Credit Transfer (CT) Fact Sheet

Policy

The Standards (3.5) for RTO’s State:

The RTO accepts and provides credit to learners for units of competency and/or modules (unless licensing or regulatory requirements prevent this) where these are evidenced by:

AQF certification documentation issued by any other RTO or AQF authorised issuing Organisation, or

Authenticated VET transcripts issued by the Registrar (USI Transcript).

Credit transfer (outcome 60) is to be awarded to students who provide verified evidence of having been awarded a competent outcome for a subject within a training package.

Students who notify Strategix of Credit Transfer (CT) prior to enrolment will not be charged for the subjects in which CT applies. Students who notify Strategix of CT after enrolment (who failed to notify upon enrolment) are not due a refund of fees for subject/s unless a state funding exception applies.

Strategix will verify all certification supplied as evidence of credit using the methods described in the procedure. Evidence will be retained of the verification method in the Student Management System. The exception to this rule is where the student has supplied access to their Unique Student Identifier (USI).

Procedure:

Identify

Students are expected to advise Strategix upon enrolment if they would like to apply for CT. The enrolment form/widget prompts and provides the student with an opportunity to inform Strategix and provide details around what they have completed. This step in the enrolment process commences the CT process. Individual states may have portals that may identify students previously completed subject and in this case the student is to be asked to provide the certification for these.

Once a student has been identified as requiring CT the Admin Assistants will request from the student one of the following approved Academic Records as evidence*:

• AQF certification documentation issued by any other RTO or AQF authorised issuing Organisation (Statement of Attainment or Qualification)

• Authenticated VET transcripts issued by the Registrar (USI Transcript)

*A screenshot from the student’s AISS search or other relevant state-based records management system is not acceptable evidence for CT outcomes.

Process, Verify and Retain Evidence

Upon receiving one of the approved academic records, the Admin Assistants must:

1. Check/verify the authenticity of the document by contacting the issuing RTO *

2. Check that the unit of competency matches the code and name, or an equivalent unit of competence as identified in the training package as listed on https://training.gov.au

3. Upload evidence of CT’s to applicable location:

College – Upload to the student Qualifications area of the portfolio (not the checklist)

All other – Upload to portfolio checklist.

*Ensure the following is checked and a note is entered into the student’s profile on aXcelerate utilising the note type ‘Evidence Verification – Contact/evidence’. The method in which was used to verify the certification must be included in the note and evidence suggested attached to the same note. Methods:

1. AVETMISS Data confirmation (AISS check or USI transcript screen shot)

2. RTO Website verification of certificate number (screen shot)

3. Phone contact with RTO (name, date and time of call)

4. Email confirmation (pdf email)

Where an RTO is closed or not operating any more, there are a few options we have available to us, including:

1. AVETMISS Data confirmation (AISS check or USI transcript)

2. Web search - training.gov.au (screenshot of being in operation at the point of issuance)

3. Web search – Google or search engine results (screenshot)

International students must be informed in writing (email) of the CT’s that will be applied and how this will affect their course duration and timetabling. Before making changes to the students COE, PRISMS and enrolment on aXcelerate the admin assistant must ensure they receive conformation from the international student that they accept the changes and understand that these changes may affect their visa. All communication with the student regarding CT’s must be kept on the student’s aXcelerate profile. The record of the student’s acceptance must be kept for two years after the student ceases to be an accepted student.

Finance

Billing/invoicing and collecting payments are completed as per the Fee Collection Policy and Procedure and the aXcelerate Finance Details Update Procedure.

Apply Credit Transfer

Credit Transfer outcomes (outcome 60) are not to be applied to a student’s enrolment until it the student’s enrolment status is set to “In Progress” (when all enrolment/eligibility evidence has been received and certification has been verified etc). The Start date and End date of the CT must be set to the date when the CT outcome is applied.

Training Plan

For courses which require a Training Plan, after applying the CT:

• The Training Plan must be reviewed and adjusted accordingly

• All Parties must sign and receive a copy of the Training Plan.

International Student

Admin Assistants must report changes to the Training Plan of an International Student within 14 days after the award of CT which may result in the shortening of a student’s course. Students may require and updated Confirmation of Enrolment (CoE).

Strategix will:

1. If the course credit is granted before the student visa grant, indicate the actual net course duration (as reduced by course credit) in the confirmation of enrolment issued for that student for that course; or

2. If the course credit is granted after the student visa grant, report the change of course duration via PRISMS under section 19 of the ESOS Act

Contributor/s:

The following person/s were consulted and involved in the process of developing this document:

Standards Reference:

The following procedures are referenced in this procedure:

Glossary: