Policy

The Framework of  Yorke Institute’s Policies, Procedures and Governance

Tuition Fees

You are required to pay fees at the time of accepting an offer of a place(Letter of Offer and the Student Agreement) to study at Yorke Institute. Fees are to be paid in advance of a term, semester or a year as stipulated in the Student Agreement.

For current students, fees must be paid in advance, before the start of the term/semester or by the due dates stipulated in the payment plan.  Failure to comply with the required payment date may result in penalty/interest and/or termination of a place of offer or enrolment at Yorke.

For overseas students, cancellation on grounds of non-payment of tuition fees will be reported to DIBP which can affect your visa status. Before a unit can be repeated, the course fees in relation to the unit must be paid in full regardless of any fees that may have been paid in advance for other units

Tuition fee may be increased annually or at the discretion of Yorke Institute.

If a visa status changes for an overseas student (e.g. becomes a temporary or permanent resident) the student will continue to pay full overseas student’s fees for the duration of the enrolled program.

Pre-Paid Fees Policy and Procedure

Attendance

At Yorke we encourage students to attend all scheduled classes, group discussions and tutorials to capitalise on the delivery of the course as well as interaction with other students and trainer. You must attend all classes scheduled with prescribed text books, correct uniforms and all necessary equipment to meet course competencies. Without the required uniforms and equipment you may not be allowed into class. In effect, international students failing to adhere to course requirements may be reported to DIBP for failure to meet academic requirements.

Academic Progress

Yorke monitors its international students academic progress as part of its CRICOS requirement. The coordinator and trainers provide guidance and support on academic issues in addition to monitoring academic progress, implementation of intervention strategies and reassessments

Student Attendance Recording Policy and Procedure

CTR and RPL

Yorke acknowledges the requirement as a RTO to recognise the awards issued by other RTOs. This is limited to outcomes that are drawn from the national skills framework being units of competency awarded and accurately identified in statements of attainment and qualifications

Credit transfer is the recognition of learning achieved through formal education and training. Under the Standards for Registered Training Organisations, qualifications and statements of attainment issued by any RTO are to be accepted and recognised by all other RTOs. National recognition allows the unit of competency previously achieved by a student to be recognised when they are enrolling in a related course where those units can assist them in meeting the requirements for a qualification. It is an important to note that national recognition is not recognition of prior learning (RPL). RPL is assessment and is addressed within the Recognition policy.

When unit codes and titles are different

If national recognition is being sought for a unit of competency which has a different title or code, Yorke will conduct a mapping exercise to establish the equivalence between the unit held and the unit being sought. Based on the guide published in the relevant Training Package (usually volume one or on the ISC website). Our administrative staff will obtain this information and validate claims of equivalence.

As a general guide, if there is no such mapping available then we are not obliged to recognise the unit through national recognition. In these circumstances, the applicant should be referred for recognition in accordance with our Recognition policies and procedures. Under no circumstances is a comparison between units to be used as the basis for issuing national recognition. If the skills council has not determined it to be equivalent, then it is not. Subjective comparisons are not valid.

 Evidence requirements

An application for the grant of CTR form must be submitted together with the with the Statement of attainment or qualification verified for examination by Yorke. These documents will provide the detail of what units of competency the applicant has been previously issued. Applicants must provide satisfactory evidence that the statement of attainment or qualification is theirs and that it has been issued by an Australian RTO. Statements of attainment or qualifications should be in the correct format as outlined in the Australian Qualifications Framework, First Edition, 2011.

National recognition guidelines and Procedure 

The following guidelines are to be followed when an application for national recognition is received:

  • Any student is entitled to apply for national recognition in a course or qualification in which they are currently enrolled.
  • Students may not apply for national recognition for units of competency or qualification which are not included in our scope of registration.
  • Whilst students may apply for national recognition at any time, they are encouraged to apply before commencing a training program. This will reduce unnecessary training and guide the student down a more efficient path to competence.
  • The student does not incur any fees for national recognition and we do not receive any funding when national recognition is granted.
  • National recognition may only be awarded for whole units of competency. Where a mapping guide identifies a partial credit, this will not be considered for national recognition and the applicant will be advised to seek recognition.
  • National recognition will only be issued when the student’s enrolment includes at least one other unit of competency for which the student is participating in training or is seeking recognition. Student may not enrol only for national recognition.
  • The recognition of a unit of competency under a national recognition arrangement is not contingent on the applicant demonstrating their currency. If the unit has been previously awarded and equivalence can be demonstrated then the unit can be recognised. The currency of the applicant is not a factor to be considered.

National Recognition Procedure

The following procedure is to be applied by Yorke Institute upon receipt of an application for national recognition:

Step 1 We will provide sufficient information to candidates to inform them of opportunities for alternative pathways via national recognition and the national recognition policy. Ideally, this information should be provided to candidates prior to enrolment.

