Online and Distance Learning Student Handbook

Transcription

1 Australian Academy beauty - spa - therapy Online and Distance Learning Student Handbook Castle Hill/Bella Vista Lexington Drive, Bella Vista 2153 Norwest Business Park, at M7, M4 junction Phone: Fax: Chatswood Shop 36, Lemongrove Centre 427 Victoria Ave, Chatswood 2057 Phone: Fax: Kogarah Level 2, 684 Princes Highway, Kogarah 2217 Phone: Fax North Strathfield Level 2, George St North Strathfield 2137 Phone: Fax: Emma s Secret Investments P/L Provider No

2 Contents Welcome to Students 4 ORGANISATIONAL POLICIES n Code of Practice 5 n About the Academy 7 n Organisational Structure 8 n Trainers 9 PROGRAMS OFFERED n Courses and Training Packages 10 n Diploma of Beauty Therapy 11 n Graduate Certificate IPL and Laser Hair Reduction 15 n Delivery Distance Learning 16 n Structured Workplace Learning 20 n Workplace Salon Introduction Letter 23 n Distance Work Experience Supervisor Agreement 25 n Evaluation of Training 26 ASSESSMENT n Assessment Procedures 27 n Recognition of Prior Learning (RPL) & Credit Transfer 32 n Recognition of AQF Qualifications (Credit Transfer) 35 n Plagiarism 36 n Disputed Assessments 37 n Disputed Assessments Form 38 n Recording Assessments Access to Records 40 n Successful Course Completion 41 n Issuance of AQF Qualifications 42 2

3 Contents STUDENTS n Student Selection Fairness Procedures 43 n Privacy and Personal Information Procedures 46 n Identifying Learning Needs 51 n Language Literacy and Numeracy 53 n Grooming 54 n Attendance 55 n Attendance Requirements 56 n Course Progress 57 n Disciplinary Procedures 58 n Policy on Making Up Days 61 n Deferral of Studies 62 n Withdrawal of Studies 63 n Welfare and Guidance Services 64 n Student Grievance Handling Policy and Procedure 68 n Grievance Form 74 FINANCIAL n Fees and Charges 75 n Method of Payment 76 n VET FEE-HELP 77 n Refund Policy for VET FEE-HELP Enabled Course 80 n Refund Policy for Non VET FEE-HELP Enabled Course 82 n Tuition Assurance 84 n Statement of VET Tuition Assurance 85 n Student Review Procedures for Re-crediting a FEE-HELP Balance 88 LEGISLATION n Legislative Requirements and Compliance 92 n Electronic Signature Policy 95 n Work Health and Safety [WHS] 96 n Access and Equity and Client Services 99 n Integrity of Marketing 102 n Enrolment Process 103 n Application for Enrolment 104 TRAINING AGREEMENT AND DECLARATION OF UNDERSTANDING 110 3

4 Welcome Welcome to The Australian Academy of Beauty and Spa Therapy. The Academy has been training Australia s leading beauty therapists for over 35 years. Registered as a registered training organisation delivering nationally accredited training and City and Guilds London (international accreditation) the Academy is acknowledged by industry as one of the country s finest beauty training colleges. Our staff are fully qualified in their respective disciplines as well as in the assessment and delivery of courses and have wide industry experience. Our aim is to ensure that you are given every opportunity to achieve all stated competencies and gain the appropriate qualifications. In this handbook you will find information that will be helpful to you throughout your course at The Academy. From time to time it will be necessary to amend sections of the handbook in keeping with changed circumstances. Amendments will be in written format and clearly explained to you and inserted in the handbook according to our version control policy. To help us maintain our high standards, please take time to read this information and complete the Student Declaration of Understanding included at the back of the handbook. If you have any questions about The Academy or our procedures and policies, please feel free to ask staff members who will be only too happy to assist you. Furthermore, your suggestions are always welcome. We look forward to a long and happy association with you and that at the completion of your course you will find fulfilling and well rewarded employment in the exciting and ever changing world of beauty therapy. 4

5 Code of Practice Statement about the Code of Practice It is stressed that the elements in the Code of Practice permeate all the administrative and operational practices and procedures of The Academy for the main purpose of delivering to students quality training and assessment in a conducive learning and training environment. Responsible and ethical behaviour The Academy maintains a highly ethical and responsible approach in the provision of education, training services and assessment of students with its major objective of safeguarding the educational interest and welfare of students and staff. 5

6 Code of Practice The Australian Academy of Beauty Spa Therapy: The Academy will maintain the highest professional standards and comply with all requirements of the VET Quality Framework and Standards for registered training organisations regularly monitoring, reviewing and implementing practices for continual improvement. n Provides staff trainers and assessors who are: Qualified and experienced Act professionally at all times Dedicated to providing the highest level of beauty therapy training Treat all students with respect Undertake their duties with honesty, integrity and diligence Maintain student confidentially Conduct fair, valid and reliable competency based assessments Represent The Academy ethically at all times n Recruits students in a responsible and ethical manner and provides a caring, happy learning environment where all students, irrespective of age and nationality receive encouragement and help at all times. The Academy and teaching staff are committed to the nurture of the individual potential of each person n Recognises the rights of all students, abides by the anti-discrimination and equal opportunity regulations and ensures all students also abide by these laws n Treats all students fairly, providing external advice and support when needed. The Academy will take all reasonable steps to safe guard the interest and welfare and safety of students whilst on our premises n Provide a fair and equitable refund policy with opportunity to defer for certain circumstances n Provides a grievance handling procedure that is fair and just n Encourages student feedback at every stage of the course which is acted on for continuous improvement n Provides students with the latest and most relevant beauty therapy techniques reflecting industry needs, with the latest facilities and equipment in a safe, healthy environment n Undertakes to work as a team, and understand and respect the contribution of each team member n Strives for total student satisfaction with all aspects of training, and takes every opportunity to ensure this occurs and that grievances are resolved fairly. All students will be aware of their contractual and financial agreements with us and receive a copy of their signed training agreement and VET FEE HELP request for funding. n Should the ownership change or there be significant changes to the Academy s operation students will be notified within 20 days 6

7 About the Academy The Australian Academy of Beauty and Spa Therapy has been dedicated to teaching the highest professional standards of beauty therapy for over 35 years. Registered as an RTO (Registered Training Organisation), The Academy offers one of the highest nationally recognised qualifications available in beauty therapy in Australia, the Diploma of Beauty Therapy [SIB50110]. Developed as part of the National Beauty Therapy Training Package, the Diploma of Beauty Therapy [SIB50110] the Certificate IV in Beauty Therapy [SIB40110] and the Graduate Certificate in Intense Pulsed Light and Laser Hair Removal [SIB70110] are all government accredited. Our highly qualified and experienced Trainers, the most up-to-date equipment, and a curriculum based on the latest skin and body treatments from around the world, ensure you are completely competent and qualified in all aspects of beauty therapy. We take an holistic approach to our training and treatments, specialising in Advanced Skin Diagnosis and Treatment Procedures that offer not only real solutions to skin problems, but also provide a health benefit by restoring harmony and balance in our clients lives. Our teaching focuses on professional skin treatments with a purpose (corrective skin treatments) rather than pampering facials. Skin health and treatments are designed to release tension, relax and nurture the whole body and are an important part of our philosophy. A very important advantage of our online and distance learning program is practical work experience in a salon under the supervision of a suitably qualified person. Your designated supervisor will be asked to help you perfect the skills you have learnt in your workshops with us, then complete third party reports on your progress. Small relaxed and friendly classes, competency based assessments, beautiful modern facilities, the latest in equipment and teaching techniques, fully accredited courses, close to transport, strong work experience program, and CEO also running leading day spas, ensures students have the latest, most up-to-date and relevant training possible. 7

8 Organisational Structure Organisational Chart [Standard 7] Demonstrates: n Simple lines of authority commensurate with the CEO s philosophy of participatory decision making, and the; n Responsibilities and roles of the principal and other staff Basic roles and responsibilities are clearly defined for each member of staff and the simple, flat organisational structure supports effective and rapid communication channels from student to the Principal. This is further enhanced by regular staff meetings and students meetings. Students are encouraged to discuss matters with the staff and thus contribute to the efficient operation of The Academy and its general climate. As The Academy further develops its scope of operations, staff and students contributions will be sought. CEO Sue Campbell Owner North Strathfield and Kogarah Olivia Figliuzzi Principal Bianca Long Emma Childs IT PA North Strathfield Accountant Barnes Dowell James Trainer/ Assessor Trainer/ Assessor Trainer/ Assessor Trainer/ Assessor Bookkeeper Teresita de Leon Receptionist Kogarah VET FEE HELP/Admin Amanda McIntyre Trainer/ Assessor Trainer/ Assessor Trainer/ Assessor Trainer/ Assessor Receptionist Chatswood Bella Vista Trainer/ Assessor Trainer/ Assessor Trainer/ Assessor Trainer/ Assessor Trainer/ Assessor Trainer/ Assessor Trainer/ Assessor Trainer/ Assessor Receptionist Receptionist 8

9 Trainers Students are encouraged to contact Trainers or the Principal on any matters at all times. ling has proved to be an efficient method of correspondence. Trainers Addresses and Contact Numbers Chatswood Cassie Jasmin BELLA VISTA Bella Vista Danni Kate Kogarah Alisha Amy Sue Bianca Amanda Teresita Kate Emma Trainer and Assessor Requirements n Minimum 5 years relevant work experience preferably in management capacity or if less than 5 years work under someone that has 5 years experience n A beauty therapy qualification from an accredited training school and / or appropriate tertiary qualifications in subject area n Certificate IV in Training and Assessment (or equivalent) as a minimum n Evidence of further training in specialist areas Guest Lecturers: n Relevant experience in subject area n Relevant experience in delivering subject n Preferable, Certificate IV in Training and Assessment (or equivalent) or working with a qualified assessor 9

10 Programs Offered The following courses are offered: NTIS Course title Training Package SIB40110 Certificate IV in Beauty Therapy SIB10 The Beauty Training Package SIB50110 SIB70110 Individual units Diploma of Beauty Therapy Graduate certificate in intense pulsed light and laser hair reduction Waxing, lash and brow treatments, and most units are available individually SIB10 The Beauty Training Package SIB10 The Beauty Training Package SIB10 The Beauty Training Package Transition Where a training product on its scope of registration is superseded, all learners training and assessment is completed and the relevant AQF certification documentation is issued or learners are transferred into its replacement, within a period of one year from the date the replacement training product was released on the National Register. Where an AQF qualification is no longer current and has not been superseded, all learners training and assessment is completed and the relevant AQF certification documentation issued within a period of two years from the date the AQF qualification was removed or deleted from the National Register. Where a skill set, unit of competency, accredited short course or module is no longer current and has not been superseded, all learners training and assessment is completed and the relevant AQF certification documentation issued within a period of one year from the date the skill set, unit of competency, accredited short course or module was removed or deleted from the National Register. No new learners may commence training or assessment once a product has been removed from the National Register 10

11 Courses SIB50110 Diploma of Beauty Therapy Our Online and Distance program has been specifically designed for students living interstate, in rural NSW or for those who live locally but due to family or other commitments are unable to attend college full or part time. Studying the Diploma of Beauty Therapy will provide the skills and knowledge for an individual to be competent in a broad range of beauty treatments and work as a skilled therapist involving self-directed application of knowledge and personal responsibility in performing complex technical operations. It is the most sought after beauty qualification. The Beauty Therapy Training Package SIB10 requires students to study a total of 33 units for the Diploma of Beauty Therapy. Additional Units Vet Fee-help will only cover the cost of the 33 compulsory units for The Diploma of Beauty Therapy. Students may however do additional units they are interested in at a cost of $250 per unit (payable on enrolment). Prerequisite n HLTAID003 - Provide First Aid n Computer and Microsoft Word address Entry Requirements n HLTAID003 - Provide First Aid n Computer and Microsoft Word n Australian Year 12 or equivalent; OR n Within the Admissions Interview be able to demonstrate that you have the skills and capability to succeed in the course. n All students are also required to have a unique address. 11

12 Courses SIB50110 Diploma of Beauty Therapy Core Units SIBBBOS401A Perform body massage SIBBBOS402A Provide body treatments SIBBCCS301A Apply the principles of skin biology to beauty treatments SIBBCCS403A Recognise body structures and systems in a beauty therapy context SIBBCCS404A Work in a skin therapies framework SIBBCCS302A Advise on beauty services SIBBCCS405A Develop treatment plans SIBBCCS406A Use electricity in beauty therapy treatments SIBBCCS407A Interpret the chemical composition and physical action of cosmetic products SIBBCCS408A Provide healthy nutritional options in a beauty therapy context SIBBFAS302A Provide lash and brow treatments SIBBFAS404A Provide facial treatments SIBBFAS405A Provide advanced facial treatments SIBBHRS301A Perform waxing treatments SIBBNLS201A Work in a nail services framework SIBBNLS202A Provide manicure and pedicure services SIBXCCS201A Conduct financial transactions SIBXCCS202A Provide service to clients SIRXCOM001A Communicate in the workplace SSIBXFAS201A Design and apply makeup SIRXIND001A Work effectively in a retail environment SIRXOHS001A Apply safe working practices Spa Specialisation SIBBSPA501A Work in a spa therapies framework SIBBSPA502A Plan spa programs SIBBSPA503A Provide spa therapies SIBBSPA504A Provide stone therapy massage SIBBSPA505A Provide Indian head massage for relaxation 12

13 Elective Units SIB50110 Diploma of Beauty Therapy General Electives SIBBBOS403A Perform aromatherapy massage SIBBBOS505A Blend a range of aromatic plant oils for beauty treatments SIBXFAS202A Design and apply makeup for photography SIBBHRS502A Perform female intimate waxing treatments SIBBSKS506A Apply micro-dermabrasion to improve skin appearance SIBBSKS302A Apply cosmetic tanning products Extra Units Sometimes students wish to do more than the required 33 units. Vet fee Help will only cover the 33 units that make up our Diploma, however the following units can also be completed as stand alone units at a cost of $250 each. These are paid at enrolment confirmation interview. HLTIN 402B SIBBHRS504A SIBBFAS303A BSBSUS201A SIRXSLS004A SIBBSKS503A SIBBBOS403A Maintain infection control standards in office practice settings Provide electrolysis treatments (note these two units are equivalent to 5 units) Design and apply remedial camouflage directly under electrolysis Participate in environmentally sustainable work practices Build relationships with customers Perform diathermy treatments Perform aromatherapy massage 13

14 Courses Graduate Certificate in intense pulsed light and laser hair reduction SIB70110 Cost: $7,500 This qualification reflects the role of individuals who have specialised knowledge to design and safely apply IPL and laser to reduce unwanted hair on face and body and to rejuvenate the skin. Entry Requirements n Completed or be completing a Diploma of Beauty Therapy or a relevant qualification at Diploma level or above in medical health. n Significant work experience as a beauty therapist n Australian Year 12 or equivalent; OR n Within the Admissions Interview be able to demonstrate that you have the skills and capability to succeed in the course. n All students are also required to have a unique address. Note Diploma of beauty therapy must be completed prior to award of Graduate Certificate To achieve the post graduate certificate in Intense pulsed light and laser hair reduction and skin rejuvenation the following must be completed: n All 5 core units HLTIN402B Maintain infection control standards in office practice settings SIBBHRS705A Apply intense pulsed light and Laser safety protocols SIBBHRS706A Design intense pulsed light and laser hair reduction treatment programs SIBBHRS707A Provide intense pulsed light and laser hair reduction treatments SIBBRES702A Investigate developments in cosmetic treatments using light or laser systems n Course is completed over 5 days straight for distance students at the end of a Diploma workshop at the end of June and January each year. You may also attend one day a week or two evenings a week for 5 weeks if you live locally Note 200 hours of external work-placement hours must be completed before gaining qualification. This is completed in a salon with IPL and laser or a Laser clinic. This course must be completed within 12 months of course commencement. 14

