Progression for Programs delivered by Macquarie University International College

Progression for Programs delivered by Macquarie University International College

SUMMARY

The Progression Policy for Programs delivered by Macquarie University International College establishes the way in which Macquarie University will manage progress requirements for students enrolled in Macquarie University International College (MUIC). The Procedure provides further information on the actions required when monitoring and responding to progression of Students at MUIC.

POLICY

1     PURPOSE

This policy specifies the way in which Macquarie University will manage progress requirements for students enrolled in the Macquarie University International College (‘the College’).

2     BACKGROUND

Macquarie University International College programs of study are delivered under a teaching and learning model that differs significantly from the undergraduate and postgraduate programs delivered by the University. The intensive nature of the delivery model requires clearly articulated requirements for progression and the processes for supporting students.

3     SCOPE

This policy applies to all students undertaking studies at the Macquarie University International College.

4     DEFINITIONS

Commonly defined terms are located in the University Glossary. The following definitions apply for the purpose of this Policy:

At Risk: Students who have been identified by the College staff as unlikely to achieve Satisfactory Academic Progress in a unit or units of study during a Macquarie University International College Term.

Expected Duration of Study: The duration for the program of study specified in the CoE

eCoE: Electronic Confirmation of Enrolment – the document registered via the PRISMS database with the Department of Home Affairs to confirm a student’s acceptance into a particular program of study for a specified duration.

Intervention Strategy: The approach taken to support and assist students enrolled in the College identified as “at risk” meet satisfactory academic progress requirements.

Minimum Rate of Progress (MRP): The MRP is passing 50% or more of the units attempted in 2 or more terms.

PRISMS: The Provider Registration and International Student Management Systems – the database used to process information given to the Secretary of DET by Registered Providers.

Progress: Monitoring of a students’ progress across the duration of their program of study

Satisfactory Academic Progress: Successful completion of at least 50% of the study load undertaken during a Macquarie University International College Term. Successful completion at the College includes both a passing grade and fulfilment of the College attendance requirements.

Satisfactory Attendance: At least 80% of the scheduled contact hours for each unit in a term; and for international Foundation Program students at least 80% of the scheduled program contact hours in a term.

Term: A 7 week period of study at the College, which includes an examinations week, in which an entire unit of study is delivered.

Units: The units of study (also known as subjects) within a program of study, each worth a fixed number of credit points.

5     POLICY STATEMENT

To be successful in their program of study, students need to demonstrate that they meet the learning outcomes required in each unit.  These learning outcomes are set by the Macquarie University International College Sub-Committee of the Academic Standards and Quality Committee and are conveyed to the teacher through a moderation of assessments process, where a moderator is appointed to monitor the quality of the assessment tasks set and the marking of those assessments.

The following academic progress criteria are provided to facilitate the progression of students within and between the College programs of study.

Minimum rate of Progress (MRP)

The MRP is passing 50% or more of the units attempted in 2 or more terms.

Satisfactory Academic Progress

The University will reliably and efficiently monitor the academic progress of students, and have systems in place to promote the early detection and support of students who are at risk of not making satisfactory progress.

Students ‘At Risk’

A student may be deemed to be at risk of not making satisfactory academic progress if they:

  1. During a term:
    • fail to submit assessments
    • fail to meet participation and/or homework requirements
    • receive low grades in ongoing formative and summative assessments including in-class tasks and mid-term assignments and exams
    • fail to meet the satisfactory attendance requirements
  2. At the end of a term:
  • fail to successfully complete 50% or more of their study load for a term
  • fail the same unit twice
  • fail to re-enrol after an approved study break
  • withdraw more than twice from any unit
  • fail to undertake an enrolment load that will enable them to complete their program of study within the requirements of this policy.
Supporting students - Intervention Strategy

The University will support students to achieve academic success.  The University has in place an intervention strategy to assist students enrolled in the College identified as “at risk”.  In accordance with Standard 10 of the National Code, the intervention strategy specifies:

  1. procedures for contacting and counselling identified students
  2. strategies to assist identified students to achieve satisfactory progress
  3. the process by which the intervention strategy is activated.

The intervention strategy will be made available to students and staff of the College.

Failure to Meet Satisfactory Academic Progress and Minimum Rate of Progress (MRP) Requirements

A Macquarie University International College student will be subject to exclusion if they have not met satisfactory academic progress requirements for 2 consecutive terms or if they have not satisfied Minimum Rate of Progress (MRP) requirements.

Domestic students

Any domestic student who has been identified as not meeting Minimum Rate of Progress (MRP) requirements will be issued with an Intention to Exclude letter and will have the opportunity to appeal prior to exclusion.

Students must continue to attend classes during the reporting and appeals process.

