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Vet Pre-Enrolment

VET Pre-Enrolment Procedure

Policy Code: LT1910

Purpose

The purpose of the VET Student Pre-enrolment Procedure is to provide guidance to staff and prospective students on the requirements, processes, communication, and documentation that must be undertaken and / or completed prior to a student being admitted and enrolled into a VET program.

These requirements involve the determining of suitability and relevance of a program based on an individual’s current competencies, existing educational attainment, capabilities, aspirations, and interests with due consideration of the likely job outcomes from the development of new competencies and skills.

The intent of the Procedure is to ensure that the following activities are undertaken as part of the Pre-enrolment process:

  • Providing sufficient information to prospective students to ensure that they make informed decisions regarding enrolment.
  • Determining the appropriateness of the program of study for a student.
  • Determining applicant's current educational achievements and competencies.
  • Identification of student’s prior learning, skills and experience that may result in Recognition of Prior Learning (RPL) or Credit Transfer (CT) in their chosen program.
  • Determining that all applicants seeking entry into a VET program have the appropriate level of Language Literacy and Numeracy (LLN) skills in order to achieve the competencies of the vocational program, and determine additional support needs if required.
  • Determining that all applicants seeking entry into a VET program have the appropriate digital capability necessary to be successful.
  • Identification of student eligibility in relation to fee exemption or VET Student Loans (VSL).

Scope

This procedure applies to all staff and all prospective VET students applying to undertake any program of study in VET at Federation University.

The Scope of this Procedure encompasses all relevant Legislative / Contractual requirements to ensure University compliance. 

These Legislative / Contractual requirements are:

Standards for Registered Training Organisations (RTOs) 2015 – Standard 5:

Clause 5.1: Prior to enrolment or the commencement of training and assessment, whichever comes first, the RTO provides advice to the prospective learner about the training product appropriate to meeting the learner’s needs, taking into account the individual’s existing skills and competencies.

Clauses 5.2 to 5.4: Students to be provided with current and accurate information to enable an informed decision in relation to undertaking training with an RTO.  Information regarding fees and charges for agreed services to be provided.

Students to provide evidence of fee concession and enrolment eligibility.

Section 4.1, Schedule 1 of the VET Funding Contract: must conduct a Pre-Training Review for each prospective Skills First Students, as part of enrolment, or before the commencement of training, to ascertain a suitable, and the most suitable, program for that individual to enrol in.

Sections 4.2 of Schedule 1 of the VET Funding Contract: must have a clear and documented process for conducting the Pre-Training Review. The business process must be consistent with the following objectives:

  1. enable them to obtain the required skills to make them job-ready;
  2. assist them to undertake further education; and/or
  3. promote/enable participation in training for disadvantaged learners.

Section 4.3 of Schedule 1 of the VET Funding Contract: The Pre-Training Review must:

a) identify the individual's objectives for training and the likely job or further study outcomes from the development of new competencies and skills;

b) identify any competencies previously acquired (including through RPL, recognition of current competency (RCC) or credit transfer);

c) consider the individual's:

  1. existing educational attainment and capabilities;
  2. literacy and numeracy skills; and
  3. digital capability, where the proposed learning includes portions delivered online; and

d) identify whether the proposed learning strategies (including online delivery) and materials are appropriate for the that individual and, where necessary, steps to overcome any barriers.

Section 4.4 of Schedule 1 of the VET Funding Contract: must document why it determined the program each Skills First Student enrolled in was a suitable, and the most suitable, program for that individual, with reference to the information obtained through considering all items above.

Section 4.4 of Schedule 1 of the VET Funding Contract: must not enrol a Skills First Student in a program that is at an inappropriate level for that individual, including in programs on the Foundation Skills List that would not provide additional relevant competencies.

Legislative Context

  • Australian Core Skills Framework (2011)
  • Higher Education Support Act 2003
  • Commonwealth Disability Discrimination Act 1992 and Commonwealth Disability Standards for Education 2005
  • Education and Training Reform Regulations 2017 (Schedule 7)
  • Standards for RTOs 2015. ASQA
  • VET Administrative Information for Providers (Department of Education & Training)
  • VET Administrative Information for Providers Addendum (Department of Education & Training)
  • Victorian Training Guarantee Quality Charter
  • VET Funding Contract
  • VRQA Guidelines for Non-School Senior Secondary Education Providers: Minimum Standards for Registration to Provide and Accredited Senior Secondary Course (Vic)
  • VRQA Guidelines for VET Providers (Vic)

