1999 Distance Education Handbook - Acceptance of offer and enrolment

Acceptance of offer and enrolment

General information
Offer of a course place
Enrolment variation -- subject and course details
Deferments
Re-enrolment after first year
Leave of absence

General information

Successful applicants will be notified by mail of the course offer and study program approved. Distance education students normally enrol by mail, although they may attend the relevant university campus to complete the necessary procedures.

Offer of a course place

Offer

The offer letter will specify the course and study program which have been approved. Information about HECS will also be included.

Offer expiry

Offers are normally valid for a period of fourteen days. Failure to accept within this period will result in the offer being automatically recorded as having lapsed, and the place made available to another applicant.

Acceptance of the offer

Successful applicants must return the acceptance form and any additional documentation requested, together with a 1999 Enrolment form Part B and a passport sized photo (for your student identification card). For HECS places, if you choose the up-front payment option payment of the HECS amount for the semester must be made by the date shown on the Enrolment Details and Fee Advice statement which will be sent separately at a later date.

Payment of fees

Following enrolment, an Enrolment Details and Fee Advice statement will be forwarded to you. You must complete payment of all monies by the date shown on the statement, otherwise late fees will apply. Payment may be made to any branch of any bank, but payment at a branch of the Westpac Bank is preferred. Note that payment must not be made direct to the university except for students studying in another country. Such students may send their fee payments by bank draft in A$ to the Cashier's Office, Monash University, Wellington Road, Clayton, Victoria, Australia 3168. Students wishing to make Partial HECS payment must follow the instructions on the reverse of the Enrolment Details and Fee Advice statement.

Confirmation of Enrolment

The Enrolment Details and Fee Advice statement will also include a record of the course and subjects in which you have been enrolled. After the first month of each semester a Confirmation of Enrolment form will be sent to you, for checking and return in the event of dispute. You should check that the details shown in all correspondence to you are correct, particularly the name of the course and the list of subjects to be studied. Any queries should be directed immediately to the faculty department or school responsible for your course.

Enrolment variation -- subject and course details

Any change that you wish to make to your course and/or subject details (eg change to another subject, or withdrawal from a subject or the whole course) must be notified to the faculty department or school responsible for your course. You cannot merely make an arrangement with the lecturer running a subject although, you may initially discuss your intentions with the lecturer before lodging a written request. A change of enrolment form is available from your faculty or school offices or from the Student Admissions and Records Branch. In the interests of reducing delays in the despatch of study materials, a letter or telephone call to your course adviser for subject changes will be acceptable from distance education students unless otherwise requested. You will be notified in writing of the outcome of any enrolment variation application.
The following criteria and procedures normally apply to any change or discontinuation of subjects:
(a) Approval for reducing study load beyond that normally undertaken by a distance education student will largely depend on the reasons given and the time remaining in which the course must be completed.
(b) Subjects may be added or dropped in the first two weeks of each semester without penalty, and dropped subjects will be deleted from the student record.
(c) After the first two weeks, applications to discontinue subjects received by 31 March for first semester and full year subjects, and 31 August for second semester subjects, receive a 'DISC' discontinuation grade, but neither associated HECS nor most subject fees will be payable against these subject withdrawals.
(d) After 31 March or 31 August, as appropriate. Where a withdrawal application is received by the first day of the tenth week of the first semester (for first semester and full-year subjects) and the first day of the tenth week of second semester (for second semester subjects), a withdrawal without penalty may be anticipated, but a 'DISC' (discontinued) grade will be recorded on your student record. HECS and subject fees will be payable.
(e) A withdrawal after the first day of the tenth week of semester will normally result in a fail, with an 'NN' result being recorded. However, withdrawal applications arising from illness, or some other extenuating circumstances, accompanied by a medical certificate or other supporting evidence, may be lodged with your enrolment amendment advice if you wish.
University policy does not allow subjects undertaken by the distance education mode to be added to a study program after the second week of the semester in which the subject is intended to be taken.
New Students wishing to temporarily withdraw from studies for one or two semesters should consider applying for deferment or leave of absence.

Deferments

Distance education applicants who have been offered a place in a course, and who wish to defer that offer, or who accept the offer but defer before 1 March 1999, are required to apply in writing for deferment of studies. Formal leave of absence, as opposed to deferment of studies, is approved after 1 March 1999 when Semester 1 officially commences.
Deferral will normally be granted for twelve months unless the student expresses an intention to take another tertiary place elsewhere. In this case faculty approval must be received. When students are contacted later in the year they will be asked to complete forms to formally commence or resume studies.

Re-enrolment after first year

Re-enrolment information will be forwarded to all continuing students towards the end of the year. Payment of amenities fees, Up-front HECS and subject fees will be requested early in the following year.

Late fees will be incurred where re-enrolment forms or fees are not received by the due dates.
Re-enrolments cannot be approved for students who have not made satisfactory arrangements to meet any outstanding financial obligations to the university.

Leave of absence

Students who have enrolled and commenced studies, may apply for leave of absence for one semester or one academic year through their faculty, department or school responsible for their course. Application must be made in writing and will need to include reasons for requesting leave. Students who take leave of absence without the approval of the university will normally be withdrawn from the course and asked to re-apply for admission.