policy and procedure - empire · under the esos national code 2007, international students have the...
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Policy and Procedure
© EIE National Code 2007 PP Document ID 14 CRICOS: 03476F RTO: 41425 Page 1 of 8
Policy and Procedure
© EIE National Code 2007 PP Document ID 14 CRICOS: 03476F RTO: 41425 Page 2 of 8
StaffCapability,EducationalResourcesandPremises
Purpose
ThePurposeofthisstandard is toensurethatprovidersemploysuitablestaff,educationalresourcesandpremises to educate students. The provision of staff and services are to accord with existing qualityassurance frameworks that apply to the course or, where none exist, providers must have appropriatepoliciesandproceduresoftheirown.
Policy
This policy and procedure ensures that Empire Institute employs staff using a consistent approach, andensures that any employment/staffing needs within Empire Institute are identified, and appropriatepersonsemployed.
Staff performance is regularly reviewed, on an annual basis, and may occur more frequently, in thesesituations:
• Whereastaffmemberhasreceivedrecommendationsfromapreviousappraisal.
• Ifthereisstudent-initiatedcomplaintaboutanEIEstaffmember,theRTOManageisdeemedtoberesponsible.Inthiscase,thestaff isgivenaccesstothedetailsofthestudentcomplaintandif, intheopinionoftheRTOManager,aperformancereviewisdeemednecessary,thestaffmemberwillbenotifiedthatareviewistotakeplace.
Professional development is approved by EIE management, and offered in response to specificorganisational,department,individualand/orlegislativeneeds.Professionaldevelopmentopportunitiesinthe form of Professional Development internal days, conferences, short courses, or accredited courses,professional networking and learning material are advertised to all staff, on a regular basis. As perStandards for Registered Training Organisation (SRTOs) guidelines, the Trainer/Assessor needs todemonstrate their current VET knowledge and training and assessing knowledge through continuousprofessionaldevelopmenttomaintaintheircurrency.
TheEmpireInstituteofEducationappliesconsistentrecruitmentandselectionpracticesandprocedurestoensure all applicants for positions receive fair and equitable consideration.The knowledge, skills andexperiencerequiredforeachpositionisdeterminedtoensurethequalityoftheInstitute’soperationsandservicesismaintainedandcontinuallyimproved.
ItisessentialthatEIERecruitmentandSelectionpolicyandprocedureareconsistentwiththeprinciplesofequal employment opportunity (EEO), and consider the Empire institute of Education Access and EquityPolicy.
Definition
Vocational Education and Training (VET): VET Standard requirements are known as the Standards forRegisteredTrainingOrganisations2015(SRTOs),andendorsedNationalIndustryTrainingPackages.
Procedure
ThisprocedureprovidesaguidelinetotherequirementswhenemployinganystaffmemberwithinEmpireInstitute and ensuring that staff meet the needs of the organisation and can perform their job rolecompetently.
Policy and Procedure
© EIE National Code 2007 PP Document ID 14 CRICOS: 03476F RTO: 41425 Page 3 of 8
KeyRequirementsforTrainersandAssessors
• EmpireInstitutestaffmembersaresuitablyqualifiedorexperiencedforthefunctionstheyperformforstudents.
• TheeducationalresourcesoftheInstitutesupporttheappropriatedeliveryofcoursestostudents.
• The suitability of staffing, educational resources and provider premises will be determined, inaccordancewithapplicablequalityassuranceframeworks.
StaffRecruitment
• All staffing requirements are to be authorised by the CEO/Managing Director. These staffingrequirementswillbeaddressedthroughtheInternalReviewprocessconductedannually,throughregularmeetingswiththerelevantstaffwithinEmpireInstitute.
• TheOrganisationalchartshallbetheresponsibilityoftheCEOandManagingDirector,ensuringitisalwaysupdatedandindicatingthecorrectpersonnelwithinEmpireInstitute.
PositionDescriptions
Asnewpositionsare identifiedvia thebusinessplanningprocessor theManagementStaffMatrix, a jobdescriptionisdeveloped,inordertocapturethefollowinginformation:
• Jobtitle
• Reportingrelationship
• Jobpurpose
• Keyresultareasandresponsibilities
• Educationrequirements
• Experiencerequirements
• Financialanddecision-makingauthorities
Considerationisalsogiventowhetherthepositionisfull-timeorpart-timeorforafixedperiod,orcanbefilledusingacontractedspecialistorconsultant.
Advertising
AllrecruitmentshallbeauthorisedandfinalisedbytheCEOandManagingDirector.
AdvertisingforanypositionwithinEmpireInstitutemustoccurbothinternallyandexternally.
Jobadvertisementsshouldinclude:
• EmpireInstitutelogo
• Positiontitle
• Jobstatus(egfullorparttime)
• Officelocation
• Jobspecifications
• Personspecifications
• Essentialqualificationsorexperienceneeded
• Closingdateforapplications
Policy and Procedure
© EIE National Code 2007 PP Document ID 14 CRICOS: 03476F RTO: 41425 Page 4 of 8
• Contactnumberforfurtherinformationortorequestajobdescription.
