Academic Regulations

1 TITLE

These regulations apply to all programmes of study and courses for which Northland Polytechnic awards or qualifications may be granted, and programmes of study that are delivered or assessed by Northland Polytechnic.

The Council empowers the Academic Board to act on its behalf in matters affecting the admission, tuition and examination of students. Specific additional regulations or rules may apply in the case of particular programmes of study or courses. Where there is a conflict between these Academic Regulations and specific Programme Regulations or rules, the Programme Regulations will prevail unless stated otherwise and approved by the Academic Board.

Breaches of these Regulations and Programme Regulations will be dealt with using the Academic Disciplinary Regulations.

2 CHANGE OF PROGRAMME OF STUDY

2.1 If an enrolled student wishes to transfer from one programme of study to another then she/he must give notice in writing no later than the end of the second week of the programme of study, unless approval in writing has been given by the Programme Leader. Any refund will be determined by application of the policy Student Fees (03.017).

2.2 If an enrolled student wishes to withdraw from a programme of study then she/ he must give notice in writing. Any refund will be determined by application of the policy Student Fees (03.017).

2.3 Students can withdraw without academic penalty up to 75% of the way (time) through a programme of study.

2.4 If a student withdraws from a programme of study or component while some aspect of their performance in the programme of study is under review, the review may continue and the result of the review will be considered should the student wish to re-enrol.

2.5 Full-time students are required to enrol for each successive year in multi-year programmes of study. However, the Programme Leader may approve deferment from a programme of study for a period not normally exceeding one year. Students wishing to apply for such leave should do so in writing to the Programme Leader. Re-entry will be dependent on the specific regulations of each programme of study.

3 ATTENDANCE

3.1 Students are expected to attend all lectures, tutorials, practical classes, demonstrations, assessments and examinations required by the programme of study in which they are enrolled.

3.2 Students are required to be punctual for classes and to be present for the duration of the class.

3.3 Students must comply with the Programme Regulations for notification of absence due to illness or other circumstances as required for each course in which they are enrolled.

3.4 If a student is absent for two consecutive teaching weeks without providing, in writing, a satisfactory explanation to the Programme Leader, the Polytechnic may assume the student has withdrawn from their programme of study or course and the Polytechnic will withdraw the student from the programme of study or course.  

3.5 If a student does not attend the first two weeks of a programme of study or course the enrolment in that programme of study and/or course[s] will be cancelled unless:

• The student enrols after the first two weeks of the programme of study (i.e. Late enrolment); or 

• The student notifies the Polytechnic in writing that they are engaged in the programme of study, giving reasons for non-attendance.

3.6 Student members of Academic Board or recognised student group will be given approval for absence or lateness if it is due to attendance at official Academic Board activities.

3.7 Students covered in 3.6 must notify the Programme Leader or tutor prior to the activity that they will be attending an official activity. Students are responsible for completing any work they have missed.

4 ACADEMIC PROGRESS

4.1 A student may be excluded from a programme of study if academic progress is unsatisfactory. The Academic Board would normally deem that progress is unsatisfactory if the student fails all courses in any one year (or in the programme of study, if the programme of study is less than one year in duration), or if the student fails the same core course on the third attempt.

4.2 A student excluded from a programme of study because of unsatisfactory academic progress may not enrol in that programme of study again without permission from Director Outcomes.

4.3 In order to enrol in a course, students must:

(a) Have passed any courses that are pre-requisite; and

(b) Enrol in any courses that are co-requisite.

Specific requirements for individual components and programmes of study are contained in Programme Regulations.

5 ASSESSMENT

5.1 The grade awarded to a student upon completion of a particular course will be determined from several assessment items as specified by the Programme Regulations, or as required by an external examining authority.

5.2 It is the student’s responsibility to satisfy assessment requirements and to be familiar with times, venues and examination rules and procedures for the courses enrolled in. 

5.3 It is the student’s responsibility to notify the Programme Leader of any timetable clashes for classes or examinations.

5.4 All information regarding assessments, including dates, methods, resits, and appeals processes shall be made available to students at the commencement of the course. 

