monitoring student attendance and academic progress policy ... · warning letter is the letter...

Monitoring Student

Attendance and Academic

Progress Policy and

Procedure

Monitoring Student Attendance and Academic Progress Policy and Procedure Version 1.3 April 2020

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INDEX

Contents 1. Purpose .............................................................................................................................. 3

2. Scope .............................................................................................................................. 3

3. Policy statement ..................................................................................................................... 3

4. Definitions …………………………………………………………………………….……..3

5. Attendance.............................................................................................................................. 4

6. Monitoring and recording of attendance ............................................................................ 5

7. Absences from class ............................................................................................................... 5

8. Absences due to medical and other reasons ........................................................................ 6

9. Attendance review procedure ............................................................................................... 6

10. Academic progress................................................................................................................. 7

11. Monitoring academic course progression ........................................................................... 7

12. Intervention strategies and course review ........................................................................... 8

13. Notification of Department of Home Affairs ...................................................................... 8

14. Extending course duration.................................................................................................... 9

15. Appeals process: .................................................................................................................... 9

16. Approval and Review Details ............................................................................................... 9


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1. Purpose The purpose of this policy is to outline the College policy and procedure for monitoring attendance and academic progress of overseas students (hereafter referred to as ‘students’), to ensure these students are able to complete their course within the expected duration specified in the CoE, in compliance with Standard 8 of the National Code of Practice for Providers of Education and Training for Overseas Students 2018 (National Code 2018).

2. Scope This policy relates to all students, who are subject to a student visa and who are studying with the College at one of their Australian campuses.

3. Policy statement In accordance with the National Code 2018, the College, as a registered provider, is required to monitor the attendance and academic progression of its students, to promote and uphold the academic integrity of the individual registered provider and to meet the ASQA requirements for training packages and accredited courses.

4. Definitions

Term Meaning

College Refers to Australia Institute of Business and Technology (AIBT), Australia Institute of Business & Technology – International (AIBT-I), and any affiliated/associated educational institution.

Head of School (HoS) Refers to Head of School, Lead Trainer, and School Manager. Academic progress Successful completion of units of the course or course increments

of the course the student is enrolled in, and the time frame specified in the CoE

Attendance warning letter

Letters that are sent to students due to non-compliance with their course attendance requirements. Issued as a first warning and second warning

Appeal A formal request in writing by a student to have a decision made in relation to that student to be reviewed or reconsidered in relation to non-compliance with course attendance requirements or unsatisfactory academic progress

CoE Is the Confirmation of Enrolment, which includes the principal course of study and time frame in which the course is to be completed

Compassionate and compelling circumstances

Serious illness or injury, where a medical certificate states that the student was unable to attend classes, bereavement of close family member such as parent or grandparent, major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student’s studies or a traumatic experience such as involvement in or witnessing a serious accident; witnessing or being the victim of a serious crime (should be supported by police or psychologist report) ), or where the College is unable to offer the student a prerequisite unit, or where the student has failed a prerequisite unit and faces a shortage of relevant units for which they are eligible to enroll


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Complaints and Appeals Policy and procedure

Is the complaints and appeals procedure that students are required to follow when making complaints, appealing decisions of the College either internally or externally

Course progress warning letter

Is the letter issued to a student where the student has been identified as making unsatisfactory course academic progress

CRICOS Commonwealth Register of Institutions and Courses for Overseas Students. Only CRICOS registered courses can be offered to students studying in Australia on a student visa

ESOS Act Education Services for Overseas Students Act 2000 in conjunction with the National Code determines the requirements for monitoring course attendance and progress of international students

Intervention Strategy Plan (ISP)

A documented process agreed upon between the Head of School in which the student is enrolled and the student, which outlines the academic support and/or assistance to a student identified as being at risk of or not achieving satisfactory course progress in any study period. The strategies in the ISP may include but are not limited to counselling, assistance with study, extra classes, additional training or tuition, reducing the student’s workload temporarily, referring to student support services, assisting with welfare, housing or other personal issues that are impacting upon student

