• Section 1 - About This Manual
• Foreword
• Purpose  
• Scope
• Definitions
• Section 2 - Enrolment Responsibilities
• Section 3 - Enrolment Policy
• Part A - Eligibility to Enrol
• Student Information
• Indebted Students
• Extraneous Enrolment
• Part B - Additional Requirements for Student Visa Holders
• Study Load Requirements
• Limitations on Online Study
• Welfare and Accommodation Arrangements
• Part C - Enrolment Timelines
• Census Dates
• Late Enrolment
• Withdrawal from a Course
• Part D - Fees
• Part E - Study Loads
• Compulsory Terms
• Table 1 – Study Loads for Compulsory Terms
• Non-Compulsory Terms
• Exceeding Full-Time Study loads
• Table 2 – Exceeding Full-Time Study Loads
• Part F - Leave of Absence
• Eligibility for Leave of Absence
• Additional Eligibility Requirements for Student Visa Holders
• Appealing Leave of Absence Decisions
• Part G - Concurrent Enrolment
• Eligibility for concurrent enrolment
• Compatibility of Programs
• Exemptions
• Minimum Requirements for Completion
• Table 3 – Minimum Volume of Learning Required for Concurrent Enrolment
• Part H - Cessation of Enrolment
• Failure to Maintain Enrolment
• Table 4 – Timelines for Administrative Withdrawal due to Non-Enrolment
• Termination of Enrolment – Student Visa Holders
• Section 4 - Enrolment Procedures
• Part I - Course Enrolment
• Adding a Course
• Late Enrolment Before the Census Date
• Late Enrolment After the Census Date
• Withdrawal
• Part J - Variation to Study Loads
• Exceeding Full-Time Study Load
• Applying for Reduced Study Load
• Part K - Applying for Leave of Absence
• Domestic and Off-Shore Students
• Table 5 – Application Procedures for Leave of Absence by Program for Domestic and Offshore Students
• Student Visa Holders
• Appeals
• Part L - Applying for Concurrent Enrolment
• Exempt Programs
• Section 5 - Relaxing Provision

Section 1 - About This Manual

Foreword

(1) This Manual supports the Governance Rule and Schedule 2 – Delegation of Academic Matters. In the event of an inconsistency between lower level policy documents and a Rule or Schedule to a Rule, the Rule made by Council prevails to the extent of the inconsistency.

(2) For information on admission to a program, please refer to the Admissions Manual – Coursework and Enabling Programs.

Purpose  

(3)  This Manual is designed to provide clear and concise information for staff and students of the University regarding enrolment, study loads, leave of absence and fees.

Scope

(4) This Manual applies to all students enrolling in courses as part of an enabling, undergraduate or postgraduate coursework program at the University, including students who enrol through a partner institution.

(5) This Manual does not apply to students enrolling in Higher Degree by Research programs. Please refer to the Higher Degree by Research Policy and Procedure.

(6) This Manual applies to students enrolling in the Joint Medical Program (JMP). In the event of an inconsistency between this Manual and the policies and procedures specific to the JMP, then the policies and procedures of the JMP prevail to the extent of the inconsistency.

Definitions

(7) In the context of this Manual:

1. “compassionate or compelling circumstances” may include, but are not limited to:
   1. physical or psychological illness or injury that prevents a student from participating in study;
   2. unavoidable commitments within the term – for example, cultural or religious commitments, or military service;
   3. hardship or trauma – for example, impacts of crime, accidents or natural disasters, sudden loss of employment, family breakdown, or severe disruption to domestic arrangements;
   4. death or injury of a close family member or friend; or
   5. enrolment conflict or course availability issues;
2. “compulsory term” refers to a term that students are required to enrol in to complete their program within the minimum possible duration;
3. “non-compulsory term” refers to an optional term that students may choose to enrol in to catch up or accelerate their studies;
4. “standard terms” are the official teaching periods specified in the University Academic Calendar. The standard terms are Semesters and Trimesters, including Singapore Semesters and Trimesters, and Midyear Session.
5. “non-standard terms” are specialised teaching periods used for specific programs, or for administrative purposes. These include, but are not limited to, the Joint Medical Program (JMP) terms and ELICOS sessions.

