Policy Library >Student Policies >Admission and Enrolment

Academic Progression Policy

Intent

To specify the requirements for satisfactory academic progress of coursework students, and to monitor and manage the progression of students against these requirements.

Scope

This policy applies to all undergraduate and postgraduate coursework students.

This policy does not apply to postgraduate research students and international Study Abroad students.

Definitions

Definition of terms for this policy are as per those listed in the Glossary of Student-Related Terms found in the JCU Policy Library, with the following exceptions:

all references in this policy to teaching period shall also mean trimester;
all references in this policy to Faculty Pro-Vice-Chancellor shall also mean authorised delegate as per the Enrolments Delegations Schedule.

Policy and Procedures

Requirement to attain minimum academic standards
1. Students are required to attain the following minimum academic standards in order to be deemed to be maintaining satisfactory academic progress in a course:
  1. a minimum course Grade Point Average (GPA) of 2.75 in each teaching period of enrolment, and
  2. no more than one failure in any core subject, and
  3. no failure in two or more core subjects in a teaching period, and
  4. no failure in any subject listed in Schedule A, which may be varied from time to time by the Academic Board on the recommendation of the relevant Faculty.
2. The academic performance of students is monitored against the minimum academic standards at the end of each teaching period.
3. The academic performance of students is monitored on a per course basis. Where a student is admitted to two or more courses concurrently, the provisions of this policy are applied separately to each course in which the student is enrolled.
4. Students who breach the minimum academic standards may be subject to penalty.
5. In calculating the course GPA for a teaching period for the purposes of this policy:
  1. results will be included for all subjects that have a result publication date which is after the result publication date for the main study period of the preceding teaching period and on or before the result publication date for the main study period of that teaching period;
  2. any unfinalised grades will not be considered, except for the result of ‘NS’, which shall have a value of 1.5
  3. withdrawals without academic penalty will be disregarded
6. Students who are awarded a supplementary or deferred exam, or who have any unfinalised grades, will be subject to the provisions of this policy on release of the initial subject results. Their academic performance may be reconsidered following the subsequent release of subject results.
Breach of minimum academic standards
1. A student whose course GPA in a teaching period is less than 2.75 will be assigned an academic status of ‘at risk’ for that course.
2. A student who has an academic status of ‘at risk’ and who attains a course GPA in a teaching period of 2.75 or greater, and who is not in breach of any of the other minimum academic standards will have their academic status of ‘at risk’ removed.
3. A student:
  1. who has an academic status of ‘at risk’ and whose course GPA is less than 2.75, or
  2. whose course GPA in a teaching period is less than 1, or
  3. who has twice failed a core subject, or
  4. who has once failed a Schedule A subject
4. shall be required to submit a Statement of Reasons why they should be permitted to continue their enrolment in that course; or at the discretion of the Faculty Pro-Vice-Chancellor, shall be permitted to continue their enrolment in the course, but shall have specific conditions imposed. Students permitted to enrol with conditions shall have the right to submit a Statement of Reasons as to why they should be permitted to continue their enrolment in that course without conditions imposed.
5. A student:
  1. whose course GPA in a teaching period is less than 2.75, and who has attained a GPA of less than 2.75 in two or more previous teaching periods in that course, or
  2. who has failed two or more core subjects in a teaching period, or
  3. who does not have sufficient time remaining in order to complete their course in the maximum time permitted
6. may be required to submit a Statement of Reasons why they should be permitted to continue their enrolment in that course.
Notification of requirement to submit a Statement of Reasons
1. The Director, Student and Academic Services or nominee shall notify in writing each student required to submit a Statement of Reasons under the provisions of this policy.
2. The due date for submission of the Statement of Reasons will be specified in the notice, and shall be not less than 14 days from the date of the notification.
3. A student who does not submit a Statement of Reasons by the due date shall be suspended from their course for a period of three years, except that a student admitted to a course listed in Schedule B shall be excluded from their course. Schedule B may be varied from time to time by the Academic Board on the recommendation of the relevant Faculty.
