Attendance Policy: Monash College supporting procedures

Title of Parent Policy

Attendance Policy: Monash College

Title of Supporting Procedures

Attendance Policy: Monash College supporting procedures

Preamble

These procedures outline intervention strategies for all students with low attendance levels, both domestic and international, including the Attendance Monitoring Team (AMT) process which may lead to the reporting of international students to the Department of Immigration and Citizenship (DIAC) and the exclusion of students from the College.

Attendance Monitoring Team (AMT)

The AMT consists of the Deputy Principal, Student Experience and a nominated member of the Student Advisor Team. Conditions decided at this meeting will be communicated in writing to the relevant Field of Study Manager and the student. A list of conditions will be imposed upon the student for the remainder of the Trimester. These conditions may include:

• The requirement to attend additional tutoring sessions;
• The requirement to attend all classes; and/or
• The requirement to report to Learning and/or Student Advisors on a weekly basis

Procedures

Student attendance will be closely monitored through the following means:

1. Students whose projected attendance has fallen below 80 per cent by the end of Week 5 will receive a warning letter sent by registered post and an email to sent to the student’s Monash email account from the Student Administration team, informing them of the requirement to attend a compulsory Attendance Hearing with the AMT.



2. At the hearing a list of conditions will be imposed upon the student for the remainder of the Trimester. The original document will detail the conditions imposed on the student. This document will be signed by the student at the Attendance Hearing to acknowledge receipt and understanding of the conditions imposed. A copy will be placed in the student’s file.



3. Further warning letters sent by registered post and emails sent to the student’s Monash email account will be sent to these students on a fortnightly basis (Weeks 5, 7, 9, 11), informing them of their actual and projected attendance.



4. Academic staff may contact parents, guardians of students under 18 years of age to discuss students’ attendance.



5. Student Advisors will contact parents, guardians of students under 18 years of age to discuss students’ attendance. A letter sent by registered post will be sent to parents confirming that parents have been contacted by the Student Advisor Team to discuss a student’s attendance.



6. The student will be called before the AMT again in Week 8 and in Week 11 of the Trimester if the projected attendance continues to drop below 80 per cent. The relevant Field of Study Manager will also attend.



7. Students who are identified as falling below 80% actual attendance after Week 5, 7, 9 and 11 will follow the same procedures of warnings and meetings with AMT.

Communication Strategy

Students will be informed of this policy and its consequences through the following means:

1. Inclusion of a statement regarding attendance in all Unit Outlines



2. Induction during the Orientation program of each trimester



3. Thorough training of all teachers in this policy, so it can be reinforced in classes



4. Inclusion of the policy and procedures in the Student Resource guide



5. Inclusion on the Monash College Web site



6. Dissemination to offshore providers for implementation



7. Written warnings are defined as notification to a student’s current home address via registered mail or email to the student’s Monash email account that projected attendance has fallen below 100%.

International Students

If an international student’s actual attendance remains below 80 per cent by the Week 8 or Week 11 AMT meetings, the student will be requested to provide a written explanation at the AMT meeting stating why Monash College should not inform DIAC and have their visa cancelled. The AMT will make a decision based upon this explanation within 5 working days. Decisions to report will be made on a case by case basis, and will be communicated to the student in writing within 5 working days.

Extension to COEs

Monash College will only extend the duration of an international student’s study where it is clear that the student will not complete the Diploma within the duration specified on the student’s CoE as the result of:

The duration of an international student’s study will not be extended if a student has been attending less than 80% of classes without compassionate or compelling circumstances or an approved deferment of intermission.

Appeals Process for all Monash College Students

International students have 20 days to access the Monash College Grievance and Appeals process regarding their exclusion from Monash College. Students who have not lodged an appeal against exclusion or whose appeal has been rejected after the lapse of 20 days will be advised in writing (via the Monash student email account) that Monash College will be lodging a report to DIAC. DIAC will respond by immediately cancelling the student visa. This is not communicated by DIAC to the individual student.

Following cancellation of the student visa from DIAC, the student will meet with the Executive Principal or delegate for an exit interview.

Domestic Students

Domestic students may face exclusion owing to low attendance if their academic progress is deemed to be at risk due to lack of attendance. They will continue to receive warning letters from the Student Administration Team, and will meet with the AMT in Weeks 8 and 11 if their attendance remains below 80 per cent. Domestic students will be provided the same level of additional support and have similar conditions to those imposed on international students. Students who are unable to maintain academic progress due to low attendance for more than one Trimester will be required to meet with the Executive Principal to discuss their conditions for ongoing enrolment at Monash College.