Welcome to the new policy database. Policies have been transitioned from the old database. There has been no change to content, however, some numbering within policies and procedures may have been amended. If you are unable to find what you are looking for please use the 'search' function.
Either type in a key word(s) in the search bar (e.g. scholarship) or select ‘Exact Search’ to search for a specific phrase (e.g. Commonwealth Supported Places)
Academic Progress (for Undergraduate Courses and Coursework Postgraduate Programs) Procedure
1. Purpose:
  1. This companion document to Academic Progress (for Undergraduate Courses and Coursework Postgraduate Programs) Policy sets out academic progress information.
2. Scope:
  1. The procedures apply to students enrolled in coursework programs at undergraduate and postgraduate levels.
3. Procedure:
  1.  Review of academic progress
  2. At the end of each annual progression review period the Manager Student Progress & Graduation will review the results of all students and identify those students who have failed to make satisfactory progress. Progression criteria are set out in Section 'Progression criteria' of the Academic Progress (for Undergraduate Courses and Coursework Postgraduate Programs) Policy. (Annual review period includes all enrolled units between 1 January and 31 December. Results from a summer teaching period will be reviewed as if part of semester one results.)
  3. The Manager Student Progress & Graduation may review the results of students and identify those students who have failed to make satisfactory progress at other times, as required.  An example of when this would be appropriate is in relation to a course whose duration is less than an academic year. In such cases the course convener will need to request the Manager Student Progress & Graduation to make the necessary arrangements. 
  4. The Manager Student Progress & Graduation will send a standard notice to students who are to be placed on conditions under the Academic Progress Policy. The notice will include information on the relevant conditions and the consequences of not meeting these conditions (in particular for international students). Students will also be provided with information about the services available to assist them in maintaining satisfactory progress and advised to contact their course convener for assistance and course advice.  (For expediency it is recommended both the student email system and post are used to communicate with students.) 
  5. A report on all relevant academic progress notifications (including conditions of continuation) will be sent to the International Compliance Officer, International Student Advisors, Academic Skills Program unit and each Faculty as appropriate
  6.  Review of students placed on conditions
  7. At the end of each teaching period the Manager Student Progress & Graduation will review the academic progress of those students previously placed on conditions.  
  8. If a student who has been allowed to continue with conditions is judged to have met the conditions, the direction will cease to have effect. 
  9. If the conditions of continuation have not been met the student will be advised by student email and registered post that they have failed to meet the conditions of continuation and that they will be excluded from their course of study, or where a student has already been on a prior exclusion, from the University for a period of one year in accordance with section 'Conditions for students not making satisfactory academic progress' clause 6 of the Academic Progress Policy for Undergraduate Courses and Coursework Postgraduate Programs.
  10. Appeal
  11. The Manager Student Progress & Graduation will provide students who are to be excluded with information about the University’s appeal process, the conditions under which they may appeal, and external review options.
  12. Students who wish to appeal the exclusion decision will have twenty (20) working days from the date of the correspondence to provide a Statement of Reasons to the appropriate review authority[1] as to why they should be permitted to continue with their course of study before the exclusion is actioned. 
  13. The Manager Student Progress & Graduation will provide guidelines and information to assist students in submitting a Statement of Reasons. Students are expected to provide supporting evidence to show that there were factors outside their control which contributed to their failing to meet the conditions of study, and that those factors would be unlikely to affect their performance in the future.
  14. Students who do not provide a Statement of Reasons within the 20 working days will be excluded from their course of study immediately. (A student may make a written application to the Director, Student Success to submit a late Statement of Reasons on the grounds that exceptional circumstances prevented the student appealing within the time frame. The student will be given the opportunity to present his or her case in person to the Director, Student Success or nominee and will be allowed to have a support person, not being a qualified lawyer, accompany him/her to the meeting. The student must provide evidence supporting the exceptional circumstances. Failures to collect or check correspondence or advise the University of a change of address are not exceptional circumstances. The decision of the Dean of Students in determining whether to allow a late Statement of Reasons is final within the University.) 
