Lesson 4.2: Academic Progress Tracking
Duration: 15 minutes | Following Triggers
💡 Key Takeaway: The system monitors academic progress automatically. Your role is to respond when students fail assessments and escalate patterns of failure to the Academic Manager.
📊 Why Academic Progress Matters
International students must maintain “satisfactory course progress” under the National Code. This means achieving at least 50% competency in each study period. Students who consistently fail must be reported to Department of Home Affairs, which can affect their visa.
⚠️ Critical: The system tracks pass/fail automatically. You respond to alerts and escalate patterns – you don’t make academic decisions.
Progress Monitoring Triggers
🎯 What Triggers Progress Alerts
The system generates alerts based on these triggers:
🟡 EARLY WARNING – First Failure
Trigger: Student fails their first assessment in current term
→ Your Action: Send support information template
- Template: “Academic Support Available”
- Informs student about tutoring, study groups, teacher consultations
- Document contact in student notes
- Set reminder to check next assessment result
🟠 INTERVENTION NEEDED – Multiple Failures
Trigger: Student fails 2+ assessments in same term
→ Your Action: ESCALATE to Academic Manager
- Academic Manager assesses if intervention plan needed
- May involve counseling, course adjustment, study plan
- You track that student has been escalated
- Academic Manager follows up with student
🔴 CRITICAL – Below 50% Competency
Trigger: Student achieves less than 50% of units/competencies in study period
→ Automatic Action: System flags for potential PRISMS reporting
- You don’t handle this – Academic Manager + Compliance Manager coordinate
- They determine if student should be reported to Department of Home Affairs
- You may be asked to document previous interventions
- System awareness only – senior staff manage
Intervention Workflows
Workflow 1: First Assessment Failure
Student fails first assessment – early support intervention
Step-by-Step:
- Alert appears in dashboard: “[Student Name] – First Assessment Failure”
- Open student record → View “Academic Progress” tab → See which unit/assessment failed
- Click “Send Support Template” button
- System auto-fills template: “Academic Support Available”
- Personalize: Add specific unit name, teacher’s name for consultations
- Send → System logs contact automatically
- Set manual reminder: Check next assessment in 2 weeks
Workflow 2: Multiple Failures (Escalation Required)
Student fails 2+ assessments – pattern detected
Step-by-Step:
- Alert: “[Student Name] – Multiple Assessment Failures”
- Check Academic Progress tab → Review all failures (units, dates, grades)
- Click “Escalate to Academic Manager” button
- System form appears → Auto-filled with student details and failure history
- Add your notes: “Student contacted after first failure on [date]. Support offered. Second failure indicates need for intervention.”
- Submit escalation → Academic Manager receives alert
- Update student notes: “Escalated to Academic Manager due to 2 failures”
- Academic Manager will contact student within 2 business days for intervention meeting
Workflow 3: Below 50% Competency (Critical)
Student at risk of not meeting course progress requirements
What Happens (You’re NOT involved):
- System automatically flags student at end of study period
- Academic Manager receives alert
- Academic Manager + Compliance Manager review case
- They assess: Is student making genuine effort? Are there compassionate circumstances?
- Decision made: Intervention plan OR PRISMS reporting
- You may be contacted to provide documentation of previous support offered
📌 Your Role: Awareness only. Provide documentation if requested. This is senior management decision involving visa implications.
Support Resources and Escalation Paths
📚 Support Resources to Recommend
| Support Type | What It Is | How to Access |
|---|---|---|
| Teacher Consultations | One-on-one help with subject teacher | Email teacher directly to book time |
| Study Groups | Peer learning sessions | Check student portal for schedule |
| Tutoring Services | Free tutoring in core subjects | Book via Student Services |
| Learning Skills Workshops | Time management, essay writing, exam prep | Monthly schedule on student portal |
| Library Resources | Research help, online databases | Library website or in-person |
| Counseling Services | Personal issues affecting studies | Confidential – book via Student Welfare |
💡 Template Includes: The “Academic Support Available” template lists all these resources with contact details pre-filled. You just personalize with student’s specific unit/teacher.
🎯 Escalation Decision Matrix
| Situation | Your Action | Who Handles |
|---|---|---|
| First failure – student responsive | YOU HANDLE | Send support template, document |
| 2+ failures in same term | ESCALATE | Academic Manager |
| Failing multiple units across terms | ESCALATE | Academic Manager |
| Student says personal/health issues affecting studies | ESCALATE | Student Welfare Officer |
| Below 50% competency in study period | AWARENESS ONLY | Academic + Compliance Managers |
| Student appeals assessment result | ESCALATE | Academic Manager (appeals process) |
Documentation Templates
📝 How to Document Academic Progress Contacts
Template 1: First Failure Contact
Date: [Auto-filled]
Type: Academic Progress – First Failure
Unit Failed: [Unit code and name]
Action Taken: Sent “Academic Support Available” template
Resources Highlighted: Teacher consultations, tutoring services
Next Review: After next assessment (approx. 2 weeks)
Template 2: Escalation to Academic Manager
Date: [Auto-filled]
Type: Escalation – Multiple Failures
Units Failed: [List all failed units with dates]
Previous Contact: Support offered on [date] after first failure
Reason for Escalation: Pattern of failure requires intervention assessment
Escalated To: Academic Manager
🎓 Key Takeaways
- System tracks academic progress automatically – you respond to alerts
- Three trigger levels: First failure (you handle), Multiple failures (escalate), Below 50% (senior staff handle)
- First failure workflow: Send “Academic Support Available” template with resources
- Multiple failures: Escalate to Academic Manager for intervention assessment
- Six support resources available: Teacher consultations, study groups, tutoring, workshops, library, counseling
- Escalation matrix shows clear decision points for when to handle vs escalate
- Documentation templates auto-capture contact type and actions taken
✓ Lesson Complete! Next: Student Communication