Purpose

TasCollege is committed to providing a fair, inclusive, and equitable learning and working environment for all students and staff. This policy ensures that all individuals, regardless of age, gender, sexual orientation, ethnicity, religion, marital status, disability, or political beliefs, have access to opportunities in education and employment. TasCollege strives to eliminate discrimination, harassment, and bullying, fostering an environment where everyone can participate freely and fully in their learning or work.

Scope

This policy applies to:

• All current and prospective students across all delivery modes and locations.
• All staff members and contractors of TasCollege.

Policy Principles

Fair and Transparent Recruitment and Enrolment

• TasCollege ensures open, fair, and transparent recruitment and enrolment processes that comply with equal opportunity laws.
• Admission decisions are based solely on merit, course entry requirements, and eligibility criteria.

Reasonable Adjustments

• Reasonable adjustments will be made to accommodate the needs of students and staff with disabilities, learning difficulties, or other special requirements.
• Adjustments will be designed to enable participation without compromising academic standards or workplace safety.

Cultural Inclusion and Support

• TasCollege promotes inclusivity for individuals from diverse cultural and linguistic backgrounds, including Aboriginal and Torres Strait Islander peoples.
• Respect for cultural differences will be upheld in all training, teaching, and workplace practices.

Inclusive Training and Assessment

• Training materials, resources, and assessment methods are designed to be inclusive and free from discriminatory language or content.
• Flexibility in assessment approaches will ensure all students can demonstrate competency effectively.

Safe Learning and Working Environment

• TasCollege is committed to maintaining a safe environment free from bullying, harassment, vilification, and discrimination.
• Any reports of breaches will be handled promptly through fair and transparent procedures.
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Roles and Responsibilities

TasCollege Staff Responsibilities

• All staff must ensure their actions and decisions uphold access, equity, and diversity principles.
• Staff must actively prevent and address any form of discrimination, harassment, or bullying.

TasCollege Student Responsibilities

• Students must treat others with respect and uphold the values of inclusivity and fairness.
• Students are encouraged to disclose any needs for additional support during enrolment or at any time during their course.

TasCollege Leadership Team Responsibilities

• Managers and course coordinators are responsible for implementing access and equity measures and monitoring their effectiveness.
• Regular reviews of policies, facilities, and services will be conducted to ensure continued compliance and improvement.
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Procedures

Recruitment, Admission, and Enrolment

• Entry criteria for all courses will be clearly communicated to applicants.
• Applicants with disabilities or learning needs will be provided with tailored advice and support during enrolment.

Support Services

• Students requiring additional support will be offered appropriate resources such as academic tutoring, alternative assessment methods, or referral to external agencies.
• Staff will receive training on how to support diverse learners effectively.

Reasonable Adjustments

Reasonable adjustments may include:

• • • Extended time for assessments.
    • Assistive technology or adaptive equipment.
    • Modified learning materials (e.g., large print or different formats).

Facilities Accessibility

All TasCollege campuses will comply with accessibility standards. Regular reviews of facilities will ensure access for individuals with mobility impairments.

Ongoing Policy Review

TasCollege will review its policies every 3 years to ensure compliance with changes in legislation and feedback from staff and students.

Grievances and Appeals

TasCollege provides a fair, transparent process for students or staff to raise concerns regarding discrimination, harassment, or barriers to access and equity. Complaints will be addressed in line with the Complaints and Appeals Handling Policy and Procedure.

Continuous Improvement

TasCollege is committed to embedding access, equity, and diversity into all aspects of its operations. Feedback mechanisms will be provided for staff and students to contribute to policy improvements. Refer to Continuous Improvement Policy.

Definitions

• Access: Ensuring individuals have the resources and opportunities to participate fully in education and work.
• Equity: Providing fairness and justice by addressing barriers to participation.
• Diversity: Recognizing, respecting, and valuing individual differences and backgrounds.

Responsibility

The CEO has the overall responsibility to implement this policy

The management team provide support to this policy.

Associated documents

• International Student Enrolment Form
• Student Support and Welfare Services Policy
• Continuous Improvement Policy
• Complaints and Appeals Handling Policy and Procedure
• Feedback Form
• General Request Form
• Student Handbook
• Staff Handbook

Version control

Next Review Date: November 2027

Purpose & Legislative Background

TasCollege adheres to Standard 1 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018, ensuring that all advertising and marketing of AQF qualifications are ethical, accurate, and aligned with its scope of registration. TasCollege ensures all written and online materials are truthful, not misleading, and always include its CRICOS registered name and number.

In compliance with Standard 2, the information provided is clear, accessible, and in plain English to assist prospective students. TasCollege also observes the conditions for using the Nationally Recognised Training (NRT) logo, as outlined in Schedule 4 of the Standards for Registered Training Organisations (RTOs) 2015. Staff responsible for preparing advertising and marketing materials must be thoroughly familiar with these requirements.

Scope

This policy applies to all TasCollege staff involved in preparing or approving advertising and marketing materials across any medium, for both domestic and international student recruitment.

Policy

TasCollege is committed to marketing its vocational education and training products and services with integrity, accuracy, and professionalism. TasCollege ensures all promotional materials avoid vague or ambiguous statements and adhere to the provisions of the VET Quality Framework and Standards for RTOs 2015, Schedule 4.

Key Policy Guidelines:

• Ethical and Accurate Advertisement and Marketing:
  • • No false or misleading comparisons with other training organisations or products.
    • Full details of courses, services, and associated costs must be provided to allow informed decision-making.

• Display of RTO Code and CRICOS Code:

• • • All marketing materials, including campuses, websites, and promotional content, will include TasCollege’s RTO Code, CRICOS code and registered name.

• Clear Course Information:

• • • Modes of study and course delivery details are outlined in course information materials. Changes will be communicated and agreed upon in writing with affected students.

• Fee Transparency:
  Marketing materials must provide clear details on:

• • • Total fees, including tuition, enrolment, materials, and any non-tuition charges.
    • Payment terms, including timing, amounts, and non-refundable deposits.
    • Guarantees provided for successful course completion or visa outcome or employment which is outside the control of TasCollege.
    • Additional service charges, e.g., replacement certificates or reassessment fees.

• Guidelines for Published Advertisement and Marketing Content:
  TasCollege ensures that:

• • • Only qualifications listed on its scope of registration are advertised.
    • All qualifications are identified by their full code and title as listed in the training package.
    • A clear distinction is maintained between nationally endorsed training and non-accredited courses.
    • The NRT logo is used in compliance with Schedule 4 of the Standards for RTOs 2015.
    • Any references to third-party organisations are included only with prior written consent.
    • Details of any government-funded subsidies or financial support arrangements are included where applicable.
    • No guarantees are made regarding course completion, employment outcomes, or migration outcomes outside TasCollege’s control.

• Third-Party Advertising:

• • • Third-party organisations may only advertise on behalf of TasCollege within the limitations of a signed agreement.
    • TasCollege actively monitors third-party advertising for compliance.

• Advertisement and Marketing of Non-Accredited Training:

• • • Non-accredited training is clearly distinguished from nationally recognised training.
    • The NRT logo will not be used in association with non-accredited training.

• Prohibited Uses of the NRT Logo:

• • • The NRT logo cannot be used on stationery, business cards, building signage, or promotional items like pens and USB drives.

• Standalone Units of Competency:

• • • Standalone units from qualifications within TasCollege’s scope may be marketed as individual courses in compliance with ASQA approvals.

• Informing Students of Rights and Obligations:

• • • Before enrolment, students are provided with information on their rights, obligations, services, fees, and refund policies, as detailed in the Student Enrolment Policy.

• Consent for Testimonials:

• • • Testimonials may be used for marketing purposes only with prior written consent. Staff must clearly explain the purpose, audience, and usage plan to the individual providing the testimonial.
    • The Marketing Manager must check the completed Media Consent Form of each individual student if consent is granted.

Process for Advertisement and Marketing Material Review and Approval

• Advertisement and Marketing materials will be
  • • created by the Marketing team
    • reviewed by Marketing Manager
    • approved by Compliance Officer
    • recorded in Advertisement and Marketing Material Register

Management Action and Responsibility

TasCollege’s Marketing Manager is responsible for implementing this policy.

Associated Documents

• Marketing Material Checklist
• Advertisement and Marketing Material Register
• Student Handbook
• Fee Schedule
• Media Consent Form

Version Control

Next Review Date: December 2027

Introduction 

Australia is committed to ensuring the highest standard of service and care is delivered across its international education and training sector and has a comprehensive international education and training quality framework to support this aim.

The Agent Code of Ethics (ACE) is a critical component of this framework and provides a guide to the expected professional behaviour of individual agents and agencies working with Australian international students, parents, providers, and fellow agents across the sector.

The ACE builds on the London Statement’s ethical framework and provides a set of Australian-specific ‘Standards’ for Australia’s education agents. The ACE also aims to support Australia’s education and training providers to meet their obligations under the National Code. 

Purpose 

The Agent Code of Ethics aims to: 

• Outline the principles and expectations of fair and ethical conduct of Australia’s offshore and onshore education agents
• Foster best practices among education agents to assist them to provide quality services to potential and existing international students and partner providers
• Provide assurances on the quality and standard of services provided by education agents recruiting into Australia
• Build on Australia’s globally recognised international education and training quality systems to further enhance the reputation of Australia’s education system.

Australian International Education and Training 

Australia’s international education and training provides a holistic approach across the sector to ensure the highest quality outcomes for everyone. Agent quality is one component of a comprehensive and integrated quality system. 

Education Agent Code of Ethics 

Australia’s Education Agent Code of Ethics is based on three core elements of: 

1. The London Statement’s Ethical Framework
2. The London Statement’s Principles
3. Australia’s Education Agent Standards

a. Ethical Framework

The Australian education and training sector expects education agents to adhere to seven ethical principles, as outlined in the London Statement, that is supported by an underlying ethical framework of: 

• Integrity – being straightforward and honest in all professional and business dealings.
• Objectivity – not allowing professional judgment to be compromised by bias or conflict of interest.
• Professional competence and due care –  maintaining professional knowledge and professional service and acting diligently.
• Transparency – declaring conflicts of interest to all clients, especially when service fees are charged to both the education provider and the prospective student.
• Confidentiality – respecting and preserving the confidentiality of personal information acquired and not releasing such information to third parties without proper authority.
• Professional behaviour – acting in accordance with relevant laws and regulations and dealing with clients competently, diligently, and fairly; and
• Professionalism and purpose – acting in a manner that will serve the interests of clients and the wider society even at the expense of self-interest; recognising that dedication to these principles is how the profession can earn the trust and confidence of stakeholder groups (individual clients, the public, business, and government).

b. Principles

The London Statement Principles promote best practices among education agents and consultant professions that support international students. The Statement of Principles is a unifying set of understandings for the recruitment of students in international education that serve to promote best practice among education agents and consultants. The seven principles are: 

Principle 1: Agents and consultants practice responsible business ethics 

• Avoiding conflicts of interest
• Observing appropriate levels of confidentiality and transparency
• Acting professionally, honestly, and responsibly
• Refraining from being party to any attempt by students or others to engage in fraudulent visa applications
• always Acting in the best interests of the student
• Declaring conflicts of interest
• Being transparent in fees to be paid by students and commissions paid by providers
• Providing clear avenues for handling complaints and resolving disputes
• Complying with relevant laws and regulations.

Principle 2: Agents and consultants provide current, accurate and honest information in an ethical manner 

• Providing realistic and appropriate information that is tailored to the individual student’s circumstances, particularly in relation to language skills, capacity to pay and level of study
• Specifying the rights and responsibilities of the student in the country of destination
• Refraining from claiming a direct government endorsement or privileged relationship with a public official or member of the government where one does not exist, including for example the misuse of national brand logos
• Providing a registration number or other identifier on advertising material
• Using institutions’ officially approved material in promoting providers with whom agents have an agreement.

