StudentOnLine help

You will need your username and password to access StudentOnLine.

Contact Student IT Support on 1300 LATROBE if you have difficulty accessing StudentOnLine.

Student IT Support is closed on public and University holidays.

Read the instructions below if you need help with StudentOnLine – jump to the relevant section by selecting the links below. Alternatively you can search our FAQs for 'StudentOnLine'.

• Details – check and confirm your personal details
• Contact – check and confirm your contact details
• Enrolment – enrol and re-enrol
• Finances – manage your finances
• Results and Graduation – check your results and graduation details

Details

In the Details tab you will find the personal details that La Trobe University has recorded for you.

Your name, as it appears in 'Formal Name', is how your name will appear on all official documentation including your Testamur (degree certificate).

If any of these details are incorrect or have changed, follow the instructions in the FAQ: Updating your details in StudentOnLine. Any change or correction of name must be supported by original or certified documentation.

Contact

In the Contact tab you will find the contact details that La Trobe University has recorded for you, including:

• My Addresses
• My Phone Numbers
• My Email Addresses
• My Emergency Contacts.

My Addresses

Here you can:

• view your addresses
• add an address
• change your addresses
• copy a selected address to another address type
• change your preferred mailing address.

To add a new address complete the steps below:

1. Select the Add New button.
2. Select the Address Type from the drop-down menu and then enter your address details.
3. Select Save and you will be taken to a search screen that shows a list of addresses. Choose your address and select Save.
4. Tick the box under the Country field if you'd like this address to be your Preferred Mailing address.
5. If your address does not appear select the Address Not Recognised button.

If you wish to change your address, select the Edit button for the address you want to change and then follow the above steps for adding a new address..

To change your preferred mailing address select the address you wish to nominate and then select the Make preferred button to the right of the address.

If you wish to copy an existing address to a new address type, select the relevant box in the Copy these Address Details to section.

Types of address explained

Semester/Term

Your address during semester

Home

Your address during non-semester periods

Temporary Preferred

If you move for a short period of time for a placement etc during semester, you can enter a temporary preferred address (using a start and end date) and this will override your normal preferred mailing address.

Postal

If you wish to have correspondence sent to another address that is not your Home or Semester/Term address, you should enter this address as your Postal address and make this your preferred mailing address.

Next of Kin

Address for your closest living relative

Guardian

Address for your guardian

My Phone Numbers

In the My Phone Numbers section you will find the phone details the University has recorded for you, including fax number, term phone, home phone, work phone, day phone (for APESMA students only) and mobile phone numbers.

To add a new phone number complete the steps below.

1. Select the Add New button.
2. Select the type of phone number you wish to add from the drop-down list.
3. Type in the phone number and a comment if required. You only need to provide a phone comment if you wish to advise the University of the most appropriate time to contact you via this number.
4. If you want this to be your preferred contact number, tick the box marked 'I want to make this my preferred Contact Phone Number'.
5. Select Save. You will see a green 'Success' message indicating that your action has been successful.

If you wish to change a number complete the steps below.

• Select the Edit button for the phone number you want to change.
• Change your details following the steps for adding a new number above.

You can delete a phone number by selecting the red Delete button to the right of the relevant phone number.

My Email Addresses

The My Email Addresses section is on the Personal page in the Details tab.

You will not be able to change your La Trobe University email address or select a different Preferred Email Address type. The University will send all electronic mail (email) for official correspondence to your La Trobe email address. It is your responsibility to ensure that you either check this address regularly, or set up a forwarding arrangement.

To add a personal email address complete the steps below.

1. Click the Edit button.
2. Enter your new email address.
3. Select Save. You will see a green 'Success' message indicating that your action has been successful.

To add a personal email address complete the steps below

1. Click the Add New button
2. Select the email type from the drop-down list.
3. Enter your new email address.
4. Select Save. You will see a green 'Success' message indicating that your email address has been saved.

My Emergency Contacts

The My Emergency Contacts section is on the Personal page in the Details tab.

You must provide details for an emergency contact. To add these details complete the below steps.

1. Select Contact type from the drop-down list. Your emergency contact must be either your guardian or next of kin.
2. Complete your emergency contact details, including their relationship to you and their address.
3. Select Save. You will see a green 'Success' message indicating that your action has been successful.

Citizenship and Residency

Here you will see the citizenship and residency details that La Trobe University has recorded for you.

The first time you enrol in subjects you will be directed to this page and asked to confirm that these details are correct. You can do this by clicking on the link 'Confirm'.