Section 2 - Enrolment Responsibilities

(8) The Academic Registrar is responsible for overseeing student enrolment, including:

1. establishing and maintaining procedures relevant to enrolment;
2. approving enrolment dates for each available term of study (see Academic Calendar Approval Procedure);
3. ensuring University-wide changes or decisions relating to enrolment are communicated to students; and
4. ensuring information and resources on key dates, student visa obligations and enrolment processes are available to students.

(9) Students are responsible for:

1. managing their enrolment according to the Terms, Conditions and Informed Consent for Enrolment, and any terms outlined in their letter of offer, for the duration of their study at the University;
2. enrolling in the correct courses each term according to their program requirements;
3. maintaining up-to-date contact information in University systems, including their home and postal address, phone number, personal email account, and emergency contact details;
4. payment and/or deferral (where eligible) of all relevant tuition and non-tuition fees and charges by the date set by the University;
5. ensuring they satisfy any prescribed course enrolment rules, enrolment requirements and/or assumed knowledge as stated in the Course Handbook;
6. meeting any applicable study load requirements as necessary to satisfy student visa conditions, accreditation standards and/or student welfare payment eligibility criteria; and
7. maintaining their enrolment in accordance with the provisions specified in this Manual, and in line with their own personal priorities and responsibilities.

(10) International students studying in Australia on a student visa are responsible for:

1. the cost of their tuition and support;
2. all other expenses associated with their study;
3. enrolling on a full-time basis (see Part B – Additional Requirements for Student Visa Holders); and
4. complying with their student visa conditions.

(11) The University's primary method of communication with students is via email to their University email account. Students are responsible for ensuring they regularly monitor their University email for important information regarding their enrolment. 

Section 3 - Enrolment Policy

Part A - Eligibility to Enrol

(12) To be eligible to enrol, students must:

1. have received and accepted an offer of admission, in accordance with the Admissions Manual – Coursework and Enabling Programs;
2. have provided correct and complete information as required for enrolment (see clauses 13-17);
3. not be on a period of leave of absence, suspension or exclusion;
4. not owe a debt to the University (refer to clauses 18-19); and
5. for international students on a student visa, have a current Confirmation of Enrolment (COE).

Student Information

(13) Commencing students must provide necessary personal information prior to enrolment in their first term of study. This may include, but is not limited to, their legal name, date of birth, contact details, citizenship or residency status, emergency contact information, and any other information required under Commonwealth or State legislation or University policy.

(14) Continuing students must confirm the accuracy of their personal information and provide any necessary updates prior to enrolment in each subsequent term of study.

(15) International students must provide both their overseas and Australian residential address and contact details, and must update these details within seven days of any change.

(16) All students must provide their Unique Student Identifier (USI) to the University prior to the census date in their first term of enrolment. For more information, see Unique Student Identifier website.

(17) Personal information will be handled in accordance with the Privacy Policy, Privacy Management Plan and Records Governance Policy.

Indebted Students

(18) Students will not be permitted to enrol if they have an outstanding debt to the University. This includes, but is not limited to, where the student has failed to:

1. pay tuition fees, Student Services and Amenities Fee (SSAF) or University accommodation charges by the relevant due date;
2. pay any other University-imposed fee or charge where the terms and conditions specify that non-payment may result in enrolment restrictions; or
3. meet the agreed repayment schedule for any loan or financial assistance provided by the University.

(19) Students who are indebted will not be permitted to enrol until all outstanding debts are resolved, or an authorised delegate approves the discharge of the debt.

Extraneous Enrolment

(20) Students are not permitted to enrol in courses that will not contribute to the requirements of their program and award. Enrolment in such courses may be undertaken as non-award study on a full fee-paying basis.

(21) A student who has passed a course is not permitted to re-enrol in that course within the same program, unless otherwise specified in their program requirements.

(22) Where a student has contravened clause 21 and subsequently enrols in a successfully completed course in the same program, the second enrolment in the course will be removed by the University and any associated fees will be refunded.

(23) A student who wishes to re-enrol in a course that they have already successfully completed may do so:

1. in a different program of study, after having been admitted via the University's prescribed admission process; or
2. as non-award study.

