The college has introduced procedures to consider academic and administrative problems and grievances at departmental or college level that students may encounter. These include enrolment matters, assessment, unsatisfactory progress, or the reasonable provision of college teaching and support facilities. These procedures exclude disciplinary or sexual harassment matters, which are covered by other special university procedures.
The procedures are designed to provide speedy and efficient resolution of problems and complaints through appropriate departmental and college mechanisms, while protecting the rights of students and staff. They provide for cases which cannot be resolved satisfactorily through normal negotiations. All cases will be treated as confidential.
The academic performance of the student is deemed to be unsatisfactory if:
While all information supplied to the committee is considered confidential, students may also request that particularly private information be restricted to the chairperson of the committee. Students also have the option not to respond, but normally a lack of response would preclude a student from appealing to the Exclusion Appeals Committee of Academic Board against a decision to exclude made by the Exclusions Committee.
Students have two avenues of appeal against a decision to exclude by the college Exclusions Committee. In the event of substantial new evidence previously unavailable to the committee, the student may appeal to the director of the college, who may either affirm or reverse the decision of the committee in the light of such new evidence. Under the provisions of the Monash University Statute 6.2 Exclusion for Unsatisfactory Progress, students may also appeal to the Exclusion Appeals Committee of the Academic Board. Alternatively, students may appeal to the university committee rather than appealing to the director of the college (ie where there is no new evidence or where it is preferred to take such new evidence directly to the university committee) or where an appeal to the director of the college is unsuccessful or no new evidence exists.
Students can seek information and advice about the exclusion process from the student advisers in the college but it is not the role of student advisers to draft submissions for students or to act as an advocate at exclusions committee hearings. Such assistance should be sought from the Student Union or Monash University Counselling Services.
In special circumstances, the director of the college may exempt from the exclusion process - and permit re-enrolment - students who otherwise would be liable for exclusion, but whose unsatisfactory performance is clearly attributable to a serious, well-documented medical problem.
Academic grievances are those where students have complaints about aspects of their courses, assessment or other matters which are the responsibility of academic staff and of departments, schools and centres in the college.
Initially, students should discuss the matter with the lecturer concerned. If satisfactory resolution does not eventuate, the student should consult the course coordinator (where the course coordinator is not the lecturer). If the matter remains unresolved, the student should present his/her case in writing to the responsible head of department, school or director of centre. (Where the lecturer is the head of the department or school, or the director of the centre, another senior member of that department or school or centre should deal with the case.) No more than fourteen days should elapse from the date of the initial complaint and the completion of all stages of referral and attempted resolution within the relevant department or centre.
If the matter remains unresolved after the fourteen day period, the matter may be referred to the chairperson of the Committee for Undergraduate Studies (CUGS) by either the student or the head of the department, school or the director of the centre. Normally, the referral will be made by the head of the department or school (or centre) who shall notify the student in writing at the time that this step has been taken. Either party may submit further information to the chairperson of CUGS, who will attempt to conciliate and resolve the dispute within fourteen days of receiving the referral.
If conciliation fails, it may be referred to an ad hoc student grievance committee of CUGS for arbitration. Material from either party to the dispute shall be made available to all parties involved, prior to the appeal hearing. Members of the ad hoc committee cannot be from a department from which the dispute has arisen. The committee shall make its determination within fourteen days and provide written notification of its decision to the student and the head of the department or school, or director of centre.
The student, or the department, school or centre may lodge an appeal against the committee's determination, which shall be heard by the director of the college.
Administrative grievances are those where students have complaints about matters relating to enrolment or to information, advice or services on other matters provided by administrative staff of the college.
1 Students who have a grievance in relation to administrative matters concerning the college office or officers should in the first instance discuss the matter with the executive officer. The executive officer will attempt to resolve the matter.
2 If this is not successful, students have a right to ask that the matter be reviewed by the director of the college. A recommendation for the resolution of the matter should be made within fourteen days of the submission being received.
3 If the director of the college is not able to resolve the matter it will be considered by the college Student Grievance Committee. The committee shall finally determine the matter within fourteen days.
The manager for student relations and enquiries receives complaints from students about administrative matters and is charged with investigating and settling complaints.
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