Medical Certificate A signed statement from a registered medical practitioner, health practitioner or approved health specialist certifying a period of time during which a student is/has been affected by a medical condition impacting on their participation and/or attendance. A medical certificate may be issued by the following medical and health practitioners registered under the Health Practitioner Regulation National Law, including but not limited to general medical practitioner, psychologist, chiropractor, dentist, optometrist, osteopath, physiotherapist, podiatrist and approved other health specialists

Notice of intention to report

A written notice issued to the student advising of the College’s intention to report their unsatisfactory course academic progress or non-compliance with course attendance requirements to the Department of Home Affairs and providing the student with 20 working days in which to appeal the decision

National Code National Code of Practice for Providers of Education and Training to Overseas Students 2018

Student Is a person (whether onshore or overseas at the time of enrolment) who holds a student visa to study in Australia

5. Attendance

1. To achieve satisfactory attendance, students must attend at least 80% of scheduled contact hours of their study period for the course in which they are enrolled.

2. It is the students' responsibility to ensure they attend all classes. It is also the student’s responsibility to notify and discuss any absences their teacher/trainer.

3. Where a student’s attendance percentage is less than 85%, they will be issued with a warning letter, unless prior to the warning letter being issued, the student is able to provide evidence satisfactory to the teacher/trainer regarding their absences from class.

4. [ELICOS only] Students who study in ELICOS course and whose attendance falls below 80% may have their Confirmation of Enrolment (CoE) cancelled, after receiving an Intention to Report Letter.


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6. Monitoring and recording of attendance 1. Every teacher/trainer is to have a student attendance sheet for their individual class session and

ensure that the attendance sheet is completed at or prior to the class session ending. 2. Where a student is found to be absent from the class session, the teacher/trainer is to note the absence

of the student. 3. The teacher/trainer is to provide a copy of the attendance sheet to student enrolments at the end of

the class session and student enrolments are to enter the attendance data into the system against the individual student’s personal attendance record.

4. Where a student’s attendance falls below 85%, without reasonable evidence, including medical evidence to justify the absences, a warning letter will be issued to the student.

5. Where a student does not remedy their non-attendance after receiving the first warning letter, a second warning letter will be issued to the student.

6. [ELICOS only] If after issuing the second warning letter, the student who study in ELICOS course continues to be absent from class without reasonable evidence, including medical evidence to justify their absences and their attendance is below 80%, the student will be issued with an Intention to Report Letter, providing the student with an opportunity to respond to the concerns about the student’s absences, prior to the College taking steps to report the student to Department of Home Affairs.

7. Absences from class 1. Where a student is found to be absent from the class session, the teacher/trainer is to note the

absence of the student on the attendance sheet.

(i) A student who is absent for 30 minutes or more from any class session will be marked ‘absent’ (30-minutes Rule).

(ii) If the class sessions are separated into morning and afternoon periods, 30-minutes

Rule will apply to students’ attendance in each period separately.

Examples: Example 1: A class session has morning and afternoon periods. Student #1 attends the class session on time in the morning period while, arrives late for 50 minutes in the afternoon period. The student will only be marked ‘absent’ for the afternoon period only. Example 2: A class session has morning and afternoon periods. Student #2 attends the class session on time for both the morning and afternoon periods but departs from the afternoon-period class 50 minutes before the completion of the afternoon period. The student will be marked ‘absent’ for the afternoon period.


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8. Absences due to medical and other reasons 1. A student who is absent from class due to medical reasons is required to provide a medical certificate

for the absence. Absences relating to medical reasons and where a medical certificate is provided for that absence will still be counted when calculating an attendance percentage.

2. Medical certificates will only be accepted where they have been signed by registered medical practitioners, health practitioners or approved health specialists.

3. Medical certificates that are backdated for an absence will not be accepted unless the Head of School in which the student is enrolled, is satisfied that there are sufficient reasons given by the student as to why they were not able to obtain a medical certificate on the day of their absence.

4. A student is required to provide written notification for all absences where it is known by the student in advance that they will not be attending class. These absences will still be counted when calculating an attendance percentage.

5. Students who have been absent due to medical or other reasons and who are at risk of falling below 80% attendance will be issued with a warning letter.

