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Student AdministrationCourse Progress for Overseas Students

Course Progress for Overseas Students

Policy Group(s): Group B: Academic – 1: Students (Ref: B1/0807.1-0320)
Policy Authority: Chief Executive Officer
Related Policy:
Assessment
Cancellation of Enrolment for Overseas Students
Enrolment
Grievance Policy and Procedures for Overseas Students
Leave of Absence for Overseas Students
Refund Policy for Overseas Students
Review of Academic Progress for Overseas Students
Time Limits for Course Completion
Commencement Date: July 2007
Review Date: April 2020
Scheduled Review Date: April 2025
Policy
Procedures
Further Information
Intent:

Christian Heritage College (CHC) desires to assist international students to successfully complete their course work and maintain satisfactory academic progress. In order to do this, it is necessary to monitor course progress at both the unit level and the course level.

This policy is intended to provide staff with clear guidelines for monitoring course progress.

Scope:

International students who undertake study at CHC under the provisions of a student visa.

Restricted to:       Nil

Excludes:              Domestic students

Objectives:

1.    To provide clear guidelines concerning the monitoring of course progress for international students and CHC staff.

2.    To ensure compliance with the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (the National Code).

Policy Provisions:

1. Definitions

1.1       CHC defines satisfactory course progress for international students as either:

1.1.1    achieving passing exit results in 50% or more of the units undertaken in any given semester; or

1.1.2    achieving a passing grade in any unit which has been failed in any previous semester.

1.2       CHC defines international students who are at risk of failing to maintain satisfactory course progress as:

1.2.1    those who fail two or more units within a semester or the same unit in subsequent semesters; or

1.2.2    those who fail or refuse to undertake the course sequence as negotiated with the Course Coordinator.

1.3       CHC defines international students as not maintaining satisfactory course progress if:

1.3.1    following an intervention strategy, the student fails two or more units in the subsequent semester or fails any of the same unit(s) as in the preceding semester; or

1.3.2    the student continues to fail or to refuse undertaking the course sequence as negotiated with the Course Coordinator.

2.   General

2.1       International students must maintain satisfactory course progress as a condition of their student visa.

2.2       CHC is required to monitor the course progress of international students. This occurs at the unit and course levels, continuously throughout the semester and at the conclusion of each semester.

2.3       Course progress at the unit level is monitored and reported by the unit lecturer as indicated by the degree to which the learning outcomes of the unit are met. A student is deemed to be making satisfactory progress at unit-level if they achieve a passing exit result for the unit.

2.4       Course progress at the course level is monitored and reported by the Course Coordinator. There are three functions in this process:

2.4.1    ongoing monitoring of the progress of international students across all units undertaken in a semester;

2.4.2    assessing the overall progress of international students in each semester based upon students’ academic profiles. This occurs following the Examiners’ Meeting at the end of each semester. The outcome of this assessment may be one of the following:

2.4.2.1   the student is deemed to be maintaining satisfactory course progress;

2.4.2.2   the student is identified as being at risk of failing to maintain satisfactory course progress; or

2.4.2.3   the student is deemed to be not maintaining satisfactory course progress.

2.4.3    assessing the impact of international students’ course progress upon their course completion date and reporting in a timely manner to the Academic Registrar.

2.5       If an international student is deemed to be maintaining satisfactory course progress, no further action is taken.

2.6       If an international student is identified as being at risk of failing to maintain satisfactory course progress, the student is required to engage in an intervention strategy (see CHC Policy: Review of Academic Progress for Overseas Students).

2.7       If an international student is deemed to be not maintaining satisfactory course progress, CHC will issue a Notice of Intention to Report.

3.   Communication

3.1      During the semester, at the unit level, lecturers will communicate with international students regarding their meeting of the learning outcomes associated with assessment tasks within their units.

3.2       Within one week of the Examiners’ Meeting, the Course Coordinator will communicate with the Academic Registrar where issues of course progress arise which may impact upon international students’ expected course completion dates.

3.3       The Course Coordinator will negotiate a new course sequence and course completion date with the international student.

3.4       The Course Coordinator will communicate the new course completion date to the Academic Registrar, who will issue a new Confirmation of Enrolment (CoE) certificate to the student.

1.   Unit-Level Monitoring and Reporting

1.1       International students’ academic progress at the unit level will be monitored by the lecturers in whose units the students are enrolled.

1.2       If, in the opinion of a unit lecturer, an international student has not met the learning outcomes associated with an assessment task, the unit lecturer will provide the student with written feedback concerning those aspects of the assessment task which are identified as lacking. This feedback will be given in a timely manner such that it is able to be acted upon by the student prior to the submission of subsequent assessment tasks in that unit.

1.3       Unit lecturers may be required to provide reports of international students’ academic progress throughout the semester to the relevant school Boards of Studies or Course Coordinators and/or to the Examiners’ Meeting at the end of each semester.

2.   Course-Level Monitoring/Assessment

2.1       International students’ enrolment load will be monitored by the Course Coordinator.

2.2       At the beginning of each compulsory study period, Course Coordinators will assess international students’ course progress by comparing their intended unit enrolments with the normal enrolment load for the course or, where appropriate, the agreed individual course sequence. The assessment will take into consideration:

2.2.1    the number of units enrolled to ensure course completion within the expected duration of study; and

2.2.2    the mode of study for each unit enrolment to ensure that no more than one-third of the total course is undertaken by the external/online mode and that a minimum enrolment of at least one unit is undertaken in the internal mode in each compulsory study period.

2.3       Any anomalies between an international student’s agreed course sequence and the enrolment in the specific semester will trigger a meeting with the student.

Monitoring throughout the semester

2.4       International students’ academic progress at the course-level will be monitored by the Course Coordinator.

2.5       Each School will develop protocols for the monitoring of international students across the units in which they are enrolled in any given semester.

Assessing at the end of the semester

2.6       The Course Coordinator will assess international students’ academic progress at the course-level following the Examiners’ Meeting at the end of each semester. The possible outcomes of this assessment are outlined in Policy Provision 2.4.2.

2.7       The Course Coordinator will examine each international student’s course sequence and make any necessary adjustments to it based upon students’ achievement in each unit undertaken in that semester. The Course Coordinator will forward the adjusted course sequence to the Academic Registrar.

2.8       The Academic Registrar will compare the course completion date with the course completion date which appears on the student’s most recent CoE.

2.9       Where the course completion date of an international student’s adjusted course sequence differs from the course completion date that appears on the international student’s most recent CoE, the Academic Registrar will, in light of visa requirements, approve the adjusted course sequence or negotiate further adjustments as appropriate.

2.10     The Course Coordinator will provide the student with a revised course sequence which they will sign to indicate their agreement.

2.11     The Academic Registrar will access PRISMS to create a new CoE for the international student which reflects the revised course completion date. The student’s adjusted course sequence and new CoE will be placed on the student’s file, and copies sent to the student.

2.12     By the commencement of the subsequent semester the Course Coordinator will provide a written report to the Academic Registrar regarding the progress of all international students in courses which they coordinate. The report will consist of the following categories:

2.12.1    international students who have maintained satisfactory course progress by passing every unit undertaken in the semester;

2.12.2    international students who have maintained satisfactory course progress but have not achieved a passing grade in one unit. This may or may not result in an amended course sequence and/or amendment to their course completion date;

2.12.3    international students who have been identified as being at risk of failing to maintain satisfactory course progress; and

2.12.4    international students who have not maintained satisfactory course progress.

Early Exit

2.13     An international student may choose to take an early exit from a course of study. In such a case the Academic Registrar will report this to the Department Education via PRISMS upon the completion of the relevant conferral process.

3.   Communication

3.1       Unit lecturers will communicate with international students regarding their meeting of the learning outcomes associated with assessment tasks. This feedback will be given in a timely manner such that it is able to be acted upon by the student prior to the submission of subsequent assessment tasks in that unit.

3.2       Where issues of course progress impact an international student’s expected course completion date, the Course Coordinator will communicate directly with the student and will provide the student with a revised course sequence. The Course Coordinator will provide the revised course sequence to the Academic Registrar.

3.3       Where a revised course sequence requires a revised course completion date, the Academic Registrar will access PRISMS to create a new CoE for the international student which reflects the revised course completion date, and provide a copy of the CoE to the student.

3.5       Where an international student is assessed as being at risk of failing to maintain satisfactory course progress, the Course Coordinator will communicate with the student.

3.6       If an international student is assessed as failing to maintain satisfactory course progress, the Course Coordinator will report this to the Academic Registrar who will commence the process of cancellation of enrolment and will issue a Notice of Intent to Report.  The notice must state that the international student has 20 working days in which to access CHC Policy: Grievance Procedures for Overseas Students.

4.   Cancellation of Enrolment Arrangements

4.1       In the case of an international student failing to maintain satisfactory course progress, CHC will notify the student in writing of its intention to cancel their enrolment through the Notice of Intent to Report.

4.2      Upon receipt of this notification, the international student has 20 working days in which to access CHC Policy: Grievance Procedures for Overseas Students.

4.3       If an international student accesses CHC Policy: Grievance Procedures for Overseas Students, the student’s enrolment status remains active.

4.4       CHC will not report any cancellation of enrolment to the Department within these 20 working days or until the internal review process is completed should the international student choose to access it.

4.5       Should the international student choose to access an external review as provided for within CHC Policy: Grievance Procedures for Overseas Student, CHC may not report the cancellation to the Department prior to the completion of the external review process.

4.6       An international student who has been notified of CHC’s intention to cancel their enrolment may or may not be offered learning opportunities throughout the 20 working days or any subsequent period of appeal.

4.7       Should either an internal or external review process find in the favour of the international student, CHC will not report the cancellation to the Department.

4.8       After all complaints and appeals processes are finalised and an international student is deemed to have failed to maintain satisfactory course progress, CHC must report this to the Department.

4.9       If CHC notifies the Department that an international student’s enrolment has been cancelled for failing to maintain satisfactory course progress, the student must return to their home country unless special circumstances exist. While CHC determines the enrolment status of the student, the Department of Home Affairs will determine if the international student may remain in Australia or must return home.

Relevant Commonwealth/ State Legislation ESOS Act 2000

ESOS Regulations 2001

National Code 2018

Education (Overseas Students) Act 1996

Education (Overseas Students) Regulation 1998

ACCOUNTABILITIES
Implementation: Academic Registrar; Course Coordinators
Compliance: Academic Registrar
Monitoring and Evaluation: Academic Registrar
Development and Review: Director of Quality and Standards
Approval Authority: Chief Executive Officer
Interpretation and Advice: Academic Registrar
WHO SHOULD KNOW THIS POLICY?
International students

Deans

Academic Registrar

Course Coordinators

Academic Staff

DEFINITIONS AND ACRONYMS
CHC

Christian Heritage College

CoE

Confirmation of Enrolment (accessed through PRISMS)

The Department

The Department of Education, Skills and Employment

PRISMS

Provider Registration and International Student Management System

 

 

 

 

 

APPROVAL – section maintained by the Director of Quality and Standards
Reference No. Approved Date Committee/Board Resolution No./ Minute Ref.
B1/0807.1 Yes 09/08/2007 Academic Board 4.4
REVISION HISTORY – section maintained by the Director of Quality and Standards
Revision Reference No. Approved/Rescinded Date Committee/Board Resolution No./ Minute Ref.
0415 Approved 28/04/2015 CHC CEO N/A
0320 Reviewed 31/03/2020 Chief Executive Officer N/A
ADDITIONAL CHANGES – Section maintained by the Director of Quality and Standards
Nature of change Change of title
Former title Course Progress for Overseas Students
Revised title Course Progress for International Students
Approved 31/03/2020