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Standard 8 - Overseas student visa requirements

Monitoring Program/Qualification Progression Procedure

Policy Code: LT879

Purpose

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. 

Scope

This procedure applies to all students studying at the University. This is irrespective of where the program/qualification is delivered.

Definitions

A complete list of definitions relevant to this procedure is contained within the Learning and Teaching Policy and ESOS Compliance Framework Policy.

A further list of definitions specifically relevant to this procedure is included below:

TERM DEFINITION
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.
TAFE Federation TAFE
VET Vocational Education and Training

Actions

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.

Program Progression Monitoring

A. Higher Education Students

  ACTIVITY RESPONSIBILITY STEPS
A Interim Monitoring School/ Partner Provider
  1. Where practicable student's progress will be assessed on completion of the first assessment task in each course, in each semester/study period of program.
B Identify students with unsatisfactory marks for the first assessment task School/ Partner Provider
  1. If the student's results are below the required standard or he/she did not lodge an assessment task a communication is sent from the School/Partner Provider.
  2. Preferred correspondence to be sent to students can be sent via fdlGrades.
  3. Refer to University's Intervention Strategy - Monitoring Course Progression Guidelines.
C Assess student’s program progression School/ Partner Provider
  1. Assess student's program progression at the end point of each semester/study period for the program.
D Apply program rules to determine whether student’s progress is satisfactory / unsatisfactory School/ Partner Provider
  1. Determine outcome:
    • Student satisfactorily completes all courses/units/modules; or
    • Student does not satisfactorily complete all courses/units/modules; and one of the following actions is taken in accordance with the program/qualification regulations:
      • Student receives a ‘counselling’ email; typically received when not successful in one course. This provides advice on where to seek support and assistance to aid future success.
      • Student receives an ‘unsatisfactory progress’ email; typically received when a student fails 50% of courses studied or fails the same course multiple times. This advises the student of their program regulations and the repercussions of future unsatisfactory progress.  It also provides advice on where to seek support and assistance to aid future success.
      • Student receives a ‘show cause’ letter; typically received when a student has two consecutive ‘unsatisfactory’ semesters. This advises the student of their exclusion or suspension from the program/qualification and provides guidance on the appeals process.
    • Students undertaking programs/qualifications with additional progression requirements at the program level have this performance reviewed throughout the year – it is not restricted to the end point of semester. Students deemed to have unsatisfactory professional performance will be advised in writing and the appropriate action taken in accordance with the program/qualification regulations.
  2. Preferred correspondence for unsatisfactory progress or advising student of exclusion or suspension from program is sent via fdlGrades.
E Identify students with unsatisfactory progress and develop success (intervention) plan  School/ Partner Provider
  1. An Intervention Strategy must be implemented by the School or PP at enrolment, if a student has had ‘unsatisfactory progress’ in the previous semester of study, as per their program/qualification regulations

Note: Refer to University's Intervention Strategy - Monitoring Course Progression Guidelines.

F Appeal  School / University Appeals Committee
  1. The student may appeal the decision to exclude or suspend his or her enrolment in accordance with Statute 5.5. Letter advising exclusion or suspension from program must state the student has 20 working days from date of receiving the letter to appeal and provide information on the appeal process.
  2. The student will remain enrolled until the Internal / External appeals processes are finalised where applicable.
  3. Correspondence to students in regard to appeals and appeal outcomes must be sent to student's University student email account.

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.

  1. Reporting of student is to occur when:
    • The student does not access the Appeals process within the 20-day working period; or
    • Withdraws from the process; or
    • Is unsuccessful in having the decision overturned through the Appeals processes.
  2. Students who choose to appeal to the University Appeals Committee must do so within 10 working days  of the date of the letter issued by School.
  3. Students who choose to appeal to the Ombudsman Victoria must do so within 10 working days of the date of the letter issued by the University Appeals Committee, and must notify International Student Compliance of their lodgement reference number/case number in order not to be reported to Immigration.
  4. Immigration must be notified via PRISMS at the appropriate point noted above. The student will be advised by email that they have been reported to Immigration.
H Cancellation of student in Student Management system International Student Compliance / School / Student HQ
  1. If the student has been suspended or excluded from their program, student is reported to Student HQ for a suspended or dismissed status to be applied in the Student Management system.