Principle 3: Agents and consultants develop transparent business relationships with students and providers using written agreements      

• Signed by the student and the agent
• Signed by the provider and the agent
• Include information on the arrangements put in place by agents and consultants on behalf of the student, such as itemised payment schedules of fees and services, and refund and transfer policies
• Provide details on the information provided under Principles 1 and 2, as a means of guiding agents and consultants to give appropriate information to students so that both students and agents understand what has been agreed to maintain student confidentiality
• Are archived in an appropriate manner so that the agreements can be made available to the student or appropriate authority within a reasonable timeframe.

Principle 4: Agents and consultants protect the interests of minors 

• Ensuring that the prospective student has adequate representation and support from a guardian and/or legal counsel during meetings with the agent or consultant and that this is recorded as informed consent before any money changes hands
• Ensuring that the client has the legal capacity to enter any commitment
• Acting not only in accordance with relevant laws and regulations but competently, diligently, and as befits dealings with minors.

Principle 5: Agents and consultants provide current and up-to-date information that enables international students to make informed choices when selecting which agent or consultant to employ 

• Providing information to students about the accreditations the agents have met, the training they have undertaken, the memberships they hold to professional associations or processes undertaken to become registered and accredited education agents and consultants
• Providing information about themselves that support comparison of qualifications and experience.

Principle 6: Agents and consultants act professionally 

• Participating in training courses and professional development wherever possible
• Becoming members of professional associations and networks that promote and support best practices in the recruitment of international students.

Principle 7: Agents and consultants work with destination countries and providers to raise ethical standards and best practice 

• Sharing information on best practices in the recruitment of international students by education agents and consultants.

c. Standards

To ensure alignment and equity, Australia’s Standards for international education agents mirror the requirements for education and training providers as outlined in the ESOS Act and National Code. The ACE provides a guide to the expected professional behaviour of individual agents and agencies working with Australian international students, parents, providers, and fellow agents across the sector. These Standards will be reviewed and updated to ensure continued relevance to the sector. The standards are:

Australia’s International Education Agent Code of Ethics – Overview 

Purpose & Legislative Background

TasCollege is committed to creating and maintaining a learning and working environment that is free from discrimination, harassment, and sexual harassment. This policy aims to protect the rights of students, staff, and stakeholders, ensuring that everyone is treated fairly, respectfully, and with dignity. It aligns with Australian anti-discrimination laws, including the Sex Discrimination Act 1984, Racial Discrimination Act 1975, Disability Discrimination Act 1992, and other relevant legislation.

Scope

This policy applies to:

• All students, including prospective students, enrolled at TasCollege.
• All staff members, contractors, and volunteers.
• Visitors and other stakeholders interacting with TasCollege.
• All TasCollege campuses, online learning environments, events, and activities.

Policy Statement

1. Commitment to Equity and Fairness
   TasCollege does not tolerate discrimination or harassment of any kind. All individuals will be treated fairly and given equal opportunities regardless of:

1. • Gender, sexual orientation, or gender identity.
   • Race, ethnicity, cultural background, or religion.
   • Disability or medical conditions.
   • Age, marital status, pregnancy, or family responsibilities.
   • Political beliefs or other personal characteristics protected by law.

2. Zero Tolerance for Sexual Harassment
   Sexual harassment is unlawful and strictly prohibited at TasCollege. It includes any unwelcome sexual behavior that makes a person feel offended, humiliated, or intimidated.
3. Promotion of Respect and Inclusion
   TasCollege is committed to fostering a culture of respect, inclusivity, and mutual understanding, where all individuals feel safe and supported.

Definitions

1. Discrimination:
   Treating someone unfairly or less favourably because of their personal characteristics. This can include:

1. • Direct Discrimination: Treating someone unfairly due to their characteristics (e.g., refusing to hire based on age).
   • Indirect Discrimination: Policies or practices that disadvantage a group without justification (e.g., scheduling exams at inaccessible locations for individuals with mobility impairments).

2. Sexual Harassment:
   Unwelcome behaviour of a sexual nature that could be expected to offend, humiliate, or intimidate. Examples include:

1. • Inappropriate physical contact.
   • Unsolicited sexual advances or requests.
   • Sexually suggestive comments, jokes, or gestures.
   • Distribution or display of explicit material.

3. Harassment:
   Unwanted behaviour that humiliates, intimidates, or offends someone. This includes verbal, physical, or online harassment based on protected characteristics.

Rights and Responsibilities

1. Students and Staff

1. • Treat others with dignity, fairness, and respect.
   • Refrain from any behaviour that could be considered discriminatory or harassing.
   • Report incidents of discrimination or harassment to designated personnel.

2. Management and Leaders

1. • Promote a safe, inclusive, and equitable environment.
   • Address complaints promptly, confidentially, and fairly.
   • Provide training to staff and students on anti-discrimination and harassment.
   • Monitor compliance with this policy and make improvements as needed.

3. Visitors and Contractors

1. • Comply with this policy when interacting with TasCollege students or staff.

Reporting and Complaint Procedure

1. Raising a Complaint

1. • Any individual who experiences or witnesses’ discrimination or harassment should report the matter as soon as possible. Reports can be made in writing using the Complaints and Appeals Form or by email to [email protected].
     Complaint will be reviewed by:
     • Campus Manager, or
     • The Human Resources Department, or
     • CEO.

2. Handling Complaints

1. • All complaints will be handled in a fair, confidential, and timely manner, as outlined in the Complaints and Appeals Handling Policy and Procedure.
   • An investigation will be conducted, and appropriate action will be taken if a breach is confirmed.

3. Support for Complainants and Respondents

1. • TasCollege will provide support to all parties involved in a complaint, including access to counselling services if needed.

4. No Victimisation

1. • TasCollege prohibits victimisation of individuals who report discrimination or harassment or who participate in an investigation.

Consequences of Breach

• Any person found to have breached this policy may face disciplinary action, which could include:
  • For students: Warnings, suspension, or expulsion.
  • For staff: Warnings, termination of employment, or referral to external authorities.
  • For contractors or visitors: Termination of agreements or removal from TasCollege premises.

Training and Awareness

• TasCollege will provide regular training for staff and students to:
  • Raise awareness of their rights and responsibilities.
  • Promote understanding of discrimination and harassment issues.
  • Build skills to prevent and address inappropriate behaviour.

Associated Documents

• Complaints and Appeals Handling Policy and Procedure
• Access, Equity, and Diversity Policy
• Student Handbook
• Staff handbook
• Student Code of Conduct
• Staff Code of Conduct

Version control

Next Review Date: December 2027

Purpose & Legislative Background

TasCollege acknowledges that assessment is a central service offered to students and is a core element of its operations as a Registered Training Organisation (RTO). This policy is aligned with the legislative requirements outlined in:

• Clauses 1.8-1.13 of Standard 1, Standards for RTOs 2015:
  Ensures the assessment process measures students’ skills and knowledge against nationally endorsed Training Packages or accredited courses.
• Standard 2, National Code of Practice for Providers of Education and Training to Overseas Students 2018:
  Outlines the principles of Recognition of Prior Learning (RPL).

TasCollege commits to delivering high-quality assessments by adhering to the following determinants:

1. Alignment with Units of Competency:
   Assessment decisions are based on the knowledge and skills specified in nationally endorsed Training Packages or accredited courses.
2. Industry Contextualization:
   Assessment integrates industry and enterprise-specific requirements.
3. Rules of Evidence Compliance:
   Evidence collected adheres to sufficiency, authenticity, validity, and currency standards.
4. Principles of Assessment Compliance:
   Assessment meets validity, reliability, flexibility, and fairness requirements.

Scope

Assessment of Units of Competency

TasCollege bases its assessments on the requirements outlined in nationally endorsed Training Packages, supplemented as needed by industry standards and codes of practice. To ensure validity:

• Units of competency are thoroughly “unpacked” to assess their full scope, including elements, performance evidence, knowledge evidence, and required conditions.
• Assessment tools and strategies are mapped to unit requirements during design, development, and validation processes.
• Comprehensive unit mapping demonstrates the relationship between assessment activities and unit components at a granular level, ensuring assessments meet training package requirements.

Assessment Context

TasCollege establishes appropriate contexts for assessments to simulate realistic workplace environments while ensuring the transferability of skills and knowledge across industries. Strategies include:

• Incorporating workplace policies, procedures, and industry standards into assessments.
• Developing realistic scenarios, case studies, and simulated environments within TasCollege facilities.
• Tailoring training outcomes to meet enterprise-specific needs while maintaining compliance with training package standards.

Transferability of competency remains paramount, ensuring students can apply skills and knowledge across different workplaces.

Principles of Assessment

TasCollege ensures that its assessment practices adhere to the following Principles of Assessment:

1. Validity
   • Assessment reflects the skills and knowledge specified in the unit of competency.
   • It incorporates the performance of workplace tasks, ensuring transferability and alignment with all unit components.
2. Reliability
   • Assessors apply consistent methodologies and standardised resources, including model answers, to ensure uniform assessment outcomes.
   • Regular moderation of assessments enhances reliability.
3. Flexibility
   • Assessment strategies are adaptable to student needs, accommodating recognition of prior learning and varied delivery methods.
4. Fairness
   • Assessments are designed to consider individual student needs, and reasonable adjustments are made without compromising outcomes.
   • Clear communication ensures students understand and agree with the assessment process.

Rules of Evidence

TasCollege ensures compliance with the Rules of Evidence when collecting evidence:

1. Sufficiency
   • Evidence collected demonstrates all aspects of competency and allows repeated demonstration of skills.
2. Validity
   • Evidence aligns directly with unit requirements and replicates workplace tasks.
3. Authenticity
   • Evidence must be the student’s own work, verified through signed authenticity statements or additional supporting evidence.
4. Currency
   • Evidence reflects the student’s current skills and knowledge, particularly for RPL applications.

Engagement with Industry

TasCollege integrates industry requirements into assessments through consultation with enterprises and regulatory bodies. Industry engagement ensures that assessments reflect workplace expectations and prepare students for industry-specific duties.

TasCollege: Assessment Integrity Check Arrangement

TasCollege to ensure all assessment deemed competent Academic manager will review a sample a for assessment and allocate to different trainer to evaluate the integrity and quality of the assessment.

Any assessment found not marked competently will go through the validation process as per the judgement of the academic manager.

Recognition of Prior Learning (RPL)

RPL is offered as a method of assessment to recognise students’ existing competencies. It adheres to this policy and follows TasCollege’s RPL procedures.

Credit Transfer

TasCollege recognises completed units of competency from other RTOs. Credit transfer is an administrative process distinct from assessment and requires documented evidence of equivalence.

Competence of Assessors

Assessors must meet the following requirements:

• Hold the requisite training and assessment qualifications.
• Possess vocational competencies at least to the level being assessed.
• Engage in ongoing professional development to maintain competency.

Where assessors lack training and assessment competencies but are industry experts, supervision arrangements are implemented.

Assessment Process

The following procedural steps guide assessments at TasCollege:

Step 1: Prepare for Assessment

Assessors must:

• Establish the purpose and context of the assessment.
• Analyse units of competency and evidence requirements.
• Confirm the adequacy and currency of assessment tools.

Step 2: Prepare the Student

Assessors meet with students to:

• Explain the assessment process and evidence requirements.
• Address reasonable adjustments for disabilities.
• Determine readiness for assessment and schedule accordingly.

Step 3: Plan and Prepare Evidence Gathering

Assessors develop a plan to;

• Gather sufficient evidence, prepare necessary materials
• Coordinate personnel and resources.

