Student Academic Progress Procedure

1 Purpose
To describe how the University identifies and supports a Student who is experiencing difficulty
progressing through their nominated program.

2 Scope
This procedure applies to Students studying Non-Award and Award undergraduate and
Coursework postgraduate programs at the University. This procedure applies to Courses
undertaken at the University or contributing to University programs.

This procedure does not apply to Higher Degree by Research Award Programs or UniSQ
Upskill Courses.

3 Procedure Overview
The University recognises that a Student's ability to successfully progress through their studies
may vary throughout their program due to a range of factors such as family or health issues or
financial pressures. Progress is proactively monitored to identify Students whose satisfactory
progress may be at risk. This allows Students to be provided with support, including practical
and achievable strategies to assist them to realise their learning potential.

This procedure assists in demonstrating the University's compliance with Standards 6.1.7 and 8
of the National Code 2018, the Higher Education Support Act (2003) and Standards 1.3.4 and
1.3.5 of the Higher Education Standards Framework.

4 Procedures
All Coursework Students are expected to maintain a satisfactory standard of academic
achievement in order to progress through and complete their program of study within the
required timeframe. This is referred to as successful Academic Progress.

Academic Progress is calculated at the end of each Study Period in which the Student is
enrolled in at least one Course. Study Periods in which a Student is not enrolled in at least one
Course will not impact a Student's Academic Progress.

A Student who is successfully progressing towards completing their program is not assigned to
any of the stages of Academic Progress outlined in this Procedure.

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A Student's Academic Progress is not program specific and is retained when transferring from
one Award Program to another. Students transferring from a Non-award Program to an Award
Program are not assigned to any stage of Academic Progress.

Support for learning is available at all stages of Academic Progress, including to Students who
are successfully progressing towards completing their program.

4.1 Intervention strategies

The University employs a range of strategies to assist Students to improve their academic
performance, including:

1. identifying as early as possible Students who may be experiencing difficulty progressing

in their enrolled program

2. notifying Students experiencing difficulty progressing to raise awareness of the support

services and academic skill development opportunities available to help them improve
their progress

3. providing proactive advice and support to assist students in developing strategies to

address the factors impacting their progress

4. identifying Students who are unable to complete their program requirements (i.e.
professional registration or accreditation requirements and/or inherent requirements)
and providing them with alternative educational pathways, where possible.

4.2 Academic Progress stages

The stages of Academic Progress assigned by the University are shown in the table below.

Stage Description

Stage 1: Priority Student The Student may need access to support or services to
improve their academic performance, as early as possible in
their academic career.

Stage 2: Assisted Student The Student will be placed on monitored enrolment because
they are at risk of not making satisfactory progress towards
completing their program. Students on monitored enrolment will
be required to develop a personalised Academic Improvement
Plan (AIP) which may have specific conditions. Students on
monitored enrolment may also be advised to meet with a
nominated member of staff to discuss their AIP.

Stage 3: At risk of Exclusion The Student continues not making satisfactory progress
towards completing their program and is at risk of Exclusion

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 from the University for a maximum of 12 months, with no
automatic right of readmission.

4.3 Stage 1: Priority Student

The purpose of Stage 1 is to identify Students who may need access to support or services to
assist in improving their academic performance. The nature of the support and intervention
activities will vary according to:

1. the needs of the individual Student;

2. whether the Student is in their first year of study or is more advanced in their academic
career;

3. whether the Student is on an International Student Visa in order to comply with visa
requirements; and

4. the nature of the program.

Following the release of results at the end of each Study Period, the University will notify a
Student that they have been identified as a Priority Student if they meet one or more of the
following criteria:

1. failed a Course and enrolled in that Course for a second time; or

2. failed one or more Courses, but less than 50% of their Courses in their most recent
Study Period.

Academic Progress will return to satisfactory for Priority Students who pass all Courses in their
most recent Study Period unless they enrol in a Course they have previously failed.

4.4 Stage 2: Assisted Student

The purpose of Stage 2 is to identify Students who will be placed on monitored enrolment
because they are at risk of not progressing satisfactorily through their program. Each time a
Student is placed on Stage 2, they will be required to develop a personalised Academic
Improvement Plan (AIP) which may have specific conditions.

Strategies which may form part of the Student's AIP include but are not limited to:

1. undertaking study skills modules

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 2. participating in online study support sessions

3. undertaking self-assessment and reflective activities

4. meeting with the relevant Course Coordinator

5. participating in a counselling program or other professional support services at no cost

to the Student

6. meeting with Disability Services to discuss the development of a Learning Support Plan

7. receiving program or career advice

8. reducing study load

9. withdrawing or taking a leave of absence from the program and enrolling in a tertiary
preparation or pathway program.

