(1) This Procedure sets out the requirements for student enrolment, matters that affect a student’s enrolment and credit for completed coursework studies at The University of Queensland (UQ or the University) and enacts the Enrolment Policy. (2) This Procedure applies to enrolment in all courses and undergraduate and postgraduate coursework programs (hereafter programs). (3) For enrolment in shorter form credentials, refer to the Shorter Form Credentials Policy. (4) For enrolment in Higher Degree by Research (HDR) programs, refer to the Higher Degree by Research Candidature Policy and the Research Training Procedure. (5) For professional doctorate programs, refer to the Professional Doctorates Policy. (6) For higher doctorate programs, refer to the Higher Doctorates Policy. (7) The Associate Dean (Academic) may waive or vary the requirements in clauses 25-28 (Maximum Period to Complete a Program) and/or clauses 48-58 (Retention of Place and Interruption of Studies) for individual students, with or without conditions, on the grounds that: (8) The University administers enrolment through SI-net. Students are provided with a UQ account that they can use to log into the mySI-net portal where they can manage their enrolment. (9) Students must maintain their current contact details in mySI-net and check their UQ student emails to ensure they receive information relating to their enrolment. (10) Requests and applications covered by this Procedure will only be accepted in the form and timeframe approved and published by the Academic Registrar. (11) Enrolment deadlines referenced in this Procedure are published: (12) A student whose enrolment is refused or cancelled, or in respect of whom any other action is taken under the powers given by this Procedure, may appeal as per the Student Grievance Resolution Procedure. (13) To be enrolled in a program a student must: (14) Programs are offered for a full-time and/or part-time study load, as outlined in the Program and Course Catalogues website. (15) For international students on a student visa, study load is subject to ESOS requirements and must be consistent with the expected duration specified on their CoE, which is normally a full-time study load. (16) Program requirements may specify the minimum number of units that a student must enrol in each semester. A student may apply to the Executive Dean for a variation to the program requirements. Applications must satisfy the following criteria: (17) A student enrolled in a dual program is not permitted to graduate with one degree and continue enrolment in the dual program. (18) A student may not, at any one time, be enrolled in two or more programs (other than approved dual degree programs) unless they apply and are granted approval by the relevant Associate Dean (Academic). (19) For a student enrolled in an undergraduate diploma concurrently with another undergraduate program, the period of enrolment is subject to the conditions set in the Awards Procedure for conferral of the undergraduate diploma. (20) Credit gained for a UQ course may only count towards the completion of a program if, during the relevant period, the student was enrolled in the program for which the credit is sought. (21) The Academic Registrar may, on the recommendation of the Executive Dean, approve credit gained for a UQ course to count towards the completion of a program where, during the relevant period, the student was not enrolled in the program for which credit is sought, provided: (22) Despite clauses 20 and 21, for HDR candidates enrolled in approved coursework courses within their HDR program the credit gained from those courses will not be counted towards another UQ program (as per clause 7 of the Research Training Procedure). (23) Students enrolled in programs are responsible for ensuring that courses they enrol in are included in the program requirements. Courses not included in the program requirements may be taken as non-award study and must be charged at the full-fee rate. (24) A student enrolled in a program who has completed the requisite number of units may be required to enrol and gain credit for additional courses to complete the program requirements (e.g., a student’s application to change their plan in the program is approved by the Associate Dean (Academic)). (25) The maximum period to complete a program is 10 years, or 2 years for a 16-unit bachelor’s honours program, unless a shorter duration is specified under Schedule A - Variations to the Maximum Period to Complete a Program. If a program is discontinued, the teach-out or transition arrangement may reduce the applicable maximum program completion period. (26) In addition to clause 25, for international students on a student visa the requirements under clauses 79-80 (Enrolment Duration on the CoE) apply. (27) The maximum program completion period applies irrespective of whether the student is enrolled in the program on a full-time or part-time basis. Periods of interruption, suspension and/or refusal of enrolment count towards a student’s period of enrolment in a program. (28) A student may apply to the Associate Dean (Academic) for an initial 12-month extension to the applicable maximum