International Students

Any international student who has been identified as not meeting MRP will be issued with an Intention to Exclude letter and a Notification of Intention to Report to comply with Department of Home Affairs requirements. The following will apply:

  1. As stated in the Notification of Intention to Report, the student will have access to both an internal and external appeal process
  2. The student will be informed that they have 20 working days to submit an appeal against this decision
  3. The parents of students under the age of 18 will also be notified in writing. Consent must be given by students over the age of 18 for the University to notify their parents.
  4. The University will not report any international student formally to the Department of Home Affairs until the student has no further avenues of appeal available
  5. Once all avenues of appeal have been exhausted, the University will report the student’s enrolment as cancelled. A ‘Section 20’ letter will be issued to the student via PRISMS and placed on the student’s academic file.
Appeals

A student is entitled to appeal a decision to exclude. Appeals are considered internally by a Program Manager and College Director. Where an appeal is not upheld the student may request that the College Director undertake a further review.

1. Appeal to Program Manager

A student who has been notified of the University’s intention to exclude under this Progression Policy can appeal this decision.

The request to appeal the decision must be made in writing to the College and is to be addressed to the Program Manager. This request must be made within 20 working days of the student receiving the University’s intention to exclude. Any relevant supporting documentation must submitted at this stage together with the student’s appeal.

The following steps will then occur:

  1. A Program Manager will assess the written appeal and supporting documentation within 10 working days of its receipt.
  2. The student will be advised in writing of the outcome of the appeal within 5 days of the decision.

2. Review by the College Director

If the appeal is not upheld, the student is entitled to request that the decision be referred to the College Director for further review.

The request to review must be made in writing to the College within 5 working days of receiving the initial decision.

i. The College Director will assess the originally submitted written appeal and supporting documentation within 5 working days of its receipt.

ii. Following review by the College Director, the student will be advised in writing of the outcome of the review within 5 days of the decision.

3. External Review

After the internal right of appeal specified in this Policy is exhausted, a person in respect of whom a decision has been made may complain to the New South Wales Ombudsman about the decision under the Ombudsman Act 1974 of New South Wales.

Where a student has lodged or intends to lodge a complaint with the NSW Ombudsman, the student must notify the University of this within 4 weeks of the outcome of their appeal.

Exclusion

Where a student’s appeal is not successful, or the student chooses not to appeal, or the student has exhausted all avenues of appeal (including review by the College Director), or has not notified the University of their intent to lodge a case with the NSW Ombudsman, the University will exclude the student from the University for a period of not less than 2 academic years.

The student would need to formally re-apply for admission, in the prescribed manner, at the end of the Exclusion period.

The University will report any international student formally to the Department of Home Affairs when all avenues of appeal available have been exhausted. This may result in the cancellation of the student’s visa by the Department of Home Affairs. The student should contact the Department of Home Affairs to discuss their situation.

Years to complete

The number of years permitted to meet program of study completion requirements is listed in the table below. The completion date will be calculated from the date of the student’s initial commencement date in the program of study (period and year) stated on the student’s transcript.

Note, international students are required to study full time (unless approval has been granted for a variation of enrolment), and therefore the maximum time to complete will be related to the length of their student visa.

Course name

Enrolment Requirements (Study Load)

Program of Study Duration*

Intensive Foundation

2 core units

+

2 elective units

1 year or

6 terms

Standard Foundation

6 core units

+

2 elective units

18 months or

10 terms

Diploma

core units

+

Elective units

18 months or

  1. terms

*Program of study duration listed in the above table is the maximum time approved for a student studying without visa restrictions. International students must complete their program of study within the time indicated on their Confirmation of Enrolment (CoE) and in accordance with visa conditions.  This is defined as the prescribed period.

Applications for an extension of time

Students who fail to complete within the prescribed period and who can reasonably be expected to meet the program of study requirements within two additional terms (inclusive of any intervention strategies employed by the College and the student during the student’s study) may apply for an extension of time.

Each application will be considered on its merits and with reference to the student’s academic performance during the study period as well as any matters that warrant special consideration. In general the maximum extension of time that will be granted in any circumstance is between two (2) and four (4) terms, depending on the length of the program of study.

Applications for an extension of time must be made in writing to the College Director a minimum of four (4) weeks prior to the expiry of the student’s prescribed period (or within four (4) weeks of receiving results that indicate they will not finish within the prescribed period).

The application must include a letter outlining the reasons for the student’s inability to complete the program of study in the prescribed period and a current resume.

These documents will assist the College in assessing the application, and in particular the student’s ability to complete the program of study within any granted extension period.

