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Student Engagement and Progression Policy and Procedures

Student Engagement and Progression Policy and Procedures

1. Purpose

Sydney Art School is committed to providing high-quality vocational education and training in the field of Visual Arts. This policy sets out the processes to:

  • Monitor student engagement, attendance, and progression.
  • Identify and support students enrolled in Visual Arts qualifications who may be at risk of not completing their studies.
  • Provide effective, tailored support to enable students to achieve their creative goals.
  • Ensure compliance with:
  • The National Vocational Education and Training Regulator (Outcome Standards for Registered Training Organisations) Instrument 2025 (commencing 1 July 2025).
  • The National Vocational Education and Training Regulator (Compliance Standards for NVR Registered Training Organisations and Fit and Proper Person Requirements) Instrument 2025.
  • The VET Student Loans Rules 2016.
  • The Education Services for Overseas Students Act 2000 (ESOS Act).
  • The National Code of Practice for Providers of Education and Training to Overseas Students 2018 (National Code).

2. Scope

This policy applies specifically to students enrolled in:

  • The Certificate III in Visual Arts.
  • The Certificate IV in Visual Arts.
  • The Diploma of Visual Arts.
  • The Advanced Diploma of Visual Arts.

including students who are accessing VET Student Loans to support their study in these qualifications and Overseas Students studying on a student visa.

3. Principles

Sydney Art School commits to:

  • Providing clear expectations and transparent information about studying the Certificate III, Certificate IV, Diploma, and Advanced Diploma of Visual Arts.
  • Monitoring engagement, participation, and progress systematically.
  • Identifying and supporting students at risk of not successfully completing their qualification.
  • Creating a culturally safe, inclusive, and supportive environment for all learners.
  • Continuously improving the delivery of nationally recognised training in Visual Arts.
  • Respecting student privacy and complying with the Australian Privacy Principles.

4. Definitions

Student At Risk – A student enrolled in a course who is unlikely to meet course requirements without targeted support.

Principal’s Delegate – A person authorised in writing by the Principal to carry out functions under this policy.

Target Completion Date – The date by which a unit is scheduled to be completed, as set out in the student’s training plan in aXcelerate.

Scheduled Session – A Studio Session or other class the student is timetabled to attend.

Confirmation of Enrolment (CoE) – A document, provided electronically, that a registered provider issues to an intending Overseas Student. It must accompany the student’s application for a student visa and confirms the student’s eligibility to enrol in the particular course.

Overseas Student – A person (whether within or outside Australia) who holds a student visa, as defined in the ESOS Act.

PRISMS – The Provider Registration and International Student Management System, through which registered providers give the information required under the ESOS Act, including reports of unsatisfactory course progress.

5. Monitoring Student Engagement and Progression

5.1 Attendance and Engagement

  • Students must attend scheduled Studio Sessions in Visual Arts disciplines.
  • Students are expected to maintain at least 80% attendance, unless alternative arrangements are approved.
  • Tutors record attendance and engagement in the Student Management System (aXcelerate).
  • Non-attendance at five or more consecutive Scheduled Sessions without approval triggers a review.

5.2 Assessment Participation

  • All students enrolled in Visual Arts qualifications must submit their Unit Workbooks and assessment tasks by the relevant Target Completion Date.
  • Non-submission of two or more assessment tasks by the relevant Target Completion Date in a term, without a valid reason, will trigger follow-up contact.

5.3 Satisfactory Progress

Satisfactory progress is defined as:

  • Successful completion of at least 50% of the units that have reached their Target Completion Date, or
  • Progress in line with a documented individual study plan.
  • Progress evidence will be collected and retained in compliance with the VET Student Loans Rules 2016.

6. Identifying Students At Risk

A student will be considered at risk if they:

  • Have successfully completed fewer than 50% of the units that have reached their Target Completion Date.
  • Have attendance below 80% of Scheduled Sessions in a term, unless alternative arrangements have been approved.
  • Are absent from five or more consecutive Scheduled Sessions without approval.
  • Do not submit two or more assessment tasks by the relevant Target Completion Date in a term.
  • Disclose personal, health, or other circumstances likely to impact their progress.

The Principal or Principal’s Delegate will review attendance and progress data in aXcelerate each term to identify students requiring additional support. A student identified as at risk will be contacted within five working days.

7. Intervention Strategies

7.1 Initial Contact

The Principal or Principal’s Delegate will:

  • Contact the student to discuss concerns about their engagement or progress in their Visual Arts course.
  • Identify barriers affecting their participation and progress.
  • Explain support options available.

7.2 Individual Intervention Strategy

An Individual Intervention Strategy will be developed, which may include:

  • Extra tutoring or mentoring sessions with experienced Visual Arts educators.
  • Adjusted study plans or extended timeframes for completing assessment tasks.
  • Access to language, literacy and numeracy (LLN) support via BKSB.
  • Participation in assessment support workshops.
  • Referral to counselling, health, or community services.
  • Reasonable adjustments consistent with Sydney Art School’s Access and Equity Policy.

