Document Sample
					                              EMBASSY CES ATTENDANCE POLICY
Standard 11 of the National Code of Practice requires all providers to have and implement
appropriate documented policies and procedures for monitoring student attendance.
Where a student has been assessed as not achieving satisfactory attendance, the provider must notify
the student of its intention to report the student.

Attendance calculations
Overall        For the purposes of this policy document, Embassy CES calculates students’
attendance     attendance as a percentage of the period of their CoE. This is referred to in the
               policy as ‘overall attendance’.

Current        Where a centre has decided to use its own discretion in issuing verbal warning/s
attendance     and/or warning letters which are additional to the requirements of this policy (as
               per section 8), those additional warnings may be calculated as a percentage of a
               student’s attendance to date. The outcome of this calculation will be referred to as
               ‘current attendance’ and must be specified as such in any communications with

1.   Student advice
     1.1     At the time of enrolment, students are advised of this requirement as part of their
             written agreement with Embassy CES Language Centre. They are also advised of the
             consequences of poor attendance. At the time of enrolment, students are asked to
             sign an agreement which includes an undertaking to maintain at least 80% overall

     1.2     Information on attendance is included in the Student Handbook. It includes:
             -    The 80% minimum overall attendance requirement
             -    Satisfactory overall attendance defined as being more than 80%
             -    The consequences of not maintaining satisfactory attendance
             -    The requirement to notify Embassy CES if sick
             -    The information that a student may be marked absent if more than 15 minutes
                  late to a class

     1.3     Students are advised again verbally during Orientation, by their teacher on the first
             day of classes, and in the 5 weekly interviews (where necessary).

2.   The consequences of poor attendance
     The minimum action required by Embassy CES with respect to attendance reporting is one
     (1) warning letter followed by one (1) letter notifying the student of this college’s intention
     to report.

     2.1     Warning letter 1
             If overall attendance falls below 90%, students will receive a written warning. For
             students under 18, the guardian will also receive a copy of the notification and be
             informed by phone.

     2.2     Letter of Intent to Report
             If overall attendance falls below 80%, students will be sent a Letter of Intent to
             Report to the Department of Immigration and Citizenship (DIAC). For students under
             18 years of age, parents and/or guardian are informed by phone.

     Students have 20 working days (+3 days after the nominal date of receipt of the
     notification letter) to request a Case Review through the Student grievance, complaints
     and appeals policy. Attendance will continue to be monitored during this period.

3   Reporting of International Students
    If an international student who has not met the mandatory attendance condition, accesses
    the Embassy CES Complaints and Appeals Process within the required 20 working days
    (from nominal date of receipt of letter + 3 days), and the process results in a decision that
    supports the College, the College must report to the Department of Immigration and
    Citizenship (DIAC).) as soon as possible that the student is not achieving satisfactory
    Where an international student who has not met the mandatory attendance condition
    chooses not to access the Complaints and Appeals Process within the required time (20
    working days from nominal date of receipt of letter + 3 days), the College must report to
    DIAC as soon as possible that the student is not achieving satisfactory attendance.

    DIAC may cancel a student’s visa based on the College’s dissatisfaction with a student’s
    attendance. DIAC does not assess whether a breach has occurred. This is done by the
    College. However, DIAC does retain the ability to consider exceptional circumstances as to
    why the visa should not be cancelled and to refer the matter back to the College if it has
    not given the student access to an appropriate appeals process or considered compelling
    and compassionate circumstances, where relevant.

4   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. Where this occurs, special consideration will
    be given if the circumstances are compassionate or compelling, and sufficient valid
    evidence is provided by the student to justify this consideration. In such cases, the College
    may agree to continue the enrolment of a student whose overall attendance has fallen
    below 80 percent if:

    i)       the student was previously maintaining satisfactory course progress; and
    ii)      the student was previously maintaining satisfactory attendance; and
    iii)     the student attended at least 70 percent of the scheduled course contact hours.

    4.1       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 the College to record in diary notes and in the student’s file, and then retained
    by the student. A medical certificate does not cancel an absence; it only provides an

    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.

5   Compassionate or Compelling Circumstances
    Compassionate or compelling circumstances are generally those beyond the control of the
    student and which have an impact upon the student’s course progress or wellbeing. In
    relation to attendance, these could include, but are not limited to:
    i)     serious illness or injury, where a medical certificate states that the student was
           unable to attend classes;

    ii)      bereavement of a close family member such as a parent or grandparent (where
             possible a death certificate should be provided);

    iii)     major political upheaval or natural disaster in the student’s region of origin requiring
             emergency travel and this has impacted on the student’s studies; or

    iv)      a traumatic experience which could include:

             •      involvement in, or witnessing of a serious accident, or

             •   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).

    Please note that the above are only some examples of what may be considered
    compassionate or compelling circumstances. The Campus Director of Studies will use
    his/her professional judgement to assess each case on its individual merits.
    When determining whether compassionate or compelling circumstances exist, the Campus
    Director of Studies will consider documentary evidence provided to support the claim, and
    will keep copies of these documents in the student’s file.

    5.1 Appeals against a second Notice of Intention to Report
    (i)          A student will receive a second notice of intention to report to DIAC when his/her
                 overall attendance has fallen below 70%. In this situation, the student may only
                 appeal against the intention to report on the basis of:

                 a. lack of clarity in the attendance policy, or
                 b. a miscalculation of his/her attendance

                 Compassionate and compelling circumstances will not be accepted in this case.

    (ii)         Where a student receives a second Notice of Intention to Report [for subsequent
                 poor attendance] and his/her case review is unsuccessful, he/she has 10 working
                 days to make an external appeal.
                 The student must inform the College of his/her intention to take advantage of
                 his/her right to an external appeal within 10 days. If not, the student will be
                 reported to DIAC.

6   Appeal via External Review - ACPET

    In the event of the complainant remaining dissatisfied with the result or conduct of the
    College’s internal procedures for handling of the complaint, the complainant has the right to
    access an external appeals process at minimal cost to him/her.
    The College recommends the ACPET External Students Appeals Service as the external body
    to which a complainant may refer an unresolved complaint. The independent external
    review will be conducted in accordance with their policies and procedures

    Complainants must lodge appeals via email and will be required to complete the External
    Appeals Form which includes payment details. The form is available from the website:

    or from the College.

    This completed form and relevant documentation is to be emailed to:

    Complainants should not phone or go into an ACPET office under any circumstance. ACPET
    is only the administrative centre; the case review will be conducted elsewhere by an
    independent panel of appropriately qualified legal practitioners.

7.        Appeals against cancellation of enrolment

        The College will not report the student until the external case review process is complete,
        and findings have supported the College’s decision.

8      Centre Discretion – monitoring in addition to this policy
        Each Embassy CES centre is able to develop its own centre-specific monitoring procedure to
        be used as a practical guide for administrative staff and teachers. This procedure should be
        based wholly on this Attendance Policy and the National Code.

        Within this document, each centre may use its own discretion in issuing verbal warning/s
        and/or warning letters to students which are additional to the requirements of this policy as
        stated in section 1.

        These additional actions should be clearly stated in the centre’s procedural document.

        This in-house documentation should be stored electronically:
        -    by the individual centre, and
        -    on the portal, labelled: Campus specific attendance procedure – [campus name].

                   Vickie Pastellas
                   Executive Officer – Embassy CES
Contact Details:   v.pastellas@sga.edu.au (07) 3232 1661
Last updated       21.12.2010