Student Administration Policy

Summary

This policy describes the requirements and principles governing the administration of student affairs at the University.

Objectives

This policy aims to:

• provide a framework that ensures the integrity of the administration of student affairs, including the administration of enrolment, fees and charges and the academic calendar
• set clear responsibilities and accountabilities for decisions made in the administration of student affairs
• ensure the administration of student affairs is transparent and decisions are consistent and fair
• promote efficient student administration.

Scope

This policy applies to all Swinburne courses and students.

*(Staff holding, acting in or performing the responsible position or office)
 

1.2. Obligations on students

Under the Student Administration Regulations the obligation is on students to:

• disclose all relevant information to the University at the time of application and before enrolment
• ensure that all of the various enrolment requirements are met and confirmed
• ensure that enrolment and student details and information provided to and recorded by the University is up-to-date and correct
• ensure that units chosen form part of and meet the requirements of the course
• be aware of and meet enrolment, course and unit requirements
• maintain continuous enrolment.

1.3. Late withdrawal

When deciding whether there are exceptional circumstances to warrant waiving fail grades or financial consequences when a student withdraws from a course after the applicable census date the University will take into account:

• fairness
• equity
• compassionate or compelling circumstances.

Roles and Responsibilities (VC delegation)

*(Staff holding, acting in or performing the responsible position or office)
 

1.4. Student cards

Issuing student identity cards is at the discretion of the University. The University does not issue student identity cards to:

• students enrolled in a single subject
• students who enrol in Swinburne courses or units pursuant to course licensing or course delivery arrangements and agreements with other institutions, for example Open Universities Australia, twinning programs, student exchanges and certain mobility programs
• other cohorts or classes of students as specified from time-to-time.

Roles and Responsibilities (VC delegation)

*(Staff holding, acting in or performing the responsible position or office)
 

1.5. Enrolled and genuine student tests

The Swinburne University of Technology Act defines a student as a person enrolled at the University in an award course. The Act also empowers Council to designate a person or a class of persons as students. For the purposes of the application of the University’s student misconduct provisions and reviews and appeals, Council has designated the following persons as students:

• a prospective student who engages in misconduct or otherwise breaches University legislation and then becomes a student
• a suspended or excluded student
• a person who is on leave of absence from or has deferred enrolment
• a person who has completed a course and graduated but still has access to University facilities or resources
• a person who is granted access to University premises and facilities to study or for other related University purpose.

This designation by Council allows such persons to be disciplined as students, for sanctions or restrictions to be imposed on those persons and for decisions affecting those persons to be reviewed and appealed. Other than that, the designation does not confer on those persons the rights and privileges of a student or the right to enter University premises, attend University activities or access or use University facilities and services.

The Academic and Student Affairs Statute provides that a person who has been excluded or suspended does not have the privileges or rights of a student or the right to enter University premises, attend University activities or access or use University facilities and services.

The University may also restrict the rights and privileges of a student (including rights to enter University premises, attend University activities or access or use University facilities and services) who:

• is on leave of absence
• has deferred enrolment.

The University may also determine that a student is not a genuine student and cancel that student’s enrolment. When considering whether a student is a genuine student the University should have regard to whether the student is genuinely and actively engaged in his or her studies and whether it is reasonable to infer that the student is holding open his or her enrolment for purposes other than genuine study.

Roles and Responsibilities (VC delegation)

*(Staff holding, acting in or performing the responsible position or office)
 

2. Fees

2.1. Setting fees and charges

When setting fees and charges the University should be guided by the principles of:

• Fairness
• Transparency
• Clarity
• Consistency
• Compliance with regulatory requirements
• Recognition that the University may impose different fees, charges and student contribution amounts for different categories of students.

Roles and Responsibilities (VC delegation)

3. Conduct of Examinations

The University conducts examinations in accordance with the Student Administration Regulations.

Roles and Responsibilities (VC delegation)

4. Results

The University gives notification of results in accordance with the Student Administration Regulations.

Roles and Responsibilities (VC delegation)

5. Graduation

The University arranges graduations in accordance with the Student Administration Regulations.

Roles and Responsibilities (VC delegation)

6. Academic calendar

The University approves and publishes an academic calendar for each year. Among other things, the academic calendar sets the dates for:

• Teaching periods
• Examination periods
• Census dates.

Roles and Responsibilities (VC delegation)

7. Transition provision

This Policy and the other Policies commencing 1 January 2014 promulgated by the University under the University-wide “Policy Review Project” replace all University policies in existence before 1 January 2014.

Before 1 January 2014 policies were coupled with procedures and many policies included procedural aspects.

Transitional arrangements will apply from 1 January 2014 to 31 December 2014 under which:

• Procedures coupled with policies and procedural components within policies that were in effect as at 31 December 2013 will continue to apply to provide direction as to procedure until 31 December 2014 unless replaced by new procedures or guidelines or otherwise repealed
• Such procedures and procedural components are subordinate to and must be read in conjunction with new Policies
• New Policies prevail to the extent of any inconsistency.

8. Complaints, reviews and appeals

A person dissatisfied with a decision under the Student Administration Regulations 2013 and this policy may lodge a complaint (or in some instances students may apply directly for a review), subject to the requirements of the complaints, reviews and appeals provisions of the People, Culture and Integrity Policy and the Review and Appeals Regulations 2012.

Delegation

This policy includes, where indicated in the tables of roles and responsibilities, delegation of power by the Vice-Chancellor under section 26(7) of the Swinburne University of Technology Act 2010.

Approvals

Related information

• Student Lifecycle Work Instructions (staff login)
• Sarawak Procedures