Viva College VET FEE-HELP Student Handbook Updated : June 2015 Version 1 Copyright: Viva College Pty Ltd

Transcription

1 Viva College VET FEE-HELP Student Handbook Updated : June 2015 Version 1 Copyright: Viva College Pty Ltd Training Provider No RTO No E ABN ACN VET FEE-HELP Student Handbook Author: QMS Page 1 of 43

2 Table of Contents 1. About Viva College Location and facilities Key Staff Registration and Membership Staff Qualifications Our customers VET FEE HELP ASSISTANCE COURSES Enrolment Enrolment dates VET FEE HELP Eligibility VET FEE HELP Application Census Dates VET FEE HELP After Application Fairness and Equity Student Selection and Admissions Process Vet Fee Help Administration Date Tuition Fees Payment of fees Full Fee for Service VET FEE Payment VET FEE- HELP Withdrawal, Cancellation and Refund Conditions Student Review Procedure for Re-credit VET FEE HELP after Census Date Statement of Tuition Assurance Non-Payment of Student Fees (full fee paying) Fee Concession (full fee paying) Personal Information and Privacy Complaints and Appeals Student Grievance Procedure Non-academic Academic Appeal External Appeal Procedure External Appeal Procedure- VET Fee-Help Leave Orientation Tax File Number Requirement Vet Fee Help Applicants USI Request and Privacy Notice LLN Testing (Language, Literacy and Numeracy Testing) Student ID Cards Travel Concession Cards and Fare Allowance Program Structure Timetable Delivery modes Full Time (face to face) Studies Hours flexibility Online Studies Recognition of Prior Learning (RPL) RPL / Credit Transfers VET FEE-HELP Student Handbook Author: QMS Page 2 of 43

3 12.11 RPL timing RPL Fees Credit Transfer Mutual Recognition Student Support Counselling Services Counselling Confidentiality Statement Counselling Limitations Statement Job Club Attendance and Punctuality Under 18 Students Student Progression Warning Letters VET Students (face to face studies) Behaviour Dress Code Participation in Class Plagiarism and Cheating Theft Discipline Harassment and Discrimination Smoking Alcohol and Drugs Eating and Drinking Mobile Phones VET Assessment VET Assessment Policy VET Assessment Criteria Academic Misconduct Issuing of VET Qualifications VET Assessment Re-sit Procedure (face to face mode) Occupational Health and Safety Fire Drills Accidents First Aid Critical Incident Procedure Evacuation Procedure Appendix A Harassment Definitions VET FEE-HELP Student Handbook Author: QMS Page 3 of 43

4 Welcome On behalf of the staff at Viva College, I would like to welcome you to Viva College. To help you to understand the way the College works and to help you get the most from your studies, we have provided you with this Viva College VET FEE HELP Student Handbook which will answer many of the questions you have about studying here. Please read the Handbook carefully and if there is anything you do not understand, please ask your teacher or a staff member to explain. At Viva College we not only educate our students on the latest methodologies, techniques and vocational practices, but we also assist students with a range of practical career preparation tools via our job club which includes career planning and industry networking assisting them to gain internships and invaluable work experience. We hope that you have a great time at Viva College and that the skills you learn here prove valuable in your chosen career ahead. Regards, Cameron Green Principal Viva College VET FEE-HELP Student Handbook Author: QMS Page 4 of 43

5 1. About Viva College 1.1. Location and facilities Viva College is located on Level 2, Queen Adelaide Building, Queen Street Mall, Brisbane, QLD 4000, close to Central Train Station, the City Bus Interchange, and a range of shops, banks and other services. Viva College offers the latest in electronic teaching aids and equipment. Viva College s computer rooms are equipped with the latest high-speed, flat-screen computers. All applications used in Viva College s courses are powerful, flexible and up to date. Viva College has a Student lunchroom with kitchen facilities, and a library and study room available to all participants throughout their stay. We also offer free telephone and web-cam facilities in our spacious reception area. Viva College s hours of operation are: 8:30 am 9:00pm, Monday to Friday, and 8.00am-4pm Saturday. The College is closed on Public Holidays Key Staff All the staff members at Viva are here to assist you to learn as quickly as possible. We encourage you to talk to us at any time to discuss any problems you may have. Some key staff members are: Principal Director of Training, VET Director of Study, ELICOS Accounts Manager Front Office Manager Registrar - International Registrar - Domestic Accounts Manager Job Club Coordinator Activities Coordinator QMS Project Manager HR Officer Mr Cameron Green Ms Roxy Brock Mr Chris Orvis Mr TK Thong Ms Liz Chalmers Ms Karla Avelino Ms Luciana McDonough Mr TK Thong Beata Szular Ms Jaqueline Gomes Ms Emma Rendina Ms Jane Sikka VET FEE-HELP Student Handbook Author: QMS Page 5 of 43

6 1.2. Registration and Membership Viva College is accredited by NEAS Australia ACPET (Australian Council for Private Education and Training) Viva College is an (RTO) Registered Training Organisation registered with the requisite state and federal registration bodies, and complies with the operating Standards governing the registration of RTOs. Viva College also complies with the Department of Education and ASQA NVR Standards, National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students (The National Code). Viva College is also an approved PQS (Pre-qualified Supplier) for Certificate 3 Guarantee Government Funded Programs and complies with the Certificate 3 Guarantee Program Policy Staff Qualifications All staff who teach or assess at Viva College possess the most current qualifications or specialist skills in their subject area. Viva College encourages and facilitates constant professional development in order to provide our staff with the best skills to help you to learn Our customers Viva College students include : Domestic Students Our domestic students include a large range and is not limited to; school leavers, job seekers, employed, all ages, full time, part-time, online learners International Students We have a vibrant multi-cultural and international environment with students from over 20 different countries from around the world Industry Participants We partner with industry organisations for RPL, gap training, online and workplace training. Our industry partners also have the option of offering Viva College Internships to students VET FEE-HELP Student Handbook Author: QMS Page 6 of 43

7 1.5. VET FEE HELP ASSISTANCE COURSES VET Diplomas Certificate IV in Business (under VFH help trial to 2016) Certificate IV in International Trade (under VFH help trial to 2016) 28 weeks Face to Face Online/blended 28 weeks Face to Face Online/blended Diploma of Business 28 weeks Face to Face Online/blended Diploma of International Business 28 weeks Face to Face Advanced Diploma of Leadership & Management Key Full Fee for Service..FFS Online/blended 28 weeks Face to Face Online/blended VFH.VET FEE HELP FFS / VFH FFS / VFH FFS / VFH FFS VFH FFS / VFH 2. Enrolment All participants are required to complete an enrolment form prior to the commencement of all Viva College courses. Course details and refund policies are included in the Enrolment form Enrolment dates The Viva College website provides current information of course enrolment dates. 2.2 VET FEE HELP Eligibility To be eligible to apply for the loan scheme you must be: are a student subsidised by the Victorian, South Australian, Queensland, Western Australian and New South Wales Government studying in a specified certificate IV course (nominated courses vary by state) as part of the Certificate IV Trial that concludes in December 2016 An Australian citizen or holder of a permanent humanitarian visa who will be residing in Australia of the duration of the VET course you are seeking VET FEE HELP assistance Enrolled in a Diploma or Advanced Diploma course in Viva College Meet the Tax File Number requirements which included having provided the TFN or Certification of Application of Tax File Number to Viva College with you loan application documentation (see section 6) Have completed a signed and valid request for VET FEE-HELP Assistance form on or before the CENSUS DATE Have not exceeded the VET FEE HELP limit (see a full fee-paying / fee for service student studying a Cert IV, Diploma, Advanced Diploma with Viva College VET FEE-HELP Student Handbook Author: QMS Page 7 of 43

