Proof of Enrolment

The supplier is required to demonstrate their process and provide the evidence collected to support the student enrolment. Evidence that we must collect to support the student’s enrolment includes:

• A completed, signed and dated enrolment form containing questions sufficient to identify:

  • The highest qualification completed, any partially completed qualifications, and any currently enrolled courses (evidence must be requested and retained)

  • Previous names

  • Age at the time of enrolment

  • Permanent residency in Queensland

  • Australian or New Zealand citizenship, permanent residency or visa status

  • Eligibility for concession

  • If the candidate is enrolled in secondary school

  • The highest level of schooling completed.

• Student Declaration/s

• All statements of attainment or copies of certificates (or USI Transcripts) for previously attempted or completed qualifications. Even when it does not impact eligibility.

Note: All forms of eligibility evidence must be valid at the point of enrolment unless otherwise specified.

Proof of Age (15 years or over)

Retain evidence to show the student is 15 years or older at the time of commencement including:

• Driver Licence, heavy vehicle or marine licence (any issuing State)

• Adult Proof of Age Card or photo identification card (any issuing State)

• ImmiCard (Australian Migration Status) - only can be used for proof of age

• Passport (any issuing country)

• Birth Certificate or birth extract

• Australian Citizen Certificate*

• Approved/advised by contract management as acceptable evidence in addition to those listed in the PQS Audit Evidence Guide.

For students enrolled in Vocational Education and Training in Schools (VETiS), the supplier is not required to retain evidence the student was 15 years or over at the time of enrolment.

Permanent Residency in QLD

The copy retained as evidence must clearly show the prospective student’s current address, which should match any other address information provided by the student (i.e. enrolment form). Where the student’s address differs across information, the administrative assistant must retain a range of evidence to support the student’s eligibility as a Queensland resident.

Evidence to show the student’s permanent residency in Queensland includes:

• Queensland Driver Licence

• Queensland Adult Proof of Age Card or photo identification card

• Queensland Heavy Vehicle or Marine Licence

• Passport

• Birth Certificate

• Australian Citizen Certificate*

• Pensioner Concession Card - both sides

• Health Care Card - both sides

• Commonwealth Seniors Health Card - both sides

• Australian Electoral Commission document (e.g. acknowledgement of electoral enrolment letter or electoral enrolment card)

• Contract of property purchase, lease / rental document, mortgage/land ownership certificate

• Electricity, gas or telephone account issued in the last six (6) months

• Queensland local government rates notice

• Queensland Driver Licence or Queensland Driver Licence Receipt

• Bank statement issued within the last six (6) months

• Official letter from Centrelink or the Australian Government Department of Human Services

• Australian Taxation Office assessment / Tax-file number confirmation notice

• Notice from the Court issued the last six (6) months (must contain seal/stamp)*.

*Approved by contract management as acceptable evidence in addition to those listed in the PQS Audit Evidence Guide

Note: All forms of eligibility evidence must be valid at the point of enrolment unless otherwise specified above.

Australian Citizenship/Permanent Residency Status

Retain evidence to show the student’s Australian citizenship, Australian permanent residency (includes humanitarian entrant), temporary residency status with the necessary visa and work permits on the pathway to permanent residency, or New Zealand citizenship. Refer to the list of eligible visa subclasses to determine eligibility.

Evidence of visa status to be documented, recorded and retained could include:

• Australian or New Zealand passport

• Australian or New Zealand birth certificate or birth extract

• Student’s permanent visa label on their passport and/or documents from the Department of Home Affairs showing approval of a permanent visa subclass (this includes a VEVO check)

• Temporary residency visa and work permits with copies of correspondence to and from the Department of Home Affairs indicating progress toward permanent residency

• Current Medicare card (usually green Medicare card – coloured copies required)

• Australian residency documents, blue Medicare card (coloured copy) and required visa and work permits as set out in the Audit Evidence Requirements.

