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Admission to University Statute 2011

Category Statutes
Type Statute
Approved by Approved by Council – 11 October 2011
Date Statute Took Effect 1 January 2012
Last Approved Revision 14 June 2016
Sponsor Registrar and Secretary to the Council
Responsible Officer
Review Date

Policy Content

1. Title

1.1. This is the Admission to University Statute 2011.

2. Commencement

2.1. This Statute shall come into effect on 1 January 2012.

3. Definitions

3.1. Admission ad eundem statum is one of the means of matriculating at the University and is defined by clause 6.

3.2. Discretionary Entrance is one of the means of matriculating at the University and is defined by clause 8.

3.3. Domestic student for the purposes of this Statute means a student who is a New Zealand citizen (including citizens of the Cook Islands, Tokelau, and Niue), a permanent resident of New Zealand resident and studying in New Zealand, or an Australian citizen resident and studying in New Zealand, or a permanent resident of Australia resident and studying in New Zealand.

3.4. International student means a student who is not a domestic student.

3.5. Matriculation is the formal addition of a student’s name to the records of the University at the beginning of their first year of enrolment with a person’s entitlement to matriculate being defined by clause 5.1.

3.6. Special Admission is one of the means of matriculating at the University and is defined by clause 7.

3.7. Student, where the context so requires, includes a prospective student.

4. Enrolment at the University

4.1. The ability to enrol at the University and in specific programmes, courses, and papers is governed by the criteria and limitations established:

(a) by, and under the authority of, this Statute; and

(b) by the admission and exclusion provisions applying to specific programmes which are contained in the Programme Regulations established under the Academic Statute 2011.

4.2. In order to be eligible for enrolment at the University, a student must:

(a) be entitled to admission as a matriculated student under clause 5 of this Statute; or

(b) be applying to enrol as a non-matriculated student under clause 9.1 of this Statute.

4.3. In order to be enrolled in a specific programme, course, or paper at the University a student may be required:

(a) to meet additional requirements which apply to that programme, course, or paper; and

(b) in the case of a programme, course, or paper in respect of which a limitation of enrolment has been established under this Statute, to compete for selection for enrolment.

4.4. Every person who wishes to become or continue as a student at the University must, for each year of enrolment, complete application and enrolment processes as prescribed by the Director, Academic Services.  Completion of enrolment involves accepting liability for payment of all applicable fees.

4.5. Enrolment in the University or any particular paper or course may be declined or cancelled by the Vice-Chancellor for any of the following reasons:

(a) the person fails to satisfy any requirement or condition specified in University regulations;

(b) insufficiency of resources in relation to the paper or course for which the person wishes to enrol;

(c) the person’s academic record is such that he or she has been declined enrolment at this or another university;

(d) evidence that information supplied in support of the person’s application for admission or enrolment was untrue or misleading;

(e) the person is not of good character.

5. Matriculation

5.1. In order to enrol as a matriculated student, a student must:

(a) be qualified for entry to a university either:
(i) on the basis of qualifications gained at a school in New Zealand, as set out in clause 5.2; or
(ii) through admission ad eundem statum in accordance with the provisions of clause 6 of this Statute; or
(iii) by Special Admission under clause 7 of this Statute; or
(iv) by Discretionary Entrance under clause 8 of this Statute; and

(b) satisfy requirements, as established by the Deputy Vice-Chancellor (Academic), for demonstrating competency in the use and understanding of written and spoken English; and

(c) have attained the age of 16 by the first day of formal classes in a relevant teaching period.

5.2. The New Zealand school qualifications referred to under clause 5.1(a)(i) are:

(a) National Certificate of Educational Achievement (NCEA) Level 3 credits; or

(b) University Bursaries Examination, Entrance Scholarships Examination or New Zealand University Entrance, Bursaries and Scholarships results; or

(c) University Entrance achieved by either accrediting or examination; or

(d) a combination of NCEA Level 3 credits and/or National Qualifications Framework credits and/or Bursaries Examination passes

in each case, achieved to the standards published from time to time by the Deputy Vice-Chancellor (Academic) in accordance with the practices of Universities New Zealand.

5.3. A student who has previously matriculated at another university in New Zealand and who is transferring to the University of Otago shall be entitled to enrol as a matriculated student.

6. Admission Ad Eundem Statum

6.1     Admission ad eundem statum may be applied for by students who do not hold any of the entrance qualifications listed in clause 5.2 and who have not previously been admitted to any university in New Zealand.  Such admission is based on the recognition of previous qualifications as being equivalent to a qualification in clause 5.2 or of passes or qualifications from other institutions as being equivalent to passes or qualifications from the University of Otago.