Definitions

Term Definition
ACSF Australian Core Skills Framework is a tool for reporting outcomes of adult English language, literacy and numeracy provision and assesses levels of performance in the five core skills areas of learning, reading, writing, oral communication and numeracy. The ACSF maps levels of performance in the core skills from levels 1-5.  All LLN testing will be conducted in line with the Australian Core Skills Framework (ACSF)
AQF Australian Qualification Framework
ASQA Australian Skills Quality Authority
Campus Solutions Federation University’s Student Management System.  Students refer to this as MyStudent Centre.
Digital Capability The ability to use ICT based devices, applications, software and services relevant to the expectations of the program of study.
Enrolment Date An Enrolment Date is the earlier date of either the date the student incurred any costs (including any deposit or similar), to commence training or the Course Commencement Date which is generally the earliest Enrolment Activity Start Date of a Subject (Module/Unit of competency).
HESG Higher Education and Skills Group
LLN Language, literacy and numeracy as defined by ACSF.
LLN review The review that is used to ascertain the ACSF level of a student before enrolment.
LLN skills Language, literacy and numeracy as defined by ACSF.
Reasonable Adjustments Measures and adaptations put in place for students with a disability to facilitate the participation in Course and Program on the same basis as students without a disability while ensuring that academic standards and inherent requirements if the Course and Program are not compromised.
VCAL Victorian Certificate of Applied Learning
VET delivered to Secondary Students VET delivered to Secondary Students (formerly VETiS).
VET Student Loans (VSL) A student loan scheme that is funded by the Commonwealth Government to assist eligible students in Diploma level or above programs.
Year 12 Qualification A secondary school qualification or equivalent such as VCE, HSC or VCAL.
VRQA Victorian Registration and Qualifications Authority
VTG Refers to funding where students are eligible to access funding as part of the Victorian Training Guarantee.
VETASSESS Refers to third party provider of skills assessments. Federation University engages VETASSESS to conduct LLN and digital capability reviews for prospective students.

Actions

The Pre-enrolment review consists of the following stages which must occur prior to a student’s formal enrolment.

1. Qualification Entry Requirements

  ACTIVITY RESPONSIBILITY STEPS
1.       Confirm the AQF entry requirements for program Education Manager Identify AQF entry requirements and ensure entry requirements for individual programs are current and included on the Course Guide, Course Finder, and other promotional material.
2.       Determine language literacy, numeracy and digital capability entry requirements for the program Education Manager Decisions about the current LLN skills and digital capability requisites of a VET program are based on the entry requirements mentioned in Appendix 2.

2. LLN and Digital Capability Review

VETASSESS is the system used for conducting, reviewing, and providing feedback of all student's LLN skills and digital capabilities prior to enrolment. The LLN skills and digital capabilities of the student is a critical component of determining a student’s suitability to undertake specific VET study. 

The LLN and digital capability entry level requirements are determined by the following factors:

  • recommendations of ACSF levels specified in the training package
  • AQF level of the qualification
  • LLN skills required to undertake specific units of competency (as recommended by industry and trainer/assessor),
  • LLN skills required to optimise student learning within program
  • Ability to use relevant ICT based devices, applications, software and services.

Refer to Appendix 2 for decision making rules for determination of the minimum LLN skills and digital capabilities required to undertake study within specific VET qualifications.

The LLN and digital capability Review is to be completed prior to the Pre Training Review Interview.

  ACTIVITY RESPONSIBILITY STEPS
1.       Commence the application process Federation TAFE The application process is to be completed prior to enrolment to allow time to conduct the LLN and digital capability review.
2. Determine and implement reasonable adjustments for students with a disability Federation TAFE Where a student identifies themselves as having a disability and requests assistance, the student should be referred to the Disability and Learning Access Unit (DLAU) to assist in the negotiation of reasonable adjustments, to be implemented as relevant in both preparatory workshops and the administration of the LLN review.
3.       Offer LLN and digital capability skills preparation workshop to applicants wanting to apply for a Diploma level  program Federation TAFE Federation TAFE to negotiate with Federation College on the provision of preparation workshops.
4.       Provide LLN and digital capability skills preparation workshops for applicants wanting to apply for a Diploma level  program Federation College Workshops may be provided for specific programs.
5.       Enrol prospective student in LLN and digital capability review Program Support Administrative Officers The appropriate LLN and digital capability review tool is provided by VETASSESS. The appropriate test module is allocated, based on the program being applied for.
6.       Mark the LLN and digital capability review VETASSESS The LLN and digital capability review is marked against the assessment criteria specified.  Student will be advised if they have met the required ACSF level or if they are “Working towards” the required ACSF level.
7.       Record the LLN and digital capability performance of the applicant VETASSESS The results achieved by the applicant are recorded and retained by VESTASSESS, with 24x7 access for delegated Federation staff.
8.       Notify prospective student of results VETASSESS A letter informing the applicant of their review result is sent via the email address provided by the Applicant.
9.       Provide trainer/assessors access to prospective students'  LLN and digital capability review results VETASSESS The prospective students' LLN results are stored by VETASSESS and the Trainers / Assessors, Admin staff and LLN co-ordinator will self-serve through the VETASSESS portal for the information they require
10.    File notification in student file. Trainer/Assessor The Trainer / Assessor must ensure that a copy of the student’s LLN and digital capability results letter is placed in their file.

