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Policies & Procedures

Oscar Academy > Policies & Procedures

Procedures

 Procedure StepsResponsibilityReference

 

1All staff employed by RTO will adhere to the principles and practices of equity in education and training by applying the strategies for operations from administration through training, assessment and support service.

 

All/any RTO staff
2Training services are available to all clients regardless of ethnicity, gender, age, marital status, sexual orientation, physical or intellectual impairment.

Sexual harassment is illegal, and will not be permitted in the workplace, or in the training environment.

RTO will treat every client fairly and without discrimination.

Grievance procedures are in place to ensure that any concerns are dealt with immediately and appropriately.  (Refer to the Complaints and Appeals Policy & Procedure).

 

All/any RTO staff
3Strategies, responsible officials and measures

Strategy: To include questions in all enrolment forms that requests learners to provide details of their background.

Responsible Official: CEO, Trainer

Measure: All enrolment forms assessed for inclusion of appropriate questions.

 

All/any RTO staff

 

RTO acknowledges its legal obligations under State and Federal equal opportunity laws that include:

  • The Human Rights Commission Act 1986 (Cth)
  • The Age Discrimination Act 2004 (Cth)
  • The Disability Discrimination Act 1992 (Cth)
  • The Racial Discrimination Act 1975 (Cth)
  • The Sex Discrimination Act 1984 (Cth)
  • The Privacy Act 1998 (Cth)

Where possible, a range of support services or appropriate referrals will be provided to participants with special needs.

Strategy: Feedback forms to make available opportunities for learners to raise any access issues.

Responsible Official: CEO, Trainer, Compliance Manager (CM).

Measure: All surveys forms assessed for inclusion of appropriate questions.

Strategy: Trainer to assess learner for any LLN concerns at induction through ensuring learner completes their own enrolment form and other appropriate documentation.

Responsible Official: Trainer, Student Support Officer.

Measure: Ongoing

Strategy: All policies, procedures, and contact information are to be made available to the public through our internet website.

Responsible Official: Compliance Manager

Measure: Ongoing

Strategy: Any access issues raised by the public are to be addressed immediately to ensure it does not affect the enrolment and training of potential learners.

Responsible Official: CEO

Measure: Ongoing

Strategy: Allow for flexibility (when appropriate) for extensions of time to lodge enrolment forms, assessment tasks and other related forms, for members of identified groups, in order to cater to those with different social and cultural backgrounds.

Responsible Official: CEO

Measure: Ongoing

Strategy: To provide a barrier free environment for learners and stakeholders and for all people through offering multiple methods of contact, training and assessing

Responsible Official: CEO

Measure: Ongoing

Student Selection

Students will not be denied access to services offered by RTO where they are deemed eligible for the service. Students will be individually assessed on their eligibility for the service being provided and selection will comply with relevant equal opportunity legislation and the selection criteria for the service.

Whilst practising an open access policy, it is recognised that student eligibility for services may be influenced by:

  • Course pre-requisites
  • Availability of services

Where limited places are available, student selection is completed on confirmation of payment and enrolment processes.

Maintaining currency of legislative requirements

RTO will implement pro-active continuous improvement processes as documented through the Quality Management Policy and Procedure and will ensure that any areas that are identified as requiring improvement or immediate action are addressed appropriately.

RTO will ensure that through implementation of the ‘Quarterly Review’ process all legislation is reviewed for currency.

The following websites provide current and supporting information on the legislation requirements:

  • Australia.gov.au

http://australia.gov.au/publications/commonwealth-legislation

  • Victorian Legislation and Parliamentary Documents

http://www.legislation.vic.gov.au

Staff responsibilities

All employees of RTO are required to ensure all clients receive fair and equitable services within their scope of responsibility. All staff hold the responsibility to maintain a work and study environment free from discrimination and harassment.

Management is responsible for ensuring adherence to RTO’s policies and procedures that support this goal.

 

 

Continuous Improvement

A summary of all access and equity related matters and concerns will be presented at the Management Meeting for review. The purpose of this is to ensure management become aware of;

  • Common threads relating to the compliance and quality assurance.
  • Repeat issues
  • Any general adverse trend that needs correcting

Confidentiality and Privacy Statement

For more Information, please refer to our Privacy and Confidentiality Policy.

Publication

This policy is available to all students and staff by accessing it from the RTO website.

This policy and procedure forms part of the information distributed and communicated during staff orientation.

Review processes

The policy will be reviewed annually, and Compliance Manager will be the responsible person for this.

