Purpose
The purpose of this policy is to ensure Intellect systematically monitor students’ compliance with student visa conditions relating to attendance. Registered providers report students, under section 19 of the ESOS Act, who have breached the attendance requirements.
Intellect will monitor, record and assess the course attendance of each student for the course in which the student is currently enrolled.
Intellect will assess each student’s attendance at the end of each week to check if students are either at risk of falling below 80% or have in fact fallen below 80%.
During the orientation programme, all students are informed of the student visa condition relating to course attendance. Under the Attendance Policy, a student has breached the policy if the student has not successfully maintained an attendance above 80% over the duration of the program they are enrolled in.
Policy
Intellect will record the attendance of each student for the scheduled course contact hours for each CRICOS registered course in which the student is enrolled. Intellect will provide, to staff and students, a policy and procedure that specify the:
- requirements for achieving satisfactory attendance, which at a minimum, requires overseas students to attend at least 80 per cent of the scheduled course contact hours
- manner in which attendance and absences are recorded and calculated
- process for assessing satisfactory attendance
- process for determining the point at which the student has failed to meet satisfactory attendance, and
- procedure for notifying students that they have failed to meet satisfactory attendance requirements.
Intellect will contact and counsel students who have been absent for more than five consecutive days without approval or where the student is at risk of not attending for at least 80 per cent of the scheduled course contact hours for the course in which he or she is enrolled (i.e. before the student’s attendance drops below 80 per cent).
Intellect will regularly assess the attendance of the student in accordance with the registered provider’s attendance policies and procedures.
Intellect will notify the student in writing of its intention to report the student for not achieving satisfactory attendance in their course.
Intellect will inform student in writing that he or she is able to access the registered provider’s complaints and appeals process as per Standard 10 (Complaints and appeals) and that the student has 20 working days in which to do so.
Where the student has chosen 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 Intellect, Intellect will notify the Secretary of DET through PRISMS that the student is not achieving satisfactory attendance as soon as practicable.
For the CRICOS registered courses Intellect will only decide not to report the student for breaching the 80 per cent attendance requirement where:
- that decision is consistent with its documented attendance policies and procedures, and
- the student records clearly indicate that the student is maintaining satisfactory course progress, and
- the registered provider confirms that the student is attending at least 70 per cent of the scheduled course contact hours for the course in which he or she is enrolled.
- the student provides genuine evidence demonstrating that compassionate or compelling circumstances apply.
Related National Code Standard 8
Procedures
All students must maintain an attendance rate of at least 80% during the course duration.
Attendance is calculated by totalling the number of available scheduled hours, and dividing them by 80%. The balance is the total time a student may be absent during their course.
eg A student enrols into a program that runs for 24 study weeks. The contact hours for that course are 20 hours per week. The total contact hours for that program are 24 x 20 = 480 hours. 80% of 480 is 384, meaning the student can miss 96 hours in that course.
Attendance is recorded daily on a roll and any student arriving late, is recorded. Students who are absent for the full class are marked as absent for the full day.
At the end of the week, the rolls are entered into the student management system and weekly reports are evaluated by the PEO, or their delegate.
Students identified at risk will be counselled, and students who drop below the 80% rate will be sent intent to report letter.
Intellect will contact and counsel students who have been absent for more than five consecutive days without approval or where the student is at risk of not attending for at least 80 per cent of the scheduled course contact hours for the course in which he or she is enrolled (i.e. before the student’s attendance drops below 80 per cent).
For the CRICOS registered courses Intellect will only decide not to report the student for breaching the 80 per cent attendance requirement where:
- that decision is consistent with its documented attendance policies and procedures, and
- the student records clearly indicate that the student is maintaining satisfactory course progress, and
- the registered provider confirms that the student is attending at least 70 per cent of the scheduled course contact hours for the course in which he or she is enrolled.
- the student provides genuine evidence demonstrating that compassionate or compelling circumstances apply.
Warning and Intention to Report Letters
- Each week the PEO, or their delegate will draw a report from the Student Management System on all students’ overall attendance. Students below 90% attendance are posted and/or emailed a letter outlining the student’s current overall attendance.
- Students below 85% attendance are posted and/or emailed a Warning Letter outlining the student’s current overall attendance and reminding the student of the laws in regards to maintaining an attendance over 80%
- Students that fall below 80% attendance are posted and emailed an Intention to Report Letter. This letter notifies the students of their current overall attendance and of Intellect’s intention to report them to immigration for poor attendance. This letter also explains the appeals process both internal and external. It also very clearly states that the students have the right to an appeal as per Standard 10 of the National Code.
Procedure for Reporting Students for Unsatisfactory Attendance by Notifying DET/DHA of Visa Breach
The following process should be followed when reporting a student for breach of their visa requirements relating to unsatisfactory course progress.
Refer to the “PRISMS – Provider User Guide” to assist in the following process.
- If appeal lodged, wait until appeal is heard and finalised before progressing. Once finalised and the intent to report is to proceed continue.
- If no appeal lodged or it is finalised, Administrative Officer advises the PEO of intent to advise breach on PRISMS.
- PEO checks all the facts and documentation related to the case and if everything is in order, authorises the report to be entered into PRISMS.
- Follow the PRISMS – Provider User Guide on page 58 for Reporting Requirements