Identifying students 

What is the 'Callista extract'?

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:

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.

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

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:

  1. 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.
  2. 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).
  3. 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