Course Progress & Attendance Monitoring Policy

All international students attending Australian College of Technical Studies are subject to the requirements of Standard 8 of the National Code 2018. This means that:

· Australian College of Technical Studies systematically monitors students’ course progress.
· Australian College of Technical Studies will proactively notify and counsel students who are at risk of not meeting course progress requirements.
· Australian College of Technical Studies will report students, under Section 19 of the ESOS Act, who have breached course progress requirements.
· Australian College of Technical Studies will ensure that these policies and procedures are accessible to both staff and students.

Course Progress Monitoring Procedures

Students’ course progress will be monitored using the Student Management System (SMS), where all student results, attendance records, and class information are entered.

A student will be deemed to have not achieved satisfactory course progress in a study period if they fail to successfully complete, or demonstrate competency in, 50% or more of the prescribed units over a ten-week period.

During each study period, Australian College of Technical Studies will monitor and identify students who are ‘at risk’ of not achieving satisfactory progress by reviewing their class attendance and assessment outcomes. Students identified as ‘at risk’ will be invited to discuss Intervention Strategies with the Academic Co-ordinator or Academic Manager to support them in achieving satisfactory progress.

If, at any time during a student’s course, Australian College of Technical Studies determines that they are ‘at risk’ of unsatisfactory progress, an Intervention Strategy may be implemented immediately, even within the current study period.

At the end of each study period, Australian College of Technical Studies will identify students who have not made satisfactory progress based on assessment outcomes and attendance recorded in the SMS. Students identified as not meeting requirements, or whose attendance affects their ability to complete assessment tasks, will receive a Letter of Advice, confirming that an Intervention Strategy will commence at the start of the next study period.

Where a student is identified as not making satisfactory progress for two consecutive study periods, Australian College of Technical Studies will issue a letter notifying the student of the intention to report them to the Department of Home Affairs (via PRISMS), after allowing the student the right to appeal.

Appeals Process

Before a student is reported to the Department of Home Affairs for unsatisfactory progress, the student will have 20 working days to appeal the decision. Students may appeal for the following reasons:

· If they believe results were recorded or calculated incorrectly
· If they believe compassionate or compelling circumstances (see below) affected their progress
· If they believe the college did not implement its Intervention Strategy properly
· If Australian College of Technical Studies did not enforce other relevant policies which may have affected their results
· If Australian College of Technical Studies did not make the Course Progress Policy or related policies accessible to them

The student’s appeal will be reviewed by a committee consisting of the Chief Executive Officer and Academic Manager. During the appeal, the student must continue attending classes where required. Depending on the outcome, the student may or may not be reported to the Department of Home Affairs.

Compassionate or Compelling Circumstances

Compassionate or compelling circumstances are situations outside the student’s control, impacting their ability to progress through their course. These may include:

· Serious illness or injury, verified by a medical certificate stating the student was unable to attend classes
· Bereavement of close family members (e.g., parents or grandparents), with evidence provided
· Major political upheaval or natural disaster in the home country requiring emergency travel, affecting the student’s studies
· Traumatic experiences, such as being involved in or witnessing an accident, or being the victim or witness of a crime, supported by police or psychologist reports

The above examples are provided by the Department of Education and illustrate common compassionate or compelling circumstances.

If the appeal is successful, the student will receive ongoing support and counselling and must agree to meet the conditions outlined. The matter will not be reported to the Department of Home Affairs.

If the student does not access the appeals process within 20 working days, withdraws from the appeal, or the appeal is unsuccessful, the student will be reported to the Department of Home Affairs as not achieving satisfactory progress, and Australian College of Technical Studies will notify the Department of Education through PRISMS.

If the student chooses to appeal, they must continue attending classes while the appeal is being processed.

Reporting Students for Unsatisfactory Course Progress

Reporting a student for unsatisfactory progress occurs only when:

· The student has been identified as not making satisfactory progress in two consecutive compulsory study periods, or their attendance is affecting their ability to complete assessment requirements.
· An Intervention Strategy was implemented after the first period of unsatisfactory progress, and the student was again assessed as not making satisfactory progress at the end of the second consecutive study period.
· The student has not lodged a successful appeal.

Once reported, the Department of Home Affairs will, in most cases, cancel the student’s visa. The Department relies on the RTO’s report, as it cannot be made until all internal complaints and appeals processes are completed. If a student is dissatisfied with the complaints and appeals handling, they may lodge a complaint with the Overseas Student Ombudsman.

Intervention Strategy

An Intervention Strategy is an individual support plan created in consultation with the student. Its primary purpose is to provide assistance and advice to help the student achieve competency.

If a student is identified as not making satisfactory progress, Australian College of Technical Studies will implement an Intervention Strategy. A Letter of Advice will be issued, inviting the student to discuss any issues with the Academic Manager or a Student Support Officer.

Following this discussion, the Academic Manager will, together with the student, prepare an Action Plan, outlining intervention measures and timelines. Both parties must sign the Action Plan, and a copy will be placed in the student’s file.

Examples of intervention measures include:

· Arranging additional learning support or tutorials
· Providing counselling for personal or other issues
· Offering advice on study habits, such as maintaining required attendance
· Advising on course suitability where appropriate
· Assisting students to be reassessed or demonstrate competency in previously failed areas
· Informing students that unsatisfactory progress in two consecutive study periods will lead to reporting and possible visa cancellation
· Arranging for students to attend catch-up classes

After an Intervention Strategy is implemented, Australian College of Technical Studies will continue monitoring the student’s academic progress for the remainder of the study period and review their results at the end of the period.

Steps in Monitoring Course Progress

Australian College of Technical Studies will monitor course progress through the following procedures:

1. Academic Manager informs students of Course Progress requirements prior to enrolment and during orientation.
2. Trainers mark assessments and submit results at the end of each unit, and Administration enters results into the Student Management System.
3. The trainer and Academic Manager monitor students throughout their course. If a student is identified as ‘at risk’, Administration will contact the student by phone and/or email, provide a course progress report, issue a warning, and offer an Intervention Strategy or catch-up plan.
4. At the end of each study period (10 academic weeks), the Academic Manager and Administration review student results in the SMS and identify students not achieving satisfactory progress (i.e., less than 50% of prescribed units). These students are reported for discussion at the weekly staff meeting. Attendance is also reviewed.
5. Warning Letter 1: Students failing to meet progress requirements are discussed at staff meetings, and Administration issues Warning Letter 1, advising that an Intervention Strategy will commence next study period and instructing them to meet with the Student Support Officer.
6. Intervention Strategy: The Academic Manager develops an Intervention Strategy with the trainer and student. The student signs this plan, and progress notes are recorded in the student’s file.
7. Warning Letter 2: If the student again fails to make satisfactory progress at the end of the second study period, Warning Letter 2 is issued, notifying them of the intention to report to the Department of Home Affairs via PRISMS and informing them of their right to appeal.
8. Appeals Process: The student may enter the appeal process within 20 working days.
9. The CEO and Academic Manager review the appeal.
     If the appeal is successful: the student receives ongoing support, and the matter is not reported.
     If unsuccessful OR the student does not appeal: Australian College of Technical Studies reports the student to the Department of Home Affairs and DET.

Note: Australian College of Technical Studies will only report unsatisfactory progress in PRISMS if:

· The internal and external complaints processes are completed and support the RTO’s decision
· The student does not access internal appeals within 20 working days
· The student does not access external appeals after notifying Australian College of Technical Studies in writing