Monitoring Academic Progress for Undergraduate Students

4.1  Identification of Students at Risk

Faculties must identify students at risk at the conclusion of each major teaching term. Where possible, students at risk will also be identified throughout the duration of a term by the lecturer, Course Coordinator or other relevant Faculty staff.

The Student Records Office, Student Administration will forward the names of students who have been identified by the Faculty as being at risk, to the Associate Dean (Teaching and Learning) or delegated authority in the relevant Faculty.

The Student Records Office, Student Administration will also forward the names of international students on regional Queensland campuses who have been identified by the Faculty as being at risk to CQU International to determine if any action is required in relation to student visas.

The Student Records Office, Student Administration will also forward the names of international students on Australian International Campuses who have been identified by the Faculty as being at risk to the General Manager, AICs to determine if any action is required in relation to student visas.

4.2  Provision of Academic Counselling

Faculties must provide academic counselling to students who are identified as being at risk and this is documented on Student Records System.

The Student Records System will flag students who are undergoing academic counselling. The system will also identify those students who have undergone academic counselling in a previous term and whose academic progression is still of concern. Once these students are identified, Faculties must then decide on the necessary course of action in relation to such students, within an appropriate timeframe (e.g. change of program, extended academic counselling, possible discontinuation).

The purpose of academic counselling is to identify those academic areas in which a student may be experiencing difficulties and to assist the student in developing strategies to overcome such difficulties. Academic counselling will be the responsibility of the Faculties and a determination must be made by each Faculty as to which staff members in the Faculty will conduct academic counselling. Appropriate induction and training of staff involved in academic counselling will need to be available to these staff. Staff at the Australian International Campuses and offshore campuses will be responsible for conducting the academic counselling of international students on those campuses, consistent with the Faculty advice.

Faculties may use the following strategies for academic counselling:

• revising or restructuring the student’s academic program (e.g. enrolment in a lesser number of courses);
• counselling the student to enrol into a course or program more suited to the interests and experiences of the student. Students may be advised to seek an appointment with a Careers Advisor or with their Course Advisor/ Administrative Officer (Academic Programs);
• providing advice to the student on how to seek additional learning skills assistance (e.g. from the Mathematics Learning Centre, Communications Learning Centre, CQU Language Centre or other relevant areas);
• referral to Counselling, Careers and Health, or relevant support and/or counselling staff on international campuses, for assistance with learning strategies;
• making arrangements for regular contact with a designated staff member to be undertaken for a specified period.

During academic counselling it may be identified that the course or program for which the student is enrolled is not suitable or is not meeting the student’s expectations. If this is the case, then arrangements for a change of course or program may be made with the student, subject to course or program availability and HECS payment considerations.

In cases where a number of students are found to have common learning skill requirements, it might be possible for group tutorial assistance to be conducted.

Academic counselling may identify particular assessment and/or teaching practices which are contributing to a higher than expected failure rate amongst particular groups of students. For example, mature age students, students from different teaching regimes, students from different ethnic groups or life experiences may be disadvantaged by particular types of assessment and/or teaching practices. If such a situation is identified, the Associate Dean (Teaching and Learning) in the relevant Faculty will be advised, and should identify action to redress the problem at the discretion of the Faculty.

4.3  Advice to Students regarding other Counselling Services

All staff involved in monitoring academic progress must have a sound working knowledge of support services within the University.

Students who are identified as being at risk or of not making satisfactory academic progress will be provided with details of the various avenues for directed support available within the University. This may include:

• the University’s extensive Mentor Program may provide students with access to a senior student as a mentor;
• the Mathematics Learning Centre (MLC) on Central Queensland campuses or for distance students can provide assistance with gaps in a student’s quantitative skills;
• the Communications Learning Centre (CLC) on Central Queensland campuses or for distance students can provide assistance with gaps in a student’s reading, writing and comprehension skills;
• the CQU Language Centre (ESL) staff may provide structured learning experiences for students who are experiencing difficulties with English as a teaching medium;
• the Academic Support Services on Australian International Campuses can provide similar assistance as the MLC, CLC and ESL;
• other technology training sessions may be arranged for computing skills such as email and use of discussion lists, access to online learning support, use of Interactive System-wide Learning facilities such as videoconferencing;
• first-year lecturers need to pay particular attention to the transition difficulty for students, whether the student is from a secondary school in regional Queensland, from many years in the workplace, or from an international experience. This will be evident in the design of courses, planning of assessment, and the monitoring of progress of students in submitting assessment by due dates, providing very clear, helpful and timely feedback to assist in setting student expectations of required levels of achievement, and identifying and providing counselling for those who are not reaching targets, at an early stage of their course or program.

