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Following results releases (finalised and deferred and supplementary), a report will be run by SEBS from Callista to identify all students who meet the criteria for a risk level and who will receive an academic progress notice. This report is often known as the Callista Extract.
We run two rounds of reports/extracts during each of the two review periods and this includes the following:
‘Level Indicator’ - The students' risk level determined by the criteria they have triggered.
'JSON' - Used to generate the risk level notification (for eSolution use only).
‘Has_previous_level2or3_outcome’ - Student triggered a risk level 2 or 3 in the previous review period and therefore may have triggered level 3 in the current period.
‘Rule Message Text’ - These triggers will appear in the students risk level notification. Note that students who meet the maximum course duration triggers and/or who failed to meet an enrolment condition and/or compulsory course requirement may not have any failed units or have interim results.
‘Percentage Failed’ - Calculated based on the number of credit points enrolled in and failed. Note that any grade changes entered after the extract was generated will not be picked up in the calculation, but updated grades do appear in the extract. A blank column indicates a student has triggered a compulsory course requirement or enrolment condition only, has pending results, or is at risk level 1.
‘Incomplete Result’ - Student has an incomplete result (WH, NS, DEF). These students are only included in the ‘final round’ extract if they have already met the criteria for a risk level and the risk level won't change when the interim results are released.
‘Unit Results’ - The students unit results in the current review period. A blank column indicates a student has triggered a compulsory course requirement or enrolment condition only in the current review period.
‘Has_Future_Passresult' - A 'Y' indicates that a student has failed a unit in the current progression period however the student has a pass result for that unit in a future teaching period. Both the fail and pass appear in the extract however the fail grade will not be considered a trigger.
The extract in the final round is generally the same however the ‘Level Indicator’ field includes where a risk level or criteria has been amended or where the risk level is not yet known. These are displayed as:
1-0, 2-0, 3-0 - This means that the student has triggered a risk level 1, 2 or 3 criteria at final results release but then the risk level has been removed in between rounds
1-2, 1-3, 2-3, 2-1, 3-1, 3-2 - Triggered a risk level 1, 2 or 3 criteria at final results release but then the risk level has been amended in between rounds e.g. a finalised grade was amended later.
1-1, 2-2, 3-3 - Triggers have been updated but risk level has remained the same
1/2/3-Undetermined - Triggered a risk level at final results release but grades have been amended to interim grades
Undetermined - Student has either all interim grades or mix of interim grades and pass results
The Education, Policy and Projects (EPP) team will review the report (‘Callista extract’) and check for any inaccuracies on behalf of faculties. The following shows you who is included in both rounds and some examples of what EPP checks.
all finalised results and the risk level is confirmed
interim grades (such as withheld, deferred or supplementary) but have already met the criteria for a level and the interim results won't affect the level (for example, the student has failed to meet a compulsory course requirement or a unit for the second successive review period).
EPP checks that:
All students have at least one fail grade unless they have triggered the maximum course duration criteria and/or failed to meet a compulsory course requirement and/or enrolment condition
No student has all interim grades
Level 1 students have failed less than 50% of the credit points for the review period
Level 2 students have at least one of the unsatisfactory academic progress triggers as per 2.4.1 of the policy
Level 3 students have failed to meet a compulsory course requirement and /or enrolment conditions in the review period (as indicated by the faculty) or have triggered one of the unsatisfactory academic progress triggers for the second consecutive review period
all finalised results and the risk level is confirmed (that didn’t appear in the main round)
interim grades (such as withheld, deferred or supplementary) but have already met the requirements for a level and the interim results won't affect the level
triggered additional criteria from the main round
changed their risk level (up or down) from the main round due to updates to their grades made by their faculty
interim results but at least one risk level at the time of the notice being sent
all interim or a mix of interim and pass results at the time of the notice being sent
EPP checks that:
Students to receive the standard risk level 1, 2 or 3 notice have at least one fail grade unless they have triggered the maximum course duration criteria and/or failed to meet a compulsory course requirement and/or enrolment condition
Students’ updated triggers against those in the main round where a risk level has been removed or revised i.e.
Students with 1-0, 2-0, 3-0 triggered a risk level 1, 2 or 3 criteria at final results release but the trigger/s have been removed in between rounds
Students with 1-1, 2-2, 3-3, 1-2, 1-3, 2-3, 3-2, 3-1, 2-1 triggered a risk level 1, 2 or 3 criteria at final results release but the triggers and the risk level (if applicable) have been amended in between rounds
Students with 1-1, 2-2, 3-3 triggered additional criteria but risk level has remained the same
Students with an undetermined risk level either have all interim or mix of interim and pass results
Students who have discontinued their course since results release have been removed.
All course locations included are in scope of the policy (e.g. no Monash South Africa students)
All students have a citizenship description.
Students who have discontinued their course since results release have been removed.
Students who have failed to meet a compulsory course requirement are still applicable where they have transferred to a new course since results release.
A compulsory course requirement that has not been met as indicated by a faculty belongs to a course as listed on the website
Enrolment conditions not met as indicated by a faculty relate to the correct course
Units repeated in a different teaching period but in the same review period that have subsequently been passed
Which extract will a student appear in?
Students allocated an academic progress risk level will appear in the Callista extract in one or both rounds. See this tool for which extract they appear in depending on the status of their results and which criteria they have triggered.
