Student administration

Student administration

This page provides information about student administration and how general services and facilities work at RMIT Vietnam.

Eligibility to attend

Ensure that you are correctly enrolled for all the courses for which you are attending classes, and for which you expect to sit for examinations or receive results. You will receive Confirmation of Enrolment emails and Invoices which will list the courses in which you are enrolled. Check this information carefully and notify Student Services if you think there is a problem with your enrolment. Failure to be correctly enrolled will mean ineligibility to take an assessment or to receive results. In addition, students with unpaid fees may be prevented from sitting exams, results will be withheld, and ultimately, enrolment will be cancelled.

Examination attendance

Make sure that you know exactly when and where examinations are being conducted. If you are not sure about a date, time or venue, check with the Student Services Helpdesk.  Misreading a timetable is not grounds for special consideration. When you have to attend an exam, give yourself plenty of time to get to the venue. Adverse traffic conditions are also not grounds for special consideration. Should it be necessary for the University to alter the examination timetable or alter final dates of submission of assignments, due notice will be given.

Examination Rules of Conduct

  There are specific rules of conduct that must be followed during examinations. These rules are listed in the front of the exam answer books, or on a sheet of paper attached to the exam paper. You must read and understand these rules, and sign the answer book to acknowledge this, in order for your exam to be marked. A copy of the Exam Rules of Conduct is also available on the RMIT Vietnam web site.

Submission of Assignments

It is the student’s responsibility to ensure that assignments are submitted by the due date. If you are unable to submit an assignment on time for any reason, you should talk to the relevant academic staff member about arranging an extension. This must be done prior to the due date, not after the assignment is due.

Special Consideration in Assessment

If you are seriously ill or if you have a serious accident or some other serious matter that affects your ability to attend an examination or complete an assessment, you can apply for special consideration. If you cannot attend an examination or complete an assessment due to one of the above factors, please visit Student Services within 48 hours of the examination or the due date of the assessment to apply for special consideration. You must complete an Application for Special Consideration form and supply documentary evidence of the circumstances that have affected your ability to complete the examination or assessment.

If you cannot attend an examination due to health reasons, special consideration will only be given to students who provide documentary evidence of the health problem endorsed by the University provided medical services: the SOS Medical Centre.

Appeals Against Assessment

Students are entitled to seek a review of their final results where the following grounds exist:a) The student believes an error has occurred in the calculation of the grade; or,b) The student believes the assessment did not comply with criteria published in the Course Guide; or, c) The student believes the assessment did not comply with University Policies on Assessment (i.e. an error in process has occurred).

If you believe there is a discrepancy in your result and one or more of the above grounds exist, you must first seek a review of the result with the Course Coordinator or Program Manager with responsibility for that course. You should retain all documentation relating to the review in case you need to demonstrate that you have followed the provisions of this policy at a later stage.

If you believe the outcome of the review has not resolved the issue and that one or more of the above grounds exist, you are entitled to appeal the decision. Please complete an Appeal Against Assessment form and submit to the Office of the Academic Registrar, who will arrange for your appeal to be heard.

“At Risk” and Academic Progress

RMIT Vietnam will monitor each student’s academic progress on a continual basis. If you are identified as being at risk of not meeting academic progression requirements, you will be informed by a letter sent to your mailing address, and by email. Counselling will be available from Student Advisors and the Student Counsellors.

You would be considered “At Risk” if:

  • you fail a course for the second time; or
  • you fail 40% or more of the courses attempted in one semester.

You would be considered for exclusion from the University if, over the course of your program, you were to have three ‘at risk’ semesters. For example:

  • you have failed several courses twice
  • you failed a course for the third time; or
  • you failed more than 40% of courses attempted in at least three semesters.
  • RMIT University staff members are always willing to help if you find yourself having difficulty coping with the workload. Seek help early.

Attendance

RMIT Vietnam has attendance requirements for some programs. Please make sure that you adhere to these requirements. Unsatisfactory attendance may result in your not being eligible to sit final examinations.

