4. Student administrative information

Enrolment

Correct enrolment is the individual responsibility of each student.

The faculty assumes that those enrolled in the faculty have an understanding of the rules and regulations outlined in this handbook as they relate to the particular program being undertaken.

While Student Central at the Faculty of Health Sciences will assist you to understand and interpret these rules and regulations, it is in your interests to put your requests to the faculty in writing in order to obtain a written reply for your own records and to ensure that a copy is placed on your student file for future reference.

Verbal advice, while given in good faith, may be given on an incomplete understanding of your situation as you have presented it or may be misinterpreted or misunderstood.

Deferment of enrolment

A person granted admission to an undergraduate course of the faculty and who undertook the NSW Higher School Certificate, or its equivalent, in the preceding year, will be permitted to defer enrolment for a maximum period of one year, upon written application to the Admissions Officer, University of Sydney by the specified date.

Deferment of enrolment will not normally be granted to enable an applicant to undertake another tertiary course.

Deferment of enrolment will not normally be granted to other students, including postgraduate students unless there have been extreme and unpredictable changes in circumstances since applying for the course. A request together with documentary evidence for special circumstances may be lodged in writing to the Manager, Student Central, Faculty of Health Sciences.

International students may be permitted to defer enrolment upon written application to the University of Sydney International Office, and approval of the course coordinator.

Enrolment of continuing students

Students continuing into next year will pre-enrol on the web (POW) in October of the preceding year of enrolment.

Students whose pre-enrolment on the web (POW) is unsuccessful will be required to enrol in person (except for off-campus students) at scheduled times in mid-February, and will be required to pay fees at enrolment. A notice will be sent to these students in late January.

Enrolment variations

Students should carefully check the statements of enrolment that are posted to the semester address registered with the University. Variations of enrolment may be made online via the MyUni website or through Student Central by the due date.

Advising the lecturer or the discipline of a change to your enrolment is not sufficient. Students have sometimes found themselves with an unwelcome result of Absent Fail or with an unnecessary HECS liability because they either did not check their enrolment carefully or forgot to advise the University of a new correspondence address. Students are encouraged to check with Student Central without delay if they believe their formal enrolment may not be correct.

Students wishing to withdraw from a unit of study in which they have enrolled and enrol into a new unit of study must do so at Student Central or via MyUni by:

• the end of the second week of first semester (for first semester units of study)

• the end of the second week of second semester (for second semester units of study)

Enrolment restrictions

Under the provisions of the Faculty Resolutions (2006), except with the permission of the Dean, an undergraduate student may not enrol in units of study with a total value of more than 30 credit points in any one semester.

A student enrolled in a postgraduate award course may not enrol in units of study with a total value of more than 24 credit points in any one semester, or 12 credit points in the summer session.

Credit transfer

Policies

While the Faculty of Health Sciences (FHS) wishes to give students maximum credit for study previously completed, it should be recognised that units of study taught in the faculty are specifically directed at developing professional skills.

There are three types of credit transfer:

1. Specified credit

This applies when a student is not required to take a specific unit of study (subject) because studies deemed to be equivalent have been completed. This is shown as units credited on the academic transcript.

2. Block credit

For whole years or stages of a course. This is usually shown as units credited on the academic transcript.

3. Non-specific credit

Awarded when previous studies are deemed to have satisfied defined components of a course other than named units of study.

Application procedures

Details of the process for applying for credit are given on the ‘Application for Credit' leaflet available from Student Central, or from: www.fhs.usyd.edu.au/forms/credit_application_form.pdf.

All students who intend to apply for credit, must finalise their applications for the academic year by the last Friday of February. It is possible to lodge a credit application for Semester 2 unit of study enrolments by the second Friday of July. However it is advisable to finalise credit application for the whole academic year in February. Applications must be made on the appropriate form, complete with all documentation and lodged in person with, or posted to, Student Central.

Students should attend classes until the results of their credit transfer application have been advised.

Implications of gaining credit from other studies

Students need to consider the following implications of gaining credit from other studies:

• decreased workload (this may affect your eligibility for Austudy/Abstudy/Youth Allowance)
• effect on Weighted Average Mark (WAM) – The WAM is used for entry to honours programs, the award of scholarships for postgraduate study and, for Physiotherapy students, allocation to a hospital job. Units of study without a grade are not included in the calculation of your WAM, but if you had done the unit of study, it is likely that you would have attained high marks and your WAM would therefore have been higher. Conversely, it might be argued that with advanced standing in one or more units of study, additional time could be devoted to remaining units of study, resulting in higher marks and an increased WAM.

