Monitoring Academic Progress and Exclusion - Procedures

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Monitoring Academic Progress and Exclusion - Procedures

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Approval authority
Senior Deputy Vice-Chancellor
Responsible officer
Senior Deputy Vice-Chancellor
Designated officer
Pro Vice-Chancellor (Students)
First approved
10 July 2015
Last amended
19 February 2016
Effective start date
7 October 2015
Review date
17 July 2020
Status
Active
Related documents
Enrolments and Graduation - Procedures
Grades and Grade Point Average (GPA) - Academic Policy
Monitoring Academic Progress and Exclusion - Academic Policy
Student Complaints and Appeals - Governing Policy
Student Complaints and Appeals - Procedures
Work Integrated Learning - Academic Policy
Workplace and Industry Placement - Procedures
Related legislation / standards
Education Services for Overseas Students (ESOS) Act 2000
National Code of Practice for Reg ... Providers of Education and Training to Overseas Students 2007

 

Definitions

Please refer to the University’s Glossary of Terms for policies and procedures.

Terms and definitions identified below are specific to these procedures and are critical to its effectiveness:

first year student means an undergraduate student who has completed eight courses or less.

study period means half a calendar year. Study Period 1 covers the period 1 January – 30 June; Study Period 2 covers the period 1 July – 31 December.

1. Purpose of the procedures

1.1 These procedures provide the steps involved in operationalising the Monitoring Academic Progress and Exclusion – Academic Policy.

1.2 The primary goal of the procedures is to provide students who are not achieving a satisfactory level of academic progress with knowledge of and access to appropriate learning and other specified support and resources to assist them improve their academic performance.

1.3 These procedures also specify the steps that both the University and students should undertake if a students level of academic progress should lead to exclusion.

2. MAP Stage 1 - Early intervention

 
2.1 Purpose

2.1.1 The purpose of MAP Stage 1 is to identify students who may need access to support or services to improve their academic performance, as early as possible in their academic career.

2.1.2 The specified support and intervention activities will vary according to:

  • the needs of individual students,
  • whether the student is in their first year of study or more advanced in their academic career
  • whether the student is on an international student visa, and
  • the nature of the program delivery format or location.
2.2 MAP Stage 1 - Criteria

Following the release of results at the end of each study period, Student Services and Engagement will identify and contact all students who have failed a course.

2.3 Students who meet the criteria for MAP Stages 2 or 3 will not be contacted under MAP Stage 1. Students may be identified more than once under Map Stage 1.

2.4 A record of any MAP Stage 1 communication to a student will be noted on the Student Information System, but will not appear on their academic transcript.

3. MAP Stage 2 – Monitored enrolment status

3.1 Purpose

3.1.1 The purpose of MAP Stage 2 is to identify students who will be placed on monitored enrolment, because they are at risk of making unsatisfactory academic progress. Students on monitored enrolment may be required to meet with an appropriate member of staff to develop and agree on an individual academic improvement plan which will have specific conditions.

3.1.2 Activities which student may be recommended to undertake whilst on monitored enrolment could include, but are not limited to:

  • participating in an academic skills programs
  • participating in an additional tutorial or study group
  • participating in individual case management
  • attending counselling
  • receiving assistance with personal issues which are influencing progress
  • participating in a peer mentoring program
  • receiving program or career advice
  • a reduction in course load
  • withdraw from program and enrol in the Tertiary Preparation Pathway (TPP).

3.1.3 Students placed on an academic improvement plan which has specific conditions will have these conditions recorded for future reference as required.

3.2 MAP Stage 2 – Criteria

Following the release of results at the end of each study period, Student Services and Engagement will notify students who meet one or more of the following criteria:

(a) the student has a Grade Point Average of 3.00 or less for the study period;

(b) the student has failed the same course for a second time (other than a workplace integrated learning (WIL) placement course);

(c) the student has failed or received a withdrawn final notation for a workplace integrated learning (WIL) placement course;

3.3 In exceptional circumstances, the relevant Head of School may initiate a status of MAP Stage 2 Monitored Enrolment for a student and does not require a grade or notation to have been recorded. This would usually be for reasons relating to the student being unable to meet criteria indicated in the published program information, such as assessable professional standards in a WIL placement course. In these cases, the Head of School should contact the Director, Student Services and Engagement requesting a student be placed on monitored enrolment status, setting out the reasons for the decision. A meeting with an appropriate member of staff will be arranged and the student will be provided with a copy of the decision.

3.4 Actions initiated by the School or Faculty under 3.3 may result in a failing grade or a withdrawn final notation being applied to the relevant study period, as per the Grades and Grade Point Average (GPA) - Academic Policy.

3.5 An academic improvement plan, initiated under 3.3, may require a student to meet specific conditions before enrolment in certain courses can be recommended by the Head of School. Failure to meet these conditions may result in the student progressing to MAP Stage 3 and being considered for exclusion.

3.6 The status of monitored enrolment is noted on the Student Information System and remains in place until the student completes a satisfactory study period.

