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Procedure: Academic progress for holders of undergraduate scholarships

Purpose

To set out the University’s procedures for reviewing the academic progress of the holders of undergraduate scholarships.

Definitions

Appropriate level means the acceptable level of achievement for a scholar, being a Distinction average (with the average being across all courses taken in a particular semester), or the level of achievement specified in the conditions of award and offer letter where that level of achievement is other than a Distinction average.

Award means an undergraduate degree offered by the University.

Chair of the University Awards sub-group or Chair means the Dean of Students or other member of academic staff appointed as the Chair of the University Awards sub-group.

Combined program means a program leading to the award of 2 undergraduate degrees.

Conditions of award means the terms under which the undergraduate scholarship has been offered and accepted.

Course means a subject of scholarly study taught:

  • in a connected series of classes or demonstrations; or
  • by means of practical work, including the production by students of essays or theses or case studies or the attendance and participation by students in seminars or workshops.

Enrol includes re-enrol, and enrolment has a corresponding meaning.

Offer letter means the letter from the Registrar offering the undergraduate scholarship.

Probation means that the scholar continues to receive the scholarship payment but is on notice about the level of achievement.

Program means a course of study leading to an award.

Registrar means the head of the Division of Student Administration who holds the Secretariat to the University Awards sub-group.

Student means a student who is or was enrolled (as the case requires) in a program.

First Semester includes the Summer Session of that year (1 January to 31 March) and the Autumn Session (1 April to 30 June).

Second Semester includes Winter Session (1 July to 30 September) and the Spring Session of that year (1 October to 31 December).

Suspension means the temporary removal of all privileges of the scholarship.

Termination means the permanent removal of all privileges of the scholarship.

Undergraduate scholar or scholar means a recipient of an undergraduate scholarship.

Undergraduate scholarship or scholarship means any of the following as amended from time to time:

  • ANU National University Scholarship
  • ANU Region Scholarship
  • ANU National Merit Scholarship
  • ANU Honours Scholarship
  • Sir Geoffrey Yeend Honours Scholarship
  • ANU International Undergraduate Scholarship
  • ANU Malaysian Alumni International Undergraduate Scholarship
  • ANU Singapore Alumni International Undergraduate Scholarship
  • ANU Thai Alumni International Undergraduate Scholarship
  • Terrell International Undergraduate Scholarship
  • ANU Equity Accommodation Scholarship
  • National Indigenous University Scholarship
  • National Indigenous Merit Scholarship

University Awards sub-group means the sub-committee of the University Academic Quality Assurance Committee.

Procedure

  1. This procedure applies only to recipients of one of the awards outlined in the policy who first received their scholarship in or prior to 2013. All students who were first awarded their scholarship in 2014 or later should refer to the Level of Performance clause in their Conditions of Award for progress requirements.
  2. The University Awards sub-group has oversight of the ranking of applicants for the major undergraduate University scholarship schemes and other schemes as required, in accordance with allocations made by the Vice-Chancellor, and monitoring the level of academic achievement of scholars. The Dean of Students, as Chair of the University Awards sub-group, acts on behalf of the sub-group and has a delegation to:
  • approve offers of undergraduate University scholarships; and
  • suspend or terminate the tenure of undergraduate University scholarships where scholars have not achieved at the appropriate level.

Assessment of academic results of undergraduate scholars

  1. Academic results of scholars will be assessed by the Chair of the University Awards sub-group following the release of results at the end of each semester.
  2. The scholar is expected to perform at least at the appropriate level.
  3. All scholars whose results are not at the appropriate level, or whose results have deteriorated to the extent that the Chair is concerned the scholar’s performance will fall below the appropriate level, will be requested by a Notification Email to make an appointment for a meeting with the Chair.
  4. After meeting with the scholar, The Chair, taking into account the level of results and any other information available, will determine whether no action is to be taken or the scholar is to be issued with a letter which places the scholar on Permanent Probation.
  5. A Permanent Probation letter may be issued whether or not the scholar has previously received a Notification Email or had a meeting with the Chair.

