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WA students enrolling in the LFLS Diploma are to follow the WA LFLS Diploma Procedure /wiki/spaces/QD/pages/3217489969.
Re-Enrolment
Students are required to complete a re-enrolment process where they are changing course or class. If the student is returning to the same class and course, a re-enrolment is not required.
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The Administrative Assistant updates the aXcelerate triggers for the Confirmation of Enrolment to be sent. Some Domains may require the Confirmation of Enrolment email to be sent manually.
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PROCEDURE TWO |
WA LFLS Diploma Procedure
Data Checks
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Field
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Required Information (Questions)
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AVETMISS Checks
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Contact Details
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Has the student changed their:
Addresses
Contact Numbers
Email Contacts
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Citizen Status
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Has the student citizenship status changed?
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Emergency Contact
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Has the emergency contact changed?
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Employment
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Has the student’s employment status changed?
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English
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What is the student’s current English level?
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English Assistance
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Does the student require assistance?
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Highest Education
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Has the student completed any further studies before returning to Strategix?
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Attending Other School/s
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Are they enrolled at any other schools?
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Last Studied
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Was the course at Strategix the last course they had completed/attended?
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Concession status
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Has the student’s concession status changed?
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Funding Fields
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Residency status
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As above.
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State funding residency requirement
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Has the student moved or changed address in the state where funding is being supplied?
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Previous completed qualification
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As above.
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Currently enrolled
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As above.
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Entry Requirements
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Using VSL Funding
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BKSB exit level 3 in English and Numeracy
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If not using VSL Funding
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BKSB exit level 3 in English and exit level 2 Numeracy in some qualifications
Administration Enrolment Tasks
The following process is normally used after the student has met all the eligibility requirements to enrol in WA LFLS Diploma.
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Generate USI and Upload to TCSI
After generating the USI in the usual manner, click “Upload to TCSI” under the VET Related Details tab on the contact profile. This is only required for students who are eligible for VSL based on their Australian Citizenship status.
Confirm Enrolment
These actions put the student in progress and gives them access to the eLearning portal. Can be done once all eligibility requirements have been met or on the first day of the course.
Click the “Confirm Enrolment and Schedule” button.
Change the Enrolment date to “Today’s Date”.
Change all subject status’ from N.R to NoSt using the bulk set outcomes tool.
A list of subjects in the course will appear, leave all the default checkboxes ticked
Tick the ‘No Fund’ checkbox next to the Vocational Placement subject
Tick ‘Send Moodle Registration Details
Update the VET Student Loans (VSL) fields. These fields must be recorded even if the student is not accessing VSL. The student will have answered these questions at the time of enrolment, you can look at the notes on the students contact notes to find the answers to these questions
Update the student’s funding source and concession type depending on the student's preferred payment method. The two standard options are as follows;
If paying via VSL or upfront payment (not accessing LFLS):
If using LFLS funding (can be with or without VSL)
Update the Course Source and Sales Representative fields. Refer to the student’s contact notes at the time of enrolment to record the answer to these questions accurately
Click “Confirm Enrolment”
Record the Finance Model
On the next screen:
Record the finance model (only required for LFLS funded students)
Scroll to the bottom of the screen, select the option “Update VET Student Loans Units of Study now” and click “Submit”
Finance
Correctly adjust the following fields for each Unit of Study in the qualification:
Student Status:
507 if accessing funding and paying contributions out of pocket
407 if accessing funding and paying contributions via VSL
401 if only using VSL and not accessing funding
501 if paying up front and not using VSL or funding
Completion Status: (usually 4 but refer to College – Student Liaison Officer Manual for more info)
Unit of Study Cost: (Click “Set To $xxxx” this will be the price automatically calculated for the number of nominal hours in each unit of study)Student Contribution:
If paying all contributions out of pocket this should be the full value of the Unit of Study
If deferring the contribution to VET Student Loans this amount should be $0
Adjusting the Student Contribution value will automatically adjust the deferred amount
After adjusting all Units of study, check “View the enrolment summary” and click “Submit”
Upload to TCSI
Click TCSI button – A green tick should appear to confirm upload. Should there be any issues with this after a couple of attempts please contact Calvin Young for further assistance.