8 2.3 VET FEE HELP Application Students apply for study into a course under full fee for service and eligible students are provided with the VET FEE Help option for part or all of their fees. VET FEE HELP is a commonwealth government loan scheme for the VET sector. Student intending on applying for VET FEE-HELP must obtain a copy of the VET FEE HELP information booklet at: HELP%20booklet.pdf When applying for VET FEE HELP for one of Viva s eligible courses or units, you must show evidence of eligibility by: 1. Submitting your VET FEE-HELP Assistance form to Viva College 2. Ensure you provide your Tax File Number on the form (see Section 6) 3. Provide Evidence of your citizenship (eg. Australian birth certificate, Australian passport) 4. Ensure this is submitted PRIOR to the CENSUS date(s) (see clause 2.3) according to Schedule of VET Tuition Fees as published on website NOTE: Viva College have 6 intake dates per year, each with a CENSUS date. NOTE: You will only need to apply once and the remainder of your units will also be included under the loan scheme. If you wish to pay for any units full fee for service, communicate this information to Viva College prior to CENSUS date. If you choose to make further applications for VET FEE HELP loan again, you will need to apply again. NOTE: Once you have signed the VET FEE-HELP Assistance form, you are declaring you have read and understand the HELP booklets 2.4 Census Dates VET FEE HELP The census date is the last day you can: submit a Request for VET FEE-HELP assistance form to access a VET FEE-HELP loan; or withdraw your enrolment without incurring the cost or debt for that unit Viva College will publish CENSUS dates in website Course Start Dates brochure on the College website. A census date will be provided for each period of study or intake dates for the period The census date is the date after which a student incurs a debt for the VET unit of study you are enrolled in. Please ensure you identify the census date that applies to you. All students enrolled in VET Fee Help units will be notified by , followed by a reminder closer to the census date, in relation to census dates and notification requirements to Viva Administration regarding your payment options. It is the students responsibility to ensure they notify Viva College if they wish to apply for a VET Fee Help Loan or withdraw from your enrolment. Viva College ensures that census dates are determined in accordance with the VET Guidelines. Viva College will not make any changes or variation to census dates prior to receiving written approval from the Minister. VET FEE-HELP Student Handbook Author: QMS Page 8 of 43

9 2.5 After Application You have submitted all of the required forms you will be provided with a : CAN (Commonwealth Assistance Notice) Number within 28 days of CENSUS date Your CAN outlines your: Enrolled units Tuition fees for those units VET FEE HELP loan requested for the study period The loan fee (charged by the federal government for administering your debt) If you believe there are errors on your notice, notify Viva College within 28 days. For information on repayment of your loan, go directly or go to: 3. Fairness and Equity Viva College complies with VET FEE HELP rights and responsibilities to eligible students and more information can be found on: Viva College ensures benefits and opportunities are available equally to all students according to the VET Guidelines 2015 by: Ensuring fairness procedures for students wishing to enrol in a VET unit of study As a VET Provider the RTO will treat fairly: a) all students who are, or would be, entitled to VET FEEHELP assistance under clause 43 of Schedule 1A of the Higher Education Support Act 2003 ( the Act ); and b) all persons seeking to enrol with the RTO in a VET unit of study that meets the course requirements under sub clause 45(1) of Schedule 1A of the Act and who are, or would be, entitled to VET FEE-HELP assistance under clause 43 of Schedule 1A of the Act.5. Equal benefits and opportunities VET FEE-HELP Student Handbook Author: QMS Page 9 of 43

10 As a VET Provider the RTO will have open, fair and transparent procedures that are based on merit for making decisions about: c) the selection, from among persons who are, or would be, entitled to VET FEE-HELP assistance under sub clause 45(1) of Schedule 1A of the Act and who seek to enrol with the RTO in a VET unit of study that meets the course requirements under sub clause 45(1) of Schedule 1A of the Act; and d) the treatment of students who are, or would be, entitled to VET FEE-HELP assistance under clause 43 of Schedule 1A of the Act undertaking a VET course of study. The above undertakings do not prevent the RTO taking into account, in making decisions about the selection and treatment of students, educational disadvantages that a particular student has experienced or the fact that the student may be enrolled via a VET restricted access arrangement Student Selection and Admissions Process Students will be selected on merit based on the published criteria. Viva College will ensure that throughout the process of selection and admission, applicants are treated fairly, courteously and expeditiously. Entry criteria and application procedures will be published in the Viva College marketing material and website for the information of students and persons seeking to enrol with the RTO. Viva College VET Fee Help Applicants Entry requirements Entry requirements for Cert IV, Diploma and Advanced Diploma level qualifications are as follows: 1. Applicants must attend an interview and undertake a language and literacy test and must meet the prescribed listening, speaking and writing levels for Diploma and Advanced Diploma Qualifications 2. Completion of minimum of Year 10 (or equivalent) is highly recommended, but not essential Application Individuals enquirers are provided with pre-enrolment information including course entry requirements. Individuals who seek to enrol in a course with the Viva College must complete and submit an Enrolment form which is contained in the VET FEE-HELP Student Handbook. Applications must be submitted as per Enrolment Form instructions. Interview Administration Date All applicants must attend an interview to determine reasons for undertaking the course of study and any previous study or work experience is discussed that would assist their chances of successful completion. During the interview a language and literacy test is undertaken as above. Students must meet the minimum language and literacy requirements as set down by the relevant Training Package and prescribed by Viva College. Viva College does not apply an income test when making decisions about which students are eligible for VET FEE HELP. VET FEE-HELP Student Handbook Author: QMS Page 10 of 43

11 Offer Applicants who meet the published entry requirements will be sent a letter offering them a place in their chosen course and instructions on how to accept the offer. Acceptance Applicants accept the offer of a place in the course by signing and returning a copy of the offer letter as directed. Once an offer is accepted the applicant s enrolment is finalised and they are sent a confirmation of enrolment letter with details about the course and arrangements for student induction Commonwealth Assistance The opportunities and benefits of Commonwealth assistance will be made equally available to all eligible students upon enrolment and students will be provided all of the necessary information to ensure Commonwealth Vet Fee help guidelines are adhered to Vet Fee Help Administration Date The VET Fee Help Administration date is the last day you can: submit a Request for VET FEE-HELP assistance form to access a VET FEE-HELP loan; or withdraw your enrolment without incurring the cost or debt for that unit The VET Fee Help Administration date is prior to the Census Date (as detailed in 2.4) If you miss the administrative date, you may incur a late enrolment fee of $150, change of start date fee of $30 or a late withdrawal fee of $150. However, you can still withdraw from a unit prior or by the census date to avoid incurring the cost or debt for the unit. On the Administration Date, Viva College will also issue the student a Commonwealth Assistance Notice to a VET student within 28 setting out the charges for any VET units of study in which you are enrolled and the amount of debt the VET you have incurred for that study period. NOTE - The student has the right to request a correction of this notice, within 14 days, if they believe it to be incorrect. VET FEE-HELP Student Handbook Author: QMS Page 11 of 43

12 4. Tuition Fees 4.1. Payment of fees For full list of fees see Once enrolled, students will receive a Letter Of Offer which also outlines their fee paying Terms and Conditions Full Fee for Service Viva College will receive student course fee payment up front, however no more than $1,000 of the students total tuition fees for a course before the student has begun the course unless the course has only 1 study period (24 teaching weeks or less) with the remaining fees due than 2 weeks (14 days) after start date. Course Name Total Course length (weeks) Mode Study periods (weeks) Certificate II courses Up to 24 Face to face / online Up to 24 Certificate III courses Up to 28 Face to face / online 24* Certificate IV courses 28 Face to face / online 24* Diploma courses 28 Face to face / online 24* Advanced Diploma courses 52 Face to face / online 44* NOTE: RPL or Course Credits are payable fully upfront or on application a. Payments must include the Student number as a Reference number. b. For security reasons, Viva College does not accept cash payments. c. Cheque payments must be made out to Viva College Pty Ltd. d. Late payments will attract an $80 late payment fee. e. Credit card payments will be subject to a surcharge of 2.5%. We accept Mastercard and Visa payments only. f. Bank fees charged by the senders bank, are not to be transferred to Viva College. g. Transfer payments are subject to an additional A$18.00 fee to cover bank charges. A copy of the payment advice is to be faxed to marked to the attention of the Registrar, or ed to registrar@vivacollege.com. Payments made by direct deposit or transfer are to be made to the following account: Account Name Viva College Pty Ltd BSB Bank Name ANZ Account Number Include your Student Number as Reference Number Face to Face tuition fees include a material fee. Students will also pay an enrolment fee of $120. Online tuition fees include a material fee however the enrolment fee is waived. An upfront payment of no more than $1,000 is required upon enrolment with the outstanding balance required 14 days (2 weeks) after enrolment. Full Fee paying students may be eligible for payment plans to assist fee paying management. VET FEE-HELP Student Handbook Author: QMS Page 12 of 43

