Monitoring overseas student progress and course duration

Purpose

The purpose of this policy is to ensure that Imperial monitors the course progress of each overseas student to ensure they complete their course within the duration specified of their COE. The policy is also available on the website of the college.

Responsibility

The CEO is responsible for the implementation of this policy and to ensure that staff and students are aware of its application and implement its requirements

Definitions

Study period means one term of study of 13 weeks (including course delivery, assessment, public holidays and break).

Requirements

International Students are required to complete their course within the expected duration of study as recorded on their Confirmation of Enrolment (COE).

Policy

Imperial may only extend the duration of the student’s study where it is clear that the student will not complete the course within the expected duration, as specified on the student’s CoE, as the result of:

compassionate or compelling circumstances (e.g. illness where a medical certificate states that the student was unable to attend classes or where Imperial was unable to offer a pre-requisite unit)
Imperial implemented its intervention strategy for student who were at risk of not meeting satisfactory course progress, or
an approved deferment or suspension of study has been granted under standard 9 of the National Code 2018

Imperial will also ensure that except in the circumstances specified above, the expected duration of study specified in the student’s COE must not exceed its CRICOS registered course duration.

Any extension to the duration of a student’s course will be notified by Imperial on PRISMS and issue a new CoE when the student can only account for the variation/s by extending his or her expected duration of study. Imperial will also record the reasons for the extension on the student’s file and student management system.

If Imperial extends the duration of the student’s enrolment, Imperial will advise the student to contact Department of Home Affairs to seek advice on any potential impacts on their visa, including the need to obtain a new visa.

A full-time student load is planned as a minimum of 20 hours scheduled participation per week however students may be engaged for less than this minimum requirement due to:

Credit transfer granted
RPL granted
Unavailability of key or prerequisite units at the time it is required

Procedure

Before the commencement of the course each student will be provided with a time-table which will identify the units required to be completed in each study period in order to complete the qualification within the expected duration of study as recorded on their Confirmation of Enrolment (COE). Copies of the time tables are also displayed on the student notice board.

After the completion of each study period student results will be entered on the student database and a progress report generated for each overseas student to ensure the overseas student is in a position to complete the course within the expected duration specified on the overseas student’s CoE.

Each student identified as falling behind the course schedule will have their course reviewed by the CEO and modified in order to ensure they will complete within the expected duration.

Strategies to be considered for achieving the outcome will include:

Re-sitting assessments
Undertaking additional units in subsequent study periods to “catch up” with their scheduled training course.
Additional training

A copy of the modified course and explanation of the need for the modified course will be provided to the student and placed in the file.

If a student’s course cannot be modified so that they will complete within the expected duration of study as recorded on their Confirmation of Enrolment (COE) they will be deemed to be at “at risk” of not meeting satisfactory course progress requirements and placed on an intervention strategy in accordance with the Policy on Monitoring course progress.