Step 2 To apply for national recognition, the applicant must complete and submit the following documentation to Yorke Institute:

  • National Recognition Application Form;
  • Certified copy of the qualification or statement of attainment; and
  • Enrolment application for the training program applicable to the units of competency for which national recognition is requested.

Step 3 On receipt of the application, we will check the qualification or statement of attainment for authenticity and grant national recognition for the units of competency that have been completed at any other Registered Training Organisation.

Step 4 Where the units of competency do not align with the units of competency requested, further information is to be sought in the form of Training Package mapping guides or purchasing guides.

Step 5 Verified copies of qualifications and statements of attainment used as the basis for granting national recognition must be kept on the student file.

Step 6 The completed national recognition application form must be signed by the student and Yorke Institute General Manager (or delegate) and retained on the student’s file at Yorke Institute.

Step 7 Students will be notified in writing of the outcome of their application. This may include issuing statements of attainment or qualifications awarded through national recognition in accordance with our Certification policies

Course Credit and Recognition of Prior Learning Policy

Complaints and Appeals

Despite all efforts of Yorke Institute to provide satisfactory services to its students, complaints may occasionally arise that require formal resolution. Yorke has a dispute resolution procedure that provides students with a fair and equitable process for resolving any dispute, complaint or appeal they may have. Complaints must be substantiated and not vexatious in nature.

External Appeals and Support

With respect to overseas students, Yorke identifies the Overseas Students Ombudsman as the only external independent body in reviewing any decisions or actions taken by Yorke Institute as a result of a student complaint or appeal.

Other Associations representing and assisting students from Australian institutions include the Council of International Students Australia (CISA)  CISA is a national peak student representative body for international students studying at the postgraduate, undergraduate, private college, TAFE, ELICOS and foundation level. The Australian Federation of International Students (AFIS) provides assistance to international students in maximizing the scope and potential of their experience living and studying in Australia.

Complaints and Appeals Policy

Access and Equity

Access and Equity promotes full and equal participation of all students and staff and to foster an environment free of discrimination and harassment. We are committed to effecting change that promotes equality of opportunity for all students.

The structures and practices at the institute are in line with state and national legislation regarding all areas of equal opportunity, including sex discrimination, racial discrimination, disability discrimination and equal opportunity for women in the workforce.

Access and Equity Policy

Privacy and Confidentiality

Personal information is collected solely for the purpose of operating as a Registered Training Organisation under the Australian Quality Framework administered by ASQA which is the registering authority.

Privacy and Confidentiality Policy

Access to Student Files

Students are able to access their file for viewing by attending Yorke at its head campus at Level 9, 140 Queen Street Melbourne. An Access to Records Request Form must be completed and sent to the Administration Officer. An appointment must be scheduled for the viewing of the file. The appointment will ensure the appropriate person is available to meet with the student at the scheduled time.

Alternatively, students may request access to their file in via email or in writing to arrange for the appropriate documentation to be sent to them based on the Privacy Act guidelines.

Access to Records Policy

Access to Records Request form

Student Personal Details

Yorke requires students to maintain personal details and information to meet with the Education Services for Overseas Students Act (Commonwealth) (the ESOS Act) and the National Code of Practice for Registration Authorities and Providers of Education. The authority for Yorke to collect this information is governed by the ESOS Act, the Education Services for Overseas Students Regulation 2001 (Commonwealth) and the National Code.

Yorke may be required to provide personal information about students to:

  • Commonwealth and State agencies.
  • Fund Manager of the ESOS Assurance Fund
  • Department of Immigration and Border Protection(DIBP)
  • Department of Education, Employment & Workplace Relationships (DEEWR)
  • Department of Education (DET)
  • Centrelink

Students must therefore, inform changes to their personal details to a member of the Administration Support Team immediately or within seven (7) days of their occurrence to enable us to update this information the relevant regulators and/or our data management system

Student Initiated Deferral and Suspension

Deferral

Deferment happens prior to the commencement of the course. Under exceptional circumstances and at the discretion of Yorke, the course commencement may be deferred up to 2 weeks after the course start date. If the student arrives later than 2 weeks after the course start date, the course will be deferred to the next term. This must be formally granted by the Student Administration Officer.

Suspension

Temporarily suspension of the enrolment may only be approved on the grounds of compassionate or compelling circumstances.

The Student Administration Officer will use their professional judgment to assess each case on its individual merits and based on supporting evidence to determine whether compassionate or compelling circumstances exist. A response will be given in writing and a copy of the documents will be filed in the student’s folder.

The application maybe rejected if satisfactory evidence is not provided prior to the request for suspension or within a seven (7) day period after the occurrence of the circumstances

Student Deferring, Suspending or Cancelling Enrollment Policy

Application to defer-suspend-cancel enrollment form

Student Transfer Between Provider

Providers are restricted from enrolling transferring students prior to the student completing 6 months of their principal course. As such Yorke is unable to knowingly enroll a student transferring to Yorke Institute, who has not completed at least 6 months of their initial principal course without meeting specified criteria outlined in the ESOS Standards.

