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Attendance Policy

This policy has been developed to meet the requirements of the National Code 2007 Standard 11, which requires that registered providers monitor student’s compliance with visa conditions relating to attendance and are proactive in notifying and counselling students who are at risk of failing to meet attendance requirements.

Students at risk of not meeting Standard 11 of the National Code 2007 of satisfactory course attendance must be identified and counselled as per the documented procedure.

The procedures below specify:

  1. Requirements for achieving satisfactory attendance, which at a minimum, requires overseas students to attend 80% of the scheduled course contact hours
  2. The manner in which attendance and absences are recorded and calculated
  3. The process for assessing satisfactory attendance
  4. The process for determining the POINT at which the student has failed to meet satisfactory attendance and
  5. The procedures for notifying that the student has failed to meet satisfactory attendance requirements.

Students who have been absent for five consecutive days and above without approval will be contacted and issued with an Attendance Warning Letter. This attendance warning letter will outline the requirements of Visa condition 8202 which states that satisfactory attendance must be maintained. The letter will also encourage students to discuss any issues with a Student Liaison Officer. All communication between the student and the college will be recorded on the Student file.

Students will be informed of this policy and its consequences through the following means:

  1. Inclusion of information about the policy in enrolment application form and student contract as a part of the pre enrolment process
  2. Induction during the Orientation program.
  3. Thorough training of all teachers in this policy, so it can be reinforced in classes.
  4. Inclusion of the policy and procedures in the Student Handbook and Policy & Procedures Manual.
  5. Inclusion on the ABI Web site.

Attendance Monitoring Procedure

1. Student attendance is:

  • Checked and recorded dailyAssessed weekly by the Director of Studies
  • Aggregate calculations are over each 10 week term
  • Any period of deferral from class will not be included in student attendance calculations
  • Any other absence from class will be counted in student attendance calculations
  • Calculating the minimum number of hours the student would have to attend to keep their attendance at 80% e.g. number of study days x contact hours x 80%.

2. A medical certificate is required for claimants of medical reasons which cover’s 20% non-attendance over the aggregate term.

3. For any absences longer than 5 consecutive days without approval, the student will be contacted via a Student Liaison Officer.

4. Students at risk of breaching ABI’s attendance requirements will be counselled and offered any necessary support.

Administration Procedure

  1. Attendance records will be updated on a daily basis against each students record
  2. Students whose projected attendance has fallen below 90 per cent will receive a First Attendance Warning Letter either hand delivered or sent by post informing them of the requirement to attend classes. The letter outlines Student Visa Condition 8202. The letter requests the student to contact either a Student Liaison Officer or the Director of Studies immediately to explain any extenuating circumstances and provide any supporting documents for absences.
  3. Students whose projected attendance has fallen below 85 per cent will receive a Final Attendance Warning Letter either delivered by hand or sent by post informing them of the requirement to attend classes. The letter outlines Student Visa Condition 8202. The letter asks the student to contact either a Student Liaison Officer or the Director of Studies immediately to explain any extenuating circumstances and provide any supporting documents for absences. This letter will also outline ABI’s intention to report the Student to DIAC via PRISMS for breaching the attendance conditions of the student Visa if attendance drops below 80%.
  4. If attendance further drops below 80 percent the student will be issued an Intention to Report Letter, either delivered by hand or sent by registered post. This letter will outline ABI’s intention to report the Student to DIAC via PRISMS for breaching the attendance conditions of the student Visa for dropping below 80% attendance. The student will be informed of the appeal process and is given 20 days to make an appeal. During this time the student is required attend all classes.

Appeals Processes

  1. If, at the end of the 20 working day period, the appeals process has not been accessed the Administration office will proceed with the reporting process through PRISMS.
  2. ABI will make further attempts, within reason, to contact students and instigate the appeal 2 to 3 working days prior to reporting.
  3. If, at the end of the 20 working days period, the appeals process has been accessed and the student’s appeal has been denied, the Director of Studies will notify the student in writing of the unsuccessful appeal stating the reasons why the appeal was unsuccessful.
  4. Students whose appeal is denied are informed of their right to an external appeal. A Student Liaison Officer will assist the student in arranging an external appeal. Students refusing the right to an external appeal will sign an External Appeal Process Refusal Statement acknowledging the College’s decision to report.
  5. Students wishing to access an external appeal must do so within 10 working days of the accessing the internal appeal.
  6. If, at the end of the 20 day period, the appeals process has been accessed and the student’s appeal has been successful the Director of Studies will notify the student in writing of the successful appeal stating the reasons why the appeal was successful.

ABI will notify DIAC via PRISMS of the student not achieving satisfactory course attendance as soon as practicable where:

  • The student does not access the appeals process within 20 working days and/or
  • Withdraws from the appeals process and/or
  • The appeals process results in a decision in favour of ABI

Students will not be reported for failing to meet the 80% threshold where:

  • The student engages the appeals process within 20 working days of receiving a Notification of Intention to Report letter and
  • The student produces documentary evidence clearly demonstrating compassionate or compelling circumstances (e.g. Medical illness supported by a medical certificate, major family events or problems, traumatic events or personal problems seriously affecting the student’s ability to focus on study) and
  • The student is making satisfactory course progress and
  • The student is attending at least 70% of the scheduled course contact hours for the course in which they are enrolled.