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					University Procedure


Application for Leave Entry into Campus
Solutions ® for Third Party Provider Students
Procedure

Table of Contents
Purpose .........................................................................................................................................................                      1
Scope ............................................................................................................................................................                     1
Definitions .....................................................................................................................................................                      1
Actions ..........................................................................................................................................................                     1
     Application for Leave Entry into Campus Solutions ® for Third Party Provider Students ..............................                                                              1
Responsibilities ..............................................................................................................................................                        3
Policy Base ...................................................................................................................................................                        3
Associated Documents ...................................................................................................................................                               3
Forms/Record Keeping ..................................................................................................................................                                3
Implementation ..............................................................................................................................................                          3
Attachments ...................................................................................................................................................                        3
     Performance Measures ..........................................................................................................................                                   3
     Process Map .........................................................................................................................................                             4
     Definitions .............................................................................................................................................                         4


Purpose
The purpose is to provide a procedure for processing applications for student leave in Campus Solutions ®.


Scope
• This procedure applies to students enrolled through Third Party Providers only.
• It does not apply to:
  • domestic students
  • International students enrolled at locations other than Third Party Providers
  • HDR students
  • TAFE course students


Definitions
Refer to Attachment C.


Actions

Application for Leave Entry into Campus Solutions ® for Third Party
Provider Students
Warning - Uncontrolled when printed! The current version of this document is kept on the UB website.

Approval Authority: Director, Student Connect | Policy Sponsor: Manager, Student Administration | Original Issue: 21/10/2008 | Current Version: 21/10/2008 | Review Date: 15/08/2010
CRICOS Provider Number: 00103D

                                                                                        Page: 1 of 6
University Procedure


          STEPS                                                       WHO IS RESPONSIBLE?                                         COMMENTS
1.        Discuss leave from studies with                             Student                                                     Generally students may only be
          TPP program co-ordinator.                                                                                               granted up to one year leave from
                                                                                                                                  studies.
2.        Check CS for prior leave from                               TPP
          studies.
3.        Complete and submit hardcopy       Student
          Application for Leave from Studies
          form to TPP.
4.        Receive and date stamp form.                                TPP
          Provide student with a copy for
          their records.
5.        Forward completed form to the                               TPP                                                         TPP may provide
          appropriate School at Mt Helen.                                                                                         recommendations regarding leave
                                                                                                                                  approval/denial.
6.        Approve/Decline leave                                       Schools                                                     If declined, student may need
                                                                                                                                  to withdraw from studies. Refer
                                                                                                                                  Withdrawal from all Studies Entry
                                                                                                                                  into Campus Solutions ® for TPP
                                                                                                                                  Students.
7.        Advise TPP of outcome and         Schools
          forward completed form to Student
          Administration.
8.        Receive and date stamp form.                                Student Administration
9.        Update CS to reflect leave from  Student Administration                                                                 CS will check the student's
          studies. Select Records and                                                                                             eligibility for leave. The leave
          Enrolment>Career and Program                                                                                            approved dates are configured on
          Information>Student Program/Plan                                                                                        the Academic Calendar which tells
                                                                                                                                  the system the last date a student
                                                                                                                                  can have leave:
                                                                                                                                  • without financial or academic
                                                                                                                                    penalty. (Before HECS census
                                                                                                                                    date. Will receive a “V” grade)
                                                                                                                                  • with financial penalty but no
                                                                                                                                    academic penalty. (No later
                                                                                                                                    than the Friday of Week 10. Will
                                                                                                                                    receive a "W" grade)
                                                                                                                                  • with financial and academic
                                                                                                                                    penalty. (After the Friday of
                                                                                                                                    Week 10. Will receive a "LW")
10.       File original copy and send copy of Student Administration                                                              .
          form to School.
11.       Receive and place copy of form on Schools
          Student File.
12.       Obtain list of student leave from                           Schools                                                     For Programs Committee noting
          CS.                                                                                                                     and Student Support.

Warning - Uncontrolled when printed! The current version of this document is kept on the UB website.

Approval Authority: Director, Student Connect | Policy Sponsor: Manager, Student Administration | Original Issue: 21/10/2008 | Current Version: 21/10/2008 | Review Date: 15/08/2010
CRICOS Provider Number: 00103D

                                                                                        Page: 2 of 6
University Procedure


13.       Advise academic staff via e-mail of Schools
          students on leave.


Responsibilities
• Students are responsible to ensure that they complete the Leave from Studies form
• Third Party Providers are responsible for processing the Leave application and sending a copy of the form to the
  respective School
• Schools are responsible for advising academic staff of students on leave


Policy Base
Deferment and Leave from Studies


Associated Documents
• UPK Script(s):
  • Student Records > Program / Plan Changes > [Process Leave of Absence]

Forms.
• Application for leave from studies (DOC 171.0kb)
• Withdrawal from all Studies Entry CS for TPP Students (DOC 160.0kb)


Forms/Record Keeping
Title                                                    Location                              Responsible Officer                   Minimum Retention Period
Application for Leave from                               Third Party Provider                  Manager, Third Party 7 years after application
Studies Form                                                                                   Provider
Application for Leave from                               Student                               Manager, Student                      7 years after application
Studies Form                                             Administration                        Administration


Implementation
This procedure will be implemented as part of the new Campus Solutions ® Student Information Management
System in September 2008. The procedure will be formally implemented through:
1. Information Sessions,
2. Training Sessions, and
3. An Announcement Notice under ‘Current News’ on the ‘myUB Gateway’ website and on the ‘What’s New’
   page on the ‘Policies and Procedures @ UB’ website to alert the University-wide community of the approved
   set of procedures.