Step 4: Collect Evidence and Make the Assessment Decision

Assessors:

• Collect evidence aligned with unit requirements.
• Evaluate evidence for validity, sufficiency, authenticity, and currency.
• Record evidence and make competency decisions.

Step 5: Provide Feedback

Students receive constructive feedback, information on addressing competency gaps, and guidance on reassessment or appeals.

Step 6: Record and Report Results

Assessors:

• Document outcomes and maintain confidentiality.
• Issue statements of attainment in accordance with TasCollege procedures.

Step 7: Review the Assessment Process

Assessors review the process and suggest improvements via Continuous Improvement Reports or validation activities.

Step 8: Participate in Reassessment and Appeals

Assessors provide feedback on appeals and support students through the reassessment process if required.

Assessments must be submitted within 7 days of the Unit Delivery completion date

Associated Documents

• Industry Engagement Policy
• Recognition of Prior Learning (RPL) & Credit Transfer (CT) Policy
• Trainer & Assessor Recruitment Policy
• Validation Policy
• Continuous Improvement Policy
• Course Progress Policy and Procedure
• Co-assessment Policy and Procedure
• Complaints and Appeals Form

Version Control

Next Review Date: December 2027

Purpose and Legislative Background

TasCollege is committed to ensuring compliance with legislative requirements for overseas students, who must be enrolled in a full-time registered course. For VET courses, this means at least 20 scheduled course contact hours per week, unless otherwise specified by ASQA. Students are expected to progress through their courses to complete them within the prescribed duration.
The National Code of Practice for Providers of Education and Training to Overseas Students 2018 defines course progress as advancing towards completion, whether through academic merit or skill-based competencies. For VET courses, this involves training and assessment to achieve workplace-standard skills and knowledge.

This policy outlines TasCollege’s approach to attendance monitoring to support compliance with legislative requirements and to ensure student success.

Scope

This policy applies to all current students enrolled at TasCollege.

Policy

Attendance Expectations

1. Students are expected to attend all classes to support optimal learning outcomes.
2. Students must maintain a minimum of 80% attendance in course contact hours unless valid, documented reasons for absences exist.
3. Failure to maintain 80% attendance may result in reporting to the Department of Education and the Department of Home Affairs (DHA).
4. Attendance is critical to academic progress and maintaining status as a genuine student.

Reporting Absences

1. Students must inform the college in advance of any absence by email or phone.
2. Unreported absences will result in follow-up contact and counselling by TasCollege staff.

Compliance Requirements

1. Maintaining satisfactory attendance is a student visa condition.
2. Non-attendance may lead to cancellation of the student visa following reporting via PRISMS.

Monitoring and Intervention

1. Students absent for more than two weeks without approval will be contacted by TasCollege staff for counselling.
2. TasCollege Trainers will monitor attendance weekly and contact students absent from class.
3. TasCollege Academic Support staff will monitor attendance monthly to initiate intervention for students at risk of falling below 80%.

Documentation

1. All communications regarding attendance, including phone calls, emails, and notices, will be recorded in the student’s file and aXcelerate.

Procedure

Recording Attendance

1. Trainers and assessors record attendance twice daily for morning and afternoon sessions on aXcelerate.
2. Absences exceeding five consecutive days without approval will be treated as ‘Student at Risk’.

Follow-Up on Absences

1. The Academic Support Officer will:
   • Attempt to contact the student.
   • Email the student to inform of:
     • The required attendance of 20 course contact hours per week.
     • Provide counseling on the importance of attendance and visa requirement.

2. If contact remains unsuccessful, the matter will escalate to the Academic Manager, who may notify relevant authorities (e.g., police, DHA, or next of kin).

Attendance Monitoring

1. Attendance is reviewed every month using recorded data on aXcelerate:
   • Absent from class: Trainer notifies student on the day.
   • Below 80% Attendance (Warning 1): Students are notified and advised to meet with the Student Support Officer.
   • Below 70% Attendance (Intention to Report): Students receive a formal Notice of Intention to Cancel Enrolment – Low Attendance letter and have 20 working days to access the complaints and appeals process.

Reporting via PRISMS

1. If attendance falls below 70%, or students fail to resolve issues through appeals, TasCollege will report non-compliance to DE/DHA.
2. Students who cease attendance, fail to return from leave, or cannot be contacted will be reported within 14 days under Section 19(1) of the ESOS Act.

Exemptions for Compassionate or Compelling Circumstances

1. Reporting may be waived if students provide:
   • Evidence of valid reasons (e.g., illness with medical certificates).
   • Attendance above 70%.
   • Satisfactory academic progress.
2. The Academic Manager will assess cases for temporary suspension of studies if required.

Management Action and Responsibilities

1. Trainers and Assessors
   • Record daily attendance, upload on aXcelerate and report absences daily to students.
2. Student Support Team
   • Monitor attendance and initiate early intervention.
   • Maintain accurate records of communications and actions in aXcelerate.
3. Academic Manager Approval
   • The Academic Manager has overall responsibility for the implementation and accountability of this policy.

Associated Documents

• Student at Risk Register
• Attendance Notice template
  • Attendance Warning
• Absent from class – trainer template
• 1^st warning template:
  • Student Attendance at ‘Risk’ – Attendance Warning Letter
• Notice of Intention to Cancel Enrolment – Low Attendance
• Student Handbook

Version Control

Next Review Date: December 2027

Purpose and Legislative Background

This policy outlines TasCollege’s framework for managing complaints and appeals in accordance with:

• Standard 10 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018, ensuring timely, professional, and cost-effective grievance resolution.
• Clauses 6.1–6.6 of Standard 6 of the Standards for Registered Training Organisations (RTOs) 2015, governing complaint scope, turnaround times, and record management.
• TasCollege is committed to fostering an environment where concerns are addressed efficiently, equitably, and transparently. This policy is accessible to all students via the TasCollege website.

Scope

This policy applies to complaints or appeals related to:

• The conduct of TasCollege, its trainers, assessors, staff, or third-party service providers.
• The behavior of students enrolled at TasCollege.
• Complaints can be lodged by students, staff, employers, or other stakeholders. The person lodging the complaint is referred to as the complainant.

Policy

1. Informal Complaints

Informal complaints can be addressed by trainers, assessors, or other staff members. The process involves:

• Understanding and clarifying the nature of the complaint through informal discussions.
• Collaborating with the complainant to reach an agreed resolution.
• Escalating the matter to the CEO if resolving the complaint incurs costs to TasCollege.

Note: Outcomes of informal complaints are not recorded unless deemed necessary.

2. Formal Complaints and Appeals

TasCollege ensures that formal complaints and appeals are handled:

• Fairly, equitably, and confidentially.
• Within reasonable timeframes, with written records maintained at all stages.
• As opportunities to identify potential improvements in services and procedures.

Principles of Resolution

Complaints and appeals will be resolved by TasCollege following principles of natural justice:

• Consistent, transparent, and timely handling.
• Sensitivity, confidentiality, and objectivity.
• No cost to the complainant.
• Continuous enrolment during the process.

3. Procedures for Formal Complaints and Appeals

Lodging a Complaint or Appeal

Formal complaints or appeals must be submitted:

• In writing using the Complaints and Appeals Form or by email at [email protected]
• Within 7 working days of the incident or decision.
• With supporting details, evidence, and suggestions for resolution.

Process

1. Acknowledgment

• TasCollege will acknowledge the complaint or appeal in writing within 5 working days of receipt.

2. Investigation

• Investigations commence within 10 working days of receipt.
• Complainants may present their case to a designated investigator at no cost.

3. Resolution

• The investigator provides a written outcome within 20 working days, where feasible.
• If unresolved, the matter is escalated to the CEO or an independent mediator.
• Complex cases requiring external review will include weekly updates to all parties involved.

4. Appeals

• If unsatisfied, complainants may lodge an appeal within 5 working days of the decision.
• Appeals will be reviewed by the CEO or an independent party.
• TasCollege will notify the appellant of the outcome in writing within 10 working days.

Resolution and Recordkeeping

• All complaints and appeals will be documented in the Complaints and Appeals Register.
• Records are securely stored and accessible upon request.
• Corrective actions identified during the process will be promptly implemented.

Independent Mediation

• TasCollege may engage external mediators when internal processes are insufficient.
• Costs for mediation will be borne by the complainant unless arranged by TasCollege.
• Outcomes from mediation will be implemented within 10 working days, with the complainant notified in writing.

Key Time Frames

• Complaints acknowledged: 5 working days.
• Complaints commence investigation: 10 working days
• Complaints resolved: 20 working days, unless otherwise notified.
• Appeals submission: Within 7 calendar days of the decision.

Additional Notes

• Students will not be reported via PRISMS for attendance or progress breaches until internal and one external complaint/appeal process is completed.
• TasCollege will maintain learning opportunities for students during appeals processes, ensuring minimal disadvantage.
• Assessment appeals must be submitted within 10 working days of receiving results.

External Complaints and Appeals Avenues

TasCollege acknowledges the importance of external complaints and appeals mechanisms to ensure transparency and fairness. Students and other complainants who are dissatisfied with the outcomes of internal processes may escalate their concerns to external bodies for further resolution.

National Training Complaints Hotline

The National Training Complaints Hotline is a national service for individuals to register complaints about vocational education and training. It refers consumers to the appropriate authority for handling their concerns.

• Phone: 13 38 73 (Monday–Friday, 8:00 am–6:00 pm)
• Email: [email protected]
• Website:gov.au/NTCH

When lodging a complaint with the National Training Complaints Hotline, individuals should provide all necessary details, including any documentation supporting the complaint.

Overseas Students Ombudsman (OSO)

Overseas students who are dissatisfied with TasCollege’s internal complaints and appeals process may seek assistance from the Overseas Students Ombudsman. The Ombudsman offers free, impartial, and independent services to resolve complaints about actions taken by private registered education providers.

• Phone (within Australia): 1300 362 072
• Phone (outside Australia): +61 2 6276 0111
• Website: ombudsman.gov.au
• Contact Form: Available on the website.

The Ombudsman can assist with complaints related to the following:

• Refusal of refunds.
• Course progress or attendance monitoring.
• Cancellation of enrolments.
• Marketing or recruitment practices.
• Misleading course or fee information.

Australian Skills Quality Authority (ASQA)

ASQA is the national regulator for Registered Training Organisations (RTOs) and oversees compliance with the Standards for RTOs 2015. Students can lodge complaints with ASQA if they believe TasCollege has breached the Standards or other legal obligations.

• Website: asqa.gov.au
• Contact Form: Available on the ASQA website.
• Note: ASQA primarily handles regulatory compliance issues. For personal grievances, students are encouraged to use the Ombudsman or independent mediation options.

Independent Mediation Services

TasCollege supports the use of independent mediators to resolve disputes that cannot be resolved internally. Mediators are neutral third parties who facilitate fair and balanced discussions.

• Recommended Independent Mediator: The Resolution Institute
  • Phone: 02 9251 3366
  • Website: resolution.institute
  • Dispute Resolver Directory: Search for local mediators

Key Notes on Mediation:

1. Independent mediation may incur costs, which are generally borne by the complainant unless otherwise approved and/or arranged by TasCollege.
2. TasCollege will fully cooperate with the mediator and implement any recommendations within 10 working days.

Student Visa Reporting During Complaints/Appeals

TasCollege adheres to the requirements of the National Code of Practice for Providers of Education and Training to Overseas Students 2018 regarding student visa conditions during complaints and appeals processes:

1. A student’s enrolment will be maintained during all internal and external complaint/appeal processes, except in cases of misbehavior where suspension may apply.
2. TasCollege will not report a student for unsatisfactory attendance or academic progress until all complaint and appeal avenues have been exhausted.

