Monitoring Course Progress Policy and Procedure

This policy primarily supports ‘Standard 8– Overseas Student Visa Requirements of the ‘National Code of Practice for Providers of Education and Training to Overseas Students 2018’ and Clause 1.7 of Standard 1 of Standards for RTO’s 2015. Vocational Training Institute (VTI) RTO 41111, CRICOS 03487C systematically monitors student’s course progress which includes recording, monitoring, assessing/identifying, counselling and reporting the course progress of each student.

The purpose of this policy is to ensure that students studying at VTI maintain satisfactory course progress throughout the duration of their studies. This policy and associated procedure also provide the framework for dealing with unsatisfactory course progress and taking remedial actions.

The intention of this policy is to provide all students with the best opportunity to meet their course requirement, study goals, aspirations and to ensure that students do not breach their visa requirements and complete their course within expected duration specified in the student CoE.

This policy applies to overseas students studying at VTI and associated staff.

Term:In AUR, BSB, CHC training packages courses listed on VTI’s scope a “term” is defined as a discrete period of study whereas in Courses of CPC training package listed on VTI’s scope, a term is defined as per the calendar weeks. The table below represents the term duration and number of terms for each qualification on VTI’s scope:

Satisfactory Course Progress: Where an overseas student is successfully completing or demonstrating competency of 100%.

‘At Risk’ Student: A student who for any reason is considered as not or potentially not meeting the course progress requirements.

Intervention Strategy: Any documented action targeted at addressing the needs of a student who is ‘at risk’ of not meeting the course progress requirements.

Not making Satisfactory Progress: Where an overseas student is identified at the end of the completed term (except the final term), as not successfully completing or demonstrating competency above 50%, they will be considered to be ‘at risk’ of making unsatisfactory progress. Student will receive intervention strategy.

Unsatisfactory Course Progress: Unsatisfactory course progress is defined as not successfully completing or demonstrating competency below 50% of the course requirements in a completed term (except the final term) and Students who would have a Course Progress below <50% in the 1 term, will receive intervention strategy, leads to the “Intention to Report (ITR)” Letter/Email.

Not making Satisfactory Progress (Final Term Only):Student who would mark NYC in any unit of their final term, will receive intervention strategy followed leads to the “Intention to Report (ITR)” Letter/Email.

Compassionate or Compelling Circumstances: Circumstances generally beyond the control of the student and they have an impact on the student’s capacity and/or ability to progress through a course. These could include but not limited to:

A traumatic experience which could include but is not limited to:

PRISMS: Provider Registration and International Student Management System

DHA: Department of Home Affairs

CoE: Confirmation of Enrolment

NYC: Not Yet Competent

W/C: Withdrawn/ Cancelled

1. VTI monitors student attendance in the process of course progress monitoring and reporting, but not required to report on attendance unless otherwise required by ESOS agency. However, overseas student must meet VTI’s attendance requirement of minimum 80% and their visa obligation regarding attendance.

2. VTI adopts a proactive approach in monitoring students course progress and notifying and counselling students who are ‘at risk’ of failing to meet the course progress requirements so as to ensure that the student is in position to complete the course within the excepted duration specified on the CoE.

3. Students who persist in failing to meet course progress requirements - even after attempts by VTI to notify and counsel them through the intervention strategy - shall be reported to DHA through PRISMS.

4. This policy and associated procedures will be made available to the students through VTI’s website and reception whereas information regarding this policy is included in Student Handbook and student orientation.

5. VTI will record the individual academic course progress for each student on the course progress register and Student Management System.

6. VTI reasons that course progress is closely linked to student’s active participation in “in-class learning and assessment activities”, and timely completion of assessments. At the beginning of each term and/or unit of competency, Trainers and Assessors will provide information on assessment requirements, conditions, assessment due dates and other relevant competency requirements.

7. Students will be regularly informed about their ongoing course progress in person or via emails.

8. Trainers and Assessors are primarily responsible for identifying the students who are ‘at risk’ for not meeting the course progress requirements.

9. VTI will assist students ‘at risk’ of not meeting course progress requirements in sufficient time to achieve satisfactory course progress.

10. An intervention strategy will be implemented to assist students who are ‘at risk’ of not making satisfactory course progress.

11. VTI will implement its intervention strategy where the student has course progress below <50% in their any term however, intervention strategy may be implemented at the earliest stage if required upon the discretion of Trainer and Assessor.

