Standard 11 - Additional requirements

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 programs for Overseas Students (CRICOS) and meet the requirements for registration and for the issuing 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 Programs to the CRICOS Register.

Review of TAFE Programs Listings on the CRICOS Register.

Definitions

Term Definition
CRICOS: Commonwealth Register of Institutions and Programs for Overseas Students.
International Student: A person holding an Australian student visa, enrolled in a CRICOS registered course, at the University or its Partner Providers, onshore. Students on other visa subclasses are not included.
Partner Providers: Educational Institution providing programs and programs of the University through an approved Education Agreement.
Program (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 program or qualification at the University
TGA: Training.gov.au is the national register for training in Australia.
IEC: International Education Committee

Actions

Adding New Programs to the CRICOS Register

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

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Ensure required program/s are listed on the University's Scope of Registration. Director, Learning Teaching and Quality TAFE.
2. Identify which of the programs currently listed on the University’s Scope of Registration are to be offered to international students Director, Operations Federation TAFE An application for a program to be added to the CRICOS Scope of Registration may trigger an ASQA compliance audit.
3. Comply with registering body timelines. Education Managers, Federation TAFE Applications for a program to be added to the CRICOS register, or any proposed changes to a program registration must be submitted at least 30 days prior to the time at which those proposed changes are to take effect.
4. Identify if the desired programs meet the full-time study requirements for CRICOS registration. Education Managers, Federation TAFE

A full-time program for CRICOS registration must have:

  • minimum 20 contact hours per week (as an average for a term/semester) unless specified by an accrediting authority; and
  • the 20 contact hours includes all scheduled program activities that a student must participate in to satisfactorily meet the requirements of the program. These can include program orientation, teaching, supervised study sessions, exhibitions, practical placements and examinations.
  • No more than one-third of the program is to be delivered by online or distance learning. 
  • In each compulsory study period of the program, international students are studying at least one unit that is not by online or distance learning, unless the student is completing the last unit of their course.
5. Identify program duration. Education Manager, Federation TAFE

The registration of a program on CRICOS must include its expected duration. The registered duration cannot exceed the time required for completing the program on the basis of the normal amount of full-time study (this includes term/semester/holiday breaks).

The expected duration must not include any period of work -based training unless it is a mandatory requirement of the program that is necessary for the student to gain the qualification.

6. Ensure program resourcing meets required criteria Education Manager

To successfully deliver the program all required physical resources must be available to the students, including all education resources, facilities, equipment, learning and library resources and appropriate premises as are needed to successfully complete the program.

Resources also refer to and incorporate all required human resources who will deliver and assess the program. Teaching staff must be suitably qualified and experienced in accordance with the Standards for Registered Training Organisations (RTOS) 2015 Clauses 1.13 – 1.16.

7. Ensure a process for the monitoring and recording of of student program progress has been implemented. Education Manager

A documented policy and process for the monitoring and recording of student program progress is required and must contain:

  • processes for recording program progress
  • details of the intervention strategy to identify, notify and assist students who are at risk of not meeting course progress requirements in sufficient time for those students to achieve satisfactory program progress
  • processes for determining the point at which a student has failed to meet satisfactory program progress.
8. Ensure all programs at Partner Providers have written agreements in place. General Manager, Federation TAFE

VET programs to be delivered at Partner Provider locations must be approved by the International and Education Committee and prior to being added to the CRICOS Register.

A written agreement with the Partner Provider Education Agreement as drafted by Legal must be in place prior to a CRICOS application being submitted.

Complete CRICOS Amendment documentation if the new VET program is additional to an existing Partner Provider Education Partner Agreement in consultation with the Manager Partner Relationships.

9. Identify appropriate fees to be charged for the program. General Manager, Federation TAFE

For additions to the International Fee Schedule, provide a memo requesting an addition to the International Fee Schedule to the General Manager TAFE, Manager, VET, Financial Operations and Student Finance (TAFE) listing the program title, the University program code and/or the National program code and title, the tuition fee and teaching location/s and the Contact hours..

Proposed program fees must be processed through an approval process that involves authorisation by the Vice- Chancellor and the University Council.

10. Identify any Work Based Training. Education Manager, Federation TAFE. If Work based training is a COMPULSORY component of the program, this information must be provided in the Request for a Program to be Registered on CRICOS form.
11. Complete Request for a Program to be registered on CRICOS form and forward to International with information listed in Point 9. Education Manager, Federation TAFE.

Contact International for Request for a VET Program to be Registered on CRICOS form.

The Request for a Program to be Registered on CRICOS form must contain the following additional information:

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

Review of TAFE Program Listings on the CRICOS Register

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Initiate annual review of CRICOS register. Manager, International and Strategic Compliance  
2. Review CRICOS register and identify programs to remain listed, programs to be added and programs to be deleted and changes to fees in conjunction with General Manager, TAFE. Manager, International and Strategic Compliance / General Manager, TAFE / Director Learning Teaching & Quality (TAFE)

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

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

3. Comply with registering body timelines. Director, Operations Federation TAFE Applications for a program to be added to the CRICOS register, or any proposed changes to a program registration must be submitted at least 30 days prior to the time at which those proposed changes are to take effect.
4. Advise the Manager, International and Strategic Compliance of required changes. Director, Operations Federation TAFE To add new programs refer to Adding New programs to the CRICOS Register of this procedure.
5. Lodge application for changes to current CRICOS registration and advise School when course has been successfully registered. Manager, International and Strategic Compliance The CRICOS code and the provider code should appear on all promotional material generated across the University for the course.

Responsibilities

The Pro Vice-Chancellor, VET is responsible for ensuring compliance with the terms and conditions of the CRICOS Registration of VET Programs Procedure.

The Academic Board is the Approval Authority and is responsible for monitoring the implementation, outcomes and scheduled review of this policy and its accompanying procedure/s.

The Manager, International and Strategic Compliance as the Policy Sponsor is responsible for maintaining the content of this procedure and CRICOS register.

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.