Enrolment and Fees Policies and Regulations - General Regulations and Policies - University of Canterbury - New Zealand

A. Enrolment Regulations - Enrolment and Fees Policies and Regulations

The following regulations apply to students commencing study within the 2017 academic year. For previously published regulations, refer to the Calendar archive (Academic Services website).

1.
Enrolment
(a)
All students are required to enrol by accepting the Enrolment Offer and paying the prescribed fees prior to attending classes.
(b)
All students (except PhD candidates) are required to make prior application for admission to classes (apply to enrol), on the prescribed forms.
(c)
All students are required to:
i.
ensure that Student Services has their current postal address;
ii.
read information on their UC Student email/web portal at least once per week.

Note: Enrolled students can change their addresses on the University website.

2.
Dates for Enrolment, Discontinuation of Enrolment and Change of Enrolment (adding and discontinuing courses)
(a)
The following are the final dates for enrolment, discontinuation and course changes:
i.
Final date for an Application to Enrol:
a.
Domestic undergraduate first-year students (excluding Teacher Education students) : second Monday in December in the year preceding that for which enrolment is sought.

Note: A domestic undergraduate first-year student is defined as a domestic student who has never enrolled at UC before and includes domestic students transferring from other institutions.

b.
Teacher Education first-year students: must Apply for Programme Entry and Enrolment by four weeks prior to the official course start date.
c.
Advancing domestic students: second Monday in January of the year of enrolment.
d.
All international students: seven days prior to the official course start date.

The closing dates above are final dates. All students must submit their Application to Enrol no later than the dates above. Late applications will be considered on the basis of priority and availability.

ii.
Final date to accept an Enrolment Offer is the end of the first day of the official course start date. Students who accept their offer after the end of the first day of the official course start date may lose their place in previously approved courses or programmes. Late enrolment is subject to the approval of the Head of Department/School concerned and may be declined.
iii.
Final date to complete change of enrolment and withdraw with a full refund is the second Friday after the official course start date with the exception of summer courses, short courses, field trips and teaching practices.
a.
The final date to complete change of enrolment and withdraw with a full refund for Summer Programme courses is the first Friday after the official course start date (except for field trips and teaching practices) for a course less than six weeks duration; or the second Friday after the official course start date (except for field trips and teaching practices) for a course of six or more weeks duration.
b.
The final date to complete change of enrolment and withdraw with a full refund for field trips and teaching practices is the official course start date.
c.
Addition of courses after these dates will be subject to the approval of the relevant Head of Department/School.
iv.
Final date for discontinuation of enrolment and courses, with deletion of courses from record (no fees refund):
a.
Semester 1 and Semester 2 courses: third to last Friday of teaching;
b.
Cross Year, Full Year, Whole Year courses: 25 weeks after the official course start date;
c.
Anytime Start courses, excluding the PhD, are calculated to occur when 50% of the course has been completed;
d.
Summer Programme courses less than or equal to six weeks' duration: first Friday after the official course start date (one week);
e.
Summer Programme courses greater than six or more weeks' duration: seven weeks after the official course start date.
v.
There is no refund provision for students once they have commenced the field trip component of any summer course or teaching practice.
Notes:
1.
All withdrawal dates are to occur on the Friday of the week.
2.
There is a full list of course dates, semester indicators and refund dates in the Guide to Enrolment.
3.
See also the Fees Regulations for information regarding liability for fees and eligibility for refunds; and General Course and Examination Regulations, I. Academic Progress for details of the academic progress review procedure.
4.
Students who withdraw from a teaching practice must inform the College of Education, Health and Human Development Academic Manager or relevant Associate Dean.
(b)
Enrolment in a degree programme which is by thesis only and in some postgraduate or graduate courses:
i.
Students enrolling for the first time in a degree programme which is by thesis only (such as the PhD and Master's degrees by thesis alone) may commence studies at any time agreed to mutually by the student and the Head of Department/School, and approved by the Academic Board.
ii.
Master's research students who first enrol during the first official enrolment period of the academic year or before the second Friday of the first semester will be deemed to have commenced studies on 1 March, and fees will be payable on enrolment for the period 1 March to 28 February. In subsequent years, re-enrolment and payment of fees will be on the basis of the 1 March to 28 February year.
iii.
In all other cases a specific start date will be registered for each student and fees will be payable for one year from that date.
iv.
Re-enrolment will be required on or before the anniversary date.
v.
Most postgraduate degree programmes that consist of, or include, course work have the same enrolment dates as given in Regulation 2(a)(i) above, but some postgraduate or graduate programmes, for example the MBA and GradDipBA, have different start times, and detailed information is available from the relevant department/school.
vi.
Master's thesis students and PhD students may apply for a suspension of their studies; however, suspensions can only start from the first day of the month, will be for a minimum period of one month and will be granted for whole months only (refer to Section B. Fees Regulations, Regulation 8 for fee refund policies).
3.
Programmes and Courses which have a Limitation of Entry and/or Require a Special Application for Admission

