Standard 11 - Monitoring Attendance

International Student Attendance Requirements Procedure

Policy Code: LT1572

Purpose

To ensure that all University on shore international students enrolled in the University's accredited or non-award ELICOS and Higher Education Foundation programs meet the attendance requirements of Standard 11 of the Education Services for Overseas Students (ESOS) Act, National Code 2007.

The ESOS Act includes specific requirements for monitoring student's compliance with student visa conditions relating to attendance.

This procedure describes how the University meets these requirements.

Scope

This procedure applies to:

  • University's CRICOS registered accredited or non-award ELICOS programs.
  • University's CRICOS registered Higher Education Foundation programs.

Definitions

Term Definitions
Actual Attendance: This is physical attendance in class. If the student is absent FOR ANY REASON they are marked as absent.
Attendance Tracking System: Attendance Tracking System used by the University to track the student's actual attendance against 100% attendance for total hours of program.
CoE: Confirmation of Enrolment
College: Federation College
Compassionate or Compelling Circumstances: Circumstance beyond the control of the student and which have an impact upon the student's program progress or wellbeing.
CRICOS: Commonwealth Register of Institutions and Courses for Overseas Students.
Critical Incident Team: The group of University Executive Officers responsible for the strategic management of critical incidents. 
CUP: Centre for University Partnerships
DIBP: Department of Immigration and Border Protection
ELICOS: English Language Intensive Courses for Overseas Students. Includes the University's English and Academic Preparation programs.
ESOS: Education Services for Overseas Students Act.
International Student: A person who holds an Australian Student Visa, and is an 'overseas student' as defined by the ESOS Act.
PRISMS: Provider Registration and International Students Management System (Government electronic system that holds CRICOS registrations and CoEs)
Projected Attendance: Projected attendance is what the attendance will be at the end of the semester or program (for programs less than a semester) assuming that the student attends each and every class from that time onwards.
Teaching Location: Where University programs are delivered.
Unsatisfactory Attendance: International students who will not be able to achieve 80% attendance per semester or program if less than a semester.

Actions

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Identify international students on class lists. Program Coordinator Students not on a student visa are not required to have their attendance monitored under ESOS requirements.
2. Students are advised at Program Orientation of the attendance requirement for their program and how correspondence will be sent to students in regard to their attendance records. Program Coordinator/ Student Support Students to be advised communication will be via letter and university student email address.
3.

Maintain attendance records using the College's Attendance Tracking System.

Assess weekly for students at risk of not meeting class attendance requirements.

Class Teacher/Program Coordinator Actual attendance is assessed by the marking of the Attendance Record Sheet for each class of the program or directly into the college's Attendance Tracking System. If a student provides a medical certificate they must still be marked absent in the Attendance Tracking System. Absences due to illness are included in the allowable 20% absence.
4. Calculate weekly, the student's actual attendance against 100%attendance in his/her program using the College's Attendance Tracking System for the semester or length of program if less than a semester. Program Coordinator  
5. If a student has been absent for 5 consecutive days without approval in all classes in his/her program or is not attending classes consistently, the Program Coordinator is to advise the International Student Support officer at the student's teaching location. Student must be contacted and counselled by Program Coordinator and International Student Support officer in regarded to attendance requirements. Program Coordinator/International Student Support Officer

Evidence of counselling and remedial action to be placed on student's file.

If student who has been missing for 5 days without approval cannot be contacted and there is evidence the student is missing the International Student Support Officer is to be notified. If required the International Student Support Officer will notify the Critical Incident Team.

6. If student has missed 10% of his/her projected hours for the semester or length of program if less than a semester, the Program Coordinator should send first warning letter to the student. Program Coordinator

First warning letter will be sent to the student's current address and to their official student email address. A copy of letter is to be placed on student's file.

Evidence of counselling and remedial action to be placed on student's file.

7. If student has missed 15% of his/her projected hours for the semester or length of program if less than a semester, the Program Coordinator sends a second warning letter. Program Coordinator

Second warning letter will be sent to student's current address and to their official student email address. A copy of letter is to be placed on student's file.