Students on monitored enrolment may be required to meet with a nominated Learning Advisor
to develop their AIP.

Following the release of results at the end of each Study Period, the University will notify
Students that they have been identified as a Stage 2 Assisted Student if they meet one or more
of the following criteria:

1. failed 50% or more of their Courses in their most recent Study Period

2. failed one Course or its equivalent for the second time

3. enrolled in a Course for the third time

4. enrolled in a compulsory work-integrated learning (WIL) practicum or placement or

project Course for the second time

5. failed a compulsory work-integrated learning (WIL) practicum or placement or project

Course

6. readmitted to the same or different program, following a period of Exclusion.

Engagement with an AIP will be considered as part of any Show Cause submissions (see
section 4.5) or readmission applications (see section 4.10) and completed AIPs will be
confidentially kept as part of the Student's record.

When a Student is identified as a Stage 2 Assisted Student for the first time, they will remain in

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this Stage for a minimum of two Study Periods, unless they meet the criteria for stage 3 after
their first Study Period as a stage 2 Assisted Student.

A student who has been on Stage 2 for two Study Periods, or one Study Period subsequent
times on Stage 2, will be assessed and placed on the appropriate stage.

Higher Degree by Research students will be placed on Stage 2 when they admit to a
coursework program while on Conditional Academic Standing in their research program.

4.5 Stage 3: At risk of Exclusion

Following the release of results at the end of each Study Period, the University will notify
Students if they have been an Assisted Student for at least one Study Period and meet one or
more of the following criteria:

1. Failed 50% or more of the Courses attempted in their most recent Study Period as a
stage 2 student;

2. Failed the same Course, or its equivalent, a third time;

3. Failed a compulsory WIL, practicum, placement or project Course for a second time.

Students meeting Stage 3 criteria will be issued with a Notice of Intention to Exclude them from
their program, normally for a maximum of 12 months from the date of notification of the
Exclusion, and given an opportunity to Show Cause why they should not be Excluded.

4.6 Responding to a Notice of Intention to Exclude/the Show Cause

process
Students can demonstrate why they should not be Excluded from their program via a Show
Cause submission. Except for International Students studying in Australia on a Student Visa,
Students have 10 (ten) University Business Days to respond to the 'Notice of Intention to
Exclude' with a Show Cause submission, in accordance with the submission instructions
provided in the Notice, unless Special Circumstances apply (see the Assessment of Special
Circumstances Procedure).

The National Code requires the University to inform International Students studying in Australia
on a Student Visa that they are at risk of Exclusion due to not maintaining satisfactory Academic
Progress and provide them with access to the University's Complaints and Appeals processes
within 20 University Business Days. A Show Cause submission in response to a Notice of
Intention to Exclude is deemed to be the equivalent of requesting a Stage 2 review, in
accordance with section 4.4 of the Student Grievance Resolution Procedure.

A Student who does not lodge a Show Cause submission in response to the 'Notice of Intention

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to Exclude' within the required timeframe will become an excluded Student with no right to
Appeal the Exclusion.

4.7 Outcome of Show Cause process

The Associate Dean (Learning and Teaching) in consultation with the Head of College and
Dean (Pathways Education), where applicable, is responsible for assessing Show Cause
submissions.

Evidence that a Student has participated in recommended activities or met the specific
conditions set out in their Stage 2 AIP will be taken into consideration when reviewing a Show
Cause response.

After consideration of a Show Cause submission, if the Student is permitted to continue with
their studies, they will be given a Stage 2 Assisted Student status and will be required to review
their AIP, as set out in section 4.4.

If the Show Cause submission is not successful, the Student will be:

1. notified within 10 University Business Days of receipt of the Show Cause submission
that they will be Excluded from their program;

2. advised they have the right of Appeal, as per the Student Appeals Procedure; and

3. notified of any specific conditions that they will need to meet prior to any future program
readmission.

In the case of International Students on a Student Visa, the University is obliged to advise
Students that a period of Exclusion for unsatisfactory Academic Progress will result in them
being reported to the relevant Government departments for unsatisfactory progress. This may
result in the cancellation of the Student's visa, unless they can demonstrate one or more of the
following:

1. Special Circumstances

2. that the University failed to record or calculate the Grades accurately

3. that the University failed to follow relevant policies and procedures.

