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Alternative exits View
Can a student be awarded an alternative exit once they have been excluded?
No. A student cannot apply or be granted an alt exit after exclusion. As per course transfers that are not permitted unless the student successfully appeals the APC decision, a student should not be permitted to take an alternative-exit. This would have been available to the student prior to the APC decision or during the adjournment at the hearing.
If a student re-enrols at Monash at a later date, they still would not be eligible for an alt exit. In order for an alt exit to be granted, it has to be signed off from the Faculty - usually an authorised person at the course level. Therefore, even if the student was permitted to enrol in a new course, the original area would not approve an alt exit in the event a student was excluded from that course.
See our guidance document for more information.
Can a discontinued or course transferred student request an alternative exit later?
Usually yes, these students do not fall under the Regulations for a non-award (i.e. unlike a student that has been excluded who was made clear that they did have the option) and in most cases the faculty will reinstate the student in the system in order to award the alt exit.
Appeals and reviews View
Can a student complain about a Dean’s review of a decision to apply enrolment conditions?
If a student is unhappy with the dean’s review decision they should make a complaint to the Victorian Ombudsman as the internal complaints and grievances procedure (which then goes to the Student Ombudsman) does not cover any matters under part 4 of the Academic Board Regulations.
Interim grades View
Can a student have enforced intermission set as an enrolment condition?
Intermission cannot be an enrolment condition only a recommendation. See OGC's advice on enrolment conditions for more information.
Will a student who triggered academic progress in a review period who then takes a period of intermission in the next and fails a unit in the subsequent review period be picked up for unsatisfactory academic progress?
Students who receive a notice of unsatisfactory academic progress and subsequently take intermission, will have their academic progress recorded and taken into consideration in their next enrolled teaching period.
Can a risk level 3 student be referred to a hearing following a student's intermission (e.g. in 6 months time)?
Yes, it is permissible to hold the APC hearing later, there is no maximum time gap. However, clearly outline to the student which review period the hearing relates to (e.g. first review period of 2021). You may even wish to send the notice of hearing well in advance if appropriate to do so.
Is intermission due to COVID counted towards a students course duration trigger?
Yes. It doesn't count towards a student's maximum intermission allowance but the maximum course duration still remains. A student can usually have an intermission period of 12 months extended for COVID-related reasons.
Can a faculty member who referred a student to a course progression meeting chair the students APC if referred in a future review period?
Yes, provided the Chair considers themselves not be have any bias with that student. A student can also object if they wish to as per the Procedure.
Have referral meetings/vetting committees been removed under the updated Student Academic Progress Policy?
There is flexibility for faculties to determine who will be referring students to an APC as long as appropriate delegations are in place. The referrer (or anyone in the group of referrers) cannot then be on the APC panel so faculties will need to determine whether a senior academic is better placed at the referral meeting or on the panel. A decision of the APC is challengeable if the person making a decision doesn't have the appropriate delegations.
How do students send sensitive documents for an online hearing?
Documents can be sent electronically and encrypted (with a password provided to the intended recipient).
Can students keep their phones on to record a hearing or for language support and note taking?
Students should ask permission if they would like to keep their phone on and if permitted, considerations must be given by the student e.g. turn to silent.
Students must also request permission from the Chair if they wish to record the hearing.
How many course progression meetings must a faculty hold?
The number of meetings and student cohorts invited is at the discretion of the faculty based on resourcing.
See also course progression meetings
Can a student bring a support person to a course progression meeting?
Yes, a student can bring a support person if they wish - see 6.6 of the Procedure.
Risk level triggers View
How is the maximum course duration trigger calculated?
The maximum course duration is recorded in the Handbook for the year the student began their course. For academic progress purposes, any credit received for previous study is taken into consideration and a new maximum course duration is calculated.
For most courses, the maximum course duration is calculated as the number of years to complete the degree x2 +2.
If a student transfers from Course A to Course B, the commencement date of Course B is used to maximum course duration.
If a student is admitted to the same course, the new commencement date is used to calculate maximum course duration
Risk level triggers View
Student response tools View
Can students still submit their tool response after the 10 day deadline?
The My Progress and Support and My Academic Progress Response tools remain open after the deadline however their status in UniCRM will be as 'submitted late'. Faculties must take this into consideration when determining whether an intervention is to be applied.
A level 3 student submitting My Academic Progress Response late will be treated in the same way as a non-responder i.e. they are not eligible to attend an APC if referred, or appeal an exclusion (they can make a request to the dean for reconsideration only).
Who manages a students course discontinuation when they have selected option 3 of the My Academic Progress Response form (or at an APC hearing)?
Faculties must manage the discontinuation for risk level 3 as per their usual internal processes and students should not be directed to Monash Connect.
Can a student submit documentation to the tools?
Only My Academic Progress Response tool permits documentary evidence to be submitted. The purpose of My Progress and Support is for students to reflect on the areas in which they have struggled during the review period and receive customised recommendations rather than as a tool for providing documentary evidence. It does includes free text fields but with limited space.
UniCRM portal View
Student Academic Progress Policy View
What is the definition of a 'working day' and does this include mid semester break?
The definition of ‘working day’ in the Regulations is as follows:
working day means a day other than:
(a) a day that is a University holiday under Part 8 of the Monash University (Vice-Chancellor) Regulations; or
(b) in relation to an Australian campus, a Saturday or a Sunday or a day appointed as a public holiday in the whole of Victoria under the Public Holidays Act 1993; or
(c) in relation to an international campus, a day that is a public holiday in the place where that campus is located;
The mid-semester break would be ‘working days’ (excluding the weekend and public holidays)
What is the process for re-admitting excluded students?