Maximum Time to Complete Procedure

Intent

James Cook University’s (JCU; the University) approach to Maximum Time to Complete is underpinned by early identification, proactive intervention, and targeted support to assist students complete their course within an academically defensible timeframe. This Procedure supports the Academic Progression Policy and sets out the process for monitoring student progress, and where required, for intervening and withdrawing students who are unable to meet the Maximum Time to Complete as specified in the Award Requirements  in the relevant Course and Subject Handbook.

Scope

This Procedure applies to all students admitted to undergraduate, postgraduate coursework and pathways courses and programs offered by JCU in Australia (including JCU Brisbane), Singapore and via JCU Online.

This Procedure does not apply to students admitted to postgraduate research, International Study Abroad inbound, Exchange inbound, cross-institutional inbound or non-award courses.

Definitions

Except where otherwise indicated in this procedure, the definitions used are found in the Policy Glossary.

Award Requirements: the rules pertaining to each course offered by the University as outlined in the Course and Subject Handbook for the specific version of the course in which the student is admitted.

Credit and Advanced Standing: the granting of credit or advanced standing for international students may result in adjustment to the Expected Course Duration for the course.

Expected Course Duration: is based on full-time enrolment for the course as specified on an International Student’s Confirmation of Enrolment (CoE) . This is a visa compliance requirement applicable only to international students.

International Student: a person who holds a student visa to study onshore in Australia, as defined under the Education Services for Overseas Students (ESOS) Act 2000, or a person who holds a Student’s Pass or approved exemption from the Immigration and Checkpoints Authority to study onshore in Singapore.

List 4 courses: Courses where an Academic Status of Exclusion will apply. The List may be varied from time to time by the Deputy Vice Chancellor, Education on the recommendation of the Academic Division.

Maximum Time to Complete: an academic requirement applicable to all students, and is the maximum time permitted for a student to meet the Award Requirements as articulated in the relevant Course and Subject Handbook.

Maximum Time Warning Notice: notification sent to students who may not complete their current course within the Maximum Time to Complete.

Maximum Time Notice: notification sent to students who cannot complete their current course within the maximum time to complete, offers advice regarding application for extension.

National Code: National Code of Practice for Providers of Education and Training to Overseas Students 2018 are legislative standards that set out requirements for providers to overseas students studying onshore in Australia on a student visa in accordance with the Educational Services for Overseas Students (ESOS) Act 2000.

Notice of Intention to Withdraw: notification sent to students who cannot complete their current course within the maximum time to complete, advising that they will be withdrawn from their course and provides information about their right to appeal.

PRISMS (Provider Registration and International Student Management Systems): provides Australian education providers with the Confirmation of Enrolment facilities required for compliance with the Education Services for Overseas Students Legislation.

Total Lapsed Time: the period of time in which a student has undertaken a course, measured in calendar years from the first day of the commencing Teaching Period to the current date, including periods of academic suspension or exclusion, absences and interruptions to study whether approved or otherwise.

Procedure

1. Students at risk of not completing a course within the maximum time

1.1 Twice each year, the Academic Administration and Enrolment team will identify students who may not complete their current course within the maximum time to complete. Considerations will include the total lapsed time, the number of credit points achieved and remaining, and the maximum time to complete rules outlined in the Award Requirements to determine whether all requirements can be met. Students may be identified in this process due to:

1.1.1 unsatisfactory academic performance in the course to date; and/or

1.1.2 insufficient credit points enrolled; and/or

1.1.3 excessive leave.

1.2 The Academic Administration and Enrolment team will send a Maximum Time Warning Notice to students identified in Clause 1.1 using the student’s JCU email address and personal email address if supplied.

1.3 The Maximum Time Warning Notice will:

1.3.1.advise students they must maintain sufficient subject completion to complete their course in time;

1.3.2 advise students that the granting of a Maximum Time to Complete extension may affect their eligibility for registration with relevant accrediting or professional bodies;

1.3.3 direct students to contact the Academic Administration and Enrolment team, Brisbane Campus Student Centre or Singapore Campus Student Enrolment Team (as relevant) for:

a. further advice and study plan assistance to complete their course within the maximum time; and

b. for international students to discuss their expected course duration as detailed in Clause 4.

2. Students unable to complete a course within the maximum time

2.1 Where it is no longer academically feasible for a student to complete their course within the maximum time, as articulated in the relevant Course and Subject Handbook, the Academic Administration and Enrolment team will, with the exception of Clause 2.3, issue a Maximum Time Notice to the student via their JCU email address and recorded personal email address if provided. Decisions under this clause are based on objective academic progression criteria and are do not consider non-academic matters (i.e., special circumstances).

2.2 The Maximum Time Notice will advise the student:

2.2.1 it is no longer possible to complete their course within the Maximum Time to Complete;

2.2.2 for international students, that they must contact the Academic Administration and Enrolment team in relation to their expected course duration as detailed in Clause 4;

2.2.3 they may apply to extend their completion date;

2.2.4 that, regardless of whether a Maximum Time to Complete extension is granted, the student may not be permitted to complete or graduate from a course where the age or currency of completed subjects (including those granted as credit/advanced standing) do not meet current Award Requirements or accreditation standards. The student will be advised that they may be required to undertake remediation or additional study, or transfer to an alternative course offering.

