TABLE OF CONTENTS
1. ENROLMENT
2 ASSESSMENT
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3 STUDENT PROBLEMS AND COMPLAINTS
4. MISCELLANEOUS
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These notes are intended to summarise and clarify the main features of the various Rules, Ordinances, Policies, and Guidelines of the University that guide and govern common academic activities.
Web links to the original documents, unless otherwise specified in the Appendix, can be found at http://acserv.admin.utas.edu.au/rules/index.html
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1. ENROLMENT
1.1 Correct Enrolment
Students are notified of their enrolment details through their Enrolment and Fees Notice. It is each student's responsibility to check carefully that he or she is enrolled in (or has been given credit for) all the units which comprise the year of study, and that ALL enrolment details (including semester of enrolment) are correct. Full Fee Paying overseas students and students receiving support from Austudy, should consult the Deputy Head of School if their enrolment falls below 75% of a full time load for the academic year.
1.2 Deferral of Enrolment
University policy on deferral can be found in section 3.7 of the Rule of Admissions and Student Progress (Rule 112).
An applicant who wishes to defer may apply on the appropriate form (1) (downloadable from the Web) to the Academic Registrar for permission to defer his or her first enrolment for a period of one year. The School of Medicine imposes an upper limit of FOUR on the number of deferrals granted in any year. Preference is given to Category 'A' students. Students in the following categories are not eligible to defer their entry to the course -
• students who have accepted Medical Rural Bonded Places or Medical Rural Bonded Scholarships
• students whose UMAT scores would exceed their expiry date during the deferral year
• students whose UMAT scores fall within the bottom half of their intake category
Where more than 4 students in any one intake apply to defer, the reasons presented for wishing to defer will be taken into account in reaching a decision.
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1.3 Leave of Absence
Enrolled students who have successfully completed all the requirements for at least one semester of the course may apply to intermit for a period of up to one academic year. Leave of absence is not normally granted to a student who has failed to complete all the requirements for the previous semester or year of study. Applications should be made on the appropriate form, which can be downloaded from the University Web site. Applications are not automatically approved, and will be judged on their individual merits with particular attention paid to -
• the number of students enrolled in the relevant year of the course and in the cohort immediately following
• the applicant's academic record
• reasons for wishing to intermit
• proposed activities during the period of intermission.
1.4 Credit Policy
Following the introduction of the 5-year MBBS course, the School of Medicine has discontinued the practice of offering credit for previous study.
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1.5 Full Fee Paying Overseas Students
Full fee paying overseas students are advised that if they become permanent residents of Australia before completing the course they become ineligible to continue to enrol as FFP overseas students. International students who have maintained a Distinction grade point average may be permitted to compete for a HECS funded place, subject to availability. Normally students who acquire Australian Permanent Residency during the course will be transferred to a domestic full fee paying place, subject to satisfactory academic progress during the previous 3 semesters of study.
1.6 Location
The first four years of the 6-year MBBS course and the first 3 years of the 5-year course are conducted in Hobart. Students in the Fifth and Sixth Years of the 6-year course or the Fourth and Fifth Years of the 5-year course are assigned to one of the three campuses for the final two years of their course. While every effort is made to take account of students' preferences in the allocation process, not all first preferences will necessarily be met. Students awarded Bonded Medical Places or Medical Rural Bonded Scholarships will normally be required to enrol at the NWRH campus in Burnie for at least one of the final two years of the course. All students may be required to spend at least one of the final two years of the course in Burnie or Launceston.
1.7 Transfer
The School of Medicine does not normally endorse transfers between medical schools. A student who has unusually pressing reasons to wish to transfer should discuss his or her case with the Deputy Head of School. Interstate students should give particular thought to the commitment they are making in accepting a place in the course.
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1.8 Withdrawal without Academic Penalty
Where serious medical or personal problems arise after the relevant HECS census date there is the provision, in exceptional cases , to apply for permission to withdraw from the remainder of the year without academic penalty.
