Policy Defence Force, National Service and Elite Athlete Friendly University Procedure

Defence Force, National Service and Elite Athlete Friendly University Procedure


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Intent

This procedure supports the Learning, Teaching and Assessment Policy (particularly CP3, 5 and 7), Coursework Enrolment Policy and requirements under the Defence Reserve Service (Protection) Act 2001. It outlines  adjustments which may apply to ensure students are not disadvantaged academically or financially due to their commitments to the Australian Defence Force, National Service or as an Elite Athlete.

Scope

This Procedure applies to all James Cook University students who are members of the Defence Force, National Service or recognised by the University as Elite Athletes.

Definitions

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

Australian Defence Force Members: Includes students who are full time members and reservists.

Elite Athlete: A person formally identified and recognised by the University as an elite athlete, coach, referee or umpire.

HESA: Higher Education Support Act 2003.

Procedure

1.    A student who is currently enrolled at the Cairns or Townsville campuses  and who is an Australian Defence Force Member must provide the College Dean with:

1.1  a statement signed by an authorised officer of the Australian Defence Force detailing the dates and times when attendance at an Australian Defence Force commitment is to take place; or

1.2  a statement signed by an authorised officer of the Australian Defence Force detailing full-time service (eg as part of a peacekeeping or humanitarian aid operation); and

1.3  a list of subjects the student is currently studying that may be affected by Australian Defence Force commitment.

2.   A student who is currently enrolled at JCU Singapore campus and who is in the National Service must provide the Head of Academic Group with:

  • The National Service enlistment notice
  • a list of subjects the student is currently studying that may be affected by National Service commitment.

3.   A student who is currently enrolled at the Cairns or Townsville campuses and wishing to be recognised by the University as an Elite Athlete under the provisions of this Procedure must:

3.1  be recognised by one of the following organisations as an Elite Athlete, coach, referee or umpire:

3.2   submit a request to the Elite Athlete Program Coordinator, as advised on the JCU Elite Athletes webpage for consideration of merit-based inclusion.

4.   A currently enrolled student who is recognised by the University as an Elite Athlete must provide the Elite Athlete Program Coordinators/with:

4.1  Evidence from their sporting organisation detailing the dates and times when attendance at an Elite Athlete sporting commitment is to take place; or

4.2  a statement signed by an authorised officer of their sporting organisation detailing training schedules and sporting commitments.

5.   The Elite Athlete Program Coordinator upon receipt of documentation received under Clause 4 and upon consultation with the Elite Athlete will provide a letter of support which can be provided to either Subject Coordinators or Examinations office.

6.   Upon receipt of a letter from either the Defence Force, National Service or the Elite Athlete Program Coordinator from either Clause 1, 2 or 5, the Subject Coordinator will;

6.1  arrange to provide learning materials in alternative formats if the student is unable to attend face-to-face classes during their Australian Defence Force, National Service or Elite Athlete commitment, where possible.

6.2  Consider applications for a variation to the due date for submission of an assessment task, where an Australian Defence Force, National Service or Elite Athlete commitment impacts a students’ ability to complete assessments within the required time.  Students must submit the request for variation prior to the due date of the assessment.

6.3  Consider applications for special consideration for the end of subject examination on the grounds of being required to attend Australian Defence Force training, National Service commitment or Elite Athlete sporting commitments.  The process for submitting applications is found in the Special Consideration, Supplementary and Special Examinations Procedure.

7.   Upon receipt of a letter from either the Defence Force, National Service or the Elite Athlete Program Coordinator from either Clause 1, 2 or 5, Student Services will;

7.1  approve a deferral for the end of subject examination on the grounds of being required to attend Australian Defence Force training, National Service commitment or Elite Athlete sporting commitments.  The process for submitting applications is found in the Deferred Examinations Procedure.

8.   Where it becomes apparent after the census date that a student’s Australian Defence Force service commitments, National Service Commitment or Elite Athlete sporting commitments make it impracticable for them to complete the requirements of the subject/s within the current study period, the student may:

8.1  apply for remission of HELP debt, re-credit of HELP balance and/or refund of student contribution amounts or tuition fees; and

8.2   if withdrawing after the last date to withdraw without academic penalty apply in writing to the relevant Deputy Vice Chancellor for special consideration to withdraw from the subject without academic penalty (that is without a grade of fail on their academic record for subjects being undertaken in the current study period).

9.   Applications from Australian Defence Force Members for remission of HELP debt, re-credit of HELP balance and/or refund of student contribution amounts or tuition fees will be considered in accordance with Defence Reserve Service (Protection) Act 2001, particularly Part 7, HESA, Student Fee Payments and Refunds Policy and Domestic Student Fee Payments and Refunds Procedure.

The process for submitting applications is found in the Domestic Student Fee Payments and Refunds Procedure.

Requests to withdraw without academic penalty must be submitted before the end of the subjects’ study period.

Related policy instruments

Coursework Enrolment Policy

Deferred Examinations Procedure

Domestic Student Fee Payments and Refunds Procedure

Learning, Teaching and Assessment Policy

Special Consideration, Supplementary, Deferred and Special Examinations Policy

Special Consideration, Supplementary and Special Examinations Procedure

Student Fee Payments and Refunds Policy

Other related documents

Course and Subject Handbook

Student Forms

JCU Elite Athletes

Legislation

Defence Act 1903, as amended by the Defence Legislation Amendment (Enhancement of the Reserves and Modernisation) Act 2001

Defence Reserve Service (Protection) Act 2001

Higher Education Support Act 2003

Administration

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

Approval Details

Policy Sponsor

Deputy Vice-Chancellor Students

Version no

19-1

Date for next Major Review

10/10/2022

Revision History

Version

Approval date

Implementation date

Details

Author

19-1

10/10/2019

09/12/2019

Procedure established to support the new Enrolment Policy and disestablish the Provisions for Defence Force Reservists Enrolled as JCU Students Policy and Elite Athlete Friendly University Policy

Associate Director, Student Enrolment and Client Services

Keywords

Defence Force Reserve, Defence Reserves, Reservist, remission, HELP debt, peacekeeping, humanitarian aid operation, training, special consideration, College Dean, Subject Coordinator, special provision, elite athlete, coach, sportsman