13 4.3. VET FEE Payment Students who are eligible for VET FEE HELP have two options to pay their tuition fees: 1. Pay some or all up front (full fee for service) 2. Submit a request for VET FEE HELP Assistance form to defer some or all of their tuition fees through VET FEE HELP 4.4. VET FEE- HELP Withdrawal, Cancellation and Refund Conditions Cancellation or Withdrawal of a VET-FEE HELP eligible course or unit MUST BE MADE IN WRITING PRIOR TO CENSUS DATE (see Viva College website for date). Students will also be notified of CENSUS dates. If the student does not advise Viva College of cancellation or withdrawal prior to the census date, a zero refund will apply. (see special circumstances below) ASTAS may provide the student/participant a re-credit of VET-FEE HELP balance by reviewing this decision based on special circumstances and on a case by case basis. (Refer to 11.2 below) If the student transfers to another unit prior to Census Date, the applicable unit fees will be charged 4.5. Student Review Procedure for Re-credit VET FEE HELP after Census Date. Viva College Pty Ltd (referred to as the College ) will conduct this procedure in compliance with Schedule 1A of the Higher Education Support Act 2003 and the VET Provider Guidelines according to clause 46(2) of Schedule 1A to the Act or clause 48,49 or 50. For the purposes of this procedure a student is an Australian citizen or an Australian resident permanent humanitarian visa holder enrolled in a VET FEE-HELP enabled course with the College. The College will: set a census date for each VET unit of study that is no earlier than 20% of the way through the VET unit of study; ensure that all students are informed of the census date for each VET unit of study in the manner and by the date prescribed in the VET Administration Guidelines; ensure that all students are informed of the review procedures for the re-crediting of a FEE-HELP balance. If a student who has requested VET FEE-HELP assistance withdraws from a VET unit of study on or before the census date for that VET unit of study, the student will not incur a VET FEE-HELP debt for that VET unit of study. If a student who has requested VET FEE-HELP assistance withdraws from a VET unit of study after the census date for that VET unit of study, the student will incur a VET FEE-HELP debt for that VET unit of study. A student who has incurred a VET FEE-HELP debt for a VET unit of study may apply to have their FEE-HELP balance re-credited for the affected VET units of study in accordance with the following procedure. VET FEE-HELP Student Handbook Author: QMS Page 13 of 43

14 2. Special circumstances If a student withdraws from a VET unit of study on or after the census date, or has been unable to successfully complete a VET unit of study, and believes this was due to special circumstances then the student may apply to have their FEE-HELP balance re-credited for the affected VET units of study. The College will re-credit the student s FEE-HELP balance if it is satisfied that special circumstances apply that: are beyond the student s control; and medical reason apply; personal family reasons apply; employment related issues apply where it is impossible for you to be able to complete your studies; did not make their full attempt on the student until on or after the census date for the VET unit of study in question; and further evidence of impracticality for the student to complete the requirements for the VET unit(s) of study in question. The College will be satisfied that a student s circumstances are beyond the student s control if a situation occurs that a reasonable person would consider is not due to the person s action or inaction, either direct or indirect, and for which the student is not responsible. The situation must be unusual, uncommon or abnormal. Each application will be examined and determined on its merits by considering a student s claim together with independent supporting documentation substantiating the claim. Initial applications for the re-crediting of a student s FEE-HELP balance are to be made, in writing, to the VET FEE-HELP Administrator. The procedure for the re-crediting of a FEE-HELP balance is as follows: when a student withdraws from a VET unit of study, the College shall confirm the withdrawal by giving notice to the student in writing stating the date at which the withdrawal has taken effect; when a student fails to meet the requirements of a VET unit of study, the College shall confirm the failure by giving notice to the student in writing of the final result for that VET unit of study after results for that VET unit of study have been formally approved; the student must apply in writing to the VET FEE-HELP Administrator within 12 months from the date specified in the notice as the day of withdrawal or the date of receiving their final results for the VET unit of study. The College may exercise its discretion to waive this requirement if in its opinion it was not possible for the application to be made before the end of the 12 month period; The VET FEE-HELP Administrator shall advise the student of the outcome of the application within 28 days stating the reasons for the decision; The VET FEE-HELP Administrator shall also advise the student of their rights for a review of the decision if they are not satisfied with its outcome. The VET FEE-HELP Administrator will consider the application and will agree to such requests if they are satisfied that there were special circumstances in the student s case. If a decision is made to re-credit the student s FEE- HELP balance, the College will notify the Department of Education and will repay to the Commonwealth any VET FEE-HELP assistance received on the student s behalf and the student s VET FEE-HELP debt for those VET units of study will be removed. VET FEE-HELP Student Handbook Author: QMS Page 14 of 43

15 3. Review of a decision If a student is not satisfied with the decision made by the VET FEE-HELP Administrator in relation to re-crediting their FEE-HELP balance they may request a review of the decision. The review shall be carried out by the Review Officer who is senior to the original decision maker. Any such request must be submitted to the Review Officer in writing and: must be lodged within 28 days of receiving notice of the original decision, unless the Review Officer allows a longer period; and must specify the reasons for making the request. The contact details for the Review Officer : Director of Training: Roxanne Brock rbrock@vivacollege.com Senior Review Officer Cameron Green: Principal cgreen@vivacollege.com The Review Officer shall acknowledge receipt of an application for a review of the refusal to re-credit a FEE-HELP balance in writing and inform the applicant that if the Review Officer has not advised the applicant of a decision within 45 days of having received the application for review, the Review Officer is taken to have confirmed the original decision. This notice shall also advise the applicant that they have the right to apply to the Administrative Appeals Tribunal for a review of the decision and will provide the contact details of the closest Administrative Appeals Tribunal Registry and the approximate costs of lodging an appeal. The Review Officer shall: seek all relevant information from the person who made the original decision; review the case within 3 weeks and advise the student of the decision in writing giving the reasons for the reviewer s decision. The Review Officer may: confirm the original decision; vary the original decision; or set the original decision aside and substitute a new decision; The Review Officer will give written notice of the decision setting out the reasons for the decision. The applicant shall also be advised in the decision of the right to apply to the Administrative Appeals Tribunal for a review of the decision; and be provided with the contact details of the closest Administrative Appeals Tribunal Registry and the approximate costs of lodging an appeal as follows: If you wish to further appeal this decision you may lodge an appeal with the Administrative Appeals Tribunal (AAT). The current fee to lodge an application with the AAT for the review of a decision is $777 (GST exempt) for and is indexed annually. VET FEE-HELP Student Handbook Author: QMS Page 15 of 43

16 Where a student is unsatisfied with the reviewed decision they may apply to the Administrative Appeals Tribunal for consideration of the College s decision to refuse to re-credit their FEE-HELP balance. The student may supply additional information to the Administrative Appeals Tribunal which they did not previously supply to the College either in the original application or the request for review. The Secretary of DEEWR, or the Secretary s delegate, will be the respondent for cases that are brought before the AAT. Upon DEEWR s receipt of a notification from the AAT, DEEWR will notify the College that an appeal has been lodged. Upon receipt of this notification from DEEWR, the Review Officer will provide DEEWR with copies of all the documents they hold that are relevant to the appeal within five (5) business days. 4. Publication This Student Review Procedures for Re-crediting a FEE-HELP Balance will be published in the Student Handbook and on the College s website Statement of Tuition Assurance Viva College (the Primary Provider) is a member of Australian Student Tuition Assurance Scheme (ASTAS). See more at : Under the provisions of Schedule 1Aof the Higher Education Support Act 2003(the Act) and chapter 3 of the VET Guidelines, Viva College must comply with the VET Tuition Assurance requirements. ASTAS ensures that any Australian student displaced from a course, due to the Provider s inability to continue the course, is relocated efficiently and with minimal disruption to a comparable course with another provider (secondary). It satisfies the requirements of the Higher Education Support Act 2003 and has been approved by ASQA as an alternative fee protection measure under the Standards for Registered Training Organisations (RTOs) 2015 ASTAS will protect VET students in the event the First Provider ceases to provide a VET course of study in which a VET student is enrolled. The meaning of ceasing to provide a VET course of study is set out below: Displacements covered: a course not commencing on the agreed starting date a course ceasing to be provided after it has started the full course not being delivered because a sanction has been imposed on the provider. Eligible students: citizen or permanent resident of Australia enrolled in approved programs leading to an accredited award tuition fees paid in advance for a period of ten weeks or more. If this event occurred Viva College options to students include: a) an offer of a place in a similar VET course of study with a Second Provider without any requirement to pay the Second Provider any VET tuition fee for any replacement VET units (this is known as the VET Course Assurance Option ). VET FEE-HELP Student Handbook Author: QMS Page 16 of 43

