Policies and Procedures Course Progress (VET) Monitoring Course Progress and Intervention Policy and Procedure

Gold Coast Learning Centre (GCLC) monitors the course progress of students and is proactive in notifying and counselling students who do not fulfil progress requirements. GCLC will report students, under Section 19 of the ESOS Act, who have breached the course progress requirements.

Staff are made aware of the requirements of this policy through induction, regular meetings, updates and continuous improvement practices.

Students are made aware of the academic progress requirements through the enrolment processes, including orientation and throughout the program.

Course Progress Policy

The monitoring of course progress allows Gold Coast Learning Centre to comply with its obligation under the National Code, in particular, Standard 9 (Completion within the expected duration of study) and Standard 10 (Monitoring course progress), in respect of Student Visa holders.

GCLC has elected to implement the DEEWR-DIAC Course Progress Policy and Procedures for all its CRICOS registered Vocational Education and Training (VET) courses.

Consistent with the National Code Standard 10 and the DEEWR-DIAC Course Progress Policy and Procedures, GCLC monitors, records and assesses the course progress of each student.

Course Progress Policy and Procedures (National Code Standards 9, 10 & 13)

  1. Purpose

    To provide students and staff at GCLC with guidelines on dealing with a student’s unsatisfactory course progress. See also Complaints and Appeals Policy; Refusal, Deferral, Suspension and Cancellation of Student Enrolment Policy and Procedures; and Completion within Expected Duration Policy.

  2. Rationale

    Satisfactory academic progress is necessary for students to complete their qualification or course in a timely manner and to meet the requirements of the ESOS Act, and National Code Standards 9, 10 and 13.

  3. Scope

    This policy applies to all Gold Coast Learning Centre students.

  4. General Policy

    1. Every effort will be made to assist students to achieve satisfactory course progress and complete the course within expected duration.

    2. All students are expected to take responsibility for their own learning and behaviour. Every student is expected to adhere to the requirements of the relevant Course Progress Policy.

    3. Course progress is monitored by trainers and the Manager.

      Trainers are required to keep appropriate records and to undertake assessments in a timely fashion to enable effective monitoring of students’ progress and the implementation of all procedures.

    4. Gold Coast Learning Centre may only extend the duration of a student’s study as a result of compassionate and compelling circumstances, where an appropriate intervention strategy is being implemented, or where an approved deferment has been granted.

      Except in these circumstances, the student’s course duration will not exceed the CRICOS registered duration.

      Any variations are recorded on the student file and reported correctly in PRISMS.

  5. Definitions

    1. Unsatisfactory course progress is defined as a student who has failed or is not yet competent in 50% or more of the units delivered in two consecutive study periods per the student's training plan.

    2. Satisfactory course progress is defined as a student who has achieved competence in more than 50% of the units delivered in the study period per the student’s training plan.

    3. Study period is defined as one term.

  6. Procedures to Record, Monitor and Assess Course Progress

    1. All Gold Coast Learning Centre courses have been developed in compliance with the ASQA VET Quality framework, including SNR 15.5, by:

      • Meeting the requirements of the relevant training packages for qualifications and accredited courses.

      • Ensuring assessment is conducted in accordance with the principles of assessment and the rules of evidence.

      • Meeting workplace and regulatory requirements (where applicable).

      • Systematically conducting validation and moderation of assessment.

    2. All trainers receive an induction and regular updates in respect to the delivery and assessment of the courses.

    3. All students are advised at commencement of the course of the assessment processes applicable for their course.

    4. For each assessment task undertaken, both trainers and students are supplied with clear instructions on the purpose of assessment and what is required for satisfactory completion of the unit of competency.

    5. Students then complete assessment tasks and submit the outcomes to the trainer for assessment.

    6. The trainer will assess the assessment task and all assessment results for each unit will be recorded on the Tool Assessment Strategy by trainers and given to the Student Services.

      All results are entered into the Student Management System.

    7. Trainers are expected to proactively support students regularly if students are identified as at risk of failing a unit. Students are encouraged to approach their trainers at any time for informal feedback on their course progress.

    8. 1st Notice: Notice of Re-Assessment (NOR)

      If students do not achieve competency after the first and second attempts at the assessment, they are given an opportunity to be reassessed free of charge.

      They will be issued with a Notice of Re-Assessment (NOR) in class or via post/email if the student is absent from class.

      The NOR will specify the re-assessment task and due date.

    9. 3rd Notice: Notice of Failure (NOF)

      If a student is still unable to achieve competency after the first and second attempts, they will be issued with a Notice of Failure (NOF) in class or via post/email if the student is absent from class.

      In cases such as this where a student is identified as being at risk of not making satisfactory course progress, they are advised to attend academic counselling to discuss intervention strategies with their trainer and/or manager.

  7. Academic Counselling

    1. During Academic Counselling, students are counselled on strategies to improve their performance, and a range of intervention strategies or other support strategies will be developed as required.

      A Unit Completion Plan (UCP) is implemented if required.