Policy 2.3: Course Credit Policy and Procedure

Purpose

The purpose of this policy and procedure is to have a system in place to ensure RTO complies with the SRTO 2015 Clause 3.5 which states ‘Registered providers must appropriately recognise course credit’.

The policy implements a procedure for RTO to process student applications for course credit and documents results, including student verification of the outcome. It will provide a process that ensures that students receive written verification of the outcome of course credit application and records of this are kept with student files.

 Objective

The objective of this policy and procedure is to ensure that RTO;

 

  • Has documented procedures for the granting and recording of course credit.
  • Provides a record of the course credit to the student, which must be signed or otherwise, accepted by the student, and filed in the student’s file.
  • Indicates the actual net course duration (as reduced by course credit) in the confirmation of enrolment issued for that student for that course.

Scope

This policy and procedure is applicable to the following stakeholders:

  • RTO Staff
  • RTO Students

 

Terms and Definitions

Credit Transfer exempts a student from enrolling in and being assessed in a unit or units because they have been granted recognition for having completed the identical unit or units at another registered provider.

Registered provider is a registered training organisation (RTO)

Variations in the version number of units reflect minor changes not related to outcomes and are therefore accepted for credit transfer.

General Processes

  1. Documented procedures
  • Policies and procedures for granting and storing credit transfer requests and records
  • Student management system procedures and documentation
  • File management procedures and documentation

The RTO provides, either prior to enrolment or the commencement of training and assessment, current and accurate information that enables the learner to make informed decisions about undertaking training with the RTO and at a minimum includes the following content:

  • the code, title and currency of the training product to which the learner is to be enrolled, as published on the national register
  • the training and assessment, and related educational and support services the RTO will provide to the learner including the:
  1. estimated duration
  2. expected locations at which it will be provided
  • expected modes of delivery
  1. name and contact details of any third party that will provide training and/or assessment, and related educational and support services to the learner on the RTO’s behalf
  2. any work placement arrangements.
  • the RTO’s obligations to the learner, including that the RTO is responsible for the quality of the training and assessment in compliance with these standards, and for the issuance of the AQF [Australian Qualifications Framework] certification documentation
  • the learner’s rights, including:
  1. details of the RTO’s complaints and appeals process required by Standard 6
  2. if the RTO, or a third-party delivering training and assessment on its behalf, closes or ceases to deliver any part of the training product that the learner is enrolled in.
  • the learner’s obligations:
  1. in relation to the repayment of any debt to be incurred under the VET [Vocational Education and Training] FEE-HELP scheme arising from the provision of services
  2. any requirements the RTO requires the learner to meet to enter and successfully complete their chosen training product
  • any materials and equipment that the learner must provide
  • information on the implications for the learner of government training entitlements and subsidy arrangements in relation to the delivery of the services.
  1. Credit Transfer (CT)

The granting of exemption or credit by a Registered Training Organisation (RTO) to students for units of competency completed under accredited training through AQF certification or authenticated VET transcripts authenticated by the registrar.

As per AQF 2nd edition January 2013- Definition of credit transfer: “Credit transfer is a process that provides students with agreed and consistent credit outcomes for components of a qualification based on identified equivalence in content and learning outcomes between matched qualifications.” Such as:

  1. Unit/module is the same i.e. same code and title
  2. Unit/module has been reviewed and this results in minor changes to the unit/module code e.g. B to C. This indicates that the learning outcomes of the unit/module have remained the same.
  3. Unit/module has been transferred from another Training Package/curriculum and recoded however the learning outcomes remain the same.

Procedures

 Procedure StepsResponsibilityReference
1Applicants for credit transfer must complete the Credit Transfer Application form, attach a copy of a qualification, Record of Result (Academic Transcript) or Statement of Attainment and submit the application to the Compliance Manager or Student Administration.Trainer/Assessor or Student Administration
2The Trainer/Assessor or Student Support Officer must check the qualifications, Statement of Results (Academic Transcript) or Statement of Attainment and grant credit transfers for identical units that have been identified as being completed at another registered provider.Trainer/Assessor or Student Administration.
3Verified copies of Qualifications, Record of Results (Academic Transcript) and Statements of Attainment used as the basis for granting credit transfer/s must be placed in the student files.Trainer/Assessor or Student Administration.
4The student and the Trainer/Assessor or Student Support Officer must sign the completed Credit Transfer record.Trainer/Assessor or Student Administration.
5Granting of credit transfer/s must be recorded as a unit outcome in the student’s file/Student Management System.Trainer/Assessor or Student Administration.
6After credit transfer/s is granted, a student’s course schedule must be reviewed and any reductions in the scheduled attendance and the reasons for the reduction recorded and placed in the student’s file.Trainer/Assessor or Student Administration.
7If possible, a full-time load for the student should be maintained by adjusting a student’s course schedule and duration for completion of the course.Trainer/Assessor or Student Administration.