17 b) a refund of their up-front VET tuition fee payments and/or a re -crediting of any FEE-HELP balance for any VET unit of study that the VET student was enrolled or commences but does not complete because the First Provider ceases to provide the VET course of study of which the unit forms part (this is known as the VET Tuition Fee Repayment Option ). In the event that Viva College ceases to provide a VET course of study, the Viva College Domestic Registrar will send a VET student enrolled in the VET course of study a written VET Tuition Assurance Offer (the Offer) advising the VET student of the options available under the VET tuition assurance requirements. The Offer will include directions that the VET student must follow in order to notify the Viva College of their choice for each affected VET unit. This Offer will be provided within twenty business days after it knows, or should know by reasonable enquiries that the First Provider has ceased to provide the VET course of study. For the purposes of VET FEE-HELP, all courses offered by the First Provider in accordance with the course requirements of clause 45 of Schedule 1A to the Act are covered by the Scheme as part of its membership of the ASTAS Scheme. A VET student may choose 2 options: a) The VET Course Assurance Option: Under the VET course assurance option, a student will be offered a place in a similar VET course of study by another ASTAS member provider. If the student accepts this option, Viva College will make all necessary arrangements to ensure a student is able to enrol with the Second Provider in the similar VET course of study. This offered VET course will lead to the same or a comparable qualification without any requirement on the part of the student to pay the Second Provider any VET tuition fee for any replacement VET units (that is, units that the student had commenced but not completed because the VET course ceased to be offered). A student will receive full credit from the Second Provider for any VET units of study successfully completed at Viva College. The Second Provider may have different VET tuition fees to Viva College and a student is not obliged to enrol in a VET course of study with a Second Provider under the VET Course Assurance Option. However, if he/she enrols with any other VET provider there is no obligation on that VET provider to offer full credit transfer for the VET units of study completed with Viva College or to offer replacement VET unit/s free of charge. OR b) The VET Tuition Fee Repayment Option: Under the VET Tuition Fee Repayment Option, Viva College will undertake to pay the VET student the total of any up-front VET payments already paid by the VET student for any VET units of study the VET student has commenced but not completed because the VET course ceased to be offered. VET students selecting this option will also have their FEE-HELP balance re-credited for the uncompleted VET units You have the right to choose whether you would prefer a full refund of course fees, or to accept a place in another course. If you choose placement in another course, we will ask you to sign a document to indicate that you accept the placement. To apply for a refund, please complete the Refund Request Form, available from Reception, from info@vivacollege.com.au, or from our web site VET FEE-HELP Student Handbook Author: QMS Page 17 of 43

18 4.7. Non-Payment of Student Fees (full fee paying) Non-Payment of student fees will result in the student being excluded from study or class and access to all services will cease until payment is up to date. Students will not be entitled to receive their qualification until all fees are paid. Further non-payment of fees may result in course suspension or cancellation Fee Concession (full fee paying) Students eligible for concession will need to present conditional evidence to Viva College to qualify. Concession fees for courses are advertised on Concession Evidence Students who are the holder of either a Health Benefit or Health Care Card (or are a dependant of a card-holder). This also includes Pensioner Concession Cards. People who identify as being of Aboriginal or Torres Strait Islander descent (verification documents are required) Personal Information and Privacy Viva College will comply with the Australian Privacy Principles in respect of *VET personal information obtained for the purposes of Part 2 of this Schedule or Chapter 4 according to Privacy Act Viva College is required to collect and disclose personal information in relation to students who are eligible for VET FEE HELP assistance in compliance with the Higher Education Support Act 2003 to the following: Department of Industry statistical information regarding student demographics, completions and personal detail of students requesting VET FEE HELP assistance or have a HELP debt. ATO (Australian Taxation Office) TFN (Tax File Number), address and contact details of students with VET FEE HELP assistance or have a HELP debt. ACPET (Australian Council for Private Education and Training) for any matters relating to VET tuition assurance guidelines (see 3.4) As part of this compliance, Viva College will ensure: Student enrolled may request and receive a copy of *VET personal information that the provider holds in relation to that student. Any student records collected are for educational lawful purposes, is up to date, complete and information shared will comply with AVETMISS and NVR records reporting requirements. Any student records collected, protected by security safeguards, modified, disclosed, misused and will strictly never be utilised for unlawful or unfair practices not relating directly to educational purposes and will not intrude to an unreasonable extent upon the personal affairs of the individual concerned. Limits on disclosure of personal information VET FEE-HELP Student Handbook Author: QMS Page 18 of 43

19 1. A record-keeper who has possession or control of a record that contains personal information shall not disclose the information to a person, body or agency (other than the individual concerned) unless: (a) the student has been contacted, communicated to and made aware, that information is required to be passed on to a third party (b) the student has consented to the disclosure of information; (c) Viva College believes on reasonable grounds that disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned or of another person; (d) disclosure is required or authorised by or under law; or (e) disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of the public revenue. 5. Complaints and Appeals 5.1. Student Grievance Procedure a. Viva College has a proper grievance procedure in place whereby a student can lodge a complaint or grievance of any kind. This procedure is detailed in the Student Handbook available online at This agreement confirms acknowledgement that the student / participant has read and understood the grievance procedure. b. Notwithstanding the outcome of the College s dispute resolution procedure, this agreement does not remove the student s right to take further action under Australia s Consumer Protection Laws or circumscribe the student s right to pursue other legal remedies. The Student Grievance Procedure is displayed in each classroom, and Student Complaint Forms and Student Special Consideration forms are available from Reception or the viva website There are 2 types of complaints; Non Academic and Academic and both non-academic and academic are relevant to VET Fee help, Certificate 3 Guarantee and Full Fee for Service students at no financial cost. All student complaints are treated with confidentiality and comply with fair treatment and protection against victimisation. Viva College complies with our internal Harassment and Discrimination Policy Non-academic Non Academic appeals are those that affect such factors as: Safety Refunds Poor Attendance/Behavioural Medical Issues Payment default Student Provider Default Critical Incident Form Refund Policy Intervention Policy Refund Policy Refund Policy For Non-Academic appeals see Reception and Fill in a Special Consideration Form or Student Complaint Form depending on the issue VET FEE-HELP Student Handbook Author: QMS Page 19 of 43

20 5.3. Academic Appeal Complaints relating to Academic issues may be related to: A participant claims a disadvantage because the teacher did not provide a subject outline, A participant claims disadvantage because the teacher varied without consultation or in an unreasonable way the assessment requirements as specified in the subject outline, A participant claims disadvantage because assessment requirements specified by the teacher were unreasonably or prejudicially applied to him or her A participant is of the view that a clerical error has occurred in the documenting of the assessment outcome, A participant claims that there is a discrepancy between the practical observation and the formal assessment. For quick resolution to any grievance or complaint, first discuss the issue with the Teacher / Trainer. If you are still unhappy with the outcome, ask Reception to make an appointment to speak to the Department Manager or you can VET vivabusiness@vivacollege.com NOTE: For all internal appeals, students have 20 days to lodge a complaint Fill in a Formal Complaint form outlining the reasons for your complaint. Viva College will proceed to investigate and mediate with you to resolve your complaint and implement a decision and/or corrective action within 10 working days. An appeals and reassessment process is an integral part of all training and assessment pathways leading to a nationally recognised qualification or Statement of Attainment under the Australian Qualification Framework and in accordance with the Australian Quality Training Framework. All appeals are recorded in the Viva College Management System, and the results of the appeal process will also be communicated to the participant in writing including reasons for the decision made. The appeals process will allow for the participant to formally present their case, and will also allow for the appeal to be heard by an independent person or panel if requested. A copy of this communication is also kept on file, both on the complaints register and in the participant s individual file. An application for appeal will be considered where: If the appeal for re-assessment is proven we will make all necessary arrangements to conduct the re-assessment of the participant at a time that is mutually convenient for all parties concerned, and if required the appeal will be heard by an independent person or panel. VET FEE-HELP Student Handbook Author: QMS Page 20 of 43