Recordkeeping for External Complaints and Appeals

1. All records related to external complaints and appeals, including written correspondence, mediation outcomes, and Ombudsman recommendations, will be securely stored in line with TasCollege’s Privacy Policy and Documents & Records Management Policy.
2. These records will be included in TasCollege’s Complaints and Appeals Register for continuous monitoring and improvement.
3. Students and complainants may request copies of records related to their cases.

Management Action and Responsibility

Campus Manager is responsible for the implementation of this policy. All staffs at TasCollege provide support to the campus Manager.

The CEO has overall accountability to this policy.

Associated Documents

• Complaints and Appeals register
• Complaints & Appeals Form
• Complaint Acknowledgement Letter Template
• Continuous Improvement Register

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Next Review Date: November 2027

Purpose and Legislative Background

In compliance with Clause 1.7, Standard 1 of the Standards for Registered Training Organisations (RTOs) 2015, TasCollege is committed to supporting students in developing core skills essential for vocational education and workplace success.

Core skills encompass learning, reading, writing, oral communication, and numeracy, as outlined in the Australian Core Skills Framework (ACSF). These skills are critical for tasks such as interpreting written instructions, preparing documentation, and effective workplace communication.

To familiarise students with the ACSF, resources are recommended at:

1. Australian Core Skills Framework
2. Precision Consultancy

Scope

This policy applies to all students and staff of TasCollege. Core skills underpin vocational learning, employability skills, and workplace communication for all courses.

Policy

TasCollege is committed to supporting students’ core skills development through the following measures:

Core Skills Assessment

1. Initial Assessment via LLN Core Skills Indicator:

1. • TasCollege used the LLN Robot to conduct LLN Core Skills Indicator Assessment during orientation. This test is conducted under TasCollege staff supervision.
   • This assessment identifies students’ language, literacy, and numeracy (LLN) strengths and areas requiring support.
   • The test benchmarks individual performance using the ACSF.

2. Internal English Placement Test and Pre-Training Review:

1. • Additional tools to assess LLN competencies and guide tailored support.

3. Digital Literacy:
   

    

    

   • A student is deemed competent in the digital aspect of the LLND requirement upon completing the LLN Robot test using a computer. This ensures they have demonstrated the necessary digital skills, such as logging into a computer, using email for communication, and navigating websites to complete forms and exams, which are essential for their academic success at TasCollege.

Support Strategies

If core skills deficiencies are identified, TasCollege will implement the following support strategies.

1. Tailored Training Support:

1. • Design training materials and strategies aligned with students’ skill levels.
   • Provide a list of relevant workplace terminology and practice sessions to build a “vocational vocabulary.”
   • Offer verbal delivery of content to complement reading-based materials.
   • Monitor progress through teleconferences or one-on-one support.

2. Negotiated Training Plans:

1. • Collaborate with students to extend course timelines if necessary.
   • Engage employers, where applicable, to provide additional support during training.

3. LLN Robot Integration:

1. • Use LLN Robot to analyse ACSF levels, map course requirements, and generate individualised support programs.
   • Maintain a centralised LLND Support Register accessible to trainers and administrative staff.

4. External Referrals:

1. • For significant LLN deficits beyond TasCollege’s capacity, students will be referred to specialised language, literacy, and numeracy programs offered by public training providers.

Decision to Refer

The referral decision is based on the severity of the LLND deficit and the student’s willingness to improve:

• Students lacking basic workplace skills will be referred for external LLND training.
• Students with workplace-adequate skills but challenges in training participation will receive internal support.

Management Action and Responsibility

Academic Manager is responsible for the implementation of this policy. Campus Manager and Course Coordinator provide support to this policy.

Associated Documents

• LLND Support Register
• Training and Assessment Strategies
• Orientation and Pre-Training Review Guidelines
• Student Orientation Policy
• LLN Robot Guide

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Next Review Date: November 2027

Purpose & Legislative Background

TasCollege is committed to ensuring overseas students maintain satisfactory course progress as a condition of their student visa, in compliance with Standard 8 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018.

Under this standard, TasCollege acknowledges its responsibilities to:

• Monitor students’ course progress and attendance (where applicable).
• Identify and support students at risk of failing to meet requirements.
• Limit enrolment extensions to approved circumstances, advising students on visa implications.
• Comply with online learning regulations specific to the sector.

This policy outlines TasCollege’s measures to ensure compliance with the above. All enrolled or prospective students are informed of these requirements before course commencement through the policy section on TasCollege’s website.

Additionally, TasCollege ensures that course durations align with the Confirmation of Enrolment (CoE) and do not exceed the expected study duration as per the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS).

Scope

This policy applies to all students enrolled at TasCollege.

Policy

A standard study period is defined as one term (10 weeks) in the intake schedule.

– Monitoring & Assessing Course Progress
TasCollege assesses student progress for each unit of competency and cumulatively at the end of each term.

• Satisfactory Progress: Students must achieve competency in at least 50% of their enrolled units for each term.
• Review Process: Trainers and administrative staff monitor academic progress continuously. The Academic Manager is responsible for overseeing the progress of students identified as “at risk.”

– Identifying Students at Risk

TasCollege identifies students as “at risk” using indicators such as:

• Low-class participation and engagement.
• Attendance records.
• Late or incomplete assessments.
• High resubmission rates or frequent extension requests.
• Feedback from trainers.
• English language difficulties or repeated “Not Competent” outcomes.

If a student is identified as “at risk,” trainers and/or student support staff will notify the Academic Manager for intervention.

– Intervention Strategy

Steps for Supporting At-Risk Students:

First Warning Letter:

1. • Issued at the end of the first term if progress is below 50%.
   • Student must meet with the Academic Manager/Course Coordinator to discuss intervention strategies, which may include:
     • Additional classes or workshops.
     • One-on-one sessions with trainers.
     • Study groups or peer mentoring.
     • Referrals to Student Support Services for personal or academic concerns.

Second Warning Letter:

1. • Issued if the student continues to show unsatisfactory progress at the end of the  second term.

Notice of Intention to Cancel Enrolment:

1. • Issued if progress remains unsatisfactory for a third consecutive term, and the student fails to meet intervention plan requirements or attend intervention meetings.
   • Issued if student fails to attend the scheduled intervention meeting.

Intervention Timelines

• Interventions commence within the first two weeks of the following term.
• Students, trainers, or academic support team can request early intervention during the current term.

Unsatisfactory Course Progress

A student is considered to have made unsatisfactory course progress if:

• They fail to achieve competency in at least 50% of the scheduled units for two consecutive terms.

If a student fails to meet progress requirements despite interventions:

1. Notification & Appeals: The student will be issued a Notice of Intention to Cancel Enrolment. Students have 20 working days to appeal via internal or external processes.
2. Cancellation and reporting to the Department of Education and the Department of Home Affairs (DHA) will occur only if:
   • Appeals are not accessed or upheld.
   • The student withdraws from appeals in writing

Appeals

Students may appeal decisions on the following grounds:

• Errors in assessment results or progress calculations.
• Compassionate or compelling circumstances.
• Failure to implement an agreed intervention strategy.

Responsibilities

Management & Recordkeeping

• Student Intervention Register is maintained by Academic Support Officer.
• Regular reviews of intervention plans ensure students remain on track.
• All documentation, including warning letters, intervention plans, and cancellation notices, will be securely maintained in student file.

Responsibilities

Academic Manager is responsible for the implementation of this policy.

Academic Support, Course Coordinator and Trainers provide Support.

Associated documents

• Attendance Policy & Procedure Academic
• Course Progress Policy
• Student Discussion Form
• Academic Intervention Register
• Warning email template
  1. Unsatisfactory Course Progress: 1st Warning
  2. Unsatisfactory Course Progress: 2nd Warning
  3. Letter of Intention to Cancel Enrolment: Unsatisfactory Course Progress

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Next Review Date: November 2027

Purpose and Legislative Background

In alignment with Standard 6 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018, TasCollege ensures a safe, supportive, and responsive environment for its students and staff. This policy outlines procedures for managing critical incidents that may impact individuals within TasCollege or the broader community, with special consideration for overseas students who lack local support networks.

This policy also addresses compassionate and compelling circumstances under Standards 8 and 9 of the National Code, ensuring clarity on processes in situations beyond a student’s control that affect their well-being or academic progress.

Scope

This policy applies to all TasCollege students, staff, contractors, and visitors.

Policy

A critical incident, as defined under Standard 6, is a traumatic event or threat causing extreme stress, fear, or injury.

Examples of critical incidents include:

• Fire, explosion, or chemical hazard.
• Witnessing or involvement in a serious accident or act of violence.
• Serious illness, injury, or death of a student or staff member.
• Missing student.
• Severe verbal or psychological aggression.
• Natural disasters (e.g., earthquakes, floods).
• Social issues (e.g., sexual assault, drug or alcohol abuse).

Immediate Response:

TasCollege staff will use the below process as the first response to a critical incident

• Contact emergency services via 000 (or 112 for mobile phones).
• Notify the appropriate authorities if Australian law is breached.
• Activate the critical incident process as soon as an incident is identified.

Procedure for Handling a Critical Incident

Initial Steps:

1. Initial Response:

1. • The Designated Officer (TasCollege staff member witnessing or informed of the incident) assesses the situation and identifies risks to safety.

2. Emergency Contact:

1. • If the situation involves immediate danger, contact emergency services (000) for police, fire, or ambulance support.

3. Mitigating Harm:

1. • If safe, take measures to minimise further injury or damage.

4. Incident Control:

1. • Notify the CEO or the most senior available staff member to assume control and coordinate the response.

Critical Incident Team (CIT):

1. Formation and Termination:

1. • The CEO or senior staff will establish a CIT to manage the incident.
   • The CIT Team will terminate post-completion of evaluation of the incident.

2. Incident Report:

1. • Prepare a Critical Incident Form detailing the event, location, affected individuals, and required actions.

3. Response Plan:

1. • The CIT assigns tasks, communicates with stakeholders (students, families, emergency services), and implements the response plan. The response plan is documented using the Critical Incident Action Plan.

4. Counselling and Support:

1. • Arrange professional counselling for affected individuals.

5. Debriefing:

1. • Conduct a debrief session within 24–48 hours to evaluate the response and make recommendations for improvement.

6. Final Report:
   • Compile a final report documenting the incident, actions taken, and recommendations for future incidents. Record the process in the Critical Incident Registe

Ongoing Support

• Provide ongoing assistance to those affected by the incident, including referrals to counselling services.
• Facilitate culturally appropriate responses and liaise with embassies or consulates if necessary.
• Ensure the privacy of individuals involved, in compliance with the Privacy Act 1988.
• Issue statements to staff and students as needed.

Dissemination

• This policy is accessible via the TasCollege website.
• Emergency evacuation drills will be conducted for all students from time to time by the building manager.
• Policy reviews will be part of TasCollege’s continuous improvement cycle.

Responsibility

Campus Manager is responsible for ensuring the implementation of the policy.

All staffs of TasCollege provide operational support for managing incidents and ensuring compliance with procedures.

CEO is responsible to approve communication and manage media inquiries.

Associated Documents

• Critical Incident Form
• Critical Incident Action Plan
• Critical Incident Register
• Student Support & Welfare Services Policy

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Next Review Date: November 2027

Purpose & Legislative Background

In accordance with Standard 9 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018, enrolment at TasCollege may be deferred, suspended, or cancelled under specific circumstances initiated either by the student or by TasCollege.
Students have the right to appeal any decision made by TasCollege to defer, suspend, or cancel their enrolment. It is important to note that such changes to enrolment status may affect a student’s visa conditions in Australia.

