Our Policies and Procedures
- Completion within expected duration
- All courses for international students are CRICOS registered and expected duration of study is as recorded on the CRICOS register.
- International students must complete their studies within the expected duration specified on their Confirmation of Enrolment.
- In order for students to complete their studies within the expected duration specified on their Confirmation of Enrolments, students must meet course progress and attendance requirements as specified in the definitions in this policy. Where requirements are not met, AAON course progress and attendance monitoring procedures will be followed.
- Extensions to a Confirmation of Enrolment are only allowed in the case of compassionate or compelling circumstances or where a student is complying with an intervention strategy implemented for students identified at risk of not making satisfactory progress or meeting attendance requirements or an approved deferral or suspension of studies has been granted in accordance with AAON’s Deferral, Suspension and Cancellation Policy and Procedures. Students who do not meet course progress or attendance requirements are at risk of having their visas cancelled.
- When the student can only account for the variation/s by extending his or her expected duration of the study, this will be reported to the DET via PRISMS.
- All variations in the student’s study load, including the reasons for the variation will be recorded on the student’s file.
- Online or distance learning enrolment
- At no time during a compulsory study period may a student study more than 25% online or by distance.
- In the last compulsory study period of a course, students may not complete the last unit of study of their course online or by distance and remain in Australia. However, if the course is available online or by distance and the student only has one unit to complete in a compulsory study period, they may request AAON to cancel their CoE (thus no longer requiring a visa) and return to their home country.
- If a student elects to study during a non – compulsory study period, they can study entirely online or by distance as long as this does not result in the student studying more than 25% of their total study load via online or distance learning.
- A student’s participation in the online study will be monitored.
- Reporting students
- here a student has demonstrated unsatisfactory course progress in two consecutive study periods and/or has failed to meet attendance requirements despite interventions implemented, AAON will be required to report the student to DET via PRISMS and the student will receive a written notice informing them of the intention to report for non-satisfactory course progress and/or attendance.
- Students have the rights to appeal against this decision as explained through AAON Complaints and Appeals Policy and Procedure
- If the student chooses to access this process, the student will not be reported until this process is complete.
- An appeal will only be considered if AAON has not recorded or calculated the student’s marks attendance correctly, has not provided appropriate support, has not implemented other policies such as assessment and feedback which could impact on the student’s results or there are compassionate or compelling reasons (see definitions) which have contributed to the unsatisfactory progress and/or attendance.
- All records will be kept on the student’s file including warning letters and the notice of intention to report.
a) Meet with the student to discuss intervention strategies
- Where a student’s course progress is unsatisfactory as defined above, send a First Warning Letter of Unsatisfactory Course
- Progress and invite the student to attend a meeting to develop an intervention strategy.
- Discuss the reasons for the unsatisfactory course progress with the student and agree on appropriate intervention with the student.
- Inform students of the implications of amending their CoE, if applicable.
- Record outcomes of the meeting in the Intervention Meetings and Strategy Form.
- Ensure form is signed by the student to state that they agree to the intervention strategy.
- Implement intervention strategy as soon as possible and within five (5) working days of the meeting.
- The student will be reminded that if they continue not to meet course progress requirements, they will be reported to DET via PRISMS and that this will affect their visa.
- To issue a new CoE to extend the duration of the student’s study, the administrator finds the CoE concerned and selects the SCV report option, including reasons for granting the extension.
- Place all documentation on the student’s file
b) Monitor student’s progress
- Monitor student’s progress through a weekly meeting with relevant trainers/assessors to discuss the intervention approach to adjust as required
- Review and update the intervention strategy as required.
- Discuss revisions with the student.
- Implement any revised interventional strategy immediately.
- Record outcomes of each meeting in the Intervention Meetings and Strategy Form
c) Send Second Warning Letter to student
- Where the student continues to fail to demonstrate satisfactory course progress, send Second Warning Letter of Unsatisfactory Course Progress to the student inviting them to a meeting.
- At the meeting, discuss the reasons for continuing unsatisfactory course progress and advise the student that if they continue to demonstrate unsatisfactory course progress, they will receive a Final Warning Letter/Notice of Intention to Report for Unsatisfactory Course Progress
d) Inform student of intention to report following continuing unsatisfactory course progress
- Review students’ course progress within five (5) days of the completion of the study period and where the student has failed 50% of more the units in their course for two consecutive study periods and despite interventions implemented, the student will be informed of the intention to report them via PRISMS.
- Send letter to the student notifying them of the intention to report. The Final Warning Letter/Notice of Intention to Report for Unsatisfactory Course Progress will be sent by post to the student as an attachment to an email.
- Inform student in the same letter of their right to access AAON’s Complaints and Appeals process and that they have 20 working days in which to do this from the date specified on the letter.
- Students who choose to access this process will not be reported if they appeal within 20 working days indicating AAON’s intention to notify. Students must continue to attend classes during the appeals process as specified in AAON’s Complaints and Appeals Policy and Procedure
e) Following the Notification of Intention to Report
- If the student does not appeal against the decision to report them or if their appeal is unsuccessful, or if they withdraw from the process, report the student via PRISMS for breach of attendance requirements with seven (7) working days
- DET has a discretionary framework in place to enable the department to consider individual circumstances, such as where a student may be struggling with particular unit choices and could benefit from a change of course or education provider.
- Await advice from the DET as to whether the student’s visa has been cancelled and take the relevant action depending on whether the visa is cancelled or not.
a) Send a First Warning Letter
- For students whose attendance falls below 85% (but is still above 80%), or who miss five consecutive days of class without approval (e.g. a medical certificate or approved temporary suspension of studies), send the First Warning Letter for Unsatisfactory Course Progress advising them that they are in danger of breaching their student visa conditions in relation to attendance.
- Send the First Warning Letter for Unsatisfactory Course Progress by post to the student’s address and electronically as an attachment to an email
- Include in the letter a request to attend an informal interview with the Head of School to remind the student of their attendance requirements and to discuss the reasons for falling attendance.
- At the informal interview, offer students access to the appropriate support (as per the interventions listed in the Course Progress and Attendance Monitoring Policy) to assist them to meet attendance requirements
b) Send a Second Warning Letter
- If the First Warning Letter for Unsatisfactory Course Progress does not result in the student meeting attendance requirements and the student’s attendance stays the same or falls, send students Second Warning Letter for Unsatisfactory Course Progress
c) Send a Final Warning including intention to notify DET via PRISMS
- If a review of a student’s attendance record show that even if the student attends classes every day for the rest of the terms, their attendance will not meet the 80% requirement.
- Inform student in a Final Warning Letter for Unsatisfactory Course Progress of AAON’s intention to notify DET via PRISMS. Notify student that they must continue to meet attendance requirements despite issuance of the Final Warning Letter / Notice of Intention to Report for Unsatisfactory Course Progress.
- Do not report students where the student’s attendance is above 70% and the student has satisfactory course progress as defined in the Course Progress & Attendance Monitoring Policy or if the student provides the necessary documentation to show that their attendance was affected by compassionate or compelling circumstances. In some instances the student’s studies maybe temporarily suspended as per AAON’s Deferral, Suspension and Cancellation Policy and Procedure
- Advise the student of the process for appealing against this decision via AAON’s Complaints and Appeals process and that they have 20 working days to decide if they wish to appeal the decisions.
- Students who choose to access this process will not be reported if they appeal within 20 working days of the Final Warning Letter indicating AAON’s intention to notify. Students may continue to attend classes during the appeals process as specified in AAON’s Complaints and Appeals Policy and Procedure.
d) Following the Final Warning Letter
- If the student does not appeal against the decision to report them or if their appeal is unsuccessful, report the student via PRISMS by the Administrator for breach of attendance requirements.