How can I contact Student Administration?You can contact Student Administration by phone, fax or email, or by visiting us on campus. Student Administration
Box Hill Institute
Private Bag 2014
Box Hill VIC 3128
Australia Phone no: +61 3 9286 9555
Fax no: +61 3 9286 9018
Email: studentadmin@bhtafe.edu.au Location and opening hours| Campus | Location | Hours |
|---|
Elgar Campus
| Ground Floor
Building 4
465 Elgar Rd
Box Hill
VIC 3128 | Monday–Friday:
8 am – 5 pm | Nelson Campus
| Ground Floor
Building 1
853 Whitehorse Rd
Box Hill
VIC 3128 | Monday–Friday:
9 am – 4.30 pm | Whitehorse Campus
| First Floor
Building 1
1000 Whitehorse Rd
Box Hill
VIC 3128 | Monday–Friday:
9 am – 5 pm
(closed between
1 pm & 2 pm)
Wednesday:
9 am – 5 pm |
Please note that office hours may vary during term breaks and school holidays. How do I enrol in a course?To enrol follow the steps below: - Complete an enrolment form with your course coordinator, teacher or staff member from the course that you wish to study.
- Ask the course coordinator, teacher or staff member to authorise your enrolment form.
- Take your enrolment form to Student Administration to pay your fees, obtain or update your student ID card, and obtain a student diary.
How do I apply for special consideration? Check your eligibility as detailed in the Student Assessment Procedure. If you believe you are eligible: - Complete the Special Consideration in Assessment Application (Internal) form.
- Lodge the form with the Registrar at the Elgar Student Administration Office no less than 10 working days prior to the examination or assessment; or within 2 working days after the date of the examination or assessment, in unforseen circumstances (that is, in the case of accidents).
The Registrar will notify you of the outcome within 13 days of the receipt of the application. How do I add a unit or subject?To add units or subjects to your existing enrolment, complete an Additional Unit Enrolment form with your course coordinator or the relevant administrative staff in your teaching centre. Please note that if you enrol in more units or subjects, you may need to pay more fees. Take your Additional Unit Enrolment form to Student Administration for processing. Please ensure that the teaching centre staff or the course coordinator has authorised and completed the relevant section of the form, as Student Administration will not be able to process your form without it. How do I withdraw from a subject or unit?Complete a Unit Withdrawal form and submit it to Student Administration or your relevant Head of Centre. Please ensure that the teaching centre staff or the course coordinator has authorised the form, as Student Administration will not be able to process it without authorisation. How do I withdraw from my course?Complete a Course Exit form and submit it to Student Administration or your relevant Head of Centre. Please ensure that the teaching centre staff or the course coordinator has authorised the form, as Student Administration will not be able to process it without authorisation. How can I arrange a leave of absence?To officially request a leave of absence from the course in which you are enrolled, complete a Leave of Absence form and submit it to the Head of Centre for your course. The Head of Centre will then forward the completed form to the Registrar's Office for processing. The Registrar will notify you of the outcome of your application in writing. Am I eligible for reduced fees based on my HCC?If you are enrolling in a government-funded course and hold (or are listed as a dependant on)a valid Commonwealth Health Care Card, Pensioner Concession Card or Veteran’s Gold Card, you may be eligible for tuition contribution fee reductions. If you consider you are eligible, present a valid Health Care Card at the time you enrol. Will I get a refund if I withdraw?Government funded coursesOnly students who withdraw within the first 4 weeks after their official course commencement may be eligible for a tuition contribution fee refund. You must complete and lodge the Course Exit form or Unit Withdrawal form with Student Administration on your campus within 4 weeks of your course commencement. If you are exiting the course to take up a place at another institute or university (that is, second -round offers) you are entitled to a full refund of tuition contribution and amenity fees. You will need to attach or present for viewing an original or certified copy of your letter of offer or enrolment receipt from the other institution when you submit the Course Exit form. If you are exiting the course for other reasons within 4 weeks of the commencement of the course you will lose the minimum tuition contribution fee. Materials fee refunds are up to the discretion of the relevant Head of Centre. (The refund is dependent on the time lapsed and materials purchased, supplied or used at the time of withdrawal.) Fee for service coursesFee for service course refunds are at the discretion of your Teaching Centre. Please check with your course coordinator regarding the refund policy. International coursesPlease check directly with the International Student Office regarding their policy on tuition fee refunds: International Student Office
Ph: +61 3 9286 9425
Fax: +61 3 9286 9334
Email: international@bhtafe.edu.au Materials fee refunds are up to the discretion of the relevant Head of Centre. (The refund is dependent on the time lapsed and materials purchased, supplied or used at the time of withdrawal.) How do I apply for an exemption or credit transfer?You may be fully exempt from undertaking studies in a unit on the basis of Recognition of Prior Learning (RPL) or Recognition of Current Competency (RCC). You may be eligible for a credit transfer if you have prior learning in the same unit at another educational institution. If you believe that you are entitled to exemptions or credit transfers, please contact your course coordinator for further information. Please note that you may incur a charge for this process. If you are in receipt of a government benefit from Centrelink, you must notify Centrelink if the exemptions or credit transfers reduce your student workload in any way. Where do I get my student ID card?Please note: You must carry your ID card at all times while you are on campus. If you lose your ID card, you can obtain a replacement card from Student Administration at a cost of $20. If you have lost your ID card as a consequence of your wallet being stolen and you are able to produce a police report or a Statutory Declaration stating this, the $20 replacement fee will be waived. Where can I get my timetable?You can access your timetable and other relevant information on StudentWeb. Or alternatively you can contact your Teaching Centre. How can I get concessions on public transport?If you are a holder of a valid Commonwealth Health Care Card you are automatically entitled to purchase concession fare on Public Transport. Otherwise, to obtain concessions on public transport, you must purchase a Victorian public transport tertiary student concession card. To be eligible for the concession card, you must be: - A full-time student of a normal course at a school, college or institution registered with the Victorian Department of Education, as shown in the Victorian Public Transport Approved Courses and Institution Register
- A citizen or permanent resident of Australia, a student with refugee status or a student studying as part of an approved overseas exchange program (proof is required).