15 Delivery Distance Learning It is possible to study the Diploma of Beauty Therapy SIB50110 by distance learning The Diploma is VET FEE-HELP enabled for eligible students. Our distance learning program is particularly suitable for those students living in country areas or need the flexibility of studying remotely rather than attending college. Our new moodle student learning portal provides students with an interactive approach to blended learning. Students can access the theory components and learning materials online which include videos and powerpoints. You access your assignments online, and your Trainer will mark them electronically. You can view your records and grades easily at any time. You will receive personal attention and one on one support from your Trainer who will guide you through all aspects of the course and be in constant contact. You attend 4 x 4 day workshops that are held at the end of February, May, August and November each year which is where you learn the practical aspects of the course. At the completion of each workshop you will practice what you have learnt in a previously approved salon where you will gain the practical skills you need to become a successful and highly regarded Beauty Therapist. In addition your trainer will hold a weekly webinar reviewing the underpinning knowledge of each unit in turn. Resources: n Student Handbook n Student Log book n All learner guides on Moodle n Academy specific additional notes on Advanced Skin diagnosis, n Student concession cards on NSW public transport Products and tools for Online students: n Wax pot, 2 x hot and 2 x strip wax, wax strips, 1 box leg wax spatulas n Manicure and pedicure kit n Good pair of tweezers n Brown black grey lash tint and tinting kit n One woods lamp for skin diagnosis n One each of following professional products for facial treatments: Eye and lip cleanser Dry skin cleaners Oily skin cleaner Glycolic acid treatment Blackhead cleanser Facial massage oil cream mask 15

16 Delivery Distance Learning Are my qualifications the same as coming to full-time study? You will have your final practical assessments with our college assessors and will graduate with the same qualifications as our full-time students. Pre-requisites 1. HLTFA301C - Apply First Aid 2. Age over 16 years at course commencement 3. You will be required to submit all your assignments through our learner management system and are required to have computer printer, and office to access word and power point presentations.the Academy is unable to print notes for students. To access Moodle you are required to have a valid address. This is also required to receive communications and notices from the Academy. It is the student s responsibility to inform the Academy of any changes to address provided at enrolment. 16

17 Delivery Distance Learning Timetable for Delivery of Diploma of Beauty Therapy SIB50110 Semester 1 The units in bold have practical workshops. Semester 1 is normally at the middle to end of February each year. SIRXCOM001A SIRXIND001A SIRXOHS001A SIBXCCS201A SIBBNLS201A SIBBNLS202A SIBBHRS301A SIBBHRS506A SIBBFAS302A Communicate in the workplace Work effectively in a retail environment Apply safe working practices Conduct financial transactions Work in a nail services framework Provide manicure and pedicare Perform waxing treatments Perform female intimate waxing treatments Provide lash and brow treatments Semester 2 The units in bold have practical workshops. Semester 2 is normally at the middle to end of May each year SIBBCCS403A SIBBBOS403A SIBBBOS402A SIBBBOS401A SIBXFAS201A SIBXCCS202A SIBBOS505A SIBBB0S504A Recognise body structures and systems in a beauty therapy context Perform aromatherapy massage Provide body treatments Perform body massage Design and apply make-up Provide service to clients Blend and apply a range of aromatic plant oils for beauty treatments Apply aromatic plant oil chemistry to beauty treatments Semester 3 The units in bold have practical workshops. Semester 3 is normally at the middle to end of August each year SIBBCCS302A SIBBCCS405A SIBBCCS301A SIBBCCS404A Advise on beauty services Develop treatment plans Apply the principles of skin biology to beauty treatments Work in a skin therapies framework 17

18 Delivery Distance Learning SIBBCCS406A SIBBCCS407A SIBBCCS408A SIBBFAS404A SIBBFAS405A SIBBSKS506A Use electricity in beauty therapy treatments Interpret the chemical composition and physical action of cosmetic products Provide healthy nutritional options in a beauty therapy context Provide facial massage Provide facial treatments Apply microdermabrasion to improve skin appearance Semester 4 The units in bold have practical workshops. Semester 4 is normally at the middle to end of November each year SIBBSPA501A SIBBSPA502A SIBBSPA503A SIBBSPA504A SIBBSPA505A SIBBSKS302A Work in a spa therapies framework Plan spa programs Provide spa therapies Provide stone therapy massage Provide Indian head massage for relaxation Apply cosmetic tanning products 18

19 Structured Workplace Learning Distance learning students are required to complete 150 hours in an agreed workplace and approximately 300 hours practicing at home. In addition Distance students are required to practice on family and friends until competency is achieved. This must be documented in Student Log Book. Apprentices complete their practical hours in their place of employment. Structured workplace learning is an essential and very important part of our training program as it prepares students to enter workplace situations confidently and professionally and with a sound knowledge of what is required of them in a busy work environment. Students gain not only valuable experience performing treatments on clients, but also gain experience in all aspects of salon management, including appointment taking, work planning, money balancing and stock control, that they are not normally able to practise. Students are not paid on their work experience day and it must be remembered that this day is part of their learning. Students must remember at all times that work experience days are days when they are expected to behave as staff members. When signing the training agreement at the end of this handbook students acknowledge the following: n Weekly attendance at your chosen workplace is compulsory after your first workshop, until 150 hours are completed. We suggest one day a week, but it can be more as you are able to perform more treatments. This time is mutually agreed between salon owner and student. These must be completed before graduation n A medical certificate or application in writing for exemption is the only accepted reasons for non attendance 19

20 Structured Workplace Learning What is expected during Structured Workplace Learning (work experience)? Work experience is an essential and valuable part of your training program. The prime focus of work experience is to prepare you for the real work situation, not only in dealing with clients, but also to ensure you understand and are competent in the work ethics of a salon situation. During your work experience module you are being assessed not only on client treatments, but also: n Arriving at work on time and leaving at end of scheduled work day. n Choosing a work experience day where you can be sure you can do a normal work day, and that is permanent and that you never let your Trainer down by not turning up. n Wearing correct and full uniform. n If unable to attend work experience, giving the sort of notice required in a real work situation (see below). n Showing a high level of ethics in the work place. n Completing 150 hours of structured workplace learning throughout the course. n All work experience to be completed (150 hours) and home hours before students can sit for final assessments and attend graduation this is early December for February intake and mid July for July and evening students. n Should you not be able to attend your practical day, your Trainer must be notified as early as possible that day and you must bring a medical certificate. You must make up the days missed the following week on days you do not normally attend. 20

21 Structured Workplace Learning Structured Workplace Learning Records Your Student Log Book is your main record of your structured workplace learning. At the end of each day you must give your log book to your workplace supervisor to: n Sign your attendance hours n Sign off your completed treatments Your workplace supervisor needs to sign off that you have achieved the on-the-job outcome requirements after ensuring the assessment criteria have been followed. When performing any practical treatment, please ensure all steps of the treatment are performed as per the assessment criteria. Your class trainer needs to sign off your off the Job Outcome Requirements which mainly cover research assignments and some in-school practical work. It is your responsibility to ensure your trainer or workplace supervisor complete these forms as we are unable to issue your Diploma or Certificate until we have all units fully signed off. Distance Learning Records A log book must be kept of all treatments performed in the workplace. In addition your workplace supervisor will be required to report on your treatments in the workplace and submit the practical observations to The Academy by the due dates. They will be provided with practical observations tools for this purpose. All workplace supervisors will be asked to submit their qualifications and experience to The Academy. 21

22 Workplace Salon Introduction Letter Dear Salon Owner, The Australian Academy of Beauty and Spa Therapy is one of Australia s leading beauty therapy training colleges, situated in Sydney. We are fully government accredited and teach the latest accredited Diploma of Beauty Therapy. Because of our high standards, we are one of 4 beauty schools in Australia to be able to offer students VET FEE-HELP. In addition to our full time program, students can study the Diploma of Beauty Therapy by distance learning. With this program, they do the theory at home, answering questions in a Research Assignment after reading the supplied unit notes and workbooks. The students have the help and assistance of a dedicated Trainer at the Academy. The students come to us 4 times a year, each block being for 4 days, to learn and refine the practical component of the course. Obviously the students need practice applying the skills learnt at these sessions. Many salons are interested in taking our students for this practical aspect of the course as they can be a great asset to your business, helping you out on your busiest day of the week. As this is part of their training they are not paid for this work. With good staff hard to get these days, taking on a student in this way will ensure you have qualified staff ready to come on board at the completion of their training. They are already trained in your way of doing things whilst costing you nothing for this training period. Workplace practice and monitoring The students are required to do around 150 hours of work experience, normally one day a week, after their first practical workshop with us. After February, they need to practice Manicures, Pedicures, Lash and Brow Treatments and Waxing. After May, they need to practice Body Massage and Makeup Application. After August, they need to practice Facials. After November, they need to practice Day Spa Body Treatments. They are also given a Log Book to record all hours and treatments performed in the workplace. 22

23 Workplace Salon Introduction Letter Workplace assessment As an industry expert, you are required to prepare a third party report on the student s competence in the workplace, ensuring they can perform all tasks to industry standards. After their first workshop you will be given access to the students on line practical observations which need to be completed for each unit. There will also be a facilitator s guide which shows you exactly what you need to be looking for and recording. You will receive full details of how to do this and the distance learning trainer will contact you shortly after your student starts with you to ensure you understand exactly what is required. All formal assessments are performed by Academy Trainers and Assessors. Monitors of students progress The Academy monitors each student s progress by, as a minimum, a fortnightly phone call or . In addition, the students are able to call or the distance trainer with any questions or issues they may have. The students Academy trainer will also contact you approximately monthly to seek your feedback on how we can better support you and your student. This is usually done by arranging a 10 minute appointment with you. Your feedback is very important and helps us continually improve our training and assessment. If you are prepared for this student to do her practical hours with your salon, you must: n Agree to the terms and conditions on the next page, sign and return to us by fax. n Fax a copy of your qualifications for our records. Fax: Sincerely, Sue Campbell CEO Australian Academy of Beauty and Spa Therapy 23

24 Distance Work Experience Supervisor Agreement Consent to Take Distance Learning Student for Practical Work Experience I... Of (Salon Name):... Salon Address:... Address:... Contact Phone Number:... Agree to take a distance learning student... from the Australian Academy of Beauty and Spa Therapy for practical work experience. I agree that: n I am a fully qualified therapist and have faxed my qualifications to the Academy n Will ensure that the student is supervised at all times by qualified therapists n Will provide practice in the required units to ensure student is able to complete her log book requirements n Will help her with any practical aspects as they arise n Will assess her competence in my capacity as an industry expert against the assessment tools supplied by the Academy following the requirements of the training package n Will submit practical observations onto the student moodle platform according to the timetable supplied n Have reviewed the Service Skills resource requirements for this course and I confirm I have these resources Signed:... Date:... 24

25 Evaluation of Training The Academy strives to continually improve its training and assessments. Throughout the course you will be asked to complete questionnaires regarding training and assessment. These surveys are then discussed at staff and management meetings and where possible ideas you may have to improve our practices will always be taken into account. We thank you in anticipation of your help with our surveys. 25

26 Assessment Procedures The Academy s assessment strategies meet the National Assessment Principles and the Training Package guidelines. Assessment criteria and their associated conditions are clearly stated in all training information and trainers and assessors are required to discuss these with students prior to, and during, training. It is the trainers and assessors responsibility to ensure that all students are fully aware of the assessment requirements needed to achieve competency. Discussions of specific assessment needs for students with a disability or any other relevant condition are undertaken to ensure that no student is disadvantaged. There are no hidden agendas in the assessment procedures. All assessments are carried out by fully qualified assessors and are designed to ensure that each student s performance is assessed against the competencies set out in the Beauty Therapy Training Package. Students are provided with full details of these competencies in their Student Log Book, and in their student portal. Assessments lead to the issuing of AQF qualifications and/or statements of attainment where the student is assessed as competent against nationally endorsed units of competency. Variety of assessment strategies used A variety of assessment strategies are used to cater for individual needs including: n Practical demonstration of tasks n Short quizzes to assess underpinning knowledge n Oral questioning to test underpinning knowledge n Observation of processes and procedures n Role play and simulation n On-the-job tasks where applicable n Projects and assignments n Case studies n Critical incidents n Documents, portfolios, log books n Third party reports n Presentations n RPL and credit transfer 26

27 Assessment Procedures Students are advised exactly how each unit is assessed in their student portal, and also by information in the front of each unit in the log book. In some cases the assessment is holistic in that it may integrate a number of tasks that make up a competency. The student will be made aware of how this will be carried out. As far as possible, verbal feedback will be given immediately. Trainers will upload practical assessments to student portal within a week of assessment. Oral questioning may be used during a practical demonstration to ascertain why a student is doing something in a particular manner or in a particular order. Assessment also takes into consideration the following employability skills and these are explained to the student: n Communication n Problem solving n Initiative and enterprise n Teamwork n Planning and management n Self-management n Learning Adherence to National Assessment Principles The Academy s assessment policy incorporates the Rules of Evidence and Principles of Assessment including those of validity, reliability, flexibility and fairness. To ensure the validity and reliability of assessment procedures and assessment tools, The Academy holds regular validation meetings to examine these characteristics and this involves student questionnaires, staff input, student interviews and where possible stakeholders from industry. The Principal is responsible for convening these meetings, analysing any results and taking appropriate action. All such meetings and subsequent actions are recorded. To ensure the validity of assessments, comparisons are made between the assessments different assessors make in any one course or in any one competency over the year. The responsibility for overseeing these comparisons rests with the Principal. Any major discrepancies are examined by the Principal and discussions held with trainers and assessors to ascertain any problems. Records are kept and filed. Where the competency has not been achieved, the student will be immediately advised on what action is to be taken. For example, the student may be given a second assessment immediately or may be given further training and then be re-assessed later. Whatever the case, the student will be given every assistance to achieve the competency. The exact number of re-assessments will depend on discussions with assessors and trainers. We also adhere to the principles of Natural Justice. 27

28 Assessment Procedures Principles of Natural Justice In dealing with any complaint or assessment appeals we believe that the person making the complaint or appeal has the opportunity to be heard by an impartial decision maker which is at the heart of the rules of natural justice and procedural fairness. There are three basic principles which we follow in our application of / natural justice and procedural fairness: n the hearing rule n the bias rule n the no evidence rule Hearing Rule We will give an opportunity to the person making the complaint or appeal to be heard. This means they have the opportunity to provide information in the form of oral submissions and documentary evidence. Depending on the nature of the compliant they can choose the person they wish to hear their complaint or appeal. Bias Rule This rule means that the decision maker(s) will be impartial and unbiased in the matter to be decided. Justice should be seen to be done so that fair minded people would reasonably believe the decision had not been pre-determined and there had been no bias in the decision making process. No Evidence Rule This rule means that the decision that is eventually made must be based on logical evidence (proven on the balance of probabilities) In making decisions, the decision maker(s): n take into account relevant considerations; n do not take into account irrelevant considerations; n act for a proper purpose; and n that the decision is not unreasonable In essence whatever decisions are made of a complaint or appeal the procedure used must be transparent and fair and seen to be fair. Decisions taken will be impartial and based on provided relevant information. 28

29 Assessment Procedures Assessment records Each unit of competency normally has several assessment methods. Each unit has an assessment plan and its own assessment tools normally an assignment of underpinning knowledge and a practical observation checklist. Students are asked to read the assessment plan for each unit. These assessment plans are in each unit on student portal. If unsure of anything please ask your trainer. Assignments Assignments must be submitted on the due date. If they are late, and you have not applied for an extension of time, you will receive a fail for that unit. Trainers will mark assessments and upload to your student portal for review. Assignments are also revised in class. Practical Assessments Trainers will complete one or more practical assessmentsaccording to distance timetable. This will take place at the practical workshops. Students must give 2 weeks notice if unable to attend a workshop. A medical certificate must be produced for non attendance. If a medical certificate is not produced students must pay to do that workshop again. Workplace supervisors will be asked to give detailed third party reports by certain dates and to upload them to your student portal. Your trainer will guide them through this process. Note it is the students responsibility to inform trainer of any changes to address as this is our main method of communication. Grading You will be marked as satisfactory (S) or NS not satisfactory and given a final grade of competent or NYC not yet competant. Resit policy If a student fails their first attempt at an assessment event, or has medical evidence for not attending first attempt they may sit a second attempt without additional cost. This will be at the next class this unit is held. If a student fails the resit a second time, or does not attend the assessment, the student is deemed non competant and must pay for that unit again. 29