Part B - Additional Requirements for Student Visa Holders

(24) International students intending to study in Australia on a student visa will be issued with an electronic Confirmation of Enrolment (CoE) upon acceptance of an offer of admission and payment of a deposit.

(25) Student visa holders must maintain a current and valid CoE for the duration of their studies in Australia.

(26) A student visa holder whose CoE is due to expire prior to completion of their program may submit a request for a CoE extension to cover the remainder of their study. CoE extension requests will only be approved where the additional duration is required due to:

1. an approved deferral (see Admissions Manual – Coursework and Enabling Programs);
2. an approved leave of absence;
3. an approved reduced study load;
4. any University-imposed intervention strategy implemented in accordance with the Student Academic Progress Procedure; or
5. compassionate or compelling circumstances.

Study Load Requirements

(27) Student visa holders must maintain a maximum full-time (for 1.0 EFTSL) study load in each compulsory term of study for their program (see Part E – Study Loads), unless they are:

1. in their final term of study and have insufficient courses remaining to reach a full-time load; or
2. on an approved leave of absence (see Part F – Leave of Absence).

(28) In compassionate or compelling circumstances, student visa holders may request approval to study a reduced study load – see Part J – Variation to Study Loads.

(29) Student visa holders may be placed on a reduced study load in accordance with the Student Academic Progess Procedure.

(30) Student visa holders who fail to enrol by the census date of a compulsory term of study, without an approved leave of absence, will be administratively withdrawn in accordance with Part H – Cessation of Enrolment: Failure to Maintain Enrolment.

Limitations on Online Study

(31) Student visa holders must be enrolled in at least one on-campus course in each compulsory term of study, unless they are completing the last course required for their program.

(32) Student visa holders are not permitted to enrol in more than one-third of the total courses required for their program online.

(33) The University reserves the right to amend the enrolment of student visa holders who are not compliant with the requirements of clauses 31 and 32.

Welfare and Accommodation Arrangements

(34) International applicants who are under 18 years of age must satisfy the relevant Commonwealth government department requirements that suitable welfare and accommodation arrangements have been made for them.

(35) The University will provide welfare and accommodation arrangements for international students under the age of 18 years who are unable to independently satisfy the Commonwealth government’s welfare and accommodation requirements, subject to the following conditions:

1. the student must live in a University approved Homestay and their parents must enter into a contractual agreement with a University approved Guardian. Under these circumstances the University will accept responsibility for the student's welfare and complete the Confirmation of Appropriate Accommodation and Welfare (CAAW) form;
2. the duration of the University's responsibility for welfare and accommodation arrangements will routinely commence one week prior to the Confirmation of Enrolment (CoE) start date and will cease when the:
   1. student turns 18 years of age;
   2. student leaves the country; or
   3. University no longer approves the welfare arrangements.

(36) If a student wishes to transfer to another provider prior to reaching the age of 18, the University will negotiate a suitable date to terminate its responsibilities for welfare and accommodation arrangements to the student.

Part C - Enrolment Timelines

Census Dates

(37) The census dates for Semester and Trimester terms, including Singapore Semester and Trimester terms, is the Friday of week four.

(38) The census date for Midyear Session is the Friday of week three.

(39)  The census dates for non-standard terms may vary depending on the length of the term. The census date will be determined as part of the approval of the Academic Calendar (see Academic Calendar Approval Procedure) and will be published from the commencement of the enrolment period for the relevant terms.

Late Enrolment

(40) Students who fail to enrol by the census date of a compulsory term may be administratively withdrawn by the University in accordance with Part H – Cessation of Enrolment: Failure to Maintain Enrolment.

(41) A student cannot self-enrol in a course after the end of the second week of a standard term. The deadline for self-enrolment in a non-standard term will be determined as part of the approval of the Academic Calendar and will be published from the commencement of the enrolment period for the relevant terms.

(42) The relevant Course Co-ordinator may, upon receipt of an application from the student, approve the student's enrolment in the course after the end of the second week of the term, but before the census date of that term. Any outstanding fees and charges must be paid before the enrolment will be processed.

(43) In compassionate or compelling circumstances, the relevant Head of School may approve a student's enrolment in a course after the census date for that term. For Pathways and Academic Learning Support Centre, this may be undertaken by the Director, Pathways and Academic Learning Support Centre, or the Head of Domestic Programs.

