General Policies

Recognition of Prior Learning (RPL)

Credit Transfers

Library

Counseling support

During the course, if a student has stress or any difficulty associated with the course work, they can apply for counseling sessions with the school counselor if the student submits a written request with the agreement of the student’s tutor.

Access. Equity and Anti-Discrimination

ACC has a strong focus on providing opportunities for everyone to access and participate in learning and to achieve their learning outcomes. We are committed to ensure that our practices are as inclusive as possible and do not unreasonably prevent any client from accessing its services if the clients meet all entry requirements.
ACC will give the opportunities of study to those who have disabilities and ACC is willing to help them if there are things to help. If there is disability that may affect their study it is necessary to inform to the tutor at the start and at the same time of registration.

Access to Results

Intensive Seminar

Purpose

This policy documents ACC’s policy for assessing requests from an overseas student to transfer to another provider prior to the student completing at least six months of the course for which a student visa was granted and the student admitted to the ACC. It also sets out procedures to be followed in dealing with such requests.

Transfer to ACC from Another Provider

ACC shall not knowingly enrol the student wishing to transfer from another registered provider’s course prior to the student completing six months of his or her principal course of study with their respective institutions except where:

1. the original registered provider has ceased to be registered or the course in which the student is enrolled has ceased to be registered
2. the original registered provider has provided a written letter of release
3. the original registered provider has had a sanction imposed on its registration by the Australian Government or state or territory government that prevents the student from continuing his or her principal course, or
4. any government sponsor of the student considers the change to be in the student’s best interest and has provided written support for that change.

Transfer from ACC to Another Provider

ACC will consider requests for transfer fairly, but such a request will be summarily refused unless:

1. The student has a valid enrolment offer from the receiving provider;
2. ACC has had sanctions placed against its registration as a CRICOS Provider by the Australian Government or state or territory government or the registration of the course on CRICOS has been revoked and the student is prevented from continuing his/her principal course;
3. A government sponsor (if any) deems that the transfer is in the best interest of the student and has provided written support for that change;
4. ACC believes there are reasonable grounds for the transfer; and
5. An appeal (internal or external) on a matter that may reasonably result in the student wishing to seek a transfer, supports the student.

Procedure

Upon receiving a request from an international student enrolled in one of the award courses of ACC to transfer to a course offered by another registered provider the following procedure shall be followed:

1. All requests for transfer to another course shall be in writing, using the  application form and signed and dated by the student concerned.
2. The request for transfer shall provide full details of the course the student is currently enrolled in at ACC, the duration since enrolment, course units completed, performance achieved and other details.
3. The request for transfer shall detail the reasons why a transfer to another course is being sought.
4. The request for transfer must specify the date of transfer.

Grounds

The request is assessed against the grounds for granting transfer as follows:

Grounds for granting permission to transfer to another course outside the ACC

1. The student must have completed at least 6 months of his or her principal course of study with ACC.
2. Or ACC should receive a letter from the student’s government sponsor outlining why it considers the transfer to another course to be in the best of the student.
3. Or ACC has reasons to believe that the student will materially benefit from transfer to the designated course provided by another registered institution.
4. Or ACC has decided to cease offering the course due to low enrolment or other reasons.
5. Or ACC is required by the Australian Government or ACT Government to cease to offer the course.

Letter of Release

1. If the circumstances involved in continued enrolment in the student’s ACC course are considered to be detrimental to the student and the application is in accordance with ACC policy, the Letter of Release will be granted at no cost to the student.
2. ACC shall issue a Letter of Release to transfer to another registered provider at no cost to student. ACC shall advise the student to contact Department of Immigration and Citizenship (DIAC) to seek advice whether a new student visa is required.
3. The student will be provided with written notification of the outcome of his or her application for transfer between registered providers within 14 working days of the application being received by the Registrar. This notification will advise the student of the need to contact the Department of Immigration and Citizenship (DIAC) to ascertain whether a new visa will be required.
4. The Registrar will report the student’s termination of studies to DIAC.
5. The approval of transfer of a student to another institution does not indicate the agreement to provide any refund. Refunds are governed by the ACC Refund Policy (Overseas Students), independent of this policy.
6. ACC shall respond in writing to the student seeking the transfer within 14 working days of receiving his or her request.

Non-Approval

1. ACC may refuse to release a student for transfer to another registered provider if ACC has reasons to believe that the transfer will not be in the best interest of the student or suspects that if the transfer is granted the student may not comply with his or her student visa conditions.
2. If the request for release is refused, the student will be informed that he/she is unable to transfer from ACC this time, but is welcome to re-activate the application when the 6 month period of Principle course has passed.
3. The criteria used and the reasons for refusal are to be provided to the student in writing within 14 working days of the initial application, together with advice that it is possible to lodge an appeal if the student believes there are sufficient grounds. ( See ACC complaints and appeal policy of the ACC website)
4. ACC shall keep records of all requests from students for a letter of release and the assessment of, and decision regarding, the request on the student’s file.

Students on any accredited course need to be assessed against the accredited outcomes (units and elements of competency and performance criteria) of the course. Assessing is normally done by the student’s trainer/tutor. This means that the trainers/ tutors who are assessing the student and their work must know the units and elements of competency and performance criteria set out in the subject outlines and keep up to date with any changes. Assessment procedures and policies are listed in the next few pages.