Scope

This policy applies to:

• Current and prospective students of TasCollege.
• Third parties, including education agents associated with TasCollege.

Policy

Student-Initiated Deferment or Suspension:

1. Eligibility for Application
   Students may apply for deferment or suspension of their studies only under compassionate or compelling circumstances or non-visa grant which are defined as situations beyond the student’s control that impact their course progress or wellbeing.
2. Application for Deferral Prior to Course Commencement

1. • Requests for deferral must be submitted in writing to the Student Support Officer using the .
   • Upon approval, the student will receive an updated Letter of Offer and Confirmation of Enrolment (CoE).

3. Processing of Applications

1. • All applications for deferment or suspension will be assessed within 10 working days of submission.
   • Decisions will be communicated to the student in writing.
   • TasCollege reserves the right to approve or deny requests for deferment or suspension, with all relevant documentation retained on the student’s file.

4. Duration of Suspension

1. • The maximum allowable suspension period is cumulative six (6) months.
   • Students may need to apply for a new student visa to continue their studies after a suspension.

5. Examples of Compassionate or Compelling Circumstances
   Circumstances may include but are not limited to:

1. • Serious illness or injury, supported by a medical certificate.
   • Bereavement of immediate family members (e.g., parents or grandparents), supported by a death certificate where possible.
   • Major political upheaval or natural disaster in the student’s home country, requiring emergency travel.
   • Traumatic experiences, such as involvement in or witnessing a serious accident or crime, supported by police or psychologist reports.
   • TasCollege being unable to offer a prerequisite unit or delayed visa issuance.

TasCollege-Initiated Deferral, Suspension, or Cancellation:

1. Deferral of Studies
   

    

   • TasCollege may initiate deferral when the course start date has passed and the student visa is not granted.
   • TasCollege may also defer a student when students arrive late (visa granted and course start date has passed by more than 2 weeks).
   • TasCollege will give a deferral notice via Provider Registration and International Student Management System (PRISMS) and provide student with a new CoE.
   • Deferring to future course intakes and subsequently applying for a withdrawal and a refund will not result in a full refund. In calculating the refund of fees, the original course start date (not the deferred course start date) is taken into consideration. Students will pay the remaining tuition fee for the term. e.g. If the student hasn’t fully paid for the term initially. Materials fee after course commencement will not be refunded.
     
     
2. Suspension of Studies

1. • TasCollege may suspend a student’s enrolment due to misconduct as outlined in the Student Code of Conduct.
   • Attendance will not be recorded during the suspension period.
   • Suspensions will be recorded on the PRISMS.

3. Cancellation of Enrolment
   Reasons for cancellation may include:

1. • Misconduct under the Student Code of Conduct.
   • Failure to maintain a valid student visa.
   • Non-payment of course tuition fees and other fees.
   • Lack of genuine engagement with studies (e.g., poor attendance or failure to progress).

Before initiating cancellation, TasCollege will:

1. • Notify the student in writing of the intention to cancel.
   • Allow the student 20 working days to access the complaints and appeals process as per the Complaints and Appeals Handling Policy and Procedure.

4. Extenuating Circumstances
   TasCollege may cancel a student’s enrolment immediately if there are extenuating circumstances related to the student’s welfare or the safety of others, including but not limited to:

1. • Criminal behaviour or investigations.
   • Threatening or harmful behaviour.
   • Serious medical or psychological issues affecting the student or others.
   • If the student cannot be located.

PRISMS Notification:

1. • Notification of suspension or cancellation will occur only after the internal appeals process is completed, except in cases involving extenuating circumstances.

5. Student Obligations
   If a CoE is cancelled, the student must contact the Department of Home Affairs (DHA) within 28 days to confirm their plans, such as enrolling in another course, returning home, or pursuing an external appeal.

Any fees and refunds applicable will be processed in accordance to Fee Policy and Refund Policy & Procedure.

Responsibilities

• Campus Manager and Compliance Officer: Overall responsibility for the implementation of the policy implementation and compliance.
• Academic Manager and/or Course Coordinator: Provide support and ensure adherence to the policy.
• Student Support Officer: Handle applications for deferral or suspension and communicate outcomes to students.
  
  

Record-Keeping & Documentation

TasCollege will keep all decisions, communications, and supporting evidence on the student’s file as part of TasCollege’s compliance and record-keeping requirements.

Requests are maintained in the Student Requests – Student Service Register and any documents relating to student requests are maintained on aXcelerate as per TasCollege Documents & Records Management Policy.

Associated Documents

• Student Requests – Student Service Register
• Documents & Records Management Policy
• Fee Policy
• Refund Policy & Procedure
• Deferment and Withdrawal Form
• Complaints and Appeals Handling Policy and Procedure
• Course Progress Monitoring Policy & Procedure
• Attendance Policy & Procedure
• Student Code of Conduct
  
  

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Next Review Date: November 2027

Purpose & Legislative Background

This policy ensures TasCollege complies with:

• Standards 2 and 3 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018
• Clauses 5.3, 7.3, and Schedule 6 of the Standards for Registered Training Organisations (RTOs) 2015.

TasCollege is entitled to charge fees for services provided to students undertaking training and assessment leading to nationally recognised outcomes. These services include tuition, course materials, textbooks, student services, training and assessment, and bank fees (if applicable).

As per Schedule 6, Clause 7.3 of Standard 7 of RTO Standards 2015 TasCollege ensures the protection of fees paid in advance by individual learners or prospective learners.

Scope

This policy applies to all current & prospective students of TasCollege.

Policy

1. Information about fees

TasCollege protects the fees paid in advance by international students through:

• Collecting tuition fees as per an agreed payment schedule.
• Coverage by the Australian Government Tuition Protection Service (TPS).

If TasCollege cannot provide a refund or place a student in an alternative course:

• TPS will place the student in a suitable alternative course at no extra cost.
• If no alternative course is available, the student may apply for a refund of unspent prepaid tuition fees related to incomplete course components.

For local students, TasCollege will not collect or accept more than $1,500 in prepaid fees.

Fee details are provided in:

• The Student Agreement (Letter of Offer)
• The TasCollege website: Fee Schedule.

In compliance with Clause 5.3 of the Standards, detailed fee information is provided before enrolment or commencement of training. Fee information includes:

• Course costs, including material fees.
• Additional costs, such as fees for recognition of prior learning (if applicable).
• Payment terms, including deposits, refunds, and payment plans.

The Student Agreement (Letter of Offer) and Student Handbook include this policy and consumer rights. Students must sign the Student Agreement (Letter of Offer) to acknowledge the terms and conditions.

Where an employer is paying for a student’s course, an Employer Agreement will outline applicable fees and payment terms.

No cooling-off period applies, as TasCollege does not engage in unsolicited consumer agreements.

2. Course Fee Inclusions and Exclusions

Inclusions:

• Training, assessment, and educational support services required for the course within the allocated attempts.
• Learning materials (unless otherwise specified).
• Issuance of one set of certification documents (testamur and record of results or Statement of Attainment for partial completion).

Exclusions:

• Optional textbooks and materials not required for course completion.
• Replacement textbooks or materials for lost or misplaced copies (refer to the Fee Schedule).
• Personal items such as stationery, computers, or internet access for homework tasks.
• Printing costs.
• Re-issuance or additional copies of certification documents (fees detailed in the Fee Schedule).

TasCollege does not guarantee course completion, regardless of payment status.

3. Payments

The payment method used at TasCollege is via electronic payment method only. Students can pay by direct transfer, credit card or debit card. A card payment surcharge is applicable; please refer to the Fee Schedule. No cash payment facility is available at TasCollege.

Students facing financial difficulties are encouraged to contact TasCollege to arrange alternative payment options.

Debts more than 70 days overdue may be referred to a debt collection agency. TasCollege reserves the right to:

• Suspend training or services until overdue fees are settled.
• Withdraw students with long-term outstanding accounts if no payment arrangements are made.

4. Tuition Fee Protection

TasCollege complies with the Student Tuition Protection Scheme (TPS), managed through the Overseas Student Tuition Fund (OSTF). This fund protects overseas students’ tuition fees in case of provider default.

More information about students’ rights under the Education Services for Overseas Students (ESOS) Act 2000 is available at Study in Australia – ESOS Act.

Refer to the Tuition Fee Protection Policy for further details.

5. Publication of Fees and Policies

TasCollege will prominently publish the following on its website:

• Costs for fee-for-service programs (Fee Schedule).
• Fee Policy.
• Refunds Policy & Procedure.
• Details of additional non-tuition fees (in TasCollege Fees and Payment Webpage).

Responsibility

Accounts Officer is responsible for the implementation of this policy.

Fee Payment Schedule and Notices for Enroled Students at TasCollege

Associated documents

• Fee Schedule
• Refund Policy & Procedure
• Tuition Fee Protection Policy

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Next Review Date: November 2027

Purpose & Legislative Background

TasCollege adheres to Clauses 1.8 to 1.12 of the Standards for RTOs 2015, ensuring:

• Assessment complies with the requirements of the relevant training package or VET-accredited course.
• Assessment is conducted in line with the Principles of Assessment and the Rules of Evidence outlined in Table 1.8-2.

This policy outlines TasCollege’s commitment to upholding academic integrity by ensuring that assessments are authentic, ethical, and aligned with regulatory requirements. Specifically, this policy focuses on maintaining the authenticity of assessment evidence to meet compliance standards.

Table 1.8-2: Rules of Evidence

Scope

This policy applies to all students enrolled at TasCollege and all staff involved in assessing or facilitating learning.

Policy

TasCollege fosters a learning environment that promotes academic integrity and independent thought. All students and staff are responsible for maintaining high ethical standards in their academic and assessment practices.

Detection and Reporting:
At TasCollege all student assessments will be checked for plagiarisms using Turnitin software.

1. Trainers/Assessors identify potential plagiarism using various methods, including Turnitin software to detect similarity and plagiarism in submissions.
2. The incident is reported to the Academic Manager (AM) for review and further action.

Students must:

• Avoid plagiarism in any form.
• Submit original work for assessment and appropriately acknowledge sources.

Trainers and assessors must:

• Detect and report suspected plagiarism.
• Provide clear guidance on academic integrity expectations during induction and throughout the training.

Definition of Plagiarism:
Plagiarism is the act of presenting someone else’s ideas, interpretations, or creative work as one’s own without proper acknowledgment. This includes:

• Directly copying text, designs, images, or data.
• Paraphrasing ideas without crediting the source.
• Submitting collaborative work as independent.
• Reusing one’s own previous work without permission (self-plagiarism).
• Using a “cut and paste” approach from multiple sources.

Intentional vs. Unintentional Plagiarism

• Intentional: Deliberate act to deceive.
• Unintentional: Careless referencing or lack of understanding of academic expectations.

Academic Integrity Guidelines:

Referencing Requirements

Students must adhere to the Harvard Referencing System for in-text citations and reference lists:

• In-text citations: Include the author’s name, year of publication, and page number (if applicable).
• Reference List: List all sources alphabetically at the end of the document, including full publication details.

Example Reference

• Dwyer, J & Hopwood, N, 2010, Management Strategies and Skills, Sydney, McGraw Hill Australia.

Common Knowledge

Common facts (e.g., “Australia is a continent”) do not require citation.

Cheating:

Cheating involves deceit to gain an unfair advantage, such as bringing unauthorised material into assessments. Trainers must clarify what constitutes cheating and uphold a culture of honesty.

TasCollege Plagiarism Process

This process outlines the steps TasCollege follows to identify, assess, and address incidents of plagiarism to ensure compliance with the Standards for RTOs 2015 and uphold academic integrity.

