International Enrolment Policy

Strategix has implemented the following policy and procedure to be used in conjunction with the general Enrolment Policy and Procedure. The topics covered in this Policy will relate to several policies and procedures in the Strategix compliance system. Each procedure is directly linked for the ease of accessing information.

Strategix will not knowingly enrol students who cannot support their studies financially or manage their studies academically or anyone they believe is not a genuine student or has alternative reasons to come to Australia.

Strategix ensures students are provided with all applicable pre-enrolment information as stated in the above policy, Strategix does this by:

• Ensuring education agents recruiting students have current information and documents at all times

• Ensuring students not linked to or sourced through education agents are also provided information and documents.

Students are given access to information prior to enrolment and throughout the enrolment process via the following:

• International Student Prospectus

• Marketing material:

  • Student Handbook

  • Strategix website

  • Pre-enrolment emails and communications.

Enrolment Restrictions

Students may be refused entry into the college based on a number of criteria, including but not limited to:

• Unsuitability to study in Australia or meet SOP (Statement of Purpose) requirements

• Insufficient English Proficiency Levels

• Insufficient financial support

• Unpaid fees and charges

• The applicant is under the age of 18

• Transferring from another RTO under 6 months from the commencement of their course

• Providing false or misleading information during the application process

• Risk-based assessment of the application, and

• Any reason/factor that will affect Strategix’s ability to deliver quality training and assessment to its students.

Students refused entry may appeal the decision by following the Complaints, Appeals and Consumer Protection Policy and Procedure.

Students Under 18 Years of Age

Strategix will not accept applications for a potential student who is under the age of 18 at their course commencement date. If a potential student is under 18 at the time of their enrolment application but will be 18 at the course commencement date, a Parent/Guardian Consent Form must be provided along with the application. The student may then be accepted onto the course under the normal enrolment procedure.

Student Transfers

Students wishing to transfer to Strategix will be reviewed upon enrolment to ensure they meet the conditions outlined within the International Student Transfer Policy. Enrolment applications for students who fail to meet the conditions of the policy will be refused.

Entry Requirements

Students enrolling with Strategix International must ensure they meet the minimum requirements in order to be accepted into the college. These include, and are not limited to:

• English language proficiency

• Specific course requirements (pre-requisites)

• SOP requirements. Click the link to access the document checklist tool- complete it to determine what documents are needed

• Financial commitment and security

• Course suitability.

English Language Proficiency

Strategix will identify that students meet the minimum proficiency level for their chosen course. Levels can be found in the English Language Proficiency Policy and Procedure.

Letter of Offer and Acceptance Agreement

Students must receive a Letter of Offer prior to the finalisation of their enrolment, as this agreement:

• States the course(s) and any conditions of the enrolment

• Provides an itemised list of tuition fees payable by the student

• Provides information in regard to relevant policies and procedures

• Outlines what and how information is shared about the student and who to

• Advises the student of their obligations.

Payment of Fees

Strategix will not accept tuition or non-tuition fees until the overseas student has signed or otherwise accepted the written agreement. Strategix may accept tuition or non-tuition fees at the same time as the overseas student signs or accepts the agreement.

Credit Transfer (CT) and Recognition of Prior Learning (RPL)

Students have the option to apply for CT for previously completed studies in Australia. They are also able to apply for RPL based on their previous experience and study. All evidence must be verifiable otherwise Strategix will not accept the documentation and evidence. Students who choose not to complete the RPL Application at the time of enrolment will not be permitted to apply for RPL

International Student Enrolment Procedure

Pre-Enrolment

Information Supply

To enable students to make informed decisions about studying with Strategix in Australia, Strategix will ensure all students are provided with information that is accurate, current and easy to understand.

Initial Suitability Assessment – Agent/Sales

Candidates are informally assessed prior to the enrolment process to eliminate those non-genuine students. Information is used to assess the students and determine suitability to study at Strategix via conversation. The following assessment can be used as a guide.

Once the potential student has received all applicable pre-enrolment information and the agent/sales team member have spoken with the potential student, they are able to apply for a position in their chosen course.

