OVERVIEW
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PUBLIC-FACING
Policy:
While studying with Strategix, students must maintain satisfactory course progress. This is a condition of enrolment and for international students, a condition of their student visa.
Students who are enrolled in an online/distance course may not be required to meet course progression requirements, but are given a designated duration as online courses have been developed to be completed as self-paced study. Throughout this procedure the term “Students” does not include those who are enrolled into online/distance study.
The course structure, assessment and expected duration are outlined in the:
Training and Assessment Strategies (TAS)
Marketing material
Letter of Offer and Acceptance Agreement and/or
Confirmation of Enrolment (CoE) and the induction
Student Handbook
International Prospectus.
The progression requirements may be adjusted in some circumstances, including but not limited to:
Exceptional circumstances
Compassionate or compelling grounds - for example but not limited to:
Serious illness or injury with a medical certificate produced
Immediate family illness or bereavement again with documentation produced
Natural disaster
Mental trauma
Being the victim of a serious crime
Due to an Intervention Plan
An approved deferral or suspension
Credit Transfer and/Recognition of Prior Learning (RPL).
Satisfactory Course Progress
Students must satisfactorily completed 100% of learner and assessment activities by the end of the Unit of Study (UoS) or assessment due date in order to maintain satisfactory course progress.
Progress Monitoring
Strategix monitors progression to ensure students are able to complete their course/s. When a student’s progress drops, it can be improved on. Students identified to not be ‘on track’ will receive support to rectify the situation. Refer to the Attendance and Progression Action Guide for further instructions.
‘At Risk’
Students who do not satisfactorily completed 100% of the required assessment parts by the end of the UoS or due date are defined as being ‘at risk’. At risk students are assigned a risk rating of either Low Risk or High Risk.
Risk Rating | Description |
Low Risks | Majority of Assessment activities completed and are able to catch up during breaks or subsequent UoS |
High Risks | Incomplete assessment unable to be caught up in subsequent UoS |
Situation | Description | Risk Rating |
Low Risk + Low Risk | Was Low Risk in prior UoS and is also Low Risk in a consecutive UoS | Low |
Low Risk + High Risk | Was Low Risk in prior UoS and is High Risk in a consecutive UoS | High |
High Risk + Low Risk | Was High Risk in prior UoS and is Low Risk in a consecutive UoS | Low |
High Risk + High Risk* | Was High Risk in prior UoS and is High Risk in a consecutive UoS | High |
* High Risk International students who fail to follow the Intervention Plan for consecutive unit of studies will receive an Intention to Report email.
Determining the Risk level of a student is determined by:
(Completed subjects / Course requirements) = Course progress
For example:
Completed subjects* | Required Subjects | Course progress | Risk rating |
3 | 6 | 50% | High |
UoS1 = 3 + UoS2 = 4 | UoS1 = 5 + UoS2 = 6 | 63% | High |
UoS1 = 4 + UoS = 5 | UoS1 = 5 + UoS = 6 | 81% | Low |
5 | 5 | 100% | Not at risk |
*Where a subject includes Vocational Placement, if the ‘required’ assessment activities/parts are complete at the end of the UoS, it is determined as being complete at the time of assessment
Low Risk* students receive an email to notify them of their outstanding assessments parts from the trainer. The email will outline what is required by the student in order to catch up and in what timeframe it is expected to be accomplished by.
High Risk* student are to receive an Intervention Meeting Request email inviting them to attend a meeting to discuss anything which may be hindering their studies and to initiate an Intervention Plan or discuss a possible suspension of studies.
*refer to the Attendance and Progression Action Guide for further instructions.
Consequences
High Risk students who fail to follow the Intervention Plan and meet any requirements outlined in the meeting (for two consecutive units of study periods), are deemed as making Unsatisfactory Course Progress. For international students unsatisfactory progression is a breach of their visa conditions.
A student, who was “at risk” in a unit of study who is able to meet the requirements of the Progress Support email or Intervention Plan by the due date will no longer be considered as at risk.