You will be asked to re-confirm these details every 200 days to ensure that the information that La Trobe University has recorded for you is accurate and up to date.

If any of the details are incorrect, or have changed, select the Request a modification to my Citizenship and Residency details button and follow the instructions in the FAQ 'Change of residency/citizenship'.

When making changes to your citizenship or residency status, you will be asked to supply proof. If you are changing your citizenship you will need to supply a certified copy of your citizenship certificate. If you are changing residency, you will need to supply a certified copy of your passport including the page that contains your visa information.

Cultural

Here you will see the cultural details that La Trobe University has recorded for you.

The first time you enrol in subjects you will be directed to this page and asked to confirm that these details are correct. You can do this by clicking on the link 'Confirm'.

If any of the details are incorrect, you can change your Cultural details by completing the steps below.

1. Select the Update button.
2. Change the Main language or Aboriginal or Torres Strait Islander fields as needed via the drop-down lists
3. Select Save. You will see a green 'Success' message indicating that your action has been successful.

You may be asked to re-confirm these details every 200 days to ensure that the information that La Trobe University has recorded for you is accurate and up to date.

Educational Background

The Educational Background page is in the Details tab. Here you will see the educational background details that La Trobe University recorded for you at the commencement of your course. You do not need to update these details as you progress through your course.

If the details captured are not correct for the time at which you commenced your course, select the Request a modification to my Education Background details and follow the instructions in the FAQ 'Education details for enrolment'.

The possible values that may be recorded for your Highest Level of Participation are as follows:

Parent/Guardian Education

Here you will see the parent/guardian education details that La Trobe University has recorded for you.

The first time you enrol in subjects you will be directed to this page and asked to confirm that these details are correct. You can do this by clicking on the link 'Confirm'.

If any of these details are incorrect, you can change your Parent/Guardian Education details by completing the steps below. Please note that if you have more than two parents/guardians you are only required to enter details for two of your parents/guardians.

1. Select the Update button.
2. Change your parent/guardian details via the drop-down lists for Gender and Highest Educational Attainment.
3. Select Save. You will see a green 'Success' message indicating that your action has been successful.

Documents

Here you can view a list of the existing Student System issued documents that have been created and sent to you by La Trobe University.

After you have entered the search criteria for the document you are looking for, a list will appear. Some documents will be available to view again.  Clicking on the View Attachments hyperlink will display the filename and Date of the attachment.  You must then click on the link under File/Note Attachment to open or save the file. If you do not enter any search criteria all documents for the period specified will be listed

Sanctions

A sanction is a penalty recorded against your enrolment. There are two types of sanctions: Academic – for unsatisfactory academic progress and Administrative – for failure to comply with certain administrative requirements (e.g. non-payment of fees).

On this page you will see any sanctions that have been recorded against your enrolment. If you have no sanctions recorded against your enrolment you will see a message stating 'There are currently no sanctions for you to view'.

Different types of sanctions will have different consequences for your enrolment. For details on removing any sanctions on your enrolment, please contact ASK La Trobe.

Terms and Conditions Agreement History

The Terms and Conditions that you have agreed to are listed on this page.

Select VIEW to see the Terms and Conditions in detail.

If you have not yet accepted the University 'Terms and Conditions' you will be asked to do so.

Enrolment

On the Enrolment tab you can:

• view your study plan details
• view your current enrolment
• enrol in units
• swap units
• withdraw from units.

Please note, it is your responsibility to monitor your enrolment requirements. For course advice please contact your course adviser.

Study Plans

This page will show you the structure of your course/s and will allow you to enrol or withdraw from units.

To view further details about any of your courses, choose the blue Select button to the left of the relevant course. You can then view the structure of this course.

The following symbols are used on this page.

Enrol in units

Core and planned unit enrolment

• Units you can enrol in will show the word 'Choose' written in blue to the right. Select 'Choose' and then select the blue Enrol button at the bottom of the page.
• You will be taken to a page listing all units you are about to enrol in. If the units are correct select Confirm Enrolment at the bottom of the page.
• You will see a green 'Success' message to indicate that your enrolment has been successful.
• You can now go to Current Enrolment and view all of your enrolled units/subjects.

HINT: If a unit has a prerequisite you will need to successfully complete that before you can enrol in the unit. If the unit has a co-requisite, you will need to enrol in that unit as well.

If you are having difficulties enrolling in a unit, please contact please contact ASK La Trobe.

To choose and enrol in an option

An option line contains choices that you must make to satisfy your course requirements.

