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Important Policies International

Assessing English Language Proficiency

Purpose

The purpose of this policy and procedure document is to:

Define the system used to assess international students’ English language proficiency as required by the National Code and AQF.

To set the standard of English proficiency required for admission to Imperial for an applicant whose first language is not English.

Responsibility

CEO is responsible for the implementation of this policy and procedure and to ensure that enrolling officer is aware of its application and that staff implement its requirements.

Policy Requirements

All international students must meet the minimum English entry requirements of the course they are applying for. The details are as listed below:

All international students should be able to meet the English requirements as required under the assessment level and country of passport of the student by Department of Immigration and Border Protection (DIBP).

Imperial accepts the results from International English Language Test Score (IELTS), PTE Academic Entry or the Test of English as a Foreign Language (TOEFL) as below:

IELTS

(Academic Module)

TOEFL

(paper based)

TOEFL

(Internet based)

PTE Academic

Overall band score of 5.5

527

46

42

Applicants whose English results falls below above score will need to enrol in an English Language Intensive Course for Overseas Students (ELICOS). Arrangements will be made for the student to complete the ELICOS course with one of our associate providers at the student’s expense.

Results of English test provided must have been taken no more than two years before the time of application

Procedure

  • All enquiring students must be sent a student handbook which includes an application form as well as information on the minimum course entry requirements
  • Applicants must complete the application form, signed and dated where required and accompanied by verified evidence of qualifications, work experience (if relevant) and English test results as above or proof of an accepted equivalent
  • The Admissions Officer must review the application and determine if an offer should be made on the basis of the entry requirements for the qualification and with reference to the Entry requirements as well as English test results(as above) requirements
  • If the applicant has satisfactorily met all entry requirements, including English, an unconditional offer will be issued. If there are any requirements not met an offer conditional to the student satisfying the outstanding criteria will be issued instead. All offers must be signed and dated by the CEO/Admissions Officer
  • When an applicant has completed several English tests throughout a period of time, the most recent test will be considered.
  • In the case of a student being assessed as below IELTS band score of 5.5 the student must be referred for further English bridging training or potential ELICOS course enrolment.

Definitions

Accepted equivalent refers to:

  • Proof of successful completion of Senior Secondary School or a qualification at Certificate IV level or higher in Australia within two years of the application
  • Evidence that the student has studied for at least 5 years in the English medium in any one of the following countries: Australia, New Zealand; the United Kingdom; Canada; the USA; South Africa; the Republic of Ireland

Assessing the authenticity of an English Language test

Admission officer must ensure results of English language tests are verified for authenticity as below before making any letter of offer:

  • IELTS – Online verification at https://ielts.ucles.org.uk/ielts-trf/index.jsp
  • TOEFL – send the student ID number, TOEFL ID, the score and also the test date to the following email address This email address is being protected from spambots. You need JavaScript enabled to view it.
  • PTE - Online verification at                 https://www.pearsonvue.com/affiliate/reporting/plt/LoginPage.htm

Completion within the expected duration of study

Purpose

The purpose of this policy is to ensure that Imperial monitors the workload of each student to ensure they complete their course within the duration specified on their COE.

Responsibility

The CEO is responsible for the implementation of this procedure and to ensure that staff and are aware of its application and implement its requirements

Definitions

Study period means one term of study of 13 weeks (including public holidays and term break)

Requirements

International Students are required to complete their course within the expected duration of study as recorded on their Confirmation of Enrolment (COE) which is registered on the Australian Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) unless the circumstances listed below apply.

Policy

Imperial may only extend the duration of the student’s study where it is clear that the student will not complete the course within the expected duration, as specified on the student’s CoE, as the result of:

  • compassionate or compelling circumstances (e.g. illness where a medical certificate states that the student was unable to attend classes or where Imperial was unable to offer a pre-requisite unit)
  • Imperial implemented its intervention strategy for student who were at risk of not meeting satisfactory course progress, or
  • an approved deferment or suspension of study has been granted under standard 13 of the National Code

Imperial will also ensure that except in the circumstances specified above, the expected duration of study specified in the student's COE must not exceed the CRICOS registered course duration.

Any extension to the duration of a student’s course will be notified by Imperial on PRISMS and issue a new CoE when the student can only account for the variation/s by extending his or her expected duration of study. Imperial will also record the reasons for the extension on the student’s file and student management system.

A full-time student load is planned as a minimum of 20 hours scheduled participation per week however students may be engaged for less than this minimum requirement due to:

  • Credit transfer granted
  • RPL granted
  • Partial provision by distance education or e-learning
  • Unavailability of key or prerequisite units at the time it is required

In each study period students must be studying at least one unit that is not by distance or online learning.

