Procedure NEAS D4.1
Version 4.0
Policy and Procedure: Attendance Monitoring
1. PURPOSE:
Universal Institute of Technology establishes this policy and procedure to:

Comply with the requirements of the ESOS Act relating to attendance for
students on a student visa.

Enable UIT to proactively notify, counsel, and assist students who are at risk
of failing to meet attendance requirements.
2. SCOPE
This policy and procedure applies to all UIT English Language students on a student
visa.
3. POLICY
It is the policy of UIT to monitor the attendance of students to identify students-at-risk
and provide timely and appropriate intervention thus enabling them to complete their
qualification and comply with their visa conditions.
4. PROCEDURE
The following outlines the steps undertaken for attendance monitoring:
STEPS
1.
At Orientation, students are
informed of the conditions of
their visa that pertain to
attendance and the Institute’s
procedure in monitoring student
attendance, the various actions
that will be initiated when a
student is identified to be at-risk
and for unsatisfactory course
attendance.
2.
Student attendance is marked
PERSONS/UNITS
RESPONSIBLE

Director of Studies

Student Service
Officer

A Student
Induction Checklist
is signed by the
student to indicate
that they have
been informed
about the policy


Students should
Teachers or
REMARKS
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|File Name: X:\Administration\NEAS 2013 -Policy updates\Section D\D4.1 Attendance Monitoring v4.0.docx
|Printed Date: 4/29/20133
|Review Date: 3/01/2014
|Authorised by: CEO
|Document Owner: CEO
|RTO No: 22096
|CRICOS No: 02946M
©Universal Institute of Technology Pty Ltd
|Page 1 of 5
PERSONS/UNITS
RESPONSIBLE
Student Services
officer
STEPS
twice daily, at the beginning of
each session.
REMARKS

3.
Submit the daily attendance
sheet to reception

Teacher
4.
Student Service Officer
maintains and updates the
Attendance Monitoring Template
on a weekly basis

Student Services
Officer
5.
Assess on a weekly basis if a
student is at risk of not meeting
the attendance requirement

Student Services
Officer

Teacher ensures
that the
attendance sheet
is properly
completed.

As per ESOS Act,
UIT is not required
to monitor
attendance of
students who are
not on a student
visa.
However, as per
duty of care, the
Institute will
monitor all
students
regardless of visa
type.

6.
Student attendance reports are
run weekly in the SMS. Where
the percentage attendance in the
“overall attendance at
completion” report is below the
following levels the associated
action must be taken:

present valid and
current medical
certificates for
absences due to
illness.
A staff member will
photocopy the
medical certificate,
signs and date it
as original sighted.
The original copy
is handed back to
student while the
copy is kept on the
student file.
Student Services
Officer
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|File Name: X:\Administration\NEAS 2013 -Policy updates\Section D\D4.1 Attendance Monitoring v4.0.docx
|Printed Date: 4/29/20133
|Review Date: 3/01/2014
|Authorised by: CEO
|Document Owner: CEO
|RTO No: 22096
|CRICOS No: 02946M
©Universal Institute of Technology Pty Ltd
|Page 2 of 5
Reporting Scenarios
If a student has been absent for
consecutive five (5) days
without approval
Actions



