Policy Unsatisfactory Academic Performance Procedure

Unsatisfactory Academic Performance Procedure


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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 or failure to complete a course in accordance with the applicable Course and Subject Handbook.

Scope

This procedure applies to all students admitted to undergraduate (including Enabling courses) and postgraduate coursework courses, and programs at James Cook University (JCU) in Australia, Singapore and 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 (excluding Enabling 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.

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. 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. Such students may face suspension or exclusion should they not maintain satisfactory academic performance in all subsequent teaching periods in which they are enrolled.

Suspension: is assigned when a student is not permitted to continue enrolment in their course for a defined period of no greater than 12 months.

Exclusion: is assigned when a student is not permitted to continue their course, nor transfer to a course with the same inherent requirements.

Probationary: the academic status assigned to students upon return to study after a period of suspension has been served.

Appendix 1, 2 and 3 subjects: practical or professional experience subjects with specific academic progression rules as nominated by the Academic Divisions. The Appendix listings may be varied from time to time by the Academic Board on the recommendation of the Academic Divisions.

Appendix 4 courses: Courses where exclusion will apply. The Appendix listing may be varied from time to time by the Academic Board on the recommendation of the Academic Divisions.

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 in subsequent teaching periods.

Enabling Courses:  sub-category of non-award Pathway Courses, specifically Tertiary Access and Pre-University Foundation Program (Singapore).

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.

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).

Pathway Courses: non-award courses that facilitate pathways to higher learning admission requirements, refer to current Pathway Courses

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 JCU Australian Tropical Campus and JCU Singapore students are:

Academic Statuses

Academic Performance Breach Criteria (Teaching Period Based)

(JCU Australian Tropical Campuses, JCU Online and JCU Singapore)

Satisfactory

None. Student is achieving satisfactory academic performance.

Academic Caution

  • Student has failed their first attempt of a core subject not listed in Appendix 1, 2 or 3; OR
  • Student has completed less than or equal to 12 credit points of study at JCU regardless of course; and their current course GPA is greater than 0.00 and less than or equal to 2.50; OR
  • Student has completed greater than 12 credit points of study at JCU regardless of course; and their current course GPA is greater than 3.00 and less than 4.00

Conditional

  • Student has failed their first attempt of a subject listed in Appendix 2; OR
  • Student has failed their first attempt of a year level listed in Appendix 3; OR
  • Student has failed their second attempt of a core subject not listed in Appendix 1, 2 or 3; OR
  • Student has completed less than or equal to 12 credit points of study at JCU regardless of course; and their current Course GPA is 0.00; OR
  • Student has completed greater than 12 credit points of study at JCU regardless of course; and their current Course GPA is greater than 0.00 and less than or equal to 2.50; and they do not meet the criteria for suspension or exclusion OR
  • Student has completed greater than 12 credit points of study at JCU regardless of course; and their current course GPA is greater than 2.50 and less than or equal to 3.00.

Suspension (course not listed in Appendix 4) / Exclusion (course listed in Appendix 4)

  • Student has failed their first or subsequent attempt of a subject listed in Appendix 1; OR
  • Student has failed their second or subsequent attempt of a subject listed in Appendix 2; OR
  • Student has failed their second attempt of any year level listed in Appendix 3; OR
  • Student has failed two or more year levels listed in Appendix 3; OR
  • Student has failed their third or subsequent attempt of a core subject not listed in Appendix 1, 2 or 3; OR
  • Student has completed greater than 12 credit points of study at JCU regardless of course; and their current Course GPA is equal to 0.00; except where * applies OR 
  • Student has completed greater than 24 credit points of study at JCU regardless of course; and their current Course GPA is greater than 0.00 and less than or equal to 2.50; and they have failed greater than or equal to 50% of completed credit points in the Teaching Period, except where * applies.

