Enrolment: cross-campus studies – Melbourne to Vietnam instruction

Instruction statement

This instruction sets out the steps that will be followed to enable students at a Melbourne campus to complete a term or terms of their study at RMIT’s Vietnam campus.

Once a student's Study Plan has been approved by the relevant school and the Education Abroad Office, the Academic Registrar's Group is responsible for ensuring the accuracy of the student record. The student is also responsible for this.

Exclusions

Nil

Instruction steps and actions

Instruction (including key points)

Responsibility

Timeline

Step 1: On approval of cross-campus study in Vietnam

1.1. The student completes an Cross-campus (Melbourne to Vietnam) enrolment variation form (PDF), attaches a copy of their approved Study Plan and submits these to their nearest Hub.

Note: The completed Cross-campus (Melbourne to Vietnam) enrolment variation form does not require a signature from the school. The attached Study Plan will be used to confirm approval.

Student


The Hub

As soon as possible.
Global Mobility (Melbourne) notifies the student of formal approval of their studies at RMIT Vietnam.

Step 2: Quality assurance of Cross-campus (Melbourne to Vietnam) enrolment variation form and study plan

2.1. Once received by Enrolment and Student Records the Cross-campus (Melbourne to Vietnam) enrolment variation form and Study Plan are logged in a tracking document.

Enrolment and Student Records

Within 1 working day

2.2. The AUSVN course offering and campus base set-up are checked. If the AUSVN offering is not configured, Course and Program Administration is consulted for assistance in configuring the appropriate course offering.

Enrolment and Student Records

Course and Program Administration

Within 1 working day

2.3. The class offerings are checked. If the classes are not scheduled Course and Program Administration is consulted for assistance in scheduling.

Enrolment and Student Records

Course and Program Administration

Within 1 working day

Step 3: Processing of enrolments

3.1. Once the program and class offerings have been confirmed as scheduled, the Cross-campus (Melbourne to Vietnam) enrolment variation form is updated to include the correct AUSVN class details.

Enrolment and Student Records

Within 2 working days

3.2. The student’s existing enrolments in the term specified on the Cross-campus (Melbourne to Vietnam) enrolment variation form are dropped.

Note: The student should not remain in any Melbourne scheduled classes for the duration of their cross-campus studies.

Enrolment and Student Records

Within 2 working days

3.3. The student’s Cross-campus (Melbourne to Vietnam) enrolment variation form is processed with new AUSVN classes added.

Enrolment and Student Records

Within 2 working days

3.4. The external study tab of the term activation panel is updated to reflect the period of cross-campus studies in Vietnam.

  • External Organisation ID: 3257125
  • Country: VNM (Vietnam)
  • Study Agreement: CROSSCAMP
  • Start Date: (start date of term listed on Cross-campus (Melbourne to Vietnam) enrolment variation form)
  • End Date: (end date of term listed on Cross-campus (Melbourne to Vietnam) enrolment variation form)

Enrolment and Student Records

Within 2 working days

3.5. The mailing address is updated to a Vietnam mailing address, as indicated on the Cross-campus (Melbourne to Vietnam) enrolment variation form (where this has been provided). Otherwise the student will need to do this via Enrolment Online.

Enrolment and Student Records

Within 2 working days

3.6. Enrolment and Student Records notify RMIT Vietnam that the enrolments have been processed.

Enrolment and Student Records

Within 1 working day

3.7. A Confirmation of Enrolment is generated and emailed to the student with a letter from the Academic Registrar.

Enrolment and Student Records

Within 1 working day

3.8. Once the Confirmation of Enrolment and letter are mailed to the student the forms are returned to the studen’t School to be placed on the student’s file; along with a copy of the letter and Confirmation of Enrolment.

Enrolment and Student Records

School

Within 1 working day

Step 4: Variation to enrolments

4.1. a) Where a student wishes to vary their enrolment to a add course already listed on their approved Study Plan the student is not required to seek additional school approval. The student may submit a Cross-campus (Melbourne to Vietnam) enrolment variation form to the relevant staff at RMIT Vietnam.

4.1. b) Where a student wishes to vary their enrolment to add a course not listed on their initial study plan they are required to gain documented (email, fax etc) approval from their home campus course/program director and attach this to a completed a Cross-campus (Melbourne to Vietnam) enrolment variation form. These forms are to be submitted to their program staff at RMIT Vietnam.

Students

School

RMIT Vietnam

As results are finalised

4.2. RMIT Vietnam staff forward this information to Enrolment and Student Records.
Any changes to the student record will be processed in line with steps 2.2 to 3.9.
Note when varying their enrolments students will not receive an updated Confirmation of Enrolment and Welcome Letter. Students can access their updated Confirmation of Enrolment via Enrolment Online.

RMIT Vietnam

Enrolment and Student Records

Within 1 working day

Step 5: Results

5.1. RMIT Vietnam provide Enrolment and Student Records with the grades of the students undertaking cross-campus study

RMIT Vietnam

As results are finalised

5.2. Enrolment and Student Records enter the grades against the students’ enrolments.

Enrolment and Student Records

Within 1 working day

5.3. While undertaking cross-campus studies the student will be afforded the same consideration as students undertaking formal exchange with an RMIT partner institution in relation to entry of late grades.

Assessment Support

N/A

Step 6: Academic transcripts

6.1. Enrolment and Student Records notify Exams, Awards and Graduations (data.verification@rmit.edu.au) of any students who have undertaken cross-campus study, and who need transcript text added to their academic transcripts.

Enrolment and Student Records

Within 1 working day

6.2. Exams, Awards and Graduation enter the following transcript text against the student records. (Where the number of students exceeds 20, Business Systems and Processes will upload this data via robot).

Transcript text: ‘Global passport activity recorded for studies at RMIT Vietnam’

Exams, Awards and Graduations

Business Systems and Processes

Within 2 working days

6.3. An updated transcript may be issued to the student upon the completion of their studies at RMIT Vietnam.

Students

The Hub

As required

Step 7: Return to Melbourne studies

7.1. Upon their return to Melbourne, the student will need to update their student record to their Melbourne address and complete their Melbourne-based enrolment for the next semester via Enrolment Online.

Students

In line with published enrolment dates

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