4. MAP Stage 3 – Consideration for exclusion

4.1 MAP Stage 3 – Criteria

Following the release of results at the end of each study period, Student Services and Engagement will notify students meeting one or more of the following criteria:

(a) the student is on monitored enrolment and their Grade Point Average is 3.00 or less for the study period;

(b) the student has failed the same course three or more times (other than a workplace integrated learning (WIL) placement course);

(c) the student has failed or received a withdrawn final notation for the same workplace integrated learning (WIL) placement course for a second time.

4.2 In exceptional circumstances, the relevant Executive Dean may initiate a status of MAP Stage 3 for the student and does not require a grade or notation to have been recorded. This would usually be for reasons relating to the student being unable to meet criteria indicated in the published program information, such as assessable professional standards in a WIL placement course; or because the student has not met specific conditions agreed in the student’s academic improvement plan under MAP Stage 2. In these cases, the Executive Dean should contact the Director, Student Services and Engagement requesting a student be considered for exclusion, setting out the reasons for the decision. The student should be provided with a copy of the decision as part of the show cause process.

4.3 Actions initiated by the School or Faculty under 4.2 may result in a failing grade or a withdrawn final notation being applied to the relevant study period, as per the Grades and Grade Point Average (GPA) - Academic Policy.

5. Show Cause

5.1 Student Services and Engagement will notify students meeting MAP Stage 3 criteria and give them the opportunity to show cause why they should not be excluded. Show Cause is considered to be equivalent to Stage 2 of the Student Complaints and Appeals – Governing Policy and related Procedures.

5.2 Students identified under MAP Stage 3 at the end of Study Period 1 will be advised of their status but, unless otherwise determined by the Executive Dean, will not be required to respond until the end of Study Period 2. This will enable results for Study Period 2 to be taken into account in any Show Cause.

5.3 For students identified under criteria 4.1 (a) – (c), the Show Cause response will be forwarded to the Executive Dean, or their nominee, to decide whether the student should be excluded or should be allowed to continue with their program.

5.4 For students identified under 4.2, or in any other situation where the Executive Dean made the recommendation to exclude a student, the Show Cause response will be forwarded to the Senior Deputy Vice-Chancellor to decide whether the student should be excluded or should be allowed to continue with their program.

5.5 Evidence that a student has participated in recommended activities as part of their MAP Stage 2 academic improvement plan, are an important element of a Show Cause submission and should be included by the student when making their application.

5.6 If, following a Show Cause application the student is permitted to continue with their program they will be given a MAP Stage 2 monitored enrolment status.

5.7 Where it is determined that the student should be excluded, or where no show cause response is received by the due date, the student is notified by Student Services and Engagement that they are excluded from their program for a minimum of two study periods and that they have the right of appeal.

5.8 It is at the discretion of the Executive Dean or the Senior Deputy Vice-Chancellor to accept late show cause responses, provided a valid reason is provided.

6. Program transfer for an excluded student

6.1 Where the grounds for a student’s exclusion consists of repeated failure of a specific course or courses, the student may be given permission to transfer to another program, where these courses are not required without waiting for a year to elapse. In addition a student may make a case to move to a program in a different discipline area if this has been based upon documented career advice.

6.2 An application to transfer to another program under these circumstances requires the approval of the Program Coordinator of the new program, who will be given access to all relevant material pertaining to the original exclusion.

6.3 In some circumstances a student who has been identified for exclusion may be given the option to enrol in the Tertiary Preparation Pathway (TPP) in order to improve their study skills. Students taking up this option will remain suspended from their original award program until such time as they have completed the necessary TPP courses or until one year has elapsed and they are eligible to apply for readmission.

7. Appeal against exclusion

7.1 A student who is excluded may appeal an exclusion decision, as per Stage 3 of the Student Complaints and Appeals – Governing Policy and related Procedures.

7.2 Exclusion will come into effect at the end of the appeal period or if an appeal is lodged, when the outcome of their appeal is determined.

7.3 In the case of international students on a student visa, the University is obliged to advise students that they will be reported to the relevant Government departments for unsatisfactory progress, unless they can demonstrate one or more of the following grounds of appeal:

(a) compassionate or compelling circumstances

(b) that the University failed to record or calculate the grades accurately

(c) that the University failed to follow relevant policies and procedures.

7.4 The University will maintain the student’s enrolment as active while an appeal under the Student Complaints and Appeals Policy is ongoing.

7.5 Where a student’s appeal against exclusion is upheld, the student may resume their enrolment in the program from which they were excluded under such conditions as the Vice-Chancellor and President or Student Appeals Committee determines.

7.6 Where a student’s appeal against exclusion is upheld, they will be placed on monitored enrolment status for the relevant study period.

7.7 Where a student’s appeal against exclusion is not upheld the students enrolment in any courses will be terminated and the enrolment record and financial liability removed.

Should a student already have received a final grade for any courses undertaken whilst an appeal is being considered, the status of these grades will be determined by relevant appeal body.

8. Readmission after exclusion

8.1 A student who is excluded may apply for readmission to the program from which they were excluded or for admission into a new program, providing that at least one year has elapsed since the exclusion. Applications should be made via the normal process for the program concerned.

8.2 An application for readmission after exclusion, whether for continuation in the original program or transfer to a new program, will be assessed on the basis of the equivalent admission requirements to gain entry to the program for the year of readmission.

8.3 Students seeking readmission may be required to demonstrate that any conditions under which they were excluded are no longer applicable.

END

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