Applicability of student procedures

The following student procedures apply to all students of The University of Western Australia.

General—for all undergraduate students

Enrolment and re-enrolment

Enrolment—commencing students

Student Rule 5

Application for enrolment following offer of a place

Prospective students who receive an Offer of a Place must enrol and submit any associated material by the closing date for enrolment specified on the Offer Letter.

Associated material may include, but is not limited to, the following:

  • a request for Commonwealth Assistance and HECS-HELP (for Commonwealth-supported students; completed online or in hard copy)
  • original or certified documents as requested by the University
  • evidence of citizenship

Prospective students may only enrol in the course specified in the Offer Letter.

Closing date

The closing date for enrolment is specified in the Offer of a Place.

Fee for enrolment

No fee for enrolment applies. Commonwealth-supported students receive an electronic Statement of Account (eSOA) via studentConnect for the student contribution due for their course. International students enrolling for the first time are expected to have already paid online at least the first instalment of their annual tuition fee.

Students will receive

Once students have completed their online enrolment via studentConnect, they can print an enrolment statement which sets out details of the course and units for which they have enrolled.

Be aware that

Students commencing an undergraduate degree course will be allocated to an Advising Student Office for ongoing course advice after completing their initial enrolment.

Further information

Commencing undergraduate students will receive information in their Offer Letter that will guide them through the enrolment process.

Students should contact their Advising Student Office if any further advice is required regarding enrolment procedures and rules.

Failure to enrol following receipt of an offer

If an offer of a place is not accepted by the closing date specified in the Offer Letter, then the offer lapses and the offer of admission is withdrawn. The place may be reallocated to another applicant in quota-restricted courses


Re-enrolment—continuing students

Student Rules 5, 7 and 20; University Policy on: Approved Leave

Application for re-enrolment

A continuing student is required to re-enrol online if they intend to study in the next academic year.

Students may only re-enrol in the course in which they were enrolled immediately prior to re-enrolment. Undergraduate bachelor students wishing to enrol in a different course at this University should follow the procedure described in transfers.

For students enrolled in higher degrees by research administered by the Graduate Research School, re-enrolment is automatic subject to the lodgment of a satisfactory Annual Progress Report and any other milestones by the due date (consult the Graduate Research School for more details). Automatic re-enrolment can only be done for students who have no outstanding milestones or administrative encumbrances, such as outstanding debts to the University. For details of candidature and finances refer to studentConnect.

Higher degree by research students who fail to submit milestones by the due date, or who have administrative and/or financial encumbrances that prevent automatic re-enrolment are required to first address the encumbrance and/or submit the overdue milestone(s). A late fee will normally apply.

In the case of research students, if a late enrolment fee is required, this must be paid to Student Administration and proof of payment provided to the Graduate Research School. The Graduate Research School will then organise the re-enrolment. Students may be asked to show cause to the Graduate Research School why their candidature should be continued.

Procedure

Refer to the re-enrolment procedures.

Closing date

Information on closing dates for re-enrolment for students who have previously been enrolled at this University is available from Student Administration (Student Central) and the re-enrolment web page. Re-enrolment past the closing dates is subject to a late re-enrolment fee.

Fee for re-enrolment

There is no fee for re-enrolment if completed within the re-enrolment period. Students will receive an electronic Statement of Account (eSOA) via studentConnect for the student contribution due for Commonwealth-supported students or the tuition fees due for fee-paying students and for the Student Services and Amenities Fee.

Students will receive

Once students have completed their online re-enrolment via studentConnect they can print a Confirmation of Enrolment which sets out details of the course and units for which they have enrolled.

Further information

Students should contact their Advising Student Office if any further advice is required regarding enrolment procedures and rules.


Incorrect enrolment

Students must ensure that their enrolment is correct. If a student believes that their enrolment is incorrect, they must contact their Advising Student Office as soon as possible.

Authority to amend a proposed enrolment program

If a proposed enrolment does not comply with either the Undergraduate Degree Course Rules or faculty-specific rules, or otherwise contravenes a University policy, it may be altered by an authorised officer of the University. In most cases students are contacted to discuss the matter prior to the alteration being made.

Personal information

Student Rule 8

Students are obliged to provide the University with personal information including their full name, current home address and emergency contact.

Procedure

To change an address and emergency contact details visit the studentConnect page. Alternatively, advise Student Administration in writing by mail or in person at Student Administration (Student Central).

To change a name or other personal details, students must submit original documentation or a certified copy (e.g. marriage certificate, birth certificate, passport, Change of Name certificate) to Student Administration (Student Central). Students who change their names must surrender their campus card and have a new one issued.

When

The University should be notified as soon as possible following the legal change of name.

Be aware that

Students cannot change their address details by telephone or email. Failure to receive a notice because of a change of address, of which the University has not been formally notified, will not be considered a sufficient excuse for missing a deadline or an obligation.

Further information

Contact Student Administration (Student Central).

Academic timetable

The academic timetable is the document which sets out the times and places of lectures, tutorials, laboratories and any other activities. It is a student's responsibility to check this timetable. Students should consult the timetable when selecting units for enrolment to determine whether the timetabling of any chosen units is not compatible.

Credit, course structure and overloads

Credit

Student Rule 19; University Policy on: Credit transfer, advanced standing and recognition of prior learning

On the basis of units completed at UWA or another tertiary institution

Students who have studied units at UWA or another tertiary institution may be eligible for credit on the basis of those studies in a subsequent course at UWA. The credit granted is in accordance with University Policy on: Credit Transfer, advanced standing and recognition of prior learning.

Procedure

To apply for credit, students should obtain an Application for Advanced Standing form or a hard copy from Student Administration (Student Central) of their Advising Student Office , complete it and lodge it with the relevant Advising Student OfficeStudents should seek advice from their Advising Student Office regarding whether they should enrol in the unit or not enrol in anticipation of the application for credit being granted.

When

An application for Advanced Standing can be made at any point during a course, provided that it is made sufficiently in advance of the census date and the last date for addition/withdrawal of units so as to allow for the adjustment of enrolment following the faculty's decision.

Students will receive

If the application is approved, students will receive advice to their student email account once the credit has been applied to their record. If the application is declined, students will receive advice to their student email account explaining the reasons the application or part of the application was declined.