9. Attendance review procedure 1. If a student's attendance falls below 85 percent, they will be issued with a first warning letter by the

Head of School in which they are enrolled. This letter will ask the student to provide information and evidence explaining their absences.

2. Where the student continues to be absent or the student does not provide sufficient explanation of their absence, the Head of School, in which they are enrolled will issue the student with additional warning letters asking the student to provide information and evidence explaining their absences.

3. [ELICOS only] If a student continues to be absent from class without significant cause (attendance below 80 per cent and the above warning letters have previously been issued) the student will be issued with an Intention to Report Letter, giving the student an opportunity to respond.

4. [ELICOS only] The Head of School in which the student is enrolled, and the Chief Compliance Officer will then decide if it is necessary to report the student to the Department of Home Affairs or depending on the student’s response to the Intention to Report Letter, may consider other options.

5. [ELICOS only] The unsatisfactory course attendance will only be reported on PRISMS where: (i) the internal and external complaints processes have been completed and the decision

or recommendation supports the registered provider, or (ii) the student has chosen not to access the internal complaints and appeals process

within the 20-working day period, or (iii) the student has chosen not to access the external complaints and appeals process, or (iv) the student withdraws from the internal or external appeals processes by notifying

the registered provider in writing. 6. [ELICOS only] Where a student's attendance falls below 70 percent they will immediately be issued

with an Intention to Report Letter, without being provided with warnings. 7. Students will be sent the appropriate warning notifications based on the attendance level at the time

when the monitoring report is reviewed. 8. All documents issued to the student in the attendance receive procedure are to be recorded on the

individual student’s academic file.


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10. Academic progress 1. In order to progress satisfactorily and maintain a full-time study load, students must demonstrate

competency in seventy percent (70%) or more of enrolled units of competency. 2. The academic school in which the student is enrolled to study, will ensure that academic progress is

monitored by the teaching/training staff at all times and that appropriate intervention strategies are implemented as soon as issues emerge in relation to an individual student’s academic progress and who are identified as being at risk of not making satisfactory course progression.

3. Should a student fail the same unit or subject twice, they will be deemed as not making satisfactory course progression. This includes previous versions of the unit or subject.

4. Should a student fail a practice-based learning activity where the failure constitutes failure in the unit or subject, they will be deemed at risk of not making satisfactory course progression.

5. A student who has not demonstrated satisfactory course academic progress, for two consecutive study periods is not meeting course progression requirements and will be unable to complete their course within the duration specified in the student’s CoE. This will be a breach of their student visa conditions.

11. Monitoring academic course progression

1. Teaching/training staff are required to monitor the academic course progression of individual students throughout their study period.

2. Teaching/training staff will use a variety of assessment processes to monitor academic course progression of a student, to identify whether a student is making satisfactory academic progress to complete the course within the duration specified in the student’s CoE. These processes may include, but are not limited to the review of: (i) student’s attendance record (ii) class participation (iii) submission of class work or assignments, including quality or work submitted, timing etc (iv) resubmissions of class work for assessment (v) requests for extension of class work or assignments, or additional help required to complete

assignments or class work (vi) feedback from teacher/trainer (vii) not yet competent or failed grades on assignments (viii) English ability or ability to apply basic English communication, written or oral (ix) results of assignments and units/subjects

3. The Teacher/Trainer of the student has responsibility for identifying individual students who may be at risk of not meeting satisfactory course academic progress.

4. A final review of student academic performance will occur following the grade release at the completion of each study period.

5. Once a student has been identified as making unsatisfactory course progress, the Head of School in which the student is enrolled will issue the student with a Course Progress Warning Letter.

6. A Course Progress Warning Letter will require the student to meet with the Head of School in which the student is enrolled, to discuss their course progress, and if necessary, activate an Intervention Strategy Plan (ISP).


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12. Intervention strategies and course review 1. The College is to implement intervention strategies where a student has been absent for more than

five (5) consecutive days of scheduled classes without prior written approval or without providing a medical certificate for such absences.

2. The College can implement intervention strategies to a student who is at risk of not meeting the course attendance requirements and before/after the student’s attendance drops below 80 percent of the course contact hours.

