The Enrolment Procedure has been updated.  A copy of the previous version is available to view via this link: pre-2023 Enrolment Procedure.

Procedures

Enrolment - Procedure

Printer-friendly version
Body

1.0    Purpose and Scope

  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).

  2. This procedure commences on 1 January 2023, and applies to coursework 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.

1.1    Transition provision

The Associate Dean (Academic) may waive or vary the requirements in sections 3.1.7 (Maximum period to complete a program) and/or 3.3 (Retention of place and interruption of studies) for individual students, with or without conditions, on the grounds that:

  1. the waiver/variation provides a reasonable opportunity for the student to meet the intent of the procedure; and

  2. academic standards will not be lowered.

2.0    Process and Key Controls

  1. 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.

  2. 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.

  3. Requests and applications covered by the procedure will only be accepted in the form and timeframe approved and published by the Academic Registrar.

  4. Enrolment deadlines referenced in this procedure are published:

    1. in the official academic calendar (for semesters and trimesters),

    2. on my.UQ (for teaching periods and approved course-specific variations), and

    3. on mySI-net for flexibly scheduled courses.

  5. 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.

3.0    Key Requirements

3.1    Enrolment in a program

3.1.1    General requirements

To be enrolled in a program a student must:

  1. be admitted and allocated a place in the program as per the University’s admission process;

  2. for international students, have a valid Confirmation of Enrolment (CoE) and comply with the conditions of their visa; and

  3. where required, meet inherent requirements.

3.1.2    Study load

  1. Programs are offered for a full-time and/or part-time study load, as outlined in the Programs and Courses website.

  2. 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.

  3. 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:

    1. the variation is consistent with the requirements of the program (including academic, progression, currency of learning, and professional accreditation); and

    2. for international students on a student visa, the variation will adhere to the ESOS Framework.

3.1.3    Enrolment in a dual program

A student enrolled in a dual program is not permitted to graduate with one degree and continue enrolment in the dual program.

3.1.4    Enrolment in more than one program

  1. 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(s) (Academic).

  2. 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.

3.1.5    Credit counted towards a program

  1. 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.

  2. 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—

    1. the student would have been eligible for admission to the program they are seeking credit towards at the time they commenced the program of study in which the courses for credit were undertaken;

    2. the student derived no advantage in undertaking the courses under the original program, in respect of the conditions that would have applied to them had they taken the courses in the program they are seeking credit towards;

    3. it is onerous or impractical for the student to comply with the requirement under clause 3.1.5(1);

    4. academic standards will not be lowered; and

    5. the action will not be unfair to another student. 

  3. Despite clauses (1) and (2), 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 section 3.2 of the Research Training Procedure).

3.1.6    Enrolment in additional courses beyond the program requirements (superfluous courses)

  1. 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.

  2. 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)).

3.1.7    Maximum period to complete a program

  1. 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. If a program is discontinued, the teach-out or transition arrangement may reduce the applicable maximum program completion period.

  2. In addition to clause (1) for international students on a student visa the requirements under section 3.9.4 (Enrolment duration on the CoE) apply.

  3. 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.

  4. 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:

    1. granting an extension is consistent with the academic and other requirements of the program; and

    2. extenuating circumstances will prevent, or have prevented, the student from completing the program within the applicable maximum period.

3.2    Provisional and effective enrolment in a course

3.2.1    Provisional enrolment

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).

3.2.2    Effective enrolment

  1. Provisional enrolment becomes effective enrolment on the date when:

    1. all prescribed fees and charges have been paid; and

    2. all other enrolment conditions have been satisfied.

  2. 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.

3.2.3    Provisional enrolment where consultation and advice directed

  1. The Vice-Chancellor may, after considering a recommendation from the Executive Dean or Academic Registrar, 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.

  2. 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.

  3. 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.

3.2.4   Cancellation of provisional enrolment

  1. If a student fails to —

    1. pay any fee or other money payable under the provisions of any policy or procedure within the time prescribed for payment (including any fee or money payable in a previous academic year or semester);

    2. amend their enrolment as required under sections 3.2.1 (Provisional enrolment), 3.2.3 (Provisional enrolment where consultation and advice directed) or 3.6.1 (Prerequisites and related course requirements); or

    3. satisfy an inherent requirement or any other prescribed enrolment conditions,

the Academic Registrar may cancel the student’s provisional enrolment and suspend all rights and privileges previously enjoyed by that student in consequence of the provisional enrolment.