Be aware that

There are limits on the amount of credit which may be granted. These limits are set out in the University Policy on: Credit transfer, advanced standing and recognition of prior learning. The granting of general credit is possible, but does not necessarily confer exemption from prerequisites.

Further information

Contact the appropriate Advising Student Office.


Course structure

Student Rule 15; University Policy on: Credit point value of units; University Policy on: Full-time and part-time enrolment and overloads

Credit points

The University assigns a credit point value to each unit of study. This is normally six points representing 150 hours of student workload, including contact hours, personal study and examinations but there are some exceptions to this rule. Credit points reflect a common measure of load in courses. The total number of credit points completed by a student assists the University to calculate course completion and satisfactory progress.

Standard annual full-time enrolment

A standard full-time load usually consists of 48 points in one calendar year (24 points each semester).

Part-time enrolment

Part-time enrolment for domestic students is enrolment in less than 36 points in one academic year (18 points in a semester).

Part-time enrolment for international students

Student visa holders should be aware that if, as a result of part-time enrolment, they require a visa extension to complete their course, a new visa can only be issued in certain limited circumstances. For more information, refer to the ESOS Act: Information for students. International students should be aware that a change from full-time to part-time enrolment may not result in a refund of international tuition fees already paid. For further information, contact the International Student Advisers or email.

Procedure

International students wishing to study on a part-time basis must discuss this with their Advising Student Office International Student Support prior to changing their enrolment or withdrawing online through studentConnect.

Be aware that

A change to part-time enrolment may not result in a refund of international tuition fees already paid.

Further information

Contact Student Support Services and Student Administration.


Overloads

Student Rule 15; University Policy on: Full-time and part-time enrolment and overload

The term overload refers to enrolment in more than the University's standard annual or semester full-time load. An overloaded course is enrolment in more than 48 points in one academic year and/or enrolment in more than 24 points in a given semester.

The term overload does not refer to enrolment in units additional to the requirements of a course. A student has no automatic right to undertake more units than are required/allowed by the rules for completion of the award. The University has a policy which governs the circumstances under which additional units may be taken. For more information students should contact the appropriate Advising Student Office.

Procedure

For students other than those in combined courses, enrolment in an overloaded course requires the approval of their Advising Student Office.

When

Students should submit an overload request at the point of enrolment or change of enrolment.

Be aware that

Students are not normally permitted to overload their enrolment.

Further information

Contact the relevant Advising Student Office.

Unit rules (prerequisites, advisable prior study, co-requisites and incompatible units of study)

Student Rule 13

Students must complete all prerequisites specified for a unit prior to enrolment in that unit (see Unit details). Co-requisites must be studied concurrently with or prior to the units for which they are listed as co-requisite. Enrolment in a unit of study is not permitted if a student has successfully completed any unit listed as incompatible with the proposed unit (see Unit details). Units specified as advisable prior study are recommended but not compulsory.

Waiver of prerequisites

A student may be permitted to enrol in a unit without having completed the specified prerequisite if the Advising Student Office is satisfied that the student has the appropriate background knowledge necessary for the unit.

Procedure

A student should first discuss the matter with the Advising Student Office and then lodge a Special Approval form to their Advising Student Office.

When

Students should apply for a waiver normally during the enrolment or re-enrolment period.

Students will receive

Students should apply for Special Approval normally during the enrolment or re-enrolment period.

Be aware that

Pre- and co-requisites are assigned to units to ensure students have the best possible chance of completing the unit successfully. If a student cannot complete pre- and/or co-requisite units it is usually advisable to re-evaluate their enrolment pattern.

University time limits for award courses

Student Rule 17; University Policy on: Time limits for courses (other than higher degree by research courses administered by the Graduate Research School)

A student enrolled in an award course must complete the course within the relevant time limit specified in the relevant policy. If they cannot do so, then they should consult their Advising Student Office.

Change of enrolment and withdrawal

Student Rules 9 and 12; University Policy on: Withdrawal from a unit

Addition of and withdrawal from units

Students may add units to their enrolment or withdraw from units within the limits of dates specified in University-wide dates.

Procedure

Refer to the Changing your enrolment guidelines on the Current Students website.

When

Students should refer to Teaching periods, census and withdrawal dates to determine final dates for addition and withdrawal of units.

Be aware that

Students are charged for units in which they remain enrolled after the census date(s). International students should note that withdrawal from a unit may not result in a refund of tuition fees already paid (contact Student Administration for further information).

Further information

Contact Student Administration (Student Central) or the relevant Advising Student Office


Addition of units after the published deadline

Normally addition of units after the published deadline is not permitted. However, a late addition may be permitted if it can be established that—

  • a student has been attending a unit for the duration of the unit.

However, in no circumstances will a student be permitted to add a unit to their enrolment after the census date for the unit.

Procedure

A Special Approval form from the unit coordinator confirming attendance in the unit for the duration of the unit must be obtained and presented at the Advising Student Office.

When

Students should seek special approval as soon as it is discovered that the unit is not part of a student's enrolment.

Fee

The fee for adding a unit after the specified deadline is $50.

Further information

Contact the relevant Advising Student Office


Approved leave

Student Rule 20; University Policy on: Approved Leave

Students who do not intend to enrol for a particular period must apply for approved leave by the relevant semester or trimester period deadline.

Procedure

Refer to the approved leave guidelines on the Current Students website.

When

As soon as the student decides that they do not wish to enrol for a semester or trimester period or, having already re-enrolled, as soon as they decide to subsequently withdraw from all units (which, to avoid academic penalty, they must do before the last day to withdraw from units without academic penalty).

Students will receive

Confirmation to their student email regarding the approval or otherwise of the leave application. Reasons will be given in the event that the requested leave is not approved.

Further information

Contact Student Administration (Student Central) or the relevant Advising Student Office. More information is available from the approved leave web page. International students are advised to contact their Advising Student Office and International Student Support to discuss visa and fee implications before lodging an application.

Concurrent enrolment in two award courses

Student Rule 16; University Policy on: Concurrent Enrolment

Students are not permitted to enrol concurrently in two award courses unless the Academic Board approves otherwise in the case of specific courses.

Procedure

Application for the concurrent course must be made through the faculty which offers that course.

When

Dates for application are set by each faculty. Students should contact the relevant Advising Student Office for more information.

