The Academic Calendar is the University Calendar.
Students should refer to the Blackboard or Swinburne University website for the latest Academic Calendar.
Amendment to Enrolment
Before Amending Enrolment
Students who are considering amending their enrolment should make an appointment to speak with their course tutor, coordinator or other department staff to discuss any educational implications of the proposed course changes. Departmental approval must be gained before the amendment can be made.
Students who wish to add or remove units from their original enrolment
These students must complete an Amendment to Enrolment Form, available from the Student Information Centre or online.
Students who wish to withdraw from a unit must do so within four (4) weeks of the official Course commencement date in order to receive a refund of fees which is subject to the Refund Policy. Students are advised to check with Student Operations Department for information in regard to the latest date for withdrawal.
Notification after Amendment has been processed
Students will be notified, by way of an updated Enrolment Advice when an amendment has been processed. Notification of any refund will also be given.
Please refer to “Fees/Finance – Higher Education”.
Certification of Official Documents
All documents submitted to the University must be certified by designated Student Operations staff.
Only designated staff at the Student Operations may certify documents. Copies will only be certified on presentation of original documents by the applicant.
Change of Address or Personal Details
It is essential that students ensure that their address is current so that they can receive important information from the University. Students should note that University correspondence is sent to their Semester Address.
Students who have moved, changed phone numbers, changed name, or emergency contacts or employer details (for Apprentices and Trainees) must notify Swinburne at the earliest possible time.
Personal details can be changed by completing a Personal Details – Amendment form. These forms are available from the Student Information Centre.
Note: In the case of a name change, documentation is required. Changes to a student’s name cannot be made on-line.
International students must maintain an up-to-date address as part of the requirements of their student visa under Immigration regulations. Correspondence for international students will be sent to their Semester Address.
Communication to Students by Swinburne
Swinburne will send official communication to students by letter to their Semester Postal Address or email to their Student ID email account.
Students are responsible for ensuring their Semester Postal Address is current at all times and regularly check their Student ID email account.
Confidentiality of Personal Information and Privacy Statement
As a general rule, personal information is not released by the University to other organizations, except in response to legal requirements such as a subpoena; information regarding an individual will not be disclosed to a third party without the individual’s consent, except where the third party is directly acting as an agent of Swinburne University of Technology Sarawak Campus.
Student Online Survey (SOS) is done each semester over a period of four weeks to evaluate the program/course of study/units. It is carried out from the 12th week until the last day of the examination period. All students are encouraged to participate by logging on to the link when it is announced via Blackboard and Notice Boards.
Students who have completed the same or equivalent unit in past studies, either in a different course, or at another Registered Institution of Higher Learning, are eligible for a Credit Transfer.
Students who wish to apply for Credit Transfer must complete an Application for Credit Transfer Form. They should meet with their Course Coordinator or Head of School. Students should provide evidence to support the application, such as past result transcripts, unit outlines or course outlines. A copy of this evidence should be submitted with the Application for Credit Transfer Form. They should not submit original documents.
On approval of Credit Transfer by the Head of School or the head’s nominee, the application is processed. Students are notified by way of an updated Enrolment Advice. There are no charges for application of Credit Transfer.
Deferring a Course
Applicants in receipt of an offer from the University who wish to defer must apply directly to the University using the prescribed form. The granting of deferment which is for a maximum period of twelve months is not automatic; requests are assessed on a case by case basis. Deferment to allow commencement of another course will not be granted.
Leave of Absence
Leave of Absence (LOA) is where a student has already enrolled but now wishes to take some time off, due to special circumstances (i.e. illness, bereavement), and to commence at a later time. It is a period of approved absence from the course on which the student is enrolled. Current students are eligible to apply for a maximum of one academic year’s LOA.
Application to defer acceptance of an offer or take leave of absence must be submitted in writing. The Deferral/Leave of Absence Application form and further details can be found on the website.
Note: New students who have already enrolled will be liable for any fees payable and will need to formally withdraw from their course if they no longer intend to study at Swinburne. See Withdrawal from Course on page 10.
International students (studying on campus) may take leave of absence. However, they are required to leave the country during their leave of absence. A fresh application for a visa needs to be done before resuming their studies. International students should contact the International Student Advisor prior to applying for LOA.
English Placement Test (EPT)
- Students who are required to sit the English Placement Test (EPT) are not allowed to enrol if they have not sat the test.
- Details of the EPT (Day/Time/Venue) are normally published on the Offer Letter and Notice Boards. The outcome of the test will be informed in writing to the students in due course.
- Students who fail the EPT will be required to take English courses recommended by the Head of Language and Foundation.
- Students may be exempted from the EPT by showing evidence to the University that they have met the English Language requirements for exemption from the EPT.
All returning students are to submit their enrollment form via the webmail system. For details, refer to the announcement made via the University’s website. The announcement will normally be made before the semester ends.
*Re-enrolment after the due date will incur RM200.00 late penalty.
Enrolment for students under Exclusion and At Risk
Enrolment form for students under Exclusion and At Risk will only be processed after all the conditions have been met. Their copy of enrolment/registration and invoices will be issued upon receiving the At Risk/Exclusion Consultation Form.