Responsibility

Trainers/Assessors provide support for the implementation of this policy.

Associated Documents

• Academic Integrity and Referencing Guidelines
• Assessment Submission Procedure
• Complaints and Appeals Policy
• Plagiarism Warning Letter Template
• Plagiarism Incident Report Form
• Trainer and Assessor Handbook
• Student Handbook

Appeals

Students may appeal plagiarism decisions as per the Complaints and Appeals Handling Policy and Procedures.

Privacy Policy for Students and Staff

TasCollege places the highest importance on safeguarding the privacy of its students and staff. TasCollege complies with the Privacy Act 1988 and the Australian Privacy Principles in the following ways:

1. Collection and Retention of Personal Information

1. • TasCollege collects personal details of students and staff, including ethnicity, individual needs, and educational backgrounds.
   • TasCollege retains records of students’ training activities in accordance with the National Vocational Education and Training Regulator Act 2011.
   • Personal information is gathered through enrolment forms, administrative documents, and training outcomes.

2. Data Storage and Security

1. • TasCollege secures hard-copy files in lockable filing cabinets monitored during working hours and secured overnight.
   • Electronic data is stored on TasCollege’s computer systems, protected by antivirus software, firewall protections, and continuous server backups.
   • TasCollege ensures that all student records are securely stored for 30 years from the date of enrolment completion, as required under the National Vocational Education and Training Regulator Act 2011.

3. Disclosure of Personal Information

1. • TasCollege may disclose student information to Government agencies, such as the National Centre for Vocational Education and Research (NCVER) or the Australian Skills Quality Authority (ASQA), where required by law. Refer to Documents & Records Management Policy.
   • In all other cases, TasCollege will seek the student’s written consent before disclosing personal information.

4. Access to Personal Information

1. • Students and staff have the right to access their personal information held by TasCollege.
   • Any third-party access requests (e.g., from parents of students over 18) will only be granted if written authorisation is provided by the student.

5. Complaints and Concerns

1. • TasCollege encourages students and staff to raise any privacy concerns with senior management.
   • Internal complaints can be submitted in accordance with TasCollege’s Complaints and Appeals Handling Policy and Procedure.
   • Under the Privacy Act 1988, students and staff may also lodge complaints with the Office of the Australian Information Commissioner (OAIC). Details are available at www.oaic.gov.au.

Management Action and Responsibility

The Quality Assurance Committee (QAC) at TasCollege is responsible for implementing and overseeing this policy. TasCollege staff will actively support its implementation and ensure compliance.

Related Documents

• Complaints and Appeals Policy
• Documents & Records Management Policy

Purpose & Legislative Background

TasCollege ensures compliance with Standard 2 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018 and Clause 3.5 of the Standards for Registered Training Organisations (RTOs) 2015 by implementing a policy for assessing and granting course credits to students.

• Credit Transfer (CT): TasCollege awards credit transfers to students who provide documented evidence of previously achieved competencies. CT is an administrative process, not an assessment, and determines equivalence between prior units and those within TasCollege’s courses.
• Recognition of Prior Learning (RPL): RPL involves the assessment of a student’s prior knowledge and skills to determine their eligibility for recognition toward a qualification or course.

This policy outlines the procedures for awarding CT and RPL, ensuring compliance with relevant standards and regulations.

Scope

This policy applies to:

• All current and prospective students of TasCollege seeking credit for prior learning.
• Staff responsible for processing and assessing CT and RPL applications.
• The entire scope of TasCollege’s operations.

Policy

TasCollege upholds the National Principles and Operational Guidelines for Recognition of Prior Learning (RPL) as a key element of Australian education and training.

1. Compliance:

1. • CT and RPL processes align with:
     • Standards for Registered Training Organisations (SRTOs 2015).
   • TasCollege ensures RPL is available to all students and conducted in compliance with SRTOs 2015.

2. Assessment Requirements:

1. • RPL assessments are conducted in line with the principles of assessment (fairness, flexibility, validity, reliability) and rules of evidence (validity, sufficiency, authenticity, currency).
   • Assessments are performed by qualified assessors holding Certificate IV in Training and Assessment (TAE40122) or equivalent qualifications per SRTOs 2015, Standards 1.13–1.16.

3. Course Credit Recognition:

1. • TasCollege grants CT for nationally recognised qualifications and competencies within the ESOS framework.
   • CT and RPL applications must include evidence that is current, relevant, valid, verifiable, and substantial.

4. Reporting:

1. • Any course duration adjustments resulting from CT or RPL will be updated in PRISMS and reported to the Department of Education as required under the ESOS Act.
   • Records of credit granted will be retained for two years after the student ceases enrolment.

5. Fees:

1. • CT: No fees apply.
   • RPL: Fees are charged per unit of competency and calculated on a pro-rata basis in addition to course fees. Please see the Fee Schedule on the TasCollege website.

Course Duration Adjustments

1. Before Visa Grant:
   • The Confirmation of Enrolment (CoE) will reflect the adjusted course duration if CT or RPL is granted before the visa is issued.
2. After Visa Grant:
   • Any changes to course duration resulting from CT or RPL are reported to the Department of Education via PRISMS within 14 days.

Procedures

Credit Transfer Procedure

RPL Procedure

RPL fee may apply as per the college’s Fee Schedule.

1.     If successful, TasCollege will update student records on aXcelerate using appropriate codes to recognise RPL.

·         Credit Transfer Request Form

·         Recognition of Prior Learning (RPL) Application Form

·         Enrolment Checklist

·         RPL Kits

·         RPL and Credit Transfer Evidence Form

Next Review Date: November 2027

Purpose & Legislative Background

This policy outlines refund circumstances, applicable processes, and timeframes. Situations covered include student withdrawal, visa refusal, misconduct, and course cancellation by TasCollege. This policy is designed to meet the requirements under Schedule 6, Clause 7.3 of Standard 7 of the Standards for Registered Training Organisations (RTOs) 2015, ensuring the protection of prepaid fees by students or prospective learners.

Scope

This policy applies to all current and prospective students of TasCollege.

Policy

General Refund Principles:

1. Enrolment Fee: An enrolment fee (non-refundable deposit) is charged for all courses. It is refundable only if TasCollege cancels a course before it commences due to insufficient enrolments or unforeseen circumstances.
2. RPL Fees: Fees paid for Recognition of Prior Learning (RPL) are non-refundable.
3. Refund Eligibility: Students withdrawing from a course must apply for a refund in writing via the Refund Request Form. Refunds will not be processed without a completed Withdrawal Deferment & Suspension Form.
4. Provider Default: In cases where TasCollege or its third-party partners are unable to deliver the promised training or assessment, refunds will be processed automatically within 28 business days.
5. Deferment of course: Deferment does not entitle a student to any refund of tuition fees and costs already paid. The original CoE Start date is taken into consideration for this purpose.
6. Fraudulent documentation: If the visa is refused by the Department of Home Affairs and/or TasCollege becomes aware of fraudulent documents to make an application to study in Australia, no refund is payable by TasCollege.

Situations Triggering Refunds

TasCollege will issue refunds in the following cases:

• Provider Default:

• • TasCollege ceases to operate.
  • TasCollege ceases to deliver the enrolled course, terminating the agreement.
  • A significant change to the student agreement that the student does not agree to.

• Refund Assessment:

• • Refunds are calculated based on training and materials already provided. This includes textbooks, training sessions, individual support, and assessments.
  • Students will receive written notice of the refund outcome within 28 business days.
  • Refund assessments can be appealed by following TasCollege Complaints and Appeals Policy & Procedure.

Refund Table for International Students

Special Refund Conditions

1. Withdrawal After Commencement: No refund is available for students who withdraw after course commencement unless supported by a medical certificate or evidence of extreme personal hardship. Refund considered on the basis of medical certificate or evidence of extreme personal hardships are subject to review and decision by CEO.
2. Pro-Rata Refunds: Refunds are considered on a pro-rata basis if the student can no longer continue due to verified illness or injury.
3. Credit for Future Training: Students may apply tuition fees as credit toward future course enrolment within 12 months.

Refund Processing

• Payment Recipient: Refunds will only be issued to the original payer unless advised in writing.
• Student Default refunds: Overseas students’ student default due to visa refusal will be processed from TasCollege’s Clients’ account (Provider Protected Account).
• Timeframe: Refunds will be processed within four (4) weeks of receiving the refund request application. For course cancellations, refunds will be issued within two (2) weeks of cessation.
• Records Management: Refund decisions and related documentation are securely stored in student files and accounting systems.

Publication of Refund Policy

TasCollege publishes this policy and refund-related details prominently on its website. Students can access the Fee Schedule, which includes detailed information about tuition and non-tuition fees.

Responsibility

The Accounts Department is responsible for the overall implementation of this policy. The Student Support Department and Marketing Department provide support for timely refunds.

The CEO has overarching accountability and responsibility for this policy.

Associated Documents

• Fee Schedule
• Fee Policy
• Withdrawal Deferment & Suspension Form
• Refund Request Form
• Tuition Fee Protection Policy

Version Control

Next Review Date: November 2027

Purpose & Legislative Background

TasCollege is committed to providing a safe, supportive, collaborative, and positive learning environment to all TasCollege’s students.

This Code sets out TasCollege’s expectations of students concerning their academic and personal conduct and outlines TasCollege’s responsibilities to students.

Clause 5.2 (e) of Standards and Standard 3 of the National Code of Practice complies with this policy.

Scope

This code applies to all the students of TasCollege enrolled with TasCollege in Australia or students representing TasCollege in any event or activity in Australia. This code does not replace, but supports, legislation, relevant professional bodies’ codes of conduct or awards and policies.

The Code

Compliance with all TasCollege policies, procedures, and quality initiatives

All students are required to observe and comply with all college policies, procedures, guidelines, directives, and quality initiatives during their enrolment at TasCollege.

Students’ rights:

TasCollege students have the right to:

• Be treated fairly and with respect by all students and staff.
• Learn in a supportive environment that is free from harassment, discrimination, and victimisation.
• Learn in a healthy and safe environment where the risks to personal health and safety are minimised.
• Have their details and records kept private and secure according to our Privacy Policy
• Access the information TasCollege holds about them.
• Have their complaints and appeals dealt with fairly, promptly, confidentially and without retribution.
• Make appeals about procedural and assessment decisions.
• Receive training, assessment and support services that meet their individual needs.
• Be given clear and accurate information about their course, training and assessment arrangements and their progress.
• Access the support they need to effectively participate in their training program.
• Provide feedback to TasCollege on the client services, training, assessment, and support services they receive.
• Be informed of any changes to agreed services, and how it affects them as soon as practicable.

Student Obligations

TasCollege expects its students to:

• Treat all people with fairness and respect and do not do anything that could offend, embarrass, or threaten others.
• Not harass, victimise, discriminate against, or disrupt others.
• Treat all others and their property with respect.
• Respect the opinions and backgrounds of others.
• Follow all safety policies and procedures as directed by staff.
• Report any perceived safety risks as they become known.
• Not bring into any premises being used for training purposes, any articles or items that may threaten the safety of self or others.
• Notify us if any of their personal or contact details change.
• Provide relevant and accurate information to TasCollege promptly.
• Approach their course with due personal commitment and integrity.
• Complete all assessment tasks, learning activities and assignments honestly and without plagiarism or infringing on copyright laws.
• Hand in all assessment tasks, assignments, and other evidence of their work with a completed and signed cover sheet.
• Make regular contact with their Trainer/Assessor.
• Prepare appropriately for all assessment tasks, visits, and training sessions.
• Notify TasCollege if any difficulties arise as part of their involvement in the program.
• Notify TasCollege if they are unable to attend a training session for any reason at least 12 hours prior to the commencement of the activity.
• Make payments for their training within agreed time frames, where relevant.