Probationary

  • Applied to a student upon the   return to study in the course for which they have served a period of suspension

Exclusion (course not listed in Appendix 4)

  • Applied to a student with probationary status who breaches any of the subject fail criteria for conditional, suspension or exclusion status.
  • Applied to a student with probationary status who breaches any of the GPA criteria for conditional status, exclusion will only apply if the student has failed greater than or equal to 50% of completed credit points in the Teaching Period.

*Exception: A student will be assigned an academic status of conditional (not suspension or exclusion) 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.

1.2  Classification of academic statuses for JCU Brisbane students are:

Academic Statuses

Academic Performance Breach Criteria (Trimester Based)

(JCU Brisbane)

Satisfactory

Identifies the student as achieving satisfactory academic performance.

Academic Caution

  • Student has failed their first attempt of a core subject not listed in Appendix 1, 2 or 3; OR
  • Student has completed less than or equal to 9 credit points of study at JCU regardless of course; and their current course GPA is greater than 0.00 and less than or equal to 2.50; OR
  • Student has completed greater than 9 credit   points of study at JCU regardless of course; and their current course GPA is greater than 3.00 and less than 4.00.

Conditional

  • Student has failed their second attempt of a core subject not listed in the Appendices; OR
  • Student has completed less than or equal to 9 credit points of study at JCU regardless of course; and their current Course GPA is 0.00; OR
  • Student has completed greater than 9 credit points of study at JCU regardless of course; and their current Course GPA is greater than 0.00 and less than or equal to 2.50; and they do not meet the criteria for suspension or exclusion
  • Student has completed greater than 9 credit points of study at JCU regardless of course; and their current course GPA is greater than 2.50 and less than or equal to 3.00.

Suspension (course not listed in Appendix 4) / Exclusion (course listed in Appendix 4)

  • Student has failed their first or subsequent attempt of a subject listed in Appendix 1; OR
  • Student has failed their second or subsequent attempt of a subject listed in Appendix 2; OR
  • Student has failed their second or subsequent attempt of any year level listed in Appendix 3; OR
  • Student has failed their third or subsequent attempt of a core subject not listed in Appendix 1, 2 or 3; OR
  • Student has completed greater than 9 credit points of study at JCU regardless of course; and their current Course GPA is 0.00; except where * applies OR
  • Student has completed greater than 18 credit points of study at JCU regardless of course; and their current Course GPA is greater than 0.00 and less than or equal to 2.50; and they have failed greater than or equal to 50% of completed credit points in the Teaching Period, except where * applies.

Probationary

  • Applied to a student upon the return to study in the course for which they have served a period of suspension

Exclusion (course not listed in Appendix 4)

  • Applied to a student with probationary status who breaches any of the subject fail criteria for conditional status or receives a fail for a subject/s for which suspension  resulted.
  • Applied to a student with probationary status who breaches any of the GPA criteria for conditional status, exclusion will only apply if the student has failed greater than or equal to 50% of completed credit points in the Teaching Period.

*Exception: A student will be assigned an academic status of conditional (not suspension or exclusion) 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.

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

1.4  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 or 1.2.

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

1.6  When assessing academic performance, all subject attempts 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.

1.7  The total completed credit points of all subjects for all courses undertaken by the student at JCU will be taken into consideration, as outlined in the table at clause 1.1 or 1.2. Completed credit points include those which have a result, either passed or failed, or subjects that have been withdrawn with academic penalty.

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 or 1.2, in the Student Management System;

2.1.2. apply any conditions that are relevant as outlined in clause 3; and

2.1.3. send an Academic Performance Notice to the student.

2.2  The Academic Performance Notice will:

2.2.1. advise the student’s current academic status and any/all breaches of the 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 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. invite students to discuss their academic performance with the University’s support services and provide web links  to academic and learning resources; and inform the student of the appeal process, including a link to the Student Appeals Policy, if the student has an academic status of suspension 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 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 working days of receipt of the request.

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 in accordance with the Student Support Procedure.

