Student Administration
Student Responsibility
It is the responsibility of each student to ensure that s/he is correctly enrolled and complies with all University policies and procedures relating to enrolment and changes to enrolment. It is each student's responsibility to read official University notices on the University noticeboards, notices sent to the student's nominated Correspondence address held by Student Administration, or information sent electronically via their University email account.
All students are responsible for ensuring that Student Administration has their current address. The University does not accept responsibility if official communication fails to reach a student who has not notified Student Administration of a change of address.
Student Administration collects home and correspondence addresses at the time of enrolment. Students nominate either address as their correspondence address. Any information that is sent will be sent to the nominated correspondence address (including during lecture breaks).
Confidentiality
The University maintains a policy of prohibiting the release of information about students to third parties, unless written authorisation is provided by the student concerned. Certain information requested by government departments in relation to higher education loan programmes, allocation of Commonwealth higher Education Student Support Number (CHESSN), Youth Allowance and immigration are not included in this policy.
Enrolment Procedures
New Students
New undergraduate students applying through the VTAC system are given enrolment details at the time a course offer is made.
New students who receive an offer through the Direct Entry system will be mailed the enrolment details.
Continuing Students
A continuing student is defined as a student who is returning to the same course in consecutive years, or after a period of approved leave from that course.
Continuing students re-enrol either by completing a Continuing Enrolment form prior to the end of Teaching Period 3, or by completing and returning their enrolment form by a specified date. Some courses mail Continuing Enrolment forms to students at the end of the year and request that they be returned by a specified date.
All students are advised, prior to the end of the academic year, which procedure applies to each course. Failure to submit your continuing enrolment form by a specified date will attract a late fee.
Continuing students are sent a fee invoice prior to the commencement of Teaching Period 1 in each year.
Students who do not complete the continuing enrolment process and allow their enrolment to lapse will have to apply for re-entry into the course. A course offer is not guaranteed.
Postgraduate Program Information
Information relating to higher degree candidature and postgraduate scholarships can be obtained from the Office of Research on (03) 5327 9608.
Graduate Diploma and Masters by Coursework
A Direct Application - Postgraduate form is available from Student Recruitment. Please note: Applicants for the Graduate Diploma of Education (Secondary) must apply through the Victorian Tertiary Admissions Centre (VTAC).
Masters by Research and Doctor of Philosophy
Enquiries should be directed to the Research, Higher Degree & Ethics Coordinator in the relevant School, or to the Office of Research. Applications on the appropriate forms should be directed to the Office of Research, University of Ballarat.
International Students
Commencing international students are advised by the International Office of the dates and requirements for enrolment.
Continuing international students are required to complete a Continuing Enrolment form and have their enrolment finalised prior to the end of Teaching Period 3.
Off-campus Students
Students are advised by their Head of School, or the off-campus institution at which they are studying, of enrolment dates and arrangements for ID cards, Commonwealth Supported Students booklets and other student administration matters. Off-campus students are welcome to telephone the University of Ballarat, Student Administration for further information about any aspect of their enrolment or study program.
Non-Award Enrolment
Enrolment forms for Non-Award enrolment are available from Student Administration.
A Non-Award enrolment applies to a prospective student who seeks to enrol for one or more units within an academic year for professional development or personal interest (i.e. is not undertaking an award or completing a whole course).
Undertaking Non-Award units does not guarantee a student a course place for any future academic years. Non-Award students must apply for an award course place through the normal processes (details available from Student Administration).
Students undertaking Non-Award units do not receive continuing enrolment material; a new Non-Award enrolment form must be obtained from Student Administration and lodged by the respective semester date of 31 March (Teaching Period 1 units) and 31 August (Teaching Period 3 units).
It is the student's responsibility to contact the relevant School office regarding the day/time the units will be offered.
Enrolment Notice
For each teaching period in which a student is enrolled, Student Administration issues a Commonwealth Assessment Notice (CAN).
This notice is issued no later than 28 days after the census date of the relevant Teaching Period. The notice lists all course and unit details as at the census date for that teaching period.
Students have approximately two weeks after dispatch of the CAN to contact Student Administration (in writing) to request a correction of the notice.
