Recognition of Academic Excellence Procedure

Policy Procedures Recognition of Academic Excellence Procedure

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Intent

This procedure outlines the eligibility criteria and process for awards of recognition that acknowledge and promote student academic excellence.

Scope

This procedure applies to James Cook University students who are eligible to receive an award of recognition and to staff involved in the award process.

Definitions

GPA: Grade Point Average

Procedures

Awarding of a University Medal

1. Criteria for Eligibility

To be eligible to receive a University Medal, a student must:

  • be a graduate of a JCU Bachelors award with honours, where the honours research component is at least 6 credit points;
  • have received a first class level A honours rank;
  • have obtained a minimum overall GPA of 6.5 calculated for subjects undertaken at level 2 and above, unless nominated by the  College Dean, under the provisions of Clause 3.4;
  • have completed at least half of the credit points required for the combined pass degree and honours components of the award (excluding level 1) at JCU or through cross-institutional study approved by JCU (Note: graduates from a graduate honours course who did not undertake the relevant undergraduate degree at JCU are not eligible for a University medal);
  • not have exceeded the prescribed maximum time to complete the degree course; and
  • be recommended for a medal from the appropriate Dean on behalf of the College.

2. Procedures for Identification of Nominees and Processing of Nominations

2.1 The Senior Academy Liaison Coordinator will advise the Examinations Team of students who have received first class, level A honours.

2.2 The Examinations Team will calculate the GPA for each of these students.

2.3 The Examinations Team will send a list of relevant students, and their GPA, to each of the College Deans informing them that these students are eligible to be nominated to receive a University Medal.

2.4 The College Dean will consult the relevant Heads of Academic Group regarding the list of potential recipients and Heads of Academic Group shall be invited to nominate any student who has not achieved the minimum GPA of 6.5, but who they wish to nominate under the provisions of Clause 3.4.

2.5 The nominations will then be considered by the appropriate College Committee as soon as practicable in accordance with clause 3 below.

2.6 The College recommendations for the award of University Medal will be submitted to the Chair, Academic Board and the Chancellor for approval on behalf of Academic Board and Council, as soon as practicable and where possible in sufficient time for the recipients to be confirmed in time for the medal to be awarded at the relevant graduation ceremony.

2.7 In considering recommendations from the Colleges, the Chair Academic Board and the Chancellor shall maintain, as far as possible, uniformity of practice.

3. Division Recommendation

3.1 A College may recommend the award of a medal only if the person concerned:

  • has met all the criteria as stated in 1. above; and
  • has not been found guilty of serious misconduct and has shown appropriate standards of conduct in the opinion of the College Dean.

3.2 In making the recommendation, the College Dean and the College may take into account the grades obtained, the character of the student, or any other relevant factors or circumstances.

3.3 The College has the responsibility to confirm that the students are eligible for an award where the honours research component is at least 6 credit points.

3.4 The Academic Board regards 6.5 as the GPA below which a candidate would not normally be considered eligible – circumstances which would merit consideration of a candidate with a lower score would include clear evidence of outstanding performance. Outstanding performance could be determined by:

  • the excellence of candidate relative to a large cohort;
  • outstanding achievement under adverse circumstances;
  • excellence of results for subjects for which advanced standing has been given; and
  • distinguished professional performance, e.g. in a practicum.

3.5 The recommendations submitted to the Chair, Academic Board and the Chancellor will include the GPA and the academic record of the nominee. For students who have not obtained a minimum overall GPA of 6.5, a justification for the award of a medal must be included. Where a division does not wish to nominate a student for the award of a University Medal on the basis of inappropriate conduct, who otherwise meets the eligibility criteria for the award of the medal, the College Dean must clearly document the reason for this recommendation and provide this to the Chair, Academic Board and the Chancellor.

4. Presentation of Awards of Recognition

4.1 The casting and procurement of a University Medal is the responsibility of Ceremonies and must conform to a design approved by the Awards and Ceremonies Committee.

4.2 Recipients of a University Medal shall have the option of:

  • being presented with the medal, by the University Chancellor, at their graduation ceremony; or
  • having the medal sent directly to them.

