Course Progress Policy and Procedure

Course Progress Policy and Procedure
Purpose
The purpose of this policy is for AICL to establish the expectation of satisfactory course progress for AICL
students; the requirements and procedures for systematically monitoring compliance with student visa
conditions for international students, and the roles and responsibilities of AICL staff and students with
regard to course progress. Furthermore, the course progress policy and procedure is to assist and guide
relevant staff when monitoring the students course progress and of those that had applied for variation of enrolment
load.
This policy and procedure also aims to ensure that we are communicating effectively and in a timely manner to
assist, support and guide the student who might be at risk of breaching their student visa condition.
International students enrolled with AICL are full time students on a minimum of 20 hour per week schedule. The
only time that students will have a variation of load is when they have requested and eligible for fast track or if they
had failed a unit or two and has been required to repeat the unit or if they are on intervention and their course load
was reduce as part of the provision in Standard D9.2B
Nevertheless student under any circumstances will be monitored and intervened if applicable under our course
progress policy and procedure.
Policy
AICL regularly monitors, records and assess the progress of each student for the course in which the student is
currently enrolled.
The trainers’ feedback, course progress and student performance are used to identify students at risk of breaching
their student visa condition.
AICL will ensure that information regarding course progress requirements set by the regulatory body has
been disseminated to students effective immediately during their enrolment enquiry, during the enrolment
process and during the student orientation day.
The following are involved in the dissemination of information;
1. Marketing Department / Student Advisor
2. Student Admission/Student Services Department
3. Academic Department
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Unsatisfactory Course Progress
At AICL, Unsatisfactory Course progress is defined when a student has not successfully completed or
demonstrated competency in at least 50% of the number of units undertaken during the term.
The table below gives a guideline for checking whether students have met the requirement in each study period.
AICL uses this to identify whether student has failed to make satisfactory course progress requirements and
therefore require an intervention measure.
Subjects/units undertaken in a term
4
6
Subjects/units required to be completed
successfully
2
3
Student who applied to vary their enrolment load
Student who wishes and has been approved to vary their enrolment load are also monitored to ensure that they are
coping with the extra load and they are on track to complete the course on time.
Student Intervention
AICL will assess the student’s progress at the end of each compulsory study period (Term). This is done by
checking the number of assessments the student missed or failed during the term and by tracking the student’s
previous term’s results, identifying if there is a pattern of failing units or subjects and reassessing those, when it
happens.
1. Additional intervention may include the student:
•
•
•
•
•
•
•
•
•
•
•
Attending academic skills programs;
Attending additional classes if appropriate
Attending and observing (if the student is injured and cannot participate)
Watching videos of practical demonstrations to study technique
Attending tutorial or study groups;
Receiving individual case management;
Providing the student with English language support
Attending counselling;
Receiving assistance with personal issues which are influencing progress;
Receiving mentoring;
If the issues is repeated or continued the student may be placed in a suitable alternative
subject within a course or a suitable alternative course.
2. Extension of Confirmation of Enrolment(COE)
Student’s COE may be extended due to medical reasons or unforeseen circumstances.
AICL’s intervention strategy includes relevant additional support that will be provided to students at
risk of not meeting satisfactory course progress requirements.
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3. Cancellation of Visa
The Director of Studies will remind the student of AICL’s course progress policies and will inform the
student that maintaining satisfactory course progress is a student visa requirement and if his or her
course progress falls below the required level, the student will be reported to DIBP, and the student’s
visa may be cancelled.
4. Temporary Suspension of Enrolment
If the student has questions about the student visa condition and the possible outcome of breaching
the condition, AICL will refer the student to DIBP.
AICL may temporarily suspend the enrolment of the student on the grounds of compassionate or
compelling circumstances
It is mandatory that any student who is at risk of not meeting satisfactory course progress is
contacted immediately by the Student Support Officer, and the following procedure be instituted
immediately, that is the Student Intervention Strategy ( Appendix 1).
Procedure
Stage 1
1. The student’s course progress is monitored weekly by the Trainer using Moodle (Appendix 2). All
trainers undertake extensive training in the use and interpretation of Moodle activity reports.
2. The Trainer is required to submit the student assessment result two weeks after the actual assessment
date.
3. The Head Trainer/Director of Studies will review the assessment result and determine if intervention is
warranted as per AICL Policy and Procedure. The Student Support Officer will be advised accordingly to
initiate the intervention if warranted as per AICL policy and procedure.
4. The Student Support Officer will generate a PEPI report to identify students who has an ‘NYC’ (not yet
competent) result””.
5. Students who are at risk of not meeting the course progress which is 50% of the total number of units
undertaken for the term will be sent a first warning letter in week 2 of each term (see Appendix 3).The
student is therefore required to come for an interview with the Student Support Officer.
6. The Student Support Officer will interview the student using the AICL interview form. If the student has
compassionate or compelling reasons/circumstances which are generally those beyond the control of the
student and which have an impact upon the student’s course progress or wellbeing, the student will be
given a chance to improve his or her performance by organizing a re-assessment of units deemed not yet
competent at no cost to the student (student must support the reason by submitting an appropriate
supporting documentation such as Medical Certificate). Prior to reassessment the Student Support Officer
will discuss/negotiate appropriate intervention strategies which may include ;
a. Providing the student with English language support, Academic Department will refer the student
to the preferred provider, student will be advised that it may involve an extra cost on their behalf.
In the event that the student has been assessed to need a further English language support, the
course will be deferred in order for the student to undertake relevant English language courses.
b. Placing the student in a suitable alternative subjects or advising student to take suitable
alternative course.