Variations to Enrolment
An Enrolment Amendment form is to be used by a student who wishes to amend his/her enrolment (by adding or deleting units), but who remains enrolled for studies during the current academic year.
Please note that the date on which an Enrolment Amendment form is lodged at Student Administration is the date when the amendment to enrolment takes effect. Students should therefore ensure that forms are lodged before any relevant cut-off dates. Unit additions are not possible after the relevant cut-off dates. Refer to the 2005 Academic Calendar; 2006 Academic Calendar & 2005 Important Dates; 2006 Important Dates.
Leave from Studies
Enrolled students may apply for leave from studies (generally up to one year) by completing the Application For Leave From Studies form, which is also available from Student Administration. The application must be approved by the relevant authority. Students must comply with the requirements for leave from study pertaining to their course.
Students wishing to take leave from studies should apply as early as possible in the Teaching Period, to avoid a HELP loan debt, consuming Student Learning Entitlement (SLE) and liability for other course charges. Students who apply after the relevant census date may still be granted leave from studies, however they will be required to pay the teaching period's student contribution amount or tuition fees and other course charges. Student Administration staff are available to assist in completing the relevant form.
Deferment
The University may allow an offer of a place in an undergraduate course to be deferred (generally up to one year). An application for deferment must be made in writing to the University by the end of the nominated enrolment time. Deferment will not be granted automatically and may have restrictions placed on it. Please note - not all undergraduate courses permit deferment.
Withdrawal from All Studies
Withdrawal from a course means that a student leaves the University with the intention of not returning, i.e. s/he forfeits her/his place in a course. Click here for a Withdrawal From All Studies form. The form is also available from Student Administration.
A student can withdraw from a course at any time throughout the year, but s/he will still have to pay student contribution amount or tuition fees and other course charges if s/he withdraws after the respective teaching period census date.
Students who discontinue their studies without completing the Withdrawal From All Studies form will be considered still enrolled and will incur the student contribution amount or tuition fees and other course charges and/or will forfeit a possible refund of any monies already paid.
Previously Enrolled Students
Students whose enrolment has lapsed due to:
- being excluded;
- withdrawal;
- a period of suspension expiring without subsequent re-enrolment;
- a period of leave from studies expiring without subsequent enrolment; or
- not re-enrolling after one census date without obtaining approved leave from their course of study.
Once an enrolment has lapsed the student will then need to re-apply for entry into their course of study using the appropriate method. Contact Student Administration on (03) 5327 9564 for further details. A course offer is not guaranteed.
Change of Address
Students must notify Student Administration using the Change of Address or Name form as soon as they change their address.
All Student Administration correspondence is mailed to the nominated Correspondence address.
Change of Name
A change of name should be notified to Student Administration by using the Change of Address or Name form. Name changes must be accompanied by official documentary evidence, eg. marriage certificate.
Other Matters
Written Confirmation
Student Administration has 2 designated computers available in the Student Centre at Mt Helen for students wishing to obtain a printed copy of:
- Results;
- Current enrolment (including the weight of each unit of study).
Providing Information to Centrelink
The following is accepted as evidence to apply for Youth Allowance:
New Students
- fee receipt;
- Commonwealth Assessment Notice;
- student ID card;
- a written offer of a place; or
- a statement from the University showing acceptance of a course offer.
Continuing Students
- fee receipt;
- Commonwealth Assessment Notice;
- updated student ID card;
- continuing enrolment form;
- evidence of enrolment (current enrolment) printout, available from Student Administration.
Statement of Results
A Statement of Results is a record of a student's enrolment and results for their current course of study. Unofficial statements of results can be obtained, free of charge, from the Student Access Computers located in the Student Centre at Mt Helen. Alternatively current University of Ballarat students can access their results via the University web link www.ballarat.edu.au/results
Academic Transcripts
An Academic Transcript is an official record of a student's results for the duration of the student's enrolment at the University.
Academic Transcript request forms are available from Student Administration or from the following link: www.ballarat.edu.au/aasp/student/admin/he/acatransform.pdf
The administrative charges for Academic Transcripts are:
- $10 when produced in the weekly cycle.
- $20 for an immediate copy.