Evidence of counselling and remedial action to be placed on student's file.

8. If a student's attendance is assessed as not achieving 80%for the semester or program if less than a semester, (even if it is assumed student will attend every class from then on) the Program Coordinator must advise Manager, Compliance, CUP using the International Student Attendance Assessment Form. Program Coordinator College to provide the Manager, Compliance, CUP with copies of first and second warning letters when lodging the International Student Attendance Assessment Form.
9.

CUP will contact the student via student email advising impending reporting to DIBP for breach of attendance and ask for any relevant compassionate or compelling circumstances documentation to be submitted to CUP within 5 working days.

ELICOS Students:

If valid compassionate or compelling circumstances documentation accounts for the absence and brings the student's attendance above 80% the student and college will be notified that breach of attendance will not be reported in this instance.

Foundation Students:

If valid compassionate or compelling circumstances documentation accounts for the absence and brings the student's attendance above 70% CUP will contact the College for evidence of satisfactory academic progress. If academic progress is satisfactory the Student and College will be notified that breach of attendance will not be reported in this instance.

Manager, Compliance, CUP  
10. Students who do not lodge a compassionate or compelling circumstances documentation or are not making satisfactory academic progress, will be sent Final Notification of Intention to Report student to DIBP for Unsatisfactory Attendance letter. Manager, Compliance, CUP

Final notice letter will advise Student of right to appeal the decision.

11.

A student is entitled to appeal the decision to report their unsatisfactory attendance to DIBP to the Director of College, where they believe one or more of the following grounds apply:

  • their attendance hours were incorrectly recorded
  • compassionate or compelling circumstances were not taken into account
  • student has new evidence not previously available at the time Final Notification of Intention to Report student to DIBP for Unsatisfactory Attendance letter was sent.
Student

Appeals must be lodged in writing to the College's Director within 20 working days of date advised in Final Notification of Intention to Report student to DIBP for Unsatisfactory Attendance letter.

Allow extra days for Australia Post delivery. e.g. 3 working days.

12.

The Director of College will within 5 working days of the date of appeal, review the appeal submission against the grounds of appeal and will consult where necessary with the Program Coordinator and CUP.

The Director of College will advise the student in a letter the outcome of the appeal .

Director of College

A student whose appeal is dismissed will be advised in the letter sent by the College's Director that they may appeal the decision to the Ombudsman Victoria and also provided with DIBP contact details.

Letter to be sent to student via Australian Post and via FedUni student email address.

13. Students who choose to appeal to the Ombudsman Victoria must do so with 10 working days of the date of letter and must notify CUP their lodgement reference number in order not to be reported to DIBP. Student Students must remain enrolled throughout the internal & external appeal processes.
14. Where the student has chosen not access the appeals process within 20 working days, withdraws from the process, or the process is completed and results in decision supporting the University, CUP will notify DIBP through PRISMS as soon a practicable that the student has not achieved satisfactory attendance CUP Student is advised by email to University student email account that he/she has been reported to DIBP and will be advised to contact DIBP.

Responsibilities

Specific responsibilities are listed under Actions

  • Program Coordinator
  • Director of Federation College
  • International Student Support Officer
  • Manager, Compliance, Centre for University Partnerships

Associated Documents

  • College's Attendance Record Sheet.

Forms/Record Keeping

Title Location Responsible Officer Minimum Retention Period
College's Attendance Record Sheet College Program Coordinator 2 years after last entry
International Student Attendance Assessment Form

Student's file

Program Coordinator 7 years
First Warning Letter Student's file Program Coordinator 7 years
Second Warning Letter

Student's file

Program Coordinator 7 years
Final Notification to Student Student's file Program Coordinator 7 years

Implementation

The International Student Attendance Requirements Procedure will be implemented throughout the University via:

  1. An Announcement Notice under the FedNews website; and
  2. Inclusion in the University's online Policy Library