• Section 1 - Purpose
• Scope
• Section 2 - Policy
• General Provisions
• Results
• Calculation of Academic Progression
• ‘At Risk’ Monitoring
• Academic Standing Status
• Courses with Professional and Currency Requirements
• Impact of Leave of Absence or Suspension of Studies
• Session 3 Enrolment
• Appeals
• Section 3 - Procedures
• Section 4 - Guidelines
• Section 5 - Definitions

Section 1 - Purpose

(1) This Policy sets out the principles that govern the academic progress of students towards the successful completion of their coursework award.

(2) All coursework students are subject to the provisions of the General Coursework Rules. Students enrolled in practical, clinical or professional courses listed in Schedule 2: Practical, Clinical and Professional Courses and Schedule 3: Practical, Clinical and Professional Courses with Fitness to Practice Requirements of this Policy are also subject to the provisions of the Fitness to Practice Procedure.

(3) This Policy provides an internal progression measure. Students may also need to satisfy the requirements of the Job Ready Graduates Package to maintain enrolment and/or commonwealth financial assistance.

Scope

(4) This Policy applies to:

1. all domestic and international undergraduate and postgraduate coursework award students enrolled in Standard Teaching Periods;
2. Bachelor of Philosophy students; and
3. Masters of Research (first year) students.

(5) This Policy does not apply to:

1. Higher Degree Research Candidates, refer to the Higher Degree Research Rules;
2. micro-credentials, refer to the Micro-credentials Policy;
3. Macquarie University College students, refer to the Macquarie University College Academic Progression Policy;
4. Open Universities Australia (OUA) students;
5. students enrolled in non-standard teaching periods;
6. non-award students, as students are enrolled in individual units and not a course; or
7. cross-institutional students, as their academic progression is monitored by their home University.

Section 2 - Policy

General Provisions

(6) The University will ensure that each student’s academic suitability within their course is appropriately monitored throughout their course and that appropriate support is provided when needed.

(7) The University nurtures its students’ growth and development by providing academic and pastoral services aimed at improving each student’s academic progress and assisting them to take responsibility for their own actions.

(8) The University also exercises a duty of care to students who are not well suited to tertiary study to explore other options that might be appropriate, and to ensure that students with unsatisfactory academic performance do not continue to fail and incur significant costs.

(9) The academic progress of all enrolled students is actively monitored and those at risk of unsatisfactory progress are offered support. The University’s approach satisfies the obligations for monitoring course progress for students under the Higher Education Standards Framework and for international students under the Education Services for Overseas Students Act 2000 (ESOS Act).

(10) The University also recognises its specific obligations for monitoring students enrolled in accredited, practical, professional, and clinical courses.

(11) Students will be regularly informed of their Academic Standing to assist them achieve the requirements of their course of study. Where students do not achieve satisfactory progress, conditions and sanctions, including academic advising, suspension or Exclusion from the University, may apply.

(12) The University recognises there can be extenuating circumstances for unsatisfactory academic performance, and students who are sanctioned for Exclusion or Academic Pause are able to apply to show cause prior to the change of their Academic Standing and must do so before the last date to enrol of the next session as outlined in the Academic Progression Procedure.

(13) Academic progress and any intervention measures are recorded on individual student files. In the student management system, in accordance with the University’s privacy obligations, only relevant University staff will be involved in the processes of identification, monitoring, notification, and intervention strategies.

(14) The University will provide clear, equitable, consistent, and timely:

1. procedures for identifying, notifying, monitoring, and supporting students who are not meeting academic progression requirements;
2. systems for monitoring the academic progress of all students within the scope of this Policy;
3. requirements for externally accredited and professional courses; and
4. support services to assist students to meet academic progression requirements.

Results

(15) Results are finalised and released to all students at the end of each Standard Teaching Period. Unit Convenors are responsible for assigning a single, final grade to each student who has enrolled in any of their units throughout the session. Where grades are not finalised at the time of ratification by the relevant Faculty Board, an appropriate holding grade will be assigned. Descriptions of the use of these grades can be found at Appendix A: Holding Grades of the Assessment Procedure.

(16) Incomplete grades (I only) that have not been finalised by the Census Date of the next Standard Teaching Period in which academic progression is calculated will be changed to ‘Fail’. The Assessment Procedure documents the process for students to submit an appeal against a final grade.

Calculation of Academic Progression

(17) Academic progression will be calculated after students have attempted eight (8) or more units of study.

(18) Academic progression will be calculated for Standard Teaching Periods as follows:

1. at the end of Session 1, and generally finalised by the start of Session 2; and
2. at the end of Session 2, and generally finalised by the start of Session 1 in the next calendar year.

(19) If a student withdraws from a unit prior to the census date, the withdrawn unit will not be included in the calculation of academic progression.

