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Dates for Withdrawal Without Academic Penalty and Addition or Substitution of Subjects Without Prior Approval of Subject Coordinator

Intent

This policy:

  1. Determines the last dates for withdrawal from subjects without academic penalty, and guidelines for Pro-Vice-Chancellors or authorised delegates for considering applications beyond the cut-off dates; and

  2. Determines the last dates by which students can add or substitute subjects without prior approval of the subject coordinator.

Scope

All students.

Key Objectives

To provide guidelines to students and staff on the application of dates for withdrawal from subjects without incurring an academic penalty, and the last date by which students can add or substitute subjects without prior approval of the subject coordinator.

Definitions

Pro-Vice-Chancellor means the Pro-Vice-Chancellor of the relevant faculty or authorised delegate.

Policy and Procedures

2. POLICY

Withdrawal without academic penalty

2.1 To avoid academic penalty (a financial liability remains for any withdrawal past the relevant HECS or Tuition Fee Census Date), all students (domestic and international) must withdraw on or before:

  • For semester-based subjects – the Friday of the 8th teaching week of semester.

  • For full-year subjects – the Friday of the 4th teaching week of Semester 2.

  • For block mode subjects, and subjects of longer than 6 weeks duration taught outside of the normal teaching semester – the day after 50% of subject completion.

For students who withdraw on or before these dates no result is recorded or subject listed on the student’s official Academic Record.

2.2 After the dates specified in Section 2.1, students who wish to withdraw without academic penalty must apply to the Pro-Vice-Chancellor. Permission may be granted if the Pro-Vice-Chancellor is satisfied that the cancellation is justified by reason of special circumstances not related to the student’s academic ability or diligence.

2.2.1 The following would normally constitute acceptable grounds for granting withdrawal without academic penalty:

-A serious health problem or the onset of a chronic health problem since the last date for withdrawal without academic penalty, as evidenced by medical certificates (e.g. serious illness, hospitalisation.)

-Serious personal trauma as evidenced by medical or counsellor certificates.

-Demonstrable change in personal circumstances since the last date for withdrawal without academic penalty as supported by personal declaration by way of a signed Statutory Declaration and other relevant material (e.g., additional and unforeseen employment demands on a part-time student; severe financial stress; onset of severe illness in an immediate family member).

2.2.2 The following would not normally be acceptable grounds for granting withdrawal without academic penalty after the relevant date:

-Failure to prepare adequately for assessment requirements outside the circumstances outlines in Section 2.2.1.

-Students who withdraw from subjects after the dates specified in Section 2.1 or whose application under 2.2 is denied will note that an academic penalty will apply and a grade of X (failure) will be recorded against the subject. The subject and result will then be listed on both the official and unofficial Academic Record.

3. Addition or Substitution of Subjects Without Approval of the Subject Coordinator

The last date to add or substitute a semester subject without approval of the subject coordinator will be:

  • For semester-based subjects – the Friday of the 2nd teaching week of semester.

  • For full-year subjects – the Friday of the 2ndteaching week of Semester 1.

  • For block mode subjects, and subjects of longer than 6 weeks duration taught outside of the normal teaching semester – the 2nd day of teaching of the subject.

Supporting Procedures/Guidelines

Student Administration Procedures Manual

Approval Details

Policy sponsor:

Director, Student and Academic Services

Approval authority:

Academic Board

Version no.:

03-1

Date for next review:

31/03/2008

Modification History

Version no.

Approval date

Implementation date

Details

03-1

03/10/2003

03/10/2003