Enrolment Policy

Purpose

The purpose of this policy is to outline subject or unit enrolment guidelines at Alphacrucis University College (AC) including student processes and minimum class sizes.

Scope

All HE and VET courses
All campuses

Policy

It is the student’s responsibility to be aware of the specific requirements of the course for which they apply and/or in which they are enrolled and to select subjects or units that satisfy these requirements.

To help students in this process AC arranges an enrolment period (either on campus or online) prior to commencement of each semester, during which time:

• students are able to discuss their choices with Student Experience, State Directors and/or faculty;
• students complete their enrolment through AC’s Student Gateway, selecting the subjects or units they will be undertaking during the next semester (making sure that they follow the course sequence including the pre-requisites, major/minor requirements as outlined in degree’s governing stipulations and Course Handbooks).

For the purpose of enrolment:

• a student, who is a candidate for an award, shall be regarded as full-time or part-time;
• for HE courses, where a domestic student is enrolled in 30 or more credit points in a semester period, the candidate shall be designated as a full-time student; otherwise they shall be designated part-time. International students are required to maintain enrolment at 40 credit points per semester, except where a reduced study load has been formally approved.

Minimum Class Enrolment

AC will endeavour to run all subjects, units and courses as advertised. However, provision of particular subjects, units or courses is dependent on resources and staff being available. In this case:

• Should enrolments in a subject, irrespective of delivery mode, fall below 10 students it will be subject to review and may be cancelled.
• In the case of a subject cancellation, either AC Refund Policies will assure student fee return, or students may take up the offer of an alternative subject (as directed by the Program Director (or equivalent)).
• Notwithstanding this requirement for minimum class enrolment, subjects should be timetabled to enable combined delivery (streaming lectures to multiple locations) wherever possible.  This could involve mixed mode delivery which is a combination of streamed or pre-recorded lectures (where available) with live/synchronous tutorials.
• If a subject is being co-delivered across two AQF levels, overall enrolments must meet or exceed the minimum. 
• Only after following the procedures below, a class below this minimum enrolment number may be delivered when:
  • It is essential for student course progression; or
  • No other course was available for the student in the academic period; or
  • The class has broader strategic value which can be demonstrated; or
  • The relevant course/location is in a development phase; and
  • Every effort has been taken to ensure the sustainable use of faculty/sessional time. 

Auditing, non-award and miscellaneous subject enrolment

Alternative subject enrolments at AC may take the following forms:

• "Audit students” are those who attend classes with no obligation to participate in the assessment. No credit points are awarded for audited subjects and no FEE-Help is available.
• "Non-award subject" is part of a “non-award course” (e.g. an enabling course, preparatory course) which does not lead to a formal award but may be counted as credit towards an award course in some cases. The student is not provided with FEE-Help.

Withdrawal from a subject enrolment

Withdrawal of a subject enrolment shall:

• be permitted prior to or on census date without academic penalty. A withdrawal is not listed on a student's formal transcript.

Withdrawal of a subject enrolment after the census date:

• will attract the academic penalty of a Withdrawal Fail ("WF") grade or Not Yet Competent ("NYC") grade;
• will attract a financial penalty;
• unless a "Late Withdrawal" due to Special Circumstances has been approved via the Student Affairs Committee.

A Late Withdrawal (LW) will not be listed on a student's formal transcript as an LW. Special circumstances are those that are:

• beyond the student's control; and
• did not make their full impact on the student until or after the census date; and
• were such that it made it impracticable for the student to complete their subject(s) or unit(s) requirements.

Please note, special circumstances do not include a lack of knowledge or understanding of the census dates or AC's enrolment and withdrawal processes. Census date information is available on the AC website. Also, if a student withdraws from a subject or unit after the census date because they have changed their mind about studying, the student will attract the academic penalty and is not eligible for a refund of fees.

Responsible for implementation

Registry

Key stakeholders

All staff and students

Related documents

Amend Enrolment Form

---

Procedures

Enrolment Procedure

---