(20)  Where a status of withdrawn is applied to a student’s record retrospectively, academic progression will be recalculated, and applied to the student’s record.

‘At Risk’ Monitoring

(21) The University will monitor the academic progress of students and has systems in place to promote the early detection and support of students who are at risk of not achieving satisfactory standing.

(22) Students may be classed as ‘at risk’ if they:

1. fail to submit assessments, including those that are not weighted;
2. fail to meet participation requirements, such as;
   1.  logging in to iLearn regularly to participate in the activities for each unit,
   2. participation in group work activities,
   3. attendance to tutorials and practicals;
3. receive low grades in ongoing formative and summative assessments, including in-class tests, mid-term assessments and exams;
4. frequently submit applications for Special consideration
5. frequently request extensions; or
6. frequently seek to withdraw from units.

(23) In addition, students may be deemed ‘at risk’ upon enrolment into certain units for reasons including but not limited to:

1. enrolling into a unit for a second or further attempt; and/or
2. enrolling into a unit where results from previous study in their course indicate the student will struggle with its concepts, even if they have met the pre-requisites for entry into that unit; or
3. enrolling into a combination of units that is deemed to be difficult to complete in tandem, due to workload, content, or timetabling constraints (for example, a significant number of classes, or clashing classes).

(24) Students who are deemed ‘at risk’ may be referred to support services and staff who can implement appropriate intervention strategies as outlined in the Academic Progression Procedure, and aligned with the student’s current Academic Standing status.

(25) Roles and responsibilities for at risk monitoring are specified in the Academic Progression Procedure.

Academic Standing Status

(26) All students will receive notification of their Academic Standing status. The University will provide appropriate communication and support following any change to a student’s Academic Standing status including notifying international students of any potential impacts under the ESOS National Code. Students are responsible for following the advice and required actions in their notification.

(27) The University will advise international students who are placed on Academic Pause, Probation, or Exclusion of the need to seek advice from immigration on the potential impact on their student visa. 

(28) The University will report any international students placed on Academic Pause, Probation, or Exclusion under Section 19 of the ESOS Act. 

(29) In accordance with the following table, the Academic Standing status for a student is either:

1. Pending;
2. Satisfactory Standing;
3. Academic Caution;
4. Monitored Enrolment;
5. Academic Pause
6. Probation; or
7. Exclusion.

(30) Further guidance is provided within the Academic Progression Procedure / Academic Progression Flowchart and on the Academic Progression webpage.

Pending

(31) Pending is an interim Academic Standing status that is applied when resolving the final grade for the unit is not possible due to exceptional administrative circumstances, and / or the final grade has not yet been approved.

Satisfactory Standing

(32) Satisfactory Standing applies to a student who:

1. was previously on Satisfactory Standing and passes 50% or more of the attempted units in the Standard Teaching Period under consideration; or
2.  was previously on Academic Caution and passes 50% or more of the attempted units in the Standard Teaching Period under consideration.

Academic Caution

(33) Academic Caution applies to a student who:

1. was previously on Satisfactory Standing and fails 50% or more of the attempted units in the Standard Teaching Period under consideration; or
2. was previously on Monitored Enrolment and passes 50% or more of the attempted units in the Standard Teaching Period under consideration.

(34) A student who was previously on Academic Caution who then passes 50% or more of the attempted units in the Standard Teaching Period under consideration will return to Satisfactory Standing status.

Monitored Enrolment

(35) Monitored Enrolment applies to a student who:

1. was previously on Academic Caution and fails 50% or more of the attempted units in the Standard Teaching Period under consideration; or
2. was previously on Probation and passes 50% or more of the attempted units in the Standard Teaching Period under consideration.

(36) Students on Monitored Enrolment are required to complete the actions in the intervention strategy outlined in the Academic Progression Procedure prior to enrolling in any other study periods. Students who have already planned their enrolment across the year will be withdrawn from these units.

(37) A student who was previously on Monitored Enrolment who then passes 50% or more of the attempted units in the Standard Teaching Period under consideration will return to Academic Caution status.

Academic Pause

(38) Academic Pause applies to a student who was previously on Monitored Enrolment and fails 50% or more of the attempted units in the Standard Teaching Period under consideration.

(39) Students will be placed on Academic Pause for a period of two (2) Standard Teaching Periods from the date the Academic Pause is applied, with corresponding restrictions on enrolment.

(40) Students on Academic Pause will be given an opportunity to show cause and identify any circumstances that have adversely impacted on their academic performance and what they will do to address these circumstances.  A student who is successful in their show cause request will be allowed to re-enrol in the next Standard Teaching Period.

(41) A student who is placed on Academic Pause after Session 1 may be eligible to re-enrol in Session 1 the following year. 