6.2     Prospective students who have not completed tertiary study elsewhere which would make them eligible to apply for admission ad eundem statum under any other provision of this clause may apply for admission ad eundem statum at entrance level if they:

    (a)     have completed the International Baccalaureate Diploma; or

    (b)     have passed the Cambridge International Examinations, or other examinations recognised by Universities New Zealand for the purposes of university entrance, at a standard approved by the Deputy Vice-Chancellor (Academic); or

    (c)     have completed a Foundation Studies programme at a New Zealand university which has been approved by the Deputy Vice-Chancellor (Academic).

6.3     Prospective students who have fulfilled at least one of the following criteria, but who have not completed the requirements for a degree or equivalent qualification, may apply for admission ad eundem statum on the basis of tertiary-level passes:

    (a)     have passed one or more tertiary-level papers at a tertiary institution outside New Zealand; or

    (b)     have passed one or more tertiary-level papers at a tertiary institution other than a university within New  Zealand; or

    (c)     do not hold any of the entrance qualifications listed in clause 5.2 but who are eligible for RPL credit (as defined in clause 19.1(b)) under clause 19.4 of this Statute; or

    (d)     have passed one or more tertiary-level papers at the University of Otago while enrolled as non-matriculated students.

6.4     A prospective student who has been awarded a degree, or a qualification recognised by the Deputy Vice-Chancellor (Academic) as equivalent to a degree, may apply for admission ad eundem statum at graduate level if the awarding institution is:

    (a)     a tertiary institution other than a university within New Zealand; or

    (b)     a tertiary institution outside New Zealand.

6.5     Students admitted under any of clauses 6.3(a), 6.3(b), 6.4(a) and 6.4(b) may be granted credit under clause 19.1(a) of this Statute.

6.6     Applications for admission ad eundem statum will be assessed by the Deputy Vice-Chancellor (Academic), in consultation as appropriate with the relevant Pro-Vice-Chancellor.

6.7     A person granted admission ad eundem statum on the basis of tertiary-level passes or admission ad eundem statum at graduate level may be required, as a condition of admission, to undertake supplementary study in addition to that normally prescribed for the programme being taken.

7. Special Admission

7.1. A domestic student not otherwise eligible to matriculate at the University, and who will have turned 20 years of age by the first day of formal classes in the relevant teaching period, is eligible to apply for enrolment by Special Admission.

7.2. Where entry to a course or programme is subject to a limitation on enrolment a student seeking admission under the previous clause may be required to complete an assessment exercise and/or provide other evidence that will assist the University to consider the student’s academic merit and suitability for admission under the provisions of clause 10 of this Statute.

7.3. In exceptional circumstances a student who does not meet the age requirement of clause 7.1 may be granted Special Admission if he or she is recognised by the Deputy Vice-Chancellor (Academic) as adequately prepared for university study in the course for which enrolment is sought.

8. Discretionary Entrance

8.1. A domestic student not otherwise eligible to matriculate at the University and who will not have attained the age of 20 by the first day of formal classes in a relevant teaching period may apply for enrolment by Discretionary Entrance. Applications for Discretionary Entrance will be considered in accordance with the requirements published by the Deputy Vice-Chancellor (Academic) from time to time.

9. Non-Matriculated Admission

9.1. A person may apply to enrol as a non-matriculated student:

(a) who wishes to enrol in Foundation Studies courses offered by University of Otago Foundation Studies Limited; or

(b)who does not hold a qualification for entry to a University as set out in clause 5.1(a), but who wishes to enrol for a paper or papers for Interest Only.

9.2. Applications for enrolment in the Foundation Studies courses are required to be made on the prescribed form and applications will be assessed by reference to the entrance standards established by the Academic Board of University of Otago Foundation Studies Ltd.

10. Limitation of Enrolment at the University

10.1. Where it is satisfied that it is necessary to do so because of insufficiency of resources, the Council may by resolution determine the maximum number of students who may be enrolled in specific programmes, courses or papers at the University in a particular year. In any such case, the selection of students for the available places shall be undertaken in accordance with the provisions of the relevant Programme Regulations or, where the matter is not provided for in such regulations, under criteria established by the Deputy Vice-Chancellor (Academic).

10.2. The chief criteria for ranking of applicants for enrolment shall be academic merit and suitability for admission to the relevant programme, course, or paper but further criteria established by the Deputy Vice-Chancellor (Academic) with the approval of the Senate may also be taken into account.