Meeting with the chair

  1. The meeting is to advise the scholar that the Chair is concerned about the scholar’s level of results and that some form of remedial action is recommended to assist the scholar to achieve at the appropriate level to maintain the scholarship.
  2. The scholar will be advised that he or she is expected to take advantage of the range of support services available at the University to assist students and may be expected, at a later stage, to set out in writing the assistance sought and the steps taken by the scholar to improve the level of academic achievement.
  3. A scholar who is enrolled in a combined program and whose performance in one component is below the appropriate level may be asked to consider whether the combined program is the best choice and to consider the option of transferring to a different program.
  4. The outcome of the meeting will be issued in writing by the Chair.

Permanent probation

  1. Permanent Probation is notice to the scholar that he or she is being placed on probation to allow the scholar to continue to receive the scholarship whilst taking remedial action to improve the level of academic achievement.
  2. The scholar will be advised that he or she is expected to take advantage of the range of support services available at the University to assist students and may be expected, at a later stage, to set out in writing the assistance sought and the steps taken by the scholar to improve the level of academic achievement.
  3. A scholar who is enrolled in a combined program and whose performance in one component is below the appropriate level may be asked to consider whether the combined program is the best choice and to consider the option of transferring to a different program.
  4. Once a scholar has received a permanent probation letter, if the scholar has not achieved at the appropriate level at the end of any subsequent semester of the tenure of the scholarship, the Chair may immediately activate the ”Show Cause” process detailed below.
  5. The Permanent Probation letter will be issued by the Registrar.
  6. At the end of any semester on probation the Chair may determine that:
  • the scholar’s results are now at an appropriate level and the scholarship will be continued under the original conditions of award except that the scholar will remain on probation for the remainder of the scholarship; or
  • the scholar’s results are not at an appropriate level and that the scholar is to be asked to show cause as to why the scholarship should not be suspended or terminated.
  1. The Registrar will advise the scholar of the decision in writing and, where relevant, the scholar will be notified of the requirements of the Show Cause process.

Show cause why the scholarship should not be suspended or terminated process

  1. Where the Chair determines that the scholar is required to show cause at any time following the scholar being placed on probation, the payment of the scholarship for the next semester will be withheld until the Show Cause process has been completed.
  2. Where the Show Cause process is activated at the end of the first semester of the academic year, the scholar will have 20 days (unless a further period of time is allowed) from the date of the letter to submit a statement to the Registrar setting out the reasons why the scholarship should not be suspended or terminated.
  3. Where the Show Cause process is activated at the end of the second semester of the academic year, the scholar will have until close of business on the Friday closest to 14 January of the following year (unless a further period of time is allowed) to submit a statement to the Registrar setting out the reasons why the scholarship should not be suspended or terminated.
  4. The Show Cause statement should:
  • identify reasons for the scholar not achieving at the appropriate level and, where possible, include supporting documentation, such as medical certificates, or evidence of other serious factors that have affected performance;
  • set out the assistance sought and received and the steps taken to improve the level of achievement;
  • include a statement demonstrating why the scholarship should not be suspended or terminated (this may include a proposed study regime for achieving at the appropriate level or a proposal to transfer to a different program);
  • if the scholar is enrolled in a combined program, include reasons why the scholar should not be requested to agree to change enrolment to a single degree program in order to retain the scholarship;
  • be as detailed as possible.
  1. The scholar may also submit a statement written by another person to support the scholar’s Show Cause statement.
  2. The Chair will establish a sub-committee of at least two members of the University Awards sub-group to assist and provide advice to the Chair in the consideration of the Show Cause process.
  3. The Registrar will advise the scholar of the details of the meeting of the sub-committee to consider the Show Cause statement and that:
  • the scholar is entitled to appear in person at the meeting and may present an oral statement; and
  • if the scholar does not attend at the time and place fixed for the meeting, the meeting will proceed in the absence of the scholar; and
  • the scholar is entitled to be accompanied at the meeting by another person who may observe the proceedings but not act as an advocate unless expressly invited to do so by the Chair of the University Awards sub-group.
  1. The Chair of the University Awards sub-group, together with the sub-committee appointed by the Chair to assist in the deliberations, will consider the information provided by the scholar to the meeting, the Show Cause statement and any other matters or information considered relevant.
  2. The Chair’s determination, taking into account the advice of the sub-committee, may be that:
  • the scholarship be terminated; or
  • the scholarship be suspended for one semester and that during the period of suspension the scholar meet those conditions that the Chair considers appropriate; or
  • the scholar be permitted to retain the scholarship on the condition that the scholar agrees to change enrolment from a combined program to a single degree program (with the scholar remaining on probation for the remainder of the scholarship); or
  • the scholar be permitted to retain the scholarship under the original conditions of award and without the imposition of any additional condition except that the scholar will remain on permanent probation for the remainder of the scholarship.
  1. The Registrar will advise the scholar of the determination, including any conditions for the continuation of the scholarship or possible consequences of that determination, in writing.