Over the duration of their course student loads must not exceed 25% of the delivery time being by distance or online learning.

Procedure

At the time of initial enrolment each student will be furnished with a training program schedule which will identify the units required to be completed in each study period in order to complete the qualification within the expected duration of study as recorded on their Confirmation of Enrolment (COE)

After the completion of each study period student results will be entered on the student database and a progress report generated for each student whose progress has fallen behind the training program schedule.

Each student identified as falling behind the training program schedule will have their program reviewed by the Director of Studies and modified in order to ensure they will complete within the expected duration.

Strategies to be considered for achieving the outcome will include:

  • Resitting assessments
  • Undertaking additional units in subsequent study periods to “catch up” with their scheduled training program.
  • Optional holiday programs

A copy of the modified program and a written explanation of the need for the modified program will be provided to the student and placed on the student’s file.

If a student’s program cannot be modified so that they will complete within the expected duration of study as recorded on their Confirmation of Enrolment (COE) they will be deemed to be at “at risk” of not meeting satisfactory course progress requirements and placed on an intervention strategy as documented elsewhere in the Course Progress and Intervention Strategy.


Student engagement before enrolment

Purpose

The purpose of this policy is to ensure Imperial recruit international students in an ethical and responsible manner and provide proper information to students for making the right decisions about their enrolment in a desired course. This is also important so that the student's experience matches with their expectations. Imperial also provides international students with information on Education Services for Overseas Students (ESOS) Legislative framework.

Student Recruitment

Prior to accepting any student, Imperial will provide amongst other things following key information via student handbook, Information on Living in Melbourne and international marketing brochure, which is available in hardcopy as well as on Imperial website:

  • Course entry requirements, including minimum level of English language proficiency, educational qualifications or work experience
  • Course structure
  • Campus location(s)
  • Facilities for student
  • Information on deferment, suspension or cancellation
  • Description of ESOS framework
  • Fee refund policy
  • Complainants and Appeals policy
  • Monitoring course progress

Imperial will also ensure that the information available on its website is current and accurate for prospective students to make an informed decision prior to enrolment.

Accurate Course Information

Under the Standards of VET registration (SNR 24) and National Code 2007, Imperial is committed to provide all its students, full information about the course and course requirements, mode and place of delivery, fee and refund, complaints and appeal procedure, including right of protection under Australian consumer protection laws. It will help the potential student to make an informed decision for his/her preferred learning styles.

Information about the Places of Study

Imperial will provide its students the information about the location, facilities, equipment, learning and information resources available to students at each place where the students will be required to study for the completion of the course.

Alliance with Other Providers

Imperial will provide the correct and the latest information regarding details of any alliances that it makes with another registered provider, person or business for the completion of any of its courses or part of course. This information may influence a student’s decision about where to study. This may include:

  • Information about the location of the other provider.
  • Information about the number of campuses runs by the other provider and the locations of all these campuses.

 Work-Place Training Component of the Course Prior to Enrolment, if applicable

Imperial provides the students with information regarding any workplace training that the students might require completing as part of their course. In this case, Imperial provides all the details of any arrangements with outside providers to the student

English Language Proficiency

All international students should be able to meet the English requirements as required under the assessment level and country of passport of the student by Department of Immigration and Border Protection (DIBP).

Imperial accepts the results from International English Language Test Score (IELTS), PTE Academic Entry or the Test of English as a Foreign Language (TOEFL) as below:

IELTS

(Academic Module)

TOEFL

(paper based)

TOEFL

(Internet based)

PTE Academic

Overall band score of 5.5

527

46

42

Applicants whose English results falls below above score will need to enrol in an English Language Intensive Course for Overseas Students (ELICOS). Arrangements will be made for the student to complete the ELICOS course with one of our associate providers at the student’s expense.

 

Information on Living and Studying in Australia

 The Student handbook and living in Melbourne handbook of Imperial contains complete information on living and studying in Australia.

 Student Under 18 years of age

Currently Imperial do not enrol international students under 18 years of age.