4. In consultation with the appropriate Faculty Pro-Vice-Chancellor, the Director, Student and Academic Services may extend the date by which a student’s Statement of Reasons may be received.
5. In the event that a student does not wish to continue enrolment in a course for which they have been required to submit a Statement of Reasons, but wishes to apply for admission to a different course, the student shall be required to submit a Statement of Reasons why they should be admitted to that course, together with their application for admission to that course.
Action by Faculty Pro-Vice-Chancellor
1. Each Statement of Reasons shall be considered by the relevant Faculty Pro-Vice-Chancellor.
2. Where a student who has breached the minimum academic standards is admitted to a joint degree across two Faculties, all decisions made under the provisions of this policy must be made jointly by the Heads of both Faculties.
3. In considering a student’s Statement of Reasons, the Faculty Pro-Vice-Chancellor may take into account the student’s academic record in the course and any previous academic results obtained at any university, and may consult with relevant staff as appropriate.
4. After considering a student’s Statement of Reasons, the Faculty Pro-Vice-Chancellor shall make a decision as to whether:
  1. the student shall be permitted to continue their enrolment in the course with no conditions imposed, but retain the status of ‘at risk’; or
  2. the student shall be permitted to continue their enrolment in the course, but with conditions imposed; or
  3. the student’s enrolment in the course shall be suspended for a defined period of time, up to a maximum period of three years. This decision can only be made where, for the same course, the student has previously had a status of ‘at risk’ or has previously been required to submit a Statement of Reasons or has been subject to another demonstrated intervention process; or
  4. the student shall be excluded from the course. This decision can only be made where the student is admitted to a course listed in Schedule B and where the student has been required to submit a Statement of Reasons for a second or subsequent time for the same course, or where it would not be possible for the student to complete the course within the maximum time permitted.
5. Where a student who has had conditions imposed on their enrolment under the provisions of this policy, fails to satisfy those conditions or further breaches the minimum academic requirements, the Faculty Pro-Vice-Chancellor shall make a decision as to whether:
  1. the student shall be required to submit a Statement of Reasons as to why they should be permitted to continue their enrolment in the course; or
  2. the student’s enrolment in the course shall be suspended for a defined period of time, up to a maximum of three years.
6. A student who is permitted to continue their enrolment in the course, but with conditions imposed, who again breaches the minimum academic standards will, at the discretion of the Faculty Pro-Vice-Chancellor, be required to submit a Statement of Reasons or have further conditions imposed.
7. In the event that the Faculty Pro-Vice-Chancellor has not made a determination regarding a student’s Statement of Reasons within 21 days of the due date for submission of such Statement of Reasons, or within 14 days of the due date for submission where the Statement of Reasons is required following the release of supplementary or deferred subject results, or where the course is undertaken on a trimester academic calendar, the student shall be assigned an academic status of ‘at risk’ and permitted to continue their enrolment in the course.Where a student has been granted an extension of time for submission of a Statement of Reasons, the deadline for determination by the Faculty Pro-Vice-Chancellor shall be 21 days after the amended date for submission.
Notification of decision
1. Each student shall be notified in writing of the decision of the Faculty Pro-Vice-Chancellor made in respect of their Statement of Reasons.
Enrolment restrictions
1. A student who is required to submit a Statement of Reasons, or who has had conditions imposed, or who has been advised that their enrolment will be suspended or excluded, is not permitted to change their enrolment online, and may do so only by contacting the appropriate office of the University.
Students who fail a non-core subject
1. A student who has twice failed a subject that is not a core subject for his or her course may enrol again in that subject only with the permission of the Faculty Pro-Vice-Chancellor, after appropriate consultation.
Appeal
1. A student who wishes to appeal a decision of the Faculty Pro-Vice-Chancellor made under the provisions of this policy may lodge an appeal in writing with the Director, Student and Academic Services, setting out the grounds for the appeal. Any relevant supporting documentation must be attached.
2. The appeal must be lodged within20 working days of the date of the notification of the decision of the Faculty Pro-Vice-Chancellor. Where in the opinion of the Director, Student and Academic Services there are circumstances beyond the control of the student, the Director, Student and Academic Services may extend the time for lodging an appeal.
