VET Students Academic Progress, Engagement and Attendance Monitoring VET Students Academic Progress, Engagement and Attendance Monitoring Policy and Procedures | Gold Coast Learning Centre

Scope

This policy applies to all international students enrolled to study a Vocational Education and Training programme at Gold Coast Learning Centre. This policy does not apply to international students enrolled in ELICOS English programmes of study with Gold Coast Learning Centre.

Gold Coast Learning Centre is committed to comply with the requirements of the:

Definitions:

Policy

Gold Coast Learning Centre (GCLC) monitors, records and formally assesses course progress of all international learners at the end of each compulsory study period throughout the learner’s enrolment.

The purpose of this policy is to govern GCLC learners’ academic progress and engagement with their academic responsibilities through effective monitoring processes.

Learner’s progress is monitored by evaluating both the learner’s weekly tasks progress, and the competency gained in the studied units of competency which have been delivered during the study period. Units of competency are divided into sessions, and each comprises the weekly load assessment that is part of the systematic calculations of learners’ academic progress.

This policy meets the requirements of Standard 2 of the RTO standards and the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (National Code)

Monitoring Attendance

GCLC will monitor the attendance of overseas students if the requirement to implement and maintain minimum attendance requirements for overseas students is set as a condition of the provider’s registration by an ESOS agency. The minimum requirement for attendance is 80 per cent of the scheduled contact hours for the course.

GCLC will however record each student’s attendance for student welfare and course progress intervention purposes. Attendance is based on 20 contact hours a week, split into sessions of:

Lecture/ Assessment Day

Supervised Study

Learning Support

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%

Monitoring Progress

Informal

Weekly monitoring by Trainers and the reporting Student Registrar of individual learner’s work, attendance and progress. Academic outcomes are discussed with learners and recorded on the student management system.

Trainers are required to contact learners and informally notify them regarding any risk of not achieving a satisfactory academic progress in a unit. Trainers will request learners to rectify any unsatisfactory components on an ongoing basis.

ELearning dashboard on display learners their progress and any overdue assessments they are required to complete. In addition, the dashboard will alert learners about their upcoming academic progress review date and provide them with an intervention completion plan.

Formal

Learners who fail to achieve competency of at least 50% of the delivered units will attract a formal warning letter and will activate an intervention strategy. Half Study Periods risk monitoring 6- 6.5 weeks intervals. When learners have been identified at risk at Half Study Periods, Intervention Strategy is activated after Half Study Periods and formal warning letters are sent and recorded via email. The admin team and trainers might follow with a telephone call to ensure learners are aware of their academic progress status.

Full Study Periods monitoring 12 – 13 weeks intervals. The formal academic progress assessment and notifications are made at the end of each study period and an intervention strategy is activated for any learner with incomplete work.

Course engagement by all learners – e-Learning log-in

Monitoring learners

Academic Outcomes

Completed (C) Unit of Competency requires:

To be marked with a satisfactory outcome in a unit of competency or partial unit of competency, learners must participate and complete all practical and theoretical assessments associated with the unit and the session work load.

Reporting unsatisfactory course progress or unsatisfactory course attendance

Where GCLC has assessed the overseas student as not meeting course progress or attendance requirements, GCLC will give the overseas student a warning letter as soon as practicable which: notifies the overseas student that the registered provider intends to report the overseas student for unsatisfactory course progress or unsatisfactory course attendance informs the overseas student of the reasons for the intention to report, advises the overseas student of their right to access GCLC complaints and appeals process, in accordance with Standard 10 (Complaints and appeals), within 20 working days.

GCLC will report unsatisfactory course progress or unsatisfactory course attendance if:

GCLC may decide not to report the overseas student for breaching the attendance requirements if the overseas student is still attending at least 70 per cent of the scheduled 20 course contact hours and the student is maintaining satisfactory course progress.

Assessment submission Due Date

Assessments due date is 9am of the submission due date for each unit of competency for each qualification that is listed in the course timetable.

Number of academic submissions Learners will have a maximum of 3 attempts for each activity. After 3 attempts the learner’s access to the activity will be blocked, and the unit part will be defined as “Failed” resulting in a payment for unit re-enrolment.

Unmarked submissions

Submissions made before the due date but not marked will not incur late fees. Invalid, copied or non-genuine academic submissions will result in a NYC, the student will forfeit all other attempts and the activity will be defined as a “Failed” resulting in a payment for unit reenrolment.

Invalid, copied or non-genuine academic submission is defined as:

Warning letters

There are 3 warning letters checkpoints before learners receive the intention to cancel their enrolment and, for international learners, a section 20 issued: intention to report notice when learners continuously are not progressing academically for 2 continuous full study periods. The letters are automatically sent, recorded in the student file. The letters advise learners of their academic status, their risk of breaching their Visa conditions (where applicable) and it is sent via email. Each letter explains to learners the implications of their failure to progress in their course. Learners.

Intervention Strategy

All intervention strategies and events are recorded and monitored on learner’s record in the student management system. This is being regularly reviewed to ensure ongoing follow ups and course progress support.

Intervention Strategies might include:

Enrolment Cancellation of non-genuine learners

The absence of learner engagement will be monitored through compliance procedures and may prompt an investigation of learner ‘genuineness’ and the possible result of course cancellation.

If a learner does not demonstrate progress in their qualification via the online e-Learning platform, and no evidence of logging on or accessing the learner resources can be located, they will be cancelled from the qualification as per the terms and condition of enrolment.

GCLC will cancel the enrolment of non-genuine learners' at GCLC.

Course cancellation

The absence of learner engagement will be monitored through compliance procedures and may prompt an investigation of learner ‘genuineness’ and the possible result of course cancellation.

If a learner does not demonstrate progress in their qualification via the online e-Learning platform, and no evidence of logging on or accessing the learner resources can be located, they will be cancelled from the qualification as per the terms and condition of enrolment.

Appeals on Academic Progress Implementation

Learners who decide to appeal the academic progress outcome must follow Gold Coast Learning Centre complaints and appeal policy and procedures available on GCLC website and may request assistance from the Student services as required, within 20 working days.

Appeal on GCLC decision: Learners may appeal to GCLC’s decision where the learner:

Other grounds for appeal:

A successful appeal may be achieved if one of the three grounds for appeal is proved right:

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