Monitoring Student Progress Policy

1. Purpose

The purpose of this policy is to outline how Academus Training Institute monitors domestic student attendance, participation, assessment progress and overall learning engagement during training.

This policy ensures that students who may be at risk of not progressing or completing their course are identified early and provided with appropriate support, guidance and intervention where reasonable.

Academus Training Institute recognises that monitoring student progress is a proactive support process. It is designed to assist students to remain engaged, understand course requirements, complete assessments and achieve competency where possible.

2. Scope

This policy applies to all domestic students enrolled with Academus Training Institute.

It applies to all nationally recognised training products delivered by Academus Training Institute within its scope of registration.

This policy applies to staff involved in training delivery, assessment, student support, administration, records management and compliance, including:

• CEO
• Training Manager
• Trainers and assessors
• Student support staff
• Administration staff
• Compliance staff

This policy applies only to domestic student delivery. It does not apply to international student, CRICOS or overseas student reporting arrangements.

3. Policy Statement

Academus Training Institute is committed to supporting students to successfully participate in training and complete assessment requirements.

Student progress monitoring is used to identify attendance concerns, academic difficulties, non-submission of assessments, lack of participation, support needs or other barriers that may affect course completion.

Academus Training Institute will:

• Monitor student attendance and participation.
• Monitor assessment progress and outcomes.
• Identify students who may be at risk of not completing.
• Provide timely contact and support where concerns are identified.
• Document support actions and intervention outcomes.
• Review student progress until the concern is resolved or further action is required.
• Apply fair and reasonable processes before any suspension, cancellation or withdrawal action is considered.

4. Attendance Monitoring

4.1 Recording Attendance

Trainers must record student attendance for every scheduled training session using the approved attendance register, sign-in sheet, student management system or other approved attendance record.

Attendance records should be completed accurately and submitted within the required timeframe.

Attendance records may include:

• Class attendance registers
• Student sign-in sheets
• Trainer attendance notes
• Online session attendance records, where applicable
• Practical activity attendance records
• Catch-up training attendance records

4.2 Attendance Expectations

Students are expected to attend scheduled training sessions and participate in required learning activities.

Where attendance is mandatory for training, assessment, licensing, practical skills or regulatory requirements, students must be clearly informed before and during the course.

Students who are absent from training may be required to complete approved catch-up training before assessment or completion can occur.

4.3 Attendance Monitoring Triggers

Attendance Issue	Action Required
Regular attendance and participation	No action required. Continue normal monitoring.
Minor attendance concern	Trainer monitors and may make verbal contact with the student.
Repeated absence or low participation	Student support contact is initiated and concern is recorded.
Unexplained absence from scheduled training	Administration or support staff contact the student where required.
Absence affecting course progression	Formal progress review or support plan may be developed.

4.4 Approved Absences

Students should notify Academus Training Institute as early as possible if they are unable to attend scheduled training.

Approved absences may be considered for reasons such as medical, compassionate, family, emergency or other reasonable circumstances.

Evidence may be requested where an absence affects training progress, assessment completion or course requirements.

5. Academic Progress Monitoring

5.1 Progress Tracking

Academus Training Institute monitors student progress throughout training and assessment.

Progress monitoring may include:

• Attendance and participation
• Completion of learning activities
• Trainer observations
• Assessment submission
• Assessment outcomes
• Practical skills development
• Readiness for assessment
• Requests for support
• Student engagement and behaviour
• Ability to complete within the expected course timeframe

5.2 Assessment Outcome Recording

Assessors must record assessment outcomes accurately and within the required timeframe after assessment decisions are made.

Assessment outcomes must be recorded in the approved student management system, assessment record, trainer file or other authorised record system.

Where a student receives a Not Yet Satisfactory or Not Yet Competent outcome, the assessor must provide clear feedback and information about reassessment or support options where applicable.

5.3 Academic Progress Triggers

Progress Issue	Action Required
One Not Yet Satisfactory assessment outcome	Assessor provides feedback and explains reassessment requirements.
Repeated Not Yet Satisfactory outcomes	Trainer or support staff discuss learning needs with the student.
Failure to submit assessment by required timeframe	Student is contacted and provided with guidance on completion requirements.
Multiple incomplete assessments	Formal academic support plan may be developed.
Insufficient progress to complete within course timeframe	Progress review meeting is scheduled and support options are considered.

6. Identifying Students at Risk

A student may be considered at risk where there are concerns that may affect their ability to complete training or assessment requirements.

At-risk indicators may include:

• Low or irregular attendance
• Repeated lateness
• Limited participation in class activities
• Failure to complete learning activities
• Repeated Not Yet Satisfactory assessment outcomes
• Failure to submit assessments
• Difficulty understanding course content
• LLND or digital literacy concerns
• Personal, welfare or wellbeing concerns affecting study
• Behavioural concerns affecting learning
• Safety concerns during practical activities
• Trainer referral
• Student self-referral

Students identified as at risk must be managed in a supportive, respectful and confidential manner.

7. Intervention Process

Where a student meets an attendance, participation or academic progress trigger, Academus Training Institute may apply a structured intervention process.

Step 1 – Initial Contact

The trainer, administration staff or student support staff contacts the student to discuss the concern.

The purpose of the contact is to:

• Identify the reason for the concern.
• Confirm whether the student requires support.
• Explain the impact on training or assessment progress.
• Encourage the student to re-engage with training.
• Provide immediate guidance where appropriate.

The outcome of the contact should be recorded in the student file or student management system.

Step 2 – Support Meeting

Where the concern continues or is significant, a support meeting may be arranged with the student.

The support meeting may be conducted face-to-face, by phone or by video meeting.

