Admission and Enrolment Experience Procedures

All applicants, staff members and students of Waipapa Taumata Rau, University of Auckland (the University).

These procedures apply to admission and enrolment activities related to formal study at all levels except doctoral study, and across all faculties and large-scale research institutes.

These procedures apply immediately to all new programmes and courses. For existing programmes and courses, these procedures will apply on a date to be determined by the Vice-Chancellor in writing.

Note – These procedures will remain in place until an overarching Admissions Policy and Timetable and Enrolment Policy are developed and approved.

These procedures support the Admission and Enrolment Experience Policy (the Policy) and provide information for staff and students about admission and enrolment processes at the University.

Admission general

1. All entry requirements must be approved by the relevant authority (usually Council or Committee on University Academic Programmes [CUAP]) prior to being applied to applicants. Entry requirements include the University’s Admission Regulations, English language requirements, programme specific admission regulations, requirements outlined in articulation agreements and programme selection criteria approved under the Limitation of Entry Statute.
2. An applicant’s likely ability to successfully complete the programme must be a primary criterion when setting entry requirements.
3. The Undergraduate Targeted Admission Schemes Policy and Procedures (UTAS) and Te Ara Tautika | Equity Policy must be applied to selection processes in line with our duty to acknowledge the principles of Te Tiriti o Waitangi.

Admission information for applicants

4. The University must make information on entry requirements and the application and admission process available to applicants and prospective applicants that is accessible, accurate, clear, transparent, and appropriate.
5. If requirements change or inaccuracies are identified then the information must be updated as quickly as possible in all relevant locations (including but not limited to: webpages, programme regulations, knowledge base items, etc.).
6. Programme specific admission regulations and approved programme selection criteria must be clearly stated in all relevant programme web pages to ensure applicants know the basis on which decisions about admission will be made.
7. Application requirements must be transparent at the point an application is made in the ‘Apply to Study’ application system so that it is clear what is required of applicants. Additional application requirements must not be imposed upon applicants after they have submitted their application.
8. As well as information on what will be assessed, information for applicants must include details of when in the application process any assessment will take place. 

Application closing dates

9. The University has approved official closing dates for applications (see Closing Dates for Admission). The University may extend the application closing date for some or all University programmes if places remain and there is sufficient time to process applications before the start of the term. Decisions to close applications for specific programmes after the official closing date and prior to the start of a term will be made in consultation with faculties.
10. Faculties may seek approval for application closing dates that are earlier than the official closing dates for specific programmes. A rationale must be provided for the earlier date and consideration must be given to the impact a change in application closing date will have on potential applicants. Requests for changes to application closing dates should be made at least 12 months before the proposed new closing date and must be approved by Education Committee.
11. Application closing dates must be published on all relevant programme web pages and any other published material and must align with what has been approved by Education Committee.