completion period. A final extension of up to a further 12-months (for a maximum of 24 months) may also be granted by the Associate Dean (Academic). Applications must satisfy the following criteria: (29) In each semester or teaching period in which a student seeks to undertake studies and gain credit for a UQ course, enrolment for the course(s) must be through mySI-net no later than the approved closing date (note – closing dates may vary for domestic and international students). (30) Provisional enrolment becomes effective enrolment on the date when: (31) A person may not attend any class for a course they are not provisionally or effectively enrolled in without written permission from the Academic Registrar. (32) The Vice-Chancellor and President, after considering a recommendation from the Executive Dean or Academic Registrar, may direct a student who is provisionally enrolled to attend one or more consultations with a university officer or another person nominated by the Executive Dean. (33) Provisional enrolment of a student who is directed to attend a consultation under this section will become effective enrolment only if the student complies with any reasonable conditions set on enrolment as a result of that consultation. (34) A student’s provisional or effective enrolment may be cancelled if they fail to attend a consultation or comply with any reasonable conditions set on enrolment. (35) The Academic Registrar may cancel a student’s provisional enrolment and suspend all rights and privileges previously enjoyed by that student in consequence of the provisional enrolment if that student fails to: (36) Provisional enrolment that has been cancelled under this section may be reinstated only if: (37) A student whose provisional enrolment has been reinstated after the census date will be considered as a late enrolment subject to clauses 39-42 (Late Enrolments). (38) International student enrolment is also subject to the additional requirements set out in clauses 77-87 (Additional Provisions Relating to International Students). (39) A student may add or substitute courses in their provisional or effective enrolment through mySI-net on or before the final date for addition of courses or alteration of enrolment, subject to any enrolment conditions and payment of any prescribed charges. (40) The addition of courses to a student’s provisional or effective enrolment after the final date for addition of courses or alteration of enrolment is not permitted unless the student applies and is granted approval by: (41) Late enrolment is also subject to payment of administrative charges. (42) Where approval for late enrolment in a course is given to take effect after the census date: (43) A student may enrol in cross-institutional study if they apply and are granted permission by the Associate Dean (Academic). Applications must satisfy one or more of the following criteria: (44) A student may enrol in courses up to the following limits: (45) A student may apply to the Associate Dean (Academic) to extend the limits specified in this section. (46) A student may be required to amend their provisional or effective enrolment in a semester/teaching period if the student fails to: (47) Effective enrolment may be refused if a student has failed to: (48) To retain a place in a program a commencing student must: (49) A student who fails to re-enrol or retain their offer of a place loses their place in the program, and a student who has had their enrolment cancelled may lose their place in the program. If a student who loses their place in a program wishes to apply for admission to the same program or a new program, they must do so in competition with other applicants. (50) To retain their place in a program, a continuing student must meet the applicable eligibility criteria and conditions outlined in Table 1 or Table 2, together with any relevant academic progression requirements. (51) Where a continuing student is progressing in their studies, retention of place is subject to any conditions imposed on enrolment under the Academic Progression Procedure. If a student is refused enrolment under the Academic Progression Procedure, the requirements for retention of place will be deferred from the time the refusal takes effect until the student is permitted to re-enrol. (52) Table 1: Retention of Place – continuing Domestic Students (53) Table 2: Retention of Place – continuing International Students (54) All applications made under Table 1 or Table 2 must be supported by relevant documentation as specified in the Table of Documentary Evidence. (55) Generally, students returning from a period of non-enrolment will resume their studies under the program requirements that were in effect prior to the non-enrolment period. However, a student may be required, as a condition of enrolment to satisfy one or more of the following: (56) For domestic students under category (a) in Table 1, an application to resume studies in the same program may be accepted only if received within 12 months of the interruption commencing, or 24 months where an extension to the interruption to study has been approved. (57) Domestic students under category (b) in Table 1, are able to