Attendance Policy

Attendance Policy
Name of Policy
Attendance Policy
Version
9.1
Comply with
Standard 11 of the National Code 2007
Date created
January 2008
Date last revised
April 2015
Department responsible
VET and English Department
Responsible person to monitor and interpret
Student Admin Manager
Contact address
28-32 Elizabeth Street
Melbourne, VIC 3000
GPO BOX 5466
Contact: +61 3 8639 9000
http://www.rgit.edu.au
Attendance Policy
(International Students)
Table of Contents
1. Purpose............................................................................................................................................................................ 3
2. Scope .............................................................................................................................................................................. 3
3. Responsibility .................................................................................................................................................................. 3
4. Procedure ....................................................................................................................................................................... 3
5. Revision history ............................................................................................................................................................... 4
Document: Attendance Policy
Date Implemented: June 2008
Version: 9.1
Responsibility: Students Admin Manager
Date Created: June 2008
Last Review: April 2015
Page: 2 of 4
Attendance Policy
(International Students)
1. Purpose
The purpose of this policy is to ensure that student attendance is monitored and reviewed, as per
the requirement of Standard 11 of the National Code 2007.
2. Scope
This policy applies to all international students who have enrolled in VET and ELICOS courses at RGIT
Australia, referred to as “the Institute”.
3. Responsibility
The Student Administration Manager will be responsible for the implementation of this policy and for
ensuring that staff and students are aware of its application and procedures.
4. Procedure
4.1 Trainers/Teachers will use the Student Daily Attendance Record to record student attendance at
each scheduled class.
4.2 Trainers/Teachers will use an electronic spreadsheet (Excel) to record daily attendance of students
studying VET courses. When collating student attendance on the spreadsheet, only class time will be
included. Lunch breaks will not be included as attendance time. The Excel spreadsheet calculates the
percentage of student attendance and helps keep track of whether students are attending classes or
not. This will be used for identifying students breaching attendance, for making judgements on
unsatisfactory course progress, and for providing information to the Department of Immigration and
Border Protection (DIBP) or other regulatory bodies, if required. In addition to our recording of daily
attendance, VET students are also contacted by Student Services by SMS and/or email through RTO
Manager every fortnight asking them to attend classes on a regular basis.
4.3 International students studying VET courses are expected to attend all classes. However, these
students will be reported to the Department of Immigration and Border Protection (DIBP) only on the basis
of unsatisfactory course progress.
4.4 International students studying ELICOS courses will be reported to DIBP if they attend less than 80% of
scheduled classes for their course. Reporting a student to DIBP may result in the cancellation of the
student’s Confirmation of Enrolment (CoE). Daily attendance of ELICOS students will be recorded in RTO
Manager. All students are sent a text message every fortnight reminding them to attend classes regularly.
In addition, Student Services will contact by phone each week the ELICOS students who do not regularly
attend classes to remind them to do so. If an ELICOS student is absent for five consecutive days or more,
Student Services will contact the student by telephone and/or in writing and request that they attend
classes. If necessary, the student will be asked to make an appointment with the Student Counsellor to
discuss issues that have caused the lack of attendance.
4.5 If an ELICOS student’s attendance falls between 85% and 90%, Student Services will arrange
counselling sessions with the Student Administration Manager. If the student’s attendance falls below 80%
during a study period, Student Services will issue a warning letter before the Institute notifies the student in
writing of its intention to report them for not achieving satisfactory attendance. The student will be
informed that they can access RGIT’s Complaints and Appeals Process, and that they have 20 working
days during which to make an appeal to the Institute. If the appeal is not upheld, or the student
withdraws from the appeal process, or the process is completed which results in a decision supporting the
Document: Attendance Policy
Date Implemented: June 2008
Version: 9.0
Responsibility: Students Admin Manager
Date Created: June 2008
Last Review: January 2015
Page: 3 of 4
Attendance Policy
(International Students)
Institute, the Institute will then report the student to DIBP through PRISMS. Students who are reported to
DIBP for unsatisfactory attendance will automatically have their enrolment with the Institute cancelled.
Notification that the student has been reported will be sent to the student’s last known address, as held
by the Institute, and a copy placed on the student’s file.
4.6 ELICOS students will be exempted from 80% attendance requirements under any of the following
circumstances:
•
When the student produces documentary evidence clearly demonstrating that
compassionate or compelling circumstances (e.g. illness where a medical certificate
states that the student is unable to attend classes) apply; or
•
RGIT confirms that the student is attending at least 70% of the scheduled course
contact hours for the course in which he or she is enrolled.
4.7 The following documents will be maintained in student files:
• warning letters
• notes from counselling sessions
• medical certificates
• appeal documents
• any other relevant documents
• PRISMS breach letters
5. Revision history
Revision
1
2
3
4
5
6
7
8
9
9.1
Date
June 2008
June 2009
December 2009
December 2010
December 2011
December 2012
July 2013
October 2013
January 2015
April 2015
Document: Attendance Policy
Date Implemented: June 2008
Description of modifications
Original
No changes made
Minor formatting
Annual Review
Annual Review
Overall editing and update
Overall editing and update
Minor changes and edits
Formatting and editing and procedure
Formatting and editing
Version: 9.0
Responsibility: Students Admin Manager
Date Created: June 2008
Last Review: January 2015
Page: 4 of 4