Enrolments

Document Currently Under Review

Current Status: Under Review - With Editor 4 July 2017

VET Enrolment Procedure

Policy Code: SS1858

Purpose

This procedure describes the VET Sector administrative processes for enrolling all students, including apprentices, VETiS and VTAC students.

Scope

This procedure covers the stages of;

  • Verifying Course Data on the Student Mangement System
  • Applications for Admission
  • Selection of Students
  • Enrolment of Students

Definitions

Term Definition
Campus Solutions: Federation University Australia's VET Student Management System.
Program: A structured and integrated program of education or training consisting of a number of units of competency or modules or an accredited short course, usually leading to the award of a qualification.
Program Selection Officer: Person nominated by School to determine prospective student's eligibility for enrolment and then select students to receive offers of course placement.
Teaching Group: A defined combination of students/courses/units. A group is used to manage and track course delivery to these students. Campus Solutions issues a unique identifier to each group.
Teaching Group Listing: Lists all defined units within a Group.
MyStudent Centre: Federation University Australia's VET Student Management System.
Course/Unit: To simplify the language used in the VET Sector procedures and associated documents, the word 'course/unit' has been uniformly used to encompass both a 'unit of competency' from Training Packages and a 'module' from curriculum based courses.

Actions

Note: Enrolment processing will commence in December in the preceding year.

Verifying Program / Course Data on Student Management System

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Verify that the program being offered has been correctly entered on Campus Solutions and is available for enrolment. Program Co-ordinator

If the program has not been correctly entered refer to the VET Adding New Course and Unit Procedure (SS1011).

If the program is expired or ceased - contact Quality Services for approval to enrol individual students.

Tuition fees must have been approved and published.

2. Verify that teaching groups have been established for the program. Program Co-ordinator If teaching groups have not been established, refer to VET Group Set Up Procedure (SS1012).
3. Ensure all School staff involved in enrolment have access to the current teaching group in Campus Solutions. Program Co-ordinator

Selection of course / units need to be assigned from the AIR tree to each individual student's APT.

Assign teaching staff to class rosters and grade rosters.

Applications for Admission

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Complete Direct Application form, VTAC or Delta Registration. Student

Students may seek advice from Schools in completing the admission application.

Note: If processing a manual enrolment form, the application form is part of the enrolment process. A separate application form is not required.

2. Forward completed application to relevant School or Student Administration.

Direct & VTAC applications - Admissions Office

DELTA applications - DELTA Compliance Officer

VTAC and DELTA applications are received electronically.
3. Acknowledge receipt of the application and forward relevant program/enrolment information to the student. Program Co-ordinator  

Selection of Students

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Appoint program selection officers and establish criteria / process for undertaking selection. Associate Dean / Deputy Director Managing diversity requirements should be taken into account.
2. Conduct Pre-Training Review/LNN Program Co-ordinator/Program Selection Officer

All students must undergo Pre-Training Review and LNN testing prior to enrolment – refer to the VET Pre-Enrolment Procedure:

VET Pre-Enrolment Procedure

http://federation.edu.au/future-students/study-at-feduni/apply/domestic/how-to-apply/applying-directly-to-feduni/tafe-applications

LNN testing is co-ordinated by FedCollege

3. Determine eligibility for a government subsidised place Program Co-ordinator/Program Selection Officer

Selection should be undertaken based on the program selection criteria.

The Selection Officer must be an approved RTO delegate.

Authorised Delegate Form

Eligibility Guidelines, evidence and enrolment requirements for government subsidised training can be found in the 2017 Dual Sector VET Funding Contract Skills First Program.  Information on government initiatives can be found at 2017 Dual Sector VET Funding Contract - Schedule One

The RTO is required to sight the original or a certified copy of the eligibility of evidence and retain a copy of the students file.

The RTO must inform the eligible individual how their enrolment will impact their access to further government subsidised training.

4. Unique Student Identifier (USI) Program Co-ordinator / Program Selection Officer

All individuals undertaking nationally recognised training delivered by a registered training organisation need to provide their USI before enrolment.

This a randomly generated code that is available online from the Australian Government and will stay with the individual for life and be recorded with any nationally recognised VET program that is undertaken from 2015 onwards.  The USI will make it easier for individuals to find, collate and authenticate their VET achievements into a single transcript.

Individuals can create their own USI and find out more information at www.usi.gov.au

If an individual does not have a USI they can give their consent to the University to apply for it on their behalf by completing the VET Unique Student Identifier (USI) Consent Form:

http://federation.edu.au/__data/assets/pdf_file/0015/213801/2015-Unique-Student-Identifier-No-2-.pdf

5. Statement of Fees Program Co-ordinator/Program Selection Officer

All students must be provided with a statement of fees prior to enrolling.

Please contact Finance in regards to the Statement of Fees template.

6. Approve enrolment. Program Co-ordinator / Program Selection Officer

The evidence of eligibility and student declaration must be completed in conjunction with the student by an authorised delegate of the University.