Note that even though attendance may not be compulsory for most courses, the level of your participation in a course, which includes attendance, will affect your grade. In addition, the Student Progress Committee will take attendance and participation into account when evaluating your academic progress should you find yourself at risk.

Care of facilities

RMIT Vietnam strives to ensure that the campus sites and their facilities are kept clean and tidy at all times. The University requests that you respect your campus and try to ensure that waste, including cigarette butts, is put in appropriate receptacles.Food and drink must not be consumed in any classroom, student access lab, student work area, or Integrated Learning Centre. Smoking is prohibited in all enclosed areas, stairways, and the Cafeteria. These rules will be strictly enforced. Fines will be imposed on students who break these rules.

See the section on Misconduct for more information.

If an area on campus is not as clean as you think it should be, please report it to the Property Services staff, or let the Student Services Helpdesk know of the problem and they will forward the information on your behalf.

If you have any suggestions to improve the campus environment, please contact the Property Services staff, or ask the Student Services Helpdesk to pass on the suggestions for you.

Change of personal details

Students must notify Student Services of any change of address, name or personal details as quickly as possible, using the appropriate form available from the Student Services Helpdesk.

Original documentary evidence should accompany name change notifications. Failure to advise of personal changes may mean that you do not receive important information such as tuition fee statements, exam results, or re-enrolment notifications.

Complaints

RMIT University is committed to ensuring that all students have a positive relationship with the university and its staff members.

With this in mind, the university:

  • Recognises student and staff right to complain without recrimination
  • Aims to ensure that complaints are resolved quickly and fairly.
  • The University also recognises the rights of all parties to a complaint to privacy, confidentiality and justice.

You can choose how you want to deal with a problem or issue when it arises. You can seek further information and assistance from the Student

Services Helpdesk, after which you have three options:

  • take no further action;
  • make comments or suggestions, possibly via a Student Staff Consultative Committee; or
  • make a formal complaint as follows:

Stage 1: Submit your complaint to the staff member responsible for the service about which you have a complaint.

Stage 2: Submit a written complaint to the supervisor of the person with whom you have the grievance, the Program Manager, or the Manager in charge of the service you wish to complain about.

Stage 3: Submit a written complaint to the Student Issue Log or send an email to student.issues@rmit.edu.vn

Dates and deadlines

Familiarise yourself with relevant University dates and deadlines and ensure that you meet these deadlines. Failure to do so may adversely affect your ability to receive results, to remain enrolled, to sit for exams, or to graduate. See the diary section containing important dates and deadlines during the year. Also see the Student Fees Policy for important deadlines concerning payment of fees.

Both documents can be downloaded from this website.

Download a copy of Academic Calendar & Important Dates

Download a copy of Student Fees and Charges Guide

Disabilities

If you have a disability, including vision, hearing, learning, or psychiatric disabilities, RMIT Vietnam Student Services staff will meet with you and through negotiation provide the support you require to maximise your potential during your studies. Please inform the Student Services Helpdesk if you require assistance due to a disability, or alternatively contact the Student Counsellor.

English speaking University

RMIT Vietnam is an English speaking University. We encourage you to speak English in all areas of the University but certainly staff and students are required to speak English in the classroom and other learning areas such as the Integrated Learning Centre and Student Access Labs.

Environment

The University has an Environmental Management System to manage the environmental impact created by the operation of the University in Ho Chi Minh City and Hanoi. It is everyone’s responsibility to help protect the environment in which they live, work and study by saving electricity, reducing the use of paper, and recycling (paper and plastics) wherever possible. Please contact Student Services for more information.

Integrated Learning Centre

  The RMIT Vietnam Integrated Learning Centre (ILC) provides an extensive collection of books, videos, DVDs, CDs, newspapers and magazines which has been developed to enhance students’ University education experience. The collection has a number of electronic information resources hosted by RMIT University Library in Melbourne. The resources include a large variety of databases, past exam papers, electronic reserve and electronic journals.  

