(1) The Joint Medical Program (The JMP) was established in 2006 via a Memorandum of Agreement (14 December 2006 – 30 June 2017) between the University of Newcastle and the University of New England. The aim was to expand the University of Newcastle’s Bachelor of Medicine program to the University of New England. In 2017 the Bachelor of Medicine was placed in teach-out, with no new commencing students, and the Bachelor of Medical Science and Doctor of Medicine was introduced at both Universities. (2) The development, delivery and administration of the JMP is the joint responsibility of both universities under the terms of a Collaboration Agreement (1 July 2017 – 31 December 2021). This JMP Manual has been developed to ensure consistency and equity to JMP students enrolled at the University of New England and the University of Newcastle. The JMP Executive Committee reviews and endorses the amendment to policies, procedures and guidelines and reports to the JMP Governance Committee through the Dean of Medicine. The JMP Coordinator will review this Manual annually to ensure consistent application and alignment. (3) This Manual supports the administration and implementation of the Joint Medical Program (JMP) at the University of Newcastle and the University of New England. (4) The Manual aims to provide directions for staff and students for JMP admissions, course management, assessment and program management. (5) JMP students enrolled at University of Newcastle are required to comply with the University of Newcastle policies and procedures listed in this Manual, unless stated otherwise. JMP students enrolled at University of New England are required to comply with the University of New England policies and procedures listed in this manual, unless stated otherwise. Where no University specific policy or procedures is cited, JMP students should comply with the (6) In the event of any conflicts between the provisions of the JMP Schedule, JMP Manual and supporting JMP policies and other University of Newcastle/University of New England policies or procedures, the provision of the JMP Schedule, JMP Manual and supporting JMP policies will prevail to the extent of the inconsistency. (7) In the event of any inconsistency between any University of Newcastle Rule and this manual or its associated documents, the Rule will prevail. (8) This Manual will be reviewed each year by the JMP Coordinator. Approved revisions will be published in each University’s Policy Library on a nominated date agreed to by both Universities. The Manual remains in effect for the calendar year (January to December) and will only be changed in that year if there are changes to external legislation or urgent amendments. (9) Where assistance is required with the interpretation of this manual or to provide feedback on the content of this Manual, staff and students can contact the JMP Coordinator as documented in the Status and Details tab of the Policy Library. (10) Readers should refer to the glossary within each University’s policy library for relevant definitions. (11) In the context of this manual when directed to a University of Newcastle policy only the terminology in the University of Newcastle Policy should be read with the University of New England equivalent term as stated below. (12) Organisational Charts outlining the governance structure of the JMP at Executive and Operational levels can be found on the JMP Webpages, and the governance principles are contained within the Collaboration Agreement. (13) The JMP Schedule provides the guiding principles that underpin the JMP to provide a framework for staff and students of the JMP. (14) The JMP Schedule applies to the award of “Bachelor of Medicine” and the award “Bachelor of Medical Science and Doctor of Medicine”. (15) Admission to the JMP is managed through a common selection process administered by the University of Newcastle as documented in the Admission Procedure Manual – Coursework Programs. (16) In addition, all students seeking admission into the JMP must comply with the Bachelor of Medical Science / Doctor of Medicine – JMP – Admission and Selection Policy. (17) Aboriginal and Torres Strait Islander applicants seeking admission into the JMP must also comply with the Bachelor of Medical Science / Doctor of Medicine – Aboriginal and Torres Strait Islander Selection Procedure. (18) Enrolment into the JMP must be in accordance with enrolment policies and procedures of the University of enrolment (either University of Newcastle or University of New England): (19) Except in clauses 20-25, JMP course management must be in accordance with the provisions below. The JMP Executive (or nominee at each University) must ensure that the requirements of the following documents are complied with: (20) One JMP curriculum is delivered across both Universities. The Universities Course Coordinators and Phase Leads cooperate to prepare the Course Outlines. (21) The Course Management and Assessment Procedure Manual outlines the required content for the Course Outline. (22) The Course Outline must be approved by the JMP Teaching and Learning Committee in consultation with Heads of School before being made available to JMP students. (23) The Course Outline will be generated at the University of Newcastle and adapted for use across both Universities. (24) The Course Outline is made available to students by the Course Coordinator(s) for each course at the commencement of the teaching period in which the course is offered. (25) Both Universities will use the University of Newcastle Learning Management System (Blackboard) to communicate with JMP students. Each course will have a site in this system which will become available by the first day of the teaching period. (26) Except in clauses 27-29, Course Coordination of the JMP must be in accordance with each University’s requirements: (27) The JMP Executive Committee and the Dean of Medicine – JMP as Chair, has overall responsibility for the coordination and delivery of courses within the JMP, as defined in the Collaboration Agreement. (28) Appointment to a JMP Course Coordinator position must be in accordance with the University of Newcastle Course Management and Assessment Procedure Manual. (29) JMP Course Coordinator responsibilities are outlined in the University of Newcastle Course Management and Assessment Procedure Manual. (30) JMP students must comply with the Student Conduct Rule and Student Academic Integrity Policy. All new students are required to complete the University Academic Integrity Module (AIM) before the end of their first term of enrolment at the University of Newcastle. (31) Academic integrity is covered in the Student Coursework Academic Misconduct Rule. This Rule applies to all units and courses offered at the University of New