automatically resume studies in the same program following up to 24 months of non-enrolment. (58) For international students under Table 2, an application to resume studies in the same program may be accepted only if received within 12 months of the interruption commencing, or 24 months where an extension to the interruption to study has been approved. (59) A student may amend their enrolment in a semester/teaching period by withdrawing from one or more courses. Students who amend their enrolment are subject to the requirements under this Procedure and any applicable academic progression requirements. (60) Course withdrawal on or before the census date will not incur financial liability or academic penalty. Course withdrawal after the census date will incur academic penalty and/or financial liability except under the following exemptions: (61) Processes and outcomes for course withdrawal are summarised in Table 3 below. Course withdrawal may be taken into account in the determination of a student’s academic standing for the respective semester/teaching period of enrolment as per the Academic Progression Procedure. (62) Table 3: Course Withdrawal, Financial Liability and Academic Penalty (63) Withdrawal from one or more courses may affect student visa eligibility. International students on a student visa should seek advice from their faculty before taking any action to withdraw from a course or program. For withdrawal from a program refer to clauses 86-87 (Withdrawal from the Program). (64) The Executive Dean may set a minimum and/or maximum enrolment quota for a course offering, in accordance with the following deadlines: (65) The programs and courses catalogue will specify the quota, and if a maximum quota for a course has been set, the method of selection for students permitted to enrol in the course. (66) The Executive Dean may, under specified circumstances and on the recommendation of a Head of Coordinating Unit, cancel course offerings up to two weeks before the commencement of a given semester/teaching period. Specified circumstances may include: (67) The Deputy Vice-Chancellor (Academic) may, in exceptional circumstances as demonstrated by the Executive Dean, cancel a course offering in the two weeks prior to the commencement of semester, even where provisional enrolments have been accepted. (68) If a compulsory course is being considered for cancellation under this section, the Executive Dean will ensure student progression in the program is not disrupted. (69) Where a course has been cancelled under this section, the faculty will: (70) The Executive Dean of the relevant faculty may declare a course or courses to be: (71) A student may enrol in a course only if: (72) The Associate Dean (Academic) may waive or vary the requirements relating to a prerequisite or co-requisite course if they are satisfied that: (73) Where two or more courses are incompatible, a student may only receive credit for one of the courses. (74) To gain credit for a UQ course a student must: (75) Subject to the Anti-Discrimination Act 1991, the Vice-Chancellor and President may, on the recommendation of the relevant Executive Dean, direct that a student who provisionally enrols for a program administered by that faculty must lodge by the closing date of enrolment, a medical certificate stating whether or not, in the opinion of the medical practitioner giving the certificate, the student is in a fit state of health to undertake that program. If the Executive Dean considers that the facts stated in the certificate render the student unable to undertake the program, the enrolment may be refused. (76) If, in the opinion of the Academic Registrar or the Executive Dean, the state of health of any student enrolled in a course or program, or of any person seeking re-enrolment for any program, gives cause for concern, the Academic Registrar or the Executive Dean may refer the matter to the Vice-Chancellor and President who may thereupon take such action as is considered necessary to: (77) An international student on a student visa is required to hold Overseas Student Health Cover (OSHC) from a government-approved insurance provider, for the length of their studies in Australia, for the issuance and continuation of a student visa. Exceptions may apply to students from countries with Reciprocal Health Care Agreements with Australia. If a student fails to maintain the necessary cover, they will not be permitted to undertake study in any course and may have their enrolment in the course(s) and/or program cancelled. (78) An international student on a student visa who is found not to have met the GS requirement at any time of their studies may have their enrolment cancelled. (79) Unless otherwise authorised under the ESOS Framework, international students on a student visa who are enrolled in a program must: (80) International students on a student visa must complete their program within the duration specified on their CoE. A student seeking to extend the duration will require a new CoE covering the extended period. (81) A new CoE will be issued only if the Genuine Student (GS) requirement is met and: (82) An international student who is granted Australian permanent