Withdrawal and Discontinuance (Coursework)

Withdrawal and Discontinuance (Coursework)

SUMMARY

The Withdrawal and Discontinuance (Coursework) Policy establishes the University's principles for student's seeking to withdraw from a coursework or honours unit; withdraw from a coursework unit without academic penalty and/or financial liability; discontinuing a course; and the relationship between withdrawing from a unit and discontinuing a course.

POLICY

Purpose

To outline the University policy on:
  • withdrawing from a coursework or honours unit
  • withdrawing from a coursework unit without academic penalty and/or financial liability
  • discontinuing a course
  • the relationship between withdrawing from a unit and discontinuing a course.

Overview

Macquarie University aims to provide    flexibility for students undertaking tertiary study by removing undue    academic penalty and/or financial liability for students who experience    serious and unavoidable disruption which makes it impractical for them to successfully complete unit or course requirements.

For a variety of reasons some coursework students may choose to withdraw from one or more units in which they are enrolled. It is a student’s    responsibility to manage their unit enrolment, adding or removing units from    their program of study via eStudent.
The University provides a range of academic    and support services to assist students with their studies. While advice may    be given, it is ultimately a student’s responsibility to access these    services as they believe appropriate and necessary.
The University has a clear and unambiguous    statement on withdrawal that emphasises consistency, equity, timeliness and transparency    in requests for withdrawal.

DEFINITIONS
Census Date: the date by which a student    must withdraw from a unit if they do not wish to be liable for Higher Education    Contribution Scheme (HECS) charges or tuition fees. If a student remains    enrolled after the Census Date,    they will be liable for all associated unit fees.  
Discontinuance: a student is considered to have discontinued their    course if they:

  • withdraw from all of the units for which they are enrolled in that calendar year and for which a grade has not been determined, or
  • are not enrolled in any units for one of: two consecutive sessions, three consecutive trimesters, or four consecutive terms.
Enrol: the action taken by a student to add a unit    to their program of study via eStudent, and for which they are liable for fees    and a subsequent recording of an academic status.

Withdraw:

  • the action taken by a student to remove a unit from their program of study via eStudent
  • a status for a unit of study that indicates a student has withdrawn from the unit without academic penalty. Units with withdraw ('W') status still incur a financial liability.
Last Date to Withdraw Without Academic Penalty: the date by which a student must withdraw from a    unit or they will be deemed to have failed the unit unless they    meet the learning outcomes. If a student remains enrolled after this date, and    either subsequently withdraws or fails to meet the unit learning outcomes,    their record will be endorsed with a grade of ‘F’(Fail) unless they are able    to demonstrate an event or circumstances that evidence unavoidable    disruption.

Serious and Unavoidable Disruption: an event or circumstance that:
(a)  could not have reasonably been anticipated, avoided or guarded against by the student, and
(b)  was beyond the student’s control, and
(c)  caused substantial disruption to the student’s capacity for effective study and/or the completion of required work and
(d) occurred during an event critical study period and was at least three (3) consecutive days duration, and / or
(e) prevented completion of a final examination.

Scope

This policy applies to all coursework and honours students of Macquarie University, including students undertaking non-award study or admitted to the Bachelor of Philosophy or Master of Research, and to staff involved in the academic administration of coursework and honours study.

Policy

The University will publish a Census Date and a Last Date to Withdraw Without Academic Penalty for every coursework unit.

For a request to Withdraw Without Penalty to be considered, the application must be submitted before the date for the final examination for that unit. If there is no final examination an application must be submitted before the date of the final assessment item.

Once a grade has been ratified by the Academic Senate it will not be changed. In exceptional circumstances the Deputy Vice-Chancellor (Academic) and Registrar may approve an application submitted at a later date.

WITHDRAWAL
The  University permits a student to withdraw from a unit of study in which they are enrolled. The date of withdrawal from a unit will be:

    • the date that a student withdraws from the unit online via eStudent, or
    • in exceptional and approved situations, the date that the Deputy Vice-Chancellor (Academic) and Registrar receives written notification of a student’s request to withdraw.
When a student withdraws from a unit by the Census Date they will be considered to be ‘not effectively enrolled’ and neither academically penalised nor financially liable for the unit.