Students wishing to withdraw must complete and submit an ' Application for Withdrawal without Academic Penalty' form (2). Each case will be dealt with on its merits, and permission to withdraw is not automatic. The final decision will depend on factors such as -
• The nature of the problem
• Academic progress in the year to date
• The timing of the application
• The extent to which the problem was unforeseeable and beyond the student's control.
Note that withdrawal without academic penalty is a separate issue from refunds of S&A fees and remission of HECS fees. These matters need to be pursued separately if permission to withdraw without academic penalty is granted.
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1.9 Exclusion from Further Enrolment
Exclusion from further enrolment is governed by Part 25 of the Rule of Academic Assessment.
A student will normally be excluded from further enrolment in the MBBS course if he or she -
• Fails the same unit twice
• Fails 50% or more of the normal academic load for the year
• Reaches a point where it is no longer possible meet the time constraints specified in the course rules
• Fails to satisfy any other specific progress requirements of the course
Students who are excluded receive a letter to this effect, along with advice on how to proceed should they wish to appeal against the decision under Part 26 of the Rule of Academic Assessment (Rule 111).
In accordance with Part 27 of the Rule of Academic Assessment students may apply for readmission to the course after a minimum period of 12 months. The determination will take into account a range of factors including -
• The student's academic record prior to exclusion
• The relevance and standard of any academic activities accomplished since exclusion
• Any evidence suggestive of a change in capacity, attitude, or motivation since exclusion.
• Any special circumstances which contributed towards the initial failure and have subsequently been addressed.
• The availability of places in the relevant year of the course (3).
• The time that has elapsed since exclusion.
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1.10 Part time Study
There is no provision for the MBBS course to be studied part-time or through distance education. Students who are unable to continue with their full-time enrolment should discuss their situation with the Deputy Head of School at the earliest opportunity.
2. ASSESSMENT
2.1 Formative Assessment
The purpose of formative assessments is to provide guidance and feedback to students and staff regarding academic progress. Formative assessments do not carry any weighting towards the final grade in a unit, but are nonetheless compulsory. Where formative assessments identify students who are at risk, the unit coordinator will wherever possible meet with the student and discuss additional measures in an attempt to address areas of weakness.
2.2 Summative Assessment
In years 1, 2, and 3 summative assessment will be undertaken both continuously during each unit (semester) and during the end of semester formal examination period to determine whether students can progress to the next stage of the course.
At the commencement of each unit, students will be provided with a Unit Outline (both online and in hard copy) that will advise students of the details of assessment requirements that need to be met in order to pass the unit. The timing, subject matter, format, and weighting of each assessment or assignment will be included in this document.
Format of Summative Assessment
There are many different formats for summative assessment used throughout the course including written examinations and assignments, oral presentations and clinical skills examinations. Students will be provided with formative opportunities (formative assessments) that will include each of the different formats used.
MCQ,EMQ,SAQ Written and Applied Exams
The written examinations are generally comprised of some or all of the following; multiple choice questions (MCQ), extended-matching questions (EMQ), and short answer questions (SAQ).
In addition to these, there are also Applied Examinations in years 1, 2 and 3 (1 per semester except for the final semester of year 3) that require students to ‘apply' their knowledge of material encountered during lectures, tutorials and practical sessions throughout the unit. The format of these exams is usually SAQ, but may include MCQ and/or EMQ. Examples of the assessment material may include identification and explanation of anatomical, histological and pathological specimens, models, medical images, diagnostic tests, charts, graphs and medical reports.
Clinical Skills examinations in years 1-3
Clinical examinations are used extensively in medicine including for the assessment of specialists-in-training. Although there is a relatively greater assessment load in clinical skills examinations in years 3-5, students have such examinations from the first semester of first year. The format of the clinical skills examination in years 1, 2 and 3 is the Objective Structured Clinical Examination (OSCE).
During an OSCE, a student is asked to perform a clinical skill, which might either relate to taking a medical history or perform an aspect of clinical examination on a patient or volunteer, whilst being observed by an examiner. The student's performance is measured against predetermined criteria to establish competency or not. The task is of variable length but may take up to 10 minutes. In multi-station OSCEs, students rotate around different areas set up to test a series of different tasks.