If a Student does not lodge an Appeal against Exclusion within 20 University Business Days of
notification that they were not successful in a Show Cause submission, the Student will be
Excluded and current Enrolment in any Courses will be withdrawn without financial or academic
penalties. The Student has no further right of internal Appeal, unless Special Circumstances

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apply.

4.8 Period of Exclusion

This period of Exclusion will normally be a maximum of 12 months however may be shortened
to six (6) months, at the discretion of the Associate Dean (Learning and Teaching) in
consultation with the Head of College and Dean (Pathways Education), where applicable, and
communicated to the Student as part of the email notification of Exclusion.

Students in an Award Program may enrol in an enabling or preparatory/pathway program during

the Exclusion period but cannot transfer to another Award Program unless given permission to
do so as part of the Show Cause process. No Credit will be given for Courses completed at the
University or another institution during the Exclusion period, unless permission is given to do so
as part of the Show Cause process.

Excluded Students remain Students of the University and are permitted to access support
services. Excluded Students are encouraged to remain engaged with their AIP which can be
used to support their application for readmission.

A Student who has been Excluded from a program may apply to graduate with a lesser Award
in accordance with the Award Eligibility and Graduation Policy.

Prior to the Exclusion period ending, Students will be contacted to discuss an application for
readmission to their program or transfer to a different program, an application for a leave of
absence or cancellation of their Enrolment. Students who do not apply for
Admission/readmission or a leave of absence at the end of their period of Exclusion will
automatically have their Enrolment cancelled.

4.9 Appeal against Exclusion

A Student who is Excluded following an unsuccessful Show Cause submission may Appeal the
Exclusion Decision, as per the Student Grievance Resolution Procedure. Students should refer
to the Student Appeals Procedure for further guidance.

If an Appeal is lodged, the Exclusion will come into effect at the end of the Appeal period or
when the outcome of their Appeal is determined.

The University will maintain a Student's Enrolment as active while an Appeal is ongoing.

Where a Student's Appeal against Exclusion is upheld, the Student may resume their Enrolment
in the program from which they were Excluded under such conditions as determined by the
Associate Dean (Learning and Teaching).

Where a Student's Appeal against Exclusion is upheld, they will be given a Stage 2 Assisted
Student status and will be required to review their AIP as set out in section 4.4 above.

Where a Student's Appeal against Exclusion is not upheld, the Student's Enrolment in any

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Courses will be immediately terminated and the Enrolment record and financial liability
removed.

Should a Student already have received a Final Grade for any Courses undertaken whilst an
Appeal is being considered, the status of these Grades will be determined by the Provost, on
advice from the Associate Dean (Learning and Teaching).

4.10 Readmission following Exclusion

Students seeking readmission from Exclusion must apply for readmission to their program of
study or transfer to another program of study based on the equivalent Admission requirements
to gain entry to the relevant program at the time of the readmission application.

Students will be required to demonstrate changes in circumstances, capability or motivation to

show that they are capable of successfully completing the program. This may be demonstrated
through continued engagement with their AIP.

Students seeking readmission may be required to be interviewed by the Associate Dean

(Learning and Teaching) or nominee. Readmission will be approved by the Associate Dean
(Learning and Teaching) on the recommendation of the relevant Program Director responsible
for coordinating the program. In the case of readmission to a program offered by the UniSQ
College, the Decision is made by the Head of College and Dean (Pathways Education).

Readmitted Students will be returned to Stage 2: Assisted Student. When a Student is identified
as a Stage 2 Assisted Student for the first time, they will remain in this Stage for a minimum of
two Study Periods, unless they meet the criteria for stage 3 after their first Study Period as a
stage 2 Assisted Student.

A Student has the right to Appeal the Decision of the University not to readmit them to their
program of study or transfer to another program of study, in accordance with the Student
Appeals Procedure.

5 References
Nil.

6 Schedules
This procedure must be read in conjunction with its subordinate schedules as provided in the
table below.

7 Procedure Information

Accountable Officer Academic Registrar

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Responsible Officer Deputy Academic Registrar and Director (Student Administration)

Dean (Students)

Policy Type University Procedure

Policy Suite Enrolment Policy

Subordinate
Schedules

Approved Date 10/8/2023

Effective Date 10/8/2023

Review Date 8/8/2026

Relevant Legislation Education Services for Overseas Students (ESOS) Act (2000)

Higher Education Standards Framework (Threshold Standards) 2021

Higher Education Support Act (2003)

Information Privacy Act (2009)