England. It is a mandatory requirement of admission that students complete the Academic Integrity Module prior to the submission of their first assessment task in their first period of enrolment. (32) Conflict of Interest within the JMP must be managed in accordance with principles at each University as determined by Academic Senate (University of Newcastle) and Academic Board (University of New England): (33) Except in clauses 34-41, JMP placement management should be in accordance with the following: (34) Clinical Placement NSW Verification Requirements can be found here: Clinical Placement Essentials (35) Placements will be managed by using SONIA or INPLACE (University of New England). (36) Within the JMP all students undertake clinical, professional, industrial, or other placements that form part of the JMP curriculum and for which: (37) Students will not normally be permitted to: (38) All students undertaking a placement will be provided with feedback during the placement regarding their progress towards the learning outcomes of the placements. (39) Students must formally disclose their disability prior to the allocation of a placement, and consent to the release of necessary information to the placement agency staff for the purpose of making adjustments. (40) Schools cannot make any reasonable adjustments unless the student has provided this information and consent within an appropriate timeframe. (41) Reasonable adjustments for placements will be determined through consultation between the Placement Supervisor, Course Coordinator, Program Convenor and other relevant university staff. (42) JMP Student Support for Professional Practice Procedure and Guideline aims to ensure that the Universities: (43) The JMP Student Support for Professional Practice (SSPP) Procedure and Guideline are available on the JMP Webpages. (44) Except in clauses 45-53, assessment within the JMP must be in accordance with the following: (45) The Heads of School shall ensure the publication, in the Course Outline, of the assessment requirements in each course by the end of the second week of the teaching period in which the course commences. The assessment requirements will include the weight and timing of each task comprising the total assessment to be applied in determining the final result for that course. As an ungraded pass program, JMP students will only receive notification of “UP” (46) The Year Managers shall ensure that reference is made in the Course Outline to this manual, which defines any circumstance in which assessment items may be re-marked or moderated and the processes to be followed in undertaking these actions. (47) Courses may have University supervised examinations with the examination component of the course not contributing to more than 50% of a course result. (48) No other single assessment item will contribute to less than 10% of a final course result except, when approved by the Head of School who must be satisfied that a group of assessment items are linked: (49) Weightings for group assessment must be consistent with the stated course objectives and comply with the following requirements: (50) Group work can contribute to students’ ability to work constructively together. The following are to be provided to all students undertaking group work within a course: (51) Assessment weightings for peer and/or self-assessment must comply with the following requirements: (52) Where self and peer assessment are utilised, students must be provided guidance, criteria, materials and clear guidelines in advance to ensure the outcomes of the assessment are equitable and credible. (53) The Course Coordinator must ensure there are mechanisms for moderating the results or ensuring fair (54) Except in clauses 55-171, Joint Medical Program (JMP) student and university assessment responsibilities should be in accordance with the following: (55) Joint Medical Program (JMP) students are responsible for providing the Course Coordinator with any Reasonable Adjustment Plans (University of Newcastle) or Study Access Plans (University of New England) in a timely manner. (56) A Year Assessment Decision Committee is in place for each year of the Joint Medical Program. (57) The Year Assessment Decision Committees are responsible for making recommendations to the relevant Head of School for the approval for final grades and for reviewing the assessment in a course in accordance with each university’s quality assurance principles. (58) The membership of the Year Assessment Decision Committee may be varied by the JMP Teaching and Learning Committee. Membership, attendance, and quorum requirements are defined in the approved Year Assessment Decision Committee Terms of Reference. (59) Members of the Year Assessment Decision Committees must comply with the respective University’s Conflict of Interest Policy (see clause 32). (60) The Year Managers are responsible for ensuring the: (61) The Year Manager will keep a record of the Year Assessment Decision Committee recommendations in the form of a report (or minutes). These are retained as an official record for review in case of an appeal against a final result. The report (or minutes) will include: (62) Where possible, the Year Assessment Decision Committee should reach consensus on all decisions regarding students’ grades and pass standards. If consensus cannot be reached, a ballot should be undertaken and all members should indicate the result or grade they consider appropriate. The outcome of that ballot will be that agreed by the majority and must be recorded in the minutes. (63) Any unresolved disagreements will be referred to the Dean of Medicine – JMP. (64) The Year Assessment Decision Committee shall treat its proceedings as confidential. (65) The Year Manager must ensure that results are correctly recorded against the appropriate student and shall supply the Year Assessment Decision Committee with summary documentation which includes the following prescribed elements: (66) The Course Coordinators for each JMP course being reviewed at the meeting are required to present, in writing, a brief summary of the delivery of the course at each campus and a joint whole-of-cohort report to the Committee which identifies issues for consideration and makes recommendations regarding the pass standard. (67) The recommendations will include: (68) Before reviewing any results, the Year Assessment Decision Committee will: (69) The Year Assessment Decision Committee: (70) Where an assessment matter is referred to another person for clarification or resolution, the matter would normally be dealt with within the timeframe of the Year Assessment Decision Committee’s meeting. However, if this is not possible, the matters may be dealt with by the Chair of the Year Assessment Decision Committee in