Be aware that

Students in concurrent courses are expected not to exceed 48 points in a calendar year across both courses. Applications for concurrent enrolment from students in combined courses may not be approved. Students should contact their Advising Student Office for advice.

Special approval

The Student Rules have been designed for the good governance of the University and apply in most cases. However, the rules make provision in some cases for standard requirements to be varied in instances where good reasons exist.

Application for special approval

Procedure

Students seeking special approval to vary rules, where provision has been made in the rules to approve variations, should download a Special Approval form or obtain a hard copy from Student Administration (Student Central) or their Advising Student Office. Students should clearly indicate on the form for what they are seeking special approval. They should submit the form to their Allocated Advising Student Office.

When

Students should usually apply for special approval at the time of completing their enrolment, re-enrolment or change of enrolment However, an application for special approval may be made at any point during a course.

Further information

Contact the relevant Advising Student Office.

Continuing education and audit

Student Rule 11 and 19; University Policy on: Credit transfer, advanced standing and recognition of prior learning.

Although it is normally not possible for enrolled students to take units additional to the requirements of their courses, it is possible to take units via Access UWA on a fee-paying basis as an audit or continuing education student.

Audit students attend lectures only, without attending tutorials, undertaking assignments or fulfilling any practical requirements. Continuing education students attend lectures, tutorials, seminars, practical sessions etc. and undertake all forms of assessment.

Procedure

Visit the Access UWA website for more information.

Be aware that

The University may grant credit for units completed through continuing education provided that it does not exceed one-quarter of the total load of the course concerned and is in keeping with the policy on Credit Transfer, advanced standing and recognition of prior learning.

The decision to grant credit is at the discretion of the Advising Student Office.

Fees

Fees do apply for this program. Visit Access UWA for more information.

Further information

Contact Admissions on telephone 6488 2477 or via email.

Fees

Students are required to pay fees levied on them by the University by the due dates indicated on the electronic Statement of Account (eSOA) made available via studentConnect. Failure to pay fees and charges by the due date may result in the application of a late payment fee or in the cancellation of a student's enrolment.


Student contributions and fees

Consistent with provisions in the Higher Education Support Act 2003, all Commonwealth-supported students have access to four Higher Education Loan Programs (HELP). The type of loan available to eligible students depends on whether the student is Commonwealth-supported or fee-paying.

  • HECS-HELP allows eligible students in a Commonwealth-supported place to defer payment of their student contributions. Compulsory repayment of a HECS-HELP loan begins when the student's existing or future annual income exceeds a minimum threshold amount.
  • FEE-HELP is a loan to assist eligible full fee-paying students to pay their tuition fees at public and eligible private higher education providers. Lifetime limits apply to the amount a student can borrow under FEE-HELP and compulsory repayment is the same as with HECS-HELP.
  • OS-HELP is a loan to assist eligible Commonwealth-supported students to undertake some of their study overseas.
  • SA-HELP allows eligible students to pay all or part of their Student Services and Amenities Fee (SSAF) and the amount deferred will be added to your accumulated HELP debt.
Commonwealth-supported students

Commonwealth-supported students are Australian or New Zealand citizens or holders of an Australian permanent visa who have been admitted to a Commonwealth Supported award course or a Commonwealth Supported enabling course. The Commonwealth Government contributes to the cost of teaching Commonwealth-supported students. Students are also required to make a contribution towards the cost of their course, called the Student Contribution. Eligible students (Australian citizens, New Zealand special category visa holders who meet the long-term residency requirements and holders of a humanitarian visa) can pay their student contribution up front (either in full or in part) or defer this cost (either in full or in part) via a Commonwealth Government loan scheme called HECS-HELP. Those students not eligible for HECS-HELP must pay their student contribution in full by the due date stipulated by the University.

All Commonwealth-supported students, regardless of whether they defer payment or pay up front, must complete a Request for Commonwealth Assistance and HECS-HELP form which is made available to them at enrolment viaStudentConnect.

Further information

More information is available from Student Administration (Student Central).

Refer to University fees and charges for specific information about the following::

  • Commonwealth-supported places;
  • student contribution amounts for each unit offered at UWA for Commonwealth-supported students.

Domestic Postgraduate Coursework Fee-Paying

You fit into this category if the course you are studying is not your first degree, more than a third of it is coursework, it’s not a Commonwealth Supported course, and you’re an Australian or NZ citizen or hold an Australian permanent resident or permanent humanitarian visa. This category of student is charged per credit point at a rate dependent only on the course in which the student is enrolled (see Fee Calculator for the fees charged). Eligible student Can use FEE-HELP.


International student fees

An international student is any student who is not an Australian or New Zealand citizen or the holder of a permanent visa. Such students must pay international student fees. The Commonwealth Government does not make a contribution to the cost of education for international students. All international students at UWA, including Study Abroad students and Temporary Residence visa holders, are required to pay tuition fees for their programs of study. Tuition fees are subject to an annual increase of no more than 7.5 per cent.

Procedure

Upon first enrolment students are expected to have already paid the first semester instalment of their annual fee. Re-enrolling students receive an electronic statement of account (eSOA) via studentConnect on a per teaching period basis by the University. Refer to tuition fees for information on payment methods.

When

The fees for each teaching period must be paid in full by the first day of the teaching period and no later than the relevant teaching period census date in the year of enrolment. Refer to University-wide dates for details.

Fees

Contact Student Administration or visit the international fees website for information.

Be aware that

If a student withdraws from a unit or course the University's policy on the refund of international student fees will apply.

A late fee will apply if tuition fees are not paid by the census date.

Refund of international student fees

Refer to the University's policy on the refund of tuition fees for international students.

Further information

Contact Student Administration or refer to undergraduate fees website for more information.


Student Services and Amenities Fee

Statute No. 20

The UWA Student Services and Amenities Fee (SSAF) is a compulsory charge approved by the University's Senate and levied on students enrolling at UWA. Income generated by the fee is spent on developing and providing a range of recreational, sporting and educational facilities together with social, education and representation activities and services for the direct benefit of all students at UWA.

Procedure

Students receive an electronic statement of account(eSOA) via studentConnect. Full details on how to make payment are included on the invoice and the UWA Student Services and Amenities Fee web page.

When

Electronic statement of account (eSOA) is issued online via studentConnect on a semester or trimester basis and must ensure the fees are paid by the relevant due date published on the eSOA.

