Monitor and Manage Student Progress – Domestic Students

Monitor and Manage Student Progress – Domestic Students

Monitor and Manage Student Progress – Domestic Students

Introduction

This policy is applicable to domestic students who are enrolled in vocational courses with Charter Australia.

Charter Australia monitors, records and assesses the progress of each student for the course in which the student is currently enrolled. This involves monitoring academic progress (satisfactory completion of assessment tasks) as well as attendance (classroom attendance and work placement, if applicable).

Intervention strategies will be applied to any student who is identified as not making satisfactory progress, and these intervention strategies include reminders, as well as offers of academic support, counselling or other types of support. If a student’s course progress does not improve after a period of time, warning notices will be sent out to the student, followed by a cancellation of enrolment.

The processes involved in the monitoring, intervention strategies, warning systems, and cancellations of enrolment are contained in this policy. Please read them carefully and be aware that different processes may apply to different courses.


Attendance Monitoring (Applicable to Community services courses)

Regular attendance and participation are necessary for the achievement of successful outcomes in vocational training. Attendance is compulsory for the purposes of receiving hands-on practical training, participation in work placement and partaking in practical assessment tasks. Regular non-attendance therefore negatively impacts a student’s academic progress. As such, Charter Australia records and monitors students’ attendance.

The student support officer provides an attendance sheet to the class trainer, who marks the attendance and returns the completed attendance sheet to the student support officer. The student support officer enters the attendance data into Charter Australia’s student management system, from which each student’s attendance can be monitored.

When a student is identified as having continuing non-attendance (absent for 2 consecutive classes), the student support officer contacts the student by email, SMS or phone call, to determine the reason for the absence. If the student requires support or needs to apply for special consideration, they will be referred to Charter Australia’s support services. The available support includes:

  • Timetable modifications
  • Course extension*
  • Course deferral*
  • Additional self-paced study
  • Tutoring by appointment
  • Arrange makeup class

*Any application for a deferral or extension must be made on the relevant application form, available at  https://www.charter.edu.au/application-to-defer-extend-or-transfer/. Charter Australia may charge a course extension a fee of $100 per month, depending on the situation.

If the student does not respond or does not have a justifiable reason for the continuing non-attendance, then the warning system will be activated. This consists of the following processes, with a minimum of one week between each reminder or notice if no response or reasonable explanation from the former reminder or notice:

  • First reminder of non-attendance
  • Second reminder of non-attendance
  • First ‘Cancellation of Enrolment’ warning notice for non-attendance
  • Second ‘Cancellation of Enrolment’ warning notice for non-attendance, including a date for the intended cancellation.
  • ‘Notice of Cancellation of Enrolment’ is sent to the student.

After the cancellation of enrolment, the student’s file would be archived into storage and all online resources will deactivated.


Academic Progress (Assessment) Monitoring (applicable to Community Services courses)

Regular participation in learning activities and successful completion of assessment tasks are vital for the successful completion of the course in which a student is enrolled. Furthermore, to ensure successful progress through the course, students must submit assessment tasks on time or notify the trainer as soon as possible if an extension is required. As such, Charter Australia monitors all students’ academic progress on an ongoing basis.

The class trainer informs the students of the due date of each assessment task. The trainer checks each student’s submissions and progress weekly. The student should inform the trainer if any additional support is required.

Each week, the trainer sends out an ‘assessment due’ reminder to any student who has an overdue assessment that is yet to be submitted.

The trainer then identifies any students who are not progressing as expected, and discusses student support options with them, which may involve granting an extension. If an extension is granted, the student support officer is notified, who then extends the assessment deadline in the student management system. The following conditions apply to assessment extensions:

  • Each student is eligible for two free extensions.
  • Each extension may be up to two weeks in duration.
  • A third or subsequent extension will incur a $100 fee per extension.

If a student completes an assessment task but the result is ‘not satisfactory’, the student may make an extra attempt. In this case, the student support officer will notify the student and re-open the assessment attempt. The following conditions apply to extra assessment attempts:

  • Each student will be allowed three attempts for each assessment tasks.
  • A fourth or subsequent attempt will incur a $100 fee per attempt.

In cases where extensions or additional attempts are required, the trainer will have a discussion with the student to determine which support services may be required.

If, after a period of time, academic progress is not being achieved, other options will be presented to the student, which may include a deferral or transfer.


Work Placement Participation Monitoring (applicable to Community Services courses)

Regular participation in work placement is vital for the successful completion of the course in which a student is enrolled. Courses have minimum requirements for work placement participation (such as a minimum number of hours). Furthermore, many assessment tasks are conducted in the workplace, as required by some units of competency, so academic progress is not achievable without active participation in work placement. As such, Charter Australia monitors all students’ work placement participation on an ongoing basis.

All students should also be reminded that unexplained absences and lateness in the work placement program causes great inconvenience to Charter Australia’s trainers and other students in work placement, as well as inconvenience to the host organisation’s clients and staff. It also reflects poorly on Charter Australia and has the potential to negatively impact the relationship between Charter Australia and the host organisation, thus reducing the opportunities available for future students.

Each student’s work placement schedule is confirmed before the end of the first week of the student’s attendance. Students are given a work placement logbook, which they will use to record details of their host organisation and their work placement schedule.

Each Monday, the student support officer sends out a work placement reminder email for that week to students and work placement hosts.

If a student knows that they will be unable to attend a work placement shift, they must notify the student support officer as soon as possible. Or, if the student cannot attend and is unable to give advanced notice, for a justifiable reason such as illness or misadventure, they must contact the student support officer as soon as practically possible. In either case, the student support officer will re-schedule the shift and notify both the student and the host.

If a student is absent without notice and without a justifiable reason, then the student support officer will activate the warning system. The following warnings and notices are sent to the student immediately after each non-attendance at a work placement shift:

  • First formal written warning for non-attendance at a scheduled work placement
  • Second formal written warning for non-attendance at a scheduled work placement
  • ‘Notice of Cancellation of Enrolment’ is sent to the student.

Academic Progress (Assessment) Monitoring (applicable to Real Estate courses)

Regular participation in learning activities and successful completion of assessment tasks is vital for the successful completion of the course in which a student is enrolled. Furthermore, to ensure successful progress through the course, students must submit assessment tasks on time or notify the trainer as soon as possible if an extension is required. As such, Charter Australia monitors all students’ academic progress on an ongoing basis.

The student support officer informs the students of the due date of each assessment task. The student support officer checks each student’s submissions and progress weekly. The student should inform the student support officer if any additional support is required.

Each week, the student support officer sends out an ‘assessment due’ reminder to any student who has an overdue assessment that is yet to be submitted.

The student support officer contacts the student directly, by email, SMS or phone call, if any assessment task is overdue by two weeks or more. The student should provide the reason for the delay and discuss with the student support officer if any support or extension is required. The student support officer then enters into the student management system the reason for the delay, whether an extension is required and whether any support is required.

Academic support is offered in the form of additional tutoring. Students that are on an extension will be offered additional support no later than one month before the end of the extension. The student support officer will notify the student one month before the extension period ends.

Note: All students can also request additional tutoring at any time, not only after an extension is granted.

If a student completes an assessment task but the result is ‘not satisfactory’, the student may make an extra attempt. In this case, the student support officer is notified and they will re-open the assessment attempt.

In cases where extensions or additional attempts are required, the student support officer will send reminders to the student to access support services such as additional tutoring.

If, after a period of time, academic progress is not being achieved, other options will be presented to the student, which may include a deferral or transfer.

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