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Handbook 2013

Enrolments

Deakin University has a detailed enrolment policy that is available in The Guide.

Key elements of this policy are presented below:

  • Deakin University and the student share joint responsibility for the student's enrolment.
  • The University will make available to students advice on planning their patterns of study to meet course requirements.
  • Students shall be responsible for availing themselves of all relevant information concerning the requirements for their courses, deadlines and fees as well as other relevant university legislation and policies.
  • In each year in which a person seeks to become a student or continue as a student for any course or unit, they must formally enrol or re-enrol for the full academic year on or before the dates prescribed, completing all procedures which have been prescribed by the University.

Deakin University reserves the right at any time to change its offering of units or courses. Changes are made only if there is an academic or administrative imperative. Students will be notified of such changes at the earliest opportunity and alternative arrangements made to minimise any disadvantage which might be incurred.

All courses of the University have structures which include the completion of a set number of units and may also include completion of core units or particular sequences of units. For many units of study there are prerequisite units, which must be completed before enrolment in a subsequent unit will be accepted.

The University will provide complete, accurate, consistent and comprehensive information regarding course rules and requirements via the online University handbook and StudentConnect which are both accessible through the Deakin website.

In all faculties and for all courses there are appointed Enrolment Officers who can assist with course planning and provide information on course requirements. These staff members can be contacted for enrolment advice by telephone, email or in person. Details of Enrolment Officers for each course will be available from the relevant faculty and lists are also maintained on the Enrolment Officer/Course Adviser website.

Students are required to use the functionality offered through StudentConnect to check their enrolment and personal details as recorded by the University. By using the course completion check available through StudentConnect, students can assess their academic progress against the specified enrolment rules for their course. This facility can also give an indication of additional units that must be completed in order to meet course requirements.

It is extremely important when planning enrolment details for each year, or when making any changes to enrolment, that students seek course advice from Enrolment Officers, the University Handbook or StudentConnect. Units selected for enrolment must be consistent with the requirements of the particular course in which the student is enrolled. In the event that students make enrolment choices that fail course and/or unit rules, such enrolments will become invalid. Students will be notified of any invalid enrolment choices via an Invalid Unit Enrolment Notice. Students who receive such a notice are required to contact their Enrolment Officer within three days to amend their enrolment.


Information Privacy

Personal information collected on enrolment or re-enrolment enables the University to process applications for enrolment, assists in marketing and planning activities and enables reporting and other obligations to government agencies to be met. The information is also used to manage students' academic progress, to communicate with students and to allow students to use the University's services and facilities. Personal information is disclosed to government agencies pursuant to reporting and other obligations, including disclosures to the Department of Immigration and Citizenship and the Department of Industry, Innovation, Science, Research and Tertiary Education (DIISTRE).

For full information on Information Privacy at Deakin University read through our Student Privacy Statement.


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Online technology - standards in computing, connectivity and student capability

Deakin’s LIVE the Future Agenda 2020 signals our intent to offer a brilliant education where students are and where they want to be, through premium cloud and located learning. To fully engage with Deakin learning experiences, students need to have and be able to use internet-connected devices. This document details minimum standards required for effective study at Deakin University in 2013 in:

  • Computers and connectivity
  • Student computing capability.

 

Computers

In general, any desktop or laptop computer bought in the previous two years should be capable of meeting most learning needs at Deakin. Mobile devices such as tablets and smartphones may also enable access to many common communication and learning experiences; however, there are likely to be aspects of most courses where their computing capability is insufficient. A minimum standard device suitable for most courses can:

  • Use a system such as Windows 7 or later, Mac OSX10.6 or later
  • Run a modern browser (e.g. Internet Explorer 9, Firefox 14, Safari 5.1, Chrome)
  • Run Java, and in some cases Flash (IOS devices do not run Flash; ie. iPads, iPhones)
  • Run programs to create documents, spread sheets and presentations
  • Connect to the wireless network (if used on campus or at a learning centre, see below)
  • Enable the use of a web camera and headset.


For access to software, see Deakin software website.

Connectivity

Deakin courses increasingly require reliable broadband internet connectivity with upload and download capacity. At Deakin campuses and learning centres, this connectivity is available through wireless connection (for portable devices) and through shared computing facilities in libraries and laboratories. For learning off campus, students need an internet service provider (ISP). Deakin University has negotiated a broadband scheme for students and staff with Telstra, which allows for an unlimited amount of data to be streamed from the Deakin University website and a designated location. See the IT offers website for details.

Note: Some workplace and public facilities may have restrictions that limit internet access or functionality (such as installing software).

