Receiving a notice of unsatisfactory progress

Revised process for first review period (7 Dec 2019 – 27 July 2020)

The processes on this page apply primarily to results from the second review period in 2020. If, in the first review period, you receive a fail grade for a unit or an NS grade, you’ll get an academic progress check-in email within 10 days of the results release date for semester one (rather than a notice of unsatisfactory progress).

The check-in email won’t include any details about risk levels or academic progress criteria, because we won’t be recording these details in the first review period. You will, though, be encouraged to use the My Progress and Support tool to access resources and support. Based on your responses, your faculty may require you to attend an online course progression meeting. At the meeting, the faculty can discuss your responses and make recommendations to you about your enrolment or access to support services.

If, after reviewing your progress, your faculty has any concerns, they may set enrolment conditions. In exceptional circumstances, you may be required to attend an Academic Progress Committee hearing.

If you meet one of our unsatisfactory progress criteria, or your progress is at risk of being unsatisfactory, you’ll receive an email at your Monash account assigning you one of three risk levels. The email will tell you why you’ve been assigned a risk level, what it means, and what you need to do.

Level one: Advice

You’ll be assigned risk level one if, during a review period:

Risk level one means you’re at risk of meeting the threshold for unsatisfactory progress.

If you’re assessed as being at this risk level, we’ll email you a notice of unsatisfactory academic progress (risk level one). The email will refer you to our My Progress and Support tool and support you can use to help identify any academic or non-academic areas you may need help with.

It’s important that you use the My Progress and Support tool to take advantage of the support on offer. If you have any further progress issues and are required to attend a hearing, the APC may take your previous involvement in the process into consideration when assessing your case.

Level two: Monitoring

You’ll be assigned level two if, during a review period:

  • you met one or more of the unsatisfactory academic progress criteria, but
  • you didn’t meet any of those criteria in your previous academic progress review period.

If you’re assessed as being at this risk level, your managing faculty will email you a notice of unsatisfactory academic progress (risk level two). This lets you know that you’ve been assessed as making unsatisfactory academic progress and that you’ll be required to complete My Progress and Support.

Based on your responses in My Progress and Support, you’ll receive recommendations of support services and resources for your specific circumstances. Your faculty will review your progress and may:

  • offer you a course progression meeting to help you select the right units in the next teaching period
  • provide options for a course transfer or an alternative exit.

If you’re invited to a course progression meeting, you can choose to bring a support person with you.

After you attend a course progression meeting, the faculty may recommend that you:

  • follow a course progression plan
  • reduce your enrolment load
  • seek counselling and support
  • seek assistance from an academic learning support service.

It’s important that you complete My Progress and Support and take advantage of the support on offer. If you have any further progress issues and are required to attend a hearing, the APC may take your previous involvement in the process into consideration when assessing your case.

Level three: Intervention

You’ll be assigned risk level three if, during a review period:

  • you meet one or more of the unsatisfactory academic progress criteria for a second consecutively reviewed academic progress period, or
  • you’ve failed to complete a compulsory course requirement, e.g. participating in placement or obtaining a compulsory certification, or
  • the dean (or delegate) determines that your progress is unsatisfactory.

If, based on results from the second review period, you’re assigned this risk level, your managing faculty will email you a notice of unsatisfactory academic progress (level three). This lets you know that your academic progress is being reviewed and that you may be asked to attend an Academic Progress Committee (APC) hearing.

The notice will be sent to you within 10 working days of the end of the academic progress period, and at least 10 working days before any scheduled APC hearing.

The notice will provide:

  • the reason(s) your academic progress is unsatisfactory, including the criteria used to assess your progress
  • information on the academic progress review process and the possible outcomes
  • the dates on which APC hearings may occur
  • any other relevant information.

You’ll be required to complete My Plan for Success.

My Plan for Success

My Plan for Success is a tool designed to help you show how you can plan to get your academic progress back on track. You’ll be required to complete this by a specified date.

In the plan, you’ll need to:

  • show that you understand that your academic progress is unsatisfactory
  • identify the factors that have affected your academic progress
  • detail the steps you’ll take (or have taken) to ensure your academic progress is satisfactory in the next academic progress period
  • explain why you should be allowed to continue with your course
  • show that you can successfully complete your course within the maximum duration.

You’ll also need to provide supporting documentation. If your supporting documentation isn’t available by the due date, let the faculty know when you’ll be able to provide it.

Supporting documentation

Supporting documentation must be in English or accompanied by a translation by an accredited translator (e.g. NAATI in Australia). You won’t have to provide original documents unless your faculty specifically asks you to.

If your evidence is of a sensitive nature, you can provide it in a sealed envelope to the APC chair through the APC executive officer.

Review outcomes

The managing faculty for your course will review your academic progress, including any information you provide about your circumstances in My Plan for Success. The faculty can then decide to do one of the following:

  • allow you to remain enrolled without conditions
  • set conditions on your enrolment
  • refer you to an Academic Progress Committee (APC) hearing.

If you’re allowed to continue with your course (with or without conditions), you’ll be notified by email (at your Monash account) within 10 working days of the decision.

In some cases, you can request a review of the enrolment conditions. See appeals and reviews.

Notice of APC hearing

If you’ve been referred to an APC hearing, you’ll be notified by email at least five working days before the hearing begins. The notice of APC hearing will tell you when the APC hearing takes place and what you need to know.

If you don’t respond to the notice of unsatisfactory academic progress (risk level three) (that is, you don’t complete My Plan for Success), you won’t receive a notice of  hearing and your academic progress will be assessed, and the outcome decided, at the hearing in your absence.

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