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Student Resource Guide 2008 Course and Unit information Other key publications
 

Enrolling at the start of your studies

Students may be required to enrol by one or more of a number of methods:

  • attending the University at a time and place specified in the offer letter (normally only for on-campus students)
  • submitting a Course Enrolment Form via the mail
  • enrolling via the Web Enrolment System (WES).

Information in your offer letter and pack will outline which method/s you must follow. If you cannot attend the University at the time noted on the letter of offer, or if you wish to defer your studies, refer to the sections below about 'Proxy enrolment' or 'Deferment of an offer'.

Enrolment checklist

You must complete the following requirements to be fully enrolled:

  • Enrol in units for both semester one and semester two.
  • Lodge a completed 'Enrolment questionnaire' (this is a government requirement), Commonwealth-supported place students lodge a completed 'Request for Commonwealth support and HECS-HELP' form (including tax file number if deferred payment option is chosen) (see entries in section 3.6).
  • Make payment of any fees required by the due date as directed on the 'Enrolment details and fee statement' (see entries in section 3.6), which will be which will be published on the Web Enrolment System (WES) after your course/unit enrolment has been approved and entered onto the student database.
  • Have your photo taken and receive your student identity card (incorporating your photo and a student identity number).

In many cases, the forms listed above can be completed and lodged online via the WES available at https://my.monash.edu.au/wes, or contact your faculty or a Student Service Centre.

If you can't come to enrol yourself (proxy enrolment)

If you cannot attend the University in person during the enrolment time specified on your letter of offer, you can appoint a proxy to avoid losing the place you have been offered. A proxy is someone who, with your written authority, attends and completes as much of the enrolment process as possible on your behalf, eg a friend or relative.

You must provide your proxy with written authorisation and a signed list of any units you wish to undertake which they must bring with them on the day they enrol as your proxy. A proxy can complete and sign your 'Course enrolment' form; however, they cannot sign a 'Request for Commonwealth support and HECS-HELP' form or a 'Request for FEE-HELP assistance form'. You can complete the 'Enrolment questionnaire' yourself online via the Web Enrolment System (WES).

Your proxy should retain any papers or documents given out during the enrolment process for your information. This includes instructions specifying additional paperwork to be completed, timeframes in which they must be completed and when to obtain a student ID card. It is your responsibility to ensure that all details given by your proxy are correct and that all enrolment requirements have been met.

If you don't want to start your studies immediately (deferment)

Undergraduate students

The University allows a one-year maximum deferment of study for all new undergraduate students who apply to their faculty of intended enrolment, except where the student intends to study elsewhere in Australia. In this case, the faculty will determine whether the deferment is appropriate. Any approved study completed in Australia in the year of deferral cannot be used to gain credit unless specified in the conditions of the deferment. In a very limited number of cases, deferment of an undergraduate degree may not be possible due to the requirements of the course. If in any doubt, you should contact your intended faculty about deferment.

Applications for deferment can be made via the Web Enrolment System (WES) at https://my.monash.edu.au/wes or in writing. Applications must be:

  • made prior to the conclusion of the specified enrolment time
  • submitted with the relevant faculty.

See also 'Deferment Policy' in section 2.

Honours, certificate, diploma and some masters students

Ask your faculty if you wish to request deferment, however in most instances it is not possible to defer commencement of study in these types of courses (PhD and MPhil students see below). If you choose not to enrol when your offer is made, you will probably need to re-apply for the course when appropriate and to attach the original letter of offer to the application.

PhD and MPhil candidates

Doctoral and MPhil candidates who wish to defer their start date should contact the Monash Research Graduate School to request deferment.

Enrolling after an approved deferment period

If you are taking up your course after an approved deferment:

  • you will be notified by mail of the enrolment arrangements if you are a coursework student or in some research degrees
  • Doctoral and MPhil candidates should contact the Monash Research Graduate School prior to their new commencement date to finalise enrolment procedures.

During your period of deferment, you must maintain current address details with the University in order for you to receive the enrolment documentation that will be despatched.

Consequences of failing to enrol

If you fail to enrol at the time specified in your letter of offer, it will be assumed that you wish to decline the offer of a place.

Doctoral and masters by research candidates are required to accept their offer of candidature within four weeks from the date of offer and are required to complete the administrative process of enrolment within one week of the specified commencement date. If you do not finalise enrolment procedures by the nominated start date, your offer of candidature may lapse.

Consequences of not completing enrolment properly

If your enrolment has not been properly completed (see the 'Enrolment checklist' above) you will be encumbered or invalidated - this has a number of consequences ranging from restriction of access to a number of University services such as library, email and internet, to cancellation of your enrolment. Later year students should note that invalidation halts all graduation procedures. If you are on an international student visa and your enrolment is invalidated, you must return to your home country. If you are a PhD or MPhil candidate and do not finalise enrolment procedures by the nominated start date, your offer of candidature may lapse.

In exceptional circumstances, the University may agree to reinstate a student whose enrolment has been invalidated for non-payment of the required fees, upon payment of those fees and a reinstatement fee.