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AIM Policy: Enrolment

Purpose

The purpose of this policy is to provide AIM students and staff clear information about AIMs position in relation to the recruitment and admission of students.

Scope

The policy applies to prospective AIM students and current AIM students potentially enrolling, or currently enrolled in a Vocational Education and Training (VET) courses with AIM.

Principles

  • AIM complies with the Standards for Registered Training Organisations (RTOs) 2015 including the clauses related to marketing, recruitment and enrolment – clauses 1.2, 1.8, 1.12 and 3.5.
  • AIM complies with all relevant Commonwealth, State and Territory legislation and regulatory requirements relevant to its operations including (but not limited to) privacy, consumer affairs and fair trading.
  • AIM is committed to ensuring principles of access and equity are adhered to and providing additional support if required including Language, literacy and numeracy (LLN), disability needs or reasonable adjustment.

Policy

  • Students that apply for enrolment to a course will not be victimised or discriminated against in any way.
  • Decision making regarding student enrolment is based on merit and all students are treated fairly.
  • The enrolment process will be conducted with honesty and integrity, in an objective unbiased manner.
  • Students with identified special needs applying to enrol in a course will be consulted with to discuss the appropriate level of support required.
  • All relevant pre-enrolment information is accessible to prospective students.
  • Reasons and full explanation in writing for any decisions and actions taken will be provided.
  • Any responses or actions to be undertaken are carried out in a timely manner.
  • Enrolment information collected will be appropriate and relevant to the enrolment and AIM’s regulatory obligations.
  • AIM will manage personal information with confidentiality and in accordance with AIMs Privacy Policy and relevant legislation.
  • As part of AIM’s continuous improvement process, the Enrolment Policy and processes are regularly reviewed.
  • All AIM staff involved in enrolling students into courses will:
    • Give prospective students honest and accurate information about AIM’s services and the range of training products on its scope of registration, course fees and options for payment
    • If employed through a third party, clearly identify that they are acting on AIM’s behalf and receiving a commission from AIM
    • Communicate with prospective students in a transparent, open and responsible manner including using clear language to explain our services to prospective students in a way that is easily understood
    • Provide prospective students with sufficient accurate information to ensure they can make an informed decision in relation to enrolling in a course
    • Take reasonable steps to assist prospective students in making their own decisions independently and without coercion
    • Make themselves available to answer any questions prospective students have about our services
    • Ensure prospective students undertake an appropriate screening process to ensure they are suited to, and ensure they meet capability requirements for likely completion of the course e.g. the appropriate literacy and numeracy skills for their course
    • Operate with all applicable legislation and regulatory guidelines applicable as an RTO
    • When contacting prospective students (whose details have been collected in accordance with Australian privacy laws) follow processes to ensure they do not contact any person who has indicated they do not wish to be contacted
    • If the student wishes to access payment options provide access to information and allow adequate time to review
    • Advise students of AIM’s policies available on the website and encourage them to review
    • Advise students that active engagement in their course, and satisfactory progression in their course is a requirement for continuing in their course. (full details can be found in AIM’s Course Progression Policy located on the AIM website in the Student Information section).

Enrolment at AIM

  1. Applications to study a course must be submitted by the student via AIM’s online Enrolment Form (or if approved, a document copy of the current Enrolment Form may be used if necessary).
  2. Prior to acceptance of an Application for Enrolment will:
    1. provide access to information to prospective students on the enrolment process, entry requirements
    2. provide access to information on RPL and credit transfer opportunities on the website.
    3. ensure admissions staff confirm both a) and b) above directly with prospective students (and with employers where necessary)
    4. ensure staff check the suitability of prospective students by discussing the following with the student:
      1. Career goals and suitability of the intended qualification towards fulfilling those career goals
      2. Prior education and readiness to undertake further study at the level of the intended qualification
      3. Any potential language, literacy and numeracy issues and support available to address these.
  3. Applications for Enrolment are assessed by suitably trained staff to ascertain the applicant’s eligibility for entry to the desired course. Checking for eligibility for entry includes:
    1. checking that the student has provided a year 12 certificate or has successfully completed testing for appropriate Language Literacy and Numeracy (success is defined as achieving an exit level 3 in the Australian Core Skills Framework (ACSF)
    2. confirming that the provider believes the student displays the required competence
    3. confirming that the student is over 18 years of age
    4. contacting the student to:
      1. Instigate any assistance or advice the student might require in relation to special needs.
      2. Obtain any missing or incomplete information
      3. Collect the students Unique Student Identifier (USI) if not already provided.

