Academic Standards and Risk Committee Minute Secretary

This policy has been developed to improve student success in their studies and ensure that the quality of student work is maintained. The key objectives of the policy are to provide improved management of student academic progress and improve student retention rates. The policy promotes the early identification of students who are not achieving acceptable academic performance to enable the provision of proactive assistance and to ensure such students are aware of the range of support services available to them at the College.

This document sets out the College’s commitment to identifying students at academic risk and the procedures to minimise or nullify the risk.

This policy applies across the College.

The College is committed to identifying students at academic risk, to verifying the circumstances contributing to the risk, and to providing support mechanisms to minimise or nullify the risk.

The College recognises the uniqueness of each student, and the consequent need for flexibility in determining interventions to assist students to achieve academically. In particular, the College notes the additional supports that may be required for students:

• For whom English is not their first language
• With reading and learning disabilities
• With personal issues or special circumstance resulting from significant recent life events or situations inhibiting their study
• Who are unable to satisfactorily complete tests related to professional qualifications and mandated by accrediting or government agencies

The College will proactively seek, through a variety of measures, to identify students at academic risk, to ensure that appropriate interventions are put in place at the earliest possible stage of a student’s learning experience. Such measures will include student, lecturer and administrative staff education, and proactive monitoring of student progress through the Academic Standards & Risk (ASR) committee activities.

Determining unsatisfactory course progress
The College shall monitor, record and assess the course progress for each student and for each unit of the course for which the student is enrolled.
The College defines potential indicators of academic risk and the responsibility for monitoring those indicators to include the following:

Academic in Charge monitors:

• failure to attend the first two scheduled classes for any unit of study
• failure to login to the Learning Management System within 7 days of the commencement of any unit of study
• failure to submit the first assessment task for any unit of study
• Any other indication of potential risks observed by the Academic-in-Charge at any point in the unit delivery shall be communicated to the Course Co-ordinator, who shall liaise with the Course Advisor.

Academic Administration or Academic Standards & Risk monitor:

• lodgement of more than one extension request in a semester of study
• failure in more than 50% of the units attempted in any semester of study
• failure in a compulsory/core unit on at least two occasions
• failure to lodge at least 50% of the assessment tasks due for lodgement at the date when the progress check is undertaken
• failure to satisfactorily complete a test or tests mandated by accrediting or government agencies at the time expected by the College
• failure to meet any previously written conditions, restrictions or limitations imposed upon the student by the Academic Standards and Risk committee
• Insufficient progress, regardless of actual grades received, such that the student is likely to exceed the maximum enrolment period for their course
• ASR shall monitor trends of observed risks to student progress in order to improve policy and procedures. Annual reports of such improvements shall be included in the Results reporting processes and the ASR Annual Report to the Academic Board.

Procedure for verifying course progress
The College shall apply the definitions for “academic risk” during the delivery of a unit of study and against the results achieved by each student at the end of each study period, to determine the progress being made by each student.

Interventions for students at risk of failing
In the event that academic progress of a student becomes an identified risk, the Course Advisor of the student shall contact the student as soon as is practically possible to discuss the student’s progress.
The Course Advisor in conjunction with the Dean of Studies shall:

• ask the student to explain the reasons for their unsatisfactory progress;
• offer assistance to the student to improve their academic performance; and
• if necessary, issue an official written warning to the student, that their study progress is a matter of concern and may result in the termination of the student’s enrolment if satisfactory improvement does not occur.

The Course Advisor or the Dean of Studies shall prepare a file note for the student’s file or a special arrangement, recording the relevant facts from the meeting and any interventions decided. To facilitate improvement in the academic progress of the student, the College shall:

• arrange any necessary pastoral care support to remedy the situation; or
• make arrangements for additional support or instruction to be provided by another suitable, qualified person; or
• investigate the issue(s) with a view to determining an intervention which will enable the student’s study progress to stabilise and return to a satisfactory level. Such interventions may include:-
  • putting a special arrangement in place to allow extra time for the student to complete the required work for the unit/s of study,
  • implementing a student support plan,
  • requiring the student to complete all outstanding work before enrolling in further units of study;
  • requiring the student to withdraw from one or more units of study in the current semester or undertake fewer units of study in future semesters of study;
  • requiring the student to change to a lower level of study. e.g. degree level to diploma level;
  • discontinuing the student’s studies with the College, subject to further review by the Dean of Studies should the student request permission to return to study.
• contact the student after the interventions have been implemented to ensure that they have been effective and have achieved the required result.