12. VTI shall not extend the duration of CoE for students ‘at risk’ of not completing their course within the expected duration unless

• There are compassionate and compelling circumstances and the student has provided sufficient evidence(s) to make such determination
• The student has attended the required course progress meetings and agreed to the prescribed intervention strategies
• VTI has approved deferment or suspension of studies under its relevant policy and procedure

In the case where a student’s requests for extension and the duration of CoE has been approved, the student will be advised to contact Immigration to seek advice on any potential impacts on their visa, including the need to obtain a new visa.

13. Student must inform and submit the evidences for compelling and compassionate circumstances as soon as the circumstances occurs and practically possible.

Attendance Monitoring

Although VTI does not report VET student on non-attendance, attendance is monitored every week to identify student ‘at risk’.

1. VTI Trainer and Assessor will assess and monitor the course progress of students by various methods which includes the following but not limited to:

2. Trainer and Assessor/Administration Staff will send email to student in case of absence for 2 consecutive weeks from the scheduled classes. Notification can be sent within 2 weeks after the consecutive absence of 2 weeks.

3. At the first instance where the student has been deemed NYC or who have not submitted assessment as per the due date at the end of each unit in any term of their studies, Trainer and Assessor/ Administration Staff will notify student within 5 working days after the date the student deemed NYC or the due date of submission.

4. There is no requirement of intervention strategy meeting at this stage unless directed by Trainer and Assessor. However, the student can contact the Trainer and Assessor or Student Support Officer to discuss any issues that he/she is facing during the studies.

5. Where an overseas student is identified at the end of the completed term (except the final term), as not successfully completing or demonstrating competency above 50%, they will be considered to be ‘at risk’ of making unsatisfactory progress. Student will receive intervention strategy.

6. Students who would have a Course Progress below <50% in any term (except the final term), will receive intervention strategy, leads to the “Intention to Report (ITR)” Letter/Email., they will receive “Risk Intervention” Letter/Email. This letter/email will be sent within 2 weeks after the completion of the term by Trainer and Assessor/Administration Staff. It will invite these students for scheduled Intervention Meeting within 5 working days.

7. Student who are unable to attend the above mentioned intervention meeting, must contact VTI to reschedule the intervention meeting on reasonable grounds (evidences required). Please note this meeting must held within 5 working days from the issuance of Risk Intervention” Letter/Email. Student who failed to attend the intervention meeting without approval may lead to the issuance of “Intention to Report” to DHA.

8. For students who attend the intervention meeting,

9. The notice of ITR will also inform the student that the student has right to access VTI’s Complaints and Appeals Process and that the student has 20 working days to do so.

A student may appeal on the following grounds:

10. The student will be required to complete and duly sign with date, the Complaints and Appeal form for the lodgement and required to attend the appeal meeting.

11. Student must continue to attend its scheduled classes and meet its obligations during the appeal process.

12. If the deliberation of the appeal reveals that there was an error in calculation and the student actually made satisfactory course progress, VTI will not report the student and there will no requirement for intervention. VTI will take the necessary corrective actions to mitigate the risk of its reoccurrence in future.

13. If the appeals process shows that the student has not made satisfactory progress, but there are compassionate or compelling reasons for the lack of progress, ongoing support will be provided to the student through VTI intervention strategy, and VTI will not report the student.

14. The outcome of the Internal Appeal will be notified via email to the student and the Appeal Register will be updated by Administration Staff/Operations Manager.

15. If the Internal appeal is not successful and there are no grounds for compassionate or compelling reasons for the lack of progress the student will be given 20 working days to access the External appeal process through Ombudsman and student must notify VTI about the same (Evidences Required). The student will be required to attend the scheduled classes till the outcome is notified to VTI by the External Appeal process through Ombudsman.

16. VTI will not report the student to PRISMS until the outcome of the External appeal is notified by the Ombudsman to VTI.

17. Once the outcome is notified by the Ombudsman, VTI will take the advised actions.

18. If the Student chooses not to access the complaints and appeals processes within the 20-working day period, withdraws from the process, or the process is completed and results in a decision supporting VTI, VTI will notify to DHA via PRISMS of the Student not achieving satisfactory course progress within 10 working days after the appeal period.

Copies of all outcomes and notifications related the appeal process are kept on the Student’s file in accordance with the VTI’s Complaints and Appeals Policy and Procedure.

Training and Assessor, Administration Staff, Student Support Officers, Operations Manager are responsible for VTI’s adherence to the National Standards for Training Organisations and ESOS/NCP2018.