Overseas Student Handbook

 

International School of Beauty Therapy

NTIS 6251    Cricos Provider No: 02747G

 Copyright

Please be aware that the contents of this booklet are the property of The International School of Beauty Therapy.

They are not to be reproduced or copied by any person or used as a Teaching aid by any person or Educational Establishment without the express permission of the owner.

 

Sara Jane Roberts

Principal

 

Code of Ethics

 

*          Be polite and courteous and give friendly advice to all clients.

*          Maintain your   dignity under all circumstances. All clients must be treated

honestly and fairly.

*          Be dependable by keeping your word and fulfilling your obligations.

*          Be loyal to your college, teachers, colleagues and associates.  Co-operate with all personnel with whom you come into contact.

*          Cherish your reputation.  Learn to speak intelligently about your work.  Show    pride in all your skills.  Develop empathy and keep faith in your profession.

*          Be willing to learn all you can about your profession and develop a well balanced approach to your work.

 

*          Aim for the highest quality and strive to maintain that quality.

 

INTERNATIONAL STUDENT INDUCTION CHECKLIST

 

Student Name: Training commencement date:

 

Course Title:

 

The following is a student Induction Checklist that must be completed on the first day of class for each student. The Trainer will go through all the information related to the points below. At the end of the induction you will be requested to sign this form which will go into your
. Refer to your International Student Handbook as you are going through your induction.

 

Organisation facilities

 

[  ]     Wash and toilet facilities, student area and kitchen

[  ]     Training and study areas

[  ]     Location of first aid facilities

[  ]     Location of emergency exits and fire extinguishers

 

Meet key staff

 [  ]    Student Support Point of Contact and contact details

[  ]    Health and safety representative

[  ]    First aid officer and fire warden

[  ]    Other staff

 

Health and Safety

 

[  ]     Incident reporting procedures, including the location of forms that need to be completed

[  ]     Emergency procedures, including emergency exits and equipment

[  ]     What to do in case of Emergency

[  ]     What to do in case of a Critical Incident

[  ]     Personal and security of personal belongings

 

Student Support Services

 

[  ]     General Counselling and Support Services

[  ]     Health services

[  ]     Legal services

[  ]     Student Visa Condition (relating to course progress and/or attendance as appropriate)

[  ]     Australian Taxation Information / Banking / Postage

[  ]     Accommodation / Other Utilities

[  ]     Overseas Student Health Cover (OSHC)

[  ]     Places of worship

[  ]     Holidays and Travel

Administration

 

[  ]     Policies and Procedures Handbook (where to look for it)

[  ]     Payment of fees and the refund policy

[  ]     Legislative and regulatory requirements (WA and National)

[  ]     Recognition for Prior Learning / Course Credit

[  ]     Language literacy and numeracy Information

[  ]     Learner’s rights and responsibilities

[  ]     Privacy policy and information

[  ]     Trainer and assessor responsibilities

[  ]     Learner support and additional services

[  ]     Complaints handling procedure and form

[  ]     Feedback and quality improvement processes

 

Training

 

[  ]     Competency based course requirements and performance standards

[  ]     Core and elective units and modules

[  ]     The unit of competency code number and unit title

[  ]     The performance criteria descriptor for each element

[  ]     Course pre-requisites

 

Assessments

 

[  ]     Assessment and how they will be conducted

[  ]     Other assessment tasks or evidence requirements

[  ]     Understand the Assessment Appeals Process and feedback mechanisms.   

 

Record Keeping and accessing records

 

[  ]     Assessment records/results are to be available to you on request

[  ]     Records are stored and subject to the privacy and confidentiality policy

[  ]     Qualifications are issued only on completion of course requirements.

 

Review:

 

[  ]     Answer and ask questions

 

 

Conducted By: _________________________________            (sign):

 

 

Please DO NOT SIGN this form if you feel you have NOT been shown all the items mentioned.

 

 

Student’s Signature: Date:

 

 

 

 

Policy on Bullying & Intimidation

The International School of Beauty Therapy has a very strict Policy on Bullying and Intimidation by Staff or Students.

 

If a report is received regarding Bullying or Intimidation by either a Staff member or a Student then that person will be interviewed by the Principal in line with the Complaints and Appeals Policy but if the charge is found to be proven a written warning will be issued immediately by the Principal.

 

A second charge, if proven, will result in the instant dismissal of the Staff member or the Student involved.

 

A Staff member dismissed for bullying or intimidation will receive only the financial entitlements earned to the date of dismissal. A letter of recommendation will not be issued.

A Student dismissed for bullying or intimidation will forfeit any fees paid in advance and further will be invoiced for the full outstanding course fees.

Appeals against dismissal may be lodged as per the Complaints and Appeals Policy. The Staff member or Student will not be dismissed until all complaints procedures have been finalised

Complaints of bullying or intimidation should be lodged in person with the School Principal. These complaints will be dealt with in the strictest confidence. If the complaint is proceeded with then the complainant will be required to give a written statement.

Staff members or Students found guilty of malicious or mischievous complaints will be dealt with as per the Grievance Procedure. Anonymous complaints will not be recognized.

 

Policy on Drug and Substance abuse

Definitions

 

1        For the purposes of this policy, the definition of Drug and Substance abuse will include the following: the use of illegal mind-altering substances, including, but not limited to Cannabis, Ecstasy, Cocaine, Heroin, LSD, and Mandrax.

2        The definition of abuse for the purpose of this policy is as follows: Sufficient use of an of an illegal mind-altering substance, as listed above, which draws attention by parents, peers or school staff and lowers the reputation of the school.

3        Alcohol abuse is defined for the purposes of this policy as the excessive use of alcohol on or off the premises that draws attention to the conduct of the student and the reputation of the school.

 

In the event of an instance of drug or substance abuse being rumored and drawn to the attention of the school and principal, or if the school is brought into disrepute in any way by drug and substance abuse, the following procedure will be followed:

 

Procedure for Drug and Substance abuse

 

In the event of a rumour concerning drug, alcohol or substance abuse by a credible source, the Principal  will speak confidentially to the student to assess the authenticity of the rumour.

 

The Principal will offer the opportunity for the student to discuss the issue with their parent or guardian before deciding on a course of action.

 

In the event of the rumour being denied, the Principal will discuss the option of informing the parents or guardian of the student.

 

If the rumour is denied and continues to draw the attention of peers, staff and Principal, the Principal may request a meeting with the parents or guardians of the student and possibly a blood test in order to confirm the presence of drug or substance abuse.

 

If the student confirms the use of a drug or substance the parents will be informed and a meeting will be held with the parents or guardians, student and Principal.

 

In the discussion with the student, parents or guardians and Principal a plan of action will be decided upon, which might include possible referral to a clinic for rehabilitation.

 

Where possible, if the student shows commitment to healing the addiction, the school will endeavour to support the student and assist where possible. However the school reserves the right to consider the reputation of the school and well being of other students at all times.

 

In he event of student lacking commitment to the healing process, the school may exercise the right to dismissal for drug and substance abuse. Lack of commitment to healing is assessed by the continuous evaluation of the conduct of the student by peers and staff. The police may be informed in this case.

 

If the student attempts to sell drugs immediate dismissal will follow and the police will be called.

 

If the student arrives at school under the influence of  drugs or alcohol the student may be suspended immediately until the matter is fully investigated and the parents or guardians informed. The immediate action will be to establish if there is an addiction present. If an addiction is proved to exist the case will be considered medical and the student will be required to attend a suitable rehabilitation program. If it is not an addiction the action to be taken will be considered by a meeting of the parents or guardians and the Principal.

 

The Principal and staff of the school will treat every incidence of drug or substance abuse as individual and deal with the matter in a confidential, professional and sensitive manner.

 

Procedure for alcohol abuse:

 

Although alcohol is banned on the school premises, during a school function eg presentation of Diplomas etc, it is accepted that the students may have a glass of champagne. Permission for underage students to partake will be sought from parents or guardians by written permission. Principal and staff must be present.

 In the event of an alcohol addiction being brought to the attention of the school staff or the Principal the same procedures as for drug abuse will be followed.

 

 CRITICAL INCIDENT POLICY

 In the event of a critical incident, ISBT recognises that appropriate infrastructure must be in place to ensure the provision of all necessary support services.

This document outlines ISBT policy, support mechanisms and procedures for managing a critical incident. On Orientation day the student will be provided with an in-depth policy.