Suspension

  1. A decision that a scholarship be suspended will have the consequence that, if a scholar does not meet the conditions set out in the letter notifying the student of the Show Cause determination, at the conclusion of the period of suspension the Chair will determine whether the scholarship will be suspended for a further semester or terminated. The Chair’s determination will specify which of these consequences, i.e. further suspension or termination, applies in each individual case. There will be no further Show Cause process after this determination.
  2. At the end of any period of suspension of an undergraduate scholarship the Chair of the University Awards sub-group either sitting alone or with the advice of a sub-committee of the University Awards sub-group appointed by the Chair (where the Chair considers it appropriate to establish a sub-committee) will consider the level of the scholar’s results in study undertaken during the period of the suspension and may determine:
  • that the achievement is at an appropriate level, and the suspension has been served and the scholarship will continue under the original conditions of award except that the scholar will remain on probation for the remainder of the scholarship; or
  • that the achievement is still not at an appropriate level but because the Chair is satisfied, having taken into account any information available, that there are mitigating factors that have affected the scholar’s performance and that there is a reasonable likelihood of the scholar’s performance lifting to the appropriate level, the scholarship has been suspended for a further semester; or
  • that the achievement is still not at an appropriate level and the scholarship is terminated.
  1. The Registrar will advise the scholar of the decision in writing.

Termination

  1. Where a scholarship has been terminated there is no further avenue for a request for the reinstatement of the scholarship. The scholarship payments will cease.

Appeal on procedural grounds against a decision of termination of scholarship

  1. If a student believes that there are procedural grounds to warrant an appeal of the Chair’s determination, the student may appeal in writing against the termination of an undergraduate scholarship to the Deputy Vice-Chancellor (Academic), which must be addressed to the Registrar.
  2. The application must be submitted within a reasonable period of time of the decision, normally within 20 days from the date of notice of the decision to terminate a scholarship following the decision of the Chair of the University Awards sub-group.
  3. The Deputy Vice-Chancellor (Academic), may inform himself or herself as he or she sees fit in order to determine the appeal on procedural grounds.
  4. The Deputy Vice-Chancellor (Academic) may:
  • decide to take no action; or
  • make any decision that could have been made by the Chair of the University Awards sub-group; or
  • refer the matter back to the Chair of the University Awards sub-group to review the process used in making the decision.
  1. The Registrar will advise the student of the decision in writing.
  2. The decision of the Deputy Vice-Chancellor (Academic), on an appeal on procedural grounds is final.

Information

Printable version (PDF)
Title Academic progress for holders of undergraduate scholarships
Document Type Procedure
Document Number ANUP_000597
Version 8
Purpose To set out the University’s procedures for reviewing the academic progress of the holders of undergraduate scholarships.
Audience Students-Undergraduate
Category Academic
Topic/ SubTopic Students - Assessment, Academic Progress & Appeals
 
Effective Date 20 Nov 2017
Review Date 31 Dec 2019
 
Responsible Officer Registrar, Student Administration
Approved By: Deputy Vice-Chancellor (Academic)
Contact Area Division of Student Administration
Authority