Fees

The level of the fee is set each year by the University Senate. The fee has an annual maximum level for students who enrol in semester one and semester two (or equivalent).

Be aware that

Non-payment of the invoiced amount will be recorded as a debt (encumbrance) to the University and students will be unable to view their result on studentConnect, obtain any academic documentation, re-enrol or graduate until their debt has been paid in full.


Incidental fees and charges

The University has endorsed the principle that Commonwealth-supported students must be able to complete their chosen award without facing course-related charges imposed by their institutions and from this has formulated a comprehensive University Policy on: Incidental Student Fees and Charges which sets out the circumstances and instances in which fees can be charged that are additional to the tuition fee. Further information is also available from incidental fees and charges.


Charges for student administrative services

Charges for some services from Student Administration and Student Support Services may also be levied. For a full list of student administrative services and charges (including charges for replacement of documents) refer to University fees and charges.

Assessment and examination

Assessment

Student Rules: Part 4, Divisions 1 and 2 inclusive; University Policy on: Academic progress (other than in courses administered by the Graduate Research School), University Policy on: Assessment.

To fulfil the requirements of a unit a student is required to meet their faculty's requirements with respect to attending the prescribed lectures, tutorials and other sessions and to sitting examinations, to perform satisfactorily the prescribed work and to obtain an overall passing grade.


Final results (release of, not available or incorrect)

Many units have a number of components (e.g. essays, mid-unit and final examinations) which are assessed at different stages of the year (or semester). The final unit result or the grade that a student receives once the unit has finished is made up of the results from these components. More information on how a final result is derived from the individual components is found under the heading 'Assessment' below.

Final results for units taken in undergraduate bachelor and honours degree courses are usually released in July for Semester One units and December for Semester Two units. Final results for students who have taken deferred or supplementary examinations are usually released in August for Semester One unit and in February for Semester Two units.

If a final result for a unit is unavailable it is reported as 'not available' (NA). Every effort to obtain the result is made for release.


Advice of results

Students who do not have a current debt with the University are informed via email when their results are available via studentConnect.


Grades and marks

The following classifications are used for final results:

Grades Marks
Higher Distinction (HD) 80-100
Distinction (D) 70-79
Credit Pass (CR) 60-69
Pass (P) 50-59
Ungraded Pass (UP)
Fail (N+) 45-49
Fail (N) 0-44
Ungraded Fail (UF)
Failed Component (FC)

Assessment

Academic assessment in a unit is a judgement made by an appropriately qualified person or persons of the worth of a piece of work submitted. Assessment of undergraduate students' academic work is normally made by the academic staff of the school which offers the unit.

The assessment is made relative to established standards and to the assessment of the work of other students (both current and former) in the unit and in the context of the assessor's experience, often gained over many years, of the standards appropriate at the level at which a student is enrolled.

Policy on assessment

The University has a policy, and an overarching set of principles and supporting guidance documents, on academic assessment which are for staff and students. Students must take the time to read them carefully and to note in particular the responsibilities of students.

Assessment Mechanism Statement

An Assessment Mechanism Statement provides the details of the way in which the final result for the unit is arrived at. The Statement must be issued at least one working day prior to the commencement of the semester or relevant teaching period in which the unit is offered. Students should ask for a copy at the appropriate school office if they have not received one.

Students wishing to discuss the Statement for any unit in which they are enrolled are encouraged to make an appointment to see the unit coordinator concerned.

Understanding assessment and obtaining feedback

In many cases the initial mark awarded by the assessors is the one eventually awarded to the student. However, there are other factors which may change the assessor's initial mark. These include scaling, deduction of marks for late work or having a second marker consider the work.

It is very important that a student's assessors explain how the assessment of their work was arrived at, as this is part of a student's learning experience at the University. This explanation might be through written feedback or by talking with the unit coordinator.

See University Policy on Assessment

Honours award

The University Policy on: Honours Award specifies the form of honours courses, admission requirements, structure of honours courses, research training, supervision, benchmarking, and the assessment and adjudication process for honours dissertation grades.

Reviews and appeals against assessment outcome

Student Rules: Part 6; Review and Appeal of Academic Decisions Relating to Students

If a student believes that the initial assessment outcome given for any piece of work which contributes to the final grade/mark in the unit or course does not fairly represent the worth of the piece of work they may formally request a review, and appeal in accordance with the policy if they are dissatisfied with the outcome of that review, against the assessment.

Procedure

Students will need to follow the relevant procedure as set out on the governance website.

When

Submission of a review and/or appeal must be in accordance with the University policy on: Review and Appeal of Academic Decisions Relating to Students.

Further information

Contact the relevant Advising Student Office.

Assessment difficulties

If a student experiences difficulties with study at University and they do not take early action to address those difficulties, this may have an impact on later assessment.

Procedure

Students should contact their Advising Student Office for guidance as quickly as possible if they experience problems of this kind so that, where possible, action can be taken to remedy the situation.


Examinations

Student Rules: Part 4, Divisions 1 and 2 inclusive; University Policy on: Academic Progress (other than courses administered by the Graduate Research School); University Policy on Assessment.

Formal University examinations are held in the examination periods following each semester.

When

All examinations are held on the University campus and are generally scheduled, Monday to Saturday inclusive. Dates of official examination periods are included in University-wide dates and on the exams, assessments and results web page.

A student should be aware that faculties may permit schools to hold examinations outside the official examination periods.

Be aware that

Students must sit an examination for a unit in a venue on the campus on which the unit was taught unless the Advising Student Office permits otherwise in recognition of extreme mitigating circumstances.

Examination rules

Examinations are governed by the University's Exam rules available on the Current Students website.

Examination timetable

The University is required to produce an examination timetable which contains the dates, times and places for examinations, deferred and supplementary examinations. Students may access their personal timetable via studentConnect.

Be aware that

No information about examination times will be given over the telephone by Student Administration, Schools or faculties.

Alternative arrangements for central examinations

Special arrangements may be made for students requiring alternative arrangements for examinations on grounds of health or disability.

Procedure

A student must register with the UniAccess officer(s) (Student Support Services) to discuss the arrangements.

Further information

Refer to University Policy on: Assessment and website on alternative exam arrangements.