As there are insufficient examiners and patients to examine all students simultaneously, the students may be ‘sequestered' together until the actual time each individual student undertakes the OSCE so as to maintain confidentiality about the nature of the task. This may take up to 4 hours.
There are other formats of clinical assessments used in later years.
Portfolio
Portfolios are an integral component of the MBBS degree covering all 5 Themes. In addition to other assessments within each Unit in the course, a student must achieve a pass grade for the portfolio to pass the unit. Portfolios are used as an assessment tool in areas that graded assessment is not possible or appropriate, such as evidence of competency in performing skills or reflective practices.
One of the requirements of the portfolio is demonstrated evidence of reflective learning through reflective writing. Reflective learning goes beyond superficially memorizing facts, aiming instead to place your learning in context where it can be put into practice. Reflective learning involves becoming conscious of, and an active participant in, your own personal and professional development. Reflective practice is an essential component of undergraduate curricula and integral to being a medical professional. To be an effective doctor you will need to incorporate reflection into your practice.
Student portfolios become meaningful collections of work that capture the diversity
of student knowledge and experience demonstrating
* self directed learning
* progress and performance
* achievements and exemplar work, and
* engagement.
The evidence of student learning and performance contained within the portfolio over the 5 years is useful reference material as curriculum vitae are developed and maintained. Portfolios are common requirements of postgraduate medical education where evidence contained within portfolios may be required for specialist recognition, employment or certification for practice.
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2.3 Attendance Requirements
Attendance is expected at all learning sessions. The Unit Outline will specify minimum attendance requirements governing either the unit as a whole, or specific parts of the unit. In general there is a minimum attendance requirement of 80% of sessions. During learning sessions, all students are expected to actively and positively participate in the discussions and learning activities.
Students who intend to be away for 5 consecutive University days should complete a Leave of Absence form to be approved by the Unit Coordinator.
Failure to meet attendance requirements may result in an additional written assignment being set, or loss of eligibility to sit a subsequent formal summative examination in the unit concerned.
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2.4 Written Assignments
Details relating to the submission of written assignments within each unit (semester) are provided to students generally within the Unit Outline or the Portfolio Instructions for reflective pieces. Students should carefully follow the specific instructions relating to the topic, length, academic referencing requirements and submission requirements and dates. Processes for requests for extensions and penalties for late submission are also detailed.
Assignments must include an approved Assignment Cover Sheet. Students are required to submit a signed cover sheet with every assignment. Unless otherwise specified the standard University of Tasmania cover sheet will be used http://www.admin.utas.edu.au/academic/cover_sheet.doc
The Assignment Cover Sheet includes a declaration that all material submitted is their own work except where there is clear acknowledgement or reference to the work of others and that they have read the University statement on Academic Misconduct (Plagiarism) on the University website at www.utas.edu.au/plagiarism .
2.5 Plagiarism
Plagiarism is the unacknowledged use of the words or ideas of another person as if they were one's own. Plagiarism is a most serious matter in an institution of higher learning and can have grave consequences, including the cancellation of marks or, in extreme or repeated cases, suspension. Students are required to submit a declaration concerning plagiarism with all written assignments, and are given detailed advice on how to avoid the suggestion of plagiarism by referencing the words and ideas of others in the appropriate manner.
The University's policy on plagiarism is available online and can, at the time of writing, be accessed at http://www.utas.edu.au/plagiarism/
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2.6 Penalties for Lateness
Unless otherwise specified in the Unit Outline, Portfolio Instructions or Year/Rotation Guidelines, the following default penalties apply for the late submission of assignments which count towards the final mark / grade in a unit.
Lateness: % achieved mark deducted
<48 hours: 10%
3-7 days: 20%
8-14 days: 40%
>14 days: 80%
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2.7 Deferred Examinations and Assessments
Examinations conducted during semester
During semester (before the end-of-semester formal examination period), if a student needs to sit an exam on an alternative date due to illness, or is unable to participate in the portfolio assessment tasks, a medical certificate will be required. If other serious circumstances have occurred, these must be discussed with the Unit Coordinator. Note that having a medical certificate or serious circumstances does not guarantee that alternative exam arrangements will be made. Wherever possible alternative dates for portfolio assessment tasks will be arranged.