30 Assessment Procedures Students with special needs At enrolment interview, the Principal ascertains the special needs of students both for training and assessment so that The Academy can take appropriate action to assist the student. Records are maintained. At any time during the course a student may require some reasonable adjustment to assessment procedures because of some special need [e.g. accident or injury]. This is discussed with the Principal and action is taken. These requests are recorded on the student s file. 30

31 Recognition of Prior Learning [RPL] & Credit Transfer The Academy has a policy for the recognition of prior learning and credit transfer. Information about RPL is included on the website, in marketing and advertising materials and in various handouts and is offered to all applicants. Further details are also included in the Students Handbook and the Prospectus. Receipt of RPL applications is acknowledged in writing. Staff assess the evidence provided against the stated national competencies of the particular course and applicants are notified in writing of the results. If the applicant disputes the results he/ she may appeal using the Academy s disputed assessment procedure. The Academy recognises that competencies can be achieved in a number of ways through: n Formal and informal training n Work experience n General life experience n Any combination of the above RPL may be undertaken by: n Submission of appropriate and authorised documentation which clearly indicates prior qualifications, work, projects and experience n Submission of work/job experience documents n Challenge tests observed by a qualified assessor n Products made by the applicant n Third party reports n Any other evidence considered appropriate All assessment pathways must incorporate RPL which allows competencies currently held by individuals to be formally bench-marked against the relevant Training Package competencies. In this process the assessed current competencies should be recognised regardless of how, when or where they were achieved. Records of the results of RPL are recorded, signed by the assessor and the student and placed on the student s file. Staff are available to assist in these applications and discuss any aspects of RPL. 31

32 Recognition of Prior Learning [RPL] & Credit Transfer Action to be taken regarding the results of RPL will be discussed with the Principal, the applicant and trainers as to what effect this will have on the student s program. The overall process for applying for RPL is as follows: n Applicants view pre-enrolment information on website and in prospectus n Candidate approaches RTO to receive guidance on how to proceed n Information letter is sent to applicant, together with flow chart of process and self assessment tool to ensure evidence is sufficient, valid, current etc and enrolment form n Applicant returns enrolment form to the Academy n Full unit RPL assessment tool for the unit is forwarded to applicant n Candidate and assessor discuss and agree on ways to gather evidence n Candidate completes RPL assessment tool and submits to assessor n Assessor reviews evidence, and may ask candidate questions orally or written to ensure underpinning knowledge is current n Assessor makes assessment decision and provides feedback to candidate If successful candidate issued with relevant qualifications RPL process recorded in student management system If student not successful assessor advises or additional training required RPL may be undertaken by: n Submission of appropriate and authorised documentation which clearly indicates prior qualifications, work, projects and experience n Submission of work/job experience documents n Challenge tests observed by a qualified assessor n Products made by the applicant n Third party reports n Any other evidence considered appropriate All assessment pathways must incorporate RPL which allows competencies currently held by individuals to be formally bench-marked against the relevant Training Package competencies. In this process the assessed current competencies should be recognised regardless of how, when or where they were achieved. Records of the results of RPL are recorded and placed on the student s file. Staff are available to assist in these applications and discuss any aspects of RPL. 32

33 Recognition of Prior Learning [RPL] & Credit Transfer Action to be taken regarding the results of RPL will be discussed with the Principal, the applicant and trainers as to what effect this will have on the student s program. RPL applications may attract a small fee to cover the work involved in assessment. The overall process for applying for RPL is as follows: n Applicant completes RPL application form and submits it to The Academy n Receipt of RPL application is acknowledged in writing n Staff assess the application against stated national competencies and check authenticity, currency and accuracy of supporting documents n Staff may request interview with applicant for further evidence clarification n Applicant advised of results of RPL in writing n All results, interviews and actions taken are recorded and filed in the applicant s personal file. Privacy conditions are maintained 33

34 Recognition of AQF Qualifications (Credit Transfer) The Academy recognises the AQF qualifications and statements of attainment awarded by other Registered Training Organisations (RTOs). Awards issued by other RTOs must be authenticated and entered into our student records. Procedures for this recognition are clearly stated in enrolment information, in induction and orientation sessions, in marketing material and on the website. Applications for Credit Transfer are available to all prospective students. The Academy will check with other RTOs if there is any problem with this recognition. Students may use the grievance and appeals procedure process if there is any dispute over recognition. Staff are fully informed of the significance of the recognition of qualifications from other RTOs and this is discussed at interview, during staff induction and at staff meetings. Students holding a previous qualification may reduce the number of subjects required to be undertaken to complete this qualification, subsequently reducing the duration of the course. Please contact Academy staff to discuss your individual circumstances. 34

35 Plagiarism Plagiarism means to take and use another person s ideas and or manner of expressing them and to pass these off as one s own by failing to give the appropriate acknowledgement. Students may use this type of information as long as the source is acknowledged. This includes material from staff, students or the internet. Where it is believed a student has cheated in this manner in particular copying another student s work the assessment will result in a failure. A student will need to pay extra fees to do this unit again. This is regarded as a very serious offence and can result in being asked to leave the Academy. All students declare on their submitted assignments the work is their own and secure usernames and passwords are only available to the student nominated. 35

36 Disputed Assessments The Academy has an effective appeals procedure in relation to disputed assessments. This may vary slightly from the general complains and appeals procedures according to the circumstances. Every student has the right to appeal an assessment result. All students are made aware of the appeals procedure through course material, Student Handbook, Policies and Procedures Manual, in the orientation session and during student meetings. All staff are conversant with the procedure. The procedures are as follows: n The student must submit a Disputed Assessment Report completing the details requested to formalise the dispute n The student first discusses the disputed assessment with the trainer/assessor who may decide to give the student another similar assessment at a time and place suitable to both the student and assessor. The assessor will make a decision on the result of the second assessment. If the assessment is successful then it is recorded and dated on the Disputed Assessment Form n If the assessment is not successful, the assessor/trainer may indicate that further training is needed before another assessment is made. The decision is recorded. Arrangements can then be made for this training. If the student disagrees with this decision then he/she can request a meeting with the Head Trainer or Principal. Students may bring a third party to this meeting. If the student is under 18 years of age, The Academy will request a parent or guardian also attend n The Principal [or Head Trainer] will review the assessment evidence and may uphold the previous assessment or may request another assessment by a different assessor [may be an independent assessor external to The Academy] who is appropriately qualified. If this assessment is successful, then it is recorded and dated n If the student still disputes the assessment the grievance procedures detailed in this handbook should be followed Every attempt is made to solve the dispute in-house and students are given every support to achieve the competency. All matters related to the dispute are recorded and retained on the student s file. An example of a Disputed Assessment Form is shown below: 36

37 Disputed Assessment Form Surname...First name(s)... Course... Date report submitted to staff... State exact nature of dispute student to complete [include Module/subject title and number, specific competency being disputed, time of assessment, name of assessor, nature of dispute and any other relevant information] [Attach additional sheets if needed] Signature of student...date... For office use only: Signature of staff...date report received... Assessor s comments [Assessor s comments re disputed assessment including any discussions with student and action taken] Signature of assessor...date... Signature of student...date... 37

38 Disputed Assessment Form Interview with Principal or Head Trainer Date of interview... Action taken by principal and reasons for action taken [may include resolution of dispute, further referral to independent assessor] Signature of Principal Date... Signature of student Date... Note 1. The student is asked to sign the report only as a record of having read it. It does not necessarily imply that he/she agrees with the actions taken 2. Even if the Principal has not been involved in interviewing the student, the Principal will sign the final report as the person responsible for all decisions made 3. A copy of this report will be placed on the student s file and another copy will be retained by The Academy 4. Where an independent person has been engaged, he/she will be required to submit a written report to the Principal indicating recommendations made and reasons. Final decision The Principal s signature...date... 38

39 Recording Assessments Access to Records Student records consist of enrolement information, training agreement, Credit transfer information VET fee help applications and Unique student identifier information all securely kept in our cloud based student management system Wisenet. Attendance records, student logs, assignments and assessments are kept in Moodle according to requirements. Results from moodle are transferred to Wisenet at course completion At the end of the course, all relevant other paperwork, student logs, credit transfer applications, signed results sheets are scanned and added in a file to each students Wisenet file. Students can access their records at any time by asking their trainer for access. Privacy conditions are maintained. No third party is allowed access to these records without the express written approval of the record s owner. By signing the training agreement, students over 18 years of age, whose parents have paid for their tuition, agree their parents also have access to attendance records and progress records. All records are kept on both computer systems, for at least 30 years. Access to records after graduation can be made possible by contacting the CEO. There is a cost of $50 to issue replacement certificates. Hard copies of apprentice assessment records are kept for 2 years according to regulations. Electronic copies of all assessments, are kept on our moodle system for 12 months after graduating. Academic records are kept indefinately. From 2015 students will be able to access records through their unique student identification number Obtaining Future Records Obtaining Records Should the RTO Cease to Operate Should the Academy cease to operate the company managing the student data, Wisenet, telephone or visit and our Moodle management company, IMTG phone number will continue to provide access to student records to the regulating body ASQA. Students will be able to obtain records from ASQA in this instance. This policy will be updated as new information and directions from ASQA become available. Information regarding student s achievements may be required by government departments. 39

40 Successful course completion 1. Students must successfully complete the requirements of all prescribed units of competency to obtain their award including third party reports and attending all workshops. Students are required to complete 150 hours in the workplace. Students not attending scheduled classes or clinics without approval of the Principal in writing, will not meet the requirements for that unit of competency and a Fail grade will be recorded. Students are also required to complete all assessment tasks in the time-frame provided. Students who do not hand in theory assignments on the due date, without permission of the Principal, will not meet the requirements for that unit of competency and a Fail grade will be recorded. Students may sit a practical demonstration of skills up to 3 times for each unit of competency. Students who cannot demonstrate practical competence after three attempts will not meet the requirements for that unit of competency and a Fail grade will be recorded. Students who do not meet the requirement of a unit of competency and achieve a Fail grade will be required to re-enrol at the published fee for that unit of competency in order to complete the Diploma of Beauty Therapy clinic hours completed and associated log book tasks Certificate IV in Beauty Therapy 3. Have HLTAID003 - Provide First Aid 40

41 Issuance of AQF Qualifications To ensure efficient issuance of AQF qualifications and an accurate and up-to-date register of awards the following procedures are carried out: n All assessments are signed off and dated by the assessor as well as by the student. The student is informed of the result n The assessor makes a second check of the assessment record to ensure accuracy and to confirm the results. He/she signs and dates these results and recommends/not recommends the relevant award n The assessor submits these records to the CEO who will authorise the appropriate testamur and certificate or statement of attainment. These are recorded and stored in our Wisnet Student Management System. The administration manager prints the awards and the CEO performs a final check before signing. n All awards have a distinct registration number and this is recorded on The Academy s Register of Awards. This Register is maintained securely in The Academy s filing system. All such records are duplicated, held in two separate locations and kept for thirty years. All results are also in our Wisenet student management system. n The Academy only issues AQF certification documentation to a student whom it has assessed as meeting the requirements of the training product as specified in the relevant training package or VET accredited course. Either a watermark or embossed seal to ensure its authenticity protects all documentation. Documentation is provided to students within 30 calendar days of being assessed providing all fees have been paid. n A student must hold a unique Student Identifier Number. n AQF certification is only issued to the student not a third party (eg employer). 41

42 Student Selection Fairness Procedures 1. Overview The Australian Academy of Beauty & Spa Therapy ( the RTO ) will treat fairly all of its students and persons seeking to enrol with the RTO. 2. Access & equity The RTO applies access and equity principles through all its policies and procedures to promote full and equal participation of all students in its courses, to foster an environment free of discrimination and harassment, and to assist students to identify and achieve their desired outcomes. 3. Pre-enrolment information The RTO will ensure that prior to enrolment prospective students receive adequate information regarding the course, training, assessment, services and Commonwealth assistance provided by the RTO to enable them to make an informed decision about the suitability of the course and the RTO for their individual needs. The RTO will provide clear information to each student, prior to enrolment in regards to: n Student selection, enrolment and orientation procedures; n Course information, including educational and vocational outcomes; n Fees and charges, including refund policy; n Provision for language, literacy and numeracy assistance; n Student support services; n Welfare and guidance services; n Flexible learning and assessment procedures; n Appeals and grievances procedures; n Disciplinary procedures; n Recognition of prior learning (RPL) arrangements and credit transfer. This is available on our website through Student Handbook and Prospectus. 4. Fair treatment As a VET Provider the RTO will treat fairly: a) all students who are, or would be, entitled to VET FEE-HELP assistance; and b) all persons seeking to enrol with the RTO in a VET unit of study that meets the course requirements and who are, or would be, entitled to VET FEE-HELP assistance. 42

43 Student Selection Fairness Procedures 5. Equal benefits and opportunities As a VET Provider the RTO will have open, fair and transparent procedures that are based on merit for making decisions about: a) the selection, from among persons who are, or would be, entitled to VET FEE- HELP assistance and who seek to enrol with the RTO in a VET unit of study that meets the course requirements; and b) the treatment of students who are, or would be, entitled to VET FEE-HELP assistance undertaking a VET course of study. 6. Student selection Students will be selected on merit based on the published criteria. The RTO will ensure that throughout the process of selection and admission, applicants are treated fairly, courteously and expeditiously. The above undertakings do not prevent the RTO taking into account, in making decisions about the selection and treatment of students or potential students, educational disadvantages that a particular student or potential student has experienced or the fact that the student or potential student may be enrolled via a VET restricted access arrangement. Entry criteria and application procedures are published in the RTO s marketing material and on the RTO s website for the information of students and persons seeking to enrol with the RTO. 6.1 Selection and admission procedure The Beauty Training Package does not stipulate any specific requirements for entry into the courses offered by the RTO, however the RTO requires that applicants must: n Be in good health (because the Beauty Therapy industry demands a very high standard of health and hygiene when working with clients, applicants are required to possess complete gross and fine motor skills and full use of all senses. All prospective students therefore must demonstrate this level of health and fitness at interview); n Demonstrate a caring patient nature; n Have a strong interest in beauty therapy; n Be very well groomed; n Have completed a senior first aid certificate (proof of completion is required before course commencement); and n Have a sufficient level of English proficiency to be able to successfully undertake their chosen course. International students whose first language is not English must provide evidence of an International English Language Test Score (IELTS) of 5.5 or greater. 43

44 Student Selection Fairness Procedures School Certificate or Higher School certificate (or equivalent) education standard is desirable for Diploma courses. Mature age students are encouraged to apply. Persons seeking to enrol in a course are required to complete and submit the application form which is contained in the RTO s Prospectus or available on the RTO s website. Applications may be submitted by post or online or have a phone interview with CEO or senior management. All applicants must then attend an information evening or have a phone interview with the CEO and after receiving all relevant information may enrol in the course of their choice. Successful applicants are advised in writing of an available place but this is subject to a successful interview with the CEO or Principal. The interview ensures the applicants suitability for the course, mode of delivery is suitable and and learning needs and support are addressed.it is also to confirm applicant has thoroughy read student handbook and VET FEE HELP booklet. An applicant is then sent a confirmation of enrolment letter with details about orientation day. If a place is available, applicants who meet the entry requirements will be sent a letter offering them a place in their chosen course. Applicants must accept their offer in writing within 7 days. Once an offer is accepted, the applicant will be enrolled and will be sent a confirmation of enrolment letter with details about the course and arrangements for student orientation. 7. Commonwealth assistance The opportunities and benefits of Commonwealth assistance will be made equally available to all eligible students upon enrolment. 8. Unique Student Identifier Number From January 2015 all students are required to have a unique student identifier number. We are not allowed to issue a qualification without receipt of this number, unless an exemption applies under the Student Identifier Act Students should note however that if an exemption applies and they do not have a unique student identifier number they would be unable to access results and obtain authenticated transcripts through the Commonwealth Registrar. Once provided to us these numbers are stored securely on our student management system and can be accessed at any time in the future by the student. Students may obtain their number from USI.gov.au 44