General information

Qualifications for assessors

ACC trainers/tutors will require the assessing and training qualification as prescribed by the NVR (Certificate IV TAE), or work closely mentored by an experienced assessor (trainer) until they have completed the qualification. Trainers are required to complete this qualification before working for ACC. They must also possess the qualification they are assessing and be able to provide evidence of current industry experience in this competency.

Specifically, assessors must be well acquainted with the material they are assessing—this means thoroughly understanding the competency based training requirements and by reading any new books for assignments

Assessment against AQF requirements

Students are also assessed in accordance with the Australian Qualifications Framework (AQF) level of their training. The level and outcomes for each course are listed on course outlines.

Principles of assessment

Assessment mapping guides, which map all ACC assessments against their relevant unit of competency, will be used together with other assessment tools. Each assessment tool shall be identified by the unit code, title and version. The following requirements apply:

• Competency based training (CBT) focuses on outcomes (what a person can actually do related to a specific industry standard). Assessment, as in all CBT courses, will be either competent (C) or not yet competent (NYC). Competency is defined as having the knowledge, skills and attitude to perform a task.
• An assessment instrument (or plan) is the method used to assess competency. Assessments are initial (diagnostic assessment), on-going (formative assessment), or final (summative assessment – workplace competence). Recognition of prior learning is also part of assessing competence.
• A minimum of four, preferably more, forms of evidence shall be gathered for each unit—for example, small group assessment, Journal, written assessment and a report on counselling practice.
• Assessment of practical participation may be done by external supervisors assessing a student’s skill in practice.
• Assessment instruments shall be written in clear, unambiguous language and students shall be given the opportunity to view all pieces of assessment for clarification before being assessed
• Students may be given the opportunity to negotiate how they may present their evidence of assessment (for example, email, hard copy, audio recording).
• The tutor must be prepared to spend additional one on one time with struggling students to assist them in becoming competent.

Rules of evidence

The use of ACC assessment cover sheets is mandatory to ensure authenticity of students work. Assessment should be done using marking schedules to assist accuracy and consistency of judgment. Documented observation of practicum work provides evidence of authenticity, currency and validates the aspects of underpinning knowledge assessed in the written assignments. Assessing several observations supports the notion of gathering sufficient evidence and permits a more accurate assessment of competence.

Re-submission and assessment

As a requirement of competency based training students have the right to re-assessments in order to become competent. Normally for a written assignment this would be one re-assessment to be completed within a specified period of time. The first re-assessment is without cost but any additional re-assessments will incur an administration fee of $50 (payable to ACC and which is given to the trainer to be forwarded to the National Office).  This process should be negotiated between the trainer/tutor and the student. Again, the tutor must be prepared to spend additional one on one time with struggling students to assist them in becoming competent.

Appeals process

If a student is dissatisfied with the result of their assessment they should appeal directly to their tutor or assessor. Their next level of appeal would be to the general manager. If still unsuccessful they can appeal to the Chief Executive Officer. (See grievance policy is in the Student handbook).

Forms

Official ACC Assessment and moderation forms to be used by trainers are as follows:

• Cover Sheet
• Journal
• Small group assessment
• Subject Assessment
• Term  Assessment
• Moderation Form 1/2
• Master year record

All official forms are authorized only by the CEO. They must not be altered, but trainers/tutors may develop electronic versions.

Notes on using the forms

When an assignment is submitted to and received by the trainer, the trainer will record the date received on the assessment cover sheet of assignment. The tutor will also record on this form the assessment result and any comments he or she wishes to make.

All assignments are to be assessed and recorded soon after submission and at the end of term copies of the subject Assessment Sheets are passed to the tutors. The tutors then sends within two weeks (three weeks maximum) a copy of the term Assessment Sheet to the general manager at ACC Office for recording.

Completed forms must be filed for each student

All assessment records used by the tutor and assessor must be securely and confidentially filed.

At the start of a new tutorial group, tutors are to establish a designated filing system for this group including a separate file for each student. Each file should contain: Term Assessment Record and Student Contact Sheet, progressive results of assessment and completed Assignment cover sheets. This filing system will need to be portable to enable it to be brought to seminars for updating and audit purposes. Tutors may use electronic documents (spreadsheets, tables, etc.) however their system is to fulfill all of the functional requirements of the paper-based system.

Procedure for the end-of-year forms

At the end of the year, the general manager checks the completed forms of the year to confirm each student’s completion and finalize students’ academic records and transcripts issued. Certificates are distributed at their next graduation ceremony or promptly posted to graduates who choose not to or cannot attend the ceremony.

Tutors send all completed form with Assignment cover sheets to the general manager at the ACC Office by the end of December for placing into student files.

Criteria and guidelines

In competency-based training and assessment students are graded for their units simply with either competent (C) or not yet competent (NYC). This is all that appears on official forms and transcripts.

For pieces of unit being assessed students are graded a satisfactory (S) or not yet satisfactory (NYS)

To enable the student to assess the standard of their work assessors are to give feedback on each assignment. The feedback should include a summary of the performance by inserting at the end of each assignment and on the cover sheet one of the following comments: outstanding work, excellent work, very good work, good work or not yet competent. No percentages should be included.

Consistency in assessing across the Board is the desired objective for assessors and ongoing staff training and moderation of assessments will ensure that this occurs.

