Purpose of the policy

Enrolment

Credit transfer and RPL

Changes to services

Completion

1

Process enrolment

1.1

Provide application for enrolment forms to applicants on request.

1.2

On receipt of an enrolment, check that the enrolment form has been completed in full and that all supporting information has been provided.

1.3

Send an acknowledgement that the enrolment form has been received within 3 working days of receipt. Request additional information not provided as relevant.

1.4

Enter the applicant’s details into the secure Student Management System.

1.5

Where the USI has not been received, make a note on the applicant’s file that it is to be completed at the orientation.

1.6

Verify all USIs.

2

Conduct course entry interview

2.1

Contact the applicant to arrange a suitable date and time for the course entry interview. This should be within 4 working days of receipt of the application for enrolment.

2.2

Conduct the course entry interview using the Course Entry Interview form.

2.3

Complete the Course Entry Interview form including an assessment of whether the applicant is suitable for the course.

For domestic students, this should also include an assessment of the student’s Language, Literacy and Numeracy skills (LLN) as per the course entry requirements.

For international students, this should also include an assessment of the student’s English language proficiency to ensure evidence is provided that the student satisfied the entry requirements specified for English language proficiency.

Generally, international students are required to demonstrate English language proficiency through evidence of:

·           an IELTS* score of 5.5 (test results must be no more than 2 years old); or

·           having been educated for at least 5 years in an English-speaking country; or

·           having completed at least a Certificate III level or IV course in an Australian RTO within the last 2 years (check the Course Brochure for the level); or

·           completion of another English Language Test such as PTE and TOEFL (results should also be no more than 2 years old).

2.4

For international students, compare scores to check equivalence to IELTS 5.5 as required using the following websites:

https://www.mentoroverseas.com/training/score-comparison/

https://www.cambridgeenglish.org/Images/461626-cambridge-english- qualifications-comparing-scores-to-ielts.pdf  

3

Process credit transfer

3.1

Review the student’s application for enrolment form to check if they wish to apply for credit.

3.2

If the applicant has not included the required evidence but has indicated they wish to apply for credit transfer, contact them to provide the certificate.

3.3

Contact the issuing RTO to verify that the certificate is authentic.

3.4

Where the certificate is authentic, update the student’s details on the Student Management System and advise the student of the reduction to their course duration and fees. The reduction in course duration will be as per the amount of time allocated in the timetable to the unit that the student has received credit for. See Fees and Refunds Policy and Associated Procedures for calculation for reduction of fees.

3.5

Issue the student’s CoE with the reduced duration (international students) or issue the student an updated Enrolment Confirmation (domestic students).

3.6

Report the change of course duration in PRISMS (international students only).

4

Process Recognition of Prior Learning

4.1

Review the student’s application for enrolment form to check if they wish to apply for RPL.

4.2

Send the student the Candidate Kit.

4.3

RPL applications are conducted as per the procedure described in the Training and Assessment Policy and Associated Procedures.

4.4

Update the student’s details on the Student Management System following the outcome of the RPL process and advise the student of the reduction to their course duration and fees as applicable. The reduction in course duration will be as per the amount of time allocated in the timetable to the unit that the student has received credit for. See Fees and Refunds Policy and Associated Procedures for calculation for reduction of fees.

4.5

Issue the student’s CoE with the reduced duration (international students) or issue the student an updated Enrolment Confirmation (domestic students).

4.6

Report the change of course duration in PRISMS (international students only).

 5

Finalise enrolment process

5.1

If the applicant is suitable for the course, create a student file.

5.2

Verify the student’s USI or create a USI for the student following the procedures for such at: https://www.usi.gov.au/training-organisations  

5.3

Customise the Offer Letter and Student Agreement for the student and send out to the student for signing. This should occur within 5 working days of receipt of the application for enrolment. The signing of the Offer Letter and Student Agreement indicates the student has accepted all terms and conditions.

5.4

On receipt of the signed Offer Letter and Student Agreement, send out an invoice for the first payment.

5.5

Following receipt of the first payment by the student, create a CoE in PRISMS following the instructions in the PRISMS User Guide (international students only).

5.6

Use the student file checklist to confirm all the information has been collected.

6

Manage internal course transfers – domestic students only (see course transfer policy and associated procedures for international students)

6.1

Where a student wishes to transfer to another course with Auswide Trade and Technology College, provide students with Internal Course Transfer Application Form. 

6.2

Acknowledge receipt of completed forms within 3 working days of receipt.

6.3

Review and assess the application provided within 10 working days of receipt. For an application to be approved, supporting documentation must demonstrate that there are appropriate reasons for transferring.

6.4

Advise the student in writing of the outcome of their application, including a new Offer Letter and Student Agreement where the application is approved. If it is not approved, provide the reasons and advise the student of their right to access the complaints and appeals process.

6.5

Advise the student in writing of any refunds due relevant to their existing course.

6.6

Record the variation to the student’s course on the SMS.  

6

Manage student files

6.1

Update student files throughout the course according to relevant events including but not limited to course progress and attendance, support, course credit, course transfer, deferral, suspension and withdrawal and disciplinary action. Refer to all of the relevant policies and procedures for student file management.

6.2

Update Student Agreements as relevant based on any changes that occur once the student has enrolled (this also includes changes to third party arrangements including new third party agreements or changes in ownership). Send to the student for agreement within 3 working days of signing and adjust fees and the CoE/Enrolment Confirmation as required.

6.3

Send out emails to students every 6 months requesting advice of any change of contact details (note students are also required to provide these within 7 days of any change).

6.4

Update student details as required based on changes to contact details.

7

Finalise certification

7.1

Immediately record student assessment outcomes on the Student Management System on receipt of marked work from trainers/assessors.

7.2

Once all units have been completed, check that the student has paid all fees and charges.

7.3

Contact the student in writing regarding unpaid fees and charges if applicable.

7.4

Check the student’s USI is on file and contact the student in writing if this has not been received.

7.5

Populate the testamur and record of results or statement of attainment with the student and award details.

7.6

Sign certification (authorised signatory).

7.7

Have the certification ready within 10 working days of the student having been assessed as meeting all of the requirements of their course (and having paid all of their fees and charges).

7.8

Retain the student’s certification on file for a period of 30 years.

7.9

Advise the student via email that their certificate is ready for collection or email an electronic version or send via post.

7.10

Retain all student details including assessment outcomes for a minimum of 2 years.

Responsibilities