DNA Kingston Training Attendance Policy and Procedure Purpose This policy relates to how DNA Kingston Training will systematically monitor international students compliance with the student visa condition applicable to attendance. Scope This policy applies to International Student Visa Holders enrolled within all vocational education and training programmes offered by DNA Kingston Training. General Policy DNA Kingston Training 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). 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, dental appointments and interviews should be made after college hours when they will not conflict with scheduled classes. 2014 DNA Kingston Training and Employment Pty Ltd Attendance Policy and Procedures Vol 60714A SL Page 1
Attendance Overview of Monitoring Process Lessons are clearly time tabled with commencement times, it is important that students attend classes on time and stay for the full duration of the learning day. A 100% attendance is expected by all Students. 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 when commencing and at orientation are reminded of the signed 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. 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 Manager of Studies along with the International Manager will use his/her professional judgements 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. 2014 DNA Kingston Training and Employment Pty Ltd Attendance Policy and Procedures Vol 60714A SL Page 2
A copy of the evidence will be retained in the student s file. 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 The Enrolling / Monitoring Procedure Staff member shall: Ensure that the all enrolled students are entered into the student class attendance record (Electronic and Hardcopy). Circulate the student class attendance records among teaching staff at the commencement of each course study day. Collect and ensure all completed student attendance records are reviewed to identify students who may be at risk of falling below 80% in the course contact hours attendance. Notify in writing, all students who have fallen below 90% in their course contact hours attendance to the International Manager identifying the accumulated percentage of current non attendance. Report in writing all students who are absent for 5 consecutive days to the Lecturing Staff concerned and International Manager.. Record all written reports to the International Manager on the students file. 2014 DNA Kingston Training and Employment Pty Ltd Attendance Policy and Procedures Vol 60714A SL Page 3
The International Manager: Respond to all written reports of students who have fallen below 90% in their course contact hours attendance or who are absent for 5 consecutive days, by contacting the relevant student to arrange a counselling interview. Counsel the student by: - verifying the students reasons for non attendance - remind the student of College attendance policies - inform the student that maintaining satisfactory attendance is a student visa requirement - warn the student that continued non attendance below 80% in course contact hours attendance will result in College Management reporting the student to DEEWR through the PRISMS system for a breech of DNA Kingston Training attendance policy. or - warn the student that continued non attendance to 70% and below will result in College Management reporting the student to DEEWR through the PRISMS system for a breech of College attendance policy (only where the student records clearly indicate that the student is maintaining satisfactory course progress). Send a non interview letter of warning where several attempts to contact the student have failed to make contact with the student. In meeting with a student to discuss their non attendance at DNA KINGSTON courses, the International Manager shall use their own professional judgement to assess each case of non attendance on its individual merits. Compassionate or compelling circumstances beyond the students control would typically include, but would not be limited to : - serious illness or injury, where a medical certificate states that the student was unable to attend classes; - bereavement of close family members such as parents or grandparents; - major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student s studies; or - a traumatic experience which could include: involvement in, or witnessing of a serious accident; and witnessing or being the victim of a serious crime and this has impacted on the student (these cases should be supported by police or psychologists reports or where the registered provider was unable to offer a pre-requisite unit. 2014 DNA Kingston Training and Employment Pty Ltd Attendance Policy and Procedures Vol 60714A SL Page 4
Following the Student Attendance Interview the International Manager shall: Provide appropriate DNA Kingston Training support services where compassionate or compelling circumstances for a students non attendance has been established. Follow up the students attendance interview with a non attendance warning letter clearly identifying the issues raised in the interview and the potential for the student to be reported to DEEWR through PRISMS if their attendance falls below 80% Record all documents associated with the students non attendance on the students file and provide an overview report to management. Record all documents associated with the students non attendance on the students file and provide a monthly report to DNA Kingston Training management of all attendance counselling activities. Where continued non attendance is identified in course contact hours attendance below 80% and compassionate or compelling circumstances cannot be established the International manager shall: Report the breech in attendance in writing, to DNA Kingston Management and CEO explaining the circumstances of the non attendance and the history of counselling activities provided to the student. Issue the student with an intention to report for attendance breach letter. Allow 20 working days for the student to access the DNA Kingston Training complaints and appeals process. Where the student chooses not to access the DNA Kingston Training complaints and appeals process or withdraws from the process, the International Manager shall: Report the student for not achieving satisfactory attendance to the Secretary of DEEWR through PRISMS. Maintain a copy of the (PRISMS) Section 20 notice on the student s file. Where a student has fallen below 80% in their course contact hours attendance percentages and above 70% attendance and their course progress has been satisfactory, the International Manager shall: Report the breech in attendance to DNA Kingston Management in writing, explaining the circumstances of the non attendance and the Course progress achieved. Provide a letter of warning that continued non attendance below 70% in their course contact hours attendance or unsatisfactory course progress, will result in them being reported for not achieving satisfactory attendance to the Secretary of DEEWR through PRISMS. Follow the above procedures for reporting an attendance breach to PRISMS where continued non attendance below 70% or unsatisfactory course progress is identified. 2014 DNA Kingston Training and Employment Pty Ltd Attendance Policy and Procedures Vol 60714A SL Page 5
CRICOS 02899B Provider No: 6811 Kingston Training and Employment Pty Ltd DNA Kingston Training Policies and Procedures Policy Title: Attendance Policy and Procedure Policy Number: Vol:6 0714 A SL Policy Date: January 2013 Policy Renewal: January 2014 Responsibility: International Manager 2014 DNA Kingston Training and Employment Pty Ltd Attendance Policy and Procedures Vol 60714A SL Page 6