ILC Collections

Free access to the electronic resources is available online at any time to the RMIT University community.RMIT Vietnam has a total of 15,000 items in its collection. (As of March 2009.)

Information can be accessed through the Online Library Catalogue (OPAC) via http://online.rmit.edu.vn

ILC Facilities

  • Computer Terminals
  • Printers
  • Independent Study Area
  • Newspapers and Magazines area 

Borrowing Privileges

ILC users can borrow up to 10 items (books, CD-ROMs, DVDs) and must present a valid RMIT International University Vietnam ID card.

  • Seven-day-loan (English, Undergraduate)
  • One-month-loan (RMIT Vietnam staff, Post-graduate students)
  • Short-loans are issued for reserved items for one or two days.

Renewing your loan

All items can be renewed if they are not overdue or have not been placed on reservation by another user.

Renewal limits

•  RMIT Vietnam students and staff: 10 renewals (two renewals per item). •  Loans can be renewed online, by phone, or in person.

Research Assistance

The ILC provides face to face, telephone and email reference and research services to students. Sign up for OPAC and Library database tutorials in the ILC during the semester. Online Subject Guides and Guides & Tutorials for using electronic resources are available at www.rmit.edu.au/library

ILC rules of use

The ILC can only be used by RMIT International University Vietnam staff and students.

  • Photocopied books are not allowed on campus.
  • The IT Rules of Use will be enforced and no computer games or chatting are allowed.
  • Food and drink are not allowed in the ILC.
  • English is the only language to be used in the ILC.
  • Group meetings must be held outside the ILC.
  • Students who engage in any activity which disrupts the use of library facilities, collections or services shall be requested by staff to leave the ILC.

Fines and penalties

  • Users are not permitted to borrow from the ILC until their fines have been paid.
  • Students are fined VND5,000 each day for each overdue item.
  • Items one-month overdue or damaged are charged a replacement fee.
  • Replacement fee = Cost of the item + Freight (VND150,000) + Administrative fee (VND50,000)

Contact

ILC in SGS campusTel: (+84 8) 3776 1319 library@rmit.edu.vn

ILC in Hanoi campusTel: (+84 4) 3726 1460 hanoi.library@rmit.edu.vn

Illegal activities on campus

Students are expected to be law abiding citizens and any activities that contravene Vietnamese law will not be tolerated. Activities such as gambling and use of illegal drugs are not permitted on campus.

Any report of an RMIT Vietnam student being involved in illegal activities on campus will be taken very seriously and action against the perpetrator may include exclusion from the University, and in severe cases reporting of activities to relevant Vietnamese authorities.

This is your University and if you see any person or persons engaging in behaviour that jeopardises the safety of property or people, or behaviour that could bring disrepute to the University and its students, we would appreciate you reporting it to the Academic Registrar.

Please take due care with your own possessions and report any loss or theft of possessions to Security and to the Student Services Helpdesk.

I.T. rules of use

Access to the internet and RMIT Vietnam computer network is provided by Information Technology Services to RMIT Vietnam students, staff and departments for academic and administrative work for the benefit of the University. Users are required to abide by the rules below. The rules encourage responsible action and believe in the ability of students to exercise good judgement. Sanctions are severe (see Enforcement).

Rules of use of University IT Resources

Rules 1: A University log-in and password is not to be shared with family, friends and other persons or ITS personnel. Login security is the responsibility of the person in whose name the account is in.Rules 2: University resources are not for political statements except by bodies recognised through the University.Rules 3: University resources are not to be wasted. The printing, transfer, storage and execution of inappropriate material, including pornography and games, are banned.Rules 4: University resources are not for nuisance activity, intentional or unintentional. For example, users are not to consume excessive bandwidth, degrade system performance, violate personal privacy, subvert computer system or network services or introduce viruses.Rules 5: University resources are not for commercial activity, including the carrying of advertising, except in the authorised commercial activities of the University.Rules 6: University resources are not to be bypassed. “…Services equivalent in functionality to the Supplier’s Services must not be acquired from another provider”. For example, news.rmit.edu.au is the only news server permitted on the RMIT network.Rules 7: No software requiring a licence can be installed on any computer without the permission of the Information Technology Services Manager. Proof of licence ownership must first be demonstrated.Rules 8: All activities are to be legal by Vietnam and International laws and RMIT policy.

