Change of Enrolment Regulations

Title

These are the Change of Enrolment Regulations 2003.

Date of effect

These regulations are effective from 1 January 2004.

Definitions

In these regulations

change of enrolment means any of the following changes to the programme of study in which a student has originally enrolled for a given teaching period:

•

the addition of a paper, with payment of the prescribed fees

•

the deletion of a paper, with refund of the prescribed fees (the paper is deleted from the student’s academic record)

•

withdrawal from a paper, without refund of any fees (the paper remains on the student’s academic record, annotated as ‘withdrawn’)

•

change of qualification, major or specified programme.

iWaikato means the computer system, accessible to enrolled students, which enables them to apply for change of enrolment on the internet.

Application

These regulations apply to papers at 0, 100, 200, 300, 400, 500 and 700 levels.

Note: Policies and procedures with respect to change of enrolment for 800 (MPhil) and 900 (doctoral) level programmes are available from the Postgraduate Studies Office.

Fees

The fees referred to in these regulations are available online at www.waikato.ac.nz/sasd/enrolment/fees.shtml.

Teaching periods

The teaching periods referred to in these regulations are defined on the University of Waikato Calendar.

Programme approval

Any change of enrolment constitutes a change to a programme of study and requires the approval of the College, Faculty or School of Studies.

Procedure for change of enrolment

(1)

Applications for change of enrolment must be submitted to the College, Faculty or School of Studies that the student is enrolled in for consideration. They may be submitted either through iWaikato or on an Application to Change Enrolment form, available from the Gateway and the College, Faculty or Schools of Studies.

(2)

Absence from classes or failure to submit items for assessment does not constitute withdrawal from a paper. A student who does not withdraw from a paper using the procedures outlined in these regulations remains enrolled for the paper and remains liable for any prescribed fees.

(3)

Attendance at classes and submission of items for assessment does not constitute enrolment in that paper.

Timeframe for change of qualification, major or specified programme

Provided that no changes are made to the selection of papers, a student may apply to change a qualification, major or specified programme at any time.

10.

Deadlines for adding, and deleting papers

(1)

An application to add a paper (with payment of the prescribed fees), or to delete a paper (with a refund of the prescribed fees) must be submitted to the College, Faculty or School of Studies or through iWaikato by the following deadlines:

Type of Paper	Deadline
Summer School 1 and 2 papers and C, D etc. papers with teaching periods shorter than 17 weeks	5.00pm on the first Friday of the relevant teaching period
Semester A and full-year papers	5.00pm on the second Friday of semester A (12 March 2010)
Semester B papers	5.00pm on the second Friday of semester B (23 July 2010)
C, D etc. papers with teaching weeks of 17 weeks or longer	5.00pm on the second Friday of the relevant teaching period

(2)

Where subjects provide for different levels of proficiency on first enrolment (eg Mathematics, languages), a student may apply to transfer, with a transfer of fees, from one paper to a closely related paper in the same subject up until the relevant deadline for withdrawal listed in section 11 of these regulations.

11.

Withdrawal from papers (without a refund of the tuition fee)

(1)

Unless exceptional circumstances apply (as provided for under section 12 of these regulations), a student who withdraws from a paper after the deadline for deletion (see section 10 of these regulations) is not entitled to a refund of the fees for that paper; if the fees have not been paid, the student remains liable for them.

(2)

A student may withdraw from an undergraduate paper (0, 100, 200, 300, or 400 levels and School of Education 700 level) after the deadline for deletion (see section 10 of these regulations) up until the following dates:

Type of paper	Deadline for Change of Enrolment form
Summer School 1 and 2 papers and C, D etc. papers with teaching periods shorter than 17 weeks	5.00pm on the third Friday of the relevant teaching period
Semester A and full-year papers	5.00pm on the sixth Friday of semester A (9 April 2010)
Semester B papers	5.00pm on the sixth Friday of semester B (20 August 2010)
C, D etc. papers with teaching weeks of 17 weeks or longer	5.00pm on the sixth Friday of the relevant teaching period

(3)

A student may withdraw from a graduate paper (500 or 700 level, excluding School of Education 700 level) after the deadline for deletion (see section 10 of these regulations) at any time before the start of the examination or, if the paper is internally assessed, at any time before the due date for the final item of assessment.

12.

Late deletion or withdrawal under exceptional circumstances

Note: Part 4 of the Assessment Regulations 2005 sets out the University’s provisions for special consideration in assessment. Students considering withdrawal from papers because of exceptional circumstances beyond their control are encouraged to seek advice first from their College, Faculty or School of Studies, or from the Assessment Office in the Gateway, about whether they might be entitled to special consideration under the Assessment Regulations 2005.

(1)

If, after the deadline for deletion or withdrawal, a student considers that he or she is unable to complete a paper because of exceptional circumstances beyond his or her control, the student may apply in writing to the Director of Student and Academic Services for late deletion or withdrawal.

(2)

The application must be submitted to the Director of Student and Academic Services and must include an account, with appropriate evidence if available, of the circumstances that prompted the application.

(3)

Applications under this section are considered and decided by the Director of Student and Academic Services.

(4)

If the application is approved, the Director of Student and Academic Services may also approve, at his or her discretion, a credit of some or all of the student’s fees.

13.

Appeals

(1)

A student may appeal against any decision taken under these regulations.

(2)

An appeal, comprising a written statement of the circumstances of the appeal, and supporting evidence if available, must be submitted in writing to the Director of Student and Academic Services not more than seven days after the date on which the student receives notification of the relevant decision. Late appeals may be accepted at the Director’s discretion.

(3)

Appeals under this section are considered and decided by the Deputy Vice-Chancellor, or his nominee, by delegated authority of the Academic Board.

(4)

A decision by the Deputy Vice-Chancellor is notified in writing and is final.