4.4  Discontinuation of a Student’s Program

If, after the agreed period of academic counselling and the implementation of strategies, a student:

• is identified by the Associate Dean (Teaching and Learning) and other relevant Faculty staff as not meeting progression requirements for the purposes of fulfilling the professional requirements of their program; or
• has not taken the opportunity of assistance offered to them as documented by the Student Records System and identified by the Associate Dean (Teaching and Learning) and other relevant Faculty staff;

The Faculty may determine, on the basis of the student’s response to their recommendation to discontinue the student’s program, that another course of action is required. This may include an extension to the counselling period and/or other suitable arrangements, prior to the instigation of discontinuation procedures.

Re-enrolment in any other CQU program is conditional on the student giving a written undertaking that they have addressed the factors contributing to their lack of successful progression in the discontinued program. Written renegotiation of their program of study is a requirement for students wishing to gain re-entry into the University. If renegotiations are unsuccessful the University may assist the student to reconsider their choice of program.

Specific Exclusion Rules

Faculty of Arts Health & Sciences

Chemical Science

A student enrolled in the Bachelor of Chemical Sciences will become eligible for exclusion if the student fails either CHEM11007   Introductory Concepts of Chemical Sciences or CHEM11008   Essential Principles of Chemical Sciences twice.

Biology

Students enrolled in the Advanced Diploma of Biological Laboratory Techniques and the Advanced Diploma of Aquatic Resource Management in the distance education or part-time modes will be eligible for exclusion if the student's average program progression is less than 25% of the normal student load in any two consecutive years of enrolment.

Health Science

A student becomes subject to exclusion if the student:

• does not successfully complete courses which constitute a specified percentage of the normal student load;

• fails to meet the requirements of a re-structured program of study.

Additionally, students enrolled in Health programs are subject to exclusion if the student fails the same course twice. Further, students enrolled in Health programs may be subject to exclusion if the fails to meet the requirements of practicum courses, including practice blocks, after two attempts.

Faculty of Education & Creative Arts

A Bachelor of Education student becomes liable for exclusion if the student fails any Professional Practice course subsequent to Professional Practice 1.

James Goldston Faculty of Engineering & Physical Systems

A student enrolled in the Bachelor of Engineering degree becomes eligible for exclusion if any course is failed twice. Students who fail to meet the progression rules for the cooperative education program become eligible for exclusion from that program.

Central Queensland Conservatorium of Music

Students who have failed more than two courses in one year, or one course in two consecutive years, or fail to achieve an overall program average of more than 60% in each year, shall be asked to show cause why they should be allowed to continue the program.

Suspension or Exclusion*

* Resulting From Attempts to Circumvent Assessment Requirements (Including Plagiarism).

Definitions

1.  Intellectual Honesty

Intellectual honesty is the cornerstone of the development and acquisition of knowledge. Knowledge is cumulative and further advances are predicated on the contributions of others. In the normal program of scholarship these contributions are apprehended, critically evaluated and utilised as foundation for further inquiry. Intellectual honesty demands that the contribution of others be acknowledged. To do less is to cheat. To pass off contributions and ideas of another as one’s own is to deprive oneself of the opportunity and challenge to learn and to participate in the scholarly process of acquisition and development of knowledge. Not only will the cheater or intellectually dishonest individual ultimately be the victim, but the general quality of scholarly activity will be seriously undermined. For these reasons the University insists on intellectual honesty in scholarship. Control of intellectual dishonesty begins with the individual’s recognition of standards of honesty expected generally and compliance with those expectations.

2.  Student Misconduct

A single offence by a student of cheating, plagiarism, or other academic misconduct with respect to term work, tests or final examinations may constitute student misconduct.

3.  Plagiarism

The University views the process of attempting to circumvent, or circumventing assessment requirements very seriously. Consequently conduct of that sort may result in the suspension or exclusion of the student. Plagiarism involves submitting or presenting work in a course as if it were the student’s own work done expressly for that particular course when, in fact, it is not. Most commonly, plagiarism exists when:

3.1  the work submitted or presented was done, in whole or in part, by an individual other than the one submitting or presenting the work (this includes having another impersonate the student or otherwise substituting the work of another for one’s own in an examination or test);

3.2  parts of the work are taken from another source without reference to the original author;

3.3  the whole work, such as an essay, is copied from another source; and

3.4  a student submits or presents work in one course which has also been submitted in another course (although it may be completely original with that student) without the knowledge of, or prior agreement, of the instructor involved.

