If you need to make official changes to your study plan that you cannot self-manage in My Student Admin, you must submit an online application called an ‘eRequest’.
eRequests take a minimum of 3 weeks to be assessed during the start of Autumn and Spring sessions, and when re-enrolment opens in October.
eRequests submitted before the last day to enrol for each session will be considered, but there is no guarantee your eRequest will be successful or processed before the last day to enrol.
Changes that require an eRequest include:
- Applying to enrol in another faculty’s subject as an elective (known as a ‘cross-faculty elective’)
- Withdrawing from a subject after census date
- Applying to enrol in subjects with restrictions
- Applying to enrol in more than the allowable credit point limit
- Selecting or changing your sub-structure, such as a major or sub-major, choice block or stream
- Inbound Exchange and Study Abroad students (students studying at UTS for one or two sessions from another institution) can submit eRequest to request enrolment in new subjects or resolve timetable issues
Before submitting an eRequest
You should ensure that:
- You meet the access conditions for the subject/s you are requesting.
- The subject/s you are requesting are part of the requirements of your degree.
- There are no other available subjects for enrolment.
- You have relevant supporting documents to attach to the eRequest if applicable.
Important: submitting an eRequest does not guarantee your request will be approved. It is recommended you explore other options for enrolment in the case of your eRequest being rejected.
Submitting an eRequest
To submit an eRequest:
- Ensure you meet the conditions in the above checklist.
- Read through any additional information for your eRequest type.
- Log in to My Student Portal with your student ID number and password.
- Click on the submit an eRequest tile.
- Choose the category that best describes your situation and follow the instructions to submit your eRequest.
- Include as much information as possible in your supporting statement.
- Attach any supporting documents to your application if applicable.
Types of eRequests
Enrolling in a full subject
Always check to see if there are other subjects you can enrol into before submitting your eRequest. eRequests for enrolment into full elective subjects are likely to be declined if other elective subjects are available. For a full core subject that is part of your recommended study sequence, please submit an eRequest.
It’s also a good idea to regularly monitor My Student Admin and My Timetable as class spaces may become available as other students change their enrolment. If a space becomes available, you can enrol yourself in the subject via My Student Admin.
Example supporting statement:
I am unable to enrol myself into the subject [subject name], [subject number] for the [session name] session, [year] as the subject is full.
This is a core subject within my [course/major/sub-major/stream] and I am following my recommended study sequence as per the UTS handbook.
Timetable clash
Before submitting your eRequest, check to see if you are able to adjust your enrolment or timetable yourself to avoid clashes. You might not have to submit an eRequest after all!
Not following the recommended enrolment sequence is usually the reason for timetable clashes. Check the UTS Handbook to ensure you are enrolled into the correct subjects in the right sequence. If you are completing your course out of sequence for any reason (e.g. if you have recognition of prior learning) you may need to choose another subject that does not clash. Unavoidable clashes cannot be approved.
If you do need to submit an eRequest, provide as much information in your supporting statement as possible, including the reason for your request. If you are a registered carer, or if you are a part of the UTS Elite Athlete Program, please note this in your supporting statement and attach proof of your registration of carer status or participation in the UTS Elite Athlete Program.
Example supporting statement:
I am not allocated to the following activities of [subject name], [subject number] as the available times clash with my other enrolled subjects:
- [activity type, e.g. tut/lec/sem/prc/brk] [activity number] at [time] on [day].
I am following the standard course program in the handbook and the subject is a core subject within my course.
OR
I am a registered carer/UTS Elite athlete. I request my allocation into the following activities in order to honour my additional responsibilities.
- [activity type, e.g. tut/lec/sem/prc/brk] [activity number] at [time] on [day].
Subject requisite waivers
Requisite waivers require supporting documentation and a strong case for why requisites should be waived. These eRequests are often referred to the Faculty for a decision and approval is not guaranteed.
Please provide as much information as possible in your supporting statement.
Example supporting statement:
I wish to enrol into [subject name] [subject number]. I have attached all relevant supporting documentation.
[Insert your personal statement. Ensure you include information on how you meet the admission and subject requisites for the subject(s).]
Subject substitution
If you need to enrol into a core subject to complete your course and the core subject is no longer offered at UTS, you will need to submit an eRequest to request a substitute.
To submit an eRequest for subject substitution, select "Study Plan Change" then the sub-category "I want to apply to replace one subject for another". Complete the online form. In your supporting statement, make sure you include the following information:
- The core subject name and number
- All other relevant information.
Example supporting statement:
I request for the core subject on my study plan [subject name] [subject number] to be replaced with [subject name] [subject number] as the subject is no longer running/is not running this year. This subject is listed as a core subject of my course in the UTS Handbook.
Enrol in a language subject
If you are not undertaking International Studies and wish to take a language as a credited sub-major or elective, you need to obtain permission to enrol via an eRequest.
