What is the Academic Progress Policy?
Students attending the University of Otago are expected to perform at a satisfactory academic level. The Academic Progress Policy sets out a process for students who are not achieving satisfactorily.
Its purpose is to:
- Provide a benchmark for student academic achievement
- Identify students who are not achieving satisfactorily and provide specifically targeted advice and support to help improve their performance
- Maintain the high quality of University of Otago qualifications
The Academic Progress Policy operates over a two-year period and is administered by the Manager, Student Development.
Who does the Academic Progress Policy apply to?
The Academic Progress Policy applies to the following:
- All students studying from 100-level to 400-level, with the exception of specialised undergraduate Health Science programmes which have exclusion clauses in their own regulations
- Transferring students from other institutions as if their previous study had been undertaken at the University of Otago
- Students suspended under the academic progress policies (or equivalent) of other universities. Such students will not be permitted to transfer to the University of Otago until such time as that suspension has passed
What is conditional enrolment?
All students have their academic performance monitored each calendar year. When students fail to pass at least half of the points they are enrolled for in a calendar year, they come under the provisions of the policy and are placed on conditional enrolment.
To ensure students placed on conditional enrolment have the best chance of success, the following rules are applied to their study:
- No more than 54 points may be taken in each semester, and no more than 18 points in Summer School
- No timetable clashes will be approved
- Permission will not be granted to enrol in any papers for which pre-requisites have not been met
- Any previously approved Final Examination Only (FEO) enrolments may be cancelled
In addition to these rules, a student placed on conditional enrolment must provide a Back on Track plan before they can submit their papers for course approval. The Back on Track plan is available in their eVision portal.
It is recommended that students seek advice from a designated adviser of studies in Student Development. Advisers can help students set up for their study year and connect them to support services across campus.
What is the Back on Track Plan?
Students on conditional enrolment are required to complete a Back on Track plan in eVision. This will be reviewed by a designated adviser of studies from Student Development.
Paper selection for conditional enrolment students cannot be approved until their Back on Track plan has been submitted and approved.
The Back on Track Plan asks students to:
- Reflect on the circumstances that occurred during their previous year of study that led them to fail more than half of their points
- Identify what they are going to do differently in the coming academic year to improve their study and pass more than half of their points
- Identify support services they will use to ensure they have a successful year of study
The Back on Track plan is submitted in eVision. Students on conditional enrolment are directed to the Back on Track plan after adding their papers. After completing the Back on Track plan, students must submit for course approval.
What support do students have while on conditional enrolment?
There is so much support across the university. While on conditional enrolment a student will be assigned a dedicated Adviser from Student Development. This adviser will:
- Review and approve a student's Back on Track plan
- Assess their paper selection and provide course advice to ensure a student is set up for success
- Ensure students are aware of support services available and feel comfortable accessing this support
- Check in with each student during the semester to see how they are doing, helping with any concerns or opportunities that might arise
- Assess and approve any changes to a students paper selection and provide advice and support if they experience any challenges throughout the year
In addition to Student Development there are a range of teams available to help students succeed - Student Services
What happens after conditional enrolment?
If students pass half or more of the prescribed course of study in the Conditional Enrolment year, they will return to normal enrolment the following year of study.
If students on Conditional Enrolment pass fewer than half the points of the prescribed course of study, they will be suspended from enrolment at the University for the next two years.
How does the Academic Progress Policy apply if I am transferring to Otago?
If you are transferring to Otago from another tertiary institution your academic transcript will be assessed as if you were an Otago student. This may have implications on the programme you can study.
Is it possible to repeat papers?
A student may attempt to pass a given paper no more than three times. A student who has failed a paper three times shall not be permitted to re-enol in that paper. Final Examination Only enrolments count towards the total number of times a student has taken a paper. So do papers that are restricted against each other (for example, STAT110 and STAT115 are considered the same paper in determining how many times a paper has been failed).
Withdrawn papers and passed papers do not count towards the total of a paper. During the first few weeks of semester each student taking a paper for a third time will be contacted by a Student Development Adviser for targeted advice and support.
How to seek approval for taking a paper for a fourth (or more) time
The Academic Progress Policy states that students can enrol in a paper for a maximum of three times. In exceptional circumstances, the Pro-Vice-Chancellor of the Division responsible for the relevant paper, or their nominee, may approve a variation to clause 2(a) and permit further enrolment in the paper.
If a paper is required for their degree, a student may request approval to enrol in a paper for a fourth time. Approval for this must be given by the Pro-Vice-Chancellor of the Division responsible for the relevant paper, or their nominee and is only awarded in exceptional circumstances.
FAQ for suspended students
Is there an option to request a review of a suspension under the Academic Progress Policy?
Students who have been suspended under the Academic Progress Policy are entitled to request a review of this decision (under clause 13.4 of the Admission to University Statute 2011).
A formal request for a review of a suspension under the Academic Progress Policy requires a completed application form and independent supporting documentation.
We encourage students to seek support when completing a request for a suspension review. This may be a friend or whanau, or a university staff member supporting you, for example.
How to apply for a review of suspension?
To request a review of a suspension students must contact the Director Student Experience on student.development@otago.ac.nz requesting a review of their suspension.
A formal application form will be sent to the student to complete with details of what is required.
Completed applications, along with supporting documentation must be submitted together to:
Manager, Student Development
student.development@otago.ac.nz
What are the timeframes for requesting a review of a suspension?
At least four weeks are required for processing of these requests.
Students receiving the suspension notification in late November or early December have until 20 January the following year to submit a request for a review of their suspension.
Students that receive the notification at any other time have until 20 January in the year following their last year of study (i.e. studied in 2025 they must apply before 20 January 2026 or 14 days from the date they received the notification alerting them to their suspension the notification to request a review (whatever timeframe is longer).
Late requests may be assessed only in exceptional circumstances.
It may not be possible to commence study in a particular semester if a full application is not received with four weeks ahead a semester commencing.
How to return to study following a suspension
Students who wish to enrol at the University again when the term of their suspension expires, will need to reapply for admission to the University and will be required to meet the requirements at the time they apply.
Students who meet the requirements to return to study at the University after their suspension period will be placed on Conditional Enrolment in the year in which they recommence their studies.
We recommend students speak with Student Development about their options for returning to study.
Who are designated Advisers of Studies
The Designated Advisers of Studies, who students placed on conditional enrolment are required to meet with are based in Student Development.
Read the full Academic Progress Policy.
Who to contact with questions?
For advice on the Academic Progress Policy, please contact:
Student Development
student.development@otago.ac.nz