Responsible officer: Deputy Vice-Chancellor
Designated officer: Director, Student Services
Approving authority: Academic Board
Approval: 27 May 2008
Last amended: 27 May 2008
Effective starting date: 28 May 2008
Any policies replaced by this policy: N/A
Policy number: AB1.
Related policies:

• Academic Rules
• Assessment: Courses and Coursework Programs – Governing Policy

Part A: Preliminary

1. Purpose of policy

The following policy is intended to support students who are members of the Defence Reserves and as such the University has adopted special provisions to ensure that Student Reservists are not disadvantaged academically or financially as a consequence of participation in Defence Reserves activities.

This policy details the process for the special consideration to be granted to Student Reservists with regard to attendance, availability of study materials, assessment requirements and refund of fees.

2. Application of policy

This policy applies to all students who are members of the Defence Reserves.

3. Policy content and implementation

3.1 A student who is a volunteer member of the Defence Reserves and as such is required to attend one or more compulsory camps of continuous training in a year and occasionally a non-compulsory camp or course, may be granted special consideration with regard to attendance and assessment requirements.

3.1.1 If such special consideration is approved the student shall provide the Head of School (or equivalent) with a statement signed by an authorised officer of the Defence Reserves detailing the times when attendance at the camp or training course is to take place. The Head of School (or equivalent) will ensure that course assessors for courses being undertaken by the student are notified of the approved absence which will not disadvantage the student in terms of any compulsory attendance requirements.

3.1.2 Where possible the course assessor shall arrange to provide learning materials in alternative formats if the student is unable to attend face-to-face classes during their Reserve activity.

3.1.3 A student may apply to the course assessor for additional time to complete assessment requirements, or a variation to the due date for submission of an assessment task on the grounds of being required to attend Defence Reserves training. Such a request shall be submitted on the University’s prescribed form of application as soon as possible before the due date of the submission of the assessment task in compliance with the University’s Academic Rules.

3.1.4 A student may apply to the Head of School (or equivalent) for special consideration in the end of course examination on the grounds of being required to attend Defence Reserves training. Such a request shall be submitted on the University’s prescribed form in compliance with the University’s Academic Rules.

3.1.5 Special Consideration approved by the Head of School (or equivalent) in 3.1.4 above may include the granting of a special examination.

3.1.6 A student whose Defence Reserves service commitments impact negatively upon their attendance and assessment performance may apply in writing to the Head of School (or equivalent) for special consideration to withdraw from the program without academic penalty (this is without a grade of fail on their academic record for courses being undertaken in the current study period). Such written request must be submitted before the end of the study period.

3.2 A student Reservist who is called upon for full-time service (eg as part of a peacekeeping or humanitarian aid operation) shall provide the Head of School (or equivalent) with a statement signed by an authorised officer of the Defence Reserves detailing the expected duration of the call to service.

3.2.1 The Head of School (or equivalent) will ensure that course assessors for courses being undertaken by the student are notified of the approved absence and that the provisions detailed under 3.1, are applied where possible.

3.2.2 In the event a student Reservist is forced to defer or withdraw from study in order to undertake full-time service, the University may remit the student’s HECS for the relevant courses, if the withdrawal occurs after the HECS Census date.

3.2.3 If a student is enrolled in a full fee-paying program and is forced to withdraw in order to undertake full-time service, the University may refund the student’s fees for the relevant courses, if the withdrawal occurs after the census date.

END