Enrolment (general) instruction

Instruction statement

This instruction sets out detailed instructions for staff and students in relation to the requirements of the Enrolment policy and Enrolment procedure.

Exclusions

Nil

Instruction steps and actions

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1. Academic Registrar’s requirements of enrolment

In accordance with section 1 of the Enrolment procedure

Instruction (including key points)

Responsibility

Timeline

To be enrolled as a candidate in an award program the Academic Registrar requires that a person has, by the dates prescribed in the Enrolment procedures and the Academic Calendar:

1.1 enrolled in accordance with all of the conditions stipulated in their offer of enrolment; and

1.2 enrolled in courses that comply with the enrolment structure of the program to which they have been admitted (in exceptional circumstances, the dean/head of school or nominee may authorise a non-standard enrolment); and

1.3 accepted the conditions and responsibilities identified in the Privacy Statement and Statement of Student Responsibilities; and

1.4 provided all information and evidence required by the University and by the Commonwealth and/or State governments and other information as required in the location in which the program is offered; and

1.5 provided verifiable proof of their identity and date of birth if required; and

1.6 completed, signed and lodged an RMIT enrolment form or authorised process (physically or electronically, as required); and

1.7 paid all relevant fees detailed in the Approved Schedule of Fees and Charges; or if applicable:

  • lodged a Commonwealth Assistance Form, and
  • made the required ‘up front payment’, and/or
  • provided a Tax File Number, or
  • entered into an approved alternative payment arrangement with the University, or
  • paid all fees as required by a partner organisation within the time-frame specified, or
  • applied for and been given approval to take leave of absence

1.8. Where a student wishes to access alternative fee-paying arrangements, relevant documents to determine applicable fees must be completed, signed and lodged by the prescribed dates:

  • Application for TAFE concession, minimum fee and exemption
  • Sponsored students: acceptance of training fee charges form
  • Victorian Training Guarantee (VTG ) eligibility (Skills Deepening level programs)
  • Higher Education Loan Program (HELP)

Students

At Enrolment

2. Requirements for adding and dropping courses manually

In accordance with sections 3.1-3.2 of the Enrolment procedure

Instruction (including key points)

Responsibility

Timeline

2.1. Students seeking to add courses in an award program, other than through the online enrolment system, must:

  • complete an Enrolment Variation Form (PDF) and
  • obtain approvals from the school responsible for their program and/or the school responsible the course, and
  • keep a copy of the form, and
  • lodge the approved form with the Hub, and
  • be provided with a copy of the approved form by Hub staff which has been date-stamped as proof of submission, and
  • retain their copy of the form

Students

Hub staff

The closing date for adding a course is published annually in the enrolment information publications for students.

2.2. Students seeking to drop courses in an award program, other than through the online enrolment system, must:

  • complete an Enrolment Variation Form (PDF) and
  • obtain approvals from the school responsible for their program and/or the school responsible the course, and
  • keep a copy of the form with the Hub, and
  • lodge the approved form, and
  • be provided with a copy of the approved form by Hub staff which has been date-stamped as proof of submission, and
  • retain their copy of the form

Students





Hub staff

The closing dates for dropping courses without academic penalty or financial liability are published annually in the enrolment publications for students.

The academic penalty and financial liability timelines and conditions are stated in section 3.2 of the Enrolment procedure.

3. Amending a student’s enrolment

Instruction (including key points)

Responsibility

Timeline

A dean/head of school or the Academic Registrar may instruct a student to amend their enrolment to meet the requirements of that or any other University policy, or the requirements of enrolment published by the Academic Registrar. Where a student does not comply with such an instruction within the time-frame provided, the Academic Registrar is authorised to enforce the instruction by amending the student’s enrolment and notifying them of the change.

3.1. Notification to a student of the need to amend his/her enrolment

Where a dean/head of school (or nominee) or the Academic Registrar believes that a student’s enrolment is not compliant with university requirements (including program requirements, course requisites or instructions to the student under the academic progress policy) the dean/head of school (or nominee) or Academic Registrar must:

    3.1.1. Provide written advice to the student that the enrolment is non-compliant with university requirements (this advice may be sent via the student’s official RMIT email account).

