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Admissions - Course Admissions and Pre-Training Review Procedure (VET)

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Section 1 - Summary

(1) This Procedure provides clear guidance to staff about the processes, documentation and communication in relation to:

  1. informing prospective students about courses and VET course admissions requirements; and
  2. the Pre-Training Review.
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Section 2 - Scope

(2) This Procedure applies to all Vocational Education and Training (VET) course delivery by the Polytechnic.

(3) This Procedure does not apply to international applicants.

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Section 3 - Definitions

(4) Pre-Training Review

(5) ACSF (Australian Core Skills Framework)

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Section 4 - Policy Statement/Regulation

(6) See the Admissions Policy

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Section 5 - Procedures

Part A - Summary of Roles and Responsibilities

Victoria University Polytechnic Managers / Directors
  1. Document accurate course admission requirements and course information for inclusion on all marketing materials.
  2. Document and approve changes to standard text or additional selection requirements.
  3. Develop and approve course costings prior to advertising.
  1. Ensure all published course information complies with regulatory bodies’ requirements.
  2. Approve course information published on the website and all other marketing collateral.
Administration and Governance
  1. Schedule and promotes individual and/or group information sessions and/or approved selection activities.
Managers / Course Coordinators / VU Polytechnic Selection Officers
  1. Promote and conduct individual and/or group information sessions and/or approved selection activities
VU Polytechnic Selection Officers(Teachers and Managers)
  1. Assess application documentation (including student PTR, LN test results and course-specific application and/or assessment information where applicable) against admission requirements, including:

    a.  ACSF levels (using ACSF course list);
    b.  digital capabilities and access to digital technology;
    prior skills; and
    d.  course specific entry requirements including evidence of completion of pre-requisites.
  2. Retain documented evidence of applicants’ applications and decision-making process.
  3. Action requests for further information from applicants.
  4. Where applicable, process Credit Transfer applications at enrolment and refer skill recognition enquiries/applications to delivery area Manager. 
Authorised Enrolment Delegate Officers
  1. Enrol students as per Enrolments Procedure.

Part B - Overview

(7) Victoria University (VU) through the Polytechnic offers a broad range of VET courses designed to provide vocational skills and pathways to employment options and/or higher education.

(8) It is a requirement for VU’s registration as a Registered Training Organisation to be compliant with the Standards for Registered Training Organisations (RTOs) 2015. This Procedure aims to ensure that VU is compliant with Standard 5: Each Learner is adequately informed and protected, and Standard 4: Accurate and accessible information about an RTO, its services and performance are available to inform prospective and current learners and clients, specifically:

  1. Clause 5.1 which states: ‘Before enrolment or the commencement of training and assessment, whichever comes first, the RTO provides advice to the prospective learner about the training product appropriate to meeting the learner’s needs, taking into account the individual’s existing skills and competencies.
  2. Clauses 5.2 to 5.4 which require RTO’s to provide current and accurate information that enables learners to make informed decisions about undertaking training with the RTO.
  3. Clause 4.1 which mandates that information disseminated by the RTO or on its behalf, is both accurate and factual.

(9) In addition to the two Standards highlighted above, the Victorian State Government VET Funding Contract mandates that the RTO must conduct a Pre-Training Review for each eligible individual that:

  1. identifies any competencies previously acquired (e.g. skill recognition or credit transfer eligibility);
  2. ascertains a suitable, and the most suitable (as defined in the Quality Charter), qualification for that student to enrol in, based on the individual’s existing educational attainment, capabilities, aspirations and interests and with due consideration of the likely job outcomes from the development of new competencies and skills;
  3. ascertains the proposed learning strategies, and materials are appropriate for that individual; and
  4. where the proposed learning includes portions delivered online, identifies the individual learner’s digital capability, including access to necessary technology, and where necessary identifies steps to overcome any barriers in this regard.

Part C - Procedure

(10) Marketing approved text should be utilised to describe course admission requirements and course information on all marketing materials.

(11) Changes to marketing approved text or additional course selection criteria must be documented and approved by the relevant Polytechnic Director.

(12) All published course information must conform to regulatory bodies’ specific requirements.

(13) Managers must ensure and approve the accuracy of all promotional materials, including the course guide, VU website, brochures or course flyers, presentations and handouts at course information sessions etc.

(14) Managers are responsible for documenting course admission requirements.

(15) Course costings must be developed by the Manager and forwarded to the relevant Polytechnic Director for approval, prior to advertising the course.

(16) Approved course information must be published on the VU website and other marketing materials.

(17) Individual or group course information sessions must be scheduled, promoted and conducted.

(18) Course applications must be assessed against admission requirements. The applications, as well as documented evidence of selection processes, should be retained in the online admission system (Right Now) or, if paper-based, in the delivery department.

(19) All prospective Award course applicants must complete the standard Pre-Training Review form before an enrolment offer. All Non–Award course applicants must complete the Non-Award Pre-Training Review form. 

(20) Where further pre-enrolment assessment is required to determine course suitability, this will be in addition to the standard pre-training review process conducted by the teaching area.

(21) Credit Transfer claims should be processed with the course enrolment.

(22) The Skills Recognition process commences before enrolment. Where possible, after attending the initial interview, students should be enrolled in the proposed skill recognition units, to confirm skill recognition pathway.

(23) As part of the admission process, course applicants must undertake a literacy and numeracy assessment. Applicants are only allowed to take the literacy and numeracy assessment on one occasion per course. This assessment is to assist in identifying if the applicant has the required ACSF level for success in their chosen course. Where the assessment result indicates an ACSF level lower than required for that qualification as referenced in the ACSF Courses list, applicants are referred for enrolment into Learning Support, as per the VET Learning Support Procedure, and/or to alternative suitable course options. Evidence of a previously approved  literacy and numeracy assessment result,  that is within the timelines listed below, can be considered valid for enrolment in a suitable course:  

  1. within the preceding six (6) months by Victoria University Polytechnic;
  2. within the preceding three (3) months by another registered training organisation (where documentary evidence must be provided)
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Section 6 - Guidelines

(24) Nil.