Academic Standing, Progression and Exclusion Procedure

Procedure overview

1 Purpose

To align and articulate the manner in which the University seeks to achieve compliance with the Enrolment Policy.

2 Scope

This procedure applies across the University.

3 Procedure Overview

This procedure sets out how issues in relation to academic standing, progression and Exclusion are managed at the University.

4 Procedures

4.1 Academic standing and progression for Non-Award and Coursework Programs

4.1.1 Satisfactory academic standing

In order to have satisfactory academic standing, Students enrolled in a Non-Award Program and undergraduate Students must maintain a Grade Point Average (GPA) of not less than 3.00, and postgraduate Students must maintain a GPA of not less than 3.50. A Student with satisfactory academic standing in a program will be allowed to continue their study in that program.

In addition to 4.1.1, an International Student studying in Australia on an Australian Student Visa must pass more than 50% of the Courses in which they are enrolled for each teaching period in order to maintain satisfactory academic standing.

Students enrolled in a Non-Award Program studying English Language Intensive Courses for Overseas Students (ELICOS) are not GPA eligible and therefore must successfully pass each Course in which they are enrolled for each teaching period in order to maintain satisfactory academic standing.

In order to have satisfactory academic standing, Students enrolled in the Head Start or Indigenous Higher Education Pathways (IHEP) programs must not fail more than two Courses. Students who fail more than two Courses will not be permitted to apply for subsequent Courses within the Head Start or IHEP programs.

A Student normally should have a status of satisfactory academic standing in a program in order to be eligible to graduate from that program.

4.1.2 'At Risk' academic standing

The University recognises that whilst undertaking study, a Student's academic performance may fluctuate due to a range of factors, placing the Student 'at risk' of losing their satisfactory academic standing.

Students enrolled in a Non-Award Program and undergraduate Students who have a GPA of less than 4.0 and postgraduate Students who have a GPA of less than 4.5 will be considered at risk of not maintaining satisfactory academic standing and will be considered to have a program status of 'at risk'.

The University will provide Notice to those Students considered 'at risk'. The Notice will provide the Student with references to sources of assistance where help can be sought to address academic and other issues.

4.1.3 Conditional academic standing

The program status of conditional academic standing for Domestic Students and those International Students not studying in Australia on a Student Visa will not be activated until the Student has been given Final Grades for Courses equivalent to three Units.

Students will not have satisfactory academic standing and will be considered to have a program status of 'conditional academic standing' where one or more of the following apply:

  • they have a GPA of less than 3.00 in a Non-Award or undergraduate program
  • they have a GPA of less than 3.50 in a postgraduate program
  • they enrol in the same Course for the third time
  • they have failed 50% or more of their Course load in each semester across any two semesters in 2020.

In addition, International Students studying in Australia on a Student Visa who fail 50% or more of the Courses in which they are enrolled for each teaching period, will be considered to have a program status of conditional academic standing.

Students enrolled in a Non-Award Program studying English Language Intensive Courses for Overseas Students (ELICOS) who fail a Course will be deemed to have a program status of conditional academic standing.

A conditional academic standing Notice will be sent to the Student.

The Student will have 10 University Business Days from the date of receipt of their conditional academic standing Notice in which to contact their Faculty to discuss and participate in an appropriate academic intervention strategy.

  • International Students failing to meet this requirement will be in breach of the Education Services for Overseas Students (ESOS) Act (2000) in accordance with Standard 8, Part B of The National Code of Practice for Providers of Education and Training to Overseas Students 2018 'Overseas Student Visa Requirements'.
  • A Student with conditional academic standing will only be allowed to continue their study in that program under such conditions as may be determined by the University and communicated to the Student.

Students placed on conditional academic standing who cancel their current program of study and apply for Admission to a new program, will have their conditional academic standing status transferred to their new program and will continue to be monitored in accordance with this procedure.

4.2 Academic standing and progression for Higher Degree by Research Students

Students are expected to make satisfactory progress in their studies. Satisfactory progress in research Courses will be reviewed by the Associate Dean (Graduate Research School) and the Graduate Research School (GRS) through the submission of regular Student progress reports. The GRS will allocate each Student a satisfactory progress, incomplete or fail Grade.

In addition, Students will be required to meet any milestones imposed by the University. Normally Students are required to successfully complete a Confirmation of Candidature process. The Confirmation of Candidature process is an important milestone that confirms a Student's progress towards the successful and timely completion of the Higher Degree by Research (HDR) program. It also provides for the academic development of the Student and an opportunity to review resources required for the research topic.

It is the Student's responsibility to confirm with their HDR supervisory team if there are discipline specific requirements relating to their candidature.

Oversight and guidance of the Confirmation of Candidature process is the responsibility of the Student's HDR supervisory team. However, it is the Student's responsibility to ensure that they prepare sufficiently and complete all requirements within the allocated timelines.

Confirmation of Candidature is to be undertaken in accordance with the process set out in the Higher Degree by Research Confirmation of Candidature Schedule, as subordinate to the Higher Degree Research Thesis Examination Procedure.