10.3. Notwithstanding the provisions of clause 10.2, the selection of applicants for Summer School papers, or second semester papers where enrolment has been sought after the closing date for first semester enrolments, may be made solely by reference to criteria established by the Deputy Vice-Chancellor (Academic) with the approval of the Senate.

10.4. A domestic student who is applying to enrol at the University for the first time, or who has been enrolled at the University previously but not in the preceding two calendar years, and who wishes to enrol for courses in respect of which a limitation of enrolment has been established, will be considered under one of the following pathways for admission:

(a) Preferential Entry, which guarantees a student a place at the University, subject to fulfilling matriculation requirements;

(b) Competitive Entry, under which students who fulfil matriculation requirements but who do not qualify for Preferential Entry are offered places in their nominated programmes according to a ranking established under the provisions of this Statute.

10.5. Subject to the provisions of this Statute, the requirements for Preferential Entry and the criteria for the grant of places to those on the Competitive Entry pathway shall be those established by the Deputy Vice-Chancellor (Academic).

11. Admission of International Students

11.1. International Students will be admitted at the discretion of the University in accordance with the requirements established by the Deputy Vice-Chancellor (Academic).

12. Enrolment Formalities

12.1. Every student must complete, within the timeframes prescribed, the enrolment formalities established by the Director, Academic Services.

12.2. In order to be enrolled, every student shall be required to make the declarations prescribed by the Director, Academic Services, which shall include a declaration that the student will abide by the applicable Statutes, Regulations and Policies of the University.

13. Planning and Approval of Courses

13.1. Enrolment in any individual paper or course of study, and any changes in course made after completion of enrolment, are subject to approval by an appropriate Course Approver. Such approval must be obtained in accordance with the procedures and within the timeframes established by the Director, Academic Services.

13.2. Course Approvers may decline to approve any enrolment:

(a) which would conflict with any restriction applying in relation to the applicant for enrolment under the Academic Progress Policy established by the Senate; or

(b) which would be in breach of any paper or programme requirements; or

(c) in breach of the maximum workloads provisions of this Statute; or

(d) where the Course Approver is satisfied there are other valid academic reasons for withholding approval.

13.3. Course Approvers who decline an enrolment under the previous clause may approve an alternative course of study.

13.4. A student who is declined approval of enrolment by a Course Approver may not, except on a referral from that Course Approver, seek approval for the same enrolment from a different Course Approver. A student is entitled to have a Course Approver’s decision declining enrolment reviewed by a Pro-Vice-Chancellor.

14. Definitions of Full-Time and Part-Time Study

14.1. For the academic purposes of the University:

(a) A student enrolled for a course of study worth 54 points or more in a semester is regarded as a full-time student in that semester. A student enrolled for a course of study worth less than 54 points in a semester is regarded as a part-time student in that semester.

(b) A student enrolled in a course of study worth 108 points or more within one academic year is normally regarded as a full-time student in that year. For many purposes, however, the relative distribution of the points between semesters must also be taken into account.

(c) A student enrolled for a course of study worth 18 points or more in a Summer School is regarded as a full-time student for the duration of that Summer School.

(d) For the purposes of this regulation, the points for any full-year paper or other full-year course component shall be regarded as divided evenly between the first and second semesters.

15. Maximum Workloads

15.1. Except where otherwise required by the regulations for specific programmes, a student may not, without the permission of the appropriate Pro-Vice-Chancellor, enrol for a course of study:

(a) which exceeds 162 points across the full year, excluding Summer School, with no more than 90 points being taken in any one semester; or

(b) which exceeds 90 points when a student is enrolled in a single semester only, excluding Summer School; or

(c) which exceeds 36 points in the case of a Summer School period.

16. Enrolment for Certificate of Proficiency

16.1. Enrolment for Certificate of Proficiency may be available at the discretion of the University in order to allow a student to take a paper which is:

(a) additional to requirements for a particular degree or diploma; or

(b) not sought to be credited towards a University of Otago qualification.

16.2. A student who has passed a paper for Certificate of Proficiency may subsequently be permitted by the relevant Pro-Vice-Chancellor to credit that paper to a degree or diploma or certificate.

16.3. The Deputy Vice-Chancellor (Academic) may from time to time direct that, for reasons of capacity across the University, the Certificate of Proficiency category of enrolment be closed.

17. Enrolment for Interest Only

17.1. Enrolment for Interest Only may be available at the discretion of the University in order to allow students to enrol for a paper on the basis that they will not sit any examinations or undergo any other form of formal assessment.

17.2. The Deputy Vice-Chancellor (Academic) may from time to time direct that, for reasons of capacity across the University, the Interest Only category of enrolment be closed. Where no such direction has been made, enrolment for Interest Only remains subject to adequate capacity being available in the paper concerned, and permission from the appropriate Head of Department being obtained.