A list of authorised delegates is maintained by the Schools. To become an authorised delegate, submit the Authorised Delegate Form (pdf 37kb).

An authorised RTO delegate is an approved delegate who has authorisation to sign and approve a manual enrolment form and complete the online eligibility. Approved RTO delegates only will be given access to Campus Solutions Maintain Applications.

7. Offer a place to successful applicants and provide information about the enrolment process, enrolment dates, program fees and charges, including a statement of fees and the refund policy. Program Co-ordinator / Program Selection Officer

Ensure eligibility evidence and declarations are provided and completed by both RTO delegate and and students prior to commencement of training.

Students must commence training prior to the 31st December in the enrolment year to receive funding.

8. Provide unsuccessful applicants, where appropriate, with advice regarding alternative programs. Program Co-ordinator / Program Selection Officer Seek advice from Federation College.

Enrolment of Students

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Assign courses from the AIR tree to the students APT and set student to self service. Program Co-ordinator in consultation with student Ensure credit transfers and RPL's, if applicable, have been identified and approved when assigning courses from the AIR tree to the student's APT.
2. Provide student with Training Plan & unit outline. Program Co-ordinator

The training plan unit enrolment form and unit outline make up the training plan.

This must be signed by both the student and the RTO delegate and filed with the student file in the School within 4 weeks of the commencement of training.

A signed copy must be provided to the student.

3. Notify students to complete their online enrolment. Program Co-ordinator/Program Selection Officer

Students under the age of 18, and who are enrolling in a VCAL Senior Secondary qualification must have their enrolment countersigned by a parent or guardian.  The completed form must be kept on the students file. http://policy.federation.edu.au/forms/Under-18-Parent-Guardian-Consent-Form.pdf

Students under the age of 17 must provide the RTO with a copy of their Transition from School Form authorising an exemption from school enrolment prior to enrolment.  If the student has completed Year 10 this form must be signed by their school principal.  Below Year 10 this must signed by the Department of Education and Training Regional Director.

Student logs in via their MySC.  They are required to complete their checklist (all statistical questions), enroll and confirm and accept their fees.

Students can enter their current concession card details online, however, they must provide a physical copy to student administration within 10 days.  A copy must be retained by Student Administration on the student’s file.

  If a manual enrolment form, forward to Student Administration for processing.  

If a manual enrolment, ensure all eligibility evidence has been provided and declarations have been signed and dated prior to the commencement of training by both the student and RTO delegate.

  • Ensure all statistical questions have been answered.
  • Include unit enrolment sheet with enrolment form and a copy of current concession card if applicable.
  • Schools are responsible for ensuring enrolment forms are completed to the quality standards required.
4. Check enrolment form has been completed and authorised. Student HQ Using the Student HQ checklist ensure enrolment is completed correctly and meets compliance requirements
5. Process enrolment in Student Management System. Student HQ This includes issuing students with a unique identification number and identification card.
6. Check fees have calculated correctly. Student HQ Run tuition calculations and advise student fees of any discrepancies.
7. File enrolment form. Student HQ Ensure copies of current concession cards and government initiative referral forms are filed with the enrolment form.
8. VET FEE Help Programs Student

The RTO cannot accept a signed and dated CAF (Commonwealth Assistance Form) LESS than 4 days after the students’ enrolment has been processed.

The eCAF (electronic CAF) will be generated 4 days after enrolment and students who wish to defer their tuition fees to VET FEE Help will be advised by Student Administration to complete their online form.

Students under the age of 18 require parent/guardian approval before their fees can be deferred to VET FEE Help.  Students under the age of 18 will be required to complete a manual CAF and submit to Student Administration for processing.

Responsibilities

  • The Associate Director, Student Management & Systems has responsibility for the maintenance of this procedure.
  • Specific responsibilities are included in Actions.

Implementation and Communication

The VET Enrolment Procedure will be implemented and communicated throughout the University via:

  1. Announcement on the FedNews webpage;
  2. Memo to Schools/Departments
  3. Inclusion in the University's Policy Library;
  4. Staff training;
  5. Information sessions.

Records Management

Note to Policy Editors: Please check with the Central Records that the content in this section is compliant with PROV

Title Location Responsible Officer Minimum Retention Period

Enrolment Form

(Including concession and fee waiver documentation)

Student Administration Manager Student Administration 7 years after enrolment has expired

Selection Records

(Including Direct Application Form)

School Deputy Dean / Associate Director 1 year
Training Plan School Deputy Dean / Associate Director 2 years

Records Disposal

University records must only be disposed of in accordance with the University’s Records Disposal Process as outlined in the Records Framework Procedure. Authorisation must be obtained from the Head of School/Centre/College, Records Management Services and the Director of Academic Services or their delegate prior to disposal. Records must not be destroyed where it is known that those records may likely be required in evidence, either now or in the future