(44) To ensure students are not academically disadvantaged, where late enrolment is approved per clause 42 or 43:

1. the Course Co-ordinator must ensure the student has access to all relevant teaching materials made available prior to the student's enrolment;
2. the Course Co-ordinator may be required to repeat learning activities that are not able to be delivered to the student in an appropriate alternative format; and
3. the student should be exempted from any compulsory attendance requirements for activities that took place prior to their enrolment in the course.

Withdrawal from a Course

(45) A student who withdraws from a course prior to the census date for the course will not incur financial liability and will not receive a grade for the course.

(46) A student who withdraws from a course after the census date for the term, but before the final day of term, will: 

1. incur financial liability for the course (subject to clause 48);
2. receive a Withdrawn (W) grade; and 
3. have the withdrawal considered towards their academic progress status, in accordance with the Student Academic Progress Procedure.

(47) A student cannot withdraw from a course after the final day of the term in which the course is offered.

(48) A student who withdraws from a course after the census date of the relevant term for compassionate or compelling reasons may be eligible to seek a remission of debt or refund of upfront payment. Refer to the Student Fees Refund Procedure and International Student Fees Refund Procedure.

(49) Where completion of a course requires the student to participate in a placement, the final date for withdrawal from the course will be clearly specified in the Course Outline. 

(50) Withdrawals from a placement course without Head of School or Deputy Head of School permission will incur an academic penalty.

Part D - Fees

(51) By the census date for each term in which a student is enrolled, students in a Commonwealth Supported Place (CSP) must pay their entire student contribution amount upfront OR meet the Tax File Number requirements to access a HECS-HELP loan. Failure to do so will result in the cancellation of the student's enrolment, in accordance with government legislation.

(52) Domestic students studying in a non-Commonwealth Supported Place, international students, and students studying non-award courses must pay the tuition fees for the program and/or courses to the University or its partner organisations by the due date. Failure to pay the tuition fees by the due date in the relevant term may result in the cancellation of the student's enrolment.

(53) Failure to pay non-tuition fees by the due date may result in a student being unable to access results or documentation relating to their study.

(54) Details of delegates who are authorised to defer, waive, reduce, or refund fees and charges, and the conditions and limitations of these authorities are outlined in the University's Delegations of Authority Schedule.

(55) Where a student undertakes a postgraduate course as part of an undergraduate program, the usual undergraduate course fee for the academic subject area will apply.

Part E - Study Loads

(56) The full-time study load required to complete a program within the minimum duration is 80 units of study per academic year. This is defined as 1.0 EFTSL, with each 10 units being equivalent to 0.125 EFTSL.

(57) The minimum study load for a student to be considered full-time by the University is:

1. 80 units (1.0 EFTSL) per academic year for student visa holders; or
2. 60 units (0.75 EFTSL) per academic year (or a pro-rata proportion for programs of less than one year duration) for all other students.

(58) Government departments and other external bodies may specify different definitions for full-time study. Students are responsible for ensuring their enrolment is compliant with these external definitions where applicable to them.

Compulsory Terms

(59) The full-time study loads for compulsory terms are outlined in Table 1 – Study Loads for Compulsory Terms.

Table 1 – Study Loads for Compulsory Terms

Non-Compulsory Terms

(60) The maximum full-time study load for Midyear Session is 20 units. Students will be considered full-time if they enrol in at least 10 units.

(61) Program Convenors may preclude students from taking more than 10 units in Midyear Session where the student has not demonstrated satisfactory academic performance in previous term(s).

Exceeding Full-Time Study loads

(62) Students in their first term of study at the University are not permitted to exceed the full-time study load for that term.

(63) Students in their second or subsequent term of study at the University may be permitted to exceed the full-time study load for a compulsory term, within the conditions or approval requirements outlined in Table 2 – Exceeding Full-Time Study Loads.

(64) Students may exceed the full-time study load for Midyear Session to enrol in a single course with a unit value greater than 20 units.

Table 2 – Exceeding Full-Time Study Loads

Part F - Leave of Absence

(65) A leave of absence allows a student to take temporary leave from their studies without withdrawing from their program.