Student computing capability

CloudDeakin is Deakin University's cloud (online) learning environment. It incorporates a range of spaces and tools to enable interactive and engaging learning. In most courses, students will be expected to access CloudDeakin using a modern browser to access unit and course sites and tools (students can access help in using CloudDeakin). Most students will also be expected to be able to:

  • Access text, image and audio files on the web
  • Communicate using email and attachments
  • Create basic documents, spread sheets and presentations
  • Manage and backup files using common file formats
  • Use a common operating system to install and uninstall software and manage software and settings.


This section general guidance: all students should check course and unit requirements carefully prior to enrolment and prior to purchasing or connecting devices.

 

Assistive technology

Assistive software and hardware has been developed to assist students access information using computers. Examples of software currently available for purchase include text to speech, voice recognition, and magnification. Deakin students are expected to have or acquire basic skills in the use of assistive technology where relevant.

Staff at the Disability Resource Centre can provide information for students with specific disabilities, give advice on training needs and refer students to suppliers and providers.

Students who have been assessed as requiring assistive technology by the Disability Resource Centre can use Deakin's Adaptive Technology Laboratories. These are located in the University's Libraries. The Adaptive Technology Laboratories have a range of computer hardware and software including:

  • PCs, scanners and printers
  • Speech synthesizer - Jaws
  • Speech recognition - Dragon Naturally Speaking
  • Screen enlargement - Windows 2000 screen magnifier
  • Software to assist students who have a learning disability -WYNN
  • Braille embossers

For more information, please contact the Disability Resource Centre.


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Exam attendance

The dates for Deakin University examination periods for any given trimester are finalised and available before the relevant trimester begins. Students are required to make themselves available to sit all examinations at scheduled examination sessions during this period.

The date of an exam will be changed only in exceptional circumstances in accordance with University policy and procedures. This includes where there is a clash between two or more exams or where alternative assessment arrangements have been granted.

Off-campus students should ensure their exam location is correct at the start of each Trimester.

For further exam information visit the Exams and Assessment website.

Assistance in preparing for exams is available from the study skills team at Study Skills.


Anonymous marking in examinations policy

Deakin University operates a policy of anonymous marking for all centrally organised examinations wherever reasonably practicable. Student names are hidden from the markers in order to ensure that marking is fair and is not influenced by factors other than the standard of work.

Information regarding Deakin University's Anonymous Marking in Examinations Policy can be obtained from The Guide.


Student complaints

  • The University is committed to providing an environment that supports all students having a positive relationship with the University and its staff members.
  • The University aims to provide a fair and just working and learning environment by ensuring that students have access to processes that allow for complaints and grievances to be resolved.
  • The University shall ensure that its complaints processes are conducted in accordance with the principles of natural justice.
  • The University shall provide an environment that encourages student complaints to be resolved within the University.
  • The University recognises a student's right to apply to the Victorian Ombudsman or other external bodies for resolution of a complaint regarding administrative actions and decisions of the University.

More information on the Student Complaints Resolution Policy is available from The Guide and the Student Complaints website.


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Course structure and enrolment planning

All courses of the University have structures which include the completion of a set number of units and may also include completion of core units or particular sequences of units. For many units of study there are prerequisite units, which must be completed before enrolment in a subsequent unit will be accepted.

The University will provide complete, accurate, consistent and comprehensive information regarding course rules and requirements via the university handbook and/or online repositories. Online repositories include the online handbook and StudentConnect which are both accessible through the Deakin website.

In all faculties and for all courses there are appointed Enrolment Officers who can assist with course planning and provide information on course requirements. These staff members can be contacted for enrolment advice by telephone, email or in person. Details of Enrolment Officers for each course will be available from the relevant faculty and through the Current Students website.

Students are required to use the functionality offered through StudentConnect to check their enrolment and personal details as recorded by the University. By using the course completion check available through StudentConnect, students can assess their academic progress against the specified enrolment rules for their course. This facility can also give an indication of additional units that must be completed in order to meet course requirements.

It is extremely important when planning enrolment details for each year, or when making any changes to enrolment, that students seek course advice from Enrolment Officers, the University Handbook or StudentConnect. Units selected for enrolment must be consistent with the requirements of the particular course in which the student is enrolled. In the event that students make enrolment choices that fail course and/or unit rules, such enrolments will become invalid.

Students will be notified of any invalid enrolment choices via an Invalid Unit Enrolment Notice. Students who receive such a notice are required to contact their Enrolment Officer within three days to amend their enrolment.