Deferred examinations

Student Rule 33, University Policy on: Deferred examinations; University Policy on: Special Consideration

In special circumstances a student who is unable to sit formal examinations through illness or for other exceptional reasons may be granted a deferred examination. A candidate for a deferred examination in a unit must sit the examination in a venue on the campus on which the initial examination was scheduled to take place, unless the Advising Student Office authorises otherwise in recognition of extreme mitigating circumstances.

Procedure

Students wishing to apply for a deferred examination in terms of Student Rule 33 must—

  • complete an application form for Special Consideration, available from Student Administration (Student Central), faculty student offices or student administration forms;
  • submit the application form plus attachments to the relevant Advising Student Office.
When

As soon as it becomes evident that a deferred examination is required, and no later than three University working days after the date of the relevant scheduled examination or the date that the relevant work for which assessment was due.

Further information

Contact the relevant Advising Student Office.


Supplementary assessment

University Policy on: Assessment

Students who obtain a mark of 45 to 49 inclusive in an undergraduate unit may be provided with an opportunity for supplementary assessment in that unit, if they are currently enrolled in the unit and it is the only remaining unit that the student must pass in order to complete their course. Other opportunities for supplementary assessment may be available. A faculty may provide additional opportunities for supplementary assessment in an undergraduate unit if the unit is being taught for the last time and no unit with similar content will be available in the next academic year. The Assessment Mechanism Statement for a unit will indicate whether or not supplementary assessment is available.

Special consideration

University Policy on: Special Consideration

If examination preparation or performance in an examination is seriously affected by illness or other significant circumstances, a student may apply to the Advising Student Office for Special Consideration.

Procedure

The student must complete an Application for Special Consideration form and submit it to the appropriate Advising Student Office, either via askUWA or in person. A medical certificate or written statement explaining the circumstances must be provided.

When

It is important that the Advising Student Office is made aware as soon as possible if a student has serious medical condition or other problems which are affecting performance. The student should make an appointment to see the sub-dean, associate dean, student adviser or senior faculty administrative officer at an early stage. This helps to ensure that the student is given special consideration if it is warranted.

Satisfactory progress, unsatisfactory progress and progress status

Student Rules 34 to 40 inclusive; University Policy on: Academic progress (other than in courses administered by the Graduate Research School)


Satisfactory progress

Satisfactory progress is defined as passing units with a point value of at least 50 per cent of the total points value of units in which the student is enrolled (excluding units withdrawn without penalty) plus any approved requirements set out in the rules for a specific course. A student who has not made satisfactory progress in the course may not re-enrol unless permission is granted by the relevant faculty or board.

Requirements for satisfactory progress are stated in the rules for the relevant course.

A student who does not make satisfactory progress has 'unsatisfactory progress' recorded on their academic record.


Progress status

The progress status to be allocated in particular circumstances is set out in the rules for an individual course. The categories of progress status used are set out below—

Good Standing: This status is allocated to students who have made satisfactory progress.

On Probation: Students may re-enrol in the course subject to conditions to be determined by the relevant faculty or board. Students applying to re-enrol following allocation of a status of 'on probation' may be required to see their Advising Student Office.

Suspended: Students may not re-enrol in the course for 12 months.

Excluded: Students are excluded from further study in the course.

Be aware that

Students may request a review against the award of a progress status if they believe that it has been incorrectly applied under the relevant rules.

A student who has been assigned with the status of 'On Probation', 'Suspended' or 'Excluded' may request a review in accordance with the University Policy on: Review and Appeal of Academic Decisions.

Students who have been excluded and who later believe their circumstances have changed and who wish to return to their studies must apply for admission.


Decisions on progress status

Normally the allocation of progress status is automatic, based on the rules governing progress status in the course concerned. The allocation of progress status is then ratified by the relevant Board of Examiners. However, in some cases the Board of Examiners may make special decisions on progress status within relevant policy.

Options after unsatisfactory progress in a combined course

A student who has made unsatisfactory progress in a combined course has the option to apply for a place in a single degree course.

Procedure

A student must submit a letter to the relevant Advising Student Office outlining their request, with a copy to the other Advising Student Office involved in the combined course.

Further information

Contact the relevant Advising Student Office.

Transfers and cross-institutional enrolment

Transfers

University Policy on: Transferring between undergraduate degree courses

Students enrolled in an undergraduate degree course at this University may apply to transfer to another undergraduate degree course at this University.


Cross-institutional enrolment

Student Rule 11; University Policy on: Cross-institutional enrolment for students undertaking an award course at another institution in Australia

Students may be permitted to undertake studies on a cross-institutional basis at another post-secondary institution (host institution) for credit to their degree course at this University (home institution).

Procedure

In the first instance, approval must be obtained from the appropriate Advising Student Office and then from the institution at which students seek to enrol. To access the policy students should refer to University Policy on: Cross-institutional enrolment for students undertaking an award course at another institution in Australia and download a Cross-institutional Enrolment Approval form for UWA students or obtain a hard copy from Student Administration (Student Central) or their Advising Student Office.

When

The closing date for applications is specified on the Current Students website. Students should allow ample time for the administrative processes of both UWA and the host institution to be completed.

Be aware that

Normally applications for cross-institutional enrolment at other universities in Western Australia are only approved in cases where an equivalent unit is not available at this University.

Applications submitted after the advertised closing date may be subject to a late fee.

Further information

Contact the Advising Student Office.

Student exchange and study abroad

Students can apply to study at an institution overseas with a view to having the units studied credited to a degree from this University.

Procedure

Students are recommended to discuss the matter with their Advising Student Office. If approved, students should then submit an application online via Global Studio with the Global Learning Office.

When

Application dates can be found on the Student Exchange page on the Current Students website.

Be aware that

Students need to seek the approval of their Advising Student Office to ensure that the units taken are equivalent to units from the UWA course.

Further information

Contact Global Learning Office, (Student Central) or visit the student exchange web page.

Course completion and graduation

Student Rule 42

Students should refer to the relevant course for details of units to be taken in order to fulfil the requirements of a course.

Refer to the graduation web page for comprehensive information regarding application for graduation and graduation ceremonies.

General—for all postgraduate students

These procedures are in addition to those already covered in earlier sections of this webpage.

University time limits for courses

Fees and funding

Research—Domestic Students—Research Training Program (RTP)

The Research Training Program (RTP) is a performance-based funding scheme administered by the Commonwealth Government. The RTP provides Fees Offset Scholarships to domestic students undertaking doctorates and master's by research. Students approved for Fees Offset Scholarships are normally entitled to up to four years full-time equivalent for a doctorate by research and two years full-time equivalent study for a master's by research.

