• Section 1 - Introduction and Context
• Foreword
• Scope
• Purpose  
• Section 2 - Enrolment Policy
• Communication with Students
• Permission to Enrol
• Enrolment Timeframes
• Re-Enrolment
• Student Indebtedness
• Maintaining Enrolment
• Table 1 – Timelines for Administrative Withdrawal
• Course Withdrawal
• Late Enrolment
• Conditions of Enrolment for On-Shore On-Campus International Students
• Welfare and Accommodation Arrangements
• Termination of Enrolment – International Students
• Standard and Non-Standard Terms
• Census Dates
• Study Loads
• Standard terms study loads
• Table 2 – Standard term study loads
• Non-standard terms study loads
• International student study loads
• Exceeding full time study loads
• Table 3 – Exceeding Full Time Study Loads
• Leave of Absence    
• Appealing Leave of Absence Decisions
• Leave of Absence for Domestic and Offshore Coursework Students
• Table 4 – Domestic and Offshore Coursework Student Eligibility for Leave of Absence by Program
• Leave of Absence for International On-Shore Students
• Concurrent Enrolment
• Eligibility for concurrent enrolment
• Compatibility of programs
• Exemptions
• Exclusions
• Minimum Requirements for Concurrent Enrolment
• International Students
• Fees
• Section 3 - Enrolment Procedures
• How to maintain enrolment
• How to withdraw from a course
• How to apply for leave of absence
• How to Appeal a Leave of Absence Decision
• Section 4 - Relaxing Provision

Section 1 - Introduction and Context

Foreword

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

(2) In the event of an inconsistency between an Academic Senate policy document and a College policy, procedure or guideline, the policy document of Academic Senate prevails to the extent of the inconsistency.

Scope

(3) This manual applies to all students enrolling in enabling, undergraduate or postgraduate coursework courses at the University of Newcastle (University) or through a partner institution.

(4) This manual does not apply to Higher Degree by Research programs. Policies and procedures which apply to Higher Degrees by Research are located in the Policy Library.

(5) This manual generally applies to 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.

Purpose  

(6)  The manual provides clear and concise information for staff and students of the University, including:

1. clearly defined policies and procedures for enrolment;
2. information regarding full time and part time study loads;
3. processes to support student progression; and
4. student leave policies and processes.

Section 2 - Enrolment Policy

Communication with Students

(7) The University's primary method of communication with students is electronic, through the student's University of Newcastle email account and/or the student's nominated preferred email account as recorded in myHub. Students may re-direct their University email to a personal account, but University staff will primarily use the student email account.

(8) All students are expected to check their student email account frequently.

Permission to Enrol

(9) Students are permitted to enrol at the University if they have:

1. received and accepted a current offer of admission;
2. completed the prescribed enrolment process including acceptance of the Terms and Conditions of Enrolment; and
3. provided sufficient proof of identification (and visa information for international students) as specified by the Pro Vice-Chancellor Student Experience and Academic Registrar.

(10) Students may enrol solely in courses that form part of the program to which they have been admitted. 

(11) Enrolment in courses that do not form part of the program must be undertaken as a non-award enrolment on a full fee paying basis.

Enrolment Timeframes

(12) Failure to enrol by the date set by the Pro Vice-Chancellor Student Experience and Academic Registrar may lead to cancellation of a student's place within their program.

Re-Enrolment

(13) 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.

(14) Where a student has contravened clause 13, and subsequently enrols in a successfully completed course in the same program, the second enrolment in the course will be removed and the associated fees refunded.

(15) 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.

Student Indebtedness

(16) A student may become indebted to the University as a consequence of failure to:

1. pay certain approved charges;
2. pay penalties associated with breaches of University policies and regulations relating, but not confined to traffic and parking, or the use of the library; and/or
3. meet repayments on loans granted to the student.

(17) Students who are indebted will not be allowed to access results or be permitted to re-enrol, unless they have made arrangements acceptable to one of the following: the Pro Vice-Chancellor Student Experience and Academic Registrar or the Vice-Chancellor; the Deputy Vice-Chancellor (Academic) and Vice President for the discharge of any such debt.

Maintaining Enrolment

(18) Students will be administratively withdrawn from their program if they fail to seek a leave of absence. 

(19) The timelines for administrative withdrawal are outlined in Table 1 – Timelines for Administrative Withdrawal:
 

Table 1 – Timelines for Administrative Withdrawal

Course Withdrawal

(20) A student who withdraws from a course prior to the census date for the course will not incur financial or academic penalty.

(21) 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; 
2. have the enrolment considered as part of their academic progression calculation if they commenced study within the program from 2022 onwards; and
3. not incur an academic penalty.

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

(23) 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. 

(24) Withdrawals without permission of the Head of School will incur an academic penalty.

Late Enrolment

(25) A student cannot self-enrol in a course after the end of the second week of a term.

(26) Where the student will not be academically disadvantaged by enrolling late 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 for that term. Any outstanding fees and charges must be paid before the enrolment can be processed.

