ELICOS Attendance and Academic Progress Policy
The National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007 (the National Code) prescribes minimum attendance and progress review requirements for international students on student visas. Swinburne is obliged by law to report breaches of attendance and academic progress requirements to government agencies including the Department of Immigration and Citizenship (DIAC), which may lead to cancellation of a student’s visa.
Student Contact Details and Official Swinburne EmailIt is a students’ responsibility to keep their contact details up-to-date. It is a condition of enrolment at Swinburne that students accept responsibility for checking their official Swinburne email address on a weekly basis at a minimum, but on a daily basis during critical academic periods – such as re-enrolment and progress review – to ensure they receive important correspondence.
Satisfactory AttendanceTo achieve satisfactory attendance a student must attend at least 80% of the scheduled contact hours in a study period unless the following exception applies:
Students will be considered to have achieved satisfactory attendance if they attend at least 70% of the scheduled contact hours in a study period if they have documentary evidence clearly demonstrating compassionate or compelling circumstances.
A study period for students undertaking General English will be the duration of that level up to a maximum of 20 weeks. A study period for students undertaking English for Academic Purposes (EAP) will be the duration of that level up to a maximum of 20 weeks.
If a student is studying less than 20 weeks in either General English or EAP and is required to undertake further study at that level after completing their original duration, the calculation of attendance will recommence.
Recording and Calculation of Attendance
If a student is not in class they will be marked absent unless they are attending another College activity which has been pre-approved in writing. If they are absent for reasons of ill health, they will be marked absent even if they have a medical certificate.
Attendance Monitoring and WarningsAttendance will be monitored regularly and students will be warned if they are in danger of falling below the 80% attendance requirement in a study period. Students will be notified via their official Swinburne email address. At the discretion of Swinburne, there may also be additional contact by other means such as verbal warning, letter, telephone, and SMS.
Reporting of Students to the Department of Immigration and Citizenship (DIAC)
Where a student in an ELICOS program can no longer achieve:
- 80% projected attendance in a study period and they do not have documentary evidence clearly demonstrating compassionate or compelling circumstances; or
- 70% projected attendance in a study period
they will be sent an email via their official Swinburne email address notifying them that Swinburne intends to report them for not achieving satisfactory attendance. The email will notify the student that they are able to appeal to the Director, Swinburne College or nominee within 20 working days.
Five Consecutive Days Absence
Students who are absent for more than five consecutive days will be contacted and counselled. Means of contact can include official Swinburne email, a telephone call, SMS, or letter. If students cannot be contacted it may result in the cancellation of their enrolment and/or notification to DIAC, which may affect the student’s visa.
Satisfactory Course Progress
To achieve satisfactory course progress a student must progress through their ELICOS modules without being assessed by staff as having to undertake the same ten week module three times.
Students whose progress is deemed to be unsatisfactory will not be permitted to continue with their ELICOS studies and will not be able to reapply for the program for a period of two years.
Intervention StrategyELICOS is taught in five and ten week modules. Students’ progress is reviewed during the first five weeks of each ten week module and at the end of every five and ten week module. If staff identify that students are at risk of not making satisfactory progress students are counselled about strategies to help them achieve satisfactory course progress. Strategies may include additional study suggestions and referral to other support services. This intervention strategy is normally activated by staff contacting the student to arrange a meeting but it may be undertaken in other ways, for example, by email or phone.
Reporting of Students to the Department of Immigration and Citizenship (DIAC)Where a student in an ELICOS program can no longer achieve satisfactory course progress they will be sent an email via their official Swinburne email address notifying them that Swinburne intends to report them for not achieving satisfactory course progress. The email will notify the student that they are able to appeal to the Director, Swinburne College or nominee within 20 working days.
Appeals in Relation to Attendance and Unsatisfactory Academic Progress
Appeals must be in writing and addressed to the Director, Swinburne College. A review of a student’s appeal will commence within 10 working days of the written appeal being lodged. The student may be accompanied by a support person (who is not a legal practitioner) at any relevant meetings. The student will be given a written statement of the outcome of their appeal, including reasons for the outcome.
Where a student remains dissatisfied with a decision on appeal, the student may appeal to the Victorian Ombudsman at minimal or no cost in accordance with the National Code. The Ombudsman is generally a last resort. If a student has not followed the steps laid down in the relevant Swinburne procedures, the Ombudsman may ask them to do so before accepting their appeal.
Where a student chooses not to access the appeal processes within the 20 working day period, withdraws from the process, or the process is completed and supports the original decision, Swinburne will notify DIAC that the student has not achieved satisfactory attendance/academic progress.
The student’s enrolment will be maintained throughout the internal and (if known) any external appeals process, provided the student fulfils all conditions for a valid enrolment, including payment of all fees, and compliance with all applicable standards of conduct, statutes, regulations, policies and procedures.
Students who are involved in a matter where they are subject to a student disciplinary process should read the policy which outlines their rights and obligations.
Click here to read Swinburne's Assessment, Appeals and General Misconduct policies.