Further guidelines for the proper use of University IT Resources

Rules 2, 3, 4, 8

Publication, correspondence and discussion over the University network and internet may, in certain circumstances, be construed to be representative of the University’s position.

  • Users are not to publish political statement or opinion on behalf of the University or a University body without the consent of the University body.
  • Users are not to publish private political statements.
  • Users are not to defame any individual or organisation.
  • Users are not to harass, abuse or otherwise seek to offend and discriminate.
  • Users are not to transfer material which is likely to cause offence to potential recipients.

Users must abide by the Australian Copyright Act and Trade Practices Act, particularly where these Acts apply to electronic publishing and provision of information. Users are not to publish material in circumstances where they have no control over its content, and which could result in the University (RMIT Vietnam) being liable.

Rules 2, 3, 4, 5, 8

The broadcast of email to large numbers of University accounts should occur only where: the message is an official University notification of relevance to the addressees; the recipients are members of a discussion group or other form of voluntary association; or the message is for the purposes of maintaining the effective operations of the electronic mail service.

Rules 3, 4, 8

The University network is a shared resource of finite capacity. Users should avoid publishing material which places unnecessarily high demands on the network. The University reserves the right to remove material which causes undue load on facilities.

The University reserves the right to restrict the excessive use of bandwidth. Users should avoid transferring very large documents such as video and high resolution graphics over the network unless there is a need to do so.

Rules 1, 3, 4, 8

Users are not to capture or monitor other users’ activities, publications or correspondence, examine, or tamper with other users’ materials. Users are not to knowingly obtain unauthorised access to information, damage, delete, insert or otherwise alter data without permission.

Note:  System Administrators employed by the University have the right and duty to take actions as required ensuring the proper running of the computer facilities in their charge.

Enforcement

Any member of staff at RMIT Vietnam may submit a recommendation to the Academic Registrar that IT services be denied to a user. The recommendation may be based on observed actions or as a result of a formal complaint. ITS, on confirmation from the Academic Registrar, will apply a penalty if the evidence shows a transgression of the IT Rules of Use occurred.Penalties for breaking the IT Rules of use may include:

  • The offender is denied access to IT services for two weeks
  • An IT offence notice is included on the student’s record
  • The offender is required to sign an agreement to abide by the IT Rules of Use before services resume.
  • A serious or repeat case is referred to the Academic Registrar and a charge of General Misconduct is filed under Regulation 6.1.1 – Student

Discipline

ITS will, when appropriate, liaise with Vietnamese authorities and when dealing with computer systems abuse.

Appeals

If an offender believes they did not break any of the IT Rules of Use, they may file an appeal with the Academic Registrar.

Learning Skills Unit

Learning Skills offers a number of services to help RMIT students achieve academic success.

* Academic Orientation ProgramThe Academic Orientation Program is a series of workshops offered to all first semester students. These workshops have been designed to help students understand academic expectations at RMIT and to assist students with their first semester assignments.  

* The Learning Skills Unit Resource CentreThe Learning Skills Unit Resource Centre has been set up to provide support for students in areas such as study skills, exam preparation, and writing skills. In the Centre you will be able to meet with teaching staff who are there to help you and answer questions.

Writing Helpdesk

One-on-one assistance is available in the Study and Learning Centre for students who need help with any aspect of  academic writing. Helpdesk teachers can assist with improving writing skills so all students have the opportunity to meet their academic goals.

