Rules, policies and procedures

1. Enrolment
2. Maximum and Minimum Semester Loads
3. Mode of Study
4. Academic Credit
5. Cross-Institutional Study
6. Admission and Enrolment Information
7. Progression
8. Student Fees
9. Unit Outlines
10. Academic Dishonesty
11. Assessment
12. Progressive Assessment
13. Examinations
14. Supplementary Assessment
15. Results
16. Unsatisfactory Academic Performance
17. Review of Results
18. Grievance Resolution

These rules pertain to all of the coursework programs offered by the Faculty of Information Technology. It is a student's responsibility to know and understand the Rules and Regulations of the University and the Faculty. The QUT Handbook contains a section on Student Rules which should be consulted. If you have questions about any of these rules, or how they are applied, please see the Manager - Student Services.

Research Students should refer to Office of Research for relevant policy and regulations.

Students are expected to maintain normal progression throughout their courses, ie to follow the standard program of study as shown in the QUT Handbook.

1. Enrolment

(1) Students should consult the QUT Handbook for rules regarding addition and substitution or cancellation of units, change of course or major, change of attendance mode, leave of absence, cancellation of enrolment. Failure to meet deadlines for various changes can result in academic and financial penalties so it is important that students are familiar with these rules and due dates.

(2) It is students' responsibility to ensure the enrolment program nominated complies with the course requirements and prerequisites for selected subjects are met.

Prerequisites, Co-requisites and Incompatible units of study

(3) Students who wish to study further units without having already passed the specified prerequisites must receive approval from the unit coordinator. The approval will only be granted if the unit coordinator is satisfied that the student has the appropriate background knowledge necessary for the unit. See QUT Handbook Student Rules Part 3 (12)

Addition, Substitution or Cancellation of Units

Refer to QUT Handbook Student Rules Part 3 (10)(11)

Change of major

(4) Students may apply to change their major using the appropriate form (I form).

2. Maximum and Minimum Semester Loads

Unit Overloads

(1) Students are expected NOT to exceed the standard full time credit point load (48 credit points). Exceptions can only be made with the approval of the Course Coordinator. Approval will only be granted if a student has successfully passed (Grade of 4 or above) all units in the previous semester*. If overload is approved, the maximum units which can be undertaken is 5 units or 60 credit points.

*does not include Summer Program.

3. Mode of Study

Change of attendance mode

(1) The Faculty does not have any restriction for changing from full time to part time or vice versa.

(2) International Students are not permitted to study part-time, unless permission has been granted by the Office of International Students.

Cross campus studies

(2) Carseldine students must study the FIRST YEAR units at Carseldine.

(3) Gardens Point students may seek approval to study at Carseldine where units and spaces are available.

(4) Ensure the correct class code (CGP for units studied at Gardens Point, CCA for units studied at Carseldine) is entered on all enrolment material. Failure to do so will result in tutorial and examination arrangement difficulties.

(5) Students must attend central examinations at the campus of the enrolled class code.

4. Academic Credit

(1) Students entering the Bachelor of Information Technology may be granted exemptions for the completion of awards at diploma and advanced diploma levels. Credit is not awarded from these courses on any other basis.

(2) The Faculty of Information Technology will normally grant credit on the basis of a full pass (grade of 4) or higher standard. Credit for a conceded/low pass (grade of 3) will only be granted subject to meeting the limit on grades of 3 rule within the course.

(3) Credit will not be granted in postgraduate courses on the basis of prior undergraduate studies. Credit is also not normally granted in postgraduate courses on the basis of informal learning, work experience or life experience. Unit substitution may be required in these cases.

(4) In determining whether credit may be granted, the Faculty must be confident of the currency of the applicants knowledge. In fields where practice and technology are changing rapidly, credit may not be granted where knowledge has become dated.

See the QUT Handbook Student Rules Par 3 (17) for further policies and rules on Academic Credit.