Basis of selection – programme entry

12. Minimum entry requirements must be set at a level that a faculty reasonably believes is the minimum required for students to be likely to successfully complete the relevant programme. If required, programme selection criteria can be approved under the Limitation of Entry Statute to further distinguish between applicants for approved limited entry programmes. Programme limits and programme selection criteria can only be approved under the Limitation of Entry Statute if it is necessary to limit numbers because of staffing or accommodation restrictions.
13. Programme selection criteria must clearly outline the basis for selection between eligible applicants, and not just the process that must be followed or the person making the decision e.g. “Applicants will be selected based on the qualitative assessment of a portfolio of written work” describes how they will be selected. “Selection will be made by the programme director” does not specify the basis for the selection.
14. When establishing entry requirements consideration must be given to key University policy documents such as Te Ara Tautika | The Equity Policy and the University’s UTAS Policy and Procedures.
15. Information that is irrelevant to the assessment of an applicant in accordance with the entry requirements must not be requested as part of the application process except where information is required to meet safety checking requirements under the Children’s Act.
16. Faculties must review entry requirements against performance and retention data at least every five years.
17. Entry requirements for postgraduate programmes must be set at a qualifying programme, and where relevant major or specialisation level only and must not specify a requirement for applicants to have completed specific course except where programme accreditation requirements specify specific pre-requisite requirements. Postgraduate programmes must be designed to enable graduates from similar programmes and majors at other New Zealand institutions to enrol and successfully complete the programme.
18. Admission processes must enable timely admission decisions to be made based on the information requested as part of the online application. A waiver of this requirement may be approved under item 71 where an evidence-based justification is provided indicating that supplementary information or processes are required to assess whether the applicant will be able to successfully complete the programme or meet other specific programme requirements. Interviews for example may not be relevant to selection criteria for every programme.
19. Selection processes like interviews should employ tikanga Māori where relevant and appropriate and must be conducted and evaluated in a consistent way across each programme.
20. Selection methods must be equitable and consistently applied. Applicants must only be selected on the basis of information provided through their application or obtained through the application and admission process.
21. Where processes such as interviews or auditions form part of the entry requirements consideration must be given to whether specific adjustments would be appropriate and reasonable for applicants with disabilities.
22. Programme selection criteria must specify the process to be used when making offers to eligible applicants. For example, offers may be made on the basis of whose applications the University received earliest and once the programme limit is reached other eligible applicants may be placed on a waiting list or declined admission. Alternatively the University may choose to pool and rank eligible applicants for an eventual decision.
23. Entry requirements must not be changed without a sound evidence-based rationale and consideration of the impact on applicants and prospective applicants.
24. Programme admission regulation templates/standard text will be developed and when available must be used to encourage a consistent student experience and facilitate seamless and efficient processes.
25. Entry requirements must be set in advance to enable prospective applicants to prepare. This is particularly relevant for school leaver applicants who may need to select subjects to take during their schooling. When proposing changes to entry requirements consideration must be given to the time needed to secure approval of the proposed changes and the lead time for publishing the changes and notifying stakeholders including prospective applicants.

Grade Point Average (GPA) and Grade Point Equivalent (GPE)

26. Admission regulations for postgraduate programmes that include a minimum GPA/GPE must include a pathway that uses the University’s approved GPA/GPE entry requirement calculated over the full qualifying programme. An alternative pathway for returning University of Auckland applicants who have achieved the required GPA over 60 points of study in the highest-level courses in their University of Auckland programme may also be included.
27. An applicant may receive an offer to a postgraduate programme based on a GPA/GPE calculated using grades achieved up to and including the penultimate semester of study. This will be an exception to the requirement to calculate a GPA/GPA over the full qualifying programme. This offer will be conditional on the applicant completing their qualifying programme if this is a requirement in the admission regulations.
28. Where admission to an undergraduate programme is based on a qualification other than a New Zealand secondary school qualification the University’s approved GPA/GPE entry requirement calculated over the full qualifying programme must be used.
29. In the case of prior tertiary study, the GPA/GPE must be calculated over the full qualifying programme, or over the entirety of the study completed at the time of application if the qualifying programme is in progress.
30. Where admission to an undergraduate programme is based on an overseas secondary school qualification, the Universities New Zealand ‘Entrance level qualifications for admission ad eundem statum’ guidelines will be applied.

Widening access/Recognition of prior learning

31. In developing entry requirements consideration must be given to identifying, monitoring, reporting on, and where reasonable removing, potential barriers to equitable access, participation and success.
32. For all new and existing programmes faculties must consider if the inclusion of an admission pathway for applicants who do not meet traditional entry requirements based on prior academic study and academic achievement is appropriate. Entry may be based on an assessment of other factors such as work and community-based experience and/or formal or informal study. The criteria and methodology to be used must be documented for each programme.
33. Admission regulations typically require a minimum GPA in the qualifying programme. However they may also include provisions that allow an applicant who does not meet the GPA entry requirement to demonstrate an ability to succeed through completion of specified study (e.g. in exceptional circumstances a student with a degree but not the minimum GPA could enrol in a course as a Certificate of Proficiency (CoP) with the expectation that if they achieved a minimum grade they would be eligible for entry to the postgraduate programme and could reassign the course to the postgraduate programme).
34. Admission regulations and processes must not explicitly exclude graduates from tertiary institutions that are not universities e.g. polytechnics and whare wananga.
35. Qualifications awarded by all New Zealand universities must be recognised as equivalent in level to Waipapa Taumata Rau, University of Auckland qualifications for the purposes of admission and enrolment.

