COURSE MONITORING POLICY & PROCEDURE
1. Purpose
The Course Monitoring Policy of SMART English Melbourne ensures that all students’ course progress is monitored,and students are given every opportunity to achieve the required progress for each level they are studying in. The
overall pass score in each skill is set at 80% (75 to 80 % considering the participation, engagement, demonstrated
learning pace etc) to be attained by the end of their 10th week in each General English level/each course. However,students who achieve less than 60% in each assessment by week 5 of the same General English level/ course or lessthan 70% by the 7th 8th and 9th weeks are defined as “at risk” and intervention strategies are implemented at thisstage as explained in this policy.
2. Scope
This policy is designed for current students who are enrolled in one of the ELICOS courses within the scope of SMART
English Melbourne. The Academic Manager is responsible for monitoring the procedures outlined in this policy andalways ensuring compliance. All teachers as well as Student Support staff who are involved in delivering andadministering ELICOS courses must also adhere to this policy.
3.Relevant standards, acts and legislations
The policy supports Standard 8 of the National Code of Practice for Providers of Education and Training to Overseas
Students 2018 and Standard P3 and Standard P4 of the ELICOS standards 2018.
4. Policy
The policy statement is outlined below:
SMART English Melbourne ensures to:
1. Monitor, record and assess the course progress of each student for each assessment of the course for which
the student is enrolled in accordance with SMART English Melbourne documented course progress policiesand procedures.
2. Have and implement appropriate documented course progress policies and procedures for each course, whichmust be provided to staff and students, that specify the:a. Requirements for achieving satisfactory course progress.
b. Process for assessing satisfactory course progress.
c. Procedure for intervention for students at risk of failing to achieve satisfactory course progress.
d. Process for determining the point at which the student has failed to meet satisfactory course progress;
ande. Procedure for notifying students that they have failed to meet satisfactory course progress
requirements.
3. Assess the course progress of the student in accordance with the registered provider’s Student Academic andWelfare Counselling Policy & Procedure.
4. Have a documented intervention strategy, which must be made available to staff and students, that specifies
the procedures for identifying and assisting students at risk of not meeting the course progress requirements.
The strategy must specify:
Windsor College Pty Ltd t/a SMART English Melbourne
CRICOS Code: 03560K RTO Code: 41090

V.3.0 Last updated: 1 May 2023
Approved by CEOPAGE 4

a. procedures for contacting and counselling identified students.
b. strategies to assist identified students to achieve satisfactory course progress; andc. the process by which the intervention strategy is activated.
5. Implement the intervention strategy for any student who is at risk of not meeting satisfactory course progress
requirements. At a minimum, the intervention strategy must be activated where the student has achieved lessthan 60% in each assessment by week 5 of the same General English level/each course.
5. Procedure
1. A student who does not achieve an overall of 80% by the end of each General English level/each course or
who does not achieve at least 60% in each assessment by week 5 will be considered at risk of failing to meetthe minimum satisfactory course progress requirement.
1A. In case of beginner/lower elementary students who follow the Elementary curriculum, it is estimated thatit may take longer for them to perform up to standard and/or move to the next level. Therefore, it isunderstood that they may spend longer than 10 weeks at the same level. Teachers should give these students
extra practice to speed up their learning and fill the gaps where possible. Some students demonstrate a lower
pace of learning than usual as a natural or acquired way of learning. In that case, such students will be provided
with learning support through intervention strategy to help them achieve their learning goals.
2. Course progress is monitored after every assessment as explained under the course curriculum. Formative
assessments using grammar and vocabulary progress tests and skill-based tests are conducted every Friday.
Week 10 tests are considered as exit tests (Promotion tests) for students who have spent a minimum of 10weeks in the same level (unless in case of particularly strong/weak students) and have achieved 80% in eachskill (75%-80% considering the learner attitude, enthusiasm, and participation) by the 10th week.
3. The following procedures ensure that all students’ course progress is monitored, and students are made awareand given every opportunity to achieve the required progress for each General English level/each course they
are studying in.
4. Students will be notified by their teacher when close to falling below the required course progress for the skill.

AssessmentsGradeAction

Formative Assessment on
week 2, 3, 4, 560% and above

No Action.

Formative Assessment on
week 2, 3, 4, 5Less than 60%

Formative Assessment on
week 7, 8, 9,Less than 70%

Summative Assessment 10

If less than 70%

Windsor College Pty Ltd t/a SMART English Melbourne
CRICOS Code: 03560K RTO Code: 41090

1st Warning.
Intervention strategy isdeveloped, and the student
will be supported andmonitored.
First or second warning isissued, depending upon
individual cases.
Intervention strategy isdeveloped, and the student
will be supported andmonitored.
Course level repetition
V.3.0 Last updated: 1 May 2023
Approved by CEO
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If 80%No action/Progress to nextlevel