• If you have options available for enrolment, they will be listed on the Study Plans page. You can see what each option will involve by selecting More details.
• To enrol in an option, select the word 'Choose' in blue (on the right).
• You will be taken to another screen where you can either select from a set range of units, depending on your course e.g. you may only have three subjects to choose from. Other courses may provide many options for units. In this case, you can use the search field to narrow your search for units
• You will be provided with a list of possible units to choose from. Select 'Add to Study Planner' next to the unit you'd like to enrol in. Please note: You can only select one unit at a time, and you cannot enrol in units that are marked with 'Not enough Credit Points available' (or similar) in red.
• Select the blue 'Save changes on Study Planner' button. You will be taken back to your course plan. You can now enrol in your selected unit, which will be shaded in blue. Click in the box to the right of the unit, and then select the blue 'Enrol' button at the bottom of the page.
• You will be taken to a page listing all units you are about to enrol in. If the units are correct click on the link Confirm Enrolment at the bottom of the page.
• You will see a green 'Success' message to indicate that your enrolment has been successful.
• You can now go to the Current Enrolment and view all of your enrolled units.

HINT: If a unit has a prerequisite you will need to successfully complete that before you can enrol in the unit. If the unit has a co-requisite, you will need to enrol in that unit as well.

HINT: If you cannot proceed with an action scroll to the top of the page and check to see if you have an error message.

If you are having difficulties enrolling in a unit, please contact ASK La Trobe.

Withdraw from units

Please note: before you withdraw from a unit, it is important you consult with a course adviser and be aware of the census date and the KN grade date. International students should consult with La Trobe International before withdrawing from any units.

• You can withdraw from units on the Study Plans page.
• Select the blue Withdraw button at the bottom of the page.
• You will be taken to a page listing all of the options and core units for the course you selected. At the bottom of the page click on the link 'withdraw from units'.
• You will be taken to a page that will list all the units you are currently enrolled in. Select the tick box to the left of the unit you wish to withdraw from. Then select the blue Withdraw button.
• You will be taken to a page containing information about the unit you are about to withdraw from and any consequences of withdrawal. If you wish to continue with your withdrawal select the red Confirm button.
• You will be taken to a screen confirming that you have been withdrawn from your units.

HINT: If a unit you plan to withdraw from is a prerequisite to another unit, you will also need to withdraw from the other unit.

HINT: If you cannot proceed with an action scroll to the top of the page and check to see if you have an error message.

If you are having difficulties withdrawing from a unit, please contact ASK La Trobe.

Current Enrolment

This page shows you all the units that you are currently enrolled in.

If you have been unable to make any changes to your enrolment or if your enrolment appears to be different to what you expected, please contact ASK La Trobe.

Finances

On the Finances tab you can:

• view your financial transactions
• make a payment
• view and complete eCAFs.

Financial Transactions

The Financial Transactions page is in the Finances tab. Here you can view your financial transaction details.

You can view details by current debt only, or by searching for all transactions within a given year.

If you would like a new Statement of Account select the Email my current year Statement of Account button and your current Statement of Account will be emailed to your student email account.

Make a Payment

The Make a Payment page is in the Finances tab.

If you wish to make a payment, select Make a payment form the left-hand menu. A new screen will open up and you can use your credit card to make a payment to the University for your fees.

Please note, it will take approximately 5 working days for any payments made using the 'Make a payment' screen to appear on your Statement of Account and on your Financial Transaction screen.

Results and Graduation

Result

The Result page is in the Results and Graduation tab. Here you can view results that have been released for your subjects. Select a study plan to view your results.

You can choose to have an unofficial academic transcript emailed to your La Trobe student email account by clicking on the link 'Email me an unofficial academic record.'

If you would like to order an official Academic Transcript go to Request an official academic record and you will be taken to another webpage that will give you instructions on obtaining an official Academic Transcript.

Graduation

The Graduation page is in the Results and Graduation tab. Here you will be able to view the details of any approved awards (degrees) that have not yet been accepted (i.e. your graduation ceremony date has not yet passed).

If you have not yet qualified for an award, or if a ceremony has not yet been allocated for your award you will see a message that states 'You have not been granted any awards with an upcoming graduation ceremony'.

If you complete the requirements for your course in Semester 2, you will be advised of your ceremony details in January of the following year. If you complete the requirements for your course in Semester 1, you will be advised of your ceremony details early in Semester 2 of the same year.

You will be able to see your name as it will appear on your Testamur (degree certificate) on this page. If your name is not correct, please contact ASK La Trobe at least four weeks prior to the ceremony. For further information view the Details page.