(42) A student who is placed on Academic Pause after Session 2 may be eligible to re-enrol in Session 2 of the following year. 

(43) Further guidance regarding show cause is provided within the Academic Progression Procedure.

Probation

(44) Probation applies to a student who was previously on Academic Pause and has returned to study.

(45) Probation will normally apply for one (1) Standard Teaching Period.

(46) A student who was previously on Probation who then passes 50% or more of the attempted units in the Standard Teaching Period under consideration will return to Monitored Enrolment status.

(47) Students on Probation are required to complete the actions in the intervention strategy outlined in the Academic Progression Procedure prior to enrolling in subsequent units.

Exclusion

(48) Exclusion applies to a student who was previously on Probation and fails 50% or more of the attempted units in the Standard Teaching Period under consideration.

(49) Exclusion from the University is for a period of two (2) academic years.

(50) Students who are placed on Academic Pause or Exclusion may appeal in accordance with the provisions of the Academic Appeals Policy.

(51) Excluded students who wish to return to the University at the end of an Exclusion period, must formally re-apply for admission in accordance with the Admission Policy.

(52) A student who applies successfully for re-admission following a period of Exclusion will be placed on Satisfactory Standing for the initial Standard Teaching Period.

Courses with Professional and Currency Requirements

Currency Requirements for Accredited Courses

(53) The currency requirements against which students are assessed for courses of study which are accredited by an external registration body are specified in Schedule 1: Courses with Currency Requirements.

(54) A student will be permanently excluded from their course of study if they fail to meet the currency requirements listed in Schedule 1: Courses with Currency Requirements.

Requirements for Students Enrolled in Practical, Clinical, and Professional Courses

(55) The University’s practical, clinical, and professional courses are specified in Schedule 1: Courses with Currency Requirements, Schedule 2: Practical, Clinical and Professional Courses and Schedule 3: Practical, Clinical and Professional Courses with Fitness to Practice Requirements of this Policy.

(56) A student will be permanently excluded from their course of study if they fail to meet the course requirements governed by the General Coursework Rules clauses 16 and 17.

(57) Further information is available in the Fitness to Practice Procedure.

(58) Some courses may have specific academic requirements, such as the maintenance of a specific Weighted Average Mark (WAM), that will need to be satisfied for students to continue to study in a particular course. Students should refer to the course handbook for course specific requirements.  

Impact of Leave of Absence or Suspension of Studies

(59) Where a student is placed on Monitored Enrolment, Academic Pause or Probation during a period of approved leave of absence or suspension of studies, the previous Academic Standing status will still apply at the end of the period of leave.

Session 3 Enrolment

(60) A student enrolled in Session 3, who at the start of Session 3 has a pending Academic Standing status, will be permitted to remain enrolled.

(61) Any intervention, including Monitored Enrolment or Exclusion, that is a consequence of the calculation of Academic Standing in the preceding Standard Teaching Period will remain valid. Successful completion of Session 3 units is not grounds for an appeal against any such intervention, including Academic Pause or Exclusion.

Appeals

(62) Students may appeal a decision regarding Academic Pause or Exclusion through the provisions specified in the Academic Appeals Policy, after they have satisfied the show cause requirements as specified in the Academic Progression Procedure.

Section 3 - Procedures

(63) Refer to the Academic Progression Procedure and Fitness to Practice Procedure.

Section 4 - Guidelines

(64) Nil.

Section 5 - Definitions

(65) Commonly defined terms are available in the University Glossary. The following definitions apply for the purposes of this Policy:

1. Academic Pause is when a student is unable to enrol due to sanctions applied due to unsatisfactory academic performance. Students will be able to re-enrol when they have satisfied the terms of their Academic Pause.
2. Academic Standing means the status of a student’s progress towards meeting the requirements for their course of study as assigned at the end of each Standard Teaching Period.
3. Exclusion means cancellation of a student’s enrolment in a Course of Study, for two (2) years. Students wishing to be re-admitted to the University must apply through the University’s admission processes.
4. Non-standard teaching period means Session 3, a term, a block, or an external delivery mode, and includes the Global MBA.
5. Professional Course means a course listed in either Schedule 1: Courses with Currency Requirements, Schedule 2: Practical, Clinical and Professional Courses  or Schedule 3: Practical, Clinical and Professional Courses with Fitness to Practice Requirements of this Policy.
6. Probation is the first Standard Teaching Period when a student returns to studies after Academic Pause. Students will return to satisfactory academic standing if they pass 50% or more of their attempted units when on Probation.
7. Standard Teaching Period: means Session 1 and 2. Each Standard Teaching Period is comprised of one or more study periods.  A standard teaching period may run over thirteen (13) weeks, or in one of two shorter periods, which includes assessment and the award of a final grade.