Students who exhaust their funding entitlement and continue their enrolment will be deemed to be fee-paying students. The fee level to be imposed will be at the discretion of the institution. At this stage the University has agreed that no fees will be charged to any Australian citizen or permanent resident (or New Zealand citizen) admitted to or currently enrolled at UWA for a higher degree by research.

Institutions may also provide research training on a fee-paying basis to students not provided with a place funded by the RTP. The fee level to be imposed will be at the discretion of the institution. Assessment for eligibility of an RTS place and allocation takes place automatically. There is no need for students to apply separately for consideration for an RTP fees offset scholarship.

Be aware that

The RTP place will be withdrawn and candidature terminated if students?

  • cease to be enrolled students without requesting a period of approved leave (suspension of candidature);
  • do not resume study at the conclusion of a period of approved leave or do not make arrangements to extend that period of approved leave;
  • do not maintain satisfactory progress.
Further information

Students should refer to the web page for details.

All courses—International students

Re-enrolment—continuing students

Student Rules 5, 7 and 20; University Policy on: Approved Leave.

Re-enrolment

All continuing students must enrol each year until all examinable components of their course have been completed, except those research students for whom re-enrolment is automatic or unless the Graduate Research School or relevant faculty has approved a written application for suspension of candidature.

For students enrolled in higher degrees by research administered by the Graduate Research School, re-enrolment is automatic subject to the lodgment of a satisfactory Annual Progress Report and any other milestones by the due date (consult the Graduate Research School for more details). Automatic re-enrolment can only be done for students who have no outstanding milestones or administrative encumbrances, such as outstanding debts to the University. For details of candidature and finances refer to studentConnect.

Higher degree by research students who fail to submit milestones by the due date, or who have administrative and/or financial encumbrances that prevent automatic re-enrolment are required to first address the encumbrance and/or submit the overdue milestone(s). A late fee will normally apply.

In the case of research students, if a late enrolment fee is required, this must be paid to Student Administration and proof of payment provided to the Graduate Research School. The Graduate Research School will then organise the re-enrolment. Students may be asked to show cause to the Graduate Research School why their candidature should be continued.

Procedure

Students should refer to the general re-enrolment procedures for details.

Re-enrolment procedures specific to postgraduate research students can be obtained by contacting the Graduate Research School.

Closing date

Information on closing dates for re-enrolment for students who have previously been enrolled at this University is available from Student Administration (Student Central) and the re-enrolment web page. Re-enrolment past the closing dates is subject to a late enrolment fee.

Research students will be automatically re-enrolled each December unless they have an outstanding candidature milestone or an encumbrance. This can be checked via studentConnect.

Fee for re-enrolment

There is no fee for re-enrolment. However, students are subsequently invoiced online through an electronic Statement of Account (eSOA) via studentConnect, if applicable, for their tuition fee or student contribution amount and for the Student Services and Amenities Fee.

Further information

Students should contact Student Administration (Student Central) or the Graduate Research School for advice regarding re-enrolment procedures and rules.

Complete withdrawal from course

Student Rule 21; University Policy on: Withdrawal from a unit

Students who withdraw more than once from all units in which they are enrolled may not permitted to re-enrol in any course of the University without the special approval of the faculty concerned. Students in higher degrees by research must advise the Graduate Research School.

Procedure

Students (other than higher degree by research students) should complete the online Application for Discontinuation from their Course via studentConnect in accordance with the instructions on the online form.

Higher degree by research students can contact the Graduate Research School for assistance with this process or use the appropriate online form, available via studentConnect.

The Graduate Research School will lodge the withdrawal on the student's behalf for students in higher degrees by research. Students do not need to have approval to withdraw from their studies, but are required to advise the school of their intention to withdraw. Scholarship holders must advise the Graduate Research School immediately of their intention to withdraw.

When

Students in higher degrees by research may withdraw from a higher degree by research program at any time.

Students should refer to University-wide dates or withdrawing from enrolment to determine the effects of the date of withdrawal

Be aware that

A student may not automatically be permitted to enrol again at the same level or in the same field of study at UWA, once the withdrawal process has taken effect, without approval from the relevant faculty and/or the Graduate Research School (see 'Approved leave' above).

Students who are Australian citizens or permanent residents intending to withdraw should be aware that withdrawal from a higher degree by research program prior to completion may affect future eligibility for Commonwealth funding for a higher degree by research program.

International students must contact the International Student Advisor to discuss the implications of total withdrawal.

Further information

Contact Student Administration (Student Central), the relevant faculty office or the Graduate Research School.

Higher Degree by Research Only

These procedures refer to courses administered by the Graduate Research School. For Higher Degree by Research courses administered by faculties, students should follow the General Student Procedures or contact the relevant Advising Student Office.

These procedures should be read in conjunction with the General Student Procedures and the relevant course rules and Policies and Guidelines in this Handbook, the University Policy on the Australian Government Research Training Program Scholarship and the University Policy on Graduate Research Training.

Enrolment — commencing students

Procedure

Prospective students will have received from the Graduate Research School either an offer of candidature or an offer of scholarship and candidature, which is the formal Authority to Enrol. Applicants should take this offer letter and any supporting documentation specified in the offer letter (e.g. original academic records, proof of ID and residency) to the Graduate Research School (Hackett Hall) by the closing date specified on the offer letter. Students who have been approved to commence as external students should contact the Graduate Research School for advice about how to enroll. Prospective students may only enrol in the course specified in the offer letter.

After enrolling, every student must obtain a campus card.

Fee for enrolment

No fee for enrolment applies. International students enrolling for the first time are expected to have already paid at least the first instalment of their annual tuition fee. More information is available from Student Administration (Student Central).

Students will receive

Students are issued a letter acknowledging confirmation of enrolment. Confirmation of enrolment takes place once any outstanding items (such as original academic records, evidence of English competency, advice of previous funding arrangements, etc.) have been provided. In the letter advising that enrolment has been confirmed students are advised of the time limit for submission of their thesis, the due date of their research proposal and the names of their supervisors.

Be aware that

By lodging an enrolment form students are acknowledging that they have read and understood the material in this handbook and are agreeing to abide by the terms and conditions of their higher degree by research candidature.