Learning Skills Unit teaching staff can assist with such matters as brainstorming, revising, summarising and paraphasing, writing reports, and reflective writing. You can also find answers to questions about grammar and language.

To find out more about how Learning Skills can help you, please email:learning.skills@rmit.edu.vn 

Photocopying

At the Saigon South campus, a photocopying service is available at the stationery shop adjacent to the Global Café. Copyright laws must be adhered to and the photocopying service operates within these laws. 

You are not permitted to copy complete books, and neither should you bring photocopied books onto any RMIT campus.

Plagiarism

A Guide to referencing with examples in the Harvard style 2010
A Guide to referencing with examples in the APA style

What is Plagiarism?

Plagiarism is a form of cheating in assessment. It is the presentation of the work, idea or creation of another person, without appropriate referencing, as though it is your own. Plagiarism may occur in oral, written or visual presentations.

The use of another person’s work or ideas must be acknowledged.

It is also a disciplinary offence for you to allow your work to be plagiarised by another student. You are responsible for the security of your work. You must make sure that your work is kept safe at all times.

In preparing your assignments (whether written or oral presentations), you should read and draw on the work of others. However, in writing or orally presenting your assignments, you should take extreme care that you have:

•  acknowledged the words, diagrams, models, frameworks and/or ideas of others that you have quoted (ie. directly copied) summarised, paraphrased, discussed or mentioned in your assignment through the appropriate referencing methods, and•  provided a reference list of the publication details so that your reader (or listener) can locate the source if necessary. This includes material taken from Internet sites.

Guidance on referencing will be provided by academic staff teaching your course. Please follow their instructions on proper referencing of work.

If you do not acknowledge the sources from where you have drawn material, you may be accused of plagiarism because you have passed off the work and ideas of another person without the appropriate referencing – as if they were your own.

To assist you to avoid accusations of plagiarism, you should note that it can mean any of the following:

  • direct copying of phrases and/or passages without a reference and/or quotation marks;
  • paraphrasing another writer’s work in your written work without citing the references;
  • making a direct reference to an author/authors that you have not read although you may have read about them. (You should reference the secondary source you have actually read rather than referencing the original which you have not read)
  • copying another student’s work, in part or in whole;
  • allowing your work to be copied and submitted by another student;
  • writing or doing your work in conjunction with other students without prior permission. (This does not mean you should not meet with other students to discuss assignments/essay topics and/or to analyse the question. Your final submission should, however, be your own work.)
  • submitting your own work that has already been submitted for assessment in another course/program;
  • submitting work that has been bought or otherwise acquired from a commercial source and presented as your own;
  • copying or submitting whole or parts of computer files without acknowledging their source;
  • copying designs or works of art and submitting them as your original work;
  • submitting work as your own that someone has done for you.

What are the consequences of plagiarism?

When you are caught submitting plagiarised content in an assessment item, you may be formally charged with plagiarism and have to attend a hearing where you will have the opportunity to explain the situation.

If you are found to have plagiarised and this is your first offence, the penalty would be one of:

  • A zero grade of the assignment,
  • A zero grade of the whole course,
  • Suspension for up to two weeks.

If you are found to have plagiarised a second or subsequent time, you will face a formal academic misconduct charge (see the Regulation 6.1.1 – Student Discipline).

If convicted the penalty would be one of:

  • A zero grade for the assignment,
  • A zero grade for whole course,
  • Suspension for a semester,
  • Exclusion from the University.

Statement of Authorship

All students are required to sign and submit this form when handling in assignments. Please see your course academics about this form.

Printing

Printers are available in the Integrated Learning Centre and Student Access Labs. Students are charged a per page rate. Each student entering a degree or diploma program receives an initial free allocation of 50,000 VND. Once that allocation has been used, you may purchase top-up printing allocations at the Cashier.