Maximum credit

If a student is admitted to candidature for an undergraduate degree at the University of Sydney with credit for completed units of study not counted towards an award, the maximum credit allowed will be determined by the requirement that a minimum of the equivalent of 48 credit points of their course be completed at the University of Sydney.

The maximum credit allowed where a graduate is admitted to candidature for a degree of bachelor with credit for completed units of study already counted in a completed qualification, will be determined by the requirement that the graduate shall attend units of study for the equivalent of at least two full-time years in that course, unless additional credit from an uncompleted course or courses has also been granted.

Credit towards a postgraduate coursework degree (GradCert, GradDip, Masters) will not be given for undergraduate units of study or for completed postgraduate awards except in the case of embedded programs at the University of Sydney or other programs deemed by the relevant faculty to be the equivalent of such embedded programs.

Specific or non-specific credit for postgraduate study undertaken at another tertiary intstitution for which an award was not made may be granted by the faculty, subject to a maximum equivalent to fifty per cent of the credit point requirements for the award.

Credit will not be granted for units of study completed more than ten years prior to application.

Supporting documentation

If you are claiming credit on the basis of previous study at another tertiary institution you are required to supply an academic transcript and official subject descriptions, photocopied from the handbook or calendar of the previous tertiary institution for the year in which the subjects were studied. Additional information, such as lecture/tutorial outlines and/or reading lists, may assist in assessing your eligibility for credit.

If you are claiming credit solely on the basis of previous study at the Faculty of Health Sciences, it is not necessary to provide academic records or subject descriptions in support of your application.

Where it is unclear how closely your previous educational achievements are matched to your future requirements, you may be asked to take a 'Challenge Examination'. This examination provides an additional opportunity for you to prove your knowledge and receive credit transfer. If a challenge exam is required the relevant unit coordinator will contact you directly regarding arrangements.

Suspension of candidature, special leave, discontinuation

Suspension of candidature

Suspension of candidature for a specific period may be granted by the faculty to students in special circumstances. Suspension of candidature is normally granted for one or two semesters but, in exceptional circumstances, up to two years leave may be granted.

Suspension of candidature prior to the census date in the first semester of enrolment will only be considered if there has been an extreme and unpredictable change in the student's circumstances. Applications will be considered on a case-by-case basis.

Suspension of candidature will not normally be granted to allow students to undertake studies at another institution.

Students applying for suspension of candidature must complete an 'Application for suspension of candidature' form available from Student Central, or at:
www.fhs.usyd.edu.au/forms/Suspension_discontinuation_candidature_application.pdf
and forward it to Student Central. Students are required to discuss the intended leave with the course coordinator and to seek approval prior to lodging the application. The application must detail the reasons why such leave is sought and documentary evidence in support of the application must be attached to it.

Unless applications are lodged before 31 March (in first semester) or 31 August (in second semester), the student will incur a Higher Education Contribution or course fees liability for the semester.

Students wishing to return from suspension of candidature must apply to the faculty to resume studies, and, if approved, will re-enrol in all incomplete required units, or their nearest equivalent.

Special leave

Special leave may be granted by the course coordinator for a period of time (usually not exceeding two months) during the current year of a student’s course. Such leave will be granted only if all studies/assessments can be completed in the current year to the satisfaction of the appropriate academic unit, otherwise the student should apply for suspension of candidature (see above).

Students seeking special leave must apply in writing to their course coordinator. Students who are granted special leave will be regarded as continuing in their currently enrolled units.

Discontinuation of studies

Discontinuation of studies refers to the formal abandonment of a course of study after enrolment.

Unless applications are lodged before 31 March (in first semester) or 31 August (in second semester), the student will incur a Higher Education Contribution or course fees liability for the semester and will expend a portion of their Student Learning Entitlement.

Students applying to discontinue their studies must complete an 'Application for discontinuation of studies' form, available from Student Central or from the website:
www.fhs.usyd.edu.au/forms/Suspension_discontinuation_candidature_application.pdf


If a student discontinues after the prescribed dates and produces appropriate evidence with the application to verify that discontinuation was due to serious illness or misadventure, the faculty may approve all units to be endorsed DNF 'discontinued – not to count as failure'.

