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Change of Enrolment Regulations


1.   Title
  These are the Change of Enrolment Regulations 2003.
2.   Date of Effect
  These regulations are effective from 1 January 2004.
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 withdrawal from a paper, without refund of any fees (the paper remains on the student’s academic record, annotated as ‘withdrawn’)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 subject or specified programme.
  iWaikato means the computer system, accessible to enrolled students, which enables them to apply for change of enrolment on the Internet (unless indicated otherwise in these regulations)
4.   Application
  These regulations apply to papers at Levels 0, 1, 2, 3, 4, 5 and 7.
  Note: Policies and procedures with respect to change of enrolment for Level 6 (MPhil) and Level 9 (doctoral) programmes are available from the Postgraduate Studies Office.
5.   Fees
  The fees referred to in these regulations are prescribed in the Fees and Charges Booklet available online at http://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 Calendar.
7.   Programme approval
  Any change of enrolment constitutes a change to a programme of study and requires the approval of the School of Studies/Faculty.
8.   Procedure for change of enrolment
  (1)   Applications for change of enrolment must be submitted to the School of Studies/Faculty that the student is enrolled in for consideration. They may be submitted either on an Application to Change Enrolment form, available from The Gateway and the Schools of Study/Faculty or, unless indicated otherwise in specific circumstances in these regulations, through the iWaikato system.
  (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.
  (4)   A student who wishes to apply to withdraw completely from all papers must do so on a Change of Enrolment form; it is not possible to withdraw completely using iWaikato.
9.   Timeframe for change of qualification, major subject or specified programme
  Provided that no changes are made to the selection of papers, a student may apply to change a qualification, major subject 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 School of Studies/Faculty or through iWaikato by the following deadlines:
  Type of Paper Deadline 
 Summer School papers and C, D, E etc. papers with teaching periods shorter than 17 weeks 5.00pm on the first Friday of the relevant teaching period 
 A semester and full-year papers 5.00pm on the second Friday of A semester (10 March 2006)  
  B semester papers 5.00pm on the second Friday of B semester (21 July 2006)  
  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 (e.g. 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 who wishes to withdraw from a paper under this section must do so on an Application to Change Enrolment form; it is not possible to withdraw from papers after the deadline for deletions using iWaikato.
  (3)   A student may withdraw from an undergraduate paper (Levels 0, 1, 2, 3 or 4 and School of Education Level 7)) after the deadline for deletion (see section 10 of these regulations) up until the following dates:
  Type of Paper Deadline  
  Summer School papers and C, D, E etc. papers with teaching periods shorter than 17 weeks 5.00pm on the third Friday of the relevant teaching period  
  A semester and full-year papers 5.00pm on the sixth Friday of A semester (7 April 2006)  
  B semester papers 5.00pm on the sixth Friday of B semester (18 August 2006)  
  C, D etc. papers with teaching weeks of 17 weeks or longer 5.00pm on the sixth Friday of the relevant teaching period  
  (4)   A student may withdraw from a graduate paper (Level 5 or 7, excluding School of Education Level 7) 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 School of Studies or Faculty, 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.
  (3)   Appeals under this section are considered and decided by the Deputy Vice-Chancellor (Academic) by delegated authority of the Academic Board.
  (4)   A decision by the Deputy Vice-Chancellor (Academic) is notified in writing and is final.

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