SAS Enrolment Workshop 6 th – 8 th July 2009

1. SAS Enrolment Workshop 6th – 8th July 2009 DEREGISTRATION Awareness & Preparation Annabel Boud – Manager Student Services Joan Prasad – Accountant Student Finance

2. Deregistration Regulation USP ADMISSION REGULATIONS (2009 USP Calendar pg. 124)12. CANCELLATION OF REGISTRATION12.1 Immediately after the deadline for the payment of fees has passed the university shall cancel* the registration of students who fail to pay their tuition fees in full. 2.2 Student whose registration has been cancelled in accordance with Clause 21.1 shall not, without the written authority of the Registrar or nominee enter the campus, or use any of the facilities of the university or attend lectures, tutorials or laboratories from the date of cancellation of their registration. 12.3 Students may have their registration revalidated if, within one month of the cancellation of the registration in accordance with Clause 12.1, they pay in full:(a) the tuition fees owed to the University, and(b) the fee for revalidation of their registration.

3. Deregistration Regulation 12.4 Students whose registration has been cancelled in accordance with Clause 12.1, and who do not pay the fees in 12.3 within one month of the cancellation of their registration, shall not be assessed for the course (s), nor allowed to attend lectures, tutorials or laboratories, nor to submit coursework for assessment, nor to sit the final examination (s) in that semester. 12.5 Students whose registration has been cancelled in accordance with Clause 12.1, and who do not pay the fees in 12.3 within one month of the cancellation of their registration, shall not be permitted to register in a subsequent semester until they have paid the fees in 12.3 (a) * Note that we will refer to this as the “suspension” of registration or “deactivation” as to not confuse it with deregistration.

4. Enforcement – Why now? • It is every staffs responsibility to ensure that the USP regulations are followed. • Some key reasons for enforcing this policy include: • That the current practices are against USP regulation; • The practice of allowing students to continue regardless of whether they have paid leads to added work for Academic Staff, SAS, Student Finance and all concerned administrative and financial staff at the regional campuses; • As there has previously been little incentive for students to pay on time (except the charging of the revalidation fee where this has been enforced), many students pay late resulting in USP not receiving income when due; • Class lists are inaccurate and academic staff unsure which students they are required to accommodate; • Statistics are inaccurate: when PR status remains for a significant proportion of students.

5. Enforcement - Schedule • 2008 Semester 1 • Laucala Campus • 2009 Semester 2 • Emalus Campus • Lautoka Campus • 2010 Semester 1 • All USP Campuses

6. Key Semester Dates The deadline for each process always falls on a Friday * Alafua, Emalus & Laucala ** All other campuses

7. Registration Status PR: Pre-Registered Any student that genuinely intends to take a course in the semester must be put as PR on Banner by the end of week 1. The way in which campuses determine whether a student is genuine differs across the region. Campuses may require a deposit or full payment upfront, however this is not required under the regulation and can be decided at the campus. Any student that subsequently decides not to take the course or is considered a “no-show” must be withdrawn on Banner (DC) by the withdrawal date - Week 2 or 6 depending on campus. RE: Registered Students must only be put on RE once they have paid their tuition fees IN FULL. This is vital for the implementation of the regulation and staff must be reminded that it is their responsibility to abide by the University’s regulations.

8. Deactivation vs Deregistration There are two key processes that take place under the “Cancellation of Registration” regulation: Deactivation and Deregistration Deactivation takes place the day after the fee payment date (week 6) and is referred to in the regulation as the “suspension” of enrolment. The regulation states that students who have not paid by this date shall not “enter the campus, or use any of the facilities of the University or attend lectures, tutorials or laboratories”. Deregistration takes place four weeks after the fee payment date (week 10). If a student has not paid their fees by this date they are deregistered from their courses in Banner and are no longer considered students in that semester. The student still owes all outstanding fees to the University but cannot sit their exams and will not receive a grade for their course.

9. Deactivation (Suspension) Any student that has not paid their tuition fees in full by the fee payment date (week 6) will be automatically deactivated from all IT systems including: • Student Webmail • Student Online Services (SOLS) • Moodle • IT Lab Access In addition, students must be prevented from accessing (where applicable): • Library • IT Labs • Lectures • Tutorials • Laboratories • Any other facility/service that is exclusively for current students Campuses are required to put in place the necessary logistical arrangements in order to enforce this section of the regulation.

10. Revalidation Period After the deactivation date students have one month (four weeks) to pay their tuition fees in full in order to complete the semester and receive a grade for their course. This period is referred to as the Revalidation Period. Any student who still owes tuition fees after the fee payment date (regardless of whether they have made a part payment) must also be levied a FJD$125 Revalidation of Registration Fee per the Fee Schedule in the Calendar. Once the tuition fees and revalidation fee are paid the student should be RE’d. As soon as they are RE they may recommence classes and their IT accounts will be reactivated within 2 working days.

11. Deregistration Every student that has not paid their tuition fees (and revalidation fee if applicable) four weeks after the fee payment date will be deregistered. Deregistration means that students: “shall not be assessed for the course(s), nor allowed to attend lectures, tutorials or laboratories, nor to submit coursework for assessment, nor to sit the final examination(s) in that semester.” The Student Finance and SAS Data Teams at Laucala change all PR registrations to DR: Deregistered after the deregistration date. After this date, regardless of whether a student pays their fees in full they will not be re-registered for that semester. Courses that are on DR status do not receive grades, so no record of the course will appear on the student’s transcript.

12. Exceptions There are two reasons that adjustments to a students registration may need to be made after the deregistration date: • An error on the part of USP (e.g. fees not receipted correctly, sponsorship details not entered in Banner) • Exceptional circumstances (e.g. money from a provident fund/bank received late through no fault of the student) • Note: It is only the Director of Finance that can approve a change to students registration status after they have been deregistered. This authority has been delegated by the DOF to certain members of Student Finance staff based at Laucala Campus. All exceptional cases must be forwarded to Joan Prasad or Atunaisa Kaitabu for consideration and updating of Banner.

13. Important points to remember • Students must be made aware in every possible way and at every opportunity of the policies regarding fees and the consequences of paying late – utilise all your communication strategies. • Local arrangements must be made to facilitate the enforcement of this policy, this will involve staff from many different sections including: Reception & Student Services, Admin Assistants, Banner Operators, Accounts Clerks & Finance staff, USPNet Operators & IT staff, Library staff and the Campus Director. • Students must not be RE’d until their payments have been made in full. Only the Director of Finance or their nominee can approve a student to be RE’d when the full fees have not been paid.

14. Contacts Implementation: Annabel Boud, Manager Student Services boud_a@usp.ac.fj +679 323 1067 Student Finance: Joan Prasad, Accountant Student Finance prasad_j@usp.ac.fj +679 323 2160 Student Data: Teresia Mitchell, Coordinator Student Data mitchell_t@usp.ac.fj +679 323 2920