Student Administration Policy & Procedure


Purpose
Definitions
Policy
Procedures
1. Entry and admissions
2. Student files
3. Results, attendance and other progress
4. Correspondence and fees
5. Withdrawals
6. Completions
Document Control

Purpose

The purpose of this policy and procedure is to outline GLOBAL TRAINING ACADEMY’s approach to ensuring it manages student records and administration effectively.

Along with other policies and procedures, this contributes to ensuring compliance with Clauses 1.7, 1.8, 3.6, 5.1, 5.2, 5.3, 5.4 and 7.5 of the Standards.

Definitions

ASQA means Australian Skills Quality Authority which is the national VET regulator and the RTO’s registering body

AVETMISS means Australian Vocational Education and Training Management Information Statistical Standard

SMS means an AVETMISS-compliant Student Management System

Standards means the Standards for Registered Training Organisations (RTOs) 2015 from the VET Quality Framework

Student Identifier means a unique number assigned to an individual by the Registrar, in accordance with the Student Identifiers Act 2014

USI means Unique Student Identifier, and has the same meaning as ‘Student Identifier’

Policy

  1. GLOBAL TRAINING ACADEMY:
    • Has sound administrative practices and processes to ensure the secure and effective management of student information and GLOBAL TRAINING ACADEMY.
    • Has set processes managing student administration requirements – this includes processes for managing course applications and enrolments, student file, entering results and attendance, course completions and withdrawals.
    • Maintains a file for each enrolled student and stores these in lockable filing cabinets at head office and also in the server. Each student file includes copies of all relevant documents relating to the student’s enrolment. Student files are archived at the end of a student’s course and kept for a minimum of 6 months past the date of completion or withdrawal.
    • Records all student information on its AVETMISS-compliant student management system, (insert name).  Information stored in this system includes mandatory statistical enrolment questions, class attendance, course enrolment information, results, correspondence, and issuance of qualifications, certificates and statements of attainment.
    • Stores records of qualification and unit attainment and issuance for at least 30 years as required by ASQA in its student management system.
  2. GLOBAL TRAINING ACADEMY complies with the requirements of the Student Identifier Scheme as required by Clause 3.6 of the standards.
  3. A sample of student files will be internally audited regularly to ensure they are accurate and up to date. The outcomes of these audits will be used to identify any systemic areas that require improvement.
  4. Students are able to access the records that GLOBAL TRAINING ACADEMY holds about them by putting a request in writing using the Access to Records Request Form.
  5. Students who wish to withdraw from their course are required to fill in a Withdrawal Form and return it to our head office.

Procedures

1. Entry and admissions

Refer Standard 5 – Clauses 5.1, 5.2 and 5.3

Procedure

Responsibility

A. Assessment of suitability

  • Upon receipt of an application/enrolment form, review the documentation for suitability of enrolment.  This includes checking:
    • All required information has been provided.
    • The applicant meets entry requirements and has required pre-requisites
    • Suitability of delivery model for the applicant.
  • As per the Training and Assessment Procedure (TA7) for Student Support, check if the student has identified that they have any additional support needs on the form. If some have been identified discuss with Training Manager about ability to provide this support.
  • If suitability has not been confirmed through documentation, follow up with applicant to provide further information or provide reasons for the course being unsuitable. Follow up in writing.
  • Once it has been confirmed from documentation that applicant may be suitable, conduct verbal interview with applicant. Document discussion. Ensure the applicant receives information about the course and its suitability to their needs during the interview.
  • Ensure applicant has received the Student Handbook, Course Outline and Student Agreement.
General Manager
B. Add to student management system

  • If suitability has been determined after interview, process enrolment by adding student to student management system.
    • Add personal details
    • Add statistical GLOBAL TRAINING ACADEMY from enrolment form (if available)
    • Add to relevant course
    • Add to timetable (if applicable)
    • Give student access to online portal (if applicable)
    • Provide student with access to online learning (if applicable)
General Manager
C. Student identifier

  • Ensure student has provided a verified USI.  This may be provided by the student providing their number on the form or by the student giving permission for GLOBAL TRAINING ACADEMY to create a USI on their behalf. Where no information on the USI has been provided by the student, the student should be notified that their enrolment is on hold until this has been provided.
  • Where the student has provided approval for the RTO to generate the USI, follow the online process for generation of a USI for the student.
General Manager
D. Credit application

  • If Credits are applicable, conduct Credit assessment in accordance with the Credit Policy and Procedure.
General Manager/ Trainer and Assessor
E. COE Letter, Student Agreement and Invoice

  • Create Confirmation of Enrolment Letter and Student Agreement.
  • Create deposit invoice.
  • Post to student
  • Keep copies of all documents and file in student file – refer next section.
General Manager

