Course Progress Policy - KAPS Institute of Management

POLICY COURSE PROGRESS 

AQTF Standard No: 1 

CRICOS Standard No: 10 

Statement KAPS has adopted the DEEWR-DIAC Course Progress Policy and Procedures for 

all its VET Courses pursuant to Standard 10.2 of the National Code 2007. 

Purpose 

Scope 

Responsibility 

In accordance with the National Code 2007: 

KAPS is required to: 

monitor, record and assess the Course Progress of each Student in their 

respective enrolled courses at the end of each semester; and 

have an Intervention Strategy which will be activated once a Student has 

been assessed against the Course Progress Policy as not achieving 

satisfactory Course Progress; and 

Each Student is required to: 

attend all scheduled Contact Hours in every Course 

achieve satisfactory performance at all times; and 

comply with the terms of the Intervention Plan which has been developed 

for him/her. 

To provide all international Students with the best opportunity to achieve the learning 

outcomes of their chosen course. 

The Policy/Procedure: 

POLICIES AND PROCEDURES 

provides guidelines for monitoring, recording and assessing Course 

Progress consistent with the DEEWR- DIAC Course Progress Policy; 

ensures the early identification of Students who are experiencing difficulties 

with their studies and whose academic performance is inadequate to 

provide timely and adequate support and assistance; 

describes the minimum standards expected of Students studying VET and 

English language courses to ensure Students’ Course Progression is within 

the Expected Duration nominated on their eCoE; and 

sets the scope of KAPS’ Intervention Strategy through Intervention Plans. 

This Policy applies Institute-wide to all Students enrolled in VET and English 

language courses at KAPS. 

The Director of Studies is responsible for the implementation of this Policy and 

Procedure and to ensure that staff and Students are aware of its application and that 

staff implement its requirements. 

Course Progress Policy & Procedure AQTF Standard 1 / CRICOS Standard 10 Page 1 of 12 

Version 2.0 Version Date: 1 June 2010 Review Date: 1 June 2011 

KAPS Institute of Management Pty Ltd © CRICOS 02855C (Vic) / 02980J (Qld) Responsible Officer: PEO

KAPS Institute of Management COURSE PROGRESS POLICY/PROCEDURE 

Definitions 

Course Progress: The measure of advancement within a course towards the 

completion of that course irrespective of whether course completion is identified 

through academic merit or skill based competencies. 

Contact Hours: The hours for which Students enrolled in the course are scheduled 

to attend classes, course-related information sessions, supervised study sessions, 

mandatory and supervised work-based training and examinations. i 

Study Period: A period of study within a course, which the Institute has defined as 

a semester of twenty (20) study weeks duration, as specified in the course details. 

Satisfactory Course Progress: Students are responsible for their course progress. 

Students are deemed to have achieved ‘satisfactory course progress’ when they are 

deemed competent in more than 50% of the units of competency in any study period. 

‘At Risk’ Student : A Student who, for any reason, is considered as not, or 

potentially not, meeting course progression requirements. 

Not Meeting Satisfactory Course Progress: Applies to Students deemed to be 

Not Yet Competent in 50% or more units of competency in two consecutive study 

periods. 

Intervention Strategy: Any documented action targeted at addressing the needs of 

an ‘at risk’ Student. An Intervention Plan is developed according to the individual 

needs of the Student. 

Compassionate and Compelling Circumstances: Generally, those beyond the 

Student’s control, that impact on the Student’s capacity and/or ability to progress 

through a course. These could include, but are not limited to: serious illness; death 

in the family; major political upheaval or natural disaster in the home country which 

requires the Student to return home; or a traumatic incident. 

CoE: Confirmation of Enrolment – a document issued electronically to intending 

international Students by the registered provider, confirming the Student’s eligibility 

to enrol in the particular course of the registered provider. The CoE must accompany 

their application for a Student Visa. 

eCoE: Electronic Confirmation of Enrolment. 

Appeal: Request by a Student to have a matter heard and/or re-considered after 

receiving an unfavourable decision. 

DIAC: The Commonwealth Department of Immigration and Citizenship. 

