Rules Governing Admission and Enrolment

1.      Context

These Rules are made by Council in accordance with the provisions of the University of Newcastle Act 1989 (NSW) and are part of the legislative framework established by Council to manage, in this instance the admission and enrolment at the University. Related Rules and other policy documents are listed under Essential Supporting Documents and Related Documents.

2.      Purpose

The purpose of these Rules is to prescribe the provisions established by the University of Newcastle to deal with admission and enrolment.

These Rules:

• are an essential foundation for delegations operated by University officers and bodies in relation to admission and enrolment at the University;
• represent the University’s commitment to promoting legislative compliance; and
• ensure that there is consistency in the management of admissions and enrolments across the University.

Policies and Procedures supporting these Rules are developed in accordance with the University of Newcastle Policy Framework.

In the event of an inconsistency between lower level policy documents and a Rule(s) or Schedule to the Rule(s), the Rule(s) made by Council prevails to the extent of the inconsistency.

In the event of an inconsistency between an Academic Senate policy document and a Faculty policy, procedure or guideline, the policy document of Academic Senate prevails to the extent of the inconsistency.

3.      Scope

These Rules apply to all applicants applying for admission to programs of the University and all students enrolled in a course at the University.

4.      Definitions

In the context of this document:

Academic Senate means the Academic Senate of the University as set out in the University of Newcastle Act;

admission means entry to a program of study;

applicant means person making a formal application for admission;

assumed knowledge means the knowledge base upon which a course builds and which is deemed necessary at the commencement of that course to succeed in that course;

award means an academic qualification that is conferred when a student has met the relevant program requirements;

census date means the date in each term on which a student enrolled in a course is deemed to be financially liable for the course;

concurrent enrolment means enrolment in two programs at the same time;

Council means the Council of the University as set out in the University of Newcastle Act;

DEEWR means the Commonwealth Department of Education, Employment and Workplace Relations;

DIAC means the Commonwealth Department of Immigration and Citizenship;

ESOS Act means the Education Services for Overseas Students Act 2000 (Cth) and its associated legislative framework;

Faculty means the Faculty responsible for the program leading to the award;

Faculty Board in the context of these Rules means the Faculty Board of the Faculty, or the English Language and Foundation Studies Board;

Intervention Strategy/Plan is a plan to assist the student to maintain satisfactory progress;

National Code means the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007;

policy document means any approved University governance instrument including guidelines, procedures, policies, schedules or rule(s);

prescribed date means the day set by the University in each term for each course or program as the last date for withdrawal from that course or program without academic penalty;

Pro Vice-Chancellor means the Pro Vice-Chancellor of the Faculty responsible for the program of study leading to an award;

program means the program of learning that leads to the award of a qualification, or, within the context of these Rules, may mean the program of learning undertaken within an enabling program;

Schedule means the schedule attached to a Rule relevant to a particular award;

School means a unit of organisation forming part of a Faculty;

student means a person formally enrolled in a course or program offered by the University;

term means a period of time for the delivery of a course in which students enrol and for which they are usually charged fees; for example semesters, trimesters, summer terms and block terms;

third party means a person or group other than the University or any of the University’s partner institutions;

University means the University of Newcastle, established by the Act.

5.      Admission – General

5.1.          Academic Senate is authorised to approve policies and procedures for:

5.2.          Academic Senate is authorised, on the recommendation of Faculty Board, to approve:

5.3.         The Program and Course Approval Committee is authorised, on behalf of Academic Senate, to approve the recommended studies and/or assumed knowledge which applicants would usually possess prior to admission to a program.

5.4.         The Pro Vice-Chancellor of the Faculty may determine an applicant’s eligibility to be considered for admission to a program offered by that Faculty, during a period of exclusion or suspension from another program, or Faculty at the University.

5.5.          An applicant who has been excluded or suspended from the University or any other tertiary institution will not be admitted to any program during a period of exclusion or suspension.

6.      Admission – Requirements

6.1.         To be considered for admission to the University, applicants will be required to:

6.2.          In addition to Clause 7.1, international applicants will be required to meet any additional requirements as set out in the relevant section of the Admission and Enrolment Procedure Manual - Coursework, as approved by Academic Senate.

6.3.          The Academic Registrar (or nominee) is authorised, in consultation with the Faculty, to approve the re-admission of a student who has been absent without leave from a coursework program to the same or an equivalent coursework program under the program requirements operating at the time of re-admission.

7.      Admission – Offers

7.1.          Where the applicants have met the admission requirements, the listed officers of the University are authorised to make an offer of admission to:

7.2.          Where the applicants have not met all admission requirements, the listed officers of the University are authorised to:

7.3.          The President of Academic Senate is authorised to consider and determine the outcome of an appeal against a decision on the waiving of English language proficiency requirements.