While it is recognised scholarly work often involves reference to the ideas, data and conclusions of other scholars, intellectual honesty requires such references be explicitly and clearly noted. Plagiarism is an extremely serious academic offence.

It is recognised clause 3.4 does not prevent a graduate student incorporating work previously done by him or her in a thesis or dissertation.

In order to protect both the lecturer and the student in such cases, policies and procedures have been established by the University. Strict adherence to these policies and procedures is essential.

4.  Cheating

Cheating is a very serious academic offence. Cheating in tests or examinations includes, but is not limited to:

4.1  dishonest or attempted dishonest conduct such as speaking to other candidates or communicating with them under any circumstances whatsoever;

4.2  bringing into the examination room any textbook, notebook, memorandum, other written material or mechanical or electronic device not authorised by the examination;

4.3  writing an examination or part of it, or consulting any person or materials outside the confines of the examination room without permission to do so; and

4.4  leaving answer papers exposed to view, or persistent attempts to read other students’ examination papers.

5.  Other Academic Misconduct

Other academic misconduct includes, but is not limited to:

5.1  tampering or attempts to tamper with examination scripts, class work, grades or class records;

5.2  failure to abide by directions of an instructor regarding the individuality of work handed in;

5.3  acquisition, attempted acquisition, possession, or distribution of examination materials or information without the authorisation of the instructor;

5.4  impersonation of another student in an examination or other class assignment;

5.5  falsification or fabrication of clinical or laboratory reports; and

5.6  non-authorised tape recording of lectures.

6.  Complicity

Any student who voluntarily and consciously aids another student in the commission of one or more of these offences is also guilty of the offence of
academic misconduct.

Procedures

7.  Identification of Students in Tests or Examination

Invigilators of tests or examinations may, when they have reason to believe there is cause to do so, challenge any candidate to produce proof of identity either in the form of a University identification card or of some acceptable equivalent, such as a current driver’s licence or passport.

A student who is not able to provide acceptable proof of identity may be permitted to continue the examination provided he/she undertakes to provide proof of identification later. If there is suspicion or evidence that impersonation has occurred, the individual shall be permitted to continue the examination. Where acceptable proof of identity is not provided or it is believed impersonation has occurred, the matter shall be referred to the Dean and Chair of the Faculty Education Committee in which the course is offered, for consideration of further disciplinary action.

8.  Responsibility of the Faculty in Cases of Plagiarism

8.1  Each Faculty will promote the University Assessment Guide which includes referencing guidelines and instruction on how to paraphrase, summarise, and acknowledge the use of others’ ideas. The Guide will be required student reading and will be available for purchase at the beginning of term.

8.2  Each Course Outline and Course Profile is to contain specific warnings about plagiarism, and refer to the Assessment Guide for detail.

8.3  Each Faculty will provide a proforma assignment declaration cover sheet which students must sign and attach to all assignment and
project work.

9.  Responsibilities of the Lecturer

Each lecturer shall take all steps necessary to create a learning environment which encourages intellectual honesty. It is the lecturer’s responsibility, therefore, to:

9.1  Where possible, set, with significantly different content and or assessment requirements, assignments in consecutive years to avoid the transfer of assignments to students in subsequent years.

9.2  Clearly explain instructions regarding requirements for individual and/or
collaborative assignments.

9.3  Refuse to accept or mark any assignment which is not submitted with an authorised and signed declaration cover sheet indicating that the work is that of the student and not the work of any other person, and also that the work has not been presented by the student in a previous course.

9.4  Explain the specific requirements for submission of assignments and their due dates, and ensure that each Course Outline contains these requirements in accordance with the current Assessment Guide.

9.5  Explain fully the specific requirements for the use of aids (e.g. calculators) in examinations.

9.6  Clearly acknowledge any student’s work being used by the lecturer.

9.7  Report immediately all suspected cases of cheating or academic misconduct to the Dean of the Faculty and to the Head of School or equivalent and the Chair of the
Education Committee.

10.  Responsibilities of the Student

10.1  To attend all lectures and tutorials at which instructions for submission of assignments
are given.

10.2  To read all material distributed by Faculty and the lecturers (e.g referencing guidelines, Course Outlines etc).

10.3  To read, know and understand the requirements set out in the current Assessment Guide.

10.4  To prepare and submit assignments by the due date in accordance with the lecturer’s instructions. If this is not possible, follow the procedures for submission of late assignments as set out in the current Assessment Guide.

10.5  To attach and sign the official declaration of individual work as the cover page of every assignment submitted for assessment.