Enrolment Process

The applicant applies for a position in the course by completing the International Student Enrolment Pack and the SOP Questionnaire. The enrolment pack provides Strategix with all applicable information required to determine suitability and if accepted, to create a Student Letter of Offer and Acceptance Agreement. The Student Enrolment Pack can be completed as a hard copy or electronically.

The SOP Questionnaire assesses the student’s suitability to study in Australia. The SOP Questionnaire is a combined document with the Statement of Purpose (SOP), it is available online via a Google form and results are available to staff to peruse on the Strategix International - SOP Questionnaire (Responses) spreadsheet on Google drive. Results are assessed according to the Initial Suitability Assessment and where a student is deemed to not be suitable, their application will be denied and proceedings will cease at this point. Students who are assessed to be suitable will continue with this process.

Upon receiving the completed enrolment form and SOP questionnaire the administrative assistant will:

• Check that all sections are completed

• Check the Enrolment Pack and the SOP Questionnaire for suitability, including:

  • Correct visa type

  • Country of origin

  • Previous studies completed

  • English language proficiency level

  • Study motivations

  • Overseas Student Health Cover (OSHC)

  • Declaration/s signed.

• Enter the student details into the student management system as per step 4 of the Enrolment Policy and Procedure. (Students do not receive a Confirmation of Enrolment through aXcelerate as this is provided through PRISMS at a later point of the International Student Enrolment process)

• Enter the student details from the SOP Questionnaire and enter the following fields into aXcelerate as per Step 4 of the Enrolment Policy and Procedure:

  • Qualification details

  • School details

  • Employment status

  • Study reason.

• Enter the completed form details into the CRICOS portfolio checklist.

The administration assistant then will check to see if the student is wishing to apply for Recognition of Prior Learning (RPL) or to have credit transfers applied. If requesting credit transfers, ensure previous qualifications are supplied with the application and/or if wishing to apply for RPL, an RPL Application form is to be set to the student for completion.

Summary

The student must have completed the Enrolment Form and SOP Questionnaire to have their application assessed.

Letter of Offer

Students who are determined to be suitable are offered a position in the course through the Letter of Offer and Acceptance Agreement. The Letter of Offer and Acceptance Agreement provides the information specific to the course and will also provide the students with important information they require prior to completing their enrolment.

The administrative assistant will generate a Letter of Offer through Hubspot and update it with the necessary information.

Generate a LOO (Letter of Offer)

The following tabs will need to be opened on your computer:

• aXcelerate

• LOO Generator

• Hubspot LOO

• Google Drive

• Go to the student’s profile on aXcelerate and copy over the following information to the LOO Generator:

  • Student’s D.O.B

  • Student’s aXcelerate ID

  • Student’s email address.

• Now go to Hubspot:

  • When in HubSpot, go to the top of the page and click on the sales heading. Then select the ‘tasks' option

    Open

    

  • If LOO does not appear in the tasks then click on +add view option at the top of the page and click on LOO:

    Open

    

  • You will now see some student names, for example:

  • Hover over the student’s name so edit can appear beside the student's name, then click on edit.

  • Go to the ‘Notes’ section: This is located on the right-hand side of the screen where you will see task details. Scroll down until you get to the notes section. In the notes section, the following details should appear, for example:

  • Open the LOO Generator and enter the following details:

    • CoE deposit and Course details

    • Course name - copy this from the course enquiry list then paste

    • Cricos code - copy and paste

    • Start date

    • Pricing

    • Duration (see info section below)

    • Ensure that all the details you entered are correct. Once checked, then click on submit.

• Go to Google Drive>Shared drives>International College>Loo Generator - output https://drive.google.com/drive/folders/1fcZYxA6Lg5w_kq4AVw3uPZP0eshA5iuK

  • Once the document is open, click on ‘Last modified’ heading. You can click on the down arrow to show the latest file.

  • Open the student's file/LOO: Do this by double-clicking on the student’s file

  • Go to the top right-hand corner in Microsoft Word > click on File

  • From the drop-down > click on Download > Microsoft Word (.docx)

  • Name the file and save it.

• Go to the student’s profile in aXcelerate, then add note:

  • Click the attach file checkbox to add the document to the note

  • Tick the email this note checkbox to send to Rizaldy Mutuc, Samuel Lobao and Christie Erb.