Assessment of competencies must be completed using more than one method:

• It is initially done by an written assignment, using assessment criteria.
• This is followed by an exercise conducted by the trainer/tutor in the tutorial group. This is done through the tutor asking questions to each student relative to the performance criteria (PC) from each unit of the previous term in the small groups. The answers by the student should be presented in a professional manner. The PCs are listed in the subject outlines. Oral assessment is used for recording results of this assessment by the trainer/tutor. The assessment results contribute towards the overall assessment for the subject and recorded on the term assessment form.
• Through the journal.
• For the practicum units assessment is by various assessment, small group assessment and supervisor’s feedback

Reports, Essays and Written Assignment

Guidelines for assessing reports, Essays and written assignments are as follows:

• Were all questions answered, taking note of keywords such as evaluate, discuss and describe?
• Was the prescribed word limit followed? If it was exceeded the assignment is returned to the student to be resubmitted with the correct word limit within a period of one week.
• Authorized assessment criteria must be used to assist in the objective weighing of assessments.
• Were relevant scriptures used?
• Was the material in the relevant textbook and any associated required reading covered?
• Was the associated textbook (if applicable) utilized?
• Were other resources effectively utilized?
• Were relevant illustrations given ?
• Were references properly acknowledged (see student handbook)?
• Was the material related to the topic?
• Trainers are required to co-assess (moderate) the assignments of other tutors to ensure consistency.
• Was the assignment handed in on time?

Other guidelines for assessment

1. Has the assignment cover sheet been properly completed and signed by student and tutor.
2. Assessments are to be completed immediately after assignments are submitted.
3. Constructive and encouraging feedback in writing on the assignment and cover sheet is given to the student promptly—this should be during the term for assignments handed in during the term. Tutors must retain a written copy of their feedback in case of possible future dispute about it. Feedback is also given verbally to the student on the telephone or at the following seminar.
4. Trainer/tutors must not hesitate to ask the student to resubmit assignments, or portions of assignments, that they see as substandard and not up to competency level. A specified time limit should be given for this.
5. If a student exceeds the prescribed word limit the assignment must not be assessed but handed back to the student to be resubmitted with the correct word limit within three days (maximum of one week in special cases).
6. If the student’s work is not far below standard in few areas this could possibly be attended to verbally, or by coaching over the phone or at the seminar.
7. Trainer/Tutors are to provide assistance to the student if necessary to enable the student to reach the required level of competency. Care, consideration and extra time spent are required with special-needs students.
8. Students with certain disabilities may be assessed orally.
9. Firmness is necessary in relation to students reaching a level of competence in assignments. If any portion of the student assignments is not up to the required competency level, the tutor must explain the reason to the student and ask the student to resubmit it within a short specified period.

Assessment in practicum

Assessment in practicum is done by trainers observing students demonstrating skills in small groups. And industrial supervisor’s feedback will be contributed to the assessment .  The assessment is recorded on assessment Form.

Late submission of assignments

Students must submit assignments by the due dates. The General Manager only approves an exception to this. It is important that this policy is applied consistently . Students will produce better results and tutors will have a less stressful time if these standards are firmly established during term one.

If students do not submit their work on time they must pay a late fee of $50 payable to the AIFC. The tutor must inform the accounts manager of any such late submission and the name of the assignment and the accounts manager will send the student an invoice (this fee may be waived by the trainer/tutor genuine exceptional circumstances).

Flexible learning and assessment

The flexible learning and assessment criteria described in the Operational handbook need to be observed by tutors and assessors. For example, some students

because of handicap may need to be assessed orally.

Moderation and Validation of assessments

Moderation and validation of assessments operates at three levels:

1. At the training Package level. At this level all new or revised assessments tools shall be moderated by external advisors or quality management team other than the tool designer using validation form -Training Package or industry consultation form. Evidence of moderation is to be kept on file with other assessment and version control records. Validation for all new assessment tools occur when they are made through industry advisors and validation for all revised assessment tools could occur at staff conference every year.
2. 2. At the delivery and assessment level where staff shall moderate samples of student’s assignments assessed by other staff members. Form (Moderation Form)is to be used for this purpose. See below for details about this level.
3. At the Accreditation and Registration Authority level where involvement in external moderation activities with the national standard setting agencies, or the Australian Skills Qualifications Authority (ASQF)), or their representatives, as required. Both procedures (a) and (b) above could be utilised to provide evidence and resources whilst working with the external moderators.

Specific information about moderation at the delivery/assessment level

What should be moderated at this level? A sample of the each trainer/tutor’s marked assignments, including: Journals, Essay, Report, Written assignment, etc.

How many samples should be moderated?

A minimum of one of the following per tutor is to be moderated each term (as applicable):

• Essay
• Report
• Written assessment
• Journal

Other assessment tasks are to be moderated at least once annually for each trainer/tutor.

When could moderation occur at the delivery and assessment level?

Moderation could ideally occur during the process of marking a group of similar assignments.

Supervisor (general manager) of trainers/tutors shall be responsible for planning and monitoring the moderation process. She may utilise mid-term meetings, tutor networks, seminars or other processes that work best for their context.

It is recommended that tutors regularly scan the assessed assignment work (during seminars) to ensure quality assessment and feedback is occurring.

Who can moderate at this level?

General Manager or CEO (Senior Trainer) can conduct moderation. One of the roles of general manager is to moderate tutors work at seminars.

How can moderation occur at this level?