5. Cross Institutional Study

(1) To be eligible for cross-institutional enrolment, students must submit a written case outlining how course progression will be affected if cross-institutional study is not approved. If the case is on the grounds of work commitments, it must be substantiated by documentation from the employer.

(2) Students must submit the unit outline of the proposed cross-institutional subjects with the written case for consideration by the Course Coordinator.

(3) Students are notified in writing of the outcome of their application. It is the students responsibility to maintain a record of this notification as it would be required when submitting an application for academic credit upon completion of the cross-institution unit. The Faculty or the University does not keep copies of this assessment.

(4) It is the student's responsibility to submit a timely case to the Manager - Student Services (Student Services Level 5, S Block) on the cross-institutional application form from the other institution. Processing of these applications could take at least five working days.

(5) It is the students responsibility to meet other universities deadlines for enrolment.

(6) Upon successful completion of the cross-institution subject(s), it is the students responsibility to apply for academic credit for the unit towards the enrolled QUT course. Students must submit a certified copied of the official results and the letter of approval from the Course Coordinator.

(7) International Students should consult Office of International Students for administrative and financial policies on cross-institution.

6. Admission and Enrolment Information

Change of Course

See QUT Handbook.

Cancellation of enrolment

See QUT Handbook Student Rule Part 3(19)

Leave of absence

See QUT Handbook Student Rule Part 3 (18)

Readmission

See QUT Handbook. Student Rule Part 2 (4)

7. Progression

(1) Students who fail units may be permitted to proceed with the study of some or all of the units from the next semester of the program subject to the approval of the Course Coordinator and an agreed program of study.

Time Limit of Completion of an award course

(2) Students are expected to progress with minimum interruption towards completion of their course. The time limits are measured in calendar years from the first day of the first semester in which the student was enrolled. The time limits, exclusive of periods of approved leave of absence, are as follows:

(3) At the end of the academic year, students who have exceeded the time limits will be eligible for exclusions.

8. Student Fees

Refer to Student Fees and QUT Handbook Student Rule Part 4 for rules and policies.

9. Unit Outlines

(1) Unit Outlines are prepared for each unit taught in the Faculty and are available on QUT Virtual. The Unit Outline contains information about the unit's aims and objectives and study program and includes details of assessment and required texts. Students must ensure they obtain the Unit Outline for each unit being studied.

10. Academic Dishonesty

(1) In all assignments, apart from those in which students are explicitly required to work in groups, students are expected to submit only work which is substantially their own. Other substantial contributions may be included as permitted or required (eg from a text or the lecturer's handouts, etc) but these must be suitably acknowledged. This expectation does not prohibit students from discussing their work with each other. However, this should be kept within reasonable limits so that it does not lead to a conflict with the foregoing.

(2) Students who are in possession of a file which originated from somewhere else and which is related to an item of assessment may be called on to justify the presence of that file in their directory.

(3) Students should take particular note of the QUT's Academic Dishonesty Rules (refer QUT Handbook Part 5 (29)), which define plagiarism and detail penalties for breaching rules.

(4) The Faculty also supports staff in discouraging academic dishonesty by positively reinforcing students' understanding of assignment work via:

(a) linking questions in final examinations specifically to assignment work

(b) conducting assessed oral or written tests on assignment work after the submission of assignments; and

(c) insisting on individual, original material (eg assignment description or commentary) accompanying the assignment when submitted.

(5) The promotion of these strategies is viewed as a matter of some importance given the perceived benefits in identifying, and thereby discouraging, academic dishonesty.

(6) The awarding of a final result will be based on the following principles:

(a) Final mark awarded relates to the student's demonstrated ability to perform the task of the assignment.

(b) Students may be required to undertake additional forms of assessment in order for staff to assess the student's demonstrated ability to perform the task of the assignment.

(c) Where there is a clear case that a student has handed in a piece of assessment which does not reflect his/her demonstrated ability to perform the task, the staff member will have reasonable grounds to believe that the student has plagiarised the work and penalties for plagiarism may be invoked.