DEEWR: means the Commonwealth Department of Education Employment and 

Workplace Relations. 

DEEWR Course Progress Policy: The DEEWR Course Progress Policy and 

Procedures for CRICOS Providers of VET Courses made pursuant to the National 

Code 2007. 

ESOS Act 2000: The legal framework governing the responsibility of education 

institutions towards overseas Students. 

Expected Duration: The Expected Duration specified on a Student's eCoE. This 

period is based on the normal time required to complete the Course on a full-time 

study basis and includes approved holiday periods and any approved periods of 

work-based training. 





Final Decision to Exclude: A decision to exclude a Student which has not been 

appealed within 20 working days of the decision being made in accordance with section 

5.9 of this Policy; or a decision not to allow an appeal in accordance with section 5.2 of 

this Policy. 

The National Code 2007: The National Code, established under the ESOS Act 2000, 

is a set of nationally consistent standards that governs the protection of overseas 

Students and delivery of courses to those Students by providers registered on CRICOS 

(the Commonwealth Register of Institutions and Courses for Overseas Students). Only 

CRICOS courses can be offered to international Students studying in Australia on a 

Student visa. 

PRISMS: The Provider Registration and International Student Management System 

(PRISMS) which is used to process information given to the Secretary of DEEWR by 

registered providers. 

Student: A Student who is enrolled at KAPS and who holds a Student visa as defined 

by the ESOS Act, but does not include Students of a kind prescribed by the ESOS 

Regulations. 

VET: Vocational Education and Training. 

VRQA: The Victorian Registration Qualifications Authority. The Victorian Government’s 

designated authority which regulates all education and training providers in Victoria. 

WiseNet: A Student management system/electronic database that records Student 

details including course progress records. 

Working Day: Monday to Friday, excluding Public Holidays in Victoria. 

Workload: The scheduled Course load including hours and intensity of study. 

Unsatisfactory Performance: 

1. failure to successfully complete or demonstrate competency in at least 50% of the 

subjects undertaken in a compulsory semester; or 

2. failure to progress through a Course within such time as it will allow the Student to 

complete within the Expected Duration for that Course as nominated on the 

Student's ECoE; or 

3. failure to comply with any terms or conditions imposed under an Intervention Plan 

or pursuant to section 4 of this Policy; or 

4. failure to attend 80% or more of the Contact Hours scheduled for a Course in which 

a Student is enrolled. 





PROCEDURE COURSE PROGRESS 

Action/Method 

1. Monitoring Students 

1.1 KAPS Student Administration staff will: 

1.1.1 regularly monitor the Course Progress of all Students subject to this Policy to 

determine whether additional support is required for them to complete their 

course within the duration specified on their eCoE; and 

1.1.2 counsel Students, initiate Intervention Strategies and develop Intervention 

Plans as necessary to assist Students who have Unsatisfactory Performance 

to improve their performance. 

1.2 All staff are made aware of the requirements of this Policy through induction, regular 

meetings, updates and continuous improvement practices. 

1.3 Students are made aware of the Course Progress requirements through enrolment 

processes, Student Handbooks, Orientation, in the Study Guides, on noticeboards 

and on various occasions during classes. 

1.4 KAPS’ teaching staff will identify Students who are experiencing difficulties in their 

studies and are at risk of failure, and will provide timely and constructive feedback. 

1.5 Where KAPS has placed a Student on an Intervention Plan and the Student’s 

performance does not improve in the following semester, KAPS may exclude and 

report him/her to the DEEWR in accordance with this Policy. 

2. Reporting ‘At Risk’ Students 

KAPS’ teaching staff shall: 

2.1 continually monitor Students' participation during classes, completion of course 

assignments, tests and activities and overall Course Progress; 

2.2 record each Student’s attendance at each class; 

2.3 provide ongoing constructive feedback to Students throughout each semester; 

2.4 formally assess Students’ progress at the end of each semester; and where three 

or more Reportable Incidents occur, refer the Student to the Director of Studies to 

consider and/or make an Intervention Plan within 5 working days of the third 

Reportable Incident. 