(a) Moderation starting from a clean (unmarked assignment)

Tutors who receive their students’ assignments electronically would be encouraged to e-mail an unmarked copy to the moderator. Both parties would mark the assignment. The tutor would then email (forward) a marked copy to the moderator who would complete the moderation process by using Moderation Form. The moderator would then initiate feedback to the tutor.

The above process should also be applied where student’s assignments are received in hard copy.

(b) Moderation from a marked assignment

Where photocopying is not available, moderation would need to occur at mid-term meetings, seminars, tutor networks, (or other processes that work best for their context). Under these circumstances moderators would moderate the marked assignment and provide immediate feedback to the tutor using the Moderation form

How is moderation documented, recorded and filed?

The General Manager should securely hold and file moderation forms and associated assignments for audit purposes. These are to be securely filed for a period of two years and are then to be replaced with a current, moderated version of the same assessment type

The trainers/tutors may choose to store only two of each assignment moderated per unit (for example, two Reports, two written assignments).

Qualifications Register Policy

You will receive a transcript and your certification that you have completed a full program of learning after successfully completing all tasks in the NRT course. They will be issued free of charge at first. The qualification will list the course name, student ID, student name and the date of issue. The transcript will list the units of competency you have achieved.

Requirements and Process

1. Completion of all units
2. Confirmation of student’s master sheet by the dean of department
3. Confirmation of a request form (Certificate)
4. Full payment of tuition fee
5. Certification is issued within 30 days of a student completing their assessment
6. Record Issuance document

Re-issue

A replacement of transcripts and certificates will occur a fee. Students must send a request form to info@accu.edu.au for the approval

Re-issue of a qualification Fee: $30

                      Student Attendance Policy and Procedures

Overview

In line with legislation from the ‘National Code 2018 standard 8’ providers of education to overseas students are required to have a documented policies and procedures for monitoring student attendance.

Under Australian visa regulations, holders of student visas are required to attend a minimum of 80% of scheduled course hours, and as a provider, Australia Christian College(ACC) is responsible for monitoring attendance records.

The purpose of this document is to outline processes for monitoring student attendance. ACC is responsible for its administration systems to ensure attendance monitoring and compliance.

Scope

ACC accepts the responsibility to monitor and to educate students about attendance compliance at all stages of a student’s enrolment and tuition.

The policies and procedures outlined here apply to the staff and students of ACC and are consistent with all course documents provided to students and the material provided to staff.

Terminology

Satisfactory Attendance – a minimum of 80% of scheduled course contact hours (with or without medical certificates)

Compassionate or compelling circumstances are those beyond the control of the student and which have an impact upon the student’s course progress or wellbeing.

Policies Implementation

ACC must comply with the ESOS Act and its regulations. Each staff member involved in the promotion, recruitment, admission delivery, management or administration of overseas students on student visas is responsible for the implementation of this policies. The policies will be filed electronically in the public folder.

The course director will review the attendance monitoring process for each semester by the last day of that semester. A Summary of monitoring attendance sheet will be kept up-to-date by the course director to ensure all steps of the procedure have been followed.

The following records will be kept for two years – class rolls, attendance monitoring summary sheet, copies of warning letters, medical certificates or other evidence of compassionate or compelling reasons for non-attendance, correspondence and documents related to students’ Complaints or Appeals.

Policy Review

The general director will review these policies annually, or in case of legislative changes governing the delivery of education services to overseas students on a student visa.

General Principles

All student absences are marked daily on the weekly attendance roll by the class tutor. It is a tutor’s responsibility to maintain class rolls so that they accurately reflect attendance. Tutors are the first line of inquiry and it is their responsibility to discover why a student is absent, late or leaves early.

Students that have not attended more than a whole weekly classes ( 5 consecutive days) without approval  are contacted and also asked to attend counselling with the course director.

All students are subject to attendance requirements. It is made known to the students prior to enrolment, after enrolment and throughout their course by their tutors and staff.

80% is the minimum attendance required for a student to complete a course. Students with less than 80% attendance may request a letter to prove their study, which will have their course, dates, level attained and overall attendance.

Attendance thresholds for enrolments, i.e. how many absences can be taken whilst achieving the minimum attendance requirement, are not advertised, but may be given to an individual student at the discretion of ACC, per individual case.

Students receive up to two warning letters relating to poor attendance. When a student’s attendance falls to 80% or below, they are issued with an warning letter. Students have 20 working days to appeal in writing their absences. Medical certificates must be produced during this time.

Although student visa holders are told that they will be dealt with seriously if their attendance falls below 80%, it is at the discretion of ACC whether to report a student whose attendance is 70%-80% and who is making progress in the course.

It is important for all staff to be aware that accepted non-attendance are serious illness accompanied by a medical certificate, national disaster, and family emergencies, where there is supporting evidence.

In the same way, long-term non-attendance, without regard for the rules of the study visa, may be a cause for suspension of course (see ACC Policy for Deferring, Suspending or Canceling the Student’s Enrolment).

At any time, a student may initiate the school’s complaints and appeals procedure. (see ACC Complaints and Appeals Policy and Procedure)

Policies Content and Procedures

1.Procedures for informing students of the attendance regulations

Students will be advised as follows:

1) At the time of enrolment, students are advised of the attendance requirement. They are also advised of the consequences of poor attendance. All students at the time of enrolment are asked to accept the conditions of enrolment which includes an undertaking to maintain at least 80% attendance.

