Managing interim grades
Students at risk of, or demonstrating, unsatisfactory academic progress are sent a risk level email at the end of each academic progress review period. There are two rounds of notices depending on when the students' results are released or if a grade is amended after result release.
- main round: within 10 days of results release for semester 1 or 2.
- final round: following deferred and supplementary assessment results release date (final round for the review period).
Two rounds of notices provides a consistent approach, a clear ‘cut off’ point for the review period, avoids multiple ongoing rounds of notification emails throughout review periods whenever results are amended and ensures purposeful support as early as possible to students with interim grades.
Students with interim grades will be managed as per the Student Academic Progress Procedure (section 2) and as outlined below.
Principles for sending notices to students with interim grades View
Students with an interim grade/s (WH, DEF or NS) are sent a notice in the main or final round to ensure the principle that students are provided support as early as possible is followed.
Students with interim results fit into one of the following cohorts:
- the student has met a risk level but the risk level won’t change when interim results are finalised (main round or final round)
- the student has met at least one risk level but they may meet the criteria for a higher risk level when the interim results are finalised (final round only)
- the student has 100% interim or a mix of interim and pass results and has not met a risk level. They may meet the criteria for a risk level at a later stage when the interim results are finalised, but the risk level will not be applied (final round only)
Managing students who trigger AP following interim results View
Students with interim results, where the risk level won’t change (see examples in table 1), will receive a standard risk level 1, 2 or 3 notice in the main or final round.
Table 1 - Examples of finalised interim results and the risk level won't change
Failed to complete LANTITE in the required timeframe or
Failed to meet the enrolment condition to only enrol in 18 CP
student has interim results pending
Student has triggered a risk level 3 for failing to meet a compulsory course requirement or an enrolment condition. The student could be subject to an academic progress intervention (eg. referral to a hearing and possible exclusion) provided the basis for any decision is failing to meet this trigger alone and not based on their academic record with pending interim results.
Students with interim results who have met at least one risk level (even though it may change) will receive a standard risk level 1 or 2 notice based on their results in the final round only (no notices will be sent to these students in the first round, because the risk level may change) - see examples in table 2.
Table 2 - Example of a student with interim grades and a risk level based on their finalised grades in the final round
Student has failed one unit and triggered risk level 1. The risk level may change to level 2 if they fail ENG1005. If the interim result has still not been finalised by the final round, a risk level 1 notice is still sent to ensure the student is still offered support as early as possible and the risk level is recorded.
Students with 100% interim results or a mix of interim and pass results at the time of the final round will not trigger a risk level. These students will receive a different academic progress support email (an ‘undetermined risk level’ notice). This email will not have a risk level, but the student will be encouraged to complete My Progress and Support to ensure their progress is acknowledged and they receive appropriate support at the earliest possible time.
These students' results will not be reviewed again centrally. The faculty can take the student's results into consideration in future academic progress review periods for the purposes of making recommendations or setting enrolment conditions, but a risk level will not be recorded in callista for that review period, even when the results are finalised at a later date.
Interventions for students with interim results View
Whenever the interim results are finalised, students listed in b and c above will not receive any further notices if they trigger the criteria for a risk level. The student’s risk level will remain the same as that in the final round.
Faculties can determine whether it is appropriate to provide additional support to at-risk students (e.g. course progression meeting, making recommendations), or in some circumstances, apply interventions if it is deemed to be beneficial to the student’s ongoing enrolment. The interventions must follow those in the Student Academic Progress Policy (sections 3, 4 and 5).
The dean or delegate may use their powers outlined in the Academic Board Regulations provisions (30(1)(a)) to set enrolment conditions, as appropriate or refer to an Academic Progress Committee (APC) hearing.
When setting interventions for students with interim results, consideration must be given to the timing and fairness of the intervention. For example:
- enrolment conditions must not be set after census date where the student cannot be reasonably meet the conditions
- in making a decision, an APC is required to consider a students ‘complete academic record’ (section 2.5 of the Academic Progress Committee Procedure). This includes all units on the student’s academic record, including those with interim results, current enrolment in the teaching period and those with finalised results.
- before referring a student to an APC hearing and/or making a decision at such a hearing, consideration must be given as to whether an APC is able to make a fair and proper judgement because interim results remain unfinalised for that review period.
- when a student triggers a risk level 3 at the final round and where the following teaching period has already commenced, consideration whether an APC hearing is necessary and appropriate in the circumstances. A faculty may wish to consider whether a course progression meeting and the imposition of enrolment conditions may be more appropriate for students in these circumstances.
Where an APC has decided to exclude a student with interim and/or upcoming assessments in the current teaching period, the hearing record sheet must record that the APC took these matters into consideration in coming to its decision.
Faculties should consult with OGC in circumstances where the validity of any intervention or referral to a hearing might be challenged.
Table 3 - Example scenarios for where interventions may be applied by the dean outside an academic progress review period
the student had 100% interim grades after the final round for the first academic progress review period and they received an academic progress support notice with no risk level. After a few months the interim grades were finalised and the student has failed 50% of credit points for the review period.
At that time the faculty can decide to:
The faculty would not be able to refer the student to an Academic Progress Committee hearing as the student has not met the criteria for risk level 3.
No risk level will be recorded for the student.
The student triggered risk level 2 in the first academic progress review period. In the next review period, the student had 3 interim results and 1 unit with a failed result. The student received a risk level one notice.
After the end of the review period and after the final round of notices were sent, the student’s interim results were finalised as 100% fail grades. As this was after the review period cut off date, the student will not receive an updated risk level and the risk level will not be recorded in Callista.
The faculty can review the student’s academic progress (using the discretion of the dean) or leave the review until the end of the next review period. If it is determined that interventions should be imposed, enrolment conditions can be applied (if it is determined that these can be reasonably achieved) or the student can be referred to an Academic Progress Committee hearing. As the hearing is likely taking place during a new review period, the panel must consider any upcoming assessments for units the student is enrolled in.
Table 4 - scenarios for applying interventions to students with interim results
The student has all interim results at the end of the first review period and receives an ‘undetermined risk level’ notice. The interim grades are finalised late in the second review period and after the final round of notices resulting in fail grades. In the meantime, the student receives all pass grades for units undertaken in the second review period.
Where a faculty considers imposing interventions on the student based on the first period results, the faculty must consider the students complete enrolment and their unit results from the second review period first before determining a decision based on first review period results.
At the end of the final round, the student failed 50% of credit points and had 50% of units with interim results. The student receives a risk level 3 notice (for triggering an unsatisfactory academic progress criteria for a second consecutive review period).
A faculty considers referring the student to an Academic Progress Committee hearing based on the finalised grades. The faculty should be aware that any intervention may be subject to challenge if the decision makes any assumptions about the student’s interim grades. The student's full academic record must be taken into consideration when making a decision.
An appropriate intervention may be considered however following release of the outstanding results.