Student enrolment policy

 

Policy
Applications for admission for students on a student visa must be made using the Application for enrolment - international students. Students must complete the Application for enrolment and send the completed application to Imperial along with supporting documents. Completed Application for enrolment is processed by Imperial and the application assessed on the basis of the information supplied. The participants for each program offered by Imperial will be selected in a manner that reflects access and equity principles. Completion of the Application for enrolment does not imply that Imperial will make an offer to the student. When prospective students apply to enter Imperial to study, the following procedure applies:

English Language Requirements
All international students should be able to meet the English requirements as required under the assessment level and country of passport of the student by Department of Immigration and Border Protection (DIBP). Further information available on www.border.gov.au

Imperial accepts the results from International English Language Test Score (IELTS), PTE Course Entry or the Test of English as a Foreign Language (TOEFL) as below from students requiring to submit English test with their student visa application:

IELTS

(Academic Module)

TOEFL

(paper based)

TOEFL

(Internet based)

PTE Academic

Overall band score of 5.5

527

46

42

Applicants whose English results falls below above score will need to enrol in an English Language Intensive Course for Overseas Students (ELICOS). Arrangements will be made for the student to complete the ELICOS course with one of our associate providers at the student’s expense.

Assessing Australian equivalency of academic qualification(s)
Overseas academic qualifications presented to Imperial for admission by and international student are assessed for equivalency as per the below table:

Year 12 Equivalent for admission into Imperial Courses*

Bangladesh Completion of Higher School Certificate with a grade average of 50%
China Successful completion of Senior Middle 3 with a B grade or 75% average in 4 academic units
Fiji Successful completion of Form 7 with a B in English and Maths and a pass in all other units, with an overall score of 240
India Completion of the All India Senior School Certificate or State Board
Indonesia Completion of SMU III with an average grade of 7.0 in 4 academic units
Nepal Completion of Higher Secondary School Leaving Certificate (Year 12) with a grade average of 50%
Pakistan Completion of Higher Secondary School Certificate (Year 12) with a grade average of 50%
South Africa Successful completion of Year 12
Sri Lanka 2 passes in GCE A-levels or equivalent
Thailand Successful completion of Matayom 6 with a GPA of 2.0
Turkey Successful completion of Lise Diplomasi with GPA of 3.0
Uganda 2 passes in GCE A-levels
Vietnam Successful completion of Year 12 with a 6.0 GPA

* This is not an exhaustive list, admission officer must contact the CEO if the applicant has presented educational documents from countries not listed in above table before accepting the student into Imperial courses

Assessing claimed work experience
If an applicant is using work experience for the purposes of Recognition of Prior Learning (RPL) and or admission into Imperial course, admission officer must ensure all claimed work experience is relevant to the qualification being applied for and be within the last 2 years of date of application.

The applicant must submit a CV along with reference letter on official company letterhead providing contact details of the employer. If in doubt about the authenticity of the submitted employment reference, admission officer must contact the past employer before issuing any letter of offer to the student.

Procedure
Admission Officer will follow the following step by step process once completed application along with all supporting documents are received either from the applicant directly or from his/her education agent:

  1. All the required information is completed on the application form including signature of applicant and date.
  2. Assesses the applicant’s previous educational qualification(s) (either obtained in Australia or overseas) necessary for studying at the required level of the proposed qualification.
  3. The applicant is also assessed to determine whether they meet the required entry level qualification(s) for the particular qualification in which they wants to enroll.
  4. Applicant' s English language skills (language and literacy) will be assessed. If student has a satisfactory score in IELTS, TOEFL or PTE Academic, the applicant will be admitted to his/her chosen course. Refer to the Policy on Assessing English Language Proficiency (International Students)
  5. If an applicant cannot produce evidence of a satisfactory English score, and there are doubts their English language skills being sufficient to cope in an academic environment, the applicant will be required to sit an English test (at the student’s expense) or to enrol in an English (ELICOS) course for an appropriate duration until the applicant achieves the required English score.
  6. In a situation where the student can demonstrate that he or she can communicate in English but cannot produce any formal English qualification as described above, then the student will be required to complete an English language test in Melbourne.
  7. Details of the student entered into the student management system.
  8. Applicant and/or the education will be sent an offer letter by the admission's officer generated from student management system

Applicants wishing to accept the offer must pay the fee requested in the letter of offer. Once the fee is received by Imperial along with signed student agreement, the admission officer will:

  1. Ensure the student agreement is duly signed and dated by the applicant
  2. an Electronic Confirmation of Enrolment (eCOE) is generated from PRISMS and sent to the Student/education agent to facilitate the issuing of a student visa. Applicants must then apply for a student visa at their Australian Student Visa issuing centre and make travel arrangements to Australia once the student visa is granted.
  3. Soft copy of the eCOE is saved on Imperial drive and student management system updated
  4. Administration Manager will do an internal audit on an ongoing basis for the applications finalised during the week to ensure all applications have required supporting documents and the application form and student agreements are duly signed and dated.
  5. Any discrepancies found during the process will be immediately rectified by the Admissions officer

 

Marketing Policy

 

Purpose

This policy details the procedure for complying with the regulatory requirements while marketing Imperial’s courses in international markets. It will help to ensure that our education and training services are marketed in a professional manner, and that the marketing activities maintain the integrity and the reputation of the industry as well as of Imperial.