This policy will ensure that ISBT has;

 

It is a requirement that all Registered Providers must support students to adjust to study and life in Australia, to achieve their learning goals and to achieve satisfactory academic progress towards meeting the learning outcomes of the course.

 The International  School of Beauty Therapy has in place a  policy to ensure that appropriate support services are available to international students to ease the transition into life and study in Australia and allow access to appropriate assistance for the student as needed.

STUDENT FILE ESSENTIALS

 In addition to the ISBT Student Management System, ISBT employ and use a file note system, keeping hard copies of student details in the Enrolments files. This will enable all required staff to monitor any student issues.

Included in the file will be the following information:

 Student Support Services and Support Personnel

 The International School of Beauty Therapy (ISBT) will have at least one of two staff members available to act as the Student Support Point-of-contact.

 Currently the following staff will be the International Student Point of Contact:

 -       Sara Jane Roberts

-       Charlotte Roberts

 Both have a responsibility to care for students needs on a daily and ongoing basis.

 Should any student require the services of the above persons, they should simply approach either of the Student Support Points of Contact and ask for an appointment to be scheduled. Emergency support may be obtained by contacting the Student Support Contact on 0403 350 036.

 Should any student require professional counselling facilities, again they should simply approach either of the Student Support Points of Contact  where they will be directed to the appropriate counselling services for their needs.

Any support services provided by the School will always be free of charge.

Any referrals provided to students by the School to support services will be free of charge.

 ISBT does not have a qualified counsellor on the premises and as such any associated costs for services provided by a third party who is not related to the School, will need to be covered by the individual student. Students should always be reminded to check with their insurance provider to check if they are eligible for cover.

 If a student is in need of affordable dispute resolution services ISBT generally refers all disputes to the Australian Council for Private Education and Training (ACPET).

 Welfare & Guidance Services

If, at any time, a student needs counselling or advice and School staff are not able to help or are unqualified, the student will be given a referral to a qualified counsellor. The following numbers are a guide to some of the help services available.

 Reverse charge                                                                   12 550

Interpreting Services  131 450

Problem Gambling                                                         1800 622 112

ACPET                                                                    1800 657 644

Abortion Trauma and Crisis Pregnancy Help                             1300 737 732

State wide Sexual Assault Helpline                                9340 1828

Rape and Incest Survivors Support Centre                     1800 199 888

Lifeline                                                                    13 11 14

Drug-Arm                                                                1800 198 024

Womens Domestic Violence Helpline                                9223 1188

Crisis Care                                                                    9223 1111

Poisons Information Centre                                            13 1126

Aids Helpline                                                                 9429 9944

Family Law Hotline 1300 729 910

Privacy Enquiries Line 1300 363 992

Taxation – Personal Tax Info Line 13 2861

In the event that a student requires the services of a qualified counsellor or crisis accommodation, fees may apply which the student will be responsible for.

 This information is located in the International Student Handbook that the students will receive on Orientation Day. (Also available for download on the website)  

Consular Contacts

 If a student would like to have contact with people in Australia who are originally from their country of origin they can go to the following website which is a directory of all consulates in Australia. They will then be able to direct the student to any community groups in the area they are staying in.

 To find the closest Embassy or Consulate visit:

 http://www.dfat.gov.au/geo/

 

 Registered providers support students to adjust to study and life in Australia, to achieve their learning goals and to achieve satisfactory progress towards meeting the learning outcomes of the course.

 

 

MONITORING ATTENDANCE

 Policy

ISBT will monitor the attendance of students on a daily basis by the use of a Daily Attendance Register which will be completed by the tutor of each class, at the start of the days lesson and after the midday break as it always has done.

ISBT will not adopt the DEEWR/DIAC course progress policy.

 The attendance records will be transferred to the Students file on the Student Data Base by the Office Manager and will be monitored every month to ascertain if the student is attending for the minimum of 80% of the course hours required by the conditions of the Student Visa.

However, the school will only report on Student attendance if it falls below the required 80% at the end of the study period. The study period  is one semester, the semester being six months in duration.

 Students will be made aware of the Student Visa condition for at least 80% attendance of the Course hours, on Orientation day and in the Student Handbook.

 

Procedure

 Students should endeavour to inform ISBT if they are going to be absent and for what reason. Medical certificates are required for absences of three days or more.

Tutors will mark the student present or absent before the commencement of the morning lesson and also after the midday break

 Students who are absent for the morning or afternoon sessions will be marked as present for half a day only.

 Students who are marked as absent will be marked as being absent with a reason or without a reason.

 A Student who has been absent for five consecutive days without previous arrangements, or has not informed the School of an illness, will be contacted by the Office Manager by phone or mail, to attend a meeting with the Principal. The Principal will ascertain the reason for the absence and counsel the student about the requirement of 80% attendance of the course.

Reasons for non-attendance may be on compassionate grounds or medical reasons, for which a Doctors Certificate is required.

 The Office Manager will transfer the information from the Daily Attendance Register to the individual student files on the Student Data Base. The Student Data base will calculate the attendance rate of each student and print a report if required.

 The Office Manager will monitor the attendance of each student on a monthly basis to ascertain if any student is falling below the required 80% attendance rate.

 If a student is found to be below, or in danger of falling below, the required attendance rate the Office Manager will inform the Principal.

 The Principal will interview the student to ascertain if there is a valid reason for the non-attendance . If there is no valid reason, eg medical or compassionate, for the absence, the student will be reminded of the requirements of the Student Visa and warned of the possibility of being reported to DEEWR.

 If the student is assessed as falling below the requirement of 80% attendance of the course hours, they will be informed in writing of the intention of ISBT to report the student for not achieving satisfactory attendance. The letter will contain an Appeals form and the student will be informed they have 20 working days in which to make an appeal.

 If the student decides not to make an appeal or the Internal/external appeals are not successful, ISBT will inform the Secretary of DEEWR through PRISMS as soon as possible.

 MONITORING ATTENDANCE

 

Policy

 

ISBT will monitor the attendance of students on a daily basis by the use of a Daily Attendance Register which will be completed by the tutor of each class, at the start of the days lesson and after the midday break as it always has done.

 

ISBT will not adopt the DEEWR/DIAC course progress policy.

 

The attendance records will be transferred to the Students file on the Student Data Base by the Office Manager and will be monitored every month to ascertain if the student is attending for the minimum of 80% of the course hours required by the conditions of the Student Visa.

 

Students will be made aware of the Student Visa condition for at least 80% attendance of the Course hours, on Orientation day and in the Student Handbook.

 

Procedure

 

Students should endeavour to inform ISBT if they are going to be absent and for what reason. Medical certificates are required for absences of three days or more.

 

Tutors will mark the student present or absent before the commencement of the morning lesson and also after the midday break

 

Students who are absent for the morning or afternoon sessions will be marked as present for half a day only.

 

Students who are marked as absent will be marked as being absent with a reason or without a reason.

 

A Student who has been absent for five consecutive days without previous arrangements, or has not informed the School of an illness, will be contacted by the Office Manager by phone or mail, to attend a meeting with the Principal. The Principal will ascertain the reason for the absence and counsel the student about the requirement of 80% attendance of the course.

Reasons for non-attendance may be on compassionate grounds or medical reasons, for which a Doctors Certificate is required.

 

The Office Manager will transfer the information from the Daily Attendance Register to the individual student files on the Student Data Base. The Student Data base will calculate the attendance rate of each student and print a report if required.

 

The Office Manager will monitor the attendance of each student on a monthly basis to ascertain if any student is falling below the required 80% attendance rate.

 

If a student is found to be below, or in danger of falling below, the required attendance rate the Office Manager will inform the Principal.

 

The Principal will interview the student to ascertain if there is a valid reason for the non-attendance . If there is no valid reason, eg medical or compassionate, for the absence, the student will be reminded of the requirements of the Student Visa and warned of the possibility of being reported to DEEWR.

 

If the student is assessed as falling below the requirement of 80% attendance of the course hours, they will be informed in writing of the intention of ISBT to report the student for not achieving satisfactory attendance. The letter will contain an Appeals form and the student will be informed they have 20 working days in which to make an appeal.

 

If the student decides not to make an appeal or the Internal/external appeals are not successful, ISBT will inform the Secretary of DEEWR through PRISMS as soon as possible.

 

 

 

 

The following is a sample of a letter used when a student has been granted temporary leave from their course:

International School of Beauty Therapy

PO Box 37, Cottesloe, WA 6911

Ph: 08 9385 3432  email: study@internationalbeauty.com.au

 

<Date>

TO WHOM IT MAY CONCERN

 

The following student has been granted leave from the International School of Beauty Therapy.