Progression into postgraduate study

36. Masters degrees must include an alternative entry pathway through an appropriate postgraduate certificate or postgraduate diploma programme for applicants unable to meet the entry requirements with their first degree.
37. Admission regulations for postgraduate programmes that allow direct entry from an undergraduate qualification must include a pathway allowing students to enrol into the programme if they have a limited number of points, for example no more than 15 points, still required to complete their undergraduate qualification, with appropriate conditions.
38. Offers may be made to applicants enabling them to enrol into a postgraduate programme based on study completed up to and including their penultimate undergraduate semester of study.

Exiting postgraduate study

39. Exit qualifications, such as a postgraduate certificate or postgraduate diploma must be available to recognise the achievement of students who have completed 60 points or more towards a larger sub-doctoral postgraduate qualification e.g. a masters degree.

Decision-making

40. Approved entry requirements will form the basis of decisions on admission. Admission decisions will be made by programme directors only when referred by the Admissions team, or when a selection process has been approved as part of the programme specific admission regulations or programme selection criteria.
41. For qualifications gained outside of New Zealand, the Admissions team will assess, using international comparability standards, whether the admission requirements have been met.
42. Where the University is unable to make an offer for an applicant’s preferred or initial programme choice, an offer for an alternative programme may be made.

Internal reviews of decisions

43. An internal review of an individual admission decision made in alignment with the relevant admission and programme regulations may be requested by the relevant Associate Dean Academic or Associate Dean Postgraduate Research on the grounds that:

• there was a failure of the University’s process; or
• the basis of the decision was manifestly at odds with the evidence.

Notes:

- A failure of the University’s process could include the consideration of inaccurate or out-of-date information or if the decision-maker was not provide with, or failed to consider, all relevant evidence.
- This is an internal University review process. Separate procedures apply if an applicant wishes to appeal an admission decision.

44. The request for review must be made in writing to the relevant Admissions Manager. Information will be collated and provided to the Pro Vice-Chancellor Education.
45. The final decision will be made by the Pro Vice-Chancellor Education.

Timeliness of admission decision making/Escalated decisions

46. Where admission decisions are made by people in specific roles, provision must be made for the delegation of the activity to cover any periods of absence.
47. Where a delegation is not provided for an absence the Associate Dean Academic may nominate an alternative decision-maker.
48. Application status and decisions must be communicated to applicants in an appropriate and timely manner. Any conditions attached to an offer of a place must be clear and specific. 

Enrolment general

49. All course entry requirements must be approved by the relevant authority (usually through the course approval process or the course limits approval process) prior to being applied to students.

Enrolment information for students

50. Course selection criteria (if approved under the Limitation of Entry Statute) must be clearly stated in course outlines to ensure that students know the basis on which decisions about enrolment will be made.

Basis of selection – Course entry

51. Students must be able to enrol in core courses without further approval once admitted to a programme or plan as long as they meet the relevant course prerequisites/corequisites and any other regulatory requirements.
52. Additional course entry requirements will only be approved for non-core courses and only if they are needed to reliably identify students who have the capabilities necessary to successfully complete a course. Additional information must not be requested of students beyond that required as part of the approved course entry requirements.
53. Consideration must be given to the enrolment process and whether students admitted to a programme or major or specialisation will generally meet the requirements to enrol as part of decisions about programme or major or specialisation schedules.
54. Exceptions can be approved for students to enrol in courses not in the programme schedule using the Variations clause in programme regulations.
55. System functionality, e.g. room/enrolment capacity limits, must not be used to create unnecessary barriers to enrolment. Acceptable use includes matching enrolment numbers to room capacity and managing enrolment into approved limited entry courses.

Prerequisites

56. Course prerequisites must specify criteria for entry that are transparent. Prerequisites that state “Approval of the course director” without additional criteria will not be approved. An example of alternative acceptable wording is “a minimum level of ability in the required instrument as assessed by the course director”.
57. Students admitted into the first year (Stage I) of a bachelors degree commencing in Semester One must be able to enrol in a full year of study towards their degree or major or specialisation on admission if they choose to.

Note: If a student is enrolled in a course that is a prerequisite for a second course then they will be able to conditionally enrol in the second course in the next semester of study. A Post Enrolment Requirement Check (PERC) process will run once grades are available and students who have not passed the prerequisite course will have their enrolment in the second course dropped.

58. Where there is evidence that a student has sufficient background knowledge or preparation to enable them to successfully complete the course, course prerequisites may be waived by a course director, academic head or nominee for individual students or groups of students.