If it becomes evident that a Student is not making satisfactory progress, the GRS will implement performance management processes to address the situation. During this time the Student would normally be placed on conditional academic standing. An exception to this is cases where the Associate Dean (Graduate Research School) in consultation with the confirmation panel makes a recommendation that a Student who has attempted and failed Confirmation of Candidature be required to show cause why s/he should remain in the Academic Program without first being placed on conditional academic standing.

In addition, International Students studying in Australia on a Student Visa who fail 50% or more of the Courses in which they are enrolled for each teaching period, will be considered to have a program status of conditional academic standing.

Failure to submit a progress report or meet required milestones may result in a fail Grade and the Student being required to show cause why s/he should remain in the HDR program. Students who are unable to demonstrate why they should remain in the HDR program to the satisfaction of the GRS will be Excluded.

Students are not required to submit progress reports for Coursework Courses but must satisfactorily complete individual Assessment Items as outlined in the relevant Course specifications. Satisfactory academic progress in Coursework Courses will be reviewed by the relevant faculty section in accordance with these procedures relating to postgraduate Students, and in consultation with the GRS.

4.3 Exclusion Type

4.3.1 Excluded due to academic standing or progress

The University may Exclude a Student from a program or programs, if the Student:

  • has previously had at least one period of conditional academic standing in their current Academic Program and has not subsequently regained and/or maintained a status of satisfactory academic standing within an appropriate timeframe as determined by the University and failed 50% or more of their Course load in each semester across any two semesters in 2020; or
  • has failed to meet any special requirement/s imposed by the University as a condition of Admission/return to study or continuation in a program.

The University will send a Notice and request the Student to show cause as to why they should not be Excluded from a program or programs offered by the University if the Student:

  • is not maintaining satisfactory academic standing as defined by sections 4.1.1 and 4.2 of these procedures and would, at their current rate of progression, be unable to complete the program within the maximum time allowed; or
  • has failed a Course a third time.

Students who are asked to show cause due to academic standing or progress must provide documentation that shows that there were factors outside of their control which substantially contributed to their failure to meet the required academic progress to date, and that those factors would be unlikely to affect the Student's performance in the future.

Exclusion due to academic standing or progress will be applied where a Student and their conditional academic standing status are transferred to a new University program, however they satisfy the criteria specified within this section (4.3.1).

4.3.2 Excluded due to Research Misconduct

The University may Exclude a Student from an Academic Program in accordance with the Research Code of Conduct: Management of Potential Breaches Procedure and Student Research Misconduct Penalty Schedule

4.3.3 Excluded due to General Misconduct

The University may Exclude a Student from the University either for a specified period of time or indefinitely, where evidence of General Misconduct has been found.

The Student will receive a Notice of Exclusion and the process of Exclusion will be managed in accordance with Student General Misconduct Procedure and the Student General Misconduct Procedure Penalty Schedule.

4.3.4 Excluded from all programs

The University may Exclude a Student from all programs of the University if that Student has been previously Excluded two or more times.

A Student whom the University wishes to Exclude from all programs will be requested by the University to show cause why they should not be Excluded in accordance with the University's Student Complaint and Appeal Policy and its pursuant procedure.

A Student Excluded indefinitely will not be permitted to return to study in their program nor will they be allowed Admission to any other University program.

4.3.5 Process of Exclusion

Students Excluded from a program or all programs will receive a Notice of the University's Decision to Exclude them with a specified period of Exclusion.

An International Student studying in Australia on an Australian Student Visa additionally will be notified that the University intends to report their Exclusion to the relevant government department and of their right to Appeal this Decision within 20 University Business Days of receipt of the Exclusion Notice.

Where a Student receives a show cause Notice, the Student will have 20 University Business Days from the date of receipt in which to respond to the University. The Student's Enrolment will be maintained during this process.

A Student who does not reply within 20 University Business Days of receipt of their show cause Notice will be Excluded and have no right to Appeal this Exclusion. The Decision to Exclude the Student will be communicated by Notice.

A Student who has not been successful with the show cause process will have the right to Appeal the University's Decision to Exclude them in accordance with the Academic Appeal Procedure. Academic Appeals may be lodged using the Academic Appeal Form.

If a Student does not lodge an Academic Appeal within 20 University Business Days of receipt of their Notice that their show cause response has not been successful, the Student will be Excluded and will have no further right of Appeal.

If an International Student studying in Australia under an Australian Student Visa does not lodge an Academic Appeal within 20 University Business Days of receipt of their Notice that their show cause response has not been successful, they will be reported to the relevant government department responsible for immigration.

During the period of Exclusion, a Student will not be eligible for Admission to another Award Program offered by the University.

A Student who has been Excluded from a program may apply to the University to return to study in that program. Return to study is not automatic and Students will need to demonstrate that the factors which contributed to their Exclusion are unlikely to affect their future studies. Permission to return to study may be granted by the Executive Dean of the relevant faculty at the expiry of the Exclusion period.

