Attendance and Progression Policy
Overview
In line with legislation from the National Code 2018 standard 8 Overseas Students VISA
Requirements, IH Sydney Training Services Pty Ltd (referred to as IH Sydney) is required to have a
documented policy and procedure for monitor student attendance and course progression.
This policy outlines the requirements for students to meet the attendance and course progression
requirements of their VISA as well outlines how IH Sydney will monitor attendance and progression
to support to students who may experience difficulties.
International House Sydney is responsible for its administration systems to ensure attendancemonitoring, course progress and compliance.

Attendance
Attendance records
All student absences are marked daily on the weekly attendance roll by the class teacher. No
exceptions are made to this rule regardless of any documents the student may provide. Absence
may be as a result of illness, lateness, non-attendance or leaving class early. A numerical system of
0.5 per 30 minutes is used to indicate the number of hours absent.
Non-attendance due to illness evidenced by a medical certificate is recorded but is marked as
explained. (Certificates must be provided by a Doctor. Sickness certificates purchased from a chemist
are not acceptable).
Other exceptional personal leave and incidents outside of a student’s control must also be recorded,
monitored and reported weekly.

Attendance requirements
Whilst the Standard and VISA requirements expect 100% attendance, due medical or otheracceptable reason, the minimum standard set by IH Sydney to achieve satisfactory attendance is:
1. Attend a minimum of 80% of all structured training hours, and
2. Complete 100% of all assessment tasks satisfactorily.

Attendance hours to 80% minimum
ELICOSDue to the short duration of each course 100% attendance is 20 hours per week. Therefore IH
Sydney Training Services calculates the minimum attendance as 16 hours per week.
VET
Due to the terms being 6 weeks duration, 100% attendance is 60 hours in each 3 week period.
Therefore IH Sydney Training Services will calculate the minimum hours of attendance is 48 hours ineach 3 week period.

1
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

Non – commencement
Non – commencement is determined as:
1. Not attending orientation without explanation or contact; and/or
2. Not attending the first day of a course or term without explanation or contact,
3. Not attending any day of training without explanation or contact; or
4. Attending paid employment instead of training on a scheduled training day.
This is an Intention to Report for non-commencement.

Monitoring attendance
To monitor attendance:
1. Attendance records must be accurate and detailed maintained for students in all courses; and2. Trainers/Teaachers are required to conduct attendance polls 3 times per class at different times
throughout the session to ensure students have not just logged in but have fully engaged.
Please Note: Attendance for virtual classes is also captured by ensuring all students signed in havetheir camera activated and can be seen by their trainer.
Note: Teachers/Trainers are the first line of enquiry and it is their responsibility to discover why astudent is absent, late or leaves early.

Actions
Monitoring attendance is one of the methodologies we use to support each student to achieve theirtraining and assessment goals and to meet their VISA requirements.

Collecting attendance records
After class on Mondays, teachers are required to leave the rolls in the yellow folder in the staff roomfor entry into RTO Manager. On Tuesday morning, they are collected from the yellow folder in thestaff room. Any issues that cannot be dealt with by a teacher/Trainer are to be passed on to the
Director of Studies, State Manager Student Services Officer or Administration manager, who areavailable at any time to teachers/students who wish to discuss their attendance.
As such, administration/student support is to review attendance records:
ELICOS
Every Monday after the completion of week 1.
VET
1. by Tuesday of week 4 for weeks 1 to 3 and
2. by the Tuesday of week 1 of the term break for weeks 4 to 6
For students failing to meet attendance requirements the following will occur:
1. Achieving 90-85% attendance, the student will be sent a Warning Letter; or
2. Achieving 85 - 80% attendance, the student will receive Warning Letter 2.
Warning letters 1 and 2 will be sent by:
1. Wednesday of week 4 and/or
2. Wednesday of week 1 of the term break.

2
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

Students receiving warning letter 1 or 2 will be required to meet with the Head trainer to discuss any
issues and obtain the necessary support to meet attendance requirements.
When a student is:
1. Achieving below 80% attendance, the student will be sent a notice of intention to report thestudent via PRISMS for unsatisfactory attendance. The visa issue date and arrival in Australia
date must be considered as well as the finalisation of application processing date for studies with
us when calculating attendance; and/or
2. Failing to take corrective action, the student is to be cancelled and reported in PRISMS.
When a student has not attended orientation or the first day of a course or term without
explanation or contact, they will be sent a notice of intention to report – Non-commencement.
We may decide not to report the student for breaching the 80 per cent attendance requirements
where:
a) the student produces documentary evidence clearly demonstrating that compassionate orcompelling circumstances apply,b) that the decision is consistent with our documented attendance policies and procedures,c) course progression is above the minimum standard; ord) we have confirmed that the student has attended at least 80 per cent of the scheduled course
contact hours for the course in which the student is enrolled.
Note: Although student visa holders are told that they will be reported if their attendance falls
below 80%, it is at the discretion of International House Sydney whether to report a student whose
attendance is 70%-80% and who is making progress in the course. Where discretion is necessary, acommittee of various key college staff will meet to discuss the individual case.
Where attendance has not been achieved for assessment, students who receive a Warning letter will
be required to undertake the Assessment support with the Head Trainer/Director of Studies as per
the agreed schedule.

Notification to Dept. of education - attendance
Administration/Student Support will notify the Secretary of Dept. Education through PRISMS as soon
as practicable of the student not maintaining satisfactory attendance where:i. the student has chosen not to access the appeals processes within the 20 - working day period,
ii. the student withdraws from the process, ori. the process is completed and results in a decision supporting the RTO (i.e., the student’s appeal
was unsuccessful)Appeals
A student may appeal on the following grounds:• Our failure to record or calculate a student’s attendance accurately; or• Compassionate or compelling circumstances.

3
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

Compassionate and compelling circumstances
Compassionate and compelling circumstances could include but is not limited to:
A. serious illness or injury, where a medical certificate states that the student was unable to attend
classes,B. bereavement of close family members such as parents or grandparents (Where possible a deathcertificate should be provided),
C. major political upheaval or natural disaster in the home country requiring emergency travel andthis has impacted on the student’s studies, or
D. a traumatic experience which could include:
i. involvement in, or witnessing of a serious accident, orii. witnessing or being the victim of a serious crime and this has impacted on the student (thesecases should be supported by police or psychologists’ reports),
E. inability to begin studying on the course commencement date due to delay in receiving a student
visa, orF. inability to study for a portion of a study period due to cultural reasons e.g. Arranged marriage.
Where the Student’s internal appeal is unsuccessful, they are sent a letter stating they have the rightto apply for an external appeal. The student has 20 working days to provide evidence that they havelodged an external appeal with the Overseas Student Ombudsman.
Where the student’s appeal is successful, the outcomes may vary according to the findings of theappeals process.
ii. If the internal appeal shows that there was an error in calculation, and the student actually had
satisfactory attendance (attended at least 80 per cent for the Term), we will not report thestudent; andiii. If the appeals process shows that the student has not had satisfactory attendance, but there arecompassionate or compelling reasons for the lack of attendance, we will not report the student.

Course progress
Course calendars
Course calendars for each intake to ensure each course can commence and complete with sufficient
time for each student to meet the Volume of Learning and amount of training requirements.
Each calendar shall demonstrate:
1. Number of weeks per term; and2. Holiday periods.
Each calendar shall consider the declared public holidays for the campus each student enrols in.

Progress
Satisfactory progress
Satisfactory course progress in ELICOS is defined as showing improvement over two consecutive
terms.

4
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

Satisfactory course progress in VET is defined as a student successfully achieving competency in 50%
or greater of the course requirements in a study period (Term) after one of the following has
occurred:• Successful completion of the assessment/s on first attempt,• At successful completion of the no charge re-attempt, and/or• At successful completion of one or both of chargeable re-attempts as per the assessment policy.

Unsatisfactory progress
Unsatisfactory course is any instance of failing to meet the requirements for satisfactory course
progress.

Monitoring, Recording and Assessing the Course ProgressMarketing is responsible for communicating these expectations and requirements to all prospective
and enrolled students prior to their enrolment and prior to their arrival.
Student Support is responsible for communicating these expectations and requirements to allenrolled students during their Day One induction, and consistently through their enrolment
Monitoring student progressTrainers are responsible for:a) identifying any student who may, need support or intervention achieve satisfactory progress,b) identifying any student who may need support to complete the course in the time as specified on
their e-CoE,c) identifying students who have not made satisfactory progress in two (2) consecutive study
periods,d) working with the student, Head Trainer and State Manager to provide appropriate intervention,ande) continuing to monitor and record student's academic progress on completion of each further
study period.
Any agreed intervention strategy is recorded in student file.
Engaging with students needing support
When dealing with a student who is not progressing effectively in their course we will:
1. Ensure all students are treated fairly and openly,
2. Aim to maintain student confidentiality and privacy except as required by law,
3. Ensure appropriate information will be made available to students identified as at risk of notachieving satisfactory course progress,
4. Ensure ease of access to learning and other support to students at risk of not achieving
satisfactory course progress,
5. Ensure equity, consistency, transparency, and natural justice principles are observed, and
6. Ensure privacy laws are respected.

Intervention strategy
The first step in our intervention strategy is the Assessment Intervention Program (AIP).

5
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

The AIP will be used as a proactive process to assist all students enrolled in a term to address any
concerns the student has about an assessment task prior to submission.
The AIP is implemented in weeks 3 and 6 of each term on the Friday immediately prior to thesubmission date for each assessment.
It is a requirement under the terms of the National Code 2018 that we must undertake anintervention strategy to attempt to resolve the problem.

Use of intervention strategies
Intervention strategies are to be used by Head Trainers and the strategies we may use to address
issues, include:
1. Move the student to a class behind,
2. Counsel the student to identify any personal issues affecting course progress,
3. Develop a learning contract in cooperation with the student,
4. Withdraw the student from the class, so that we can provide 1:1 session with a Trainer,
5. Set additional tasks for the student to work on a particular area, of weakness, or
6. Extend the students enrol to provide an opportunity to re-enrol in the unit/s to achievesatisfactory
Intervention strategies we may use to address course progress is Academic Support
In cases whereby a student is struggling with the learning materials, the trainer, is to recommend to
Head trainer a strategy or range of strategies which will benefit the student/s.
A course progress report including:
1. Strategy or range of strategies used,
2. Progress of the student/s,
3. Outcomes being achieved,
4. Strategy/s not successful, and
5. Students reported,is to be presented at IH meeting.

Reporting course progress
ELICOSFor students failing to progress the following will occur:
1. non-progression in 2 consecutive terms, the student will be sent Warning Letter, or
2. non-progression in 3rd term, the student will receive, a notice of intention to report.
VET
1. Assessment Intervention Program will be sent to all students required to participate in theAssessment Intervention plan. This will be sent on the Wednesday of weeks 3 and 6 of each termwith sessions being held on Friday in the same week as:• 1st hour – Certificate IV students,

6
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

• 2nd hour – Diploma students, and• 3rd hour – Advanced Diploma students.
2. Warning letter is sent to students who do not satisfactorily complete the assessment.
3. Intention to Report will be sent when a student in 2 consecutive terms has not progressedsatisfactorily as per:• Whereby the consecutive term has 2 units of competency:o Wednesday of week 4, and/oro Wednesday of week 1 of the term break• Whereby the unit has 1 unit of competencyo Wednesday of week 1 of the term break
Note:
Warning Letters are after 1 term.
ITR Letter are after 2 consecutive terms have passed.
Students receiving Warning letter will be required to meet with the Head Trainer to discuss any
issues and obtain the necessary support to meet progress requirements including an intervention
plan.
After the application of the AIP and intervention strategy if a student is still not satisfactorily
progressing, or student has made no effort to attend AIP or participate in intervention, we will notify
the student in writing of our intent to report them for not achieving satisfactory course progress andat this point they must meet with the State manager and must lodge an appeal of our decision if
they wish to appeal.
If they fail to lodge an appeal at the meeting, they will have a maximum of 2 days from the meeting
date to lodge their appeal.
Allowable extensions of course duration
We must not extend the duration of the overseas student’s enrolment if the student is unable tocomplete the course within the expected duration, unless:1. there are compassionate or compelling circumstances, as assessed by the registered provider on
the basis of demonstrable evidence, or
2. we have implemented, or are in the process of implementing, an intervention strategy for the
student because the student is at risk of not meeting course progress requirements, or
3. an approved deferral or suspension of the student’s enrolment has occurred under Standard 9(Deferring, suspending or cancelling the overseas student’s enrolment).
If we extend the duration of the student's enrolment, we must advise the student to contact
Immigration to seek advice on any potential impacts on their visa, including the need to obtain a new
visa.
Notification to Dept. of Education – course progress
Administration/Student Support will notify the Secretary of Dept. Education through PRISMS as soon
as practicable of the student not maintaining satisfactory progress where:
1. the student has chosen not to access the appeals processes within the 20 - working day period,

7
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

2. the student withdraws from the process, or
3. the process is completed and results in a decision supporting the RTO (i.e., the student’s appeal
was unsuccessful)Completion of training
Where we have received a request for a letter of completion from a student who has, completed
their full course and gained a qualification; or completed a minimum of one unit of competency andare completing their enrolment, we will furnish such letter.

Appeals
Where a student is issued with a ‘notice of intent to report’, the ITR meeting will include confirming
the student’s understanding of the right to lodge an appeal within 20 working days of the noticebeing issued as per the IH Sydney Complaints and Appeals Policy.
Where a student appeals a ‘notice of intent to report’ and is not satisfied with the outcome of theappeals process, they will be informed of their right to make an external appeal within 5 working
days to the Overseas Student Ombudsman.
Such advice will include:
1. the contact details of the Overseas Students Ombudsman (OSO).
2. advice of our intent to still report course progress with the Dept,
3. enrolment with IH Sydney is maintained, and4. support is still being provided.

Continuing students
Whereby a student makes an appeal under this policy, the student shall not be excluded from any
training or training related activities during the investigation and subsequent reviews.
This does not apply to an appeal which is determined to be a non-complying appeal as per ourcomplaints and appeals policy.

Intervention/Reporting Process
1.
2.
3.
4.
5.

All students attend AIP.
Students fail 1 unit (50%) or greater in term receive a warning letter (includes the intervention
strategy and the option to meet with HT),Students that fail 1 unit (50%) or greater in 2 consecutive terms receive an ITR,
20 days after the issue of the ITR, if appeal is unsuccessful, student is reported, andStudents can approach the ombudsman on rejection of the appeal.

8
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

AIP Message
Date
Dear name

Re: Course progress.
To ensure you are able to meet the progression requirements of your student Visa, you are toparticipate in the Assessment Intervention Program, so that we can provide additional support toassist you to successfully complete your assessments and gain your qualification.
The Assessment Intervention Program is on Friday xx/xx/xxxx starting at xx.xx am or p.m. and isaccessible through the link: www.
We look forward to working with you to resolve any issues you may have.
Please note: Failure to attend the session or being more than 15 minutes late may jeopardise yourprogression requirements of your student visa, if you are not successful in passing the unit/s.
Regards

Tony Currie
Academic Support Manager
Warning Letter message
Course Progress Warning Letter
Further to the notice to attend the Assessment Intervention Program issued to you on: xx/xx/xxxx,
your academic progress in Certificate IV in Project Management Practice for the term May 2020 has
been assessed as unsatisfactory.
Please note: If your course progress continues to be unsatisfactory it will lead you to fail two
consecutive terms. The school will then be required to send you an Intention to Report letter. This
may lead to the College having to report you to immigration for failure to meet your visa obligations.
You must now ensure you pass your current and future terms. Please follow the intervention plan
provided below, to help ensure that you successfully progress in your studies.
As noted in the plan below, you can also contact your campus Head Trainer should you wish to
discuss your course progression or the contents of the intervention plan.

9
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

Intervention Plan
To ensure that you progress in your studies, please follow the guidelines provided below:a) Attend all your core lectures and participate in class. Please note that the school records theclass attendance of international students, as required by the Australian government.
b) Read through your training material and assessments before attending class and ask your trainer
for clarification if needed.
c) If you need assistance with your assessments, attend the online or on campus assessment
support sessions that are available to you. Please see your timetable for the venue and times forthese sessions.
d) Make sure that you submit your future assessments by the due date and to regularly check for
any feedback from your trainer. If your assignment has been graded as Not Yet Satisfactory,
please follow the instructions from your trainer and resubmit your assignment within 3 days.
e) With regards to the previous term, please note that you have the option to resit the unit(s) you
failed (resit fee of $100 per unit will apply). Please contact your campus Head Trainer via Canvas
inbox for more information.
Head Trainers:
Sydney and Bondi – Greg Money
Melbourne – Alfred CheahGold Coast and Byron Bay – Jeff de Jager
Darwin – Leana Barbacelf) If you have any difficulties accessing your learner portal or your training material, please contact
enquiries@IH.edu.aug) If you are experiencing stress or anxiety and wish to speak to our school counsellor, pleasecontact ihearu@ihsydney.com.au
At Business College at IH, we have our student’s best interests at heart. We want to ensure that you
succeed in your studies.
Yours sincerely,
IH Sydney Training Services
ITR Message
Date
Dear name

Re: Unsatisfactory course progress – Intention to Report
Further to the warning letter you received on xx xx xxxx, your academic performance andparticipation in your course (Code/Title) is still unsatisfactory.
Your academic progress has now been assessed as unsatisfactory for a second consecutive term.

10
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

As such we are now required under the ESOS Framework to report this to the relevant Australian
government departments, including Immigration. If you need information on how this may affectyour visa, you can contact Australian immigration officials directly for further assistance.
If you wish to appeal this decision, you need to meet with the State manager (Name) to lodge yourcompleted appeal form (as attached to this notice) with supporting evidence to show why we should
not report you for failing to satisfactorily progress.
A meeting with (State Manager name) has been scheduled for:
Date:
Time:
Location:
ActionsIf you fail to meet with your State Manager within 20 working days from the date of this letter, andfail to lodge your appeal at this meeting, we will notify the Secretary of Education of your failure to
maintain satisfactory course progression.
If you appeal our decision within the 20 working days, we will suspend the reporting until you get an
outcome.
If your appeal is unsuccessful, you may seek external mediation within 5 working days of theoutcome of your appeal by lodging a complaint with the Overseas Student Ombudsman.
While the appeals process is underway, please ensure you attend all your lessons and submit allassessment tasks that may be due. IH Sydney Training Services Pty Ltd will maintain your enrolment
and your access to all related services and support.
Regards

11
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

APPEAL DETAILS
Student name:
Qualification:
Unit(s) of Competency:
Assessment tasks:
Reason for appeal:

OUTCOME BEING SOUGHT
State the outcome you are seeking for your appeal:

12
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G

OFFICE USE ONLY
Date appeal received://

Appeal file sent to State manager://

Date appeal outcome determined:

/

/

/

/

/

/

Appeal outcome

Date student notified of outcome:Completed file sent to director of business for review:
Date matter completed:

Yes/No13
Attendance and Progression Policy V4.5 Feb 2022
IH Sydney Training Services Pty Ltd
RTO Code: 91109 CRICOS Code: 02623G