 

From: <DATE>                 TO:    <DATE>

 

 

Name: < >

 

Student Number: < >

 

Date of Birth: < >

 

Nationality: < >

 

Course: < >

 

Course Start Date: < >

 

Course End Date: < >

 

Reason for Leave:  < >

 

 

 

 

Please ensure that payment of your tuition fees do not fall behind while you are away.  Failure to pay your fees may result in you being reported to the Department of Immigration & Citizenship (DIAC).

 

Your next payment date is:  < >

 

Should you require any further information on this matter please do not hesitate to contact the School at the above address.

 

Yours sincerely

 

 

 

<NAME>

<TITLE>

MONITORING COURSE PROGRESS

 

PURPOSE

The purpose of this policy is to ensure the International School of Beauty Therapy (ISBT) systematically monitors students’ course progress which includes recording, monitoring, assessing, counselling and reporting the course progress of each student.

 

ISBT will monitor attendance by a Daily Attendance Register. The information from the Daily Attendance Register is transferred to the Student Data base and monitored by the Office Manager.

 

POLICY

 

The International School of Beauty Therapy (ISBT) will continue to monitor, record and assess the course progress of each student for the course in which the student is currently enrolled as it always has done.

 

ISBT will not adopt the DEEWR/DIAC course progress policy.

 

ISBT will assess each student’s progress at the end of each compulsory study period.  Each study period will equal one semester which equates to approximately 6 months of study.

 

ISBT will monitor attendance every month to ensure the student is complying with the Visa condition of 80% attendance.

 

Unsatisfactory progress is defined as not successfully completing or demonstrating competency in at least 80% of the course requirements in that study period.

 

ISBT defines in the School timetable the course requirements for each study period and can identify when a student has not passed or demonstrated competency in 80% or more of the course requirements.  The course requirements for each study period must also be made clear to the student at the start of the course, or if variable, each study period.

 

ISBT has and will implement an intervention strategy for any student who is not making satisfactory course progress.

 

It must be made available to staff and students and must specify:

 

  1. procedures for contacting and counselling students;
  2. strategies to assist identified students to achieve satisfactory course progress; and
  3. the process by which the intervention strategy is activated.

The intervention strategy must include provisions for:

 

  1. where appropriate, advising students on the suitability of the course in which they are enrolled;
  2. assisting students by advising of opportunities for the students to be reassessed for tasks in units or subjects they had previously failed, or demonstrate the necessary competency in areas in which they had not been previously able to demonstrate competency;  and
  3. advising students that unsatisfactory course progress in two consecutive study periods for a course could lead to the student being reported to DIAC and cancellation of his or her visa, depending on the outcome of any appeals process.

 

At the end of each compulsory study period, students must be assessed against the course progress policy.  If a student is identified for the first time as not making satisfactory course progress, the intervention strategy as outlined above and in the “Intervention Strategy Document” is implemented.  The intervention strategy must be activated within the first four weeks of the following study period.

 

However, if ISBT identifies that a student is at risk of making unsatisfactory course progress before the end of the study period, ISBT will implement its intervention strategy as early as practicable.

 

If a student is identified as not making satisfactory course progress in a second consecutive compulsory study period in a course, ISBT will notify the student of its intention to report the student to DIAC for unsatisfactory progress.  ISBT does this through the written notice described below.

 

The written notice (of intention to report the student for unsatisfactory progress) must inform the student that he or she is able to access the registered provider’s complaints and appeals process under Standard 8 and that the student has 20 working days in which to do so.  A student may appeal on the following grounds:

 

  1. ISBT`s  failure to record or calculate a student’s marks accurately,
  2. compassionate or compelling circumstances, or
  3. ISBT has not implemented its intervention strategy and other policies according to its documented policies and procedures that have been made available to the student.

 

Where the student’s appeal is successful, the outcomes may vary according to the findings of the appeals process.

 

  1. If the appeal shows that there was an error in calculation, and the student actually made satisfactory course progress (successfully completed more than 80% of the course requirements for that study period), the provider does not report the student, and there is no requirement for intervention.

 

  1. If the appeals process shows that the student has not made satisfactory progress, but there are compassionate or compelling reasons for the lack of progress, ongoing support must be provided to the student through ISBT’s intervention strategy, and the provider does not report the student. (See notes at the end of this document)

 

 

Where:

 

  1. the student has chosen not to access the complaints and appeals processes within the 20 working day period; or
  2. the student withdraws from the process; or
  3. the process is completed and results in a decision supporting the registered provider (ie. the student’s appeal was unsuccessful);

 

ISBT must notify the Secretary of DEEWR through PRISMS as soon as practicable of the student not achieving satisfactory course progress.

 

Related Policies and Procedures:

 

 

 

PROCEDURES

 

Procedure for assessing satisfactory course progress and determining the point at which the student has failed to meet satisfactory course progress

 

To ensure fairness, equity and maintain an open process, ISBT will use the following process for determining the point at which the student has failed to meet satisfactory course progress

 

  1. The Principal of ISBT will assess and monitor the course progress of students by:

 

-       reviewing attendance records

-       reviewing class participation

-       evaluating any mid course assessments

-       reviewing final assessment

-       checking overall competency

 

  1. All Trainers and the Principal are required to record and access the progress of each student at the end of each semester to identify students at risk of progressing.

 

  1. If the Principal/Tutor identifies a learner at risk of not meeting their course progress requirements they will implement the appropriate Early Intervention Strategy.

 

 

Procedure for implementing intervention strategy for students at risk of failing to achieve satisfactory course progress

 

If a student is identified as being at risk of not completing the course in time or failing to meet the required 80% completion rate in a study period the following process should be followed.

 

  1. The administrative officer will contact the student by way of letter or email requesting a meeting with the Principal to develop strategies to ensure the student maintains satisfactory course progress.

 

(Staff to use the following document to contact student and place similar wording into an email – Letter to Student – Early Intervention.doc)

 

  1. All staff to follow “Early Intervention Strategy”

 

 

Procedure for notifying students of unsatisfactory progress in two consecutive study periods

 

If a student is identified as failing to meet the required 80% completion rate in two consecutive study periods the following process should be followed.

 

  1. The Administrative Officer Drafts a letter using the template (Letter to Student – Intent to Report.doc)

 

  1. The Principal will review the letter before authorising it to be sent using registered post to the student.

 

  1. The Administrative Officer will post the letter to the current address on file.

 

Copy of all correspondence must be put on student file for future reference

 

  1. The Administrative Officer will contact the Student within 4 working days of sending the letter, either by phone and / or email, to ensure they have received the letter.

 

  1. The Administrative Office will note and set a reminder in a calendar when 20 working days has lapsed and check if an Appeal has been lodged.

 

  1. If no appeal has been lodged, they will proceed to report the breach on PRISMS.

 

  1. If an appeal has been lodged, the appeals process will begin.

 

 

PROCEDURE FOR REPORTING STUDENTS FOR UNSATISFACTORY PROGRESS BY  NOTIFYING DEEWR/DIAC OF VISA BREACH

 

The following process should be followed when reporting a student for breach of their visa requirements relating to unsatisfactory course progress.

 

Refer to the “PRISMS – Provider User Guide” to assist in the following process.

 

  1. If appeal lodged, wait until appeal/external appeal is heard and finalised before progressing. Once finalised and the intent to proceed to report continue.

 

  1. If no appeal lodged or it is finalised, Administrative Officer advises the Principal of intent to advise breach on PRISMS.
  2. Principal checks all the facts and documentation related to the case and if everything is in order, authorises the report to be entered into PRISMS.

 

  1. Follow the PRISMS – Provider User Guide for Reporting Requirements

 

 

NOTE:

 

-       Reporting a student for unsatisfactory course progress occurs only when the student has been identified as not making satisfactory course progress in two consecutive compulsory study periods, and the student has not made a successful appeal against this assessment.

 

-       If a student is identified for a second, but not consecutive, study period as not making satisfactory course progress, the provider does not report the student for unsatisfactory course progress.

 

-       When a student is reported for unsatisfactory course progress, DIAC will, in all but exceptional circumstances, cancel the student’s visa.  DIAC will rely on the provider’s report of unsatisfactory course progress, as the report cannot be made until the provider has completed the complaints and appeals process.  If a student is dissatisfied with the provision of a complaints and appeals process, the student may lodge a complaint with DEEWR.

