Crafting a Comprehensive Course Progress Policy to Meet Standard 8.9 Leave a comment

Introduction

For Registered Training Organisations (RTOs), compliance with Standard 8.9 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018 is critical. A robust Course Progress Policy is essential for monitoring and supporting international students to meet academic requirements while maintaining compliance with the ESOS framework. This blog outlines the key components required to align your policy with Standard 8.9 and address common non-compliance findings.

 

What Your Course Progress Policy Must Include

To meet the requirements of Standard 8.9, your policy should include the following:

1. Requirements for Satisfactory Course Progress (Standard 8.9.1)

Your policy must define:

• Satisfactory Course Progress:
  • Students are deemed to have made satisfactory progress if they achieve competency in at least 50% of the units attempted during each study period.
  • Study periods should be defined in line with the course’s Training and Assessment Strategy (TAS).
• Policies Promoting Academic Integrity:
  • Include guidelines on plagiarism, cheating, and other forms of academic misconduct.
  • Specify consequences for breaches of academic integrity.
• Alignment with Training Package Requirements:
  • Ensure course progress requirements align with the training package or accredited course requirements, including assessment timelines, practical requirements, and competency standards.

2. Processes for Recording and Assessing Course Progress (Standard 8.9.2)

Your policy should outline:

• Record-Keeping:
  • Use a Management Information System (e.g., Wisenet) to record student performance after every assessment.
  • Keep records updated and accessible to staff and students.
• Assessment Methods:
  • Define how progress is assessed, such as by evaluating submitted assessments, practical tasks, and attendance records.
  • Ensure consistency in grading across trainers and assessors.
• Student Notifications:
  • Clearly outline how and when students are informed of their progress (e.g., progress reports, client unit enrolments).

3. Identifying Students at Risk (Standard 8.9.3)

Your policy must include clear processes for identifying students at risk of unsatisfactory progress:

• Criteria for At-Risk Students:
  • Students achieving competency in less than 50% of units in a study period.
  • Non-attendance, failure to submit assessments, or repeated NYC outcomes in units.
• Early Identification Mechanisms:
  • Regular academic reviews (e.g., monthly progress checks).
  • Automated warnings via the student management system when progress falls below acceptable levels.

4. Intervention Strategies (Standard 8.9.4)

Provide details of intervention strategies to support at-risk students in achieving satisfactory progress:

• Timing:
  • Interventions must be activated within four weeks of identifying at-risk students to allow sufficient time for improvement in the next study period.
• Strategies to Assist Students:
  • Additional tutorials, mentoring, or study sessions.
  • Access to counselling services for personal or academic issues.
  • Adjustments to the study schedule or workload, as appropriate.
• Documentation and Monitoring:
  • Maintain a written intervention plan signed by the student.
  • Schedule regular follow-ups with the student to monitor progress and offer support.

5. Point of Failure to Meet Satisfactory Course Progress (Standard 8.9.5)

Define the exact point at which a student is considered to have failed to meet satisfactory progress:

• Two Consecutive Study Periods:
  • If a student achieves competency in less than 50% of the units attempted over two consecutive study periods, they are deemed to have failed to meet satisfactory progress.
• Breach Notice:
  • Send a formal Breach Notice informing the student of their unsatisfactory progress and their right to appeal within 20 working days.
• PRISMS Reporting:
  • Report the student via PRISMS if they do not appeal or if the appeal is unsuccessful.

Additional Considerations

Addressing Misconduct (Standard 8.9.1)

• Include a section on handling misconduct and allegations of misconduct:
  • Define what constitutes academic and behavioural misconduct.
  • Outline processes for investigating allegations and the consequences of proven misconduct.

Ensuring Alignment with the TAS (All Standards)

• Clearly align your policy with the TAS for each course, ensuring consistency in how progress is monitored and assessed.

Student Communication and Awareness

• Ensure students are informed of the Course Progress Policy during enrolment and orientation.
• Include the policy in the Student Handbook and make it accessible on the RTO website.

FAQs on Course Progress Policy

1. What is considered satisfactory course progress?
   Satisfactory course progress means achieving competency in at least 50% of units attempted during each study period.
2. What happens if a student fails to meet course progress requirements?
   If a student achieves competency in less than 50% of units for two consecutive study periods, they will be issued a Breach Notice and may be reported to the Secretary via PRISMS.
3. How can an RTO support at-risk students?
   RTOs should implement timely intervention strategies, such as additional tutorials, one-on-one mentoring, or counselling services, to assist students in meeting progress requirements.
4. How does an RTO address misconduct?
   The policy must include steps for investigating allegations of misconduct and imposing appropriate penalties while allowing students to appeal decisions.
5. How are intervention strategies documented?
   Intervention plans must be written, signed by the student, and monitored regularly for progress.

Conclusion

A comprehensive Course Progress Policy is essential for meeting Standard 8.9 requirements. By defining clear progress standards, implementing timely interventions, and maintaining accurate records, RTOs can support student success and ensure compliance with ASQA regulations.