What is a Student Progress Committee hearing?

Most faculties within the University hold Student 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 however, 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 Faculties and according to specific course rules, 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 an unsatisfactory 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 faculty course advisor to a formal Student 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 – choosing wrong subjects;
  • poor study skills and/or exam techniques;
  • anything which may have significantly hindered your ability to study effectively.

Often it is not simply just one of these things, but a culmination of a number of different issues which has resulted in poor academic performance.

It’s important to realise that 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 really work out what’s gone wrong and make some realistic and achievable plans to ensure that you will progress well in future.

Although some Student Progress notices state that you can either make a written submission or attend a meeting, it is definitely 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 and mention everything relevant to your situation in the meeting. The meetings are routinely anywhere from five to 15 minutes long and rarely longer – so it can be difficult to get across all the detail of your situation in this context.

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.

You should cover these points:

  1. What the obstacles to progress were (for example, any of the issues listed above).
  2. What is being done to manage or remedy your situation (such as accessing support services such as the Language and Learning Skills Unit, counselling, reducing work commitments, etc).
  3. How your progress for the next semester will be different.
  4. What you would like the faculty to allow you to do. You can request leave of absence, a reduced study load, withdrawal from one of your degrees or to continue as normal.

Before writing the letter, it can be useful to clarify the issues with a staff member from the Advocacy Service. Remember, points 2 and 3 above are just as important as point 1, so make sure you think of realistic and achievable strategies.

Any documents or certificates which support your explanation should be attached to the submission.

Example letter to the Faculty Progress Committee

Unsatisfactory Progress Committee WordDoc 21KB

Preparing for a Faculty 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.

Prepare some notes with everything that you want the committee to know. Alternatively highlight the important points in your submission and take that with you. You may want to bring a friend for support, or plan to meet up with a friend afterwards to de-brief. In the meeting, your friend can take notes of the discussion and remind you of anything that you forget to say.

The meeting can run from five to 15 minutes. You will wait outside until called in to the meeting (often a lengthy wait). Dress as you usually do and turn off your phone before entering. Generally the Committee will not tell you their decision on the spot, but rather you will be notified within three working days of the meeting.

Appealing against a recommendation for termination of enrolment

The faculty may only make recommendations to the Academic board regarding termination of a student’s enrolment, it is not a final decision (except in the case of research higher degree students where the process varies). If the faculty 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, there is no appeal process for other determinations from the Progress Committee, only in relation to termination of enrolment. To appeal, 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 final, 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 the faculty will be present to explain the faculty’s recommendation. You will receive a copy of the faculty’s 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 (SUAS) runs information sessions on Student Progress Committees. 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!