3. A student who submits an appeal will have no action taken in relation to the penalties imposed until the appeal has been determined.
4. The appeal may be based only on the following grounds:
  1. the procedural fairness of the process leading to the decision;
  2. the appropriateness of any conditions contained within the decision.
5. The appeal process must commence within 10 working days of lodgement of the appeal with the Director, Student and Academic Services.
6. The appeal shall be considered by the Academic Progression Appeal Panel, comprising:
  1. the Chair of the Academic Board, or nominee (as Chair of the Panel); and
  2. two Faculty members, each from a separate Faculty, and other than the Faculty to which the student belongs, appointed by the Chair, Academic Board, from the Faculty Pro-Vice-Chancellors’ nominations (see clauses 1. and 2. below).
    1. In January each year, the Faculty Pro-Vice-Chancellors shall nominate for the Appeal Panel that year, one Faculty representative and a reserve nominee.
    2. Due regard shall be given to gender balance in determining the final membership of the Committee.
7. Any persons involved in the decision against which the student is appealing shall not also be members of the Academic Progression Appeal Panel.
8. The Chair, Academic Progression Appeal Panel, may consult with the relevant Faculty Pro-Vice-Chancellor and other staff as appropriate, in relation to a student’s appeal, prior to the meeting of the Academic Progression Appeal Panel, provided that in the event that those consultations reveal any comment and/or information which is adverse to the appellant, a summary of that information must be conveyed to the appellant, and the appellant given an opportunity to comment on it, prior to the determination of the appeal.
9. An appellant shall have the right to be heard by the Academic Progression Appeal Panel. A minimum of ten days’ notice of the hearing of the appeal shall be given to the appellant.
10. An appellant may be assisted by a support person, but the support person shall take no part in the proceedings, except at the express invitation of the Chair of the Academic Progression Appeal Panel.
11. Legal representation will not normally be allowed, but may at the sole discretion of the Academic Progression Appeal Panel be allowed where the Panel believes there are special circumstances that justify such representation.
12. The Academic Progression Appeal Panel shall have the power to uphold or dismiss the appeal and to make any determination which the Faculty Pro-Vice-Chancellor had the power to make in relation to the decision and may vary the determination of the Faculty Pro-Vice-Chancellor.
13. An appellant will be notified of the outcome of their appeal, and the reasons for the decision, as soon as possible by the Director, Student and Academic Services.
14. Appellant’s admitted to a course at JCUS must be notified of the outcome of their appeal within four weeks (28 calendar days) from the date of appeal.
15. The decision of the Academic Progression Appeal Panel shall be final.
Action taken following suspension or exclusion from a course
1. A student whose suspension from a course has expired may again enrol in subjects within that course except where, as a result of the suspension, the maximum time for completion of the course will be exceeded.
2. A student who continues their enrolment after a period of suspension from a course will be assigned an academic status of ‘at risk’.
3. The Director, Student and Academic Services shall notify the Director, James Cook International of all students whose enrolment has been suspended or who have been excluded from their course under this policy and who are to be reported to DIAC and, where appropriate, the relevant AusAID Post for unsatisfactory academic performance.The Director, James Cook International shall, within 14 days after receiving such advice, issue the appropriate notification to DIAC, the relevant AusAID Post and to the students concerned.
Exclusion from a tertiary education institution
1. A person who has been suspended or excluded from a course at this or another tertiary educational institution may be refused admission to any course at this University.
Saving of other rules, policies or requirements
1. Nothing in these requirements shall operate to prevent a student from lodging any application or enrolment form required by the provisions of any other rule, policy or requirements of this University, or to restrict in any way the power of the Council to refuse admission or enrolment or to exclude a student from the University on other than academic grounds.
2. No action taken on the lodgement by a student of any enrolment form shall prevent the operation of any provision of these requirements.
3. Certain groups of students, such as AusAID and US Federal Loans students, may in addition be subject to the provisions of other policies relating to academic progression.