consultation with the Chair of the Assessment Committee or delegate and a recommendation made to the relevant Head of School. (71) If any matter which cannot be dealt with during the timeframe of the Year Assessment Decision Committee’s meeting has implications for other students, or the results of other students (for example when a moderation has been requested), the Year Assessment Decision Committee must reconvene to make a recommendation to the Head(s) of School. The Head(s) of School may determine a time period in which the complete course assessment results must be provided. (72) If the course assessment results are incomplete at the time of the Year Assessment Decision Committee meeting, the Chair of the Committee may review the material when it is complete and make a recommendation to the Head(s) of School. The Head(s) of School may determine a time period in which the complete course assessment results must be provided. (73) The Year Assessment Decision Committee shall: (74) Where the Year Assessment Decision Committee has concerns about the recommendations, especially the pattern of results, it may request one or more of the following: (75) When the Year Assessment Decision Committee has finalised its recommendations on each course, the Chair of the Year Assessment Decision Committee will present the recommendations to the respective Head of School for approval. (76) Once approved by the Heads of School: (77) After the fully graded date, changes to final results and grades are only possible by way of an Amendment to Result form (University of Newcastle) / Amendment of Result form (University of New England). (78) Changes to final results and grades within six months of the fully graded date must be approved by the relevant Head of School. (79) Changes to final results and grades more than six months but less than two years after the fully graded date must be approved by the Pro Vice-Chancellor, College of Health, Medicine and Wellbeing the University of Newcastle or the Dean, Faculty of Medicine and Health at University of New England on the recommendation of the relevant Head of School. (80) Changes to final results and grades more than two years after the fully graded date will only be considered in exceptional circumstances and must be approved by the DVC-A (University of Newcastle) or Dean, Faculty of Medicine and Health (University of New England) on the recommendation of the Dean of Medicine – JMP. (81) Following the publication of final results, the Year Manager will provide the Dean of Medicine – JMP with the following: (82) If the Dean of Medicine – JMP has concerns about the course outcomes, the Heads of School and Course Coordinators will be consulted and, where necessary, be required to (83) Where there are significant improvements or trends identified, these will be reported by the Dean of Medicine – JMP to the JMP Teaching and Learning Committee. (84) At University of Newcastle this report will also be provided to the Pro Vice-Chancellor of the College of Health, Medicine and Wellbeing who is required to report annually to College Board and the Academic Senate on course outcomes in accordance with the University of Newcastle Quality Assurance Cycle. (85) At University of New England, the School of Rural Medicine in collaboration with the unit and course coordinators report annually to the Executive Principal Education Futures or delegate on key performance indicators for Academic Board. (86) A student may only request a re-mark of an assessment item before the final result for the course to which the assessment item contributes has been posted. If a final result in the course has been posted, the student must apply under clauses 173-196 (Appeal Against Final Result). (87) In determining whether a re-mark should be granted the Course Coordinator must take into consideration all of the following: (88) A re-mark may also be initiated at the request of the Course Coordinator, the Head of School, the Program Convenor, the Year Assessment Decision Committee, the JMP Progress and Appeals Committee or the Dean of Medicine - JMP. (89) When the student is advised that a Re-mark is underway, they must be informed that the revised mark may increase, decrease or remain the same. (90) Re-marks may be undertaken by: (91) Where a re-mark is requested as part of, or as a consequence of, a grievance procedure or an action under the provisions of the relevant university’s Conduct and Academic Misconduct Rules (University of Newcastle - Student Conduct Rule; University of New England - Student Coursework Academic Misconduct Rule) the re-mark must be undertaken by an external marker. (92) An alternate marker shall be provided with any marking guides and the assessment criteria for the assessment item and for the course. The Course Coordinator should provide the alternate marker with a clean copy of the student’s answer(s) with the original markers comments removed. (93) The alternate marker will make a recommendation to the officer or body responsible for arranging the re-mark. (94) If an alternate marker is used, the original marker: (95) The result of the re-mark and the recommendation of the body responsible for arranging the re-mark will be considered by the Course Coordinator who will determine the final mark. If the assessment item is a major assessment item the student may appeal the decision after the final result is posted by submitting an application under clauses 173-196 (Appeal Against (96) Where any doubt exists as to the result to be recorded for an assessment item, a supplementary assessment may be required. (97) Notification of changes to the mark for an assessment item as a result of a re-mark are the responsibility of: (98) Moderation may be applied when: (99) Moderation may be undertaken by: (100) The Moderator will be given access to: (101) When a moderation is initiated, all students who may be affected will be informed that the process is being undertaken and warned that their marks may be varied upwards or (102) The moderator will make a recommendation to the officer or body responsible for arranging the moderation. (103) Changes to the results of an assessment item as a result of moderation are the responsibility (104) Changes to the final results of students as a result of moderation are the responsibility of the Heads of School in consultation with the Dean of Medicine – JMP. (105) The responsible officers and structure for supervised examinations within the formal examination period are defined in the Course Management and Assessment Procedure Manual (University of Newcastle) and the Assessment Procedures (University of New England). (106) The Heads of School shall be the responsible officers for the administration and supervision of assessment items, in courses offered