Note: Students cannot be reported to Student HQ for suspension or exclusion until after their appeal opportunities have lapsed or are completed.

B. HDR Students

Refer to HDR Candidature Management Procedure

 

C. VET Students

Refer to VET Assessment Procedure

For international student specific procedure please refer to TAFE International Student Progress Report

D. English and Academic Preparation Students

  ACTIVITY RESPONSIBILITY STEPS
A Interim Monitoring Teacher / Program Coordinator
  1. Students’ progress in class activities, engagement, conversations and discussions are monitored throughout each course.
  2. Where a student’s classroom performance, engagement and  communication skills in reading, writing, speaking and listening are not up to the required level to satisfactorily complete the course, an intervention strategy may be implemented.
  3. An intervention strategy may include but is not limited to:
    • Weekly consultations with the teacher or program coordinator;
    • Additional English language support;
    • Resubmit/resit assessment tasks; or
    • Completion of additional study materials.
B Identify Satisfactory program requirements Teacher / Program Coordinator
  1. Students must pass both reading/writing and listening/speaking components of each course to satisfactorily meet course hurdle requirements.
C Identify students who have not passed required components of their course Teacher / Program Coordinator
  1. Students who do not pass one component of their course (e.g. reading/writing or speaking/listening) may be given the opportunity to do a supplementary task to demonstrate their English language ability.
  2. Students who do not pass one component of their courses may have an intervention strategy implemented where applicable.
    An intervention strategy may include but is not limited to:
    • Weekly consultations with the teacher or program coordinator;
    • Additional English language support;
    • Resubmit/resit assessment tasks; or
    • Completion of additional study materials.
  3. Students must meet the requirements of the Supplementary Assessment Procedure.
D Identify students who have not passed EAP courses Teacher and/or Program Coordinator
  1. Students who do not achieve 50% or higher in each 5-week EAP course will be required to attend a meeting to discuss progress.
  2. Where applicable the student will have an intervention strategy put in place.
    An intervention strategy may include but is not limited to:
    • weekly consultations with the teacher or program coordinator;
    • Additional English language support;
    • Resubmit/resit assessment tasks; or
    • Completion of additional study materials.
  3. Students must pass the requirement of each EAP course before enrolling in the next course.
E Identify students that have completed the requirements of the EAP program Teacher and/or Program Coordinator
  1. Students must pass the final ISEAP course to successfully complete EAP.
  2. Students must maintain satisfactory attendance to successfully complete EAP.
  3. In addition to passing courses in the EAP program, students must also maintain satisfactory attendance as per the International Student Attendance Requirements Procedure
F Identify students that have failed to complete the EAP program Coordinator, Programs
  1. Students who fail the EAP program will be informed of the outcome in writing within 2 working days after results for the program are published.
  2. Students will be given one or more of the following options in accordance with the program/qualification regulations:
    • Complete a supplementary assessment;
    • Repeat the EAP program;
    • Sit an English proficiency test and demonstrate English proficiency to the required level as per the University’s proficiency requirements for the substantive program; or
    • Seek enrolment at another provider in Australia.
  3. Students who fail the EAP program will not be able to commence their substantive University program without demonstrating that they have meet the English proficiency requirements of the program.
  4. If the student elects to sit an English proficiency test it will be at the student’s own expense.
  5. If the student elects to repeat the EAP program, the student’s offer and enrolment for the substantive program will be deferred to the next available intake after the EAP program is due to conclude. The student’s CoE will also be deferred.

Responsibility

  • 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.

  • Schools
  • Partner Provider
  • Graduate Research School
  • International Student Compliance
  • Federation TAFE
  • Student HQ

Promulgation

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.

Implementation

This procedure will be implemented throughout the University via:

  1. A FedNews announcement and on the ‘Recently Approved Documents’ page on the University’s Policy Central website.
  2. An Announcement Notice under through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure.
  3. Inclusion on the University's Policy, Procedure and Forms website.

Records Management

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