Course progress

​​To comply with standard 10 of the National Code of Practice for Providers of Education and Training to Overseas Students (‘National Code’) Education Queensland International (EQI) must:

  • regularly monitor the course progress of overseas students enrolled in an Education Queensland International (EQI) program (‘students’); and

  • report students who have breached their course progress requirements to the Commonwealth Government.

It is a condition of a student visa that students must maintain "satisfactory" course progress'. This procedure outlines:

  • what is "satisfactory" course progress' for each of EQI’s registered courses;

  • the roles and responsibilities of school and EQI staff;

  • the processes followed by EQI accredited schools to monitor course progress;

  • intervention strategies; and

  • how to lodge an appeal.

The academic achievement of all students will be regularly monitored and assessed throughout each school term and students will be provided with written reports for each term. 
Relevant school staff will work together to develop and implement student specific and subject-specific strategies to help students improve their academic performance, where required. Records of all actions/meetings/intervention strategies will be kept on the file.

​​CRICOS Course Code​Course Name​Satisfactory course progress

​082519A

​Primary School 

(Years Prep - 6)

​Students in P – 5 should have satisfactory achievement or effort to progress to the next year level and complete their course.  

For P-5, students who achieve at least:

  • pass/C/satisfactory (or equivalent); or
  • "satisfactory" (or equivalent) for effort,
will be considered to have achieved satisfactory course progress.
For Year 6, students must pass all subjects/areas studied to attain exit levels required to progress to high school. If, despite not passing all subjects/areas studied, a effort is at least "satisfactory" EQI may consider the student to have achieved "satisfactory" course progress'*.​

 

​087993A

​High School Preparation

A minimum achievement of the following:

Beginner to Elementary – Limited use of English and developing awareness of simple grammatical structures

Elementary to Pre-Intermediate – Developing use of English within familiar contexts

Pre-Intermediate to Intermediate – Use a number of English grammatical structures including some complex sentences and academic vocabulary

Intermediate to Upper Intermediate – Use a variety of English grammatical structures including many complex sentences and appropriate academic vocabulary


 

To demonstrate readiness for mainstream studies students will participate in class activities, complete assessment and attain the required exit levels for their mainstream course.

​082520G

Junior High School 

(Years 7-10)

A minimum overall achievement of pass/C/satisfactory (or equivalent) in every subject studied.

If, despite not achieving at least pass/C/satisfactory, a effort is at least "satisfactory" EQI may consider the student to have achieved "satisfactory" course progress'*.

​082521G

​Senior High School 

(Years 11-12)

A minimum overall achievement of pass/C/Satisfactory (or equivalent) in every subject studied.

If, despite not passing all subjects/areas studied, a effort is at least "satisfactory" (or equivalent), EQI may consider the student to have achieved "satisfactory" course progress'*.

​078784G

​Queensland Academies International Baccalaureate Diploma Program

A minimum overall achievement of pass/C/Satisfactory (or equivalent) in every subject studied.

If, despite not passing all subjects/areas studied, a effort is at least "satisfactory" (or equivalent), EQI may consider the student to have achieved "satisfactory" course progress'*.

​079332E

​International Baccalaureate Diploma Program

​A minimum overall achievement of pass/C/Satisfactory (or equivalent) in every subject studied.

If, despite not passing all subjects/areas studied, a effort is at least "satisfactory" (or equivalent), EQI may consider the student to have achieved "satisfactory" course progress'*.​


 

*To ensure consistent and defensible decisions are made, principals can consider if the student has:

  • met assessment deadlines;

  • actively participated in class;

  • shown self-discipline and a dedicated approach to learning;  

in making a decision about whether the effort should be considered when assessing whether the student has achieved "satisfactory" course progress'.​


Monit​​oring Course Progress

School Intern​​ational Student Coordinator

For primary school students, the international student coordinator will liaise with the class teacher regarding the course requirements and academic progress of the student. Class teachers will liaise with the parent/approved relative regarding course progress. 
When a student commences at a high school, the international student coordinator must liaise with each of the teachers to ensure that the student is informed about what they need to do to pass each subject/area studied and achieve their educational goals (where applicable, involve the guidance officer).   
For each school term, the international student coordinator must liaise with each teacher/s to check that they are on track to make satisfactory course progress. The international student coordinator must check that the student (if in high school) has been told what they need to do to pass their subjects/areas studied. 
If a teacher identifies that a student needs extra help to improve their academic performance, the international student coordinator will liaise with the student and relevant school staff to develop and implement a strategy to help the student to improve their academic performance.   
If the student is not on track to make satisfactory course progress before the end of any term the international student coordinator must:

 

  1. tell the student and their parent/approved relative/homestay provider (where applicable) that they must attend a meeting (consider using the template ‘course progress – meeting’ letter); and

  2. at the meeting, discuss the academic achievement and effort, EQI’s course progress policy outlined in the enrolment agreement and the potential consequences for failing to meet course progress requirements (the student may be reported to the Commonwealth Government and the visa may be cancelled);

  3. develop and implement a strategy to help the student to make satisfactory course progress.  

If the parent/approved relative/homestay provider is unable to attend the meeting, meet with the student and liaise with the parent/approved relative/homestay provider after the meeting. 

The international student coordinator must regularly monitor the situation, liaise with the student and relevant school staff and parent/approved relative and keep detailed file notes of all actions (on OneSchool).
If a academic achievement is suffering because compassionate or compelling circumstances apply, the international student coordinator should consider advising the student about the possibility of temporarily suspending their studies.

Formal intervention

School Principal

The school principal, on behalf of EQI, will consider if the student is achieving satisfactory course progress​ based on an end of term report.
If an end of term report indicates the student is not achieving satisfactory course progress, the principal must:

 

  • issue a warning letter

  • meet with the student and their parent/approved relative/homestay provider (where applicable);

  • at the meeting, discuss the student's academic achievement and effort, EQI’s course progress policy outlined in the student's enrolment agreement, whether compassionate or compelling circumstances apply and the potential consequences for failing to meet course progress requirements (the student may be reported to the Commonwealth Government and the student's visa may be cancelled); and

  • develop and implement a formal intervention strategy to help the student to make satisfactory course progress;

  • email Director, International Student Programs (ISP) a copy of the warning letter.

The student will be given the next school term to achieve satisfactory course progress.
The school principal (or delegate) will regularly monitor the situation, liaise with the student, school staff and parent/approved relative/homestay provider and keep detailed file notes of all actions on the student's file (on OneSchool).
If, at the end of the following school term the student's report shows that satisfactory course progress has not been achieved, the principal (or delegate) must immediately notify the Director, ISP (see below).  

To notify the Direc​​tor, ISP, EQI

The principal (or delegate) must send an email to EQ​International@det.qld.gov.au. The email must include:

 

  • “(student name), failure to make satisfactory course progress, (school name)” in the subject line of the email;

  • a copy of the warning letter issued to the student;

  • a list of all the relevant documents, in chronological order, in the body of the email (e.g. written request to attend a meeting, school reports, OneSchool records, evidence of compassionate or compelling circumstances);

  • all relevant documents attached;

  • the principal’s (or delegate’s) assurance that the EQI course progress policy (in the student's Enrolment Agreement) and this procedure has been complied with. 

 

If the principal (or delegate) becomes aware of new, relevant and credible information after she/he has sent the email above, the principal (or delegate) should email the new information to EQInternational@det.qld.gov.au with “<student name>, failure to make satisfactory course progress, further information” in the subject line of the email.


Compulsory reporting​​ for unsatisfactory course progress

Director, International Stu​dent Programs, EQI  

Show cau​se

Within 3 working days after receiving a compliant notification from the principal (or delegate), the Director, ISP will form a preliminary view about whether the student has failed to achieve satisfactory course progress as defined in this procedure. 
If the Director, ISP forms the preliminary view that the student has made unsatisfactory course progress, the Director, ISP will issue a show cause notice. The student and their parents will have 5 working days to make a submission as to why the student has made satisfactory course progress and why the Director, ISP should not report the student's unsatisfactory course progress to the Commonwealth Government. (An extension of time to make a submission may be granted upon request).

No response to sho​​w cause

If the student/parent choose not to respond within the timeframe provided, the preliminary view will become final and the Director, ISP will issue an ‘intention to report for unsatisfactory course progress' letter, with information about how to lodge an appeal.