45 Privacy and Personal Information Procedures PRIVACY AND PERSONAL INFORMATION PROCEDURES 1. Overview In the course of its business, the Australian Academy of Beauty & Spa Therapy ( the RTO ) may collect information from students or persons seeking to enrol with the RTO, either electronically or in hard copy format, including information that personally identifies individual users. The RTO may also record various communications between individuals and the RTO. In collecting personal information the RTO will comply with the requirements of the Australian Privacy Principles (APPs) set out in the Privacy Act 1988 (Cth) as amended by the Privacy Amendment (Enhancing Privacy Protection) Act Collection and use of personal information The RTO will only collect personal information from individuals by fair and lawful means which is necessary for the functions of the RTO. The RTO will only collect sensitive information with the consent of the individual and if that information is reasonably necessary for the functions of the RTO. The information requested from individuals by the RTO will only be used to provide details of study opportunities, to enable efficient course administration, to maintain proper academic records, to assess an individual s entitlement to VET FEE-HELP assistance, to allocate a Commonwealth Higher Education Student Support Number (CHESSN), and to report to government agencies as required by law. If an individual chooses not to give the RTO certain information then the RTO may be unable to enrol that person in a course or supply them with appropriate information. 3. Disclosure of personal information The information that an individual provides may be disclosed to organisations that run courses in conjunction with the RTO. Personal information about students studying with the RTO may be shared with the Australian Government and designated authorities, including the Australian Skills Quality Authority (ASQA), the Commonwealth Department with responsibility for administering the Higher Education Support Act 2003, the Tuition Assurance Scheme manager (ACPET). This information includes personal and contact details, course and unit enrolment details and changes. The RTO will not disclose an individual s personal information to another person or organisation unless: a) the individual concerned is reasonably likely to have been aware, or made aware that information of that kind is usually passed to that person or organisation; b) the individual concerned has given written consent to the disclosure; 45

46 Privacy and Personal Information Procedures c) the RTO believes on reasonable grounds that the 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) the disclosure is required or authorised by or under law; or e) the 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. Where personal information is disclosed for the purposes of enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the purpose of the protection of the public revenue, the RTO shall include in the record containing that information a note of the disclosure. Any person or organisation that collects information on behalf of the RTO or to whom personal information is disclosed as described in this procedure will be required to not use or disclose the information for a purpose other than the purpose for which the information was collected by them or supplied to them. 4. Security and integrity of personal information The RTO is committed to ensuring the confidentiality, security and integrity of the personal information it collects, uses and discloses. The RTO will take all reasonable steps to ensure that any personal information collected is relevant to the purpose for which is was collected, is accurate, up to date and complete. The RTO will store securely all records containing personal information and take all reasonable security measures to protect personal information it holds from misuse, interference, loss, unauthorised access, modification or disclosure. Where the RTO has no further use for personal information for any purpose disclosed by the RTO, or is no longer required to maintain that personal information, all reasonable steps will be taken to destroy or de-identify the information. 5. Right to access and correct records Individuals have the right to access or obtain a copy of the personal information that the RTO holds about them. Requests to access or obtain a copy of personal information must be made in writing. There is no charge for an individual to access personal information that the RTO holds about them; however the RTO may charge a fee to make a copy. Individuals will be advised of how they may access or obtain a copy of their personal information and any applicable fees within 10 days of receiving their written request. Where it is reasonable to do so, access to the information will be provided in the manner requested by the individual. If an individual considers their personal information to be incorrect, incomplete, out of date or misleading, they can request that the information be amended. Where 46

47 Privacy and Personal Information Procedures a record is found to be inaccurate, a correction will be made as soon as practical. Where an individual requests that a record be amended because it is inaccurate but the record is found to be accurate, the details of the request for amendment will be noted on the record. There is no charge for making a request to correct personal information. Written requests for access to, to obtain a copy of, or correct personal information held by the RTO should be sent to the Principal at: Building H140 Lower Level 32 Lexington Dr BELLA VISTA NSW Information Collected on Visiting the ACADEMY S Website When you visit our website, a record is made of your visit and for the purpose of analysing and evaluating the performance and operation of our website, the following information is logged: Your IP address; The date and time of your visit to the site; The pages you accessed and documents downloaded; The previous site you have visited; The type of browser you are using. How We Use Software Cookies A Cookie is a small text file which is placed on your computer by webpage servers. The purpose of a cookie is to help analyse web traffic and may let the website know when you visit a particular site. Cookies allow a web application to respond to you as an individual. They can record information about your visit to the site, allowing it to remember you next time you visit and provide any relevant information to you. Cookies are also used to enhance the secure use of websites. Cookies can be stored in your hard drive ( persistent cookies ) or in memory ( session cookies ). A persistent cookie is a cookie which will enable a continuing record to be kept of your visits to the website. A session cookie is a cookie which is a transient cookie and tracks your visits for a website session only. The Academy only uses session cookies to identify which pages of the website are being used for a website session only. Upon closing your browser the session cookie set by this website is destroyed and no personal information is maintained. The Academy does not make any attempt to identify users or their general browsing activities. 47

48 Privacy and Personal Information Procedures 7. Data Quality Consistent with National Privacy Principle 3, the Academy is committed to ensuring that personal information collected by the Academy remains accurate, complete and up to date. 8. Storage and Data Protection Personal information may be contained both in hard copy and electronic format within the offices of the Academy. Personal information stored electronically is maintained in a secure environment. The above records are only accessible to personnel of the Academy who require access to enable them to perform their duties. 9. Destruction of Records The Academy will destroy records relating to personal information when such information is no longer necessary to be retained within the Academy s records. Personal information will be destroyed by shredding or other secure process. 10.Openness Consistent with National Privacy Principle 5.2, the Academy will upon request, inform a person generally about what information it holds concerning that person and for what purpose such information is held. With respect to gaining access to or correction of records, please see paragraph ( Access to Records ). 11. Taking photos Students are not allowed to take photos in class of fellow students. At no time are students allowed to publish any photos on websites or social media as this may contravene privacy laws. 12. Complaints about an alleged breach of the APPs Where an individual believes that the RTO has breached a Privacy Principle in relation to that individual they may lodge a complaint using the RTO s grievance handling procedures which enables students and prospective students to lodge grievances of a non-academic nature, including grievances about handling of personal information and access to personal records. Publication These Privacy and Personal Information Procedures will be made available to students and persons seeking to enrol with the RTO by publication on the RTO s website ( Alternatively, a copy of this policy may be requested by contacting the RTO using the contact details provided above. 48

49 Privacy and Personal Information Procedures In order to ensure that students have given their informed consent for their personal information to be disclosed to certain third parties as outlined in this procedure, the RTO will advise students on enrolment about these procedures and where they are located. Version control Document: Privacy and Personal Information Procedures Approved by: CEO Ver: Date: 01 January

50 Identifying Learning Needs The Academy has a full range of education support and learning services and resources to ensure all students are able to meet student needs and items such as Prospectus, student handbook, assessments, unit resources are all stored on Moodle for easy access at all times. At enrolment and during the course student needs are evaluated and advice or help provided when necessary. This may include advice on where to go for English language assistance or LLN needs, help with computer issues or medical and health issues that may affect study. Each student is interviewed by the Principal prior to course commencement to discuss the course generally and to question the student on his/her learning needs as well as on any factors the student may have that could affect progress through the course. Students are required to nominate on the enrolment form any special needs related to their undertaking of the course [eg visual impairment, hearing problems etc] so that The Academy can make any necessary adjustments to the individual s training and assessment strategies. It is very important to let us know of anything that may hinder your course progress so the appropriate help can be provided. At interview the Principal will discuss with the student such matters as: n Any previous courses attended that may relate to current course n Current competencies related to the present course n Current or past work experience that could be significant n Any disabilities that need to be taken into account for the current course n Language, literacy and numeracy levels commensurate with the course/industry requirements n Ascertaining, if possible, preferred learning styles n Any matters the student may wish to raise related to course participation and completion of course n Information from any RPL or Credit Transfer applications already submitted by the student n Any other matters the Principal thinks relevant to the student s needs in relation to the chosen course 50

51 Identifying Learning Needs The Principal should then be in a position to make an assessment of any particular learning needs and advise the student in relation to the competencies of the course in which he/she is enrolled. Trainers and assessors are made aware of the student s needs which are recorded on the student s personal file. Individual Learning Plan Each student has an Individual learning plan prepared from the initial information given at enrolment and subsequent monthly interviews with trainers and three monthly interviews with the Principal. This is reviewed with student monthly and each student can clearly see her strengths, weaknesses, goals, timeframes to achieve goals, and support being provided by the Academy. A student can approach her Trainer at any time for support. This support may include modifying assessments, or providing one on one tuition. We are here at all times to ensure your training is enjoyable and productive. 51

52 Language Literacy and Numeracy Students whose first language is not English and who do not quite meet the language standard will be advised as to what support and assistance they can receive. Assistance will be given to these people by the staff. Special attention is given to applicants from a NESB in relation to Language, Literacy and Numeracy. If there is any doubt on behalf of the interviewer (staff member) The Academy will ask the applicant to undertake a brief test to ascertain the applicant s ability to undertake the course. It may be necessary for the Principal to discuss the matter with the student s workplace to assess the level of English needed and to see what advice they can offer. The Academy maintains a list of institutions who teach English as a second language. Language, literacy and numeracy resources to meet any workplace requirements The Principal and other authorised staff will discuss any language, literacy and numeracy requirements of the workplace with the student and if relevant will contact the student s workplace in this regard. The Academy has in place a procedure to assist prospective students to overcome language, literacy and numeracy problems related to course entry requirements. Students will be given advice on the most suitable and reasonable action that could be taken. The Academy has a list of institutions that will assist students. 52

53 Grooming All students are expected to maintain the highest grooming standards when attending lessons, and during work experience. Students are constantly assessed on their grooming, which can affect final marks. 1) Student uniform to be worn at all times including theory lessons. This must be full uniform and worn as a complete outfit.the uniform is not to be mixed with other pants and tops. 2) Flat, soft, rubber soled, navy or black court shoes to be worn with uniform at all times, no high heels or open shoes. Shoes must be plain and kept polished at all times. 3) A navy blazer or navy cardigan can be purchased economically from Millers Fashions which can be worn in winter 4) Odd jumpers, cardigans slacks etc are definitely not allowed 5) Hair longer than chin length must be tied back at all times with a navy scrunchie or ribbon. Hair must be very classically groomed, no loose hair around face, or sticking out of scrunchie. Ribbons, scrunchies should be navy. 6) Makeup must be applied and worn to all lessons and clinic 7) Nails must be well manicured at all times 8) Jewellery must be discreet, two small earrings as a maximum in ears. No large rings, bangles etc 9) Smokers ensure teeth are brushed and breath freshener is used after lunch break before treating other students or clients 10) Students are NOT permitted to smoke in uniform Personal Hygiene Please shower every day, use deodorant, ensure hair is always clean, wash uniform and underwear every night. Be aware of unpleasant odours as you are working in very close proximity with people. 53

54 Attendance Students must be on time for all practical workshops and all clinic days 1) All students are expected to arrive at The Academy 10 minutes before lessons begin. If a student expects to be late, the trainer must be notified by 8.30am 2) Lessons will commence at 9.00am sharp and in fairness to other students will not be delayed 3) If a student needs to leave for any reason during the day, the trainer must be notified for safety and well-being reasons 4) As clinic days are to prepare you for expectations in the workforce, all students must arrive 15 minutes prior to commencement 5) All students must sign in each day and sign out when they leave Procedure to follow if unable to attend workshop: 1) Trainer must be notified by student by 8.30 am 2) You must speak to the trainer, never text or get another student to pass on a message If you have a medical certificate the Academy will organise additional training for you at no extra cost. Any other absence will result in extra fees for attending an additional workshop. 54

55 Attendance Requirements n All attendance is strictly monitored n Students are required to sign in each day with their student card for the workshop for that day. This attendance program clearly shows the code and name of the unit being studied that day n All students are required to attend all workshops and practical hours in salon. n Attendance is monitored weekly by individual trainers n Should a student not attend a workshop they will receive a letter explaining they are not satisfying course attendance n If the attendance does not improve, the student will be asked to attend the Academy for a discussion on the Academy s attendance policies and to see if there are genuine reasons why an extension of time should be given at no additional cost n If after this counselling, a student still does not attend, they will be sent a second letter, advising will be given a fail for that unit of study n If a student fails a unit, they will need to re-enrol in the applicable unit of study n If a student completes an application for extension of time form (available for genuine and compassionate circumstances, and if this approved by the trainer) a student will be offered additional classes to complete the unit of study at no additional cost n The student is able to access the Academy s complaints and appeals processes 55

56 Course Progress Satisfactory course progress n All students are required to make satisfactory course progress n Satisfactory course progress means being assessed as competent in the progressive assessment tasks for each unit n This involves 1) Submitting assignments on each unit on due date and completing 80% of the assignment correctly 2) Being assessed as competent at a classroom level in practical assessments 3) Being assessed as competent in final practical assessment n If an assignment is not submitted on the due date, a student will be given a letter advising they are not making satisfactory course progress for that unit of study, and stress the importance of handing in assignments on time n If this happens a second time, the student will be asked to attend the Academy for a discussion on the Academy s course progress policies and to see if there are genuine reasons why an extension of time should be given at no additional cost n If after this counselling, a student still does not hand in their assignment, or more than 20% is not correct they will be sent a second letter, advising will be given a fail for that unit of study n If a student fails a unit, they will need to re-enrol in the applicable unit of study n If a student completes an application for extension of time form (available for genuine and compassionate circumstances, and if this approved by the trainer) a student will be offered additional classes to complete the unit of study at no additional cost n The student is able to access the Academy s complaints and appeals processes 56

57 Disciplinary Procedures The Academy will do all in its power to ensure all students receive fair and equal treatment. If a student is unable to abide by The Academy s rules and regulations then they may be requested to not return to the college premises for a specified duration of time stated by the Principal. General and Academic misconduct Students who do not comply with the Academies code of conduct, Rules and Regulations and Grooming and Appearance Standards or engage in general or academic misconduct will be issued with a Misconduct form General and academic misconduct will be dealt with according to the nature and extent of the misconduct and may include reporting any criminal behaviour. Penalties imposed will take into account the nature and the extent of the misconduct. General misconduct is that which: n Contravenes any legislation or regulations n Contravenes the policies and procedures in this handbook n Acts dishonestly in relation to admissions to the Academy or fails to comply with conditions agreed to in the contract n Obstructs any member of staff in the performance of their duties n Alters any documents or records n Harasses or intimidates another student, a member of staff, a visitor to the Academy or any other person while the student is engaged in study or other activity as a student, because of race, ethnic or national origin, sex, marital status, sexual preference, disability, age, political conviction, religious belief or for any other reason including through social media. n Steals or destroys any property of the Academy s including product. Academic Dishonesty n All students are expected to maintain high standards of academic honesty and integrity. n Academic misconduct is defined as attempts by students to cheat, plagiarise or otherwise act dishonestly in undertaking an assessment task, or assisting other students to do so. Students are considered guilty of cheating if they seek to gain advantage by unfair means or facilitate dishonesty such as: 57

58 Disciplinary Procedures n Cheating or intentionally using or attempting to use unauthorised materials, information or study aids. n Fabrication or intentional falsification or invention of any information or citation n Plagiarism i.e. intentionally or knowingly representing the words or ideas of another as one s own. n Having another person complete your assignments n The Academy will suspend any student found guilty of the above Students can be suspended from class for: n Non-payment of fees by the due date n Non-attendance without substantial reason and supporting documentation n Disruptive behaviour n Attending classes under the influence of drugs or alcohol n Not abiding by the Code of Practice n Theft from The Academy or another student n Bullying, racist behaviour or comments or harassment of any student n Plagiarism Misconduct form 1. A student will be issued with a misconduct form if they are found with the following: n failed to comply with College Rules and Regulations n breached Grooming and Appearance Standards The Trainer will discuss the reason with the student. Both parties will then sign the form and details filed and recorded in our student management system. 1. If a second cause for concern form is issued, a meeting will be scheduled with the Trainer, Principal and student. This may be conducted via telephone. The student will be asked to sign a record of the meeting and the concluded outcome. The signature acknowledges that the record of the discussion is accurate. 58

59 Disciplinary Procedures 2. If the student continues with their behaviour a third and final meeting will be scheduled with the CEO. The student will be asked by the Academy why their enrolment should be continued. Details are documented in the student file and recorded in the student management system. No refund will be given if suspension is the final outcome. 3. The student has the right to appeal. If the student is unhappy with the result they can use The Academy s Grievance, Complaints and Appeals procedures. 59