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Enrolment variations

Change of address
Students who change their address must change their address online via StudentConnect. Alternatively, you can visit Deakin Central on any campus. If required, off-campus students should also amend their nominated examination location. The University cannot accept responsibility for problems that occur as a consequence of incorrect or inadequate address information having been provided. Where an off-campus student's change of address necessitates a change of examination location, it is the student's responsibility to advise the Assessments Group of that change of address by contacting ext-exam@deakin.edu.au . Students should check address details as recorded by the University through StudentConnect.

Change of name
Students who change their name must complete an Enrolment Variation form. This form needs to be posted or delivered to the Division of Student Administration Customer Service or hand delivered to Deakin Central, together with documents to support the change, such as a marriage certificate or Registry of Births, Deaths and Marriages Change of Name form. Distance education students should inform the University of the change of name by writing to DSA at their home campus, quoting their student number and enclosing a copy of the above documents.

Unit additions/withdrawals
Students who wish to change their enrolment in any trimester of study are required to vary their enrolment online through StudentConnect. Enrolment variations must be consistent with the relevant course and unit rules and it is therefore strongly recommended that students seek course advice prior to varying their enrolment. Variations to enrolment may result in the reassessment of fees. In this situation, students should check their revised fees on StudentConnect.

Before changing their enrolment, students should check whether the changes will affect their Youth Allowance eligibility. They should also ensure that HECS-HELP, FEE-HELP and University deadlines are met (refer to the Important Dates section of this handbook).

Students are responsible for ensuring that their enrolment is correct in every detail. Any changes to enrolment must be made by the relevant dates, otherwise academic and financial penalties may be incurred.

Students should note that if they withdraw from a course/unit after census date, they will be liable for the full amount of their fees including student contributions and tuition fees.

Intermission from a course of study
Intermission refers to the suspension of studies for a year or trimester whilst keeping a place in the course. Intermission is normally granted for a maximum period of 12 months throughout the duration of a course.

Students who wish to intermit their studies should discuss their request with their Enrolment Officer. Domestic students should apply via StudentConnect, which will be sent to their Enrolment Officer for approval. International Students should apply on the Enrolment Variation form, available from Deakin International, faculties or Deakin Central which will be signed by their Enrolment Officer and International Student Advisor if the application is approved.

It is advisable to discuss information with a careers counsellor at the University to plan and make full benefit of the period of intermission.

Students should note that if they intermit from a course/unit after census date, they will be liable for the full amount of their fees including student contributions and tuition fees.


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Re-enrolments

Students wishing to re-enrol for the following academic year are required to complete their re-enrolment via StudentConnect. Online re-enrolments offer the advantage of being convenient and allowing immediate checking of details recorded.

Re-enrolment information will be made available to all eligible students in September and can be found on the Re-enrolments web page. This information will inform students of the required re-enrolment process and specific timelines applicable for their particular course. The penalties for late re-enrolment will also be listed.

On-campus students may be required to attend compulsory re-enrolment sessions arranged by faculties. Off-campus students are encouraged to seek enrolment advice from course advisers or Enrolment Officers prior to re-enrolling. Faculty contact details for each course are located on the Current Students website.

Prior to re-enrolling, students may use the Course Completion facility on StudentConnect to determine the particular units that still need to be completed for their particular course. Students need to ensure that their selection of units is consistent with course and unit rules. Course Enrolment Officers and this handbook can assist with making such choices. Any units selected that do not meet course and unit rules will be made invalid.

When completing their re-enrolment, students must ensure that they enrol in all units they wish to study in trimesters 1, 2 or 3 of the following academic year.

Re-enrolments must be completed by the specified dates or a place in the course may not be available.


Withdrawing from study

Withdrawing from a course of study is a serious matter. Students considering taking this step are advised to discuss the issue with a student counsellor or their Enrolment Officer or a career counsellor who will be able to advise on alternative study or career options. Students often withdraw due to financial or personal reasons without seeking the assistance that is available to help them make an informed choice. This assistance is available through the Student Life website. If a decision to withdraw is made, an Enrolment Variation form, available from faculties or DSA, must be completed and returned by the relevant date. Distance education students should write to their Enrolment Officer, quoting their student number and requesting withdrawal from their course. See Important Dates and Fees and Charges sections of this handbook.

International tuition fee-paying students should note that they may be liable for a retention fee if they withdraw from their studies (refer to the Important Dates section to determine when retention fee rates increase). HECS -HELP and FEE-HELP students should note that if they withdraw after the census date, they will be liable for the full amount of their fees including student contributions and tuition fees.


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Course transfer

Students who wish to transfer to a different course should contact their Enrolment Officer as early as possible for further information. Students should also check with the Selection Officer of the intended course.