Note: USI Exemptions
Unless exempt, a USI is required for all nationally recognised training courses.
An exemption from the USI means that an RTO can issue a VET qualification or statement of attainment to a student without collecting and verifying a USI from them.
Where an exemption from the USI applies, RTOs must inform the student prior to enrolment or commencement of training/assessment (whichever comes first) that the results of the training will not appear on the authenticated VET transcript accessed through the student’s USI account.
For a list of USI Exemptions refer to USI website at www.usi.gov.au.

  1. Enrolments are deemed provisional until all requisite information has been provided by the student and validated by AIM. Enrolments are provisional for at least 10 days. If after 10 days the student has not provided all required information the enrolment will be cancelled.
  2. The student receives a welcome email from the AIM Student Support Team. This will include login details to the AIM Learning Management System (LMS), contact point for technical issues. The precise timing of when this email is sent to the student will vary depending on the students chosen delivery method.
  3. Commencement date: Online: The date that the student receives access to the online learning platform is considered the qualification commencement date for students studying online. On-campus: The date that the student attends their course for the qualification or unit of competency is considered the qualification commencement date for students studying on-campus.
  4. Each student will have a 14-day period from the course commencement date in which to access their course and ensure that the course meets their requirements. This time allows students to move through an on-boarding across all the relevant systems and learning methodologies.
  5. Students will be issued with an invoice prior to commencing their studies.
    1. For students paying upfront, an invoice will be issued once enrolled in subjects and the invoice must be paid no later than 14 days from the date of the invoice.
    2. Upfront payments can be made via electronic funds transfer or credit card
  6. Details about course withdrawal, deferral or extension can be found in the relevant AIM policy on the AIM website in the Student Information section.
  7. Terms and conditions of AIM courses can be found on the AIM website in the Terms and Conditions section.

Students with support needs

AIM seeks to provide support to students including health and wellbeing of students, language, literacy and numeracy (LLN), disability needs or reasonable adjustment.

AIM endeavours to identify students with any type of support need at the enrolment stage to ensure early intervention and identify students who may be considered at risk.

Students may seek support from AIM at any time throughout their student journey.

If a student requires any type of support, the student should contact AIM student support on 1300 761 700 or via email studentsupport@aim.com.au.

Students with a complaint

For informal complaints students are encouraged to speak directly with an AIM representative in person, contact AIM by phone on 1300 761 700 or via email at studentsupport@aim.com.au.

Students with concerns or a complaint about AIM may also refer to the Student Complaints Policy. This policy can be found on the AIM website in the Student Information section.

Definitions

Enrolment form Form used by AIM to be completed by a prospective student as the first step of the admissions and enrolment procedure.
Payment Plan Payment by instalment arrangement between a prospective student and AIM. On signing a Payment Plan the prospective student agrees to be bound by the terms of the agreement.
Enrolment Course enrolment is deemed to be complete when AIM receives a signed Acceptance of Offer from the student and payment of full course fees or a payment plan deposit is received and all entry requirements have been met.
Contract of Enrolment Refers to the formal agreement between the student and AIM for enrolment.
Course commencement date Online: The date that the student receives access to the online learning platform. On-campus: The date that the student attends their first training course for the qualification or unit of competency.
Recognition of Prior Learning (RPL) An assessment process that involves assessment of an individual’s relevant prior learning (including formal, informal and non-formal learning) to determine if they meet the requirements of a nationally recognised unit/s of competency.
Credit Transfer (CT) The process of awarding credit for a unit or units of competency previously attained from another Registered Training Organisation (RTO) which are the same (or deemed as equivalent on the National Training Register) as the unit/s of competency in a current course.

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