Selection and Admission Procedure (MPF1296)
GOVERNING POLICY
This procedure is made under the Selection and Admission Policy.
SCOPE
This procedure applies to selection into all coursework courses across the University.
PROCEDURE
1. Principles
1.1
The University is committed to maintaining high international academic standards in its
courses and selecting from among applicants those likely to succeed in its courses.
2. Selection committees
2.1
Selection committees must have at least 3 members, and at least as many academic staff
as administrative staff.
2.2
Selection decisions must be made on the authority of a selection committee with due
attention to equity and consistency.
2.3
The selection committee will select only from among applicants:
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eligible for consideration under the resolution on selection and English standard for the
course; or
where, in accordance with the Board’s rules on delegation of English language waiver for
graduate courses, the relevant dean has waived the English language requirements; or
for whom the president of the Board has agreed to waive those requirements after
consideration of an applicant-specific case presented by the selection committee.
2.4
In determining eligibility, and in ranking eligible applicants, the selection committee will
take into consideration the Guidelines on the Interpretation of Resolutions on Selection, the rules
for ranking applicants and the schedule on use of selection instruments determined by the Board
and published on the Board’s web page.
2.5
Selection Committees may be held as traditional meetings (around-the-table model), the
circulation of documentation (serial processing) or a combination of the two. Formal records
documenting the decision making must be kept.
2.6
A single selection committee member may do preliminary tasks for the committee. The
person must indicate who undertook the task and document their decision to cull (with brief
reason) or retain the application. The following tasks may be delegated to a single person:
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cull applications where the ATAR score has not been met.
cull applications to a course where the English language standard has not been met.
cull applications where the degree/major combination has been deemed by the selection
committee to be unacceptable.
where an applicant clearly meets the requirements for entry under a guaranteed pathway,
the application can go directly to the Chair of the Selection Committee for sign off.
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3. Conflict of interest
3.1
All admissions officers and selection committee members must complete the University's
Disclosure Statement indicating all cases, including but not limited to, arising from close personal
relationships or business interests that potentially lead to a conflict of interest.
3.2
For selection conducted through the VTAC system, admissions officers must complete and
sign the VTAC Omega Selection System Declaration form provided by the Associate Director,
Admissions.
3.3
If at any stage during the selection and/or admissions process a staff member becomes
aware or is made aware of a potential conflict of interest:
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the disclosure statement must be updated to reflect the change in circumstances; and
appropriate action taken to prevent any improper influence on the selection and
admission process.
3.4
A selection committee member may not participate in any way in decisions affecting the
selection and admission of an applicant where a potential or actual conflict of interest has been
identified arising from a close personal relationship. This exclusion extends to any influence on
the rank ordering of lists where comparisons between applicants are made.
3.5
Where a selection committee member becomes aware of a conflict of interest after the
selection process is underway they must inform the chair of the selection committee immediately.
3.6
The chair of the selection committee, acting on advice of the committee members, must
determine an appropriate course of action.
3.7
The chair must ensure that the agreed course of action is accurately recorded in the
committee minutes.
4. Concurrent diplomas
4.1
Selection and admission into concurrent diplomas cannot occur until the student has
enrolled in an undergraduate degree.
4.2
Entry to the Diploma in Music Practical [DipMus(Prac)] is only available at the
commencement of a student’s undergraduate degree.
4.3
Applications to concurrent diplomas in Languages, Informatics and Mathematical Sciences
may be made at any time before the commencement of the final semester of study for the
bachelor degree and should be made to the student centre.
4.4
Closing dates for applications will be published each semester. Subject to the availability
and sequencing of relevant subjects, there may be two intakes into the diploma in any each
teaching year.
5. Elite athletes and performers
5.1
Applications from persons seeking entry as elite athletes or performers are submitted to
the Associate Director, Admissions concurrently with the application for entry to a degree at the
University. Applications will be considered in conjunction with the application to the relevant
degree. Applicants must:
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apply using the appropriate application form;
supply appropriate documentary evidence to verify their Elite Athlete or Performer status,
participation level and the impact on their previous studies; and
for undergraduate applicants, the applicant’s school will be required to certify the number
of school days missed and the applicant’s coach or another competent official will be
required to certify the weekly time commitment dedicated to the elite activity in the
previous year.
5.2
A panel appointed by the Board will assess complete applications where the elite status of
the athlete or performer has been established. Where the applicant's elite status is not evident
from standard criteria, the Associate Director, Admissions Office will arrange for advice from the
Elite Athlete Contact Officer or from the Faculty of the VCA and Music to resolve the elite status
prior to the application being considered by the panel.
5.3
The panel will rate applicants according to the impact of the elite activity on the applicant's
previous studies, using the categories of impact: 'slight', 'moderate' or 'extensive'.
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‘slight' will receive no additional consideration;
'moderate' will be provided with a positive 4 point VTAC aggregate adjustment;
'extensive' will be provided with a positive 6 point VTAC aggregate adjustment.
5.4
There is no guarantee of entry even for elite athletes or performers whose impact rating is
'extensive' and who meet prerequisite requirements. Entry is always competitive, but the
additional consideration given enhances the applicants’ likelihood of selection.
5.5
For graduate programs, the panel's rating of the application by impact will be forwarded to
the selection committee for the program. The selection committee will consider the rating together
with the criteria specified in the course's resolution on selection in determining whether or not the
applicant will be selected.
6. Use of selection instruments
6.1
When selection instruments other than academic merit based on past results are used the
selection committee will follow the Board rules on their use unless otherwise authorised by the
Board.
7. Quality assurance and record keeping
7.1
Selection committees must keep minutes of their meetings including a record of their
decisions.
7.2
Selection Procedures Committee (SPC) will undertake quality assurance activities for
student selection and will receive and review the following reports:
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For undergraduate courses, an annual report from the Associate Director, Admissions
based on VTAC
data and summary data for students accepted from other than VTAC pathways. An
additional report will be provided annually by the relevant selection committee for
undergraduate performing arts courses in which auditions have been used as part of the
selection process.
An annual report from the Associate Director, Admissions on Access Melbourne.
After each selection period the Associate Director, Admissions must report to the Provost
and the SPC the number of applications for entry into degrees under the elite athletes
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and performers scheme including the number of adjustments made and number of
applicants who receive an offer for a place in a particular degree.
Annual reports on selection into concurrent diplomas provided by relevant faculty.
Reports from selection committees into graduate coursework, including details of
selection under Graduate Access Melbourne where appropriate.
Selection reviews for graduate and honours programs with each faculty or graduate
school being reviewed on a four-year cycle
DEFINITIONS
Access Melbourne A program approved by the Board to promote cohort diversity and equity by
improving the prospects for selection of high-potential applicants from disadvantaged or underrepresented groups
Board The Academic Board of the University of Melbourne.
Graduate Access Melbourne A program approved by the Board that is intended to provide
access to graduate courses for applicants of high potential whose personal circumstances have
had a sustained adverse effect on their academic achievement at undergraduate level, or who
are members of a specified group known to be under-represented in higher education.
IMPLEMENTATION OFFICER
The Academic Secretary is responsible for the promulgation and implementation of this policy in
accordance with the scope outlined above. Enquiries about interpretation of this policy should be
directed to the implementation officer.
REVIEW
This procedure is to be reviewed by 31 March 2016.
VERSION HISTORY
Version
Approved
By
Approval
Date
Effective
Date
Sections Modified
1
Academic
Board
26 Feb
2015
26 Feb
2015
New procedure replacing Student
Application and Selection Procedure.
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