Fact box

• Policy owner: Chair, Quality Assurance Committee
• Policy category: Academic: Academic Administration
• Policy status: Approved
• Approval body: Academic Board
• Endorsement body: Quality Assurance Committee
• Related policies:
  • Complaint and Grievance Resolution Policy
  • Exclusion from a Course or Subject Policy
  • Higher Education Monitoring and Moderation of Grades Policy
  • Micro-credentials Policy
• Last amended: 20th Dec. 2022
• Relevant HESF: 1.4, 3

Monitoring Attendance

Lecturers record electronically all student attendance in each face-to-face subject or unit. A student whose attendance falls below 85% of the projected attendance for the subject, without approval, is notified in writing by the lecturer and required to meet with the lecturer. Lecturers are advised to keep records of the advice and assistance they give students.

If a student's attendance has fallen below 80% but is at least 70% of the projected attendance for the subject, and the student has met and received approval from the lecturer regarding the circumstances for low attendance, the lecturer may allow the student to progress.

If a student’s attendance falls below 80% of the projected attendance for the subject, without approval, the lecturer informs the student, in writing, that they have failed the subject.

Monitoring Student Engagement

Prior to census date, AC will assess students to determine their course progress or engagement to make sure they are validly enrolled.

Engagement is defined as a student logging onto their LMS enrolled unit/subject page and/or attending class.

If a student does not show engagement prior to census date and AC (faculty and/or Student Support) cannot contact the student, their enrolment will be automatically cancelled.

Monitoring Course Progress

Course progress at the course level is monitored and reported by Program Directors (or equivalent). Following the Internal Monitoring of Grades at the end of each term/semester students are identified as:

1. Maintaining satisfactory course progress - no further action is required.
2.  At risk of failing to maintain satisfactory course progress – an Academic Progress Intervention Strategy is implemented. This is an ‘early warning notice’ and is an indicator of a student being at risk of unsatisfactory progress. Provisional Entry Students may have their enrolment excluded at this point (see the Provisional Entry Qualifying Period Policy).
3. Not maintaining satisfactory progress - a student may be excluded from a subject, unit or course – see ‘Exclusion from Subject and Course Policy’.

Intervention Procedure

If a student is identified as being at risk of failing to maintain satisfactory course progress, either following the Internal Monitoring of Grades or at an earlier point, they are sent an ‘early warning notice’ by the Head of Student Progression or a representative of the Student Progression team. This notice informs the student that they are being placed on an Academic Progress Intervention Strategy and must outline suggestions to:

• meet with Program  to discuss their progress;
• reduce their study load;
• take a leave of absence, if eligible;
•  receive academic study skills and/or language assistance;
• improve attendance;
• be placed in a suitable alternative subject or course of study;
• be referred to counselling/pastoral sessions to receive assistance with personal issues that are influencing their progress;

The student is also warned that they will need to improve their course progression to a satisfactory level to maintain their candidature. Failure to maintain satisfactory course progression may lead to the student being excluded from the course.

For international students, failure to maintain satisfactory progression may be reported via PRISMS, depending on the outcome of any appeals process. If their academic non-progress indicates a delayed completion date, AC will access PRISMS to issue a new CoE with revised completion date. A copy is placed on their student file and given to the student.

Students who are on an Academic Progress Intervention Strategy are to have their academic progress reviewed at the subsequent semester/term Internal Monitoring of Grades. At this meeting, students are to be identified as:

1. Successful Implementation: Student has made satisfactory course progress and is:

• informed of their removal from the Academic Progress Intervention Strategy.
•  allowed to enrol as per normal.

2. Unsuccessful Implementation: Student deemed to be not maintaining satisfactory course progress or has not met other requirements of the Academic Progress Intervention Strategy.

• The student is excluded from the award and not allowed to re-enrol. See ‘Exclusion from Subject and Course Policy’.

Appeals Procedures

Any student who wishes to lodge an appeal concerning any matter affecting their course progression or course attendance should follow the procedure referenced in the ‘Complaint and Grievance Resolution Policy’.

Where the student has provided a successful appeal, the Program Director (or equivalent) will decide whether an intervention strategy will be necessary for the student.

Transfer of a Course of Study

Domestic students wanting to change their course of study must complete the ‘Transfer of Course’ form on their Student Gateway.

International students who have not completed at least six months of their principal course must complete the online ‘Application for Release’ form. Refer to the International Student Policy for more information.

All students must ensure they meet the admission criteria and that the change will not preclude them from progressing in the intended course of study.