(66) Where the University places a student on enforced leave or suspension from their program of study, the enforced leave or suspension will override any voluntary leave of absence.

(67) The maximum duration for a leave of absence is two years. Students wishing to take leave from their studies for more than two years must withdraw from their program and reapply to the University when they are ready to re-commence studies.

(68) Students who do not re-enrol following a Leave of Absence may be administratively withdrawn from their program in accordance with Part H of this Manual.

(69) If a student's program is revised, discontinued, or ceases to be accredited while the student is on a leave of absence, the University will make every attempt to provide the student with the opportunity to complete the original program. Where this is not possible, the University reserves the right to offer the student a place in an equivalent or near-equivalent program.

Eligibility for Leave of Absence

(70) Students studying an enabling program are not permitted to take a leave of absence. Enabling students must withdraw from their program and reapply to the University when they are ready to re-commence studies.

(71) Undergraduate and postgraduate students will be eligible for a leave of absence where:

1. they have completed a minimum of 10 units of study; or
2. they have not yet completed 10 units of study, but were enrolled beyond the census date in their first term of study; and

1. taking a leave of absence will not impact on the student's ability to complete their studies.

Additional Eligibility Requirements for Student Visa Holders

(72) In addition to the eligibility criteria listed in clause 71, international students studying in Australia on a student visa must:

1. have completed a minimum of ten units of study; and
2. have demonstrated compassionate or compelling circumstances.

(73) Compelling circumstances will also include where a College Progress and Appeals Committee has requested a student to take a leave of absence, in accordance with the Student Academic Progress Procedure. In such cases, the requirement to take a leave of absence must include other strategies throughout the leave of absence period if the student does not return home.

(74)  Applications for a leave of absence made by student visa holders will only be approved where the student has demonstrated compassionate or compelling circumstances, and where the leave is deemed to be in the student's best interest.

Appealing Leave of Absence Decisions

(75) Students may appeal the outcome of an application for a leave of absence.

(76) An appeal must be lodged within five working days of notice of the outcome, and must be made in accordance with the Academic Appeals Policy.

(77) An appeal on the basis of the decision alone will not be considered.

Part G - Concurrent Enrolment

(78) Concurrent enrolment refers to simultaneous admission and enrolment in two separate programs which a student would otherwise need to study consecutively. This differs from undertaking a combined program, which incorporates two component programs into a single program structure (see Program Design and Management Manual).

(79) Concurrent enrolment allows a student to undertake a maximum of two programs simultaneously.

Eligibility for concurrent enrolment

(80) A student may apply for concurrent enrolment where:

1. they have successfully completed 50% of their current program with at least 25% of the completed units undertaken within their current program at the University of Newcastle; or
2. the application is to enrol in two Graduate Certificate programs where the Graduate Certificates are only offered part-time. 

(81) Students seeking to undertake concurrent enrolment must also meet the admission requirements for the second program.

(82) Students enrolled in an existing combined program are ineligible to apply for concurrent enrolment.

(83) Students enrolled in programs which act as entry pathways into higher-level study are not eligible for concurrent enrolment into higher-level programs prior to completion of the entry program.

(84) Student visa holders may apply for concurrent enrolment provided that concurrent enrolment is permitted under the conditions of their student visa. Student visa holders must complete their studies within the specified duration of their visa. Concurrent enrolment for student visa holders cannot be guaranteed.

Compatibility of Programs

(85) Concurrent enrolment will only be approved where the two programs to be studied are deemed compatible by the relevant Colleges.

(86) Compatible programs are programs that do not:

1. share a significant overlap;
2. have majors or specialisations in common – students may be permitted to concurrently enrol but must complete a distinct major within each program; or
3. already exist as a combined program – students should seek to transfer to the combined program, rather than undertaking concurrent enrolment.

(87) Where there is significant overlapping content between two programs, such that there would be insufficient unique units to justify the awarding of two degrees, concurrent enrolment must not be approved.

(88) Programs may be designed to be available through concurrent enrolment only. This must be specified as part of the new program proposal submitted to the Program and Course Approval Committee (PCAC), in accordance with the Program Design and Management Manual. The proposal may also identify incompatible programs, the students of which will not be permitted to undertake the proposed program.

