Monitoring course progress – International Students
Imperial has in place policies and procedures for monitoring, recording and assessing the course progress of each student for the course in which the student is enrolled. Policy and Procedures outlined in this document are not only applicable to the study conducted at the theory and practical classrooms but also to the work based training and practical placement, which is an integral part of the completion of some qualification(s) at Imperial. Imperial has implemented the DET- DHA course progress policy and procedures for all its courses as listed on the CRICOS register at http://cricos.education.gov.au/
PURPOSE
This policy and related procedure relates to the monitoring of students’ course progress and the consequent procedures for reporting for unsatisfactory course progress.
SCOPE
This policy and procedure applies to all overseas students studying at Imperial
DEFINITIONS
| Terms | Definitions |
| Appeal | Request by a student to have a matter heard and/or re-considered after receiving an unfavourable decision. |
| At Risk | Being “at risk” of not meeting satisfactory course progress requirements means:· Failing more than 50% of units in a study period |
| Intervention Strategy | An individual plan to provide course support and/or assistance to an international student identified ‘at risk’ of achieving satisfactory course progression. |
| Not Yet Competent (NYC) | Not meeting the required performance criteria to achieve satisfactory outcome for the unit |
| PRISMS | Provider Registration and International Students Management System |
| SatisfactoryCourse Progress | An international student is displaying satisfactory course progress if the student is achieving a competent result in all assessments for all units of competency undertaken in a given study period and is on track to successfully complete their course within the expected duration of study as per their COE. |
| Study period | Study period means one term of study of 13 weeks (including course delivery, assessment, public holidays and break). |
| Work based Training (WBT) | Any required period of training that occurs in a workplace as part of the qualification |
| Unsatisfactory Course Progress | Unsatisfactory progress is defined as a student not successfully completing or demonstrating competency in at least 50% or more of the course requirements in two consecutive study periods. |
Course progress relates to assessment of competency as the student progresses through the qualification that uphold the academic integrity of the registered course and meet the training package requirements, and processes to address misconduct and allegations of misconduct.
For the purposes of this policy unsatisfactory course progress is where a student has not achieved competency in more than 50% of units of competence undertaken in any two consecutive study periods of the qualification.
COMPLIANCE EVIDENCE
For Imperial to show it is complying with Standard 8, it has the following as evidence:
- a documented policy and procedure for monitoring, recording and assessing course progress;
- a documented intervention strategy for students at risk of not making satisfactory course progress;
- evidence of assessing students’ course progress at the end of each study period;
- documented evidence of the intervention measures implemented for them;
- evidence of written notice informing the students that the provider intends to report them for not making satisfactory progress and advising them that they are able to access the provider’s complaints and appeals process within 20 working days;
- evidence of an appeal in accordance with Standard 10, if a student appeals; and
- evidence in the student’s file of final reporting via PRISMS in accordance with section 19(2) of the ESOS Act (if applicable).
PROCEDURE
Advice to students
At the orientation session students will be advised of the meaning and requirements for course progress and of the requirement to complete the course by the scheduled end date of the course.
Early detection of, and intervention in, lack of satisfactory course progress
As Imperial is committed to ensuring that all students have satisfactory learning experiences at the College, early identification of issues affecting student progress and performance is a priority. Consequently trainers will notify the Course coordinator whenever a student, undertaking the first study period, fails to achieve a satisfactory result in consecutive assessments that form part of any unit or fails to achieve a unit of competency considered by Imperial as being critical for future success in the unit or any unit specified within the Training package as a prerequisite unit. On receiving notification from the trainers Course coordinator will arrange for a letter or other communication to be sent to the student requesting that they meet to discuss course progress. Evidence of this communication will be maintained on the students file.
The purpose of this meeting is to determine the reasons for this lack of satisfactory course progress of a student who is yet to complete the first study period of the qualification and to develop strategies involving student support and student action to assist the student to gain the necessary competence in a time frame that enables the student to complete the course within the expected course duration.
Outcomes, actions and agreements of that meeting signed by both the Course coordinator and the student will be given to the student and a copy kept on the students file. It is expected that the student will honour the agreed actions.
A report of non-attendance at the meeting will be put on the student’s file if despite the best endeavours of the college the student does not attend the meeting.
Review of course performance at end of study period
At the end of a study period the Course coordinator will review the course performance of ALL students. This will be done by examining the students allocated study course and by examining the course results provided by trainers for the units of competency, comprising the study course, undertaken during the study period.
If as result of the review it is identified that; a student is not yet competent in majority (more than 50%) of units undertaken in that study period the Course coordinator will notify the Student Support officer who will contact the student through personal contact, telephone and/or email and/or sms and a letter sent by mail to arrange for a meeting with the student involving the Course coordinator to discuss course performance. The letter will advise students of the individual units that they had failed to achieve a competent result. The letter will also advise continuing with this level course of progress over two consecutive study periods could lead to the student being reported to DHA. Evidence of this letter and other communications will be held on the file and SMS.
