Successfully progressing through your course is a basic requirement for studying at Victoria University (VU).

If you have been notified that your progress is not satisfactory, please carefully refer to the steps listed in the academic progress section on this page (with specific advice for Melbourne, Malaysia, China and Vietnam campus students).

Academic progress

The academic progress of Higher Education students' coursework is regularly reviewed by the University.

Your progress is considered unsatisfactory if you:

  • fail any two units or more in your course
  • fail the same unit more than once.

If you are identified as making unsatisfactory progress for the first, second or third time, you will be sent an official notification in writing via your VU email address. It is important that you follow the instructions in this letter carefully as it may affect your enrolment in your course.

Further information is available in our policy library:

The academic progress of students enrolled in VU-assessed Foundation Studies programs is monitored by the Academic Progress - Foundations Studies procedure.

The procedure differs from that governing Higher Education and VE/TAFE students due to the shorter length of the course and the different definitions of an 'at risk' student.

Information for other students based on campus, listed alphabetically.

If you have received a notification that you are making unsatisfactory academic progress, please book an appointment with the Partner Program Manager at your campus by the specified deadline.

If you are unable to book an appointment because campus is closed (such as during summer break), you must email your campus contact to confirm that:

  1. you have received the letter and
  2. you will make an appointment according to the schedule determined by the Partner Program Manager when the campus reopens.

CUFE Campus contact

Yilun Qin, CUFE- Course Coordinator
Email: [email protected]
Phone: +86 10 62288206

Liaoning Campus contacts

Diana Mashuang
Email: [email protected]

Henan Campus contacts

Fang Fang Su, Course Coordinator
Email: [email protected].

Vipul Patel, Course Coordinator
Email: [email protected]

If you have received a notification via your VU email address advising that you are making unsatisfactory academic progress, please ensure you follow these steps:

  • Step 1: Complete sections 1 and 2 of the Academic Action Plan, and make an appointment to discuss your situation (see contact information below).
  • Step 2: If you are going to be excluded from your course – and would like to attend a Show Cause Panel to explain your circumstances – you have five working days from the date of the email to submit a Request to Show Cause.

Johor Bahru contact

If you are in Johor Bahru, book an appointment with (and submit your Request to Show Cause):

Ms Vera Lim, Assistant Manager
Email: [email protected]
Phone: +607 – 3596 880 (extension 210)

Kuala Lumpur undergraduate student contact

If you are in Kuala Lumpur, and an undergraduate student, book an appointment with (and submit your Request to Show Cause to):

Ms Sharmila Subramaniam, Executive Administration
Email: [email protected]
Phone: 03-7491 8622 (extension 3165)

Kuala Lumpur postgraduate student contact

If you are in Kuala Lumpur, and a postgraduate student, book an appointment with (and submit your Request to Show Cause to) one of the following:

If you are studying at one of our campuses in Melbourne and have received a notification via your VU email address advising that you are making unsatisfactory academic progress, please ensure you follow these steps:

  • Step 1: Complete the self-reflection questions to prepare for your appointment with your Student Advisor.
  • Step 2: View support services available to you. Would any of these services help you improve your academic performance? For example, if you need to work on your study skills or need personal support, please book an appointment with the relevant service.

If none of the options at Step 2 apply, please go to:

You may also like to view our video outlining what to do if you’re making unsatisfactory progress.

Note: If you are going to be excluded from your course you need to carefully follow the instructions in your letter. Do not book an appointment with a Student Advisor.

If you have received a notification advising that you are making unsatisfactory academic progress, please make an appointment to discuss your situation.

Siti Yasin, Course Coordinator
Email: [email protected]

Harjinder Kairon, Course Coordinator
Email: [email protected]

Yashpal Singh, Course Coordinator
Email: [email protected]

Maithri C, Course Coordinator (Business)
Email: [email protected]

Sulari Fernando Course Coordinator (IT)
Email: [email protected]

If you are studying at our campus in Sydney and have received a notification via your VU email address advising that you are making unsatisfactory academic progress, please ensure you follow these steps:

You may also like to view our video outlining what to do if you’re making unsatisfactory progress.

Note: If you are going to be excluded from your course you need to carefully follow the instructions in your letter. Do not book an appointment with a Course Coordinator: complete the online self-evaluation and arrange an appointment to meet with the Show Cause Panel.

If you have received a notification advising that you are making unsatisfactory academic progress, please complete sections 1 and 2 of the  Academic Action Plan and make an appointment to discuss your situation.

Ms Nguyen Hong Giang, Course Coordinator
Email: [email protected]

Dominic Santilli, Course Coordinator
Email: [email protected]

Progress requirements for onshore international students

If you are an onshore international student, you are expected to complete your course within the time stated on your CoE. Failure to do so will put you at risk of having your CoE cancelled and student visa revoked.

By law (under the ESOS Act), the University is required to report you to the Department of Home Affairs if you breach the conditions of your student visa.

Attendance at classes & tutorials

Victoria University monitors all student attendance, as required by Australian law under the National Code of Practice for Providers of Education and Training to Overseas Students 2018 and the University Procedure for Monitoring International Student Attendance.

If you are an ELICOS student, you are required to attend at least 80% of classes each study period. You need to contact your program coordinator immediately or request an intermission if you are away for more than five consecutive days.