 

-       Section 19(2) of the ESOS Act 2000 requires providers to report the student for unsatisfactory course progress ‘as soon as practicable’ after the breach occurs.  Good practice would be to report the student through PRISMS within 5 days of finalising the decision to report (ie. within 5 days of 3.9 i., ii., or iii. occurring).

 


 

 

EXTRACT

 

5.18.2.2 Student Failed to Meet Course Requirements Key requirements for all sectors:

 

 

The provider notifies the Secretary of DEEWR through PRISMS of the student not achieving satisfactory progress after the appeals process (if actioned) is finalised and upholds the provider’s decision to report.

 

The CoE must have a status of ‘Studying’, ‘Cancelled’, ‘Finished’, ‘Cancelled’ or ‘Reported On’ for you to select this Student Course Variation reason.

 

You must enter a response to each of the Appeals Processing prompts as well as responding to the other prompts that you will be presented with when processing this SCV option.

 

On-screen ‘Help’ is available by clicking on the book icon at the front of each prompt.

 

In the SCV Comments field, enter any comments that may be appropriate. These comments will NOT appear on the Non compliance letter (the Section 20 notice) – they are for your information only.

 

This Student Course Variation reason results in the Non-compliance letter being generated for you to send to the Student.

 

The letter contains particulars of the breach and provides options as to the actions required to be taken by the student.

 

Generally speaking, the student is required to attend in person before a DIAC officer within 28 days after the date the Non-compliance letter was issued.

 

Once you have completed the Student Course Variation the CoE status will change to ‘Cancelled’ and DIAC will be sent the reason code you selected, as well as your responses to the ‘Appeals’ processing prompts.

 

You should report using this variation as soon as practicable.

 

 

 


 Overview of Standard 10

 

Registered providers systematically monitor students’ course progress. Registered providers are proactive in notifying and counselling students who are at risk of failing to meet course progress requirements. Registered providers report students, who have breached the course progress requirements.

 

10.1  The registered provider must monitor, record and assess the course progress of each student for each unit of the course for which the student is enrolled in accordance with the registered provider’s documented course progress policies and procedures.

 

10.2  The registered provider must have and implement appropriate documented course progress policies and procedures for each course, which must be provided to staff and students, that specify the:

  1. requirements for achieving satisfactory course progress
  2. process for assessing satisfactory course progress
  3. procedure for intervention for students at risk of failing to achieve satisfactory course progress
  4. process for determining the point at which the student has failed to meet satisfactory course progress, and
  5. procedure for notifying students that they have failed to meet satisfactory course progress requirements.

 

10.3 The registered provider must assess the course progress of the student in accordance with the registered provider’s course progress policies and procedures at the end point of every study period.

 

10.4  The registered provider must have a documented intervention strategy, which must be made available to staff and students, that specifies the procedures for identifying and assisting students at risk of not meeting the course progress requirements. The strategy must specify:

  1. procedures for contacting and counselling identified students
  2. strategies to assist identified students to achieve satisfactory course progress, and
  3. the process by which the intervention strategy is activated.

 

10.5  The registered provider must implement the intervention strategy for any student who is at risk of not meeting satisfactory course progress requirements. At a minimum, the intervention strategy must be activated where the student has failed or is deemed not yet competent in 50% or more of the units attempted in any study period.

 

10.6  Where the registered provider has assessed the student as not achieving satisfactory course progress, the registered provider must notify the student in writing of its intention to report the student for not achieving satisfactory course progress. The written notice must inform the student that he or she is able to access the registered provider’s complaints and appeals process as per Standard 8 (Complaints and appeals) and that the student has 20 working days in which to do so.

 

10.7  Where the student has chosen not to access the complaints and appeals processes within the 20 working day period, withdraws from the process, or the process is completed and results in a decision supporting the registered provider, the registered provider must notify the Secretary of DEEWR through PRISMS of the student not achieving satisfactory course progress as soon as practicable.

 

FURTHER INFORMATION

 

Advice on the ESOS Act 2000 and the National Code 2007 contact the ESOS Helpline on:

02 6240 5069 or by email at: esosmailbox@DEEWR.gov.au.

 

Comprehensive information on the ESOS Act 2000 and the National Code 2007 is at:  aei.DEEWR.gov.au/ESOS.

 

Advice on visa matters at the DIAC website:  www.immi.gov.au or contact DIAC on 131 881 for the cost of a local call anywhere in Australia.

 

Advice on PRISMS contact the PRISMS helpline at DEEWR on: 02 6240 7647 or by email at: prisms@DEEWR.gov.au

 

DEFINITIONS / EXPLANATORY NOTES

 

Compassionate or compelling circumstances

 

Compassionate or compelling circumstances are generally those beyond the control of the student and they have an impact on the student’s capacity and/or ability to progress through a course. These could include:

 

-       serious illness or injury, where a medical certificate states that the student was unable to attend classes

-       bereavement of close family members such as parents or grandparents (where possible a death certificate should be provided)

-       major political upheaval or natural disaster in the home country requiring their emergency travel and this has impacted on their studies

-       a traumatic experience which could include but is not limited to:

 

and this has impacted on the student (these cases should be supported by police or psychologists’ reports).

 

Please note that the above are only some of examples of what may be considered compassionate or compelling circumstances.  Providers are asked to use their professional judgment and to assess each case on its individual merits. When determining whether compassionate or compelling circumstances exist, providers should consider documentary evidence provided to support the claim.  Providers should keep copies of these documents, together with a record of why the decision was made, in the student’s file.

 


Erratic course progress as a potential indication of non-bona fide students

 

If the provider suspects that a student is not a bona fide student, the provider may cancel the student’s enrolment, as allowed under Standard 13.  However, providers must ensure that prior to enrolment students were made aware of the grounds on which cancellation of enrolment may occur, as required under Standard 2.1f.   For example, if a provider takes erratic course progress into account in identifying non-bona fide students, erratic progress must be clearly defined and stated prior to enrolment as one of the grounds for cancellation of enrolment.  Similarly, if a provider identifies bona fide students on the basis of participation, failure to participate must be clearly stated prior to enrolment as grounds for cancellation of enrolment.

 

 

Monitoring course progress for reporting purposes and for completion within the duration

 

Standard 9.1 requires the registered provider to have and implement documented policies and procedures for monitoring the course progress of each student to ensure that at all times the student is in a position to complete the course within the expected duration as specified on the student’s CoE.  While monitoring progress against the course duration is a separate requirement to monitoring course progress for reporting purposes, there may be some overlap in procedures.  For example, a provider’s course progress procedure may require that at the end of each study period, each student’s results are checked to determine course progress for that study period.  In order to avoid duplication of effort, at the same time the provider may also check each student’s progress towards completion of the course within the specified duration.

EARLY INTERVENTION STRATEGY

 

NOTE: This Strategy must be read in conjunction with ISBT’s policy on Monitoring Course Progress.

 

The Early Intervention Strategy must be implemented as soon as practical after the identification of a student failing to maintain satisfactory course progress on the first instance however it may be implemented earlier if required.

 

ISBT’s policy and procedure on Monitoring Course Progress contains specific procedures for identifying and assisting students at risk of not meeting the course progress requirements as well as the procedure for determining when the intervention strategy is to be activated.

 

This strategy will contain:

a.  procedures for contacting and counselling identified students

b.  strategies to assist identified students to achieve satisfactory course progress.

The intervention strategy includes provisions for:

 

i. where appropriate, advising students on the suitability of the course in which they are enrolled;

 

ii.  assisting students by advising of opportunities for the students to be reassessed for tasks in units or subjects they had previously failed, or demonstrate the necessary competency in areas in which they had not been previously able to demonstrate competency;  and

 

iii. advising students that unsatisfactory course progress in two consecutive study periods for a course could lead to the student being reported to DIAC and cancellation of his or her visa, depending on the outcome of any appeals process.

 

The intervention strategy specifies what additional support will be provided to students at risk of not meeting satisfactory course progress requirements.

 

Strategies for assisting students at risk could include, but are not limited to, the student:

 Should a student require assistance with English at any time, ISBT is able to supply them with contact details of the English Langauge schools in Perth.

The Early Intervention Strategy can be activated by:

 

Evidence of the intervention measures implemented must be kept in students’ files.


Strategy for students at risk of not completing the course in time

 

If a student is identified as being at risk of not completing the course in time or failing to meet the required 80% completion rate in a study period the following process should be followed.