Note: students will only be permitted to withdraw up until the end of the last week of teaching (Week 13) each semester.

Students who abandon their course after enrolment and neglect to formally discontinue (that is, 'dropping-out') will be deemed to have failed all units in which they are enrolled and will be ineligible for any refund of fees.

Re-admission after discontinuation or abandonment of course

Students who discontinue or abandon a course lose their status as registered students of the University. Any subsequent application for re-admission to the course from which they discontinued must be lodged by the advertised closing date, in accordance with the usual procedures for the course. Such an application will be considered with all other applications received that year for that course.

Course transfers

The only allowable internal course transfers are from the Bachelor of Health Sciences (BHS) to the combined degrees (BHS/Master of Clinical Vision Sciences, BHS/Master of Health Informatics or the BHS/Master of Rehabilitation Counselling). Students must have a credit grade point average in the BHS to be eligible.

Students who wish to transfer to another undergraduate course in the University must apply through the Universities Admissions Centre (UAC), in accordance with the instructions set out in the UAC Guide, or at www.uac.edu.au. These applications will be considered along with all other applications in the current year for the chosen course. No preference will be given to students already enrolled at the University. If the student has completed one full-time year of study their application will be considered on the basis of their tertiary and secondary record and any other course-specific criteria. If a student commences a course of study at the University of Sydney (or elsewhere), but does not complete one full-time year, they will be selected on the basis of their UAI.

Postgraduate students wishing to articulate to a higher award or exit with a lower award within the same discipline are advised to contact the course coordinator before lodging an 'Application for Course Transfer' form with Student Central.

Examinations and assessment

General

The term ‘assessment’ shall include any assessment or examination conducted by the faculty. Assessments may take the form of written assignments or examinations, as well as practical and oral assessments.

Assessments are conducted throughout the semester, as well as during approved assessment periods; traditionally this is during Weeks 15 and 16 of a semester.

Attendance at assessments

It is the individual student’s responsibility to be available for all assessments. Students who intend travelling away from Sydney should ensure that they are able to return in time to undertake an assessment including further testing at the time and place set down. The time or place for an assessment will not be altered to accommodate students who are unable to attend.

Students are required to be present at the correct time and place. Misreading or misunderstanding the time and/or the location of an assessment will not be accepted as a reason for failure to attend an assessment. Non-attendance on these or any other grounds insufficient to claim illness or misadventure will result in forfeiture of marks associated with the assessment.

In certain circumstances, a student may be permitted to take examinations overseas, generally at a nominated university. These circumstances usually relate to travel for study purposes or for experience directly connected with studies approved by a course coordinator. It is the responsibility of the student to obtain the approval of the course coordinator through Student Central before proceeding overseas. A fee for administration costs will be applicable for this service, payable by the student.

Assessment timetables

Provisional and final timetables for assessments scheduled in Weeks 15 and 16 of a semester are displayed at:
web.timetable.usyd.edu.au/examTimetable/exams/examTimetable.jsp.

Candidates are required to notify Student Central (Cumberland) in writing of any clashes apparent in the provisional timetable. It is the responsibility of the candidates to ascertain the time and place of the examination from the final timetable. Information concerning timetables will not be given by phone.

Conduct of candidates

Candidates shall not, by any improper means, obtain or endeavour to obtain assistance in their work, or endeavour to give assistance to any other candidate.

Candidates shall not behave in such a way as will interfere with another candidate's right to undertake an assessment. Candidates shall not do anything designed to disadvantage other candidates during an assessment.

Misconduct in an assessment will be dealt with under the rules of the faculty and the statutes of the University of Sydney. Overall, failure to comply with the University’s standards for academic honesty may lead in appropriate cases to failure in the work submitted for assessment or failure overall in the unit of study or such penalty as is imposed in accordance with the University procedures on student discipline.