5. Grade Point Average

5.1 The GPA will be calculated in accordance with JCU – Grade Point Average.

5.2 The GPA is calculated on the results obtained for subjects undertaken at level 2 and above;

5.3 Calculation of the GPA will exclude results of any ungraded subjects.).

Awarding of Academic Medal (Master Coursework)

Intent: To state the eligibility criteria and procedures for the awarding of the Academic Medal (Master Coursework).

Scope: Students graduating with a Master (Coursework) award of the University.

1. Criteria for Eligibility

To be eligible to receive an Academic Medal (Master Coursework), a student must:

  • be a graduate of a Master Coursework award;
  • have obtained a minimum overall GPA of 6.5 calculated for all subjects undertaken, unless nominated by the College Dean, under the provisions of Clause 3.4;
  • have completed at least 18 credit points or half of the credit points required for the award, whichever of the two is greater, through study at JCU; and
  • not have exceeded the prescribed maximum time to complete the course;

2. Procedures for Identification of Nominees and Processing of Nominations

2.1 The Examinations Team shall identify potential nominees and calculate the GPA for each of these students, in accordance with clause 4 below.

2.2 The Examinations Team will send a list of relevant students, and their GPA, to each of the College Deans informing them that these students are eligible to be nominated to receive an Academic Medal (Master Coursework).

2.3 The recipients of the Academic Medal (Master Coursework) shall be finalized by the appropriate College Committee as soon as is practicable.

2.4 The College shall forward the names of the recipients of Academic Medals (Master Coursework) for noting by the Education Committee, Academic Board and Council.

2.5 The College shall forward the names of the recipients of Academic Medals to Ceremonies for the casting of the medals.

3. Presentation of Awards of Recognition

3.1 The casting and procurement of the Academic Medal (Master Coursework) is the responsibility of Ceremonies but must conform to a design approved by the Awards and Ceremonies Committee.

3.2 Recipients of an Academic Medal (Master Coursework) shall have the option of:

  • being presented with the medal being presented with the medal at the relevant ceremony, or
  • having the medal sent directly to them.

4. Grade Point Average

4.1 The GPA will be calculated in accordance with JCU – Grade Point Average.

4.2 The GPA is calculated on the results obtained for all subjects.

Awarding of Academic Medals (Bachelor Honours)

Intent: To state the eligibility criteria and procedures for the awarding of an Academic Medal (Bachelor Honours).

Scope: Students graduating with a first class Honours Bachelor award of the University, where the Honours research component is worth at least 6 credit points.

Exceptions: Academic Medals (Bachelor Honours) will not be awarded to students who are recipients of a University Medal for that course.

1. Criteria for Eligibility

To be eligible to receive an Academic Medal (Bachelor Honours), a student must:

  • be a graduate of a Bachelors award with honours, where the honours research component is at least 6 credit points;
  • have obtained a minimum overall GPA of 6.0 calculated for subjects undertaken at level 2 and above; and
  • have obtained first class level A or B honours rank;
  • not have exceeded the prescribed maximum time to complete the course;

2. Procedures for Identification of Recipients

2.1 The Senior Academy Liaison Coordinator will advise the Examinations Team of students who have received first class, level A or B honours.

2.2 The Examinations Team will calculate the GPA for each of those students, in accordance with clause 4 below.

2.3 The Examinations Team will send a list of relevant students, and their GPA, to each of the College Deans informing them that these students are eligible to receive an Academic Medal (Bachelor Honours).

2.4 The recipients of an Academic Medal (Bachelor Honours) shall be finalised by the appropriate College Committee as soon as practicable.

2.5 The College shall forward the names of the recipients of Academic Medals (Bachelor Honours) for noting by the Education Committee, Academic Board and Council.

2.6 The College shall forward the names of the recipients of Academic Medals to Ceremonies for the casting of the medals.

3. Presentation of Awards of Recognition

3.1 The casting and procurement of the Academic Medal (Bachelor Honours) is the responsibility of Ceremonies, and must conform to a design approved by the Awards and Ceremonies Committee.

3.2 Recipients of an Academic Medal (Bachelor Honours) shall have the option of:

  • being presented with the medal at the relevant ceremony; or
  • having the medal sent directly to them.

