PACE: Early Commencement

PACE: Early Commencement

SUMMARY

The PACE: Early Commencement Procedure establishes the actions and responsibilities required to consider a request from a student to commence or complete a PACE activity prior to the official start date of the associated PACE unit.

PROCEDURE

1     PURPOSE

To outline the actions and responsibilities required to consider a request from a student to commence or complete a PACE activity prior to the official start date of the associated PACE unit.

2     SCOPE

All members of the University Community involved in PACE activities.

3     DEFINITIONS

Commonly defined terms are located in the University Glossary.  The following definitions apply for the purpose of this Procedure.

Early commencement of a PACE activity:  This is when a student commences their PACE activity prior to the official Session commencement date (please see the Important Academic Dates on the University website). An application for the Early commencement of a PACE activity has to be submitted by the student and approved by the Unit convenor prior to the student commencing their PACE activity. PACE Faculty staff are available to help with application decisions.

Commitment to enrol into a PACE unit:  Students are required to complete the Commitment to enrol into a PACE unit application when the designated PACE unit is not available for enrolment online in eStudent yet (ie Session 1). Therefore, the Commitment to enrol into a PACE unit application is to be done directly by the student via ask.mq. Academic advisers/PACE Faculty staff are available to help with enrolment decisions. Students are required to enrol in the relevant PACE unit as soon as it becomes available for enrolment in eStudent and no later than 6 months since the commencement of the PACE activity.

4     RESPONSIBILITIES AND REQUIRED ACTIONS

This procedure requires actions by the following:

  • Student
  • PACE Unit Convenor
  • Faculty PACE Manager/PACE Program Officer/PACE International Staff

STUDENTStep 1 Consider Commitments

  • Recognise that all PACE units involve an experiential component (at least 30 hours for a 3 credit point unit; at least 60 hours for a 6 credit point unit)
  • Read the relevant Unit Guide to determine the specific PACE Unit requirements
  • Clarify the time and workload commitment involved to undertake and complete the PACE activity
  • Arrange personal circumstances and commitments to allow the PACE activity to be undertaken

Step 2 Obtain Approvals and Commit to Enrol

  • Discuss the opportunity with the relevant unit convenor
  • Discuss the process of applying for early commencement with the Faculty PACE staff and complete the Early commencement application process as follows:
  1. If already enrolled in a PACE unit:Fill in and submit the Application for Early commencement form in iParticipate
  2. If not able to enrol in a PACE unit due to not meeting the prerequisites for the PACE unit and needing a Special approval (waiver):Fill in and submit the Special approval (waiver) request through ask.mq
    • If approved, fill in and submit the Application for Early commencement form in iParticipate
    • If not approved, follow directions from Faculty PACE staff/unit convenor
  3. If not able to enrol in a PACE unit due to the unit not being available to enrol in eStudent yet (ie PACE units in Session 1):Fill in and submit the Commitment to enrol application form in ask.mq which includes Special approval (waiver) application as well if needed.
    • If approved, fill in and submit the Application for Early commencement form in iParticipate
    • If not approved, follow directions from Faculty PACE staff/unit convenor

Step 3 Commence the PACE activity

  • Receive the response to the Application for Early commencement
  • If the Application for Early commencement is approved, complete all the remaining requirements for the PACE activity as per the Faculty PACE staff/unit convenors direction and commence the PACE activity early – as per the start date stated in the Early commencement application form
  • If the Application for Early commencement is not approved, follow directions from Faculty PACE staff/unit convenor
  • Commence the activity only after receipt of approval from the unit convenor. Commencing an activity prior to formal approval by the unit convenor will make you ineligible for coverage under the University’s insurance policy and will result in the activity not being eligible to be counted towards future enrolment in a PACE unit.

Step 4 Enrol in the PACE Unit
If not already enrolled, enrol in the identified PACE unit as soon as the unit offering becomes available and no later than 6 months from the date of commencement of the activity. Failure to enrol in the unit may require the repayment of any funds paid to you in relation to undertaking the PACE activity (including PACE Travel and Equity Grants).

UNIT CONVENORStep 1 Receive Application
Receive the Application for Early commencement (which can be a part of a PACE Activity proposal). The Application for Early commencement might be preceded by an Application for Special approval (waiver) and/or Commitment to enrol into a PACE unit application (applicable for Session 1 PACE units) through ask.mq. 

Where necessary, check whether the Special approval (waiver) and/or Commitment to enrol into a PACE unit application were approved.

Step 2 Assess the proposed PACE activity and approve the early commencement

On receipt of the Application for Early commencement form:

  • assess the validity of the activity
  • ensure a risk assessment of the activity is undertaken (for activities taking place overseas or in remote Australia, and where relevant, this is undertaken in consultation with PACE health and safety coordinator)
  • consider the reasons for the specific timing of the activity and whether the timing allows the student to enrol into the relevant PACE unit no later than 6 months from the date of commencement of the PACE activity.  If a student seeks approval for Early commencement of an activity for which the unit enrolment falls outside the 6-month limit, and it is your recommendation that it goes ahead, please seek approval from the PACE Academic and Program Director. It is expected that this exception would be rarely invoked. 
  •  the PACE Academic and Program Director stating the reasons for the specific timing and reasons for your decision
  • consider the workload implications for the student
  • consider the workload implications for yourself and other staff
  • complete the Unit Convenor Approval section of the application form. If you are not giving approval for early commencement of the activity, please provide reasons for your decision

Step 3 Confirm enrolment
Where relevant, liaise with the Faculty PACE Manager (or for PACE360 liaise with the PACE Program Officer) to ensure the student has enrolled in the unit when the units became available for enrolment and no later than 6 months from the date of commencement of the PACE activity.

FACULTY PACE MANAGER / PACE PROGRAM OFFICER / PACE INTERNATIONAL STAFF

Step 1 Receive a request/enquiry from a student
Advise the student seeking the early commencement of the PACE activity on the process and requirements

Step 2 Assist in the approval process

  • Where relevant, assist in the process of approving the Commitment to enrol into a PACE unit application and Special approval (waiver)   
  • Ensure the partner details are entered into Tracker
  • Ensure the placement group details are entered into Sonia
  • Ensure the student details are filled in Sonia
  • Assist Unit convenor in the process of approving the Application for Early commencement in iParticipate
  • Advise the student of the approval of their Application for Early commencement or if not approved, advise the student of their options

Step 3 Confirm enrolment
Where relevant, ensure the student has enrolled in the unit when the unit became available for enrolment and no later than 6 months from the date of commencement of the PACE activity.

5     RELEVANT LEGISLATION

6     KEY RELATED DOCUMENTS

Assessment Policy

7     NOTES

7.1Contact Officer PACE Academic Programs Director
7.2Implementation OfficerPACE Academic Programs Director
7.3Approval Authority / AuthoritiesAcademic Senate
7.4Date Approved26 July 2016
7.5Date of Commencement 26 July 2016
7.6Date for Review July 2019
7.7Documents Superseded by this ProcedureParticipation Activity (Early Commencement) Procedure approved 9 February 2015
7.8Amendment History n/a

Asset ID = 422478

Back to the top of this page