    2. Intervention strategies could include, but are not limited to:

      • Where appropriate, advising students on the suitability of the course in which they are currently enrolled;

      • Assisting students by advising of opportunities for the students to be reassessed for tasks in units or subjects they had previously failed, or demonstrate the necessary competency in areas in which they had not been previously able to demonstrate competency; and

      • Advising students that unsatisfactory course progress in two consecutive study periods (or two units) for a course could lead to the student being reported to the Department of Immigration and Border Protection (DIBP) and cancellation of their visa, depending on the outcome of any appeals process.

    3. Student counselling/support strategies could include, but are not limited to:

      • Improving attendance

      • Completing and submitting assessments on time

      • Asking for more help from trainers

      • Organising meetings with trainers

      • Reviewing study skills and techniques

      • Reviewing organisational and time management skills

      • Providing additional English Language Support via referral to Manager

      • Referral to Manager for counselling or referral to external provider

      • Referral to Financial Officer to discuss a payment plan for payment of fees, or referral to job search websites and job search programs

      • Other strategies negotiated with the student

      • Recommending tutoring outside class hours

      • Setting up follow-up meetings

  8. Warning Letter/s

    1. At the end of every 2 units, the academic performance of every enrolled student in each qualification will be provided and assessed by the VET coordinator.

    2. Students who have failed 50% of more of the total scheduled units for that term are identified as at risk students.

      The student’s results for previous terms will be analysed.

      If the current term is the first term the student has failed more than 50% of the units, the student will be issued with a warning letter.

      NB. The trainer is responsible for informing administration by email of the students who require a warning letter and the reason why the student requires the letter (eg. Failure to pass 2 units, failure to submit any work over two units, etc).

      They will be advised to attend an intervention meeting with the Trainer.

  9. Intervention meeting with trainer

    1. Students will be counselled on how to improve their performance, and a range of intervention strategies or other support strategies will be developed as required.

      A Course Completion Plan (CCP) is implemented if required. This will be recorded on the Counselling Record Sheet and filed on the student file and monitored by the manager.

    2. Intervention Strategies could include, but are not limited to:

      • Where appropriate, advising students on the suitability of the course in which they are currently enrolled;

      • Assisting students by advising of opportunities for the students to be reassessed for tasks in units or subjects they had previously failed, or demonstrate the necessary competency in areas in which they had not been previously able to demonstrate competency; and

      • Advising students that unsatisfactory course progress in two consecutive study periods for a course could lead to the students being reported to the Department of Immigration and cancellation of his or her visa, depending on the outcome of any appeals process.

    3. Student counselling/support strategies could include, but are not limited to:

      • Improving attendance

      • Completing and submitting assessments on time

      • Asking for more help from trainers

      • Organising meetings with trainers

      • Reviewing study skills and techniques

      • Reviewing organisational and time management skills

      • Providing additional English Language Support via referral to Manager

      • Referral to Manager for counselling or referral to external provider

      • Referral to Financial Officer to discuss a payment plan for payment of fees, or referral to job search websites and job search programs

      • Recommending an extension to course duration to provide sufficient time for implementation of the intervention strategies

      • Referral to the Manager if the issue is external to Gold Coast Learning Centre and/or welfare support is desirable

      • Referral to housing information sources and/or Manager

      • Other strategies negotiated with the student

      • Recommending tutoring outside class hours

      • Setting up follow-up meetings

      • Suggesting the student attends school holidays / additional classes ( during summer vacation) for the units failed at additional cost

      • Advising students that a letter of college intent to report to DIBP for unsatisfactory course progress will be issued if students do not achieve competency in 50% or more of their required units for the next term

  10. Intent to Report

    Students who have failed more than 50% of the total scheduled unit as per their training plan for that term are identified as at risk students.

    Their results for all terms will be analysed and Counselling Record Sheet checked.

    If they have failed more than 50% of the total scheduled units for two consecutive terms (i.e half way through the course), they will be issued with an Intention to Report letter.

    This letter will be sent by administration only when the Trainer advises that it is necessary. Please note, the administration team will not be following the progress of each student ? this is the Trainer’s responsibility. The Trainer must advise administration if this letter is required for any student at the 10 week point of the course.

    The letter must clearly state they can appeal the matter using the Complaints and Appeals Process within 25 working days of the letter being written.

  11. Appeal

    Students have the right to access the Complaints and Appeals Process at no charge to the student. Please refer to the Complaints and Appeals policy and procedure for further information.

    The following matters must be lodged as a formal appeal within 20 working days of notification in order to be considered by Gold Coast Learning Centre:

    • Deferral of commencement, suspension or cancelling a student enrolment outcome

    • Intention to report the student for unsatisfactory course progress (applicable to international students only)

    • Non achievement of unit competency

    The student’s enrolment will be maintained while the complaints and appeals process is ongoing.

  12. Report and Notification of Student

    Once the intent to report letter has been issued for 20 working days and the student has not accessed the complaints and appeals process, or the student withdraws from the complaints and appeals process or if the complaints and appeals process is completed and results in a decision supporting the College, Gold Coast Learning Centre will notify the Department of Immigration and Border Protection (DIBP).

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