7.4.          The Vice Chancellor is authorised to consider and determine the outcome of an appeal against a decision on the waiving of academic or additional admission requirements.

8.      Admission – Internal Transfer

8.1.          Academic Senate is authorised to approve policies and procedures to support the internal transfer of students from one program to another. The availability of internal transfer will be subject to the availability of places in the program.

8.2.          Notwithstanding anything to the contrary contained in these Rules, the Deputy Vice-Chancellor (Academic and Global Relations) or Deputy Vice-Chancellor (Research) or Pro Vice-Chancellor (Singapore), as appropriate, are authorised to, on the advice of the Pro Vice-Chancellor of the Faculty offering a program, permit a student to transfer to another program, on payment of such fees and charges as may be prescribed by the University.

9.      Admission – Deferment

9.1.          Academic Senate is authorised to approve policies and procedures for deferment of admission.

9.2.          Applicants offered admission to a program may be permitted to defer the offer of admission according to the deferment policies and procedures made by Academic Senate.

10.    Admission – Concurrent Enrolment

10.1.        Academic Senate is authorised to approve policies and procedures for concurrent enrolment.

10.2.        The Pro Vice-Chancellor of the Faculty is authorised, on behalf of Academic Senate, to approve applications for concurrent enrolment.

10.3.        Students may seek concurrent enrolment at undergraduate, postgraduate or research level or a combination of these.

11.    Enrolment – General

11.1.        A student may only enrol in courses that conform to the requirements of their program as prescribed by Academic Senate.

11.2.        An applicant may only enrol at the University if they have:

11.3.        Students who have satisfied the requirements listed in Clause 11.2 are deemed to have accepted the privileges and obligations of membership of the University and may obtain or request a University of Newcastle Student Identification card.

11.4.        Re-enrolment

11.4.1.     To continue in a program, a student will re-enrol annually, or seek leave of absence.

11.4.2.     To re-enrol, or to maintain enrolment, the student will complete the prescribed procedures and pay the fees and charges no later than the date set by the University Secretary.

11.5.        Failure to enrol by the date set by the University Secretary may lead to the student being required to pay a late enrolment fee and/or the cancellation of their place within the program.

12.    Enrolment Status

12.1.        A student will only be considered to be currently enrolled at the University if they are enrolled in a course.

12.2.        Academic Senate is authorised to determine:

12.2.1.   the maximum full time load for a program; and

12.2.2.   the standard full-time load for any term.

12.3.        The Pro Vice-Chancellor of the Faculty is authorised to approve a student’s enrolment in courses exceeding the maximum full time load imposed for a program or term.

12.4.        The President of Academic Senate is authorised to approve a student’s enrolment in a postgraduate course as part of an undergraduate program.

12.5.        A student will not be permitted to count towards an award, any course (including gaining credit for any course) that is substantially equivalent to one that the student has previously counted towards the same award.

12.6.        A student who has failed the same course twice will be required to seek permission from the Pro Vice-Chancellor of the Faculty offering the course to re-enrol for a third or subsequent attempt.

12.7.        A student who has passed a course will not be permitted to undertake that course again, unless permitted by the Pro Vice-Chancellor of the Faculty. A student with a Commonwealth Supported Place (CSP), will incur full fees for any such enrolments.

13.    Enrolment – Non-Award

13.1.        Academic Senate is authorised to approve policies and procedures for non-award and cross institutional enrolment.

13.2.        The Pro Vice-Chancellor of the Faculty offering the course is authorised to, on the recommendation of the Head of School, to determine that the course may be made available for non-award or cross institutional enrolment. 

13.3.        The Academic Registrar is authorised to permit a person to enrol non-award or cross institutionally in any course deemed available by the Pro Vice-Chancellor of the Faculty, on the payment of such fees and charges as may be prescribed by the University.

14.    Enrolment – Variation

14.1.       Withdrawal from Course(s)

14.1.1.     A student wishing to withdraw from a course is required to give notice in writing to the Deputy Vice Chancellor (Services). The withdrawal will take effect from the date of receipt by the University of such a notice.

14.1.2.     A student who withdraws from a course after the census date for the term will incur financial liability for the course.

14.1.3.     A student who withdraws from a course after the prescribed date for the course will incur an academic penalty.

14.1.4.     In courses which contain a placement the relevant Head of School is authorised to set a date, different from the University's census date for that term, after which permission of the Head of School is required for a student to withdraw from the course without incurring an academic penalty. That date and its significance must be clearly specified in the Course Outline for the course.

14.1.5.     The Pro Vice-Chancellor of the Faculty (or nominee) is authorised, on the advice of the Head of School, to permit a research higher degree student to withdraw from a coursework requisite within their program.

14.2.       Late Enrolment in a Course

14.2.1.     A student may not add a course with additional admission criteria for entry after the commencement of the term.

