Read Microsoft Word - Attendance Policy ver 1.0 May 2010 text version

ATTENDANCE MONITORING POLICY AND PROCEDURES

Attendance monitoring policy

(This policy was implemented at AICL on 10 May 2010)

AICL requires all students must maintain 80% of the attendance throughout their study. Any student who is unable to meet 80% attendance may be reported to DIAC on attendance related matter. AICL systematically monitors students' compliance with student visa conditions relating to attendance. AICL is proactive in notifying and counseling students who are at risk of failing to meet attendance requirements. AICL reports the students to DIAC under Section 19 of the ESOS Act who have breached the attendance requirements. When a student has been assessed as not achieving satisfactory attendance, the AICL notifies the student of its intention to report the student. The written notice/warning letter informs the student that he or she is able to access the AICL's complaints and appeals process and that the student has 20 working days to do so. If the student accesses the AICL's complaints and appeals process and the process results in a decision that supports the AICL, the AICL will then report through PRISMS that the student is not achieving satisfactory attendance as soon as practicable. The AICL does not report until the appeal process is completed and it supports the AICL or the student has not accessed the AICL's complaints and appeals process within 20 working days of being notified of the AICL's intention to report. AICL contacts and counsels all students who:

Have been absent for more than two consecutive weeks without approval; or Are at risk of not attending for at least 80 per cent of the scheduled course contact hours.

AICL keeps records of all contact and counselling made with students who have been absent for more than 2 consecutive weeks or where the student is at risk of not attending at least 80 percent of the course contact hours. The intent of contacting these students is to find out why the students have been absent and to see what support the AICL may be able to offer the student. For example, the student's absence may not be due to medical reasons, but rather to homesickness or social issues ­ matters which may be addressed through the AICL's student support services.

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The AICL may only decide not to report a student for breaching the 80 per cent attendance requirement only when: 1. The student produces documentary evidence clearly demonstrating that compassionate or compelling circumstances (for example illness where a medical certificate states that the student is unable to attend classes) apply; and 2. Student is attending at least 70 per cent of the scheduled course contact hours for the course in which he or she is enrolled and has satisfactory course progress. Satisfactory course progress at AICL is defined as student has completed at least 65% of the total subject studied in each term. However, once the student's attendance has fallen below 70 per cent, the AICL issues a notice of intention to report the student for unsatisfactory attendance, informing the student of his/her right to appeal. Compassionate or compelling circumstances are generally those beyond the control of the student and which have an impact upon the student's course progress or wellbeing. These could include: serious illness or injury, where a medical certificate states that the student was unable to attend classes; bereavement of close family members such as parents or grandparents; 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 which could include: involvement in, or witnessing of a serious accident; and Witnessing or being the victim of a serious crime.

and this has impacted on the student (these cases should be supported by police or psychologists' reports) Please note that the above are some examples of what AICL may consider compassionate or compelling circumstances. AICL will use professional judgment and to assess each case on its individual merits. When determining whether compassionate or compelling circumstances exist,

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AICL considers documentary evidence provided to support the claim by individual students, and keeps copies of these documents in the student's file.

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Attendance Roll/ Class Roll Under instructions from DIAC and DEEWR all overseas students are required to be enrolled and attend school for a minimum of 20 hours per week. The ESOS Act specifies that all schools must maintain an accurate record of daily attendance of all students. Such a document has legal status and may be used to prepare a statement for use in court. Therefore attendance-checking procedures need to identify and assist students with unsatisfactory attendance. Early detection of poor attendees and prompt, positive intervention measures are essential. The Class Roll is a record of attendance for each student in College care. The document is important as (l) a record of student attendance (2) as legal proof of attendance for DIAC (3) for compilation of the Effective Enrolment return for enrolment, which affects staffing and financial allocations. Procedures for marking attendance Students are expected to arrive punctually. `X' for full attendance, An 'A' is to be entered on the roll next to any student who is not present at the daily roll call. In case of illness students to keep original and give copy of medical certificate to student service officer at reception. Trainers must ensure all students present are marked as such, that the daily notices are read and that any notes, receipts etc in the pocket of the roll are to be distributed. Trainers to update the class rolls at the end of each week, sign, add comment (if ­ any) and then return them at the end of week to co-ordinator/student service officer or leave in the staff in designated place The trainer will in the first instance deal with any student who arrives late. Students who continually arrive late to school will be taken care by trainer, noted and then would be brought onto Director of Studies/Co-ordinator attention. Habitual latecomers arriving after 15 minutes are to be signed absent on the rolls Trainers are to mark and maintain a roll of each of their classes every lesson. The rolls are college property and at no time, they are to be removed from campus or given to a student. All class rolls to return back to roll box at the end of the day. Student Service officer to check class rolls