Students must undertake to make themselves aware of actions constituting academic dishonesty and consequences of such actions as stated in the University’s Academic Board Resolutions: Academic Honesty in Coursework:
www.usyd.edu.au/ab/policies/Academic_Honesty_Cwk.pdf
and Plagiarism: Student Coursework Policy and procedure:
www.usyd.edu.au/senate/policies/Plagiarism.pdf

Special consideration

Students who, through serious illness or misadventure, are unable to complete an assessment may be offered special consideration to take a deferred assessment. Students have a right to ask for such consideration, and an obligation to be aware of the faculty’s requirements. Difficulties must be fully documented, in accordance with instructions, so that an appropriate evaluation of the circumstances and their severity can be made.

Students should familiarise themselves with the current Academic Board Resolutions: Assessment and Examination of Coursework Part 5 on Special Consideration which can be found at:
www.usyd.edu.au/su/ab/policies/Assess_Exam_Coursework.pdf

To apply students should obtain application forms for special consideration by contacting Student Central or at:
www.fhs.usyd.edu.au/current_students/forms_applications.shtml

In general, the form, together with appropriate original documentation, should be lodged within one week of the assessment/examination period, unless very severe circumstances beyond the student’s control prevent it.

Disability

Candidates with a disability which puts them at a disadvantage in assessments may apply to Student Services (Disability Services Officer) for special provisions when assessments are taken. Students may be required to support their request with medical evidence.

Common result grades

HD – High Distinction, 85+

Indicates an outstanding level of achievement

D – Distinction, 75–84

Indicates an excellent level of achievement

CR – Credit, 65–74

Indicates an above average level of achievement

P – Pass, 50–64

Indicates an acceptable level of achievement

R – Satisfied requirements, no mark

This is used in Pass/Fail only outcomes. Can be awarded for clinical or group work. Can be awarded when a student is given partial exemption in a unit of study.

PCON - Pass (Concessional), 46-49

Use of this grade is restricted to those units of study where a Concessional Pass is allowed to be awarded. The decision to award a PCON:

• is discretionary and not automatic on the attainment of a mark between 46 and 49
• is an exception and typically will only be awarded in terminating or non-core units of study
• will only be awarded where such an award is well defined and transparently explained in terms of performance within a unit of study and preferably in the context of standards-referenced assessment of all grades.

If more than one PCON is awarded or a Fail grade is also awarded in another unit of study in the same semester, then all PCON grades awarded in the semester revert to Fail grades.

In order to be eligible for graduation no more than 10 per cent of the total credit points for a course can be made up of PCON results.

F – Fail, 0–49

The student's performance did not reach the acceptable level for overall performance. Can be used for a research thesis that has been marked unsatisfactory.

AF – Absent Fail, no mark

Includes non submission of compulsory work, non attendance at compulsory classes or failure to attend a compulsory examination. This result will appear as an absent fail on student transcripts. It indicates that students have failed to complete all compulsory components of a course.

DNF – Discontinued not to count as failure, no mark

This result applies automatically where a student discontinues after the HECS census date but before the end of the seventh week of the semester (or before half of the unit of study has run in the case of units of study which are not semester length). A faculty may determine that the result of DNF is warranted after this date if the student has made out a special case based on illness or misadventure. Recorded on external transcript. This provision can be available all year round but on the following condition: the student's academic record will reflect no penalty but they will not receive a HECS/Course fee refund.

DF – Discontinued with Failure, no mark

This applies from the time DNF ceases to be automatically available up to the cessation of classes for the unit of study. Recorded on transcript.

Undergraduate honours only

H1M – Honours First Class with University Medal, > 90 (Nominated)
H1 – Honours First Class, 80–100
H21– Honours Second Class Division 1, 75–79
H22 – Honours Second Class Division 2, 70–74
H3 – Honours Third Class, 65–69
Not awarded, 0–64

Notification of results

Results will be made available to students as follows:

On the web

Results will be available progressively as they are received from examiners. Via MyUni: myuni.usyd.edu.au/ and log into My Uni.

Result notices

Individual result notices will be mailed to the student’s last recorded correspondence address. It is essential to keep your address updated with the University.

Results will NOT be published on the main noticeboards.

Review of results in a completed unit

Final results in a completed unit may be reviewed on request by students. Such a review will consist primarily in ensuring that all submissions in relation to a grade have been accounted for and that the total of all marks awarded is correct.

Applications for the review must be submitted in writing to the course coordinator within 14 days of the date on which the results in question have been released.

Students dissatisfied with the outcome of a review of their result may choose to appeal the result by using the procedures approved in the faculty for an Appeal against an Academic Decision.