Responsibility

The CEO or the delegate will be responsible for ensuring that marketing material maintains the integrity and reputation of the industry as well as of Imperial.

Definitions

In this policy:

Marketing material refers to any kind of printed material used for publicising the courses and services of an organisation (prospectus, brochure, poster, leaflet, newspaper advertisement, forms, signboard, e-mail, and website or any electronic material or soft copies etc.).

  • ‘Program fee’ means the tuition and other fees set by Imperial for its programs;
  • ‘Programs’ are the registered courses offered by Imperial as listed on www.training.gov.au;
  • ‘Prospective student’ is a person who intends to become, or who has taken any steps towards becoming a student at Imperial;
  • ‘Student’ means prospective or enrolled student of Imperial;
  • ‘Term’ means the shortest duration of a study period; and
  • ‘Territory’ means the countries or regions.

In this policy, unless stated otherwise:

  • The singular includes the plural and vice versa and words importing a gender include other genders;
  • Other grammatical forms of defined words or expressions have corresponding meanings;
  • Money is in Australian dollars unless otherwise stated and a reference to 'A$', 'AUD', '$A%', 'dollar' or '$' is a reference to Australian currency.

Requirements

Imperial will ensure the following:

  • The Imperial College of Australia (Imperial) being a registered training provider, has the obligation to adhere to professional and ethical practices while marketing its education and training services in the domestic and international market;
  • Compliance with SNR 24 and the Education Services for Overseas Students Act 2000 (the ESOS Act) and Standard 1 of the National Code 2017 which impose certain obligations and requirements on the providers of education and training courses to overseas students and those providers’ agents, including the obligations set out in the National Code established under the ESOS Act 2000;
  • Imperial remains registered by ASQA (Australian Skills Quality Authority) and Department of Education on Commonwealth Register of Institutions and Courses for Overseas Students
  • Imperial’s marketing material helps to market courses and to recruit suitable prospective students for enrolment at Imperial and study in Australia (International Students), and demonstrates Imperial’s professionalism, honesty and integrity.
  • Imperial ensures that it adheres to the requirements of above legislations while marketing its courses to suitable prospective students;
  • Imperial is aware of the requirements of the VET Quality framework, SNR, ESOS and other Acts and regulations and has agreed to comply with those requirements.

 Imperial will not disseminate false or misleading information, such as by:

  • Giving inaccurate information about the location of its campus at which the courses will be provided;
  • Making false or deliberately misleading comparisons with other providers;
  • Making inaccurate claims about employment outcomes associated with a course;
  • Giving misleading information about the fee structure and delivery methods;
  • Implying automatic acceptance to another course; and
  • Providing misleading information on migration outcomes after completion of the course.

 Imperial will fulfil its obligations to ensure that:

  • Its education and training services are marketed in a professional manner;
  • Marketing activities maintain the integrity and reputation of the Australian education sector and Imperial;
  • Marketing material reflects Imperial as a skilled professional in the field of education and training;
  • Marketing material is edited with care by only responsible person and reflects the knowledge and specialisation of Imperial as an honest provider; and
  • Marketing material clearly identifies the legal entity and trading name of Imperial (BJSB Pty Ltd Trading as The Imperial College of Australia) and RTO ID: 121966 and CRICOS ID: 02858M on electronic material and hard copies provided to students.

 Marketing material used for recruitment purposes could include:

  • Information about courses for domestic and international students including course outlines, if used to market courses and recruit students;
  • Imperial’s website and pages relating to student recruitment and support services;
  • Information about Australia, such as pertaining to living in Melbourne for international students;
  • Information about types of visas and about visa application requirements that may assist overseas students to comply with the conditions of their visa;
  • An advertisement of courses for prospective students in an Australian or overseas newspaper;
  • Materials that promote and advertise courses with Imperial (including cards which may be considered more advertisements than conventional business cards);
  • A letterhead, signature block or footer used in letters making offers to students, promoting courses or for other marketing purposes; and
  • Emails that are sent to students offering enrolment or informing students of courses.

Marketing Information on the Website

Imperial will guarantee to check the following:

  • That there is no general use of the Nationally Recognised Training (NRT) logo. The NRT logo must be used in direct connection to the title(s) of Nationally Recognised Qualifications i.e. directly beside, above or below the title(s) of Nationally Recognised Qualifications;
  • Make sure that it has written documentation to back up any specific claims it makes about advanced standing with other educational institutions. If Imperial is going to make a general claim, that advanced standing may be a possibility, Imperial needs to be clear that no specific arrangements are being claimed as in the following statement:

“Graduates of Imperial may seek credits to the relevant degree programs in Australian Universities. Imperial has no special arrangements with any Australian University and there is no guaranteed entry into University programs. As a general rule students with high marks will have the best chance of being accepted by a University.”