4. Grade Point Average

4.1 The GPA will be calculated in accordance with JCU – Grade Point Average.

4.2 The GPA is calculated on the results obtained for subjects undertaken at level 2 and above;

4.3 Calculation of GPA will exclude results of ungraded subjects.

Awarding of Academic Medals (Bachelor Coursework)

Intent: To state the eligibility criteria, and procedures for the awarding of an Academic Medal (Bachelor Coursework).

Scope: Students graduating with a Bachelor award of the University.

Exceptions: Academic Medals (Bachelor Coursework) will not be awarded to students who are recipients of a University Medal or other Academic Medal for the same course.

1. Criteria for Eligibility

To be eligible to receive an Academic Medal (Bachelor Coursework), a student must:

  • be a graduate of a Bachelors award (this includes Bachelor courses with in-course honours); and
  • have obtained a minimum overall GPA of 6.0 calculated for subjects undertaken at level 2 and above; and
  • not have exceeded the prescribed maximum time to complete the course.

2. Procedures for Identification of Recipients

2.1 The Examinations Team shall identify potential nominees and calculate the GPA for each of these students, in accordance with clause 4 below.

2.2 The Examinations Team will send a list of relevant students, and their GPA, to each of the College Dean informing them that these students are eligible to receive an Academic Medal (Bachelor Coursework).

2.3 The recipients of the Academic Medal (Bachelor Coursework) shall be finalised by the appropriate College Committee as soon as is practicable.

2.4 The College shall forward the names of the recipients of Academic Medals (Bachelor Coursework) for noting by the Education Committee, Academic Board and Council.

2.5 The College shall forward the names of the recipients of Academic Medals to Ceremonies for the casting of the medals.

3. Presentation of Awards of Recognition

3.1 The casting and procurement of the Academic Medal (Bachelor Coursework) is the responsibility of Ceremonies but must conform to a design approved by the Awards and Ceremonies Committee.

3.2 Recipients of the Academic Medal (Bachelor Coursework) shall have the option of:

  • being presented with the medal at the relevant ceremony; or
  • having the medal sent directly to them.

4. Grade Point Average

4.1 The GPA will be calculated in accordance with JCU – Grade Point Average.

4.2 The GPA is calculated on the results obtained for subjects undertaken at level 2 and above;

4.3 Calculation of the GPA will exclude results of any ungraded subjects.

Awarding the Medal for Excellence for a Doctoral Research Thesis

Intent: To state the eligibility criteria and procedures for the awarding of a Medal for Excellence for a Doctoral Research Thesis.

Scope: Students graduating with a Research Doctoral Award.

Definitions: the word "Medal" in this section of the procedures means a Medal for Excellence for a Doctoral Research Thesis

1. Criteria for Eligibility

A Medal shall be awarded to a student whose research doctoral thesis was examined in that calendar year and has been judged by the Board of Higher Degrees by Research Committee to be passed ‘cum laude’ on the basis of the independent recommendations of two external examiners and their written justification of this recommendation.

2. Procedures for the Identification of the Recipient

2.1 Recipients of the Medal for Excellence for a Doctoral Research Thesis shall be finalized by the Board of Higher Degrees by Research Committee.

2.2 The Graduate Research School shall forward the name(s) of the recipient(s) of the Medal(s) to Ceremonies for casting of the Medal(s).

3. Presentation of the Medal

3.1 The casting and procurement of the Medal(s) is the responsibility of Ceremonies but must conform to a design approved by the Awards and Ceremonies Committee.

3.2. Recipients of the Medal for Excellence for a Doctoral Research Thesis shall have the option of:

  • being presented with the Medal at their graduation ceremony; or
  • having the Medal sent directly to them.

Awarding the Medal for Excellence for a Research Masters Thesis

Intent: To state the eligibility criteria and procedures for the award of the Medal for Excellence for a Research Masters Thesis.

Scope: Students graduating with a Research Masters Award.

Definitions: in this section, the word "Medal" means a Medal for Excellence in a Research Masters Thesis.

1. Criteria for Eligibility

A Medal shall be awarded to a student whose Masters by Research thesis was examined in that calendar year and has been judged by the Board of Higher Degrees by Research Committee to be passed ‘cum laude’ on the basis of the independent recommendations of two external examiners and their written justification of this recommendation.

2. Procedures for the Identification of the Recipient

2.1 Recipients of the Medal for Excellence for a Doctoral Research Thesis shall be finalized by the Board of Higher Degrees by Research Committee.