Appeals against an academic decision

The Resolutions of Senate and Academic Board governing appeals against Academic Decisions clearly outlines the circumstances by which a student may appeal against an academic decision, and the appeals process that must be followed by all parties in order to resolve any subsequent dispute.

The Faculty of Health Sciences has established procedures whereby a student may appeal against an academic decision. In the first instance students should seek a response from the staff member concerned, or the unit of study or course coordinator. This should be done within 15 days of the date of the academic decision. During this time the student should attempt to resolve the matter with the relevant teacher or unit of study coordinator.

If concerns cannot be resolved the student may appeal to the Faculty within 15 working days of the outcome of discussions with the teacher or unit of study coordinator. The student will submit their written concerns to the nominated staff member at Student Central. An acknowledgement to the student for receipt of a formal complaint will be made in writing within 3 days. The matter should normally be dealt with by the Dean’s nominee within ten working days and the student will be advised in writing of the Faculty’s decision.

Information on these procedures can be obtained from either Student Central or at:
www.usyd.edu.au/ab/policies/Student_Appeals_Ac_AB.pdf
and
www.usyd.edu.au/current_students/policies.shtml.

Progression and Clinical Progression Policy

To satisfy the academic requirement for a University award, students must obtain a passing grade in all units of study in their courses.

Students must repeat failed units of study or their equivalent at the first opportunity and will be permitted to progress to the next semester in addition to repeating failed units of study, providing course requirements, including any corequisites, prerequisites and attendance requirements, can be met.

Academic advisers may prescribe the program of study for students repeating failed units of study (taking account of load, precedence for repetition of failed units of study, and timetable difficulties). Repeating failed units of study will take precedence over enrolling in next semester units.

Failure in two clinical or professional fieldwork units of study, or one clinical and professional fieldwork unit of study twice, shall normally prevent ongoing enrolment in a professional right of practice course.

Students who fail two clinical or professional fieldwork units of study, or one unit of study twice, will be required to meet with the relevant Associate Dean Learning & Teaching, and the Sub Dean Clinical & Professional Fieldwork to discuss their enrolment options.

The Faculty reserves the right not to place a student in a clinical placement or other professional experience setting in any instance where the performance, personal or professional conduct of the student does not meet the required standard, regardless of the fact that the student may be enrolled in the unit.

Progression and Students at Risk

The Academic Board recognises the value of reliably and efficiently monitoring the progress of students in their studies, and of having systems in place to promote the early detection of students who are making poor or unsatisfactory progress and are therefore at risk of exclusion from their degree.

Students should make themselves familiar with the Academic Board policy: Identifying and Supporting Students at Risk
(www.usyd.edu.au/secretariat/students/risk_index.shtml).

This policy should be read in conjunction with the Faculty of Health Sciences Clinical Progression Policy.

The At-Risk program has been divided into four stages which are measured on the length of time that a student's rate of progression has been below a satisfactory level. The faculty measures a student's progression by the following triggers:

• failure to complete successfully more than fifty percent of the total enrolled credit points for the semester just completed
• failure to complete a mandated unit of study, field or clinical work, or practicum as appropriate
• failure twice to pass the same unit of study
• inability to complete their degree within the maximum permitted time while carrying a normal load
• failure to achieve a satisfactory Weighted Average Mark (WAM) in the degree course over a defined period, as specified by the Faculty.

Students who have registered for a third time against the above criteria will be asked to show good cause why they should not be excluded from their degree course.

The faculty will consider and rule on whether a student has shown good cause.

All students registering on an At-Risk report for the fourth time will be automatically excluded from their degree.

For students who have not demonstrated satisfactory progress who are enrolled though the Cadigal program at the Faculty of Health Sciences, progress will be reviewed by the course coordinator (or nominee) in which the student is enrolled and the course coordinator of the Indigenous Health Studies discipline. Cadigal program students are permitted to complete the first year of enrolment over two years. A student who has not completed the first year requirements within three years or who has failed or withdrawn with failure in three or more subjects in an academic year shall be deemed not to have made satisfactory progress.