2. Student files

Procedure

Responsibility

F. Create student files

  • As a new student enrolls in a course, create a new file for them. Files should be labelled with:
    • SURNAME, First name and Date of Birth (dd/mm/yyyy)
  • Store all documents and copies of letters etc relevant to admission and enrolment in the file.
  • File in the filing cabinet in alphabetical order by surname.
General Manager
G. Manage/ update student files

  • Throughout the student’s course, file all documents relating to the student in the student file once they have been processed accordingly. This might include results, assessment evidence, letters to the student, contact records etc.
General Manager
H. Archive student files

  • Once a student has completed or withdrawn from their course, the file can be archived.
  • Files must be kept in archives for at least 6 months before being destroyed.
General Manager

3. Results, attendance and other progress

Procedure

Responsibility

I. Record results

  • As training and assessment activities are completed, trainers will send in completed documents such as outcome records, task cover sheets, visit reports, training plans, contact records, attendance rolls and other documents. These must be reflected in the student management system (SMS) as relevant.
  • Documents showing an assessment outcome should trigger an update to the result for the relevant unit against the student’s enrolment in the SMS.
  • Training events may also need to be stored in the SMS in another section. Record as relevant (e.g. Workplace Visit and its date etc recorded as an Event, Checklist etc)
  • Keep a copy of the documents in the student’s file.
General Manager
J. Record attendance

  • For attendance rolls for classes, mark whether each student in the class was present or absent in the SMS.
  • In some cases, an attendance roll may trigger an update to the outcome code for a particular unit for students who attended. In this case, update unit outcome codes as relevant for units covered during the class.
  • File attendance rolls in the Class Attendance Roll folder.
General Manager
K. Record other progress as relevant

  • Other records of progress, events or activities may be provided that require an update in the student management system – e.g. record contacts as an event, checklist etc.
  • Keep records in the student file of all documents.
General Manager

4. Correspondence and fees

Procedure

Responsibility

L. Keep copies of correspondence and fees

  • Keep copies of any correspondence sent to a student in the students file. This may also be stored electronically against the student’s record in the SMS. This might include letters about progress, attendance reminders, emails to the student etc.
  • Keep copies of invoices sent to the student in the student’s file.
General Manager
M. Changes to agreement

  • If there are any changes to agreement with student during their course, such as changes to training arrangements, assessment arrangements, changes to agreements with third parties, the student must be advised in writing in accordance with Clause 5.4 of the Standards.
General Manager

5. Withdrawals

Procedure

Responsibility

N. Process withdrawals

  • To withdraw from a course, a student must fill in and return a Withdrawal Form.
  • Upon receipt, withdraw the student from the course on the SMS. This includes:
    • Changing enrolment status to Withdrawn/Cancelled.
    • Adding an end date to the enrolment.
    • Changing any commenced units to a withdrawn outcome code and changing unit end date to date of withdrawal.
    • Removing the student from any classes they were booked into.
    • Removing the student from portal or online learning access (if applicable).
    • Advising trainer/assessor
  • Ensure all fees have been charged. Notify accounts team to follow up outstanding amounts. Assess refund eligibility if applicable in line with Fees & Refund P&P.
  • Identify eligibility for a Statement of Attainment. Issue in accordance with AQF Certification P&P if eligible.
  • Conduct a Student File Audit and follow up any issues identified or make recommendations for improvement if systemic issues have been identified.
  • Archive student file as per section above.
General Manager

6. Completions

Procedure

Responsibility

O. Process completions

  • Completions must be processed within 30 calendar days of the date of completion, or the date of all final fees being paid, whichever is latest.
  • First check that all required units for the qualification/course have been completed and recorded in the SMS.
  • Check whether all fees have been paid by the student to give an indication of timeframes required. Follow up outstanding fees if applicable.
  • Check that the records held in the SMS match the records in the student file.
  • Conduct a Student File Audit and follow up any issues identified or make recommendations for improvement if systemic issues have been identified.
  • Updates must be made in the SMS. This includes:
  • Changing enrolment status to Completed.
  • Adding an end date to the enrolment – this should be the date of the final assessment.
  • Removing the student from portal or online learning access (if applicable).
  • Ensure the student’s USI is recorded.
  • Issue testamur, statement of attainment and/or record of results in accordance with AQF Certification P&P (as long as all fees have been paid).
  • Archive student file as per section above.
General Manager

 Document Control

Document No. & Name: SC16 – Student Administration P&P
Quality Area: SC Students & Clients
Author: GLOBAL TRAINING ACADEMY
Status: Approved
Approved By: CEO
Approval Date:

15-02-2016

Review Date: One year after approval
Standards: Clauses 1.7 and 1.8 of Standard 1, Clause 3.6 of Standard 3, Clauses 5.1, 5.2, 5.3 and 5.4 of Standard 5, Clause 7.5 of Standard 7.