Note:Ajobdescriptionshouldbemadeavailabletopotentialcandidatesonrequest.
Interviewing&Recruiting
Theselectionprocessmayconsistofacombinationofthesemethods:
• Initialresumescreening
• Proofofessentialqualifications
• Interview
• Referencechecking
• Othermethodsappropriatetotheposition
Allcandidatesundertakethefullselectionprocessandarerankedaccordingtotheobjectivecriteria,whichincludesbothjobandpersonalattributes.Jobfitandculturalfitsarebothimportantconsiderations,intheselectionprocess.
Reference checks are to be conducted via telephonewith aminimum of one (1) referee check by RTOManagerordelegatedstaff.
Onceasuitablecandidatehasbeenselectedandapproved,thesestepsaretooccur:
• LetterofOfferisbesenttothesuccessfulcandidate,includingaStartDateofemployment
• Employmentfileistobecreated
• Employmentdetails,suchaswages,hoursandposition/saretobegiventoAccountsDepartment
• StaffInductionprogramisorganisedfornewstaffmember(SeeStaffInductionChecklist)
• StaffEmploymentContractsigned
• TrainerProfilecompleted(applicableforTrainerandAssessor)
Policy and Procedure
© EIE National Code 2007 PP Document ID 14 CRICOS: 03476F RTO: 41425 Page 5 of 8
StaffInductionPolicy
ThispolicyandprocedureensuresthatstaffareintroducedtoEmpireInstituteandareawareoftheirroleandresponsibilities,whenbeginningemploymentwithEmpireInstitute.TheRTOManagerwillensuretheprocedure is followed, when a staff member is employed or promoted within Empire Institute, in aManagement,AdministrationorTrainer/Assessorrole,andoverseestheinductionprocess.
ThisprocedureensurestheinductionintoEmpireInstituteiscompleted,effectivelyandefficiently.
Procedure
StaffInductionManagement
• All staff employed by Empire Institute is to undertake the Induction program, immediately, oncommencementofemployment.TheInductionistobeundertakenbyRTOManagerordelegatedstaffmember,andallstepsaretobeclearlyexplainedtotheemployee.
• TheRTOManagerordelegatedstaffmembershallensurethesestepsareundertakenforallstaff,aspartoftheInductionprogram:
a) ALetterofOfferandGeneralEmploymentContractiscreated,andacceptedandsignedbythenewemployee.
b) AnEmployeefileistobecreatedforthenewemployee,containingallinformationrelatingtotheperson’semploymentwithinthebusiness,includingaPositionDescription.
c) All Trainers/Assessors are to also have a Staff File created, containing all informationrelating to their ability to trainandassess andhaveanEmpire InstituteTrainer/AssessorProfilecompleted,indicatingtheirQualificationsandtheUnitstheyareabletodeliverandassess
d) TheRTOManageristoensuretheStaffInductionChecklistiscompletedandsignedbythenewstaffmember,andplacedintheEmployeeFile.
InductionChecklist
All staff is tobeguided through the InductionChecklist, by theRTOManager, and shouldbe completedwithinthetimeframesindicated,withintheChecklist.
ESOSFrameworkObligationsforEIEStaff
AsaCRICOSRegisteredProviderofprograms tooverseas students,EIE is required toensurecompliancewiththeESOSActandNationalCodeofPractice.EIEisresponsibleformaintainingESOScompliance.
It is the responsibilityofeachstaffmemberwithin thewiderEIEcommunity,who interactsdirectlywithinternationalstudents,tobeawareoftheESOSAct,tounderstanditspurposeandfunctions,andtogiveconsiderationoftheESOSActinalloperationalanddecision-makingactivity,ensuringthattheimplicationsoftheseactionsanddecisionsforinternationalstudentsaremanagedinacompliantmanner.
Standard 6.7 of the National Code of Practice requires EIE to ensure that staff members who interactdirectly with international students are aware of EIE obligations under the ESOS framework and thepotentialimplicationsforstudentsarisingfromtheexerciseoftheseobligations.
StaffmembersneedtocomplywithanddevelopanunderstandingofESOSFrameworkobligations.Note:EIE require ISANA certificate from each EIE staff member to demonstrate his/her understanding andobligationasperESOSAct.ISANATutorialandCertificate:www.isana.org.au.
Policy and Procedure
© EIE National Code 2007 PP Document ID 14 CRICOS: 03476F RTO: 41425 Page 6 of 8
Marketingandrecruitment
Under the ESOS National Code, the EIE is required to ensure that the marketing of its programs isprofessional,accurate,andmaintainstheintegrityandreputationoftheEIEandtheAustralianeducationindustry.
The EIE or Education Agent only recruit students in an ethical and responsible manner and provideinformationthatenablesprospectivestudentstomakeinformeddecisionsaboutstudyinginAustralia.