18. Student Exchange Programme

18.1. The Student Exchange Programme allows students enrolled at the University of Otago to study overseas at an approved partner institution.

18.2. Students participating in the Student Exchange Programme remain enrolled at the University of Otago and pay standard tuition fees to the University of Otago but receive credit toward their Otago qualifications for approved courses passed at the partner institution.

18.3. Students must have been enrolled for at least one semester of full-time on-campus study at the University of Otago and have achieved at least an average grade of B in their academic career at the University of Otago prior to participating in the Student Exchange Programme.

18.4. Students meeting the above requirements will take part in a selection process established by the Deputy Vice-Chancellor (External Engagement) to determine their suitability for international exchange and to identify international partner institutions best matching their academic needs.

18.5. Selected participants must obtain approval from the appropriate Pro-Vice-Chancellor for their proposed courses of study at one of the University of Otago’s international partner institutions.

18.6. Details of the approved course of study for each selected participant will be set out in a formal learning agreement, signed by the student, a Head of Department and a Pro-Vice-Chancellor. Once signed, any changes to the learning agreement will require the approval of a Head of Department and a Pro-Vice-Chancellor.

18.7. The Deputy Vice-Chancellor (External Engagement) may:

(a) from time to time establish and publish additional requirements in relation to participation in the Student Exchange Programme;

(b) in exceptional cases, approve participation in the Student Exchange Programme by a student who does not meet the requirements of these regulations.

19. Credit for Study Elsewhere

19.1. The Pro-Vice-Chancellors may grant credit towards University of Otago qualifications on the basis of:

(a) study successfully completed at other tertiary institutions in New Zealand or overseas; or

(b) the recognition of other prior learning relevant to one of the subjects set out in clause 19.4, such credit being referred to as “RPL credit”.

19.2. Credit may be granted as:

(a) specified credit, which recognises the relevant prior study or learning as equivalent to passes in specific courses or papers offered by the University of Otago; or

(b) unspecified credit, which recognises prior study or learning as equivalent to a specific number of points at a specific level.

19.3. A list of the credits which may be granted on the basis of passes at non-university tertiary institutions in New Zealand shall be established and published from time to time by the Pro-Vice-Chancellors. The relevant Pro-Vice-Chancellor may, on a case by case basis, approve the grant of credit on the basis of other courses or qualifications.

19.4. RPL credit may be granted only towards the following papers:

  • MAOR 102 Mäori Society
  • MAOR 108 Waiata: Te Tïmatanga
  • MAOR 111 Te Käkano 1
  • MAOR 112 Te Käkano 2
  • SURV 101 Introductory Surveying

20. Minimum Requirements for a University of Otago Qualification

20.1. In order to complete a University of Otago general degree, a student must pass at least all the 300-level papers required for the degree at the University of Otago.

20.2. In order to complete a University of Otago professional degree, a student must pass at least all of the papers required for the final year of the degree at the University of Otago.

20.3. No student may count RPL credit for more than one third of the points required for a qualification.

20.4. A student who requires less than a full-time course to complete an Otago qualification may complete the qualification by taking approved papers at another university in New Zealand. Prior written approval must be obtained from the Director, Academic Services. 300-level papers will not be approved unless the 300-level papers specified in a major subject requirement have previously been passed at the University of Otago.

20.5. A student from an overseas university shall be required to pass at least one year of full-time study which includes, for a general degree, all the 300-level papers required for that degree.

20.6. A student from an overseas non-university tertiary institution may be credited with no more than half of the points required for a degree.

21. Cross Credits

21.1. Cross Credit describes the situation in which a pass in a University of Otago course or paper is able to be credited by a student towards the requirements for two University of Otago qualifications.

21.2. Except where specific provision to the contrary is made in programme regulations, a student who is enrolled for a programme concurrently with another programme, or who has completed one programme and is proceeding with another, may cross credit 100- and 200-level papers which are common to both programmes:

(a) up to a maximum of 36 points where one programme is for a one year certificate and the other is for a three or four year degree;

(b) up to a maximum of 90 points where one programme is for a two year undergraduate diploma and the other is for a three or four year degree;

(c) up to a maximum of 126 points where both programmes are for three year degrees;

(d) up to a maximum of 180 points where one programme is for a three year degree and the other is for a degree requiring more than three years of study;

(e) up to a maximum of 234 points where both programmes are for degrees requiring more than three years of study.