3. Course Progress Reviews 

3.1 At the end of each semester, following submission of unit results but prior to their 

publication, the Course Progress of all Students is to be reviewed by the Progress 

and Attendance Committee. 

3.2 If, after reviewing the Course Progress of a Student, the Progress and Attendance 

Committee is of the opinion that a Student's progress is unsatisfactory, the Progress 

and Attendance Committee shall: 

3.2.1 in the case of a Student not already subject to an Intervention Plan, refer the 

matter to the Director of Studies to consider and/or make an Intervention 

Plan; or 

3.2.2 in the case of a Student already subject to an Intervention Plan, consider 

whether or not to exclude a Student pursuant to section 5 of this Policy. 





Action/Method 

(cont) 

4. Intervention Plans 

4.1 Where a Student has been referred to the Director of Studies to develop an 

Intervention Plan under 2.4 or 3.2.1 of this Policy, the Student shall be served a 

Notice of Referral and asked to attend the Director of Studies on a date specified in 

that Notice of Referral, which is to be no later than 10 Working Days after the date 

of the Notice of Referral. 

4.2 The Notice of Referral should, as a minimum, contain the following: 

4.2.1 brief particulars of why the Student has been referred to the Director of 

Studies to make an Intervention Plan; 

4.2.2 a clear statement of the consequence for the Student failing to respond to the 

Notice of Referral's request to attend the Director of Studies and enter into an 

Intervention Plan including that if the Student refuses to enter into an 

Intervention Plan, KAPS may cancel that Student's enrolment; 

4.2.3 a request a request for the Student to provide independent supporting 

documentation from a member of a profession (for example from a specialist 

doctor, psychologist, social worker, Minister of Religion etc.) as evidence of 

the circumstances that contributed to his or her Unsatisfactory Performance; 

and 

4.2.4 information that the letter constitutes a Notice of Referral. 

4.3 The Director of Studies may make an Intervention Plan for Students referred under 

section 2.4 or 3.2.1 of this Policy. 

4.4 In deciding whether to place a Student on an Intervention Plan, the Director of 

Studies discuss the Student’s circumstances with him/her, including, but not limited 

to, the following matters: 

4.4.1 poor quality/quantity of work; 

4.4.2 disorganized or erratic performance; 

4.4.3 continual seeking of extensions or postponements; 

4.4.4 expressions of concern about the Student by peers; 

4.4.5 reported difficulty managing accommodation, transport, work, finances and 

such like; 

4.4.6 deterioration in health or appearance; 

4.4.7 life management concerns; 

4.4.8 indicators of English language difficulty; and 

4.4.9 statements indicating distress, family problems, or other difficulties. 

4.5 When making an Intervention Plan, The Director of Studies should consider the 

following issues facing the Student: 

4.5.1 Academic issues 

4.5.2 welfare issues 

4.5.3 language issues 

4.5.4 social issues 

4.5.5 emotional issues 

4.5.6 suitability of the course in which the Student is enrolled; 

4.5.7 opportunities for the Student to be reassessed for tasks in units or subjects 

he or she had previously failed, or to demonstrate the necessary 

competency in areas in which he or she had not been previously able to 

demonstrate competency; and 

4.5.8 risk that unsatisfactory course progress, while subject to an Individual Study 

Plan, could lead to the Student being reported to DIAC and cancellation of 

his or her visa, depending on the outcome of any appeals process. 

APS Institute of Management COURSE PROGRESS POLICY/PROCEDURE 




Action/Method 

(cont) 

4. Intervention Plans (cont) 

4.6 Intervention Plans MAY: 

4.6.1 permit the Student to continue in his or her course without the imposition of any 

conditions; or 

4.6.2 impose conditions on a Student’s enrolment at KAPS relating to: 

(i) referral to academic skills support 

(ii) additional English support 

(iii) additional tutoring/study group; 

(iv) increased monitoring; 

(v) a mentor program; 

(vi) personal counselling; and/or 

(vii) reduction in workload. 