Advising EPP of students not meeting enrolment conditions and/or compulsory course requirements
For enrolment conditions (EC): Faculties will indicate in their register if students have not met an enrolment condition by the date specified by the Education Policy and Projects team (EPP) - we need these as early as possible, so two dates are provided, one nice-to-have date and one final deadline. These conditions must have been applied in the previous teaching period (unless the student took a period of intermission).
For compulsory course requirements (CCR): Faculties must communicate failure to meet a compulsory course requirement by the date specified by the EPP team. These CCRs must be listed on the compulsory course requirement webpage.
Include in your register any students with a course duration extension approved by the faculty dean or their delegate. This is so they don't receive an academic progress notice for not meeting maximum course duration requirements.
The EPP team will check the list and might request clarification or recommend that a student be removed. For example, if a student has a condition to only enrol in 12 or 18 credit points and enrolled in 24 but passed them all, they may not need to trigger level 3.
The EPP team will communicate these CCR and EC students to SEBS for entering into the extract/callista.
EC format in the extract: have failed to comply with academic progress enrolment conditions.
After results release the EPP team will send the callista extracts to faculties to review, this will include the EC or CCR trigger reported in step 1 and 2.
Students who have failed a compulsory course requirement or enrolment condition may also meet level 1 or 2 risk level criteria based on their original grades, but will trigger a level 3 email and need to complete My Academic Progress Response.
Checklist
Was the enrolment condition communicated to the student in the last review period? If not, it can’t be included
Was it entered into the register in the last review period? Check the register
Has the student failed a condition but passed all their units? If yes, a level 3 notice for this trigger may not be needed
Failed CCR - does the course and CCR match those on the website? Only these CCR can be considered. Has the student transferred course? If so, is the CCR still valid?
Students with any CCR/EC triggers who have interim results, will be included in the extract and may receive a further risk notice in the deferred and supplementary round once results are finalised.
We’ve reviewed your academic progress in your [insert course title i.e. ‘Bachelor of Engineering] for the [first/second] half of [insert year] and found that you:
We have identified that you have failed to meet the following compulsory course requirements:
[Compulsory Course Requirement listed]
This means you’ve met our criteria for risk level three. This level is assigned to students who must take immediate action to improve their academic progress.
CCR and EC
Level 3 email
We’ve reviewed your academic progress in your [insert course title i.e. ‘Bachelor of Engineering] for the [first/second] half of [insert year] and found that you:
failed to comply with the academic progress enrolment condition/s set by your faculty.
We have identified that you have failed to meet the following compulsory course requirements:
[Compulsory Course Requirement listed]
This means you’ve met our criteria for risk level three. This level is assigned to students who must take immediate action to improve their academic progress.
EC only
Level 3 email
We’ve reviewed your academic progress in your [insert course title i.e. ‘Bachelor of Engineering] for the [first/second] half of [insert year] and found that you:
Have failed to comply with academic progress enrolment conditions.
This means you’ve met our criteria for risk level three. This level is assigned to students who must take immediate action to improve their academic progress.
CCR/EC + level 1 criteria
Level 3 email
We’ve reviewed your academic progress in your [insert course title i.e. ‘Bachelor of Engineering] for the [first/second] half of [insert year] and found that you:
have failed one or more of your units ({unit codes (separated by comma)}).
We have identified that you have failed to meet the following compulsory course requirements:
[Compulsory Course Requirement listed]
You’ve met our criteria for risk level three. This level is assigned to students who must take immediate action to improve their academic progress.
CCR/EC + level 2 criteria
Level 3 email
We’ve reviewed your academic progress in your [insert course title i.e. ‘Bachelor of Engineering] for the [first/second] half of [insert year] and found that you:
Have failed 50% or more of your credit points in the last academic progress period
We have identified that you have failed to meet the following compulsory course requirements:
[Compulsory Course Requirement listed]
You’ve met our criteria for risk level three. This level is assigned to students who must take immediate action to improve their academic progress.
CCR/EC + level 3 criteria
Level 3 email
We’ve reviewed your academic progress in your [insert course title i.e. ‘Bachelor of Engineering] for the [first/second] half of [insert year] and found that you:
Have failed 50% or more of your credit points in the last academic progress period.
We have identified that you have failed to meet the following compulsory course requirements:
[Compulsory Course Requirement listed]
As this is the second consecutive review period that you’ve met our unsatisfactory academic progress criteria and you have also not met a compulsory course requirement and/or an enrolment condition, you’re now at risk level three.
This level is assigned to students who must take immediate action to improve their academic progress.
Withholding academic progress notices from students
Risk level triggers are set in policy, and faculties don’t have the discretion to change triggers and not send notices to students. There are typically no allowances to withhold notices from students, as academic progress is a critical process for both academic and pastoral care. We understand, however, that there may be extreme circumstances where a notice should be withheld and that this is mostly based on the impact a notice may have on a student's well-being.
To withhold a notice from a student, an exemption must be applied for and approved by Academic Board as the policy-approving body. To request an exemption from the policy, the ADE (or delegate) must submit the following before the results release date for semester 1 or 2 to the Director, Education Policy and Projects. They will submit the application to Academic Board on behalf of the faculty:
A Safer Community Unit assessment of the student’s case and advice from them on the potential impact of the notice on the students well being.
An outline of how academic and pastoral care support will be provided to the student at the end of the teaching period if they meet one or more of the academic progress unsatisfactory criteria in the policy (that otherwise would have been in the risk level notice).
An acknowledgement that withholding a notice in the review period will impact the students risk level in a subsequent review period and will limit the interventions your faculty can make in the future