21.3. Except where specific provision to the contrary is made in programme regulations, a student who is enrolled for a programme concurrently with two other programmes, or who has completed one programme and is proceeding with two others, or who has completed two programmes and is proceeding with another, may cross credit, between any pairs of the programmes, 100- and 200-level papers which are common to the pairs of programmes:

(a) up to a maximum of 306 points amongst the three qualifications where all three programmes are for three year degrees;

(b) up to a maximum of 360 points amongst the three qualifications where two programmes are for three year degrees and one programme is for a four year degree;

(c) up to a maximum of 414 points amongst the three qualifications where one programme is for a three year degree and two programmes are for four year degrees;

(d) up to a maximum of 468 points amongst the three qualifications where the three programmes are for four year degrees.

21.4. Notwithstanding any provision to the contrary, no three-year degree will include papers worth more than 180 points in common with another degree or degrees, and no degree of four years’ or longer duration will include papers worth more than 234 points in common with another degree or degrees.

21.5. The following restrictions shall apply in respect of the grant of cross credit:

(a) No paper shall be credited to more than two qualifications.

(b) Except where specific provision to the contrary is made in programme regulations, no 300-level paper may be credited to more than one qualification unless:
(i) the programmes affected contain at least 216 points above 200-level where one programme is for a three year degree and the other degree programme is longer than three years; or
(ii) the programmes affected contain at least 360 points above 100-level of which at least 144 points must be at 300-level or above, where both programmes are for three year degrees.

(c) No paper credited to a postgraduate qualification or to the Diploma for Graduates or to any other graduate diploma or to any graduate certificate shall be cross credited to another programme.

21.6. Whenever a student is required, by the regulations for a second qualification, to obtain a pass in a paper in which a pass has already been gained, but which is not permitted by this regulation to be credited to the second qualification, the student may be allowed, with the approval of the appropriate Pro-Vice-Chancellor, to take another paper in place of it.

22. Distance Learning

22.1. Enrolment in Distance Learning may be available for those papers which the Senate has approved for that purpose.

22.2. Students enrolled in Distance Learning courses shall meet the requirements of the papers and the requirements of participation in Distance Learning established by the Deputy Vice-Chancellor (Academic).

23. Foundation Studies

23.1. Students in the Foundation Studies Programme must complete University enrolment formalities and are bound by all applicable regulations of the University. Students must also comply with any relevant requirements (including academic requirements) established by University of Otago Foundation Studies Ltd.

23.2. In order to be eligible for admission to the programme a student must satisfy the Director of the Programme that they meet the minimum English language requirements established for entry and either:

(a) have completed the equivalent of Year 12 at a New Zealand secondary school to a satisfactory standard; or

(b) have produced evidence that they are suitably qualified and will benefit from enrolling in the programme.

23.3. The structure of the Foundation Studies Programme shall be as set out in the Programme Regulations.

23.4. Students who successfully complete a qualification offered by University of Otago Foundation Studies Ltd and who do not already have a university entrance qualification will be entitled to seek enrolment on the basis of matriculation at the University ad eundem statum at entrance level.

24. Powers of Delegation

24.1. The powers afforded under this Statute to:

(a) the Vice-Chancellor;

(b) the Deputy Vice-Chancellor (Academic);

(c) the Deputy Vice-Chancellor (External Engagement);

(d) the Pro-Vice-Chancellors;

(e) Heads of Departments; and

(f) the Director, Academic Services

may be further delegated by those persons to suitably qualified staff of the University.

25. Transitional Provisions

25.1. The University reserves the right to introduce such changes (including the addition, withdrawal, or restructuring of papers or programmes) as it may judge to be necessary or desirable. Reasonable provision shall be made to enable students to complete any qualification which is discontinued or has had its structure substantially altered, but such provision shall not normally extend for more than five years.

25.2. All students must undertake courses and complete qualifications from this University under the regulations set out in the 1992 and subsequent editions of the University of Otago Calendar.

25.3. All students who were enrolled at the University before 1992 shall, where appropriate, have their previous courses of study converted to the paper/points structure.

25.4. In any case where it is shown to the satisfaction of the Vice-Chancellor that the new regulations applying from 1992 have caused hardship to a student, the Vice-Chancellor may make provision for the relief of such hardship.

26. Repeal

26.1. The Admission and Enrolment Regulations Statute 1991 and all regulations made under that Statute are repealed with effect from the commencement of this Statute.

26.2. The Distance Learning and Extramural Enrolment Statute 1992 is repealed with effect from the commencement of this Statute.

Note: This Statute was amended by resolution of the University Council on 27 November 2012, 26 November 2013 and 8 April 2014.