Examinations conducted during the formal examination period
Where a student is prevented by illness or other serious and unavoidable problem from sitting a formal Ordinary Examination conducted through the Examinations Office, application can be made to the Academic Registrar through the Examinations Officer for permission to take the examination at a later date. The appropriate application form, together with the relevant guidelines, can be found in the 'Examinations and Results' section of the 'Current Students' pages on the University Website. Applications for a deferred examination must be submitted within 3 working days of the date on which the examination was originally scheduled.
Deferred ordinary (DO) examinations are normally held approximately 2-4 weeks after the corresponding ordinary examination. DO examinations are either passed or failed; there is no provision for supplementary assessment following unsatisfactory performance in DO examinations.
Students should also note that repeated requests to defer on the same grounds are unlikely to be granted. Where a recurrent or chronic condition interferes with the ability to manage formal examinations the matter should be discussed with the Deputy Head of School or with the University Disability Officer, who is empowered to make special examination arrangements where necessary.
A student who is unwell at the time of an examination must decide whether to sit the examination or obtain a medical certificate and request a deferral. It is not permitted to attend an examination and then apply for a deferral later on the grounds of illness.
2.8 Grades of Pass
The School of Medicine uses both graded and ungraded assessments and awards graded (years 1 and 2) and ungraded (years 3, 4 and 5) passes or fails for the units of study undertaken.
The requirements to pass and the weighting of each component of the integrated units are detailed in the Unit Outline.
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2.9 Faculty Pass
A Committee of Assessors may choose to award a student with a borderline result a Faculty Pass. A Faculty Pass will only be considered where -
• The average mark across all units for the year is 50% or above
• The mark in the unit in question is 48% or above
• The student has (in the case of a composite unit) failed to satisfy no more than one internal criterion
• The student is not repeating the unit.
Faculty Passes are less likely to be awarded in units which have a weighting of more than 25%, or in the case of an integrated unit, where the failed components clearly comprise more than 25% of the whole.
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2.10 Supplementary Examinations
The awarding of supplementary examinations is informed by the University's 'Guidelines on the Awarding of Supplementary Examinations, Terminating & Faculty Passes'.
The main purpose of supplementary assessments is to provide assessors with the opportunity to clarify 'anomalous results'. There is no automatic entitlement to supplementary assessment on the basis of a mark within a particular range.
An anomalous result exists either where the student has performed satisfactorily in all other units assessed in that year of study, or, in the case of integrated units comprising several discrete components, where a student's performance within the unit is generally satisfactory but exhibits weakness in one or more specific areas which comprise not more than 25% of the unit as a whole.
A Supplementary examination will NOT be offered where a unit is being repeated, unless the overall mark obtained in the Ordinary Examination is 50% or greater.
Supplementary examinations will not be offered to a student whose overall average mark for the year is less than 50%, or where the mark in the unit in question is less than 45%.
Supplementary assessment will not be offered to students whose deficiencies are unlikely to be rectified in the brief additional study time available. Where substantial additional work is needed the grade recorded will be a Fail (NN).
In the case of clinical units in the 6 year curriculum ONLY, an additional period of remedial study and clinical experience of up to 5 weeks may be required before a student is eligible to be reassessed.
2.11 Determination of Results
The body responsible for the awarding of results for units taught within the Faculty of Health Science is the Faculty Assessment Committee. Results are awarded on the basis of recommendations submitted by the School and unit assessors, No result is final until it has been endorsed by the committee and released by the Examinations Office.
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2.12 Release of Results
The results of formal examinations are managed by the Examinations Office. Under no circumstances will members of staff give any information to students regarding the outcome of formal examinations prior to the official release. Students wishing to travel interstate or overseas should take this into account when making their travel plans.
2.13 Student Access to Examination Scripts
University policy entitles a student to view his or her examination script once the examination results have been officially released. Students should apply in writing to the appropriate Unit Coordinator. The script will then be made available in the presence of the unit coordinator (or nominee) and feedback will be provided.