4.7 Intervention Plans MUST contain: 

4.7.1 a statement advising the Student that unsatisfactory Course Progress while the 

Student is subject to an Intervention Plan could lead to the Student being 

excluded from KAPS and reported to the DEEWR and the cancellation of his or 

her visa; 

4.7.2 the Student’s long-term learning goals; 

4.7.3 the goals of the Intervention Plan, cross-referenced to the core curriculum; 

4.7.4 any other goals that the Student wishes to achieve, both social and personal; 

4.7.5 targets and dates for meeting the goals; 

4.7.6 a program of dated Progress Reviews; 

4.7.7 a section to record achievement of targets and any developments in the 

Intervention Plan; and 

4.7.8 the signatures of the Student and the Director of Studies. 

4.8 Where an Intervention Plan results in a reduction in a Student’s workload in any 

Semester, the Director of Studies must consider whether the proposed workloads in 

subsequent semesters will allow the Student to complete the Course within the 

Expected Duration of the Course 

4.9 Where, as a result of an Intervention Plan being entered into by a Student, that 

Student will not be able to complete his or her Course within the Expected Duration, 

the Director of Studies must notify DEEWR. 

4.10 Where a Student refuses to enter into an Intervention Plan, KAPS may, at its 

discretion, cancel the Student's enrolment. 

5. Exclusion and Reporting 

5.1 Where a Student is deemed to have unsatisfactory performance while subject to an 

intervention plan, the progress and attendance committee shall send the Student an 

intent to report letter within 10 working days of the decision made under section 3.1. 

5.2 The Intent to Report Letter should contain as a minimum: 

5.2.1 a statement that the Progress and Attendance Committee has decided that the 

Student's progress is unsatisfactory and is considering excluding the Student 

from his or her Course or Courses; 





Action/Method 

(cont) 

5. Exclusion and Reporting (cont) 

5.2.2 brief particulars of why the Student's progress is considered unsatisfactory; 

5.2.3 a clear statement of the consequence for the Student failing to respond to the 

Intent to Report Letter in writing, including: 

(i) cancellation of that Student's enrolment pursuant to section 5.5; and 

(ii) notice that a Student who fails to submit evidence to the Progress and 

Attendance Committee has no right of appeal, unless his or her 

circumstances are exceptional. 

5.2.4 advice that the Student should provide independent supporting documentation 

from a member of a profession (for example from a specialist doctor, 

psychologist, social worker, Minister of Religion etc.) as evidence of the 

circumstances that contributed to his or her Unsatisfactory Performance; 

5.2.5 advice that failure to provide information that was reasonably available at the 

time of the exclusion and reporting process will not be considered sufficient 

grounds for an appeal against a decision to exclude him or her; 

5.2.6 the name and telephone number of the counselling services of KAPS and the 

Student Support Officer; and 

5.2.7 information that the letter constitutes an Intent to Report Letter, pursuant to 

section 5.1 of this Policy. 

5.3 The Intent to Report Letter must be served on the Student at least 15 Working Days 

before the Progress and Attendance Committee makes a decision pursuant to 

section 5.6 of this Policy. 

5.4 The Intent to Report Letter is deemed to have been served on a Student in 

accordance with section 5.3 of this Policy, if it is served on the Student personally or 

by express post, normal registered mail or international courier to the mailing address 

of the Student in the records of KAPS. 

5.5 Where a Student does not respond to an Intent to Report Letter within 10 Working 

Days of the letter being served on that Student, KAPS may, at its discretion, exclude 

the Student immediately. 

5.6 Following receipt of the Student's response to the Intent to Report Letter, the 

Progress and Attendance Committee may decide to: 

5.6.1 permit the Student to continue in his or her course but not subject to an 

Intervention Plan; or 

5.6.2 permit the Student to continue in his or her course subject to an Intervention 

Plan; or 

5.6.3 exclude a Student from KAPS. 

5.7 In making a decision under section 5.6, the Progress and Attendance Committee 

should consider: 

5.7.1 the terms and conditions of any Intervention Plan to which the Student is or 

has been subject; 

5.7.2 the Course Progress of the Student; 

5.7.3 the attendance levels of the Student; and 

5.7.4 any Compassionate or Compelling Circumstances 





Action/Method 

(cont) 

Records 

Related 

Documentation 

5. Exclusion and Reporting (cont) 

5.8 The Progress and Attendance Committee shall record the decision made pursuant to 

section 5.6, the reasons for the decision and any conditions placed on a Student’s 

enrolment at KAPS. 

