Unsatisfactory Academic Performance Procedure

Intent

This procedure supports the Academic Progression Policy by outlining the actions the University will take to systematically monitor, record and respond to a student’s failure to achieve satisfactory academic performance, not comply with post admission pre-placement requirements, or failure to meet the maximum time to complete the course in accordance with the applicable Course and Subject Handbook.

Scope

This procedure applies to all students admitted to undergraduate and postgraduate award coursework offered by James Cook University (JCU) in Australia, Singapore, and via JCU Online.

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

Definitions

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

Academic Performance Notice: notification sent to students who have been identified as not achieving satisfactory academic performance in a Teaching Period or trimester.

Academic Status: a status which indicates a coursework student’s academic performance in relation to the satisfactory academic performance requirements considered necessary for satisfactory progress.  Academic statuses are:

• Satisfactory: the academic status assigned to students who have achieved satisfactory academic performance.
• Academic Caution: the academic status assigned to students who need to immediately take steps to improve their performance in order to make satisfactory academic progress in future teaching periods and/or trimesters. International students will be required to engage with an intervention plan.
• Conditional: the academic status assigned to students identified as not maintaining satisfactory academic performance in their course and who will be required to improve their academic performance and meet certain conditions if they wish to continue in their course.
• Exclusion: is assigned when a student is not permitted to continue their course, nor transfer to a course with the same inherent requirements.

Temporary Academic Status: an academic status that is temporary in nature and not based on a calculation of academic performance. Temporary Academic Statuses are:

• Under Review: indicates the student is currently undertaking an administrative process which could potentially change their Academic Status. The administrative processes could be withdrawal without financial and academic penalty, review and appeal of final subject result or review and appeal of progression outcome.
• Probationary: is assigned when a student with an Under Review Academic Status which is due to a pending decision on a Review or Appeal of exclusion continues to have enrolled subjects past the census date of the next study period.  A Probationary Academic Status will be applied for no longer than 1 study period or trimester to allow review and appeals processes to be finalised.

Completed Credit Points: the number of credit points a student has enrolled in and received a final result.   This includes both passed and failed final results.

Conditions: means the specific requirements which a student who has not achieved satisfactory academic performance must meet if they wish to continue their enrolment in the course.

International Student: means 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 Pass or approved exemption from the Immigration and Checkpoints Authority to study onshore in Singapore.

Listed Subjects and Courses:

• List 1,2 and 3 subjects: practical or professional based experience subjects with specific academic progression rules as nominated by the Academic Divisions.  The list may be varied from time to time by the Deputy Vice Chancellor, Students on the recommendation of the Academic Divisions.
• List 4 courses: identified courses where specific rules apply in relation to Exclusion.  The list may be varied from time to time by the Deputy Vice Chancellor, Students on the recommendation of the Academic Divisions.

Maximum Time to Complete: The maximum time permitted for a student to meet the Award requirements as articulated in the Course and Subject Handbook; or in the case of international students, the expected course duration specified on their Confirmation of Enrolment (CoE).

Non Award Pathway Courses: non-award courses that facilitate pathways to higher learning admission requirements

Satisfactory Academic Performance: to achieve satisfactory academic performance a student must:

• pass all core subjects; and,
• maintain a course Grade Point Average (GPA) of 4.00 or above; and,
• pass more than 50% of completed credit points.

Procedure

1. Academic Statuses

1.1 Classification of academic statuses for all coursework students at all campuses.

*Exception: A student will be assigned an academic status of conditional if they have previously studied at JCU and where their GPA over all courses is greater than or equal to 3.00 and they have commenced a new course, either by course transfer or admission in the Teaching Period and/or Trimester.

1.2 A student’s current academic status is recorded in JCU’s Student Management System and displayed on the unofficial academic record.

1.3 After results release date for Study Periods 1 and 2 and each Trimester, the academic performance of each student will be assessed according to the criteria outlined in the table at clause 1.1.

1.4 Academic performance will be reviewed after the release of any subsequent results, for example supplementary examinations, where relevant.

1.5 When assessing academic performance, all subject attempts within the last 10 years, will be counted regardless of the course they were taken within. If a subject code and/or title has been changed on administrative grounds, without changing the content, the subject may be deemed to be the same for the purpose of assessing academic performance.