Attendance is projected to fall
below 90%



Attendance is projected to fall
below 85%



Attendance is projected to fall
below 80%






The Student Services Officer informs the Academic
Manager about the matter using an UIT Attendance
Tracking Form
Student is contacted and counselled by the Academic
Manager and the Student Services Officer with regards
to attendance requirement
Results of meeting or student counselling to be filed as
a diary entry in the student file in the SMS
The Student Services Officer informs the Academic
Manager about the matter UIT Attendance Tracking
Form
First warning letter is sent to the student’s:
o Current address on the student database
o Email address
Results of meeting or student counselling to be filed as
a diary entry in the student file in the SMS
The Student Services Officer informs the Academic
Manager about the matter UIT Attendance Tracking
Form
Second warning letter is sent to the student’s:
o Current address on the student database
o Email address
Results of meeting or student counselling to be filed as
a diary entry in the student file in the SMS
The Student Services Officer informs the Academic
Manager about the matter
An Intent to Report to DIAC letter is sent to the
student’s:
o Current address on the student database
o Email address
The Intent to Report to DIAC will advise the student for
breach of visa condition due to unsatisfactory
attendance and if any compelling and compassionate
circumstances documentation could be provided before
the letter is forwarded should be provided within 20
working days.
If the review of compelling and compassionate
circumstances documentation brings the attendance
percentage to 80% the requirement, then the Intent to
Report letter will not be sent to DIAC
However, if no compelling or compassionate
circumstances documentation is submitted, then the
student is reported for Unsatisfactory Attendance is
sent to DIAC. The letter informs the student of their
right to appeal the decision.
All documents are filed in the student folder.
Once printed this is an uncontrolled document – refer to online version for original
|File Name: X:\Administration\NEAS 2013 -Policy updates\Section D\D4.1 Attendance Monitoring v4.0.docx
|Printed Date: 4/29/20133
|Review Date: 3/01/2014
|Authorised by: CEO
|Document Owner: CEO
|RTO No: 22096
|CRICOS No: 02946M
©Universal Institute of Technology Pty Ltd
|Page 3 of 5
As a matter of policy, students are entitled to appeal the decision to report their
unsatisfactory attendance within 22-23 working days (20 days plus time for delivery)
on the following grounds that:

Their attendance hours were incorrectly recorded

Compassionate and compelling circumstances were not taken into account

They have new evidence to provide which were not available at the time of when the
Final Notification to Report to DIAC due to Unsatisfactory Attendance was sent.
The following are the steps undertaken for appeals relating to reporting for
unsatisfactory attendance:
If the student appeals the decision to Report for Unsatisfactory Student Attendance:
PERSONS/UNITS
RESPONSIBLE
STEPS
1.
REMARKS
If the student wishes to appeal
the decision and notifies UIT
within the prescribed time then
the UIT Complaints Appeal
process will be followed.
Note: The student must remain enrolled throughout of the appeals process.
If the student chooses NOT to appeal the decision or their appeal is unsuccessful:
STEPS
2.
The student will be reported in
PRISMS within 5 working days
3.
An email is sent to the student
advising about the cancelation
of enrolment.
All documentation relating to this
policy are filed
4.
5.
PERSONS/UNITS
RESPONSIBLE

Admissions Officer

Student services
Officer

Student services
Officer
REMARKS

Student Services
informs Admissions
Officer regarding
the matter

Cancellation is
recorded on
Deferment,
Suspension, and
Cancellation
Register
Student enrolment is cancelled
5. REFERENCES


ESOS National Code – Standard 11
NEAS Standard on Student Services
Once printed this is an uncontrolled document – refer to online version for original
|File Name: X:\Administration\NEAS 2013 -Policy updates\Section D\D4.1 Attendance Monitoring v4.0.docx
|Printed Date: 4/29/20133
|Review Date: 3/01/2014
|Authorised by: CEO
|Document Owner: CEO
|RTO No: 22096
|CRICOS No: 02946M
©Universal Institute of Technology Pty Ltd
|Page 4 of 5
6. RESPONSIBILITY
The responsibilities are delineated in the procedures
7. PROCEDURE OWNER
CEO
8. FORMS








Student Induction Checklist
First Warning Letter – Unsatisfactory Attendance
Second Warning Letter– Unsatisfactory Attendance
Notice to Report to DIAC for Unsatisfactory Attendance
Complaints and Appeals Form
Letter Template – Outcome of Appeal (Favourable)
Letter Template – Outcome of Appeal (Dismissed)
Final Notice to Report to DIAC for Unsatisfactory Attendance
9. RELATED DOCUMENTS


Complaints and Appeals Policy
Administration and Records Management
10. Version History
Version
Number
1.1
2.0
Date
3.0
29th Sept 2010
15 February
2012
1 May 2012
4.0
1 January 2013
Reason for
Revision
Initial Release
Checked for
compliance
Reviewed for Annual
Accreditation
Reviewed for NEAS
Progress Check
Prepared by
Approved
By
Rizwan Ahmed
Rizwan Ahmed
Rizwan Ahmed
Rizwan Ahmed
Once printed this is an uncontrolled document – refer to online version for original
|File Name: X:\Administration\NEAS 2013 -Policy updates\Section D\D4.1 Attendance Monitoring v4.0.docx
|Printed Date: 4/29/20133
|Review Date: 3/01/2014
|Authorised by: CEO
|Document Owner: CEO
|RTO No: 22096
|CRICOS No: 02946M
©Universal Institute of Technology Pty Ltd
|Page 5 of 5