(27) In exceptional circumstances, the relevant College Pro Vice-Chancellor or 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.

Conditions of Enrolment for On-Shore On-Campus International Students

(28) Applicants who are not Australian or New Zealand citizens or permanent residents of Australia, 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; and
4. complying with their student visa conditions.

(29) Students will be issued with an electronic Confirmation of Enrolment (CoE) upon acceptance of an offer of admission and payment of a deposit. Students must retain a copy of their Confirmation of Enrolment (CoE) and ensure its currency throughout their enrolment at the University of Newcastle.

Welfare and Accommodation Arrangements

(30) 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.

(31) 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.

(32) If a student wishes to transfer to another provider prior to their 18th birthday, the University will negotiate a suitable date to terminate its responsibilities for welfare and accommodation arrangements to the student.

Termination of Enrolment – International Students

(33) International students studying in Australia on a Student Visa who have their enrolment to the University terminated for any reason will be reported to the relevant Commonwealth government departments in accordance with Education Services for Overseas Students Act 2000 and National Code of Practice for Providers of Education and Training to Overseas Students 2018 requirements. If an onshore international student under the age of 18 has their enrolment cancelled or suspended, the University will maintain the student's welfare arrangements until the student departs Australia or other welfare arrangements are in place.

Standard and Non-Standard Terms

(34) The Academic Calendar comprises both standard and non-standard terms.

(35) The standard terms within a calendar year are:

1. two semesters;
2. three trimesters; and
3. three Newcastle Australia Institute of Higher Education trimesters.

(36) The non-standard terms within a calendar year are the summer term and the winter term. More than one summer term may be scheduled.

Census Dates

(37) The census dates for all standard terms will be the Friday of week four.

(38)  The census dates for any non-standard terms (summer or winter) will vary depending on the length of the term. The census date will be published from the commencement of the enrolment period for the term.

Study Loads

Standard terms study loads

(39) To complete a program in minimum duration students must enrol in a full-time (100%) study load across the year. Study loads for the standard terms are outlined below. 

Table 2 – Standard term study loads

Non-standard terms study loads

(40) The full-time study load for any non-standard terms (summer or winter) is:

1. 10 units for non-standard terms with a duration of fewer than six weeks; or
2. 20 units for non-standard terms with a duration of six weeks or more.

(41) Due to the compressed nature of non-standard terms, Program Convenors may preclude students from taking more than 10 units where the student has not demonstrated satisfactory academic performance in previous term(s).

International student study loads

(42) Subject to clauses 40 and 41, international students must enrol in a 100% (full-time) study load in standard terms to ensure they complete their program within the minimum duration and the duration of their Confirmation of Enrolment (CoE).

(43) Permission may be granted to enrol in less than a 100% (full-time) study load (listed in Table 2) in exceptional circumstances and must be confirmed in writing by the University.

(44) International students may enrol in a reduced study load in their final term of study if they have less than a 100% study load remaining within their program. No approval is required in these circumstances.

Exceeding full time study loads

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

(46) Students in their second or subsequent term of study at the University may be permitted to exceed the full time study loads in a term, within the conditions or approval requirements outlined in Table 3 – Exceeding Full Time Study Loads:

Table 3 – Exceeding Full Time Study Loads

Leave of Absence    

(47) A Leave of Absence provides a means for students to take approved leave from a program, subject to approval.

(48) Programs of the University are continually under review. During a leave of absence a program may therefore be revised, discontinued, or may cease to be accredited. In these circumstances, the University will make every attempt to provide the original program. However, where this is not possible, the University reserves the right to offer the student a place in an equivalent or near-equivalent program.

(49) Where a student is placed on enforced leave or is suspended from their program of study, the enforced leave or suspension will override any request for leave of absence.

Appealing Leave of Absence Decisions

(50) An appeal must be in accordance with the Academic Appeals Policy.

Leave of Absence for Domestic and Offshore Coursework Students

(51) Subject to the program eligibility listed in Table 4, a student will be eligible for a leave of absence for up to one academic year provided that:

1. they have completed a minimum of ten units of study, or were enrolled beyond census date in their first term of study;
2. taking a leave of absence will not impact on the student's ability to complete their studies within the maximum time for completion as outlined in the Maximum Time Completion of Programs Schedule for their program;
3. the student is enrolled in an active program.

Table 4 – Domestic and Offshore Coursework Student Eligibility for Leave of Absence by Program

Leave of Absence for International On-Shore Students

(52) An on-shore international student may be eligible for a leave of absence provided that they:

1. have completed a minimum of ten units of study;
2. have demonstrated compassionate or compelling circumstances (see clause 53); and
3. are not enrolled in a program listed here unless the leave of absence is endorsed by the relevant Program Convenor.