    The notice must:

    • clearly identify how the enrolment is non-compliant and with which requirements;
    • instruct the student to amend their enrolment to comply with the requirements within five working days of the date the notice is issued;
    • advise the student that should he/she fail to comply with the instruction by the deadline the Academic Registrar will make the amendment in accordance with the provisions of section 5 of the Enrolment policy and section 3.5 of the Enrolment procedures;
    • in the case of an international student studying in Australia, provide advice that it is the student’s responsibility to maintain a full-time enrolment load;
    • advise the student that any review of the notice must be lodged with the head of school no later than 5 working days from the date the notice is issued

    3.1.2. Place a copy of the notice on the student file.

Dean/head of school (or nominee) or Academic Registrar

As soon as the school becomes aware of the non-compliant enrolment. This process should occur before the last date to add courses to enable the student to amend his/her enrolment via the normal processes. At the latest the process should commence in time to enable any enrolment amendment to be completed prior to the semester census date

3.2. Requesting the Academic Registrar to amend a student’s enrolment

Where a student has failed to comply with a notice to amend their enrolment as per section 1 of this procedure and has not sought a review of the decision by the dean/head of school (or that review has not resulted in the rescinding of the notice), the dean/head of school (or nominee) may ask the Academic Registrar to amend the student’s enrolment.

  • include the notice that was sent to the student as per section 3.1 of this instruction;
  • confirm that the student has failed to comply with the notice and has either not sought a review of the notice or such a review did not result in the rescinding of the notice;
  • request the Academic Registrar to amend the student’s enrolment in accordance with the school’s advice


Dean/head of school or nominee



Within 2 working days of the expiry of the deadline for the amendment (or within 2 working days of the outcome the review)

3.3. Amending a student’s enrolment

Where the Academic Registrar receives a request from a dean/head of school (or nominee) to amend a student’s enrolment in accordance with section 2 of this instruction the Academic Registrar (or nominee) will:

  • check that the request complies with the provisions of the relevant university policies and procedures
  • amend the student’s enrolment in accordance with the school’s instructions
  • send an email to the student’s official RMIT student email account notifying the student of the amendment and the date it was actioned. This email will be copied to the dean/head of school (or nominee) who requested the change. The school must place a copy of this email on the student file

There is no avenue of review or appeal against this action by the Academic Registrar.

Academic Registrar





Dean/head of school or nominee

As soon as practicable following receipt of the change request.



As soon as practicable following amendment to the student database

4. Internal change of program for international students studying in Australia

Instruction (including key points)

Responsibility

Timeline

4.1. Currently enrolled international students studying in Australia who seek approval for entry into another RMIT University program must submit an Application for Change of Program Form (PDF) to the relevant RMIT University school together with a certified copy of their most recent academic transcript;

4.2. Upon receipt of authorisation from the school, the student must submit the authorized change of program form to RMIT International.

4.3. if a new offer is made, the student must complete and return an Acceptance of Offer Form to RMIT International for the new program

4.4. The student must return to the school offering the new program for further consultation if required

4.5. The school will:

  • confirm that an offer has been made in the new program by completing and signing section 5 of the Application for Change of Program Form (PDF), and
  • provide academic advice to the student on completion of the program change

4.6. RMIT International will process the application and issue a new electronic Confirmation of Enrolment which notifies DIBP of the student’s program change.

4.7. Enrolments and Records will action the change of the student’s program enrolment.

Student





RMIT International






School




RMIT International


Enrolments and Records

5. External transfer of international students to another provider

In accordance with section 4.2 of the Enrolment procedure

Instruction (including key points)

Responsibility

Timeline

5.1. International students studying in Australiawho wish to transfer to another provider before they have completed six calendar months of study in their principal program must have a release letter from the Global Quality, Regulation and Compliance Group. This letter can only be issued if a student has a valid letter of offer from another registered provider, and one or more of the following:

  • confirmation from RMIT University that the University has cancelled or ceased to offer the program in which the student is enrolled,
  • a letter from their government sponsor supporting the change, and stating that they consider the change to be in the student’s best interests,
  • documentation showing that the student has failed to meet the entry requirements for a program, and/or
  • documentation to demonstrate that the student’s circumstances are exceptional

    5.1.1 If the student is under 18, the following additional information is required before a release letter can be issued:

      • written confirmation that the student’s parent or legal guardian supports the transfer;
      • where the student is not being cared for in Australia by a parent or nominated relative, written confirmation from the receiving registered provider that they will accept responsibility for approving the student’s accommodation, support and general welfare arrangements

5.2. To obtain their release letter, such students must follow the process described below. (Students who wish to transfer to another provider after they have completed six months of study in their principal program do not require a release letter.)

