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Reporting for unsatisfactory progress
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| Q |
If I use the DEEWR-DIAC course progress policy and the student appeals to the external body do I have to wait for the outcome before reporting for unsatisfactory academic progress? |
| A |
If the student pursues an external appeal the provider must wait for the outcome before reporting a student for failure to make satisfactory course progress.
Paragraph 3.10 of the policy refers to the 'complaints and appeals' process. Standard 8 states that providers’ complaints and appeals process must have both an internal and external component.
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Attendance reporting
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| Q |
If I use the DEEWR-DIAC policy can I report students for unsatisfactory attendance? |
| A |
If a provider has indicated on PRISMS that it is using the policy for its VET courses, PRISMS will not allow the provider to report the student for unsatisfactory attendance in these courses.
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| Q |
I believe attendance is extremely important. What can I do to show this? |
| A |
There are two ways:
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Make ‘participation’ in class a major assessable component of each unit so poor attendees will get low results and risk being reported for unsatisfactory progress. |
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Set your attendance or participation high eg, 90% and make it a condition of ongoing enrolment. If the student doesn’t meet the level you can cancel the enrolment (using Standard 13). | |
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Responsibility for students if not monitoring attendance
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| Q |
If I choose not to monitor for attendance how will I know what the student is up to? |
| A |
If you use the DEEWR-DIAC policy you are not required to monitor attendance for ESOS purposes so you cannot report a student for breaching the attendance visa condition. However, you have the discretion to keep attendance records for other purposes such as student welfare programmes or intervention strategies or complying with other regulatory arrangements.
The DEEWR-DIAC policy does not require attendance monitoring BUT it does require close monitoring of each student’s course progress.
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| Q |
If I use the DEEWR-DIAC policy what do I tell students about their attendance? |
| A |
Tell them you are using the DEEWR-DIAC course progress and attendance policy which means:
| 1. |
You will tell them what they have to do to meet your course progress requirements. |
| 2. |
You can report them for breaching visa condition 8202 if they make unsatisfactory course progress as defined by the DEEWR-DIAC policy. |
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You will not report them for unsatisfactory attendance as attendance can not be reported under the DEEWR-DIAC policy. |
If you feel attendance is important you may make attendance a course requirement. (Refer to question under key word Attendance Reporting).
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| Q |
Does the provider need to tell the welfare and accommodation provider (parent, suitable relative, homestay provider etc) that attendance will not be monitored for ESOS purposes? |
| A |
If the education provider is approving the welfare of an under 18 year old student, it would be best practice to explain the attendance arrangements to the approved welfare/accommodation provider as well as the student.
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Consecutive study periods |
| Q |
The DEEWR-DIAC policy says I should report a student after unsatisfactory course progress in two consecutive study periods (and after the appeals process/es have supported my decision to report). If a student defers studies for a compulsory study period what effect will this have?
For example:
Term 3, 2007 - student is identified as making unsatisfactory progress
Term 4, 2007 - student defers with appropriate supporting documentation
Term 1, 2008 - student returns to study and is identified again as making unsatisfactory course progress.
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| A |
You count the study periods which the student is enrolled in and studying, and ignore the deferred period. In this example, at the end of Term 1 you would send the student a notice of intention to report for unsatisfactory progress and give the student 20 working days to access its internal appeals process.
The appeals process and reporting would then take place in accordance with the guidance given in the DEEWR-DIAC course progress policy and Standards 10 and 8 of the National Code 2007.
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| Q |
I am a VET provider. How long do I have to decide if I am going to use the DEEWR- DIAC policy for all my courses? Do I have to tell DEEWR before the semester starts or is it the calendar year, or can I adopt it any time later? |
| A |
There is no time limit for you to inform DEEWR - by ticking the box in PRISMS - if you are going to use the policy. But you must implement it from the START of a study period (semester or term) and only after you have told students you will use this policy.
PRISMS retains a record of the date you state it will be implemented and this may be used for compliance. If you change your mind and drop the DEEWR-DIAC policy you must give students notice you are changing your attendance/progress reporting requirements/systems. You must make it clear how this change may affect them.
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| Q |
I used to monitor attendance but I’m moving to the DEEWR-DIAC policy. Should I continue to monitor attendance for the students enrolled before I adopt the new policy? |
| A |
All VET course providers NOT using the DEEWR-DIAC course progress policy must monitor both attendance and course progress. If you switch to the DEEWR-DIAC policy you are no longer required to monitor attendance for new or existing students.
If you choose to use the DEEWR-DIAC policy, you must indicate this in PRISMS by clicking ‘Yes’ button for the field ‘DEEWR-DIAC Course Progress Policy & Procedure implemented?’ PRISMS will record the date you click this button. For ESOS compliance purposes, you will be expected to produce attendance records for students up until the date you clicked ‘Yes’ to using the DEEWR-DIAC Policy.
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| Q |
What happens if I implement the DEEWR-DIAC course progress policy for a while, then switch back to monitoring attendance as well as course progress? |
| A |
If you find the policy is no longer appropriate for your needs you must indicate you will return to monitoring progress and attendance in accordance with your own policies. The date of this decision will be recorded in PRISMS.
Any change in attendance/progress reporting systems affects students so if you plan to revert to monitoring attendance as well as course progress you must give students notice you intend to change systems and make it clear how it affects them.
The change must be before the START of a study period (semester or term), and only after you have let students know you are doing so and indicated the choice in PRISMS.
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