Course Progress, Attendance and Course Duration Policy

This policy is available to staff and to students.

 

Overseas students are required to meet and maintain satisfactory course progress and attendance requirements under visa condition 8202 and under Standard 8 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018.

1.       Course Progress

 a)              The school will monitor, record and assess the course progress of each student for the course in which the student is currently enrolled.

 b)              The course progress of all students will be assessed at the end of each study period /semester of enrolment according to Islamic College of Brisbane’s course assessment requirements.

 c)              Students who have begun part way through a semester will be assessed after one full study period.

 d)              The academic benchmarks are as follows:

i. For Prep – 6:

Students must demonstrate the year level achievement standards for English, Mathematics, Science, and HASS of the Australian Curriculum.

P - Year 2 student’s achievement is described using a five-point scale (Applying – AP, Making connections – MC, Working with – WW, and Exploring – EX, Becoming aware – BA. The grading system indicates how the student is meeting the standards outlined for his/her particular level according to the National/State/College curriculum documents. The ‘Working with (WW)’ grade indicates the expected Year Level standard. 3 - 6 student’s achievement is described using a five-point scale.

ii. For Year 7-9 students must:

                               Achieve a “C” grade or equivalent for the majority of core subjects and attempt and submit all assessments.

                           iii. For Year 11-12 students must:

                               Achieve the academic requirements for QCE and attempt and submit all assessments.

 

e)              Course progress is monitored intermittently through informal and formal means. When a student is identified at risk of not meeting course progress requirements, one or more of the intervention strategies. The following steps apply.

i.       For Prep - 6:

·         Class teachers conduct interim monitoring of student work through observing class participation, class tests, homework, and results of semester report cards.

·         If a class teacher identifies that a student is not meeting course progress requirements at any stage they will contact the guardian of the student in the first instance and implement academic intervention strategies as required.

·         Guardians are able to contact the class teacher at any stage to request information about their child’s progress and can attend a parent teacher interview at the end of term 1 or 3.

·         If at the end of a study period the student fails to meet course progress requirements the Principal will notify the student and guardian in writing.

·         If a student continues to fall below course progress requirements after one study period the Head of School will contact the student’s guardian in Australia and offer further intervention.

·         If at the end of a second consecutive study period the student fails to meet course progress requirements the Principal will notify the guardian in writing of the intention to report the student to DIBP for unsatisfactory course progress.

·         The written notice of intention to report follows the Islamic College of Brisbane’s Complaints and Appeals Policy and allows 20 days for appeal.

 

                                  ii.     For Year 7-9 students:

·         Subject teachers conduct interim monitoring of student work through observing class participation, student results in assessment tasks, and results of semester report cards.

·         If a subject teacher identifies that a student is not meeting course progress requirements they will contact the guardian of the student in the first instance, offer classroom intervention strategies, and notify the Year Level Coordinator.

·         Year Level Coordinators intermittently discuss student results with all subject teachers and implement academic intervention strategies as required.

·         If at the end of a study period the student fails to meet course progress requirements the Principal will notify the student and guardian in writing.

·         If a student continues to fall below course progress requirements after one study period the Head of School will contact the student’s guardian in Australia and offer further intervention.

·         If at the end of a second consecutive study period the student fails to meet course progress requirements the Principal will notify the student and guardian in writing of the intention to report the student to DIBP for unsatisfactory course progress.

·         The written notice of intention to report follows the Islamic College of Brisbane’s Complaints and Appeals Policy and allows 20 days for appeal.

 

         iii.   For Year 11-12

·                Subject teachers conduct interim monitoring of student work through observing class participation, student results in assessment tasks, and results of semester report cards.

·        If a subject teacher identifies that a student is not meeting course progress requirements they will contact the guardian of the student in the first instance, implement academic intervention strategies, notify the Year Level Coordinator, and notify the Head of School.

·       The Head of School may offer further intervention, including the possibility of dropping a subject if the student has the option.

·        If at the end of a study period the student fails to meet course progress requirements the Principal will notify the student and guardian in writing.

·       If at the end of a second consecutive study period the student fails to meet course progress requirements the Principal will notify the student and guardian in writing of the intention to report the student to DIBP for unsatisfactory course progress.

·      The written notice of intention to report follows the Islamic College of Brisbane’s Complaints and Appeals Policy and allows 20 days for appeal.

 f)             Strategies may include but are not exclusive to; Subject tutorial support in class time, Parental intervention, After      hours tutorial support, Mentoring, Additional ESL or Learning Support, Change of subject selection, or reducing course load (without affecting course duration), and Counselling in academic skills, time management, or for personal reasons.

 g) If the student does not achieve satisfactory course progress by the end of the next study period, Islamic College of Brisbane will advise the student in writing of its intention to report the student for breach of visa condition 8202, and that he/she has 20 working days in which to access the school’s internal complaints and appeals process. The notification of intention to report will be issued to the student prior to the commencement of the next semester. Following the outcome of the internal process, if the student wishes to complain or lodge an external appeal about a decision made or action taken by Islamic College of Brisbane, he/she may contact the Overseas Student Ombudsman at no cost. Please see Islamic College of Brisbane’s Complaints and Appeals Policy for further details.

 

h) The school will notify the ESOS agency via PRISMS of the student not achieving satisfactory course progress as soon as practicable where:

                                          i.            the student does not access the complaints and appeals process within 20 days, or the student withdraws from the complaints and appeals process by notifying the Principal of Islamic College of Brisbane in writing, or

                                       ii.            the complaints and appeals process results in a decision in favour of the school.