21 5.4. External Appeal Procedure The student may contact the ASQA, the Department of Education or the Ombudsman (see Grievances-Student Complaints) ASQA s processes require you to identify yourself to ASQA as a complainant, although you may request that your identity is kept confidential throughout any investigation that ASQA undertakes. 1. You must first follow your RTO s internal complaints and appeals procedures. 2. If, after following your RTO's internal procedures, you still believe the RTO is breaching or has breached its legal requirements, you can submit a complaint to ASQA by completing the online complaint form at 3. Until the external appeals process is completed, Viva College will maintain the enrolment of the student except in instances that impact on safety and well-being of all Viva staff and students. 4. The external appeal process may take a further 20 working days to be finalised. 5. The result of the external appeal is final. 6. Students at private providers can also lodge complaints with the Australian Competition and Consumer Commission (ACCC). The ACCC will only have jurisdiction to investigate complaints that are in breach of the Competition and Consumer Act Visit the ACCC website (opens in a new window) for details on how to submit a complaint External Appeal Procedure- VET Fee-Help a. Students enrolled with an approved HELP provider can lodge a complaint with the Department of Education if they think that the actions of their provider have led to them incurring a HELP debt unfairly. Students can lodge an enquiry by completing a Student HELP loan enquiry form. b. Student enrolled in a non-vet-fee HELP course may lodge an external complaint or appeal for review to Australian Skills Quality Authority (ASQA) at: Department of Education (Study Assist) at: c. Viva College aim to resolve all students complaints internally within a timeframe of 10 days. If a student feels there has been an unresolved issue that cannot be resolved, they are encouraged to seek external assistance as per links provided. VET FEE-HELP Student Handbook Author: QMS Page 21 of 43

22 6. Leave If you wish to take leave for a period longer than 4 weeks, you must either submit a Leave Form plus Special Consideration Form, or complete a Course on Hold form. If your application meets the terms and conditions, you will receive a Credit Note for studies not completed. 7. Orientation On the first day all new students are requested to register at reception on Level 2 at 9:00 am. Viva College s Department Managers and Trainers will greet the new students and conduct an Orientation. This includes the following: Entry level tests or LLN tests are conducted.(o) Course information, such as timetables and expectations is provided (O) Policies and procedures are explained (O) Floor Plan Orientation (toilets, fire exits, kitchen, Legislation folder etc) is given Overview of the Evacuation procedure Personal details forms are completed and handed in (O) Student ID cards are issued (O) O = (also available for online students) Online students will receive the information marked with an (O) above. VET FEE-HELP Student Handbook Author: QMS Page 22 of 43

23 8. Tax File Number Requirement Vet Fee Help Applicants A Viva College student who enrols in a Vet Fee Help Assistance eligible course must disclose a valid Tax File Number to Viva College prior to the census date and on the Administration date. If you do not have a tax file number you may provide : An approved certificate from the *Commissioner stating that the student has applied to the Commissioner asking the Commissioner to issue a tax file number to the student. Viva College will notify Vet Fee Help Assistance applicants in writing (within 7 days) regarding facts on how to meet your tax file number requirements. Vet Help Assistance by the Commonwealth Government will not be available to students who do not comply with the above conditions. 9. USI Request and Privacy Notice USI Student Request and Privacy Notice - Prior to being issued with a qualification or statement of attainment, all students will require a Unique Student Identifier (USI).. You can apply for your own USI at website in the Create your USI link on the home page if you wish to. Once with a USI, you will need to provide this to each Registered Training Organisation where you become a student. 10. LLN Testing (Language, Literacy and Numeracy Testing) All VET students will undertake a Language, Literacy and Numeracy test at Orientation to ensure they have the correct level skills to undertake the course they have enrolled in. Students who do not pass the entry test, will have their chosen course discussed with the Department Head or Trainer and may be offered alternative qualification to suit their LLN level. Study Support will also be offered for students who require it. O = (also available for online students) VET FEE-HELP Student Handbook Author: QMS Page 23 of 43

24 11. Student ID Cards Students are issued with ID cards in the first week of study. You must carry and display this card at all times when on Viva Campus. This helps us to identify genuine Viva students, thus protecting your resources, property and safety. Loss of cards will incur a financial penalty of $50 for replacement. 12. Travel Concession Cards and Fare Allowance Students enrolled in Nationally-accredited approved VET courses qualify for Travel Concession cards. Further Brisbane transport information and costs or concession student government supported fare allowance can be found at: Program Structure Information about Program structure in each Department can be found by contacting the managers of each academic department or by searching the website: Timetable Timetable will be available to students on orientation Delivery modes A number of delivery modes are relevant to this qualification. These include: face-to-face facilitator-led theory sessions practical sessions online/blended delivery Teachers will use a range of delivery methods in their teaching approach. The use of varied, innovative and appropriate teaching strategies is encouraged and may include: lecture seminar discussion role play/simulation physical demonstration guest lecturers site visits group work VET FEE-HELP Student Handbook Author: QMS Page 24 of 43

25 11.13 Full Time (face to face) Studies Each VET module has a specific nominal hours allocated to it, (i.e., the amount of time estimated to complete the module). This includes face-to-face and independent study time. Nominal hours are intended as a guide and actual time required will vary depending on student needs and course content. VET classes are delivered between 8am and 9pm. Start times vary depending on demand, and may change. You are expected to attend 20 hours of study per week and meet progression requirements and attend Viva College 2-5 days per week Hours flexibility Participants may be able to undertake Viva College course s on a part-time basis by negotiation with the faculty manager. Participants considering this option should be aware of the following limitations that apply: no unit can be missed all preceding year units must be completed before entry into subsequent year unit all pre-requisites must be met full time (face to face) fees will still apply Online Studies Participants of online study will have access to Viva s ESmart Centre (Moodle) with all resources available online. You may be required to complete the final assessment in each unit face to face on college premises. If this is not possible, alternative arrangement will be made between student and teacher. At different stages of the program you will be asked to complete activities by yourself and follow them through, in consultation with your tutor. So there is more responsibility on you, the learner, than there is with a course taught in a normal classroom situation. You will have access to trainer support via and your trainer will send you an introductory with contact and support details. If you ever have problems learning in this way, talk to the faculty manager. You will be able to talk to staff about your work, your progress and any problems you may have. Your student online portal will give you ready access to a wide range of supplementary learning materials. It is strongly recommended that you make use of these facilities as much as possible. You should also check out the City Library near Viva College. This has business learning materials which you could find useful. Flexible study plan timeframes Online courses will follow the same timeframes as the face to face courses and students are encouraged to complete their assessments in the required timeframes and due dates. You should work out a plan that allows you to cover the program requirements and at the same time to meet your own needs. However, you must realise that there is a timeframe in which modules must be completed. Any issues or flexibility associated with timeframes should be negotiated with your assigned Trainer. VET FEE-HELP Student Handbook Author: QMS Page 25 of 43