Unacceptable Student Behaviour:

Unacceptable behaviour may include but is not limited to:

• Endangering the safety of self or others
• Inappropriate physical contact and/or physical violence
• Bullying and intimidation of any other person
• Being affected by drugs and/or alcohol
• Consistently disrupting the work of learning in the classroom
• Inappropriate isolation of a group member from group activities
• Putting at risk the good reputation of any other person
• Making racist or sexist comments to any other person
• Demeaning another in any way
• Constantly and inappropriately seeking attention
• Behaving in a disruptive manner such as swearing, yelling, using offensive language
• Inappropriate invasion of another’s personal space
• Stealing
• Disobeying any reasonable direction by a staff member
• Viewing or distributing offensive material via the Internet, e-mail, or any other means
• Use of mobile phones in the classroom and bathroom.
• Smoking or vaping within the college premise

If a student’s behaviour is disruptive or unacceptable, disciplinary action may be taken against the student. A trainer/assessor can ask you to leave the classroom or refuse entry to a classroom if your behaviour is disruptive or dangerous. If your behaviour threatens the safety of others, interferes with the duties of staff or other students’ study, or damages or threatens college property, you may be suspended.

Integrity in Academic Works

TasCollege students are expected to:

• Not engage in plagiarism or other academic misconduct (Ref: Plagiarism Policy)
• Actively participate in the learning process.
• Attend scheduled course training activities and submit assessment tasks on time, unless unforeseen or exceptional circumstances arise.
• Behave ethically, avoiding any action or behaviour that would unfairly disadvantage or advantage either themselves or another student.
• Comply with the assessment conditions, and trainer/assessor instructions, and ensure the proper use of copyright material.
• Do not behave in a way that disrupts or interferes with any training or academic activity at TasCollege.

TasCollege Resources

Students have a general responsibility to safeguard, properly use and care for college resources. Fraud or theft by a student may result in dismissal or legal action.

TasCollege students are expected to:

• Use and care for all college resources, such as buildings, equipment, library, information, and communication technology resources, lawfully and ethically, mindful of the need for resources to be shared by all college members.
• Not engage in behaviour that is detrimental to college property, including TasCollege library sources, and course materials.
• Not misuse library, computing or communications facilities in a manner that is unlawful, or which will be detrimental to the rights and properties of others.

Students must use college resources only for purposes related to their studies. TasCollege facilities and resources are necessarily provided in an accessible manner on trust to staff and students. TasCollege information systems, including software and computer equipment, may be used only by staff or students.

TasCollege responsibilities to ensure that students comply with the Student Code of Conduct:

• Students study in an academic environment that fosters student participation in active and collaborative learning activities that contribute towards the development of knowledge, skills, and graduate attributes.
• Students are considered for selection into courses or programs based on valid, explicit, fair, and reliable criteria.
• Enrol in courses and programs of study that are of a high standard, satisfy relevant professional requirements, are up-to-date and based on training packages and industry expectations.
• Have access to appropriately qualified academic staff and academic and learning support services.
• Have access to materials, equipment, and other resources to enable completion of academic courses.
• Receive timely, complete, clear, and accurate information in relation to the content, conditions, cost, and assessment tasks of courses.
• Receive timely and appropriate feedback on assessment tasks.
• Receive timely and appropriate information about administrative procedures that apply to them.
• Have an opportunity to provide feedback on the training, learning and assessment environment.
• Study and work in a safe, harmonious, tolerant, and productive academic environment.
• Are treated with courtesy, tolerance, and respect as valued members of the TasCollege community.
• Are treated fairly, impartially, and consistently in all aspects of college policy, procedures, and practice.
• Are treated equitably, and free from all forms of unlawful discrimination and harassment, including sexual harassment.

Students have a responsibility to:

• Observe TasCollege and classroom norms and this Student Code of Conduct
• Be courteous to staff and other students
• Behave in a manner that does not interfere with the learning of others
• Responsibly conduct themselves while at TasCollege or any other college activity, excursion, or function
• Abide by the policies and rules of TasCollege
• Abide by the conditions of the Student Agreement/Letter of Offer.

Breach of the Code

A student may be suspended or have their enrolment terminated from a course for behaviour that contravenes this Student Code of Conduct.

Responsibility

Campus Manager is responsible for the implementation of this policy. All staffs of TasCollege provide support to this policy.

Associated Documents

• Plagiarism Policy
• Complaints and Appeals Handling Policy and Procedure
• Complaints and Appeals Form
• Student Handbook

Version Control

Next Review Date: November 2027

Purpose & Legislative Background

This policy is guided by:

• Standards for Registered Training Organisations (RTOs) 2015, Clauses 1.3(b) and 1.7
• National Code of Practice for Providers of Education & Training to Overseas Students 2018, Standards 6 and 8

The purpose of this policy is to foster a supportive learning environment where students feel safe, supported, and encouraged to contribute positively to the TasCollege community. It ensures compliance with legislative requirements and reinforces TasCollege’s commitment to student well-being, academic success, and overall welfare.

Scope

This policy applies to all current and prospective students of TasCollege.

Policy Statements

1. Student Support and Safety

TasCollege is committed to providing a safe and supportive environment for students and staff by:

• Implementing policies to prevent discrimination, harassment, and vilification.
• Upholding the Student Code of Conduct.
• Appointing a Student Support Officer to provide guidance and referrals for welfare-related services.
• Referring students to external counselling services as required.
• Keeping students informed about safety and security concerns relevant to international students through timely communication.
• Monitoring course progress and offering academic support to help students achieve their academic goals.

Students can access advice and guidance on personal, family, or accommodation issues. If further assistance is needed, referrals to external services will be arranged.

2. Student Handbook

• All students receive a link to the comprehensive Student Handbook, including information about college resources, external support, and adjustments to life in Australia.
• The handbook is also available on the TasCollege website.

3. Student Support Officer

TasCollege appoints a dedicated Student Support Officer responsible for:

• Providing support services, including guidance on accommodation, counselling, crisis management, disabilities, financial matters, legal issues, medical concerns, mental health, and stress management.
• Coordinating academic support in consultation with the Course Coordinator.
• Ensuring required academic assistance is provided through learning support sessions or activities.
• Referring students to external services when necessary, with no additional fees charged by TasCollege. However, external service fees must be paid directly by students to the service provider.
• All students of TasCollege are required to attend orientation, where the Student Support Officer explains available support services and how to access them.

4. Academic and Learning Support

TasCollege provides tailored academic support to address:

• Attendance or academic performance issues that may hinder students’ ability to complete their course.
• Language, Literacy, Numeracy and Digital (LLND) programs, either in-house or through external referrals.
• Course progress intervention strategies to assist students at risk of not meeting program requirements.

Students have equal access to:

• IT resources, learning materials, and staff support.
• Opportunities to lodge and resolve complaints.
• Personal and academic records.

        5. Students with LLND Needs

TasCollege identifies and supports LLND needs through:

• Pre-enrolment assessments, orientation sessions, or trainer recommendations.
• Embedding LLND principles into training delivery and assessments.
• Using LLN Robot to assess Student’s LLN skill level integrating Australian Core Skills Framework (ACSF).
• Provide Training Recommendations or Training supplements through LLN Robot as recommended,
• Referring students to external/internal English language programs as needed.

6. Students with Disabilities

TasCollege complies with the Disability Discrimination Act 1992 and Disability Standards for Education 2005 to ensure equitable access for students with disabilities.

• Reasonable adjustments to teaching and assessments are made to minimise disadvantage.
• Adjustments maintain the fundamental integrity of assessments, ensuring competency standards are met.

Students are encouraged to contact Academic Manager for consideration.

Students requesting adjustments must provide supporting documentation, such as a professional recommendation.

7. Student Hardship

Students facing financial, medical, or personal hardship may seek support by submitting a written request to the Student Support Officer, along with evidence, such as:

• Financial documents (e.g., bank statements).
• Medical certificates.
• Reports from counsellors or external agencies.

The Student Support Officer will review requests, arrange face-to-face meetings, and provide appropriate support or referrals.

8. Information to Students

Information on student support services is made available via:

• The Student Handbook.
• The TasCollege website.
• Orientation sessions using the Student Orientation Document.

Students can access services by contacting the Student Support Officer, administrative staff, or the Academic Manager/Course Coordinator.

9. Review and Continuous Improvement

TasCollege implements regular reviews and feedback mechanisms to evaluate and improve support services. These include:

• Surveys conducted during each study period.
• Analysis of feedback by key management staff and recommendations to the CEO.
• Campus Manager reviews and discussions with the Student Support Officer (SSO) to develop improvement strategies.
• Monitoring of actions by responsible staff members.

Unbudgeted improvements requiring additional funding will be submitted to shareholders for approval.

Responsibilities

The following roles are responsible for the implementation of this policy:

• Campus Manager: Ensures operational oversight of support services.
• Academic Coordinator: Coordinates academic and learning support.
• Student Support Officer: Is the primary contact for student welfare and support services.

Related documents

• Process manual
• Access and Equity Policy
• Course Progress Monitoring Policy and Procedure
• Assessment Policy and Procedure•
• Quality Assurance and Continuous Improvement Policy
• Student Handbook
• External Support Service Provider List
• Student Orientation Document
• Core Skills and LLND Policy

Version Control

Next Review Date: November 2027

Purpose

This policy ensures compliance with the Education Services for Overseas Students (ESOS) Act 2000 and Standard 7 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018. These regulations restrict registered providers from enrolling international students transferring from another provider unless specific conditions are met.

The purpose of this policy is to outline the processes TasCollege follows in managing transfer requests from international students seeking to move between CRICOS-registered providers.

Scope

This policy applies to all TasCollege staff and international students.

Policy Statement

All decisions regarding student transfer requests will be fair, transparent, and in accordance with this policy and procedure. TasCollege will consider the student’s circumstances and other relevant factors in its decision-making.

1. Transferring from Another Registered Provider

TasCollege will not knowingly enrol a student transferring from another registered provider before completing six months of their principal course unless one or more of the following conditions are met:

• The student’s current provider or course has ceased to be registered.
• The student’s current provider has a sanction imposed by the ESOS agency, preventing the continuation of the principal course.
• The current provider agrees to release the student and records the release in PRISMS.
• A government sponsor supporting the student provides written consent, stating the transfer is in the student’s best interest.

2. Transferring to Another Registered Provider

Students enrolled at TasCollege may request to transfer to another provider before completing six months of their principal course. A transfer request will be assessed and granted if any of the following conditions apply:

• The student cannot achieve satisfactory course progress despite engaging with TasCollege’s intervention strategy as per Standard 8.
• Compassionate or compelling circumstances exist.
• TasCollege is unable to deliver the course as outlined in the agreement.
• The student’s reasonable expectations of the course are not being met.
• The student was misled by TasCollege or its agent regarding the course, making it unsuitable for their study objectives.
• An appeal (internal or external) results in a recommendation to release the student.

Conditions Where Transfers May Not Be Granted:

• The transfer jeopardises progression through a package of courses.
• The student has only recently started their course, and support services have not yet been fully provided. The student will be asked to engage in these services for four additional weeks before reapplying.
• The student is attempting to avoid being reported for failing to meet attendance or academic progress requirements.
• No valid compassionate or compelling circumstances exist.
• There is an outstanding fee against the student.

For a transfer request to be considered, students must submit a valid offer of enrolment from another registered provider and a statement of reason.

Processing Requests:

• Transfer requests will be processed within 10 working days of TasCollege receiving the Release Request Form.