Course limits and course selection criteria

59. Numbers in courses may be limited under the Limitation of Entry Statute. Course limits can only be approved under the Limitation of Entry Statute if it is necessary to limit numbers because of staffing or accommodation restrictions.
60. The course limits process must not be used to manage academic preparedness; this should be managed through programme admission or pre-requisites.
61. Course selection criteria and processes that unduly delay enrolment, or lead to unnecessary concession requests, must be avoided. Where possible selection must be on a ‘first in, first enrolled’ basis.
62. Course limits must not be used as de facto programme limits. There must be enough capacity in core courses for all students admitted to a programme or plan (in which the courses are core) to enrol. If course size is the limiting factor, for example because of specialist space requirements, then this must become the programme limit.
63. If a course is not listed as having a specific limit on the course limits schedule approved under the Limitation of Entry Statute, it can only be limited based on room size. This is the room size allocated as part of the timetabling process. If an appropriate larger room that meets requirements can be found then the enrolment capacity will be increased.
64. Course selection criteria must clearly outline the basis for selection between equally qualified students, and not just the process that must be followed or the person making the decision e.g. “Students will be selected based on the qualitative assessment of a portfolio of written work” describes how they will be selected. “Selection will be made by the course director” does not specify the basis for the selection.
65. An enrolment control of “Requires Departmental Consent” must only be used when:

• a course has an explicit course limit approved under the Limitation of Entry Statute and includes qualitative course selection criteria.
• a course has a prerequisite that requires manual assessment to determine if a student has met it e.g. work experience; or
• a course is a capstone, placement, internship or research course and requires confirmation of details of supervision or host company prior to enrolment.

Note: If a course is a core course in a programme then the University is required to provide supervision if students have been admitted.

Timeliness of enrolment decision making/Escalated decisions

66. Enrolment decisions must be made in a timely manner.

Note – Delays impact on students being able to finalise their enrolment, and confirm visas, scholarships and Studylink eligibility. Delays also impact the University’s ability to forecast enrolments.

67. Decisions on concession requests must be made within 10 working days of the request being received. A decision may be delayed where a specific selection process has been approved. Students must be made aware of when a decision will be made.
68. Where enrolment decisions e.g. decisions on concession requests are made by specific roles, provision must be made for the delegation of the activity to cover any periods of absence. Where a delegation is not provided for an absence the Academic Head or Associate Dean Academic may make the decision themselves or nominate an alternative decision-maker.
69. Enrolment decisions must be communicated to students in an appropriate and timely manner.

Waivers and modifications

70. The Pro Vice-Chancellor Education may approve a waiver or a modification of any requirement in these Procedures for an individual programme or course (a waiver or modification) if they are satisfied that it is appropriate in the circumstances. The Pro Vice-Chancellor Education’s approval of a waiver or modification may be given subject to conditions.
71. A request for a waiver or modification must be made by the relevant Associate Dean Academic to the Associate Director - Student Services (for admission related requirements) or the Associate Director - Academic Services (for enrolment related requirements). A rationale for the request must be provided. Information will be collated and provided to the Pro Vice Chancellor Education for their decision.

The following definitions apply to this document:

Admission is the process whereby an applicant applies for admission to the University and a qualification and receives a decision (offer, conditional offer, decline). For the purposes of these Procedures it excludes admission to doctoral programmes.
Admission regulations are the University’s Admission Regulations and the admission regulations of individual programmes (if any) specified in the programme regulations published in the University Calendar.
Applicant means a person who has applied for admission to a University programme.
Application requirements are the information and evidence applicants need to provide to enable assessment of their application to a course or programme and any activities e.g. interviews that need to be completed.
Articulation agreements enable students to receive guaranteed entry to the University after completing an agreed number of years of study at an overseas partner university.
Concession is a process students can follow to seek approval to enrol in a course following an initial error message. Error messages may include Class full, Timetable clash. Requisites not met and Depart a component of all academic programmes.
Course entry requirements include course prerequisites, system setup and course selection criteria approved under the Limitation of Entry Statute.
Course is a basic component of all academic programmes.
Course limits are limits to the number of students who can be enrolled in a specific course because of staff or accommodation constraints. They are approved under the Limitation of Entry Statute.
Course selection criteria is the additional basis on which eligible students will be selected for enrolment in a course, approved under the Limitation of Entry Statute.
CUAP means Committee on University Academic Programmes. A sub-committee of Universities New Zealand responsible for programme approval and moderation procedures across the University sector.
Enrolment is the process whereby a student, having accepted an offer of admission to a programme, selects and gains entry to individual courses and classes.
Entry requirements are requirements a student must meet to gain entry to a programme at the University. These may be specific to a programme or more generic such as English language requirements. They include the University’s Admission Regulations, English language requirements, programme specific admission regulations, requirements specified in articulation agreements and programme selection criteria approved under the Limitation of Entry Statute.
Exit qualification is a qualification, usually of a lesser credit value, that can be awarded to a student when they are unable to or choose not to complete the qualification in which they are or have been enrolled. In some cases a student may not be able to commence study towards an exit qualification and it will only awarded following prior enrolment in an alternative qualification.
Formal study includes University of Auckland qualifications, micro-credentials and courses that can be credited to University of Auckland qualifications including courses that can be completed as Certificates of Proficiency. It excludes short courses that are not-for-credit.
Grade Point Average (GPA) is a means of measuring a student’s academic performance at this University. It refers to an average grade achieved over a set number of courses or period of time and is expressed numerically on a scale between 0 (no passes) and 9 (A+ average).
Grade Point Equivalent (GPE) is a means of measuring a student’s prior relevant academic performance and experience from another institution. Grades or marks achieved at external institutions and/or in examinations (such as NCEA) expressed as an equivalent to a Grade Point Average on the scale 0-9.
Major is a required component of some bachelor’s degrees, including a specified number of points in a subject at the most advanced level.
Micro-credential refers to a stand-alone unit of study of between 5 and 40 points that certifies the achievement of a specific set of skills and knowledge and has demonstrable support from relevant industries, employers or communities.
Penultimate Semester is the semester immediately preceding a student’s final semester of study.
Plan means a formal and recognised sub-set of courses within a programme, including a major, minor or specialisation.
Prerequisite is a requirement that must be met (usually a course or number of points) before a student can enrol in a course or programme.
Prior learning and experience could include community/work experience or study undertaken at other institutions at various levels.
Programme means a prescribed set of one or more courses undertaken towards a qualification and the requirements a student must comply with to be awarded the qualification.
Programme/Plan controls are a type of setup on the student management system that allows a student in a nominated programme and/or plan to enrol in a course without additional barriers.
Programme and course requirements include all requirements which impact application, entry or enrolment not otherwise contained in admission regulations or selection criteria. This may include requirements set up in the student management system as enrolment controls.
Programme limits are limits to the number of applicants who can be admitted to a specific programme or plan because of staff or accommodation constraints. They are approved under the Limitation of Entry Statute.
Programme selection criteria is the additional basis on which eligible applicants will be assessed for admission that is approved under the Limitation of Entry Statute and pertain to individual programmes including those undergraduate degrees that do not have programme specific admission regulations in the University Calendar.
Qualification means a degree, diploma, or certificate.
Qualifying programme is the qualification that enables an applicant to meet the entry requirements for a programme, as specified in the programme regulations in the University Calendar.
Specialisation is a programme of related courses normally comprising more than 50 percent of a qualification.
Staff members are individuals employed by the University or its subsidiaries on a full or part-time basis.
Student means all students enrolled at the University in foundation, undergraduate and sub-doctoral postgraduate programmes and students in programmes delivered by partner organisations. For the purposes of these procedures it excludes doctoral students.
Term is a broad reference to a period of enrolment such as a semester, quarter or session.
University means Waipapa Taumata Rau, University of Auckland and includes all subsidiaries.

• Admission and Enrolment Experience Policy 
• Taumata Teitei | Vision 2030 and and Strategic Plan 2025
• Te Ara Tautika | The Equity Policy
• Undergraduate Targeted Admission Scheme Policy and Guidelines
• University of  Auckland Calendar Admission Regulations, Enrolment and Programme Regulations Enrolment Limitations - The University of Auckland 
• Whakamana Tangata – Student Services Strategy

Owner: Pro Vice-Chancellor (Education)
Content manager: Associate Director - Academic Services, Associate Director - Student Services
Approved by: Council
Date approved: 12 June 2024
Review date: 12 June 2029