by the Schools, including any supervised examinations that are not the responsibility of the universities. (107) For each MEDI Course, the Heads of School shall arrange for: (108) For each MEDI Course, the relevant Year Assessment Decision Committee shall act in accordance with clauses 54-85. (109) Notification of the venue of examinations will be provided at least one week prior to the examination. In the case of a granted supplementary assessment, students will be notified of the time and venue details at least 48 hours prior to the assessment. (110) At either University where a School is holding supervised examinations during the formal examinations period, it is the responsibility of the JMP Assessment Officers, in consultation with relevant Year Managers, to ensure that there are no timetable clashes with examinations being administered by the respective university. (111) Unless granted a rescheduled exam under clauses 129-171 (Adverse and Special Circumstances) students who fail to attend an examination which is shown on the examination timetable will be deemed to have failed the examination. (112) Where the Year Assessment Decision Committee considers it justified on religious,compassionate or other grounds, and the student applies no later than ten calendar days before the date of the examination, special arrangements may be made for a rescheduled examination to allow a student to attend an examination at a time and place different from that in the published timetable but within the formal examination period. Misreading the Course outline or examination timetable, having travel plans, returning home, work commitments or early commencement of holiday employment will not be accepted as grounds for a rescheduled examination. (113) Applications for rescheduled examinations must be completed in line with the procedure detailed in clauses 129-171 (Adverse and Special Circumstances). (114) If circumstances arise after the cut-off date for seeking a rescheduled examination (i.e. ten calendar days prior to the first date of the examination period) that prevent a student from attending or completing an examination or that adversely affect their performance at the examination, an application for special consideration using clauses 129-171 (Adverse and Special Circumstances) must be submitted no later than three calendar days after the date of the examination. (115) Outcomes of applications for special consideration will be determined by the JMP Year Assessment Decision Committee in accordance with the outcomes available under clauses 129-171 (Adverse and Special Circumstances). (116) A supplementary examination (if offered) will – except in exceptional circumstances – be scheduled: (117) University supervised examinations will be conducted in accordance with the respective University’s rules and guidelines. (118) School supervised examinations will be conducted in accordance with the rules advised to students prior to the examination by either the JMP Assessment Officers or the respective Year Manager. Notification will normally be done via Blackboard. (119) If requested by a student, an opportunity may be provided for students to view completed examination papers with the Course Coordinator (or nominee). However, Summative Multiple Choice Question papers are not available to be viewed by students at any time. (120) An assessment item submitted after the due date, without an approved extension of time, will be awarded Not Satisfactory for that assessment item. (121) An infringement of any of the Rules for supervised examinations or failure to comply with instructions relating to an assessment item may constitute misconduct and represent an offence under the university of enrolment’s Academic Conduct Rule: (122) There will be only one set of official results of students’ performance in assessment within a course. This is the list of final results approved by the relevant Head of School and published through the relevant University’s examination results portal. (123) All other information on results for individual assessment items or final results are “unofficial results” which have no legal standing and should be read as advisory only. (124) In accordance with the NSW Privacy and Personal Information Protection Act (1998) and the Commonwealth Privacy Act(1988), the Universities will not list students by name but only by student number. This applies to both official and unofficial results for individual assessment items and for final results. (125) Final course results. (126) A student will be deemed to have successfully completed a course where they have met all three of the following criteria: (127) A student will be deemed to have unsuccessfully completed a course where they have not met the criteria listed as those required for successful course completion. (128) The following Grades and Administrative Codes will apply to courses administered by the Joint Medical Program. (129) In relation to MEDI courses, JMP students are entitled to apply for consideration of the impact of certain circumstances on their performance in assessment subject to the provisions in the following clauses. (130) Allowable adverse or special circumstances may include one or more of the following: (131) Some situations that do not constitute allowable circumstances include misreading the course outline or examination timetable; having travel bookings for the holidays; returning home; regular work commitments, or early commencement of holiday employment. (132) This section does not cover the ongoing adjustments/assistance provided by AccessAbility (University of Newcastle) or Student Access & Inclusion (University of New England) to support students with a disability to undertake study or exams. (133) JMP students may be entitled to apply for one of the following: (134) Except in exceptional cases, as approved by the relevant Head of School, a JMP student will be able to apply for consideration of adverse or special circumstances on only one occasion for a particular assessment item. (135) A JMP student whose application for a rescheduled examination, extension of time or special consideration is approved, will be eligible for the full range of marks available for the assessment item and/or the full range of grades available for the course. (136) Where circumstances affect a JMP student’s performance in an assessment item that is not a major assessment item (defined as any assessment item, including the final examination, worth 20% or more of the final result of a course; or a compulsory assessment item that must be satisfactorily completed in order for a student to receive a pass mark in that course) the student must apply in writing – preferably by email – to the Course Coordinator and seek the appropriate consideration, e.g., an