Attendance Policy

1.       Martin College Attendance Policy

It is the student’s responsibility to ensure that his/her attendance is recorded on the classroom roll for every SGA Learning Unit for which the student is scheduled. This data is collated and used to calculate the individual student’s attendance for every week of each 10-week study period for the duration of the course.

The College monitors attendance closely, and will contact any student identified as being at risk, i.e. whose attendance within any 10-week study period is approaching 85 percent or who has been absent for more than 5 consecutive days. The contact will be in the form of a letter of warning, reminding the student of the mandatory condition of at least 80 per cent attendance of all scheduled hours within each 10-week study period.

Should there not be a marked improvement in attendance, or a temporary improvement only, or the attendance level slips into the critical zone of 80-85 percent, the student will be placed on a Conditional Enrolment Attendance Contract. This will be supported by a second letter of warning, again reminding the student of the mandatory condition of at least 80 per cent attendance of all scheduled hours within each study period.

If this second warning letter does not generate the required response, and the student’s attendance level continues to fall and he/she is unable to achieve at least 80% through total attendance for the remainder of that 10-week study period, then the College will notify the student in writing of its intention to cancel his/her enrolment.

The written notice of the College’s decision will inform the student that he/she is able to lodge an appeal through the College’s Complaints and Appeals Policy and Procedure, and has 20 working days in which to do so. (Information on the College’s Complaints and Appeals Policy and Procedure is located on the website at Martin College website. Students should read it carefully as it provides important details of the options available to them.)

A copy of the written notification will be placed on the student’s file along with records of all contact with and counselling of any student in relation to attendance.

If an international student has questions about the student visa condition relating to attendance, and the possible outcome of breaching the condition, he or she should contact the Department of Immigration and Citizenship (DIAC).
 
  

2.       Special Consideration

The College appreciates that from time to time, a student may not be able to attend classes due to circumstances beyond his/her control. Where this occurs, special consideration will be given if the circumstances are compassionate or compelling, and sufficient valid evidence is provided by the student to justify this consideration.

In such cases, the College may agree to continue the enrolment of a student whose attendance has fallen below 80 percent within any 10-week study period IF:

i)        the student was previously maintaining satisfactory course progress; and

ii)       the student was previously maintaining satisfactory attendance; and

iii)     the student attended at least 70 percent of the scheduled course contact hours.

2.1      Compassionate or Compelling Circumstances

Compassionate or compelling circumstances are generally those beyond the control of the student and which have an impact upon the student’s course progress or wellbeing. In relation to attendance, these could include, but are not limited to:

i)        serious illness or injury, where a medical certificate states that the student was unable to attend classes;

ii)       bereavement of a close family member such as a parent or grandparent (where possible a death certificate should be provided);

iii)     major political upheaval or natural disaster in the student’s region of origin requiring emergency travel and this has impacted on the student’s studies; or

iv)     a traumatic experience which could include:

·          involvement in, or witnessing of a serious accident, or

·          witnessing or being the victim of a serious crime,

v)      and this has impacted on the student (these cases should be supported by police or psychologists’ reports).

Please note that the above are only some examples of what may be considered compassionate or compelling circumstances. The Campus Director of Studies will use his/her professional judgement to assess each case on its individual merits. 

When determining whether compassionate or compelling circumstances exist, the Campus Director of Studies will consider documentary evidence provided to support the claim, and will keep copies of these documents in the student’s file.

2.2      Absence Due to Illness

It is advisable for a student who is ill to obtain a medical certificate. This certificate is to be produced for the College to record, and then retained by the student. (Remember a medical certificate does not cancel an absence; it only provides an explanation.)

A student who is too ill to immediately continue his/her studies may apply for Special Leave and have his/her enrolment temporarily suspended on the grounds of compassionate or compelling circumstances. Refer to the Special Leave Policy and Procedure (SGA-VET-543), located on the Martin College website for information.
  
  

3.       Reporting of International Students

If an international student who has not met the mandatory attendance condition, accesses the Complaints and Appeals Process within the required 20 working days, and the process results in a decision that supports the College, the College must report to the Department of Education, Science and Training (DEST) as soon as possible that the student is not achieving satisfactory attendance. This report will generate a Section 20 breach notice which will be sent to the student. The College will keep a copy of the document in the student’s file.

Where an international student who has not met the mandatory attendance condition choses not to access the Complaints and Appeals Process within the required 20 working days, the College must report to DEST as soon as possible that the student is not achieving satisfactory attendance. This report will generate a Section 20 breach notice which will be sent to the student. The College will keep a copy of the document in the student’s file.

DIAC may cancel a student’s visa based on the College’s dissatisfaction with a student’s attendance. DIAC does not assess whether a breach has occurred, that is done by the College. However, DIAC does retain the ability to consider exceptional circumstances as to why the visa should not be cancelled and to refer the matter back to the College if it has not given the student access to an appropriate appeals process or considered compelling and compassionate circumstances, where relevant. It is expected that these circumstances will be limited.