residency, a permanent humanitarian visa, Australian citizenship or New Zealand citizenship may apply to change to a domestic fee-paying place. (83) If approved, the status of the student will be converted to a domestic fee-paying place in the next available semester. The next available semester will be: (84) An international student who is granted Australian permanent residency or citizenship may be eligible to apply for a Commonwealth Supported Place (CSP) through the relevant pathway (e.g., QTAC). (85) Where a student is assessed and determined by the University as not meeting satisfactory progress and is refused enrolment (as per the Academic Progression Procedure), the student will be informed in writing of its intention to report the student as per the ESOS Framework and that they are able to access the University’s complaints and appeals process. (86) An international student may request to discontinue their enrolment in a program (also referred to as cancelling enrolment in the program) (note – commencing students seeking to apply for a refund as per the Student Refunds Procedure are required to complete the form prior to lodging a refund request). International students on a student visa are strongly encouraged to seek advice from the faculty and to contact the Department of Home Affairs before making the request. (87) As per the ESOS Framework, if a student on a student visa is discontinuing their enrolment in a program and transferring to another education provider in Australia but has not completed the first 6 calendar months in their principal program, the request is subject to the requirements of the Transfer of Provider - Overseas Students Procedure. (88) The University can refuse or cancel the enrolment of a student in a program or course as outlined in this Procedure, or a relevant policy or procedure applicable to students. (89) A person who has been expelled or refused enrolment in any program at a tertiary educational institution for either academic or non-academic reasons, may be refused enrolment for any program at this University.[1] (90) A student’s enrolment in a program may be cancelled if the student fails to: (91) In addition to clause 90, cancellation of enrolment and refusal to re-enrol for a specified period is a penalty that may be imposed under the Student Integrity and Misconduct Policy for general or academic misconduct. (92) When a student’s enrolment in a program is cancelled under clause 90, their place in the program is terminated and the student must reapply for a place as per standard admission processes. If a student is re-enrolled in the program: (93) This Procedure is monitored by the Academic Registrar, and reviewed by the Academic Board through the Committee for Academic Programs Policy (CAPP). (94) In addition to the requirements of the Information Management Policy: (95) As per the Table of Documentary Evidence. (96) The ESOS National Code determines that ‘compassionate or compelling’ circumstances are generally beyond the control of the overseas student which have an impact upon the overseas student’s course progress or wellbeing. Examples include, but are not limited to: (97) As per the ESOS Framework, an intervention strategy may include one or more of the following:Enrolment Procedure
Section 1 - Purpose and Scope
Transition Provision
Top of PageSection 2 - Process and Key Controls
Section 3 - Key Requirements
Enrolment in a Program
General Requirements
Study Load
Enrolment in a Dual Program
Enrolment in More Than One Program
Credit Counted Towards a Program
Enrolment in Additional Courses Beyond the Program Requirements (Superfluous Courses)
Maximum Period to Complete a Program
Provisional and Effective Enrolment in a Course
Provisional Enrolment
Effective Enrolment
Provisional Enrolment Where Consultation and Advice Directed
Cancellation of Provisional Enrolment
Late Enrolments
Cross-institutional Enrolment
Limits on Enrolment Each Semester
Amendments to Enrolment as Directed by the University
Refusal of Effective Enrolment
Retention of Place and Interruption of Studies
Student category
Retention of place and interruption of studies
Duration of non-enrolment period or extensions
(a) Domestic students enrolled in a:
Approval may be granted for an initial non-enrolment period of up to 12 months;* an extension of up to a further 12 months (for a maximum duration of 24 months) may be granted only if extenuating circumstances will prevent, or have prevented, the student from progressing in their studies.
(b) All other domestic students
Student category
Retention of place and interruption of studies
Duration of non-enrolment period or extensions
(a) International students required to hold a current CoE
(b) International students who are not required to hold a current CoE (as specified in clause 13b) are subject to the requirements specified for domestic students in Table 1
Approval may be granted for an initial non-enrolment period of up to 12 months;* an extension of up to a further 12 months (for a maximum duration of 24 months) may be granted only if compassionate or compelling circumstances (as per the ESOS Framework) prevent the student from progressing in their studies.