Email a Letter of Offer

Students receive the letter of offer via email. A copy must be saved in the student’s portfolio.

Once the Letter of Offer and Acceptance Agreement is received by the student, they:

1. Print and read/review the Letter of Offer and Acceptance Agreement

2. Complete the required fields (including payment details) and sign the Agreement

3. Scan and return (via email) the signed agreement to Strategix.

The completed Letter of Offer and Acceptance Agreement is then saved in the student's portfolio checklist.

Finalise Enrolment

Once the completed Letter of Offer and Acceptance Agreement is received by Strategix, the administrative assistant completes the following tasks:

• Apply Credit Transfers/RPL: Assess the validity of CT’s, verify their source and upload evidence as per Credit Transfer Policy and Procedure

• Confirmation of Enrolment: Generates and sends the Confirmation of Enrolment (CoE) in PRISMS to the student and the education agent. If at this stage it is discovered that the student is currently enrolled with another RTO refer to the International Student Transfer Policy

• Invoice: Invoicing and the payment of fees are carried out as per the Fees and Charges Policy and Procedure. Students will not secure a place until the fees are paid to date and in full as per the Letter of Offer

• Visa: It is the responsibility of the student (and if applicable, their agent) to apply for a student visa and make travel arrangements to arrive in Australia in time to commence the course and attend the induction and orientation. The student must issue us with a notification on the success or denial of their application prior to the commencement date or as soon as practicable. If the student visa application is denied the student will be refunded their course fees as per the Fee Refund Policy and Procedure. The application fee is not refundable.

• VEVO check: The administrative assistant confirms the students visa status by searching VEVO and downloading/screenshotting the report and uploading it to the portfolio

• Fee collection: Fees paid prior to the commencement of the course by the student. Any fees collected re to be recorded in aXcelerate by linking the payment to the invoice. Invoicing and the payment of fees are carried out as per the Fees and Charges Policy and Procedure. Students will not secure a place until the fees are paid to date

• Portfolio: The administrative assistant will enter the details of and save the below evidence in the student's portfolio checklist as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038871683

• Determine Learner Needs: Students will be assessed for individual learner needs prior to commencement. This includes a number of testing methods as outlined in the Learner Support Policy and Procedure, including enrolment questions, declarations and LLN (Language, Literacy and Numeracy) test (LLN Robot), as well as the responses from the International Speaking Test and Learner Needs Analysis.

• Enrolment Status Update: Once students have returned all necessary documentation and information, it has been uploaded and the portfolio checklist is complete, the student's Tentative enrolment status is updated to In Progress.

Commencement

One (1) month out from the commencement date of an upcoming course, the administrative assistant:

1. Runs a report on PRISMS to see which students have obtained a visa but not yet informed Strategix

2. Sends an Induction and Orientation invitation to all the students who are commencing in the intake one (1) month out

3. Updates the students' trainer allocation as per step 5 of the Enrolment Policy and Procedure.

Orientation

Prior to commencing the course, the student will attend an Induction and Orientation to welcome them to Strategix and complete any final preparations for the duration of their course.

• Induction: The induction covers the general information about Strategix, health and safety, the course etc. for both domestic and international students – Refer to step 6 of the Enrolment Policy and Procedure

• Orientation: The orientation covers information that is specific to international students and provides an opportunity to complete any outstanding items which could not be completed until their arrival into the country (i.e. creating USIs etc.).

The completed checklists are to be saved in the student file.

Student Services Officer will complete the confirmation of the student’s commencement as follows:

• Confirm student's commencement against COE in PRISMS

• Collect and Update Australian contact details in PRISMS and aXcelerate

• Review the student's agent feedback survey and upload it to aXcelerate.

Re-Enrolment

Re-enrolment includes students who:

• Transfer or change the course of study

• Return to complete a previously commenced course.

Students wishing to change their course are considered to be transferring from one course to another (internally), therefore, they must ensure they meet the conditions outlined in International Student Transfer Policy. Furthermore, students re-enrolling and which requires re-issuing their CoE’s will incur a $50.00 charge for each CoE issued. These charges are non-refundable as outlined in the Fee Refund Policy and Procedure.

The re-enrolment process can be found in the Enrolment Policy and Procedure.