CRICOS registration, enrolment,monitoring courseprogress and completionwithin expecteddurationofstudy.
InternationalstudentsonaStudentVisamaynotbeenrolledinprograms,whicharenotCRICOSregistered.Programsmustmeetspecificrequirements,intermsofdurationanddelivery,inordertoberegisteredonCRICOS.ChangestoprogramsmayaffecttheCRICOSregistrationforthatprogram.
TheESOSActrequiresthatEIEensurethatonshoreinternationalstudentsareenrolledinthecorrectload,aspertherequirementsoftheirStudentVisa.
International students on Student Visas are required to complete their program within the standarddurationoftheprogram,asregisteredonCRICOS;thisgenerallymeansthatinternationalstudentsneedtoremainenrolledfull-time.
InternationalstudentsonaStudentVisamustmeetminimumprogramprogressstandards.EIEmustensurean Academic Intervention Strategy is implemented to identify and support students who are at risk offailingtomeetminimumprogramprogressstandards.
TheEIEisrequiredtomonitorthestudyloadofinternationalstudentstoensurethattheycancompletetheprogramwithintheexpectedcourseduration,as registeredonCRICOSandas identifiedbythe lengthoftheirStudentvisa.RTOManager/HeadofDepartmentmanagesmonitoringofstudent loadandprogress.Allstaffmemberensurethatthetimelyreport,ifthestudentiscontinuousabsentornotsubmittingtheirassessmentduringtheirstudyperiod.
CourseCredit
IfaStudentVisaholderisgrantedCourseCredit,andthisresultsinashorteningofthestudent'scourse,theRTOManagerwillreportthestudent'snewexpectedcoursedurationtotheDepartmentthroughPRIMIS,whichmaythenreducetheStudentVisaduration.
Deferment,SuspensionorCancellation
International students on a Student Visa are not able to take a suspension of studies, or defer, unlessexceptionalcircumstancesapply.
EIEstaffmustbeadvisedwhenastudentchangesorcancels theirenrolment. International studentscanonly defer or temporarily suspend their enrolment where compassionate or compelling circumstancesapply.Anychangestoastudent'senrolmentstatusmustbereportedtotheDepartmentofEducationandtheDepartmentofIndustryandthechangemayaffectthestudent’sVisa.
Policy and Procedure
© EIE National Code 2007 PP Document ID 14 CRICOS: 03476F RTO: 41425 Page 7 of 8
ComplaintsandAppeals
Under theESOSNationalCode2007, international studentshave the right toaccessappropriate internalComplaintsandAppealsprocess.
Studentswho are not satisfiedwith the outcome arising from the EIE’s internal complaints and appealsprocess,mayrefertheirappealorcomplainttoarelevantexternalagency.
Inaddition,theavailabilityofcomplaintsandappealsprocessesdoesnotremoveastudent’srighttotakeactionunderAustralia’sconsumerprotectionlaws.
TransferbetweenRegisteredProviders
International studentsmaynotbepermittedto transferbetweenregisteredproviderswithin the first sixmonthsoftheirprincipalprogramofstudyunlesstheymeetspecificcriteria.
ModeofStudy
EIEcanonlydeliver face-to-face20hoursperweeksession for international students.EIE isnotofferinganydistanceoronlinemodeofstudytointernationalstudents.
Under18Students
EIEonlyrecruit18plusstudentinallqualifications.
CRICOSRegistrationofCoursesforInternationalStudents
AcoursemustbeCRICOSregisteredbythenationalregulatortobeavailabletoInternationalStudentsonStudentVisas.AcoursethatisnotCRICOSRegistered:
• Cannotbeadvertisedormarketedinanywaytointernationalstudents;and
• InternationalStudentsonStudentVisascannotbeenrolledinthecourse
UsefulLinksforEmployees
• ESOSFramework
• NationalCodeofPractice2007
• NationalCodeExplanatoryGuide
• CRICOS
Policy and Procedure
© EIE National Code 2007 PP Document ID 14 CRICOS: 03476F RTO: 41425 Page 8 of 8
DocumentControl
PolicyID: 14
ContactOfficer: RTOManager
PolicyOwner: RTOManager
EndorsedBy: ChiefExecutiveOfficer
PersonResponsibleforImplementation:
RTOManager
EndorsementDate: May2017
PolicyCirculationDate: May2017
ImplementationDate: May2017
NextReviewDate: May2018
Version: 1.2
VersionDetails: DateWritten: Version1.2May2017
DateReviewed: Version1.2May2017
DateChangesofVersion: May2017
LastUpdateVersion: May2017
LatestChangesinVersionDetails: Minorupdatesongrammarandformattingofthepolicyandprocedure.
VersionHistory: Version:1.0Nov.15
Version:1.1May16
Version:1.2May17
ForStaffAccessPolicyandProcedureLocation:
EmpireGoogleDrive:
NationalCodePolicyandProcedure/Standard14/Staffcapability,EducationalResourcesandPremisesPolicy&Procedure