  15. The Manager Student Progress & Graduation will arrange for the relevant appropriate review authority to consider each student’s Statement of Reasons response. The appropriate review authority will make one of the following decisions in relation to a student’s continued enrolment: 
    1. Permitted to continue;
    2. Permitted to continue on conditions;
    3. Not permitted to continue course for a period of one year; or
    4. Not permitted to continue any course for a period of one year (where a student has previously been excluded and allowed to continue in the same or a different course).
       
  16. The Manager Student Progress & Graduation must advise a student by student email and registered mail of the decision of the appropriate review authority within ten (10) working days of receiving the student’s Statement of Reasons. 
  17. A student may appeal to the Student Appeals Committee, under the Student Grievance Resolution Policy, against the decision of the appropriate review authority  on the following grounds only:
    1. there is new mitigating evidence which was not available at the time the student submitted their statement of reasons as to why they should be allowed to continue with their course of study and might have affected the appropriate review authority’s decision had it been available at the time; and/or
    2. there was a failure of process resulting in disadvantage to the student. 
  18. Students will have 20 working days from the date of correspondence advising them of the appropriate review authority’s decision in which to submit an appeal to the Student Appeals Committee in accordance with section 'Appeal' clause 7 above. Students who do not submit an appeal will be formally discontinued from their course of study.
[1] Academic Board has appointed a committee comprising the Associate Dean (Education) of the relevant faculty and the course convener as an appropriate review authority for the purposes of this policy.
4. Roles and Responsibilities:
Who Responsibilities
Manager Student Progress and Graduation Oversee the efficient and transparent application of the Academic Progress Policy. Specific responsibilities include:
  1. provide liaison and coordination between Faculties, Student Administration, Office of the Director, Student Success , University of Canberra College and Academic Skills Program on academic progress matters;
  2. ensure information relating to the Policy and Procedures is readily available to students;
  3. prepare and regularly review correspondence sent to sanctioned students including notifications, information relating to services available to assist with achieving satisfactory academic progress and Statement of Reasons guidelines (pro forma);
  4. arrange for each student’s Statement of Reasons response to be considered by the relevant review authority (relevant Associate Dean (Education) and course convener);
  5. provide the relevant reports identifying sanctioned students to the Manager International Compliance, International Student Advisor, appropriate course convener and ADE, and other interested stakeholders;
  6. arrange for relevant information (relating to academic probation, conditions of continuation and decisions to exclude or other outcomes) to be entered on the Student Management System;
  7. notify students of decisions on academic progress;
  8. keep records in relation to academic progress (i.e. correspondence relating to academic probation, conditions, exclusion or other outcome etc); and
  9. provide an annual statistical summary to Academic Board.
Course conveners
  1. review a student’s Statement of Reasons in consultation with the Associate Dean (Education) by the deadline requested by the Manager, Student Progress & Graduation;
  2. provide written course advice and a revised study plan to students who seek it as a result of receiving academic probation; and
  3. address any course related issues that may impact on a cohort of students achieving satisfactory progress
Associate Deans (Education)
  1. review a student’s Statement of Reasons in consultation with the course convener by the deadline requested by the Manager Student Progress & Graduation; and
  2. analyse reports on sanctioned students and respond to any Faculty related issues affecting the satisfactory progress of students.
Students
  1. inform themselves of relevant procedures;
  2. advise and discuss with the course convener or other appropriate staff member circumstances adversely affecting their academic progress, which might lead to action under the academic progress policy;
  3. ensure their mailing address is kept up to date;
  4. regularly check their student email account;
  5. discuss any academic probation with the course convener;
  6. keep records of any meeting with the course convener (or any other staff member) regarding their academic progress; and
  7. in the case of international students, maintain close liaison with the International Student Advisor on all academic progress matters.
Manager International Compliance
  1. liaise with the International Student Advisor on international student progress related matters, in particular the reporting of students not permitted to continue their course; and
  2. notify the relevant government authority of any international students studying onshore on student visas who have been excluded by the University. Staff will not notify the authority until the outcome of an appeal against exclusion is known.
International Student Advisors
  1. advise and assist international students identified as not making satisfactory academic progress; and
  2. liaise with the International Compliance Officer as required.