For more information about completing a language level assessment survey, see Enrolment procedures for Language and Culture subjects.
Example supporting statement:
No prior language experience
I wish to enrol into the language subject [subject name] [subject number] for [Autumn/Spring] session. I have no prior experience with this language and would like to start at the beginner’s level.
Prior language experience
I wish to enrol into the language subject [subject name], [subject number] for the [Autumn/Spring] session. I have undertaken the language assessment with [assessors name] on the [date of assessment] and they have suggested that I undertake the above subject.
Change major, sub-major or stream
If you are a Bachelor of Communication student and want to take a second major, please read the second major FAQs before submitting your eRequest.
If you are undertaking an undergraduate Engineering course, please read the change of major guidelines before submitting your eRequest.
To submit an eRequest to change your major, sub-major or stream, select ‘Request to make study plan changes’ then ‘Blocked from choosing a major, sub-major or stream’ from the options. Complete the online form and provide as much information as possible in your supporting statement.
Example supporting statement:
I wish to change my [major/sub-major/stream] from [name of major/sub-major/stream] to the [major/sub-major/stream], [name of major/sub-major/stream].
Withdrawing from a subject after census
If you wish to withdraw from a subject and its past the census date, financial and academic penalties will apply. If you are withdrawing after the census date due to special circumstances such as illness or misadventure, please read about how to withdraw from subjects after census date before lodging your eRequest.
Frequently asked questions
Why do I need to submit an eRequest?
An eRequest gives the Student Administration Unit (SAU) permission to liaise with faculties on your behalf and make official changes to your study plan that you’re unable to self-manage in My Student Admin.
Is there a deadline for submitting an eRequest?
No. However, there are enrolment deadlines that may affect your eRequest. Please be aware of the last day to enrol (add a subject) and the last day to withdraw without academic and financial liabliity (census date) for your subjects.Submit your eRequest as early as possible to avoid delays in the lead up to session commencement.
What happens after I submit an eRequest?
Once you have submitted your eRequest, you can track its progress via the summary application page in My Student Portal.
Assessment time depends on the complexity of your eRequest, whether it needs to be referred to faculty, and the current volume of eRequests.
eRequests take a minimum of seven days to be assessed, and may take a minimum of three weeks to be assessed at the start of Autumn and Spring sessions and after re-enrolment opens in October.
You will receive the outcome of your eRequest via your UTS email account.
What does my eRequest status mean?
Submitted - eRequest has been submitted and is not yet assigned to a staff member.
Assigned to a staff member - we are working on your eRequest.
Referred to Faculty - your eRequest has been referred to Faculty for review.
Waiting on a student response - eRequest has been sent back to you for further information or clarification. Please go to UTS webmail for more information.
Resolved - assessment is complete and the outcome has been emailed to your UTS email account.
How can I cancel my eRequest?
If your situation changes and you need to cancel your eRequest, you can do this through My Student Portal. Go to the My eRequests tab at the top of the page and click 'cancel' next to the eRequest you want to cancel.
Can I submit multiple requests to enrol in subjects via eRequest?
In each eRequest you can select up to two preferences within the options provided and additional comments can be added into your personal statement. You can have up to two unresolved eRequests within the same category at any one time.
What should I write in my supporting statement?
What you need to write in your supporting statement will depend on the type of eRequests you are making.
What if I want to add more information to an eRequest?
- For eRequests that are still open, go to My Student Portal. Go to the My eRequests tab at the top of the page, find your eRequest and add the new information to the 'new comments' box.
- For resolved or cancelled eRequests, please submit a new eRequest. If you respond to the outcome of a resolved eRequest, your will email will not be received.
I have received the outcome of my eRequest. How do I get more information about the decision?
Do not respond to the outcome of your resolved eRequest. If you respond to the outcome of a resolved eRequest, your email will not be received.
Please contact the Student Centre with any questions regarding your resolved eRequest. They may be able to give you additional advice on the outcome of your eRequest.
I want to change from one UTS course to another course at UTS. Do I submit an eRequest?
No. To change from one UTS course to another, you may be able to apply for an internal course transfer. If you don’t meet the requirements for internal course transfer, you will need to apply as a future student.
If you are an Exchange or Study Abroad student studying at UTS from another institution, please follow these instructions:
- Log in to My Student Portal with your UTS student ID number and password.
- Click on the submit an eRequest tile.
- Select one of these eRequest categories:
- Enrolling in a full subject
- Timetable clash
- Subject Requisite Waivers (use this option if you wish to enrol in new subjects that are not in your study plan)
NOTE: Be sure to upload your most recent transcript and subject outlines for subject pre-requisites. If you’re unsure which category fits your situation, choose ‘Enrolling in a full subject’.
- Explain what you require in the supporting statement, in two or three sentences.
- If you need assistance please email studyabroad.exchange@uts.edu.au
For any questions regarding your enrolment feel free to contact the UTS Student Centre.