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  1. Governing policy

The Academic Progression Procedures (“procedures”) relate to the Academic Progression Policy.

  1. Purpose

These procedures outline how the Institution monitors student academic progress, determines academic standing and implements timely intervention and progress decisions. They support students to complete their courses within the expected course duration while ensuring fair, consistent and transparent decision-making in cases of unsatisfactory academic progress including circumstances where the Institution may approve variations to study load.

  1. Scope

These procedures apply to all students and staff of the Institution, except students enrolled in ELICOS courses, who are governed by the ELICOS Course Progression Policy.

  1. Course Duration

4.1 Students must complete their course within the expected course duration or an approved maximum duration. The expected course duration is outlined in the Letter of Offer and Written Agreement and, for international students, the Confirmation of Enrolment (CoE).

4.2 Maximum course completion is calculated from the first day of the first enrolled study period to the last day of the projected final study period, based on their chosen study load, either full-time or part-time. Full-time and part-time study patterns are defined in course accreditation documentation.

4.3 Where a student is granted credit, the maximum course duration is reduced on a pro-rata basis.

4.4 Where a student cannot complete within the expected or approved maximum course duration due to extenuating circumstances and can reasonably be expected to complete within up to two additional study periods (inclusive of any intervention strategies)) the student may apply for an extension in accordance with the Extension of Course Duration Procedures.

  1. Study loads

5.1 The normal full-time, increased and reduced study load requirements are outlined in section 5 of the Academic Progression Policy.

  1. Subject Failure

6.1 A student who fails the same subject twice is placed on “Probation” and must seek academic advice from the Program Manager prior to enrolling in the next study period.

6.2 A student who fails the same subject three times is excluded from the course.

6.3 Students repeating a subject are required to pay the full subject fee, including students repeating a Work Integrated Learning subject and High Academic Place recipients.

  1. Monitoring Academic Progression

7.1 The Support for Students Policy prescribes the support for both students at risk of failing to maintain satisfactory academic progress and students that require additional non-academic support (e.g. mental health and wellbeing).

Early study period monitoring (informal)

7.2 Student’ academic progress is monitored at multiple points during each study period to support early intervention and formal progression decision making.

7.3. Lecturers monitor attendance, participation, assessment submission and engagement during the first three weeks of each study period.

7.4 Indicators of early risk include:

  • poor attendance or engagement;
  • lack of participation in class or online activities; or
  • non-submission or failure of early assessment tasks or language skills.

7.5 The lecturer provides advice and encouragement to support improvement.

Mid-study period review (formal early intervention)

7.6 During the mid-study period (normally weeks 4-5), lecturers formally identify students at risk of not progressing satisfactorily  by completing the relevant form in the learning management system and indicating any existing interventions currently in place if applicable. Identified students are referred to the Student Success Centre (SSC).

7.7 The SSC contacts students, offers targeted support and shares this information with Program Managers.

7.8 Advice to the student from the SSC may include referring students to specialist support areas such as the:

  • Academic and literacy support
  • study and time management skills;
  • numeracy support;
  • English as a second language support;
  • wellness support;
  • access Plan for students with disabilities, including students with neurological conditions
  •  academic advice from the Program Manager; or
  • Peer Assisted Learning (PALS) program for less formal subject specific support coordinated by the Student Success Centre.

7.9 Students are expected to engage with the recommended support strategies.

End of study period review (formal academic standing review)

7.10 At the end of each study period, and after grades are finalised, the Board of Examiners determines each student’s academic standing based on:

  • subjects successfully completed in the current study period; and
  • the student’s academic standing at the end of the previous study period.

7.11 The criteria for determining levels of academic standing are detailed in Table 1.

7.12 Where a student is identified as not being in good academic standing, the Institution notifies the student in writing and advises them of the applicable intervention strategies.

7.13 Intervention strategies include, but are not limited to:

  • targeted academic or literacy support;
  • wellbeing or disability-related support and referral to external agencies;
  • reduced study load;
  • specified enrolment conditions (e.g. attendance participation requirements, etc.);
  • compulsory subject(s) to be taken in the next enrolment period (e.g. repeating a subject);
  • structured study plans; or
  • other appropriate measures.

Notification to Students

7.14 Students identified at risk of not achieving satisfactory academic progress, are notified in writing by Student Services of their level of academic standing and required actions within 10 working days of the Board of Examiners decision. The Student Success Centre provides outreach to students identified in need of additional support. Outcomes and communications are recorded in the student management system.

7.15 International students are informed of the risk of having their student visa cancelled by the Department of Home Affairs (DHA) if they do not maintain satisfactory academic progress.

7.16 Students who are not satisfied with an academic progression outcome may lodge a complaint in accordance with the Complaints and Appeals Policy.

  1. Suspension of Enrolment

8.1 Students who fail to meet academic progression requirements for three consecutive study periods are normally suspended from enrolment for two study periods as determined by the Board of Examiners. Students have a right to resume their studies in the same course at the end of the suspension period.

