(1) The purpose of this Procedure is to provide a framework for the monitoring of course progress for students enrolled in non-award Foundations courses. The Procedure: (2) HESF 1.3 Orientation and Progression – 1.3.4; (3) ESOS Act - National Code of Practice for Providers of Education and Training to Overseas Students 2018: Standard 8: Overseas Student Visa Requirements – 8.7, 8.13, 8.14; Standard 9: Deferring, Suspending or Cancelling the Overseas Student’s Enrolment. (4) This Procedure applies to students enrolled in Foundations courses where the course is being assessed by the University. (5) This Procedure does not apply to: (6) At risk: Student at risk of not completing their course and/or not meeting the entry requirements of their subsequent course, where the subsequent course is part of a packaged pathway offer. (7) (8) Course Progress: The measure of advancement within a course towards the completion of that course, irrespective of whether course completion is identified through academic merit or skill-based competencies. (9) ESOS Act: Education Services for Overseas Students Act 2000 (Cth). (10) Foundations Courses: (11) Notice in Writing: is considered to be discharged by an email sent to a student's VU email address. Letters may be sent as inline text within the body of an email, or as an attachment to an email. (12) (13) Study Period: (14) See Academic Progress Regulations 2016. (15) To satisfactorily progress through a foundation course at Victoria University a student should be able to complete the course in the expected course duration. (16) In the case of a foundation course that only runs for one study period, a Foundation student will be identified as being "at risk" of not meeting course progress when their coursework/assignment grades indicate a likelihood of failing a unit. Such an assessment should be made: (17) If a student is showing signs of being "at risk" of not meeting course progress requirements as defined above, teaching staff must counsel the student and monitor course progress through implementation of suitable intervention strategy (possible intervention strategies are discussed in more detail below). (18) Teachers will report any concerns of students being at risk of failing a unit to the General Manager, VU English and Foundations as soon as identified. (19) Where a foundation course runs over two or more study periods, a student will be identified as being at risk of not meeting course progress requirements where they have: (20) Throughout each study period and again at the end, an assessment of students’ progress against the criteria above will be undertaken by the General Manager, VU English and Foundations to identify students who are at “at risk” of not meeting course progress. (21) Students will be advised in writing that they are identified as “at risk” of not meeting course progress requirements (known as the ‘At Risk Notification’). (22) The letter will contain information about: (23) A Progress Meeting will be scheduled for the student to meet with the a nominated staff member(teacher and/or General Manager) so that an academic intervention plan can be developed. The academic intervention plan will identify actions intended to help the student make satisfactory academic progress either in the current or in the next study period. (24) Academic intervention should be tailored to meet the student's individual needs. The intervention actions/strategies may involve a variety/combination of measures, including but not limited to: (25) The academic intervention plan will be agreed to by both parties and a copy placed on the student's file. The plan will also detail consequences of unsatisfactory course progress. (26) In the event a meeting has failed to eventuate, a student will be deemed to have been provided with an intervention plan by virtue of the instructions detailed in the notification letter. (27) The academic progress status of each student will be recorded in the student management system. (28) Unsatisfactory Progress in a Foundations course is deemed to have been made if: (29) Upon identifying that a student has failed a unit of study of a foundations course with only one teaching period, the General Manager, VU English and Foundations, will notify the student in writing that: (30) The letter will provide the student with the opportunity to present evidence to an Unsatisfactory Progress Panel convened by the General Manager, VU English and Foundations that their academic progress has been impeded by compassionate or compelling circumstances. The student must indicate that they wish to do this within 20 University business days of issuing of the letter. (31) Upon identifying that a student cannot complete their course within the expected course duration and/or have failed the same unit three times and are thus unable to maintain satisfactory course progress, the General Manager, VU English and Foundations will notify the student in writing (and their sponsor or carer if the student is under 18) of the intention to report the student to the relevant Australian Government department for not achieving satisfactory course progress. (32) The letter will provide the student with the opportunity to present evidence to an Unsatisfactory Progress Panel convened by the General Manager, VU English and Foundations that their academic progress has been impeded by compassionate or compelling circumstances. The student must indicate that they wish to do this within 5 University business days of issuing of the letter. (33) If the student avails themselves of the opportunity to present evidence of compassionate or compelling circumstances: (34) If the student has indicated that they intend to show cause, they will be required to attend the Panel. (35) The student may have a support person and/or be assisted with the preparation and presentation of their case by a student advocate. (36) The Panel will: (37) This determination will be communicated to the student in writing. (38) For international students, the letter will also detail the proposed action to be taken to cancel the enrolment and report the student to the relevant Australian Government department. (39) The letter specifying the determination will refer the student to the Appeals process and explain the student’s rights to be heard, specifying that no action will be taken for a period of 20 days (the appeal lodgement period). (40) The student will remain enrolled until the conclusion of the Appeals process, if initiated. (41) Where an international student’s failure to progress is due to compassionate or compelling circumstances, the University may determine that an extension of the course duration is appropriate in line with ESOS Standard 9. (42) 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. These could include, but are not limited to: (43) The General Manager, VU English and Foundations may exercise their discretion, where compassionate or compelling circumstances exist and have been assessed as valid by a Unsatisfactory Progress Panel, to not act to cancel the student’s enrolment and to issue a new or extended CoE documenting the new expected course duration. (44) A student may appeal the decision of an Unsatisfactory Progress Panel to exclude them from their course or the subsequent course of study in their package arrangement or pathway if they meet the grounds for appeal as specified in the Student Appeals Regulations 2019. (45) The matter will then proceed according to VU’s appeals process outlined in the Student Appeals Regulations 2019 and Student Appeals Procedure (46) The student’s enrolment must be maintained for the duration of the appeal.Academic Progress - Foundations Studies Procedure
Section 1 - Summary
Top of PageSection 2 - TEQSA/ASQA/ESOS Alignment
Section 3 - Scope
Top of PageSection 4 - Definitions
Top of PageSection 5 - Policy/Regulation
Section 6 - Procedures
Part A - Roles and Responsibilities
Notifies international Foundations students of their unsatisfactory progress and intention to report to the relevant Australian Government department.
Chief Student Officer
Cancels the enrolment of students deemed to have made unsatisfactory progress.
The Panel will be comprised of:
- the General Manager, VU English and Foundations, or delegate (Chair);
- the Executive Director, College of Pathways and Dual Sector Operations or nominee;
- one other academic staff member selected by the General Manager, VU English and Foundations.
Part B - Identification of students "at risk"
Foundation courses that are one study period in length
Foundation courses that are two or more study periods in length
Part C - Intervention Strategies
Part D - Consequences of Unsatisfactory Progress
Domestic Students
International Students
Unsatisfactory Progress (Show Cause) Panels
Compassionate or Compelling Circumstances
Part E - Appeals
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Roles
Responsibilities
Teachers
Identify students at risk of making unsatisfactory progress.
Provide academic assistance and advice to students.
General Manager, VU English and Foundations
Notifies Foundations students of their status of being at-risk.
Co-ordinates the creation of Academic Improvement Plans.
Notifies domestic Foundations students of their unsatisfactory progress and the University’s intention to cancel their enrolment in subsequent courses (where this is a condition of the further courses of study within a pathway).
Considers mitigation raised by the student (compassionate or compelling circumstances) where this is validated by the findings of a Unsatificatory Progress Panel.
Unsatisfactory Progress Panels
Where a student elects to show cause, the Panel will consider whether the student has made unsatisfactory progress in their course, whether compassionate or compelling circumstances exist to mitigate this, and, if so, decide whether they should be excluded and / or reported to the relevant Australian Government department.
Enrolments Team
Notifies the relevant Australian Government department of the failure to make satisfactory progress of an international student.
when this has impacted on the student. (All cases must be supported by appropriate documentation, which will be verified by the University. Backdated and unspecific medical certificates are not accepted for the purpose of evidencing claims for compassionate or compelling circumstances.)