Showing good cause

Students notified of pending exclusion may exercise the right to show good cause why they should be permitted to re-enrol. While it is not possible to define in advance all reasons relevant to showing good cause against exclusion, good cause means circumstances beyond the reasonable control of the student which may include serious ill health or misadventure (properly attested), but does not include demands of employers, pressures of employment or time devoted to non-University activities, unless these are relevant to serious ill health or misadventure.

In all cases the onus is on the student to provide the University with satisfactory evidence to establish good cause. The University may also take into account a student's general record in other courses or units of study, undertaken either within the University or at other institutions. Apart from demonstrating the reasons for not making satisfactory progress, students are required to indicate why they would be successful if permitted to re-enrol and what steps have been taken to resolve the preceding issues.

Re-enrolment after show cause

In cases where the faculty permits the re-enrolment of a student placed on show cause, the faculty may require the completion of specified units of study in a specified time, and if the student does not comply with these conditions the student may again be called upon to show good cause why he or she should be allowed to re-enrol in the Faculty of Health Sciences.

Exclusion

Students will be automatically excluded if they do not submit a 'show cause' response. Students excluded from an award course may not enrol as miscellaneous students in units of study which may be counted towards any such course.

A decision to exclude a student from a course means an exclusion for two academic years. After two academic years, a student can reapply for admission to the course from which he or she was previously excluded. There is no guarantee of readmission.

Appeals against exclusion

A student notified of a decision by the faculty to exclude them from re-enrolling in a course and/or unit(s) may appeal to the Student Appeals Body by following the procedures found at: www.usyd.edu.au/secretariat/students/AcAppeals_index.shtml

The effect of the faculty’s exclusion decision will commence either
(a) when the period in which an appeal to the Senate has expired and the student has not lodged an appeal; or
(b) in the event that the student appeals to the Senate within the prescribed period, the date on which the Senate’s Appeals Committee rejects the appeal. Until the effect of the exclusion decision applies, the student is permitted to continue in all units in which the student is eligible to be enrolled.

Re-admission after exclusion

An excluded student may apply for re-admission after two academic years. Students who are excluded from a course lose their status as registered students of the faculty. Any subsequent application for re-admission to a course must be lodged with Student Central, Faculty of Health Sciences by 1 October of the year preceding the year of proposed re-admission.

The application must include information indicating a readiness to return to tertiary study and will be considered in the light of all other applications received that year for that course.

Relevant University policies and procedures

Occupational health and safety policies

The University is concerned for the health and safety of students, staff and visitors, and makes every effort to prevent exposures to hazardous situations. The University has a range of occupational health and safety policies and guidelines which you can refer to for assistance. These, as well as useful links to other health and safety information sources, can be found on the University website:
www.usyd.edu.au/ohs/ohs_manual/index.shtml

Information specific to the Faculty of Health Sciences can be found at: www.fhs.usyd.edu.au/contact/emergency.shtml

Environmental policy

The University of Sydney’s environmental policy promotes sustainable resource and product use and encourages the practice of environmental stewardship by staff and students. The policy is supported by the University wide Sustainable Campus Program. Visit the website:
www.facilities.usyd.edu.au/projects/environ/about.shtml

Other regulations

Conduct

Acceptance as a student in the faculty implies an undertaking on the part of the student to observe the resolutions and rules of the faculty and statutes of the University of Sydney. Students are expected to conduct themselves in an acceptable manner. Smoking, eating, drinking, and use of mobile phones are not permitted during lectures, tutorials, clinical sessions, examinations or in the Library.

Misconduct at the Faculty of Health Sciences will be dealt with under the rules of the faculty and the statutes of the University of Sydney.

Members of the staff at the Faculty of Health Sciences, both academic and non-teaching, have a responsibility to maintain orderly and acceptable conduct and to report any breach of regulations occurring on the campus.

Attendance at classes

It is expected that students will attend classes as required by the unit coordinator. A student who has not satisfied the attendance requirements for a unit laid down by the course coordinator in which the unit is offered may be refused permission to be considered for assessment or to sit for an assessment in that unit.

In the case of protracted illness or of absence arising from some other unavoidable cause, a student on presentation of appropriate documentation may be excused from attendance at classes by the course coordinator for a period not exceeding two months in any one year. In the case of absences in excess of two months, students must apply for leave of absence.

Insurance

Please refer to the chapter on clinical education for information on insurance.

Access to buildings after hours

Approval for after hours access to buildings must be obtained from the relevant course coordinator.