Coursework Enrolment Procedure

Intent

This procedure supports the Coursework Enrolment Policy by outlining the requirements of each enrolment activity.

Scope

This procedure applies to all undergraduate and postgraduate students undertaking award and non-award coursework courses and programs across all JCU campuses and study centres. It includes candidates undertaking a research Award who enrol in coursework subjects as part of their research Award.

Definitions

Except where otherwise indicated in this procedure, the definitions used in this procedure are found in the Policy Glossary or the Coursework Enrolment Policy.

Important Dates: This procedure contains specific deadlines that students must be aware of to manage their enrolment.  These dates and complete Academic Calendars can be found on the Important Dates webpage.

Home Campus – a student is admitted to a course offered on a particular campus referred to as the Home Campus, with the exception of External attendance mode.

Home Campus Enrolments Team:

• All campuses and study centres excluding Singapore and Brisbane  - Academic Administration and Enrolment Team at enrolments@jcu.edu.au
• Singapore campus – Enrolments Team at enrolments-singapore@jcu.edu.au
• Brisbane Campus – Enrolments Team at enrolments@jcub.edu.au

Last Date to Enrol – The last date to enrol in subject(s) without prior approval as specified in the Important Dates.

Listed Subjects and Courses:

• List 1, 2 and 3 subjects: practical or professional based experience subjects with specific academic progression rules as nominated by the Academic Divisions.  The list may be varied from time to time by the Deputy Vice Chancellor, Student on the recommendation of the Academic Divisions.

List 4 courses: Identifies courses where specific rules apply in relation to Exclusion. The list may be varied from time to time by the Deputy Vice Chancellor, Students on the recommendation of the Academic Divisions

Low Completion Rate: where the student has not successfully completed 50% or more of subjects in which they remained enrolled in after census date for that subject or credit received where that credit was obtained for study undertaken from 2022.

Major Study Period – the Major Study Periods at each campus are:

JCU Australian Tropical Campuses, Brisbane & study centres:

Study Period 1, Study Period 2, Trimester 1, Trimester 2 & Trimester 3

JCU Singapore  (JCUS):

Study Periods 51, 52 & 53

Official Academic Record – an official record of the student’s study at JCU. It details all approved credit; subjects studied, results, Grade Point Average (GPA) for each semester and the overall GPA.  If graduated, the record will also include the date an award was conferred.

Procedure

1. Subject Enrolment Requirements

1.1 In each year of enrolment, students are responsible for enrolling by the Last Date to Enrol for each study period in a selection of subjects that conform to the requirements of the Award to which they are admitted.

1.2 Students are not approved to enrol more than 5 University working days after the Last Date to Enrol for each study period.

1.3 Subject to Clause 1.2 students who want to enrol after the Last Date to Enrol must contact the Home Campus Enrolment Team who will seek approval from the Subject Coordinator and enrol the student in the subject if approved.

1.4 An enrolment after census date may only be considered if there are exceptional circumstances and can only be approved by the Deputy Director, Student Services in consultation with the relevant College.

1.5 Where an approval for an enrolment after census date is given a:

1.5.1.domestic student must pay immediately upon enrolment the applicable full domestic tuition fees irrespective of whether they would have been eligible to be a Commonwealth supported student;

1.5.2.international student must pay immediately upon enrolment the full international tuition fee.

1.6 A student may withdraw from a subject up until the commencement of the formal exam period for the relevant study period. The date of withdrawal will determine the impact on the students’ Academic Record as follows:

1.6.1.On or up to Census date: the enrolment record is removed from the student’s Official Academic Record.

1.6.2.After Census date but up to and including the Last Date for Withdrawal without Academic Penalty: the enrolment record is recorded in the Student Management System with a status of Withdrawn (WD) but is not included in the students’ Official Academic Record.

1.6.3.After the Last Date for Withdrawal without Academic Penalty: the enrolment record is included in the students’ Official Academic Record with a withdrawn fail result (FW).