Resumption of Studies in the Same Program
Course Withdrawal
Deadline
Process
Financial liability
Grade outcomes
Academic standing
Academic records
(a) On or before census date
Course(s) withdrawn via mySI-net
Financial liability removed
No grade recorded
Not included
Course not included on transcript or studies report
(b) After census date and on or before the deadline for withdrawal without academic penalty (for semester enrolment only)
Course(s) withdrawn via mySI-net
Financial liability retained
Grade of W (not counted in GPA calculation)
Included
Course and grade of W recorded on studies report only
(c) After census date and within 12 months from:
• the date of withdrawal (if via mySI-net), or
• the end of the semester/teaching period the course was undertaken(i) Approval for course withdrawal is sought and granted as per the criteria set out in the Removal of Courses Due to Special Circumstances Procedure
Financial liability removed
Grade of W (not counted in GPA calculation)
Included
Course and grade of W recorded on studies report only
(ii) Approval for withdrawal under criterion (c)(i) is sought and not granted
Financial liability retained
Final grade received for the course(s)
Included
Course and final grade recorded on transcript and studies report
(iii) Course(s) withdrawn via mySI-net after the deadline for withdrawal without academic penalty and approval for course withdrawal under criterion (c)(i) is not granted
Financial liability retained
Grade of K (counted as zero in GPA calculation)
Included
Course and grade of K recorded on transcript and studies report
Course Offering
Quotas for Courses
Cancellation of Course Offering
Course Enrolment Requirements
Prerequisites and Related Course Requirements
Credit for a UQ Course
Medical Fitness
Additional Provisions Relating to International Students
International Student Health Cover
Genuine Student Requirement
Distance and Online Learning
Enrolment Duration on the CoE
Change of Status
Unsatisfactory Progress
Withdrawal from the Program
Refusal and Cancellation of Enrolment
Section 4 - Roles, Responsibilities and Accountabilities
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Position
Responsibility
Vice-Chancellor
• Approval of enrolment requirements for new programs
• Approval of the Academic Calendar
• Approval of actions to address medical fitness as outlined in this Procedure
Deputy Vice-Chancellor (Academic)
• Approval of this Procedure
• Approval of amendments to enrolment requirements for existing programs
• Approval for cancellation of courses in accordance with this Procedure
Academic Registrar
• The official point of contact for students as per the ESOS Framework
• Approval of late enrolment after the census date
• Cancellation of student’s provisional or effective enrolment
• Grant credit for a UQ course to count towards completion of a program, in accordance with this Procedure
Executive Dean
• Approval of entry requirements for non-award studies
• Cancellation of student’s provisional or effective enrolment as per the requirements of this Procedure
• Approval of a minimum and/or maximum quota for a course offering
• Oversee the Faculty’s maintenance of course information in the Course Catalogue
• Designation of a course as—
1. prerequisite;
2. co-requisite; or
3. incompatible
Associate Dean (Academic)
• Set the academic and/or non-academic requirements for enrolment and completion of a course
• Approval of late enrolments up to and including the census date
• Approval of interruption of studies as outlined in this Procedure
• Approval of enrolment in more than one program
• Approval of request to waive or vary the requirements in relation to a prerequisite or co-requisite
• Approval of extending the limit for enrolment in a semester
Head of Coordinating Unit
• Approval of select enrolment requirements as outlined in this Procedure
Students
• Ensure personal details are accurate and current while enrolled at UQ
• Regularly check UQ email account for information and notifications relating to their enrolment
• Comply with all policies and procedures applicable to students, conditions placed on their enrolment, and specifications and requirements of the program or course
• Meet prerequisites and co-requisites set for a course
• Ensure courses enrolled in contribute to the completion of the program requirements
• Enrol in courses per semester/teaching period according to the study load set for their programSection 5 - Monitoring, Review and Assurance
Section 6 - Recording and Reporting
Top of PageSection 7 - Appendix
Definitions, Terms, Acronyms
Term
Definition
Academic Year
The period starting on the first Monday of the first semester and ending with the Sunday before the corresponding Monday of the following year.
Associate Dean (Academic)
The relevant Associate Dean (Academic) of the faculty administering the program. For non-award students, the Associate Dean (Academic) of the faculty administering the course.
Census Date
The final date for enrolment for the semester as advised by the Academic Registrar.
Charge
A fee payable to The University of Queensland.
Class
An organised teaching activity that forms part of a course (e.g., lecture, tutorial, practical).
Closing Date
The final date for enrolment to be completed.
CoE
Confirmation of Enrolment.
Continuous Enrolment Program
Students enrolled in a continuous enrolment program must re-enrol in coursework each consecutive semester/teaching period to retain their place in the program unless the student is approved interruption of studies.
Coordinating Unit
The organisational unit responsible for administering a course, typically a school.