Ongoing Monitoring
Strategix constantly monitors student progress to ensure students are able to complete their course/s. At the end of each Unit of Study trainers/assessors conduct a more thorough review of students to determine if the student are meeting their course progression requirements.
A simplified view/workflow of the procedure is displayed in Appendix A of this document.
Procedure:
Steps | Person Responsible |
Recording/Monitoring Course Progress | Trainer/Assessor, Administrative Assistant |
Meetings and Intervention Strategy | Trainer/Assessor, Management |
Post Intervention - Ongoing Monitoring | Trainer/Assessor, Management |
Appeals and Withdrawal | Trainer/Assessor, Management |
Reporting Student (International Students only) | Student Liaison Officer, Management |
Recording/Monitoring Course Progress
Trainers and administrators are to record accurate information in order to determine the students’ progress through the course.
Trainers must implement due dates for assessments as per the Unit of Study (UoS) and/or the Assessment Release Schedule.
However, in all instances students must be afforded additional attempts and time where required. Everyone learns differently and reasonable adjustment may be used to ensure the desired outcome. Course structures are only a guide, individuals may take longer if required.
Where students have time constraints (International and Traineeships), additional Study Visa’s or extensions may need to be applied.
Students are monitored progressively throughout a Unit of study (UoS). If at any stage the student is identified as ‘falling behind’ the trainer must initiate contact with them to assist.
Trainers and administrators access information through the Assessment platforms and Student Management System, including, but not limited to:
Source | Information | Factors/Questions |
aXcelerate | Enrolment status | Current enrolment |
Course information | Course start and end date, Unit of Study information | |
Subjects | Subject outcomes previously completed, CT’s | |
Competencies | Subject outcomes previously completed, CT’s | |
Attendance | Attendance at college/academy | |
Cloud Assess | Student login | Student completed work |
Assessment activities | Progress of assessment activity (submitted, in progress, not/satisfactory) | |
Subjects | Subject outcomes previously completed, CT’s | |
Competencies | Attendance at college/academy | |
Moodle | Student login | Student completed work |
Learner and Assessment activities | Progress of assessment activity (submitted, in progress, not/satisfactory) | |
Subjects | Subject outcomes previously completed, CT’s | |
Competencies | Attendance at college/academy |
If the course progress equals 100% percent, the student in on track.
Risk Rating | Email to Send |
Low Risk | Progression Support |
High Risk | Intervention Meeting Request |
Unresolved Low Risk + Low Risk | Progression Support |
Unresolved Low Risk + High Risk | Intervention Meeting Request |
Unresolved High Risk + Low Risk | Progression Support |
Unresolved High Risk + High Risk | Intervention Meeting Request |
x2 consecutive unresolved High Risks | Cancellation Warning (Domestic) or Intention to Report (International) |
Any students identified as being a low risk, are to be sent a Progression Support email. The email contains a reminder of progression requirements and either; outlines what the student is required to complete and by what date. or request for the student to attend an Intervention Meeting to formally address any concerns. The email is sent via aXcelerate by the trainer/assessor and academy/college manager.
Students who receive a Progression Support email are expected to meet the requirements outlined of the email and continue with their normal course progress requirements as per Step 3 of this procedure. Where applicable, these students skip Step 2 - Intervention Strategy.
Any students determined to be a high risk will receive Intervention Meeting Request email are expected progress through step 2 of this procedure prior to moving onto step 3. In addition to the requirements outlined in the intervention meeting they must continue with their normal course progress requirements for each unit of study (unless a suspension of studies is required).
Intervention Strategy
Where required the Trainer will issue a request for an Intervention Meeting in order to formalise the process and actions required by the student to either ‘Catch-up’ or return for further training and assessment assistance. Refer to the Intervention Policy and Procedure for full instructions.
Post Intervention / Ongoing Monitoring
After receiving a Progression Support email or an Intervention Meeting, it is the student’s responsibility to:
Follow the Intervention Plan, which may include attending additional catch-up days
Continue to maintain acceptable course progression
Follow through on any assistance offered
Maintain contact with the trainer to monitor/discuss ongoing progression if there are any ongoing concerns.