The meeting should identify:

• The reason for attendance or progress concerns.
• Barriers affecting the student’s learning.
• Support needs.
• Assessment or catch-up requirements.
• Reasonable adjustment options, where applicable.
• Agreed actions and timeframes.

Step 3 – Support Plan

Where required, an Individual Support Plan or progress support plan may be developed.

The support plan may include:

• Additional trainer guidance
• Catch-up training
• Additional supervised practice
• Assessment feedback and reassessment arrangements
• LLND support strategies
• Reasonable adjustment where appropriate
• Referral to student support staff
• Referral to external support services where required
• Agreed attendance or progress targets
• Review dates

Step 4 – Monitoring and Review

The student’s progress is monitored after support has been provided.

Monitoring may include checking attendance, participation, assessment completion and trainer feedback.

Where the student improves, the support may continue, be reduced or be finalised.

Where the student does not improve, further action may be considered.

Step 5 – Formal Warning

Where a student continues to fail to meet attendance, participation or assessment requirements after reasonable support has been provided, a formal warning may be issued.

The warning should explain:

• The concern identified.
• The support already offered.
• The actions required by the student.
• The timeframe for improvement.
• The possible consequence if progress does not improve.
• The student’s right to access the complaints and appeals process.

Step 6 – Suspension, Cancellation or Withdrawal

Suspension, cancellation or withdrawal should only be considered where the student has not met required course, attendance, assessment, payment, conduct or progression requirements and reasonable support opportunities have been provided where appropriate.

Any decision to suspend, cancel or withdraw a student must be reviewed and approved by authorised management.

The decision must be communicated to the student in writing and include information about appeal rights where applicable.

8. Catch-Up Training

Where a student has missed required training, practical activities or important course content, catch-up training may be required before the student can proceed to assessment or completion.

Catch-up training may include:

• Additional class attendance
• Trainer-led review
• Supervised practical practice
• Completion of missed learning activities
• Access to additional learning resources
• One-on-one clarification where reasonable
• Approved alternative session attendance

9. Assessment Support and Reassessment

Students who receive a Not Yet Satisfactory or Not Yet Competent result must be provided with clear feedback about the areas requiring improvement.

Assessment support may include:

• Explanation of assessment instructions
• Feedback on performance gaps
• Additional learning resources
• Trainer guidance
• Additional supervised practice
• Reasonable adjustment where appropriate
• Reassessment opportunities in accordance with policy

Reassessment must only occur after the student has had a reasonable opportunity to address the identified gaps.

10. Deferral or Extension of Study

A student may request a deferral, extension or change to study arrangements where they are unable to continue or complete training within the expected timeframe.

Requests may be considered for reasons such as:

• Medical circumstances
• Compassionate circumstances
• Family or personal hardship
• Work-related circumstances
• Other reasonable grounds accepted by Academus Training Institute

Any approved deferral or extension must be documented and must not compromise training package, assessment, licensing, regulatory or course completion requirements.

11. Student Responsibilities

Students are responsible for actively participating in their training and maintaining progress throughout their course.

Students must:

• Attend scheduled training sessions.
• Arrive on time and participate in learning activities.
• Notify Academus Training Institute if they are unable to attend.
• Complete assessments by required timeframes.
• Respond to contact from trainers, administration or support staff.
• Inform staff if they require support.
• Participate in agreed support or catch-up arrangements.
• Follow trainer instructions and WHS requirements.
• Maintain respectful behaviour towards staff and other students.

12. Records and Documentation

Academus Training Institute must maintain records of student progress monitoring and support actions where required.

Records may include:

• Attendance records
• Assessment outcomes
• Trainer notes
• Student contact records
• Support meeting notes
• Individual Support Plans
• Catch-up training records
• Reassessment records
• Formal warning letters
• Deferral or extension records
• Withdrawal, suspension or cancellation records
• Complaints or appeals records where applicable

Records must be stored securely and managed in accordance with Academus Training Institute’s Records Management Policy.

13. Confidentiality

Student progress and support information must be handled confidentially.

Information should only be shared with staff who require it for legitimate training, assessment, support, compliance or administrative purposes.

Where referral to an external service is required, student consent should be obtained unless there is a serious and immediate risk to safety.

14. Roles and Responsibilities

Role	Responsibility
CEO	Holds overall responsibility for student progress monitoring, support processes and approval of serious enrolment decisions.
Training Manager	Oversees student progress monitoring, reviews attendance and assessment concerns, supports trainers and approves intervention actions where required.
Trainers and Assessors	Record attendance and assessment outcomes, identify at-risk students, provide feedback, implement in-class support and report concerns.
Student Support Staff	Contact students, assist with support meetings, coordinate support plans and monitor student engagement where required.
Administration Staff	Maintain attendance records, student files, communication records and progress documentation.
Compliance Officer	Reviews progress monitoring evidence, checks recordkeeping and records improvement actions where required.
Students	Attend training, participate in learning, complete assessment requirements and communicate support needs or attendance issues promptly.

15. Related Documents

This policy should be read together with the following documents:

• Student Support During Training Policy
• Training Delivery Policy
• Assessment Policy
• Enrolment and Admissions Policy
• Attendance Policy
• Complaints and Appeals Policy
• Reasonable Adjustment Policy
• Records Management Policy
• Student Handbook
• Student Code of Conduct
• Continuous Improvement Policy

16. Review and Approval

This policy will be reviewed annually or earlier where required due to changes in:

• Standards for RTOs
• Training package requirements
• Course delivery arrangements
• Assessment requirements
• Student support needs
• Attendance or progress monitoring processes
• Internal audit findings
• Complaints, appeals or feedback
• Continuous improvement outcomes

Version	Date Approved	Approved By	Summary of Changes
1.0	July 2026	CEO, Academus Training Institute	Initial issue for domestic student progress monitoring

Next Review Date: July 2027