VOCATIONAL STUDENT ENTRY PROCEDURE

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1 VOCATIONAL STUDENT ENTRY PROCEDURE Approved by: Regulatory Compliance Coordinator Date: 31 December 2015 Date Effective: 1 January 2016 Date of Next Review: 1 January 2017 Document No: PR-UOWC-15.4 Revision: 1 Custodian: Supporting Documents, Procedures Forms: References Legislation: & & Regulatory Compliance Coordinator Admission Guidelines Admissions Policy Domestic Student Admission Processes Internal VET Guidelines 2015 PR-UOWC-15.4/Rev 1 Student Entry Procedure Page 1 of 10

2 Contents 1 Purpose of Procedure Scope of Procedure Definitions Vocational Course Entry Process Application and Offer Instructions Orientation Enrolment Payment and Funding Options Version Control Table PR-UOWC-15.4/Rev 1 Student Entry Procedure Page 2 of 10

3 1 Purpose of Procedure 1.1 This Procedure aims to set out the requirements and matters relating to UOW College courses that lead to the Vocational qualifications at the: a. Certificate III level, b. Certificate IV level, c. Diploma level, and d. Advanced Diploma level. 1.2 This procedure outlines a future student s suitability and capacity for a specific course and specific level of study, and the requirements by a student to complete specific language literacy and numeracy testing to determine this suitability and any additional support services that will be required for the student to successfully complete the qualification. 2 Scope of Procedure 2.1 This procedure has been developed for use by all future UOW College vocational qualification students to provide them with an understanding of the admission process. 2.2 This procedure has been developed in response to changes to the VET FEE-HELP Loan Scheme. Whilst these changes require this procedure for all Diploma and Advanced Diploma courses to which VET FEE-HELP is applicable the entry process for all Vocational courses at UOW College require application and assessment in order to ensure future students are suitable for their selected courses. 2.3 This procedure does not apply to future students wishing to gain entry into UOW College Academic courses. 2.4 This procedure does not apply to Future Students wishing to gain entry into UOW College English language courses where they are not packaged with a UOW College Vocational course. 2.5 UOW College is a selected Smart and Skilled training provider. To initially determine if you are eligible for Smart and Skilled funding and wish to apply for this funding through UOW College, the Smart and Skilled website will tell you everything that you need to know about Smart and Skilled before enrolment. You are also able to contact UOW College directly to ask questions about UOW College courses that are eligible for Smart and Skilled funding. It is important to note that whilst UOW College has Smart and Skilled funding for most of its courses it does not have Smart and Skilled funding for all Vocational qualifications. PR-UOWC-15.4/Rev 1 Student Entry Procedure Page 3 of 10

4 3 Definitions Word/Term Census Date Course Head of Program Program Manager Session Smart and Skilled Students Subject Unique Student Identifier (USI) Unit of Competency Definition The date at which financial liability for subjects/units of competency is set any tuition fees are due for students in academic programs and VET accredited courses. A program of study that includes those courses leading to higher education, vocational, award and non-award courses. Refers to Academic Program Manager, English Language Centre Manager, English Language Coordinator, Academic Support Coordinator, and Vocational Operations Manager. Refers to the Vocational Staff member with responsibility for the management of individual qualifications. A period in which subjects/units of competency may be offered in the Academic, Vocational, and English Language Programs. Smart and Skilled is a reform of the NSW Vocational Education and Training system. It provides eligible students with an entitlement to government-subsidised training up and including Certificate III qualifications. It also provides government funding for higher level courses (Certificate IV and above) in targeted priority areas. Any person who is enrolled in any course or program offered at, or in conjunction with, UOW College. A self-contained unit of study/unit of competency in any course or program offered at, or in conjunction with, UOW College. A USI is a reference number made up of 10 numbers and letters that creates a secure online record of your recognized training and qualifications gained in Australia even from different training organisations. A USI is required if you are a new or continuing student undertaking nationally recognized training and courses you need a USI in order to receive your qualification or statement of attainment. If you do not have a USI you will not receive your qualification or statement of attainment. If you are an international student studying offshore and not have an Australian passport, Australian entry visa, or other Australian proof of ID required to create a USI, you do not need a USI. A unit of competency is the specification of knowledge and skill, and the application of that knowledge and skill, to the standard of performance expected in the workplace. A unit of competency is the smallest unit that can be assessed and recognized. PR-UOWC-15.4/Rev 1 Student Entry Procedure Page 4 of 10