The student must:

5.3. The Global Quality, Regulation and Compliance Group will then assess the application. If the application is approved, a release letter will be issued including information about:

5.4. If the application is not approved, the student will be informed by email to their student email account of the reasons for refusing the request, and of their right of appeal (see section 8 below).

5.5. Students seeking transfer should remain enrolled until their application has been approved.

5.6. Students who have been granted permission to transfer must formally cancel their enrolment. The issuing of a release letter to an international student studying in Australia on a student visa does not automatically cancel a student’s enrolment at RMIT University.

5.7. If a student cancels their enrolment prior to receiving permission to transfer to another provider, the student will be reported to DIBP as a program cancellation.

5.8. Applications for external transfer will be placed in the RMIT International student file.

Student



Global Quality, Regulation and Compliance Group





Student






Student







Global Quality, Regulation and Compliance Group





Global Quality, Regulation and Compliance Group



Student



Student




Global Quality, Regulation and Compliance Group

Where the student seeks to transfer before completion of six calendar months in their principal program













Where the student seeks to transfer before completion of six calendar months in their principal program















Until application is approved or refused

Upon receipt of approval

6. Appeals against outcomes of applications for external transfer of international students studying in Australia to another provider

In accordance with section 4.2 of the Enrolment procedure

Instruction (including key points)

Responsibility

Timeline

6.1. A student is entitled to appeal if they can provide evidence that:

  • significant relevant circumstances have not been taken into account, and/or
  • there is new, relevant information that was not available at the time the student made the application

6.2. Appeals must be lodged in writing to the Director, Global Quality Regulation and Compliance within 20 working days of the date the letter of advice was sent by email.

6.3. The Director, Global Quality Regulation and Compliance will review the appeal against the grounds for appeal and consult with relevant staff as required.

  • If the submission is deemed to have addressed the grounds, then the student will be advised by email to their student email account, that the appeal will be upheld.
  • If the appeal is dismissed, the student will be advised of the decision, including details of the reasons for the outcome, by email to their student email account, and informed they may appeal externally if not satisfied with the result or conduct of the appeal process, to Ombudsman Victoria.

6.4. Students who choose to appeal further to Ombudsman Victoria must do so within 10 working days of the date of the letter of advice of their appeal outcome, and must notify RMIT International of the reference number for the lodgement of their appeal with Ombudsman Victoria.

6.5. The student must remain enrolled and attend classes until the completion of all internal and external appeals processes or alternatively cancel their enrolment with the knowledge that DIBP will be notified of the cancellation and that they may need to apply for re-admission to the program if enrolment deadlines have passed when the appeal is resolved.

6.6. Where the initial request is declined and the student subsequently appeals successfully and is granted a transfer, the cancellation will be backdated in line with the original request.

6.7. Written advice of the outcome of any appeal process will be forwarded to the relevant school for filing in the student file.

6.8. If:

  • the student fails to lodge a written appeal within the time-frame specified above, or
  • the student withdraws from the appeals process, or
  • the outcome of the appeal supports the decision not to approve the transfer and the student accepts the decision,

the student will remain enrolled in their current program.










Student



Director, Global Quality, Regulation and Compliance





Student




Student





Global Quality, Regulation and Compliance Group










within 20 working days





Within 10 working days



within 10 working days



Until completion of all internal and external appeals processes

7. Leave of absence

In accordance with section 5 of the Enrolment procedure

Instruction (including key points)

Responsibility

Timeline

7.1. Students who seek to take a leave of absence from a program must:

  • complete an Application for Leave of Absence Form (PDF); and
  • attach supporting documentation (mandatory for international onshore students – refer to section 5.14 of the Enrolment procedure); and
  • consult with their dean/head of school or nominee and obtain signed authorisation; and
  • if they are an international student studying in Australia,
    • consult with the Global Quality, Regulation and Compliance Group and obtain signed authorisation; and
    • if there may be implications for their international student visa, consult with the Department of Immigration and Border Protection (DIBP); and
  • lodge an approved form with the Hub by the relevant census date or university deadline; and
  • at the point of lodgement, be provided with a date-stamped copy of the form as proof of submission, and
  • retain their copy of the form

7.2. Applications will be accepted after the deadline, but students will be liable to the relevant academic and/or financial penalty/penalties

7.3. The Hub will provide the student with a copy of their approved and date-stamped Application for Leave of Absence Form. This constitutes official notification of approval of their Leave of Absence.