Domestic students wishing to transfer from a fee-paying place in an undergraduate course to a Commonwealth-supported place in the same course should contact their faculty for information on the specified procedures.

Visit the course transfer application form and closing date page for further information.


Encumbrances

Students who do not follow University procedures and timelines for fees, library borrowing, loans etc. will have encumbrances placed on their enrolment.

Such encumbrances block provision of a range of important services such as library access, results release and graduation. Where such encumbrances have been applied, students will be advised of the reason for this encumbrance and the steps required to have the encumbrance removed.


Termination of enrolment

Students who fail to pay fees, submit an electronic Commonwealth Assistance Form (eCAF) (if applicable) or supply their Tax File Number by the due date will have their enrolment terminated.

Fee-paying students whose enrolments are terminated for non-payment of fees may apply for re-instatement of their enrolment in the same academic year provided that they pay all outstanding fees and charges and the prescribed reinstatement charge within two weeks of your enrolment being terminated. Your enrolment will not be re-instated in the study period (trimester) after this time.

Failure of Commonwealth supported students to complete the eCAF by census date will result in termination of enrolment. Students may apply for re-admission in the following year.

Commonwealth supported students who fail to advise their Tax File Number or do not pay their fees upfront will result in termination of enrolment. Students may apply for re-admission in the following year.


Voluntary withdrawal from enrolment

Students who voluntarily withdraw from studies while owing fees may apply for reinstatement of their enrolment in the same academic year provided that they pay all outstanding fees and charges.


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Re-admission in subsequent years

Students whose enrolment ceases for any reason (e.g. termination for non-payment of fees, withdrawal from studies or allowing enrolment to lapse) may apply for re-admission in subsequent years, provided that they pay all outstanding fees and charges applicable to those prior studies. All applicants for re-admission will be considered on the basis of their academic performance and the availability of the course, and will compete for selection with the total applicant pool at the time.

For further information visit the Apply for re-admission.


Single (non-award) unit enrolments

A non-award unit is a unit which does not lead to an award, but which:

  • is a unit of study from an award course or courses at the university and
  • may be counted as credit towards an award course at the University, subject to admission to an award course and approval by the faculty board

Students interested in a single (non-award) unit enrolment can obtain further information by visiting the future-students website.

If admitted to any of these units, students must complete all administrative and academic requirements and examinations in order to obtain formal acknowledgment that they have completed all requirements of the unit.

The University is required to charge fees for single (non-award) unit enrolments.


Cross-institutional enrolment

Continuing Deakin students may apply to study units offered at another Australian tertiary institution and have them credited to their Deakin University degree. Prior approval from the relevant faculty is necessary. Units approved for cross-institutional study will normally be restricted to those not offered by Deakin University. Each application is assessed individually. Distance education students normally cannot study units from another university in their first year of enrolment.

Students who have entered their course with advanced standing may find there are restrictions in the number of cross-institutional units they can study. These should be checked with their Enrolment Officer.

Approval from the host institution is also required. Early enquiries are necessary to ensure meeting the deadlines of the host institution.

Students' results from cross-institutional enrolment at other institutions will be recorded on their Deakin University academic records as EP (External Pass) or N (Fail) and must be submitted by 13 March for trimester 3 studies, 11 August for trimester 1 and 9 January for trimester 2.


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Cross-campus/faculty enrolment

Students may wish to enrol in subjects, units or components offered on another campus, by their own faculty or another faculty, as part of their Deakin degree. In such situations, students are strongly encouraged to discuss this intention with their Enrolment Officer to ensure compliance with faculty and course enrolment rules.

Mixed-mode enrolment
Distance education students may enrol in on-campus units, and on-campus students may enrol in off-campus units. The number of cross-mode enrolments allowed varies from faculty to faculty and from course to course and depends on unit availability. Enrolment Officers can provide further information.


Student ID cards (Deakin Card)

Every student is issued with a Deakin Card (ID card) when enrolling. Students should always have their Deakin Card with them. Deakin Cards will be required for:

  • access to library facilities
  • proof of identity at examinations
  • access to computer facilities
  • access to campus facilities
  • to pay for services on campus including photocopying, printing, internet
  • Deakin Card can also be used to pay for purchases from retail outlets and vending machines on campus

If a Deakin Card is lost or stolen, it should be reported immediately on the Deakin Card website or by calling the Deakin Card office on 1800 450 503. There is a charge for replacement cards.

The Deakin Card website enables card holders to view their transaction history and obtain the latest information about Deakin Card including terms and conditions and promotions.

Information on how to obtain your Deakin Card can be found on the Deakin Card website.

Deakin University acknowledges the traditional land owners of present campus sites.

2nd December 2013