  1. Provisional enrolment that has been cancelled under this section may be reinstated only if—

    1. all fees and other monies due from the student have been paid; and

    2. the student amends their enrolment as required in sections 3.2.1 (Provisional enrolment), 3.2.3 (Provisional enrolment where consultation and advice directed) or 3.6.1 (Prerequisites and related course requirements), and satisfies any other prescribed enrolment conditions.

  2. A student whose provisional enrolment has been reinstated after the census date will be considered as a late enrolment subject to section 3.2.5 (Late enrolments).

  3. International student enrolment is also subject to the additional requirements set out in section 3.9 (Additional provisions relating to international students).

3.2.5    Late enrolments

  1. 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.

  2. 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:

    1. the Associate Dean (Academic) where the late enrolment takes effect up to and including the census date; or

    2. the Academic Registrar (or where not available or not reasonably practicable, Deputy Director, Academic Services or Associate Director, Academic Services) where the late enrolment takes effect after the census date.

Late enrolment is also subject to payment of administrative charges.

  1. Where approval for late enrolment in a course is given to take effect after the census date—

    1. a domestic student must pay the full domestic tuition fees set out in the applicable fee schedule, irrespective of whether they would have been eligible to be a Commonwealth Supported student and pay student contribution amounts had they enrolled by the census date as the Higher Education Support Act 2003 prohibits the University from enrolling a student on a Commonwealth Supported basis after census date.

    2. an international student must pay the tuition fees set out in the applicable fee schedule.

3.2.6    Cross-institutional enrolment

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:

  1. an equivalent course is not offered at UQ; 

  2. substantial and justifiable academic reasons;

  3. relocation for work commitments; or

  4. compassionate reasons prevent the student from completing a course at UQ.

3.2.7    Limits on enrolment each semester

  1. A student may enrol in courses up to the following limits:

    1. for a summer semester — 6 units; and

    2. for other semesters:

      1. 10 units — if the student gained a GPA of 4.5 or above in the most recent semester of full-time enrolment; or

      2. 8 units — if the student gained a GPA of less than 4.5 in the most recent semester of full-time enrolment.

  2. A student may apply to the Associate Dean (Academic) to extend the limits specified in this section.

3.2.8    Amendments to enrolment as directed by the University

A student may be required to amend their provisional or effective enrolment in a semester/teaching period if the student fails to—

  1. pass courses in a preceding semester/teaching period (e.g., the course failed is a prerequisite for a selected course); or

  2. comply with this procedure or the requirements relating to their course or program of study.

3.2.9    Refusal of effective enrolment

Effective enrolment may be refused if a student has failed to—

  1. comply with the provisions of a program requirement or a policy or procedure applicable to the student’s enrolment or progression; or

  2. qualify for admission to the relevant program.

3.3    Retention of place and interruption of studies

  1. To retain their place in a program following commencement of studies (including during breaks from study), a student must meet the applicable eligibility criteria and conditions outlined in Table 1 or Table 2, together with any relevant academic progression requirements.

  2. Where a 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.

  1. All applications made under Table 1 or Table 2 must be supported by relevant documentation as specified in the Table of Documentary Evidence.

  2. 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:

    1. enrol under the program requirements in effect at the time of resumption of studies (e.g., to meet professional accreditation requirements);

    2. demonstrate currency of learning (e.g., demonstration of clinical skills prior to commencing a placement); and/or

    3. complete additional study.

3.3.1    Resumption of studies in the same program

  1. 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.

  2. 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.

  3. 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.

3.4    Course withdrawal

  1. 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.

  2. 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:

    1. Students who apply and are granted approval for course withdrawal in accordance with the Removal of Course Due to Special Circumstances Procedure will have financial liability for the course(s) removed with no academic penalty.

    2. Students who do not apply for or are not granted approval of removal of financial liability may withdraw without academic penalty via mySI-net on or before the deadline for withdrawal without academic penalty as specified in the Academic Calendar. This provision only applies to students enrolled in courses offered in a semester.