Exemptions

(89) Students applying for concurrent enrolment in the following programs are exempt from the eligibility requirements listed in clause 80:

1. Diploma in Languages;
2. Bachelor of Applied Data Science.

Minimum Requirements for Completion

(90) To be conferred both Awards following approval of concurrent enrolment, a student must:

1. complete the minimum requirements for each individual program; and
2. satisfy the minimum volume of learning requirements for completion of concurrent enrolment. The minimum volume of learning requirements are outlined in Table 3 – Minimum Volume of Learning Required for Concurrent Enrolment.

Table 3 – Minimum Volume of Learning Required for Concurrent Enrolment

(91)  To ensure that the appropriate learning outcomes are met, the Academic Registrar may set minimum unit requirements exceeding those listed in Table 3.

Part H - Cessation of Enrolment

Failure to Maintain Enrolment

(92) Students who fail to maintain enrolment in their program, without an approved leave of absence, will be administratively withdrawn from their program by the University.

(93) Student visa holders will be administratively withdrawn by the University after the census date of their first compulsory term without enrolment. The timelines for administrative withdrawal for all other students are outlined in Table 4 – Timelines for Administrative Withdrawal.

(94) Students who have not yet met the requirements to graduate, but who have no further courses to enrol in for their program, will be administratively withdrawn from their program in accordance with the timelines in Table 4.

(95) In compassionate or compelling circumstances, a student who has been administratively withdrawn from their program may apply to the Academic Registrar to have the withdrawal lifted to allow them to continue studying.

Table 4 – Timelines for Administrative Withdrawal due to Non-Enrolment

Termination of Enrolment – Student Visa Holders

(96) Student visa holders who have their enrolment or admission withdrawn or suspended for any reason (including due to a voluntary leave of absence) will be reported to the relevant Commonwealth government departments in accordance with the Education Services for Overseas Students Act 2000 and the National Code of Practice for Providers of Education and Training to Overseas Students 2018.

(97) If an onshore international student under the age of 18 has their enrolment or admission withdrawn or suspended for any reason (including due to a voluntary leave of absence), the University will maintain the student's welfare arrangements until the student departs Australia or other welfare arrangements are in place.

Section 4 - Enrolment Procedures

Part I - Course Enrolment

Adding a Course

(98) Students may add courses to their enrolment via the online course enrolment system in MyHub at any time during the official enrolment period as published in the Academic Calendar.

Late Enrolment Before the Census Date

(99) Following the conclusion of the enrolment period (see Part C – Enrolment Timelines), students seeking to enrol in a course must submit:

1. an Application for Late Enrolment, for undergraduate or postgraduate students; or
2. Enabling Pathways Application for Late Enrolment, for enabling students.

(100) Approval for late enrolment must be obtained from the relevant Course Co-ordinator prior to the census date of the relevant term.

Late Enrolment After the Census Date

(101) Students seeking to enrol in a course after the census date for the relevant term must submit an Application to Enrol After Census Date. Applications must explain the reason why the student was unable to enrol before the census date and detail the steps that will be taken to catch up on missed content.

(102) Applications for enrolment after the census date must be approved by the relevant Head of School.

Withdrawal

(103) Students seeking to withdraw from a course must amend their enrolment via the online course enrolment system in MyHub in accordance with the timeframes for withdrawal outlined in Part C – Enrolment Timelines.

(104) Student visa holders must consult International Student Support prior to withdrawing from any course, as changes to their enrolment may affect their visa.

(105) Students seeking to withdraw from a course that requires participation in a placement, after commencement of the placement, must seek permission from the Head of School or Deputy Head of School.

Part J - Variation to Study Loads

Exceeding Full-Time Study Load

(106) Students who are required to enrol above the full-time study load per the full-time enrolment pattern for their program can enrol themselves via the online course enrolment system in MyHub.

(107) Students who have successfully completed a full-time study load in the previous compulsory term can enrol in 50 units in a Semester or 40 units in a Trimester by emailing enrolments@newcastle.edu.au, specifying the additional course to be added.