5 VET FEE-HELP VET FEE-HELP is available to assist eligible students studying higher level vocational education and training (VET) qualifications to pay their tuition fees. Higher level VET qualification are at the diploma level and above. For a trial period VET FEE-HELP will also be available for a limited number of Certificate IV qualifications. VET FEE-HELP can be used to pay all or part of an eligible student s tuition fees, but cannot be used for additional study costs such as accommodation or text books. 4 Vocational Course Entry Process 4.1 The below flowchart highlights the key steps of the UOW College Entry Process. Further details of these entry steps (steps 1, 2, 3, 4, 5, and 6) are outlined for students in the below sections. 1. Application 2. Offer 3. Acceptance 6. Payment/Funding Selection 5. Enrolment 4. Orientation 7. Course Commencement 5 Application and Offer Instructions Application 5.1 For all UOW College Vocational courses future students are required to complete an application form. These are able to be completed via the online application portal or via a hard copy application form. 5.2 This application form is then forward to: PR-UOWC-15.4/Rev 1 Student Entry Procedure Page 5 of 10

6 5.2.1 the University of Wollongong (UOW) Admissions Database for actioning if the application is submitted via the online portal, or to the UOW College Administration team for initial assessment. 5.3 Assessment of applications includes a determination as to the completeness of the application submitted. Completeness of application includes: a. Submission of all required supporting personal documentation, b. Submission of approved evidence of level of academic experience (e.g.; copy of Higher School Certificate, and subject marks), c. Complete response to all application questions. 5.4 If the application has not been satisfactorily completed by the future student, UOW College Administration will contact the student within a request from the student, within a reasonable timeframe, any outstanding information and documentation requirements. There are additional documentary requirements for students apply to study using Smart and Skilled funding allocations. Course Offer and Acceptance 5.5 Where a student has provided all required documentation, and UOW College has initially determined that this student has met the Entry Requirements to their selected course they will be issued with an initial Course Offer. 5.6 The specific Entry Requirements of each UOW College course are available on the individual course pages of the UOW College website and also through UOW CourseFinder. 5.7 The UOW College Administration team will provide to students in their Course Offer all orientation information including, but not limited to: a. course details, b. UOW College policies and procedures, c. funding options and information further details for students eligible to access Smart and Skilled funding, VET FEE-HELP information for eligible students intending to enrol in VET FEE-HELP eligible courses, d. payment/funding options, e. USI information, f. Australian Taxation Office information requirements, and g. orientation and enrolment times, among other things. PR-UOWC-15.4/Rev 1 Student Entry Procedure Page 6 of 10

7 5.8 Where a student is eligible for Smart and Skilled funding the offer will be made by the UOW College Smart and Skilled contact and will provide all required information and documentation to the eligible student prior to the Course Offer being issued in accordance with the Smart and Skilled Operating Guidelines and Contract terms. 5.9 Where a student accepts the offer to study at UOW College they are not yet enrolled in their course. Prior to enrolment they are required to complete the Orientation process which will occur approximately one week prior to course commencement. Further details of the Orientation Process are outlined below. 6 Orientation 6.1 UOW College aim to complete their vocational course orientation process the week prior to course commencement. 6.2 Details of what to bring to orientation are provided on the UOW College website here: At orientation students receive: a. Student Orientation Pack received on USB for ease of use and retention, b. orientation presentation, c. further information regarding funding options and payment details, d. Tour, and e. Other course specific information including, but not limited to, census dates, Australian Taxation Office information. 6.4 Whilst at orientation students are required to complete an approved Language Literacy and Numeracy (LLN) test. 6.5 Whilst at their orientation students are to apply for their USI and have this verified prior to departure from orientation. 6.6 Students are also able to apply for VET-FEE HELP (Australian applicants only) or a UOW Scholarship, if applicable. 6.7 Where students are unable to attend enrolment for prior approved reasons individual and late orientation presentations and details will be provided to students prior to their course commencement. Language Literacy and Numeracy Testing 6.8 The LLN test is required to be completed by students prior to enrolling in their course. This LLN test will assess requisite language literacy and numeracy proficiency for PR-UOWC-15.4/Rev 1 Student Entry Procedure Page 7 of 10

8 specific course levels assisting in the determination of suitability and additional support needs for given students. 6.9 For students who have applied for, and are attending orientation for, Diploma level of Advanced Diploma courses they are required to, as outlined by the VET Guidelines 2015, obtain an LLN Exit Level 3 in the Australian Core Skills Framework UOW College uses approved testing tools for their LLN assessments. Students will be provided with the results to their LLN test as soon as practicable after the assessment. UOW College will retain the results of these tests for a minimum of five years UOW College ensures that the LLN test and associated processes are carried out by UOW College staff honestly and with integrity. 7 Enrolment 7.1 Once students have completed all of the required elements of orientation, as outlined above, and are suitable for their elected course, they are required to enrol onto the UOW College systems. This will be carried out during the orientation period and prior to course commencement. 7.2 It is important for students to understand what subjects/units of competency they are enrolling in for a particular session. This course specific information will all be provided to students at the enrolment point of their orientation by their Program Manager or Head of Program. 7.3 At Enrolment students are further advised of their payment and/or potential funding options. Students, depending on meeting eligibility criteria, and their selected course of study. All possible payment is outlined further below in Section 8. 8 Payment and Funding Options 8.1 UOW College has access to a range of payment options, government funding and subsidies, and UOW Scholarship places. Details of Fees and Refunds are provided for students at orientation and are available publicly on the UOW College website s Policies and Procedures page in the Fees and Refunds Policy. The below simply provides an overview for students. 8.2 Payment options for Vocational students include: Deferment of fees using VET FEE-HELP for selected courses, further details in section 8.4, Payment by instalment consisting of three equal payments per session. The first instalment must be paid prior to commencement of the course, with subsequent payments automatically deducted from the provided credit card at weeks 5 and 10 of the session. PR-UOWC-15.4/Rev 1 Student Entry Procedure Page 8 of 10