 

Continuous Improvement

A summary of all course credit related matters and concerns will be presented at the Management Meeting for review. The purpose of this is to ensure management become aware of;

  • Common threads relating to the compliance and quality assurance
  • Repeat issues
  • Any general adverse trends that needs correcting

 

Confidentiality and Privacy Statement

For more Information, please refer to our Privacy and Confidentiality Policy.

Publication

This policy, once approved, will be available to all students and staff by accessing it from the RTO website.

This policy and procedure will form part of the information distributed and communicated during staff orientation.

Review processes

The policy will be reviewed annually. The Compliance Manager will be the responsible person for this.

 

 

Policy 2.4: Recognition of Prior Learning (RPL) Policy and Procedure

Purpose

The purpose of this policy and procedure is to demonstrate that RTO is committed to providing quality training and assessment in accordance with the Standards for Registered Training Organisations (SRTOs 2015). As such, RTO is required to implement an assessment system that ensures all assessment (including recognition of prior learning) complies with assessment requirements of Training Packages and VET Accredited Courses.

Objective

The objective of this policy and procedure is to ensure that RTO;

 

  • Have documented procedures for the granting and recording of credits given through recognition of prior learning
  • Provides a record of the RPL to the student, which must be signed or otherwise accepted by the student and place it on the student’s file.
  • Indicates the actual net course duration (as reduced by course credit) in the training plan.
  • Recognises that a qualification or a unit of competency or partial qualification can be obtained through training, work or life experiences, skills and knowledge gained from employment and hobbies etc.

Scope

This policy and procedure apply to the following stakeholders:

  • RTO Staff
  • RTO Students

 

 

Terms and Definitions

Recognition of prior learning is a detailed process whereby knowledge and skills acquired through training, work or life experiences may be acknowledged to gain credit toward current studies.

Credit transfer exempts a student from enrolling in and being assessed in a unit or units because they have been granted recognition for having completed the identical unit or units at another registered provider.

Registered provider is a registered training organisation (RTO)

Variations in the version number of units reflect minor changes not related to outcomes and are therefore accepted for credit transfer.

General Processes

  1. Documented procedures
    • Policy and procedure for granting and storing credit transfer requests and records by AQF certification documentation, or through authenticated VET transcripts issued by the registrar.
    • Student management system procedure and documentation
    • File management procedure and documentation

The RTO provides, either prior to enrolment or the commencement of training and assessment, current and accurate information that enables the learner to make informed decisions about undertaking training with the RTO and at a minimum includes the following content:

  • the code, title and currency of the training product to which the learner is to be enrolled, as published on the national register
  • the training and assessment, and related educational and support services the RTO will provide to the learner including the:
  1. estimated duration
  • expected locations at which it will be provided
  • expected modes of delivery
  1. name and contact details of any third party that will provide training and/or assessment, and related educational and support services to the learner on the RTO’s behalf
  2. any work placement arrangements.
  • the learner’s rights, including:
  • details of the RTO’s complaints and appeals process required by Standard 6
  1. if the RTO, or a third-party delivering training and assessment on its behalf, closes or ceases to deliver any part of the training product that the learner is enrolled in.
  • the learner’s obligations:
  1. in relation to the repayment of any debt to be incurred under the VET [Vocational Education and Training] FEE-HELP scheme arising from the provision of services
  2. any requirements the RTO requires the learner to meet to enter and successfully complete their chosen training product
  3. any materials and equipment that the learner must provide
  • information on the implications for the learner of government training entitlements and subsidy arrangements in relation to the delivery of the services.
  1. Recognition of Prior Learning (RPL) processes
    • Evidence will be requested to support any claims. Some examples might include: previous formal study, job descriptions, samples of work and specific references
    • A student must enrol in the unit(s) before RTO can process the RPL application.
    • A student can RPL through an entire qualification
    • There is a fee involved as an RPL Assessor will need to assess the application. The Assessor must be satisfied the applicant is currently competent
    • The fee for RPL will be calculated based on the number of units the applicant is applying for RPL.
      • All relevant fee information must be presented to the learner including all fees that must be paid to the RTO, and the payment terms and conditions including deposits and refunds.
      • The learner needs to be informed of their rights as a consume, including but not limited to any statutory cooling-off period, if applicable.
      • Also, the learners right to obtain a refund for services not provided by the RTO in the event the arrangement is terminated early, and the RTO fails to provide the agreed services.
    • To apply for RPL, an RPL Kit Applicant Booklet needs to be completed
  1. Recognition of Prior Learning (RPL)

RPL involves the assessment of previously unrecognised skills and knowledge an individual has achieved outside the formal education and training system. RPL is an assessment process that assesses the individual’s non-formal and informal learning to determine the extent to which that individual has achieved the required learning outcomes or competency standards. To support this type of application evidence of where and how the skills were obtained is required.

