Standard 8 - Overseas student visa requirements
- Completion Within the Expected Duration of Study Procedure
- Intervention Strategy - Monitoring Course Progression Guidelines
- Monitoring Program/Qualification Progression Procedure
- International Student Attendance Requirements Procedure
- Printable PDF Version
This procedure describes how the University will:
- systematically monitor, record and assess the program/qualification progression of each student for each course/unit/module of the program they are enrolled in;
- be proactive in notifying, supporting and counselling students who are at risk of failing to meet program/qualification progression requirements.
This procedure also describes the circumstances in which the University will report onshore international students via PRISMS if students do not meet program/qualification progression requirements.
For international students studying ELICOS including English and Academic Preparation (EAP), attendance requirements in these programs must also be met is in accordance with International Student Attendance Requirements Procedure.
This procedure ensures the University's compliance with the ESOS Act, Standard 8 of the National Code 2018.
This procedure applies to all students studying at the University. This is irrespective of where the program/qualification is delivered.
- Higher Education Standards Framework (Threshold Standards) 2015
- ESOS Act 2000.
- The National Code of Practice for Providers of Education and Training to Overseas Students 2018 (The National Code).
- Statute 5.5 - Unsatisfactory Progress.
A further list of definitions specifically relevant to this procedure is included below:
|At Risk||An ‘At Risk’ student is a student who for any reason, is considered as not, or potentially not, meeting program/qualification or course/unit/module progression requirements.|
|CoE||Confirmation of Enrolment – A document provided electronically, which is issued by the University to intending onshore international students and which must accompany their application for a student visa. It confirms the overseas student’s eligibility to enrol in the particular program/qualification of the University.|
|Course/Unit/Module||Component of a program/qualification of education or training|
|EAP||English and Academic Preparation. ELICOS program|
|HDR student||Higher Degree by Research. Students studying in a higher education program by research.|
|HE||Higher Education Students studying in a higher education program by coursework.|
|Immigration||Department of Home Affairs|
|Intervention Strategy||Any documented action targeted at addressing the needs of an ‘at risk’ student. Referred to as a Success Plan in fdlGrades.|
|Onshore international student||A person who holds an Australian Student Visa and is an 'overseas Student' as defined by the ESOS Act.|
|Partner Provider (PP)||Educational institute providing programs/qualifications and courses of the University through an approved Education Agreement.|
|PRISMS||Provider Registration and International Student Management System.|
|Program||A full-time registered program of education or training for HE program registered on CRICOS for the attainment of a testamur or certificate. Defined as course in the ESOS Act.|
|Program/Course Progression/Progress||The measure of advancement through academic merit or skill-based competencies towards the completion of a program/course as per course/unit/module guidelines.|
|Qualification||Qualification of education or training for VET. Defined as Course in the ESOS Act.|
|Research||Graduate Research School|
|Satisfactory Progress||Satisfactory completion of the academic merit or skill-based competency requirements as per program/qualification rules.|
|School||School delivering programs/qualifications to students.|
|Study Period||Teaching period up to but not exceeding six months as defined by timetable or study plan. For this procedure: for Higher Education a study period is a semester and for VET programs mid-point of course (six-month course or less) or a semester|
|Substantive Program||University program that the student is seeking enrolment into after successful completion of EAP program|
|Unsatisfactory Progress||At a minimum where student has failed or is not deemed competent in 50 % or more of units/courses/modules attempted in a study period or as per program/qualification rules. A VET student may only repeat a unit twice before not meeting academic progress for individual units which may affect their overall academic progress for the study period.|
|VET||Vocational Education and Training|
The University’s academic approved program/qualification/course/module/unit specify the progress requirements for each program/qualification/course/module/unit that forms part of a program or course. These rules are communicated to staff and students via the Program Handbook, website or email. Actions required to meet this procedure are outlined in the following section: Program/Qualification Progression Monitoring.
|A||Interim Monitoring||School/ Partner Provider||
|B||Identify students with unsatisfactory marks for the first assessment task||School/ Partner Provider||
|C||Assess student’s program progression||School/ Partner Provider||
|D||Apply program rules to determine whether student’s progress is satisfactory / unsatisfactory||School/ Partner Provider||
|E||Identify students with unsatisfactory progress and develop success (intervention) plan||School/ Partner Provider||
Note: Refer to University's Intervention Strategy - Monitoring Course Progression Guidelines.
|F||Appeal||School / University Appeals Committee||
Note: Preferred correspondence advising student of exclusion or suspension from program is sent via fdlGrades.
|G||Reporting of Excluded Onshore International Students||International Student Compliance||
This only applies to onshore international students.
|H||Cancellation of student in Student Management system||International Student Compliance / School / Student HQ||
Note: Students cannot be reported to Student HQ for suspension or exclusion until after their appeal opportunities have lapsed or are completed.
Refer to HDR Candidature Management Procedure
Refer to VET Assessment Procedure
For international student specific procedure please refer to TAFE International Student Progress Report
|A||Interim Monitoring||Teacher / Program Coordinator||
|B||Identify Satisfactory program requirements||Teacher / Program Coordinator||
|C||Identify students who have not passed required components of their course||Teacher / Program Coordinator||
|D||Identify students who have not passed EAP courses||Teacher and/or Program Coordinator||
|E||Identify students that have completed the requirements of the EAP program||Teacher and/or Program Coordinator||
|F||Identify students that have failed to complete the EAP program||Coordinator, Programs||
- Learning and Teaching Policy
- ESOS Compliance Framework Policy
- Student Appeal Policy.
- Student Appeal Procedure.
- Intervention Strategy - Monitoring Course Progression Guidelines.
- HDR Candidature Management Procedure
- VET Assessment Procedure
- TAFE International Student Progress Report
- International Student Attendance Requirements Procedure
- Supplementary Assessment Procedure
- Federation Academic Intervention Guide
- DVC, Academic (as the Approval Authority) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
- Dean, Learning, Teaching and Quality (as the Policy Sponsor) is responsible for maintaining the content of this procedure as delegated by the DVC Academic.
- Policy Editor: Coordinator, International Student Compliance
Specific responsibilities for action are included under Actions.
- Partner Provider
- Graduate Research School
- International Student Compliance
- Federation TAFE
- Student HQ
This procedure will be communicated throughout the University community via:
1. A FedNews announcement and on the ‘Recently Approved Documents’ page on the University’s Policy Central website.
2. Distribution of e-mails to Head of School / Head of Department / University staff.
3. Notification to Schools and Partners.
This procedure will be implemented throughout the University via:
- A FedNews announcement and on the ‘Recently Approved Documents’ page on the University’s Policy Central website.
- An Announcement Notice under through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure.
- Inclusion on the University's Policy, Procedure and Forms website.
|DOCUMENT TITLE||LOCATION||RESPONSIBLE OFFICER||MINIMUM RETENTION PERIOD|
|Completed Assessment Tasks||Grades Software or equivalent||Teacher/Lecturer/ Tutor||7 years|
|Evidence of assessing a student’s course progress at the end of each study period||Grades Software or equivalent||Teacher/Lecturer/ Tutor||7 years|
|Intervention Strategy agreement||Student file||School/PP||7 years|
|Students Study Plan as a result of intervention strategy||Student file||School/PP||7 years|
|Notification letters / emails of the intention to report sent to students||Student file||School||15 years|
|HDR Progress Reports||Student file||Director, Graduate Research School||7 years|
|Evidence of an appeals||Student file||Graduate Research School||
7 years upheld
15 years dismissed