Number of hours present totaled correctly Medicals, Data entry on week wise basis (week no, week date, hours, percentage, status, notes), Filing at the end of each week. All rolls should be kept neat and tidy. Carelessness, inaccurate or incorrect entries can have serious repercussions.

The Student Attendance list is a record of attendance for each student in College care. The document is important for the following reasons: It is a record of student attendance

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It is legal proof of attendance in class It may be used in some cases to assist with the grading of student marks It may be used in the preparation of statements for use in court

Student attendance is taken during each class and college requires all students must maintain minimum of 80% attendance at any time. Students are not permitted to update the attendance list; students who have been found to have fraudulently updated the attendance list may have disciplinary action taken, up to and including expulsion from the college. Student Absence for more than 2 consecutive weeks without notice If a student has been absent for more than 2 consecutive weeks the following process will be followed: Trainers reports directly to the VET Co-ordinator through Intervention strategy recommendation form Intervention officer contacts the student and ask student to come and see VET coordinator within 5 working days. If there is no response, the Co-ordinator will send out intention to report letter on cessation of studies ground and allow student 20 working days for appeal. If the student does not respond on intention to report letter or does not commence within 20 working days, they will be reported on PRISMS for cessation of studies

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Procedures Officers Involved

1. Andrea- VET-Co-ordinator (Responsible for interviewing students and recommending Student Services Manager to report the student on PRISMS) 2. Chris- Student Welfare Officer/Intervention officer (Responsible for contacting students on Early intervention and cessation of studies) 3. Ronnel- Student support officer/Intervention officer( Responsible for preparing and sending waning letters) 4. Ryan- Student Support Officer/Intervention Officer ( Responsible for preparing and sending waning letters) 5. Rista- Student Services Manager- (Responsible for reporting students on PRISMS) SN Description 1. Monitoring during the term Action Taken

The trainer will alert the Course Co-ordinator on student progress and attendance issues through intervention strategy recommendation form. Case 1: Absent in class for 2 consecutive weeks without notice Intervention Officer contacts the students regarding the issues and ask student to come and see VET Co-ordinator, within 5 working days. If there is no response from the student they will come under cessation of studies. Intervention officer prints of the intention to report letter based on cessation of studies and allow student for 20 working days to appeal. If student turns up during the 20 working days and the appeal is successful student will be given a chance to maintain 80% attendance and 65% course progress. Case 2: Unsatisfactory attendance Intervention Officer contacts the students regarding the issues and ask student to come and see VET Co-ordinator, within 5 working days. If there is no response from the student they will be send a first warning letter and student will be given 10 working days to come and see Coordinator for an interview. If there is no response from student or student does not improve the attendance, intervention officer prints of the intention to report letter and allow student for 20 working days to appeal. If student turns up during the 20 working days and the appeal is successful student will be given a chance to maintain 80% attendance and 65% course progress. Student will be monitored throughout the next term to ensure student has maintained satisfactory attendance and course progress.

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2. After the end of the term

The Co-ordinator will review assessment results sheet submitted by trainer/assessors. The Co-ordinator will check on attendance records of failed students.