1.7 Students may not enrol in subjects  they have previously passed unless the University requests them to do so to meet course completion requirements.

2. Administrative correction of enrolment

2.1 Students or staff members of the University may lodge a request for administrative correction of an enrolment (i.e. withdrawal of a subject) after Census date and up to the formal exam period under the following circumstances:

2.1.1.a request for resolution of incorrect enrolment was submitted but not actioned by the relevant date; or

2.1.2.an error was made by the University in processing a student’s enrolment; or

2.1.3.documented evidence exists of academic or administrative advice that has resulted in a negative impact on a student’s ability to enrol, withdraw, undertake or complete a subject; or

2.1.4.an application for credit was approved under the Credit Transfer Procedure after the student enrolled; or

2.1.5.another reason consistent with applicable legislation and approved by the relevant Academic Head.

2.2 Requests for administrative correction must be submitted within 12 months of the date stipulated in the applicable clause under 2.1.

2.3 The Remission, Re-credit & Refund officer for the University will ensure that the administrative correction meets legislative requirements and will process accordingly.

2.4 Students will be notified of the outcome within 40 University working days of receipt of the application or if requested within 40 University working days of any additional documentation being received.

2.5 A student’s lack of knowledge or understanding of the consequences of withdrawal after the Census dates and/or Last Date to Withdraw without Academic Penalty date is not sufficient reason to request an administrative correction of enrolment.

3. Cross Campus Enrolments (excludes JCU Singapore and JCU Brisbane)

3.1 A student may enrol in subjects offered at another campus (excluding Singapore and Brisbane) where enrolment in those subjects is permissible according to the Course and Subject Handbook, except if there is a restriction then the student must enrol on their Home Campus.

3.2 It is the student’s responsibility to consider the impact of any cross campus enrolment on their course progression.

3.3 A student who wants to permanently  relocate to another campus should apply for a Campus Transfer under the Outbound Mobility Procedure.

4. Study Load Requirements

4.1 The recommended full time study load for:

4.1.1 an Australian campus excluding Brisbane is 12 credit points per Teaching Period;

4.1.2 Singapore campus is 12 credit points per trimester; or

4.1.3 Brisbane campus is 9 credit points per trimester.

4.2 A student wishing to enrol in a further 3 credit points above the recommended full time study load as indicated in clause 5.1, with a Course Grade Point Average (GPA) of 5.0 or higher, requires no approval except if the Course and Subject Handbook specifically restricts the maximum annual study load to 24 credit points per year.

4.3 Students not meeting the requirements under clause 5.2 and wishing to enrol above the recommended full time study load as indicated in clause 5.1 must contact the Home Campus Enrolment Team to seek approval from the Course Coordinator (JCU Australia) or Associate Director for Admissions, Enrolments and Examination Office (JCU Singapore).

4.4 The Home Campus Enrolment Team will advise the student of the outcome.

4.5 A student is not permitted to undertake more than the required number of credit points to complete a course as outlined in the Course and Subject Handbook without the approval of the relevant College Dean.

5. Subject Requisites

5.1 To enrol in a subject with a requisite requirement as indicated in the Course and Subject Handbook a student must:

5.1.1.have completed, or be enrolled in any specified co-requisite subjects for a subject with a co-requisite requirement; or

5.1.2.have completed,  all pre-requisite subjects for a subject with a pre-requisite requirement; or

5.1.3.apply for a requisite waiver via eStudent to be considered by the relevant Academic Advisor or Course Coordinator (JCU Australia) or Academic Head (JCU Singapore).  If approved:

a) before the Last Date to Enrol Online, the Home Campus Enrolment Team will advise the student of the waiver approval and the student is responsible for enrolling in the subject; or

b) after the Last Date to Enrol Online, the Home Campus Enrolment Team will enrol the subject for which the waiver was requested and communicate this to the student.