Adding or Dropping Subjects
Adding/Dropping of subjects can be done by submitting an attachment to the Amendment to Enrolment Form to email@example.com for processing. Please indicate Add/Drop in the Subject Line of your email message. The closing date for adding subject(s) is on Friday of Week 1 and dropping of a subject will be by Friday of Week 4.
Forms submitted thereafter will not be entertained.
Students are allowed a maximum of two (2) times to add/drop subjects. Any amendment exceeding the above limit will incur a fee of RM50.00 per subsequent amendment.
Students wishing to apply for a subject exemption must submit an Application for Exemption Form together with the syllabus to the Student Operations for processing. The closing date will be the Friday of Week 2 of the semester. Forms submitted thereafter will not be entertained.
Withdrawal from Course
Students intending to withdraw from a subject or course must submit a Withdrawal of Subject Form to the Student Operations. The closing date will be the Friday at the end of Week 4 of the semester.
Please be reminded that the University’s Course Fee Refund Policy is applicable to all the above applications should they be submitted on time.
Internal Course Transfer
Student intending to change a Program or Major must submit an Application for Internal Course Transfer Form to the Student Operations Department for processing. The closing date will be the Friday of Week 2 of the semester.
Forms submitted thereafter will not be entertained.
Transfer to Melbourne
Students wishing to transfer to Melbourne the following semester are required to liaise with the Business Development and Communications Department.
Students expecting to graduate are required to complete the Application for Award/Graduation form, which is available from the website or Student Information Centre.
Penalties for Late Enrolment
Continuing students who do not re-enroll by the due date will be charged a RM200 Late Enrolment Fee.
Payment of Fees
All fees must be paid in full by Week 1 failing which students will be automatically dropped (AUTO-DROPPED) from the enrolled course. However if you are unable to make payment by this date you must contact the Finance Department to make alternative arrangements.
Industry-Based Learning for Engineering Students
Swinburne Engineering degree students have an opportunity to complete an Industry-Based Learning (IBL) program relevant to their course of study. The students should consult the School of Engineering, IBL Coordinator for the matter.
Results Certificate and Academic Transcripts
Results can be accessed via Blackboard for all current students. Students are advised to collect their Results Certificate the day after the results published date.
Students whose results are being withheld due to fees outstanding, loans, or library charges will not be able to access their results until the matter is resolved.
Requesting an Official Copy of Exam Results
To apply for an official copy of exam results, students need to complete the application form available at the Student Information Centre (SIC).
An academic transcript is an official statement of results with details of completion (if appropriate).
It is only available on request. Academic transcripts are used primarily for admission to other universities, membership of professional bodies and for job applications where evidence of course completion is required.
The application form for an Academic Transcript is available at the Student Information Centre (SIC).
The first transcript issued is free of charge. For subsequent copies, a fee of RM5.00 per copy is charged.
Standards of Progress
All students enrolled in pre-university, diploma, undergraduate and postgraduate courses are expected to maintain academic standard to continue their studies.
All students are expected to maintain either a standard full-time load or a standard part-time load, according to the requirements of the program in which they are enrolled. Students who wish to vary the standard load will be permitted to do so for one teaching period throughout the duration of their program.
Students who wish to study more than the standard load in one teaching period will normally only be permitted to do so in the final or penultimate teaching period of the program and then only when they have successfully completed a standard full-time load in the teaching period immediately preceding that for which they wish to vary the standard load.
Requests for enrolment variations to the standard load must be made in writing to the Head of the Academic Unit.
International students who wish to study more than the standard load must first speak with the Course Coordinator; they must see the International Student Advisor for further advice on how it may impact on their visa. For instance, a reduced load may mean that a student does not meet visa requirements.
Swinburne Student Exchange Program
The Swinburne Student Exchange Program offers current degree students (those in 2nd year onwards) from the Sarawak Campus, an unmatched opportunity to enrich their tertiary learning experience in Melbourne.
Selected students will complete a semester of study at Swinburne in Melbourne, Australia paying Sarawak course fees. This is part of an ongoing effort to enhance interaction between the two campuses of Swinburne. The number of participants involved is subject to a quota every semester. Selection is based on students’ academic achievements (‘C’ average or GPA of not less than 2.75 in the previous semester) and involvement in co-curricular activities. Students may be from any undergraduate degree course at Swinburne Sarawak.
The duration of the program is one semester. Students will be notified via Blackboard of the commencement and closing dates for applications. Selected students under this exchange program will bear their own living and travel expenses.
Inter-Campus Transfer (from Sarawak Campus to SUT Melbourne Australia)
Students can choose to complete their degrees either in Kuching or Melbourne. Since the course requirements are the same, students are able to transfer to any of the campuses in Melbourne at the end of any semester with a visa from the relevant government provided that they meet the requirements of the faculty they are applying to transfer to.
To apply for inter-campus transfer, students should contact the Business Development and Communications Department at Swinburne Sarawak. They are advised to apply one semester in advance to ensure a smooth transition.
Students are advised to access their timetable via Blackboard or visit Swinburne Sarawak website prior to enrolment before the start of each semester.
Time Limit for Completion of Degree
For the maximum time limit for the completion of courses, students should refer to the Course Guide.