Decision after receipt of res​ponse to show cause

The Director, ISP will consider the submission and decide, within 3 working days from the date of receipt of the submission, whether or not to issue an ‘intention to report for unsatisfactory course progress' letter. 
The letter will be issued, unless the student has submitted evidence which satisfies the Director, ISP that the student has made satisfactory course progress, as required by this procedure. 
If Director, ISP issues an ‘intention to report for unsatisfactory course progress' letter, the student will have 20 working days to submit an appeal to the Deputy Director-General, Training and Skills, following the appeals policy in the student's enrolment agreement. 
If the Director, ISP decides not to issue the ‘intention to report for unsatisfactory course progress' letter, the Director, ISP will inform the principal (or delegate) who will be responsible for liaising with the student, their parent and relevant school staff to assist the student to improve their academic performance and course progress. 


Appea​​​ls  

Internal ​ap​​peal

Students are given 20 working days to appeal to the Deputy Director-General, Training and Skills (internal appeal). The time for making an appeal expires at end of the 20th working day after the day the student was given the decision. 
If no appeal is received within the set timeframe, the decision of the Director, ISP, will take effect and EQI must make the notification of unsatisfactory course progress in PRISMS, as soon as practicable. 
If an appeal is received, the appeals policy in the student's enrolment agreement will apply and the student and parents will be advised, in writing, of the final decision of the Deputy Director-General, Training and Skills.

​​​

External ap​​peal

If the decision of the Deputy Director-General, Training and Skills is not favourable to the student, the student may lodge an external appeal with the Ombudsman, within 10 working days of receiving the Deputy Director-General, Training and Skills' decision. 
If no external appeal is made within the set timeframe – the decision of the Deputy Director-General, Training and Skills​, will take effect and EQI must make the notification of unsatisfactory course progress, in PRISMS, as soon as practicable. 
If the student lodges an external appeal – EQI must await the outcome of the appeal to the Ombudsman. If the Ombudsman’s decision supports EQI, EQI must report unsatisfactory course progress, via PRISMS, as soon as practicable.
If the student withdraws from an appeal before a final decision is made, the decision being appealed takes immediate effect and EQI must make the notification of unsatisfactory course progress in PRISMS, as soon as practicable.


Maintaining the student's en​​rolment whi​le the appeals process is ongoing

EQI must maintain the enrolment of the student until the appeals process is completed. (Note: this means EQI will not notify the relevant Commonwealth department of any change to the student's enrolment status through PRISMS).
The relevant school principal will discuss with the Director, ISP the arrangements in place for the student while the appeals process is ongoing. Decisions will be made on a case by case basis.  For example, the student may be required to attend classes at school, it may be appropriate to exclude a student from attending classes, but continue to provide work to complete outside of the classroom, and in some circumstances it may be determined that EQI will not continue to offer learning opportunities throughout the appeals process.


If EQI has issued a Confirmation of Appropriate​​​ Accommodation and Welfare (CAAW) letter for the student  

EQI will maintain the student's accommodation and welfare, while the appeals process is ongoing, unless extenuating circumstances, relating to the welfare of the student, exist. 
If EQI reports unsatisfactory course progress, via PRISMS, EQI will continue to monitor the accommodation and welfare arrangements for the student until the student leaves Australia, EQI reports that it can no longer approve of the arrangements for the student or other arrangements are made which meet legal requirements.


Delivery​​ of letters to students and their parents

For primary school students, all letters should be addressed to the student, care of the parent. 
For high school students all letters should be addressed to the student and a copy provided to the parent. 
Correspondence to a parent may be sent directly or it may be sent through an agent. If sending correspondence to an agent, it is a good idea to also copy in the parent. If the student is living with an approved relative, it may be appropriate to also send correspondence to them.  
To ensure matters are dealt with in a timely fashion, hand delivering letters to the student while they are at school and emailing letters to parents and agents is the preferred method of communication.  
Time periods are calculated from the date the student is notified, so it is important to keep records about the delivery of letters. 
Hand delivery: if any letters are delivered in person, you must keep a record of the date and time. 
Email: you may wish to ask the person to confirm receipt, so you know they have received your email. 
Australia Post: check the Australia Post website for usual delivery times to calculate the date the student was given the notice.


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Last reviewed 05 August 2016
Last updated 12 September 2016