5.2 A student applying for a requisite waiver must:

5.2.1.demonstrate they have sufficient knowledge to successfully complete the subject they are seeking the waiver for; or

5.2.2.provide other compelling circumstances as to why the requisite wavier is required

5.3 A student cannot apply for a requisite waiver if the student has previously failed the pre-requisite for the requisite waiver subject.

5.4 A student who is enrolled in a subject on the assumption that they will pass the pre-requisite before commencement, but then fails the pre-requisite subject, will have their enrolment in the subject withdrawn.  The student may enrol in a different subject under clauses 1.2 and 1.3.

5.5 Unless otherwise specified in the Course and Subject Handbook a student cannot enrol in a subject or be given credit where they have successfully completed another subject that is listed as an anti-requisite.

6. Professional Experience

6.1 Where a course includes prescribed professional or clinical placements, students may be required to undertake such placements away from the campus at which they are enrolled at their own expense.

6.2 Students may be required to be interviewed, in accordance with the Review of a Student’s Suitability to Continue a Course Involving Placement, to assess their suitability to undertake, or to continue in, a professional or clinical placement.

6.3 Students will be required to ensure all Placement Requirements as outlined in the Course and Subject Handbook are adhered to in accordance with the Professional Experience Placement Requirements Procedure.

6.4 Students who fail to comply with Placement Requirements in accordance with the Professional Experience Placement Requirements Procedure may be withdrawn from their subjects and discontinued from their course.

7. Leave of Absence

7.1 A student may take a break from study without approval for up to 12 months unless clause 8.2 applies.

7.2 A student must only apply for a Leave of Absence if they have incurred Study Load in the course for which they are requesting a Leave of Absence and

7.2.1.the student is admitted into a course listed in Appendix 1 – Specified Courses; and/or

7.2.2.the student wishes to take a leave of absence of longer than 12 months and the Course and Subject Handbook permits this; and/or

7.2.3.the student is studying on an international student visa, or

7.2.4 studying at the Singapore campus, including for any period of absence greater than one week’s duration during the study period of enrolment.

7.3 If a student has not incurred Study Load the student should apply to defer under the Admissions Policy.

7.4 To apply for a Leave of Absence due to clause 8.2, students must submit a Leave of Absence form.

7.5 The Home Campus Enrolment Team will review the application and seek approval:

7.5.1.from the Course Coordinator/Academic Advisor (JCU Australia) or Associate Director for Admissions, Enrolments and Examination Office (JCU Singapore) if the student is undertaking a course listed in – Appendix 1 – Specified Courses; and/or

7.5.2.from International Student Support if the student is studying on an international student visa in Australia.

7.5.3.Students must be approved for a leave of Absence under both 8.5.1 and 8.5.2 if they are an International student studying a course listed in – Appendix 1 – Specified Courses.

7.6 A student studying on an international student visa may only be approved a Leave of Absence where there is evidence of Compassionate and Compelling Circumstances, which would generally be significant, beyond the student's control and have an impact on the student's course progress and wellbeing.

7.7 For international students, the International Support Team will notify a student of the outcome of their Leave of Absence application.   In any other case, the Home Campus Enrolment Team (JCU Australia) or Student Support Team (JCU Singapore) will notify the student of the outcome of their Leave of Absence application.

7.8 Where a Leave of Absence application is not approved the student is required to continue study in the course for which they requested leave or consider discontinuation in accordance with
Clause 9 of this procedure.

7.9 Taking a break from study, including an approved leave of absence, is counted as a period of enrolment to determine maximum time to complete dates.

7.10 A student taking a break from study can:

7.10.1 enrol in subjects in a future study period; or

7.10.2 continue their leave under clause 8.1; or

7.10.3 apply for a Leave of Absence under clause 8.2.

7.11 A student taking an approved Leave of Absence can:

7.11.1 enrol in subjects which commence after the return date of their approved Leave of Absence; or

7.11.2 apply for a further Leave of Absence under clause 8.2. If students do not incur Study Load in the next Major Study Period after taking a break from study or an approved leave of absence, their period of no study will be counted under clause 9 for discontinuation.

