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Process,Tools and Templates

Process,Tools and Templates

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1. Identify students at risk - 3 levels View

About

Following results release for the review period, a Callista job will be run by SEBS to identify all students who meet an Academic Progress trigger.

The job will include all units with results release dates in the review period.

Who is involved

Student Education Business Services (SEBS)
Education Policy and Projects (EPP)
eSolutions

Process information

This includes guidelines and templates where applicable:

Glossary of Terms and Business rules for AP triggers
Student Academic Progress Tools User Access Form

2. Email students at risk View

About

Students who meet an unsatisfactory academic progress trigger will be sent an automatically generated email. The email will be sent 10 days after results are released for either semester 1 or 2.

Who's involved

Student Education Business Services (SEBS)
Education Policy and Projects (EPP)
eSolutions
Office of the General Counsel (OGC)

Process information

This includes guidelines and templates where applicable:

Receiving the student check-in emails
Archiving student emails process

Email templates for information only

Level 1 email template
Level 2 email template
Level 3 email template

3.Students complete My Progress and support tool View

About

Students with risk level 1 and 2 will be asked to complete My Progress and Support. Students at level 3 will be asked to complete My Plan for Success.

Who is involved

Students
Faculties
Monash University Malaysia
Monash Suzhou

Process information

Students complete My Progress and Support

My Progress and Support student website

Email templates

Confirmation of My Progress and Support submission

4.Assess student response View

About

Faculties can access students responses to My Progress and Support in the dashboard. Access is restricted.

Based on these responses and the student’s risk level, faculties can determine which students may benefit from attending a course progression meeting.

Who is involved

Faculties
Monash University Malaysia
Monash Suzhou

Process information

User Guide for My Progress and Support Dashboard
Weightings for students responses to My Progress & support tool
Reviewing student responses in My Progress and Support
My Progress and Support tool dashboard (restricted access)

5. Organise and conduct Course progression meetings View

About

Faculties can invite students to a course progression meeting to discuss their responses in My Progress and Support, their results and make any necessary recommendations.

Who is involved

Faculties
Monash University Malaysia
Monash Suzhou

Process information

Course Progression Meeting Process

Email templates

Inviting students to a Course Progression meeting (download)
Course Progression meeting outcomes (download)
Contacting non-responsive students to course progression meeting invite (download)

6. Convening an academic progress committee hearing View

About

Faculties can convene an academic progress committee hearing after the student has triggered risk level 3.

Who is involved

Faculties
Monash University Malaysia
Monash Suzhou
Education Policy and Projects (EPP)
Office of the General Counsel (OGC)

Process information

This includes guidelines and templates where applicable:

Email Templates

Notice of hearing (has submitted My Plan for Success (download)
Notice of Decision - Conditions and recommendations (if applicable) download)
Notice of Decision - Exclusion (download)
Notice of Decision - Recommendations only (no conditions) (download)
Notice of Decision - No enrolment conditions or recommendations (download)
Notice of Decision - Enrolment conditions - Level 3, no Academic Progress Committee hearing (download)
Notice of Decision - Enrolment conditions applied at any other time (download)

Other templates

Level 3 - My Plan for Success (download)
Hearing record (download)

Process information

Convening and conducting an Academic Progress Committee hearing
Callista training slides
Entering the outcomes in Callista
Responding to student exclusion appeals
How to support distressed student (remote hearing)
How to support a distressed student flowchart

7. Students apply for a review of enrolment conditions View

About

Students can apply for a review of enrolment conditions.

Who is involved

Faculties
Education Policy and Projects (EPP)
Pro Vice-Chancellor (Academic) (PVCA) / Deputy Vice-Chancellor & Senior Vice-President (Education) (DVCE)
Office of the General Council (OGC)

Process information

This includes guidelines and templates where applicable:

Process information

How students apply for review of conditions
Process for reviewing students request

Email templates

Notice of outcome decisions

Step 8: Compulsory course requirements and enrolment conditions for level 3 risk View

About

Students who breach compulsory course requirements will trigger risk level 3 and may be referred to an Academic Progress Committee hearing.

Who is involved

Faculties
Education Policy and Projects (EPP)

Process information

This includes guidelines and templates where applicable:

Non-compliance of enrolment condition and compulsory course requirement
Compulsory course requirements for academic progress risk level 3
OGC recommended approach for applying conditions on a student’s enrolment for academic progress processes

9. Application to the dean for reconsideration of exclusion View

About

Students who have been excluded but did not complete My Plan for Success by the deadline do not have the right to appeal, but may apply to the dean of the managing faculty for reconsideration.

Who is involved

Faculties
Monash University Malaysia
Monash Suzhou

Process information

This includes guidelines and templates where applicable:

Notice of decision - successful appeal (no re-hearing)
Notice of decision - successful appeal with enrolment conditions (no re-hearing)
Notice of decision - unsuccessful appeal (appeal dismissed, no re-hearing)
Notice of re-hearing
Notice of decision - unsuccessful appeal (deadline missed)
Notice of re-hearing decision - successful appeal