Student Enrolment Policy and Procedure

PURPOSE

To ensure that students are correctly enroled.

SCOPE

Applies for both domestic and international students’ enrolment.

POLICY

Charter Australia enrols students who have:

• Applied in the prescribed manner, either by direct application or, if appropriate, through an education agent;
• Met the selection criteria for the course
• Supplied accurate personal and academic information;
• For government-subsidised places in a course, complete relevant information and declaration in regard to their eligibility for a government-subsidised place
• Agreed to abide by Charter Australia’s policies, procedures and code of conduct;
• Paid the prescribed fees in full (unless waived by the CEO or their nominee).

• providing required course and enrolment information and related forms
• helping students complete enrolment forms
• checking eligibility evidence
• calculating fees payable
• raise invoices and raising refund applications in line with relevant fee policies,
• processing student personal details change requests
• helping new international students with enrolment, providing international students with student identification number, and authorising their course enrolment in line with the student’s registration on PRISMs.

Students are responsible for obtaining and completing required forms for enrolment (or cancellation of enrolment), providing accurate information at enrolment, providing eligibility evidence at enrolment where required for government-subsidised training, submitting all enrolment and related forms to student administration, paying any enrolment fees and charges within required timelines, providing required evidence of eligibility for a concession fee where relevant.

• The enrolment form used must be in accordance with the student’s course category and funding type
• Students enrolling in a government-subsidised place must satisfy relevant eligibility criteria and requirements, and present required documentation

Students:

• • Submit the online enrolment form via charter.edu.au; or
  • Obtain the appropriate enrolment form from Student Administration or download from Charter’s website.
  • Submit completed enrolment form along with required documents/evidence as specified in the enrolment form and their Unique Student Identifier (USI) to support@charter.edu.au. Invoice will be raised and sent to the student after the enrolment is approved and processed.
  • Pay the fee as per invoice.

Student Support Officer:

• • Provide students with appropriate enrolment forms or direct students to the online application webpage
  • Process the enrolment application according to information received on hardcopy or online
  • For government-subsidised students, undertake eligibility check where not already completed
  • Issue Enrolment Confirmations
  • Verify enrolment fees in line with relevant government fee regulations and Charter’s fee schedule
  • Raise invoices and accept the payment of fees in full
  • Issue the student with a receipt upon request.

Student:

Student Support Officer:

• • Processes the completed form to check availability for course chosen, verify entry requirement and supporting documents
  • Dispatches Offer Pack to successful applicant, which include: Letter of Offer, Statement of Fees, Acceptance of Offer and Written Agreement and Accommodation form (if applicable)
  • Process Acceptance of Offer
  • Dispatch Welcome Letter along with ECoE

Students:

• • Submit written request for withdrawing from a course to the trainer or student support officer.

Student Support Officer

• • Check the student’s progress to date to confirm if there is any completed unit therefore a Statement of Attainment can be issued.
  • Calculate whether there should be any refund of material fees
  • Submit to CEO for approval, once approved,
  • Advise the student in writing the outcome
  • Processes any refund entitlements
  • Make relevant notation against the student’s record in the Charter’s Student Management System

• PP - Record Retention and Reporting