 

-       Contact must be made with the student by letter or email requesting a meeting with the Principal to develop strategies to ensure the student maintains satisfactory course progress.

(Staff to use the following document to contact student and place similar wording into an email – Letter to Student – Early Intervension.doc)

 

-       Principal will meet with the “at risk” student to discuss:

-        issues that might be causing the unsatisfactory course progress

-        strategies to assist them achieve satisfactory course progress.

 

 

-       The principal will advise Students that unsatisfactory course progress in two consecutive study periods for a course could lead to the student being reported to DIAC and cancellation of his or her visa, depending on the outcome of any appeals process

 

-       The principal will maintain a record of each meeting using the “Early Intervention Report.doc” Form. A copy of this form will be held on each students file.

 

-       The principal will follow up the progress of the student at times discussed with the student or as the Principal see reasonable if they notice further risk of unsatisfactory course progress.


Strategy for students who have failed to maintain satisfactory course progress in one study period

 

If a student fails to meet the required 80% completion rate in a study period the following process should be followed.

 

-       Contact must be made as soon as practically possible with the student by letter or email requesting a meeting with the Principal to develop strategies to ensure the student maintains satisfactory course progress.

 

(Staff to use the following document to contact student and place similar wording into an email – Letter to Student – Early Intervenston.doc)

 

-       Principal will meet with the student to discuss:

-        issues that caused the unsatisfactory course progress

-        strategies to assist them achieve satisfactory course progress in next study period

 

 

-       The principal will advise Students that unsatisfactory course progress in two consecutive study periods for a course could lead to the student being reported to DIAC and cancellation of his or her visa, depending on the outcome of any appeals process

 

-       The principal will maintain a record of each meeting using the “Early Intervention Report.doc” Form. A copy of this form will be held on each students file.

 

-       The principal will follow up the progress of the student at times discussed with the student or as the Principal see reasonable if they notice further risk of unsatisfactory course progress.


Strategy for student who have been involved in a critical incident resulting in risk of unsatisfactory course progress in one study period.

 

If a student is involved in a critical incident and they are identified as a risk of not meeting the required 80% completion rate in a study period the following process should be followed.

 

-       Contact must be made as soon as practically possible with the student by letter or email requesting a meeting with the Principal to develop strategies to ensure the student maintains satisfactory course progress.

 

(Staff to use the following document to contact student and place similar wording into an email – Letter to Student – Early Intervension.doc)

 

-       Principal will meet with the student to discuss:

-        How the student is managing themselves after the critical incident.

-        What support they need.

-        If they feel they can continue the course

-        If they need counselling

 

Principal should advise the student to speak freely without fear of reprimand.

 

-        strategies to assist them achieve satisfactory course progress in the present and next study period

 

 

-       The principal will advise the student that unsatisfactory course progress in two consecutive study periods for a course could lead to the student being reported to DIAC and cancellation of his or her visa, depending on the outcome of any appeals process.

 

-       The principal will maintain a record of each meeting using the “Early Intervention Report.doc” Form. A copy of this form will be held on each students file.

 

-       The principal will follow up the progress of the student at times discussed with the student or as the Principal see reasonable if they notice further risk of unsatisfactory course progress.

 

INTERNATIONAL STUDENT COMPLAINTS AND APPEALS POLICY

 

PURPOSE

 

This policy ensures international students have a fair, inexpensive complaints and appeals process for the resolution of any type of dispute that includes access to an independent external body if necessary. ISBT must make prompt decisions as a student’s visa will restrict his or her length of stay in Australia.

 

This policy has an internal complaints and appeals process that:

 

 

DES Conciliator (DES – Department of Education Services)

Advice can be sought from the DES conciliator at any time during the grievance/appeals process. The DES has appointed the following independent persons to assist:

 

International Education Conciliator

Anne Duncan

E: anne.duncan@des.wa.gov.au

Ph: (08) 9441 1953

F:  (08) 9441 1901

 

International Education Conciliation Officer

Alison Miller

E: alison.miller@des.wa.gov.au

Ph: (08) 9441 1929

F: (08) 9441 1901

 

You will need to make an appointment before visiting the office of the above officers. This free service is provided by the Government of Western Australia.

 

External Appeals

If an external appeals process is necessary an Independent Conciliator is available through ACPET (The Australian Council of Private Education Training Providers) for a small fee.

 

Contact details are as follows:

ACPET

T: (08) 6263 4437

F: (08) 9226 4836

E: acpet@acpet.edu

 

ISBT will maintain the student’s enrolment while the complaints and appeals process is ongoing.

ISBT will have arrangements in place for an independent external person or organisation to hear the complaints or appeals where ISBT’s internal process has been completed and the student remains dissatisfied.

 

The Student will be advised that if the Complaint concerns the School Principal, the External Appeals Process should be used and any costs involved will be reimbursed immediately by ISBT.

 

The student will be granted immediate access to ISBT complaints and appeals process. The process must begin within 5 working days of the formal lodgement of the complaint or appeal.

 

ISBT’s documented internal complaints and appeals process must include provision of a written statement of the outcome including details and reasons for the decision.

 

If the outcome of a student’s appeal through a provider’s internal or external complaints and appeals handling process is favourable to the student, ISBT must immediately advise the student of this and implement any decision and/or corrective and preventive action required.

 

The process must begin within 5 days of receipt of the formal complaint. It must be completed within a reasonable timeframe which takes into consideration the length of a student’s visa and the student’s enrolment in future subjects and/or courses.

 

The complaints and appeal process must give the student the opportunity to:

 

It is important for ISBT to make the objective of the process clear in its policies and procedures.

 

For example, is the objective to reach a mediated resolution or is it for the internal complaints and appeals processes to reach a determination? Generally, a mediated solution will be inappropriate when the issue is whether or not the institution followed its own policies and procedures or when the complaint is regarding the Principal.

 

While ISBT has arrangements in place for complaints or appeals, ISBT may use different processes for different types of complaints. When considering which processes are suitable, ISBT will bear in mind the appropriateness of the process for the particular kind of complaint as well as accessibility, timeliness, cost and procedural fairness.

 

ISBT has arrangements in place for external complaints or appeals. It does not prescribe the process of the external appeal.  ISBT may use different processes for different types of complaints.

 

In most cases, the purpose of the external appeals process is to consider whether ISBT has followed its policies and procedures – it is not to make a decision in place of the School.

 

For example, if a student appeals against his or her subject results and goes through ISBT’s internal appeals process, the external appeals process (if accessed) would look at the way in which the internal appeal was conducted; it would not make a determination as to what the subject result should be.

 

If the student is not satisfied with the outcome or conduct of the internal complaint handling and appeals process, ISBT must be able to supply information to the student on how to pursue the appeal through the external appeals process. There should be no charge for advising students of their rights to access an external appeals process. The external appeals process to which the student is referred should be at minimal or no cost.

 

Until the complaints and appeals process is completed, ISBT will maintain the enrolment of the student. To ‘maintain the student’s enrolment’ means ISBT does not notify DEEWR of any change to the student’s enrolment status through the Provider Registration and International Student Management System (PRISMS).

 

ISBT will maintain the student’s enrolment throughout the internal appeals process for all types of complaints or appeals.

 

ISBT must wait for the outcome of the external process, in this case, as reporting a student for unsatisfactory progress or attendance has serious consequences for the student’s visa –

ISBT only needs to await the outcome of the internal appeals process (supporting ISBT) before notifying DEEWR through PRISMS of the change to the student’s enrolment.

Once DEEWR has been notified of a deferment, suspension or cancellation of a student’s enrolment, the student has 28 days in which to:

 

 

ISBT will continue to offer learning opportunities to students throughout the complaints and appeals process. If the student is excluded from class then work will be provided for the student to complete outside the class room environment.

 

 

If a student takes the complaint or appeal to the external process, the student must be informed promptly of the decision reached by the external body.

 

ISBT will update the student’s file to record the outcome, and any subsequent actions.

 

 

POLICY

The International School of Beauty Therapy (ISBT) aims to resolve all complaints received in an informal manner to avoid unneccessary stress and disruption to the student and the School.