WITHDRAWAL AFTER CENSUS DATE
When a student remains enrolled in a unit after the Census Date they are deemed to be ‘effectively enrolled’ and financially liable.
Students who are ‘effectively enrolled’    and who withdraw from a unit after the Census Date but before the Last Day    to Withdraw Without Academic Penalty, will record no academic penalty and the    student’s record will be endorsed with the status ‘W’ (Withdrawn).

Students who are ‘effectively enrolled’ and who withdraw from a unit after the Census Date    will be financially liable for either:

    • the relevant student contribution fee from their Commonwealth Supported Place (CSP) and their consumed Student Learning Entitlement (SLE), or
    • the relevant up-front tuition fee paid to the University, or
    • the relevant debt incurred as a Commonwealth FEE-HELP loan

unless the student successfully requests to withdraw without financial penalty due to serious and unavoidable disruption to their study.

WITHDRAWAL AFTER LAST DAY TO WITHDRAW WITHOUT ACADEMIC PENALTY
Students who are ‘effectively enrolled’ and who withdraw from a unit after the Census Date and after the Last Day to Withdraw Without Academic Penalty will be deemed to have failed the unit. The student’s record will be endorsed with the grade ‘F’ (Fail) unless the student successfully requests to withdraw without academic penalty due to serious and unavoidable disruption to their study.

WITHDRAWAL WITHOUT ACADEMIC AND/OR FINANCIAL PENALTY
A student may request to withdraw without academic penalty and/or financial liability due to serious and unavoidable disruption to their study.
Where a request to withdraw due to serious and unavoidable disruption is approved by the University:
  • the student’s record will be endorsed with the status ‘W’ denoting ‘Withdrawn’, and
  • the application for remission or reversal of the relevant debt will be assessed.

DISCONTINUANCE
A student may discontinue their course and elect to return to the same course provided they meet conditions in the Readmission to a Coursework Program Procedure.

COMPLIANCE AND BREACHES
The University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures).

Policy Information

Contact Officer

Director, Academic Services

Date Approved4 October 2011
Approval Authority

Deputy Vice-Chancellor (Academic) and Registrar

Date of Commencement For units commenced 1 July 2011 or later
Amendment History
31 Oct 2018 – Minor amendments to Key Related Documents, URLs updated.
17 July 2018 - Minor amendment to Key Related Documents to reference 'Readmission to a Coursework Program Procedure', previously referenced as 'Re-admission Procedure'.
20 June 2018 – Addition of Academic Progression Policy / Procedure / Fitness to Practice Procedure as a Key Related Document.
1 June 2018 – Minor amendment to policy wording, sentence amended to clarify: “If there is no final examination an application must be submitted before the date of the final assessment item.” Position title Deputy Vice-Chancellor (Provost) also replaced with Deputy Vice-Chancellor (Academic) and Registrar.
3 May 2018 – Minor amendment to clarify when a Withdraw Without Penalty application must be submitted.
28 Feb 2018 - Inclusion of Special Consideration Policy / Procedure (In effect from Session 3 2017) under Key Related Documents.
7 November 2017 – Updated Approval Authority from Academic Senate to Deputy Vice-Chancellor (Academic) and Registrar, updated Contact Officer to Director, Academic Services, changed reference for Deputy Vice-Chancellor (Students and Registrar) to Deputy Vice-Chancellor (Academic) and Registrar.
29 Sep 2017 - updated Census date hyperlinks
3 June 2014 (AS Resolution14/53) – updated definition of ‘serious and unavoidable disruption’ to align with Disruption to Studies Policy
Date for Next ReviewOctober 2014
Related Documents
Policies / Rules Superseded by this PolicyBachelor Degree Rule 12
Graduate Diploma Rule 7
Graduate Certificate Rule 7
Certificate Rule 6
Diploma Rule 8
Diploma in Community Management 8
Master by Coursework Rule 9
Postgraduate Diploma Rule 9
Postgraduate Certificate Rule 9
KeywordsDiscontinuance, Withdrawal, Census, Unavoidable Disruption

PROCEDURE

This Policy should be read in conjunction with the associated Withdrawal without Penalty (Coursework) Procedure

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