(108) Students who have completed less than a full-time study load, or who failed or withdrew from courses in the previous compulsory term, and students seeking to enrol in 60 units in a Semester or 50 units in a Trimester, must submit the relevant form to programadvice@newcastle.edu.au:

1. Enrolling in More than 40 Units in a Semester Form;
2. Enrolling in More than 30 Units in a Trimester Form;

(109) Applications should be submitted prior to the commencement of the relevant term. Late enrolment procedures will apply to applications received after the end of the enrolment period for the relevant term.

(110) Applications will be considered by the Program Convenor, or the Associate Dean (Education) in the absence of the Program Convenor, and students will be advised of the outcome of their application via email.

Applying for Reduced Study Load

(111) Student visa holders seeking a reduced study load due to compelling or compassionate circumstances must submit a Study Variation Request with supporting documentation that demonstrates compassionate or compelling circumstances.

(112) Requests must be submitted prior to the census date of the relevant term.

(113) Applications will be considered by International Student Support and an outcome will be provided within 10 working days of receipt of the request.

(114) International students must remain enrolled in the maximum full-time study load until the outcome of their application is received.

Part K - Applying for Leave of Absence

Domestic and Off-Shore Students

(115) Domestic and off-shore students seeking a leave of absence must apply in accordance with Table 5 – Application Procedures for Leave of Absence by Program.

Table 5 – Application Procedures for Leave of Absence by Program for Domestic and Offshore Students

(116) Applications for leave of absence, including any supporting documentation, must be submitted prior to the commencement of the term of study in which the leave is to begin.

(117) The Program Convenor, or the Dean of Medicine - Joint Medical Program (JMP) for applications from students in the Joint Medical Program, will be responsible for assessing and approving applications for leave of absence.

(118) Students will be advised of the outcome of their application for leave of absence by email.

Student Visa Holders

(119) Student visa holders who are seeking a leave of absence must submit a Study Variation Request with supporting documentation that demonstrates compassionate or compelling circumstances.

(120) The request must be submitted prior to the commencement of the term of study in which the leave is to begin.

(121) The Academic Registrar, or the Dean of Medicine - Joint Medical Program (JMP) for applications from students in the Joint Medical Program, will be responsible for assessing and approving applications for leave of absence.

(122) Students will be advised of the outcome of their application for leave of absence by email.

Appeals

(123) Students may lodge an appeal within five working days of notice of the outcome of their application for leave of absence.

(124) Appeals must be made in writing, and in accordance with the Academic Appeals Policy.

(125) The grounds of appeal must be clearly set out.

(126) An appeal is to be made to an Appeal Officer, to be determined as follows:

Part L - Applying for Concurrent Enrolment

(127) Students seeking concurrent enrolment must submit an Application for Concurrent Enrolment to programadvice@newcastle.edu.au at least two weeks before the commencement of the term in which the concurrent enrolment is intended to begin.

(128) Late applications may not be accepted.

(129) Applications will be reviewed by a Program Advisor to determine whether the student meets the eligibility criteria. Eligible applications will be forwarded to the Pro Vice-Chancellor Student Experience for consideration under delegated authority.

(130) If the application is approved by the delegate, and the admission requirements are met, the student will be admitted to the additional program.

(131) Students will be notified of the outcome of their application by email.

Exempt Programs

(132) Students seeking concurrent enrolment in the Diploma in Languages must submit the Diploma in Languages Concurrent Application Form to the relevant Admissions team at least two weeks prior to the commencement of the term in which the concurrent enrolment is intended to begin:

1. For domestic students: admissions@newcastle.edu.au
2. For international students: IA@newcastle.edu.au

(133) Applications will be assessed by the relevant Admissions team to ensure the admission criteria have been met.

(134) Students will be notified of the outcome of their application by email.

Section 5 - Relaxing Provision

(135) To provide for exceptional circumstances arising in any case, the Senior Deputy Vice-Chancellor (Academic) and President Academic Senate in a joint capacity and on the recommendation of the relevant College Pro Vice-Chancellor may relax any provision of this Manual, provided that the relaxation:

1. does not compromise compliance with external obligations (including but not limited to contractual, legislative, or accreditation requirements);
2. does not override a decision made under a formal delegation of authority;
3. does not replace a decision that is subject to a formal delegation of authority; and
4. gives due consideration to the principles of procedural fairness.