• Section 1 - Purpose
• Section 2 - Scope
• Section 3 - Policy
• Section 4 - Procedure 
• Student Support Services
• Unit Level Monitoring and Review
• Course Level Monitoring and Review
• Table 1: Academic Standing
• Academic Probation
• Developing an Academic Improvement Plan
• Enrolment Amendment - Special circumstances
• Table 2: Examples of Special Circumstances
• Failure to Meet Condition of Academic Probation
• Suspension
• International Students Living in Australia
• Reporting   
• Section 5 - Roles and Responsibilities
• Section 6 - Definitions 

Section 1 - Purpose

(1) This Procedure is made under the Academic Progress Policy and states the requirements and processes for the monitoring and review of student academic progression at the University of Canberra (the University).

Section 2 - Scope

(2) This Procedure applies to:

1. Coursework Units of the University
2. a Student admitted to and enrolled in one or more Coursework Units of a Coursework Course or a Higher Degree by Research (HDR) Course
3. a staff member of the University, and
4. an Affiliate of the University.

(3) This Procedure does not apply to:

1. the academic progress monitoring and review of a Student enrolled in a Unit that includes a Major Research Component, or
2. the academic progress monitoring and review of the non-Coursework Units of a HDR Course.

(4) The requirements for monitoring and review of the academic progress of a HDR candidate are set out in the Higher Degree by Research Supervision Policy and the Higher Degree by Research Supervision Procedure.

Section 3 - Policy

(5) Refer to Academic Progress Policy.  

Section 4 - Procedure 

Student Support Services

(6) The Deputy Vice-Chancellor and Deputy Vice-Chancellor must ensure that information about the support services available to Students is published on the University website, which includes those in relation to an Educational Partner.

Unit Level Monitoring and Review

(7) A Student is determined to be at risk of not meeting Unit requirements up until the last day of teaching during a Teaching Period if one or more of the following occurs: 

1. the Student fails, or fails to undertake or engage in an Early Assessment or Review that is recorded in the Learning Management System (LMS) 
2. the Student fails to submit any assessment by the due date or an approved extended due date
3. the Student fails any assessment  
4. the Student fails a mid-point clinical placement review
5. the Student is required to re-sit a Hurdle Assessment
6. the Student shows minimal activity in the LMS for the relevant Unit(s) in which the Student is enrolled (e.g., does not access reading materials, only partially completes a learning activity)
7. there is evidence of potential Academic Misconduct as described in the University of Canberra (Student Conduct) Rules 2023 as updated from time to time
8. there is a lack of attendance at scheduled sessions (e.g., tutorials)
9. the Student demonstrates that they may be unable to meet one or more Inherent Requirements of the Course. 

(8) The Unit Convener may use the determinants detailed in clause 7 to assess the likelihood of a Student not meeting the Unit requirements.

(9) If a Unit Convener identifies that a Student is at risk of not meeting Unit requirements they must refer the Student to the relevant support service(s).

(10) A Unit Convener must provide support service referral information to the Student in as part of their communication(s) with the Student. 

(11) Where a Student is enrolled in a HDR Course or a Bachelor Honours Degree Course and the Unit Convener of the Coursework Unit identifies a Student as being at risk of not meeting Unit  requirements, the Unit Convener will advise: 

1. in the case of a Student enrolled in a HDR Course, the Student’s primary supervisor and the faculty Associate Dean, Research, or  
2. in the case of a Student enrolled in a Bachelor Honours Degree, the faculty Honours Convener.

Course Level Monitoring and Review

(12) Director, Student Connect is responsible for monitoring a Student’s Academic Standing – a measure of the academic progress of a Student at the Course level.

(13) Academic Standing is monitored using the Completion Rate (CR) and is calculated after a Student has attempted four Units, using the following formula: 

Figure 1: Completion Rate Formula

(14) Director, Student Connect must provide a Student with their Academic Standing, as detailed in Table 1, with their Unit results after they have been approved to be released by the relevant Faculty Assessment Board and in accordance with the Assessment Procedures.

Table 1: Academic Standing

(15) A Student who has failed the same Unit, or an equivalent Unit, twice will be taken to have satisfied the criteria for Academic Probation in accordance with Rule 6(1)(a) of the University of Canberra (Academic Progress) Rules 2022 irrespective of the number of Unit Attempts.

(16) If a Student satisfies the criteria for Academic Probation, an Academic Progress Officer may impose conditions on the Student’s enrolment as set out in Rule 7 of the Academic Progress Rules.

(17) A Student who has not completed four Unit Attempts will not be provided a Completion Rate (CR). If a Student does not meet the Unit requirements of a Unit Attempt, the Director, Student Connect will refer the student in writing to the relevant University support services.

Academic Probation

(18) If a Student satisfies the criteria for Academic Probation and the Academic Progress Officer places the Student on Academic Probation and imposes conditions on the Student’s enrolment, the Academic Progress Officer must provide the Student with a notice in accordance with Rule 8 of the Academic Progress Rules.

(19) The notice must comply with the form requirements described in Rule 8(1) of the Academic Progress Rules.

(20) Academic Probation conditions imposed on the enrolment of a Coursework student may include those described in Rule 7(1) of the Academic Progress Rules, and the below conditions are recommended: 

1. development of an Academic Improvement Plan (AIP)
2. a requirement not to fail the same unit a third time, and 
3. maintenance of a CR of 50 percent or greater. 