Extension of Confirmation of Enrolment (CoE) for Student Visas

In accordance with Standard 9 of the National Code of Practice, an extension of the student’s CoE may only be granted by Student Advocacy where it is clear that the student will not complete the program of study within the prescribed duration, as specified on the CoE:

a.  If there are compassionate, compelling or extenuating circumstances:

Such circumstances are defined in Standard 13 in the National Code as “generally those beyond the control of the student and which have an impact upon the student’s course progress or wellbeing. These could include, but are not limited to:

  1. serious illness or injury, where a medical certificate states that the student was unable to attend classes
  2. bereavement of close family members such as parents or grandparents (where possible a death certificate should be provided)
  3. major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student’s studies; or
  4. a traumatic experience which could include:
    1. involvement in, or witnessing of a serious accident; or
    2. witnessing or being the victim of a serious crime, and this has impacted on the student (these cases should be supported by police or psychologists’ reports)
  5. where the registered provider was unable to offer a pre-requisite unit; or
  6. inability to begin studying on the course commencement date due to delay in receiving a student visa.”

b. If not completing is a result of a revised enrolment pattern due to the implementation of an intervention strategy for a student who was ‘at risk’ of not making satisfactory academic progress in the program of study, or

c. If an approved deferment or suspension of study has been granted and the variation will affect the prescribed period indicated on a student’s CoE, a new CoE will be issued via PRISMS. The reason for the issuing of the new CoE will be recorded in PRISMS.

The University will print the ESOS Act Section 20 notice that PRISMS generates, and will send a copy of the notice to the student and keep records of any meeting/contact with the student on the student’s academic file.

6     RELEVANT LEGISLATION

The Education Services for Overseas Students (ESOS) Act 2000

National Code of Practice for Providers of Education and Training to Overseas Students 2018 (National Code 2018), Standard 8, 9 and 10

7     KEY RELATED DOCUMENTS

Progression (MUIC) Procedure

Attendance and Study Load (MUIC) Policy / Procedure

8     NOTES

8.1

Contact Officer

Student Services Manager, Macquarie University International College

8.2

Implementation Officer

Student Services Manager, Macquarie University International College

8.3

Approval Authority / Authorities

Academic Senate (ResNo: 15/119)

8.4

Date Approved

30 October 2015

8.5

Date of Commencement

30 October 2015

8.6

Date for Review

October 2016

8.7

Documents Superseded by this Policy

Nil

8.8

Amendment History

15 May 2019 – Minor amendments to reflect new MUIC organisational structure and to provide clarity on the process for appeals and reporting.
22 March 2019 – Update to Relevant Legislation: National Code 2018 replacing National Code 2007
11 December 2018 – Amendment to remove reference to Macquarie University Student Ombudsman approved by Deputy Vice-Chancellor (Academic). Update to MUIC staff position titles, including Contact Officer and Implementation Officer, following management restructure.

PROCEDURE

1     PURPOSE

To provide an overview of the actions required when monitoring and responding to progression of Students at Macquarie University International College in accordance with the Progression Policy.

2     SCOPE

This procedure applies to all international and domestic students undertaking studies at the Macquarie University International College and comes into effect at the commencement of each term.

3     DEFINITIONS

Commonly defined terms are located in the University Glossary. Definitions specific to this Procedure are contained in the accompanying Policy.

4     RESPONSIBILITIES AND REQUIRED ACTIONS

Print version of Progression Flowchart (PDF)
Print version of Progression Appeals Flowchart (PDF)

Please click on each item of the flowchart to see more information.

If you have difficulty accessing this document please contact the Policy Unit policy@mq.edu.au or 9850 4791.

Progression MUIC Procedure Flowchart

Appeal Flow ChartIntervention Strategy Fact Sheet including extension, deferral,...Attendance and Study Load PolicyProgression PolicyProgression PolicyStudent ‘At Risk’ criteriaProgression Policy

MUIC Progression Procedure Appeals Flowchart

NSW OmbudsmanNSW OmbudsmanAttendance CalculationsAttendance & Study Load PolicyStudent ‘At Risk’ criteriaProgression Policy

5     RELEVANT LEGISLATION

Education Services for Overseas Students (ESOS) Act 2000

National Code of Practice for Providers of Education and Training to Overseas Students 2018 (National Code 2018), Standard 8, 9 and 10

6     KEY RELATED DOCUMENTS

Progression (MUIC) Policy
Attendance and Study Load (MUIC) Policy / Procedure

7     NOTES

7.1
Contact Officer
Student Services Manager, Macquarie University International College
7.2
Implementation Officer
Student Services Manager, Macquarie University International College
7.3
Approval Authority / Authorities
Academic Senate (ResNo: 15/119)
7.4
Date Approved
30 October 2015
7.5
Date of Commencement
30 October 2015
7.6
Date for Review
October 2016
7.7
Documents Superseded by this Procedure
Nil
7.8
Amendment History
15 May 2019 – Minor amendments to reflect new MUIC organisational structure and to provide clarity on the process for appeals and reporting.
22 March 2019 – Update to Relevant Legislation: National Code 2018 replacing National Code 2007
12 Feb 2019 – Minor amendment to Progression (MUIC) Procedure Flowchart / Progression (MUIC) Appeals Procedure Flowchart – removing text ‘within timeframe’ under Appeals / ‘within specified timeframe’ under External Review sections.
11 December 2018 – Amendment to remove reference to Macquarie University Student Ombudsman approved by Deputy Vice-Chancellor (Academic). Update to Contact Officer and Implementation Officer position titles following management restructure.
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