1.6 The total completed credit points of all subjects for all courses (except Non Award Pathway Courses) undertaken by the student at JCU will be taken into consideration, as outlined in the table at clause 1.1. Completed credit points include those which have a final result, either passed or failed.

2. Managing students who fail to achieve satisfactory academic performance

2.1  Once students are assessed as having failed to achieve satisfactory academic performance, the Team Leader, Examinations and Progressions will:

2.1.1 update the student's academic status, as determined by the criteria in clause 1.1, in the Student Management System;

2.1.2 apply any conditions that are relevant as outlined in clause 4.1; and

2.1.3 send an Academic Performance Note to the student.

2.2 The Academic Performance Notice will:

2.2.1 advise the student of the updated academic status and any/all breaches of satisfactory academic performance;

2.2.2 advise conditions, if relevant, placed on the student which they must meet in the following or future teaching periods and/or trimesters in order to continue in the course;

2.2.3 provide detail on the next stages of the progression process if the student continues to fail to achieve satisfactory academic performance;

2.2.4 advise students of the University’s support services and provide web links to academic and learning resources; and

2.2.5 inform the student of the review and appeal processes, including a link to the Student Review and Appeals Policy, if the student has an academic status of conditional or exclusion.

2.3 The Academic Performance Notice will be emailed to the student’s JCU email address and personal email address, if supplied, and a copy stored on the student record.

2.4 After referring to the Academic Progression Policy and Unsatisfactory Academic Performance Procedure, if a student considers an error has occurred in the calculation of their academic status they may request a clarification using the following process.

2.4.1 The student must email exams@jcu.edu.au within 5 University working days of receiving their Academic Performance Notice with the subject line, ‘Progression clarification request’.

2.4.2 In this email the student must specify the error on which the request for clarification is based.

2.4.3 The Team Leader, Examinations and Progressions will clarify the academic status and advise the student within 5 University working days of receipt of the request.

2.4.4 The request for ‘Progression clarification’ will be considered the Stage 1 - informal review under the Review and Appeal of Academic Progression Outcomes Procedure.

2.5 The Team Leader, Examinations and Progressions will advise the relevant University support areas of the names of students who have not achieved satisfactory academic performance.

3. Access to Commonwealth Support

3.1 Separate to any outcomes of this procedure, if a student’s academic performance is unsatisfactory in accordance with Section 36-13 of the Higher Education Support Act 2003 the student will no longer be eligible for a Commonwealth Supported place in the same course at the University.

3.2 Commonwealth Support can be reinstated if the student later meets the criteria as outlined in the Higher Education Support Act 2003.

4. Conditions

4.1 Students assessed as conditional academic status may have one or more of the following conditions applied to their student record in JCU’s Student Management System:

4.1.1 Must pass next attempt of specified subjects or you will be excluded from your course.

4.1.2 Must pass greater than 50% of completed credit points studied in each enrolled teaching period or trimester to improve your course GPA sufficiently to avoid course exclusion.

4.1.3 Must pass first attempt of all future year levels listed in List 3 or you will be excluded from your course.

4.1.4 Must comply with an intervention strategy when requested to do so. The intervention strategy will be administered by the areas identified in clause 4.2 and may include but not limited to recommendations such as:

• participate in academic skills programs
• participate in an additional tutorial or study groups
• reduce study load
• attend academic counselling
• seek assistance with personal issues which are impacting progress.

4.2 Responsible area for enacting an intervention strategy:

4.3 All conditions will remain current until they are met.

4.4 Adherence to conditions will be recorded and/or identified through the Student Management System.

4.5 Students who have failed 75% or more of their subjects in the teaching period or trimester will also have a restricted enrolment sanction applied to their record in the Student Management System. Future enrolments will not be approved until an intervention strategy is evidenced.

4.6 Students notified of conditional academic status have the right to request a review or appeal, as per clause 7.1.

5. Exclusion

5.1 Students who meet the criteria in the table at clause 1.1 for exclusion will not be permitted to continue that course, nor transfer to a course with the same inherent requirements, unless the provisions under clause 5.3 or 9 apply.

5.2 Students notified of a pending exclusion from a course have the right to request a review or appeal, refer clause 7.1.

5.3 A student who lodges an application for review, appeal, or any administrative process which could potentially change their academic status, will remain enrolled in their subjects and be assigned a temporary academic status of Under Review until the review or appeal has been determined, or a temporary academic status of Probationary is applied in accordance with clause 6.1.

