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Change of Enrolment Regulations

1.   Title
  These are the Change of Enrolment Regulations 2012.
2.   Date of effect
  These regulations are effective from 1 January 2013.
3.   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 withdrawal from a paper, without refund of any fees (the paper remains on the student’s academic record, annotated as ‘withdrawn’)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.
4.   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.
5.   Fees
  The fees referred to in these regulations are available online at www.waikato.ac.nz/sasd/enrolment/fees.shtml.
6.   Teaching periods
  The teaching periods referred to in these regulations are defined on page 10 of the University of Waikato Calendar.
7.   Programme approval
  Any change of enrolment constitutes a change to a programme of study and requires the approval of the Faculty or School of Study.
8.   Procedure for change of enrolment
  (1)   Applications for change of enrolment must be submitted to the Faculty or School of Study that the student is enrolled in for consideration. They need to be submitted through iWaikato. The exceptions are students enrolled in articulation programmes - they need to complete specific forms to add University of Waikato papers to their enrolment (or on an Application to Change Enrolment form, available from the Student Centre and the Faculties or School 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.
9.   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 papers (with payment of the prescribed fees)
  (1)   An application to add a paper (other than a thesis) must be submitted to the Faculty or School of Studies or through iWaikato by the following deadlines:
Paper commencement date Deadline
1 January to 2 March 2014 30 November 2013
3 March to 13 July 2014 19 January 2014
14 July to 31 December 2014 8 June 2014
  (2)   An application to add a (500 level) thesis must be submitted to the Faculty or School of Studies at least one month before the intended start date for the thesis.
  (3)   An application to add a Corporate and Executive Education paper must be submitted to the Waikato Management School at least one month before the start of the paper.
11.   Deadlines for substituting papers (with transfer of the prescribed fees)
  A student may apply to add a paper in place of a paper being deleted up until the relevant deadline listed in section 12 of these regulations provided that the paper to be added is of the same or lesser points value as the paper to be deleted.
12.   Deadlines for deleting papers (with a refund of the prescribed fees)
  (1)   An application to delete a paper must be submitted to the Faculty or School of Studies 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
(14 March 2014)
Semester B papers 5.00pm on the second Friday of semester B
(25 July 2014)
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 13 of these regulations.
13.   Withdrawal from papers (without a refund of the tuition fee)
  (1)   Unless exceptional circumstances apply (as provided for under section 14 of these regulations), a student who withdraws from a paper after the deadline for deletion (see section 12 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)   An application to withdraw from a pre-degree or undergraduate paper (0, 100, 200, 300, or 400 levels and Faculty of Education 700 level) after the deadline for deletion (see section 12 of these regulations) must be submitted to the Faculty or School of Studies by the following dates:
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 sixth Friday of semester A
(11 April 2014)
Semester B papers 5.00pm on the sixth Friday of semester B
(22 August 2014)
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 Faculty of Education 700 level) after the deadline for deletion (see section 12 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.
14.   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 Faculty or School of Study, or from the Assessment and Graduation 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 Head of Student and Academic Services for late deletion or withdrawal.
  (2)   The application must be submitted to the Head 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 Head of Student and Academic Services.
  (4)   If the application is approved, the Head of Student and Academic Services may also approve, at his or her discretion, a credit of some or all of the student’s fees.
15.   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 Head 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 discretion of the Head of Student and Academic Services.
  (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.

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