The purpose of this document is to ensure that the appropriate measures and processes are in place so that all marketing and promotional activities undertaken by the University is done in accordance with internal and external compliance requirements.
The principal objectives of this Procedure are:
- Only transparent, accurate and relevant information is provided to all prospective and current students; and
- Prospective students are able to make informed decisions regarding studying at the University based on transparent, accurate and reliable information.
This procedure applies to:
- All Universitystaff who produce marketing materials for the purpose of providing information to prospective and current students regarding the University and itsacademic courses; and
- All forms of marketing material, regardless of the channel or method used, such as:
- Advertising – newspaper, radio, television
- Brochures or other hard copy publications
- Websites – including Federation University’s own website and any other sites where the University is referred to
- Social media – Facebook, Twitter, LinkedIn, TikTok, YouTube, Instagram
- Online Directories
- Online Advertisements
- Any marketing by third parties that relates to the University or to any training and assessment that is provided.
- Federation University Australia Act 2010
- The Tertiary Education Quality and StandardsAgency Act 2011 (TEQSA Act)
- The Higher Education Standards Framework (Threshold Standards) 2021
- National Vocational Education and Training Regulator Act 2011
- Standards for Registered Training Organisations (RTOs) 2014
- HESG VET Funding Contract (Dual Sector)
- Education and Training Reform Act 2006
- Education and Training Reform Regulations 2007 (Regulations 2007) Schedule 7
- VRQA Guidelines for VET Providers 2016
- Education Services for Overseas Students Act 2000
- Education Services for Overseas Regulations 2001
- The National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2018
Term | Definition |
AB – Academic Board |
Academic Board: The principal academic body of the University whose purpose is twofold: firstly, to provide academic oversight of prescribed academic courses and unit of study of higher education and VET in the University; and secondly to provide advice to Council on the conduct and content of those courses and units. Specific responsibilities in the context of this Quality Framework are
Academic Board is supported in these duties by its Standing Committees. Please refer to Standing committees for further detail on these committees. |
AQF | Australian Qualifications Framework. A nationally consistent set of qualifications for all post-compulsory education and training in Australia. |
ASQA | The Australian Skills Quality Authority. The national regulator for Australia's vocational education and training sector. ASQA regulates qualifications and training providers to ensure nationally approved quality standards are met. |
Course Finder |
http://study.federation.edu.au The Federation University Australia online course catalogue. |
ESOS | Education Services for Overseas Students Act 2000 |
HECC | Higher Education Curriculum Committee |
HESG | The Higher Education and Skills Group manages the Victorian Government funded training market, public provider governance and accountability, and the apprenticeship system. |
International Student | A person holding an Australian student visa and is defined as an 'Overseas Student' in the ESOS Act. |
National Code 2018 | The National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2018. |
NVR Standards |
Standards for National VET Regulator Registered Training Organisations. The objectives of the NVR Standards are to ensure nationally consistent, high-quality training and assessment services within Australia’s VET system. Continual compliance with the Standards is a condition for all NVR registered training organisations and for applicants seeking registration under the Act. |
Regulator Standards | The Higher Education Standards Framework (TEQSA) and the Australian Skills Quality Authority ASQA under the National Vocational Education and Training Regulator Act 2011. |
Scope | The Scope of Registration details the nationally recognised training an RTO is approved to provide. FedUni's Scope can be viewed on the www.training.gov.au website. In this procedure the University’s Scope of Registration will be referred to as "the Scope". |
Statute 5.1 The Schedule | The Schedule, Statute 5.1, lists all current sealed awards which can be awarded by the University. The Schedule is maintained by the Manager, Registrar Services and includes all qualifications/courses included on the Scope. |
TEQSA | The Tertiary Education Quality and Standards Agency is Australia’s independent national quality assurance and regulatory agency for higher education. |
University Governance and Management Committees |
Relevant committees that support the academic, operational and quality governance of the University's Vocational Education and Training programs and Higher Education courses. These include, but not limited to, the following committees or their replacements: Academic Board, Curriculum Committee, Learning and Teaching Committee and VET Curriculum and Quality Committee. |
VCAL | Victorian Certificate of Applied Learning |
VETCQC | VET Curriculum and Quality Committee |
VTAC | Victorian Tertiary Admissions Centre |
ACTIVITY | RESPONSIBILITY | STEPS | |
A. | Programs must be on the University’s Scope of Registration prior to any marketing activity being undertaken. | Education Manager |
|
B. | The addition or updating of content on Course Finder. | Education Manager |