extension of time on an assessment item, rescheduling ofa class test or special consideration of the impact of circumstances on their performance. The Course Coordinator may request further information to substantiate the request. (137) The Course Coordinator is responsible for: (138) Where a JMP student seeks an extension of time on an assessment item or the rescheduling of a class test, the Course Coordinator will respond in writing – preferably by email – advising (139) Where a JMP student seeks special consideration of their performance in an assessment item, the Course Coordinator may offer one of the following responses: (140) Where a JMP student wishes to appeal the decision of the Course Coordinator, an appeal should be lodged in writing – preferably by email – to the relevant Head of School. (141) Where circumstances affect a JMP student’s performance in a major assessment item, students may apply for either: (142) To make application for any of these provisions the following procedures must be followed: (143) The application is not completed until all documentation is submitted at University of Newcastle via the Adverse Circumstances system and at University of New England, via AskUNE. (144) All applications must include documentation. (145) Students applying on medical, including psychological, grounds must submit a medical certificate, completed by a registered treating medical or dental practitioner or other appropriate health professional. The certificate should state: (146) Students applying on other grounds must submit suitable documentary evidence. (147) Applications for a rescheduled examination can be made in the same formal exam period on the basis of religious, medical, compassionate or other grounds which: (148) Applications must be made according to the process specified in clauses 141-143, no later than ten (10) calendar days prior to the first date of the examination period. (149) Applications must be accompanied by appropriate documentary evidence (see clauses 144-146) and submitted according to the process specified in clauses 141-143. (150) A student applying for a rescheduled examination will be notified of the outcome by the Year Manager. (151) Where the outcome is to provide a rescheduled examination, the date of the rescheduled examination will be notified by the Year Manager. (152) Applications for an extension of time on assessment items must be made according to the process specified in 141-143. (153) Applications are not finalised until appropriate documentation, as outlined in 143-146, is submitted to the Adverse Circumstances page (University of Newcastle) or AskUNE (University of New England) prior to the due date of the item. (154) In their application, students must nominate: (155) If circumstances arise after the cut-off date for seeking a rescheduled examination (i.e., ten (10) calendar days prior to the first date of the examination period) that: (156) An application for a special consideration will be assessed by the Course Coordinators. Any supplementary examination arranged will usually be held in the Supplementary Examination Period immediately following the Formal Examination period. (157) Where the Year Assessment Decision Committee recommend a supplementary examination, the Year Manager will advise the students of the outcome of the application and the date and venue of the supplementary examination. (158) Students may apply for consideration of the impact of adverse or special circumstances on their performance: (159) Requests for Special Consideration must be made according to the on-line process specified in clause 142 as soon as possible after the examination/assessment and no later than three (3) calendar days after the date of submission for the assessment item, or the date of the examination. Supporting documentation as specified in clauses 144-146 must be submitted within three (3) calendar days following initial submission of the online application. (160) Students must retain a copy of their application. (161) The JMP Year Assessment Decision Committee will: (162) For applications for special consideration of an assessment item the JMP Year Assessment Decision Committee will recommend one of the following options that: (163) Students will be informed by email of the outcome of Applications for Special Consideration: (164) The application for consideration of circumstances affecting performance in assessment and attached documents will be treated as personal information. (165) Officers of the Universities will comply with the Universities’ Privacy requirements, along with relevant anti-discrimination and privacy legislation in the handling of applications. (166) Any documentation relating to an application will be retained for a minimum of three (3) years. (167) An appeal against a decision regarding an application to address the impact of circumstances on a particular assessment item will not be allowed until the final result for the course is available. (168) An appeal against a final result based on a decision regarding an application to address the impact of adverse or special circumstances on an assessment item, must be lodged in writing under clauses 173-196 (Appeal Against Final Result). The appeal will follow the procedure set out in those clauses. (169) At the beginning of each year an annual report will be provided to the JMP Assessment Committee regarding the applications received for major assessment items. That report will identify the number of applications, under which categories they fall and the outcomes reached. (170) At University of Newcastle, at the beginning of each year the School of Medicine and Public Health will provide a similar annual report to the Pro Vice-Chancellor, Health, Medicine and Wellbeing on applications from students in the JMP, regarding major assessment items. The report will identify the number of applications, under which categories they fall and the outcomes reached. (171) The Pro Vice-Chancellor, College of Health, Medicine and Wellbeing will report to the first meeting of Academic Senate every year on the number of applications, under which categories they fall and the outcomes for the previous year. The report will include an assessment of the procedures used. (172) Except in Clauses 173-213, JMP Student Progression should be in accordance with principles at each University as determined by Academic Senate (University of Newcastle)and Academic Board (University of New England): (173) A student who wishes to question a final result must refer to the following: (174) Students wishing to obtain further information on a final result in a course, or to query that result, should, initially, contact the Course Coordinator. (175) If an error is found by the Course Coordinator under the following