Attendance Policy

1. Purpose

To ensure accurate and up-to-date records of student attendance.

2. Scope

Where this policy refers to CIT, it includes CIT Solutions.

This policy applies to all Canberra Institute of Technology (CIT) staff required to keep records related to the attendance of students.

Other CIT policies and procedures apply – see examples in the references and supporting documents below.

3. Principles

CIT will meet all regulatory, legislative and contractual requirements as they relate to student attendance.

CIT determines student attendance requirements to maximise students' opportunities for success, and ensure that performance can be assessed over time, within various contexts and using a range of evidence.

CIT will actively encourage students to attend all scheduled classes to optimise potential for success.

Synchronous attendance is recorded electronically using the CIT approved attendance record - Student Management System (SMS) Self-service Class Roster or eLearn.

Educators will keep attendance records for scheduled face-to-face, virtual, flexible classes and attendance at workplace locations.

Educators will record synchronous and asynchronous attendance electronically in eLearn, for any scheduled virtual, flexible or workplace sessions.

In exceptional circumstances (e.g., power outage, delivery in remote locations), and with the prior approval of the Head of Department, educators may create other records, with the data uploaded to SMS/Self-service Class /roster or eLearn at the earliest convenience.

Educators are responsible for maintaining accurate records of student attendance and will record and monitor each student’s attendance at the start of each scheduled training session:

• as evidence of CIT's duty of care to students
• as an important quality measure that enables CIT to identify and assist students at risk of failure and take action to support students before they resort to withdrawal
• to help staff determine at an early stage whether a student may need to be withdrawn
• to ensure that accurate daily records of student attendance are available to monitor student safety
• to monitor compliance requirements of the ESOS Framework (The National Code of Practice for provider of Education and Training to Overseas Students 2018)
• to communicate with employers of apprentices and trainees, using the attendance notifications features of SMS/Self-service or eLearn Attendance CRN or activity and comply with other legislative and regulatory requirements
• to identify if there are any students attending class that are not yet enrolled into the CRN.

Educators should make notes on rolls on the day of the scheduled session to accommodate late arrivals and other changes to attendance.

Attendance records must be submitted on the day that sessions are conducted.

Attendance must be recorded using the CIT approved attendance codes published on the SMS class roster.

International students studying English Language Intensive Courses for Overseas Students (ELICOS) courses or the ACT Senior Secondary course must meet the minimum requirement for attendance, which is 80 per cent of the scheduled contact hours for the course, or higher if required under state or territory legislation.

Educators will maintain confidentiality of all data relating to student attendance in accordance with CIT Privacy Policy.

Educators may not delegate recording of attendance/participation.

Interim records (printed versions of Class Roster by CRN Report) will be signed by the educator, retained and stored in accordance with CIT Records Management requirements Refer: Records Management Policy.

Completed attendance records must be available in the event of an emergency requiring evacuation, lockdown or other emergency management action.

3.1 Responsibilities

3.1.1 Heads of Department

Heads of Department are responsible for:

• ensuring adherence to business practices in this policy and Attendance Procedure
• ensuring educators complete attendance records
• initiating procedures such as performance management where there is repeated evidence or failure to keep attendance records
• ensuring timely communications with students where a class is cancelled, rescheduled or requires a change of location.

3.1.2 Educators

Educators are responsible for:

• being familiar with this policy and the Attendance Procedure
• monitoring and recording attendance for each session for all students using the approved attendance codes
• reviewing attendance rolls to monitor patterns of attendance against any course requirements and monitoring minimum attendance requirements for international students studying ELICOS courses or the ACT Senior Secondary course
• making every effort to inform students as soon as possible where training sessions are cancelled or changed at short notice.
• advising the Head of Department of potential risk of non-completion for non-school based students at the team meetings
• informing host schools where an Australian School Based Apprentice (ASBA) student's progression is being negatively affected by non-attendance and identifying issues, and discussing learning options and supports options
• advising students whose progression is being negatively affected by non-attendance and identifying issues, and discussing learning options and supports
• liaising with employers regarding attendance and progression of apprentices and trainees
• notifying the International Student Pastoral Care Officers by completing an International Student Notification form if an international student has not attended two consecutive classes.

3.1.3 Teaching Department Administrators

The Teaching Department Administrator is responsible for:

• contacting the employer when an apprentice/trainee is absent on a scheduled day of training at CIT
• transcribing data from the printed 'Class Roster by CRN Report' into SMS when necessary
• advising students of the actions required to finalise enrolment and enable their record on the CRN report.

4. Documentation

4.1 Related Legislation/Regulation

• Information Privacy Act 2014 (ACT)
• ACT Standards Compliance Guide for Australian Apprentices
• Privacy Act 1988
• ESOS Framework (The National Code of Practice for provider of Education and Training to Overseas Students 2018)

4.2 Related Policy and Procedures

• Attendance Procedure
• Assessment Policy
• Privacy Policy
• International Students on student visas compliance with the ESOS Act Policy and procedure

4.3 Related Documents

• International Student Notification form

5. Definitions

All terminology used in this policy is consistent with definitions in the CIT Definitions of Terms.

6. Policy Contact Officer

Executive Director, Education Futures and Students.

Contact CIT Student Services on (02) 6207 3188 or email infoline@cit.edu.au for further information.

7. Procedures

This policy is implemented through the associated procedures. Authority to make changes to the procedures rests with the policy owner.