(53) Compassionate or compelling circumstances may include, but are not limited to:

1. illness that prevents the student from participating in class – supported by a medical certificate (compassionate);
2. psychological issues – supported by documentation from a medical practitioner/counsellor (compassionate);
3. death or injury of a close family member or friend – supported by appropriate documentation, which may include funeral notice, death certificate, medical certificate, evidence of relationship with deceased (compassionate);
4. hardship or trauma – for example sudden loss of employment; family breakdown; severe disruption to domestic arrangements; impact of crime or accident; impact of natural disasters (compassionate);
5. unavoidable commitments within the term – for example cultural or religious commitments in which the student is a direct participant; documented military commitments (compassionate/compelling);
6. enrolment conflict or course availability issues (compelling);
7. student has been requested by the College Progress and Appeals Committee to take a leave of absence for a determined period as a result of the Student Academic Progress process. The requirement to take a leave of absence must include other strategies throughout this period if student does not return home.

(54)  Applications for leave of absence made by international students will only be approved where the student has demonstrated grounds that comply with the compassionate/compelling circumstances as per Clause 53 and where the leave is deemed to be in the best interest of the student's welfare.

Concurrent Enrolment

(55) Concurrent enrolment allows a student to undertake two programs simultaneously. Students may concurrently enrol in a maximum of two programs. Students must meet the requirements for each individual program.

Eligibility for concurrent enrolment

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

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

Compatibility of programs

(57) Concurrent enrolment may be approved where the two programs to be studied are deemed compatible by the relevantColleges.

(58) Compatible programs are programs that:

1. do not share a significant overlap; or
2. do not 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.

Exemptions

(59) Students applying for concurrent enrolment in the Diploma of Languages are exempt from the requirement listed under Clause 56 b-c.

Exclusions

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

(61) Where there is significant overlapping content between two programs and there would be insufficient units to justify the awarding of two degrees, concurrent enrolment will not be approved.

Minimum Requirements for Concurrent Enrolment

(62) In order to be awarded both programs following approval of concurrent enrolment, a student must:

1. complete the minimum requirements for each individual program; and
2. satisfy the minimum standard total study load for concurrent enrolment. The minimum total study loads are:

(63)  To ensure that the appropriate learning outcomes are met the Pro Vice-Chancellor Student Experience and Academic Registrar may set minimum unit requirements exceeding those listed in clause 62.

International Students

(64) International students may apply for concurrent enrolment provided that concurrent enrolment is permitted under the conditions of their student visa. Students must complete their studies within the specified duration of their visa. Concurrent enrolment for international students cannot be guaranteed.

Fees

(65) By census date for each term in which a student holds enrolment, 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.

(66) Domestic postgraduate coursework 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.

(67) 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.

(68) Details of University Officers who may 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.

(69) 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.

Section 3 - Enrolment Procedures

How to maintain enrolment

(70) To maintain enrolment a student will need to enrol annually, or seek leave of absence (LOA). Information about LOA and programs which do not guarantee LOA is detailed in Section 2 of this Manual.

(71) To enrol, or to maintain enrolment, the student must complete the enrolment process and pay the relevant fees and charges by no later than their due date.

(72) Students who do not re-enrol following the leave of absence will have their enrolment in the program cancelled. Students will be required to re-apply for admission to the same or alternative program through UAC or other relevant admissions process should they wish to return to study at the University.

(73) Students who have been administratively withdrawn from a program must reapply for admission in accordance with the University's admission process if they wish to recommence study at the University.

How to withdraw from a course

(74) Where a student wishes to withdraw from a course, the student must amend their enrolment in the student enrolment system. The course withdrawal will take effect from the date of the action in the student administration system.

(75) If a student wishes to withdraw from a course that requires participation in a placement, after commencement of the placement, the student must seek permission from the Head of School.

How to apply for leave of absence

(76) Applications for leave of absence should be submitted as follows:

1. domestic, online and offshore students – ProgramAdvice@newcastle.edu.au;
2. students studying at Newcastle Australia Institute of Higher Education – Singapore-ProgramAdvice@newcastle.edu.au.

(77) Students will be advised of the outcome of their application for leave of absence via their student email account.

(78) Students seeking leave of absence greater than one academic year or students enrolled in an excluded program (listed here) must submit an application for leave of absence, including any supporting documentation, prior to the commencement of the term of study in which they wish to begin their period of leave of absence.

(79) Programs excluded from automatic leave of absence are listed here. Students in any of the listed programs must enrol each standard term, or submit an application for leave of absence, or their enrolment will be cancelled.

(80) The relevant Program Convenor or, in the case of the Bachelor of Medical Science and Doctor of Medicine (Joint Medical Program), the Dean of Medicine, will be responsible for assessing and approving applications for leave of absence for programs listed here.

(81) The student may lodge an appeal within five (5) working days of notice of the determination of the application for leave of absence.

How to Appeal a Leave of Absence Decision

(82) An appeal must be made in writing and the grounds of appeal must be clearly set out.

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

Section 4 - Relaxing Provision

(84) To provide for exceptional circumstances arising in any particular case (for an individual student or student cohort), the Deputy Vice-Chancellor (Academic) and Vice President and President Academic Senate in a joint capacity and on the recommendation of the relevant Pro Vice-Chancellor may relax any provision of this procedure manual.