Schedule A

DS1001:03 Introduction to Dental Science 1

DS1002:03 Introduction to Dental Science 2

DS2001 Biological Sciences for Dentistry 1

DS2003:03 Operative Dentistry 1

DS2004:03 Operative Dentistry 2

DS2005 Pathophysiology and Therapeutics for Dentistry

DS3101 Introduction to Clinical Dentistry

DS3102 Clinical Dentistry 1

DS4101 Clinical Dentistry 2

DS4102 Clinical Dentistry 3

DS5101 Clinical Practice 1 (Comprehensive Oral Care)

DS5102 Clinical Practice 2 (Comprehensive Oral Care)

ED2488:03Second Year Professional Experience

ED3488:03Third Year Professional Experience

ED3489:03Professional Experience Review

ED4487:03Specialist Professional Experience

ED4488:03Fourth Year Professional Experience A

ED4489:03Fourth Year Professional Experience B

ED5218:03Professional Practices 1

ED5219:03Professional Practices 2

ED5310:03Practicum in Guidance and Counseling

ED5488:03Final Graduate Professional Experience

MD1010:12 Introduction to Integrated Medical Studies Part 1 of 2

MD1020:12 Introduction to Integrated Medical Studies Part 2 of 2

MD2010:12 Integrated Human System Pathophysiology Part 1 of 2

MD2020:09 Integrated Human System Pathophysiology Part 1 of 2

MD3010:12 Introduction to Clinical Health Care Part 1 of 2

MD3020:12 Introduction to Clinical Health Care Part 2 of 2

MD4011 Integrated Pathology and Clinical Medicine part 1 of 3

MD4012 Integrated Pathology and Clinical Medicine part 2 of 3

MD4013 Integrated Pathology and Clinical Medicine part 3 of 3

MD5010:06 Integrated Clinical Practice Part 1 of 3

MD5020:09 Integrated Clinical Practice Part 2 of 3

MD5030:09 Integrated Clinical Practice Part 3 of 3

MD5110:06 Integrated Clinical Practice (Honours) Part 1 of 3

MD5120:09 Integrated Clinical Practice (Honours) Part 2 of 3

MD5130:09 Integrated Clinical Practice (Honours) Part 3 of 3

MD6010:06 Advanced Clinical Medicine Part 1 of 3

MD6020:09 Advanced Clinical Medicine Part 2 of 3

MD6030:09 Advanced Clinical Medicine Part 3 of 3

MD6110:06Advanced Clinical Medicine (Honours) Part 1 of 3

MD6120:09 Advanced Clinical Medicine (Honours) Part 2 of 3

MD6130:09 Advanced Clinical Medicine (Honours) Part 3 of 3

MX1010 Physician Assistant Studies1

MX1020 Physician Assistant Studies2

MX2001 Physician Assistant Studies3

MX2002 Physician Assistant Studies4

MX3001 Physician Assistant Studies5

MX3002 Physician Assistant Studies6

MX3003 Physician Assistant Studies7

NS1222:03 Foundations of Nursing 2

NS2022:03 Transitions into Nursing 1

OT3004:06 Rural and Urban Practice 1

OT3005:06 Rural and Urban Practice 2

OT3007:06Rural and Urban Practice Perspectives

OT3104:06 Rural and Urban Practice for Graduates

OT4006:12 Advanced Rural and Urban Practice Perspectives

OT4001:12 Advanced Rural or Urban Practice

OT4101:06 Advanced Rural or Urban Practice (Honours)

PC2004:03 Professional Pharmacy Practice 1

PC3015:03 Professional Pharmacy Practice 2 (Honours) Part 1 of 2

PC3016:03 Professional Pharmacy Practice 2 (Honours) Part 2 of 2

PC3204:03 Professional Pharmacy Practice 2 Part 1 of 2

PC3205:03 Professional Pharmacy Practice 2 Part 2 of 2

PC4103:03 Professional Pharmacy Practice 3

PC4201:03 Professional Pharmacy Practice 4

PS3005:09 Physiotherapy Theory and Applications 1

PS3105:09 Physiotherapy Theory and Applications 1 (Honours)

PS4001:12 Physiotherapy Theory and Applications 2

PS4101:12 Physiotherapy Theory and Applications 2 (Honours)

PY6001:04Practicum 1

PY6002:04Practicum 2

PY6003:04Practicum 3

PY6201:03Masters Thesis A

PY6202:03Masters Thesis B (Part 1 of 2)

PY6203:03Masters Thesis B (Part 2 of 2)

PY6211:03Doctoral Thesis A

PY6212:03Doctoral Thesis B (Part 1 of 2)

PY6213:06Doctoral Thesis C

PY6214:06Doctoral Thesis D (Part 1 of 2)

PY6215:03Doctoral Thesis D (Part 2 of 2)