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Subject Start Dates, End Dates and Delivery Mode
In the enrolment, click “Set All Subjects”, update the following information for each subject (opening this screen in a new tab might make this process easier so that you can refer to the dates listed on the enrolment page):
Start Date (the start date of each subject should align with each subject workshop start dates)
End Date (the end date of each subject should align with unit of study end date)
Delivery Mode/Location **
*For Campus students, Delivery mode should have “C – Local Classroom”. Subjects that require students to complete Vocational Placement need to also include “A – Workplace Assessment” on the Delivery Mode.
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Click Submit
Invoicing
Note: No invoice is required if the student is deferring their fees to VSL. If the student is using LFLS, the student should be invoiced after they have provided all of their LFLS eligibility documentation:
Click the edit icon in the Finance Details section at the bottom of the enrolment
Select “Set up the student invoice now”
Invoice for: Select Subjects with the value calculated by finance model and cap by calendar year (WA)
Select the relevant calendar year (all subjects with a start date in the selected calendar year will be selected by default) and then select “Create Invoice”
Select the checkbox that says “Issue Invoice Number” then click “Save”
To send the invoice, go back to the enrolment. You can do this by clicking one of the line items in the invoice
In the finance area, you will see an invoice has been generated for each subject in the enrolment for the relevant year. In the example below its one invoice but there is an icon for each line item. Click one of the template icons to the right of the invoice.
Select the template called “WA- Strategix College Invoice”
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Enter the census date for each subject. The census date should be 2 weeks after the start date of each subject. One method for doing this is to copy the start dates from the invoice into a spreadsheet and then use a formula to calculate the census date and paste each census date next to the relevant subject
Once all census dates have been entered, click “Save and Email”
Change the following settings to match those as per the image below
From (katrina.tangaroa@strategix.edu.au)
Format (Send Template as PDF Attachment)
Email Content (WA – LFLS email content)
Send invoice to student*
*Repeat these steps at the beginning of every new calendar year with all WA students enrolled and in progress.
WA LFLS Certificate – Administration Enrolment Tasks
The following process is normally used after the student has met all the eligibility requirements to enrol in WA LFLS Certificate.
Confirm Enrolment
These actions put the student in progress and give them access to the eLearning portal. Can be done once all eligibility requirements have been met or on the first day of the course.
Click the “Confirm Enrolment and Schedule” button
Change the Enrolment date to “Today’s Date”
Change all subject status’ from N.R to NoSt using the bulk set outcomes tool
A list of subjects in the course will appear, leave all the default checkboxes ticked
Tick the ‘No Fund’ checkbox next to the Vocational Placement subject
A list of subjects in the course will appear, leave all the default checkboxes ticked
Update the following VSL fields only:
Study Reason: Can be found in the notes of the student's contact profile when they enrolled
Full-Time status: Yes
Update the student’s funding source and concession type depending on the student's preferred payment method. The two standard options are as follows;
If paying upfront:
If using LFLS funding
Update the Course Source and Sales Representative fields. Refer to the student's contact notes at the time of enrolment to record the answer to these questions accurately
Click “Confirm Enrolment”
Change the enrolment status back to Tentative until the student has provided all of their eligibility evidence
Record the Finance Model
On the next screen:
Record the finance model (only required for funded students)
Scroll to the bottom of the screen, select the option “View the enrolment summary” and click “Submit”
Subject Start Dates, End Dates and Delivery Modes
In the enrolment, click “Set All Subjects”, update the following information for each subject (opening this screen in a new tab might make this process easier so that you can refer to the dates listed on the enrolment page):
Start Date (the start date of each subject should align with each subject workshop start dates)
End Date (the end date of each subject should align with unit of study end date)
Delivery Mode/Location **
*For Campus students, Delivery mode should have “C – Local Classroom”. Subjects that require students to complete Vocational Placement need to also include “A – Workplace Assessment” on the Delivery Mode.
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Click Submit.