(d) In all cases where a unit has no final examination, there will be some form of oral or closed-book examination to assess students' performance in that unit.

11. Assessment

(1) The method of assessment to be used in each unit will be as approved by the Faculty Academic Board and may comprise one or more of written and/or oral tests; general assignments; laboratory exercises and reports; projects, etc. Assessment requirements are detailed in the Unit Outline for each unit.

(2) A student who submits work for assessment after the formally notified due date may be penalised. (See Late Assignments section).

Literacy

(4) Students should note that the level of literacy displayed will be considered in the marking of all assessment in Faculty of Information Technology courses.

12. Progressive Assessment

Assignments

(1) Students are to submit assignments for FIT units by the due date.

(2) At the discretion of the lecturer, a student may be required to discuss with the lecturer the material submitted for an assignment and to answer questions regarding the assignment and submitted material. The final assignment mark will, in such cases, be dependent both upon assessment of submitted material and upon this oral examination.

Late Assignments

(3) Assignments will not be accepted if more than two weeks late or if the material has been subsequently reviewed in class.

(4) Assignments received up to two weeks late will be accepted but a sliding scale of penalties will apply. The default penalty scale to operate in the Faculty is provided below. However, individual lecturers may establish different penalties for their unit with Head of School approval: if so these will be detailed on the eek 1 document.

The penalties, unless otherwise specified on the week 1 document, are:

When faced with extraordinary circumstances, students may apply for extension to the submission date of the assignment. Applications for extensions must be submitted directly to the unit coordinator prior to and no later than the due date of the assignment. Applications received after that time will only be considered under exceptional circumstances.

Extension will only be considered on the following grounds and accompanied by appropriate written evidence:

Applications should also be accompanied by any work completed to date (eg: research notes, proposed outline, draft essay). The incomplete work will be taken into consideration when determining if the application for extenion should be accepted.

Extensions will not normally be granted for:

• social engagements;
• disk failure or computer/printer failure (unless accompanied by appropriate evidence);
• poor time management with study workload;
• late enrolment in the unit;
• pressure from multiple assignment due dates.

Unit coordinators will communicate the decision on the outcome of the applications to students via email. If approved, a new due date will be specifie in the communication.

Students who are dissatisfied with the decision in relation to their requests for extensions should direct their concerns to the relevant Head of School.

Notification of Progressive Assessment Results

(5) All results obtained in items of assessment set and completed during a semester (ie all but final examinations) shall be entered by examiners on FITSIS.

(6) The student information produced by this system provides, as a minimum, the following information:

(a) unit code and title;

(b) a progressively updated listing of weighted results for each piece of assessment undertaken by the student; and

(c) the weighting of each assessment item.

(7) Results will be available for viewing by students by the date formally advised by the Unit Coordinator. Students should check that all results for progressive assessment have been entered prior to the final date of final examinations.

(8) Students wishing to dispute a result may lodge an appeal, either written or verbal, directly to the Unit Coordinator concerned. Such an appeal must be lodged within two weeks of the results being released. Where an appeal is upheld the revised results shall be entered on FITSIS by the Unit Coordinator.

13. Examinations

Mid-Semester Examinations

(1) Details of mid-semester examinations are listed on the unit outline for each unit. As these examinations are school-based examinations, students should follow these instructions and those given by the lecturer in class.

Quality of Final Examinations

(2) To ensure a high standard of examination papers, the Faculty has adopted a formal process of peer review, or moderation. It is intended that each examination paper relates to the objectives, topic weightings and proposed assessment of objectives as outlined in the study guide.

(3) Moderators are chosen for each unit taught. They are academic staff members who have a sound knowledge of the subject material and the student group to be assessed.

(4) When the final examination paper has been prepared by the lecturer, a copy is given to the moderator. The moderator considers the examination paper in light of the current study guide and the most recent report from the external examiner.