However, if a complaint is unable to be resolved on an informal level the student is required to present to the School a written complaint within 5 business days of the incident. The written complaint will then be acknowledged by the School within 10 business days  with an outline of the process to be followed and an estimated timeframe for resolving the complaint. Any expected delay is required to be explained. Should a delay be encountered once the complaint handling process has been commenced, this is required to be advised in writing with a revised period. Review of the complaint will begin within 5 business days of the School receiving the formal written lodgement of the complaint. Complaint and Appeal forms are free of charge and available on demand from the School office

 

Complainants can represent themselves, and there are no fees for accessing the grievances and complaints procedures. Complainants may be assisted and supported by another person at any meetings.

 

A written statement of the outcome, including details and reasons for the decision will be provided to the student. ISBT will immediately advise the student and implement any decision in the event of any favourable outcome to the student.

 

ISBT will maintain the student’s enrolment while the internal and external complaints and appeals process is ongoing.

 

In the case of a complaint or appeal being up held, corrective action will include the restoration of a students academic record and preventive action will include a review of the policy as a consequence of the action that initiated the complaint or appeal.

 

External Appeals

 

This policy advises that students are able to access the School’s External Appeals process within 20 working days of the outcome of the complaint. If after the internal appeals process has been conducted, the student is still unsatisfied with the result, or the complaint is against the Principal, they may appeal to the Independent Conciliator at the Department of Eduactional Services,  anne.duncan@des.wa.gov.au 08 9441 1953. Students may contact the Conciliator at any time during the Internal Complaints and Appeals  process.    External appeals may also be made to ACPET www.edu.com.au Any costs incurred by using ACPET will be immediately reimbursed by ISBT. Results of the External Appeal are binding on both parties.

 

INFORMAL COMPLAINT PROCEDURE

 At any time during the informal complaints process the external concilliator may become involved at the request of either the school or the student.

  1.  Student has a complaint
  2. Approaches Trainer/Principal with complaint
  3. Trainer/Principal resolves complaint internally on an informal basis

 

FORMAL COMPLAINT PROCEDURE

 

  1. Student has a complaint
  2. Student lodges the complaint in writing to the Principal within 5 business days of the incident occuring
  3. The written complaint will be acknowledged by ISBT in writing, along with an outline of the processes to be followed and an estimated time frame
  4. Review of the complaint to begin within 5 working days of the written complaint being received
  5. The students enrolment will be maintained during the review process
  6. A written statement detailing the outcome of the complaint review will be given to the student
  7. In the event of a favourable outcome for the student, ISBT will immediately advise and implement any decision
  8. If the student is unhappy with result – able to lodge internal appeals process
  9. The Student is able to pursue an external appeal at no extra cost to them  if they are unhappy with the outcome of the internal appeals review.

INTERNATIONAL STUDENT COMPLAINTS AND APPEALS FORM

 

Use this form for all student complaints or appeals.

 

Date raised

 

 

REASON(S)

TICK

 

 

 

Student Complaint

 

 

Student Appeal

 

Name of student

Other (specify)

 

 

 

 

 

 

 

 
             

 

Students have the right to access an External Appeals Process. If the complaint concerns the School Principal then the External Appeals Process should be used. External Appeals are processed by ACPET. Details and forms can be found at www.acpet.edu.au Students can also contact the Independent Conciliator Ph: 9441 1953 or anne.duncan@des.wa.gov.au Students have 20 working days in which to access the External Appeals Process. Any costs incurred by the student using the external complaints procedure will be reimbursed by ISBT immediately.

 

SECTION 1 – COMPLAINT / APPEAL

 

Complaint

Provide as much detail as possible on

complaint including cause

Appeal

Provide as much detail as possible on

appeal including grounds for appeal

Nature of complaint:

 

 

 

People involved:

 

 

Dates:

 

 

Cause(s):

 

 

 

Decision being appealed:

 

 

 

Stated grounds for appeal:

 

 

 

Has appeal been lodged in writing?

□ Yes       □ No

 

 

 

 

 

 

 

 

SECTION 2 – ACTION TO BE TAKEN

 

Action to be taken to address complaint:

(Note, if student wishes independent people to hear the complaint follow appeals process and complete appeals sections 2 and 3).

 

 

 

Who by:

 

 

 

 

By When:

 

 

 

 

 

After discussion, is the appeal to be pursued by the student through the External Appeals Process?        □ Yes                        □ No

 

 

Has the student been advised of the External  Appeals process?    □ Yes                        □ No

 


 

Section 3 Complaint or Appeal Outcome

Complaint

Appeal

Detail outcomes from Appeals process

 

Agreed action completed and complaint effectively dealt with?    □ Yes                        □ No

 

 

If No, detail further action(s) to be taken.

 

 

Sign off only to be done when the complaint has been fully addressed and resolved.

 

 

 

Signed:__________________________________


Principal

Date:     /     /

 

Was the student successful in their appeal?                     □ Yes                        □ No

 

If Yes, provide details of the documented changes required to reflect successful appeal.

 

 

Changes required:

 

 

 

Timeframe for changes:

 

Has the student accessed the External Appeals process:

 

Result of External Appeal:

 

If the appeal/appeals were unsuccessful, or when changes have been made, the appeal can then be signed off as complete.

 

Signed:__________________________________


Principal

Date:      /      /

 

 

ASSESSMENT APPEAL FORM

 

Student Name:

Address:

 

Phone:

Mobile:

DOB:

 

COURSE INFORMATION

 

Course:

 

Name of Assessor(s):

 

 

 

Date of Assessment:

 

 

Unit / Modules

Under Appeal

Reasons for Appeal

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Student Signature: _____________________________ Date: ________________________________

 

Students have the right to access an External Appeals Process. External Appeals are processed by ACPET. Details and forms can be found at www.acpet.edu.au . Students can also contact the Independent Conciliator Ph: 9441 1953 or anne.duncan@des.wa.gov.au Students have 20 working days in which to access the External Appeals Process.

 

Office Use Only

Signed (Assessor):

 

Date:

 

POLICY FOR TRANSFERING BETWEEN REGISTERED PROVIDERS

 

PURPOSE

 

The policy describes the requirements for transferring from one provider to another and vice-versa for International Students.

 

This policy is to ensure that the School does not enrol:

 

-       any transferring international student prior to completion of 6 months of their principal course unless that student has a valid letter of release agreeing to such a transfer.

-       an overseas student who has already been enrolled in the same course unless:

a) the student has previously completed the relevant course and the registered provider is satisfied the student demonstrated a commitment to the student’s studies during the course, had a good attendance record for the course and paid all fees for the course; or

b) if the student has been enrolled in, but did not complete the relevant course the registered provider is given a letter of release about the student for the relevant course.

 

This policy details the procedures for assessing applications to transfer within this period.

 

Students who have studied longer than this period can apply as normal and no letters of release need to be sighted or produced.

 

ISBT’s policies supports the intent of Standard 7 and EOS Regulation Section 10 and considers individual circumstances and will provide a letter of release at no cost to the student. ISBT will always advise the student of the need to contact DIAC to seek advice on whether a new student visa is required.

 

ISBT will ensure this policy is available to both staff and students by including it in the Staff and Student Handbook.

 

POLICY

 

Under this policy ISBT will support the intent of the standard which recognises overseas students as consumers and supports them to exercise choice, while acknowledging that they may also be a group that requires support to transition to study in Australia.

 

Enrolling a Transferring Student

 

Under this policy ISBT will not enrol any transferring international student prior to completion of 6 months of their principal course unless that student has a valid letter of release agreeing to such a transfer.

 

 

Further ISBT will not enrol an overseas student who has already been enrolled in the same course unless:

 

a) the student has previously completed the relevant course and the registered provider is satisfied the student demonstrated a commitment to the student’s studies during the course, had a good attendance record for the course and paid all fees for the course; or

b) if the student has been enrolled in, but did not complete the relevant course the registered provider is given a letter of release about the student for the relevant course.

 

ISBT may enrol a student if they have documentation that approximates the letter of release (e.g. the student has evidence their CoE was conditional on meeting certain entry requirements and they did not meet the requirements). ISBT will note this in PRISMS and keep the documentation on the student’s file.

 

NOTE: A student wanting a CoE for the purposes of applying for a new visa is not considered to be a circumstance that would constitute an approximation of a letter of release.

 

Provider obligations under Standard 1.3 and 4.3.a

 

Under Standards 1.3 providers must not actively recruit a student where this clearly conflicts with its obligations under Standard 7. Furthermore, Standard 4.3.a of the National Code requires providers not to accept students from or enter into an agreement with an education agent where it knows or suspects that the education agent has deliberately attempted to recruit a student where this clearly conflicts with the obligations of providers under Standard 7.