RTO recognises the prior learning of students based on:

  • Previous training, (including overseas qualifications)
  • Formal study and acquisition of a Qualification and/or Statements of Attainment from another RTO
  • Practical experience in a work environment
  • Projects undertaken
  • Life experience

Obligations of the RTO to the learner include that the RTO is responsible for the quality of the training and assessment in compliance with the Standards and also for the issuance of the AQF certification documentation.

 

 

 

Procedures

 Procedure StepsResponsibilityReference
1Applicants for RPL must complete the RPL Application form and submit the application to the Compliance Manager or Student AdministrationCompliance Manager or Student Support Officer/ Administration

Student

2Compliance Manager must appoint a Trainer/Assessor to assess the student’s existing knowledge and skills relevant to unit of competencies/ qualificationCompliance Manager and Trainer/ Assessor
3Trainer/Assessor must evaluate all records, application and documentation provided by the applicantTrainer/Assessor
4Trainer/Assessor may ask for more evidence and/or demonstration of skills and knowledge as requiredTrainer/Assessor Student
5Trainer/Assessor completes the competency conversation kit with the ApplicantTrainer/Assessor Student
6Trainer/Assessor reviews all of the collected evidence and documentationTrainer/Assessor
7Trainer/Assessor must decide the outcome of the applicationTrainer/Assessor
8The Applicant may be required to undertake gap-training if all units or contents cannot be provided through RPLTrainer/Assessor

Student

 

Continuous Improvement

A summary of all recognition of prior learning related matters and concerns will be presented at the Management Meeting for review. The purpose of this is to ensure management become aware of;

  • Common threads relating to the compliance and quality assurance
  • Repeat issues
  • Any general adverse trends that needs correcting

Confidentiality and Privacy Statement

For more Information, please refer to our Privacy and Confidentiality Policy.

Publication

This policy and procedure, once approved, will be available to all students and staff by accessing it from the RTO website.

This policy and procedure will form part of the information distributed and communicated during staff orientation.

Review processes

The policy will be reviewed annually. The Compliance Manager will be the responsible person for this.

Policy 2.5: Fees, Charges and Refund Policy and Procedure

Purpose

The purpose of this policy is to establish the framework for all applicable course fees, charges and refunds. The RTO ensures it applies fees and charges to students as per the required guidelines mentioned in the policy context. RTO management reviews fees and charges on a regular basis.

Fees and charges are calculated and levied to students as per the current guidelines set out by the RTO according to market research and Government guidelines.

RTO has published the tuition fees for each course/qualification on its website. Concession Fees are applied when appropriate.

RTO is entitled to charge fees for services provided to students undertaking a course of study and for other services RTO may provide. These charges are generally for items such as

  • tuition fees;
  • enrolment fees;
  • course materials;
  • text books;
  • student services and
  • other related training and assessment services.

The transparency, governance and management of fees and charges are integral to financial transparency and ensuring students’ rights and responsibilities are fully explained and maintained.

Objectives

The objective of this Policy and Procedure for course fees, charges and refunds is to ensure that:

  • RTO has suitable and appropriate mechanisms and framework in place to handle all fees, charges and refunds related matters and enquiries
  • RTO personnel know their responsibilities and obligations
  • RTO has all fees clearly listed on their marketing and advertising documentation and website.

Scope

This policy applies to current, prospective and previous students, all staff and other RTO stakeholders.

Terms and definitions

ASQA – Means Australian Skills Quality Authority, the national VET regulator and the RTO’s registering body

Standards- Means the Standards for Registered Training Organisations (RTOs) 2015 from the VET Quality Framework which can be accessed at www.asqa.gov.au

Fees – This includes all fees, fines and charges payable as specified in the Schedule of Fees.

Schedule of Fees – Means the listing of fees and charges as determined under the Student Fees and Charges –Policy.

Refund – Is a return of fees paid due to the product not meeting the standards claimed / not fit for purpose

Student Account A student’s financial account with the RTO’s Administration systems which shows financial transactions made between the student and the RTO including; payments made by the students, fees payable by the student, any refunds made and the outstanding fees balance

General Processes

  1. Provision of pre-enrolment information –

RTO applies tuition fees, plus additional fees and charges and according to the guidelines of management.