Further information

Contact the Graduate Research School or Student Administration (Student Central) as appropriate.


Failure to enrol following receipt of an offer of candidature or scholarship

If an offer of a place is not accepted by the closing date specified in the offer letter the offer lapses and the offer of admission is withdrawn. The place may be re-allocated to another applicant.

Variation in terms of candidature

Enrolment type

Enrolment type is the term used to describe the basis on which a student is enrolled in a higher degree by research program. For example, students may be enrolled full- or part-time or on an external or internal basis. Unless otherwise approved, students are enrolled as full-time internal students. Higher degree by research students may apply to change enrolment type during candidature.

Procedure

Students must submit an application, with the Coordinating Supervisor and Graduate Research Coordinator's endorsement, to the Graduate Research School for approval using the appropriate on-line form, available via studentConnect.

Be aware that

Various conditions are attached to each enrolment type. Specific conditions and restrictions on changes to enrolment type apply to students who hold scholarships or awards.

Further information

International students should consult the International Students Advisor at Student Central for advice on implications for visas and fees.

Scholarship holders should check the conditions of their scholarship or contact a Scholarships Officer.


External enrolment

In certain circumstances the Graduate Research School may approve a student commencing a higher degree by research program or changing part-way through candidature to an external enrolment type. There are certain conditions attached to external enrolment, as set out below:

  • students are normally enrolled on a part-time basis but may, in certain circumstances, be full-time;
  • students must be based outside the Perth metropolitan area;
  • students must spend a certain period of time within the school at this University, preferably during semester time, during the course of an enrolment. This period is 13 weeks for PhD students and 10 weeks for master's degree by research students;
  • students must have a coordinating supervisor who is based at this University and a second supervisor who is based at the 'external' place of work or residency, unless this requirement has been waived by the Graduate Research School;
  • the Graduate Research Coordinator must certify that appropriate facilities and resources are available to a student externally;
  • the coordinating supervisor must be willing and able to provide a student with remote supervision and the Graduate Research Coordinator must provide the Graduate Research School with an appropriate supervision plan.
Procedure

Students must discuss the proposed arrangements with their supervisors and Graduate Research Coordinator and apply to the Graduate Research School using the appropriate on-line form, available via studentConnect.

Be aware that

If a student wishes to commence as an external enrollee this must be highlighted in the application for candidature.

Further information

Contact the Graduate Research School.


Change of school

Circumstances may arise which make it necessary or desirable for a student to change schools. These circumstances can include staff changes or issues with access to specialised equipment.

Procedure

Students must discuss the proposed change with their supervisors and Graduate Research Coordinators (both current and intended) and apply to the Graduate Research School using the appropriate online form, available via studentConnect.

Be aware that

All requests to change school must be endorsed by both Coordinating Supervisors and Graduate Research Coordinators prior to a form being submitted to the Graduate Research School.

Further information

Contact the Graduate Research School.


Joint school enrolment

Students may be enrolled jointly in two schools. Such a student will 'belong' to both schools and will have both recorded on an academic record. Both Coordinating Supervisors will be jointly responsible for the student's progress, therefore all applications to vary candidature, and all other milestone forms, must be approved by both Coordinating Supervisors and both Graduate Research Coordinators.

Procedure

Students must discuss the proposed change with their supervisors and Graduate Research Coordinators (both current and intended) and apply to the Graduate Research School using the appropriate online form, available via studentConnect.

Further information

Contact the Graduate Research School .

Scholarship holders should refer to the conditions of their award, consult the scholarships search page or contact the Manager, Scholarships Office.


Change of supervision arrangements

Students must have at least two UWA supervisors, of whom at least one must have a staff appointment. The other may have adjunct or emeritus status. The coordinating supervisor is an academic staff member of the University from the student's 'home' school (unless the Graduate Research School has approved otherwise). Additional supervisors may be from another school or external to the University, according to academic requirements. Students may apply at any time to the Graduate Research School to change or add supervisors.

Procedure

Students must discuss the proposed change with their supervisors and Graduate Research Coordinators and apply to the Graduate Research School using the appropriate on-line form, available via studentConnect.

Be aware that

An application to include a supervisor from another school is not an application for joint enrolment.

Further information

Contact the Graduate Research School.


Enrolment in coursework units

A student may be permitted to enrol in up to 24 points of specified coursework units as part of a higher degree by research if the Graduate Research School considers the specified coursework units to be necessary for successful completion of the higher degree by research program. Any requests to add coursework units to an enrolment must be supported by the Coordinating Supervisor and the Graduate Research Coordinator.

Procedure

Students must discuss the proposed change with their supervisors and apply to the Graduate Research School using the appropriate online form, available via studentConnect.

Be aware that

If more than 24 points of coursework are considered by a school to be necessary for satisfactory completion of a higher degree by research program the Graduate Research School requires that these units be completed as part of an approved preliminary program or via continuing education before enrolment in a higher degree by research program.

Further information

Contact the Graduate Research School.


Concurrent enrolment in a diploma, graduate diploma or coursework program for PhD students

A student may, with the approval of the Graduate Research School and the appropriate faculty, enrol concurrently in a diploma, graduate diploma or coursework program at UWA subject to certain conditions, as follows:

  • the concurrent program must not be one for which Commonwealth funding is allocated;
  • a student enrolled in a concurrent program who wishes to continue with the PhD program may be required to withdraw or otherwise suspend enrolment in the concurrent program if satisfactory progress is not being made in the PhD program;
  • a student may not enrol on a concurrent basis in the year in which a thesis will be submitted;
  • applications for suspension or extension of candidature will not normally be approved for reasons connected with concurrent enrolment.
Procedure

Students must discuss the proposed change with their supervisors and Graduate Research Coordinator and the appropriate Advising Student Office and apply to the Graduate Research School using the appropriate online form, available via studentConnect.

Be aware that

A student may not be enrolled concurrently in a course leading to a formal qualification at another institution.


Upgrade from a master's degree to a PhD

Students who have completed outstanding work during their master's degree by research program at UWA and have not yet been awarded the degree may be considered for an upgrade to PhD candidature. This usually takes place during the first year of candidature. The period of candidature in the master's program will be deducted from the maximum time limit for completion of the PhD.