AISS Checks

Conduct a search prior to enrolment (no more than 30 days) on all variations of the student’s name using the Apprenticeships Info Self Service (AISS) tool/search facility refer to the /wiki/spaces/QD/pages/3038576779 for instructions on how to conduct an AISS check. Retain a screenshot as evidence.

The purpose of the AISS check is:

• To help confirm whether prospective students have previously attained a certificate III or higher-level qualification; and/or

• To help confirm that prospective students are not already enrolled in certificate III or higher qualification; and

• To determine eligibility for applicable credit transfer/s (CT)

• To help determine a VETiS student's eligibility for access to the program (Refer to the No Prior Access to VETiS - AISS Check Results).

Note: The AISS check is not sufficient evidence to apply CTs, a copy of the relevant AQF certification/s must be obtained. AISS checks must also be conducted in previous surnames. Where an AISS check shows a current enrolment steps must be taken to determine how it may affect a student’s eligibility. Refer to the following section “No Post School Certificates or Current Enrolments” for direction.

No Post-School Certificates or Current Enrolments

Retain evidence to confirm that prospective students do not hold a post-school certificate III qualification (Certificate 3 Guarantee) or higher-level qualification (Certificate 3 Guarantee and Higher Level Skills). And or, retain evidence to ensure prospective students are not already enrolled in certificate III or higher qualification.

When a student is identified as being currently enrolled with another RTO or University and/or they have completed a Certificate III, IV or higher, an assessment must be performed to determine if the student is eligible or not. There are a number of factors/indicators to assist with the decision or actions which must occur first.

The following sections stand as a guide for the following situations:

1. The AISS check shows a current enrolment (incomplete qualification)

2. The AISS check shows a completed Cert III or IV.

Current Enrolment (Incomplete Qualification) Identified on AISS

Where AISS indicates a student is currently enrolled or deferred in a certificate III or higher qualification, this renders the student ineligible unless the conditions are met for each of the applicable situations and supporting evidence is retained:

After all situations are reviewed and where a student encounters all green boxes or whose cancellation has been confirmed through supporting evidence, are to be deemed eligible. The administrative assistant must retain all evidence and upload it to the student’s profile with the supporting rationale for the outcome.

Rationale for the Eligibility Determinations

Evidence to show the student does not have a current enrolment includes:

• Screenshots of the qualification and/or scope of the RTO from Training.gov showing, either:

  • The qualification has passed the teach-out period and there is no current enrolment into the new qualification

  • The withdrawn units are core units and the qualification cannot be completed without the completion of those subject/s

  • The RTO’s registration is no longer current

  • The RTO does not have the qualifying on scope.

• A copy of the check to be uploaded:

  • A student enrolled into a traineeship or apprenticeship has not had data reported for over 2 years on their AISS check (unless extended)

  • The student never enrolled into a qualification for their apprenticeship or traineeship

  • Showing the amended data by the RTO.

• Email/Letter from the RTO stating that the student is no longer enrolled or does not have a current enrolment

• Email from the student to the RTO requesting to be withdrawn.

Completed Qualification

Where AISS indicates a qualification (cert III or higher) has been previously attained, this renders the student ineligible, irrespective of the number of units of competency reported as being achieved. However, the student can be deemed eligible if the data reported was incorrect and/or one of the following conditions are met (where applicable):

A green outcome or incorrectly reported data (which has been amended) and which includes supporting evidence, will provide sufficient demonstration of student eligibility. Please note, that in all situations, there must be supporting evidence.

Evidence that may need to be obtained to show the student does not hold a previous certificate includes:

• QCE or Senior Statement (issued by QCAA) and a copy of the qualification showing that it was completed while in school

• Email/Letter from the RTO stating that the student did not complete the qualification and complete another screenshot of AISS showing the amended data by the RTO

• For foundation skills training – If the qualification is not listed on the spreadsheet, email compliance with the qualification in question stating that it needs to be checked by DESBT. Compliance will be submitted to the department and once cleared it will be added to the spreadsheet

• A copy of the qualification showing it was issued prior to 1995

• Written notification from ASQA confirming that the qualification is cancelled or was not undertaken.