Student Administration Policy

Summary

This policy describes the requirements and principles governing the administration of student affairs at the University.

Objectives

This policy aims to:

  • Provide a framework that ensures the integrity of the administration of student affairs, including the administration of enrolment, fees and charges and the academic calendar
  • Set clear responsibilities and accountabilities for decisions made in the administration of student affairs
  • Ensure the administration of student affairs is transparent and decisions are consistent and fair
  • Promote efficient student administration.

Scope

This policy applies to all Swinburne courses and students.


1. Administration of Enrolment

1.1. The enrolment process and dates

Enrolment is the administrative act of enrolling students who have been admitted to the University.

The University specifies a date or dates:

  • By which an applicant for admission and a person re-enroling must complete his or her enrolment, including the payment of all fees associated with enrolment
  • After which the addition of units in a teaching period requires permission.

Roles and Responsibilities (VC delegation)

Role/Decision/ActionResponsibility*Conditions and limitations
Specifying date(s) including for completion of enrolment, payment of fees, cut-offs for adding units Vice President (Students)

Dates must be published

Maintenance of student and enrolment data on the student management system Vice President (Students)

 

Permission to add units after cut-off date Head of Academic Unit Permission must only be granted after consultation with Vice President (Students)
Enrolment matters and queries, including determinations as to completion of enrolment, amendment of enrolment Vice President (Students)

 

Permission for student to re-enrol in a course without applying for re-admission Vice President (Students)
Specifying requirements for enrolment, cancellation of enrolment and attendance of international students, including ancillary requirements such as overseas health cover Vice President (Students)
Publication of requirements for international students to complete within the expected duration of the student’s ESOS CoE. Vice President (Students)

 

Releasing international students and publication of guidelines for doing so. Vice President (Students) Must be compliant with ESOS Act

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

1.2. Obligations on students

Under the Student Administration Regulations the obligation is on students to:

  • Disclose all relevant information to the University at the time of application and before enrolment
  • Ensure that all of the various enrolment requirements are met and confirmed
  • Ensure that enrolment and student details and information provided to and recorded by the University is up-to-date and correct
  • Ensure that units chosen form part of and meet the requirements of the course
  • Be aware of and meet enrolment, course and unit requirements
  • Maintain continuous enrolment.

1.3. Late withdrawal

When deciding whether there are exceptional circumstances to warrant waiving fail grades or financial consequences when a student withdraws from a course after the applicable census date the University will take into account:

  • Fairness
  • Equity
  • Compassionate or compelling circumstances.

Roles and Responsibilities (VC delegation)

Role/Decision/ActionResponsibility*Conditions and limitations
Setting withdrawal from course requirements Vice President (Students)  
Granting approval to withdraw Head of Academic Unit Must be consistent with withdrawal from course requirements set by the Registrar
Waiving fail grades when a student withdraws from a course after census date Head of Academic Unit Must be consistent with the above guiding principles
Waiving financial consequences when a student withdraws from a course after census date Vice President (Students)

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

1.4. Student cards

Issuing student identity cards is at the discretion of the University. The University does not issue student identity cards to:

  • Students enrolled in a single subject
  • Students who enrol in Swinburne courses or units pursuant to course licensing or course delivery arrangements and agreements with other institutions, for example Open Universities Australia, twinning programs, student exchanges and certain mobility programs
  • Other cohorts or classes of students as specified from time-to-time.

Roles and Responsibilities (VC delegation)

Role/Decision/ActionResponsibility*Conditions and limitations
Specification of cohorts or classes of students to whom student identity cards will not be issued Vice President (Students)  
Determination of the University services and facilities to which a student identity card provides access Vice President (Students) Must be in consultation with service providers

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

1.5. Enrolled and genuine student tests

The Swinburne University of Technology Act defines a student as a person enrolled at the University in an award course. The Act also empowers Council to designate a person or a class of persons as students. For the purposes of the application of the University’s student misconduct provisions and reviews and appeals, Council has designated the following persons as students:

  • A prospective student who engages in misconduct or otherwise breaches University legislation and then becomes a student
  • A suspended or excluded student
  • A person who is on leave of absence from or has deferred enrolment
  • A person who has completed a course and graduated but still has access to University facilities or resources
  • A person who is granted access to University premises and facilities to study or for other related University purpose.

This designation by Council allows such persons to be disciplined as students, for sanctions or restrictions to be imposed on those persons and for decisions affecting those persons to be reviewed and appealed. Other than that, the designation does not confer on those persons the rights and privileges of a student or the right to enter University premises, attend University activities or access or use University facilities and services.

