What is Unsatisfactory Progress?

Each semester the University is statutorily required to undertake a review of the academic progress of each student. This is to ensure that they are progressing through their course in ‘a timely manner’. This review takes place at the end of each semester for coursework students; for Research Higher Degree students, there is a different process, outlined at the end of this page.

The academic review process is governed by one of the University’s Statutes, (Statute 11.4 – Unsatisfactory Progress). There are also a number of policies and procedures outlining how this process is to be implemented. These are:

Information on how to appeal a decision of a Course Unsatisfactory Progress Committee is available midway through this page.

What happens if I receive a notice about Unsatisfactory Progress?

If you have received a letter from the University regarding your academic progress, this should be taken very seriously. The University is aware of and concerned about the range of factors which can influence a student’s ability to study effectively and this contact with you is designed to assist you to maximise your prospects of successfully completing your course.

The letter you have received should indicate if you have been invited to what is known as an “At Risk” meeting with a Course Advisor, or a full Course Unsatisfactory Progress Committee (CUPC) meeting.

Research Higher Degree students should see the end of this page for information regarding the relevant academic review processes.

If you remain unsure, contact us and we will advise you accordingly.

What is classified as At Risk? (only applicable to undergraduate coursework students)

Students will be identified as at risk where they:


  • Fail 50% or more of credit points attempted in the current teaching/grouped period for the first time; or
  • Fail a compulsory or core subject for the first time; or
  • Withdraw from all subjects in the current teaching/grouped period after the census date for the first time.

What is classified as Unsatisfactory Progress? (applicable to graduate and undergraduate coursework students)

Students will be considered to have made unsatisfactory progress when they:


  • Reach the maximum course duration, including any approved amendments (see Course Duration and Completion Policy (MPF1003)), without completing the requirements of the course in which they are enrolled; or
  • Fail to meet the conditions imposed on their enrolment by a CUPC or the Board; or
  • Withdraw after the census date from all subjects in the current teaching or grouped period for the second time; or
  • Are undergraduate students and:
    • fail 50% or more of credit points attempted in the current teaching or grouped period and the previous teaching or grouped period; or
    • fail any subject for a second time; or
    • have an ‘At Risk’ status and withdraw from a compulsory subject previously failed; or
    • have an ‘At Risk’ status and fail a compulsory or core subject; or
  • are graduate students and:
    • fail any subject; or
    • are enrolled in bachelor honours programs and fail to achieve an honours grade in any component of assessment where an honours grade is a requirement of the honours program.

Preparing a written submission

While the CUPC notice letter may ask you to prepare a written submission or attend a meeting, we strongly encourage you to do both to ensure that there are no questions left unanswered and you have the best opportunity to explain your situation. It is in your best interest to tell the committee as much as you can about what went wrong so they can fully understand your circumstances. However the crucial aspect to emphasise is what has or will change to improve your academic performance.

Your written submission should be about a page long and is a formal letter to the committee and should contain three main areas:


  1. The reason/s why you did not do well. Explain clearly and in detail the circumstances that have affected your studies. If you have supporting documentation or evidence then it is helpful to attach this.
  2. How are you addressing the circumstances that affected your performance? What steps are you taking to ensure you improve? These need to be achievable and realistic.
  3. What would you like the committee to allow you to do? For example, continue in your course, reduce your subject load to part time, or take a leave of absence.

Feel free to use our template letter to get started. Once you have drafted your letter, we are able to provide feedback on this before you submit it. If you send your draft response, a copy of your CUPC letter, and your student record (which should be sent to you along with your letter) to suashelp[at]union.unimelb.edu.au we will endeavour to get this back to you in time for you to submit it.

Example letter to the Course Unsatisfactory Progress Committee 27KB

Preparing for a CUPC meeting

The meeting is not intended to be a stressful experience, but it is normal to feel nervous. The role of the committee is not to punish you, but to establish whether you have the capacity to finish your course and assist you with any strategies to improve in following semesters.

The meetings are quite short, normally lasting anywhere from five to 15 minutes. You are allowed to take a support person in with you, and this can be a friend, family member, or one of our Peer Support Program volunteers. Your support person is only allowed to speak with permission from the chair of the committee, or if they are asked a direct question.

The committee will consist of at least four staff from the faculty; three senior academic staff and one experienced student advisor. You will be introduced to all members and given an opportunity to state your case. The committee will have a copy of your written submission, and a copy of your full academic record, so you will only need to address the main points, or include anything that you may have forgotten in your letter. The committee will then ask you questions if they require further information or have any concerns.

Understanding the Course Unsatisfactory Progress Committee Brochure 112KB

After the meeting

The committee will not tell you their decision in the meeting itself. You will be notified of the outcome by email and letter within three working days.

Possible outcomes

The Course Unsatisfactory Progress Committee may:


  1. Apply conditions to your enrolment or subject selection; or
  2. Suspend your enrolment for a finite period of time; or
  3. Terminate your enrolment.

