Course Progress and Attendance Policy

Document Title: Course Progress and Attendance Policy

Document Number: CPA-001

Effective Date: June 8, 2024

Review Date: June 8, 2025

1. Purpose

The purpose of this policy is to outline Rosehill College’s approach to maintaining satisfactory course progress and attendance among students, ensuring they can complete their course within the required duration as specified in their confirmation of enrolment (CoE).

2. Scope

This policy applies to all students enrolled in vocational education and training (VET) courses at Rosehill College, including both domestic and international students.

3. Policy Statements

3.1 Monitoring Course Progress

  • Regular Monitoring: Rosehill College monitors the course progress of each student through regular assessments, feedback, and academic reviews.
  • Intervention Strategy: If a student is identified as not meeting course progress requirements, an intervention strategy is implemented, including academic support and counseling.
  • Reporting: International students’ course progress is reported to the Department of Education, Skills, and Employment (DESE) via the Provider Registration and International Student Management System (PRISMS) if they fail to meet progress requirements.

3.2 Attendance Requirements

  • Minimum Attendance: Students must attend at least 80% of their scheduled classes to meet the minimum attendance requirement.
  • Exceptions: An exception may be made where a student is attending at least 70% of the course contact hours and is maintaining satisfactory progress.
  • Recording Attendance: Attendance is recorded daily using an Attendance Sheet, and the results are entered into the Student Management System.
  • Monitoring Attendance: Attendance rates are calculated weekly. Students who are at risk of falling below the 80% attendance threshold are identified.

3.3 Consequences of Non-Compliance

  • First Warning: Students will receive a First Warning Letter if they have been absent for more than 5 consecutive days without approval or if their attendance falls below 80%. This letter will inform students of the need to participate in an intervention strategy.
  • Second Warning: Students will receive a Second Warning Letter if they continue to fail to meet the attendance requirements despite the intervention strategy. The letter will detail further steps and additional interventions required.
  • Notice of Intention to Report: If a student still fails to meet attendance requirements after receiving two warning letters, they will be issued a Notice of Intention to Report. This notice informs the student of the intention to report them to the relevant authorities, which may affect their visa status.

4. Procedures for Reporting Absences

  • Reporting Absences: Students must report any absences to the Student Service Officer as soon as possible. Absences must be reported in writing, stating the reason for the absence and the expected duration.
  • Absence Due to Illness: If absent due to illness, students must provide a medical certificate from a registered medical practitioner.
  • Unapproved Absences: Students who have been absent for more than 5 consecutive days without approval will be contacted via SMS and email. Persistent non-attendance will result in the issuance of warning letters and the implementation of intervention strategies.

5. Intervention Strategy

  • Identification and Notification: Students identified as at risk of not meeting attendance requirements will be informed in writing and required to participate in an intervention strategy.
  • Intervention Form: The intervention strategy will be documented in an Intervention Form, outlining the specific actions and support measures agreed upon with the student.
  • Monitoring and Adjustment: The progress of the intervention strategy will be regularly monitored, and adjustments will be made as necessary to support the student in meeting attendance requirements.

6. Responsibilities

  • Academic Manager:
    • Reviewing data to check course progress and attendance.
    • Conducting meetings with students and developing and monitoring intervention strategies.
    • Reviewing student appeals in relation to course progress.
    • Reporting students through PRISMS.
  • Administration Manager:
    • Implementing this procedure, maintaining records as per policy, and ensuring all staff are aware of and implement this policy.
  • All Staff:
    • Must be aware of and implement this policy.

7. Review Compliance

  • Monthly Review: Reviewed monthly on the RTO Management Meeting agenda.
  • Governance Schedule: Reviewed as per Governance Schedule.
  • Annual Review: Reviewed annually using the ASQA RTO Self-assessment tool template, Section 6 Completion.

8. Document Control

  • Version Number: V1.1
  • Approved By: CEO
  • Approval Date: June 8, 2024
  • Review Date: June 8, 2025

Rosehill College | Sydney, Australia
Phone: (02) 7228 0008 | Email: [email protected]