Course Progress

AA POL 40b

1. Purpose
1.1. The purpose of this policy is to:

ensure that students academic progress is monitored, recorded and

assessed;

provide intervention to students who are at risk of exclusion and to

enable them to take action to improve their academic progress to
successfully complete their studies; and

exclude from further study those students whose academic progress

continues to be below the level required by Aviation Australia and/or
State, Territory and Commonwealth legislative authorities.

2. Scope
2.1. This policy applies to all international students studying at Aviation Australia.
3. References
3.1. ESOS National Code of Practice 2007 Standard 10 Monitoring course

progress

3.2. DIISRTE-DIAC Course Progress Policy and Procedures for CRICOS

Providers of VET Courses

4. Related Documentation
4.1. AA Form AO-81c Notice of Intention to Report Course Progress
4.2. AA Form AO-11 Record of Conversation
4.3. AA Form AO-30 Appeal Action Form
4.4. AA POL 07 Complaints and Appeals
5. Definition
5.1. Study period refers to a study term at Aviation Australia.
6. Procedure
6.1. Study periods
6.1.1. The business unit is responsible for identifying the study periods in
accordance with the National Code and S22 of the ESOS Act 2000.
6.1.2. The business unit must provide this information to Training
Administration for the purposes of scheduling and course setup in the
student management system.
6.2. Course progress
6.2.1. The required academic progress is identified by the number of
subjects or modules assessed as satisfactory within one study period
as determined by the course plan.
6.2.2. A student must be deemed competent in at least 50% of the total
number of subjects, modules and/or units of competency assessed
throughout a study period. If the student does not achieve this, an
intervention plan will be put in place for the student.
6.2.3. A student who does not achieve the 50% rate above for two
consecutive study periods shall be considered in breach of this
course progress requirement and issued with Form AO-81c Notice of
Intention to Report.
6.2.4. Students can check their course progress (results) via the online Student
Portal.

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6.2.5. Course progress reporting will be conducted upon completion of the

full study period - within 4 weeks of the new study period.
6.2.6. Training Administration will provide coaching reports for all
students upon completion of an assessment/examination.
6.2.7. The business unit instructors will provide the coaching report to the
student and provide mentoring and remedial training. Students will
complete appropriate remedial training for application to re-sit the
examination (in line with regulatory requirements).
6.2.8. Training Administration will provide student progress reports to the business
unit.
6.2.9. The business unit is responsible for monitoring progress and identifying
students at risk. The business unit will provide details of identified
students to Training Administration for preparation of the intervention
and/or warning documentation.
6.2.10. Training Administration will collate all required documentation for
the identified students and provide this to the business unit.
6.2.11. The business unit is responsible for activating the intervention and
issuing documentation to the students. The business unit must
provide all copies to Training Administration for recording on the
student file.
6.2.12. If there is evidence to suggest that the student is having personal
issues the relevant manager is to inform Student Services who shall
commence actions as per POL 54 Critical Incident and Counselling.
6.3. Intervention
6.3.1. Where a student has been identified as failing 50% or more of their
assessment/examinations for the study period, the business unit will
activate the intervention plan.
6.3.2. The business unit will undertake an interview with the student to
identify any issues that may be affecting the students course
progress. The intervention plan may involve various methods, including
(but not limited to):

Remedial training sessions

Student Services support (i.e. counselling, welfare assistance)

English support

Review of course suitability for the individual student

Advice on time management and study techniques

6.3.3. This intervention must be recorded on an A0-11 Record of

Conversation and signed by both the student and business unit. A copy
of the A0-11 will be provided to the student by the business unit and
will be scanned and uploaded to their Student Portal by Training
Administration.
6.4. Notice of Intention to Report
6.4.1. Where a student has been identified as failing 50% or more of their
assessment/examinations for a consecutive study period and an
intervention interview has taken place the previous study period, the
business unit will issue a Notice of Intention to Report to the student.
6.4.2. The business unit will identify, through end study period reports, any
student who has failed to achieve satisfactory course progress which

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AA POL 40b

will trigger the notice of intention to report process.

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6.4.3. Training Administration will prepare the documentation and the

business unit will issue the notice to the student. If the student is
available on campus, this can be recorded on an A0-11 Record
of Conversation and signed by both the student and business
unit. If the student is not available on campus, Training
Administration will provide this to the student via registered
post. This will also be scanned and uploaded to their Student
Portal by Training Administration.
6.4.4. The notice will outline Aviation Australias intention to report via
PRISMS for breaching the course progress conditions of the
student visa. The student will be informed of the appeal process
and is given 20 working days to make an appeal. During this
time the student will remain enrolled and must attend all
classes. Refer POL 07 Complaints and Appeals.
6.4.5. The business unit must provide this notice directly to the student.
The student has 20 days from this delivery date to appeal the
decision.
6.4.6. If after the appeals process is finalised and the international
student is deemed to have failed to meet satisfactory course
progress requirements or the student has chosen not to access
the appeal process within 20 working days, Aviation Australias
Training Administration will notify the student in writing that
Aviation Australia will be lodging a report on PRISMS.
6.4.7. Within 5 working days, Administration will notify the
Immigration Department through PRISMS that the student
has failed to achieve satisfactory course progress.
6.4.8. Aviation Australias Training Administration is to provide the
student with a Section 20 Notice (generated by PRISMS). The
student must present to the Immigration Department within 28
days to explain their breach. If students fail to report to the
department within the 28 days, their visa will be automatically
cancelled and they will be subject to removal from Australia.
When students report to the departments office, the automatic
cancellation process is stopped and a decision made whether or
not to cancel the visa. If the breach is substantiated, migration
law requires that the visa must be cancelled.
7. Records
7.1. All course progress warnings and correspondence must be retained on
student file.