Paperwork: Managing your Course
It is important that students are aware of the various administrative procedures that relate to your course. In order to ensure the smooth progress of your studies it is important that you know and understand the options that you have if you are not satisfied with your course or run into difficulties with life or your studies.
1. Re-Enrolment
2. Discontinuing A Unit
3. Adding A Unit
4. Summer Units
5. Deferment
6. Intermission
7. Course Transfer
8. Changing your address
9. Further Information
You will be sent information about re-enrolment procedures. It is your responsibility to read and understand your obligations, otherwise penalties may be imposed. You will be required to enrol by a certain date to avoid payment of a penalty fee. Always make sure that the university has your current address and details on file. When you receive your statement enrolment make sure you check that your details are correct. Re-enrolments open for all Faculties in early October for the following year. Closing dates vary from faculty to faculty, and range from mid to late November. Check the internet for closing dates for your faculty at: http://www.adm.monash.edu.au/enrolments/re-enrolments/
It is important to understand the procedure for withdrawing from a unit. It is always a good idea to assess your course load if your studies become too difficult or you encounter personal difficulties that may affect your academic performance. A unit can be discontinued within the first four weeks of semester with no financial penalty. The unit will not appear on your academic transcript.
If you discontinue the unit after the first four weeks but before the tenth week of the semester the unit will appear on your academic transcript as "discontinued" and the date of discontinuation will be disclosed.
Discontinuation after approximately the tenth week of semester will result in a fail appearing on your transcript. You will be charged fees (either upfront or deferred) for any withdrawal after the census dates at the end of March and August.
The necessary forms are available from your faculty office. The changes must be registered with the Faculty Administration by the appropriate dates which are listed in your enrolment information. In extraordinary circumstances dates can be varied on compassionate grounds.
International students must maintain a full time (1.0) enrolment to fulfil their visa requirements. This can only be reduced to a minimum of 0.75 with the Faculty's permission.
For more information on discontinuing a unit, check the Online Student Resource Guide section for your Faculty. http://www.monash.edu/pubs/handbooks/srg/
You can add a unit within the first two weeks of semester with no financial penalty. After this a penalty fee is payable. See your faculty office for the forms.
Summer units can be added or discontinued until the first day of class. If a summer unit runs for six weeks or more it can be added or discontinued up until the end of the second week of teaching. For further information refer to summer units enrolment information. Make sure you are familiar with the summer semester procedures by checking out the following website:
http://www.adm.monash.edu.au/enrolments/summer/
When you have been accepted into a course the letter of offer will contain details relating to deferment. Some people wish to defer their studies so that they can work or travel. Others may be suffering some temporary problems that they feel would negatively impact on their studies. The maximum period for deferment is one year. Deferment will generally not be approved if you intend to study elsewhere in Australia. In these circumstances the faculty will decide whether the deferment is appropriate or not.
An application for deferment must be made in writing through the relevant faculty.
Students who are enrolled and then wish to take a break from their studies can apply for an intermission of up to twelve months. The student's place in their course is maintained until they return. Generally a period of intermission will not extend the time limit allowed for completion of your course. Consult your faculty for information on the prescribed time limit for your course.
The relevant application form is available from your faculty office. You should ensure that you make the application prior to the census date for that semester, to ensure that you are not liable for the cost of your units.
Note that international students on a study visa can only be granted intermission on grounds of genuine illness or compassionate reasons. International students should be aware of any implications Intermission may have for their visas.
If you are unhappy with your course and want to study a different course, you can apply for an internal course transfer. An internal course transfer form is available from the faculty office of the course you wish to transfer into. Pending the outcome of your application, you need to re-enrol in your current course.
Transfers are not a right. Generally you will need to meet a minimum standard of academic achievement to be considered for the transfer, for example a credit or distinction average. You need to see the relevant faculty for information on the standard that must be met. In some cases additional factors may be taken into consideration where relevant, for example, practical experience.
Applications for course transfers are considered at the same time as those for new applicants.
Policies relating to course transfer vary across faculties. You are advised to consult the faculty that administers the course you wish to transfer into. For more details, refer to the Online Student Resource Guide, and your faculty website.
It is absolutely essential that you keep your postal address up to date. This means changing it through the My.Monash Portal/ WES site, or lodging a paper form with your faculty office. The university still uses the paper postal system to deliver its most important correspondence. If you do not let them know your correct address, you may not know to respond to important information and may find yourself excluded from your course. If you are concerned about your address, speak to someone from your faculty office. Monash can and does send mail overseas, so if you are leaving the country, remember to enter your new, overseas address.
Many of the processes for changing aspects of your degree are determined by your faculty. For more information, see the on-line Student Resource Guide at http://www.monash.edu/pubs/handbooks/srg/
Don't forget to check out both University and Faculty requirements! Always check with your faculty or school office to make sure that you are doing things the right way first, as there may be financial consequences for you if there are mistakes made.
studentrights.msa @adm.monash.edu.au