3.  Conditions

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

3.1.1. Must pass next attempt of <subject code(s)> or you will be suspended/excluded from your course.

3.1.2. Must pass greater than 50% of completed credit points studied in each enrolled teaching period to improve your course GPA above 2.50 or you will be suspended/excluded from your course.

3.1.3. Must meet all conditions as advised by your College.

3.1.4. Must comply with an intervention plan in accordance with the Student Support Procedure.

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

3.2  All conditions will remain current until they are met.

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

4.  Suspension/Exclusion

4.1  In accordance to criteria listed in the table at clause 1.1 or 1.2:

4.1.1.a student studying a course not listed in Appendix 4 will be assigned an academic status of suspension.

4.1.2.a student studying a course listed in Appendix 4 will be assigned an academic status of exclusion.

4.2  Students who meet the criteria in the table at clause 1.1 or 1.2 for academic suspension will be notified of pending suspension from the course for a period of 12 months commencing from the date the Academic Performance Notice is sent.

4.3  Students who meet the criteria in the table at clause 1.1 or 1.2 for exclusion will not be permitted to continue their course, nor transfer to a course with the same inherent requirements.

4.4  Students notified of a pending suspension or exclusion from a course have the right to appeal, refer clause 6.

4.4.1 The student will remain enrolled in their subjects until the appeal has been determined or the timeframe to appeal has expired.  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.

5.  Probationary

5.1  A student, after serving a 12 month suspension from a course not listed in Appendix 4, may return to study in the same course with the following requirements:

5.1.1.the student must be able to finish the course within the maximum time to complete; and

5.1.2.the course is not in teach out mode; and

5.1.3.the student will be assigned an academic status of probationary;

5.1.4.international students are required to reapply for new admission to the course, to be assessed in accordance with the Admissions Policy and will be required to submit a statement to support their application to return; and

5.1.5.must comply with any conditions applied in order to meet Satisfactory Academic Progression requirements.

5.2  A student on probationary status who fails to achieve satisfactory academic performance in any future Teaching Period will be assigned an academic status of exclusion and will be subject to clauses 4.3 and 4.4.

6.  Appeals

6.1  Students who receive notification of conditions or notification of suspension or exclusion from a course have the right to appeal in accordance with the Student Appeals Policy and Appeal of Academic Progression Outcome Procedure.

7.  Students who do not submit an appeal

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

7.1.1. withdrawn from all current and future enrolled subjects; and

7.1.2. if an international student, withdrawn from their course.

7.2  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:

7.2.1. withdrawn from all current and future enrolled subjects; and

7.2.2. withdrawn from their course.

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

8.1  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 in accordance with the Student Support Procedure.

8.2  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.

8.3  Where an international student is suspended or 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.

8.4  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.

8.4.1.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.

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

8.4.3.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.

8.5  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.

8.6  Records of unsatisfactory academic performance are to be kept on the international student’s file.

9.  Additional requirements for international students studying in Singapore

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

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

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

9.4  If the appeal outcome supports the University’s decision to suspend or 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.

Related policy instruments

Academic Progression Policy

Maximum Time to Complete Procedure

Professional Experience Placement Requirements Procedure

Student Support Procedure (under development)

Student Appeals Policy

Student Appeals Procedure

Schedules/Appendices

Unsatisfactory Academic Performance Procedure Appendices 1, 2, 3 and 4

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, Student

Version no

19-1

Date for next Major Review

01/11/2021

Revision History

Version

Approval date

Implementation date

Details

Author

19-129/08/201930/08/2019Amendment to criteria for exclusion and to align more closely with appeal processes.Manager, Academic Administration and Enrolments

18-1

01/11/2018

01/01/2019

Procedure established to support the major amendments to the Academic Progression Policy.  Replaces the Academic Progression Procedure.

Manager, Student Finance and Examinations

Contact person:

Manager, Student Finance and Examinations

Key words

Progress, progression, unsatisfactory progress, academic caution, academic status, conditional, probationary, suspension, exclusion