3. Pre-training review form completion and interview

This is completed by the relevant trainer/assessor within a specific vocational area.   Information and evidence concerning Recognition of Prior Learning (RPL), Recognition or Credit Transfer is compiled. Alongside the LLN and Digital Capability Review, existing educational attainment, capabilities, aspirations and interests are also identified to ascertain the suitability and relevance of the program. All parts of the Pre Training Review Form must be completed by the Trainer/Assessor and student.

  ACTIVITY RESPONSIBILITY STEPS
1.       Review results of LLN and digital capability review Trainer/Assessor This information is compared with LLN and digital capability entry level requirements of the program for which the applicant has applied. This information is contained within the relevant TAS document, Part A, Section 2.3.
2.       Make determination on  how to proceed with application Trainer/Assessor

Identify if the applicant has achieved LLN and digital capability skills and the required ACSF level.

If the applicant has been identified as “working towards” the required ACSF level, refer to Appendix 1 for guidance in interpreting student results.   

Applicants eligible for VET Student Loan (VSL) applying for a Diploma qualification who do not hold a year 12 qualification must be ‘working at level 4 / exit level 3’ in the ACSF in both reading and numeracy or they will not be able to defer fees to VSL. (Refer to Section 2 – LLN and Digital Capability Review)

If the student is identified as “working towards” the ACSF level, the LLN review score obtained by the prospective student should be recorded on the pre-training review form as ‘x’ of ‘y’ questions correct. Any additional support offered to the applicant must also be documented on the pre-training review form.

Any gap between the applicant’s digital capability and the requirements of the course should also be noted on the pre-training review form.

Applicants intending to enrol into certificate course levels I to IV, that do not achieve the determined ACSF level may be granted enrolment into the desired VET program with some additional LLN support arrangements such as selected units from LLN support or additional coaching or may be recommended to apply for an alternative program of study such as an appropriate foundation skills program, and reapply to the intended program at a later date.  This is determined by the trainer conducting the pre-training review in accordance with Appendix 1, and should be noted on the pre-training review form.

The foundation program may be delivered as a standalone qualification or as a pathway into the desired program of study.

Considerations should be given to the industry requirements and the student’s previous experience working in the industry area.

Refer to Appendix 1: Determining Learning Support Options for VET students.

3.       Inform student of required actions Trainer/Assessor Discuss the Pre-Training Review with applicant.
4.       Complete the Pre-Training Review form Trainer/Assessor

All parts of the Pre-training Review form from section 1 to 6 must be completed by the Trainer/Assessor and student for all students. Where an applicant is identified as ‘working towards’ the required ACSF level, the trainer must document details of additional supports offered.  If the trainer determines that no additional supports are required, a clear rationale for the decision must be documented on the Pre-Training Review form.

In addition, Section 7, ‘Employer Pre-Training Review’, must be completed for Trainees and/or Apprentices

5.       Ensure the applicant is aware of funding eligibility Trainer/Assessor If funded as VTG, ensure that applicant is aware of funding eligibility requirements as specified by HESG. A VET Student Loan (VSL) Information Sheet is available from Student HQ and should be provided to students.

4. Victorian Training Guarantee eligibility

  ACTIVITY RESPONSIBILITY STEPS
1.       Check Victorian Training Guarantee (VTG) eligibility criteria for all students RTO authorised delegate

Check the criteria as below

  • Citizenship
  • Higher Qualifications
  • Two in a year, two at a time, two at a level rules
  • Foundation Courses
  • VET Funding Contract
  • Student & RTO Declarations
  • Authorised Delegates
  • Proxy Declarations

VTG Evidence must be retained by the RTO.