Procedure

Students must discuss the proposed change with their supervisors and Graduate Research Coordinator and submit to the Graduate Research School an application to upgrade accompanied by details of the proposed research following the UWA Guidelines for Preparing Research Proposals/Details of Proposed Research (refer to the Graduate Research School).

Students will receive

Students will be advised of the outcome in writing.

Be aware that

Upgrades normally take at least four to five weeks. Upgrades can be approved from Master's by Research (only) for which the course rules specify that upgrades can be approved. Upgrades will not be approved from Master's by thesis and coursework.

Further information

Contact the Graduate Research School.


Leave of candidature

Maternity leave

The Graduate Research School may grant up to one year's leave for pregnancy and childbirth during candidature in addition to the one-year suspension allowable during the term of candidature. Leave of up to one year may also be approved for any subsequent pregnancies. Applications for maternity leave must be endorsed by the Coordinating Supervisor and Graduate Research Coordinator.

Procedure

Students must discuss the proposed leave with their supervisors and apply to the Graduate Research School using the appropriate online form, available via studentConnect.

Be aware that

Students on maternity leave are still required to lodge an Annual Progress Report. Some scholarship rules permit up to 12 weeks of paid maternity leave for scholarship holders and unpaid leave beyond this as required, up to a maximum of 12 months per child. Note that paid leave is not normally available to scholarship holders in the first year of candidature.

Further information

Scholarship holders should refer to the conditions of their award or contact the Graduate Research School.

International students should consult the International Students Advisor at Student Central for advice on implications for visas and fees.

Parental leave

A student who is the primary carer of a child or children may apply for up to of 12 months' parental or maternity leave during the course of their candidature. Parental leave will result in a formal suspension of candidature. All requests for parental leave must be endorsed by the Coordinating Supervisor and Graduate Research Coordinator.

Procedure

Students must discuss the proposed leave with their supervisors and apply to the Graduate Research School using the appropriate online form, available via studentConnect.

Be aware that

There is no provision for paid parental leave. Students on parental leave are still required to lodge an Annual Progress Report and keep the University advised of current contact details at all times. Students who take parental leave are normally not eligible for maternity leave.

Further information

Contact the Graduate Research School .

International students should consult the International Students Advisor at Student Central for advice on implications for visas and fees.


Extension of candidature

The Graduate Research School may approve a student's re-enrolment beyond the maximum time limit for candidature. All requests for extension of candidature must be supported by the Coordinating Supervisor and Graduate Research Coordinator.

Procedure

Students must discuss the proposed extension with their supervisors and Graduate Research Coordinator and apply to the Graduate Research School using the appropriate form, available from Postgraduate forms. The form must be accompanied by a detailed plan for completion.

Be aware that

Application for extension of a scholarship is a separate matter from extension of candidature, but both can be applied for via the same form.

Further information

Scholarship holders should refer to the conditions of their award or contact the Graduate Research School.

International students should consult the International Students Advisor at Student Central for advice on implications for visas and fees.


Suspension of candidature/approved leave

Students are expected to pursue their higher degree by research programs without interruption. However, it is acknowledged that personal or unforeseen difficulties may arise during the course of candidature which may disrupt consistent work on a thesis or other work. In this case students may apply to suspend their candidature. All requests for suspension must be supported by the Coordinating Supervisor and Graduate Research Coordinator.

Procedure

Students must discuss the proposed suspension with their supervisors and apply to the Graduate Research School using the appropriate online form, available via studentConnect.

Length of suspension

Students may not suspend their enrolment for more than a total of 12 months through the duration of their candidature. In exceptional circumstances the Graduate Research School may approve an extension of this period. Any period of suspension will be excluded from the maximum period of enrolment. Students remain enrolled during a period of suspension but have a 'discontinued' status.

Be aware that

For scholarship holders, application on this form will also act as approval for any changes to their scholarship.

During their period of suspension, individuals are still students of the University. Accordingly, they are still required to submit Annual Progress Reports and other administrative items and have the responsibilities, rights and privileges of a student. Library access is available. However, while on suspension students are not covered by University insurance for student-related activities.

Further information

Scholarship holders should consult the conditions of their award or contact a Scholarships Officer at the Graduate Research School for more information. International students should consult the International Students Advisor at Student Central for advice on implications for visas and fees.

Graduate research scholarships

For information on the range of postgraduate research scholarships offered by the University visit the scholarships search page.

Travel funding

Refer to travel funding for information on the travel award scheme offered by the University and other travel funding opportunities.

Appeals and grievances

Appeals against academic assessment

The Board of the Graduate Research School, acting under delegated authority from the Academic Board, makes decisions on satisfactory progress and final results in higher degrees by research at The University of Western Australia. In making decisions on higher degree by research final results the Board of the Graduate Research School will have regard to the recommendations of examiners, and in all assessments of progress, to the recommendation of the supervisor(s) and appropriate Graduate Research Coordinator. In some cases the Board of the Graduate Research School may engage an external assessor(s) to review examiners' reports.

Decisions on the award of a progress status (which may lead to exclusion from a course following a determination of unsatisfactory progress) are made by the Board of the Graduate Research School on the recommendation of the supervisor(s) and Graduate Research Coordinator .

Decisions of the Board of the Graduate Research School in any of these cases cannot be overturned on the authority of any other individual or committee. However, the Dean of the Graduate Research School or the Higher Degrees by Research Appeals Committee may, respectively, request or require the Board of the Graduate Research School to take appropriate steps to reconsider any decision if they have any reason to doubt that the decision was arrived at by a fair process.


Appeals against the award of scholarships

Decisions on the continuation of scholarships controlled or administered by the University are made by the Scholarships Committee acting under authority delegated by the Academic Council. In cases where the University administers scholarships funded by another body, it is bound to operate within any rules laid down by that body.

Decisions on the continuation of ad hoc scholarships for which the donor body has established its own conditions for continuation cannot be handled under this Appeals procedure. Advice relating to a decision to terminate such scholarships should be sought initially from the Manager, Graduate Research Scholarships.

Decisions of the Scholarships Committee cannot be overturned on the authority of any other individual or committee. However, the Chair of the Board of the Graduate Research School, the Board of the Graduate Research School or the Higher Degrees by Research Appeals Committee may request or require the committee to take appropriate steps to reconsider any decision if they have any reason to doubt that the decision was arrived at by a fair process. Refer to the appeals procedure for research higher degree by thesis.