7.3 Learner Wellbeing and Inclusion

In line with Outcome Standard 2.6, Sydney Art School will:

  • Identify and address wellbeing needs of students in Visual Arts qualifications.
  • Provide appropriate support services and referrals to help students continue their studies.
  • Foster a culturally safe environment, including for Aboriginal and Torres Strait Islander students.

7.4 Documentation

  • An Individual Intervention Strategy will be documented in writing and recorded by the Principal or Principal’s Delegate.
  • A copy will be retained in the Student Management System and emailed to the student.
  • The student’s progress will be reviewed at agreed follow-up intervals.

8. VET Student Loans Progression Requirements

Students accessing VET Student Loans for their Diploma or Advanced Diploma of Visual Arts are required to:

  • Complete progression confirmations at intervals specified by the Department of Employment and Workplace Relations.
  • Engage actively in all learning and assessment activities.
  • Failure to submit progression confirmations may result in suspension or cancellation of VET Student Loan eligibility.

9. Confirmation of Enrolment Requirements for Overseas Students

9.1 Application

This section applies to Overseas Students enrolled in a CRICOS-registered course with Sydney Art School, in addition to the other sections of this policy. It reflects section 19 of the ESOS Act, Standards 8, 9 and 10 of the National Code, and student visa condition 8202.

9.2 Student Visa Conditions

Overseas Students must comply with the conditions of their student visa. Visa condition 8202 requires the student to:

  • Be enrolled in a full-time registered course.
  • Maintain enrolment in a registered course that, once completed, will provide an Australian Qualifications Framework qualification at the same level as, or a higher level than, the course for which the visa was granted.
  • Ensure that their education provider has not certified them as not achieving satisfactory course progress or satisfactory course attendance.

Under section 19(2) of the ESOS Act, Sydney Art School must report a breach of visa condition 8202 through PRISMS. A student will only be reported for unsatisfactory course progress or attendance as set out in 9.5.

9.3 Monitoring Course Progress and Attendance

  • Before an Overseas Student commences their course, Sydney Art School will inform them of the requirements for achieving satisfactory course progress and, where applicable, attendance in each study period.
  • Sydney Art School will monitor each Overseas Student’s course progress to ensure they are in a position to complete the course within the expected duration specified on their CoE.
  • Satisfactory course progress for Overseas Students is defined in section 5.3. An Overseas Student who has not achieved satisfactory course progress at the end of a term (study period) will be assessed as not meeting course progress requirements.
  • Overseas Students identified as at risk under section 6 will be supported through an Individual Intervention Strategy under section 7, in sufficient time to achieve satisfactory course progress.
  • The attendance requirements in section 5.1 apply to Overseas Students. Sydney Art School will only report an Overseas Student for unsatisfactory course attendance if ASQA, as the ESOS agency, requires the school to monitor overseas student attendance as a condition of registration. In that case, the minimum attendance requirement is 80% of the scheduled course contact hours, and Sydney Art School may decide not to report a student who is attending at least 70% of the scheduled course contact hours and is maintaining satisfactory course progress.
  • Sydney Art School will only extend the duration of an Overseas Student’s enrolment where there are compassionate or compelling circumstances (assessed on the basis of demonstrable evidence), an intervention strategy has been or is being implemented because the student is at risk of not meeting course progress requirements, or an approved deferral or suspension has occurred under 9.7. If the duration is extended, the student will be advised to contact the Department of Home Affairs for advice on any impact on their visa, including the need to obtain a new visa.

9.4 Notice of Intention to Report

Where Sydney Art School has assessed an Overseas Student as not meeting course progress or attendance requirements, the Principal or Principal’s Delegate will, as soon as practicable, give the student a written notice that:

  • Notifies the student that Sydney Art School intends to report them for unsatisfactory course progress or unsatisfactory course attendance.
  • Informs the student of the reasons for the intention to report.
  • Advises the student of their right to access Sydney Art School’s complaints and appeals process, in accordance with the Complaints and Appeals Policy, within 20 working days.

9.5 Appeals and Reporting through PRISMS

  • The student’s enrolment will be maintained while the internal complaints and appeals process is completed, unless the student’s health or wellbeing, or the wellbeing of others, is likely to be at risk.
  • If the internal appeal is unsuccessful, Sydney Art School will, within 10 working days of concluding the internal review, advise the student of their right to access an external complaints and appeals process at minimal or no cost, and give them the contact details of the Commonwealth Ombudsman.
  • If an internal or external appeal results in a decision or recommendation in the student’s favour, Sydney Art School will immediately implement it and advise the student of the action taken.
  • Sydney Art School will only report unsatisfactory course progress or unsatisfactory course attendance in PRISMS, in accordance with section 19(2) of the ESOS Act, if:
  • The internal and external complaints processes have been completed and the decision or recommendation supports Sydney Art School, or
  • The student has chosen not to access the internal complaints and appeals process within the 20 working day period, or
  • The student has chosen not to access the external complaints and appeals process, or
  • The student withdraws from the internal or external appeals process by notifying Sydney Art School in writing.