 

Transferring away from ISBT

 

If a student wishes to transfer away from ISBT, ISBT will provide a letter of release unless the students has failed to provide a letter from another registered provider confirming that a valid enrolment offer has been made.

In situations where students are eligible for a Letter of Release, ISBT will provide such a letter within 10 working days of receiving a written request.

 

Circumstances in determining release

 

The policy will ensure students’ individual circumstances are considered in order to determine if the transfer will be to the detriment of the student.

 

Circumstances for which transfer may be may considered include:

 

-       if the course the student wishes to transfer to:

 

-       if the student wishes to change course in order to get access to greater support (may be through the services offered by another provider, commercial or non-for-profit services or through access to family, friends or a cultural support network)

 

-       if the student claims or can provide evidence that his or her reasonable expectations about the current course are not being met

 

Factors that may be considered to the student’s detriment, but which should be considered in light of the student’s individual circumstances and a broader range of factors, such as those outlined above, include:

 

-       if the transfer may jeopardise the student’s progression through a package of courses

 

-       If the student has recently started studying the course and the full range of support services are yet to be provided or offered to the student (it is good practice to revisit the issue within a timeframe negotiated with the student); and

 

-       if the student is trying to avoid being reported to DIAC for failure to meet the provider’s attendance or academic progress requirements.

 

Refusing to provide a letter of release

 

ISBT will not give a student a letter of release unless the student shows them a valid letter of offer of enrolment from another provider.

 

When a request for release is refused, the student will be provided with written response stating the reason for the refusal.

 

The student will be given advice in writing that it is possible to appeal the decision if the student so chooses.

 

Students withdrawing from a course

 

If a student withdraws from a course the ESOS Act requires that the provider advise the Department of Education, Employment and Workplace Relations (DEEWR) through PRISMS within 14 days. This information is transmitted to the Department of Immigration and Citizenship (DIAC) and has implications for the student’s visa.

 

Refund of Fees

 

If a student transfers to another provider, any refunds of course fees paid to the original provider will be in accordance with the original provider’s refund policy.

 


PROCEDURE FOR ASSESSING STUDENTS WISHING TO TRANSFER TO ISBT

 

  1. The School receives an application from a student who is “on-shore” and who has indicated that they are currently studying at another institution.

 

  1. The School use PRISMS to decide if the student has completed 6 months of their principal course. They also use the copy of the student visa in the passport to ascertain what the principal course is and when they arrived in Australia.

 

If the above 2 points have been met, the application process proceeds as for all off-shore students.

 

If they have not met the above points, the students must be asked to provide an appropriate “letter of release” in support of their application.

 

Students can be provided with a “conditional” offer which clearly states that an offer of a place is contingent on their obtaining a letter of release. If they are under 18, ISBT will not accept their enrolment.

Note: If they are in receipt of a Government scholarship, they should provide written support from this government agreeing to the change which will stand in lieu of any letter of release

 

If a letter of release is received as per above and the student has no outstanding fees to be paid to the prior institution or other outstanding matters of concern, the application proceeds as for all off-shore applicants.

 

If no satisfactory letter of release is obtained from such students, the application process is halted and the student informed that they are unable to transfer at this time.

 

They are welcome to re-activate their application when the 6 month period has passed.

 

Note: In the very rare circumstances where the original institution or course has ceased to be registered, or sanctions have been placed on the original institution by the Australian government which do not allow the student to continue with the course, no letter of release is required.

 

PROCEDURE FOR ASSESSING TRANSFER APPLICATIONS FROM STUDENTS WISHING TO TRANSFER AWAY FROM ISBT

 

  1. Students make a written request (e-mail is satisfactory) to the Principal of the School to transfer to another provider.

 

  1. The student is asked to provide a valid offer of enrolment from the new institution.

 

  1. With the valid offer of enrolment, the School will assess the transfer request considering the following questions:

 

-       Does the student have any outstanding fees payable? (if they do, these must be paid before a letter of release can be provided)

 

-       Is the student fully aware of the study issues involved in the transfer?

 

-       Is the student simply trying to avoid being reported to DEST lack of course progress or poor attendance?

 

  1. If the answers to the above are satisfactory and in accordance with policy, the letter of release will be granted at no charge to the student. The student will also be advised of the need to contact DIAC to determine if they need to obtain a new.

 

  1. The School report students termination of studies through PRISMS

 

If any of the answers are unclear, the Principal will need to interview the student and gain a fuller understanding of the circumstances.

 

The Principal will make a recommendation if they believe the request should be refused or alternatively they will grant the letter of release.

 

The Director will inform the student in writing of a negative outcome with reasons and indicate that the student may access the student appeal process as detailed in the Student Handbook if they seek a review.

 

Notes:

 

 

 

 


Overview of Standard 7

 

Registered providers assess requests from students for a transfer between registered providers prior to the student completing six months of the principal course of study in accordance with their documented procedures.

 

7.1   The receiving registered provider must not knowingly enrol the student wishing to transfer from another registered provider’s course prior to the student completing six months of his or her principal course of study except where:

 

  1. the original registered provider has ceased to be registered or the course in which the student is enrolled has ceased to be registered
  2. the original registered provider has provided a written letter of release
  3. the original registered provider has had a sanction imposed on its registration by the Australian Government or state or territory government that prevents the student from continuing his or her principal course, or
  4. any government sponsor of the student considers the change to be in the student’s best interest and has provided written support for that change.

 

7.2   The registered provider must have and implement its documented student transfer request assessment policy and procedure, which is available to staff and students.  The policy must specify:

a.   the circumstances in which a transfer will be granted

b.   the circumstances the registered provider considers as providing reasonable grounds for refusing the student’s request, including when a transfer can be considered detrimental to the student, and

c.   a reasonable timeframe for assessing and replying to the student’s transfer request having regard to the restricted period.

 

7.3     The registered provider must grant a letter of release only where the student has:

  1. provided a letter from another registered provider confirming that a valid enrolment offer has been made, and
  2. where the student is under 18;

i.          the registered provider has written confirmation that the student’s parent or legal guardian supports the transfer, and

ii.          where the student is not being cared for in Australia by a parent or suitable nominated relative, the valid enrolment offer also confirms that the registered provider will accept that responsibility for approving the student’s accommodation, support and general welfare arrangements as per Standard 5 (Younger students)

 

7.4   A letter of release, if granted, must be issued at no cost to the student and must advise the student of the need to contact DIAC to seek advice on whether a new student visa is required.

 

7.5   Where the registered provider does not grant a letter of release, the student must be provided with written reasons for refusing the request and must be informed of his or her right to appeal the registered provider’s decision in accordance with Standard 8.

 

7.6   The registered provider must maintain records of all requests from students for a letter of release and the assessment of, and decision regarding, the request on the student’s file.

INTERNATIONAL STUDENT POLICY ON COMPLETION WITHIN THE EXPECTED DURATION OF STUDY

 

PURPOSE

 

The purpose of this policy is to ensure the International School of Beauty Therapy has and implements documented policies and procedures for:

 

-       monitoring the progress of each student to ensure that at all times the student is in a position to complete the course within the expected duration as specified on the student’s CoE;

-       monitoring the attendance of each student to ensure the student maintains the attendance required by the visa conditions.

-       ensuring ISBT will only enable students to extend the expected duration of study for the course through the issuing of a new CoE in limited circumstances.

 

POLICY

 

The International School of Beauty Therapy will at all times monitor the progress and attendance of each student to ensure they are in a position to complete the course within the expected duration as specified on the student’s CoE.

 

ISBT will only enable students to extend the expected duration of study for the course through the issuing of a new CoE in limited circumstances.

 

POLICY FOR REPEATING OF UNITS FOR INTERNATIONAL STUDENTS

 

If a student is required to repeat a unit of study due to failure to be deemed competent in that unit they are not required to be enrolled to the International School of Beauty Therapy in a full time capacity.

 

The student must re-do the relevant unit at an additional cost to them which will be determined upon written request from the student.

 

Students are not permitted to repeat a unit of study more than once. However the code does not preclude a student from repeating a unit of study more than once while in a full-time course of study where there are reasons to allow this such as not completing certain course components due to illness, evidenced by a medical certificate, or other exceptional circumstrances beyond the control of the student, eg bereavement.