9 8.2.3 Upfront payments where students elect to pay their fees upfront prior to the commencement of the course by Visa, MasterCard or Electronic Funds Transfer. The date by which payment is required will be stated in the offer letter. 8.3 Scholarship funding is also available for many of UOW College s vocational courses. These include: Smart and Skilled Government Funding further details outlined in section UOW Diversity and Equity Scholarships IN2UNI s covers the cost of Certificate IV courses up to $1, and eligibility criteria and post course requirements exist. 8.4 VET FEE-HELP is an income contingent loan scheme for the VET sector that is part of the Higher Education Loan Program (HELP). VET FEE-HELP allows students to pay back their course fees slowly through the taxation system, either through a before deduction from their pay or from their tax return Students are eligible for VET FEE-HELP if they are an Australian citizen or holder of a permanent humanitarian visa who will be a resident in Australia for the duration of the unit of study in which the student is seeking VET FEE-HELP assistance. New Zealand citizens and other permanent visa holders are not eligible for VET FEE-HELP and must pay tuition fees upfront or by instalments UOW College has VET FEE-HELP capabilities for all its Diploma level and Advanced Diploma level courses Applications for VET FEE-HELP are may at the time of enrolment into an eligible course. Course advisor can help you complete the necessary paperwork. If students apply for VET FEE-HELP they are required to send the following documents to UOW College: a. evidence that the student is an Australian citizen or holder of an Australian permanent humanitarian visa (e.g. birth certificate or passport), and b. the student s Tax File Number Should a student access VET FEE-HELP they will receive a VET FEE-HELP Invoice Notice no less than 14 days prior to the Census Date and no more than 42 days before the subject/unit of competency s commencement date. Students are required to be enrolled prior to invoices UOW College is required to provide any student who requests Commonwealth assistance through the VET FEE-HELP system with a Cooling Off period of two days. The student must be provided with these two days following application prior to the College enrolling the student in the unit this must be prior to Census Date for that session Where a student enrols in the subject/unit of competency less than two business days before the Census Date that the student is not able to receive VET FEE- PR-UOWC-15.4/Rev 1 Student Entry Procedure Page 9 of 10

10 HELP for that subject/unit of competency. This is a requirement of the VET FEE- HELP Reforms to the VET Guidelines Smart and Skilled is a reform of the NSW Vocational Education and Training system. It provides eligible students with an entitlement to government-subsidised training up and including Certificate III qualifications. It also provides government funding for higher level courses (Certificate IV and above) in targeted priority areas To be eligible for a Smart and Skilled government-subsidised course with UOW College a student will need to meet all of the following criteria: a. 15 years old or over, b. No longer at school, c. Living or working in NSW, d. An Australian citizen, Australian permanent resident, Australian permanent humanitarian visa older or New Zealand citizen The funding will cover a minimum of 70 percent of the course fee If a student is eligible for Smart and Skilled funding, they may also be eligible for a fee free scholarship as a component of Smart and Skilled, which means the student will not have to pay any portion of the fee, if they satisfy certain concession criteria Fee-Free Scholarships are intended to help people (15-30 years old) who are concession eligible to undertake training under Smart and Skilled. All Certificate III and Certificate IV level qualifications that UOW College are approved to deliver under Smart and Skilled are covered, including Traineeships From 2016 when a student meets the personal eligibility criteria for Smart and Skilled they will have access to training entitlements regardless of the level of any previous qualifications held From 2016 the NSW Government has capped the Smart and Skilled traineeship fee at $1, All qualifications that UOW College are approved to deliver under Smart and Skilled are eligible for traineeships For more information on Smart and Skilled funding and to check eligibility, please go to 9 Version Control Table Version Control Date Effective Approved By Amendment 1 01/01/2016 Regulatory Compliance Coordinator New Procedure as required for amendments to the VET FEE-HELP Student Loan system. PR-UOWC-15.4/Rev 1 Student Entry Procedure Page 10 of 10

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