You may be allowed to continue in your course with no restrictions, but the CUPC may also recommend actions for you to take, including getting support from Academic Skills, Counselling, or Disability Liaison. While these are only recommendations, it is in your best interest to take the advice of the committee as failure to do so may impact future decisions if you are required to attend a CUPC meeting again.

What if I want to appeal the CUPC decision?

If you are not happy with the outcome of the meeting, you are entitled to appeal the decision. This appeal needs to be based on at least one of the following grounds:


  • a procedural irregularity has occurred;
  • there is new information that could not have reasonably been provided at or prior to the decision, and that will probably have affected the decision made under this Statute; or
  • the decision was manifestly excessive, or unfair in the circumstances.

In your letter you must clearly state the grounds of your appeal, submit evidence to substantiate these grounds, and state the outcome that you seek. We strongly suggest seeking advice from us before submitting your letter of appeal.

To write an effective appeal letter you need to know why the CUPC made the decision that they did, as this is basically what you are arguing against. The Academic Board Appeals Committee Secretary can provide you with a copy of the report made by the CUPC outlining the reasons for their decision.

If your enrolment has been terminated by a CUPC, you will not need to request this. A copy of this report will be sent to you along with details about the appeal process.

To obtain a copy of this report, you need to email your request to the Secretariat Officer:
Mr Jeremy Cohen
acad-sec@unimelb.edu.au
03 8344 7529

When contacting Mr Cohen by email, you must use your university email account, include your student number and contact details, and the name of your course. We also suggest using the subject line: “CUPC Report Required.”

The University’s procedure for appeals to the Academic Board is set out in the following document: Appeals to the Academic Board Procedure (MPF1023) and detailed advice about the process can be found on the University Secretary’s advice page, Academic Progress Appeals. The University Secretary’s advice page has a ‘Letter of Appeal’ template that you can refer to as a model to get you started.

We strongly encourage you to contact us to discuss your appeal before you write to the University. To assist us to help you, please prepare the following four documents prior to your appointment with us: a draft letter of appeal; a copy of the CUPC report from Mr Cohen; the outcome letter or email sent to you after your CUPC meeting; and your Student Record (provided to you with your invitation to a CUPC meeting).

What to expect if you appeal

If the Academic Board is satisfied you have demonstrated one or more grounds for appeal, then an appeal hearing will be scheduled with the Academic Board Appeals Committee. You will be required to attend to explain the circumstances. You are able to take a support person to the hearing and we recommend you take an Advocate from the Advocacy Service as your representative.

Appeal hearings are set down for approximately 20 minutes, however they make take longer. They will be attended by three members of the Academic Board who are not from your Faculty/School. A representative from the Faculty will also be in attendance to answer any questions the Appeals Committee may have regarding the CUPC decision. They do not form part of the decision making committee.

The outcome from the appeal hearing will be provided to you in writing within five working days.

External appeals

The Academic Board is the final decision making body within the University. The only option available to appeal an Academic Board decision is through the Victorian Ombudsman. We recommend that you seek advice from us before contacting the Ombudsman.

International students and visa conditions

International student visas are issued subject to a number of conditions. Condition ’8202 – Meeting Course Requirements’ states that you must maintain satisfactory attendance in your course and course progress for each study period as required by your education provider. If the University decides that you have not made satisfactory academic progress and the outcome from the CUPC is to terminate your enrolment, the University must notify the Department of Education, Employment and Workplace Relations (DEEWR) and the Department of Immigration and Citizenship (DIAC).

This notification will result in the cancellation of your student visa and the requirement to leave the country. It may also affect your chances of obtaining another student visa to Australia for up to three years.

Therefore it is vital that all international students who are notified that they have not made satisfactory academic progress seek advice from us as well as International Student Services before determining a course of action.

For further information about how unsatisfactory academic progress can affect your visa, please contact International Student Services.

Research Higher Degree (RHD) students


As well as the process outlined in Statute 11.4 – Unsatisfactory Progress, the University’s PhD Handbook and MPhil Handbook set out the policy and procedures for reviewing a student’s academic progress and the conditions for termination of a student’s enrolment in a Research Higher Degree.

If you are deemed by your supervisor and department/school to have not achieved satisfactory progress, the University’s RHD committee may issue a warning. After a period of three months the committee will decide whether or not to recommend that your enrolment be terminated. Within a certain time frame, you may appeal against this recommendation. We provide individual advice to RHD students in this situation.

Need more help?

We are located on the Third Floor of Union House. During this very busy period it is preferable that you call or email and make an appointment rather than drop in so we can ensure you are assisted.

To make an appointment, please contact us on 03 8344 6546 or suashelp[at]union.unimelb.edu.au

Bookmark and Share Bookmark & Share. Posted Monday 18 June, 2012. Updated Wednesday 12 December, 2012.