Fees are published on RTO’s website including service and amenities fees, and material fees, where applicable.

All fees that are to be charged to a student and the terms of a refund will be documented in the following places:

a.)     Student Brochure

b.)     RTO’s website

c.)      Student Handbook

  1. The fee schedule is updated by the CEO annually and when required, for example upon notification on changes to the fees and charges policies in Government and relevant administrative directives.
  2. The CEO will keep all relevant staff members up to date with all changes to the fees and charges policies.
  3. The Compliance Manager ensures all marketing material refer students to the RTO website regarding current fees and charges.
  4. Potential students are informed of the tuition fees, service and amenities fees, and material fees, by directing them to RTO website and marketing material.
  • Prior to enrolment or commencement of training and assessment
  • Students are given information regarding the fees to be paid to the RTO, the payment terms and conditions (including refunds and deposits)
  • The student’s rights as a consumer, including but not limited to any statutory cooling off period, if applicable
  • Student upon request may discuss payment methods, may seek a fee waiver or scholarship.
  • The student has the option of the following payment methods: EFT, Credit Card, Cheque, cash.
  • RTO may accept full payment of tuition fee but no more than $1500 from each individual student prior to the commencement of the course.
    • Where RTO requires the student to pay or prepay in excess of a total of $1500 the RTO must meet the requirements set out in Schedule 6 under the Requirements for Fee Protection.
  1. In the case of an employer paying the enrolment fee for their staff, Industry Consultant notifies Administration staff.
  • An invoice is generated and sent to employer detailing qualification, student name and enrolment/tuition fees in detail.
  1. Once the enrolment fees are paid, the student is enrolled on the Student Management System, a receipt is generated, and a copy is sent to the student, and another copy is placed in the student file.
  2. If the potential student applies for RPL/CT, the fees and charges will be revised. Refer to the Course Credits – National Recognition, Recognition of Prior Learning & Credit Transfer Policy and Procedure.
  3. The published fee is charged once the potential student has made an informed decision to enrol.
  4. Potential students are provided with clear and detailed information in respect of fees, payments, and refunds in the Student Handbook
  5. The Student Handbook and relevant policies and procedures are available at reception.
  6. To apply for a refund the student is to fill in the Fee Refund Form and submits it at reception. Students can download the form from the RTO’s website. A hard copy of the form may also be obtained from Reception. Applications will be considered, and applicant advised in writing, within 20 working days of the of the application being received by the CEO.
  • The student holds the right to obtain a refund in the event of the arrangement being terminated early or if the RTO fails to provide the agreed services.
  1. The CEO assesses the application and takes decision related to the application.
  2. Management of fees paid;
  • All Fees collected in advance (i.e. prior to enrolment) will be accessible until the student is enrolled.
  • When a student applies to RTO for a course their enrolment application is reviewed and accepted in accordance with the Admission Policy. Once accepted, a Student Welcome Letter, Student Handbook and Invoice are sent to the applicant. These documents identify:
    • Total Course Fees
    • Enrolment Fee
    • Total fees payable to confirm the application
    • Balance of fees that are left outstanding

PAYMENT PLAN/INSTALMENT PLAN:
If any student is applying for a payment plan, the payment plan form is to be completed and submitted to the Student Support Officer. The CEO will make the final decision., The Student is to be notified of the outcome.

Procedures

Sr.No.Procedure StepsResponsibilityReference

 

1Procedure Steps (Review and implementation)CEO
2Payment Plan/ Instalment PlanCEO

Continuous Improvement

A summary of all fees, charges and refund related matters and concerns will be presented as a part of the Continuous Improvement policy and procedure at the Management Meeting for review. The purpose of this is to ensure management become aware of:

  • Any general adverse trend that needs correcting
  • Common threads relating to the compliance and quality assurance.
  • Repeat issues

Confidentiality and Privacy Statement

For more Information, please refer to our Privacy and Confidentiality Policy.

Publication

This policy and procedure, once approved, will be available to all students and staff by accessing it from the RTO website.

This policy and procedure will form part of the information distributed and communicated during staff orientation.

Review processes

The policy and procedure will be reviewed annually by the Compliance Manager.

To know more details about our policy please contact us via email (info@oscaracademy.edu.au) or you can visit our office at Suite 109, 425 Docklands Drive, Docklands, Vic – 3008 Alternatively you can call us if you have any question regarding our policy 1300 567 22