7.4. Students should retain their approved copy of the Application for Leave of Absence form.

Students






Dean/head of school or nominee



the Global Quality, Regulation and Compliance Group


Hub staff

Students





Hub staff



Students

Prior to close of business on the census date of the current semester












Immediately following lodgement of form

8. Students cancelling their enrolment

In accordance with section 6 of the Enrolment procedure

Instruction (including key points)

Responsibility

Timeline

8.1. Students who seek to withdraw from a program must:

  • complete a Cancellation of Enrolment Form; and
  • lodge the form by the relevant census date or University deadline and;
  • at the point of lodgement, be provided with a date-stamped copy of the form as proof of submission, and
  • retain their copy of the form

8.2. The closing dates for the cancellation of a program enrolment without academic penalty or financial liability are published annually in the enrolment publications for students.

8.3. All students will remain financially liable for fees and higher education students will incur an academic penalty if the Cancellation of Enrolment Form is submitted after the relevant closing date. The academic penalty and financial liability timelines and conditions as stated in section 3.2 of the Enrolment procedure also apply to requests for cancellation of enrolment.

8.4. RMIT will accept and process other written, authorised advice notifying of cancellation of enrolment as long as it provides the information required on the Cancellation of Enrolment form.

8.5. International students studying in Australia who are receiving a United States Federal Student Loan must have their cancellation of enrolment authorised by the Global Quality, Regulation and Compliance Group.

Students



Hub staff

By the relevant census date or university deadline

9. Transferring international students to a domestic place if their visa status changes

In accordance with section 14 of the Enrolment procedure

Instruction (including key points)

Responsibility

Timeline

9.1. International students studying in Australia who are granted permanent residency must submit a completed Notification of change to citizenship/residency status form to the Hub together with certified copies of documentary evidence of change in visa status, namely:

  • Enrolment: an Australian Citizenship Certificate; or
  • a Certificate of Status for New Zealand Citizens in Australia; or
  • a current passport and visa label.

Documents must be certified as described at http://rmit.edu.au/students/certifiedcopy

9.2. A nominated Hub staff member will check that the student’s form and supporting documents are complete and accurate, sign the form, indicate on the form the type of place that will be granted, and provide the student with a date-stamped copy of the form.

9.3. Staff at the Hub will forward the completed form and supporting documents to Enrolments and Records for processing, and place a copy on the student file.

9.4. Nominated Hub staff will advise College Admission Managers of any fund source changes.

9.5. The relevant College Admission Manager will advise the relevant selection officers of any relevant fund source changes.

Student









Nominated Hub staff members



Hub staff



Hub staff


College Admission Manager

As soon as possible following the student’s change in visa status.


Upon receipt of the form from the student

Upon receipt of the form from the student

Upon receipt of the form from the student

Upon receipt of advice from the Hub

10. Distance education enrolment

Instruction (including key points)

Responsibility

Timeline

10.1. To enrol a student in a Higher Education or VET program where the mode of learning is external (via the internet and/or correspondence), the enrolment is entered on SAMS as follows:

  • The student is admitted and enrolled into a program with a plan ending with DE (Distance Education), in mode of attendance of External at a RMIT Australian campus: e.g., AUSCY, AUSBU
  • The student’s citizenship status is determined by their term residence, country of citizenship and visa
  • The student is enrolled in classes scheduled for distance/correspondence enrolment, with an instruction mode of DC and session code of DC, at a RMIT Australian campus: e.g., AUSCY, AUSBU

10.2. The student’s fee configuration and billing are defined by the program place offered and accepted: e.g., AFP, CSP, International onshore, offshore.

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