(5) The moderator then completes a detailed report for the examiner with comments on whether the examination paper tests the specified objectives, adequately covers the proposed content, tests differing levels of subject mastery, is clear and concise, and is a reasonable length for the time allocated.

(6) The lecturer may then change the examination paper, or may meet with the moderator to discuss the comments. After the examination paper is completed to the satisfaction of lecturer and the moderator, it goes to the Head of School for final approval.

Examination Locations

(8) Students who enroll in an internal course should ensure that they will be available in Brisbane for the duration of the examination period. Examinations cannot be arranged at external locations (ie outside QUT campus) for students enrolled in internal courses.

Deferred Examinations

Faculty policy on deferred examinations is stated below. Students need to read this section carefully and see also the entries on Early Examinations and Special Consideration.

(9) Students who enroll in an internal a course are under an obligation to ensure their availability during the examination period. Examination periods are detailed in the Academic Calendar and examinations may be held between 8.00 am and 9.00 PM on weekdays and between 8.00 and 6.00 p.m. on Saturdays.

(10) Students should not undertake external obligations during the semester if such obligations conflict with the requirement mentioned above.

(11) Students will NOT be approved for deferred examinations for reasons such as holidays.

(12) Deferred exams are regarded as a significant concession to students and as such will only be granted to students who, due to medical reasons or exceptional circumstances, are unable to attend an examination at the prescribed time, subject to a properly documented and timely case being made.

(13) Inability to attend an examination may result from:

(a) an obligation imposed upon a student by some external body. In such cases, the student must inform the Manager Student Services in writing as soon as the situation arises. If the stated circumstances are deemed to warrant the student's absence then arrangements may be made in some cases for the student to sit the examination at an alternative date as approved by the Faculty.

(b) illness or incapacity during the examination period. In such cases, the student must submit an application for a deferred examination with a medical certificate as soon as possible. The medical certificate must contain the following information:

• The date on which the practitioner examined the student;
• The nature, severity, and duration of the complaint;
• The practitioner's opinion of the effect of the complaint on the student's ability to sit for, or perform satisfactorily in the assessment item.

(c) It is unlikely that an application will be approved if submitted with a medical certificate which does not conform to the above guidelines

(14) A deferred examination is not an appropriate course of action if the student has, for any reason, been unable to undertake studies during the semester. If a student has been ill, or subject to external domestic/employment pressures, then a cancellation of enrolment will be an appropriate course of action. Refer to the QUT Handbook to determine cancellation dates.

(15) Deferred examinations may not necessarily be of the same format as the original examination, eg deferred examinations may take the form of an oral examination held as soon as the student is available for assessment.

(16) Students should NOT expect to be granted an unlimited number of deferred examinations.

(17) Members of staff are not empowered to offer students any arrangements other than normal examinations. All decisions on deferred examinations are made by the Dean of Faculty.

(18) Applications for deferred examination received after the due date will not be considered.

(19) Students must undertake the central/school-based examination or an approved deferred examination. The Faculty of Information Technology does not provide any further examinations.

(20) Students who attempted the final examination MUST NOT apply for Deferred Examination. Students should apply for SPECIAL CONSIDERATION using the appropriate form and state the impact of the illness of the performance of the examination.

(21) Approval for deferred examination will be REVOKED if the student attempted the final examination and did not declare the situation on their form.

Procedure of Application for a Deferred Exam

(22) Students must apply for a deferred examination on an Application for Deferred Examination form (PDF), available from the Student Centre.

(23) All applications MUST include documentary evidence of the obligation which is making examination attendance impossible (for Deferred Exams). For more details of the required documentation see the QUT Handbook. Applications should normally be submitted prior to or within three days of the examination to the Student Centre.

Special Consideration

(24) Students who consider that their performance in an examination was adversely affected by illness or other exceptional circumstances beyond their control may apply for special consideration.