60 Policy on Making Up Days All students who are genuinely sick and this is supported by a medical certificate, or have applied for leave in writing on the required form, will not be charged for makeup days. The form to use is the Application for Extra Time form and is on your student portal. All missed days must be made up with next available class 60

61 Deferral of Studies This policy extends to all students. For the purposes of this policy, the term deferral is used to describe a student who has been offered a place in a course but does not intend to take up the offer on the date specified. It also refers to students who have already started a course and wish to defer on compassionate grounds. Procedure 1. All requests for a deferral are to be made in writing by completion and lodgement of a Request for Deferral form. 2. Students who have been offered a place in a course but who have not yet commenced are permitted to defer the commencement of their enrolment for a maximum of one year. 3. Students who have commenced their course and wish to defer on compassionate grounds may defer for up to one year. 4. Any request for a deferral beyond the period permitted will be at the discretion of the Principal. 5. All requests for deferral must be approved by the Principal in writing. 6. Where a student has been granted a period of deferral, it is imperative that he/ she notify The Academy as to when they intend to take up the offer or return to their studies at least one (1) month prior to the scheduled commencement date. This notification must be in writing via the completion and lodgement of a Reinstatement of Student Enrolment form. 7. Only one deferral will be granted per course. 8. In the event that no communication is received from a student who has deferred their course commencement one (1) month prior to the next scheduled course commencement date for the course, a letter will be sent to the student seeking instructions as to their intentions to continue with their course. Failure to respond to this letter within one (1) month will result in the student s enrolment being cancelled and a discontinuation letter will be sent to the student s last advised address on file. 9. Any fees paid will be refunded in accordance with the applicable Refund Policy. If census date has passed a full VET FEE HELP debt will incur. 10. In the event a student does not apply for a deferment in writing and he/she does not attend class for a period of one (1) month with no written notice, it will be considered that his/her enrolment has been abandoned. 11. Should a student wish to re-enrol after abandoning their course, full cost of course is payable. This policy extends to all domestic students who have been offered enrolment at The Academy. 61

62 Withdrawal of Studies For the purposes of this course withdrawal is used to describe a student who chooses to withdraw from a unit of study or their course. Procedure 1. All requests for a withdrawal are to be made in writing by the completion and lodgement of a Request for Withdrawal from a Course or Unit of Study form. This form is available in moodle in your general resources. 2. For students in a VET FEE-HELP enabled course: If the request for withdrawal is received and acknowledged by Principal on or before census date the student will be withdrawn without penalty. If the request for withdrawal is received after census date a fail will be recorded for the unit of study and the student will not be eligible for a refund and/or will incur a VET FEE-HELP debt. Requests to withdraw must be signed by both student and Principal to take affect. For clarification the request with withdrawal form attached will be proof of withdrawal and date sent will be the date of withdrawal, (please keep copy of s sent) 3. For students in a non VET FEE-HELP enabled course: Students who have requested to withdraw from a course or unit of study are invited to meet with the Principal to ensure that they are fully aware of the consequences of such a request. This meeting will not affect the effective date of withdrawal (above). In the event a student is withdrawing from a course all refunds will be in accordance with the applicable Refund Policy. 4. Any student choosing to withdraw from a course or unit of study following the successful completion and assessment of any complete unit of competency will receive a Statement of Attainment relating to the completed units. Certification will only be issued once all outstanding fees have been paid in full. Please note. Our course is based on both summative and formative assessment. That means in most instances final practical assessments, and statement of attainments cannot be awarded until all work experience hours be completed and student has been assessed a minimum of 3 times, 2 in the workplace. Student cards must be returned immediately to the college. 62

63 Withdrawal of Studies Abandoning Studies If you are not responding to s, phone calls and letters within a month of them being sent we will assume you have abandoned your studies. A certified letter will be sent to your last known address giving you one more chance to contact us and resume your studies. If we do not hear from you after a month of sending this letter your enrolment will be cancelled and your full VET FEE HELP debt will be payable. 63

64 Welfare and Guidance Services Welfare and guidance services are available for all students, and students are encouraged to seek the help of the Principal should the need arise. The Principal has access to a wide range of specialsed services that may be needed by students such as health services, pensions and benefits, pregnancy information, sexual assault help, crisis services and professional counseling services. Counselling If a student has an issue of a personal nature they may consult their Trainer or the Principal. The following steps will apply: 1. Consult with the Trainer 2. The Trainer, Principal and student will discuss the issue 3. The Trainer, Principal and student will decide on the best course of action i.e. solution plan or referral to a more specialist professional. 4. All counselling/private information will remain confidential at all times. Any notes, records and referrals made during discussions with the Principal will be dealt with in accordance with the General Privacy Statement set out in this handbook. Private tuition is available for any student needing this help with any part of the courses offered. Students requiring bridging courses for English language or wanting to further their English language, will be given appropriate guidance to suitable courses. The following contact numbers may be useful for students: Accommodation Quest Apartments Castle Hill Aussie families Flatmate finders flatmatefinders.com.au Overseas Student Services Alcohol Counselling Ambulance 000 Caste Hill Dentist Norwest Medical Centre

65 Welfare and Guidance Services Castle Hill Police Centre Link Dept Immigration Dept Fair Trading Drug Counseling North Strathfield Medical Centre North Strathfield Dentist North Strathfield Police Station Qantas Rape Crisis Centre Westmead Hospital Alcoholism Anxiety (including phobias & Obsessive-Compulsive Disorder) Anxiety Asthma Crime stoppers Crisis counselling (United Church) (02) (03) (02) (National office) Depression Depression (National lnitiative) Disabilities Domestic violence Domestic violence Drug addiction: Narcotics Anonymous Drug addiction (Christian help) Drugs and mental health Families & friends with mental illness

66 Welfare and Guidance Services Eating disorders Eczema Emergency services (police, fire, ambulance) 000 Epilepsy Family planning information Gambling Counselling G-Line (gambling) Gay & lesbian counselling line Grief support Hepatitis C HIV/AIDS Legal information and advice (NSW) (Vic) (Qld) Mental health advice Poison lnformation Centre Police Assistance Line (non-emergency) Pregnancy counseling Rape Crisis Centre Relationship counseling Schizophrenia Serious illness (sufferers & families) Smoking Quitline Suicide Prevention Victims of crime support Women s refuge referral service

67 Welfare and Guidance Services Professional Counselling Services Unifam Counselling & Mediation (02) Life line (phone counselling) (24hrs 7 days a week) Transcultural Mental Health Centre (02) Toll Free: Disability services Wesley Mission (02) National Disability Services (02) National Disability Services NSW (02) Legal Services Legal Aid Bullying Human Rights and Equal Opportunity Commission (HREOC) (02) Work Cover NSW Occupational Health & Safety www. occu pationalhealthandsafetv.net/ Relationships Australia Kids Help Line Pregnancy Help Centacare Sydney Free call: Domestic violence line or NSW Women s Refuge Resource Centre (02) Centre for Drug and Alcohol NSW Health health.nsw.gov.au/publichealth/ dpabout.htm 67

68 Student Grievance Handling Policy and Procedure STUDENT GRIEVANCE HANDLING POLICY AND PROCEDURE (FOR ACADEMIC AND NON-ACADEMIC MATTERS) 1. Policy The Australian Academy of Beauty & Spa Therapy ( the RTO ) is committed to developing and maintaining an effective, timely, fair and equitable grievance handling system which is easily accessible to all complainants. The RTO aims to: n Develop a culture that views grievances as an opportunity to improve the organisation and how it works; n Set in place a grievance handling system that is client focussed and helps the RTO to prevent grievances from recurring; n Ensure that any grievances are resolved promptly, objectively and with sensitivity and in complete confidentiality; n Ensure that the views of each complainant and respondent are respected and that any party to a grievance is not discriminated against nor victimised; n Ensure that there is a consistent response to grievances. A grievance can be defined as a person s expression of dissatisfaction with any aspect of the RTO s services and activities, including both academic and nonacademic matters, such as: n The enrolment, induction/orientation process; n The quality of education provided; n Academic issues, including student progress, assessment, curriculum and awards in a VET course of study; n Handling of personal information and access to personal records; n The way someone has been treated. n Staff, Trainers, Assessors and other students. This Student Grievance Handling Policy and Procedure is designed to ensure that the RTO responds effectively to individual cases of dissatisfaction. 2. Policy coverage In relation to non-academic grievances, the term student or complainant applies to both current students of the RTO and persons seeking to enrol with the RTO (which includes students who are, or would be, entitled to VET FEE-HELP assistance as well as persons seeking to enrol with the RTO in a VET unit of study that meets the course requirements who are, or would be, entitled to VET FEE-HELP assistance). 68

69 Student Grievance Handling Policy and Procedure In relation to academic grievances, these procedures apply to current students of the RTO (which includes students who are, or would be, entitled to VET FEE-HELP assistance). Complainants are entitled to access the grievance procedures set out in this policy regardless of the location of the campus of the RTO at which the grievance has arisen, the mode in which they study or their place of residence. 3. Before an issue becomes a formal grievance Students are encouraged, wherever possible, to resolve concerns or difficulties informally with the person(s) concerned. There are support staff available to assist the resolution of issues at this level. Support staff can be contacted on-campus through Administration and off-campus by phoning (02) and asking for the Student Support Officer. The Student Support Officer will coordinate the informal grievance process by assisting the student to connect with the most appropriate person(s). This step is not mandatory and a student may proceed directly to the Formal Grievance Procedure. 4. Procedure This procedure can be utilised by students (who for the purposes of non-academic grievances includes persons seeking to enrol in a course with the RTO) to submit a grievance of an academic or non-academic nature. Grievances of an academic nature include issues related to student progress, assessment, curriculum and awards in a VET course of study. Grievances of a non-academic nature cover all other matters including grievances in relation to personal information that the RTO holds in relation to an individual. During all stages of this procedure the RTO will take all steps to ensure that: n The complainant and any respondent will not be victimised or discriminated against; n The complainant has an opportunity to formally present their case and each party to the grievance may be accompanied and assisted by a support person at any relevant meetings; n A full explanation in writing for decisions and actions taken as part of the process will be provided if so requested by the complainant or a respondent; n Where the internal or external grievance handling or appeal process results in a decision that supports the complainant, the RTO will immediately implement any decision and/or corrective and preventative action required and advise the complainant of the outcome; n There is no cost to the complainant for utilising this grievance and appeals process. 69

70 Student Grievance Handling Policy and Procedure 4.1 Stage one formal grievance: Formal grievances must be submitted in writing to the RTO marked to the attention of the Head Trainer, who will facilitate this stage of the grievance process. Formal grievances may be lodged in person at Administration or posted to: The Head Trainer Building H140 Lower Level 32 Lexington Dr Bella Vista, 2153, NSW Receipt of a formal grievance will be acknowledged in writing within five working days. The grievance handling process will commence within ten days of the receipt of the formal grievance and all reasonable measures will be taken to finalise the process as soon as practicable. The Head Trainer will then, if necessary, seek to clarify the outcome that the complainant hopes to achieve. Such clarification may be sought by written or verbal request or by a face-to-face interview with the complainant. When such clarification occurs in a face-to-face interview the complainant and any respondent may ask another person to accompany them. The Head Trainer will then endeavour to resolve the grievance and provide a written report to the complainant within 20 working days of receipt of the grievance on the steps taken to address the grievance, including the reasons for the decision. The report will further advise the complainant of their right to access the internal appeals process if they are not satisfied with the outcome of their formal grievance. We endeavour to investigate and resolve all complaints or appeals as soon as possible, which would be well within 60 calendar days. If for some unknown reason e.g. ill health of a person involved in the complaint or appeal; then the complainant or appellant will be contacted verbally and informed of the current situation and the reason(s) for the delay in their complaint or appeal, this will also be sent to them in writing. The complainant will be regularly updated as to the progress of the matter. 4.2 Stage two internal appeal: If a complainant is dissatisfied with the outcome of their formal grievance they may lodge an appeal in writing marked to the attention of the Principal (who is senior to the original decision maker). Appeals may be lodged in person at Administration or posted to: The Principal Building H140 Lower Level 32 Lexington Dr Bella Vista, 2153, NSW The Principal will consult with the complainant and other relevant parties within ten working days. 70

71 Student Grievance Handling Policy and Procedure Where possible such consultations should take the form of face-to-face interviews. The complainant and any respondent may ask another person to accompany them to these interviews. Following the consultation, the Principal will provide a written report to the complainant within 20 working days of receipt of the appeal advising the further steps taken to address the grievance, including the reasons for the decision. The report will further advise the complainant of their right to access the external appeals process if they are not satisfied with the outcome of their internal appeal. 4.3 Stage three external appeal: If the complainant is dissatisfied with the outcome of their appeal, they may make a written request to the Principal that they wish the matter be dealt with through an external dispute resolution process facilitated by Phoenix Mediation Services ( the external mediator ). The contact details for the external mediator are: Phoenix Mediation Services 1-03/5 Celebration Drive Bella Vista, NSW 2153 Phone: (02) The Principal will then advise the external mediator in writing of the request within five working days. The external mediator will arrange for a discussion to be held between the RTO and the complainant within ten working days of the written notification from the Principal. The RTO will bear any costs associated with the external appeal. The complainant and any respondent may ask another person to accompany them to meetings with the external mediator. The external mediator will report to the Principal the outcome of the mediation, including any recommendations arising, within 14 days of the completion of the review. Once the Principal receives the report of the outcomes from the external mediation, they will provide a written report to the complainant within ten working days on the recommended actions to resolve the grievance. The RTO agrees to be bound by the external mediator s recommendations and the Principal will ensure that any recommendations made are implemented within 30 days of receipt of the mediator s report. 5. Further action If the Complainant remains unsatisfied with the outcome of the mediator s decision, then they may contact the Australian Skills Quality Authority (ASQA). For contact details and information please see: 71

72 Student Grievance Handling Policy and Procedure The procedures set out in this document do not replace or modify procedures or any other responsibilities which may arise under other policies or under statute or any other law. Nothing in this policy and procedure limits the rights of individuals to take action under Australia s Consumer Protection laws. Also, these procedures do not circumscribe an individual s rights to pursue other legal remedies. 6. Enrolment status Where a student chooses to access this policy and procedure, the RTO will maintain the student s enrolment while the grievance handling process is ongoing. 7. Record keeping & confidentiality A written record of all grievances handled under this procedure and their outcomes shall be maintained for a period of at least five years to allow all parties to the grievance appropriate access to these records, upon written request to the Principal. These records will be maintained at Building H140 Lower Level, 32 Lexington Dr, Bella Vista, 2153, NSW. All records relating to grievances will be treated as confidential and will be covered by the RTO s Privacy and Personal Information Policy. 8. The Principles of Natural Justice are adopted at every stage of the complaint policy. Principles of Natural Justice In dealing with any complaint or assessment appeals we believe that the person making the complaint or appeal has the opportunity to be heard by an impartial decision maker which is at the heart of the rules of natural justice and procedural fairness. There are three basic principles which we follow in our application of / natural justice and procedural fairness: n the hearing rule n the bias rule n the no evidence rule Hearing Rule We will give an opportunity to the person making the complaint or appeal to be heard. This means they have the opportunity to provide information in the form of oral submissions and documentary evidence. Depending on the nature of the compliant they can choose the person they wish to hear their complaint or appeal. Bias Rule This rule means that the decision maker(s) will be impartial and unbiased in the matter to be decided. Justice should be seen to be done so that fair minded people would reasonably believe the decision had not been pre-determined and there had been no bias in the decision making process. 72

73 Student Grievance Handling Policy and Procedure No Evidence Rule This rule means that the decision that is eventually made must be based on logical evidence (proven on the balance of probabilities) In making decisions, the decision maker(s): n take into account relevant considerations; n do not take into account irrelevant considerations; n act for a proper purpose; and n that the decision is not unreasonable In essence whatever decisions are made of a complaint or appeal the procedure used must be transparent and fair and seen to be fair. Decisions taken will be impartial and based on provided relevant information. 9. Approval, publication and training This Policy and Procedure was approved by the RTO s sole director on 17th February This Policy and Procedure will be made available to students and persons seeking to enrol with the RTO through publication in the Student Handbook and on the RTO s website ( For the purposes of communicating to and training staff, this Policy and Procedure will form part of the staff induction process and will be included in the Staff Handbook. 10. Version control Document: Student Grievance Handling Policy & Procedure Approved by: RTO s sole director Version Date: 01January