Once the timeframe specified in the Progression Support email or the Intervention Plan has passed or the student catches up with the required assessment/s (whichever comes first), the trainer determines the outcome of the intervention and follows the required action:
Outcome of Students Progress | Action Required | Subsequent actions |
Resolved Low or High Risk | ‘Catch-up’ or Intervention Plan completed and no further action required. | Extension |
Unresolved Low Risk | *Process continues as per Step 1. | Extension |
Unresolved High Risk | Cancelling or Reporting | |
x2 consecutive unresolved High Risks | **Cancellation Warning (Domestic) or Intention to Report (International) | Cancelling or Reporting |
*Extension
If a student has met the requirements of the Intervention Plan but still requires more time they may be eligible for an extension. Extensions are applied as per the student handbook and the Conducting Assessment Policy and Procedure. Where an extension involves an international student the CoE will be affected. The decision to extend a CoE is determined on a case by case basis and may require a new student visa. From further information around international students and extensions refer to Appendix 3.
**Strategix Initiated Withdrawals and Reporting
When Strategix intends to withdraw a student’s enrolment, the withdrawal is actioned as per the Student Withdrawal Procedure.
Appeals and Withdrawal
When the student is notified of Strategix intent to withdrawal or report and the student has decided to appeal, the appeal is processed as per the Student Complaints and Appeals Procedure.
International Students Only
Reporting of Student
An international student will be reported where:
The internal and external complaints processes have been completed and the breach has been upheld
The international student has chosen not to access the internal complaints and appeals process within the 20 working day period
The international student has chosen not to access the external complaints and appeals process
The international student withdraws from the internal or external appeals process, by notifying Strategix in writing.
The International Manager will notify the student immediately and the student will be reported for unsatisfactory course progress as soon as practicable through PRISMS.
Related Documents:
International Prospectus
Student Handbook
STG 1.012 - Student Complaints and Appeals Policy and Procedure
National Vocational Education and Training Regulator Act 2011 (Cth)
Education Services for Overseas Students (ESOS) Act 2000 (Cth)
Education Services for Overseas Students (ESOS) Regulations 2001 (Cth)
National Code of practice for providers of Education Services for Overseas Students 2018 (Cth)
Standards Reference:
Standard | SNR | CRICOS | ESOS | S&S | S4A | PQS | U/C | AQF |
1.8 to 1.12 | 6, 8 |
Glossary:
Term/Statement | Explanation |
CoE | Confirmation of Enrolment |
DIBP | The Australian Department of Immigration and Border Protection |
DoS | Director of Studies |
Intervention Plan | The strategy used to assist students who are at risk of falling under the minimum level of satisfactory progress as defined in this document |
PRISMS | Provider Registration and International Student Management System |
Unit of Study (UoS) | Strategix uses the term ‘Unit of Study (UoS)’ to define a study period within a course. The Unit of Study contains multiple subjects |
At Risk | When a student has not demonstrated competency in fifty percent (50%) or more of enrolled subjects in one (1) unit of study. |
Unsatisfactory Course Progress | When a student has not demonstrated competency in fifty percent (50%) or more of enrolled subjects in two (2) consecutive units of study. |
Appendix A – Process Overview/Workflow
Appendix B – Effects of an Extension for an International Student
Extensions are applied as per the student handbook. Where an extension involves an international student the CoE will be affected. The decision to extend a CoE is determined on a case by case basis and may require a new student visa.
A course/enrolment duration can only be extend for an international student if:
The assessment shows that there are compassionate or compelling circumstances and there is evidence to support this assessment
Strategix has implemented, or Strategix is in the process of implementing, an Intervention Plan for the international student who is at risk of not meeting course progress requirements
An approved deferral or suspension of the international student’s enrolment has occurred.
In the likelihood that extension is granted and the student’s visa expiry date is prior to completion of the course the DoS must inform the student by email and verbally that they will need to apply for a new Student visa (subclass 500) to complete their study. More information about the Student visa (subclass 500) is available on the Department of Home Affairs website https://immi.homeaffairs.gov.au/visas.
Any changes to the duration of their course is recorded on the students file and the DIBP will be notified through PRISMS.