9.6 Cancellation of the CoE and Visa Consequences

  • When Sydney Art School reports an Overseas Student for unsatisfactory course progress in PRISMS, the student’s CoE is cancelled.
  • A report of unsatisfactory course progress or attendance may lead the Department of Home Affairs to cancel the student’s visa. Students should seek advice from the Department of Home Affairs about the impact on their visa.

9.7 Deferring, Suspending or Cancelling Enrolment

  • An Overseas Student may request a deferral of the commencement of study or a suspension of study. Sydney Art School will assess, approve and record these requests, including any decision, and may defer or suspend enrolment where it believes there are compassionate or compelling circumstances.
  • Sydney Art School may suspend or cancel an Overseas Student’s enrolment on grounds including misbehaviour, failure to pay an amount required under the written agreement, or a breach of course progress or attendance requirements (which must be dealt with in accordance with this section).
  • Before imposing a suspension or cancellation that it initiates, Sydney Art School will inform the student in writing of its intention and the reasons, and advise them of their right to appeal through the internal complaints and appeals process within 20 working days.
  • A suspension or cancellation will not take effect until the internal appeals process is completed, unless the student’s health or wellbeing, or the wellbeing of others, is likely to be at risk.
  • For any deferral, suspension or cancellation, Sydney Art School will inform the student of the need to seek advice from the Department of Home Affairs on the potential impact on their student visa, and report the change to the student’s enrolment in PRISMS under section 19 of the ESOS Act.

10. Consequences of Continued Unsatisfactory Progress

Formal action under this section will only be taken after an Individual Intervention Strategy has been implemented and reviewed, unless the circumstances are serious.

If a student continues to demonstrate unsatisfactory progress after intervention:

  • The Principal may issue a formal written warning, suspend, or cancel enrolment.
  • The student will be notified in writing of the reasons, the proposed action, and their right to appeal.
  • The student will have 20 working days to respond or lodge an appeal as per the Complaints and Appeals Policy.
  • The student’s enrolment will remain in place while an appeal is being decided.

For Overseas Students, the requirements in section 9 also apply.

11. Recordkeeping

Consistent with Compliance Standard 3.2, Sydney Art School will:

  • Maintain accurate records of student attendance, engagement, assessments, interventions, and VET Student Loan progression.
  • Keep records securely for a minimum of 5 years, or longer if required under applicable funding contracts.
  • Ensure records are accessible for audit and compliance monitoring.
  • For Overseas Students, keep the records required by section 21 of the ESOS Act, including the student’s current residential address, mobile phone number and email address (confirmed with the student in writing at least every six months) and the outcome of each unit assessed, and retain them for at least two years after the student ceases to be an accepted student.

12. Roles and Responsibilities

Role Responsibilities
Tutors Monitor engagement and progress; identify and report students at risk.
Principal or Principal’s Delegate Oversee intervention processes; approve and monitor support strategies; make decisions regarding suspension or cancellation; issue written notices of intention to report Overseas Students.
Student Liaison Officers Provide academic, personal, and wellbeing support.
Administration Maintain records; manage VSL progression confirmations; issue notifications; report changes to Overseas Students’ enrolment and breaches of visa conditions in PRISMS.

All staff are responsible for understanding their obligations under this policy and the 2025 Standards and, where applicable, the ESOS framework.

13. Continuous Improvement

In line with Outcome Standard 4.4, Sydney Art School will:

  • Systematically monitor and evaluate engagement and progression practices.
  • Use findings to improve delivery and support services for the Certificate III, Certificate IV, Diploma, and Advanced Diploma of Visual Arts.
  • Incorporate student and staff feedback into policy and procedure reviews.

14. Related Documents

  • Student Handbook
  • Complaints and Appeals Policy
  • Access and Equity Policy
  • Cancellation of Enrolment & Refund Policy
  • Recognition of Prior Learning Policy
  • Privacy Policy
  • VET Student Loans Information Statement

15. Review

This policy will be reviewed annually, or sooner if:

  • Regulatory or legislative changes occur.
  • Continuous improvement processes identify opportunities for enhancement.

16. Version Control

Version Date Approved by Details
2025.01 June 2025 Principal Initial version aligned to 2025 standards
2026.01 October 2026 Principal Clarified at-risk and satisfactory progress criteria (Target Completion Date); added attendance trigger; standardised terminology; added Confirmation of Enrolment requirements for Overseas Students (ESOS framework); formatting and currency updates