2) Information on attendance is included in the Student Handbook. It includes:

• the 80% attendance requirement
• the consequences of not maintaining satisfactory attendance
• the requirement to notify ACC if the student is sick
• provision of a doctor’s certificate for one or more days absence due to illness
• the information that a student’s attendance may be affected if they are late to a class.

3) Students are advised again verbally during orientation, and by their tutor on the first day of classes.

2. Procedures for monitoring attendance

1) Marking the roll and assessing satisfactory attendance

(1) Tutors mark the class roll for each session.

Marking of Roll

If a student is absent from the whole session for any reason, mark (a) on the roll.

(2) Tutors advise their course director if any student is absent for two consecutive weeks without notifying ACC.

(3) Tutors advise their course director of any students who are habitually late or regularly absent. Class attendance is calculated weekly.

2) Students as being absent for two consecutive weeks without ACC approval, or whose attendance is at risk of falling below 80%.

(1) Telephone contact is made with any student who have been absent for more than two consecutive weeks without approval or where the student is at risk of not attending for at least 80% of the scheduled course contact hours for the course.

(2) The student is asked to make an appointment with the course director to discuss reasons for the absence and to be counselled about attendance requirements. A verbal warning is given and an action plan is agreed with the student. If appropriate (eg if poor attendance is due to homesickness, social or psychological issues), the student is referred to the general manager for further discussion, advice or referral. The course director is informed about the outcome of the interview. A student file note is made to document the meeting.

(3) If the problem is repeated, up to two written warnings may be given and the student will be asked to attend an interview with the course director or General manager. Documentary evidence of the reason for absence(eg medical certificates) will be requested. A student file note is made to document the meeting. The student signs the bottom portion of the warning letter to indicate she/he received it and attended an interview.

A copy of the evidence will be retained in the student’s file.

3) Students unable to achieve satisfactory attendance

(1) Should a student receive a first and second warning letter, they have 20 working days to provide a written response explaining why ACC should allow them to continue studying at the ACC.

(2) Students who are no longer able to achieve 80% attendance for the period of their CoE will be given written notice of the intention to give the students ‘fail’ in the unit if they cannot provide proper evidence. The student will be given twenty(20) working days to make an appeal through ACC’s appeals process and warned that attendance will continue to be monitored during that period. The ACC Complaints and Appeals policy is documented and available to students on the ACC website; www.accu.edu.au.

(3) If the student’s appeal is unsuccessful, she/he cannot pass the unit. An appeal may be lodged and can be successful if supported with genuine medical certificates and the student’s attendance is above 70%. The appeal decision will be made by a committee of various key ACC staff who will meet to discuss each individual case.

(4) It is at the discretion of ACC whether to report the student to DIAC if the student has finished their course of study prior to the 20 day time period after the first and second letter. All students with less than 70% attendance will be treated seriously.

(5) After discussion with the course director and general Director, a student may be reported to DIAC via the PRISMS system. Detailed information relating to the individual student’s case is input into the PRISMS system.

A copy of the evidence will be retained in the student’s file.

3) Compassionate or Compelling Circumstances

In the following circumstances, the course director, in consultation with the general manager, may decide not to report a student for breaching the 80% attendance requirement.

• The student is maintaining satisfactory course progress.
• The student’s attendance is at least 70%, and
• The student produces documentary evidence clearly demonstrating that compassionate or compelling circumstances apply.

Version control and accountability table

Policy

1. The Diploma of counselling must be completed within two academic years (8 terms) as specified on the student’s COE. It covers 17 units of competency including 13 core units and 4 elective units.
2. The course requirements for each term will be explained clearly to the student at the start of each term in the intensive seminar. Course outline and each unit outline will be given to the students as well.
3. In order to complete the course successfully, students must follow the course requirements for each term including academic and skills performance and attendance responsibility.
4. Academic performance will be monitored and students are required to achieve satisfactory academic progress in the course as part of student visa requirements.

For that purpose :

• Students must take at least one unit that is not by distance or online learning each term. Each term is composed of two or three units and it lasts usually 9 to 11 weeks.
• Students must demonstrate competency in at least 50% of units each term( a study period).
• Students’ tutors will assess and record each student’s progress (academic results) at the end of each term based on the results of all assessments.

5. Where students have been identified as at risk of not meeting the academic requirement, all possible efforts shall be made by the means of intervention strategies to ensure that the student is given the opportunity to rectify their situation, but where this is not possible their non-compliance of this requirement must be reported to Department of Education and Department of Immigration and Border Protection (DIBP) via Provider Registration and International Students Management System (PRISMS).
6. The primary goal of the procedures is to provide students who are not achieving a satisfactory level of academic progress with knowledge of and access to appropriate learning and other specified support and resources to assist them improve their academic performance.
7. The following procedures outline a process to ensure that students are made aware and given opportunities by the means of activation of intervention strategies to rectify the situation.

Procedures

1. Recording student academic performance

The assessment of students academic performance shall be conducted by qualified trainers/assessors(tutors) according to the Australia Christian College(ACC)’s assessment tools, methods and the recording processes.  All academic results are entered into the Students Records Management System by the Registrar, ACC.

2. Monitoring Student Academic Performance

At the end of the study period (term) student’s tutors reports any of the following issues regarding a student to the Course director, ACC:

• The student has been deemed ‘not satisfactory course progress’ in 50% or more of the units that he/she has attempted in the study period (term).
• The current course load may restrain the student from completing the course within the expected duration as specified on the student’s CoE.
• Where a trainer/assessor has identified the student at risk of making unsatisfactory course before the end of the study period (term).

