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Underload Policy: Monash College Supporting Procedures

Title of Parent Policy

Underload Policy: Monash College

Title of Supporting Procedures

Underload Policy: Monash College supporting procedures

Preamble

These procedures outline the circumstances where Monash College will allow a student to enrol in less than a 'full time' load in any study period including where:

  • There are compassionate or compelling reasons for reducing the load;
  • A reduced load is part of Monash College’s intervention strategy;
  • The student has only a few units left to complete and these do not constitute a full-time load;
  • Pre-requisites are not available in that study period
  • Monash College extends the duration of the student’s study where it is clear that the student will not complete the course within the expected duration, as specified on the student’s CoE

Monash College will ensure all students follow an enrolment pattern that will allow a student to finish within the expected duration of their Diploma studies.

Procedures

Where there is academic difficulty or extenuating circumstances, student’s seeking to underload will be closely monitored, recorded and assessed through the following means:

  1. Academic difficulty or extenuating circumstances will be identified by:
    • Student
    • Academic Progress Committee
    • Field of Study Manager
    • Program Coordinator
    • Learning Advisor
    • Student Advisor

  2. When academic difficulty or extenuating circumstances are identified by a student through self referral, an academic staff member or a Student Advisor, the student will be assigned to a Learning Advisor via the Learning Development Field of Study Manager in discussion with the relevant Field of Study Manager. The Learning Development Field of Study Manager will maintain a database of all students referred to a Learning Advisor and this database will be communicated via email to all academic staff by no later than Week 2 of any given Trimester.


  3. The student will be required to initially consult with the relevant Field of Study Manager who will liaise with the Field of Study Manager Learning Development to set up an appointment with a Learning Advisor. The Learning Advisor remains assigned to the student throughout the process of underloading. The assigned Learning Advisor will discuss the reasons for applying to underload. The Learning Advisor will also involve a Student Advisor if there are personal difficulties in addition to academic difficulty. The assigned Learning Advisor or Student Advisor will access MC Admin to retrieve student academic records and student notes to be used as supporting documentation for the underload application.


  4. Student is required to complete the underload application form and submit the application and all supporting documentation including a written statement from the student to Student Administration by the end of Week 3 of the Trimester. Supporting documentation may include:
    • A medical certificate from a medical practitioner and/or
    • A statement from a University counsellor or registered psychologist
    • A statement from an academic (eg. a Learning Advisor, Subject Coordinator or Field of Study Manager)
    • The written statement prepared by the student must explain their academic/extenuating circumstances and outline what assistance has been sought to improve the difficulty

  5. Student Administration will schedule an appointment block time for the student applying to underload to meet with an assigned Field of Study Manager, Learning Advisor or Student Advisor.


  6. Before an application to underload can be approved, the student submitting the application must meet with a Learning Advisor to develop a study plan. The Study Plan will be developed by the applicant in conjunction with the Learning Advisor. A signed copy of the original Study Plan is to be placed in the student’s file. Notes will be entered by the Learning Advisor into MC Admin for future reference. The Study Plan will be reviewed by the underloading student, Learning Advisor and Field of Study Manager no later than Week 11 of the Trimester.


  7. The application to underload is assessed based on the provision of supporting documentation and the underload application form. Where a student applies to withdraw from one or more subjects in a Trimester, the assigned Field of Study Manager will make a decision based on the evidence and supporting documentation provided. The original copy of the Study Plan will also be used to assist with the determination of a decision.


  8. If supported by the Field of Study Manager and the Study Plan, the application to underload is to be forwarded to Student Administration.


  9. When a decision is made, the Team Leader of Student Administration will check the applicant’s enrolment, course progression and withdraw the student from one or more subjects. The Team Leader of Student Administration will then update Callista ESOS notes and email the applying student confirming that the application to underload has been approved. When applications are not approved, Student Administration will convey this information via email to the assigned Field of Study Manager. The Field of Study Manager will convey this outcome to the student via email and where possible, in person or via telephone.


  10. All approved applications will be filed in the relevant student file.


  11. After the closing date for underload applications has passed, the Team Leader of Student Administration will send an electronic report of those students permitted to underload to the Deputy Principal Student Experience, Field of Study Managers, Subject Coordinators, Learning Advisors and Student Advisors.

Communication Strategy

Students will be informed of this policy through the following means:

  1. Inclusion of a statement regarding underloading in all Unit Outlines


  2. Induction during the Orientation program of each trimester


  3. Thorough training of all Field of Study Managers, Program Coordinators, Learning Advisors and Student Advisors in this policy, so it can be reinforced when students submit applications to underload


  4. Inclusion of the policy and procedures in the Student Resource Guide


  5. Inclusion on the Monash College Web site


  6. Dissemination to offshore providers for implementation, following the same policy and procedures.


  7. Written confirmation is defined as notification to the student’s current home address via registered mail or email to the student’s Monash email account