2.       Consider suitability for VTG exemption, if appropriate, and discuss with applicant RTO authorised delegate Applicants who hold a higher level qualification or are wanting to commence additional courses at the level they already hold may be eligible to apply for VTG exemption.
3.       Apply to Director of VET Operations for VTG exemption, if required RTO authorised delegate The VTG Individual Exemption Approval Form must be completed for each applicant exemption is sought for, and sent to the Director of VET Operations.
4.       Determine suitability of VTG exemption application Director of VET Operations

Director of VET Operations will notify teaching area if exemption has been granted by signing and returning the VTG Individual Exemption Approval Form.

The VTG Individual Exemption Approval Form must then be attached to the enrolment form to form part of VTG evidence.

5.       Ensure copies of VTG evidence are made, and certified for all applicants

RTO authorised officer,

VixVerify

Where an applicant’s evidence is verified through the VixVerify portal to the DVS, evidence is retained and can be recalled by providing appropriate people with access to the VixVerify admin console.

Where an applicant’s evidence is verified manually in person, copies of all required VTG evidence must be made and certified, dated and attached with applicant’s enrolment form.

Where VTG evidence is sighted in person, copies of VTG evidence must be sent to Student Services to be held with the student enrolment file.

For self-service enrolments scanned copies of the evidence should be emailed to smb.studentcentre@federation.edu.au.

6.      

Check Apprenticeship/

traineeship eligibility requirements

Trainer/Assessor Australian Apprenticeship Traineeship Delivery (VET) Procedure http://policy.federation.edu.au/tafe/apprenticeship/ch01.php

5. Statement of Fees

  ACTIVITY RESPONSIBILITY STEPS
1.       Prepopulate Statement of Fees template for applicant Trainer/Assessor or Department Administration

Statement of Fees template has been developed by Student Finance.

Prior to the commencement of training, the Training Provider must give each Skills First Student a Statement of Fees that includes, at minimum:

a) the code, title and currency of the program;

b) the total cost to them for their program, taking into account any Fee Concession or Fee Waiver entitlement;

c) the approximate value of the government contribution expressed in dollars; and

d) any other applicable fees, such as student services, amenities, goods or materials.

2.       Provide applicant with a Statement of Fees Trainer/Assessor or Department Administration Each Statement of Fees must be individualised for each enrolling student, and include the student’s name.
3.       File Statement of Fees Trainer/Assessor or Department Administration A dated copy of the Statement of Fees with the student’s name on it must be filed in the student’s File within the School.

6. VET Student Loans (VSL)- Administration, students' rights and obligations

  ACTIVITY RESPONSIBILITY STEPS
1 Provide eligible students with information on how VET Student Loans operate and the students’ rights and obligations Trainer/Assessor

A VET Student Loans (VSL) Information sheet is available from Student Finance and must be given to all students in a VSL eligible program during the pre-enrolment process. Further information on VET Student Loans is available at https://www.dese.gov.au/vet-student-loans and http://studyassist.gov.au/sites/StudyAssist/. It is not enough to just give this information in writing, it must be explained to the student.

A record of all information provided to students must be kept in student file for seven years.

Supporting Documents

Forms

Responsibility

  • Learning and Teaching Committee is responsible for monitoring the implementation, outcomes and scheduled review of this procedure
  • Specific responsibilities are included in Actions

Promulgation

The VET Pre-enrolment Procedure will be communicated throughout the University community in the form of:

  1. 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;
  2. distribution of e-mails to Head of School / Head of Department / University staff; and/or
  3. documentation distribution, eg posters, brochures
  4. Notification to Faculties

Implementation

The VET Pre-enrolment Procedure will be implemented throughout the University via:

  1. 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;
  2. Staff induction sessions
  3. Training sessions

Records Management

Document Title Location Responsible Officer Minimum Retention Period
Application / selection documentation School Education Manager One year following date of decision
Marked LLN online  review VETASSESS database Director, TAFE Learning, Teaching and Quality One year following date of decision
Marked LLN paper based review School Director, TAFE Learning, Teaching and Quality One year following date of decision
Copy of Notification of LLN results Retain in student file Education Manager Retain 7 years from date of completion or withdrawal from program
Pre Training Review Form Retain in student file Education Manager Retain 7 years from date of completion or withdrawal from program
LLN Review student confirmation document Retain at VETASSESS and in student file Education Manager Retain 7 years from date of completion or withdrawal from program
Statement of fees Retain in student file Education Manager Retain 7 years from date of completion or withdrawal from program
VTG Evidence

Student HQ,

VixVerify

Manager, Student HQ Services Retain 7 years from date of completion or withdrawal from program
Recognition of Prior Evidence / Recognition of Credit Transfer Retain on the student file Education Manager Retain 7 years from date of completion or withdrawal from program
Individual Training / Learning Plan Retain in student file Education Manager Retain 7 years from date of completion or withdrawal from program