The Academic and Student Affairs Statute provides that a person who has been excluded or suspended does not have the privileges or rights of a student or the right to enter University premises, attend University activities or access or use University facilities and services.

The University may also restrict the rights and privileges of a student (including rights to enter University premises, attend University activities or access or use University facilities and services) who:

  • is on leave of absence
  • has deferred enrolment.

The University may also determine that a student is not a genuine student and cancel that student’s enrolment. When considering whether a student is a genuine student the University should have regard to whether the student is genuinely and actively engaged in his or her studies and whether it is reasonable to infer that the student is holding open his or her enrolment for purposes other than genuine study.

Roles and Responsibilities (VC delegation)

Role/Decision/ActionResponsibility*Conditions and limitations
Decisions to confer or restrict the rights and privileges of students on leave of absence or deferral Vice President (Students)  
Determine that a student is not a genuine student and cancellation of that student’s enrolment Vice President (Students)  
Decisions to refuse to enrol a person or suspend or exclude a student under section 24 of the Academic and Student Affairs Statute

DVC(A)
DVC(PAVE)
Vice President (Students)
Academic Registrar

If the decision is being taken under paragraph (a) or (b) of section 24, must follow the health and disability exclusion guidelines approved and published by the VP(Students)
Withdrawals of offer and cancellations of enrolment Vice President (Students) Must be consistent with the Student Administration Regulations and any relevant guiding principles set out in the Admissions Policy
Notifications and reports to regulatory authorities to fulfil regulatory requirements under ESOS Vice President (Students)  In conjunction with the PVC(I)

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


2. Fees

2.1. Setting fees and charges

When setting fees and charges the University should be guided by the principles of:

  • Fairness
  • Transparency
  • Clarity
  • Consistency
  • Compliance with regulatory requirements
  • Recognition that the University may impose different fees, charges and student contribution amounts for different categories of students.

Roles and Responsibilities (VC delegation)

Role/Decision/ActionResponsibility*Conditions and limitations
Setting fees relating to tuition and course requirements and student contributions, including fees relating to materials, assessment and  academic credit Chief Operating Officer
Setting fees relating to administrative services and activities, including enrolment fees, services and amenities fees, ancillary fees, cancellation charges, incidental fees, late payment charges, administrative charges and penalties for failure to comply with University legislation. Chief Operating Officer Fees must be consistent with the above guiding principles and published on the University website
Specifying processes and guidelines for the administration of fees, charges and penalties, including dates, payment systems, payment plans, documentation requirements, discounts, fee exemptions and waivers, deposits, retentions, remissions, revisions, refunds, student categories, debtor management Vice President (Students) Any processes and guidelines that affect international students must be set in conjunction with the PVC(I)

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


3. Conduct of Examinations

The University conducts examinations in accordance with the Student Administration Regulations.

Roles and Responsibilities (VC delegation)

Role/Decision/ActionResponsibility*Conditions and limitations
Specifying processes and guidelines for the conduct and administration of examinations Vice President (Students) In accordance with criteria set by the relevant DVC

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


4. Results

The University gives notification of results in accordance with the Student Administration Regulations.

Roles and Responsibilities (VC delegation)

Role/Decision/ActionResponsibility*Conditions and limitations
Specifying processes and guidelines for the notification of results Vice President (Students)  

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


5. Graduation

The University arranges graduations in accordance with the Student Administration Regulations.

Roles and Responsibilities (VC delegation)

Role/Decision/ActionResponsibility*Conditions and limitations
Specifying processes and guidelines for graduations Vice President (Students) Must be consistent with University legislation

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


6. Academic calendar

The University approves and publishes an academic calendar for each year. Among other things, the academic calendar sets the dates for:

  • Teaching periods
  • Examination periods
  • Census dates.

Roles and Responsibilities (VC delegation)

Role/Decision/ActionResponsibility*Conditions and limitations
Setting the academic calendar (including any amendments) Academic Registrar Must be provided to Academic Senate for noting
Publication of academic calendar Vice President (Students)  
Approval of teaching activities outside academic calendar

Deputy Vice-Chancellor (Academic) for Higher Education accredited courses
Deputy Vice-Chancellor (PAVE) for Vocational Education courses

Must consult with Vice President (Students)

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


7. 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.

8. Complaints, reviews and appeals

A person dissatisfied with a decision under the Student Administration Regulations 2013 and 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.

Delegation

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 19 December 2013 for commencement 1 January 2014 Vice-Chancellor Registrar


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