7.12 The University may place an administrative Leave of Absence onto a student record after advising the student.

8. Discontinuation from a course

8.1 A student may request to discontinue their course admission at any time by completing the Request to Discontinue from Course form.

8.2 A student who requests to discontinue their course admission will be withdrawn from all currently enrolled subjects, and will no longer be considered a student of the University.

8.3 Except where a student is on an approved Leave of Absence for a period of more than 12 months, a student who has not incurred Study Load for a period of 12 months will be discontinued from their course admission after the Census date of the following Major Study Period.

8.4 A student’s online access will be modified if clause 9.2 and 9.3 are enacted, under the ICT Access and Account Management Procedure.

8.5 Students wishing to recommence studies after they have discontinued their course admission must:

8.5.1.if a domestic student for a course listed in Clause 15.3 of the Admissions Procedure apply for re-admission through QTAC to re-commence; or

8.5.2.if a domestic student for a course not listed in Clause 15.3 of the Admissions Procedure and a course different to that previously studied: apply for admission in accordance with the Admissions Policy; or

8.5.3.if a domestic student: submit a Return to Study form as per clause 11 to re-commence a course not previously completed (that is not listed in  Clause 15.3 of the Admissions Procedure); or

8.5.4.if an international student: re-apply for admission under the Admissions Policy.

9. Suspension and Exclusion

9.1 A student who is suspended from their course of study is not eligible to re-enrol in the course of study from which they are suspended whilst the suspension is active.

9.2 A student who is excluded from their course of study is not eligible to re-enrol or re-admitted in the course of study from which they are excluded unless provisions under clause 12 apply.

10. Return to Study where not previously excluded – Australian Domestic Students Only

10.1 A domestic student who has discontinued admission to their course can apply to return to study in the same course (with the offering determined as outlined in Clause 10.5) if they meet the following criteria:

10.1.1 the student can complete the professional practice requirements of the course and has not previously been administratively discontinued as a result of the Review of a Student’s Suitability to Continue a Course Involving Placement Policy;

10.1.2 the course is not listed in Clause 15.3 of the Admissions Procedure;

10.1.3 the course or major is available to take new Offers; and

10.1.4 the student does not have a current suspension or exclusion under the Student Code of Conduct Policy or Academic Progression Policy; and

10.1.5 there are no outstanding Sanctions in place that prevents admission or enrolment; and

10.2 An eligible student seeking to return to study must submit a Variation to Study Application form form by the published due date as specified in the JCU Important Dates.

10.3 The Student Services team(s) will assess the application:

10.3.1 to ensure the student meets the eligibility requirements under Clause 11.1 and

10.3.2 reassess any credit previously granted under the Credit Transfer Procedure; and

10.3.3 seek advice from the Course Coordinator or Academic Advisor if the student is required to repeat subjects which had been completed before the interruption of the course, and/or to undertake additional work to demonstrate current competencies or to comply with current course requirements; and

10.3.4 assess the academic suitability of the student to continue study by reviewing:

a) if the student meets the current Course and Subject Handbook Admission Requirements for the course the student is applying for; and

b) the student’s JCU academic record for any unsatisfactory academic performance

10.4 A student may be deemed academically unsuitable to return to study if they no longer meet the current entry requirements and/or there is no evidence indicating prior unsatisfactory academic performance will not continue..

10.5 The Student Services team(s) will determine an application outcome and if the application is approved a student will:

10.5.1 be re-admitted to the same course offering in which they originally commenced where it has been assessed that the student is able to complete without an extension to the maximum time to complete; or

10.5.2 be transferred to a later course offering where it has been assessed that the student is unable to complete the course without an extension of the maximum time to complete date.

10.6 Upon returning to the same course, the Academic Status at the time of the prior withdrawal will be the commencing Academic Status.