8.2 Students must agree to an intervention strategy and study plan with their Program Manager (or delegate) before their return to studies.

8.3 Returning students are placed on “Probation” for the first study period after suspension.

  1. Suspension and Cancellation of Enrolment

9.1 The Board of Examiners may decide to suspend a student from a course if they:

  • fail to meet academic progression requirements while on Probation following suspension;
  • fail to meet academic integrity requirements while on Probation following suspension; and/or
  • fail the same subject three times.

9.2 Refer to Table 2 in the Suspension and Cancellation Procedures for the exclusion periods related to suspending or cancelling student enrolments.

9.3 Students subject to exclusion are issued with a Notice of Intention to Cancel Enrolment (domestic students) or a Notice of Intention to Report (international students) by Student Services on behalf of the Registrar.

9.4 These notices provide students with information about how to request a review of the decision by lodging a complaint, which must be done within 20 working days in accordance with the Complaints and Appeals Policy.

9.5 All students who have been excluded and had their enrolment cancelled due to unsatisfactory course progress are not permitted to re-enter the Institution in same or another course for a period of two years.

  1. International Students

10.1 International students are reported to the Department of Home Affairs (DHA) for unsatisfactory course progression through PRISMS. A student’s enrolment is not cancelled until:

  • the 20 working days complaint period has elapsed without action by the student; or
  • where applicable, the internal appeals processes are complete and supports the decision to exclude; or
  • if the student lodges an external appeal, the external review process is complete and supports the decision to exclude. Students must inform the Institution within 10 working days after receiving the outcome of their internal appeal of their intention to appeal externally to the National Student Ombudsman.

10.2 The Institution may extend an international student’s course duration and issue an updated CoE where extenuating circumstances or an approved intervention strategy to improve academic performance applies.

10.3 Students are responsible for contacting the DHA to determine any visa implications of their enrolment being cancelled or their course duration extended.

  1. Reporting

11.1 All academic progression decisions are recorded in the student management system by Student Services and Registry on behalf of the Registrar. Notifications to students are issued email.

Table 1: Levels of Academic Standing

Level of Academic Standing Definition Types of Action or Intervention
Good Standing (GS) Passed 51% or more of total credit points enrolled in the study period Issue “Good Standing” letter. No intervention required.
At Risk (AR) Passed less than 51% of total credit points enrolled in the study period Issue “At Risk” letter and outline the intervention strategy as determined by the Board of Examiners.
Conditional Enrolment (CE) Passed less than 51% of total credit points enrolled in two consecutive study periods Issue “Conditional Enrolment” letter outlining the intervention and imposed condition (if applicable) for re-enrolment in the next study period.
Suspension (SUS) Passed less than 51% of total credit points enrolled in three successive study periods Issue “Suspension of Enrolment” letter outlining the enrolment suspension period of two study periods as determined by the Board of Examiners.
Probation (PRO) Only applicable for students who have:

  • returned to study after the suspension period OR
  • Failed the same subject twice as per section 6 above.

If the student passes 51% or more of total credit points enrolled in the study period, the student is returned to “Good Standing”

If the student passes less than 51% of total credit points enrolled in the study period, the student is placed on “Exclusion”.

 Issue “Good Standing” letter and no intervention required.

OR

Issue “Intention to Report/Cancel” letter. See “Exclusion” level below
Exclusion (EXC) If the student returns from a suspension (and while on “Probation”), passes less than 51% of total credit points enrolled, the student is excluded

OR

Failed the same subject three times.

 Issue “Intention to Report” letter for international students.

OR

Issue “Intention to Cancel” letter to domestic students.

Both letters outline the two years exclusion period and the student’s right to lodge a complaint about the decision within 20 working days as per the Complaints and Appeals Policy and Complaints and Appeals Procedures.
  1. Related documents

Academic Progression Policy

Admissions Policy

Admissions Guidebook

Assessment Policy

Change of Study Load Procedures

Complaints and Appeals Policy

Complaints and Appeals Procedures

Grading Policy

Student Review of Assessment Results Procedures

Suspension and Cancellation Procedures

  1. Version history

 

Summary of changes Approved by Approval date
Moved study load limits from the procedures into the policy;

Updated normal full-time study load limits for both undergraduate and postgraduate – students can do no more than four subjects and no less than three subjects per study period;

Removed the “accelerated” study load limits;

Changed ‘overload” terminology to “increased load”;

·Reiterated reduced study load requirements;

Various revisions to improve clarity

Suspension and cancellation of enrolment conditions added to the procedures and a cross reference added to the new table in the Suspension and Cancellation Procedures;

For Study Abroad students, academic progression requirements apply. However, study load requirements are governed by the approved course structures, meaning that these students can continue to do eight subjects a year rather than nine.

 

 LTC  2 July 2026