26 Talk to your trainer You will have access to a trainer and it is a good idea to make use of all opportunities for contact with your trainer. You should treat the trainer as a special resource and expect guidance in areas where you may need to spend additional time and effort. Keep the channels of communication open with your trainer at all times and do not hesitate to ask for additional assistance where you think it may be necessary. Join a study team You may be asked to form a part of a study team with other students taking this course, or from your workplace. You may be asked to take on specific activities that are important to your success in this course. For example, may be involved in a business venture which will be part of the assessment. Your own situation Many students will find that there are particular areas where they may be advised to do additional work. People learn in different ways, in different situations and at different rates. It is common for there to be gaps in knowledge and skills, and these tend to be different from person to person. It is not possible to cater for all possible variations in the course materials. So, it is likely that you may need to spend additional time working on one or more areas in addition to the learning activities in the unit. Your trainer will advise you of specific issues which may arise in your own case. 12 Recognition of Prior Learning (RPL) RPL / Credit Transfers Recognition of Prior Learning and Course Credit Transfer If you would like your existing skills and knowledge formally recognised, we will review your prior learning by asking you to provide both formal / informal learning previous learning information. Formal any previous formal structured unit of competency/statement or attainment or qualification including related units or qualifications attained issued an RTO. These can be used to assess course credit or currency of course credit. RPL Evidence You will be required to provide: Statement of Attainment (original or JP signed copies) Formal Qualification (original or JP signed copies) Informal any previous courses, workshops, training programs, skills, knowledge acquired through work experience VET FEE-HELP Student Handbook Author: QMS Page 26 of 43

27 RPL Evidence You will be required to provide: Letters of reference/statements of employment from previous employers Job Descriptions of previous/current jobs Samples of work/assignments/letters/budgets/correspondence/special project you managed etc A signed Statutory Declaration stating the evidence and information you have supplied to us is true and accurate Additional Information Recognition of Prior Learning (RPL) is the phrase used to describe where skills you have gained previously are recognised and assessed against the units of competency that you are seeking to be assessed against. This means, if a participant can show that they already have the knowledge and skills contained within a unit of competency, then that knowledge and skills will be recognised, and that the participant will be deemed competent for either part of or all of that unit of competency. Knowledge and skills can be acquired in a variety of ways: Through a formal learning process, such as attending school or completing a short course, Through work experience, such as being taught on the job how to do something or though Life experience or personal experience, such as a hobby or experience at home. There are no limits on where or how the participant acquired the skills. Viva College has an established RPL process. The basic steps of the RPL are outlined below:: 1. The potential participant is informed of the course contents and of the existence of an RPL process prior to enrolment. 2. At time of enrolment the participant confirms their awareness of the RPL process. 3. If the RPL applicant wishes to make an application for RPL, they are invited to verbally discus their basis for RPL, the purpose of this is to prevent poorly supported claims from being made and to ensure that the potential RPL applicant is fully aware of the RPL process. 4. If the RPL applicant decides to proceed with the RPL process then they are issued with the RPL kit, which contains: a. An RPL application form, which contains the basic information about the application and the units of competency they are making claim for. b. A guide for the portfolio of evidence that the participant will need to amass to show the support their claim for RPL, any form of relevant evidence is acceptable, ie: i. Letters or statements for experts attesting to the applicants ability ii. samples of work or documentation completed iii. certificates from courses attended, iv. details of participation in activities, this may include resumes, or other types of records v. video s demonstrating skills, vi. or any other forms of relevant evidence. c. The portfolio of evidence is assessed by a competent person. d. The assessment is determined in writing and forwarded to the RPL applicant. VET FEE-HELP Student Handbook Author: QMS Page 27 of 43

28 e. The RPL applicant has an opportunity to appeal if they feel that this is appropriate, in which case the appeal is managed from the Academic Appeal process. f. There is also a RPL feedback from which provides important feedback to the RTO as to the RPL process and its strengths and weaknesses. Self-evaluation for Recognition of Prior Learning The above government assistance link can be used for students to evaluate themselves for RPL for our : Cert III Business Admin Cert IV Business Diploma Business RPL timing If a student has commenced a unit and would like to RPL, the application must be received by Viva College no later than 5 working days prior to the commencement of the module RPL Fees There will be a fee of $150 per RPL unit to process RPL or Credit Transfer applications. This fee will not apply if an RPL is applied prior to the 5 working days period. For RPL units, $150 will be refunded for the unit At all times qualified staff are available to provide prompt advice and guidance on the requirements of the RPL process Credit Transfer Credit Transfer is available to all participants enrolling in any of our courses on our scope of registration. Credit Transfer means credit towards a qualification granted to participants on the basis of outcomes gained by a participant through participation in courses or national training package qualifications with another Registered Training Provider. If you wish to Credit Transfer, you will need to provide evidence of previous qualification of unit or course. (see mutual recognition below) Mutual Recognition All AQF qualifications and statements of attainment issued by other registered training organisations will be fully recognised by Viva College, however the currency of the qualification will be taken into consideration and if there are discrepancies between your older qualification and the current, you may be asked to undertake gap training for particular units. Participants enrolling in our courses will be able to use their existing qualifications issued by other RTO s as Recognition of Current Competency (RCC) or Recognition of Prior Learning (RPL) for our qualifications, provided that the RCC/RPL application complies with the Packaging Guidelines for the qualification being sought. VET FEE-HELP Student Handbook Author: QMS Page 28 of 43

29 13 Student Support Support, information and counselling are available for students on a wide range of issues and problems, such as academic progress, attendance issues, and arrangements for grievance resolution. This counselling is offered at no extra cost to the student. See Reception or to make an appointment with a counsellor. Viva also offers free seminars, workshops and a Job Club to assist in vocational placement, internships, career planning, pathways, etc. See Reception for details. Please also refer any general enquiries regarding your study time with Viva College to Reception Counselling Services Counselling Confidentiality Statement Viva s counselling service provides free short-term support to students in their academic, vocational and personal lives. Any information a student chooses to share with a counsellor will remain strictly confidential. The only exceptions to this rule are: In order to provide the best service to students, counsellors may consult with other counsellors about cases; When a counsellor suspects a student may cause serious harm to themself or to someone else; When a counsellor suspects that a student may be neglecting or endangering a child, or allowing a child to be neglected or endangered; When a counsellor would be in violation of the law not to disclose the information. Any paperwork the student or the counsellor complete will be stored in a secure location, only accessible by counsellors Counselling Limitations Statement Viva s counsellors will act in the best interests of the student at all times; however, this is a general service only. Students should actively seek external professional support if they feel they have serious mental health or personal issues or if they require specialised or long-term support. Counsellors also reserve the right to refer a student to external services, as necessary. VET FEE-HELP Student Handbook Author: QMS Page 29 of 43

30 Career Planning Job Club Step by Step Action Planning to map out your career goals and how to get there Resume Building How to maximise the benefits of this document as a representation of your experience Interviewing Skills Practice being the interviewee and interviewer, learn what questions to ask and how to answer questions in an interview situation Job Placement Assistance Identify possible internships/work experience for you Placing you into suitable roles to suit the employer requirements and your current skills Internships eligibility LLN test requirement Recommendation by Teacher and Director of Training Evidence of consistently high grades and level of understanding Completed a Cert III qualification in required business industry Undertaken Job Club Activities including (resume, interviewing, career planning) Viva College Job Club Policy Statement: Viva College will assist as much as possible in your search for employment; however we do not guarantee that we will be able to place you into an employment. VET FEE-HELP Student Handbook Author: QMS Page 30 of 43

31 13.11 Attendance and Punctuality Students who arrive to class more than 15 minutes after the specified commencement time may be required to wait until the first break to attend class, and may be marked absent on the roll for the first half of the class. Similarly, if a student does not return on time after a break, they may be marked absent for the second period. The progress of VET students is based on successful completion of assessments. You must successfully complete all modules to gain a certificate. If you do not pass all modules, you will receive a Statement of Attainment, listing the modules that you passed. Your teacher will contact you if you are in danger of not completing an assessment or module. The faculty will contact you if you in danger of completing less than 50% of modules in one period of study. The faculty will notify you if you in danger of completing less than 50% of modules in two consecutive periods of study. If this happens, Viva College will suspend your enrolment. Students will have 20 working days to appeal. Refer to Student Progression Intervention Flowchart and Student Grievance Procedure Under 18 Students Under 18 students will be expected to sign an additional attendance sheet. Regular reports on academic progress are to be made available to students and their legal guardians. Viva College will monitor the progress and well-being of younger students through normal class reporting processes and individual appointments. VET FEE-HELP Student Handbook Author: QMS Page 31 of 43