(25) Faculty of Information Technology policy allows special consideration to be given only if there were recent circumstances which prevented the student from demonstrating his/her true knowledge of the subject matter in the examination.

(26) In cases where long-term illness or work/family commitments have prevented regular lecture attendance or effective study during the semester, the appropriate course of action is to withdraw from the unit and repeat it at a later date. Refer to the QUT Handbook to determine the cancellation dates.

Procedure of Application for Special Consideration

(27) Students must apply for Special Consideration on an Application for Special Consideration form, available from the Student Centre.

(28) All applications MUST include documentary evidence substantiating the request for Special Consideration. For more details of the required documentation see the QUT Handbook.

(29) Applications should normally be submitted prior to or within three days of the examination, to the Student Centre.

Early Examinations

Religious Convictions - alternative examination sittings

(31) Students with religious convictions, which preclude attendance at examinations in accordance with the official timetable, have the right to alternative examination arrangements.

(32) For central examination, written requests for alternative examination sittings must be submitted to the Examinations Officer within 14 days of the release of the final timetable and include supporting documentation from the religious leader on organisational letterhead.

(33) For school based examination, including mid-semester examination, written requests must be submitted to the unit coordinator within 3 days of the notification of the examination timetable.

'Make-up' Examinations

(34) No formal examinations will be offered to students who failed their units following the semester examinations.

Bilingual Dictionary

(35) All students, undertaking units owned by Faculty of Information Technology, are eligible to take unmarked bilingual dictionaries (book form only) into the examination room. No extra time will be granted.

For more details, see Student Business Services Examinations web site.

14. Supplementary Assessment

(1) Supplementary assessment is provided to facilitate the course completion of students and will therefore only be granted to students whose current enrolment would satisfy the requirements for graduation.

(2) Students completing their final semester should remain in Brisbane until their final results are declared. Examinations cannot be arranged at external locations (i.e. outside QUT campus).

(3) Students should consult the Faculty of Information Technology policy and procedures on supplementary assessment.

See QUT-MOPP Supplementary assessment for further information

15. Results

Unfinalised Results

(1) Students who are required to present themselves for further assessment should contact the Unit Coordinator to ascertain the nature of the further assessment. In all cases the requirements for further assessment must be completed by a date set by the Unit Coordinator.

Eligibility for Graduation

(2) Students are eligible to graduate upon completion of course requirements. A passing grade must be achieved in all units set out in the course structure. Student should ensure that they have not exceeded a limit of 3 grades in their course.

Grade Point Average

(3) The Grade Point Average (GPA) is a simple numerical index which summarises the student's academic performance in a course in a single semester and over the duration of the student's enrolment in the course.

(4) The GPA is reported on the Statement of Academic Record. Two values of the GPA are given: the GPA for the semester and the GPA in the course.

(5) Only units which are awarded a numerical grade and the result "Withdrawn -Failure" (which is converted to a 1) are included in the calculation of a GPA

(6) Unfinalised results are not included in the calculation

(7) Only QUT units are included (not units taken at an external institution)

(8) Only units taken after the introduction of the seven-point grading scale are included in the calculations

Grading Scale

(9) Final results are given numerically or alphabetically

(10) Pass Grades

(11) Fail Grades

Final Results

(12) Upon notification of the final grade, a student who is dissatisfied with the grade should contact the relevant member of teaching staff and seek clarification of the reason for the grade.

(13) If a student remains dissatisfied after discussion with relevant teaching staff, an application for a formal review may be submitted by completing the 'Application for Review of Grade' form available at the Student Centre or Faculty Enquiries Counter. Students must substantiate the request for a review with cogent arguments.

See Review of Results

16. Review of Results

(1) Students have a right to discuss the grading of coursework exercises with the relevant lecturer, and a request for a review of the grade given for such exercises can be made at that time.