74 Grievance Form Student Name... Date of grievance... Have you discussed your grievance with the person concerned? Yes or No Describe your grievance: What is your preferred outcome? Signed Student:... Action taken by Academy:

75 Fees & Charges SIB50110 Diploma of Beauty Therapy (Face to face) $17,750 VET FEE-HELP available SIB50110 Diploma of Beauty Therapy (Distance learning) $17,750 VET FEE-HELP available SIB40110 Certificate IV in Beauty Therapy (Face to face) $14,750 SIB40110 Certificate IV in Beauty Therapy (Distance learning) $14,750 SIB40110 Certificate IV in Beauty Therapy (Apprentice pathway) $2,000 SIB70110 Graduate certificate in intense pulsed light $7,500 and laser hair reduction clinic hours completed at our student laser clinic VET FEE-HELP enabled Upgrade to latest diploma (SIB50110) $7,500 VET FEE-HELP available Compulsory uniform cost payable on enrolment $135 Additional individual units for enrolled diploma students per unit $250 City and guild international examinations (non compulsory) $250 Included in course All supplies required for you to use in the Academy are supplied. Handouts and extra notes for all lessons are on your student portal. Requirements You will be required to submit all your assignments through our learner management system and are required to have computer printer, and office to access word and power point presentations and internet. The Academy is unable to print notes for students. To access Moodle you are required to have a valid address. This is also required to receive communications and notices from the Academy. It is the student s responsibility to inform the Academy of any changes to address provided at enrolment. Additional costs Graduation dinner Our Academy graduation dinner is held in July and December each year. Current cost is approximately $150 per head and is an additional cost. Students are encouraged to bring family and friends and it is a wonderful opportunity to celebrate gaining not only your Australian Diploma but also your International Diploma. Re-enrolment in a unit of study Students who do not meet the requirement of a unit of study and achieve a Fail grade will be required to re-enrol at the published fee for that unit of study in order to complete the Diploma of Beauty Therapy. ($250 per unit) 75

76 Method of Payment Diploma of Beauty Therapy SIB ) VET FEE-HELP (see following pages for full information) 2) Payment upfront 3) Payment in 4 equal installments over 12 months. You will be required to provide credit card details for automatic payment if using this option Graduate certificate in intense pulse light and laser hair reduction SIB70110 (see page 10) $7,500 with clinic hours done in our student laser clinic or externally using Candela, Emerge, Adena latest IPL and laser technology. Hours may be external for Distance students. 1) VET FEE-HELP 2) Payment upfront with enrolment Individual units and short courses 1) Full cost is payable with application form 76

77 VET FEE-HELP The Australian Academy of Beauty and Spa Therapy is pleased to announce that it has been granted approval for by the Australian Government as an approved VET FEE-HELP Provider. What is VET FEE-HELP? VET FEE-HELP is a scheme provided by the Australian Government to enable eligible full-fee paying students the opportunity to apply for a loan. Such a loan is to aid in the payment of all or part of a student s tuition fees. The signed request for Commonwealth assistance form applies to a loan for the entire VET course of study and is charged on a unit of study basis unless the student pays some of the tuition fees. The loan will remain as a personal debt obligation until it is repaid to the Commonwealth. This scheme is an extension of the FEE-HELP scheme (currently applicable to university students) and extends to students studying one or more of the following courses: n Diploma n Advanced Diploma n Graduate Certificate n Graduate Diploma How do I access VET FEE-HELP? VET FEE-HELP is accessed via a Registered Training Organisation (RTO) who has been authorised by The Australian Government to be an approved VET FEE-HELP provider. The Australian Academy of Beauty and Spa Therapy is one of a few beauty colleges able to offer this facility. What is needed to be eligible for VET FEE-HELP assistance? To be eligible for VET FEE-HELP assistance for a VET unit of study, a student must: n Be a full fee-paying student; n Be an Australian Citizen or a holder of a Permanent Humanitarian sub-class visa (holders of permanent visas and New Zealand citizens are not eligible for VET FEE-HELP assistance); n Have a FEE-HELP balance greater than zero that is, they have not exceeded their FEE-HELP limit; 77

78 VET FEE-HELP n Be enrolled in a VET unit of study that meets the course requirements; n Be enrolled in the VET unit of study on or before the census date for the unit and remain enrolled at the end of the census date; n Meet the Tax File Number (TFN) requirements; n Have completed, signed and lodged with their VET Provider, a Request for VET FEE-HELP assistance form. What is the census date? The census date of a unit of study is the last day a student can submit their Request for VET FEE-HELP assistance form to defer their tuition fees through the VET FEE-HELP scheme. It is a date the VET Provider sets which is no earlier than 20% of the way through the period in which the unit of study is undertaken. These dates are available on our website under the heading VET FEE HELP. Census dates will apply to each of the VET units of study in which a person enrolls, with the student taking out a loan for any tuition fees that remain unpaid at the end of each census date. How does VET FEE-HELP work? Following the successful lodgement and assessment of a Request for VET FEE-HELP assessment form, the Australian Government will pay directly to the VET Provider, the full amount of the tuition fees associated with a student s course. This loan is then repaid by the student via the tax system in compulsory and/or voluntary contributions. The loan may effect (by reducing) the persons take home (after tax wage) or salary until the debt is repaid, and may affect borrowing capacity of the person until the debt is repaid to the Commonwealth. What is the entitlement under the VET FEE-HELP scheme? Over their lifetime, a student will be able to borrow up to the amount of their FEE- HELP limit which is indexed annually by the Australian Government. Repayments do not reset the maximum that can be borrowed. 78

79 VET FEE-HELP What does VET FEE-HELP cover? VET FEE-HELP extends only to tuition fees. It does not cover accommodation and general living expenses. It is important to note that a loan fee of 20% applies to VET FEE-HELP loans. This fee is payable to the Australian Government and added to your loan. It is also not included in the FEE-HELP limit. When do the first repayments start? A student s first loan repayment starts when their employment income exceeds the minimum threshold permitted for the specific financial year. The VET FEE-HELP threshold for 2015 is $53,345. What else do I need to know about VET FEE-HELP? n A stud ent may cancel their enrolment by: A) withdrawing from each VET unit of study on or before the census date and B) In accordance with our withdrawal policy (see code of practice n Withdr awal will result in the student A) not incurring a VET FEE HELP debt and or B) receiving a refund for any upfront tuition fee payments made on or before the census date n A VET FEE-HELP loan can be used to help a student articulate to university and can be applied to a student s VET tuition fees - provided their total FEE-HELP limit has not been exceeded n Eligibility for VET FEE-HELP is not affected by previous qualifications or your study results Please note it is a student s responsibility to read the VET FEE-HELP information booklet on our website. The student must be aware of their census date, loan fee and HELP debt. For more information please read the VET FEE-HELP booklet on our website or: n refer to the VET FEE-HELP Student Information Booklet for Documents/2015%20booklet%20VET%20FEE-HELP.pdf 79

80 Refund Policy for VET FEE-HELP Enabled Courses n To obtain a Request for VET FEE-HELP Assistance Form please see the Principal. n A student may wish to seek independent financial advice prior to applying for a VET FEE-HELP loan. Definitions Eligible Student: refers to students, who are, or would be entitled to VET FEE-HELP assistance under clause 43 of Schedule 1A of the Higher Education Support Act VET Course of Study: a course for which an Eligible Student may access VET FEE- HELP assistance to pay for all or part of their Tuition Fees. VET Unit of Study: a published unit of study that a Student may undertake to complete a VET Course of Study. Tuition Fees: fees paid for a VET Unit of Study. Census Date: a published date no earlier than 20% of the way through each VET Unit of Study. This is also the cooling off period. 1. Withdrawal from a VET unit of study / VET course of study Students of the Australian Academy of Beauty & Spa Therapy ( the Academy ) who wish to withdraw from a VET Unit of Study or VET Course of Study must do so by completing a Withdrawal Form available in your moodle and ing it to the Principal, the date the is sent is the effective date of withdrawal (please keep a copy of this ). 2. Refunds students who are eligible for VET FEE-HELP assistance This section is applicable to students who are Australian citizens or permanent humanitarian visa holders (who are resident in Australia for the duration of the VET unit of study) enrolled in a VET Course of Study offered by The Academy. In the event of a student withdrawing from a VET Unit of Study on or before the census date for that unit of study: n 100% of tuition fees paid for that unit will be refunded to the student; and n the student will not incur a VET FEE-HELP debt. In the event of a student withdrawing from a VET Unit of Study after census date for that unit of study: n no refund is applicable; and/or n the student will incur a VET FEE-HELP debt. 80

81 3. Refunds students who are not eligible for VET FEE-HELP assistance This section is applicable to students who are permanent residents (who are not permanent humanitarian visa holders who are resident in Australia for the duration of the VET unit of study) and New Zealand citizens enrolled in a VET Course of Study offered by The Academy. In the event of a student withdrawing from a VET Unit of Study on or before the census date for that unit of study 100% of tuition fees paid for that unit will be refunded to the student. In the event of a student withdrawing from a VET Unit of Study after census date for that unit of study no refund is applicable. 4. Payment of refunds Refunds will be paid within 28 days of the census date of the VET Unit of Study to which the withdrawal applies. 5. Publication This refund policy will be made available to students and persons seeking to enrol with The Academy by publication on The Academy s website: www. australianacademyofbeautytherapy.com. 6. Version control Document: Refund Policy for VET Courses of Study Approved by: CEO Ver: Date: 01 January

82 Refund Policy for Non VET FEE-HELP Enabled Courses Refund Policy Once a student has paid a deposit, or paid for the course in full therefore receiving the associated discount, it is understood that the student has seriously considered all aspects of a career in Beauty Therapy, and has made a commitment to the school to finish the course. On receipt of such moneys and commitment, The Australian Academy of Beauty and Spa Therapy has financial procedures to ensure adequate staff are employed; resources, notes, products and equipment are available for the number of students enrolled. All refund applications must be discussed with the Principal. Should a student need to have leave of absence for sickness/accident, they are welcome to complete their training at any time within the next one year without any fee increase. Such students will have priority placement in subsequent courses. Students must complete an Application for Deferment and it must be accepted by the Principal for this to take affect. Units completed and passed up to the sickness/accident period, will be eligible for the award of a statement of Attainment for those particular units. In the case of illness/accident, misadventure, (appropriate documentation required) the following refund policy applies: 1. If a student withdraws 4 weeks or more before course commencement. Then a full refund less the $250 non-refundable registration fee will apply. 2. If a student withdraws 4 weeks or less before course commencement, or after course commencement, then a refund will be paid, less the $250 non-refundable application fee, less $2,000 cancellation fee less $350 for each week of semester till date of withdrawal. 3. In addition any unit started at time of withdrawal is to be paid in full 4. Should a student be dismissed from The Academy for inappropriate behaviour, harassment of other students, non-attendance to class or other reasons seen fit by the Principal, no refund is payable, and remainder of fees owing are also immediately payable. 5. In all cases there is a cooling off period of 2 weeks from providing dated enrolment forms irrespective of when class commenced. This policy and the availability of complaints and appeals processes, does not remove the right of the student to take action under Australia s consumer protection laws. 82

83 Refund Policy for Non VET FEE-HELP Enabled Courses Example 1 Course fee paid: $1,250 Student withdraws 4 weeks or more before start date Minus non-efundable application fee $ 250 Refund Due $1,000 Example 2 Course fee paid: $6,000 Student leaves after 5 weeks (full time) Cancellation fee $2,000 Minus non-refundable application fee $250 Minus tuition 5 x $350 $1,750 Minus full cost of e.g. waxing unit $750 Refund Due $1,250 Distance learning students Once course notes have been forwarded, no refund is paid should you withdraw from those units. You may defer and complete the units later with written approval using the request for extra time form. All units completed to that time will be awarded a statement of attainment. Refund if course is cancelled If we are no longer able to offer a course student has enrolled in, or the arrangement is terminated early, the student is entitled to a full refund. 83

84 Tuition Assurance The Academy has met the VET tuition assurance requirements as specified in the VET Provider Guidelines through its current membership of the Australian Council for Private Education and Training (ACPET) Australian Student Tuition Assurance Scheme (ASTAS). Contact Details for ACPET-ASTAS Australian Council for Private Education and Training (ACPET) PO Box 551, East Melbourne, Vic 8002 Ph: Fax: (03) The VET courses of study for which the ACADEMY has ACPET-ASTAS membership are: n Diploma of Beauty Therapy SIB50110 n Certificate IV in Beauty Therapy SIB40110 n Graduate Certificate in intense pulsed light and laser hair reduction SIB70110 Activation of VET Tuition Assurance Arrangements If The Academy ceases to provide a VET course of study, the ACPET-ASTAS will send each eligible student enrolled in the VET course of study a Written VET Tuition Assurance Offer ( the Offer ) advising the student of the options available under the VET tuition assurance requirements. The Offer will include directions that the student must follow in order to notify the ACPET-ASTAS of the choice they have made for each affected VET unit of study. The ACPET-ASTAS will provide this Offer within twenty business days after it knows, or should know by reasonable enquiries that the ACADEMY has ceased to provide the VET course of study. 84

85 Statement of VET Tuition Assurance 1 Emma s Secret Investments Pty Ltd t/as Australian Academy of Beauty & Spa Therapy ABN: ACN: (the first provider) must comply with the VET Tuition Assurance requirements. This is to protect students in the event we cease to provide a VET course of study in which a student is enrolled. 2 These requirements are covered under Schedule 1A to the Higher Education Support Act 2003 (the Act) and chapter 3 of the VET Guidelines 2013 (the VET Guidelines). The meaning of ceasing to provide a VET course of study is set out in the VET Guidelines which are available from: F2013L In the event we cease to provide a VET course of study in which a student is enrolled, the student is entitled to a choice of: 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 tuition fee for any replacement VET units (this is known as the VET Course Assurance Option ). OR b) a refund of the student s up-front VET tuition fee payments and/or a re-crediting of any FEE-HELP balance for any VET unit of study in which the student is enrolled or commences but does not complete because we cease to provide the VET course of study of which the unit forms part (this is known as the VET Tuition Fee Repayment Option ). 4 We have met the VET tuition assurance requirements, as specified in the VET Guidelines, through current membership of the Australian Council for Private Education and Training (ACPET) Australian Student Tuition Assurance Scheme (the Scheme). Contact details for ACPET (TAS Administrator) are: 5 Australian Council for Private Education and Training (ACPET) Website: [email protected] Phone Number: If we cease to provide a VET course of study, the TAS Administrator will send a student enrolled in the VET course of study a written VET Tuition Assurance Offer (the Offer) advising the student of the options available under the VET tuition assurance requirements. The Offer will include directions that the student must follow in order to notify the TAS Administrator of the choice they have made for each affected VET unit. The TAS Administrator will provide this Offer within twenty business days after it knows, or should know by reasonable enquiries that we have ceased to provide the VET course of study. 85

86 Statement of VET Tuition Assurance 7 For the purposes of VET FEE-HELP, all courses offered by us, in accordance with the course requirements of clause 45 of Schedule 1A to the Act, are covered by the Scheme as part of our membership of the Scheme. 8 A student may choose either: a) the VET Course Assurance Option b) the VET Tuition Fee Repayment Option These options are explained below. The VET Course Assurance Option 9 Under the VET course assurance option, a student will be offered a place in a similar VET course of study by the TAS Administrator. If the student accepts this option, the TAS Administrator will make all necessary arrangements to ensure the student is able to enrol with the second provider in a 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 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 with the first provider. 10 The second provider nominated by the TAS Administrator may have different tuition fees to the fees the student would have paid for VET units of study that were part of the VET course of study we ceased to provide but which the student had not yet started studying. 11 A student is not obliged to enrol in a VET course of study with a second provider offered by the TAS Administrator under the VET Course Assurance Option. However, if the student 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 the first provider or to offer replacement VET unit/s free of charge. The VET Tuition Fee Repayment Option 12 Under the VET Tuition Fee Repayment Option, the TAS Administrator undertakes to pay the student the total of any up-front payments already paid by the student for any VET units of study the student has commenced but not completed because the VET course ceased to be offered. Students selecting this option will also have their FEE HELP balance re-credited for the uncompleted VET units. 86