PY6216:03Doctoral Thesis B (Part 2 of 2)

PY6221:03Advanced Practicum A

PY6222:03Advanced Practicum B

SL2011 Speech Pathology Processes A

SL2012 Speech pathology Processes B

SL3003:03 Speech Pathology Practice 2

SL3006:03 Speech Pathology Practice 3

SL3106:03 Speech Pathology Practice 3 (Honours)

SL4002:03 Speech Pathology Practice 4

SL4004:03 Speech Pathology Practice 5

SP3008:03 Project in Sport and Exercise Science

SP5008:03 Practicum in Clinical Exercise Physiology 1

SP5009:03 Practicum in Clinical Exercise Physiology 2

SP5010:03 Practicum in Clinical Exercise Physiology 3

TV1101:03 Veterinary Professional Life 1

TV1200:03 Veterinary Professional Life 2

TV2001:12 Integrated Animal Structure and Function 1

TV2002:12 Integrated Animal Structure and Function 2

TV3001:12 Transitions from Health to Disease 1

TV3002:12 Transitions from Health to Disease 2

TV4001:12 Veterinary Clinical Sciences 1

TV4002:12 Veterinary Clinical Sciences 2

TV5001:12 Veterinary Clinical and Professional Practice 1

TV5002:12 Veterinary Clinical and Professional Practice 2

WS3026:03BCW Field Placement

WS3503:09Field Education 1

WS4504:09Field Education 2

WS5303:09Field Education 1

WS5604:09Field Education 2

Schedule B

Bachelor of Arts- Bachelor of Social Work

Bachelor of Dental Surgery

Bachelor of Education

Bachelor of Education with Honours

Bachelor of Education (Professional Development)

Bachelor of Education with Honours (Professional Development)

Bachelor of Education with Honours (Graduate)

Bachelor of Education – Bachelor of Arts

Bachelor of Education – Bachelor of Arts with Honours

Bachelor of Education– Bachelor of Languages

Bachelor of Education – Bachelor of Languages with Honours

Bachelor of Education – Bachelor of Science

Bachelor of Education – Bachelor of Science with Honours

Bachelor of Sport and Exercise Science - Bachelor of Education

Bachelor of Exercise Physiology (Clinical)

Bachelor of Health Science (Physician Assistant)

Bachelor of Medical Laboratory Science

Bachelor of Medicine, Bachelor of Surgery

Bachelor of Medicine, Bachelor of Surgery with Honours

Bachelor of Nursing Science

Bachelor of Occupational Therapy

Bachelor of Pharmacy

Bachelor of Physiotherapy

Bachelor of Psychology

Bachelor of Social Work

Bachelor of Social Work- Bachelor of Laws

Bachelor of Speech Pathology

Bachelor of Sport and Exercise Science

Bachelor of Veterinary Science

Graduate Diploma of Education

Postgraduate Diploma of Midwifery

Postgraduate Diploma of Psychology

Master of Midwifery (Endorsed Midwife)

Master of Nursing (Nurse Practitioner)

Master of Psychology

Master of Social Work (Professional Qualifying)

Doctor of Psychology

Policy sponsor:	Director, Student and Academic Services
Approval authority:	Academic Board
Version no:	12-3
Date for next review:	01/09/2013

Version no.	Approval date	Implementation date	Details
12-3	12/11/2012	29/11/2012	Previous (interim) proposed amendments ratified by Academic Board 12 November 2012
12 -2	07/09/2012	07/09/2012	Amendments to Section 8 (n) and to Related documents, legislation or JCU Statutes. Note: Interim approval granted by the Vice Chancellor.
12-1	12/03/2012	13/03/2012	Minor amendment to Schedule A
11-2	07/11/2011	08/11/2011	Amendment to section 3.a and Schedule A
11-1	05/07/2011	06/07/2011	Changes made to Schedule A. 30/09/2011 - changes also made under 'Related documents, legislation or JCU Statutes'.
08-1	01/09/2008	02/09/2008	Changes to Schedules A and B made following Academic Board meetings of 12 April 2010 and 30 August 2010.
07-1	22/03/2007	5/11/2007	Approved by Council

Academic Progression Policy

Intent

Scope

Definitions

Policy and Procedures

Related documents, legislation or JCU Statutes