Standard 1 - Marketing Information and Practices

CRICOS Registration of VET Programs Procedure

Policy Code: LT878

Purpose

To ensure that University VET Programs delivered to international students onshore are registered on the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) and meet the requirements for registration and for the issue of a student visa.

The University, its partner providers and education agents must not promote a program to onshore international students unless it is registered on CRICOS.

Scope

This procedure applies to all VET programs offered to international students studying on shore in Australia.

It covers the stages of:

Adding New Courses to the CRICOS Register.

Review of TAFE Course Listings on the CRICOS Register.

Definitions

Term Definition
Course (TAFE): A full-time registered program of education or training registered on CRICOS for the attainment of a testamur or certificate. Defined as Course in the ESOS Act. Also known as Progam at the University.
CRICOS: Commonwealth Register of Institutions and Courses for Overseas Students.
CUP: Centre for University Partnerships
International Student: A person holding an Australian student visa, enrolled in a CRICOS registered course, at the University or its Partner Providers, on shore. Students on other classes of visa are not included.
NTIS: National Training Information Service.
Partner Providers: Educational Institution providing programs and courses of the University through an approved Education Agreement.

Actions

Adding New Courses to the CRICOS Register

Note: If a course is delivered in conjunction with another provider, one provider only is responsible for CRICOS registration.

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Identify courses that are listed on the University's Scope of Registration. Executive Director, Vocational Education and Training.
  • All nationally recognised courses must be listed on the Scope of Registration before applying for CRICOS registration.
  • The process for adding a course to the Scope of Registration is detailed in the Scope of Registration (TAFE) Procedure.
  • The University’s Scope of Registration can be viewed at NTIS.
  • The addition of a course to the University's Scope of Registration may result in either a desktop or onsite audit by ASQA prior to approval.
2. Identify which of these courses are to be offered to international students. Executive Director, Vocational Education and Training. An application for a course to be added to the CRICOS register may trigger an ASQA compliance audit.
3. Identify if the desired courses meet the full-time study requirements for CRICOS registration. Executive Director, Vocational Education and Training.

A full-time course for CRICOS registration must have:

  • minimum 20 contact hours per week (as an average for a term/semester); and
  • The 20 contact hours includes all scheduled course activities that a student must participate in to satisfactorily meet the requirements of the course. These can include course orientation, teaching, supervised study sessions, exhibitions, practical placements and examinations.
4. Identify course duration. Executive Director, Vocational Education and Training. The registration of a course on CRICOS must include its expected duration. The registered duration cannot exceed the time required for completing the course on the basis of the normal amount of full-time study (this includes term/semester/holiday breaks) and must not include any period of work based training unless it is a mandatory requirement of the course.
5. Courses at Partner Providers Executive Director, Vocational Education and Training.

VET Courses to be delivered at Partner Provider locations must be approved by International and Partners Committee and then be added to Partner Provider Education Agreement prior to CRICOS application being submitted.

Contact CUP for Amendment to Partner Provider Education Partner Agreement form.

6. Identify appropriate fees to be charged for the course. Executive Director, Vocational Education and Training/Finance Department

For additions to the International Fee Schedule a memo requesting additions to the International Fee Schedules is to be forwarded ot the Manager, VET, Financial Operations, listing course title, university course code/National Course code, tuition fee and teaching locations.

Proposed course fees move through an approval process that involves authorisation by the Vice- Chancellor and the University Council.

7. Identify any Work Based Training. Executive Director, Vocational Education and Training. If Work based training is a COMPULSORY component of the course, this information must be provided in the Request for a Program to be Registered on CRICOS form.
8. Complete Request for a Program to be registered on CRICOS form and forward to CUP with information listed in Point 9. Executive Director, Vocational Education and Training. Contact CUP for Request for a Program to be Registered on CRICOS form.
9. Additional information required. Executive Director, Vocational Education and Training.

Documentation required with CRICOS request form:

  • marketing material (location specific)
  • course structure
  • annual timetable
  • class sizes
  • trainer/assessor arrangements
  • compulsory work based training information
10. Apply for CRICOS registration and advise School when course has been successfully registered. CUP Once a CRICOS code has been allocated for the course, the CRICOS code and the provider code should appear on all promotional material generated across the University for the course.

Review of TAFE Course Listings on the CRICOS Register

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Initiate annual review of CRICOS register. Manager, VET Financial Operations  
2. Review CRICOS register and identify courses to remain listed, courses to be added and courses to be deleted and fee changes. Executive Director, Vocational Education and Training.

Ensure all courses remaining on register are the current training package.

All courses remaining on register continue to meet full-time study requirements.

3. Advise CUP of required changes. Executive Director, Vocational Education and Training. To add new courses refer to Adding New Courses to the CRICOS Register of this procedure.
4 Lodge application for changes to current CRICOS registration and advise School when course has been successfully registered. Executive Director, Vocational Education and Training. The CRICOS code and the provider code should appear on all promotional material generated across the University for the course.

Responsibilities

Specific responsibilities are included in Actions

  • CUP
  • Executive Director, Vocational Education and Training
  • Manager, VET Financial Operation

.

Associated Documents

Forms/Record Keeping

Title Location Responsible Officer Minimum Retention Period
Request for a Program to be added to CRICOS register form. CUP CUP 7 years

Implementation

This Procedure will be implemented using the following strategies:

  1. An Announcement Notice on the FedNews Website;
  2. Inclusion in the University's online Policy Library; and