National Code of Practice for Providers of education and Training to

Overseas Students 2018

Policy Exceptions Policy Exceptions Register

Related Policies Admissions Policy

Assessment Policy

Award Eligibility and Graduation Policy

Code of Conduct Policy

Harassment and Discrimination Complaint Resolution for Students

Policy and Procedure

Student Academic Integrity Policy

Student Communication Policy

Student General Conduct Policy

Student Grievance Resolution Policy

Related Procedures Admissions Procedure

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 Assessment Procedure

Enrolment Procedure

Grades Procedure

Higher Degree by Research Thesis Examination Procedure

Research Code of Conduct: Management of Potential Breaches

Procedure

Student Academic Misconduct Procedure

Student Appeals Procedure

Student Communication Procedure

Student General Misconduct Procedure

Student Grievance Resolution Procedure

Related forms, Academic Appeal Form

publications and
websites Administrative Information for Higher Education Providers (AIP)
Manual

Feedback, Complaints and Appeals

Graduate Research School Student Progress Reports

Student General Misconduct Procedure Penalty Schedule

Definitions Terms defined in the Definitions Dictionary

Academic Appeal

A formal, written request made by a Student to the Academic Appeals

Committee to have a Decision, in relation to an academic matter,
overturned.

Academic Misconduct

Academic Misconduct encompasses all behaviours, including doing

as well as attempting to do, any of the acts, omissions or activities that
constitute Academic Misconduct: involving the misrepresentation of
academic achievement; or undermining the core values (honesty,
trust, fairness and respect) of Academic Integrity; or breaching
Academic Integrity; whether intentional or unintentional. Academic
Misconduct includes, but is not limited to the following: Plagiarism and

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 Self-Plagiarism; using (including for Assessment or review) the work
prepared by another person or software, including generative artificial
intelligence, as their own without appropriate attribution; Collusion,
such as any unauthorised collaboration in preparation or presentation
of work, including knowingly allowing personal work to be copied by
others; all forms of Cheating in examinations and other Assessment
tasks; Contract Cheating; Promoting ways to breach Academic
Integrity or using University resources to support others in breaching
Academic Integrity; offering or accepting bribes (money or other
favours), e.g. for Admission or for Marks/Grades; and fabrication or
falsification of information or Student identity (TEQSA Guidance Note:
Academic Integrity, Version 1.2, 28 March 2019).

Academic Program

An approved Higher Education Award of the University, consisting of a

combination of Courses the successful completion of an offering of
which, together with any credit transfers and Exemptions in
accordance with the relevant requirements, will fulfil the prescribed
requirements for that particular Award.

Academic Progress

Describes the status of a Student's progress towards successful

completion of their coursework for each Study Period and towards
completion of their program within the maximum given timeframe.
Students who are successfully progressing through their studies
would not be assigned to any of the Academic Progress stages
outlined in the Student Academic Progress Procedure.

Admission

The process of submission and assessment of applications for entry

to study at the University.

Award

The qualification conferred upon a Student following the successful

completion of an Academic Program. The categories of Award are
listed in the Program Nomenclature Schedule.

Award Program

A sequence of study which leads to an academic qualification granted

by the University and conferred by Council.

Course

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 A discrete element of a program, normally undertaken over a single
Study Period, in which the Student enrols, and on completion of which
the Student is awarded a grade.

Course Coordinator

Responsibilities of Course Coordinators include but are not limited to:

Course planning, design and development Course Specifications and
alignment with Program Learning Outcomes Assessment design,
implementation and marking Course delivery and Student learning
experiences by providing Student support leadership and guidance of
teaching teams engagement with professional and accreditation
bodies ensuring currency of disciplinary and content knowledge and
expertise reflecting on evaluations for the purpose of quality
enhancement of Courses.

Decision

A determination made by an Employee, contractor or other authorised

delegate in the course of their duties on behalf of the University.

Domestic Student

A Student who is an Australian citizen, a New Zealand citizen, an

Australian Permanent Resident or the holder of an Australian
permanent humanitarian visa.

Exclusion

Prohibition from enrolling in a Course or a program for a specified

period.

Final Grade

A Final Grade is a code that normally represents the outcome of the

Assessment of a Student's performance against the learning
objectives of a Course but may reflect the outcome of an applicable
administrative process.

General Misconduct

Behaviour or conduct which is contrary to expected Student conduct

outlined in the Student General Conduct Policy.

Grade (noun)

A Grade is a code that indicates the status of the Assessment of

Student performance against the Learning Outcomes of a Course.