2.2 The Graduate Research School shall forward the name(s) of the recipient(s) of the Medal(s) to Ceremonies for casting of the Medal(s).

3. Presentation of the Medal

3.1 The casting and procurement of the Medal(s) is the responsibility of Ceremonies but must conform to a design approved by the Awards and Ceremonies Committee.

3.2 Recipients of the Medal for Excellence for a Doctoral Research Thesis shall have the option of:

  • being presented with the Medal at their graduation ceremony; or
  • having the Medal sent directly to them.

Awarding the Dean’s Award for Research Higher Degree Excellence

Intent: To state the eligibility criteria and procedures for the issuing of a Dean’s Award for Research Higher Degree Excellence.

Scope: Graduands and graduates who were awarded a James Cook University research doctorate or research masters degree in a calendar year.

Definitions: the word "Award" in this section of the procedures means the Dean’s Award for Research Higher Degree Excellence.

1. Criteria for Eligibility

To be eligible to receive a Dean’s Award for Research Higher Degree Excellence, a student must:

  • have been awarded a James Cook University research doctorate or research masters degree in that calendar year; and
  • have been nominated for the Award by the Head of Academic Group in which they had been enrolled, or if a student was enrolled across more than one College, the nomination is to be endorsed by all relevant Heads of Academic Groups.

2. Procedures for the Issuing of Letters of Commendation

2.1 In February each year, the Dean, Graduate Research will invite Heads of Academic Group to submit nominations for the Award for students from the previous calendar year.

2.2 The nomination must address some or all of the following criteria:

  • international recognition of the research work;
  • impact of the research (actual and potential);
  • publications or other outputs (e.g. creative works); and
  • any other recognition of the research quality.

2.3 The nomination must be endorsed by all relevant Heads of Academic Group, the relevant College Dean and the nominees Advisory Team.

2.4 The nominations will be considered by the Research Education Sub-Committee.

  1. The Sub-Committee will rank all nominees on a merit only basis on the basis of:
  • external examiners’ reports (50%) and
  • nominations which address some or all of the criteria in Clause 2.1 above (50%).

2.6 It is intended that no more than 10% of students who have been awarded a research doctorate or research masters degree in the calendar year under consideration will receive this Award.

2.7 The Research Education Sub-Committee will forward their recommendations for recipients of the Award to the Dean, Graduate Research.

2.8 The Dean, Graduate Research will determine the recipients of the Award.

2.9 The recipients of the Award will receive a letter of recognition from the Dean, Graduate Research.

2.10 The Graduate Research School will publish the list of recipients on their website.

Awarding of Letters of Commendation

Intent: To state the eligibility criteria and procedures for the issuing of Letters of Commendation.

This section applies to students enrolled in undergraduate awards and postgraduate coursework awards.

1. Criteria for Eligibility

A College Dean may choose to issue a Letter of Commendation to students who have:

  • completed at least 12 credit points of study during the calendar year; and
  • obtained a minimum GPA of 6 calculated over all subjects undertaken during the calendar year.

2. Procedures for the Issuing of Letters of Commendation

2.1 The Examinations Team shall identify all students who are eligible to receive a Letter of Commendation and shall send a list of the relevant students and their GPAs to College Deans.

2.2 Where the College Dean elects to issue Letters of Commendation, the College shall produce the letters.

2.3 The letters shall be signed by the College Dean.

3. Frequency of Issue of Letters of Commendation

Letters of Commendation are issued at the completion of Teaching Period 2 after all results for the calendar year have been finalised.

Related policy instruments

Recognition of Academic Excellence Policy

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

Policy Sponsor

Deputy Vice Chancellor, Academic

Version no

17-1

Date for next Major Review

16/03/2020

Revision History

NOTE: A minor amendment will not result in a change of the next major review date.

Approval date - the date the Policy Sponsor approved the establishment, minor or major amendment or disestablishment

Implementation Date - the date the procedure was published in the Policy Library and is the date the procedure takes effect

Version

Approval date

Implementation date

Details

Author

17-1

16/03/2017

17/03/2017

Existing procedure reviewed and removed from the Recognition of Excellence Policy into this procedure template in accordance with the Policy and Delegation Framework associated procedures.

Director, Student Services

Keywords

Academic excellence; award of recognition, University Medal