6. Probationary

6.1 Where the outcome of an administrative process, as referenced in clause 5.3, is not made by the census date of the next study period in which the student has an enrolled subject, their academic status will be changed from Under Review to Probationary for no longer than 1 study period or trimester, based on the student’s study plan.

6.2 At the end of the next study period or trimester as identified in clause 6.1 the student’s academic status will be reassessed based on the criteria in clause 1.1 and the outcome of the administrative process.

7. Reviews and Appeals

7.1 Students who receive notification of conditions or notification of exclusion from a course have the right to request a review or appeal in accordance with the Student Review and Appeals Policy and the Review and Academic and Statutory Decisions Review and Appeal Procedure.

7.2 At any time during this process, the University may take action against the student under the Student Code of Conduct Policy on the basis that such action is prudent or necessary having regard to the University’s duty of care to its students, staff and/or placement agencies.

8. Students who do not submit an appeal

8.1 A student who is assigned an academic status of exclusion for a course and does not submit an appeal by the due date will be:

8.1.1 withdrawn from all current and future enrolled subjects; and

8.1.2 withdrawn from their course.

9. Return to study in an excluded course

9.1 A student wishing to continue a course from which they have previously been given academic exclusion may apply to return to study in accordance with the Coursework Enrolment Procedure if:

9.1.1 a period of two (2) years has elapsed from the date of the academic exclusion, and

9.1.2 the course is not listed in List 4.

10. Additional requirements for international student visa holders studying in Australia

10.1 A student who is failing to achieve satisfactory academic performance, and therefore at risk of not completing their course requirements within their expected course duration, must comply with an intervention plan.

10.2 Where a student’s expected completion date is affected by failure to achieve satisfactory academic performance and where the student is eligible for an extension to their Confirmation of Enrolment, the Manager, International Student Support, shall report to the relevant government departments in accordance with the ESOS Act and National Code.

10.3 Where an international student is excluded from a course for failing to maintain satisfactory academic performance the University will wait for the conclusion of all appeals processes before reporting the student to the relevant government department for unsatisfactory course progress.

10.4 Where the student makes an external appeal to the Queensland Ombudsman, the student must forward the Ombudsman’s complaint acknowledgement letter to the Manager, International Student Support, no later than ten (10) working days after the date of notification of the University’s determination in relation to the internal complaint or appeal.

10.4.1 The University will allow international students to remain admitted to their course throughout the external appeal process to ensure official communication is available through the student’s JCU email account.  Where it is not in the student’s best interest to continue to study throughout the appeal, sanctions may be applied through the Student Management System to prevent the student from enrolling in further subjects.

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

10.4.3 If the external appeal outcome supports the University’s decision to report for a failure to achieve satisfactory academic performance, the University will, as soon as practical after receipt of the Ombudsman’s determination, report against the Confirmation of Enrolment to reflect that decision.

10.5 Where any appeal decision or recommendation finds in favour of the student, the preventative or corrective actions must be implemented immediately in accordance with the ESOS Act and National Code.

10.6 Records of unsatisfactory academic performance are to be kept on the international student’s file in the University’s official Record Management System.

11. Additional requirements for international students studying in Singapore

11.1 International students are required to hold a Student Pass to pursue full-time studies at JCU Singapore.

11.2 International students are required to surrender their Student Pass cards for cancellation within 7 days from the date of exclusion from their study.

11.3 The University will not advise the relevant government departments that a Student Pass holder has been excluded due to failure to achieve satisfactory academic performance during the internal appeals process.

11.4 If the appeal outcome supports the University’s decision to exclude the student due to failure to achieve satisfactory academic performance, then JCU Singapore shall issue the appropriate notification to the relevant government departments and inform the student that his/her Student Pass will be cancelled and their right to appeal to the Committee for Private Education (CPE).

Related policy instruments

Academic Progression Policy

English Language Progression Procedure (working title, under development)

Maximum Time to Complete Procedure

Professional Experience Placement Requirements Procedure

Student Review and Appeals Policy

Academic and Statutory Decisions Review and Appeal Procedure

Academic and Student Sub-delegations Register (staff only)

Schedules/Appendices

Listed subjects and courses attached to the Academic Progression Policy

Administration

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

Approval Details

Revision History