(1) This Procedure specifies the key approval stages and responsibilities involved in the management of the CRICOS Register for Vocational Education and Training (VET) Award and Non-Award courses. (2) This Procedure ensures Victoria University’s (VU) compliance with the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (Cth) (The National Code 2018) specifically: (3) This Procedure ensures VU's compliance with The VET Quality Framework (as it relates to CRICOS registration) specifically: (4) This Procedure applies to all VET Award and Non-Award courses (now referred to as VET course/s) that are: (5) This Procedure does not apply to Higher Education (HE) Award and Non-Award courses that are regulated and CRICOS registered, by the Tertiary Education Quality and Standards Authority (TEQSA). (6) (7) (8) (9) (10) (11) Distance learning (for ESOS purposes only) – Any learning that an overseas onshore student undertakes off-campus that does not require them to physically attend regular tuition at a VU campus. (12) Overseas Onshore Student – A person (whether within or outside Australia) who holds a student visa as defined by the ESOS Act. (13) (14) (15) Online Learning (for ESOS purposes only) – Is where the teacher and overseas onshore student primarily communicate through digital media; technology based tools; and/or IT networks. It does not require the overseas onshore student to attend scheduled classes, or maintain contact hours. For the purposes of the ESOS Framework, online learning does not include the provision of online lectures; tuition; or other resources that supplement scheduled classes or contact hours. (16) (17) Provider Default – Is when Victoria University fails to, or ceases to provide, a course to an overseas on-shore student within the meaning of section 46A of the ESOS Act. (18) (19) Study Period - A defined period of time in which teaching is delivered. Each study period has its own set of key dates, including start and end dates. Study periods for the monitoring of overseas students’ progress in VET courses at VU are set as the mid-point of each semester and the end of each semester. (20) Work-Based Training (for ESOS purposes only) – This is training and/or assessment that will occur in the workplace other than in VU's own simulated workplace environment. (21) See Courses Lifecycle Policy. (22) The National Code 2018 sets standards to ensure that education services meet the needs and expectations of overseas students who come to Australia and satisfy the objectives of the ESOS Act. Compliance with the standards is required at the point of CRICOS registration and throughout the CRICOS registration period. (23) The approval period of CRICOS courses is aligned to the provider CRICOS registration date or the course accreditation end date, whichever is earlier. (24) In relation to the management of the CRICOS Register, VU must comply with Standard 11 - Additional Registration Requirements specifically: (25) VU must submit to ASQA for approval information on any proposed changes to the registration of the course (as outlined in Clause 24a) at least 30 days prior to the time at which those changes are proposed to take effect. (26) In relation to the management of the CRICOS Register, VU must comply with the Standards for Registered Training Organisations (RTOs) 2015 (Cth). (27) Victoria University Polytechnic can apply for CRICOS registration of a VET course either as part of the initial approval of the course or anytime while the course is active. (28) A Business Case for Adding a Training Product (International) and Course Costing are completed to support addition to the CRICOS Register. (29) Business Cases for Adding a Training Product (International) are approved by the Victoria University Polytechnic Senior Leadership Team. (30) Course Costings are approved by the Deputy Vice-Chancellor, Higher Education /PEO for ESOS. (31) If the Business Case for Adding a Training Product (International) and Course Costing are not approved, the Business Case for Adding a Training Product (International) and Course Costing are to be reviewed and reconsidered for approval, otherwise the process stops at this point. (32) If the Business Case for Adding a Training Product (International) and Course Costing are approved, the CRICOS approval documentation is prepared by the Delivery Area Manager and Senior Coordinator, Governance . (33) An internal application is completed in the Course Approval Management System (CAMS) and the Senior Coordinator, Governance will determine the most appropriate CRICOS registration action. (34) The Senior Coordinator, Governance prepares the external application which is endorsed by the Director, VUI and approved by the PEO for ESOS. (35) If an Active VET course has had no international enrolments (or pending) for three years, VU will withdraw the course from the CRICOS Register to reduce the risk of provider default. (36) A new VET course must be CRICOS registered where there are changes to the: (37) A VET course listed on the CRICOS Register may be updated by ASQA where there: (38) All applications to add VET courses to the CRICOS Register must be processed via the ASQA Provider Portal using CRICOS templates that have been developed by ASQA. (39) The CRICOS code is added into CAMS as soon as VET Governance receives notification of approval from ASQA. At the same time, CRICOS stakeholders will be advised of CRICOS registration in order to update applicable VU systems. (40) Routine course lifecycle changes that result in a change in VET