|
C. | Marketing materials must acknowledge government support of training services and any implications of the provision of funding | Marketing Director or delegate |
|
D. | Marketing activities must include particular details to meet all external regulatory requirements | Marketing Director or delegate |
|
E. | Marketing activities must meet all principles as detailed by the external regulatory requirements | Director Marketing or delegate |
The University is responsible for ensuring that:
|
F. | Prospective students must be provided with details relating to government financial support arrangements | Program Manager / Director Marketing or delegate |
Prospective and current students must be provided with details regarding VET Student Loans. This is an Australian Government loan program that helps eligible students enrol in an approved course pay for all or part of their VET tuition fees. For further details of this scheme refer to: VET Student Loans |
G. | Review of marketing / promotional materials | Education Manager / Director Marketing or delegate | Course Finder and any existing brochures / promotional materials must be reviewed and updated annually to ensure the currency and compliance of documentation and electronic information. |
ACTIVITY | RESPONSIBILITY | STEPS | |
A. | Courses must be on the University’s Schedule 5.1 prior to any marketing activity being undertaken. | Coordinators Programs, Program Support & Technical Services |
|
B. | The addition or updating of content on Course Finder. | Coordinators Programs, Program Support & Technical Services |
The request forms are located at: Course Finder updates. |
C. |
Marketing activities must include particular details to meet all external regulatory requirements. Marketing activities includes any activities that provide prospective students with digital or hardcopy, takeaway or printable information. |
Marketing Director or delegate |
Where a course leads to professional registration or licensing, details of any additional requirements must be provided. Course accreditation information must be available, demonstrating that the course is currently accredited with the registering body. The above information can be provided through links to appropriate sections of the University's website, however this information must be easily accessible and current. |
D. | Marketing activities must meet all principles as detailed by the external regulatory requirements | Marketing Director or delegate |
The University is responsible for ensuring that:
|
E. | Prospective students must be provided with details relating to government financial support arrangements | Coordinator, Programs / Marketing Director or delegate |
Prospective and current students must be provided with details regarding the Higher Education Loan Program HELP. The Commonwealth Government administers this scheme which consists of four HELP loan schemes to assist eligible students with the cost of their fees. For further details of this scheme refer to: Help loans and VET Student Loans |
F. | Review of marketing / promotional materials | Coordinator, Programs / Marketing Director or delegate | Course Finder and any existing brochures / promotional materials must be reviewed and updated annually to ensure the currency and compliance of documentation and electronic information. |
To ensure all marketing materials targeted at international students are produced in accordance with the National Code 2018 (Standard 1) and the ESOS Act (2000) the University has the following procedures in place:
- Quality Framework
- Quality Regulatory Compliance Guidelines
- VET Program Approval and Maintenance Procedure
- Statute 5.1 – Schedule 5.1
Role | Responsibilities |
Chief Learner Experience Officer | Overall responsibility for the quality and compliance of all VET and academic marketing and promotional materials used across the University. |
Director, Marketing and Growth or delegate |
Work with Coordinators Programs, Program Support & Technical Services / Education Managers in the development of effective and compliant marketing materials. Contribute to the development of Course Finder pages and updates to ensure full compliance with University policy and external regulatory requirements. Process requests for use of approved social media platforms for marketing purposes. |
Coordinator, Programs, Program Support & Technical Services/ Education Managers |
Ensure only approved marketing products are used within Institutes. Ensure that course information in Course Finder is current and accurate. Work collaboratively with marketing team in the development and publication of marketing material. Complete compliance check prior to submission of marketing product to Marketing Manager for approval. Monitor relevant webpages to ensure they remain compliant and accurate. |
The Marketing Governance Procedure will be communicated throughout the University community in the form of:
- an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure;
- distribution of e-mails to Executive Dean / Head of Department / Universitystaff.
The Marketing Governance Procedure will be implemented throughout the University via:
- an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure;
- Staff induction sessions
- Training sessions
Document Title | Location | Responsible Officer | Minimum Retention Period |
University Publications - hardcopy | Forward to Record Management Services for archiving | Director Marketing | Seven Years |
University Publications - electronic | The University’s approved policy management system | Director Marketing | Seven Years |