(a)  Appropriate intervention strategy will be implemented where the student is at the risk of not maintaining satisfactory course progress.

(b)  The student will be contacted by student’s tutor by telephone, email or mail and invited to a meeting to develop an action plan, which assists to improve student’s academic performance.

(c)  The student will need to come and discuss the appropriation of the course selection and opportunities for reassessment in subjects previously been assessed as ‘not satisfactory’.

(d)  Students must be made aware that unsatisfactory course progress in two consecutive study period(term) will be reported to Department of Education DIBP by ACC and can lead to cancellation of their student visa (depending on the outcome of any appeal process if accessed).

(e)  The Course director or the Trainer/Assessor(tutors) will work with the student to ensure that the discussed action plan is implemented and produces higher levels of academic performance.

(f)  Without a reasonable cause for ongoing underperformance i.e.  unsatisfactory course progress in 50% or more of the units for two consecutive study period (term), the Course director, ACC will refer the case to the ACC general manager who will evaluate the situation for the termination of student enrolment.

(g)  The reasonable cause is compassionate or compelling circumstances that are beyond the control of the student and they have an impact on the student’s capacity and/or ability to progress through course.  These could include but are not limited to:

(1)  Serious illness to injury, where a medical certificate stages that the student was unable to attend classes.

(2) Bereavement of close family members such as parents or grandparents (where possible death certificate should be provided).

(3) Major political upheaval or natural disaster in the home country requiring their emergency travel and this has impact on their studies.

(4)  A traumatic experience which could include but not limited to:

1)  Involvement in or witnessing of an accident, or

2)  A crime committed against the student, or

3)  The student has been witness to a crime and that has impact on the student (these cases should be supported by the police or psychologist’s report).

(h)  Where ACC has assessed the student as not achieving satisfactory course progress, ACC will notify the student in writing of its intention to report to DIBP for the student’s not achieving satisfactory course progress. The written notice will inform the student that he or she is able to access the ACC’s complaints and appeals process and that the student has 20 working days in which to do so. A student may appeal on the following grounds:

(1) provider’s failure to record or calculate a student’s marks accurately,

(2) compassionate or compelling circumstances, or

(3)provider has not implemented its intervention strategy and other policies according to its documented policies and procedures that have been made available to the student.

(i)  Where the student has chosen not to access the complaints and appeals processes within the 20 working days period, the report will be submitted via PRISMS.

3. Activation of intervention strategy

(1) If a student is not deemed competent in 50% or more units attempted in a study period (term), the student’s tutor shall immediately notify the Course director and a Warning Letter shall be sent indicating the student is required to contact and organise an appointment with the Course director to discuss their poor academic progress and intervention strategies to ensure they stay above the 50% academic progress requirement for the following study period (term).

(2) If the student does not respond within 7 days the student’s tutor will attempt to contact the student via telephone. If this fails the matter shall be forwarded to the ACC Director who will then again try to contact the student and pursue the matter further.

4. When a student’s academic progress fails below 50% for 2 consecutive study period:

(1) The student shall be sent a ‘Breach Recorded letter‘ indicating they are going to be reported to DIBP for unsatisfactory academic progress in their course of study by the general manager. They are informed that this has occurred as they have failed to be deemed competent in more than 50% for two consecutive study periods.

(2) They are also informed of their ability to access the complaints and appeals process and have 20 working days to do so.

(3) If the student does not go through any appeal or complaint process within 20 working days, the report shall be submitted to DIBP via PRISMS by ACC general manager.

(4) A copy of all letters, details of phone calls/SMS made, and any reports are to be kept in the student files.

5. Intervention Strategy Guidelines

(1) Intervention strategies to be put in place may incorporate the following:

(a)  Student will be advised to attend the catch up classes.

(b)  Mentoring programs will be implemented.

(c)  Counseling will be arranged for the student.

(2) Reduction of load may be advised but the student will be advised to complete the course in the expected duration and he/she cannot exceed duration beyond the specified course duration on CRICOS.

(3) This intervention strategy specifies the procedures for indentifying and assisting students at risk of not meeting the required course progress requirements i.e. not attaining competency in 50% of units undertaken in a study period. This intervention strategy must be made available to students.

(4) ACC would develop their intervention strategy for each student on a case by case basis.  These guidelines include suggested actions, however these suggested actions are not exhaustive.

(5) When an intervention strategy has been activated for a student, documentation must be kept in the student’s file for all follow up meetings, support provided and strategies undertaken by the student. The course director will be in charge of keeping records.

(6) If it is noted that the student is not following the intervention strategy in place for the student, it is recommended that the student is sent a letter reminding the student that if they continue to not meet academic progress requirements he/she will be reported to Department of Education and DIBP (Department of Immigration and Border Protection) by the general manager

Policy

1. The Diploma of counselling must be completed within one academic year (4 terms) as specified on the student’s COE. It covers 11 units of competency including 5core units and 6 elective units.
2. The course requirements for each term will be explained clearly to the student at the start of each term in the intensive seminar. Course outline and each unit outline will be given to the students as well.
3. In order to complete the course successfully, students must follow the course requirements for each term including academic and skills performance and attendance responsibility.
4. Academic performance will be monitored and students are required to achieve satisfactory academic progress in the course as part of student visa requirements.

