OVERVIEW

Table of Contents

Table of Contents

Status	CURRENT
Classification*	INTERNAL
Department	ALL
Review	Mar 11, 2024
Notes	To be reviewed when international reviewed to confirm definitions of at risk, high risk and unsatisfactory course progress.

*See Information classification policy

PUBLIC-FACING

POLICY

Student Progress 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 in 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 a Progression Plan
An approved deferral or suspension
Credit Transfer and/or Recognition of Prior Learning (RPL).

Satisfactory Course Progress

Students must satisfactorily complete 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. Students identified as not being ‘on track’ will receive support to rectify the situation.

‘At-Risk’

Students who do not satisfactorily complete 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 or High Risk.

Risk Rating	Description
Low Risk	Majority of Assessment activities completed and are able to catch up during breaks or subsequent UoS.
High Risk	Incomplete assessment, unable to be caught up in subsequent UoS. For example, when a student has not demonstrated competency in fifty percent (50%) or more of enrolled subjects in one (1) unit of study.

Situation	Description	Risk Rating

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 Progression Plan for consecutive units of study will receive an Intention to Report email.

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

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 students are to receive an Progression Meeting Request email inviting them to attend a meeting to discuss anything which may be hindering their studies and to initiate a Progression Plan or discuss a possible suspension of studies.

Refer to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3039166631 for further instructions.

Consequences

High-risk students who fail to follow the Progression Plan and meet any requirements outlined in the meeting (for two consecutive units of study) 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 Progression Plan by the due date will no longer be considered 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.

PROCEDURE

Student Progress Procedure

	Steps	Person Responsible

	Steps	Person Responsible
1	Recording/Monitoring Course Progress	Trainer/Assessor, Administrative Assistant
2	Meetings and Intervention Strategy	Trainer/Assessor, Management
3	Post Progression Meeting - Ongoing Monitoring	Trainer/Assessor, Management
4	Appeals and Withdrawal	Trainer/Assessor, Management
5	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 visas 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. Trainers and administrators access information through the Assessment platforms and Student Management System, including, but not limited to:

Source	Information	Factors/Questions

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, CTs
	Competencies	Subject outcomes previously completed, CTs
	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, CTs
	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, CTs
	Competencies	Attendance at college/academy

If the course progress equals 100%, the student is on track.

Risk Rating	Email to Send

Risk Rating	Email to Send
Low Risk	Progression Support
High Risk	Progression Meeting Request
Unresolved Low Risk + Low Risk	Progression Support
Unresolved Low Risk + High Risk	Progression Meeting Request
Unresolved High Risk + Low Risk	Progression Support
Unresolved High Risk + High Risk	Progression 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 outlines what the student is required to complete and by what date or requests the student to attend a Progression 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 in the email and continue with their normal course progress requirements as per Step 3 - Post Progression Meeting - Ongoing Monitoring of this procedure. Where applicable, these students skip Step 2 - Progression Strategy.

Any students determined to be high risk will receive a Meeting Request email and are expected to progress through step 2 of this procedure prior to moving on to step 3. In addition to the requirements outlined in the meeting, they must continue with their normal course progress requirements for each unit of study (unless a suspension of studies is required).

Meetings and Progression Strategy

Where required, the Trainer will issue a request for a Progression Meeting to formalise the process and actions required by the student to either ‘Catch-up’ or return for further training and assessment assistance.

Strategix pro-actively monitors student progress by reviewing assessment submissions, attendance and performance in class, during skills observations and on placement. An intervention may be required when a student is determined to be at risk of not being able to progress or complete their course due to:

Lack of attendance as outlined in the Student Attendance Information Sheet
Lack of progression on theory, skills or placement as outlined in the Student Progress Information Sheet
Not achieving outcomes of units of competency or objectives of placement
Deferral/extension of studies
Compassionate or compelling circumstances
Misconduct or safety concerns.

Students identified as at risk will be contacted and a meeting will be arranged to discuss any issues they may be experiencing and what assistance and corrective actions are required to support the student. A Progression Plan will be developed to monitor and facilitate student progress.

Any student identified as at risk will be contacted as per this Procedure and a Progression Plan developed to support their continuing enrolment in the course. The meeting will be the trainer’s responsibility to:

Determine underpinning issues including any evidenced compassionate/compelling circumstances or LLN requirements
Highlight the seriousness of the lapses or events that have led to the intervention
Lead to the development of, and agreement by all parties to, a Progression Plan, with monitoring actions.