Some programmes and courses have a limitation of entry and/or require a special application for admission in addition to the Application to Enrol. Such courses are listed in the Admission Regulations, G. Limitation of Entry, Schedule to the Regulations for Limitation of Entry/Special Application. Students should note that where indicated, prior to applying to enrol, application for admission to the particular course must be made by the date shown.

4.
Completion of Enrolment
(a)
A student's choice of programme and courses will be reviewed by staff in the appropriate colleges, schools and/or departments who will mark them as either:
i.
Approved;
ii.
Pending (a reason will be given; usually waiting for NCEA or university results, limitation of entry or transferring credits);
iii.
Declined (a reason will be given).
(b)
Within five working days after lodging an application, students will be able to check the status of their application online. Note: In the case of limited entry course applications, although the automated prerequisite check may indicate 'Course Approval', the decision on admission to the course lies with the school or department concerned.
(c)
Students will receive an email if further documentation is required to support their application.
(d)
Once an Application to Enrol has been fully approved, students will be emailed an Enrolment Offer. This will list the approved programme, courses and site code along with the required fees.
(e)
Before they are officially enrolled, the student must:
i.
check that the courses and site codes listed are correct;
ii.
formally accept the Enrolment Offer;
iii.
agree to the enrolment declaration; and
iv.
pay the requisite fees, or make a suitable payment arrangement.
Notes:
1.
Instructions on how to complete this process and the available methods of payment will be included with the Enrolment Offer.
2.
An inward fee authority from StudyLink or an acceptance of the Enrolment Offer indicating 'Loan' as the payment method are deemed to be a suitable arrangement.
3.
If a student indicates payment method as Loan, the University must receive a fee authority from StudyLink. If the University does not receive authority from StudyLink, a cash invoice will be sent to the student. This invoice cannot be changed to loan until a fee authority is received from StudyLink.
(f)
Once a student is enrolled a confirmation email will be sent to the student's personal email address.
Notes:
1.
Students are required to ensure that the University has their current address. If the student moves they must inform the University of the change of address.
2.
Prior to completing enrolment the University will use the student's personal email address as the main point of contact. If the student needs to change their email or postal address details at this time, the student should contact the Contact Centre.
3.
Once the student accepts the Enrolment Offer and is fully enrolled (ENR status) all contact will be through the UC email and web portal. It is a condition of the student's enrolment, as per the student declaration, that all students must read information on their UC Student email/web portal at least once per week. Any changes to an email and postal address at this time must be submitted online.
4.
For an exemption, students must apply to and be approved by the Director of Student Services and Communications.
5.
Enrolled University of Canterbury students should change their current and permanent/emergency addresses online through UC Student Web.
(g)
If a student wishes to change any details in the Enrolment Offer they should contact the University. Students who no longer wish to attend the University of Canterbury must follow the instructions given describing how to decline their offer.
5.
Change of Enrolment
(a)
Discontinuations: A student will be officially discontinued from a course once a Change of Enrolment is submitted. Tuition fee refunds will be processed using the date that the discontinuation on the Change of Enrolment was submitted. Discontinuations will not be accepted after the final discontinuation dates.
(b)
Additions: A student will be officially enrolled in an additional course once an Application for Change of Enrolment has been approved. Once the addition has been approved the student becomes liable for the tuition fee relating to the additional course on the Application for Change of Enrolment.
(c)
Students who wish to completely withdraw from their programme of study must follow the online change of enrolment procedure. In extreme circumstances a concise, signed letter is also acceptable. The date of discontinuation will be the official receipt date of the letter. Students cannot discontinue courses after the final discontinuation dates listed under 2. Dates for Enrolment, Discontinuation of Enrolment and Change of Enrolment (adding and discontinuing courses) above.
6.
Enrolment for Certificate of Proficiency
(a)
With the approval of the Head of Department/School, a student may enrol in any course or courses for which he or she does not seek credit to a degree, diploma or certificate of this University and may receive a Certificate of Proficiency for each course in which the examiners are satisfied that a pass has been obtained, subject to the provisions of the following regulations.

