with the above and ESOS requirements
Requests for underloading by international students because of special circumstances, i.e. non-academic Deputy Vice-Chancellor (Education, Experience and Employability)
Registrar for SUTS
Must be consistent with the above and ESOS requirements

*(Staff holding, acting in or performing the responsible position or office)

3. Complaints, reviews and appeals

A person dissatisfied with a decision under this policy may lodge a complaint (or in some instances students may apply directly for a review), subject to the requirements of the complaints, reviews and appeals provisions of the People, Culture and Integrity Policy and the Review and Appeals Regulations 2012.

Delegations

This policy includes, where indicated in the tables of roles and responsibilities, delegation of power by the Vice-Chancellor under section 26(7) of the Swinburne University of Technology Act 2010.

Approvals

Version Date Approver Contact
V 1.0 27 Nov 2013 Academic Senate
Chair of Academic Senate
V 1.1 17 Dec 2013 Academic Senate Chair of Academic Senate
V 2.0 25 November 2020 Academic Senate Chair of Academic Senate

View all policies and related resources

To find out about our other policies, regulations and resources, head to the main policies section.

See all policies