Where a Student has been Excluded due to academic standing and their application for return to study is approved, the Student will be monitored closely for the relevant study period, in accordance with the conditions set out in 4.1 and 4.2 of these procedures.

A Student has the right to Appeal the Decision of the University not to allow them to return to study in their program in accordance with the Academic Appeal Procedure.

A Student who has been Excluded from a program may be graduated from a lesser Award in accordance with Award Eligibility and Graduation Policy. Where such a Student then applies for a return to study in the program from which they were Excluded, or to another program, they must do so in accordance with procedures set out in the Enrolment Procedures.

4.3.6 Period of Exclusion

The period of Exclusion will be as follows:

  • Unsatisfactory academic standing - the Exclusion period is 12 twelve months.
  • Research Misconduct - the Exclusion period will be determine by the relevant Decision maker in accordance with the Student Research Misconduct Penalty Schedule.
  • Student General Misconduct - the Exclusion period will be determined by the relevant Decision maker in accordance with the Student General Misconduct Procedure Penalty Schedule.
  • Indefinite - there is no expiry to Exclusion period.

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

Deputy Vice-Chancellor (Academic)

Responsible Officer

Pro Vice-Chancellor (Students)

Policy Type

University Procedure

Policy Suite

Enrolment Policy

Subordinate Schedules

Higher Degree by Research Confirmation of Candidature Schedule

Approved Date

12/4/2021

Effective Date

12/4/2021

Review Date

1/4/2017

Relevant Legislation

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

Higher Education Support Act (2003)

Information Privacy Act (2009)

National Code of Practice for Providers of education and Training to Overseas Students 2018

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 Code of Conduct Policy

Student Communication Policy

Student Complaint and Appeal Policy

Related Procedures

Academic Appeal Procedure

Admissions Procedure

Assessment Procedure

Enrolment Procedure

Higher Degree by Research Thesis Examination Procedure

Research Code of Conduct: Management of Potential Breaches Procedure

Student Academic Misconduct Procedure

Student Communication Procedure

Student General Misconduct Procedure

Related forms, publications and websites

Academic Appeal Form

Administrative Information for Higher Education Providers (AIP) Manual

Exclude Internal Form (restricted access)

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....moreA 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 unintenti...moreAcademic 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; submitting (for Assessment or review) work prepared by another person; 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 and Solicitation; offering or accepting bribes (money or sexual 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....moreAn 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.

Admission

The process of submission and assessment of applications for entry to study at the University....moreThe 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....moreThe 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....moreA sequence of study which leads to an academic qualification granted by the University and conferred by Council.

Course

The basic unit of study and assessment for which a Student may be awarded a grade, and may accumulate credit units towards completion of a Program....moreThe basic unit of study and assessment for which a Student may be awarded a grade, and may accumulate credit units towards completion of a Program.

Decision

A determination made by an Employee, contractor or other authorised delegate in the course of their duties on behalf of the University....moreA 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....moreA 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....moreProhibition from enrolling in a Course or a program for a specified period.

Executive Dean

For the purposes of these Policies and unless otherwise defined in a specific Policy, the term 'Executive Dean' means the chief executive officer of a Faculty....moreFor the purposes of these Policies and unless otherwise defined in a specific Policy, the term 'Executive Dean' means the chief executive officer of a Faculty.

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....moreA 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 by a Student which: is deemed to be serious in nature; and is a deliberate failure to comply with the specific provisions of the Student Code of Conduct; and/or is persistent or negligent behaviour in breach of the Student Code of Conduct; and does not constitute as Academic or Research Misconduct, including a breach in research or failure to implement the Research...moreBehaviour or conduct by a Student which: is deemed to be serious in nature; and is a deliberate failure to comply with the specific provisions of the Student Code of Conduct; and/or is persistent or negligent behaviour in breach of the Student Code of Conduct; and does not constitute as Academic or Research Misconduct, including a breach in research or failure to implement the Research Code of Conduct.

Grade (noun)

A Grade is a code that indicates the status of the Assessment of Student performance against the learning objectives of a Course....moreA Grade is a code that indicates the status of the Assessment of Student performance against the learning objectives of a Course.

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....moreA 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....moreA Student who is not an Australian citizen, a New Zealand citizen, an Australian Permanent Resident or the holder of an Australian permanent humanitarian visa.

Non-Award Program

A sequence of study which does not lead to an Award....moreA 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 Unive...moreA 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 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 P...moreBreaches of the University Research Code of Conduct and the 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.

Student

A person 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....moreA person 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.

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)...moreThis 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 'USQ' means the University of Southern Queensland....moreThe term 'University' or 'USQ' 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 USQ Enterprise Agreement, as well as any closure of the University either at one or se...moreThe 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 USQ 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

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

* This file is available in Portable Document Format (PDF) which requires the use of Adobe Acrobat Reader. A free copy of Acrobat Reader may be obtained from Adobe. Users who are unable to access information in PDF should email policy@usq.edu.au to obtain this information in an alternative format.