Monitoring Student
Attendance and Academic
Progress Policy and
Procedure
Monitoring Student Attendance and Academic Progress Policy and Procedure Version 1.4 June 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 .................................................................... 10
14. Extending course duration.................................................................................................. 10
15. Appeals process: .................................................................................................................. 11
16. Approval and Review Details ............................................................................................. 11
Monitoring Student Attendance and Academic Progress Policy and Procedure Version 1.4 June 2020
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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 80%, 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 80%, 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 80 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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9. 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.
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
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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).
12. Intervention strategy plan and course review
1. Intervention strategy plan (ISP) can be developed at any time while a student studies with
the college. The request for the creation of Intervention strategy plan can either be initiated
by the college or student.
2. The ISP must outline, but not limited to:
a. The reason and background of why the student is at risk or failed to maintain
satisfactory course progress or satisfactory course attendance as well as requests for
assistance with any learning or personal difficulties.
b. The current course/academic progress including the identified problems (i.e., course
attendance and/or course progress)
c. The required/requested support (e.g., learning support – library, or LLN).
d. The conditions imposed to the student:
➢ The scheduled review dates
➢ Timeframe of the plan
➢ The potential outcomes of the ISP
3. The College is to implement Intervention Strategy Plan (ISP) as described in the clause 9.9,
10.2, 11.6 and any other related clause in this policy and procedures.
4. Where necessary the Head of School in which the student is enrolled or those who are
responsible for the creation and/or implementation of the ISP, 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 course attendance
and/or course progress.
5. Any ISP must be agreed to in writing and signed by (i) the Head of the School in which the
student is enrolled in, (ii) those who are responsible for the creation and/or implementation
of the ISP, and (iii) the student.
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6. 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.
7. A student may receive an Intention to Report Letter if they fail to comply with the ISP and
any necessary contact described in the plan.
8. The Head of the School in which the student is enrolled and/or the Teacher/Trainer of the
student, will continue to monitor the course progress of the student with an ISP for the
period specified in the plan.
9. If a student, who is the subject of an ISP, fails to follow the existing ISP, the Head of School
and/or those who are responsible for the creation and/or implementation of the ISP will
modify ISP or issue an Intention to Report Letter,
➢ In the event that the ISP is modified and the student fails to comply with the
modified ISP, the Head of School in which the student is enrolled, Compliance
Managers, and/or the Head of Quality Assurance Department will then decide if it
is necessary to report the student to the Department of Home Affairs. They may
consider other support options.
10. Procedure:
1. The Head of School and/or those who are responsible for the creation of the ISP contact
the student to meet for the creation of ISP (e.g., the notification of date, time and the
relevant parties for the development of ISP).
2. The Head of School and/or those who are responsible for the creation of the ISP must
prepare the information mentioned in 12.2.
3. If necessary, the Head of School or those who are responsible for the creation and/or
implementation of the ISP may request the assistance from Learning Support (e.g.,
LLN), Student Support (e.g., CoE extension/Deferment/Leave of Absence) and/or other
services such as Counselling Services.
4. The ISP must be signed by the student and the Head of School and/or those who are
responsible for the creation of the ISP.
➢ The student can accept Intervention Strategy Plan electronically via an email.
5. The signed/accepted ISP will be sent to all relevant parties (i.e., the student, the school,
etc) and the ISP document will be stored in Student Management System (e.g., Job ready)
by course coordinators.
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6. The Head of School, those who are responsible for the creation of the ISP and those who
are assigned by the two aforementioned staff members will analyse/monitor whether the
student follows the ISP at the conclusion of the ISP timeframe or during the scheduled
review date. The summary report is generated by the personnel mentioned in this
paragraph.
7. The student must be informed the outcomes of the ISP stated in the summary report.
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.
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.
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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
Project Management Officer
Ms. Hongru Chen
The statement from reviewer(s) There is a change in Section 12.
Policy and Procedures is approved by Chief Compliance Officer
Dr. Chalermlok Dejsakultorn
Document version reviewed 1.3
Date approved 05/06/2020
Date effective from 05/06/2020
Date of next review TBA
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