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

Scope
This procedure applies to international students of GCLC on a Student Visa studying ELICOS courses. Students studying Vocational Education and Training (VET) courses are advised to refer to the VET Attendance Policy and Procedure.

Purpose
To ensure Gold Coast learning Centre’s (GCLC) recording and reporting procedure relating to student’s non-attendance is compliant with the requirements of the National Code of Practice for Registration Authorities and providers of Education and Training to Overseas Students 2017 (The national Code) Standard 11 as outlined below. In addition, the student reporting procedures fulfil GCLC’s duty of care obligations.

Procedure
Student Residential address:

  1. Students will have been told by the Australian Embassy in their home country that as part of their Visa conditions, they are required to notify the College of any change of address.
  2. Students are reminded on arrival (orientation) that they MUST always immediately update GCLC with their new address if they move.
  3. The student handbook also notified students of this policy.
  4. At orientation, student visa holders are reminded of the importance of maintaining attendance of at least 80%.

Recording attendance

  1. Attendance is recorded in WISENET (GCLC’s management system) by administration staff on a weekly basis. Data is provided from class rolls that are completed by the relevant teacher. This in turn ensures that all teachers can vouch for a student’s attendance from the class rolls which is a requirement of Standard 11 of the Code. Based on these records, WISENET calculates the attendance percentage of the student automatically from the start date until the end of the study period.
  2. Attendance of all students is recorded systematically. Absences due to illness as evidenced by a medical certificate or other exceptional circumstances such as bereavement are noted in WISENET. Students are advised by GCLC administration staff, in the handbook, to provide the college with a medical certificate. GCLC will take a copy for the student files in accordance with the National Code, plus students are advised to retain their copy in case this is required for Department of Home Affairs.
  3. Medical certificates and supporting evidence do not have an effect on the attendance rate, but are used to support the recorded absence.
  4. If a student is absent for more than 5 consecutive days without approval, the administration staff member responsible will contact the student to confirm their safety and to advise them to return to college immediately.
  5. An enrolled study period is defined as study completed under a single COE.
  6. Students who extend their course and receive a new COE will be recorded under a separate study period.

Warning and Intention to Report Letters.

  1. Each week the administration staff will draw a report from WISENET on all students’ overall attendance until the end of the study period. Students between 85% and 80% are posted and/or emailed an Attendance Warning Letter outlining the current attendance and reminding the student of the laws in attendance over 80% and updating the college of current address.
  2. Students with attendance under 80% are posted and emailed an Intention to Report Letter. This letter notified the students of their overall attendance and of GCLC’s intention to report them to Department of Home Affairs for low attendance. This letter also references the appeals process and states that students have the right to an appeal as per Standard 8 of the National Code.
  3. This letter also states that students ‘must come in to the college ASAP to meet with the manager. If students do not see the manager or delegated person to access their right of appeal in that time, they may be reported to Department of Home Affairs.
  4. GCLC will only issue warnings and letters to students who are studying for 6 weeks or over.

Appeals Processes:

  1. Students who receive an Intention to Report letter must make an appointment to meet with the Delegated Person/Manager and make a formal appeal.
  2. At this meeting students are advised to check that all absences have been recorded correctly and present any medical certificates or other supporting documentation that they have relating to the absences.
  3. Students MUST keep all original medical certificates and the Delegated Person/Manager will take a photocopy for the student’s case file.
  4. If, at the end of the 20 working day period, the appeals process has not been accessed and the students overall attendance is bellow 80%the GCLC Admissions office will proceed with the reporting process through PRISMS to Department of Home Affairs as soon as practicable.
  5. The exception to this is students whose attendance is between 80% and 70% and GCLC have seen satisfactory course progression by the students. The decision to not report in the circumstances is at the discretion of GCLC as no appeal has been accessed by the student.
  6. GCLC will make further attempts, within reason, to contact students and instigate the appeal 2 to 3 working days prior to reporting.
  7. If, the appeals process has been accessed within the 20 working day period and the student`s appeal has been denied, the Delegated Person/Manager will notify the student in writing of the unsuccessful appeal stating the reason why the appeal was unsuccessful. This letter will also notify students that GCLC will be reporting the student unsatisfactory attendance.
  8. If the appeals process has been accessed within 20 working day period and the student’s appeal has been successful the Delegated Person/Manager will notify the student in writing of the successful appeal stating the reasons why the appeal was successful.
  9. Students will be notified in their Appeal Successful Letter of their need to maintain a minimum overall attendance of 80%. Should the student’s attendance fall below 80% they will be issued with a second Intention to Report letter and the process will start again.
  • Students may appeal based on the following grounds:
    1. Their attendance for the study period has not fallen below 80% and the students is showing satisfactory course progression or student has compassionate and compelling circumstances.
    2. GCLC has recorded absences in error and once corrected the students overall attendance is 80% and above.
    3. For students with overall attendance 70% and above may appeal based on serious Compassionate and Compelling Circumstances.
    4. Compassionate or compelling circumstances are generally those beyond the control of the student and which have an impact upon the student’s course attendance or wellbeing. These could include, but are not limited to:
    5. Serious illness or injury, where a medical certificate states that the student was unable to attend classes. Evidenced by Doctor’s medical certificate/s stating dates the student was unable to attend.
    6. Bereavement of close family members suck as parents or grandparents. Evidenced by death certificate and/or letter from parent/relative stating the circumstances. The letter must have the author’s contact details.
    7. Major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student’s studies. Evidenced by flight tickets and stamped passports of exit and re-entry to Australia.
    8. A traumatic experience which could include involvement in, or witnessing of a serious accident; and witnessing or being the victim of a serious crime. Evidenced by police reports.
    9. Student appealing on Compassionate and Compelling grounds must have independent supporting documentation that justifies their length of absence. Appeals based on Compassionate and Compelling circumstances are at the discretion of GCLC.
    10. Students with overall attendance below 80% will be reported to Department of Home Affairs.

    Reporting Students:

  • Upon completion of the following steps the students file will be submitted to a member of the GCLC Management Committee for a final decision:
    1. Warning/courtesy letter has been issued to student.
    2. Intention to Report Letter has been issued to student.
    3. GCLC have attempted to contact the student to initiate the appeal meeting if the student has not made contact.
    4. Student has not attended appeal meeting and has been found to be in breach.
    5. Student has attended appeal meeting and GCLC has found the student still in breach.
    6. Upon approval by the member of the GCLC Management the student’s attendance records and file will be handed to the GCLC Admissions Office who will action the report to Department of Home Affairs via PRISMS.
    7. The unsatisfactory attendance report will be actioned on the COE that corresponds with the student’s absence and notification letter. This report notifies Department of Home Affairs.
    8. Students are to keep the originals of any independent supporting documentation they have in relation to the absence.
    9. Department of Home Affairs will consider if a visa cancellation will occur, if so, a notice of intention to consider cancellation will be sent to the students last known residential address by Department of Home Affairs. This will provide the student with an opportunity to respond. At this point students must comply with Department of Home Affairs requests or risk having their student visa cancelled.
    10. Students with requests about what will happen to their Student Visa once reported are advised to contact Department of Home Affairs for assistance.

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