Overseas students may wish to change their course from their current principal provider to Yorke Institute. Students transferring to Yorke Institute prior to 6 months of their principal course being completed must do so after a valid letter of release agreeing to such transfer is issued by the current principal provider.

This process is similarly required by outgoing students from Yorke to another provider. Yorke will only process a complete application for transfer. Until the process is complete and outcome determined, it is not advisable to commit to another course.

Student transfer between providers policy

Application to defer-suspend-cancel enrollment form

Assessment Framework

At Yorke we recognise that assessment is a core service offered to our students and is at the centre of our operation as a RTO. Quality assessment ensures that the skills and knowledge of students are assessed using four principal determinants

  • Assessment decisions are based on the assessment of skills and knowledge compared with units of competency drawn from nationally endorsed training packages or accredited courses.
  • The target industry or enterprise requirements are contextualised and integrated within the assessment.
  • Evidence is gathered based on rules of evidence.
  • Assessment is conducted in accordance with the principles of assessment.

Assessment Framework Standard 

Competency and Professional Development of Trainer and Assessor Standards at Yorke

Yorke strictly employs trainers and assessors who must  meet specific competency requirements to deliver training and assessment services. They must possess vocational competency at least to the level being delivered and assessed or demonstrate evidence and Training and Assessment Competency with TAE40110 Certificate IV in Training and Assessment or a Diploma or higher level qualification in adult education. Yorke also expects training only to be delivered by a person who has current industry skills directly relevant to the training and assessment being provided; current knowledge and skills in vocational training and learning that informs their training and assessment and can demonstrate the participation in professional development in the fields of the knowledge and practice of vocational training, learning and assessment including competency based training and assessment

Relevant Framework: Trainer and Assessor Competency and Professional Development Framework

Monitoring International Student Academic Progress

Yorke monitors its student’s academic progress to ensure that every student is given an opportunity to achieve the required academic progress for each course they are enrolled in. Yorke’s academic monitoring policy is based on a student achieving 50% of a study period. A study period is 12 training weeks starting from the students actual commencement date.  The monitoring policy is further explained in the Policy attached.

Monitoring International Student Academic Progress Policy

Refund of Tuition Fee Policy

Yorke’s Refund of Tuition Fee Policy is based on the National Code of Practice for Providers of Education and Training to Overseas Students 2018 and Standards 5.3 and 7.3  of the Standards for RTOs 2015 which addresses circumstances where Yorke will be required to refund tuition fee to students

Refund of Tuition Fee Policy 

Enrolment Policy and Procedure

Yorke’s enrolment policy and procedure is a summary of which requires Yorke to ‘Inform and Protect’ students by providing advice to the prospective learner ensuring they receive accurate advice about a course to ensure it meets their needs before they enroll, they understand details about the course such as how long the course will take, the study requirements and assessment methods, that they understand their own rights and responsibilities as well as Yorke’s, as the RTO and are aware of costs, payment terms and conditions, including our refund policies. This policy/procedure also supports the Victorian Skills First Contract 2018 – 2019 and the Skills First Quality Charter, which states ‘The student makes an active and informed choice of both course and provider’.

Yorke’s enrolment Policy and Procedure

The following policies and procedures are part of Yorke Institute’s governance. They are available at Yorke

  • Assessment Validation Framework
  • Complaints and Appeals policy
  • Administration of RTO Surveys policy
  • Agent Selection and Monitoring Policy and Procedure
  • Budget Policy and Process
  • Completion within Expected Duration Policy
  • Critical Incident Policy
  • Equal Opportunity Policy
  • Intervention Strategy Policy
  • Finance Policy and Procedure
  • Pre-Paid Fees Policy and Procedure
  • Privacy and Confidentiality Policy
  • Reporting Policy
  • Reasonable Adjustment Policy
  • Student File Management Policy
  • Continuous Improvement Framework
  • Internal Audit Framework
  • Trainer and Assessor Competency Framework
  • Trainer and Assessor Currency and Professional Development Framework
  • Training and Assessment Strategy Development Framework
  • Assessment Validation Framework
  • Continuous Improvement Framework
  • Internal Audit Framework
  • Assessment Framework
  • Internal Audit Framework
  • Meeting Individual Needs Framework
  • Behaviour Misconduct Framework
  • Core Skills Support Framework
  • Reasonable Adjustment Framework
  • Continuous Improvement Framework
  • Industry Engagement Framework
  • Aboriginal and Torres Strait Islander Cultural Awareness Framework
  • Access and Equity Policy
  • Trainer and Assessor Currency and Professional Development Framework

 

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