(1) This Procedure sets out the process by which the Victoria University(VU) will monitor and manage the progress of overseas students enrolled in Vocational Education and Training (VET) courses. (2) This Procedure is intended to comply with the VU’s obligations under Standard 8 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (Cth). (3) Standards for Registered Training Organisations (RTOs) 2015: Standard 1, 5, 6. (4) This Procedure applies to overseas students enrolled in a Vocational Education and Training (VET) course. (5) Compulsory Study Period – The mid-point of each semester and the end of each semester will be considered to be the end point of the compulsory study period for the purposes of monitoring overseas students’ course progress. (6) 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. These could include, but are not limited to: (7) Academic Progress Regulations 2016 (8) The Education Manager or delegate will be responsible for monitoring overseas students’ course progress. (9) Overseas students’ course progress will be reviewed at the end of each ‘compulsory study period.’ For the purpose of this Procedure, the compulsory study period will be the mid-point of each semester and the end of each semester (NB the mid-point of the semester will generally fall within week 8 – 10 for most VET courses). (10) The outcomes of this scheduled review will be documented on the VET Student Progress Review Form - Overseas Students. (11) Where an overseas student is identified at the end of the compulsory study period, as not successfully completing or demonstrating competency in 50% or more of the units in which they are enrolled, they will be considered to be ‘at risk’ of making unsatisfactory progress. (12) Where an overseas student is identified as being at risk of making unsatisfactory progress, they will be sent a communication using the VET Formal Communications with Overseas Onshore Students template, asking them to attend a meeting with the Education Manager or delegate. The purpose of this meeting will be to develop a documented ‘intervention strategy’ to assist the student to achieve satisfactory progress in the next consecutive compulsory study period. (13) The communication asking the student to attend a Course Progress Review meeting with the Education Manager or delegate will contain information about: (14) Where practicable, the intervention strategy should be tailored to meet the student's individual needs. The intervention strategy may involve a variety/combination of measures including but not limited to: (15) Once developed, the intervention strategy will be documented on the VET Student Progress Intervention Strategy Record, signed by both parties and a copy placed on the student's file. (16) Where a student fails to attend the meeting to develop an intervention strategy, the student will be deemed to have been provided with an intervention strategy by virtue of the instructions and information detailed in the notification letter. (17) The intervention strategy will be considered to be implemented from the point of development or, where the student fails to attend the meeting with the Education Manager, from the date of notification letter. (18) Where any specific action is required to be taken by the Education Manager under the intervention strategy, this must occur/commence within four weeks of implementation. (19) Where an overseas student is identified at the end of the second consecutive compulsory study period as not successfully completing or demonstrating competency in 50% or more of the units in which they are enrolled, they will be considered to have made unsatisfactory progress. (20) The Education Manager will notify the relevant Executive Director of the overseas student(s) who have been identified as having made unsatisfactory progress. (21) The Executive Director will then provide written communication to the student(s), using the VET Formal Communications with Overseas Onshore Students template, that the TAFE is required to report their unsatisfactory progress to the Department of Education and that this may have an impact on their student visa. (22) The written communication will set out the student’s right appeal the decision to the Executive Director within 20 working days in writing from the date of the communication. This will provide details of VU support services (e.g. Student Advocacy) that can assist the student with an appeal. The impacted students may only appeal the decision on the following grounds: (23) If a request for an appeal is not received within 20 (twenty) working days from the date of the communication, the Executive Director will notify the student of the outcome in writing. (24) The Executive Director will also notify the Education Manager. The Education Manager will: (25) Where a request for an appeal is received, it will be considered by the relevant Executive Director. (26) The student will be given an opportunity to meet with the Executive Director and provide written evidence to support the grounds for their appeal. Where a student wishes to meet with the Executive Director, they will be allowed to bring along a support person or student advocate to the meeting. (27) If the student wishes to meet with the Executive Director, but has a compelling reason for being unable to attend in person, alternative arrangements can be requested (for example, participation via telephone or video link). (28) The Executive Director will: (29) Where the student’s appeal is successful, the outcomes will vary according to the findings of the Executive Director. In particular: (30) Where the student’s appeal is not successful, the Executive Director will notify the student of the outcome in writing within 10 (ten) working days of the conclusion of the review. The notice will include information about the student’s right to seek an external appeal with an external mediation agency, the relevant contact details and the applicable timelines for lodging an external appeal. (31) The Executive Director will also notify the Education Manager. The Education Manager will:Academic Progress - VET Overseas Student Progress Review Procedure
Section 1 - Summary
Section 2 - HESF/ASQA/ESOS Alignment
Section 3 - Scope
Section 4 - Definitions
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Section 5 - Policy/Regulation
Section 6 - Procedures
Part A - Summary of Roles and Responsibilities
Roles
Responsibilities
Education Manager or delegate
Convene meeting with the overseas student who has been identified as being at risk of making unsatisfactory progress.
Undertake any specific action under intervention strategy within 4 weeks.
At the end of the second consecutive compulsory study period notify the relevant Executive Director of the overseas student(s) who have been identified as having made unsatisfactory progress.
Where a decision is made to report overseas student(s) to the Department of Education:
• initiate withdrawal form and forward to Student Administration; and
• notify Enrolments and Fees to advise the Department of Education via PRISMS that the student has made unsatisfactory progress.
Overseas student who has been identified as being at risk of making unsatisfactory progress
Attend meeting with Education Manager or delegate to develop an ‘intervention strategy’.
Executive Directors, TAFE
The written notice will also set out the student’s ability to appeal the decision.
Consider written appeals from overseas students(s) against the decision.
Notify the overseas student(s) in writing of the outcome of any appeal and/or the decision to report their unsatisfactory progress to the Department of Education.Part B - Identification of Students making Unsatisfactory Progress
Stage 1 – First Time not making Satisfactory Progress
Development of an intervention strategy
Stage 2 – Not making Satisfactory Progress in the next Consecutive Study Period
Stage 3 – Appeal of Decision to Report Overseas Student for Unsatisfactory Progress
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Monitor overseas students’ course progress.
Develop and document an ‘intervention strategy’ with the student.
Provide written notice to overseas student(s) who have been identified as having made unsatisfactory progress, informing them that Victoria University is required to report their unsatisfactory progress to the Department of Education and that this may have an impact on their student visa.