- $3 for any additional copy (at the time of original request).
Academic Transcripts are produced on Tuesdays and can be collected from Student Administration after 12 noon. Students must present proof of identity at the time of collection. Alternatively, the Academic Transcript can be posted to a nominated address if the request is received before 5.00pm Monday.
The administrative charge must be paid to the Finance and Development Office. Students who request an Academic Transcript by telephone or mail will be advised to submit a cheque for the relevant amount. An Academic Transcript will not be issued to a third party unless the request is accompanied by written, signed approval from the student.
Standard Letters
A range of standard letters are available on request to confirm a student's enrolment. They are produced on Tuesdays and can be collected from Student Administration after 12 noon. Alternatively, they can be posted to a nominated address if the request is received before 5.00pm Monday.
Student Identification Cards
Students enrolled in award courses are issued with a student identification (ID) card at the time of their enrolment, or at a time arranged by their Course Coordinator. An ID card is required for admittance to examination centres and for borrowing library books.
The ID card can also be registered as the student's photocopy card. This can be done either at the time of enrolment, or by presenting the ID card to staff at the Information desk in the EJ Barker Library.
ID cards for new students are free of charge. Replacement cards are available from the library at a cost of $10.
Late Charges
The late charges are designed to encourage students to enrol on time and to comply with University regulations regarding study programs. The late charges are non-refundable, and apply in the following situations:
$110 For continuing students who fail to pre-enrol/re-enrol by the specified date
$20 Addition of a unit after the specified date
Students should note that the above late charges are in addition to any relevant HECS-HELP charge or fees which pertain to the respective course or study program.
V/Line Concession Cards
Application forms for a V/Line Student Concession Card are available from Student Administration. Conditions apply.
Examinations
The University has two main examination periods, one at the end of Teaching Period 1 and Teaching Period 3, following a week of Swot Vac.
Draft examination timetables are published four to six weeks before the examination period. A copy of the draft timetable is posted on the noticeboard outside T Building. Students may also access a copy of the draft timetable from the University's homepage. Students should check the draft timetable carefully, and promptly notify their lecturer/s if they have a clash or if their unit is not listed.
The final timetable is posted on the same noticeboard at least three weeks prior to the examination period and is also available on the University's homepage. Failure to carefully check the examination timetable is not an acceptable excuse for late arrival or non-attendance at an examination.
Unless otherwise indicated on the timetable, end of Teaching Period 1 and 3 examinations are held in the Open Flexible Space (Rooms T202/3/4), the Exam Hall (PL Building near the tennis courts and sports fields), Room P917 (upper level, P Building) and Rooms B905 and B906 (B Building).
The usual start times are:
|
|
Reading time |
Writing Time |
| Morning |
9.20am |
9.30am |
| Afternoon |
1.20pm |
1.30pm |
| Evening |
5.20pm |
5.30pm |
Noticeboards
The University noticeboards are provided to advise students and staff of forthcoming events, changes in regulations, examination timetables, etc. Students and staff should regularly check the noticeboards associated with their course, and the official University noticeboard, outside on the ground level of T Building.
Results will be displayed on relevant noticeboards within the respective Schools of the University.
Summary of Student Services Fees and Charges
| Summary Of Student Services Fees and Charges |
Charge 2005 |
| Late charge for continuing students who fail to pre-enrol/re-enrol by the specified date. |
$110 |
| Late charge for the addition of each unit added after the second week of the Teaching Period up to the relevant census date. |
$20 |
| Academic Transcript |
$10 - weekly cycle
$20 - on the spot
$3 for each additional copy requested on a single Academic Transcript request. |
Graduation
Students wishing to collect their testamurs in person, no program.
Charge applied to graduands attending a graduation ceremony.
Charge applied to graduands not attending a graduation ceremony (graduating in absentia) who indicate they wish to have their testamur posted to them and they live within Australia.
Charge applied to graduands not attending a graduation ceremony (graduating in absentia) who indicate they wish to have their testamur posted to them and live overseas, registered post. |
Nil
$80
$11.40
$47.50
|
| Reprint of Testamur (includes postage and GST) |
$110 |
Replacement Student ID Card - Library |
$10 |
| 