The purpose of a Progression Plan is to assist and support students to fulfil their academic and clinical responsibilities. It is to be engaged when a student has been identified as not achieving the desired outcomes of a unit of competency or when the assessor/supervisor deems them to be at risk of failure or not achieving the learning objectives of practice during placement.

	Steps	Person Responsible
1	Progression Meeting	Trainer, Student, Department Manager
2	Develop Progression Plan	Trainer
3	Follow-up	Trainer, Student
4	Review Progression Plan	Trainer, Department Manager, Student

Progression Meeting

Prepare for Meeting

Before the trainer sets up the meeting with the student they need to look at the following:

Student’s visa details and expiry
Student’s CoE details and end date

If CoE has passed: Look at the visa expiration date as Immigration provides a month or two months on top of the original course end date.

If CoE has not passed but near course completion: As much as possible Strategix need to try have the student finish by the nominated/original course completion date. If this is not achievable then trainer will need to provide a few days as a majority of the students are studying package programs with Strategix. There will be a 2 week buffer period for the student to commence their next course without being too disadvantaged. As per PRISMS Strategix can report study variation within 14 days.

Trainer is to always coordinate with Christie (being the CoE Administrator) as Christie needs to report in PRISMS any study variations or changes in the enrolment.

Once the above steps have been done then the trainer is to follow the steps below in preparation for the meeting:

Invite attendees (student) via email or phone
Prepare information, including:
- Evidence of lack of attendance or progression
- Any previous catch-up or progression plans
- Any relevant information or correspondence.
Prepare a proposed action plan – See https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3039166631.

Review the information below to help you prepare for the meeting.

Hold Meeting

A meeting (must either be face to face or a ZOOM video call) is held between the trainer/assessor and student. If absolutely required then a manager/head of discipline will also be a part of the meeting. The points covered in the consultation meeting will be:

Determine the focus of the meeting
Develop a strategy
Consider any compassionate or compelling circumstances that may have contributed to the student becoming at risk.
By the end of the meeting ensure the progression plan (template is below) has been completed and signed by the trainer and student

The Progression Plan may include, but is not limited to:

Support for implementing effective study strategies and time management skills
Trainer-directed support
Learning, literacy and numeracy support
Accessing counselling support services
Referral to any other support services available.

Setting

Ensure the location is private (no interruptions) and the student is comfortable in their surroundings. The student and trainer must be in attendance, however, where the student feels, they may have a support person in attendance with them and the college or academy manager may request attendance as well. For Diploma of Nursing students, the Head of Discipline must also be in attendance.

Tone

Strategix’s goal is to ensure the completion of the student, however, the student must meet their requirements. When a student is struggling or is not meeting their responsibilities, we must discuss this with them and we must ensure they are aware we are only interested in them completing and meeting their requirements.

Disciplinary procedures are a last resort and will only be implemented where a student fails to meet the requirements of the course, visa obligations and progression or catch-up plans. Any disciplinary actions must be discussed with and approved by the relevant department manager.

Content

Discussion must include:

Attendance	Progression	Compassionate or Compelling Reasons	Misconduct or Safety Concerns
Current attendance rate	Status of progression. Specific examples must be provided.	Current circumstances	Misconduct or unsafe practices. Specific examples must be provided.
Attendance requirements	Progression requirements	Impact on study and course requirements	Impact of actions on student, Strategix and other parties
Reason for non-attendance	Reasons for falling behind	Options for student	Reason for action
Corrective actions	Corrective actions	Support services available	Corrective actions
Progression Plan and catch-up strategies. Plan is specific and detailed.
Follow up and monitoring of attendance, progress and behaviour
Consequences of not meeting the Progression Plan

Record the Outcome of the Meeting

Record the meeting minutes in aXcelerate and provide a copy to attendees. Ensure the completed copy of the progression plan is uploaded to the student’s portfolio or to their notes.