Co-requisite
A course completed before or undertaken with the course in which a student wishes to enrol.
Course
A distinct unit of study within a program, for which a grade is given. Each course is identified by its alphanumeric code, a title and a fixed unit value.
Course Profile
outlines the course aims and learning objectives, required textbooks, assessment criteria and due dates, and other important information. Course profiles are available from the Program and Course Catalogues website.
Credit
Successful completion of a course towards the completion of program and conferral of the respective award.
CRICOS
Commonwealth Register of Institutions and Courses for Overseas Students.
Cross-institutional Studies
Coursework studies at another institution, other than exchange or study abroad, which contributes to the completion of the program.
Delivery Mode
The types of attendance offered at UQ (also referred to as “Instruction Mode”):
Domestic Student
A student who is:
Dual Program
A single program of study leading to the simultaneous award of two degrees.
Enrolment or Enrol
The process of registering a student or applicant in SI-net to undertake study in a course or program. Enrolment may be subject to conditions placed under a policy, procedure or program requirement.
Equivalent Full-time Student Load (EFTSL)
The standard measure of a full-time student’s annual study load used by Federal Government departments and agencies, with full-time study considered as at least 75% of a standard full-time study load. At UQ, 16 units equal 1 EFTSL.
ESOS Framework
Consists of the Education Services for Overseas Students Act 2000 (Cth) and the National Code of Practice for Providers of Education and Training to Overseas Students 2018.
Executive Dean
The Executive Dean of the faculty administering the program, or in the instance of non-award study, the Executive Dean of the faculty administering the course. For the purpose of this Procedure, the definition of Executive Dean includes the Dean, Graduate School.
Faculty
The major organisational unit responsible for the program or non-award study.
Fee
Includes any amount payable under a policy or procedure.
Grade Point Average (GPA)
As defined in the Assessment Procedure.
GS
Means the ‘Genuine Student’ requirement of a student visa.
Head of Coordinating Unit
The Head of Coordinating Unit responsible for administering the course.
Incompatible
A course that is equivalent in content and/or learning outcomes to another course.
Inherent requirement
Core activities, tasks or skills essential to successfully completing a program or course. Inherent requirements help the University maintain the integrity of its programs, learning, assessment and accreditation processes. Inherent requirements include but are not limited to:
International Student
A student who is not a domestic student; also referred to “overseas student”.
mySI-net
The University of Queensland's student administration system which allows students to manage their UQ enrolment details online.
Non-award Study
Where a person is enrolled to study one or more courses without being admitted to a program which leads to an award of the University.
Passing Grade
Means:
The University's grading system is outlined in the Assessment Procedure.
Part-time
Enrolment in less than 75% of the standard full-time study load.
Prerequisite
A course that must have been previously passed to be able to enrol in a particular course.
Program
A sequence of study leading to the award of a qualification such as an undergraduate degree or diploma, and/or a postgraduate coursework qualification.
Program Requirements
For the purpose of this Procedure, program requirements means the program structure (e.g., types and sizes of building blocks used), the courses to be taken to complete the program, and any specific conditions of the program set out in the additional rules, including enrolment and progression requirements.
Student
For the purpose of this Procedure, means a person enrolled as a student at the University or undertaking courses, non-award study or programs at the University.
Student Visa
A student visa (such as subclass 500 or equivalent) which is a temporary visa that allows an international student to stay in Australia to study full-time in a recognised education institution.
Study Load
The number of units a student enrols in a semester. At UQ, a standard full-time study load comprises of enrolment in 8 units (generally 4 courses) per semester. A part-time study load comprises of enrolment in less than 75% of the standard full-time study load, i.e., less than 6 units (generally 3 courses) per semester.
Teaching Period
A study period for which the start and end dates do not coincide with the University’s standard semesters or summer semester.
Units
The value of an individual course which contributes to the total unit requirements of a program.
Extenuating Circumstances
Compassionate and Compelling Circumstances
Intervention Strategies
View current
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* Note - 12 months is counted from 1 January for Semester 1 enrolments and 1 July for Semester 2 enrolments
[1] In making a decision under this section, consideration will be given to UQ’s Freedom of Speech and Academic Freedom Policy.
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