Policy - Faculty Academic Policies and Procedures
3. Enrolment
3.1 New Students
Most applicants for undergraduate courses apply through the Victorian Tertiary Admissions Centre (VTAC). Selection Officers based in each School are responsible for selection. After each round of offers, successful applicants are sent offers via VTAC. The information sent by VTAC informs the student of the course for which they have been made the offer, the enrolment date, time and venue.
On approximately the same day that the VTAC offers are posted, each School sends out an enrolment package to the new students that includes course specific information, an enrolment form, a HECS booklet, car parking and fee information. The student is asked to read the information and to bring it with them when they come to enrol.
There are enrolment dates for each round of offers. The first and second rounds of enrolment are done at a Faculty venue whilst third and fourth round enrolments are usually done at a School venue.
The first and second rounds of enrolment are staggered so that only a maximum of approximately 100 students enrol at any one time. This is to alleviate queues and any frustration associated with the enrolment process. Students are directed to assemble in a small lecture theatre where a course coordinator and/or other people associated with the course go through the enrolment process with the students, answer any course specific questions and encourage students to be involved in the orientation week.
Students are then asked to move into another room where they fill out their enrolment forms and any other form that is required to be complete. The forms are signed by course advisors who also answer any questions that the students may have before directing them into the data entry room.
The data entry room is set up to data input the enrolment and HECS information. Staff from the Student Records Office and selected staff from around the Faculty perform the data entering. The Faculty staff may be from any School/Department and will data entry not only for their own course(s) but for others as well.
After the data entry is completed, students are asked to proceed to a cashier and pay the fees that are owed before being directed to a point where they are photographed, given a student card and able to sign up for the orientation week.
3.1.1 Postgraduate
Students who wish to enrol in a Masters by research, Professional Doctorate or Doctor of Philosophy apply through the Research and Graduate Studies Office (RGSO). RGSO organise offers, enrolment dates etc. However, prospective students should be advised to contact the Postgraduate Coordinator in the School of interest to discuss supervision and research topic prior to applying for candidature.
Students who wish to enrol in a Graduate Certificate, (Post)Graduate Diploma or Masters by coursework will apply directly to the School offering the course. In most cases, Schools choose to enrol students via mail although in some cases students are asked to attend an enrolment session on campus. In the latter case, enrolments must be organised in conjunction with the Student Records Office and it is advisable to organise the enrolment period to coincide with one of the undergraduate enrolment periods for data entry purposes.
Where Schools choose to enrol students via mail, an enrolment package is sent to the student that includes course specific information, an enrolment form, a HECS booklet, car parking and fee information. The student is asked to complete the necessary forms and to return them to the School office. A course administrator is responsible for data entering the returned enrolment form before forwarding it to the Student Records Office for files to be made up.