Governance

Policies and procedures

Policy No.
UP12/22
Function
Student Administration
Authoring Organisational Unit
Student Administration - Student Services
Date Approved
06/06/2012
Next Review Date
01/06/2015
Approving Body
Academic Council

This document has procedures.
Show All | Hide All | Collapse

The University of Western Australia

University Policy on: Transferring between undergraduate degree courses

Purpose of the policy and summary of issues it addresses:

This policy deals with students transferring from one incomplete undergraduate degree course to another.

Definitions:

In this policy and any associated procedures,

the University means The University of Western Australia

UWA means The University of Western Australia

relevant faculty or board means the faculty or board with responsibility for administering the course into which the student seeks to transfer and may mean a position or body of people with responsibility for the function concerned

Policy statement:

1 General principles

1.1 Students may apply to transfer from one incomplete UWA undergraduate degree course to another in accordance with this policy.

1.2 Mature Age Access Program students are not permitted to transfer into another course.

1.3 Students are advised to consult with their assigned senior student advisor prior to applying to transfer under this policy.

1.4 Students are eligible to receive credit for units which they have successfully completed in accordance with the University Policy on Credit transfer, advanced standing and recognition of prior learning (UP 11/34).

2 Responsibilities of relevant faculty or board

2.1 Prior to agreeing to a transfer, the relevant faculty or board must assess whether the student has:

  • the capacity to succeed in their proposed new course, based on the academic performance of the student at the University or prior to admission; and
  • fulfilled all admission requirements.

2.2 The relevant faculty or board must assess the student's eligibility for credit for prior study in accordance with the University Policy on Credit transfer, advanced standing and recognition of prior learning ( UP11/34).

2.3 Where applicable, the relevant faculty or board must ensure that there are no quotas preventing the student from enrolling in a major or unit in which the student seeks to enrol.

2.4 Where there are potential constraints, such as time limits, which may impact upon the student, the relevant faculty or board must advise the student and discuss the implications.

3 Timeframe

3.1 Except in exceptional circumstances, students are not permitted to transfer to another undergraduate degree course after they have commenced their final semester of enrolment.

3.2 Students may seek a waiver of 3.1 under the University Policy on Waiver of Regulations, Rules and Policies applying to course requirements and admission to and progression through courses.

3.3 The University provides two transfer windows each academic year where students who have not completed an undergraduate degree course are permitted to transfer to another undergraduate degree course in which they are eligible to enrol, subject to this policy.

3.4 Students may be permitted by the relevant faculty or board to transfer outside of the timeframe referred to in 3.3.

3.5 In no circumstances, will a student be permitted to transfer after the census date for the relevant semester.

4 Appeals

4.1 Students who are dissatisfied with the outcome of an application for transfer or credit may seek a review under the Student Complaints Resolution Policy.

Procedures

1 Undergraduate Transfer Procedures - Students

1.1 There are two transfer periods each academic year for current students who wish to transfer to another eligible undergraduate course.

1.2 Students who wish to transfer into a new course must check the opening and closing dates for applications and late applications.

1.3 Students who wish to transfer into one of the four UWA courses apply online via OASys, UWA's On-line Application System, by logging into studentConnect, selecting 'Transfer' and then 'Transfer between UWA Courses'.

1.4 Students currently enrolled in a pre-2012 course and wishing to transfer into another pre-2012 course must apply using an undergraduate transfer application form, which is available at Faculty Student Offices.

1.5 The application forms must be completed and lodged at the relevant Faculty Student Office.

1.6 Late applications can be made at Student Administration on payment of a late fee of $100.

1.7 The application form/s must be completed and lodged at Student Administration (Hackett Hall).

1.8 There are two forms, one is for pre-2012 and the other is for new courses.

1.9 All students must respond to the Student Administration transfer email to accept or decline the offer. (Students should wait 2-3 working days for processing by staff in Student Administration before proceeding further).

1.10 Students who were successful can then enrol online via studentConnect. 1.11 Students who were unsuccessful remain enrolled in their current course/units.

Procedures

2 Undergraduate Transfer Procedures -Student Administration

Online Applications

2.1 Once applications close, an Admission Application Status Extract (UWA0190) job is generated via Staff Connect which extracts all the transfer application data. The data is saved into an Excel spreadsheet.

2.2 The spreadsheet is sorted into Faculty tabs and an extra tab is added for students transferring back to a previous degree.

2.3 An extra column is inserted into the spreadsheet to provide a section for the faculty staff to indicate a 'Yes' or 'No' approval outcome.

2.4 Contact SIMS to obtain a spreadsheet of all students applying to return to a previous degree (the application data cannot be imported into Callista if the course attempt already exists).

2.5 The data is sorted by course and moved in to each relevant tab along with other formatting as required.

2.6 The spreadsheet is emailed to faculties for assessment.

2.7 When the spreadsheet has been returned to Student Administration, all offers are entered into Callista via Direct Admissions (ADMF3000) for the 'Yes" applications and a no offer is entered for the "No' applications.

Hardcopy Applications

2.8 After applications close, all transfer forms are entered into Callista via Direct Admissions (ADMF3000).

2.9 A photocopy of each form is taken and kept at Student Administration. The original is sent to the Faculty for assessment with an internal academic record attached. The faculty approves or disapproves the transfer on the form and returns to Student Administration.

2.10 When the forms are returned, all offers are made in Direct Admission (ADMF3000) for the 'Yes" applications and a no offer entered for the "No' applications.

2.11 A Person ID Group 'PIG' (IDGF1100) is created in Callista for each outcome type (Yes and No).

2.12 Using these 'PIGS' an email is sent to all students notifying them of whether they are successful or unsuccessful around the third week in July.

2.13 All students must respond to the transfer email to accept or decline the offer. (They are instructed to wait 2-3 working days for processing by staff in Student Administration and are then able to proceed).

2.14 The student response emails are retrieved from the transfer email inbox and processed as follows: A course transfer is performed in Callista via the Record Enrolments screen (ENRF3000) for all the accepted offer responses. This also changes the pending offer status in the Direct Admissions Screen (ADMF3000) to 'ACCEPTED'. All the declined offer responses are actioned by changing the pending offer status in Direct Admissions (ADMF3000) to 'DECLINED'.

2.15 The student can now enrol online via studentConnect.

Fees (Hardcopy applications)

2.16 The Enrolments Team provide the Fees Team with a copy of the transfer data spreadsheet and all of the hardcopy transfer applications forms.

2.17 The Fees Team only action the 'approved' transfers and then check Callista to ensure that the student's new course is in the correct Fee Category. Any discrepancies are rectified and a fee year note is added to the student's record.

2.18 All hardcopy forms are sent to TRIM.

Related forms: (Link)

TRIM File No:

F40614

Contact position:

Associate Director, Student Administration

Related Policies or legislation:

University Policy on Credit transfer, advanced standing and recognition of prior learning (UP11/34)

University Policy on Waiver of Regulations, Rules and Policies applying to course requirements and admission to and progression through courses (UP07/134)

Student Complaints Resolution Policy (UP07/98)

[ Show All Procedures | Hide All Procedures | Collapse Procedures ]