To establish responsibilities to ensure the progress of all VET students is assessed in a systematic manner, according to the requirements of the course and regulatory context.
These procedures apply to the VET Co-ordinator, the Registrar, the Enrolments Officer and relevant Trainers and Assessors.
Responsibilities of the Trainer/Assessor for a unit of competency
- Monitor the progress of each student at least fortnightly.
- Contact students who have been absent for two weeks.
- Monitor student assessments and immediately follow any up not submitting by the due date.
- Advise VET Course Coordinator if a student has been absent for three weeks or appears to be disengaging from study.
- Provide support, feedback and opportunities for resubmission of assessments if a student had failed any assessment tasks, before the final results are published.
- Advise the Registrar within three weeks of when all assessment requirements of a unit of competency have been completed by a student.
- If the final result of any unit of competency is not yet competent at the end of the study term, refer the matter to the VET Course Coordinator for further interventions.
Responsibilities of the VET Co-ordinator
- When advised by the trainer that a student has not engaged for four weeks, contact the student and review their enrolment or training plan.
- Where necessary amend an individual’s training plan and facilitate the return of a signed copy by the student.
- Forward a copy of revised individual training plan to the Enrolments Officer.
- Where appropriate discuss the possibility of course withdrawal with a student and advise where they may complete a course withdrawal form.
Responsibilities of the Registrar
- Within seven (7) days of receiving notification from the VET Trainer issue Statements of Attainment for students who have successfully completed units of competency.
- Within 30 days of receiving notification of results from the VET Coordinator, a student is issued with either a Statement of Attainment if they have notified the college that the will not be continuing on with their course, or a Testamur and Record of Results to students that have completed their course in full.
- On completion of each Statement of Attainment send an e-mail to the student asking for confirmation of their residential address.
- Work with the Accounts department, and VET administration (for extended due dates) to ensure that any claims for funding accurately reflects the progress of each individual student during their course of study.
Responsibilities of the Enrolments Officer
- Upon receiving a revised individual training plan amend the student’s enrolment to reflect the changes in the plan.
- Send an e-mail to the student confirming any enrolment changes.
A student is deemed not to have made satisfactory course progress when the student failed more than 50% of the units of competency in a study term and have not actively engaged in the prescribed intervention strategies. The Confirmation of Enrolment (COE) of the overseas student may be extended to enable the student to complete their course if there are compassionate and compelling circumstances and upon successful appeal from the student after being advised of their unsatisfactory course progress. (Standard 8 of the National Code 2018 https://internationaleducation.gov.au/Regulatory-Information/Pages/National-Code-2018-Factsheets-.aspx)
Responsibilities of the VET Course Coordinator
- If a student was not yet competent in a unit of competency at the end of the study term, the matter is then referred to the VET Course Coordinator for intervention.
- The VET Course Coordinator will arrange to meet with the student, to discuss their study progress prior to the commencement of the following study term, to identify and develop an intervention strategy which will enable the student to complete the unit of competency within the COE duration.
- If the student fails to attend the meeting with the VET Course Coordinator, the VET Course Coordinator will notify the Registrar of the student’s failure to attend the intervention meeting.
- If the student attends the meeting with the VET Course Coordinator, they will discuss and agree on a range of academic intervention strategies appropriate for the particular circumstances of the student, including re-assessments or repeating the unit of competency in the following study term. The agreed intervention strategies will be documented and signed by both the student and the VET Course Coordinator.
- If the student fails to implement the agreed intervention strategies and fails the unit of competency in the subsequent study term, the VET Course Coordinator will notify the Registrar of the student’s academic progress and failure to implement the agreed intervention strategies.
Responsibilities of the Registrar
- If the student fails to attend the meeting with the VET Course Coordinator or fails to implement the agreed intervention strategies, the student will be sent an Intention to Report letter, informing the student of the consequences of not meeting satisfactory course progress and their right to appeal
- If the student is not yet competent in more than 50% of the units of competency of a course at the end of a study term, the student is at risk of not meeting satisfactory course progress. The student will be sent an Intention to Report letter, informing the student of the consequences of not meeting satisfactory course progress and their right to appeal.
- If the student successfully appeals against the Intention to Report notification, a new set of academic interventions will be developed between the VET Course Coordinator and the student, and the student’s COE may be extended, to enable the student to complete the course.
- If the student fails to appeal against the Intention to Report notification, the student will be reported to the Department of Education, Skills and Employment (via PRISMS) and the COE will be cancelled. The student will be notified of the cancellation and the likely impact of the cancellation on the student’s visa conditions.
- The student’s right to appeal against the Intention to Report notifications will be according to the College’s Complaints and Grievances policy and procedure.