(2) Students may also seek a review of results in examinations conducted during the semester. Provision is made for a further appeal on the grading of such exercises and examinations to the relevant Head of School. (see also Progressive Assessment)

(3) During the course of a semester, students should discuss their progress in coursework exercises (including examinations which provide part of the progressive assessment) with their lecturers, and can expect to be provided with a clear indication of the extent to which they have or have not achieved the objectives set for each assessment item.

(4) Any student having reason to believe that an error has been made or an injustice done with regard to a final grade in a unit may apply for a review of the grade. Students should consult with the QUT Handbook for the policy and procedures pertaining to such reviews.

(5) The University has identified a three-step review of grade process to assist students. The University policy may be found at the following web site: Review of grades and academic rulings

Access to Examination Papers and Percentages

(6) Grade Percentages are posted on the Faculty notice boards located on Level 5, S Block GP, on the release of results each semester.

(7) Any student may request to peruse his/her completed examination paper once semester results have been finalised.

(8) Students may make a booking to peruse their examination scripts in a Faculty Examination Perusal Session. Bookings can be made via My.FIT.

(9) Examination Perusal Sessions Rules:

(a) Perusal sessions are held in a supervised environment. Each session is of 40 minutes duration.

(b) Students must present their Student ID card at the perusal session.

(c) A student will comply with all directions given by the examination supervisor.

(d) All materials are expressly prohibited unless deposited by the student directly upon entering the examination room at a place stipulated by the examination supervisor.

(e) Minimal writing implements will be provided at the session for noting concerns with the examination script.

(f) A student will not remove any materials from the examination room other than the working paper supplied.

(g) Students are not permitted to use a camera of any format during the Perusal Sessions.

(10) Students should contact the Student Services on Level 5, S Block regarding procedures to be undertaken.

(11) Should studenta request a photocopy of their examination script, a fee is levied under Schedule 2 of the Student Rules.

(11) Examination papers are disposed within 3 months of the release of results.

Review of Grade

(12) In line with the University Student Rules for Review of Grade, the Faculty of Information Technology has prepared the following student guidelines to assist with Review of Grade Applications:

Step 1 - Informal Consultation:

• After you have reviewed your paper (see Access to Examination Papers and Percentages) you should make an appointment with the Unit Coordinator.
• If the Unit Coordinator is not available you should proceed immediately to Step 2.
• All appointments must be made through Student Services (Level 5, S Block) not by email or other means.
• This form must be stamped by the Student Services staff to confirm that you have perused your exam paper.
• You will be required to show this form as well as your Student ID to the School staff when making the appointment.
• The Unit Coordinator will have a copy of your exam paper and check for addition and other obvious marking errors before the appointment.
• Before your appointment with the Unit Coordinator write down those questions for which you wish to seek clarification and give reasons for your inquiry.
• At the appointment be specific about why you are seeking clarification. This appointment is about seeking feedback. You should be aware that this time is not to negotiate for extra marks.

Step 2 - School Level Review

Step 3 - Faculty-level review

17. Unsatisfactory Academic Performance

(1) Students are expected to maintain a satisfactory level of performance in their studies. Students whose performance is unsatisfactory can be placed on Probationary Enrolment, which may lead to Exclusion from their course.

(2) See the QUT Handbook for rules regarding the terms and duration of Probationary Enrolment and Exclusion, readmission after exclusion, and student appeals.

18. Grievance Resolution procedures for student related grievances

The Faculty of Information Technology operates student grievance procedures within the framework of the University policy and procedures for student related grievances ( MOPP Policy E/9.2 Grievance resolution procedures for student related grievances)

The majority of complaints are resolved successfully by talking with the staff member responsible for the service about which you have a complaint or grievance. If you do not feel comfortable raising the issue with the relevant staff member, you may seek confidential assistance from the Learning Support Officer (Ms Sauwan Chew – tel: 3138 2871; GP-S Block, Rm 501).

If the staff member does not provide a timely response to the grievance, you should contact the following staff for further assistance: