Policies and Procedures Monitoring Attendance (ELICOS) Monitoring Attendance, Recording and Reporting for ELICOS students

Monitoring Attendance, Recording and Reporting Policy for English Language Intensive Courses for Overseas Students (ELICOS) students

The purpose of this policy and procedure is to ensure that Gold Coast Learning Centre (GCLC) is compliant in monitoring attendance for international students studying at the college.

The requirements for attendance and monitoring of ELICOS students are set out in:

The policy and procedures support Standard 9 of the National Code of Practice for providers to international students.

They ensure that students complete their studies within the expected duration of the course and GCLC only extends the duration in the specific circumstances outlined in Standard 9.

The policy ensures that attendance records are kept and monitored for students.

This allows for early detection of poor attendance records and at risk students, enabling GCLC and students an opportunity to rectify their situation.

Responsibility

The Manager and Director of Studies / Academic Coordinator are responsible for this policy and procedure.

Monitoring Attendance, Recording and Reporting Procedure for ELICOS students

  1. Weekly Attendance rolls are completed Friday afternoons after all enrolments have been added to the list, then again on Monday should it be necessary following new enrolments.

    The Student Services Officer prints out these Attendance rolls and distributes them to the teachers on Friday afternoons.

  2. Student attendance is checked for each study period.

    For example, for students enrolled for 25 hours/week, their attendance will be checked based on 3 study periods in the morning and 2 study periods in the afternoon.

    For students who are enrolled for 20 hours/week, their attendance will be checked based on 2 study periods in the morning and 2 study periods in the afternoon.

    For the purposes of this policy, a study period is defined as a class with a minimum duration of 1 hour.

    1. Students who do not attend each study period will be as marked absent.

    2. Students who are 15 minutes late for a study period will be marked as absent for that study period by their teacher.

    3. If students are sick and cannot attend classes, they are required to present a medical certificate from a doctor. A copy of this medical certificate will be filed with the class roll. Students will still be marked as absent.

  3. Gold Coast Learning Centre must contact and counsel students who:

    1. Have been absent for more than five consecutive days without approval; or

    2. Are deemed to be at risk of not attending for at least 80% of their scheduled course contact hours.

  4. The Student Services Officer runs weekly calculations on the College Management Software on Monday mornings to update the database to the current week.

    1. Every Friday afternoon, the Student Services Officer collects all student rolls from teachers and checks that all class attendances have been recorded.

    2. Before completing the Student Absence Report, the attendance recorded in the School Management Software is updated to ensure it is accurate.

    3. The Student Services Officer updates student absences in the College Management Software System (WISENET).

    4. After they are updated in the system, student rolls are filed in the Student Attendance Folder by date and class order.

    5. The Student Services Officer generates an Excel report to find students with unacceptable attendance rates (Current Attendance rate under 90%).

    6. The Student Absence Report is then printed out and given to the Enrolment Officer to cross check and generate warning letters.

  5. In the first instance of unacceptable attendance rates, the Student Services Officer and/or Teachers and Trainers will inform the Manager of students who are breaching the attendance policy.

    The Manager will instruct the Student Services Officer to notify all students who are in breach of the policy by phone and email that they have been noted as absent.

    If this fails to generate a response, then the following will occur:

    1. The Student Services Officer will check this week’s report against the previous report, to assess which type of warning letter is required for each student.

      These include 1st, 2nd or 3rd and Final warnings if the student has not improved their attendance rate since they received the last warning letter:

      • 1st warning letter - Current Attendance drops to 90% (see Appendix A)
      • 2nd warning letter - Current Attendance under 85% (see Appendix B)
      • 3rd warning letter - Overall Attendance under 82% (see Appendix C)
    2. The Student Services Officer will forward the warning letters for students to the Manager to be checked.

    3. The Student Services Officer will then distribute the warning letters to the students, explaining the ramifications of extended absences, including reporting students on student visas to the Department of Immigration and Border Patrol (DIBP).

      • The Student Services Officer will issue 2 copies of the warning letter to each student, one for the student to sign acknowledging they have received it, and one for them to keep.

      • Students are required to sign the warning letter acknowledging they have received it. The signed warning letter’s signature section will then be filed in the student's folder by the Student Services Officer.

      • The Student Services Officer will mark off the Excel report as each signed letter is returned and will follow up on any outstanding letters at the end of the week.

    4. Members of the GCLC Student Support Services team will meet with any repeat offenders and counsel the student to find out why their attendance has continued to be below an acceptable level.

    5. If the student’s attendance does not improve within a reasonable time, the student will be given a third letter (attendance under 82%), asking them to show cause as to why GCLC should not officially inform the Department of Immigration and Border Protection (DIBP) of their current attendance rate.

      A meeting between the student and the Manager of GCLC will be held to discuss the situation and the student’s response.

    6. If the student’s current attendance is below 80%, GCLC will issue the final warning letter (see Appendix D) and a meeting between the student and the Manager will be held to discuss the situation and the student’s response.

      The student must provide a letter to appeal in writing, explaining why GCLC should not report them to DIBP.

    7. The Enrolment Officer will also advise the agent (if relevant) if the student has an overall attendance level under 80%.

  6. If the appeal within GCLC is not successful, then the Manager will offer the student an opportunity to appeal through an external party. The student will have 20 days to lodge a formal appeal with an external party by giving relevant proof and a written letter.

    The external party will then assist in the decision on the student’s case.

  7. If the student decides not to appeal through the internal or external appeal processes with regard to student attendance, or when an external appeal supports GCLC's decision to report the student, then the student will be reported to the Department of Immigration and Border Protection (DIBP) for unsatisfactory attendance.

    1. The Student Services Officer will inform the student’s agent that GCLC must report their non-attendance of classes to DIBP. The student will be informed that they will receive a letter from DIBP shortly, outlining the progress required.

    2. The Student Services Officer will report the student’s non attendance to DIBP via PRISMS. This information is electronically transmitted to DIBP.

      PRISMS will generate a section 20 notice, which the provider will send to the student at their last known address.

      The student must then visit their local DIBP office within 28 days to explain the breach, or their visa will be automatically cancelled.

  8. GCLC calculates the percentage of Attendance by:

    • Calculating attendance percentage based on the period of the CoE; or

    • Dividing the course into discrete terms and monitoring compliance against the percentage of attendance over weeks/days/hours in each term.

    Please Note: students can access their attendance rates at any time by filling out the Request for Attendance Form at Reception.

Please see the following appendices for examples of non-attendance warning letters.

Appendix A

<Insert Name>
<Insert Street Number and Name>
<Insert Suburb, State and Postcode>
<Insert Date>

RE: Non-Attendance at Classes - First Warning Letter

Dear <name>,

Please be informed that it has been brought to our attention that you have not attended some classes of your study period. As an on shore International Student holding a student visa, enrolled in <course>, you are required to comply with a number of conditions relating to that visa (as per the ESOS Act, 2000), including attending at least 80% of your scheduled hours in the study period. Your current attendance is currently approximately 90%.

Failure to comply with your attendance requirements can lead to the cancellation of your visa and ultimately, your early departure from Australia. It should also be noted that, under federal legislation, Gold Coast Learning Centre must report a student who can no longer achieve 80% attendance to the immigration authorities.

If you miss 20% of your study period, Gold Coast Learning Centre will be forced to notify your breach of satisfactory attendance to the Department of Immigration and Border Protection through PRISMS.

It is important to ensure that you attend all classes. If you are sick you may submit a doctor’s certificate, however, you will still be recorded as absent.

In order to discuss any difficulties you may be experiencing that are affecting your attendance please contact GCLC on (07) 5531 6788 or email academic@goldcoaststudy.com.

Best Regards,

Academic Coordinator

By signing this declaration, I _______________________ acknowledge receipt of this letter.

Student Signature_____________________________________ Date __________________

Appendix B

<Insert Name>
<Insert Street Number and Name>
<Insert Suburb, State and Postcode>
<Insert Date>

RE: Non-Attendance at Classes - Second Warning Letter

Dear <name>,

Please be informed that it has been brought to our attention that you have not attended some classes of your study period. As an on shore International Student holding a student visa, enrolled in <course>, you are required to comply with a number of conditions relating to that visa (as per the ESOS Act, 2000), including attending at least 80% of your scheduled hours in the study period. Your current attendance is currently approximately 85%.

You were earlier informed via our first warning letter dated <date of first warning> that failure to comply failure to comply with your attendance requirements can lead to the cancellation of your visa and ultimately, your early departure from Australia. It should also be noted that, under federal legislation, Gold Coast Learning Centre must report a student who can no longer achieve 80% attendance to the immigration authorities.

If you miss 20% of your study period, Gold Coast Learning Centre will be forced to notify your breach of satisfactory attendance to the Department of Immigration and Border Protection through PRISMS.

It is important to ensure that you attend all classes. If you are sick you may submit a doctor’s certificate, however, you will still be recorded as absent.