10.7 If a student is Commonwealth Supported and required to repeat a subject under clause 11.3.3, under the Higher Education Support Act 2003, subsection 36-15(2) the student will not be eligible to receive Commonwealth Support for the subject.  In these cases, students must pay full tuition fees.

10.8 An outcome of the return to study application will be emailed to the student’s JCU email address and personal email address, if supplied, and a copy stored on the student record.

11. Return to study in an excluded course

11.1 A student wishing to return to study a course from which they have previously been given academic exclusion, may apply to return to study if:

11.1.1 a period of two (2) years has elapsed from the date of the academic exclusion, and

11.1.2 the course is not listed in List 4 of the Listed Subjects and Courses

11.2 The student must submit a variation to study application (JCU Australia) or email Manager, Enrolments (JCU Singapore) who will assess if the student meets the current entry requirements for the course.

11.3 If entry requirements are met, Student Services will contact  the College Dean who has final approval of the return to study.

11.4 The application should include a written statement and evidence that:

11.4.1 The circumstances that caused the unsatisfactory academic performance have been resolved sufficiently where they will no longer hinder studies; and

11.4.2 All Professional Experience Placement Requirements have been met and will no longer prevent placement; and

11.4.3 Provide a reasonable demonstration that steps have been taken to ensure there is the ability to handle the rigors of study; and

11.4.4 Demonstrate awareness of the financial and academic implications of study

11.5 An outcome of the variation to study application will be emailed to the student’s JCU email address and personal email address, if supplied, and a copy stored on the student record.

12. Assessment for Low Completion Rate

12.1 Assessing Low Completion Rates

12.1.1 The Student Services team(s) will assess for a Low Completion Rate as follows:

a) upon the completion of the first eight (8) subjects, if undertaking a bachelor or higher degree; or

b) upon the completion of the first four (4) subjects if undertaking a course lower than a bachelor degree,

12.2 The Student Services team(s) after the initial assessment in clause 13.1, will continue to assess students for a Low Completion Rate at the end of each study period or trimester in which subjects were completed.

12.3 Outcome of Low Completion Rate

12.3.1 The Student Services team(s) will, where a student meets the criteria for a Low Completion Rate advise the student as soon as practicable:

a) That they can no longer be Commonwealth Assisted; and

b) That their fee arrangements will be updated to be upfront full fee-paying students; and

c) how they can become a Commonwealth Assisted student again in the same course

12.3.2 The Student Finance team will amend the student’s record to ensure the student can no longer receive Commonwealth Assistance and the fees changed to upfront full fee-paying in the course with the Low Completion Rate.

12.4 Ongoing Monitoring of Students who have had their Commonwealth Assistance rescinded.

12.4.1 The Student Services team(s) will review students who have had their Commonwealth Assistance rescinded at the end of each study period in which a subject was completed and determine if the student meets the criteria for a Low Completion Rate.

12.4.2 The Student Services team(s) will where a student no longer meets the criteria for a Low Completion Rate advise the student as soon as practicable:

a) That they can be Commonwealth Assisted; and

b) That their fee arrangements will be updated to allow Commonwealth assistance

12.4.3 Student Finance will amend the student’s record to ensure the student can receive Commonwealth Assistance.

Related policy instruments

Coursework Enrolment Policy

Course Transfer Procedure

Credit Transfer Procedure

Outbound Mobility Procedure

Academic and Student Sub-delegations Register (staff only)

Higher Education Support Act 2003

Defence Force, National Service and Elite Athlete Friendly University Procedure

Course and Subject Handbook

Review of a Student’s Suitability to Continue a Course Involving Placement Policy

Domestic Student Fee Payments and Refunds Procedure

International Tuition Fee Payments and Refunds Procedure

Student Code of Conduct

Academic Progression Policy

Unsatisfactory Academic Performance Procedure

Maximum Time to Complete Procedure

Important Dates

Key dates explained

Schedules/Appendices

Appendix 1 - Specified Courses

Listed Subjects and Courses

Administration

NOTE:  Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Revision History