Notification to students who fail to make a required appointment
In the event that a student fails to meet satisfactory progress or satisfactory course progress requirements, and also fails to undertake the recommendations of their course advisor, the College shall advise the student in writing of any restrictions proposed with respect to future studies. The notification shall include:-

• the reason why course progress is unsatisfactory;
• any restrictions proposed with respect to future studies; and
• the student’s right to access the Complaints and Grievances procedures within 20 working days of receipt of the letter of notification.

Progress check conducted at end point of each study period
At the conclusion of each semester of study (higher education only), the Dean of Studies shall:-

• confirm that all marks have been entered into the Student Management System and have been calculated;
• prepare a report on the academic progress of students; and
• receive a report on the timeliness of government reporting, including of overseas students’ enrolment status; and
• arrange a meeting with the Academic Standards and Risk Committee to determine the outcome of:
  • Interventions Required
  • Adjustments to or removal of academic probation

Minimum point at which intervention strategies are implemented
The College’s intervention strategies shall be implemented for any student who is at risk of not meeting satisfactory course progress requirements. At a minimum, the intervention strategy shall be activated where the student has not participated in the unit of study prior to the census date or has failed or is deemed not yet competent in 50% or more of the units attempted in any study period or has not satisfactorily completed a test or tests mandated by accrediting or government agencies.

Reporting unsatisfactory course progress
If, after investigation of the student’s circumstances, the provision of pastoral care support, additional support(s) and any other interventions deemed necessary the student’s academic progress is still unsatisfactory, the College shall:

• advise the student, in writing, of the College’s intention to apply restriction to his or her study; and
• advise the student that they have 20 working days in which to access the College’s Complaints and Grievance process

In the event that the student has chosen not to access the complaints and grievances processes within the 20 working day period, withdraws from the appeals process, chooses not to access the external complaints and appeals process; or the internal and external complaints processes were completed and results in a decision supporting the College, the study restriction shall be confirmed.

Additional Requirements for Overseas Students 

In addition to the provisions outlined above, the following requirements apply specifically to overseas students, in line with obligations under the Education Services for Overseas Students (ESOS) Act 2000 and the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (the National Code):

An overseas student’s Confirmation of Enrolment (CoE) should not exceed the  expected duration of their course. [Standard 8.2 and 8.3, National Code 2018]
As such, any interventions implemented for overseas students which could affect their expected course completion date will be submitted to the Dean of Studies or Director of VET for review.
There will be no extensions to the duration of an overseas enrolment except in the following situations:

• there are compassionate or compelling circumstances for extending enrolment;

• an intervention strategy has been implemented or is in the process of being implemented to support the overseas student who is at risk of not meeting course progress requirements, or

• an approved deferral or suspension of the overseas student’s enrolment has occurred.

If an extension to enrolment is granted, the overseas student will be advised to contact immigration to seek advice on the implications of the extension on their visa (including the need to obtain a new visa.)

Notification to overseas students who are not meeting course progress requirements must include:

• a stated intention to report the overseas student’s unsatisfactory course progression
• reason why course progress was unsatisfactory (i.e. reason for the intention to report)
• student’s right to access the Complaints and Grievances procedures within 20 working days of receipt of the letter of notification.

Reporting a student’s unsatisfactory course completion in PRISMS will only be undertaken if:

• – the appeals process has been completed with a decision in favour of the registered provider;
  – the overseas student has chosen not to access the appeals process within the 20 working days period; or
  – the overseas student withdraws from the appeal process by notifying the College in writing.