Attendance policy and procedure - International student visa holders

1) Purpose

This policy relates to how Study Group Australia Pty Limited will systematically monitor international students’ compliance with the student visa condition applicable to attendance.

2) Scope

This policy applies to International Student Visa Holders enrolled within all vocational education and training programmes offered by Study Group Australia Pty Limited (SGA), trading as Martin College (the College).

3) General Policy

Martin College will systematically monitor students’ compliance with the student visa mandatory condition relating to attendance. It will be proactive in notifying and counselling students who are at risk of failing to meet the attendance requirements of at least 80% of all scheduled contact hours for the duration of the course. It will report students under Section 19 of the ESOS Act who have breached the applicable attendance requirements as stated in Section 4 below.

If a 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).

3.1 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 recording, and then retained by the student. (A medical certificate does not cancel an absence; it only provides an explanation and must be submitted within one month of its date of issue.)

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 Student Application to Defer or Temporarily Suspend Studies Policy for further information.)

Medical and dental appointments should be made after college hours when they will not conflict with scheduled classes.

4) Martin College Attendance Monitoring

Lessons commence promptly - please do not be late.

Each student’s attendance is recorded on the classroom roll for every class for which he/she is scheduled. This data is collated, stored electronically, and used to calculate the individual student’s attendance for every week for the duration of the course.

The College will review attendance records weekly, and will contact any student identified as having unsatisfactory attendance (i.e. less than 80%) within any one study block or who at any time is absent for more than 5 consecutive scheduled days without prior approval. The contact will be in the form of a written warning, reminding the student of the condition of at least 80% attendance of all scheduled contact hours for the duration of the course, and asking him/her to meet with the nominated staff member.

Should the student’s overall attendance level continue to fall until it is between 80% to 85%, a further written warning will be issued to the student, again reminding him/her of the condition of at least 80% attendance of all scheduled contact hours for the duration of the course, and asking him/her to meet with the nominated staff member.

The student will be required to sign a Provisional Enrolment contract, which sets out the College’s conditions in relation to attendance for a specified period. If these conditions are not met, 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 the course, then the College will notify the student in writing of its intention to report the student for not maintaining satisfactory attendance. 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 process, and has 20 working days from the nominated date in which to do so.

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

4.1 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. In such circumstances, the Director of Studies – Vocational Education and Training (DOS-VET) will use his/her professional judgement to assess each case on its individual merits. He/she may decide not to report a student for breaching the 80% requirement if:

a. there is documentary evidence demonstrating that compassionate or compelling circumstances apply; and
b. the student is maintaining satisfactory course progress; and
c. the student has attended at least 70% of the scheduled course contact hours.

A copy of the evidence will be retained in the student’s file.

4.2 Reporting of international students

If a student visa holder who has not met the mandatory attendance condition, accesses and activates the Complaints and Appeals process within the nominated 20 days, and the process results in a decision that supports the College, the College will notify the Secretary of the Department of Education, Employment and Workplace Relations (DEEWR) through PRISMS, as soon as practicable that the student is not achieving satisfactory attendance. This report will generate a Section 20 breach notice which will be sent to the student. A copy of the document will be retained in the student’s file, along with evidence of the appeals process.

Where an international student who has not met the mandatory attendance condition, chooses not to access the Complaints and Appeals process within the nominated 20 days, the College will notify the Secretary of DEEWR through PRISMS, as soon as practicable that the student is not achieving satisfactory attendance. This report will generate a Section 20 breach notice which will be sent to the student. A copy of the document will be retained in the student’s file.