  • Include information on whether or not course credits may be available (i.e. RPL or Credit Transfer);
  • Include information about course related fees;
  • Check that all qualification codes and RTO and CRICOS codes are correct;
  • Check that all qualification durations for international students match the CRICOS register(www.cricos.education.gov.au);
  • Ensure that every page on Imperial’s website relating to the provision of courses to students includes the full Legal Name of Imperial and Imperial's CRICOS and RTO Number;
  • Ensure that for every qualification there is an accurate description of the learning methods used and the assessment requirements. Ensure that there is a general description of facilities, equipment, learning and library resources available to students;
  • Check that the address of every delivery site is included;
  • Include information on the potential for fees to change before and during a student’s enrolment – i.e. specify whether the fees are fixed, or are subject to increase/decrease, and if they are subject to change, what sort of increase/decrease;
  • Include information about the grounds on which the student’s enrolment may be deferred, suspended or cancelled. This should include any cancellation due to student’s misbehaviour resulting in Imperial cancelling their enrolment;
  • Include a copy of the ESOS framework on the web site for international students.
  • Obtain written approval from anyone whose photos or endorsements appear on the web site.
  • Included information on living in Australia (for international students) including
    • Indicative costs of living;
    • Accommodation options;
    • Schooling obligations and options for school-aged dependents including a statement that school-aged dependents may have to pay full school fees; and
    • Information on accommodation options including the general rental market.
  • Student support information, including description of the support services available, legal services contacts, emergency contacts, counselling and health services contacts, registered provider’s student contact person(s) name and phone number;
  • Information about the complaints and appeals processes;
  • Information about academic progress requirements – the National Code now mandates passing of a minimum of 50% of units in any study period;
  • Information about the rules for transfer between registered providers for international students;
  • The student discipline procedure;
  • A statement that students are obliged to notify Imperial of change of address, phone number, fax number and email address once every six months; and
  • A description of the process for claiming a refund.

Material Exempt from the Code

The material that may not have Imperial's name and the RTO and CRICOS number is:

  • Envelopes;
  • Business cards that give Imperial’s contact details only;
  • Job advertisements unless they are used to promote studying with Imperial;
  • General information;
  • Any other information that is not used to market registered courses to students;
  • Tourist brochures which provide information about life in Australia; and
  • Links to useful external websites.

Procedure for Producing Marketing Material

The procedure for producing marketing material is as follows:

  • The marketing material will comply with SNR 24 and Section 107 of ESOS Act 2000 and standard 1 of the National Code 2007;
  • The marketing manager or the designated staff member of Imperial will prepare the draft of the marketing material and seek approval of the CEO;
  • The draft of the marketing material will be matched with the approved copy of the marketing material to ensure accuracy of information;
  • The marketing material will be checked on receipt from the publishers for accuracy before it is distributed;
  • The education agents will be distributed updated marketing material by the designated staff member of Imperial; and
  • For advertisement in an overseas newspaper the above procedure will be followed by the person assigned the job or the education agent as the case may be.

Education Agents

  • Imperial will recruit and review marketing agents as per its policy on education agents under standard 4 of the National Code. In particular Imperial will regularly review the performance and conduct of our education agents to ensure consistency with expected standards of behaviour.
  • Up-to-date marketing material will be given to agents by Imperial and the agents will be required to seek prior approval from the CEO for making their own marketing material about Imperial.

Access to PRISMS

  • Education agents will not be given access to PRISMS under any circumstances.

Review of Marketing Material

The review of the marketing material will take place as follows:

  • It will be reviewed on change of ESOS and NVR Act policy on marketing material;
  • To incorporate any change in the course fee, delivery methods etc;
  • On discovery of a mistake;
  • On change of Imperial courses, campus location or department/court order etc.; and
  • Any other reason to ensure Imperial compliance with relevant legislation(s).

 Changes to the Marketing Material

  • Changes to the marketing material are to be made on the directions of CEO or the delegate;
  • All changes will be approved by the CEO in the same manner as for making of new marketing material and its records will be maintained in the marketing material folder;
  • All CRICOS marketing material must be reviewed using the National Code 2017 Compliance Checklist as a general guide to the requirements; and
  • The DET website must be checked for any revised information and advice on the requirements of part D of the National Code.

 

 

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