  3. 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.

  1. 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 section 3.9.7 (Withdrawal from the program).

3.5    Course offering

3.5.1    Quotas for courses

  1. The Executive Dean may set a minimum and/or maximum enrolment quota for a course offering, in accordance with the following deadlines:

    1. for courses with a census date from 1 January to 30 June — by 1 October in the preceding year; or

    2. for courses with a census date from 1 July to 31 December — by 1 April of that year.

  2. 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.

3.5.2    Cancellation of course offering

  1. 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 —

    1. no provisional enrolments have been accepted for the course;

    2. the published minimum enrolment quota has not been met; or

    3. non-availability of suitably qualified staff to deliver the course.

  2. 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.

  3. 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.

  4. Where a course has been cancelled under this section, the faculty will—

    1. notify affected students of the cancellation prior to the commencement of the semester; and

    2. offer alternative arrangements for the students affected.

3.6    Course enrolment requirements

3.6.1    Prerequisites and related course requirements

  1. The Executive Dean of the relevant faculty may declare a course or courses to be:

    1. a prerequisite;

    2. a co-requisite; or

    3. incompatible.

  2. A student may enrol in a course only if:

    1. all academic and/or non-academic enrolment requirements set for the course in the program requirements or course profile are met (for example: a requirement that a student obtains permission from the Head of Coordinating Unit; a requirement to have a specific GPA in selected courses; a requirement to hold a current first aid certificate, etc.);

    2. all prerequisite courses to that course have been met, through either:

      1. gaining a minimum passing grade of 4 or non-graded pass (P) for the course(s); or

      2. having credit granted for the course(s) through recognition of prior learning; and

    3. for co-requisite courses:

      1. gaining a minimum passing grade of 4 (or P);

      2. having credit granted for the course(s) through recognition of prior learning; or

      3. has enrolled concurrently in each course that is set as a co-requisite to that course.

  3. The Associate Dean (Academic) may waive or vary the requirements relating to a prerequisite or co-requisite course if they are satisfied that—

    1. the qualifications or previous experience of the student are substantially similar to the relevant prerequisite or co-requisite course; or

    2. special circumstances apply.

3.7    Credit for a UQ course

  1. Where two or more courses are incompatible, a student may only receive credit for one of the courses.

  2. To gain credit for a UQ course a student must —

    1. be enrolled for the course;

    2. undertake all the requirements specified in the course profile; and

    3. gain a passing grade.

3.8    Medical fitness

  1. Subject to the Anti-Discrimination Act 1991, the Vice-Chancellor 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.

  2. 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 who may thereupon take such action as is considered necessary to:

    1. protect the health, safety and/or wellbeing of the student or person concerned, staff and/or students; or

    2. preserve the teaching and learning experience of other students.

3.9    Additional provisions relating to international students

3.9.1    International student health cover

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.

3.9.2    Genuine Temporary Entrant requirement

An international student on a student visa who is found not to have met the GTE requirement at any time of their studies may have their enrolment cancelled.

3.9.3    Distance and online learning

Unless otherwise authorised under the ESOS Framework, international students on a student visa who are enrolled in a program must:

  1. undertake no more than one-third of the entire program by distance or online learning; and

  2. in each compulsory semester or study period, be enrolled in at least one course that is not by distance or online learning, unless they are completing the last course in their program.

3.9.4    Enrolment duration on the CoE

  1. 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.

  2. A new CoE will be issued only if the Genuine Temporary Entrant (GTE) requirement is met and:

    1. the student applies for an extension and provides evidence demonstrating that they will not complete the program within the expected duration due to compassionate or compelling circumstances (see Appendix 7.3 Compassionate and compelling Circumstances); or

    2. an approved progression intervention strategy or plan is being implemented (as per the Academic Progression Procedure);

    3. the student is approved for interruption of studies as per section 3.3 (Retention of place and interruption of studies).

3.9.5    Change of status

  1. 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.

  2. 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:

  3. the current semester, if notified to the University before the census date; or

  4. the following semester, if notified to the University after census date in the current semester.

  5. 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).

3.9.6    Unsatisfactory progress

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.

3.9.7    Withdrawal from the program

  1. 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.

  2. 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.

3.10    Refusal and cancellation of enrolment

  1. 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.