criteria: (176) After seeking a review by the Course Coordinator a student may lodge an appeal against their Final Result for a course. (177) Appeals must be submitted to the online appeals portal within seven (7) calendar days of the publication of their final result online. Appeals must be submitted in this way to be considered by the JMP Progress and Appeals Committee. (178) The online portal used by JMP students for the lodgement of appeals against final grades will be JMP specific with appropriate branding and will be maintained by University of Newcastle on the University of Newcastle myHub site. University of New England students have access to this site by virtue of their University of Newcastle student ID. University of New England Head of School can obtain relevant copies to save to TRIM. (179) The JMP Progress and Appeals Committee will consider all valid appeals and determine an outcome for: (180) To be valid an appeal must address one or more of the following criteria and include relevant documentary evidence: (181) Appeals that do not provide evidence of the student having: (182) The JMP Progress and Appeals Committee may (but is not obliged to) request any additional information required to determine the outcome of an appeal. (183) The JMP Progress and Appeals Committee may determine that: (184) The Chair of the JMP Progress and Appeals Committee may undertake urgent business between scheduled meetings. Actions taken under delegation must be ratified by the JMP Progress and Appeals Committee at the next meeting. (185) The JMP Progress and Appeals Committee shall include in its membership: (186) The JMP Progress and Appeals Committee shall have responsibility for matters referred to it: (187) The student should usually receive notification of the outcome within twenty-five (25) University working days after publication of the final result online. The notification should identify which appeal criteria formed the basis of the decision. (188) A late appeal will only be accepted in exceptional circumstances and provided that the student has not already lodged an appeal against the final result in that course and the late appeal is lodged no longer than two (2) months after the publication of the final result online. A student lodging a late appeal must: (189) A review of final result request against a mark or grade awarded as a consequence of academic misconduct must be made in accordance with the University of enrolment Conduct and Academic Misconduct Rules: (190) Determinations relating to appeals against final results in a course made by the JMP Progress and Appeals Committee are final and there is no further avenue for appeals within the Universities. The student may have rights of appeal outside the University. (191) A potential graduate may lodge an appeal against a final result when a failure prevents them from completing their degree. (192) The appeal must meet the following criteria to be considered by the JMP Progress and Appeals Committee: (193) The JMP Progress and Appeals Committee shall determine the legitimacy of the appeal. (194) If the appeal is upheld, it will be referred to the Course Coordinator, who will determine the nature, timing and content of a supplementary assessment item. The outcome of the supplementary assessment item will ensure that: (195) If an administrative error is identified in a final result, an Amendment to Result Form will be completed by the Course Coordinator (e.g. not all required items of assessment were included in the final determination of the result). This will be submitted to the Dean of Medicine - JMP for approval and notification of the student affected. (196) The JMP Progress and Appeals Committee will report annually on the activities initiated under this procedure. These reports must be available for compliance and monitoring purposes if requested by Academic Senate (University of Newcastle)/Academic Board (University of New England). (197) JMP students are deemed to be at risk and not able to maintain a satisfactory rate of progress in the program if they have either: (198) JMP students who fall within one of these categories will be deemed as being at risk of failing to maintain satisfactory progress and will be notified of their options. (199) As soon as possible after the release of official examination results in a teaching period, JMP students identified as at risk will be formally contacted by email from: (200) That email will provide: (201) JMP students who are required to show cause as to why they should not be excluded from a program, are those who have: (202) These students will be identified as continuing to be at risk of failing to maintain satisfactory progress, and therefore required to show cause. (203) As soon as possible following the release of official examination results in a teaching period, JMP students identified as continuing to be at risk will have show cause status recorded on (204) Students will receive advice in the email that provides: (205) The JMP Program Convenor will be notified of JMP students who have been sent a Notice of Show Cause. (206) Students required to show cause will be given an opportunity to provide a show cause statement. (207) Students should: (208) Students who do not provide a written statement within the prescribed time period showing why they should be permitted to continue, may be excluded from the program for a period of not less than one academic year. (209) The JMP Progress and Appeals Committee will convene a hearing to: (210) The JMP Progress and Appeals Committee may determine that: (211) Students will be advised officially of the outcome of the review of progress process by email, usually within seven working days of the hearing. (212) Student appeals against Show Cause outcomes must: (213) The Deputy Vice-Chancellor (Academic) at University of Newcastle or the Executive Principal Education Futures at University of New England (as applicable) will usually consider appeals within ten (10) working days of receipt; and students will be notified of the outcome of the appeal usually within twenty (20) working days of receipt. (214) Essential Criteria can: (215) Essential criteria should not normally cause the total work required of the student for the course to exceed that specified in the Universities’ policies on student workload. (216) Where it is determined that specific, unmarked/ungraded essential criteria must be met in order to pass a course, these will: (217) Where essential criteria are proposed for a course, the proposal should: (218) In considering proposals for the use of essential criteria in a course, Heads of School, Dean of Medicine-JMP, JMP Teaching and Learning Committee, Faculty and College Teaching and Learning Committees and Executive Principals will: (219) The