• Section 1 - Purpose
• Document context
• Section 2 - Policy
• Part A - General
• Enrolment responsibilities
• Student records, information and personal data
• Part B - Enrolment
• Enrolment conditions and requirements
• Enrolment timelines
• Study mode
• Study load
• Maximum course completion time
• Cross-institutional study
• Course transfers
• International student provider transfers
• Special consideration – enrolment flexibility
• Part C - Fees
• Payment of fees
• Refund of tuition fees
• Tuition protection service
• Part D - Appeals and complaints
• International students
• Section 3 - Glossary

Section 1 - Purpose

(1) This policy aims to ensure that enrolment and fees operations at Charles Sturt University (the University; Charles Sturt) and its partner providers are:

1. student-centred, equitable, fair and consistent, supporting our student experience principles
2. compliant with the relevant legislative standards and regulatory frameworks, including the Higher Education Standards Framework (HESF), Higher Education Support Act (HESA), Education Services for Overseas Students Act (ESOS), and National Code of Practice for Providers of Education and Training to Overseas Students (National Code).

Document context

Section 2 - Policy

Part A - General

Enrolment responsibilities

(2) The Director, Student Administration has overarching responsibility for student enrolment in all Charles Sturt courses and subjects.

(3) Students are responsible for:

1. managing their enrolment according to the terms outlined in their letter of offer and acceptance declaration for the duration of their study at Charles Sturt
2. providing correct and complete information required for enrolment
3. enrolling in the correct subjects each teaching period according to their course structure
4. keeping their contact information current and correct on university systems, including their residential and postal addresses, phone number, personal email account, and emergency contact details
5. for international students, notifying the University immediately of any changes to their visa or visa conditions
6. paying and/or deferring (where eligible) all tuition and non-tuition fees by the required due dates
7. ensuring they meet the prerequisite subject requirements and assumed knowledge for each subject in which they enrol, as per the University Handbook requirements
8. meeting minimum and maximum study load requirements
9. managing enrolment patterns and study loads to meet their academic progress and maximum course duration requirements
10. maintaining their enrolment in line with their personal priorities and responsibilities, and ensuring they meet any timelines, eligibility criteria and other requirements when managing study loads, taking leave of absence and/or withdrawing from subjects.

(4) Students are financially liable for all subjects they are enrolled in at or after the census date of each teaching period, subject to Part C of this policy.

(5) Charles Sturt, as a registered primary provider, is accountable for the delivery of its programs by partner provider institutions. The University ensures that the quality and integrity of awards and learning is maintained through regular compliance monitoring of program delivery, student experience and student learning outcomes, as per the Course and Subject Procedure - Quality Assurance and Review.

Student records, information and personal data

(6) Charles Sturt collects information and data about students that is reasonably necessary to enable the University to administer their studies, provide services, and meet government monitoring and reporting requirements.

(7) Personal information and data gathered throughout each student’s enrolment will be kept confidential and handled in accordance with the University's Privacy Management Plan and Records Management Policy.

(8) Students may authorise a third party to access their student information and communicate with the University on their behalf as per the Enrolment and Fees Procedure and Records Management Procedure - Access to University Records.

Part B - Enrolment

Enrolment conditions and requirements

(9) Students are only eligible to enrol in, or remain enrolled in, subjects at this University if they:

1. have been admitted and have accepted their offer as per the Admissions Policy
2. have no outstanding debts to the University, beyond what is allowed under Part C of this policy
3. pay, or defer where eligible, all relevant fees and charges for their enrolled subjects (see Part C)
4. for international students, have a current confirmation of enrolment issued by the University
5. provide their unique student identifier (USI) to the University
6. meet any subject prerequisite entry requirements where applicable
7. have not withdrawn or been withdrawn or excluded from the course or the University.

(10) To retain their place in a course, students must be enrolled in at least one subject or have an approved leave of absence (if eligible) for every compulsory teaching period of the course. See the Enrolment and Fees Procedure for compulsory teaching periods.

(11) International students who fail to enrol in each compulsory teaching period, or do not maintain an approved study load in each compulsory teaching period, may be in breach of their enrolment conditions. The University is required to report this to the Department of Home Affairs as per the Enrolment and Fees Procedure.

(12) To be eligible to graduate, students must complete the course structure published in the University Handbook for the year they were admitted to the course, unless an alternative course structure is approved as per the Graduation Procedure - Conferral and Ceremony. Students should follow the enrolment pattern in the handbook, which scaffolds the knowledge and skills required to meet course learning outcomes.

(13) Students must not enrol in subjects that are incompatible with their course structure, or do not contribute towards the completion of their current course, or will result in completing more credit points than required for attaining their current award. This does not prevent students from being admitted to concurrent study (of a second course or single subject) under the Admissions Procedure.

(14) Concurrent study must be approved, except where one of the courses is a Study Link course. This includes concurrent study with another institution and/or study loads that do not exceed 1.0 EFTSL. Approval authorities are:

1. for coursework students, the Course Director(s)
2. for higher degree by research candidates, the Dean, Graduate Research.

(15) Students will remain enrolled in any subject they are enrolled in at or after the census date of the teaching period until they either:

1. complete the subject and receive a permanent grade
2. withdraw themselves from the subject, or
3. are withdrawn by the University in accordance with relevant policy provisions (such as the Support for Students – Early Interventions Procedure).

(16) For any subject a student is enrolled in at or after the census date:

1. the Enrolment and Fees Procedure and International Student Fee Refund Procedure outline the financial liabilities that apply
2. the Assessment Policy and Support for Students - Academic Progress Procedure outline the academic consequences of not receiving a passing grade.

(17) Students may be eligible to take leave of absence from their course in accordance with the Enrolment and Fees Procedure. A leave of absence will not extend the maximum time in which a student must complete their course.

Enrolment timelines

(18) Subject enrolment timelines are stated in the Enrolment and Fees Procedure. The University will publish important dates for each teaching period on the Important dates web page.

(19) Students may withdraw from a subject:

1. until 11:59 pm on the subject’s census date without incurring financial liability or academic penalty, or
2. after census without academic penalty if approved under the Enrolment and Fees Procedure.

Study mode

(20) Subjects are delivered in either online or on-campus study mode. Online subjects may require students to attend face to face classes and learning activities, including work-integrated learning and intensive schools; this is identified in subject outlines.

(21) International students must complete at least two-thirds of their course through on-campus subjects (calculated by the total course points). This must include at least one on-campus subject in every compulsory teaching period, unless the student has only one subject left to complete their course.

Study load

(22) For coursework courses at Charles Sturt, an equivalent full time study load (1.0 EFTSL) is calculated on an undertaking of 64 points per academic year. Some courses may prescribe a full-time enrolment pattern that exceeds 1.0 EFTSL.

(23) Minimum study load requirements apply:

1. International students must maintain a study load of 1.0 EFTSL with 32 points of subjects in each compulsory teaching period, unless a reduced or varied study load is approved by the Director, Student Administration (or nominee) or they are in their last teaching period of study.
2. Except for clause 10, there is no minimum study load for domestic or non-resident coursework students, however a reduced study load may impact course completion timeframes and government assistance eligibility.

(24) Maximum study load requirements apply:

1. Students must not exceed the study load recommended for the full-time enrolment pattern in the University Handbook, either in a single teaching period or an academic year, unless approved by the Course Director.
2. Enrolling in more than 2.0 EFTSL, even with approval, may impact students who receive Commonwealth assistance.

(25) The Higher Degree by Research Procedure states requirements for HDR students in relation to full-time and part-time enrolment, and the process for changing study loads during their candidature.

Maximum course completion time

(26) A student may be withdrawn from their course if they do not complete the course (as identified by its registered course/program/government code) within the maximum completion time set under the Course and Subject Policy and Course and Subject Procedure - Coursework Design.

Cross-institutional study

(27) Students may be eligible to complete one or more subjects through another tertiary institution and receive credit for the cross-institutional study towards their Charles Sturt course. See the Credit Policy.

(28) A student of another tertiary institution can apply to enrol in subjects at Charles Sturt and may be able to have the subjects recognised as part of their course at their home institution. Further information and instructions are published on the cross-institutional learning website.

Course transfers

(29) Students wanting to change their enrolment to a different Charles Sturt course must apply for admission to the new course as per the Admissions Procedure.

International student provider transfers

(30) International students seeking to transfer to another provider within the first six months of study at Charles Sturt must apply via the process outlined in the International Students Provider Transfer Procedure.

Special consideration – enrolment flexibility

(31) Charles Sturt provides flexibility for students who are or have been impacted by circumstances outside their control. This may include granting special consideration for enrolment-related matters if a student’s course progress or wellbeing is adversely impacted by:

1. medical reasons
2. death of close family members
3. legal commitments
4. severe weather events and natural disasters
5. traumatic experiences
6. emergency travel requirements
7. other events that pose a major obstacle to the student making satisfactory progress with their studies.

(32) The application process, eligibility, circumstances and evidence requirements for special consideration may vary. The Enrolment and Fees Procedure and International Student Fee Refund Procedure provide information about the enrolment-related matters where special consideration may be given. Decisions are subject to legislative or regulatory requirements (such as ‘compassionate or compelling circumstances’ under the National Code and ‘special circumstances’ under HESA) and other University policy conditions (such as academic progress or maximum course durations).

(33) Decisions under this policy and its procedures are approved in accordance with Delegation schedule E – Academic or as stated in the policy or procedures. Requests are assessed and approved case-by-case, based on the merits of the individual student’s circumstances, the evidence provided and the impact on their studies.

Part C - Fees

Payment of fees

(34) Students must pay the following fees throughout their course:

1. Tuition fees for each subject enrolled in – must be paid upfront, unless the student is eligible to defer their fees through the Higher Education Loan Program (e.g. HECS-HELP or FEE-HELP) and submits a Commonwealth assistance form by the census date, or payment is provided through other means (such as a scholarship arrangement).
2. Student services and amenities fee (SSAF) for each subject enrolled in – must be paid each teaching period, unless the student is eligible to defer these through for a SA-HELP loan and completes an SA-HELP nomination form.
3. Any other fees and charges accrued by the student – such as late payment fees, library fines and other administrative costs.

(35) It is a condition of enrolment that all fees must be paid, or deferred where eligible, by the due date stated on the invoice or fee statement. Students who do not meet this condition may:

1. be charged late payment fees
2. have their access to services and facilities restricted (including their results, further subject enrolments, graduation, etc.)
3. have their enrolment in current or future subjects withdrawn, and/or
4. be withdrawn from their course.

(36) Fees will not be reduced for any student repeating a subject due to failing it previously or for any other reason.

Refund of tuition fees

(37) Students incur a financial liability for any subjects they are enrolled in at or after midnight of the census date in each teaching period. Students who withdraw or are withdrawn from a subject:

1. before 11:59 pm on the census date will have their fee liabilities for that subject refunded or reversed in accordance with the:
   1. Enrolment and Fees Procedure, for domestic and non-resident students
   2. International Student Fee Refund Procedure, for international students
2. after census may only have their tuition fee liability reversed (whether by refund, remission or reimbursement) if eligible and approved under the Enrolment and Fees Procedure.

Tuition protection service

(38) The Tuition Protection Service assists students who have paid their tuition fees upfront or via a HELP loan where the University is unable to fully deliver their course of study. This ensures that students can either:

1. complete their studies in another course or with another education provider, or
2. receive a refund of their unused tuition fees and/or a re-credit of the unused remainder of their HECS-HELP or FEE-HELP loan.

Part D - Appeals and complaints

(39) Where a student wishes to appeal a decision that has been made under this policy and its procedures, or if they have a complaint about the quality of service or conduct of University staff, the following policies apply:

1. University Student Appeals Policy and University Student Appeals Procedure
2. Complaints Management Policy and Complaints Management Procedure

(40) If the student is not satisfied with the outcome of their internal appeal/complaint, they have the right to lodge an external appeal/complaint with the National Student Ombudsman.

(41) Where an internal or external complaints or appeals process finds in favour of the student, the University will implement the required actions, recommendations, and directives as specified in the review outcome and findings.

International students

(42) The University will only finalise the withdrawal of an international student from their course in PRISMS as an outcome of a breach of the conditions outlined in this policy and its procedures if:

1. the internal appeal period has ended and the student has not submitted an internal appeal, as per the University Student Appeals Procedure, or
2. where an internal appeal is submitted within the prescribed period, either:
   1. the internal appeal process has been completed and the original decision upheld, or
   2. the student withdraws their internal appeal by notifying the University in writing.

(43) Notwithstanding any other provision within this policy or its procedures, the University will proceed with actioning and reporting a prescribed change of enrolment for an international student when required to meet the timeframe specified under the Education Services for Overseas Students Act 2000.

Section 3 - Glossary

(44) In this policy:

1. Academic year – means the start of the first teaching period to the end of the last teaching period in the University's annual cycle of teaching. All subjects with the same year in their subject code are considered to be in the same academic year, regardless of their start or end date.
2. Census date – as defined in the policy library glossary.
3. Compulsory teaching period – means a teaching period that students must enrol in to maintain a current place in their course.
4. Concurrent study – means a student is enrolled in more than one course at the same time (including being enrolled in single subject study as well as a course).
5. Confirmation of enrolment (COE) – an official document issued to international students to confirm they have accepted a place and are eligible to enrol in a course at this University. The COE provides information about student enrolment status, course details, expected course duration, and enrolment start and end dates.
6. Coursework course – as defined in the policy library glossary.
7. Cross-institutional study – means an arrangement where a student is enrolled in a course at one university (their home institution) and undertakes approved study in one or more subjects at another university under an agreement for the study to be recognised and applied as credit towards completion of their current course with their home institution.
8. Domestic student – as defined by the policy library glossary.
9. Equivalent full-time study load (EFTSL) – is the measure of the study load for a year of a student undertaking a course of study on a full-time basis. A subject’s EFTSL value is expressed as a fraction of 1.0 EFTSL.
10. Higher degree by research (HDR) course – as defined in the policy library glossary.
11. International student – as defined in the policy library glossary.
12. Non-tuition fees – means any fees and charges required for items that are not directly related to tuition fees. Examples include: Student Services and Amenities Fees (SSAF), library fines, accommodation fees, campus facilities and services, Overseas Student Health Cover (OSHC), and other fees and charges related to additional administrative costs.
13. Non-resident student – as defined in the policy library glossary.
14. Partner provider – means an educational institution that has a partnership agreement with the University to deliver programs and courses on behalf of or in collaboration with the University, where the University remains responsible for quality assurance monitoring to ensure a high standard of academic and student outcomes.
15. Point – as defined in the policy library glossary.
16. Prerequisite subject - means a subject that must be completed before a student can commence study in the next subject for which this is a prerequisite entry requirement.
17. Single subject study – means enrolment in one or more credit-bearing subjects undertaken outside of a formal course or program.
18. Student services and amenities fee (SSAF) - means the fee charged under the Higher Education Support Act 2003 for maintaining and enhancing services and amenities that support a wide range of student needs. This fee is charged per 8 points of subjects that each student is enrolled in each teaching period.
19. Study load – means the number of subjects that a student is enrolled in each teaching period or academic year, measured by the total point value of the subjects. A standard full time study load is normally 32 points in a teaching period or 64 points in an academic year.
20. Study mode – means the delivery mode that each subject is available for enrolment in each teaching period, which can be either online or on-campus.
21. Teaching period – as defined in the policy library glossary.
22. Tuition fees - means the fees charged for each unit of study (subject) that a student is enrolled in.