Accessibility Skip to Global Navigation Skip to Local Navigation Skip to Content Skip to Search Skip to Site Map Menu

Academic Progress Policy

Category Academic
Type Policy
Approved by Council, 14 December 2004
Date Policy Took Effect 1 January 2006
Last Approved Revision 31 July 2015
Sponsor Deputy Vice-Chancellor (Academic)
Responsible Officer Manager, Policy and Compliance, Academic Services
Review Date 31 July 2020

Purpose

Students attending the University of Otago are expected to perform to a satisfactory academic standard. The Academic Progress Policy is intended to provide a benchmark for students of minimal academic achievement and a transparent and equitable process for students with academic performance problems.

Students who are not achieving satisfactorily will receive specifically-targeted advice and assistance at an early stage, and the opportunity to be involved in planning their future study carefully with a Designated Adviser. However, if they fail to show improvement over a specified period of time, they will not be permitted to re-enrol.

Organisational Scope

The Academic Progress Policy applies to undergraduate study of papers from 100-level through to 400-level, with the exception of specialised undergraduate Health Science programmes which have exclusion clauses in their own regulations. It is applied to students transferring from other universities as if their previous study had been undertaken at the University of Otago.

Definitions

Conditional Enrolment - a special category of enrolment for students who have not made satisfactory academic progress and who are following a prescribed course of study.

Conditional Status - the designation for students who are currently enrolled under Conditional Enrolment or who will be enrolled under Conditional Enrolment next time they enrol in a course covered by this policy.

Designated Adviser - a nominated member of staff with appropriate expertise and knowledge, and authorisation to act as a Course Adviser and Course Approver.

Prescribed course of study - the papers in which a student enrols while under Conditional Enrolment, which are chosen by the student in consultation with a Designated Adviser, who also must approve the course of study.

Points enrolled for - the sum points value of papers enrolled for (papers from which a student formally withdraws are not included in this total).

Recommencing student – a student who has previously been enrolled at the University of Otago, but not within the last two years.

Satisfactory academic progress -  passing half or more of the points enrolled for in a calendar year.

Year - for the purposes of this policy a calendar year, which includes the Summer School, first semester and second semester enrolment periods.

Policy Content

1.   Summary

Students who fail to make satisfactory academic progress (i.e. pass half or more of the points enrolled for in a calendar year) will be placed on Conditional Enrolment.  In their next year of study, such students may enrol for a prescribed course of study only, and if they pass fewer than half of the points enrolled for, they will be suspended from the University for the subsequent two calendar years.

2.   Conditional Enrolment

(a)    Those students who do not pass half of the points enrolled for in a calendar year will be advised that they will be placed on Conditional Enrolment the next year they enrol.

(b)    In the next year in which they enrol, students placed on Conditional Enrolment will be required to consult a Designated Adviser and enrol for a prescribed course of study.

(c)    Each student placed on Conditional Enrolment will need to make formal application to enrol for a prescribed course of study.

(d)    The prescribed course of study will be approved by the Designated Adviser, taking into account the student’s previous academic record, disabilities (if any) and personal circumstances.  Usually no more than 54 points may be taken in each semester.  Part-time study is permitted. 

(e)    If a student placed on Conditional Enrolment has already been approved for Final Examination Only enrolment in one or more papers, the Designated Adviser may review that approval in consultation with the relevant Head(s) of Department. Such approval may be rescinded, if the Designated Adviser and Head of Department concerned consider that to be appropriate.

(f)    Disagreements that cannot be resolved between a student on Conditional Enrolment and the Designated Adviser will be referred to the relevant Pro-Vice-Chancellor for resolution.

(g)    The prescribed course of study may be reviewed after the first semester of the year under consideration.  Any changes to the prescribed course of study shall require the approval of the Designated Adviser, and restrictions as detailed in 2(d) above shall continue to apply.

(h)    If half or more of the points enrolled for in the prescribed course of study across the full year of Conditional Enrolment are passed, Conditional Status will be lifted.

3.   Suspension from Study

(a)    If fewer than half of the points enrolled for in the prescribed course of study across the full year of Conditional Enrolment are passed, the student will be suspended from the University for a period of two years.

(b)    Any Final Examination Only approvals granted prior to suspension, and still to be taken up, will be cancelled upon suspension.

(c)    A student suspended under the Academic Progress Policy may request a review of the suspension decision by the relevant Pro-Vice-Chancellor.  Such requests, supported by documentation as appropriate, must be made in writing to the Director, Academic Services within 14 days of the notification of suspension.  Late applications will be considered only in exceptional circumstances.

(d)    Students suspended under the Academic Progress Policy will be regarded as Recommencing Students if they register to return to study at the University of Otago after their suspension period. (For details on the admission requirements for Recommencing Students, see Clause 10.4 of the Admission to University Statute 2011.)

4.   Transferring Students and Subsequent Study

(a)    The provisions of this policy shall be applied to students transferring from other tertiary institutions, with the academic record of such students being assessed at the point of transfer and the Academic Progress Policy being applied as if the academic record were a University of Otago record.

(b)    Students suspended or excluded under the academic progress policies (or equivalent) of other tertiary institutions will not be permitted to transfer to the University of Otago until such time as that suspension has passed.

(c)    A student with Conditional Status who is permitted to enrol in a course of study at the University of Otago that is not otherwise covered by this Policy and who passes half or more of the points enrolled for in a calendar year shall have Conditional Status lifted.

Related Policies, Procedures and Forms

Contact for Further Information

If you have any queries regarding the content of this policy or need further clarification, please contact the Manager, Policy and Compliance on chris.stoddart@otago.ac.nz