Refer: http://www.utas.edu.au/policy/docs/gdexa.rtf
2.14 Review of Assessment
Under the Rule of Academic Assessment students may request a review of their final result in a unit after it has been officially published. The request must be submitted on the appropriate form and must be received within 10 working days of the release of examination results.
Rule of Academic Assessment: http://www.medicine.utas.edu.au/policies/pdf/AcademicAssessmentRule2.pdf
Form for Review of Assessment
http://www.utas.edu.au/students/forms/ef/review.pdf
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3. STUDENT PROBLEMS & COMPLAINTS
Overview: When and where to get help:
It is important to get help if you are having a problem. This could include difficulties with your studies, coping with university life or a medical condition, which may affect your ability to attend class or complete an assessment task.
There are a number of places where you can get help, your year coordinators are a good starting point and if they can't help they can usually direct you to the most appropriate person or resource. Student Services are also a very useful point of contact and, for international students, the International Office is also very helpful.
3.1 Harassment
The University's 'Harassment and Discrimination Policy is committed to eliminating all forms of discrimination and harassment and has effective mechanisms in place to reinforce this commitment. Refer http://www.admin.utas.edu.au/hr/eeo/eeo.html
Any behaviour that causes a student to feel offended, humiliated, intimidated, or insulted, whether carried out by a member of academic or general staff or by a fellow student, may constitute harassment.
In the first instance students should try to explain to the individual concerned that their behaviour is causing offence, and ask them to stop. If this is unsuccessful and their behaviour continues or is repeated there are a number of avenues available. People who can be contacted include -
• Any trusted member of academic staff
• The Deputy Head of School
• A student counsellor
• A harassment contact officer
All students are encouraged to contribute towards a harmonious study environment by supporting any fellow-student they see being harassed.
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3.2 Assistance and Services for Students
Students Services
Student Services coordinates support services for students and includes the following: counselling service, cross-cultural support for students from a culturally and linguistically diverse background (CALD), transition support service, religious support, disability service and career development and employment service. Riawunna provides academic, cultural and social support for Aboriginal and Torres Strait Islander students.
Refer: http://www.firstyear.utas.edu.au/personalservices.html
or the UTAS website through the ‘Current Students' link:
http://www.utas.edu.au/students/index.html under the ‘Services and Support' menu
Disability Services
The University of Tasmania Disability Service is located within Student Services. It assists students with a chronic health condition or a disability to participate fully in university life. Refer: http://www.studentservices.utas.edu.au/disability/
Learning Access Plans are the key University document for the application and approval process of study and assessment requirements of a student with disabilities. Students with a temporary or permanent disability can access Learning Access Plans.
http://www.studentservices.utas.edu.au/disability/forms_files/Understanding%20the%20LAP_Sept%2006.doc
Support for International Students
Within the School of Medicine:
In years 1-3 international students requiring assistance should speak to the relevant Unit Coordinator in the first instance or to the Associate Head of School Years 1-3 (Associate Professor Anne Egan) or the MBBS (M3N) Course Coordinator, Associate Professor Greg Woods.
International Office:
The International Office offers support in a number of areas including a free language and academic study skills support service for international students enrolled in degree programs. Refer: http://www.international.utas.edu.au/ or
Hytten Hall
French Street, Sandy Bay, 7005
Phone: +61 3 6226 2706
Fax: +61 3 6226 7862
3.3 Health Problems
Students are encouraged to utilise the Student Health Service or to establish an ongoing professional relationship with a local community GP.
In the event of illness that prevents attendance at University for more than a few days it is wise to inform the School of Medicine office and to obtain a medical certificate. Where an illness is likely to interfere with meeting a deadline or sitting an assessment it is essential that the School Office be advised and a medical certificate obtained to cover the period of illness.
In the case of temporary or chronic disabilities which interfere with the ability to complete an assessment the Deputy Head of School or the University Disability Officer should be informed as early as possible so alternative assessment arrangements can be organised wherever possible.