Privacy

RMIT Vietnam does not release information about enrolled students to third parties apart from information that the University must provide under Australian or Vietnamese law.  The University will not release information about your status as a student to other people, including your parents, unless you give us permission to do so. You can nominate people for whom you agree for the University to release information about your results or other details. A ‘Release Form’ is used to document your consent. You would have been are asked to complete this form at the time of application.

The Release Form includes a section requesting you to consent to allowing your image to be used in marketing/promotional material if you appear in video or photographs taken on campus.

Rental of textbooks

All students will be provided with a complete set of the prescribed textbooks each semester. The rental fee for the textbooks is included in the tuition fees. ILC staff organise the distribution of textbooks to students in the first week of semester. The textbooks need to be returned to the ILC staff at the end of each semester. Books must be returned in good condition. Costs for repairing or replacing a damaged/lost book will be charged to the student.

Security guards

The security guards employed by the University are trained professional guards. They are employed to provide a safe and secure environment for both staff and students. The security guards are instructed to ensure that University rules are adhered to and have the authority to request people not complying with University rules to stop what they are doing or leave the University grounds. Their work regulations require them to provide reports on any incidents that occur on campus.

Please do not argue with the security guards. If you believe that you have been treated unfairly, please contact Property Services at room 1.4.44 or the Student Services Helpdesk.

Smoking

In recognition of the increasing evidence of the adverse health effects of smoking and the discomfort that tobacco smoke causes in enclosed environments, all internal areas, and internal and external stairs, are designated a smoke-free environment and smoking is prohibited. Smoking in University vehicles is also not permitted.

Staff, students, and security guards may ask anyone found smoking in a restricted area to move to a smoking area.

Student Access Labs and work areas

The Student Access Labs contain computers for general access by all students. The opening hours are:

  • Monday – Saturday: 8am – 9pm
  • Sunday 9pm – 5pm (Weeks 11, 12, 13 of semester: Sunday hours extended)

The Student Access Labs, and student work areas, are study areas - not recreational areas. You are required to obey the IT Rules of Use which includes a statement that playing computer games or using chat programs is not permitted. You must also ensure that you do not disrupt other students who are studying. For this reason, playing games on personal laptops is also not permitted in the Student Access Labs and Work Areas, nor is taking food and drinks into these areas.

The full text of the IT Rules of Use is contained elsewhere in this diary.

Please respect the rights of other students studying in the Student Access Labs and Work Areas.

Student card

Your student card entitles you to use student facilities at RMIT Vietnam. This card is not transferable. RMIT Vietnam staff and security guards employed by RMIT Vietnam are entitled to ask you to produce your card on request. You are not permitted to invite your friends or family to use any RMIT Vietnam facilities unless prior approval has been gained.

If you lose your student card, please report the loss immediately to the Student Services Helpdesk. A replacement card will be issued for a charge of 200,000 VND. A temporary replacement certificate can also be issued for a fee of 50,000 VND. You will need to provide some other form of identification to obtain a new student card.

Your student card can also be used to obtain RMIT Vietnam Discounts. (See the RMIT Vietnam Discounts list elsewhere on this website)

Student loans

Two banks, ACB and Techcombank, in cooperation with RMIT Vietnam, have established loan schemes for students in English, undergraduate, and postgraduate programs at RMIT Vietnam. For more information contact the Student Services Helpdesk, ACB, or Techcombank.

Student ID number

Students are provided with an individual and unique student ID number on enrolment with RMIT University. Your student number is used in a variety of ways to ensure your identification, and to enable your access to RMIT electronic systems. Student numbers, and any passwords to IT resources, must be kept confidential. You will be held responsible for any misuse of facilities resulting from allowing your identity, including your network login, to be used by anyone else.

University property

The University has invested and will continue to invest a substantial amount of money to provide students with a quality learning environment. This includes buildings and equipment. Students found to be damaging, tampering or interfering with University property such as computers, furniture, audio visual equipment, air conditioners and sporting equipment may be asked to pay for the damages and/or face disciplinary procedures.