Developing an Academic Improvement Plan

(21) A Student must complete an Academic Improvement Questionnaire (AIQ) before developing an AIP. Completion of the AIQ will trigger a written referral to University support services.

(22)  A Student must develop their AIP in consultation with a staff member of the University support service to which they have been referred.

(23) It is recommended that a Student provide a copy of their AIP to all Unit Conveners.

(24) A Student must, upon request, provide evidence of the actions they have taken to meet the goals in the AIP if those actions are not verifiable by the relevant University support service (e.g., the Student attends psychology services or academic tutoring external to the University).

Enrolment Amendment - Special circumstances

(25) A Student may apply for an Enrolment Amendment to have a Unit removed from their academic record if they can demonstrate that special circumstances apply (refer to clause 36-21(1) of the Higher Education Support Act 2003). In granting an Enrolment Amendment, the University must be satisfied that the circumstances:

1. are beyond the Student’s control, and 
2. did not make their full impact until, on, or after the Census Date, and
3. made it impracticable for the Student to complete the Unit requirements.

(26) Where a Student has experienced special circumstances that meet the requirements of clause 25 and Table 2 below, and the application is approved, the Unit will be removed from the Student’s academic record.

Table 2: Examples of Special Circumstances

(27) Where an application for an Enrolment Amendment is approved, and the Unit is removed from a Student’s academic record, the Student’s Academic Standing is updated accordingly.

(28) Where an application for an Enrolment Amendment is declined the Manager, Student Centre must provide the Student with an explanation of the decision in writing.

Failure to Meet Condition of Academic Probation

(29) An Academic Progress Officer may take one or more of the actions set out in Rule 9(1) of the Academic Progress Rules in relation to a Student who has not met a condition of academic probation set out in the notice issued to the Student in accordance with Rule 8 of the Academic Progress Rules.

Suspension

(30) Subject to Rule 10 of the Academic Progress Rules, one of the actions available to an Academic Progress Officer in relation to a Student who has not met a condition of academic probation is to direct that the student be suspended from a course of units in accordance with Rule 9(1)(f) of the Academic Progress Rules. 

(31) If an Academic Progress Officer considers that a student satisfies the criteria to be suspended for a breach of Academic Probation, the Academic Progress Officer must consult Rule 10 of the Academic Progress Rules which sets out the notice requirements an Academic Progress Officer must satisfy prior to placing the Student on suspension.

(32) A Student who receives a notice of Suspension for breach of Academic Probation in accordance with Rule 10(2) of the Academic Progress Rules whose Completion Rate is less than 50 percent is not permitted to commence any new units until the outcome of the suspension process is completed and any subsequent application for review made under the Student Grievance Resolution Policy is decided.

International Students Living in Australia

(33) An International Student living in Australia must complete all Unit and Course requirements as detailed in the Register of courses (refer Find a Course) and in accordance with their Confirmation of Enrolment (CoE). 

(34) An International Student living in Australia must ensure their Student visa remains current and aligns with their CoE.

(35) The  Academic Progress Officer must advise an International Student living in Australia if they breach the academic progress requirements of their Course. The Student must also be advised if the breach will be reported to Australian government authorities, including the reasons for doing so, and be provided with information on submitting a representation to a notice as detailed in the Academic Progress Rules or a grievance as detailed in the Student Grievance Resolution Policy.  

(36) An International Student may apply for an extension of course duration:

1. if the International Student: 
   1. has an Academic Improvement Plan (AIP) that has been implemented or is in the process of being implemented, or
   2. can demonstrate special circumstances as detailed in Table 2 above, or 
2. if the University has not made available a Unit that the International Student is required to complete, or provided an appropriate alternate unit, within the duration as specified in their CoE. 

(37) The Director, Student Life has delegated authority to approve an extension of course duration, which will be reflected in a new CoE.

(38) The Director, Student Life must report a breach of Course progress in relation to an International Student in the Provider Registration and International Student Management Systems (PRISMS) within 20 working days of the breach unless the International Student has submitted a representation in response to a notice as detailed in the University of Canberra (Academic Progress) Rules 2022, an appeal to a decision under Rule 11 of the Academic Progress Rules, or a grievance as detailed in the Student Grievance Resolution Policy.  

(39) The Director, Student Connect will not cancel an International Student’s Course enrolment until after completion of any appeals processes commenced under Rule 11 of the Academic Progress Rules or the Student Grievance Resolution Policy, including an appeal external to the University. 

Reporting   

(40) Once results have been released for each Teaching Period, the Director, Data, Analytics and Insights will provide a report to the faculty Associate Deans, Education (or equivalent), the Associate Dean, Research, faculty Honours Convener, relevant Unit Conveners, and the Director, which will include details of Students who have failed a Unit Attempt where they have completed less than four Unit Attempts, and Students who have an Academic Standing of: 

1. Academic Concern, and
2. Academic Probation.  

(41) The Director, Data, Analytics and Insights will provide an annual report to the Faculty Assessment Board of each faculty on academic progress for Students admitted to a Course of the University and enrolled in one or more Units.

(42) The Faculty Assessment Board of each faculty will report to the Academic Quality and Standards Committee on academic progress for Students admitted to a Course of the University and enrolled in one or more Units.

Section 5 - Roles and Responsibilities

Section 6 - Definitions