5.9 The Student shall be served a letter together with the decision made, the reasons for 

the decision, any conditions placed on the Student's enrolment at KAPS and, where 

the decision is to exclude the Student, the right of the Student to appeal the decision in 

accordance with KAPS’ Complaints and Appeals Policy within 20 Working Days of the 

decision being made on the following grounds: 

5.9.1 KAPS' failure to record or calculate a Student’s marks accurately; 

5.9.2 new evidence of Compassionate or Compelling Circumstances, which was not 

reasonably available at the time of the decision to exclude the Student; or 

5.9.3 KAPS not implementing its intervention strategy and other published policies, 

when required to do so. 

5.10 Where a Student has been excluded for Unsatisfactory Performance, the Director of 

Studies shall notify DEEWR within 5 Working Days of the Final Decision to Exclude the 

Student. 

All letters, reports, supporting documents and file notes of all support provided to 

Students in managing progression will be maintained on Student files and kept in 

accordance with KAPS’ Privacy policies and procedures. 

Records relating to managing progression must be provided to DEEWR and/or DIAC at the 

time the Student applies for a new Student visa. 

Policies/Procedures 

Attendance 

Completion Within Expected Duration 

Deferring, Suspending or Cancelling the Student‟s Enrolment 

Complaints and Appeals 

Student Support Services 

Compassionate & Compelling Circumstances 

Student Code of Conduct 

Privacy 

Records Management, Maintenance and Security 

Forms: 

Attendance Punctuality Letter Proforma 

Attendance Warning Letter Proforma – 90% 

Attendance Warning Letter Proforma – 80% 

Course Progress and Attendance Letter – Below 80% 

Course Progress Early Warning Notification – 51-70% 

Intent to Report Letter – 50% and Below 

Non-Recommencement of Studies 

Course Progress Mapping Proforma 

Course Progress Quality Checklist 

Notice of Referral Letter Proforma 

Referral to Student Counsellor Form 

Intervention Plan 

Intervention Strategy 

Legislation: 

AQTF 2007 

ESOS Act 2000 

The National Code 2007 

Privacy Act 2004 





Item Action / Comment Responsibility 

1. Prior to the commencement of delivery of a course the relevant department will determine 

the units to be completed in each study period. (Semester = 20 weeks). This figure will 

represent 100% of units to be attempted. 

2. During Orientation and at the commencement of the first scheduled class Students will be 

advised of the total units to be attempted for each study period for the duration of the 

course and the need for a minimum of at least 50% successful unit completion rate. The 

KAPS‟ Course Progress Policy and Procedures will be explained as well as the Intervention 

Strategies. The Intervention Strategies can be initiated at any time. 

The Assessment Policy will also be made clear. 

Assessment tasks are ongoing throughout the term and it is the trainer‟s responsibility to 

provide ongoing feedback. 

3. It is the Trainer‟s responsibility, in the first instance to monitor Student progress consistently 

and proactively. In the event the Student is deemed „at risk‟ it is the trainer‟s responsibility to 

activate appropriate support. Indicators of risk include: 

- Poor quality/quantity of work 

- Disorganized or erratic performance 

- Continual seeking of extensions or postponements 

- Expressions of concern about the Student by peers 

- Reported difficulty managing accommodation, transport, work, finances and such like 

- Deterioration in health or appearance 

- Life management concerns 

- Indicators of English language difficulty and 

- Statements indicating distress, family problems, or other difficulties. 

Please also refer to KAPS‟ “Teaching and Learning Strategies for International Students” 

included in the Trainer’s Induction Handbook. 

4. At the end of each study period the Student‟s results will be reviewed and a calculation 

made on the percentage of successfully completed units against the total scheduled for the 

study period. 

5. Where it is found that the Student has successfully completed less than 50% of the 

scheduled units the Director of Studies will be notified. 