Apprentices and international students are not eligible for a public transport tertiary student concession card. You can obtain the application form for the Victorian public transport tertiary student concession card from your local MET office at your local train station or download it from Metlink. Once you have obtained the form: - Complete and sign all the required areas.
- Obtain 2 passport-sized photographs.
- Take the application form along with 2 passport-sized photographs to Student Administration.
- Take the completed form to your local MET office (train station) to obtain the card and pay the associated fees.
For further information on transport concessions, please see Metlink. What is my enrolment status?You can request an enrolment confirmation at no charge from Student Administration. (This will verify your current or past enrolment status, that is, full time or part time). You will need photo ID to collect it in person. Where do I get confirmation of enrolment information for Centrelink?You can request an enrolment confirmation at no charge from Student Administration. (This will verify your current or past enrolment status, that is, full time or part time). You will need photo ID to collect it in person. How do I update my personal details?Please ensure that you advise Student Administration of any changes to your personal details. You can use the Personal Details Variation form for: - Change of name: You will need to attach certified documentary evidence (that is, marriage certificate, deed poll notice) or present the original for viewing when you submit this form.
- Change of email address
- Change of employer
- Change of emergency contact.
Complete the Personal Details Variation form and send it to Student Administration, or organise the change in person by visiting Student Administration (please bring your photo ID). How can I access my results?Results are posted to your registered correspondence address within 6 weeks of the end of each semester. Alternatively, if you are a current student you can view your results at any time on StudentWeb. You can also obtain copies of past results at a cost. My results are wrong. What should I do?If you think there are errors in your results, speak to your course coordinator. Who can access my academic records?Box Hill Institute is required to comply with the national and state privacy regimes and is committed to protecting your privacy and the confidentiality and security of personal information provided by you to us. The information you provide will be used, where applicable, for the purposes of accepting your enrolment, assessing your welfare needs (if any), processing and advising you of your assessment results and other communications to you as required. A condition of your application or enrolment is that you consent to the release of your results or statement of progress to your employer, sponsoring organisations or government agencies where appropriate. If you are a minor (a person under 18 years of age), we may also disclose your personal information to your parent or authorised representative. We also provide information to various government agencies and to Institute contractors to assist the Institute in performing its functions and meeting its government and other statutory obligations. The Institute may also take and publish photographs of Institute activities for promotion and publicity purposes. You can request access to your personal information by writing to: The Registrar
Box Hill Institute
Private Bag 2014
Box Hill VIC 3128
Email: privacy@bhtafe.edu.au. If you do not wish to provide the requested information this may restrict the range of services and educational programs that the Institute can offer you. If you would like further information in relation to the Institute’s privacy handling practices, please write to: The Privacy Officer
Box Hill Institute
Private Bag 2014
Box Hill VIC 3128
Or refer to 'Privacy and Confidentiality' on StudentWeb. I can’t log into StudentWeb. What can I do?Please click on the link below for further information: http://studentweb.bhtafe.edu.au/index.cfm?fa=admin.showHelp Can I obtain copies of past receipts?You can obtain copies of past receipts from Student Administration at no charge. (You will need your student ID card or photo identification.) Where can I get welfare advice, including financial advice?Contact Student Support Services for further information (phone 9286 9891) or drop in to Student Support on Nelson Campus, in Room G83. I have lost my certificate. What are my options?Generally the Institute does not re-issue awards or certificates. However, you can request a completion letter indicating your completion in a course, at cost of $10.00. For more information refer to 'Replacement Copies of Certificates'. How do I apply for my certificate or award if I completed my course within the last 3 years?Once you have completed your course, you need to apply for your Certificate of Completion/Award within 3 years of your course completion. To apply for your certificate or award: (Note: Apprentices, trainess and eiligible short course students should not use this form; please contact your Teaching Centre to organise this.) - Complete and sign the relevant section of the form.
- Submit the completed form to your Course Coordinator or the Designated Awards Approval Officer in your Teaching Centre for further processing.
Where can I get information on short courses?Short courses are an ideal way of acquiring new skills in a short time; they are practical and enjoyable. For more information, see the list of Box Hill Institute short courses. |