In order to discuss any difficulties you may be experiencing that are affecting your attendance please contact GCLC on (07) 5531 6788 or email academic@goldcoaststudy.com.

Best Regards,

Academic Coordinator

By signing this declaration, I _______________________ acknowledge receipt of this letter.

Student Signature_____________________________________ Date __________________

Appendix C

<Insert Name>
<Insert Street Number and Name>
<Insert Suburb, State and Postcode>
<Insert Date>

RE: Non-Attendance at Classes - Third Warning Letter

Dear <name>,

Please be informed that it has been brought to our attention that you have not attended some classes of your study period. As an on shore International Student holding a student visa, enrolled in <course>, you are required to comply with a number of conditions relating to that visa (as per the ESOS Act, 2000), including attending at least 80% of your scheduled hours in the study period. Your current attendance is currently approximately 82%.

You were earlier informed via our second warning letter dated <date of second warning> that failure to comply failure to comply with your attendance requirements can lead to the cancellation of your visa and ultimately, your early departure from Australia. It should also be noted that, under federal legislation, Gold Coast Learning Centre must report a student who can no longer achieve 80% attendance to the immigration authorities.

If you miss 20% of your study period, Gold Coast Learning Centre will be forced to notify your breach of satisfactory attendance to the Department of Immigration and Border Protection through PRISMS.

It is important to ensure that you attend all classes. If you are sick you may submit a doctor’s certificate, however, you will still be recorded as absent.

In order to discuss any difficulties you may be experiencing that are affecting your attendance please contact GCLC on (07) 5531 6788 or email academic@goldcoaststudy.com.

Best Regards,

Academic Coordinator

By signing this declaration, I _______________________ acknowledge receipt of this letter.

Student Signature_____________________________________ Date __________________

Appendix D

<Insert Name>
<Insert Street Number and Name>
<Insert Suburb, State and Postcode>
<Insert Date>

RE: Non-Attendance at Classes - Final Letter

Dear <name>,

Please be informed that your attendance in the <course>, has dropped below 80% of your scheduled hours in this study period. As an on shore International Student holding a student visa, enrolled in <course>, you are required to comply with a number of conditions relating to that visa (as per the ESOS Act, 2000), including attending at least 80% of your scheduled hours in the study period.

As a result of the above, Gold Coast Learning Centre is forced to notify your breach of satisfactory attendance to the Department of Immigration and Border Protection through PRISMS to cancel your visa.

Please note that you have the right to appeal this decision within 20 working days from the date of this letter, in accordance with Gold Coast Learning Centre guidelines. Please refer to the internal and external Complaints and Appeals process.

Please note that during the internal and external complaints and appeals process, Gold Coast Learning Centre will ensure you are enrolled throughout the appeal process.

Should you wish to discuss this matter, please do not hesitate to contact GCLC on (07) 5531 6788 or email academic@goldcoaststudy.com.

Best Regards,

Academic Coordinator

By signing this declaration, I _______________________ acknowledge receipt of this letter.

Student Signature_____________________________________ Date __________________

Appendix E

Information Required for the Purposes of Determining if an International Student has fallen below their 80% Attendance Requirement
(To be completed by relevant Department / School/ Partner Provider)

Student Name:   Student ID:  
Program:        
Semester/Program Start Date:   Semester/Program End Date:  
Semester/Program Break From:   To:  
Date student commenced program due to approved late enrolment.
(CoE should reflect date):
  Number of hours missed due to approved late enrolment:  
Public Holidays:        
         
Course Code Course Name Scheduled Total Hours During Semester / Program
(including classes, course-related information sessions, supervised study sessions and exams, excluding public holidays)
Number of Hours Student Absent Number of Approved Hours Absent
(if known)
         
         
         
         
         
         
         
Name of Staff Member:   Signature:  
Date:        
NB. Attendance records, copies of medical certificates etc must be attached to this form and returned to: Gold Coast Learning Centre Enrolments Officer
         
GCLC Office use only:      
Documentation supporting approved hours absent provided: Yes No N/A
Documentation supporting student meeting academic progress provided: Yes No N/A
80% attendance requirement met: Yes No N/A
Student advised not reported to DIBP in this instance but must attend all classes: Yes No N/A
Student reported to DIBP for breach of attendance requirement: Yes No N/A
Letter sent to student:
Yes Post Email
No N/A
School/Partner Provider advised: Yes No N/A
       
Name of Staff Member:   Signature:  
Date:        

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