Business process for enrolment conditions and compulsory course requirements

  1. For enrolment conditions (EC): Faculties will indicate in uniCRM if students have not met an enrolment condition by the date specified by the Education Policy and Projects team (EPP). These conditions must have been applied in the previous teaching period.
  2. For compulsory course requirements (CCR): Faculties will need to communicate failure to meet a compulsory course requirement the date specified by the EPP team. These CCRs must be listed on the compulsory course requirement webpage.
  3. The EPP team will communicate these CCR and EC students to SEBS for entering into the extract/callista.
  4. SEBS will enter CCR and EC into Callista 
    1. CCR format in the extract: have failed to meet a compulsory course requirement.
    2. EC format in the extract: have failed to comply with your academic progress enrolment condition/s set by your faculty.
  5. After results release the EPP team will send the callista extracts to faculties to review, this will include the EC or CCR reported in step 1 and 2.
    • Students who have failed a unit that is subject to an enrolment condition must appear in the extract.
    • 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.
  6. Checklist
    1. Was the enrolment condition communicated to the student in the last review period? If not, it can’t be included.
    2. Was it entered into the register in the last review period? Check the register
    3. Has the student passed all their units? If yes, a level 3 notice for this trigger alone is not needed
    4. Failed CCR - does the course and CCR match those on the website? Only these CCR can be considered.
  7. For interim results, students with any CCR/EC triggers that have any failed results when interim results are released, will be checked again by the callista academic progress job and the CCR/EC will be manually added back into the extract by SEBS.

Final results release

Email sent

Email text (subject to amendment)

CCR 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:

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:

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:

  • failed to comply with the academic progress enrolment condition/s set by your faculty.

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 (1-3)

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:

Due to the recent grading and results update, your fail grade(s) may not be recorded on your academic transcript (or count towards your GPA/CGPA or WAM) – but we still use these grades to determine your academic progress.

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 (2-3)

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:

Due to the recent grading and results update, your fail grade(s) may not be recorded on your academic transcript (or count towards your GPA/CGPA or WAM) – but we still use these grades to determine your academic progress.

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 (3-3)

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:

Due to the recent grading and results update, your fail grade(s) may not be recorded on your academic transcript (or count towards your GPA/CGPA or WAM) – but we still use these grades to determine your academic progress.

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.