New Student Interview Procedures - VET

Status


Last reviewed
Thu, 20 August 2015

To establish responsibilities for ensuring that all prospective VET students are adequately informed prior to commencing training/studies with the College.

Public
visibility
Approved on: 09 Apr 2015
Amended on: 03 Sep 2015
Review cycle: 1 Year
Owned by

VET Co-ordinator

Approved by

Principal

Category: 
Policy Contact: 
VET Co-ordinator
Purpose: 

To establish responsibilities for ensuring that all prospective VET students are adequately informed prior to commencing training/studies with the College.

Scope: 

These procedures apply to all staff when conducting new student interviews of prospective VET students and to the Admissions Officer.

Statement: 

Responsibilities of staff interviewing prospective VET students

The staff member shall begin by putting the prospective student at ease and explaining that the aim of the process is to do what is best for them. The staff member shall then follow the on-line interview process by collecting the following information or informing the prospective student as follows:

  • Potential student information:

    • Potential student name
    • Desired course of study
    • Location of study
    • Confirming whether the application form has been received.
  • Potential student’s contact details (only if application form has not been received):
    • Potential student’s email address
    • Potential student’s phone number.
  • General background:
    • Information about the prospective student’s background and journey
    • Other universities/colleges considered.
  • Workload expectations:
    • Advise prospective student of:

      •  Attendance requirements
      • Reading/research requirements
      • Any placement requirements
      • Assessment requirements.
  • Realistic expectations of the College:
    • Address any unrealistic expectations of the potential student
    • Articulate the responsibilities of the College to the potential student
    • Articulate the support services available.
  • Course information:
    • Give the prospective student an overview of the course/training package(s) they are interested in
    • Advise the prospective student of:
      •  any special entry or course/training package requirements (e.g. work placement)
      • that the website contains detailed course/training package information
      • that they will be allocated a course/training package advisor to help them.
  • Vocation:
    • Ask the prospective student about their vocational direction and how they think the course/training package relates to this direction
    • Discuss with the prospective student the alignment of the course/training package with their stated vocational direction and may instigate discussion of other courses where there is better alignment.
  • Finding information:
    • Advise the potential student that:

      •  the website contains all the course, unit, training package, unit of competency, policy and procedure information they will need during their time at the College
      •  the College complies with all relevant legislation and the website contains links to policies that implement this legislation
      • the primary way the College will communicate with them is through email and the importance of advising the College of any changes to their preferred email
      • Internet access is required and that free Wi-Fi access is available at the Mulgrave campus
      • computer access and basic computer skills are required.
    • When the prospective student has been given all this information check the box stating “I have provided the potential student with the above information”.
  • Finance:
    • Advise the prospective student of the different costs involved in study/training: tuition fees, time, text-books etc.
    • Ask the prospective student to carefully consider all these costs in deciding their level of study/training.
    • Remind the prospective student that they can adjust their study/training load each semester.
    • Inform the prospective student that it is their responsibility to contact Government agencies to establish eligibility for Centerlink benefits, Skills Vic. funding or other benefits.
    • Advise a student of the eligibility or ineligibility criteria for Skills Vic funding.
    • Advise a student that they they have a referral form from the Department of Education and Training certain eligibility criteria for Skills Vic funding may be waived.
    • Ask the student whether they self identify as an Aboriginal or Torres Strait Islander.  If the student answers yes advise him/her that if eligible for Skills Vic funding they will automatically be charged the concession rate.
    • Inform the prospective student that if they are receiving Centerlink benefits it is their responsibility to contact Centerlink if they change their enrolment in a unit or course, or training package.
    • Advise the student that they may be contacted by NCVER or other government body to complete a survey.
    • When the prospective student has been given all this information check the box stating “I have provided the potential student with the above information”.
  • Payment of tuition:
    • After thorough discussion with the prospective student the staff member conducting the interview will check one of the following methods of payment: Skills Vic. Funding, Direct Debit, Upfront, Church Sponsorship
  • Other:
    • The staff member shall solicit questions from the prospective student and answer these questions fully and accurately.
    • The staff member shall then pray with the prospective student
    • The staff member shall then take the prospective student on a campus tour.
  • Recommendation:
    • The staff member shall check either “Yes” or “No” in answering the question I am happy for this student to proceed to the next stage of the application process.
    • The staff member shall enter the name of the course/training package recommended for the student.
    • The staff member shall add any additional comments which may include information from the pre-training assessment or training specialisation.
    • The staff member shall check the number of units recommended for the first semester of study/training.
    • The staff member shall recommend the units/units of competency that should be completed in the first semester of study/training.
    • The staff member shall record their name.
    • The staff member shall press the “Submit” button to finish the interview process.

Responsibilities of the Admissions Officer

  • Once an application to study has been received by a prospective VET student the Admissions Officer shall look at their proposed course/training package and arrange a New Student Interview (NSI) between the prospective student and an appropriate staff member of the College.
  • After the NSI form has been submitted the Admissions Officer shall check that it is complete. If there is the need for additional information or clarification the Admissions Officer shall request this additional detail from the staff member who completed the interview.
  • If the student is recommended for acceptance, the Admissions Officer shall create a unique student record in the College’s Student Management Database.
  • The Admissions Officer shall carefully review the submitted NSI and make appropriate entries in the “Welfare” and “Notes” fields of the College’s Student Management Database.
  • The Admissions Officer shall then get the appropriate faculty member to confirm acceptance of the student.
  • The Admissions Officer shall then send an acceptance letter to the prospective student confirming the following:
    • Acceptance into a course/training program
    • Procedures if they wish to defer or withdraw
    • Advice that they now have to complete their enrolment via the College’s website.