2.2.5 they will be withdrawn from their course unless an application to extend time is approved; and

2.2.6 where the student is enrolled in a List 4 course, that an Academic Status of Exclusion will apply in addition to being withdrawn from their course.

2.3 Where a student has been granted two extensions of the maximum time to complete for the same course offering, no further extensions will be approved, and the Academic Administration and Enrolment Team will issue the student with a Notice of Intention to Withdraw.

2.4 Students who wish to apply to extend their Maximum Time completion date must submit the online Course Maximum Time Extension Application within 10 University working days from the date the Maximum Time Notice is issued

2.5 The Academic Administration and Enrolment team will review applications and supporting evidence and seek a determination from the relevant Academic Head in accordance with the Academic and Student Sub-delegation Register.

2.5.1 In determining the application, the Academic Head must consider:

a. whether granting  an extension may have implications for the student’s eligibility to seek registration with a relevant accrediting or professional body.

b. whether the currency of completed subjects or credit granted would enable the student to meet current Award Requirements at the point of course completion.

2.5.2 A determination must be made within 20 University working days from the date of submission.

2.6 If an extension of Maximum Time to Complete is approved, the Academic Administration and Enrolment team will:

2.6.1 provide the student a revised Maximum Time to Complete date; and

2.6.2 provide study plan advice to enable course completion in the new required timeframe; and

2.6.3 update the expected course completion date in the Student Management System.

2.7 If the extension of Maximum Time to Complete is not approved, the Academic Administration and Enrolment team will issue a Notice of Intention to Withdraw to the student’s JCU email address and recorded personal email address if supplied, including the following information:

2.7.1 notification of the decision and the reasons for not approving the extension; and

2.7.2 information about available options, including the possibility of exiting the course with a lesser award, where applicable.

2.7.3 If a student in a List 4 course is withdrawn during the process under Clause 2, the Academic Administration and Enrolment Team will apply an academic status of Exclusion.

2.7.4 Advise the student’s right to review and/or appeal the decision.

2.8 If a student does not apply for an extension of Maximum Time to Complete within 10 University working days of receiving the Maximum Time Notice, the Academic Administration and Enrolment team will email a Notice of Intention to Withdraw to the students’ JCU email address and personal email address if supplied. The Notice of Intention to Withdraw will:

2.8.1 advise the student they will be withdrawn from their course and, if they are enrolled in a List 4 course will have an academic status of Exclusion applied;

2.8.2 including the possibility of exiting the course with a lesser award; and

2.8.3 advise the student’s right to review and/or appeal the decision.

2.9 If a student in a List 4 course is withdrawn during the process under Clause 2, the Academic Administration and Enrolment Team will apply an academic status of Exclusion.

3. Review and Appeal

3.1 A student who receives a Notice of Intention to Withdraw due to exceeding or being unable to meet the maximum time to complete their course has the right to request a review and/or appeal in accordance with the Student Review and Appeals Policy and Academic and Statutory Decisions Review and Appeals Procedure.

3.2 If a review and/or appeal is not received by the due date, the student will:

3.2.1 be withdrawn from their course; and

3.2.2 if in a List 4 course have an academic status of Exclusion applied; and

3.2.3 be assessed by the Academic Administration and Enrolment team for eligibility for a lesser award.

3.3 The University will maintain an international student’s Confirmation of Enrolment (CoE) until the external appeal process is finalised.

4. Additional requirements for International Student visa holders studying in Australia

4.1 The Academic Administration and Enrolment team will monitor international students’ completion within expected course duration separately to the Maximum Time to Complete Procedure.

4.2 Extensions to Maximum Time to Complete for international students will only be approved where compassionate or compelling circumstances apply, in accordance with the National Code.

4.3 If an international student is approved a revised Maximum Time to Complete date under Clause 2. the international student must apply for a CoE extension in accordance with the ESOS Act and National Code. Where applicable, approved extensions will be reported through PRISMS and a revised study plan and CoE issued.

4.4 If a CoE extension is:

4.4.1 approved, the student may continue their studies; or

4.4.2 not approved, the student will be notified of this outcome and of their right to appeal the decision in accordance with the Student Review and Appeals Policy and Academic and Statutory Decisions Review and Appeals Procedure.

5. Additional requirements for international students studying in Singapore

5.1 International students are required to hold a Student’s Pass to enrol in full-time studies at the Singapore campus.

5.2 International students withdrawn from their course of study are required to surrender their Student’s Pass card for cancellation within 7 days from the date of withdrawal.

5.3 The University will not advise the relevant Singapore government departments that a Student’s Pass holder has been withdrawn until any appeals process has been finalised.

5.4 If an appeal is not submitted by the student by the due date, or the appeal outcome supports the University’s decision to withdraw the student, the Singapore Campus will:

5.4.1 advise the relevant Singapore government departments, and;

5.4.2 inform the student that their Student’s Pass will be cancelled.

Related policy instruments

Academic Progression Policy

Unsatisfactory Academic Performance Procedure

Student Review and Appeals Policy

Academic and Statutory Decisions Review and Appeal Procedure

Listed subjects and courses 2023

Listed subjects and courses 2024

Listed subjects and courses 2025

Listed subjects and courses 2026

Schedules/Appendices

Nil

Administration

NOTE:  Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Revision History