Invoicing
To be done once the student has provided all of their LFLS eligibility evidence. To send the invoice to the student:
Click the edit icon in the Finance Details section at the bottom of the enrolment
Select “Set up the student invoice now”
Invoice for: Select Subjects with the value calculated by finance model and cap by calendar year (WA)
Select the relevant calendar year (all subjects with a start date in the selected calendar year will be selected by default) and then select “Create Invoice”
Select the checkbox that says “Issue Invoice Number” and add an invoice comment for the student if you would like. When you’ve finished click “Save”
To send the invoice, go back to the enrolment. You can do this by clicking one of the line items in the invoice
In the finance area, you will see an invoice has been generated for each subject in the enrolment for the relevant year. In the example below its one invoice but there is an icon for each line item. Click one of the template icons to the right of the invoice.
Select the template called “WA”
Click “Save and Email”
Change the following settings to match those as per the image below
From
Format
Email Content
Send invoice to student*
*Repeat these steps at the beginning of every new calendar year with all WA students enrolled and in progress.
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To qualify for a refund the student must identify the funding or payment agreement/type made with Strategix. Where there are specific requirements that affect the student’s eligibility for a refund, further information can be found under Fee Refund Policy and Information.
Students can apply for a refund through either the Withdrawal Form (as part of the withdrawal process) or the Refund Request Form, both can be found on Strategix’s website.
Application Decision
Refunds are to be processed and assessed in line with the policy in this document and a decision made to either approve or refuse the refund.
If approved, to determine the amount of refund payable refer to the invoice template created and the census date for every subject. The student is due a refund for any paid amounts greater than the sum of subjects with a past unit of study. For example;
Total value of student contribution is $400
Student withdraws on the 30 August
As of 30 August student has made $300 in payments
Sum value of all census dates prior to 30 August is $200
Student is due a refund of $100
Any direct debit plans must be cancelled as of 30 August.
If an application for a refund is approved it must be forwarded to the Accounts Department. The Accounts Department is responsible for actioning the refund in line with /wiki/spaces/QD/pages/3038675188.
Accounts will process the refund within four (4) weeks from the point of Strategix receiving the completed application from the student (not from the point of being notified of the refund approval).
Refund Method
Generally, any monies to be refunded will be paid directly into the nominated bank account via EFT (Electronic Funds Transfer), all refunds are made in Australian Dollars.
The total refund amount may be affected by Bank charges/fees made by bank draft or electronic transfer. Where possible refunds into international bank accounts may be deposited by a local account through Cohort Go, this is to reduce transfer fees and any international exchange fees.
Processing Time
Refunds will be processed within four (4) weeks from the date of receiving the completed application. Supporting documentation should be provided when applying for a refund to be assessed. Failure to supply sufficient supporting documentation will delay the refund process.
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PROCEDURE THREE |
Diploma of Nursing Enrolment Procedure
Student Marketing and Pre-Enrolment Information
Potential students will be informed prior to their enrolment, via the Course Handbook, and pre-enrolment and marketing documentation, of the following:
They must provide evidence of having sufficient language, literacy and numeracy skills to successfully undertake the program’s academic and workplace experience requirements, prior to commencing the program
They will be required by the Nursing and Midwifery Board of Australia (NMBA) to provide a formal English language skills test when applying for registration. This will demonstrate that they have achieved the NMBA-specified level of English language skills, prior to commencing the program
Education providers will, under the National Law, register students with the NMBA and notify the Australian Health Practitioner Regulation Agency if a student undertaking clinical training has an impairment that may place the public at substantial risk of harm
Specific requirements for right of entry to health services for workplace experience
The NMBA requirements for registration as an enrolled nurse, including, but not limited to, the registration standard on English language skills.
Enrolment Criteria
Admission criteria for selection to the program will be clear, justifiable and published in the student Prospectus, on the website and other supporting documentation (e.g. the Course Handbook).
Support Services and Students at Risk
Information to students on support services will be provided via the Course Handbook, website and course induction. See the /wiki/spaces/QD/pages/3197239354.
The early identification and support for students that are not achieving academic learning outcomes or with conduct issues will follow those outlined in Strategix’s policies and procedures, including the Student Misconduct Policy and Procedure, Student Withdrawal Policy and Procedure, Student Intervention Policy and Procedure, Attendance Policy and Procedure and Student Progress Policy and Procedure.
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STANDARDS AND REGULATORY REQUIREMENTS |
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