Note: 

KAPS proactively encourages trainers to identify Students who are having difficulties in 

completing the required units and to provide or seek appropriate support. 

The Attendance and Course Progress Monitoring Proforma is to be completed by all 

teaching staff on a fortnightly basis and submitted to the Course Co-ordinator for actioning 

appropriate Early Intervention support. 

6. The Course Coordinator will discuss with the Trainer(s) involved in the delivery to discuss 

whether any learning difficulties had been identified and the details of any strategies that 

were adopted to overcome them. 

Course 

Coordinator 

Director of 

Studies, 


Coordinator, 

Trainer 

Trainer 

Course-Coordinator 

Principal 

Lecturer 


Coordinator and 

Trainer 


Coordinator 

Director of 

Studies 

Course Coordinator 

Trainer 





Item Action/Comment Responsibility 

7. An “Early Warning Letter” will be given to the Student outlining that the matter is serious 

and the Student‟s potential risks. 

8. 

9. 

10. 

A meeting with the Student will be arranged (within 4 weeks of the study period completion) 

by the Course Coordinator to discuss their progress and to identify any difficulties they may 

have. A Referral to the Student Counsellor will be made with a view to assisting in 

identifying any issues that the Student may have that are preventing the progress required 

to complete the course in the required timeframe. 

- Complete Referral to Student Counsellor Form 

- Refer to Intervention Strategy Guidelines for further information. 

Where it is identified that the Student requires additional support the Intervention Plan will 

be completed to record details of the strategies (including responsibilities) and long and 

short-term goals to be implemented to assist the Student achieve satisfactory course 

progress. 

Should the result of the review identify no additional support is required then discussion will 

focus on how the Student can improve their progress performance. All details discussed 

are recorded on the Intervention Plan 

Intervention Plans may: 

Permit the Student to continue in his or her course without the imposition of any conditions; 

or 

Impose conditions on a Student‟s enrolment at KAPS relating to: 

Referral to academic skills support 

Additional English language support 

Additional tutoring/study group 

Increasing monitoring 

a mentor program 

Once a Student has been identified as not achieving the required course progression level their 

performance will be reviewed after 3 weeks of the Intervention Plan‟s implementation to assess 

whether the required improvement is being made. 

If at the end of two consecutive compulsory study periods the Student‟s progress has not 

achieved the minimum requirement the Course Coordinator will notify the Director of Studies. 



Principal 

Lecturer 

Trainer/ 


Co-ordinator 






Item Action / Comment Responsibility 

11 

12. 

13. 

The Director of Studies will review the records of previous reviews, action plans, etc, and 

meet with the Student to provide them with an opportunity to explain their unsatisfactory 

progress. 

Where the Student has identified compassionate or compelling circumstances as the 

reason for their performance, the Director of Studies may elect not to report the Student‟s 

progress to DEEWR and DIAC and continue with the same/modified support plan that had 

been developed. 

Note:- Consideration will need to be given to the balance of time remaining on the 

Student‟s visa, and the time required to successfully complete the course. 

Should the Director of Studies decide that progress levels are unsatisfactory the 

Student will be notified in writing of the decision. This notification will also reference 

the Student‟s right to access KAPS‟ Complaints and Appeals procedure and a 20 

working day timeframe in which to lodge a complaint if they disagree with the decision. 

This notification will be hand delivered to the Student where possible and will be sent 

by post and email. 

Where the Student has chosen not to access KAPS‟ Complaints and Appeals 

procedure within the 20 working day period, withdraws from the process, or the 

process is completed and results in a decision supporting KAPS, the Director of 

Studies will arrange to notify the DIAC through PRISMS that the Student is not 

achieving satisfactory attendance as soon as practicable. 

Every term the Director of Studies will request a report from all departments delivering 

to International Students on the current status of the Student‟s course progress. 

Where this report identifies a Student at risk of not achieving satisfactory course 

progress the Director of Studies shall contact the Course Coordinator to confirm that 

intervention action has commenced. 

Director of Studies 






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Course Progress Policy - KAPS Institute of Management

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