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3.4 Financial Problems
The University of Tasmania has limited funds available to provide a financial safety net to students experiencing extreme financial hardship. Details can be found at - http://services.admin.utas.edu.au/finances/safety_net.html
The University Scholarships Office has a small number of Commonwealth Learning Scholarships available to support students experiencing financial hardship. For further information on scholarships and bursaries, refer to the following website:
http://www.studentcentre.utas.edu.au/scholarships/
The School of Medicine has a limited number of small bursaries available on an annual basis to medical students experiencing financial hardship. Details are available on the School of Medicine web site.
3.5 Religious Support
The University of Tasmania and the School of Medicine recognise the importance of the spiritual dimension to human life and its value in building a socially just and caring community of students and staff. There is a diversity of faiths within the University community and visiting religious representatives work with students and staff with a variety of beliefs to strengthen the sense of community and enrich the quality of life.
On the Hobart campus the University has developed a multi - faith centre, Alexander House, which provides offices, a prayer room and meeting place for university students and staff of all religious faiths. A number of chaplains visit this centre regularly and these can be contacted for personal discussion and guidance.
More information is available at http://www.studentservices.utas.edu.au/religious/
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3.6 Academic Complaints
It is important to get help if you are having a problem. This could include difficulties with your studies, coping with university life or a medical condition, which may affect your ability to attend class or complete an assessment task.
There are a number of places where you can get help, your year coordinators are a good starting point and if they can't help they can usually direct you to the most appropriate person or resource. Student Services are also a very useful point of contact and, for international students, the International Office is also very helpful.
3.7 Complaints Commissioners
In addition to the complaints procedures already referred to, the University has a Complaints Commissioner whose purpose is -
• to advise and assist students in pursuing a complaint
• to attempt to achieve a negotiated settlement
In order to obtain more information about this and the procedures in general refer to http://acserv.admin.utas.edu.au/complaints_info.html
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4. MISCELLANEOUS
4.1. Gifts
Students are generally encouraged NOT to buy gifts for members of academic staff.
4.2. Commonwealth Bonded Scholarships and Bonded Medical Places
Although the School of Medicine is responsible for making the offers of scholarships and places, the contract is between the individual student and the Commonwealth Department of Health and Ageing. Before accepting an MRBS or a BMP students MUST seek competent advice on the commitments they are entering into.
5. University Rules, Ordinances, Policies & Procedures, & Other Useful Documents
If the need arises to become more familiar with University regulations advice can be obtained and paper copies of legislation can be borrowed from the Deputy Head of School.
At the time of writing the following University rules can be found at http://acserv.admin.utas.edu.au
Rule 1: Rules of Awards
Rule 2: Rules of Academic Assessment
Rule 3: Rules of Admission and Student Progress
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Other University legislation of interest is as follows -
Ordinance 8: Student Complaints (replacing Ordinance 65 and Ordinances 77 & 91).
http://www.utas.edu.au/universitycouncil/legislation/ord8.pdf
Ordinance 9: Student Discipline
http://www.utas.edu.au/universitycouncil/legislation/ord9.pdf
Guidelines for Awarding Supplementary Examinations
http://www.utas.edu.au/tl/policies/ Guidelines_for_Awarding_Supplementary_Examinations.doc
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Code of Conduct for Teaching and Learning
http://www.utas.edu.au/tl/docs/Code_of_conduct_for_T&L.doc
Policy on Assessment Practice
http://www.utas.edu.au/tl/supporting/assessment/policy.htm
Appendix
(1) http://www.studentcentre.utas.edu.au/admissions/forms_files/deferral.pdf
(2) http://www.utas.edu.au/students/forms/ev/WWRemission.pdf .
(3) Students seeking readmission following exclusion will be considered in competition with students seeking alternative entry via the University's policy on Alternate Pathways into MBBS and BPharm. (see Appendix)
(4) (http://www.admin.utas.edu.au/academic/cover_sheet.doc
(5) Dr Lucy Mills (62262216)
(6)
http://www.utas.edu.au/policy/docs/gdexa.rtf
(7) http://www.utas.edu.au/students/forms/ef/review.pdf
(8)http://www.admin.utas.edu.au/hr/eeo/eeo.html
(9) http://student.admin.utas.edu.au/services/health/local.html
(10) http://www.scholarships.utas.edu.au/
(11) http://www.medicine.utas.edu.au/prizes/index.html
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