What is a Course Unsatisfactory Progress Committee hearing?
Understanding the Course Unsatisfactory Progress Committee 85KB
The University holds Course Unsatisfactory Progress Committee hearings at the end of each semester for undergraduate students. For graduate and postgraduate students, this may also happen at other times of the year and there are different guidelines for PhD students.
For coursework students the process usually occurs once the final results for a teaching period are released. Students may be identified as being at risk of not completing their degree in a timely manner if they fail to meet certain standards. These can vary somewhat between courses, however generally a student is deemed to not be progressing satisfactorily if:
- a student fails more than 50% of their course load in any one semester or teaching period;
- a student fails any subject twice.
In addition, there may be other course specific rules which define unsatisfactory progress such as:
- failure or multiple fails in particular compulsory subjects;
- multiple fails in a certain number of compulsory/optional subjects;
- failure in the teaching period following a student being identified as not having made satisfactory progress;
- failure to meet conditions placed upon enrolment as a result of a progress hearing.
When a student meets any of these criteria, they are notified of follow-up action which may range from a mandatory meeting with a course advisor to a formal Course Unsatisfactory Progress Committee hearing.
A number of issues can affect a student's progress, including the following:
- difficulty in making the transition to first year at university;
- personal problems including relationship breakdown, death or serious illness of a family or friend, or any other crisis of a personal nature which has significantly affected your ability to study;
- trauma such as being the victim of an assault;
- financial difficulties eg unable to afford study materials, having to work too much;
- housing problems;
- unsuitable study environment;
- external commitments such as family or carer duties;
- over commitment to extra curricular activities (ie sport, work etc);
- health problems, mental or physical;
- language or cultural differences;
- lack of motivation towards course – chose wrong subjects;
- poor study skills and/or exam techniques;
- anything which may have significantly hindered your ability to study effectively.
Often a culmination of a number of different issues has resulted in poor academic performance.
The university is aware of and sympathetic to the fact that a range of factors can influence students' ability to study effectively, however this is balanced against an expectation that students will prioritise their study to the best of their abilities while they are enrolled here. Consequently, if you put your case well and compellingly the first time you are called to a Progress Committee meeting, you will very likely be allowed to continue your enrolment. However, with each subsequent time, it becomes harder to make a convincing argument that things will improve in future. Therefore, it's imperative to use this opportunity to work out what's gone wrong and make some realistic plans to ensure that you will progress well in future.
Although some Course Unsatisfactory Progress Committee notification letters state that you can either make a written submission or attend a meeting, it is advisable that you do both. Think of the written submission as your script and as a way of taking the pressure off you to remember everything relevant to your situation in the meeting. The meetings are are usually over in five to 15 minutes, so it can be difficult to tell the committee everything about your situation during the meeting.
If you cannot attend your meeting because you will be overseas, you should take a lot of care with your written submission.
Preparing your written submission
Your written submission should be about a page long. The committee would like to know how your next semester of study will be different from the last one.
Your written submission should cover these points:
1) The reason/s why you did not do well.
2) What you will do to be more successful in your course in future, for example, work less and/or get help from University services such as the Academic Skills Unit, Disability Liaison Unit or Student Financial Aid.
3) What you would like the committee to allow you to do, for example, continue in your course, request leave of absence or reduce your study load.
If you can get letters of support, or documents that provide evidence of your situation (for example, medical certificates), attach them to your submission. You should make an effort to get supporting documents if you can.
Before writing the letter, it can be useful to clarify the issues with a staff member from the Advocacy Service.
Example letter to the Course Unsatisfactory Progress Committee
Unsatisfactory Progress Committee WordDoc 21KB
Preparing for a Course Unsatisfactory Progress Committee meeting
The meeting is not actually intended to be stressful but it is normal to feel nervous. The role of the committee is not to punish you, but to work out how and whether you can complete the course successfully. It is in your best interest to tell them as much as you can about what went wrong so that they can fully understand your circumstances. They will have a copy of your full academic record, your written submission and any commitments that you have made at previous meetings.
At the meeting there will be at least four staff from the faculty including three senior academic staff. You will be asked questions about your studies and your circumstances. You can bring someone with you for support but they are only allowed to speak with the permission of the committee. Meetings usually run for ten to twenty minutes but may be much shorter.
We suggest you:
- Prepare thoroughly before the meeting. The Student Union Advocacy Service can assist you.
- Have a friend, family member, volunteer peer support person or other support person attend the meeting with you. They can take notes, provide support, encourage you to say what you want to say, and debrief with you afterwards.
- Take a copy of your written submission to the meeting and highlight the important points.
- Dress as you usually do and turn off your phone before entering.
- Be prepared to wait outside the meeting room for a long time before you are called in to the meeting.
Generally the Committee will not tell you their decision on the spot. Usually you will be notified within three working days of the meeting.
Appealing the Outcome (Coursework students)
Advisors at the Student Union Advocacy Service can assist you to appeal a recommendation of termination of your enrolment at the Academic Board special meeting on unsatisfactory progress in courses. The service can also assist with other kinds of appeals. It is important that you get advice from the Student Union Advocacy Service if you want to lodge an appeal.
The Course Unsatisfactory Progress Committee may only make recommendations to the Academic Board. The Committee’s recommendation is not a final decision. If the Progress Committee recommends to the Academic Board that your enrolment is terminated (i.e. lose your place in the course), you can appeal before the Academic Board makes the final decision. The notice after the committee meeting of the faculty's recommendation to terminate your enrolment will tell you how to appeal.
Note that to appeal against other determinations from the Progress Committee, such as conditions placed on your enrolment, another process such as writing to the relevant Dean may be followed.
To appeal against a termination of enrolment recommendation, you will need to make a written submission to the the Academic Secretary, care of Central Secretariat. The appeal may only be based on the specific grounds that you have new information not presented to the original faculty committee, or that there was procedural irregularity or bias in the faculty's process.
As this appeal is the final avenue of appeal within the University, it is definitely worth seeking advice and support from staff at the Advocacy Service.
The Academic Board Student Progress Appeals Committee will hold a meeting to consider your appeal. You should attend to explain your circumstances. The hearing consists of three senior academics who are not from your faculty. A representative from your course will be present to explain the Course Unsatisfactory Progress Committee's recommendation. You will receive a copy of the submission to the Academic Board before the hearing.
Example letter to the Academic Board Appeal Committee
Academic Board Letter WordDoc 21KB
Advocacy Service Information Sessions
The Student Union Advocacy Service runs information sessions on the Course Unsatisfactory Progress Committee process. Contact the service on 8344 6546 for the dates or check the posters around Union House.
If you need advice or support, you can visit the Advocacy Service on the third floor office in Union House. The advisors can offer suggestions tailored to your individual situation, help you write your submission, refer you to support services and/or attend hearings with you as your support person. Drop in or phone the Advocacy Service on (03) 834 46546. You can also email suashelp@union.unimelb.edu.au
Peer Support is also available in some faculties—you can volunteer!
Bookmark & Share.
Posted Tuesday 5 February, 2008. Updated Wednesday 17 December, 2008.