5.5 The assessment procedures shall be specified for each programme of study within the Programme Regulations.

5.6 Prior to proceeding to an academic appeal, a student may attempt to have their dissatisfaction with an assessment resolved by recounting and/or remarking of the assessment or parts of the assessment.

Recount of Assessment

5.7 (a) Candidates may have the allocated marks recounted by making written application to the Programme Leader within 10 Northland Polytechnic working days from the date of the official notification of results. 

(b) No communication from the candidate shall be placed before the examiners.

5.8 A recount may lead to no change, or to either a raising or lowering of the mark and grade for an assessment.

Remarking of Assessments

5.9 A student who believes that an assessment or part of an assessment has been incorrectly marked is entitled to apply to have that assessment or part of the assessment remarked. Practical components may, in exceptional circumstances and at the discretion of the Programme Leader, be reassessed by special examination.

5.10 Remarking may lead to no change, or to either a raising or lowering of the mark and grade for the assessment. 

5.11 The procedure for having a particular assessment remarked is:

(a) The student must return the script or other work to the Programme Leader within one working day of the work being handed back, with a written request for remarking that specifies the parts of the assessment that are to be reconsidered and gives reasons to justify remarking.

(b) The Programme Leader may decline to have an assessment or part of an assessment remarked if they believe sufficient justification has not been provided by the student.

(c) When the Programme Leader believes sufficient justification has been provided they shall arrange for the requested parts of the assessment to be remarked and a check that all sections have been marked and may, where she/he considers desirable, arrange for the allocation of marks to be moderated. 

(d) Remarking of assessments may incur a cost to the student.

5.12 In the case of assessment of practical work, special provisions may apply.

Academic Appeals

5.13 In cases involving the recounting or remarking of an assessment the decision can be appealed through the policy Academic Appeals (09.002). 

6 CONDUCT OF ASSESSMENTS

6.1 Any material presented by a student for assessment must be the work of the student and not submitted elsewhere unless otherwise permitted by the Programme Leader.

6.2 During formal tests or examinations, students must observe any direction given by the examination supervisor or invigilator. Students must observe any rules that apply to the examination.

6.3 Students must behave honestly in all assessments. Dishonest practices include, but are not limited to cheating in assignments, tests or examinations, and plagiarism. Refer to policy Academic Integrity (06.002).

6.4 In the case of tests and examinations lasting one hour or longer:

(a) No student shall be allowed to enter the room for a test or examination later than forty-five minutes after students have begun writing the test or examination;

(b) No student shall be permitted to leave the room until one hour has elapsed from the time of writing of the test or examination began;

(c) No student is permitted to leave a test or examination during the last fifteen minutes of the time allowed.

6.5 Students may not begin writing their answers until the examination supervisor announces that they may do so. The examiner may allow students to read their test or examination papers for a period of not more than ten minutes before the writing time of the test or examination commences.

6.6 No student shall bring into an examination any written material or electronic device (mobile phones or similar communication devices) not approved by the examiner.

6.7 No student shall communicate with another candidate during the test or examination.

6.8 No student shall borrow materials from another student or share materials with another student during a test or examination except where this has been expressly authorised by the examination supervisor.

6.9 No student shall continue writing an answer after the examination supervisor has announced the expiration of time. In no circumstances shall any time, over and above the time allotted to any paper, be allowed for students to read over their scripts or make an amendment or addition to their scripts.

6.10 Any exceptions to the practices described in these regulations shall be clearly indicated in the relevant Programme Regulations.

7 AVAILABILITY OF MARKED ASSESSMENTS

7.1 Students are entitled to the return of all written work (or a copy thereof) submitted for formal assessment, and access to a copy of the marking schedule used to mark the assessment.

7.2 Time limitations for collection of assessed work by students may be set with respect to courses and programmes of study within a programme area. Such limitations will be notified in the Programme Regulations. Where such limitations are set, assessments not collected by the due time may be destroyed.

7.3 Student tests and assignments will be marked and returned as quickly as possible, usually not later than 20 working days after the test or the due date of the assignment or receipt of the assignment.