VET co-ordinator prints off the report of student whose attendance is below 80% and failed a subject from the AICL access database. Co-ordinator will ask the intervention officers to prepare and send the warning letters. 3. If a student attendance is No Action will be taken

above 80% and has successfully passed all subject in each term

4. If a student attendance is First warning letter will be send and allow 10 working days to come for

below 70% and has not met interview with Co-ordinator. the course progress If the student does not improve attendance and course progress requirements (65% pass) requirements within 5 weeks of the next term, he/she will be send intention to report letter and given 20 working days to appeal. If appeal is unsuccessful or student could not provide evidence why AICL should not go ahead with reporting, student will be reported to DEEWR via PRISMS.

5. If a student has `failed' a If the student has `failed' a subject by not gaining the required 51% pass

subject and maintained 80% mark in assessments but has maintained 80% attendance, there is a reattendance. assessment option or an intervention and support option to support the student. In this case student has maintained satisfactory course Students will be offered a chance to : progress (65% passed) and · Re-sit the exam AND/ OR satisfactory attendance (above · Re-submit the practical project 80%) requirements. · The students work will be remarked Student must see VET Co-ordinator, for re-assessment. Reassessment fee may apply. If student does re-assessment within the term and passes the subject, intervention will stop. If the student does not do re-assessment or does not pass during the reassessment, first warning letter will be send.

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6. If a student has `failed' a

subject and has below 80% but above 70% attendance in the first time

If the student has `failed' a subject by not gaining the required 51% pass mark in assessments and has below 80% attendance, the student is deemed failed in that subject. The student is sent a warning letter that he/she may be falling below satisfactory course progress and the attendance requirements. The student is counseled by the Co-ordinator on attendance and course progress requirements and offered support if needed as long as good attendance is maintained. In the first instance they will be sent a warning letter. Students must improve their attendance & academic performance and attend an interview with the Co-ordinator. They will be counseled and offered : The opportunity for re-assessment the opportunity to repeat the subject in the next term additional tutorial support in access times with the trainer in the following term student counseling advice if there are personal matters such as work, accommodation or lifestyle issues affecting study A review of course selection and possible transfer if appropriate. Where the student continues to fall below minimum requirements of attendance (below 80%) and failing 65% of subjects in the second consecutive term, there will be continuing contact and intervention. Intervention will include: The student will be required to attend interview with the Coordinator Additional tutorial support in access times with the trainer Student counseling advice if there are personal matters such as work, accommodation or lifestyle issues affecting study.

7. If a student attendance is

below 80% and failure in 65% or more subjects in the second consecutive term

The Co-ordinator will review individual cases where a student does not attend 80% of the class and does not pass 65% of subjects in the second consecutive term. They will be sent an intention to report letter with allowing 20 working days to appeal. Student is required to attend a personal interview with coordinator. If the appeal is successful student will be given a last chance to maintain 80% attendance and 65% course progress. Student will be closely monitored throughout the next term. Where a student improves attendance (minimum 80%) and maintains satisfactory course progress throughout the next term, they will be supported and the intervention will no longer be required. Where the student does not appeal or appeal is unsuccessful, they will be reported to DEEWR after allowing 20 working days from the date of the

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letter or contact for the appeal process. The Coordinator will make this decision and the student will be sent notification and a copy of the report from PRISMS.

8. Reporting to DEEWR on

PRISMS

Where the student fails to meet satisfactory attendance (80%) and course progress (65% of total subject attempted in the term) in the second consecutive term they will be sent a notice of intention to report for breach of visa conditions. They must respond to this letter. They may access the complaints and appeals process Where the student does not maintain minimum 80% attendance or explain the personal and exceptional circumstances to the Co-ordinator they will be notified by letter of disciplinary procedures for non-attendance and unsatisfactory course progress and that the AICL will report to DEEWR through PRISMS and cancel the student enrolment. No response to notice of intention to report to DEEWR warning letters will lead to reporting within guidelines. AICL prints the section 20 notices that PRISMS generates and send this to the student and copy would be kept in student file.

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