32 13.12 Student Progression Warning Letters VET Students (face to face studies) Warning Letter 1 VET students are monitored on course progress. If you miss a class this will affect your ability to complete and/or understand the assessment requirements. Missing a class will trigger a 1st warning letter. Warning Letter 2 This is issued to the student if you have missed 50% of your required class attendance and/or if the student has not submitted a reasonable attempt. The Director of Training will discuss your progress with you and work with you to arrange a remedial study plan. If poor progression is due to misconduct or behavioural breach as outlined in Section 13, the student may be suspended from the course and will have no refund Warning Letter 3 If the student is suspended they will receive a third commence suspension letter.(see also section 2.2.4). In this case students have right to appeal. 1. They have 20 working days to access the College s internal appeals process. 2. In the event that the Student accesses Viva s internal appeals process, the suspension or cancellation of the enrolment cannot take effect until the internal process is completed, unless extenuating circumstances relating to the welfare of the student applies. (See student grievance procedure). 14 Behaviour Viva closely adheres to the Adult Education model. Students are encouraged to be in control of their own learning and the responsibilities and consequences that this entails. Consequently our philosophy is one of a supportive learning environment that encourages students to own their learning outcomes, whilst offering a holistic approach to learning. We encourage and support excellence for all our students, regardless of previous academic results. We expect all representatives of Viva - students, teaching and non-teaching staff - to reflect at all times a high degree of professionalism that continues to place Viva College as a credible and highly professional private college. Students who are accepted into our college should be reminded of this at all times. Students are expected to reflect the ideals and code of behaviour of Viva College in their dealings with fellow students, members of staff and the general public. All students are expected to adhere to the rules and to cooperate in the effective running of Viva College. We strive to achieve the following "basic principles" of interpersonal behaviour: To be focused on the situation, issue or behaviour, not on the person. To assist in maintaining the self-confidence and self-esteem of others. To maintain constructive relationships with all staff and fellow students. To take the initiative to assist in making things better. To always lead by example. To always respect the property of Viva, staff and fellow students. To never use inappropriate language with the understanding that to do so will not be tolerated. VET FEE-HELP Student Handbook Author: QMS Page 32 of 43

33 To always turn off Mobile phones during classes To never consume food or drinks in non-designated areas at Viva College Every staff member and Participant should hold every other staff member and fellow Participant responsible for living up to these principles at all times Dress Code Dress requirements are neat casual. We discourage the wearing of clothing with defamatory or offensive language or slogans. If a trainer feels that a student is inappropriately dressed, the student may be asked to leave the College, or to see the Principal Participation in Class Students are expected to participate actively in class discussions and activities Plagiarism and Cheating Collusion, plagiarism or cheating in assignments, class assessments or examinations will not be tolerated. Lecturers will advise all Participants of the many different ways to avoid plagiarism. Participants who are proven to be involved in such activities will not be permitted to continue their course Theft As the premises of Viva College are open to the public, Participants are advised not to leave their valuables unsupervised. Viva College cannot be held responsible for anything which may be stolen from its premises Discipline Viva College makes all attempts to provide quality teaching in a spirit of co-operation and mutual respect. There are times however when a disciplinary action must be taken to ensure the safety and well-being of all Students and staff. Staff should make themselves aware of the procedures, should they become necessary to implement. Examples of when disciplinary action may be required to be taken include when a Student: fails to attend the required minimum number of classes for any course without reasonable explanation, brings onto, or consumes on our premises, any drug of addiction or dependence (except drugs prescribed by a qualified medical practitioner), brings onto or consumes on our premises any alcohol, exhibits any form of behaviour that is adversely affected by the influence of drugs or alcohol, damages or removes any property or resource of the organisation or any training venue hired by us, assaults (physically or verbally) any person or persons on the premises of the organisation or any training venue hired by us, fails to comply with any instructions given by a member of our staff relating to the safety of any person or persons on our premises, exhibits any form of conduct within our premises that is considered to be aggressive, disorderly, disruptive, harassing or interferes with the comfort, safety or convenience of any person who is acting lawfully and entitled to be present, enters any part of our premises or any other place to which Students have access for the purpose of tuition, when not entitled to do so, or having entered, refuses to leave said premises. VET FEE-HELP Student Handbook Author: QMS Page 33 of 43

34 When disciplinary action is taken, the Principal will notify the Student of the reason for the action. A verbal warning will be given to the Student and documented on the Student s individual file, Where the behaviour continues after the verbal warning, the Principal will counsel the Student and a written warning will be provided to the Student. A copy of this warning will be noted and kept on the Student s individual file, In the event that the behaviour continues beyond the written warning, the Student will be removed from the training program. Notification of their removal will be made in writing and a noted copy will be placed on the Student s individual file. If a Student wishes to express a grievance in relation to the disciplinary action taken, they have the opportunity to follow our grievance procedure. We expect that staff will maintain a professional and ethical working relationship with all other staff, management and Students. Any breach of this standard will be discussed with the Staff member and the Principal and the appropriate action will be taken Harassment and Discrimination At all times Viva College will provide an environment that is free from all forms of harassment and discrimination (including victimisation and bullying). Everyone, regardless of whether they are a Student, Staff member, administration or support staff, is entitled to expect the same rights. The right to learn, teach or carry out their duties, The right to be treated with respect and treated fairly, The right to be safe in the workplace emotionally and physically, The right to have all reports of harassment and discrimination to be treated seriously, impartially and sensitively. Harassment and discrimination, including victimisation and bullying, is unwelcome, uninvited and unacceptable behaviour that will not be tolerated, The right to inform management of any harassment or discrimination and management has the responsibility to take immediate and appropriate action to address it, When dealing with all complaints, the rights of all individuals should be respected and confidentiality maintained, The right to whenever possible, all complaints should be resolved by a process of discussion, cooperation and conciliation, Both the person making the complaint, and the person against whom the complaint has been made, has the right to receive information, support and assistance in resolving the issue. Victimisation is unacceptable and will not be tolerated. No person making a complaint, or assisting in the investigation of a complaint, should be victimised. Harassment or discrimination should not be confused with legitimate comment and advice (including feedback) given appropriately by management or staff members. Students should not make any frivolous or malicious complaints. All staff are expected to participate in the complaint resolution process in good faith. Students should treat colleagues with respect and politeness. As an organisation studying with peoples of many countries we must show respect for differing customs and cultures. VET FEE-HELP Student Handbook Author: QMS Page 34 of 43

35 If a student feels that they have been discriminated against, steps are as follows: Notify and report harassment to the Principal A counselling session will then take place between the student and the Principal to determine a course of action. All complaints in relation to harassment and discrimination will be ratified within 10 working days with the aim of achieving an equitable outcome If all avenues have been exhausted and no satisfactory solution has been reached the student has recourse to contact the Anti-Discrimination Commission at (see Appendix A for Harassment definitions) Smoking Viva College premises (including classrooms, clinic rooms, toilets, and general office and library areas) are smoke free zones. If Participants wish to smoke, they should do so outside the building Alcohol and Drugs Under Viva s Occupational Health and Safety Policy any student suspected or displaying signs of being under the influence of alcohol or drugs will be asked to leave the class immediately. A counselling session will then take place between the student and the Principal. Repeated misconduct will result in the cancellation of the student s enrolment Eating and Drinking Eating and drinking are restricted to the Student Kitchen/Common Room, where rubbish bins have been provided. Students must place all rubbish in the bins provided and clean up after themselves. Any drinks spilt must be cleaned and wiped up or Viva reserves the right to charge for any cleaning costs. No eating or drinking is permitted in classrooms, hallways or stairwells. Only Bottled Water is allowed in the classrooms. Chewing gum is strictly prohibited Mobile Phones Mobile phones must be turned off in the classroom. VET FEE-HELP Student Handbook Author: QMS Page 35 of 43