Attachments

Performance Measures
TBD

Warning - Uncontrolled when printed! The current version of this document is kept on the UB website.

Approval Authority: Director, Student Connect | Policy Sponsor: Manager, Student Administration | Original Issue: 21/10/2008 | Current Version: 21/10/2008 | Review Date: 15/08/2010
CRICOS Provider Number: 00103D

                                                                                        Page: 3 of 6
University Procedure


Process Map




Definitions

* indicates a Campus Solutions ®                                ** indicates a term previously used by University of Ballarat that
term                                                            corresponds to the Campus Solutions ® term
Academic Career*                                                Undergraduate, Postgraduate Coursework, Postgraduate Research and
                                                                Non-Award
Academic Group*                                                 School, e.g., School of Business
Academic Institution*                                           University (University of Ballarat)
Academic Organisation*                                          School, e.g., School of Business
Academic Plan*                                                  Major and Provider Location, e.g., Tourism at Mt Helen
Academic Program (Program)*                                     Course, e.g., Bachelor of Business


Warning - Uncontrolled when printed! The current version of this document is kept on the UB website.

Approval Authority: Director, Student Connect | Policy Sponsor: Manager, Student Administration | Original Issue: 21/10/2008 | Current Version: 21/10/2008 | Review Date: 15/08/2010
CRICOS Provider Number: 00103D

                                                                                        Page: 4 of 6
University Procedure


Academic Subject*                                               Subject areas for the academic groups/organisations, e.g., Accounting
                                                                (ACCTG), Mathematics (MATHS)
Admit*                                                          Accept a applicant’s application and admit them into an Academic Program
Application Centre*                                             e.g., UB, Agent, VTAC
ATO                                                             Australian Taxation Office
Batch process*                                                  Automated system process
CHESSN                                                          Commonwealth Higher Education Student Support Number
CIS                                                             Corporate Information Systems
Course*                                                         ** Unit, the units of study that make up the student’s program, e.g.,
                                                                Introduction to Tourism
Course Component*                                               Type of Class, e.g., Lecture, Tutorial, etc
Course ID*                                                      **Unit ID e.g., JT 501
CS                                                              Campus Solutions ®
CSP                                                             Commonwealth supported place
DEEWR                                                           Department of Education, Employment and Workplace Relations
Enrol/ Enrolment*                                               Selecting classes for a student to attend
HDR                                                             Higher Degrees by Research
HECS                                                            Higher Education Contribution Scheme - a loan available to eligible
                                                                students enrolled in Commonwealth Supported Places (CSP)
HEIMS                                                           Higher Education Information Management System
IAMS                                                            Identity Access Management System
ISP                                                             International Student Programs
Matriculate*                                                    The process of moving a student’s records from the application area to the
                                                                student area of the system (applicant becomes student)
Plan*                                                           Specialisation / Field of Study/ Major / Minor, e.g., Bachelor of Arts –
                                                                Graphics
Program *                                                       **Course e.g., Bachelor of Business
(Academic Program)*
Progress Units*                                                 **Credit Points
RAGSO                                                           Research and Graduate Studies Office
RHDSC                                                           Research and Higher Degree Sub-Committee
RTS                                                             Research Training Scheme
Session*                                                        **Provider Term - Each term must have one or more sessions. Sessions
                                                                refer to physical periods of time when teaching occurs. Sessions may begin
                                                                or end outside of the term dates.
Subject Area*                                                   Unit Prefix, e.g., JT
TAFE                                                            Technical and Further Education
Term*                                                           Teaching Period, a period within the year that teaching occurs. Each term
                                                                MUST have at least one session. e.g., Summer, Full Year, Semester 1,
                                                                Winter, Semester 2, Spring



Warning - Uncontrolled when printed! The current version of this document is kept on the UB website.

Approval Authority: Director, Student Connect | Policy Sponsor: Manager, Student Administration | Original Issue: 21/10/2008 | Current Version: 21/10/2008 | Review Date: 15/08/2010
CRICOS Provider Number: 00103D

                                                                                        Page: 5 of 6
University Procedure


Term Activate*                                                  The process of activating a student in a particular term to enable them to
(Term Activation)                                               enrol in classes within that term
TFN                                                             Tax File Number
TPP                                                             Third Party Provider
VTAC                                                            Victorian Tertiary Admissions Centre - a centralised admissions centre for
                                                                most undergraduate university and TAFE courses
UB                                                              University of Ballarat
UPK*                                                            User Productivity Kit for Campus Solutions ®




Warning - Uncontrolled when printed! The current version of this document is kept on the UB website.

Approval Authority: Director, Student Connect | Policy Sponsor: Manager, Student Administration | Original Issue: 21/10/2008 | Current Version: 21/10/2008 | Review Date: 15/08/2010
CRICOS Provider Number: 00103D

                                                                                        Page: 6 of 6

				
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