87 Statement of VET Tuition Assurance Publication The method this Statement of VET Tuition Assurance will be made public to students will be on our website at Students will be advised where the Statement of VET Tuition Assurance may be obtained as part of our enrolment information. Version control Document: Statement of VET Tuition Assurance Approved by: CEO Ver: # Date: 01 January

88 Student Review Procedures for Re-crediting a FEE-HELP Balance 1. Introduction The Australian Academy of Beauty & Spa Therapy ( the RTO ) will conduct this procedure in compliance with Schedule 1A of the Higher Education Support Act 2003 and the VET Guidelines. 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 RTO. The RTO will: n 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; n 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; n Ensure that all students are informed of the review procedures for the re-crediting of a FEE-HELP balance. A student who withdraws from a VET unit of study on or before the published census date for that VET unit of study will not incur a VET FEE-HELP debt for that VET unit of study. A student who withdraws from a VET unit of study after the published census date for that VET unit of study 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. 2. Special circumstances If a student withdraws from a VET unit of study on or after the census date for that VET unit of study, 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 RTO will re-credit the student s FEE-HELP balance if it is satisfied that special circumstances apply that: n Were beyond the student s control; and n Did not make their full impact on the student until on, or after the census date for the VET unit(s) of study in question; and 88

89 Student Review Procedures for Re-crediting a FEE-HELP Balance n Made it impracticable for the student to complete the requirements for the VET unit(s) of study in question. The RTO 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. Special circumstances are not a change of mind. 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 and sent to: Building H140 Lower Level 32 Lexington Dr BELLA VISTA 2153 NSW The procedure for the re-crediting of a FEE-HELP balance is as follows: (a) when a student withdraws from a VET unit of study, the RTO shall confirm the withdrawal by giving notice to the student in writing stating the date at which the withdrawal has taken effect. (b) when a student fails to meet the requirements of a VET unit of study, the RTO 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 the VET unit of study have been properly approved. (c) 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 RTO 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 written application must also include supporting evidence that demonstrates that the requirements for special circumstances have been met. (d) 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. (e) If the application is successful, the RTO will re-credit the student s FEE-HELP balance with an amount equal to the amounts of VET FEE-HELP assistance that the student has received for the affected VET units of study and the student s VET FEE-HELP debt for those VET units of study will be removed. (f) The VET FEE-HELP Administrator shall advise the student of the outcome of the 89

90 Student Review Procedures for Re-crediting a FEE-HELP Balance application within 28 days stating the reasons for the decision. (g) 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 and that a request for such a review must be lodged within 28 days from the day of receipt of the decision or such longer period as the VET FEE-HELP Administrator allows. 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 the Principal and is senior to the original decision maker. Any such request must be submitted to the Review Officer in writing and: (a) must be lodged within 28 days of receiving notice of the original decision, unless the Review Officer allows a longer period; (b) must specify the reasons for making the request and include any supporting documentation; and (c) sent to: Building H140 Lower Level 32 Lexington Dr BELLA VISTA 2153 NSW 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 within 28 days of a decision being made for a review of that 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: (a) seek all relevant information from the person who made the original decision; (b) 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: (a) confirm the decision; (b) vary the decision; or 90

91 Student Review Procedures for Re-crediting a FEE-HELP Balance (c) set the 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 within 28 days of receiving the written advice of a decision for a review of that 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) within 28 days of receiving written advice of this decision. The current fee to lodge an application with the AAT for the review of a decision is $861 (from 1 July 2012) and is subject to change. Applications cannot proceed until the fee has been paid or waived. Applications for fee waiver must be made to the AAT. Refer to the AAT website for more details ( The contact details for the closest AAT office are: Administrative Appeals Tribunal Level 7, City Centre Tower 55 Market Street Sydney NSW 2000 Telephone (02) Where a student is unsatisfied with the reviewed decision they may apply to the Administrative Appeals Tribunal within 28 days for consideration of the RTO 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 RTO either in the original application or the request for review. The Secretary of the Department that has the responsibility for administering the Higher Education Support Act 2003, or the Secretary s delegate, will be the respondent for cases that are brought before the AAT. Upon the Department s receipt of a notification from the AAT, the Department will notify the RTO that an appeal has been lodged. Upon receipt of this notification from the Department, the Review Officer will provide the Department with copies of all the documents they hold that are relevant to the appeal within five (5) business days. 4. Publication These Student Review Procedures for Re-crediting a FEE-HELP Balance will be published in the Student Handbook and on the RTO s website ( 5. Version control Document: Student Review Procedures for Re-crediting a FEE-HELP balance Approved by: CEO V Date: 17 February

92 Legislative Requirements and Compliance Compliance with Commonwealth, State/Territory legislation and regulatory requirements. The Academy adheres to all relevant Commonwealth, State and Territory legislation and regulatory requirements. Staff and students are made aware of specific requirements through induction and orientation sessions, notice boards memos, discussions and meetings. The Principal of The Academy is responsible for the dissemination and implementation of the relevant legislation. Legislation within The Academy s scope includes regulations detailed on the following page. Where possible a hard copy is kept on the premises for easy referral, otherwise staff and students are able to access the relevant acts from the links below. Appropriate government offices are: Commonwealth Legislation Government offices: Website: State of NSW legislation Level 23, AMP Centre, 50 Bridge Street Sydney Ph: Website: Because legislation is frequently amended, these offices recommend that websites be used to download any legislation that is relevant to The Academy s scope of operations. 92

93 Legislative Requirements and Compliance Work Health and Safety Act 2011 The Privacy Amendment (enhancing Privacy Protection) Act 2012 and Privacy regulation 2013 Workers Compensation Act 1987 Workplace Injury Management and Workers Compensation Act 1998 Anti Discrimination Act 1977 Child Protection (Working with Children) Act 2012 Apprenticeship and Traineeship Act 2001 Public Health Act 2010 No127 (skin penetration public health regulation 2012) Copyright act 1968 (national act) National Vocational Education and Training Regulator Act 2011 National Vocational Education and Training Regulator (Transitional Provisions) Act 2011 National Vocational Education and Training regulator (charges act) Act 2012 VET Quality Framework Web link subordleg cd+0+n NVETRA Act Student Identifier Act 2014 Copyright Act 1968 Disability Discrimination Act 1992 Disability Discrimination Amendment Act 2002 Equal Employment Opportunity (Commonwealth Authorities) Act 1987 Freedom of Information Act 1992 Standards for registered training organisations

94 Legislative Requirements and Compliance Work Health and Safety act Privacy and Personal Information Act 1998 Workers Compensation Act 1987 and Workers Injury Mgt and Compensation Act 1998 Anti-Discrimination Act 1977 Child Protection (working with children act) 2012 Apprenticeship and Trainee Act National Vocational Education and Training Regulator Act 2011 Public Health Act 2010 No127 (skin penetration public health regulation 2012) Copyright Act 1968 VET Quality Framework NVETRA Act Electronic Transactions Amendment Act 2010 NSW General description of legislation An Act to secure the health, safety and welfare of persons at work; to repeal the Occupational Health and Safety Act 2000; and for other purposes. An Act to provide for the protection of personal information, and for the protection of the privacy of individuals generally; to provide for the appointment of a Privacy Commissioner; to repeal the Privacy Committee Act 1975; and for other purposes. Workers compensation act: An Act to provide for the compensation and rehabilitation of workers in respect of work related injuries; to repeal the Workers Compensation Act 1926 and certain other Acts; and for other purposes. Workers injury MGT and Compensation Act 1986: An Act to provide for the effective management of work-related injuries and injury compensation for workers in respect of such injuries; and for other purposes. An Act to render unlawful racial, sex and other types of discrimination in certain circumstances and to promote equality of opportunity between all persons. An Act with respect to registration and reporting requirements for certain offenders who commit sexual and other serious offences against children; and for other purposes. An Act to provide for the regulation of apprenticeships and traineeships; to repeal the Industrial and Commercial Training Act 1989; and for other purposes. The Australian Skills Quality Authority (ASQA) is the national regulator for Australia s vocational education and training sector. ASQA regulates courses and training providers to ensure nationally approved quality standards are met. The Public Health Act 2010 and Public Health Regulation 2012 regulates body decorating and grooming practices carried out by people who are not registered as health professionals. An Act relating to copyright and the protection of certain performances, and for other purposes The VET Quality Framework is aimed at achieving greater national consistency in the way providers are registered and monitored and in how standards in the vocational education and training (VET) sector are enforced. The VET Quality Framework comprises: the Standards for National VET Regulator (NVR) Registered Training Organisations the Fit and Proper Person Requirements the Financial Viability Risk Assessment Requirements the Data Provision Requirements, and the Australian Qualifications Framework. An Act to establish the National Vocational Education and Training Regulator, and for related purposes 94

95 Electronic Signature Policy The Australian Academy of Beauty and Spa Therapy recognizes an electronic signature as a valid signature from the Academy, trainers and students when communication occurs thorough our Moodle system. By signing onto our student portal with your Academy issued private and unique student ID and password, or trainer ID and password, this policy reflects the legal intent of the individual that this electronic signature (signing in) has the same authority as his or her written authority. Students may use the electronic signature to register, obtain unofficial transcripts, submit work and view theory assessment results and practical demonstration of skills results. By using your electronic signature to view assessments, there is no longer the need to physically sign each assessment task. Trainers and staff may use the electronic signature to mark students assignments and to submit practical demonstration of skills assessments to students. By using your electronic signature to sign in there is no longer the need to physically sign each assessment task. Students and staff are responsible for any information they provide, update or remove. All staff and students are responsible for protecting the confidentiality of their user name and password. Students must never give their user name and password to another person. The Australian Academy of Beauty Therapy electronic signature policy is established to confirm and bind an individual to a process requiring his or her signature, and that this electronic signature reflects the legal intent of the individual that the electronic signature has the same authority as his or her written signature. This procedure is in addition to all federal and state laws, guidelines and standards including the (electronic transactions act 1999 NSW) and the (electronic transactions amendment act 2010 NSW). 95

96 Work Health and Safety [WHS] The Academy adheres to all WHS legislation and regulations. Staff and students are informed of the WHS requirements and responsibilities during induction and orientation sessions and are required to know aspects of WHS by way of building evacuations, fire drill, what to do in the case of hazardous material spills and other safety matters. The Academy aims to protect the health, safety and welfare of students and staff by implementing general WHS procedures that are to be observed by all personnel. The Academy emphasises that WHS is everybody s responsibility. All personnel are briefed on WHS procedures regularly and appropriate drills are carried out. Where outside training venues are hired then The Academy ensures in the contracts that all WHS policies and procedures are in place. The Principal and Trainers are responsible for the implementation of WHS policies. Additional WHS requirements, including the strict adherence to health and hygiene regulations are included in various units of the students Beauty Therapy Training. Because of The Academy s strict policy on WHS and health and hygiene throughout its premises and salons, staff is required to monitor on a daily basis the safety and functioning of equipment as well as general hygiene and cleanliness. Staff and students are constantly reminded that WHS matters are the responsibility of everyone. If any problem arises about WHS, it must be reported to management immediately. WHS is one of the first units covered and at that time you will learn of evacuation procedures and fire drill and be shown where fire extinguishers are. This will also include: n Emergency evacuation arrangements and know who the evacuation Warden is n What to do in the case of fire or emergency and know who to inform should it be necessary n Where the fire extinguisher is located n The quickest and safest exit points from all aspects of the building and understand the evacuation plan n Where the first aid kit is and who is the first aid officer. n The roles and responsibilities of each person in this workplace 96

97 Work Health and Safety [WHS] n Possible hazards in the workplace and my responsibility of reporting anything that may be a health or safety issue. This includes but is not limited to: o Infection control o Importance of thorough room cleaning throughout and during day o Importance of correct sanitisation and sterilization at all times o Slippery floors and the importance of immediately cleaning any spills, including massage oil, creams water etc o Correct labelling of all bottles jars, o Frayed cords and electrical equipment not working o My responsibilities in lifting heavy items to prevent injury n Where the injury book is, know how to record an injury and who to report this to n Where signage is kept for wet floors etc, and know when and how to use these n Where the MSDS sheets are located and how to use them n Importance of providing the Academy with current next of kin contact details n Importance of providing updated my contact details to ensure they are correct n Providing my Trainer with details of relevant medical history eg allergies etc, and have provided the treatment plan if required n The requirements of the skin penetration act n Students responsibilities of performing treatments that ensure safety of client and therapist at all times n Requirements for participating in environmentally sustainable workplace and that I am required to turn off lights whenever room not is use, minimise waste of product, minimise waste of water, minimise waste of electricity, minimise waste of paper. n Abide by the grooming standards, hair, makeup, clean uniform, cardigans, and shoes. n Never ever be under the influence of alcohol or drugs at the Academy n The policies on harassment and bullying n No running throughout the premises n Spills to be cleaned up immediately 97

98 Work Health and Safety [WHS] Participate in environmentally sustainable work practices It is every students responsibility to look after the environment and use work practices that help sustain the environment. We can do this by: n Turning off light switches whenever possible n Recyling waste n Minimising water usage n Not putting chemicals or dangerous liquids down drains n Using biodegradable cleaning products n Minimising paper usage using electronic methods where possible n Minimising wastage of products We ask every student to be aware of our policies regarding environmentally sustainable work practices. Public Risk Insurance The Academy has Public Risk Insurance through Guild Insurance, policy 24/20COMO This also covers Distance students working under a fully qualified therapist (must be present). 98

99 Access and Equity and Client Services The Academy has in place an access and equity policy that adheres to all National, State and Territory legislation. Equity in education means that there is equitable access to all courses and that all enrolled persons are able to participate and gain successful outcomes. These policies are supported by The Academy s mission statements and general philosophy. The Principal is responsible for the dissemination and implementation of access and equity policies and procedures. Examples of our access and equity policies include; n Staff and student recruitment based solely on merit without discrimination n Adherence to legislative requirements n Procedures for recognition of RPL and credit transfer n Adherence to equal employment opportunity n Assistance to persons with special needs in planning, delivery and assessment of their training by interview and discussion during enrolment n Professional development of staff through structured staff training meetings, seminars, conferences and other activities n Questionnaires, surveys and discussions with staff and students during and on completion of courses n Preliminary interviews with students to ascertain level of language, literacy and numeracy in keeping with job requirements and instructional needs and effective ways of improving language, literacy and numeracy levels n Wheelchair access to training venues n Reasonable adjustments for students with a disability in regards to course delivery and assessment after discussions with trainers, assessors and students n Marketing strategies to encourage enrolment of persons from disadvantaged and minority groups n Information about access and equity in student orientation sessions, staff induction, marketing material and on the website n Inclusion of access and equity information in Student and Staff Handbooks, Policy and Procedures Manual 99

100 Access and Equity and Client Services The Australian Academy of Beauty Spa Therapy in its Equal Opportunity Policy undertakes to eliminate unjustified direct and indirect discrimination on the grounds of: n Race, colour, national or ethnic origin, nationality; sex or gender, sexual preference, marital status, pregnancy, status as a parent or career; religious or political belief or activity, industrial activity; age, physical features, disability, medical records n Staff and students should at all times show understanding and tolerance to all races and creeds and respect individual sexual, political and religious beliefs n Educational equity relates to providing fair access to educational opportunities with a reasonable expectation of success for all Australians The following is used by The Australian Academy of as a working definition for equity in education: n Educational equity in tertiary education involves engaging in inclusive action to provide opportunities for access to all groups in Australian society and equitable opportunities for their success n The Australian Academy of Beauty Therapy Equity in Education Policy is to be proactive in promoting and supporting fair access to tertiary education opportunities and ensuring that all students have the opportunity to achieve according to their own individual potential. Procedures in place 1) The Academy is Austudy, Abstudy and Youth allowance approved. 2) The Academy offers a minimum of one scholarship a year to a disadvantaged person seeking beauty therapy as a career. 3) Some units are available by distance learning, to cater for mothers, those working full-time and therefore make the course possible for a wider range of people. 4) Courses are also held in the evening. 5) Assessment can be tailored to individual requirements, e.g. some theory assessment may be given orally. (This practice has been used successfully with a Hungarian speaking student, who could speak excellent English but had trouble writing it) It has also been used successfully for dyslexic students and those with minor learning disabilities. 6) Students are assessed for LL&N based on the needs of the course and ensure that the level of LL&N match the competency unit and job level. 7) Should language literacy or numeracy not be at the standard required for this course, prospective students are given advice on where education can be obtained in these areas. E.g. North Sydney TAFE. 100

