|Approved by||Council, 14 December 2004|
|Date Policy Took Effect||1 January 2006|
|Last Approved Revision||29 August 2018|
|Sponsor||Deputy Vice-Chancellor (Academic)|
|Responsible Officer||Manager, Policy and Compliance|
|Review Date||31 July 2020|
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 across their course of study 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.
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.
|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 has authority to 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.|
|Study Plan||For the purposes of this policy a document in which a student on Conditional Enrolment can detail previous impediments to satisfactory study, and outline plans to improve their academic performance.|
|Year||For the purposes of this policy a calendar year, which includes the Summer School, first semester and second semester enrolment periods.|
(a) The University sets minimum standards of academic performance.
(b) Students will be restricted in the number of attempts they may make to pass any given paper.
(c) Students who fail to make satisfactory academic progress across their course of study (i.e. who fail to 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. Repeating of Failed Papers
(a) 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-enrol in that paper.
(b) Enrolling for Final Examination Only in the paper concerned, or enrolling in a paper with a different paper code which is specifically intended for students repeating the paper concerned, shall count as an attempt in terms of clause 2(a).
(c) 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.
3. 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, which must include provision of a satisfactory Study Plan to a relevant Designated Adviser.
(d) A Designated Adviser may require a student on Conditional Enrolment to meet with them or make other suitable arrangements to discuss their Study Plan, and may make approval of the student’s course subject to such a discussion taking place.
(e) 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. Part-time study is permitted. The following restrictions will normally apply:
i. no more than 54 points may be taken in each semester, and no more than 18 points in Summer School.
ii. no timetable clashes will be approved, and
iii. permission will not be granted to enrol in any papers for which pre-requisites have not been met.
(f) 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.
(g) 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.
(h) 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(e) above shall continue to apply.
(i) 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.
4. 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 Manager, Policy and Compliance 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.)
(e) 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.
5. 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, contact the Manager, Policy and Compliance on firstname.lastname@example.org