The purpose of the meeting is to determine the reasons for this lack of satisfactory course progress and to develop and implement intervention strategies involving student support and student action to assist the student to gain the necessary competence in a time frame that enables completion of the course within the expected course duration. Outcomes, actions and agreements of that meeting signed by the Course coordinator and the student will be given to the student and a copy kept on the file.
Intervention strategies may include:
Imperial
- Advising the student on the suitability of the course that they are enrolled in
- Arranging extra learning support, if required
- Arranging for complementary English classes, if required
- Arranging counselling for assistance with personal issues
- Providing advice regarding study habits
- Providing opportunities for students to be reassessed or to repeat subjects
- Arranging to vary or reduce the enrolment load for the following semester
- Providing advice re-course suitability (i.e. Literacy, Language and Numeracy)
- Allocating a new individualised study course for the following study period. Such an individualised study course may include repeat units in addition to the normal study course or in place of units specified in the normal course.
The student
- Undertaking re-assessment in each of the units not deemed competent
- Undertaking a period of study during the scheduled break between study periods
- Repeating NYC units during the next study period by
- Attending additional classes
- Being required to undertake additional English language classes prior to re assessment
In most cases the agreed actions, may require the student to pay an additional fee for additional tuition or assessment services.
- Tuition @ $12 per class hour
OR
- Re- Assessment @ $200 per unit
Students who fail to achieve competence in a majority of units of competence undertaken during this study period will be advised that this lack of satisfactory course progress in two consecutive study periods could lead to the student being reported to DHA. These students will be classified as being “At Risk” and recorded on file.
A report of non-attendance at the meeting will be put on the student’s file if despite the best endeavours of the college the student does not attend the meeting.
Monitoring of students “At risk” during a consecutive study period
The course progress of ALL students classified as being “At Risk” or who are undertaking repeat units in any study period as a result intervention strategies put in place in the previous study period will be monitored in an ongoing way.
- Any assessment undertaken by the student in any unit undertaken in the study period that achieves other than a competent result will be recorded and may require the student to immediately discuss their course performance with the Course coordinator.
- All results of these students will be reviewed at the midpoint of the study period by the Course coordinator. This will be done by examining the students allocated study course and by examining the course results provided by trainers for the units, comprising the study course, undertaken during the study period.
Students who, at this midpoint, are displaying a lack of satisfactory course performance in their new units or in units being repeated will be contacted by the Student services coordinator to attend a meeting with the Course coordinator and/or trainers to discuss their course progress. Contact will be through personal contact, telephone and/or email and/or sms or, at last resort, mail.
The purpose of this meeting will be to determine the reasons for the ongoing lack of satisfactory progress and to develop strategies involving student support and student action to assist the student to gain competence by the end of the study period. Outcomes, actions and agreements of that meeting signed by the Course coordinator and/or Student services officer and the student will be given to the student and a copy kept on the students file.
Review of course progress at end of a consecutive study period for students “At Risk”.
At the end of the study period the Course coordinator will particularly review the course progress of any student “At Risk”
If as result of the review it is identified that; a student has yet to be competent in a majority of the units (more than 50%) undertaken in the current study period the Course coordinator will notify the Student services coordinator who will notify the college’s intends to report the overseas student for unsatisfactory course progress. This written notice will be sent by mail. The written notice will inform the student of the reasons for the intention to report and that he or she is able to access the Imperial ’s complaints and appeals process as per National Code 2018, Standard 8 (Complaints and appeals) and that the student has 20 working days in which to do so. A copy of this letter is retained within the file.
Imperial will only report unsatisfactory course progress in PRISMS in accordance with section 19(2) of the ESOS Act if:
- the internal and external complaints processes have been completed and the decision or recommendation supports the Imperial, or
- the overseas student has chosen not to access the internal complaints and appeals process within the 20 working day period, or
- the overseas student has chosen not to access the external complaints and appeals process, or
- the overseas student withdraws from the internal or external appeals processes by notifying Imperial in writing.
The student’s enrolment at the college is continued until any external appeal has been determined. The college will abide by any resolution or determination of the overseas students ombudsman.
Similarly, if a result of the review a student’s course performance shows a lack of satisfactory performance in less than 50% of scheduled units the normal interview and intervention strategy approach indicated earlier in this policy and procedure will prevail.
Copies of all outcomes and notifications related the appeal processes are kept on the student’s file in accordance with the College’s complaints and appeals policy and procedure.
Review of the impact of intervention strategies on course duration
At all stages of this review and monitoring process the impact of any decision relating to implementation of intervention strategies on the expected course duration for a student will be examined and any likely or possible variation in course duration will be noted on the students file. Reporting’ the student (issuing a new CoE) will occur when Imperial knows the student cannot reasonably complete his or her course within the expected duration as specified on the student’s CoE. However Imperial will only issue a new CoE when they can accurately predict how long an extension of duration of study the student will require.
RESPONSIBILITY
CEO also have responsibility to ensure that all administrative and course staff are aware of the desirability for students to display satisfactory course progress and the actions to be taken by Imperial if the student does not display satisfactory course progress or demonstrates unsatisfactory course progress.