36 14.20 VET Assessment VET Students will demonstrate their knowledge of subject content through a variety of competency based assessments. These include : Activities and tasks performed in the classroom or during independent study time, may include. o Written work and oral presentations o Practical activities o Demonstrations / observation o Active participation o Case studies o Group and individual work o Projects Exams, which may include elements such as o o o o o o Multiple choice questions True / False questions Short answer format questions Long answer responses Demonstration of skills Presentation Participants in all units are assessed as either Competent (C) or Not Yet Competent (NYC). In line with VET guidelines, Viva offers constant feedback and support to students to assist in them achieving competency. Many assessment tasks are formative in nature, and can therefore be resubmitted VET Assessment Policy One module normally comprises a number of learning outcomes (units of competence). Your trainer will inform you at the start of each module of the method of assessment they will use. This may vary between modules. Assessments may include formal exam, group work, and participation in the classroom, class presentations and case studies. Your trainer at the start of each module will outline the weighting of each form of assessment. If you achieve all the learning outcomes for a module you will be marked C for Competent; if not you will be marked NYC for Not Yet Competent. Students concerned about their results should refer to Viva College s Appeal Procedure and Resit Policy. VET FEE-HELP Student Handbook Author: QMS Page 36 of 43

37 14.22 VET Assessment Criteria Students should be aware of the assessment criteria used by the trainers at Viva. Assessment requiring essay or report writing will be based on the following criteria: 1. Answering the Question Students must address what the question is asking. Look for key words that indicate how the question is to be approached and the information that is to be included. Sequence the answer to appropriately develop logical arguments. Each assessment will be different, so be sure that you clearly understand the criteria and the weighting. If you not sure, ask your trainer. 2. Referencing Any quotation or content that has been obtained from published sources must be referenced. This must be done at the end of a quotation and extended in the bibliography. 3. Accuracy of Spelling, Grammar and Punctuation Accurate spelling, grammar and punctuation will ensure the trainer can correctly interpret what is written. Students should use the tools available (dictionary, thesaurus, spell-check on computers etc.) and must proof-read before handing in. All assignments must be the individual s own work. Trainers are responsible for ensuring that any suspect assessments are thoroughly scrutinised. Any irregularities will be reported to the Principal and dealt with accordingly. Students should keep a copy of their assessments. Format (unless other wise specified) Cover sheet Use one side of page only Assignments to be word-processed Double spacing to be used Use correct format, i.e. essay or report format, appropriate headings Bibliography / Reference Due Date Information The trainer will advise students of the final date for the receipt of an assessment when the assessment is handed out. Late assessments will incur academic penalties that affect the student s GPA. See the Assessment Guidelines document for details. Penalties may be waived for late submissions in case of relevant illness (doctor s certificate must be provided) or other exceptional circumstances (at the discretion of the trainer). VET FEE-HELP Student Handbook Author: QMS Page 37 of 43

38 14.23 Academic Misconduct The Principal of Viva College will deal with any dishonest assessments/ examinations. Dishonest assessments/examinations include: Deliberate copying or attempting to copy the work of other students Using or attempting to use information prohibited from use in that sort of assessment. Submitting the work of another student as their own. Plagiarism (i.e. taking and using as their own, the thoughts and writings of another with the intent to claim the work as their own) Consulting with peers throughout formal assessments. Two verbal warnings will be given before cancelling the assessment and the student will be marked NYC. Students involved in any of the above will be set a new examination/assessment and will be counselled by the Principal. A fee of $50 may be charged. Further occurrence of academic misconduct will be recorded on the student s file and suspension/ dismissal will be at the discretion of the Principal Issuing of VET Qualifications Students must pass all modules before being issued a qualification (Certificate/ Diploma/ Diploma/Statement of Attainment) for the course in which they are enrolled. Students will only be issued a qualification upon completion of their course. Viva College will issue all AQF qualifications and statements of attainment within 14 days of the training programs completion. All qualifications and statements of attainment issued by us comply with the standards outlined within the Australian Qualifications Framework (AQF) implementations handbook and in accordance with the requirements of the Australian Quality Training Framework (AQTF). Viva College will only issue AQF qualifications and statements of attainment within our scope of registration that certify the achievements of qualifications or industry/enterprise competency standards from nationally endorsed training packages or qualifications, competency standards or modules from accredited vocational courses VET Assessment Re-sit Procedure (face to face mode) Stage 1: Student undertakes in-class assessment Students will be notified within 14 days of undertaking an assessment of their performance. If a student does not attend the in-class assessment, they should notify their trainer and or the Principal as to why they did not attend and if due to illness a medical certificate must be produced. If the assessment is a practical, or no evidence is provided a $50 administrative fee may be charged for re-sitting the assessment. Stage 2: FIRST submission Students who are deemed Not Yet Competent are to be provided with information identifying the areas in which they failed to achieve competency. Students will then have the opportunity to repeat the assessment task within a period negotiated with the tutor. VET FEE-HELP Student Handbook Author: QMS Page 38 of 43

39 Stage 3: FIRST re-sit If the student is deemed Not Yet Competent they will be provided with information identifying the areas in which they failed to achieve competency. The student must then participate in a new assessment task within a period negotiated with the tutor. Submission will incur academic penalties that affect the student s GPA. Stage 4: SECOND re-sit If the student is deemed Competent at the second resit, the maximum grade awarded will be a Pass. If the student is still unable to demonstrate competency, then the student will be required to repeat the module. Viva will determine the time at which the module will be available. The student will be liable to pay a fee to be determined by Viva to cover the cost of extra tuition. 15 Occupational Health and Safety The Occupational Health and Safety Act 1991 prescribes the employees duty of care to provide a safe and healthy working environment for all employees, and the employee s duty of care to take reasonable care for the health and safety of others in the work place. This includes the provision of: a workplace that is safe to work in, with working procedures that are safe to use, adequate staff training including topics such as safe work procedures, infection control procedures and appropriate hygiene, properly maintained facilities and equipment, including the provision of personal protective equipment such as gloves, eye protection and sharps containers, a clean and suitably designed work place with the safe storage of goods such as cleaning chemicals. The following procedures and standards must be observed to achieve a safe working and learning environment: Maintain a safe, clean and efficient, working environment, Implement procedures and practices, in a variety of situation, in accordance with State and Local Government Health regulations, Store and dispose of waste according to health regulations Store, clean and disinfect linen in line with local health regulations, Check all equipment for maintenance requirements, Refer equipment for repair as required, Store equipment safely, Identify fire hazards and take precautions to prevent fire, Safe lifting and carrying techniques maintained, Ensure Student safety at all times, Ensure procedures for operator safety are followed at all times, All unsafe situations recognised and reported, Implement regular fire drills and provide first aid courses to all staff and Students, Display first aid and safety procedures for all staff and Students to see, Report any identified Occupational Health and Safety hazard to either a member of the training or administration staff as required. VET FEE-HELP Student Handbook Author: QMS Page 39 of 43

40 15.10 Fire Drills Regular fire drills are held. The Administration Manager is the nominated Fire Warden for Level 2. In the absence of the Administration Manager, the Principal is the nominated Fire Warden. Safety signage and exit procedures are located in each classroom. You must ensure at the beginning of each new class that the following procedures are explained to all students. In the event of an evacuation: The trainer must inform the students to leave the building via the nearest exit. LIFTS must not be used. The attendance rolls must be taken with the trainer when any evacuation occurs. Trainers and students are to go immediately to the designated evacuation area top of the Queen Street Mall, near the cafe. The trainer must then perform a role call to ensure that all students are accounted for. In the event of all students not being accounted for the Fire Warden must be immediately informed. Please ensure that in the event of an evacuation, you remain calm and evacuate students in a calm and orderly fashion. Fire exits must be kept clear at all times Accidents All accidents must be reported to Reception and recorded on an Critical Incident Report Form which must be signed by the Principal. Any action taken must be recorded. The next day follow-up will be completed First Aid In the event of a student or member of staff requiring First Aid, a staff member will administer First Aid. The injured party must fill in an accident report form, which must then be given to the Principal. Staff may not issue any medication under any circumstances. Students will be referred to the Medical Centre in Albert Street and if necessary will be accompanied by a staff member. In the case of an emergency staff will call an ambulance and stay with the student until it arrives. VET FEE-HELP Student Handbook Author: QMS Page 40 of 43

41 VET FEE-HELP Student Handbook Author: QMS Page 41 of 43