3. Where necessary the Head of School in which the student is enrolled, will develop an ISP in consultation with the student. The ISP will outline the strategies to be adopted and the support services that the student can access to assist with improving their academic performance.

4. Any ISP must be agreed to in writing and signed by both the Head of the School in which the student is enrolled in, and the student.

5. It is the student’s responsibility to participate in and complete the strategies outlined in the ISP and to maintain contact with the nominated staff member/s identified in the ISP, to provide assistance to the student in completing the ISP.

6. A student may receive an Intention to Report Letter if they fail to comply with the ISP. 7. The Head of the School in which the student in enrolled and/or the Teacher/Trainer of the student,

will continue to monitor the course progress of a student with an ISP for the remainder of the current study period, and, if required, into the next study period.

8. A student who demonstrates competency in more than seventy percent (70%) of the units of competency undertaken in the semester in which the ISP applies, or in the next study period, will no longer be considered at risk and the ISP may be cancelled.

9. A student, who is the subject of an ISP during the study period and then achieves less than 70% competency in enrolled units of competency will receive an Intention to Report Letter, unless the Head of School in which the student is enrolled, deems otherwise.

10. The Head of School in which the student is enrolled, and the Chief Compliance Officer will then decide if it is necessary to report the student to the Department of Home Affairs or depending on the student’s response to the Intention to Report Letter, may consider other options.

13. Notification of Department of Home Affairs 1. All students identified as maintaining an unsatisfactory attendance level and/or academic progress

will be notified in writing via an Intention to Report letter. 2. The Intention to Report letter is formal notification to the student that the College intends to report

their non-compliance with their course attendance requirements and/or unsatisfactory academic progress, to the Department of Home Affairs.

3. Students, who maintain unsatisfactory progress in two (2) consecutive study periods, will receive an Intention to Report Letter.

4. Students, who maintain unsatisfactory progress in two (2) study periods that aren’t consecutive, will not be reported, unless they did not comply with the agreed ISP.

5. Where the student does not lodge an appeal within twenty (20) working days of the date of the Intention to Report Letter or where their appeal is rejected, the student will be reported to the Department of Home Affairs for their non-compliance with their course attendance requirements and/or their unsatisfactory academic progress, within fourteen (14) days.


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6. In deciding to report or not report a student to the Department of Home Affairs, AIBTGlobal will take into account all evidence provided by the student in their response to the Intention to Report Letter, in particular, where a student provides evidence of compassionate or compelling circumstances that have impacted on a student’s ability to attend class or undertake study.

14. Extending course duration

1. The College will only extend a student’s enrolment where, the College: (i) has assessed that the student has compassionate or compelling circumstances and there is

evidence provided by the student that is satisfactory to the College, to support this assessment

(ii) has implemented, or is in the process of implementing, an ISP for the student (iii) has received an approved deferral or suspension of the student’s enrolment

2. Where the College extends the duration of the student’s enrolment and the student’s visa will expire prior to completion of the course, the student will be required to apply for a new student visa to complete the study.

15. Appeals process: Students who wish to lodge a complaint or an appeal regarding a decision made under this policy and procedure are to follow the Complaints and Appeals policy and procedure which can be found at: https://aibtglobal.edu.au/wp-content/uploads/2019/01/Complaints-and-Appeals-Policy.pdf

16. Approval and Review Details Approval and Review Details

Policy and procedures reviewed by

Chief Compliance Officer Dr. Chalermlok Dejsakultorn Senior Compliance Manager Ms. Charlotte Chen Group Marketing Officer Ms. Josie Casella

The statement from reviewer(s)

The review is to temporarily improve and ensure the compliance of the policy and procedure to regulatory requirements for class attendance. The significant update on the policy and procedure is in progress.

Policy and Procedures is approved by Chief Compliance Officer Dr. Chalermlok Dejsakultorn

Document version reviewed 1.2

Date approved 22/04/2020

Date effective from 22/04/2020

https://aibtglobal.edu.au/wp-content/uploads/2019/01/Complaints-and-Appeals-Policy.pdf


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Date of next review TBA

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