Change of Enrolment Regulations

  1. Title

These are the Change of Enrolment Regulations 2012.

  1. Date of effect

These regulations are effective from 1 January 2020.

  1. 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withdrawal from a paper, without refund of any fees (the paper remains on the student’s academic record, annotated as ‘withdrawn’)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 or specified programme.
MyWaikato means the computer system, accessible to enrolled students, which enables them to apply for change of enrolment on the internet.

  1. Application

These regulations apply to papers at 0, 100, 200, 300, 400, 500 and 700 levels.

Note: Policies and procedures with respect to change of enrolment for 800 (MPhil) and 900 (doctoral) level programmes are available from Te Mata Kairangi School of Graduate Research.

  1. Fees

The fees referred to in these regulations are available online at www.waikato.ac.nz/study/costs.

  1. Teaching periods

The teaching periods referred to in these regulations are defined in the Teaching and Assessment Periods 2023 section of the University of Waikato Calendar.

  1. COVID-19

Pursuant to the COVID-19 Public Health Response (Vaccinations) Order 2021 or any University COVID-19 vaccination requirement, the University may delete a paper from a student’s enrolments at any time if:

    1. the student has not provided and maintained a valid Ministry of Health My Vaccine Pass as evidence of COVID-19 vaccination or exemption, and
    2. the paper requires the student to undertake a future activity that would breach the COVID-19 Public Health Response (Vaccinations) Order 2021 or any University COVID-19 vaccination requirements.

  2. Programme approval

Any change of enrolment constitutes a change to a programme of study and requires the approval of the relevant Division or the Faculty of Māori and Indigenous Studies.

  1. Procedure for change of enrolment

    1. Applications for change of enrolment must be submitted to the relevant Division or the Faculty of Māori and Indigenous Studies that the student is enrolled in for consideration. They need to be submitted through MyWaikato.
    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.

  2. Timeframe for change of qualification, major or specified programme

Provided that no changes are made to the selection of papers, a student may apply to change a qualification, major or specified programme at any time.

  1. Deadlines for adding papers (with payment of the prescribed fees)

    1. An application to add a (500 level) thesis must be submitted to the relevant Division or the Faculty of Māori and Indigenous Studies at least one month before the intended start date for the thesis.
    2. An application to add an Executive Education paper must be submitted to the Waikato Management School at least one month before the start of the paper.

  2. Deadlines for substituting papers (with transfer of the prescribed fees)

A student may apply to add a paper in place of a paper being deleted up until the relevant deadline listed in section 13 of these regulations provided that the paper to be added is of the same or lesser points value as the paper to be deleted.

  1. Deadlines for deleting papers (with a refund of the prescribed fees)

    1. An application to delete a paper must be submitted to the relevant Division or the Faculty of Māori and Indigenous Studies by the following deadlines:

    1. 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 14 of these regulations.

  2. Withdrawal from papers (without a refund of the tuition fee)

    1. Unless exceptional circumstances apply (as provided for under section 15 of these regulations), a student who withdraws from a paper after the deadline for deletion (see section 13 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. An application to withdraw from a pre-degree or undergraduate paper (0, 100, 200, 300, 400 levels or 700 level) after the deadline for deletion (see section 13 of these regulations) must be submitted to the relevant Division or the Faculty of Māori and Indigenous Studies by the following dates:

    1. A student may withdraw from a graduate paper (500 or 700 level, excluding Te Kura Toi Tangata School of Education 700 level) after the deadline for deletion (see section 13 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.

  2. Late deletion or withdrawal under exceptional circumstances

Note: Part 4 of the Assessment Regulations 2016 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 relevant Division or the Faculty Māori and Indigenous Studies, or from the Student Centre, about whether they might be entitled to special consideration under the Assessment Regulations 2016.

    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 Services for late deletion or withdrawal.
    2. Applications for Medical or Compassionate withdrawals will only be considered within 12 months from the end date of the paper.
    3. The application must be submitted to the Director of Student Services and must include an account, with appropriate evidence if available, of the circumstances that prompted the application.
    4. Applications under this section are considered and decided by the Director of Student Services or an approved delegate.
    5. If the application is approved, the Director of Student Services or their approved delegate may also approve, at their discretion, a credit of some or all of the student’s fees.

  2. 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 Services not more than seven days after the date on which the student receives notification of the relevant decision. Late appeals may be accepted at the discretion of the Director of Student Services.
    3. Appeals under this section are considered and decided by the Deputy Vice-Chancellor Academic, or his or her nominee, by delegated authority of the Academic Board.
    4. A decision by the Deputy Vice-Chancellor Academic is notified in writing and is final.