Students or other persons who consider they have evidence of conduct which amounts to plagiarism, cheating or other academic misconduct are encouraged to report such conduct to the Dean of the relevant Faculty. An individual or group of individuals making such a report must be prepared to state the alleged facts and their reasons for suspicion in writing, and to appear before the Dean, the Faculty Education Committee or subcommittee, the Exclusions Committee, and possibly the Appeals Committee of the Academic Board.

11.  Corrective Procedures

If a lecturer has concerns for plagiarism regarding a student’s poor or inadequate referencing in any one or several items of assessment, the lecturer may downgrade marks for the assessment item(s) according to the extent of poor or inadequate referencing, provide appropriate feedback, but take no further action. A student who feels he/she has been unfairly treated may appeal to the Head of School (or Dean of the Faculty if the Faculty has no departments).

However, if the lecturer considers that the poor or inadequate referencing is extensive, or suspects that a student has attempted to circumvent assessment requirements, the following procedures should be followed:

11.1  The Head of School or Dean, as appropriate, shall advise the student of the requirement to participate in an interview with the lecturer and the Head of School or Dean (or nominee). The interview may be conducted by telephone or videoconference when appropriate.

11.2  In the interview the lecturer shall convey to the student any concerns with respect to inadequate acknowledgment of material used in work submitted for assessment, and/or with respect to suspected attempts to otherwise circumvent assessment requirements. The student shall be given an opportunity to respond.

11.3  If both the lecturer and the Head of School or Dean are satisfied that there has been no intention to circumvent assessment requirements, they may determine that the downgrading of marks for the assessment item(s) is sufficient penalty, and that no further action be taken. However, the student should be provided specific feedback to avoid further problems. In the case of any uncertainty between the lecturer and Head of School or Dean, the matter shall be resolved by the Chair of the Faculty Board of Studies after due investigation.

11.4  If the student subsequently submits further work which continues to exhibit poor or inadequate referencing, procedure 11.5 shall be followed.

11.5  Should both the lecturer and the Head of School or Dean consider that a student has submitted work which has extensive poor or inadequate referencing in an apparent attempt to circumvent assessment requirements, or appears to have otherwise attempted to circumvent assessment requirements, they, in consultation with the Chair of the Faculty Education Committee, may:

11.5.1  decide to take no action, downgrade marks for item(s) of assessment, or determine that the student be awarded a failing grade in the course. They may also formally warn the student of the penalties which may be applied where it is deemed that plagiarism has occurred, via a letter from the Chair of the Faculty Education Committee. A summary of possible outcomes of substantiated cases determined by the Dean are:

11.5.1.1   downgraded marks for item(s) of assessment;

11.5.1.2   downgraded marks for item(s) of assessment and a warning letter;

11.5.1.3   failure in the course and a warning letter, or

11.5.2  refer the matter to the Faculty Education Committee or appropriate subcommittee for consideration. The Education Committee or subcommittee, after investigation, may determine that any of 11.5.1.1 to 11.5.1.3 apply and/or make a recommendation for disciplinary probation, suspension or exclusion to the Vice-President and Registrar within five working days. The student will then be contacted by the Vice-President and Registrar.

12.  Corrective Procedures for Cheating or Other Academic Misconduct

12.1  Should both the lecturer and the Head of School or Dean consider that a student appears to have attempted to circumvent assessment requirements, they, in consultation with the Chair of the Faculty Education Committee, will:

12.1.1  formally advise the student, in writing, of the allegations and make arrangements for an interview to discuss the allegations where it is deemed that academic misconduct has occurred.

12.1.2  Dependent upon individual Faculty rules, the Dean may then:

12.1.2.1   determine that no further action be taken; or

12.1.2.2   refer the matter to the Faculty Education Committee or appropriate subcommittee for consideration which may;

12.1.2.3   make a recommendation for suspension or exclusion to the Vice-President and Registrar within five working days.

The student will then be contacted by the Vice-President and Registrar.

13.  Relative Responsibilities of the Faculty in which a Student takes a Course and the Faculty in which the Student is Enrolled at the Time of the Offence

In cases in which a student who is accused of plagiarism which proceeds to 11.4 above, cheating or other academic misconduct is enrolled in a Faculty other than that in which the course is offered, the Chair of the Faculty Education Committee in which the student is enrolled shall be advised of the incident and its circumstances and shall take appropriate action within the Faculty in which the student is enrolled subject to policies for advice, recommendation or action devised by that Faculty. Notification of any further outcome shall be the responsibility of the Chair of the host Faculty Education Committee.

