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Maintaining Attendance and Course Progress Policy

This policy is designed to ensure that students and Educare College staff understand the requirements of monitoring attendance and the ramifications when overseas students do not meet the attendance requirements.




1. The purpose of this document is to detail to the students and Educare College staff how attendance is monitored and what steps are taken when attendance has been unsatisfactory.

2. This policy is designed to ensure that students and Educare College staff understand the requirements of monitoring attendance and the ramifications when overseas students do not meet the attendance requirements.

3. Under Standard 8.6 of Part D of the National Code 2018, registered providers must record the attendance of each student for the scheduled 20 face-to-face course contact hours of each ELICOS course in which the student is enrolled. Under Standard 8.13, providers must report students who fail to meet ELICOS attendance requirements.

4. Under section 19.1 (c) of the ESOS Act 2000, Educare College is required to report students who do not commence their course as expected to the Department of Immigration and Border Protection (DHA) within 31 days.

5. All overseas students at Educare College need to be monitored to ensure that they commence their course when expected.

Requirements for achieving satisfactory attendance

1. The ESOS Legislative framework requires international students to study a full-time study load which is specified as a minimum of 20 hours per week of face to face teaching.The only reason a student may undertake a reduced study load is if they need to undertake a part-time enrolment to complete a course of study where they need to repeat one or more failed units for the first time. International students are not entitled to undertake a reduced study load because of credit transfer, exemptions or to repeat failed units more than once.

2. Educare College recommends that all students attend 80% of classes, and scheduled work placement, to have the best opportunity to successfully complete the program of study within the expected duration of the program. Educare College willmonitor students’ attendance.

3. If a student is absent due to illness, they should provide a Doctor’s certificate (from a registered medical practitioner with a provider number). A receipt is not sufficient. The medical certificate should be given to administration or your trainer on the first day of joining the class after the illness.

4. Students must be aware that if the class attendance falls below 80% of the scheduled contact hours, or there is an absence from class of more than five (5) consecutive days without prior approval, Educare College is required to review the student’s course involvement, and provide counselling, implement an intervention strategy and, if necessary, report the student to the Secretary of the Department of Education and Training through PRISMS.

5. If the student’s attendance falls below the 80% minimum attendance requirement and the student also has an unsatisfactory course progress, Educare College will implement an intervention strategy to ensure course progress is able to be maintained.

6. A warning letter will be served to students to notify them of the breach of the conditions of the student visa.Failure to improve on attendance and in course progression for two consecutive terms will be a ground for cancelling the enrolment of students.

Deferment/Suspension of Study

1. Students may only defer course commencement for medical reasons (illness), or exceptional circumstances beyond the students’ control, such as bereavement. Students need to support their application for deferment with evidence such as medical certificates. Weddings, pregnancy, festivals or family occasions are not acceptable. Students must specify the duration and reason for the deferral and should understand that visa cancellation may be initiated by DIBP if the deferral is for more than one semester.

2. In turn, Educare College will only defer or suspend a student enrolment on the grounds of compassionate or compelling circumstances and may suspend or cancel a student’s enrolment for misbehaviour by the student (See Student Code of Behaviour, p. 13) or causing problems for other students, staff, the College’s reputation and its relationship with other organisations or for breaking laws.

3. Educare College will also systematically monitor and assess the course progress of international students primarily to identify and offer support to students who are at risk of failing to meet course progress requirements.

4. As a registered provider, Educare College will monitor, record and assess the course progress of each student for each unit and will report students who fail to meet the course progress requirements.

5. To achieve satisfactory course progress, students must be competent in at least 50% of the units they are enrolled in any term period. Students who have been assessed as not competent may be re-assessed in accordance with Educare College’s assessment policy. However, if the student is not competent after being reassessed, then the student will be considered not competent for the unit of competence.Students who have been deemed not competent in 50 per cent or more of the units during each study period are identified as students ‘at risk’.

Early Intervention

1. Educare College adopts an early intervention approach to course progress. Trainers/assessors monitor each student’s performance in each unit of competency in which they are enrolled. If a student appears to be experiencing difficulty, the trainer/assessor will notify the Student Management Officer. The student will be asked to attend a meeting with the Student

2. Management Officer and the trainer where the student’s progress and any difficulties are discussed, and the appropriate support and assistance is provided.

Intervention Strategy where a student is identified as not meeting course progress requirements

Where students are at risk of failing to meet course progress requirements, Educare College will implement an Intervention Strategy to provide the student with academic support and assistance.

1. An Intervention Strategyis an individual plan developed by the Student Management Officer and the trainer/assessor in consultation with the student. The primary purpose of an Intervention Strategy is to provide specific assistance and/or advice to address the issues preventing the

2. student from achieving competency. The Intervention Strategy must be agreed to and signed by the Student Management Officer, the trainer and the Student, and a copy placed in the student’s file.

Examples of intervention measures may include the following:

  • Arranging extra learning support or tutorials;
  • Arranging counselling for assistance with personal issues;
  • Providing advice regarding study habits (i.e. maintaining required class attendance);
  • Providing opportunities for students to be reassessed or to repeat subjects;
  • Arranging to vary or reduce the enrolment load for the semester;
  • Providing advice regarding course suitability

3. Students who have been identified as being “at risk”at the end of each term will be sent a Course Progress Letter requiring them to attend a course counselling interview with the Student Management Officer within three (3) working days. The student’s ‘at risk’ status will be discussed and an appropriate intervention (and support) strategy will be developed and formalised to enable the student to complete their studies.

4. The student will receive a copy of the program that is developed to achieve the required course progress with next review date on it.

5. The trainer/assessor will also receive a copy of the program and will be required to submit a weekly academic involvement report outlining the student’s progress.

6. The intervention strategy will be implemented until the end of the next term. It is the student’s responsibility to ensure that they follow the intervention program that has been decided upon and to maintain contact with the trainer/assessor and/or the Student Management Officer.

7. If following the implementation of an intervention strategy, a student demonstrates competency through supplementary assessment for units which he/she had not successfully completed in the previous term, and as a result he/she achieves competency in 50% or more of the units attempted in that previous study period, the Student Management Officer will review the student’s academic history, and may cancel the intervention strategy, amend it or continue it unchanged to the end of the term.

8. The academic progress of each student with an intervention strategy will continue to be monitored for the remainder of the second study period and the student’s results will be reviewed at the end. If satisfactory academic progress of 50% or more is achieved during that second term, the student will no longer be regarded as being ‘at risk’ and the intervention contract will no longer be in place.

Unsatisfactory course progress

  1. Students who do not achieve satisfactory course progress in two (2) consecutive terms will receive written notification of Educare College’s intentionto report their unsatisfactory progress to DESBT via the PRISMS system in accordance with Section 19.2 of the ESOS Act.
  2. The Department of Home Affairs (DOHA) will be automatically alerted, which may result in the cancellation of the student’s visa.
  3. Students will be advised how to access the Complaints and Appeals process. Students will have 20 working days in which to lodge an appeal against this intention.
  4. After the appeals process is finalised, if the student is still considered to have failed to meet satisfactory course progress, Educare College will report the student to DET via PRISMS within 5 working days, and the student will receive a Section 20 Notice. The student must present to DIBP within 28 days to explain the breach, or their student visa may be cancelled.
  5. Copies of the letters, intervention support program and all other relevant documents will be placed in the students file and a Diary note be recorded using the Student Management Database.
  6. One of the best ways for students to maintain acceptable course progress is to maintain attendance at classes.






National Code Standard 8


ESOS Act 2000 section 19.1 ( c )