course status are also reflected in the status of the CRICOS code (eg. Active to Teach Out). (41) When a request to amend the CRICOS status is received, this change must be approved by the Deputy Vice-Chancellor, Vocational Education prior to approval by the Director, VUI or Principal, VUS. Once approved the CRICOS code status is changed immediately to Teach Out (and the course withdrawn from the CRICOS Register as soon as is practicable). (42) When the Deputy Vice-Chancellor, Vocational Education requests an amendment to the CRICOS status, the change must be approved by the Director, VUI or Principal, VUS. Once approved the CRICOS code status is changed immediately to Teach Out (and the course withdrawn from the CRICOS Register as soon as practicable). (43) If VUI or VUS requests an amendment to the CRICOS status, the Deputy Vice-Chancellor, Vocational Education is advised. Upon agreement, the course is withdrawn from the CRICOS Register as soon as is practicable. (44) A change in VET course status from Active to Suspended is not a routine course lifecycle action. The CRICOS code is changed immediately to Suspended and will be updated to reflect subsequent changes in VET course status. (45) On an annual basis VET Governance aligns the CRICOS data in CAMS (internal source) with the CRICOS Register (external source). (46) This audit will be conducted for both Melbourne and Sydney Registers. (47) As a result of this audit VU will (only if required): (48) On an annual basis the Senior Coordinator, Governance reviews the end dates of all courses on PRISMS to ensure that they are aligned to the provider registration end date or the course accreditation end date whichever is earlier. (49) VET courses can only be withdrawn from the CRICOS Register if they have: (50) Twice each academic year (after census date) VET Governance undertakes a review of all CRICOS registered teach out courses. This review will ascertain if the VET course can be withdrawn from the CRICOS Register, subject to the above conditions. (51) The CRICOS code will be withdrawn from the VET course in CAMS as soon as VET Governance receives approval from the PEOCourses Lifecycle - Management of the CRICOS Register (VET) Procedure
Section 1 - Summary
Section 2 - HESF/ASQA/ESOS Alignment
Top of PageSection 3 - Accountability
Top of Page
Accountable/Responsible Officer
Role
Accountable Officer
Deputy Vice-Chancellor, Vocational Education
Responsible Officer
Deputy Vice-Chancellor, Vocational Education
Section 4 - Scope
Section 5 - Definitions
Section 6 - Policy/Regulation
Section 7 - Procedures
Part A - Summary of Roles and Responsibilities
Roles
Responsibilities
Delivery Area Manager
- Identifies the need for a VET course to be CRICOS registered.
- Prepares relevant CRICOS application forms in conjunction with Senior Coordinator, Governance .
Senior Coordinator, Governance
- Manages the addition, transfer, amendment and withdrawal of all VET courses on the CRICOS Register.
- Develops CRICOS registration applications in conjunction with the Polytechnic staff, and submits them to ASQA on behalf of the University.
- Provides the central point of advice for CRICOS registration of VET courses.
- Liaises with ASQA in relation to CRICOS registration issues for VET courses.
- Maintains internal source of CRICOS information of VET courses in CAMS.
- Provides information to ASQA on VU's intention to re-locate; add a new campus; or delivery location.
VET Governance
- Works collaboratively with the VET delivery areas in The Polytechnic to assist in the development of compliant CRICOS approval documentation.
Deputy Vice-Chancellor, Vocational Education
- Recommends the addition of VET courses to the Melbourne CRICOS Register based on assessment of potential overseas student demand, viability and compliance with the ESOS Act.
- Recommends the withdrawal of VET courses from the Melbourne CRICOS Register based on review of information on PRISMS.
- Recommends course fees for CRICOS registered VET courses, pre and post registration.
Director, VU International (VUI)
- Endorses the addition of VET courses to the Melbourne CRICOS Register based on:
- assessment of potential overseas student demand and viability
- course fees.
- Endorses the withdrawal of VET courses from the Melbourne CRICOS Register based on review of information on PRISMS.
Principal, Victoria University Sydney (VUS)
- Endorses the addition of VET courses to the Sydney CRICOS Register based on assessment of potential overseas student demand and viability.
- Endorses the withdrawal of VET courses from the Sydney CRICOS Register based on review of information on PRISMS.
- Approves course fees for pre-registered CRICOS VET courses to the Sydney CRICOS Register.
Principal Executive Officer (PEO) for ESOS
- Approves all VU applications for addition and withdrawal of all VET courses from the CRICOS Register, for both Melbourne and Sydney locations.
- Approves course fees for CRICOS registered VET courses pre-registration.
- This role is currently undertaken by the Deputy Vice-Chancellor, Higher Education.
Chief Financial Officer
- Endorses course fees for CRICOS registered VET courses post registration.
Part B - Regulatory Compliance
Part C - Principles of CRICOS Registration (Internal)
Part D - Adding a VET Course to the CRICOS Register
Part E - Amending the Status of a CRICOS Registered VET Course
Part F - Auditing the CRICOS Register
Part G - Withdrawing a VET Course from the CRICOS Register
Section 8 - Guidelines
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