Admissions and Enrolment Policy

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:

  1. Academic merit;
  2. English language proficiency;
  3. Equivalency;
  4. Prior learning;
  5. Other experience and attainments;
  6. Special factors, including residency, performance at interview, folios and auditions;
  7. Other matters that the Academic Senate considers relevant to the reasonable prospects of success of applicants in a course.

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/ActionResponsibility*Conditions and limitations
Specifying minimum entry requirements 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
Publication of minimum entry requirements

Vice President (Students)
Director, Business Development and Communications, 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

The University sets specific selection criteria, entry scores or quotas for each course.  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

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/ActionResponsibility*Conditions and limitations
Specifying selection criteria and entry scores

Deputy Vice Chancellor (Academic)
Deputy Vice Chancellor (PAVE)

For Higher Education courses
For Vocational Education courses
Must be consistent with the above, and consistent with and subordinate to the approved minimum entry requirements.

Application processing and selection of students

Vice President (Students)
Registrar for SUTS

Must be consistent with approved minimum entry requirements and selection criteria and entry scores
Selection of students in cases where applicants present grounds for entry outside of the approved minimum entry requirements

Head of Academic Unit
Academic positions specified by the Head of the Academic Unit and approved by the relevant DVC

Must be consistent with the above, and selection criteria and entry scores
Deferrals

Vice President (Students)
Registrar for SUTS

Must be consistent with the above
Readmission after absence or exclusion Vice President (Students)
Registrar for SUTS
Must be consistent with approved minimum entry requirements and selection criteria and entry scores.
Withdrawal of offer or cancellation of admission Vice President (Students)
Registrar for SUTS
Must be consistent with the above

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


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/ActionResponsibility*Conditions and limitations
Publication of enrolment information and deadlines

Vice President (Students)
Registrar for SUTS

Must be consistent with the above
Enrolment

Vice President (Students)
Registrar for SUTS

Must be consistent with the above, and criteria approved by the relevant DVCs
Conditional enrolment Vice President (Students)
Registrar for SUTS
Must be consistent with the above guiding principles and criteria approved by the relevant DVCs

*(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:

  1. They have received credit or RPL such that they will not have to extend their course;
  2. They have compassionate or compelling circumstances; 
  3. An early intervention strategy has been activated under the Swinburne’s academic progress requirements; or 
  4. 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:

  • Maximum 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/ActionResponsibility*Conditions and limitations
Setting and publication of re-enrolment information and deadlines

Vice President (Students)
Registrar for SUTS

Must be consistent with the above
Re-enrolment, amendments and withdrawals Vice President (Students)
Registrar for SUTS
Must be consistent with the above and criteria approved by the relevant DVCs
Waivers of requisites

Head of Academic Unit
Academic positions specified by the Head of the Academic Unit and approved by the relevant DVC

Must be consistent with the above
Requests for leave of absence, overload or concurrent study Vice President (Students)
Registrar for SUTS
Must be consistent with the above and criteria approved by the relevant DVCs
Transfer between courses Vice President (Students)
Registrar for SUTS
Must be consistent with the above and criteria approved by the relevant DVCs
Exemption from maximum duration requirement Head of Academic Unit
Academic positions specified by the Head of the Academic Unit and approved by the relevant DVC
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 relevant DVC
Must be consistent with the above

*(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.


4. Transition provision

This Policy and the other Policies commencing 1 January 2014 promulgated by the University under the University-wide “Policy Review Project” replace all University policies in existence before 1 January 2014.

Before 1 January 2014 policies were coupled with procedures and many policies included procedural aspects.

Transitional arrangements will apply from 1 January 2014 to 31 December 2014 under which:

  • Procedures coupled with policies and procedural components within policies that were in effect as at 31 December 2013 will continue to apply to provide direction as to procedure until 31 December 2014 unless replaced by new procedures or guidelines or otherwise repealed
  • Such procedures and procedural components are subordinate to and must be read in conjunction with new Policies
  • New Policies prevail to the extent of any inconsistency.

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

VersionDateApproverContact
V 1.0 27 Nov 2013 Academic Senate Chair of Academic Senate
V 1.1 17 Dec 2013 Academic Senate Chair of Academic Senate


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