International Learner Attainment and Attendance SOP

To be read in conjunction with

International Learner Attainment and Attendance Policy

Approval Date
1 June 2020
Approved By
Chief Executive
Next Review
30 November 2022
Deputy Chief Executive: Learning & Teaching
Baldrige Criteria
Customer focus

Under the Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2022, Otago Polytechnic Limited (Ltd) must have processes in place to ensure that all international learners (hereinafter called the “learner”) are maintaining their programme requirements and to follow up in the event that a learner ceases attendance before programme completion.

Immigration New Zealand requires all learners with a student visa to be bona fide learners and behave in a manner appropriate to genuine learners.

Immigration New Zealand implemented key changes in July 2011 requiring learners to attend their courses at all times in line with the attendance requirement outlined in clause 1 below unless they have genuine reasons for their absence.


Delegation of Procedures

  • Te Kaihāpai
  • Heads of College/Department (HoC/Programme Heads) (or delegate)
  • International Learner Advisor/s

In relation to policy International Learner Attainment and Attendance the following procedures should be followed.


Learner and Academic Responsibilities for Unsatisfactory Progress

1.          If a learner's attendance or attainment level is not satisfactory, the HoC/Programme Head (or delegate)  must have a meeting with the learner.

2.          Depending on the circumstances, a first written notification letter is issued reminding the learner of their obligations with the Polytechnic (Appendix A).

3.          If after fourteen (14) working days the learner’s attendance is still below the acceptable level, a second letter of notification (Appendix B) is activated requesting the learner meet with the Te Kaihāpai, Head of College/Department or delegate and the International Learner Advisor, within a short period of time, usually five (5) working days.

4.          At this point, either the learner enters into a signed agreement (Appendix C), or the Te Kaihāpai may decide to recommend that the College/Department commence proceedings to terminate the learner’s enrolment. This would usually be the case if the learner does not attend the requested meeting.

5.          Scanned copies of letters are required to be attached to the learner notes in the Learner Management System (SMS).

6.          If the learner does not comply with the signed agreement, there will be a final meeting to  investigate the situation before instigating the termination of the learner’s enrolment.

7.          Colleges/Departments and their respective programmes are required to be proactive at the first signs of poor attendance, assignments not handed in on time, or a poor level of attainment becomes evident. A

 College/Department academic staff member responsible or programme equivalent for the international learner and/or professional staff from appropriate support services may be consulted and academic staff must make every effort to resolve the situation and ensure the necessary support is provided.

8.          Colleges/Departments must advise the International Learner Advisor of any situation affecting a learner’s attendance and/or attainment. The International Learner Advisor will communicate with the learner.

9.          A regular reporting process to the International Learner Advisor should be implemented until the pattern or situation is resolved.

10.       Where a learner with a history of poor attendance or attainment returns to study after a semester break or beginning of an academic year, it is recommended the learner enters into a signed agreement prior to class commencement. (Appendix C attached.)

11.       Staff working with learners are required to be proactive and work together to ensure they support and assist with these issues rather than have enrolments terminated.



Appendix A Sample First Notification Letter




Appendix B Sample Second Notification Letter




Appendix C Sample Learner Agreement


megan gibbons signature

Approved by:
Dr. Megan Gibbons
Chief Executive