For that purpose :

• Students must follow all the instructions of course outline and unit outlines each term. Each term is composed of two or three units and it lasts usually 10 weeks.
• Students must take at least one unit that is not by distance or online learning each term.
• Students must demonstrate competency in at least 50% of units each term( a study period).
• Students’ tutors will assess and record each student’s progress (academic results) at the end of each term based on the results of all assessments.

5. Where students have been identified as at risk of not meeting the academic requirement, all possible efforts shall be made by the means of intervention strategies to ensure that the student is given the opportunity to rectify their situation, but where this is not possible their non-compliance of this requirement must be reported to Department of Education and Department of Immigration and Border Protection (DIBP) via Provider Registration and International Students Management System (PRISMS).
6. The primary goal of the procedures is to provide students who are not achieving a satisfactory level of academic progress with knowledge of and access to appropriate learning and other specified support and resources to assist them improve their academic performance.
7. The following procedures outline a process to ensure that students are made aware and given opportunities by the means of activation of intervention strategies to rectify the situation.

Procedures

1. Recording student academic performance

The assessment of students academic performance shall be conducted by qualified trainers/assessors(tutors) according to the Australia Christian College(ACC)’s assessment tools, methods and the recording processes.  All academic results are entered into the Students Records Management System by the Registrar, ACC.

2. Monitoring Student Academic Performance

At the end of the study period (term) student’s tutors reports any of the following issues regarding a student to the Course director, ACC:

(1) The student has been deemed ‘not satisfactory course progress’ in 50% or more of the units that he/she has attempted in the study period (term).

(2) The current course load may restrain the student from completing the course within the expected duration as specified on the student’s CoE.

(3) Where a trainer/assessor has identified the student at risk of making unsatisfactory course before the end of the study period (term).

(a)  Appropriate intervention strategy will be implemented where the student is at the risk of not maintaining satisfactory course progress.

(b)  The student will be contacted by student’s tutor by telephone, email or mail and invited to a meeting to develop an action plan, which assists to improve student’s academic performance.

(c)  The student will need to come and discuss the appropriation of the course selection and opportunities for reassessment in subjects previously been assessed as ‘not satisfactory’.

(d)  Students must be made aware that unsatisfactory course progress in two consecutive study period(term) will be reported to Department of Education DIBP by ACC and can lead to cancellation of their student visa (depending on the outcome of any appeal process if accessed).

(e)  The Course director or the Trainer/Assessor(tutors) will work with the student to ensure that the discussed action plan is implemented and produces higher levels of academic performance.

(f)  Without a reasonable cause for ongoing underperformance i.e.  unsatisfactory course progress in 50% or more of the units for two consecutive study period (term), the Course director, ACC will refer the case to the ACC general manager who will evaluate the situation for the termination of student enrolment.

(g)  The reasonable cause is compassionate or compelling circumstances that are beyond the control of the student and they have an impact on the student’s capacity and/or ability to progress through course.  These could include but are not limited to:

(1)  Serious illness to injury, where a medical certificate stages that the student was unable to attend classes.

(2) Bereavement of close family members such as parents or grandparents (where possible death certificate should be provided).

(3) Major political upheaval or natural disaster in the home country requiring their emergency travel and this has impact on their studies.

(4)  A traumatic experience which could include but not limited to:

1)  Involvement in or witnessing of an accident, or

2)  A crime committed against the student, or

3)  The student has been witness to a crime and that has impact on the student (these cases should be supported by the police or psychologist’s report).

(h)  Where ACC has assessed the student as not achieving satisfactory course progress, ACC will notify the student in writing of its intention to report to DIBP for the student’s not achieving satisfactory course progress. The written notice will inform the student that he or she is able to access the ACC’s complaints and appeals process and that the student has 20 working days in which to do so. A student may appeal on the following grounds:

(1) provider’s failure to record or calculate a student’s marks accurately,

(2) compassionate or compelling circumstances, or

(3)provider has not implemented its intervention strategy and other policies according to its documented policies and procedures that have been made available to the student.

(i)  Where the student has chosen not to access the complaints and appeals processes within the 20 working days period, the report will be submitted via PRISMS.

3. Activation of intervention strategy

1) If a student is not deemed competent in 50% or more units attempted in a study period (term), the student’s tutor shall immediately notify the Course director and a Warning Letter shall be sent indicating the student is required to contact and organise an appointment with the Course director to discuss their poor academic progress and intervention strategies to ensure they stay above the 50% academic progress requirement for the following study period (term).

2) If the student does not respond within 7 days the student’s tutor will attempt to contact the student via telephone. If this fails the matter shall be forwarded to the ACC Director who will then again try to contact the student and pursue the matter further.

4. When a student’s academic progress fails below 50% for 2 consecutive study period:

(1) The student shall be sent a ‘Breach Recorded letter‘ indicating they are going to be reported to DIBP for unsatisfactory academic progress in their course of study by the general manager. They are informed that this has occurred as they have failed to be deemed competent in more than 50% for two consecutive study periods.

(2) They are also informed of their ability to access the complaints and appeals process and have 20 working days to do so.

(3) If the student does not go through any appeal or complaint process within 20 working days, the report shall be submitted to DIBP via PRISMS by ACC general manager.

(4) A copy of all letters, details of phone calls/SMS made, and any reports are to be kept in the student files.