• If the request is approved, students will receive a written email confirming the approval of the release request along with a Letter of Release Request Approval. The release will be recorded in PRISMS.
• If the request is refused, students will receive written reasons for the decision and information on accessing the complaints and appeals process along with the Complaints & Appeals Form.
• Transfers incur no administrative cost. Refunds, if applicable, will be processed as per TasCollege’s Refunds Policy and Procedure.

3. Transferring to Another Course Within TasCollege

Students may request a transfer to another course offered by TasCollege if:

• The new course better aligns with their study capabilities or long-term goals (e.g., career or personal aspirations).
• The student provides evidence that their reasonable expectations of the current course are not being met.

Conditions Where Transfers May Not Be Granted:

• The transfer jeopardises progression through a package of courses.
• The student has only recently commenced the course, and support services have not been fully utilised.
• The transfer is an attempt to avoid being reported for unsatisfactory attendance or academic progress.

Students must complete the Change of Course Request Form to initiate the process. Transfer requests will be processed within 10 working days.

• If approved, student will receive a Student Letter of Offerwith details and fees for the new course. A new CoE/s will be created upon receiving a signed copy of the Letter of Offer.
• If rejected, students will receive and email stating the reasons for refusal with information on accessing the complaints and appeals process along with Complaints & Appeals Form.

Costs and any applicable refunds will be processed in accordance with TasCollege’s Fees Policy and Refunds Policy and Procedure.

Additional Considerations for Transfers:

1. Visa Advice

Students considering or approved for a transfer must contact the Department of Home Affairs (DHA) to verify if their visa requirements are affected. Students can contact DHA at www.homeaffairs.gov.au.

2. Complaints and Appeals

If a transfer request is refused or not processed within the specified timeframe, students can appeal through TasCollege’s Complaints and Appeals Handling Policy and Procedure. Appeals must be lodged within 20 working days of the refusal decision.

If the appeal supports the student’s transfer request, a Letter of Release Request Approval will be granted. Refusal status will not be finalised in PRISMS until the complaints and appeals process is completed or the student withdraws their application.

3. Record-Keeping

All records related to transfer requests, including assessments and decisions, will be retained for two years after the student ceases enrolment. Release requests register will be maintained in the Student Requests – Student Service Register.

4. Publication

This policy is included in the International Student Handbook and is accessible on TasCollege’s website.

Responsibility

• Campus Manager: Responsible for implementing this policy.
• Student Service Officer: Responsible for providing support.
• Marketing Manager: Responsible for providing support.
• PRISMS Officer: Responsible for recording Transfer request’s decisions on PRISMS.

Associated Documents

1. Change of Course Request Form
2. Fees Policy
3. Refund Policy and Procedure
4. Complaints and Appeals Handling Policy and Procedure
5. Complaints & Appeals Form
6. International Student Handbook
7. Release Request Form
8. Letter of Release Request Approval
9. Student Requests – Student Service Register

Version Control

Next Review Date: November 2027

Purpose & Legislative Background

TasCollege is committed to ensuring the delivery of current, high-quality training outcomes to students while maintaining compliance with national training and assessment standards. This policy outlines TasCollege’s approach to managing transitions resulting from changes to training packages.

Under Clauses 1.26 and 1.27 of the Standards for Registered Training Organisations (RTOs) 2015, RTOs are required to:

• Transition from superseded training packages within 12 months of their publication in the National Register.
• Ensure only currently endorsed training packages and accredited courses are delivered.

Scope

Nationally endorsed training packages undergo periodic revisions to align with industry standards and emerging needs. These revisions can result in:

• Changes to qualification and unit of competency codes, titles, and packaging rules.
• Revisions to assessment guidelines and prerequisites.
• New training packages are being developed and released.

These updates may occur at various points during a student’s enrolment, requiring TasCollege to systematically manage transitions to comply with regulatory standards while minimising any disadvantage to students.

The transition process begins when new training packages are published on the National Training Register (training.gov.au) and involves changes across operations, including compliance, marketing, administration, and student support.

Policy

Transition Principles

TasCollege applies the following principles to manage training package transitions:

1. Monitoring Training Packages

1. • TasCollege subscribes to notification services on training.gov.au and relevant Industry Skills Councils.
   • Changes affecting the scope of registration are recorded in the aXcelerate system, initiating continuous improvement actions.

2. Systematic Transition Management

1. • Transition actions are managed through the Management Team to integrate changes across marketing, compliance, resource development, and student welfare.

3. Timeline Compliance

1. • Transition arrangements are initiated as soon as a revised training package is published.
   • Students must complete or transfer to the new training package within 12 months of the release date or as advised by ASQA.

4. Equivalence and Scope Changes

1. • Equivalent qualifications are updated automatically on TasCollege’s scope of registration.
   • Non-equivalent qualifications require application to ASQA via ASQAnet, including supporting evidence and fees.

5. Ceasing Superseded Enrolments

1. • Enrolments in superseded qualifications cease as soon as practical after the new qualification is added to TasCollege’s scope.
   • Students are encouraged to transfer to the new qualification when it becomes available.

6. Non-Current Qualifications

1. • Qualifications no longer current (and not superseded) must be completed within two years of removal from the National Register.
   • Skill sets, units of competency, and short courses must be completed within one year of removal.

7. ASQA Directions

1. • TasCollege adheres to specific ASQA directions for training package transitions, if applicable.

Teach-Out Arrangements

For students enrolled in superseded qualifications:

• TasCollege may continue delivery and issue awards for up to 12 months from the release of the replacement qualification.
• Students unable to complete within this period are issued a Statement of Attainment for completed units and transferred to the new qualification.
• AQF certificates cannot be issued for superseded qualifications beyond the 12-month period unless otherwise directed by ASQA.

Transition Management Procedure

Step 1: Monitoring and Notification

The CEO or Academic Manager regularly monitors training package changes via training.gov.au. Any identified changes trigger an internal continuous improvement process.

Step 2: Action Planning

The Academic Team develops an action plan to address changes, including:

• Updating codes and titles of qualifications or units.
• Adjusting packaging rules and identifying new core or elective units.
• Reviewing and updating prerequisites and assessment guidelines.

Step 3: Revising Training and Assessment Strategies and marketing materials

The Training and Assessment Strategy (TAS) is reviewed to incorporate changes. Consultation with industry stakeholders ensures alignment with current requirements.

Revise existing marketing materials to align with the new course requirements and inform Education Agents.

Step 4: Informing Students

Students affected by transitions are informed promptly. They are provided with:

• Clear explanations of their options.
• Support during the transition process to ensure no disadvantage.

Step 5: Revising Resources

Training and assessment materials are updated to reflect new requirements. The Management Team oversees the revision process to ensure accuracy and compliance.

Step 6: Transition Execution

TasCollege updates its scope of registration on the National Register and ceases enrolments in superseded training products. All new enrolments are directed to the revised qualifications.

Step 7: Monitoring and Reporting

aXcelerate is used to record transition details, track affected students, and produce compliance reports. The Management Team monitors the transition progress during regular meetings.

Responsibility

• The Academic Manager leads the planning and execution of training package transitions.
• The Course Coordinator and Trainers provide support.

Associated documents

• Transition Register
• Training and Assessment Strategy
• Transition Notification Template
• Student transfer form
• Transition Plan
• Advertisement and Marketing Material Register

Purpose and Legislative Background

This policy ensures that TasCollege complies with the Student Identifiers Act 2014, meeting its obligations under Standard 3.6 of the Standards for RTOs. It outlines the procedures for the collection, verification, storage, and use of Unique Student Identifiers (USI) securely and efficiently.

TasCollege is committed to:

• Supporting students, staff, and partners in managing USIs accurately and promptly.
• Ensuring no AQF certification documentation is issued without a verified USI unless an exemption applies under the Student Identifiers Act 2014.

Scope

This policy applies to:

1. All students undertaking nationally accredited qualifications within TasCollege’s Scope of Registration.
2. All TasCollege staff and third-party providers involved in student support and enrolment processes.

Policy

A Unique Student Identifier (USI) is a reference number comprising numbers and letters. It provides individuals with a lifetime record of all nationally recognised training undertaken in Australia.

Student Requirements

Students enrolling in nationally recognised training must:

• Provide their USI to TasCollege, or
• Grant written permission to TasCollege to create or access their USI on their behalf.

Creating or Accessing a USI

1. Students are encouraged to create their USI via www.usi.gov.au.
2. If TasCollege is authorised to create a USI:
   • The student must provide valid identification (e.g., passport).
   • A signed consent form or international student application form must be submitted.

Issuing Qualifications

TasCollege will not issue AQF qualifications or Statements of Attainment unless:

• A verified USI is provided.
• An exemption applies, in which case the student will be informed:
  • That their training results will not be available in authenticated VET transcripts.
  • That the outcomes cannot be accessed through the Commonwealth system.

Privacy and Security

1. Personal information related to USI creation and verification is handled per TasCollege’s Privacy Policy.
2. USI data is stored securely in aXcelerate, with access limited to authorised personnel.
3. Records are securely destroyed once no longer required for compliance.

Verification Process

TasCollege will verify students’ USIs through aXcelerate to ensure accuracy and compliance.

Student Orientation and Resources

During orientation, students will receive a USI – Student Quick Guide Fact Sheet to assist them in creating or providing their USI. Students must provide TasCollege with their USI on orientation.

Policy Review and Updates

This policy will be reviewed and updated:

• During scheduled reviews.
• When changes occur in the Student Identifiers Act 2014.
• As directed by the regulator.

Website and Reporting Compliance

TasCollege will:

• Provide up-to-date USI information on its website.
• Report USI-related data as required under VET data collection standards.

Procedure

International students in Australia

• International students, with an Australian Visa, studying in Australia will require a USI.
• TasCollege will ensure students are advised of this requirement and will assist students with this process.
• Passports are the recommended form of ID required to create a USI for international students as their visa is linked to the document.

TasCollege will follow the following procedure:

1. Prospective TasCollege students are provided with information and requirements relating to a USI. Students are obligated to read and agree to.
   1. The USI Privacy and Terms.
   2. Provide TasCollege with their USI; or
   3. Request TasCollege to check for an existing USI or to create a USI on their behalf.
2. In the event of USI being provided, TasCollege will.
   1. Enter the USI on their aXcelerate and verify.
   2. If verification fails, the student is contacted to confirm details.
   3. When the correct USI is received, TasCollege’s aXcelerate is updated and verified.
3. Personal information gathered as part of the USI identification process is recorded following the Documents & Records Management Policy.
4. Qualification/SOA is issued to the student.
5. Data is reported.

USI created by TasCollege 

1. The USI request consent is provided on the International Student Application Form.
2. Required evidence supporting student identification is provided to TasCollege staff along with supporting documents for the application.
3. The permission form is retained on the student file.
4. TasCollege to follow the steps as indicated below:
   • Confirmation of ID (driver’s license, Medicare card, passport, Immi card)
   • Have contact details ready (e.g., email address, mobile number, or address)
   • Check if a USI already exists for the student – https://www.usi.gov.au/training- organisations/using-usi-registry-system/existing-usi-search-locate-usi
   • Visit the USI website at usi.gov.au
   • Select ‘Student Entry’, select the ‘Create a USI’ link and follow the steps.
   • Agree to the Terms and Conditions.
   • Follow the instructions to create a USI – it should only take a few minutes. Upon completion, the USI will be displayed on the screen. It will also be sent to the student’s preferred method of contact.
   • The student should then write down the USI and keep it somewhere handy and safe.

Responsibility

Campus manager is responsible for the implementation of this policy.

Student Support Officer provides support for the implementation of this policy.

Associated documents

• International Student Application Form
• Documents & Records Management Policy
• USI – Student Quick Guide Fact Sheet
• USI Consent Form

Version Control

Next Review Date: November 2027