 

 


PROCEDURE FOR MONITORING PROGRESS TO ENSURE STUDENTS COMPLETE WITHIN THE EXPECTED DURATION

 

 

Student files will be maintained at all times and may include the following; a students unit enrolment type, documents relating to any compassionate and compelling circumstances that have interfered with a student’s ability to complete the course within the expected duration, documents relating to any approved deferment or suspension, documents that relate to a student’s poor accademic progress and action taken to intervene.

 

 

PROCEDURE FOR ALTERING THE STUDENTS COE, AND REPORTING STUDENTS TO DIAC.

 

ISBT will only extend the duration of a 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:

  1. compassionate or compelling circumstances (e.g. illness where a medical certificate statest that the student was unable to attend classes or where the registered provider was unable to offer a pre-requisite unit)
  2. the registered provider implementing its intervention strategy for students who were at risk of not meeting satisfactory course progress, or
  3. an approved deferment or suspension of study has been granted under Standard 13 (course credit)

 

Where there is a variation in the student’s load which may affect the student’s expected duration of study in accordance with 9.2, ISBT will:

  1. continue to monitor student course progress to ensure completion within time frame
  2. implemented Intervention Strategy to help student complete the course as best as possible within required time frame
  3. if necessary, increase the course length to enable student to meet academic progress requirements
  4. record any variation and the reasons on the student file
  5. correctly report the student via PRISMS and/or issue a new COE when the student can only account for the variation/s by extending his or her expected duration of study.

 

Related National Code Standard 9.

 

Overview of Standard 9

 

Registered providers monitor the enrolment load of students to ensure they complete the course within the duration specified in their CoE and do not exceed the allowable portion of online or distance learning. Registered providers only enable students to extend the expected duration of study for the course through the issuing of a new CoE in limited circumstances.

 

9.1      The registered provider must have and implement documented policies and procedures for monitoring the progress of each student to ensure that at all times the student is in a position to complete the course within the expected duration as specified on the student’s CoE. In monitoring this enrolment load, the registered provider must ensure that in each compulsory study period for a course, the student is studying at least one unit that is not by distance or online learning.

 

9.2      The registered provider 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:

a.   compassionate or compelling circumstances (e.g. illness where a medical certificate states that the student was unable to attend classes or where the registered provider was unable to offer a pre-requisite unit)

b.   the registered provider implementing its intervention strategy for students who were at risk of not meeting satisfactory course progress, or

c.   an approved deferment or suspension of study has been granted under Standard 13.

 

9.3      Where there is a variation in the student’s enrolment load which may affect the student’s expected duration of study in accordance with 9.2, the registered provider is to record this variation and the reasons for it on the student file. The registered provider must correctly report the student via PRISMS and/or issue a new CoE when the student can only account for the variation/s by extending his or her expected duration of study.

 

9.4      The registered provider may allow the student to undertake no more than 25 per cent of the student’s total course by distance and/or online learning. However, the registered provider must not enrol the student exclusively in distance or online learning units in any compulsory study period.

 

9.5      Except in the circumstances specified in 9.2, the expected duration of study specified in the student’s CoE must not exceed the CRICOS registered course duration.

 

 

INTERNATIONAL STUDENT POLICY
RELATED TO ARRANGEMENTS WITH OTHER PROVIDERS

The International School of Beauty Therapy does not have any arrangements with any other providers.

All training and assessment is provided in house by trainers and assessors who are employed by the School.


Related National Code Part C 10

 

 

INTERNATIONAL STUDENT POLICY
RELATED TO STAFF TO STUDENT RATIO

The International School of Beauty Therapy will provide the following Student to Trainer ratio:

 

During practical sessions there will one trainer per 20 students

During theory lessons there will be one trainer per 20 students

At present there are expected to be overseas and domestic students.

 

The total capacity based on available space, trainers and available sessions is:

 

Certificate IV in Beauty Therapy

20 students in one class of 20

 

Diploma of Beauty Therapy

40 students divided into 2 classes of 20

 

The International School of Beauty Therapy has analysed the requirements of the Training Package and produced an Equipment List / Register to ensure it meets the Training Package requirements.

 

Related National Code Part C 12.1

POLICY RELATED TO STAFF CAPABILITY,

EDUCATIONAL RESOURCES AND PREMISES

 

PURPOSE

 

The purpose of this policy is to ensure that:

 

 

As all courses currently on ISBT’s scope are contained within the Australian Quality Training Framework, some aspects of Standard 14.1 and 14.2 do not apply to ISBT.

 

POLICY

 

Students enrolled at the International School of Beauty Therapy will be given every opportunity to achieve their educational objectives whilst studying in Australia.

 

To achieve this ISBT will ensure that all of its staff are suitably qualified or experienced in their roles as they relate to student services. ISBT will also ensure that the facilities use for training have sufficient resources, including staff, floor space and any equipment / learning and library resources as required under the National Code and Hospitality Training Package.

 

ISBT will ensure that the CEO will notify the Department of Education Services, all enrolled students and where relevant staff, other stakeholders such as education agents and students who have expressed interest in the course of any intention to relocate premises at least 20 working days before the relocation.

 

RELATED POLICIES

 

 

Related National Code Part C 12.1 & National Code Standard 14

Related AQTF Standard 1.4

Related AQTF Condition of Registration 2


PROCEDURE FOR STAFF ENGAGEMENT

 

To ensure all staff employed by ISBT are suitably qualified or experienced in relation to the functions they perform for students ISBT will follow its Recruitment Policy. This can be found in the Systems Folder AQTF Element 1.4.

 

PROCEDURE FOR ENSURING SUFFICIENT EDUCATIONAL RESOURCES

 

To ensure ISBT has sufficient resources to provide students with every opportunity to achieve their educational objectives, ISBT will ensure:

 

 

ISBT plans to enrol domestic and international students and limits the class numbers to 20 students.

 

 

ISBT has a Floor Plan that outlines the Training Areas within the facilities.

 

 

As part of the establishment of the Training Organisation, Management will:

 

-       analyse the requirements of the Training Package

-       developed a matrix to ensure their equipment meets the Training Package and Industry requirements.

-       Supply learners with appropriate Learning resources.

-       Provide Students with equipment to assist them in undertaking the course.

 

PROCEDURE FOR NOTIFYING REQUIRED STAKEHOLDERS OF CHANGE OF LOCATION

 

The meet the requirements of the National Code ISBT’s CEO will notify the Department of Education Services, all enrolled students and where relevant staff, other stakeholders such as education agents and students who have expressed interest in the course of any intention to relocate premises at least 20 working days before the relocation.

 

The CEO will organise to send written communication on International School of Beauty Therapy letterhead advising of the International School of Beauty Therapy’s intention to relocate to:

The Department of Education Services

 

To assist in compliance with this standard the CEO will ensure that all written communication is sent out at least 25 working days prior to the intended move.

 

The CEO will follow up with the Department of Education Services, 20 working days prior to the intended move to ensure the communications that were sent had been received.

 

Related National Code Part C 12.1 & National Code Standard 14

Related AQTF Standard 1.4

 

 

Overview of Standard 14

 

The staff of registered providers are suitably qualified or experienced in relation to the functions they perform for students. The educational resources of registered providers support the delivery of courses to students. The premises of registered providers, including the floor space available for each student, support students to achieve their course outcomes.

 

14.1  The registered provider must have and implement policies and procedures to ensure its staffing resources are adequate and have the capabilities as required by the quality assurance framework applying to the course. Where the course provided by the registered provider is not subject to an appropriate quality assurance framework, the registered provider must have and implement appropriate documented policies and processes for the recruitment, induction, performance assessment and ongoing development of members of staff involved with the recruitment or delivery of education or client services to students.

 

14.2  The registered provider must have adequate education resources, including facilities, equipment, learning and library resources and premises as required by the quality assurance framework applying to the course. Where the course provided by the registered provider is not subject to an appropriate quality assurance framework, the registered provider must ensure it has adequate education resources, including facilities, equipment, learning and library resources, and premises, including ownership or tenancy arrangements for the premises, as are needed to deliver the registered course to the students enrolled with the registered provider.

 

14.3  The registered provider must notify the designated authority and the students enrolled with the registered provider of any intention to relocate premises (including the head office and campus locations) at least 20 working days before the relocation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Visit International School of Beauty Therapy

National Provider Number 6251, CRICOS Provider Number 02747G

Shop 39  Cottesloe Central Shopping Centre,

460 Stirling Highway, Peppermint Grove 6011

Phone: (08) 9385 3432 | Fax: (08) 9385 3407 | Email us