  2. A person who has been expelled or refused enrolment in any program at another tertiary educational institution for either academic or non-academic reasons, may be refused enrolment for any program at this University.[1]

  3. A student’s enrolment in a program may be cancelled if the student fails to:

    1. meet the requirements for retention of place and interruption of studies; or

    2. complete the program within the applicable maximum program completion period.

  4. In addition to clause (3), 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.

  5. When a student’s enrolment in a program is cancelled under clause (3), 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:

    1. they may be required to enrol under the program requirements in effect at the time of re-enrolment;

    2. their enrolment may be subject to professional accreditation requirements (where applicable); and

    3. transfer of credit for completed UQ coursework will be assessed in accordance with the Recognition of Prior Learning Policy and Procedure.



[1] In making a decision under this section, consideration will be given to UQ’s Model Code for the protection of freedom of speech and academic freedom.

 

4.0    Roles, Responsibilities and Accountabilites

5.0    Monitoring, Review and Assurance

These procedures are monitored by the Academic Registrar, and reviewed by the Academic Board through the Committee for Academic Programs Policy (CAPP).

6.0    Recording and Reporting

In addition to the requirements of the Information Management Policy

  1. Details of programs and courses are recorded in the University’s Program and Course Catalogues. Details of non-award study are maintained by the relevant faculty; and

  2. The records concerning a person’s admission, enrolment and progression including University decisions are filed in the applicant's or student’s record in SI-net, the CRM system and/or TRIM.

7.0    Appendix

7.1    Definitions, Terms, Acronyms

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 Courses 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”):”):

  • Internal – where a course is taught on campus or at a specified location and requires in-person attendance throughout the semester of specified learning activities.

  • External – where a course is offered by distance education, (e.g., online) for the whole semester, including assessment (note – a student enrolled in an external course may be required to sit a final exam at a UQ campus or an approved off-campus exam centre)

  • Intensive – internal delivery of a course in a continuous block of time over a short period.

Domestic student – a student who is:

  • an Australian citizen or dual citizen of Australia; or

  • a New Zealand citizen or dual citizen of New Zealand; or

  • the holder of a permanent visa for Australia or a permanent humanitarian visa.

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.

GTE – means the ‘Genuine Temporary Entrant’ requirement of a student visa.

Head of Coordinating Unit – the Head of the 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:

  • physical and cognitive requirements

  • communication and interpersonal skills

  • professional behaviour

  • ethical conduct.

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:

  • a grade of 3S4, 4 or higher
  • a non-graded pass of P or NSP.

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 courses to be taken to complete the program and any other specific conditions of the program including admission, enrolment and progression requirements. Program requirements include all requirements set out in the former ‘program rules’.

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.

7.2    Extenuating circumstances

As per the Table of Documentary Evidence.

7.3    Compassionate and compelling circumstances

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:

  • serious illness or injury, where a medical certificate states that the overseas student was unable to attend classes;

  • bereavement of close family members such as parents or grandparents (where possible, a death certificate should be provided);

  • major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the overseas student’s studies;

  • a traumatic experience, which could include:

    • involvement in, or witnessing of a serious accident;

    • witnessing or being the victim of a serious crime, and this has impacted on the overseas student (these cases should be supported by police or psychologists’ reports); or

    • where the registered provider was unable to offer a pre-requisite unit, or the overseas student has failed a prerequisite unit and therefore faces a shortage of relevant units for which they are eligible to enrol.

7.4    Intervention strategies

As per the ESOS Framework, an intervention strategy may include one or more of the following:

  • attend a compulsory interview;

  • attend a compulsory seminar;

  • undertake suitable learning skills workshops conducted by Student Services;

  • meet with a medical practitioner to discuss health/medical issue;

  • manage employment hours;

  • limit the number of units in the following semester/s of study;

  • meet with an advisor to determine remaining program requirements and a suitable study plan;

  • meet with an adviser by a specified date regarding progress to date during the semester;

  • register a disability/chronic medical condition with Student Services;

  • successfully complete study at another post-secondary institution and provide the faculty with proof in the form of an official academic transcript from that institution; or

  • undertake an English language improvement program.

Custodians
Academic Registrar
Custodians
Academic Registrar