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AlGhad Training Institute Quality Management System

Learner Attendance Policy

Policy Reference:

T/P/016

Version:

2

Person Responsible:

General Manager

1. Policy Statement

  • The purpose of this policy is to clarify trainee attendance requirements. Attendance in class, with active participation in learning experiences and group work are important for trainees to meet their programme and session learning outomes.
  • When enrolling in a course or a programme at GTI, applicants must take into account the need to make a commitment to attend all scheduled classes. They need to consider how to manage any competing commitments to work, family, and hobbies, so that they are able to attend
  • GTI recognises the significant subsidisation of fees, and the investment of time as well as financial costs incurred by learners and their sponsors, when a trainee enrols in a course. As a responsible institute, GTI therefore has a financial accountability requirement to monitor attendance.
  • GTI also has a duty of care to ensure trainees are making expected progress. Attendance is a key indicator of trainee retention, progression, and achievement. Non-attendance is followed up so that learners can be supported to complete their programme of training.

2. Application and Delegations

  • This policy applies to all learners enrolled in GTI short courses and programmes and to the staff associated with training and monitoring attendance.
  • It is the responsibility of all managers (Heads of Sections and coordinators) at GTI to make sure that guidelines and associated attendance procedures stated in this policy are followed in the programmes activities under their authority.

3. External Requirements

  • This policy and associated procedures help GTI meet the requirements of government quality assurance agencies, such as the Education and Training Quality Authority (BQA), and the Bahrain Directorate of Institutes Affairs, Bahrain Ministry of Labour.
  • They provide assurance to industry partners and other stakeholders that GTI is a quality training provider, committed to continuous improvement of all its activities and operations.
  • Its explicit focus on attendance and active participation helps GTI meet the requirements of funding bodies such as Tamkeen and the MoLSD, as well as those of professional accreditation agencies, such as Awarding bodies.

4. What is Expected

4.1 The following principles underpin GTI’s expectations regarding this policy.

  • All enrolled learners are given accurate and timely information on the attendance requirements, timetabling and locations for each course.
  • As attendance is highly correlated with training performance, learners admitted to GTI programmes of training are expected to attend all classes and be on time.
  • Therefore, attendance is accurately monitored and trainees who show irregular or persistent lateness or absences will be followed up to ascertain is there are any problems that require support to address.
  • GTI will make sure that trainees understand the consequences of failure to attend.
  • GTI will act in accordance with any Bahrain legislation and regulations of funding and accrediting agencies that drive the requirements of policy.

4.2 Based on these principles, GTI’s Minimum Threshold Requirements are that:

  • Courses taught at GTI have a 70% attendance requirement. This allows 30% absence in recognition of extenuating circumstances.
  • Programmes and courses offered to specific groups, for professional development or for the community where specific attendance requirements are varied from 70% must be approved by the General Manager and the attendance requirements must be published separately in programme outlineor course documentation in accordance with the guidelines.
  • Attendance is highly correlated with training performance, learners admitted to GTI are expected to attend all classes and be on time. Therefore, attendance and punctuality will be part of the assessment requirements.
  • Learners identified at risk due to absenteeism must be followed with via the administrative staff in coordination with the GM.
  • Absent and or persistently late trainees will be followed up via the course coordinators, who will find out if they need further support.
  • The induction must remind learners of the importance of regular attendance and punctuality at scheduled sessions.
  • Trainers and the course coordinators must maintain accurate trainee attendance records on the day of the class and attendance records are entered into the records.

5. Procedures (Step-by-step instructions for routine tasks and operations)

  • The following steps will be taken to implement the attendance policy.

Step

Responsible

Process

Notes

  • Set attendance requirements.

Course coordinator

Set attendance requirements into system for each course at 70% (or in accordance with GM and QAT approved Programme or short Course Descriptor).

Any variance from 70% needs GM approval

  • Publish Attendance Requirements

GM

  • GM ensures the website is updated if any change due to funding body approval
  • GM ensures induction programme agenda includes session for coordinator to advise requirements for punctuality and attendance
  • Trainers reinforce attendance requirements in first few days, setting high standards for arriving on time (work readiness) and modelling this themselves.
  • Trainers need to role-model expected behaviours to set exemplary behaviour standards.
  • Start classes on time, even if not all learners are there so as not to reward those who are late.
  • Record trainee attendance on the days of scheduled classes

Trainer

  • One record shall be entered for each trainee:
    P Present, attended the session
  • L1 Late for the session (0-10 minutes) (no penalty).
  • L2 Late more than 10 minutes (will be recorded as late).
  • L3 Late more than 30 minutes (will be recorded as late).
  • AR Alternate Arrangements. MAY ONLY be used if the case is approved.
  • A Absent
  • X Class Cancelled (A substitute will be arrange 
  • Records

Course coordinator

Course coordinator collates data provided by trainers.

Notification sent to the trainee and trainers If trainee exceeds 3 absences.

Investigate to see what the problems are

If there are extenuating circumstances. Agree way to make up lost time. Provide evidence?. 

  • Follow up

Course coordinator

The funding body is advised if there are more than 3 absences.

The trainee can appeal 

  • All new learners will be notified of the requirements of this policy through trainee inductions and the website.

6. Related Documents (Rules, Guidelines, Flowcharts, Forms)

7. Key Dates

First Approved: 2 January 2018

This Version Approved: 26 December 2023

Next Review Date: December 2024 or earlier if any changes to legislation or the external environment require it.

Version Effective Date     Description of Changes    
01 26/01/2018 First approval of the policy 
02 04/10/2022 Revision for consistency with QAM, allocation of codes. Special Circumstances policy attendance (was 75%) altered to make same at 70%.

Approved by the General Manager, effective immediately:

Signed by General Manager: Abbas Ali Date: 26/12/2023

 GTI’s current policies are available on the website. If you are using a hard copy of this policy, please check that it is the current version before proceeding.