 

2.       Completion within expected duration of study

 

a)              As noted in 1.a., the school will monitor, record and assess the course progress of each student for the course in which the student is currently enrolled.

 

b)              Part of the assessment of course progress at the end of each semester will include an assessment of whether the student’s progress is such that they are expected to complete their studies within the expected duration of the course.

 

c)              The school will only extend the duration of the student’s study where it is clear the student will not be able to complete their course by the expected date because:

d)               

                                         i.            the student can provide evidence of compassionate or compelling circumstances (see Definitions below)

                                       ii.            the student has, or is, participating in an intervention strategy as outlined in 1.e.

                                      iii.            an approved deferment or suspension of study has been granted in accordance with Islamic College of Brisbane’s Deferment, Suspension and Cancellation Policy.

 

e)              Where the school decides to extend the duration of the student’s study, the school will report this change via PRISMS within 14 days and/or issue a new COE if required. In this case, the student will need to contact the Department of Immigration to seek advice on any potential impacts on their visa, including the need to obtain a new visa.

 

3.       Monitoring Course attendance

 

a)              Satisfactory course attendance is attendance of 80% of scheduled course contact hours.

 

b)              Student attendance is:

 

                                         i.            checked and recorded daily

                                       ii.            assessed regularly

                                      iii.            recorded and calculated over each study period.

 

c)              All absences from school will be included in absentee calculations and should be accompanied by a medical certificate, an explanatory communication from the student’s carer or evidence that leave has been approved by the Principal/Head of School.

 

d)              Any absences longer than 3 consecutive days without approval will be investigated.

 

e)              Student attendance will be monitored by the Administration Officer every week using the following calculation method:

i.         Calculating the number of hours the student would have to be absent to fall below the attendance threshold for a study period e.g. number of study days x contact hours x 20%.

ii.        Attendance for any period of exclusion from class will be assessed under Islamic College of Brisbane’s Deferment, Suspension and Cancellation Policy.

 

f)               Parents/Guardians of students at risk of breaching Islamic College of Brisbane’s attendance requirements will be contacted by email and phone and students will be counselled and offered any necessary support at intervals. This is in addition to weekly monitoring by the Administration Officer who will notify the Head of School if the student is deemed as being at risk. Parents/Guardians will be contacted:

 

                                        i.             By the Year Level Coordinator when their overall attendance for that study period falls below 90%.

                                       ii.            By the Head of School when their overall attendance for that study period falls below 85%.

                                      iii.            By the Principal when their overall attendance for that study period falls below 80%.

 

g)              If the calculation at 3.f. indicates that the student has passed the attendance threshold for the study period, Islamic College of Brisbane will assess the student against the provisions of Item 3.i. (below). Where the student has failed to meet the minimum attendance requirement, and Item 3.i. does not apply, the school will promptly advise the student of its intention to report the student for breach of visa condition 8202, and that he/she has 20 working days in which to access the school’s internal complaints and appeals process.

 

h)              The school will notify the ESOS agency via PRISMS of the student not achieving satisfactory course attendance as soon as practicable where:

 

                                         i.            the student does not access the complaints and appeals process within 20 days

                                       ii.            the student withdraws from the complaints and appeals process by notifying the Principal of Islamic College of Brisbane in writing,

                                      iii.            the complaints and appeals process results in a decision in favour of the school.

 

i)                Students will not be reported for failing to meet the 80% attendance threshold for a study period where:

 

                                         i.            the student produces documentary evidence clearly demonstrating compassionate or compelling circumstances e.g., medical illness supported by a medical certificate or as per Definition, below, and

                                       ii.            the student’s attendance has not fallen below 70% for the study period.

 

j)                The method for calculating 70% attendance is the same as that outlined in 3.e. with the following change; number of study days x contact hours x 30%, or number of study days x number of days per week x 30%.

 

k)              If  a student is assessed as having nearly reached the threshold of 70% attendance for a study period, the Principal will assess whether a suspension of studies is in the interests of the student as per Islamic College of Brisbane’s Deferment, Suspension and Cancellation Policy.

 

l)                If the student does not obtain a suspension of studies under the  Islamic College of Brisbane’s Deferment, Suspension and Cancellation Policy, and falls below the 70% threshold for attendance for the study period, the process for reporting the student for unsatisfactory attendance (breach of visa condition 8202) will occur as outlined in 3.g – 3.h.

 

4.       Definitions

 

a)              Compassionate or compelling circumstances - circumstances beyond the control of the student that are having an impact on the student’s progress through a course. These could include:

 

                                         i.            serious illness, where a medical certificate states that the student was unable to attend classes

                                       ii.            bereavement of close family members such as parents or grandparents (with evidence of death a certificate if possible)

                                      iii.            major political upheaval or natural disaster in the home country requiring their emergency travel that has impacted on their studies

                                      iv.            a traumatic experience which has impacted on the student (these cases should be where possible supported by police or psychologists’ reports)

                                       v.            where the school was unable to offer a pre-requisite unit

                                      vi.            inability to begin studying on the course commencement date due to delay in receiving a student visa.

 

For other circumstances to be considered as compassionate or compelling, evidence would need to be provided to show that these were having an impact on the student’s progress through a course.

 

b)              Expected duration – the length of time it takes to complete the course studying full-time. This is the same as the registered course duration on CRICOS.

 

c)              School day – any day for which the school has scheduled course contact hours.

 

d)              Study period Islamic College of Brisbane defines a “study period” for the purposes of monitoring course attendance and progress as a semester.