14.  Vice-President and Registrar

The Vice-President and Registrar shall, in cases referred to this office from Faculty Education Committee:

14.1  provide the student with sufficient details of the allegations as are deemed necessary to allow the student to answer the allegations;

14.2  advise the student of the penalty and the consequent convening of the Exclusions Committee of the Academic Board;

14.3  allow the student at least seven days from the time of notification to the proposed time of hearing in which to prepare a response to the allegations in cases where the Faculty has recommended some form of penalty.

15.  Suspension/Exclusion

The proposal to suspend or exclude a student charged with cheating, plagiarism or attempting to circumvent course assessment requirements will be considered by the Exclusions Committee comprising:

15.1  the Deputy President of the Academic Board (or nominee) as Chair, with the right of casting vote, as an ex officio member;

15.2  the Vice-President and Registrar (or nominee) as an ex officio member;

15.3  two members of the academic staff of the Faculty responsible for the program nominated by the Dean of the Faculty; and

15.4  a Student Association Board of Management nominee.

The student will be provided with the opportunity to address the Committee and may have a support person in attendance from the following groups:

• enrolled student body of CQU;
• CQU staff member; or
• CQU Student Association representative.

The Faculty also is given the opportunity to address the Committee. This person would normally be the Chair of the Faculty Education Committee.

The Exclusions Committee may:

1. accept the recommendation for disciplinary probation, exclusion or suspension;
2. in the case of plagiarism, determine that no further action be taken;
3. in the case of cheating or other academic misconduct, dismiss the charge against the student, award a failing grade only, or award a failing grade in addition to those penalties in (a).

The determination reached by the Exclusions Committee will be conveyed to the Vice-President and Registrar. The student will then be notified, in writing, by the Vice-President and Registrar of the outcome, advising also of the avenue of Appeal and that readmission to the program or to the University is not automatic where suspension or exclusion has been applied.

A student who is suspended under this policy shall not enrol at CQU in any of its programs for a period which shall be specified by the Exclusions Committee, of between six and 24 months.

A student who has been excluded under this policy shall not enrol in their current program of study for a period which shall be specified by the Exclusions Committee, of between six and 24 months.

After serving a period of exclusion or suspension, a student must apply in the manner outlined in the handbook for readmission to the original program of study or for admission to a different program.

Readmission to a program or to CQU is not automatic. A student seeking re-enrolment may be required to attend an interview with the Vice-President and Registrar and a representative of the Faculty Education Committee before a determination regarding re-admission is made. A student required to attend an interview will be informed by the Vice-President and Registrar of the date, time and place. The Vice-President and Registrar will inform the student whether permission to re-enrol has
been granted.

A student who believes he/she has been unfairly treated by the actions covered in any of the above may lodge an appeal with the Vice-President and Registrar upon payment of the prescribed fee.

Penalties

Downgrading of Marks for an Assessment Item(s)

A student may have marks or grades for particular assessment item(s) downgraded for cases of plagiarism as an initial corrective procedure.

Failing Grade

A student may be given a ‘Fail’ in either an exercise or course in which that student is found to have committed plagiarism, cheating or other misconduct. Except in circumstances in which leniency is warranted, this penalty will be applied only in conjunction with one of the other penalties mentioned in this section. In situations in which a student is enrolled in a faculty other than that in which the course is offered, this is the maximum penalty which shall be applied by the host faculty.

Disciplinary Probation

When students are placed on disciplinary probation, they are entitled to proceed with a degree or other academic program, but only on the condition that if they are found guilty of a further academic offence, suspension or expulsion will be applied. A student who is placed on disciplinary probation is eligible to continue in the Faculty in the normal way after the satisfactory completion of the probationary period. This penalty shall be recommended by the Faculty in which the student is enrolled at the time of the offence, with final determination being made by the Exclusions Committee.

Exclusion

Exclusion takes place when a student is denied enrolment within an award program and/or from the Faculty for a specified period of time. This penalty shall be recommended by the Faculty in which the student is enrolled at the time of the offence, with final determination being made by the Exclusions Committee. Exclusion is also applied as a result of unsatisfactory progress.

Suspension

Suspension takes place when a student is denied enrolment at CQU for a specified period of time. This penalty shall be recommended by the Faculty in which the student is enrolled at the time of the offence, with final determination being made by the Exclusions Committee. Suspension may also be applied in the case of a breach of Disciplinary Probation.

Expulsion

Expulsion is a termination of enrolment on disciplinary grounds (not academic grounds) where, because of the serious or repeated nature of the offence, a penalty greater than suspension or exclusion is called for. It may be applied in the case of a breach of Disciplinary Probation. Expulsion is the strongest penalty that can be applied by the University.