7.4 Student assessment results are confidential between Northland Polytechnic and the student, except for the purposes of moderation.

8 AEGROTAT PASS

8.1 Where a student is unable to present work for assessment at the time it is due, or attend a test or examination, for reasons of illness, injury or other exceptional circumstances beyond the student’s control, the student may, where Programme Regulations permit, apply for an aegrotat pass in the course. In the case of assignments, an extension to the due date is the preferred option to an aegrotat.

8.2 An aegrotat application will only be considered where a student has submitted the required documentary evidence referred to in this regulation.

8.3 The medical certificate or other documentary evidence must contain the opinion of a suitably qualified person that the student was incapable of presenting the work for assessment or attending the examination (as the case may be), and clearly state a reason for this.

In the case of inability to present work for an assessment, the medical certificate, or other documentary evidence, must be dated prior to the due date of the assessment.

8.4 For an application to be considered, the student must have presented to the Programme Leader responsible for the programme of study, a medical certificate or other appropriate documentary evidence within forty eight hours following the date by which the a test, examination or assignment was to be written.

8.5 Where the Programme Leader is satisfied there are special extenuating circumstances he/she may agree in writing to extend the specified time periods for the dating of the medical or documentary evidence and its submission.

8.6 The Programme Leader will obtain relevant information relating to assessment requirements and any other requirements for a pass to be granted before making a decision.

8.7 The aegrotat decision will be communicated to the student within five Northland Polytechnic working days of the decision being made by the Programme Leader. 

8.8 An unsuccessful aegrotat decision may be appealed through the policy Academic Appeals (09.002). 

9 CREDITS AND GRADES

9.1 Credits will be granted to enrolled students by the Programme Leader on the basis of courses passed within each programme of study.

Competency Based Assessment

9.2 Table 1 describes the results specified for competency based assessment, unless the Programme Regulations state a different result specification.

9.3 Programmes of study and courses using competency based criteria will not normally provide grades. Distinction and/or Merit may be awarded if the criteria for such awards are specified in the Programme Regulations.

Achievement Based Assessment

9.4 The grades for Northland Polytechnic programmes of study and courses are specified in Table 2, unless the Programme Regulations state a different result specification.

Other Types of Assessment

9.5 Where programmes of study or course assessment systems differ from those above the assessment system and results specification (including credits and grades) shall be described in the Programme Regulations.

Table 1: Results Specified for Competency Based Assessment
Grade/
Code
Result Credit Description
C Competent Credit gained Met all performance criteria
N Not yet competent No credit Completed and did not meet all performance criteria
WD Withdrawn No credit Student formally withdrew before 75% of course duration
Q Did not complete No credit Did not meet the academic requirements of the programme and did not formally withdraw.
RPL Recognition of Prior Learning Credit gained Recognition of Prior Learning
CT Credit Transfer Credit gained Credit Transfer
UST Unit Std Transfer Credit gained Unit Standard Transfer
 
Table 2: Results Specified for Achievement Based Assessment
Grade/ Code Numerical Equivalent Result Credit Definition
A+ 85-100 Distinction Credit gained  
A 75-84 Merit Credit gained  
B+ 70-74 Pass Credit gained  
B 60-69 Pass Credit gained  
C 50-59 Pass Credit gained  
C- 45-49 Restricted pass or conceded pass To be decided by Programme Leader in each case Restricted Pass – where a course was narrowly failed (45-49%) and is compensated by overall good performance in the relevant subject. It cannot be used to meet pre-requisite requirements.
 
Conceded Pass – Where there is considerable evidence that marginal failure (45-49%) in one course is compensated by good overall performance.  Only one conceded pass (where applicable)  may be granted to a student toward a particular programme of study
D 0-49 Fail No credit  
AEG   Pass Credit gained Aegrotat pass granted by Programme Leader
WD   Withdrawn No credit Student formally withdrew from the course before 75% of the course duration
Q   Did Not Complete No credit Did not meet the academic requirements of the programme and did not formally withdraw
RPL   Pass Credit gained Recognition of Prior Learning
CT   Pass Credit gained Credit Transfer