Course Outline will include: (220) Marks may not be awarded for attendance alone. (221) Where attendance is identified as an essential component in the assessment of a course, attendance will be an ungraded essential criterion. Attendance will be recorded as satisfactory but no marks will be assigned. (222) Where attendance is an ungraded essential component of a course, the following process must be followed: (223) Attendance with participation may be assessed as outlined under Participation. (224) The criteria by which active participation will be assessed are to be included in the Assessment details in the Course Outline. (225) Where participation is to be assessed as an essential criterion, the following process must be followed: (226) Where essential criteria for a course has been approved and a student has failed to meet the essential criteria requirements, the Course Coordinator must recommend a fail grade to the JMP Year Assessment Decision Committee unless an application for Special Consideration has been received. (227) Where a recommended fail grade is made to the JMP Year Assessment Decision Committee by the Course Coordinator on the basis of non-satisfactory completion of essential criteria, (228) For information on credit transfer and articulation within the JMP, please refer to the JMP Schedule. (229) To enable the JMP to be offered consistently and equitably across the two Universities, a discrete Rule is required at both University of Newcastle and University of New England for (230) General Provisions for the role and responsibilities of the Program Convenor, including overall program quality and student matters are included in: (231) There will be a single Program Convenor, employed by the University of Newcastle, for the JMP. (232) The Program Convenor will be an academic staff member responsible for the implementation of the JMP across the two campuses; (233) The Program Convenor is responsible to the JMP Executive Committee for program conduct, quality and performance. (234) The Universities will appoint a Clinical Dean for each Clinical School. (235) The Clinical Dean will be responsible for:JMP - The Joint Medical Program Manual
Section 1 - Introduction
Background
Purpose
Application of this Manual
specific requirements of this manualRevisions
Further Information for Staff and Students
Definitions
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Defined Term
Meaning
(University of New
England = unit)When referring to a course offered by the University, a course is a set of learning activities or learning opportunities with defined, assessed and recorded learning outcomes. A course will be identified by an alphanumeric course code and course title. Course types include core
courses, compulsory courses, directed courses, capstone courses and
electives. For all other uses of this term, the generic definition applies.
(University of Newcastle)
(University of New
England = Unit
Coordinator)the academic staff member responsible for the management of a course
as approved by the JMP Executive Committee (see Unit Coordinator
(University of New England) below)
(University of Newcastle
= unit)A credit point is an indicator of the amount of work required in a unit and
represents a workload of approximately twenty-five hours per teaching
period. This means that a six credit-point unit, for example, is estimated to
require a total workload of approximately 150 hours.
Newcastle)
England = credit point)When referring to an academic unit, unit means the proportional amount
of academic credit allotted to a course. This term is used to define the
requirements for a program award of the University and indicate a
student’s enrolment load. For all other uses of this term, the generic
definition applies.
(University of Newcastle
= course)Is a part of a course with a code, title and credit point value for which a
result is recorded on a student's academic record
(University of New
England)
(University of Newcastle = Course Coordinator)Is an academic member of staff with management responsibility for the design, teaching and assessment of a unit
Year Manager
Is the relevant administrative officer or administrative coordinator supporting each year and phase of the program
Section 2 - Governance
Section 3 - JMP Schedule
Section 4 - Selection and Admission
Section 5 - Enrolment
Section 6 - Program Management
Course Outline
Delivery of Course Outlines
Course Coordination
Course Coordinator Appointment
Course Coordinator Responsibilities
Section 7 - Academic Integrity
The University of Newcastle
The University of New England
Conflict of Interest
Section 8 - Placement
Placements for Students with Disabilities
Student Support for Professional Practice
Section 9 - Assessment
(ungraded pass) or “FF” (fail) for each overall course result.
Examples of excepted items are:
Group, Self and Peer Assessment
grade may be allocated for group projects.
and workload requirements for the course.
assessment.Assessment Responsibilities
Membership and Terms
Records and Confidentiality
Procedures
Responsibilities of Year Assessment Decision Committee
Referrals and Delegations
Recommendations on Final Results or Grades
Responsibilities of the Heads of School
Approval for Changes to Final Results and Grades
Quality Assurance Cycle
adopt strategies for improvement.Re-marks
aware before they proceed with a formal request, that the original mark may be increased or reduced as a result of a re-mark or remain the same.
re-mark is underway.
Final Result).
Moderation
item(s);
downwards.
of the Heads of School in consultation with the Dean of Medicine-JMP.Examinations
Rescheduled Examinations
Supplementary Examinations
Supervised Examinations
Return of Final Exams
Penalties
Publication of Final Results
Course – Final Results and Completion
Table 1 – Grading Scale
Grade
Attributes of Grading Scale
Fail (FF)
Failure to satisfactorily achieve learning outcomes and/or complete compulsory course components. A fail grade may also be awarded following disciplinary action.
Ungraded Pass (UP)
A grade awarded in a course for which only a pass or fail is available. No marks are provided.
Table 2 Administrative Codes
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Code
Short Description
Long Description
I
(University of Newcastle)
RU
(University of New
England)Incomplete/Result temporarily
unavailableUsed where:
* a student has not completed all aspects of the course and the result in the course is yet to be finalised; OR
* a placement or practicum does not align with the term dates and is continuing at the fully graded date;
For courses which have been identified as practicum/placement courses, Incomplete (I/RU) results will become fail grades 365
calendar days after the fully graded date of a term for which the result was entered.