101 Access and Equity and Client Services Background Educational equity is overtly embedded in the culture of The Academy. This is reflected in our Mission Statement, which, states The Academy and teaching staff are committed to the nurture of the individual potential of each person. Institutional goals associated with the Mission of particular relevance to a consideration of educational equity include: n To provide teaching programs of recognised excellence in selected areas of study, such provision to involve various modes of internal and external study to ensure the effective delivery of teaching programs to a wide range of students n To provide an environment of support and care for students n To encourage cultural understanding and sensitivity within Australian society. The Australian Academy of Beauty Therapy is also conscious that discrimination on certain grounds is unlawful. Specific Federal and State legislation of importance in this area include: n The Racial Discrimination Act, 1975 (Commonwealth) n The Sex Discrimination Act, 1984 (Commonwealth) n The Disability Discrimination Act, 1992 (Commonwealth) n The Anti-Discrimination Act, 1991 (Queensland) n The Electronic Signature Policy Equal Opportunity and Anti discrimination Policy Framework The Academy s Equity in Education Policy is part of a broader policy framework for equal opportunity and anti discrimination. Other policies in this framework include: Racial Discrimination Policy, Sexual Harassment Policy, Policy on People with Disabilities and Policy on Discrimination. (See previous section on legislation) 101

102 Integrity of Marketing Integrity of Marketing The main way the Academy represents our services is through our website Prospectus, and Student Handbook. The current VET FEE HELP booklet detailing all costs incurred with the loan, and loan entitlement is also on our website and in the student resources in Moodle. This information is regularly checked and updated to ensure accuracy and currency. It will include our RTO code, full name and code of the various courses on our scope, uses the NRT logo only with relevant courses, and distinguishes between Nationally recognised training and non-recognised training. Please note enrolment in the course does not guarantee you will obtain a particular employment outcome, however every assistance will be given to help you achieve your dreams. 102

103 Enrolment process Enrolment process 1) Student reads all information on website, student handbook and prospectus and VET-FEE-HELP booklet. 2) Students receives invitation to information and enrolment evening. 3) Students attend an information evening to view facilities, meet Principals. 4) CEO personally discusses all aspects of the course to ensure prospective students have all relevant information. 5) Once students have received all information and viewed facilities they may enrol by providing: n n n Enrolment form including Unique Student Identifier Number Identification (copy of citizenship papers if not born in Australia) Training agreement 6) CEO ascertains students ability to undertake required studies. 7) Student receives an of offer of place depending on results of one on one interview with CEO. A VET-FEE-HELP application form is sent to student if applicable. 8) Student is advised of interview date. 9) Interview with CEO, decide electives, discuss special needs, check uniform sizing, photograph for student ID card and if requesting VET-FEE-HELP sends request for VET-FEE-HELP form with tax file number. CEO again confirms student has read and understood Handbook, Prospectus and VET-FEE- HELP information. A check list is signed by both student and CEO or senior management ensuring student is clear on all aspects of course. 10) Student receives confirmation of enrolment. 11) Student confirms acceptance of place in class and commitment to course. 12) Student attends orientation session and meets Trainer. 13) Student receives user name and password for learner portal. Please note The Australian Academy of Beauty and Spa Therapy DOES NOT use agents or third parties to procure students. 103

104 Application for Enrolment Personal information Title: Family Name: Other Names: Date of Birth: (DD/MM/YYYY) / / Male Female Uniform Size Telephone: (Home) (Mobile) (Fax) Next of kin: Phone Number: Copy of identifiaction provided Unique Student Identification Number USI.gov.au Permanent Home Address: Suburb: State: Postcode: Country: If not Australia Postal Address: If same as permanent home address write as above Suburb: State: Postcode: Country: If not Australia Address while studying: If same as permanent home address write as above Suburb: State: Postcode: Country: If not Australia How did you hear about us? Ethnicity Were you born in Australia? Yes No If not born in Australia, in what country were you born? and, what year did you arrive in Australia? Are you of Aboriginal or Torres Strait Islander origin? No Aboriginal Torres Strait Islander Both Aboriginal and Torres Strait Islander Citizenship / visa details Are you an Australian citizen? Yes No Are you a New Zealand citizen? Yes No Do you hold a permanent resident visa? Do you hold a permanent humanitarian visa? Yes Yes Noo No Do you intend to apply for a student visa? Yes No 104

105 Application for Enrolment Highest qualification of parent 2: Labour force status whilst studying course: Full time Part time Self employed Employer Employed as unpaid worker in family business Unemployed seeking full time employment Language Is English the language spoken at your permanent home address? Yes No If not, what language is spoken at your permanent home address: Disability Do you have a disability, impairment or long term medical condition which may affect your studies? Yes No If yes, please indicate the area/s of impairment: hearing learning mobility vision medical other If you have a disability, would you like to receive advice on support services, equipment and facilities which may assist you? Yes No Do you need computer assistance? Yes No Education What is your highest completed secondary school level? Year 10 or lower Year 11 Year 12 Year of completion: Postcode of residence whilst studying year 12: Have you undertaken any post-secondary study? Completed? Year Certificate of attainment or competence Yes No A vocational course (trade certificate) Yes No Diploma / Advanced Diploma Yes No Undergraduate degree Yes No Postgraduate degree Yes No Other Yes No Highest qualification of parent 1: Not employed, not seeking employment Unemployed seeking part time employment 105

106 Application for Enrolment Reason for study: To get a job Develop a business Start a business Change career Get a better job Job requirement Learn new skills Course details What course are you enrolling in? SIB Diploma of Beauty Therapy SIB Certificate IV in Beauty Therapy SIB Graduate Certificate in Intense Pulsed Light and Laser Hair Reduction Please nominate your attendance choice Day classes Evening classes (diploma only) Distance learning Apprenticeship What are your preferred attendance days Mon Tues Wed, or Wed Thur Fri or Thurs Fri Sat Whilst we endeavour to give you the day of your choice, availability is based on previous enrolments Course location: Starting date of course: How will you be paying for the course? VET FEE-HELP Payment up front Monthly payments If paying in three monthly installments, please provide credit card number for automatic payment. No: Expiry: Security: 106

107 Application for Enrolment Core Units SIBBBOS401A Perform body massage SIBBBOS402A Provide body treatments SIBBCCS301A Apply the principles of skin biology to beauty treatments SIBBCCS403A Recognise body structures and systems in a beauty therapy context SIBBCCS404A Work in a skin therapies framework SIBBCCS302A Advise on beauty services SIBBCCS405A Develop treatment plans SIBBCCS406A Use electricity in beauty therapy treatments SIBBCCS407A Interpret the chemical composition and physical action of cosmetic products SIBBCCS408A Provide healthy nutritional options in a beauty therapy context SIBBFAS302A Provide lash and brow treatments SIBBFAS404A Provide facial treatments SIBBFAS405A Provide advanced facial treatments SIBBHRS301A Perform waxing treatments SIBBNLS201A Work in a nail services framework SIBBNLS202A Provide manicure and pedicure services SIBXCCS201A Conduct financial transactions SIBXCCS202A Provide service to clients SIRXCOM001A Communicate in the workplace SSIBXFAS201A Design and apply makeup SIRXIND001A Work effectively in a retail environment SIRXOHS001A Apply safe working practices Spa Specialisation SIBBSPA501A Work in a spa therapies framework SIBBSPA502A Plan spa programs SIBBSPA503A Provide spa therapies SIBBSPA504A Provide stone therapy massage SIBBSPA505A Provide Indian head massage for relaxation 107

108 Application for Enrolment General Electives SIBBBOS403A Perform aromatherapy massage SIBBBOS505A Blend a range of aromatic plant oils for beauty treatments SIBXFAS202A Design and apply makeup for photography SIBBHRS502A Perform female intimate waxing treatments SIBBSKS506A Apply micro-dermabrasion to improve skin appearance SIBBSKS302A Apply cosmetic tanning products Extra Units Sometimes students wish to do more than the required 33 units. Vet fee Help will only cover the 33 units that make up our Diploma, however the following units can also be completed as stand alone units at a cost of $250 each. These are paid at enrolment confirmation interview. HLTIN 402B Maintain infection control standards in office practice settings SIBBHRS504A Provide electrolysis treatments (note these two units are equivalent to 5 units) SIBBFAS303A Design and apply remedial camouflage directly under electrolysis SIBBSKS506A Apply to improve skin appearance BSBSUS201A Participate in environmentally sustainable work practices SIRXSLS004A Build relationships with customers SIBBSKS503A Perform diathermy treatments SIBBBOS403A Perform aromatherapy massage 108

109 Application for Enrolment Privacy Statement The information collected in this form is required to facilitate your enrolment and will be handled and stored in line with the Australian Academy of Beauty and Spa Therapy s Privacy and Personal Information Procedures. The Academy reserves the right to verify any of the details you have provided on this form in order to assess your application. Some information requested on this form is collected to comply with the reporting requirements of the Higher Education Support Act 2003 and will be disclosed to the Commonwealth Department of Education, Employment and Workplace Relations (DEEWR) as well as other information regarding your studies with the Institute. If you access Commonwealth Assistance while enrolled with the Institute, information about you and the study you undertake will be provided to the Australian Taxation Office. Declaration I hereby apply for enrolment in the Australian Academy of Beauty and Spa Therapy and declare that the information I have provided in this form is correct. I understand that information about me and the study I undertake may be disclosed as described in the Privacy Statement or otherwise as required by law. I also agree that my credit card will be debited on the census date with the agreed amount. (only applicable for Diploma students paying monthly). Student Signature: Date and time enrolment form received: VET FEE HELP Request form date and time received: Total Money Paid $ Date paid: 109

110 Training Agreement & Declaration of Understanding Between: The Australian Academy of Beauty and Spa Therapy (Emma s Secret Investments P/L RTO 90094) and: Students name:... Address:... Date:... Name of Course:... The Academy agrees to supply quality training, assessment and resources in the above course as detailed in our Prospectus, Student Handbook and on our website. On successful completion of assessments this will result in a final qualification issued according to AQF qualifications issuance policy. The Academy will adhere to all standards for Registered Training Organisations, maintain Fit and Proper Person and financial viability requirements and maintain legislative requirements. The Academy will also n The Academy will maintain the highest professional standards and comply with all requirements of the VET Quality Framework, and standards for registered training organisations regularly monitoring, reviewing and implementing practices for continual improvement. n Provides staff trainers and assessors who are: Qualified and experienced Act professionally at all times Dedicated to providing the highest level of beauty therapy training Treat all students with respect Undertake their duties with honesty, integrity and diligence Maintain student confidentially Conduct fair, valid and reliable competency based assessments Represent The Academy ethically at all times n Recruits students in a responsible and ethical manner and provides a caring, happy learning environment where all students, irrespective of age and nationality receive encouragement and help at all times. The Academy and teaching staff are committed to the nurture of the individual potential of each person n Recognises the rights of all students, abides by the anti-discrimination and equal opportunity regulations and ensures all students also abide by these laws n Treats all students fairly, providing external advice and support when needed. The Academy will take all reasonable steps to safe guard the interest and welfare and safety of students whilst on our premises n Provide a fair and equitable refund policy with opportunity to defer for certain circumstances n Provides a grievance handling procedure that is fair and just 110

111 Training Agreement & Declaration of Understanding n Encourages student feedback at every stage of the course which is acted on for continuous improvement n Provides students with the latest and most relevant beauty therapy techniques reflecting industry needs, with the latest facilities and equipment in a safe, healthy environment n Undertakes to work as a team, and understand and respect the contribution of each team member n Strives for total student satisfaction with all aspects of training, and takes every opportunity to ensure this occurs and that grievances are resolved fairly. All students will be aware of their contractual and financial agreements with us and receive a copy of their signed training agreement and VET FEE HELP request for funding. n Notify students within 20 days if there be significant changes to the Academy s operation or changes in ownership. The Student agrees to attend the college on the scheduled days, complete required assignments and abide by the Academy s rules and regulations and makes the following declaration: I hereby certify that I have read and understood the contents of the Australian Academy of Beauty and Spa Therapy Student Handbook, and understand the course structure, fee payment requirements and work experience requirements including providing signed work experience reports and completing the provided Student Log Book. I have also read and fully understand the VET FEE HELP booklet, including withdrawal processes, deferral process and census date obligations. I understand and agree to abide by The Academy s rules and regulations. The information contained in the Student Handbook has been explained to me and I have a sound understanding of The Academy s policies, procedures, rules and regulations outlined in this handbook including, but not limited to: n Course information, content and vocational outcomes n Details about flexible learning and assessment procedures n Recognition of prior learning arrangements and recognition of AQF qualifications issued by other RTOs n All work will be my own work, including assignments and I understand the Plagiarism policies and the consequences should plagiarism occur. n Disputed assessments and access to assessment records n Rules for successful course completion n Issuance of AQF qualifications in accordance with AQF Qualifications Insurance Policy n Student selection and fairness procedures n Personal information procedures and that information regarding my enrolment will be provided to various government departments as required by law 111

112 Training Agreement & Declaration of Understanding n That parents will be provided with information on request for any student less than 18 years old n That any student over 18 years whose parents have paid their fees may access their records and seek information regarding progress and attendance n Identifying learning needs n Assistance with language, literacy and numeracy n Grooming requirements n Attendance requirements n Disciplinary procedures n Policy on making up days n Deferral and withdrawal from studies n Welfare and guidance services n Student grievance handling n Fees and charges n VET-FEE-HELP n Schedule of fees and census date n Withdrawals from course must be in writing and receipt acknowledged by Principal before advertised census date otherwise fees as per advertised schedule on our website are applicable according to VET-FEE HELP policies and procedures. Deferal must be applied for in writing and and acknowledged by Principal n Applicable refund policy n Tuition assurance arrangements n Review procedures for re-crediting a FEE-HELP balance n Legislative requirements n Requirement to complete an Application for Leave form for all absences n Requirement to complete a Request for Further Time for any non completed theory or practical work n I understand and agree that if I miss any class or clinic time without completing a request for additional time form, I will have failed the attendance requirements for that unit I will need to re-enrol in the unit of study I have missed at an additional cost of $250 per unit). I also understand any missed days must be made up on return by attending other classes. n I understand and agree that if I do not hand in assignments which are part of the assessment on the stipulated day, and have not completed a request for additional time form, I will fail that unit and need to enrol in that unit again at an additional cost of $250 per unit n Cost of graduation 112

113 Training Agreement & Declaration of Understanding n Access and equity policy and client services n WHS requirements including students responsibilities for cleaning and sanitizing n Work experience expectations I agree that any photographs taken of me whilst training may be used for advertising and promotional purposes. I understand I many cancel this at any time. Name... Signature... Parent s Signature... if under 18 years Trainer... Date:... Additional information for IPL students n I understand that I must have my Diploma Of Beauty Therapy, or relevant qualifications such as a nursing degree to be able to receive SIB70110 Graduate Certificate in IPL and laser hair reduction, as this knowledge is a pre requisite for the course n I understand I must complete 200 hours of work placement with a registered laser provider. This may be a combination of external and internal hours. n I understand my workplace supervisor is required to sign and complete my log book to reflect my hours and case studies required for this course n I understand that should I be completing SIB70110 in conjunction with my Diploma of Beauty Therapy, the diploma requirements including clinic hours take priority n I understand that I will have a VET FEE HELP debt after the census date n Should I defer after the census date I will still have a VET FEE HELP debt but will be offered a place at a subsequent course at no increase in cost n Should I defer before the census date, I will not have a VET FEE HELP debt but I will be required to pay the current fee at end of deferment period Name... Signature... Parent s Signature... if under 18 years Trainer... Date:... I understand that policies and procedures and contents of this handbook and the prospectus may change from time to time and the documents published on our website reflect the policies and procedures applicable to my training. 113