Note: This regulation must be read subject to Admission Regulations A. General and G. Limitation of Entry/Special Application Regulations.

(b)
A student enrolled for a Certificate of Proficiency in a course shall attend such lectures, sit such examinations and do such other work as is required of students enrolled in the course for a degree, diploma or certificate, and shall pay such tuition, Students' Association and other fees as are set out in the Schedule to the Fees Regulations.
(c)
i. A student may enrol in any course or courses at 100, 200 or 300-level from any degree, diploma or certificate for credit to a Certificate of Proficiency either with or without having satisfied all prerequisite and co-requisite requirements for that course or courses.
i.
A student who satisfies all prerequisite and co-requisite requirements by the commencement of study for such course or courses may at a later date, and if credited with a Certificate of Proficiency, have that course credited to a degree, diploma or certificate.
ii.
A student who does not satisfy all prerequisite and co-requisite requirements by the commencement of study for such course or courses cannot at a later date have such course or courses credited to a degree, diploma or certificate, even if the prerequisite and co-requisite requirements for such course or courses are completed concurrently with or any time after the Certificate of Proficiency has been, except in exceptional circumstances as approved by the Academic Board.
(d)
With the approval of the Academic Board on the recommendation of the Head of Department/School, a student may enrol in any course or courses above 300-level for credit to a Certificate of Proficiency. If credited with a Certificate of Proficiency in such course or courses, the student can at a later date have such courses credited to a degree, diploma or certificate provided the following conditions are satisfied:
i.
that the candidate, at the time of enrolment in the course for credit to a Certificate of Proficiency, was eligible for admission to the degree, diploma or certificate programme and, where appropriate, had satisfied the prerequisites to the course to be credited; and
ii.
that the enrolment in the course for credit to a Certificate of Proficiency and the completion of the requirements of the degree, diploma or certificate are within the time limit set down for that qualification.
(e)
A student who successfully completes a course or courses for a degree, diploma or certificate of this University and who subsequently decides not to credit that course to a degree, diploma or certificate may retrospectively request a Certificate of Proficiency in that course.
7.
Cultural Enrolment (Personal Interest Enrolment)*

* This category is suspended in 2017.

(a)
Subject to the following conditions, enrolled students, members of staff and other persons may be permitted to attend lectures in courses offered by the University for cultural reasons; that is, for purposes other than credit towards a degree, diploma, certificate or professional qualification.
(b)
Cultural enrolment in courses is subject to places being available and the approval of the relevant department/school. If approved, cultural enrolment allows students to sit in on lectures only. Cultural students may not submit any work or receive any grades.
(c)
Cultural enrolment is not available for international students.
(d)
There is a fee of $350 per course for cultural enrolment (2016). Cultural-only enrolment does not permit students to have a Canterbury Card, Library or IT (computer) access. If cultural students wish to join the Library, they may do so at the Library and will pay the normal joining fee. Cultural students are not entitled to IT (computer) access. Cultural-only enrolment students are exempt from the Student Services Levy.
(e)
After the tuition fee refund dates, students may not change the degree code of a course to Cultural. In these cases we advise students to discontinue the course and attend as Cultural without this being recorded in the system.
(f)
No exemption or credit shall be conferred under these regulations if the course taken is subsequently taken for credit towards a degree, diploma, certificate or professional qualification.
  • For students
    To discuss the requirements for your programme of study
    contact a Student Advisor (Liaison website).
  • For staff:
    To request updates to the University Regulations
    refer to the Blue Book (UC staff only) and contact
    your College Academic Manager or
    Academic Services Group
    Phone: +64 3 369 3971 (ext 93971)
    Email: andrew.bainbridge-smith@canterbury.ac.nz
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