Academic Progress Policy

This policy sets out the provision related to Academic Progress for students in receipt of US Direct Loans.

Background

This policy applies to US Direct Loan recipients and has been established to encourage students to progress and successfully complete the course for which aid is received.

University policies

This policy should be read in conjunction with the following University policies:

Assessment and Results Policy (MPF1326) (including grading scheme)

Academic Progress Review Policy (MPF1291)

Courses, Subjects, Awards and Programs Policy (MPF1327)

Graduate Research Training Policy (MPF1321)

Half year study period

Depending on your course requirements, you may be required to study a subject(s) that commences before the standard semester begins, for example: a practical subject in Summer term.

For the purposes of US Direct Loans the University uses half year study periods:

First half year: January to June

Second half year: July to December

Academic progress requirements

The United States Department of Education legislation applies greater restriction on course duration for students receiving US Direct Loans than the current University of Melbourne Policy on Course Duration.

You will be evaluated at the end of each half year study period. This evaluation process will consider your academic result (qualitative measure) and course progress (quantitative measure).

The quantitative and qualitative requirements used to measure academic progress include all periods of your enrolled course; this includes periods in which you did not receive Federal Student Aid funds.

In order to continue to remain eligible for Financial Aid, you must meet both academic progress requirements.

Academic result component

Undergraduate and graduate coursework students must maintain an average mark of at least 60 for each half year study period. All subjects undertaken during the relevant half year study period with a confirmed mark will be included in the calculation of your average result. Subjects without a mark or with a withdrawn status are not included. If you have only completed subjects that are marked on a pass/fail basis, you must pass all subjects.

Graduate research students must achieve satisfactory progress as determined by their supervisor and advisory committee (i.e. not have received a formal warning of unsatisfactory progress).

Course progression component

Students must complete their program within 150% of the normal full-time course duration.

Minimum pace of completion

You must complete at least 67% of your course load every half year study period.  Example time frames are:

2 year degree – eligibility for aid 3 years

Minimum Pace of Completion 67%

200 credit points X 150% = 300 credit points

200 credit points / 300 credit points = 67%

3 year degree – eligibility for aid 4.5 years

Minimum Pace of Completion 67%

300 credit points X 150% = 450 credit points

300 credit points / 450 credit points = 67%

4 year degree – eligibility for aid 6 years

Minimum Pace of Completion 67%

400 credit points X 150% = 600 credit points

400 credit points / 600 credit points = 67%

Course duration is expressed in Equivalent Full-time Study Load (EFTSL) whereby 1 EFTSL = 100 credit points.

In order to complete your course within 150% of the normal full-time course duration, you must successfully complete a full-time study load of at least 0.375EFTSL = 37.5 points per half year study period.

Student visa holders are required to complete their course within the duration specified in their Confirmation of Enrolment (CoE) and are usually required to enrol in at least 0.500EFTSL = 50 points per half year study period.

Subjects with a failed or withdrawn result, non-credit and incomplete subjects will be counted and will result in a decrease in your course progress rate. You are required to achieve a result on any deferred or supplementary assessment within six months.

Remedial subjects are not counted towards course progression.

Transfer credits from prior learning

Any credit granted towards your course will be counted when calculating your pace of progression.  This includes credit granted for subjects undertaken at the University of Melbourne and credit granted for subjects undertaken at other universities under approved overseas study program, cross-institutional study or recognition of prior learning (credit or exemption).  Example:

2 year degree = 200 credit points

Minus 100 credit points exemption from prior learning

Remaining points to complete the course: 100 credit points

Eligibility for aid = 1.5 years

Minimum Pace of Completion 67%

100 credit points X 150% = 150 credit points

100 credit points / 150 credit points = 67%

Financial Aid Warning

If you do not meet the academic progress requirements described above will be placed on Financial Aid Warning for one half-year study period.  You will receive an email regarding your Financial Aid Warning status and your Academic Progress Plan.

If you meet the conditions of your Academic Progress Plan in the following half year study period your Financial Aid Warning status will be removed.

Financial Aid Suspension

We will suspend your financial aid in the following half year study period if you have been given a Financial Aid Warning status and fail to meet the conditions of your Academic Progress Plan.

Appeals

If your financial aid is suspended you may appeal the decision if there are compassionate or compelling circumstances that prevent you from meeting the conditions of your Academic Progress Plan (for example: death of a relative, or you were ill or injured).  You must set out the circumstances that impacted on your academic progress, include relevant supporting documents and a plan on how you will meet the academic progress requirements in the future.  Appeals must be submitted to the International Financial Aid Team via email.

Your financial aid remains to be suspended if your appeal is denied.

The decision of the Financial Aid Team on appeals is final.

Financial Aid Probation

If your appeal is successful and your financial aid is reinstated, you will be placed on Financial Aid Probation for one half year study period.  You will receive an email regarding your Financial Aid Probation status and your Academic Progress Plan.

If you meet the conditions of the Academic Progress Plan in the following half year study period your Financial Aid Probation status will be removed.

Re-establishing eligibility for US Direct Loans

If you withdraw from your course or take leave of absence after your financial aid is suspended, and you are re-admitted to the same course at the University in the future, your Financial Aid status will remain the same as at the time you took leave or withdrew.

If you withdraw from your course or take leave of absence after your financial aid is suspended, and you are re-admitted to a different course at the University in the future, your Financial Aid status will remain the same as at the time you took leave or withdrew, however your qualitative and quantitative will be recalculated based on the requirements of your newly enrolled course - including any credit granted for previous studies.

Notify the International Financial Aid Team via email of your intention to apply for US Direct Loans immediately after you are admitted into a course.

If your US Direct Loans are suspended, you must meet all requirements under your Academic Plan. Additionally, you must successfully complete 50 credit points in your first half year study period, achieving an average mark of at least 60, to be eligible to apply for US Direct Loans for your second and subsequent half year study periods.