Develop Progression Plan

The trainer/assessor is to download and use the Progression Plan template (Student Progression Plan - General, Student Progression Plan - Diploma of Nursing) and develop the Progression Plan in consultation with the student (face to face meeting or ZOOM). The Progression Plan must include:

The reason for the meeting, e.g misconduct, lack of attendance or progress, etc. with specific details
- The Plan should identify which of the student's unsatisfactory academic or clinical progression requires further support and guidance.
Any relevant corrective actions and expected completion dates:
- If there is a safety concern, the department manager must initiate incident and risk management for the student or their conduct in class or on placement.
Catch-up strategies to be implemented by the student. For example:
- Reading activities to be completed independently
- Learner activities to be structured and completed independently
- Attendance of additional sessions
- Returning to a subsequent course to complete the learner and assessment activities
- Apply extensions to assessment tasks to allow sufficient time
- Additional placement blocks or shifts, as can be arranged with consideration of costs and availability of further placements
- Other (as determined by the trainer/assessor).
Support strategies to be implemented by Strategix. For example:
- English language support for oral and written comprehension
- Assistance with academic skills such as essay and report writing, meeting assessment requirements and research skills
- Attending a study group during the scheduled break between study periods or at a time nominated by the trainer
- Counselling with a student support officer for assistance with personal issues or compelling circumstances (international students)
- Additional time in the Clinical Laboratory to practise skills
- Accessing counselling support services
- Support for implementing effective study strategies and time management skills
- Referral to any other support services available
- Mentoring by the trainer.
Review date for the Progression Plan
Consequences of not meeting the requirements of the Progression Plan
Signatures of attendees

The Plan must then be signed by the student, the person conducting the meeting (trainer) and their direct manager. Email a copy of the plan to the student through aXcelerate.

Follow-up

Trainer Responsibilities

Ensure the student has progressed through the Progression Plan activities prior to sitting any assessment related to the activities missed
Where applicable, record and monitor attendance of any catch-up activities included in the Progression Plan.

Student Responsibilities

Ensure they follow the requirements outlined in the corrective actions, catch-up strategies and support strategies
Advise the trainer on the completion of each action item.

Students who do not complete the activities run a risk of not achieving competence and as such should be encouraged to complete the activities.

Administrative Assistant Responsibilities

Where required a student may be required to return to an additional course to complete their practical activities. The administrative assistant must transfer the student into the new class and ensure all data has been transferred (maintaining their original commencement dates and outcomes). The administrative assistant must ensure the students are clearly directed (via email) as to what they are required to attend and complete.

Review Progression Plan

At the nominated review date, the trainer and department manager (if needed) must meet with the student to discuss the progress made and review the effectiveness of the strategies and corrective actions implemented. Where the student has actioned the requirements as listed on the progression plan and the trainer is satisfied that they are performing at the level required for the course they are enrolled in, the progression plan may be completed. If the progression plan has not had the desired effect, the plan must be reviewed and additional action items discussed and implemented by repeating the steps in this procedure.

Upon the completion of the progression plan by the student, the trainer is to send a copy of the completed Progression Plan to the student (through the template).

Post Progression Meeting - Ongoing Monitoring

After receiving a Progression Support email or a Progression Meeting, it is the student’s responsibility to:

Follow the Progression 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 Progression 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

Outcome of Students Progress	Action Required	Subsequent Actions
Resolved Low or High Risk	‘Catch-up’ or Progression Plan completed and no further action required.	Extension*
Unresolved Low Risk	Process continues as per Step 1.	Extension*
Unresolved High Risk	See https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3039166631	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 Progression Plan but still requires more time, they may be eligible for an extension. Extensions are applied as per the student handbook and the Training and Assessment Policy and Procedure. Refer to the information below for further information on international students and extensions.

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 extended 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, a Progression 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 an 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 are recorded on the student's file and the DIBP will be notified through PRISMS.

**Strategix Initiated Cancelling or Reporting: When Strategix intends to withdraw a student’s enrolment, the withdrawal is actioned as per the Student Withdrawal Policy and Procedure.

Appeals and Withdrawal

When the student is notified of Strategix’s intent to withdraw or report and the student has decided to appeal, the appeal is processed as per the Complaints, Appeals and Consumer Protection Policy and Procedure.

Reporting of Students (International ONLY)

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.

STANDARDS AND REGULATORY REQUIREMENTS

Authority	List here	See Funding
Regulatory Documents	SNR 1.8 to 1.12 CRICOS 6, 8	List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document
Approved By	Name here	Details / Decisions:

RELATED DOCUMENTS

International Prospectus
Student Handbook
STG 1.012 - Student Complaints and Appeals Policy and Procedure
STG 1.039 - Conducting Assessment Policy and Procedure
STG 3.023 - Student Withdrawal Procedure
STG 4.016 - Student Attendance Policy and Procedure
STG 4.019 - Attendance and Progression Action Guide
National Vocational Education and Training Regulator Act 2011 (Cth)
Standards for Registered Training Organisations (RTOs) 2015
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)

Compliance Documentation

Student Progress Policy and Procedure

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