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Student AdministrationWithdrawal for Domestic Students

Withdrawal for Domestic Students

Policy Group(s): Group C: Administration – 3: Students (Ref: C3/0105.4-0512)
Policy Authority: Chief Executive Officer
Related Policy: Cancellation of Enrolment for Overseas Students, Deferral for Domestic Students, Deferral for Overseas Students, Enrolment, Grievance Policy and Procedure for Domestic Students – Non-Academic Grievances, Grievance Policy for and Procedures for Domestic Students – Re-crediting and Review of Decisions Grievance Policy for Overseas Students Refunds for Overseas Students
Commencement Date: January 2005
Review Date: March 2020
Scheduled Review Date: March 2025
Policy
Procedures
Further Information
Intent:

Christian Heritage College (CHC) recognises that, from time to time, students will withdraw from their courses of study for a variety of reasons. It is important that students communicate clearly to CHC their intended enrolment status to ensure CHC is able to best serve their needs and assist them in the most appropriate ways to achieve their personal academic goals.

Formal notification of withdrawal assists staff to track students’ movements and to assist students to achieve their academic outcomes.

Scope:

This policy applies to all domestic students.

Restricted to:       Domestic students.

Excludes:              International students.

Objectives:

1.    To provide clear guidelines concerning students’ withdrawal from their courses of study.

2.    To facilitate a smooth pathway for students’ withdrawal from their courses of study.

3.    To provide clear guidelines for the processing of students’ applications to withdraw.

Policy Provisions:

1. General

1.1       Withdrawal from a course of study at CHC is available at any time during a student’s course.

1.2       To withdraw from a course of study, students must complete the required withdrawal process (see the Supporting Procedures and Guidelines). Verbal advice, or advice given via an email or phone call will not be accepted as notification of a student’s withdrawal.

1.3       The date of withdrawal is the date upon which the required withdrawal process is completed and all CHC accounts as applicable (such as tuition fees, student contribution amounts, Library fines and late fees), are settled, whichever is later.

1.4       Withdrawal from a course of study at CHC does not attract a fee.

1.5       A student who withdraws from a course is considered to withdraw from all units in which they are enrolled in that semester or study period (as applicable) and from their enrolment in that course. A student is considered to be enrolled in a course after they accept an offer of admission to that course, and to be enrolled in units within a semester or study period (as applicable) after they complete the required enrolment process (see the Supporting Procedures and Guidelines) in respect of that semester or study period.

1.6       Financial and academic penalties will apply to a student’s withdrawal according to the date of withdrawal.

2.   Academic Penalties

2.1       If the date of withdrawal from a course is on or before the advertised census date of units in which a student is enrolled, the withdrawal does not incur academic penalty.

2.2       If the date of withdrawal from a course is after the advertised census date of units in which a student is enrolled but on or before the date that is advertised as the last date to ‘drop’ units in a semester or study period (as applicable), the change will incur the academic penalty of the exit grade of ‘W’ (Withdrawal’) being applied.

2.3       If the date of withdrawal from a course is after the date that is advertised as the last date to ‘drop’ units in a semester or study period (as applicable) but on or before the date that is advertised as the last day of that semester or study period (as applicable), the withdrawal will incur the academic penalty of the exit grade of ‘WF’ (Withdrawal Fail’) being applied.

3.   Financial Penalties

3.1       If the date of withdrawal from a course is on or before the advertised census date of units in which a student is enrolled, the withdrawal does not incur financial penalty.

3.2       If the date of withdrawal from a course is after the advertised census date of units in which a student is enrolled, the withdrawal will incur financial penalty of liability for the full amount of tuition fees or student contribution amount, as applicable, for the unit(s) in which the student was then enrolled.

4.   Waiving of penalties

4.1       Students who withdraw from a course may apply to have financial and/or academic penalties waived.

4.2       Applications for the waiving of penalties for domestic students will be considered under the provisions of CHC Policy: Grievance Policy for and Procedures for Domestic Students – Re-crediting and Review of Decisions.

5.   Access to CHC services

5.1       Access to all CHC services, including Library borrowing rights and are withdrawn upon a student’s withdrawal from a course being processed.

6.   Reinstatement of enrolment

6.1       If a student has formally withdrawn from a course of study and later wishes to re-engage in that course, the student must submit a new application for admission to the course.

6.2       Despite Provision 6.1 the Academic Registrar may reinstate the enrolment of a withdrawn student if the student wishes to reengage in the course of study within a period of six months of the withdrawal.

1.    Required withdrawal process – Student procedure

1.1.        To formally withdraw from a course of study, students must submit an Advice of Withdrawal form that is available on the CHC website.

2.    Required enrolment process – Student procedure

2.1.        To formally enrol in units in a semester or study period (as applicable), students must submit a Unit Selection form that is available on the CHC website.

3.    Required withdrawal process – Staff procedure

3.1.        Upon receipt, Advice of Withdrawal forms are processed by the CHC Student Administration Office. This includes the entering of relevant data into the CHC Student Management System.

3.2.        Following the processing of the student’s withdrawal, the Academic Registrar will provide the student with written confirmation of the withdrawal and advise the student of the academic and financial penalties incurred according to the date of withdrawal.

4.    Last date to ‘drop’ units

4.1.        The last date to ‘drop’ units in a semester or study period without academic penalty is the Friday of the following weeks, as declared on the CHC Calendar:

4.1.1.       Semester 1 – Week 8;

4.1.2.       Winter Semester – Week 3;

4.1.3.       Semester 2 – Week 8;

4.1.4.       Semester 3 – Week 6; and

4.1.5.       All Study Periods (Postgraduate Business courses only) – Week 4.

Relevant Commonwealth/

State Legislation

Higher Education Support Act (2003)

Administrative Guidelines

ACCOUNTABILITIES
Implementation: Academic Registrar
Compliance: Academic Registrar
Monitoring and Evaluation: Academic Registrar
Development and Review: Director of Quality and Standards
Approval Authority: Chief Executive Officer
Interpretation and advice: Academic Registrar
WHO SHOULD KNOW THIS POLICY?
Students

Deans

Academic Staff

Academic Administration Staff

Business Office Staff – Financial Management/Fees

DEFINITIONS AND ACRONYMS
CHC

Christian Heritage College

APPROVAL – section maintained by the Director of Quality and Standards
Reference No. Approved Date Committee/Board Resolution No. / Minute Ref.
C3/0105.2 Yes 30/11/2004 Academic Board 4.4
REVISION HISTORY – section maintained by the Directory of Quality and Standards
Revision Reference No. Approved/Rescinded Date Committee/Board Resolution No. / Minute Ref.
1006 Approved 12/10/2006 Academic Board 4.4
0512 Approved 29/05/2012 CHC CEO 2
0320 Reviewed 24/03/2020 Chief Executive Officer N/A
ADDITIONAL CHANGES – Section maintained by the Director of Quality and Standards
Nature of change
Former title  
Approved  
Rescinded  
Revised title
Approved