Academic progress levels - Higher Education courses

This means you have been identified as being ‘at risk’ of unsatisfactory course progress because you have failed two units. It is important that you follow the instructions in the official notification via VU email carefully. You will be asked to meet with a student advisor to develop an academic action plan to help you get back on track with your progress next study period.

You can also seek assistance from VU student support services.

This means you are making unsatisfactory course progress for a second time and have either failed four units across your course, or the same unit twice. It is important that you follow the instructions in the official notification via your VU email.

  • You will be directed to meet with a student advisor to develop a second academic action plan, discuss support and other options.
  • If you have failed the same unit twice you will be prevented from re-enrolling in the same unit until you have met with a student advisor.
  • You will also be advised that if you do not meet satisfactory progress requirements for a third time, you may be excluded from your course.

You can seek assistance from VU student support services.

If you are at level 1 or 2 unsatisfactory progress you need to meet with a student advisor to develop an Academic Action Plan.

The Academic Action Plan summarises what you have agreed to do to improve your studies.

Some of the actions you will be asked to consider will include:

  • Seek assistance with your study skills.
  • Talk to your college about reducing your enrolment load or changing your major.
  • Reduce your working hours or other non-university commitments.
  • Take an intermission (take a break from your studies).
  • Get assistance from VU support services.
  • Apply for a 'better fit' course (we recommend you consult with our Careers team for advice).

When you commit to do something, make sure you really can complete it. For example, if you agree to reduce your working hours, make sure you are able to follow through. You will be asked to agree to the academic action plan, which is then kept on your student file.

This means you are making unsatisfactory course progress. You will be sent an official notification via VU email advising that you will likely be excluded from your course. If you are an International student, you will also receive information about the implications for your visa.

It is very important that you read through the instructions in the official notification carefully. You will be given the opportunity to indicate within five calendar days whether you wish to be heard or 'show cause' – that is, to explain why this outcome should not apply. See show cause hearings.

If you do not indicate that you intend to 'show cause' within five calendar days you will be deemed to have made unsatisfactory progress and will likely be excluded from your course. You will also be advised when the exclusion will take effect.

Visa alert

If you do not respond to the formal letter or fail to comply with the plan of action, Victoria University will then inform you of its intention to report information about the breach of your student visa to the Department of Home Affairs.

Academic progress- Vocational Education (TAFE) courses

This means you have been identified as being ‘at risk’ of unsatisfactory course progress because you have not successfully completed or demonstrated competency in 50% or more of the units in which you were enrolled for the current study period.

It is important that you follow the instructions in the official notification via VU email or letter carefully.

You will be asked to attend a meeting with your course manager to develop an intervention strategy to help you get back on track with your progress in the next study period.

 

This means you have made unsatisfactory course progress because you have not successfully completed or demonstrated competency in 50% or more of the units in which you were enrolled for a second consecutive study period.

It is important that you follow the instructions in the official notification via your VU email or letter, in which you will be advised of the following:

  • This finding of unsatisfactory course progress will be reported to the Department of Home Affairs which may have implications for your visa.
  • Your right to appeal the finding and/or the decision to report, and the process to submit your appeal.

You can seek assistance from VU student support services.

Show cause hearings

If you decide to 'show cause' you will need to book an appointment within the specified timeframe and provide information about your circumstances via the online form.

The information you submit will be assessed by the Show cause panel which will be made up of two or more senior academic staff from your College.

If you wish to show cause you can choose to attend the hearing in person (or via phone or video link), or submit written information about your situation. This is your opportunity to explain your circumstances and what you intend to do to improve your performance. If you require assistance with preparing and presenting your case for your hearing, contact Student Advocacy.

Process & outcome of Show Cause hearings

Prepare your documentation. Write down some dot points to take to the hearing, outlining the factors that have impacted on your course progress, for example:

  • Health issues – present evidence such as a medical certificate or report.
  • Financial issues – consider current work commitments. One option may be to work less hours or reduce your study load next study period.
  • Relationship difficulties – if possible, provide a letter of support from your doctor or counsellor.
  • Academic support – if you have sought help from Academic Support and Development at VU or external sources (for example, tutoring) then provide evidence of the help you have received.
  • Other – some examples may include disability, family or work. Explain how these external factors have affected your studies.

Once you have stated the reasons why you have been making unsatisfactory progress you need to offer solutions for continuing in your course. This includes outlining to the College how you plan to continue successfully, for example seek counselling, reduce working hours, or receive extra tutoring.

If you require assistance to prepare for your hearing, contact Student Advocacy.

In certain cases, an Advocate may be able to accompany you to the hearing. You can also bring a friend or family member to the hearing with you as personal support if needed.

At the hearing you will be asked about the reasons for your unsatisfactory academic progress. You should:

  • Tell the truth and include all relevant information relating to your case
  • Address all reasons for your unsatisfactory progress with solutions and provide evidence
  • Demonstrate your commitment to complete your course.

After they hear from you the Show Cause Panel will consider all available information and will determine whether you have made unsatisfactory progress in your course. If you are found to have made unsatisfactory progress the panel will determine whether the exclusion decision is warranted in the circumstances.

If you don't agree with or understand the outcome of the hearing, you can contact Student Advocacy for advice.