14.2.2.     A student may not enrol in a course after the end of the second week of a term.

14.2.3.     The relevant Course Coordinator may, in exceptional circumstances, and upon receipt of a written application from the student, approve the student’s enrolment in a course after the end of the second week of the commencement of the term, but before the census date for that term.

14.2.4.     The Pro Vice-Chancellor of the Faculty offering the course is authorised to approve a student’s enrolment in a course after the census date for that term, if that student has been impacted by an administrative error or has had documented adverse circumstances affecting their ability to enrol.

15.    Enrolment – Student Progression

15.1.        Students undertaking studies at the University will be subject to regular progress reviews, these are described in the Rules Governing Awards and Programs and the Rules Governing Research Higher Degrees.

15.2.        Students who have conditions placed on their enrolment including enrolment, course or load restrictions must adhere to those conditions or they may be subject to further penalties including suspension or exclusion.

16.    Leave of Absence

16.1.        Academic Senate is authorised to approve policies and procedures relating to leave of absence.

16.2.        The Pro Vice-Chancellor of the Faculty is authorised to approve a second consecutive leave of absence from a coursework program for a period of one academic year in accordance with the policies and procedures approved by Academic Senate.

16.3.        The Dean of Graduate Studies is authorised to approve a second consecutive leave of absence from a research higher degree for a period of one academic year in accordance with the policies and procedure approved by Academic Senate.

16.4.        The Academic Registrar (or nominee) is authorised, on the recommendation of the International Student Support Unit, to grant international students studying in Australia on a student visa a leave of absence on the basis of compassionate or other compelling grounds, in accordance with the policies and procedures approved by Academic Senate.

17.    Enforced Leave

17.1.        Academic Senate is authorised to approve policies and procedures relating to enforced leave.

17.2.        The Academic Registrar is authorised, on the recommendation of the Behavioural Risk Group, to apply enforced leave conditions on a student’s enrolment, that may include but not be limited to:

17.2.1.     restrictions on enrolment; and

17.2.2.     withdrawal or restrictions of privileges, such as the use of University facilities.

17.3.        The Vice-Chancellor is authorised to apply restrictions if a student is deemed to require enforced leave, including:

17.3.1.     restrictions on enrolment;

17.3.2.     suspension from a program;

17.3.3.     exclusion from a program or Faculty;

17.3.4.     exclusion from any University campus or location; and

17.3.5.     exclusion from the University.

18.    Limits on Admission and Enrolment

18.1.        The Program and Course Approval Committee is authorised, on behalf of Academic Senate, to approve limits on the enrolment within courses to only those admitted to a specific program, referred to as ‘Enrolment Limited by Program Enrolment’.

18.2.        In respect of any of the following matters, the listed officers of the University are authorised to impose a limit on the number of persons who may in any year:

19.    Fees

19.1.        Council, in accordance with the University of Newcastle Act 1989 (NSW), is authorised to impose fees, charges and fines and will also set the tuition fee principles and fee limits.

19.2.        The Vice-Chancellor is authorised, on behalf of Council, and in accordance with the principles and fee limits set by Council, to:

19.3.        In respect of tuition fees or miscellaneous fees and charges owed to the University of Newcastle by the student, authorised officers of the University may under appropriate circumstances, defer, waive, reduce or refund fees and charges, to permit the admission or continued enrolment of a student. The fee types and limits are outlined in the University’s Delegations Policy.

19.4.        The University Secretary is authorised to set the due date for fees and charges.

19.5.        Students must pay any prescribed fees for the program and/or course(s) to the University or its partner organisation by the due date. Failure to pay the fees due by the due date in the relevant term may result in an inability to enrol or cancellation of enrolment.

19.6.        Where a student has received approval to undertake a postgraduate course as part of an undergraduate program, the usual undergraduate course fee for the academic subject area, will apply.

20.    Suspension or Termination of Admission or Enrolment

20.1.        The University Secretary, or in the case of research higher degrees the Research Training Sub-Committee, is authorised to determine the appropriate course of action when grounds for review (Clause 20.2) have been identified. These may include but will not be limited to:

20.2.        Grounds for review:

21.    Relaxing Provision

21.1.       To provide for exceptional circumstances arising in any particular case, the Chancellor and Vice-Chancellor, on the recommendation of the University Secretary and a Deputy Vice-Chancellor may relax any provision of these Rules.

22.    Essential Supporting Documents

University of Newcastle Act 1989 (NSW)

Constitution of the Academic Senate 000402

Rule Listing Awards 000951

Rules Governing Awards and Programs 000958

23.    Related Documents

Admission and Enrolment Policy - Coursework 000963

Admission and Enrolment Procedure Manual - Coursework 000965

Student Misconduct Rule 000935

University Admissions Manual