Unsatisfactory academic progress first stage and final stage instruction

First stage instruction steps/actions

Process step/action

Responsibility

Time-frame

1. Notification to student of the academic intervention

The secretary of the program assessment board (or nominee) will contact each student identified as First Stage At Risk to:

  • advise the student that they have been identified as First Stage At Risk, on what grounds they have been identified, and the implications of this for their continuation in the program; and,
  • invite the student to confirm whether they wish to accept the opportunity for an academic advice interview

School academic progress administrator


Within 10 working days of finalisation of results

2. Academic Performance Improvement Plan (APIP) and academic advice interview

Schools may use either of the following two options to initiate the intervention strategy:



Academic advisors, academic progress administrators



N/A

3. Option 1: Create an APIP and send it to the student with an invitation to attend an academic advice interview:

3.1 Schools may choose to complete and send the APIP with the intervention strategy notification. In such cases students will still be entitled to have input to their APIP if they choose to attend an academic advice interview.

3.2 The notification must be made via the official RMIT student email account (supplementary forms of communication may be used). Evidence of the notification must be placed on the student file.

3.3 If the student does not confirm their intention to attend the academic advice interview within five working days of the school sending the invitation, the APIP that has been sent will be deemed to be accepted by the student.




Academic advisors, academic progress administrators




Students











Within 5 working days of the sending of the notification

4. Option 2: Create the APIP at the time of the academic advice interview:

4.1 Schools may choose to complete the APIP with input from the student at the time of the interview.

4.2 If students choose not to participate in an academic advice interview, the school will subsequently create an APIP without input from the student and send a copy to the student. This should be done normally at least five working days before the last date to add courses in the next teaching period to provide students with an opportunity to amend their enrolment where that is necessary, or where this is not possible, within the first four weeks of the next teaching period.

4.3 The APIP must be sent to the student via the official RMIT student email account (supplementary forms of communication may be used). The APIP must be placed on the student file.



Academic advisors, academic progress administrators

4.4 A copy of the APIP and any other documentation associated with the intervention strategy must be placed on the student file.

5. The academic advice interview

5.1 The purpose of the interview is to provide the student with an opportunity to identify barriers to satisfactory performance, contribute to the APIP, and assist in identifying the actions and strategies they should use to improve their academic performance in later teaching periods. It should also identify services available to support the particular needs of the student.


School academic advisers


Before the start of the next compulsory teaching period if possible.

Final stage instruction steps/actions

Process step/action

Responsibility

Time-frame

6 Requirement to show cause

6.1 A student who is deemed to be at Final Stage must be invited to ‘show cause’ why they should not be excluded from their academic program. This invitation must be made via the official RMIT student email account (supplementary forms of communication may be used). Evidence of the invitation must be placed on the student file.


Academic progress administrators


Within 10 working days of the finalisation of results

6.2 The show cause submission

6.2.1 The student is to provide the written submission within 10 working days of the date the invitation to ‘show cause’ was sent. The submission should explain and disclose all relevant issues and special circumstances which have impacted on the student’s academic performance and provide evidence that the student’s future academic performance will be satisfactory. Wherever possible, the show cause submission must be supported by relevant independent documentation. All documentation must be in English, or a translation into English by a NAATI accredited translator must be provided (except where the program is delivered and assessed in another language)


Student


Within 10 working days from sending the invitation to show cause.

6.3 Consideration of show cause submissions

6.3.1 The program assessment board, whose deliberations and records are confidential, will consider all timely submissions. In considering each submission the board must:

    • exercise academic judgement; and,
    • take into account the student’s overall performance in the program and any other relevant issues; and,
    • take into account any exceptional individual, compassionate or compelling circumstances (see Definitions section);
    • and comply with the RMIT University Privacy policy

Program assessment board


At scheduled meeting

6.3.2 Successful show cause submissions

Where the board determines that the student has made a valid case to be allowed to continue in the program (or where no submission has been lodged but the school believes there are valid grounds for the student to continue in the program), the school must manage the student in accordance with the provisions for First Stage At Risk identified above, and make a new academic intervention.


Program assessment board

Administrators

Academic advisors


Within 10 working days of determination

6.3.3 Unsuccessful show cause submissions

Where the board determines that the student’s ‘show cause’ submission has been unsuccessful it must notify the student via the student email account. This notice must:

address each of the issues and items of evidence presented by the student in their submission, and

state the reasons these were insufficient to warrant continuation in the program.


Program assessment board

Administrator


Within five working days of determination

7 Recommendation for exclusion

7.1 Where the program assessment board determines that a Final Stage student’s enrolment in a program should be cancelled because of established unacceptable academic progress, it will make a formal recommendation to the Dean/Head of School. The recommendation must identify the period of exclusion as 12 months.

7.2 Where the recommendation is supported by the Dean/Head of School, they (or their nominee) must notify the Academic Registrar of the decision to exclude. The notification must include:

  • student name and number;
  • a copy of the program assessment board decision to recommend exclusion including the reasons for the decision, the duration of the exclusion, and any conditions for readmission to the program;
  • a copy of any APIPs;
  • copies of all correspondence relating to the student’s academic progress

Dean/head of school

School academic progress administrator


By the Academic Registrar’s deadline for schools to make exclusion submissions for the relevant teaching period.

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