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c. Reducing the course load as part of the intervention strategy- and course extension can be
arranged under the provision of Standard 9.2B
d. Providing the students with extra support classes where it is applicable/feasible
e. Providing the students an opportunity to have the failed subject/units re-assessed where the
student may have to pay assessment fee of $100 per assessment task.
f. Increasing monitoring of the student in terms of both course progress and class participation
g. Providing and arranging counseling if the personal situation was behind the student’s poor
performance.
7. During the interview, the Student Support Officer reiterates to the student the consequence of the failure of
making satisfactory course progress within the set time frame.
8. The Student Support Officer will record the details of the “at risk student” in the Intervention Strategy Log
so that monitoring and recording can be carried out.
9. If and when student has improved and has pass the units as a result of re-assessment then student
intervention will cease.
Stage 2
In the event that the student has failed in the re-assessment or did not commit to the Intervention Strategy laid out,
1. A second warning letter will be sent. The Student Support Officer will ask the student to attend an
interview with the Head Trainer to determine the course of action and type of support that can be extended
to the student.
2. After two failed reassessments the student will be asked to repeat the unit. The cost will be pro-rated to
the over-all course fee.
3. The repetition of unit will be supported by a study and communication plan to ensure that student
complete the unit successfully. The Head Trainer will monitor the student course progress.
Stage 3
If after stage 1 & 2, the student was still deemed not yet competent, AICL will send the final warning letter –
notifying the student of the Intention to report to DIBP (Appendix 3). The student will be advised of his/her right to
appeal within 20 working days from the date of the letter.
Reporting Procedure
1. Once the decision has been made to report the student, the Student Support Officer fills in the
PRISMS Work Form and forwards it the Student Services Manager.
2. Student Services Manager will review the PRISMS form and obtain approval from the Department
Head.
3. The Student Service Manager will complete the reporting process via PRISMS (Appendix 4).
4. The student will be notified that they were reported and their enrolment has been cancelled..
Student Notification Process
In general AICL students are notified via one of the following:
1. Telephone / Text message
2. Email
3. AICL Moodle
4. Notice Board
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5. By Post
Right of appeal
Internal Appeal
The student may appeal AICL’s decision to report to Department of Immigration and Border Protection (DIBP). The
appeal will be considered only if it is made under some or all of the following grounds and made within 20 working
days from the date of reporting..
•
•
•
•
AICL recorded the student’s marks incorrectly
AICL has not implemented its intervention strategy in accordance with its documented policies and procedures
AICL has not implemented other policies such as assessment, feedback etc. which may impact upon students
results
AICL has not made the course progress policy available to the student.
The student can lodge a complaint or appeal by following the steps below
1. Fill in the Appeal, Complaint and Grievance Resolution form and provide supporting
documentation in order for AICL to assess the situation.
2. Make an appointment to attend an interview with the Director of Studies
3. AICL will provide a written outcome of their appeal in the form of a signed interview form or a
formal letter outlining the details and reasons for the outcome.
Right to withdraw or not to access the appeal process
Where a student has chosen not to access the AICL Appeal, Complaint and Grievance process (internal appeal)
within the 20 working days, or withdraws from the appeal process or the process is completed then AICL will notify
DEPARTMENT OF IMMIGRATION AND BORDER PROTECTION (DIBP) through PRISMS as soon as practicable.
External Appeal
If a student is dissatisfied with the outcome of AICL’s Appeal , Complaint and Grievance resolution procedure
(internal appeal), the student can access external appeal through the Overseas Student Ombudsman.
http://www.oso.gov.au/making-a-complaint/
To apply for External Review a student
http://www.oso.gov.au/making-a-complaint/).
must
complete
an
application
form
(available
on
Note: If the student decides to proceed with the external appeal, they should notify AICL by providing
evidence within 5 working days.
Student Status during Appeal Process
AICL maintains the student’s enrolment (i.e. not to report the student for unsatisfactory progress ) until the internal
and/or external appeal process is complete.
Special Consideration for not reporting a student
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In some circumstances a student might require to extend the duration of his/her studies as a result of an
intervention/recommendation by the Academic Department.
Examples of those circumstances are the following;
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Compassionate or compelling circumstances (such as illness where medical certificates state that the student
was unable to attend classes or where the registered provider was unable to offer a pre-requisite unit)
An approved deferment or suspension of study has been granted under National Code Standard 13.
Under intervention for unsatisfactory course progress and found to have also failed some or all of the units of
competency and was advised to repeat the unit of competency/competencies.
Compassionate or compelling circumstances are generally those beyond the control of the student and which have
an impact upon the student’s course progress or wellbeing. These could include:
•
•
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Serious illness or injury, where a medical certificate states that the student was unable to attend classes;
Bereavement of close family members such as parents or grandparents;
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 which could include:
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Involvement in, or witnessing of a serious accident; and
Witnessing or being the victim of a serious crime.
Please note that the above are some examples of what AICL may consider compassionate or compelling
circumstances. AICL will use professional judgment and to assess each case on its individual merits. When
determining whether compassionate or compelling circumstances exist, AICL considers documentary evidence
provided to support the claim by individual students, and keeps copies of these documents in the student’s file.
Where the Intervention Strategy has resulted in a variation in the student’s enrolment load, in accordance with
National Code Standard 9.2, AICL is to record this variation and the reasons for it on the student file. AICL will
report the student via PRISMS and/or issue a new COE when the student can only account for the variation by
extending his/her expected duration of study.
Except in circumstances as specified above, the expected duration of study specified in the student’s CoE must not
exceed the CRICOS registered course duration.
Appendix 1: Student Intervention Strategy
Appendix 2: How AICL monitors student’s course progress using Moodle
Appendix 3 : Warning Letter
Appendix 4 : PRISMS Non-Compliance Reporting Procedure
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