For all other courses (i.e. those which have not been identified as practicum/placement courses) Incomplete (I/RU) results will
become Fail (FF) grades 90 calendar days after the fully graded date of a term for which the result was entered.
S
(University of Newcastle)
SPE
(University of New
England)Special Consideration
Used where:
* a student has been granted special consideration under the University of Newcastle Adverse Circumstances Affecting Assessment Items Policy or the University of New England Assessment Procedures.
Unless resolved, Special Consideration (S/SPE) results will become Fail (FF) grades 180 calendar days after the fully graded date of the term for which the result has been
entered.
WW
(University of Newcastle)
W
(University of New
England)Withdrawn without penalty
* a student withdraws from a course by the relevant prescribed date; or
* a student is permitted to withdraw without penalty in accordance with the relevant University policy or procedure; or
* a student is permitted by the Dean of Medicine - Joint Medical Program (JMP) to withdraw without penalty due to an administrative error.
EX
Credit Awarded
Indicates that credit has been approved and added to the student's record in accordance with the University policy.
Section 10 - Adverse and Special Circumstances
examination on the scheduled date; and
Minor Assessment Item – Procedure
the student of:
Major Assessment Item – Procedure
depending on the nature of the issue;Rescheduled Examinations – Major Assessment Items Only
Extension of Time on an Assessment Item (Major Assessment [non-Examination] Items Only)
Supplementary Examination
Special Consideration – Major Assessment Items Only
Retention of Records and Confidentiality
Appeal Process
Reporting on Outcomes of Adverse or Special Circumstances Applications
Section 11 - Student Progression
Appeal Against Final Result
Amending a Final Result
Appealing Against a Final Result
Appeals against a final result in a course
circumstances under the provisions of clauses 129-171 (Adverse and Special Circumstances).JMP Progress and Appeals Committee
Outcomes
Late Appeal Against a Final Result
Appeals lodged by a Potential Graduate following Failure in a Course
Administrative Error
Reporting
Review of Progress
Identifying Students at Risk
Managing Students at Risk
Identifying Students Required to Show Cause
Managing Students who are required to Show Cause
their student record and be formally contacted via email:
The JMP Progress and Appeals Committee
Outcomes of the Show Cause Hearings
Appeals Against JMP Progress and Appeals Show Cause Outcomes
Essential Criteria in Course Assessment
Class Attendance and Participation
Participation
Awarding of Fail Grades
the Year Assessment Decision Committee may make a recommendation to deem that the student has passed the Course if, in the opinion of the Year Assessment Decision Committee, their performance overall has reached a satisfactory standard.Credit Transfer and Articulation
Section 12 - Appointed Staff – Process and Policy
Dean of Medicine – JMP
the position of “Dean of Medicine - JMP”.Program Convenor
Clinical Dean – Role and Responsibility
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course (University of Newcastle)
Course Coordinator
credit points (cps)(University of New England)
unit (University of
(University of New
unit (University of New England)
Unit Coordinator
University of Newcastle: Enrolment Procedure Manual
University of New England: Admission, Credit and Enrolment Policy.
Top of PageUniversity of Newcastle – Conflict of Interest Policy
University of New England – Conflicts of Interest Policy
Top of PageUniversity of Newcastle
University of New England
University of Newcastle: Course Management and Assessment Procedure Manual
University of New England: Assessment Rule, Assessment Procedures and Teaching and Learning Expectations for Staff and Students
University of Newcastle – Course Management and Assessment Procedure Manual
University of New England – Assessment Rule
University of Newcastle: Student Academic Integrity Policy.
University of New England: Student Coursework Academic Misconduct Rule
Used where:
NB – special consideration does not provide for awarding of additional marks for an assessment.
NB: Documents provided must be scans of original documents, or certified copies of the original.
NB: a statutory declaration is not sufficient documentation for any grounds on its own. For applications based on:
**It should be noted that the JMP Year Assessment Decision Committee is under no obligation to request additional documentation, and it is the student’s responsibility to provide sufficient supporting evidence for their application.
University of Newcastle – Course Management and Assessment Procedure Manual
University of Newcastle – Student Professional Experience Policy
University of New England – Student Support Policy
a JMP Amendment to Result Form is completed and forwarded by the Course Coordinator for approval to the Head of School and the Dean of Medicine – JMP (where the query has been made within six months of the result release) or to the College of Health, Medicine and Wellbeing Pro Vice-Chancellor (University of Newcastle) or the Executive Principal Education Futures (University of New England) and the Dean of Medicine – JMP (where the query is made later than six months after the result being posted). Such records are then amended through forwarding for action to the relevant Examinations office.
University of Newcastle: Student Conduct Rule
University of Newcastle: Student Academic Integrity Policy
University of New England: Students Coursework Academic Misconduct Rule
University of Newcastle - Program Management Procedure Manual – Coursework