5. Intervention Strategy Guidelines

(1) Intervention strategies to be put in place may incorporate the following:

(a)  Student will be advised to attend the catch up classes.

(b)  Mentoring programs will be implemented.

(c)  Counseling will be arranged for the student.

(2) Reduction of load may be advised but the student will be advised to complete the course in the expected duration and he/she cannot exceed duration beyond the specified course duration on CRICOS.

(3) This intervention strategy specifies the procedures for indentifying and assisting students at risk of not meeting the required course progress requirements i.e. not attaining competency in 50% of units undertaken in a study period. This intervention strategy must be made available to students.

(4) ACC would develop their intervention strategy for each student on a case by case basis.  These guidelines include suggested actions, however these suggested actions are not exhaustive.

(5) When an intervention strategy has been activated for a student, documentation must be kept in the student’s file for all follow up meetings, support provided and strategies undertaken by the student. The course director will be in charge of keeping records.

(6) If it is noted that the student is not following the intervention strategy in place for the student, it is recommended that the student is sent a letter reminding the student that if they continue to not meet academic progress requirements he/she will be reported to Department of Education and DIBP (Department of Immigration and Border Protection) by the general manager

Introduction

1. This code of practice provides the basis for good practice in marketing, operation, administration of education and training services by Australia Christian College. More information about the policies and practices of ACC are noted in the student handbook and staff manual.
2. For the purpose of this code, students refer to any person participating in education or training delivered by Australia Christian college.

Provision of Training and Assessment Services

1. Our organization has policies and management practices that maintain high professional standards in the delivery of training and assessment services, which safeguard the interests and welfare of students.
2. Our organization maintains a learning environment that is conducive to the success of students.
3. Our organization has the capacity to deliver and assess the vocational qualifications for which has been registered, provide adequate facilities and use methods and materials appropriate for the learning and assessment needs of the students.
4. Our organization monitors and assesses the performance and progress of the students.
5. Our organization ensures that teaching staff are not only suitably qualified but are also sensitive to the cultural and learning needs of students.
6. Our organization ensures that assessments are conducted in a manner that meets the approved standards.
7. Our organization is committed to access and equity principle and process in the delivery of its services. Students are given information prior to enrolment and orientation procedure.
8. Our organization will conduct an internal audit of its policies and procedures, at least once a year, to comply with the standards for NVR (National VET Registrar) of the VET Quality Framework.
9. Our organization undertakes to implement risk management procedures to identify and manage risks concerned with compliance with the NVR standards and to correct and prevent any failure to comply with our quality system, policies and procedures.

Issuance of Qualification

1. Our organization issues qualifications and statements of attainment to students who meet the required outcomes of a qualification or unit of competency, in accordance with all appropriate National Guidelines. Our organization acknowledges that qualifications are nationally recognized.
2. Our organization uses a proper logo (National Recognized Training) when issuing qualifications and statements of attainment within the scope.

Marketing of Training and Assessment Services

1. Our organization markets and advertises its products and services in an ethical manner.
2. Our organization gains written permission from a student before using information about an individual or organization in any marketing materials.
3. Our organization accurately represents recognized training products and services to prospective students.
4. Our organization ensures students are provided with full details of any contract arrangements with the organization. No false or misleading comparisons are drawn with any other training organization or qualification.

Financial Standards

1. Our organization has measures in place to ensure that students receive a refund of fees for services not provided.
2. Our organization ensures that the contractual and financial relationship between the student and the organization is fully and properly documented and that copies of the documentation are made available to the students.

Recruitment

Our organization conducts recruitment of students at all times, in an ethical and responsible manner including assessing the educational background of students.

Provision of Information

Our organization supplies accurate, relevant and up to date information to Prospective students covering but not limited to:

• Code of Practice of the Organization
• Accreditation status of the course
• Entry requirements
• Recognition of prior learning requirements
• Commencement dates and duration,course contents.
• Certification to be issued on completion or partial completion of the course of study
• Requirements to achieve the qualification and certification
• Articulation of the course with other training
• Policies on assessment, grading, reassessment
• Course fees including refund policy
• Complaints and appeals procedures
• Rights and responsibilities of student and provider
• Conditions under which tuition may be terminated
• Student support
• Flexible learning and assessment procedures
• Staff responsibilities for access and equity

Support Services

Our organization provides adequate protection for the health, safety and welfare of students and, without limiting the ordinary meaning of such expression, this includes adequate, and appropriate support services in terms of academic and personal counseling.

Appeals Mechanism

1.  Our organization ensures that students have access to a fair and equitable process for dealing with complaints, and provides an avenue for students to appeal against decisions, which affect the students’ process.
2. For this purpose our organization has a complaints policy and appropriate operational mechanisms which are made known to students at the time of enrolment.
3. Where a complaint cannot be resolved internally, our organization advises the student of the appropriate body where they can seek further assistance. All appeals and complaints are documented.

Record keeping

1. Our organization keeps complete and accurate records of the attendance, and the progress of students, as well as financial records that reflect all payments and charges and the balance due.
2. Students have access to all their personal records. ACC provides copies of the records when no other confidentiality agreement would be breached.

Quality Control

Our organization seeks students’ satisfaction feedback and undertakes to improve its services in accordance with that feedback. This is done by student feedback, course review and the trainers’ evaluation. All feedback is collated and analyzed by ACC and options will be developed to address any concerns raised.

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