Student Enrolment Information

Recruitment

Enrolment

Enrolment Policy

Strategix provides all relevant information to prospective students prior to enrolment or the commencement of training and assessment, whichever comes first. Prospective learners/students are provided with current and accurate information that enables the learner to make informed decisions about undertaking training with Strategix, this includes:

• The code, title and currency of the training product to which the learner is to be enrolled, as published on the national register

• The training product is appropriate for meeting the learner’s needs

• Individual’s existing skills and competencies (recognition of prior learning and credit transfers)

• Estimated duration

• Expected locations at which it will be provided

• Expected modes of delivery

• Any work placement arrangements

• Costs, payment terms and conditions (including deposits and refunds)

• Student rights and responsibilities as well as those of Strategix (including complaints and appeals)

• Strategix’s obligations to the learner include:

  • That Strategix is responsible for the quality of the training and assessment in compliance with the Standards for RTO’s

  • The issuance of the AQF (Australian Qualifications Framework) certification documentation.

The learner’s obligations in relation to:

• The repayment of any debt to be incurred under the VET Student Loans scheme arising from the provision of services

• Any requirements that Strategix requires the learner to meet to enter and successfully complete their chosen training product

• Any materials and equipment that the learner must provide

• Information on the implications for the learner of government training entitlements and subsidy arrangements in relation to access to these services

• Provision of individual information, including USI

• Data reporting requirements and privacy of information.

Re-Enrolment

Students are required to complete the re-enrolment process when they are changing courses or classes. If the student is returning to the same class and course, a re-enrolment is not required. Note: students accessing funding will require eligibility checks for every enrolment and re-enrolment.

Completing a secondary enrolment form may lead to duplicate profiles in the Student Management System and further administrative tasks to follow.

Diploma of Nursing

In addition to the above, it is our policy that all students have equal opportunity to meet the NMBA Enrolled Nurse Standards for Practice. For this reason, we closely monitor the learning and assessment outcomes of all students, implement policies to ensure equal opportunity, and put in place procedures to support students identified as being at potential risk.

Enrolment Procedure

Pre-Enrolment Admin Tasks

Prior to students being able to enrol on a course, the “intake” must be created by the Administrative assistant. Once created it is displayed on the website for the potential student to enrol. Intakes are created using the /wiki/spaces/QD/pages/3039133745.

Where a workshop is required for a particular course, it is created at the same time the intake is created in aXcelerate. Students are not linked to the workshop until later in the enrolment process.

Client Engagement

Prior to and while enrolling, potential students are provided with and have access to the following:

• Student Handbook

• Privacy Policy

• Relevant Declarations

• Any costs or funding requirements involved.

Students will fall into one of the following cohorts:

• Job seekers – Unemployed or seeking a change in career

• New entrants – Newly entering the workforce

• Existing worker – Currently employed

• School students – Still in school

• International – Students on a Student Visa.

For students wishing to apply for funding; prior to enrolment, the sales team member and/or Business Development Officer (BDO) is to assist with determining a student's eligibility and conduct student eligibility checks as per the appropriate Student Eligibility Procedure. For an overview of funding requirements/evidence, refer to the relevant Student Information Sheets.

Student Enrolment/Re-Enrolment

Enrolment

Enrolment Widget (aXcelerate):

• Student completes enrolment form

• Student receives confirmation of enrolment booking email or enrolment application success, containing the Student Handbook and privacy notices

• An aXcelerate profile is automatically created

• They are automatically enrolled as Tentative into an intake and qualification

• The appropriate Strategix staff are informed of tentative enrolment through the Notification of Enrolment email.

WA students enrolling in the LFLS Diploma are to follow the /wiki/spaces/QD/pages/3217489969.

Re-Enrolment

Students are required to complete a re-enrolment process where they are changing courses or class. If the student is returning to the same class and course, a re-enrolment is not required.

The enrolment officer must:

An enrolment fee may or may not be applicable for a re-enrolment, refer to the Fees and Charges Policy and Procedure for details.

Enrolment Admin Tasks

When notified of enrolment, the Enrolment Administrator accesses the student’s tentative enrolment in aXcelerate and:

• Merges any duplicate profiles (if and where applicable) as per the /wiki/spaces/QD/pages/3039133731

• Checks the student's funding eligibility and/or payment options

  • For QLD-funded students only, conducts AISS Check/s as per the /wiki/spaces/QD/pages/3038576779

  • For WA LFLS Diploma enrolments – Refer to WA LFLS Procedure (below)

• Contacts student – Welcome student and discuss outstanding requirements

• Updates the National and State Funding Source fields – For applicable courses, this will trigger the tentative enrolment email to be sent to the student detailing any further action required by the student. For details on what courses receive an email automatically – Refer to the Email Triggers below

The Admin Assistant:

• Reviews and performs final funding checks and ensures all relevant documents or evidence have been collected and uploaded, this is tracked using the Portfolio Checklist

• Ensure payment has been received or where appropriate a purchase order issued

• Processes Credit Transfers etc. – as per the Credit Transfer Policy and Procedure

• Adds the subjects to the enrolment

• Links the student’s enrolment to the Workshop

• Links the enrolment to the E-Learning portal

• Ensures applicable fees are invoiced/paid

• Set up subject delivery Modes – Refer to the /wiki/spaces/QD/pages/3037724913

Trainer Allocation

It is the responsibility of the Department Manager to assign trainers to intakes on the relevant calendar. It is the responsibility of the Administrative Assistant to allocate the trainer to the intakes in aXcelerate and the assessment platform as per the calendar.

The Administrative Assistant organises the resources/materials/logins for students in the intake prior to the student commencing. Items such as:

• Training and assessment materials (including assessment application/platform)

• Record Book and Training Plan

• E-Learning login.

The Administrative Assistant must only hand over any student resources/materials/logins to the trainer prior to commencement for students who have progressed to In Progress. Trainers must not commence training for a student until the handover is received.

Student Induction

Prior to course commencement, students attend an induction, the induction includes:

• Course duration

• Course costs and Refund Policy

• Details of qualification or units of competency

• Learner support services

• Training and assessment process

• Training Plan/s

• Codes of Practice

• Privacy Policy

• Complaints and Appeals Procedure

• Any legislative requirements

• Student Code of Conduct

• LLN and Support Services.

Language Literacy & Numeracy (LNN) and Support Services

The LLN / Support Services are used to identify any additional opportunities for further LLN support to each individual learner. It is completed prior to the commencement of training. For more information refer to the https://team-1597131381081.atlassian.net/wiki/pages/resumedraft.action?draftId=3039920142.

Attendance is recorded by the Trainer on the induction day and throughout the rest of the course. Attendance is in line with the /wiki/spaces/QD/pages/3037168259.

Course Commencement

Students attend the first day of their course only after they have completed the appropriate pre-commencement activities as per the course calendar. These activities include inductions, learner needs testing etc.

Status Update “In Progress”

Students' enrolments are set to ‘In Progress’ after they have met the funding and course requirements in full. Only when a student’s enrolment is set to ‘In Progress’ and the student has attended the course can they be issued with a Confirmation of Enrolment (CoE) that they can provide to their Job Active Provider, Centrelink or Employer as evidence they are actively enrolled in and attending a course.

Students who have not provided all required evidence are to remain as Tentative. A Tentative student is not to be provided with a Confirmation of Enrolment prior to their enrolment being completed and their enrolment being finalised.

At this stage, the administrative assistant must update any subjects which are yet to be commenced (which have future proposed start dates) to outcome 85 “Not Yet Started” (NYS).

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.