Where students have been identified as at risk of failing to meet satisfactory course progress, all possible efforts shallbe made to ensure that the student is given the opportunity to improve their position, but where this is not possible
due to their non-compliance of this requirement, must be reported to the appropriate government agencies.
The following procedures ensure course progress records are accurately kept and monitored for all students enrolled
within each course. It allows for early detection of poor academic results and provides SMART English Melbourne andthe students with an opportunity to rectify the situation before reporting the failure to achieve satisfactory course
progress requirements to the appropriate government agencies. All staff are to be made aware of the requirementsof this policy through induction, regular meetings and updates and continuous improvement practices. Students aremade aware of the satisfactory course progress requirements during Orientation and throughout the program.
Procedure for recording student course progress
The student’s academic results are recorded in the Assessment Score excel file available in the shared drive. Allstudents are deemed to have achieved satisfactory progress if they score 80% in each skill by the end of each General
English level/each course with not less than 60% in each assessment by week 5. All assessment activities are conductedby qualified teachers using SMART English Melbourne’s assessment tools/methods and recording processes asrequired.
It is the responsibility of each individual teacher to ensure that all assessment decisions are reported to student
administration and the Academic Manager through the submission of all assessment records as each assessment isundertaken. As each assessment decision is made, the teacher ensures to enter the test score in the ‘Assessment Score
file’ which allows monitoring the student’s course progress.
It is the Coordinators’ and /Academic Manager’s responsibility to ensure the Assessment Score file remains up to dateand is monitored as described below.
Procedure- Monitoring course progress
Teachers monitor the student course progress through the Assessment Score file and inform the Coordinators andAcademic Manager, as required, and any student whose satisfactory course progress is at risk of falling below therequired course progress by the student’s week 5 within a General English level/each course. The Academic Managerand Coordinators also regularly monitors student’s satisfactory course progress and informs the teacher and any
student at risk of breaching satisfactory course progress requirements.
1st Academic Warning Letter
When a student’s satisfactory course progress falls below 60% in each assessment by week 5 within a General English
level/each course or falls below 70% by the 7th 8th and 9th weeks, the Academic Manager issues a ‘1st Warning Letter’.
This letter indicates that the student must contact SMART English Melbourne to organise an appointment with theAcademic Manager to discuss their poor academic performance and develop an intervention strategy or plan to ensurethat they stay above the 70% minimum academic progress requirement in each assessment.
The intervention strategy is instigated at this stage. At the meeting the student is to be informed of their progress
requirements and an individualised intervention plan for support is to be set in place for the student. Refer to the‘Intervention & Extending Course Duration Policy & Procedure’. The letter also reminds the student that failing toachieve the required satisfactory course progress in every skill equals a breach of their Student Visa requirements andare reported to the appropriate government agency(s).
Windsor College Pty Ltd t/a SMART English Melbourne
CRICOS Code: 03560K RTO Code: 41090

V.3.0 Last updated: 1 May 2023
Approved by CEO
PAGE 4

In all cases where the student does not respond to written communication within 5 business days, the Student Support
Officer attempts to contact the student via telephone. If contact is still not made, then the Student Support Officer
informs the Academic Manager and appropriate actions are taken in regard to student’s enrolment.
Intervention Strategy
The Intervention strategy is developed, agreed and implemented as per the Intervention & Extending Course Duration
Policy & Procedure.
2nd Warning letter
When a student’s satisfactory course progress falls below 80% in each skill by the end of each General English
level/each course, with no assessment score above 70%, the Academic Manager issues a 2nd warning letter indicatingthat they have failed to achieve satisfactory course progress in every skill. The student is to be informed that becauseof their unsatisfactory course progress they needed to repeat the level to achieve a satisfactory course progress, orthe situation leads to the breach of their visa condition hence attracting a Breach reported letter which eventuallyleads to reporting to the Department of Home Affairs for unsatisfactory course progress in their course of study. The
student must also be informed of their ability to access the complaints and appeals process to appeal this decision andhave 20 business days to do so. If the student does not initiate an appeal or complaint process within 20 days, thereport is submitted to the Department of Home Affairs via PRISMS.
Where a student accesses the appeals process (by following the processes outlined in the Complaints and Appeals
Policy and Procedure) and is able to provide evidence of extenuating circumstances that prevented them frommaintaining satisfactory course progress, the supporting evidence must be maintained on the student’s file and theacademic records adjusted accordingly. Where a student is able to provide evidence that the satisfactory courseprogress records are incorrect due to any human error they are also adjusted accordingly, and actions are taken toprevent such errors from reoccurring.
The student’s satisfactory course progress is adjusted and re-calculated so that it can be determined whether any
further warning letters or action needs to be implemented in line with this policy and procedure. The student is
notified in writing of the outcome of the appeal and their revised satisfactory course progress, along with any warning
letters corresponding to their satisfactory course progress rate.
Where a student’s appeal is not successful, they are notified in writing of the outcome and informed that the breachof satisfactory course progress requirements are reported. All letters, records, and notes on any communications
surrounding the student’s course progress are maintained in the student file.
Procedure – Reporting breach of Student Academic Progress
Students have 20 business days from the date the ‘Breach Recorded’ letter is processed to appeal the decision byaccessing the Complaints and Appeals Policy and Procedure. If they do not choose to use this option, then they arereported as indicated. It is the responsibility of the General Manager/delegate to report the student’s breach within 5business days of the student’s appeal period expiring and inform the student of the report via the Breach Reported
letter. A copy of all letters, details of any phone calls made, any reports from meetings or any other communication
with the student in relation to the appeal are maintained in the individual student file.

Windsor College Pty Ltd t/a SMART English Melbourne
CRICOS Code: 03560K RTO Code: 41090

V.3.0 Last updated: 1 May 2023
Approved by CEO
PAGE 4