Rolls (Record of Participation) Policy

1. Purpose

To ensure accurate and up to date records of student attendance, assessment and other evidence of student participation are kept to meet all internal and external accountability requirements.

2. Scope

All learning activity.

3. Principles

3.1 Evidence of student participation/engagement must be maintained for all student records except for those with a final grade of withdrawn without attending.

3.2 Student participation records are those defined by NCVER guidelines and for CIT:

• either banner or eLearn
• assessment result records, or
• flexible delivery records that indicates the student has commenced on learning materials, or
• student work submitted, or
• instructor notes or statutory declaration.

3.3 The Banner Class Roster is the CIT approved student attendance and assessment record. Banner Class Rosters are able to be completed electronically and in hard copy.

3.4 Approval from the Executive Director, Education and Training Services must be sought annually to use an alternative system of record keeping prior to implementation. Any alternative systems must comply with the current NCVER non-financial guideline requirements and it is the responsibility of the area applying for exemption to ensure this occurs.

3.5 Student attendance records must contain the scheduled class dates and use the approved attendance codes to record student attendance patterns.  Work based delivery student participation must also be recorded.

3.6 The name or number of individual assessment items as listed in the subject guide and each assessment result must be recorded by the teachers on the roll or on the equivalent form in eLearn along with the date that the final assessment judgment is made.

3.7 All rolls must be checked for accuracy and sufficient evidence of student participation prior to the final Program Review and Improvement discussions.

3.8 Overall subject/UOC assessment results for each student must be validated for accuracy and entered on Banner and printed.  Rolls must be validated within three months of the end of the CRN date.

3.9 Rolls are legal documents and the property of CIT and should not be removed from CIT premises unless absolutely necessary. Any removal from CIT premises must be done in accordance with the Records Management Policy to ensure the protection of personal information. This also applies to storage at CIT, and the use of electronic rolls via CIT self service.

3.10 Colleges are responsible for the secure and central storage of rolls to ensure that they are accessible within 24 hours by the relevant Head of Department and College Director.

3.11 Rolls will be retained in the College for two years and available for the purposes of audit.  Subsequently rolls will be retained by the Records Management Unit.

4. Documentation

Standards for Registered Training Organisations (RTOs) 2015

AVETMISS – Australian Vocational Education Training Management Information System Standard (AVETMISS)

Rolls (Record of Participation) Guidelines on meeting Student Records [IE] evidence requirements

National Centre for Vocational Education Research (NCVER) Non-Financial Guidelines

CIT policies

Assessment Policy

Privacy Policy – Territory Privacy Principles

5. Definitions

All terminology used in this policy is consistent with definitions in the CIT Policy Glossary.

6. Policy Contact Officer

For more information about this policy contact Director, CIT Education Services.

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

7. Procedures

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