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 Grade Point Average (GPA)

A GPA is the sum, for all relevant Courses, of the Unit value for each
Course, multiplied by the numerical value of the Grades achieved in
those Courses, divided by the sum of the Unit values for all the
relevant Courses.

International Student

A Student who is not an Australian citizen, a New Zealand citizen, an

Australian Permanent Resident or the holder of an Australian
permanent humanitarian visa.

Learning Support Plan

Refers to the formal written statement prepared by Student Support

for Learning outlining the impact of a Student's Disability and the
Reasonable Adjustments that will be required by the Student to
enable equitable access to learning, teaching and Assessment.

Non-Award Program

A sequence of study which does not lead to an Award.

Notice

A Notice from the University is a document, whether physical or

electronic. A Notice may be: given by hand to the addressee or
delivered to the address provided by the addressee to the University;
or sent by registered or pre-paid mail to the address provided by the
addressee to the University; or sent by electronic communication to
the University-issued email account provided by the University to a
Student during the period of Enrolment until the completion of their
program; or sent by electronic communication to the email address
provided to the University by an addressee not enrolled at the
University. A Notice is taken to be received if: given by hand to the
addressee or delivered to the address provided to the University by
the addressee; or sent by registered or pre-paid mail - three University
Business Days after the date of posting; or sent by electronic
communication - at the time that would be the time of receipt under
the Electronic Transactions Act 1999 or its succeeding legislation. A
Notice that would be deemed to have been received out of business
hours or on a non-University Business Day will instead be deemed
received on the next University Business Day.

Research Misconduct

Breaches of the University Research Code of Conduct and the

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 Australian Code for the Responsible Conduct of Research occur on a
spectrum, from minor (less serious) to major (more serious). Some
major/serious breaches may be regarded as 'research misconduct'.
The University uses the definition recommended in the National
Health and Medical Research Council Guide to Managing and
Investigating Potential Breaches of the Australian Code for the
Responsible Conduct of Research and defines Research Misconduct
as a serious breach of the Code which is also intentional or reckless
or negligent. The use of the term Research Misconduct for serious
breaches will be considered in the context of other institutional
processes, Regardless of whether a Code investigation and an
investigation done under an employment or student disciplinary
agreement are separate or integrated, the University will take all
reasonable steps to ensure that these do not conflict, or hinder the
timely implementation of all corrective actions. Research misconduct
does not include honest differences in judgement. Unintentional errors
do not usually constitute research misconduct unless they result from
behaviour that is reckless or negligent. Repeated or persistent
breaches will likely constitute a serious breach, which will trigger
consideration of Research Misconduct.

Show Cause

The Show Cause process is a formal process that allows a Student to

present their case as to why they should not be Excluded from their
studies due to unsatisfactory Academic Progress.

Special Circumstances

Matters which are, in most cases, beyond the control of the Student
and which will impact their capacity to progress with their planned
program of study or meet a submission deadline. In some legislation,
Special Circumstances are referred to as “compassionate and
compelling circumstances”.

Student

A person who is enrolled in a UniSQ Upskill Course or who is

admitted to an Award Program or Non-Award Program offered by the
University and is: currently enrolled in one or more Courses or study
units; or not currently enrolled but is on an approved Leave of
Absence or whose admission has not been cancelled.

Study Period

The period during which a Course or study unit is offered. Examples

of Study Period include, but are not limited to, semesters, trimesters,
blocks, intensives and sessions.

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 Sub-Bachelor

Includes diploma, undergraduate certificate, advanced diploma and

associate degree level programs.

Unit

This is an indicator of the value of a Course. Most Courses are valued

at one Unit. Units are used to track progress towards completing a
program. (The term used prior to 2002 to describe a Course)

University

The term 'University' or 'UniSQ' means the University of Southern

Queensland.

University Business Days

The days of Monday to Friday inclusive between 9am and 5pm

Australian Eastern Standard Time (AEST), with the exclusion of
gazetted Public Holidays for the relevant campus location, plus the
closure of the University between 25 December and 1 January in the
following year inclusive as specified in the Enterprise Agreement, as
well as any closure of the University either at one or several
campuses in accordance with a direction of the Crisis Management
Team.

Definitions that relate to this procedure only

Student Visa

An authorisation permitting people who are not Australian citizens or

permanent residents to come to Australia for the primary purpose of
studying in Australia as defined by the Migration Act (1958).

Keywords Exclusion, excluded, satisfactory academic standing, conditional

academic standing, at risk, Academic Progress, academic standing

Record No 13/566PL

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