New Student Interview Procedures - VET

Owning Body: 
Approved on: 
Monday, 27 November, 2017
Approved by: 
Contact Person: 
VET Co-ordinator

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

This procedure will gather evidence in accordance with the requirements of funding regulatory bodies, standards requirements and the recruitment of overseas students.


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


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’s name
  • Potential student’s e-mail address
  • Potential student’s phone number

Background and vocation:

  • Information about the prospective student’s background and journey should be recorded after gaining answers to the following questions:

    • How has your journey in life brought you to express interest in the particular training package?
    • Why do you think this training is important for you to complete?
    • What knowledge and skills are you hoping to gain that will equip you for your vocational direction?
    • Why do you think you are particularly suited to this area of training?
    • Do you see this training as a pathway to employment, further study, or a combination of both?
  • Additional questions for overseas students:
    • Why choose to study in Australia?
    • Have you researched about studying in Australia – cost of living, student visa obligations and restrictions?
    • Why have you chosen the College – have you researched what this College can offer?
    • Will you be bringing any family members? If so, do you know your obligations and the cost of education and living for your family if they come to Australia?

Desired training package/course:

  • Select the appropriate VET course from the drop down box provided.
  • Tick the location for where the majority of training will occur.
  • Record further details of the location(s) for training.
  • If you are comfortable that the applicant has the requisite computer skills (including online access and capability) to complete the desired training tick the appropriate box.
  • If the student is likely to require any support with computer skills make a note in the text box.

VET LLN Requirements:

  • Assess the student for each LLN element on a scale from 1 to 5. In making this assessment the FSAT on-line tool should be used in conjunction with the following:  noting the level of any previous studies, reviewing the applicant’s written enrolment form, noting their learning and communication skills during the interview.
  • Tick the box if you are comfortable given the applicant’s background and any previous study that the ACSF level in the proposed training is appropriate.
  • If any rating is more than 1 level below the ACSF of the units of competency to be studied detail additional support or special arrangement to be provided.
  • Additional assessment for overseas students:
    • Check if the prospective student has completed a formal international English Language proficiency test such as IELTS, TOFEL, Pearson
    • If not, check if the prospective student is aware of the English Language requirement of the intended course and whether the prospective student intends to take the formal test. Advice accordingly.
    • If yes, the prospective student should present the evidence of completion which should not be more than 2 years old. The evidence is not applicable if it is more than 2 years old,
    • If the evidence is acceptable, record the evidence in the system. It is also good practice to authenticate the evidence if the application is to proceed further.

Workload expectations

  • Make appropriate notes after discussing the following with the prospective student

    • Attendance requirements (F2F, blended, placement)
    • Class participation (including on-line activities)
    • Reading and audio-visual materials
    • Using Moodle and on-line resources
    • Assessment (competent vs not yet competent)
    • Any placement requirements
    • Note any religious conflict e.g. a Muslim person interested in the course.
  • For overseas students:
    • Compulsory study hours per week according to the student visa conditions.
    • Limitation on hours of employment.
    • Course progress monitoring and the requirement to maintain satisfactory course progress.
  • Tick the appropriate box if you are comfortable that the proposed delivery of the training is suitable for the applicant's learning styles.

Credit transfer/RPL

  • List the code and title of any units of competency for which credit transfer applies within the proposed training package.
  • Advise the applicant that RPL may be given when all the knowledge and performance elements of a particular unit of competency can be demonstrated. Emphasise that there will be a cost for the college to assess the evidence that an applicant may bring.
  • List the code and title any units of competency for which RPL or credit transfer may be sought by the applicant.
  • For overseas students:
    • Explain the implication of credit transfer/RPL on their Confirmation of Enrolment.
    • Explain the necessity to apply before their Confirmation of Enrolment is issued.

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.
  • 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.

Training plan:

  • In consultation with the prospective student develop an individualised training plan.
  • Explain how the training plan is a living document and will be updated as they complete units of competency or as their personal circumstances change. Emphasise that although the college offers a supportive environment they need to take personal responsibility for their own progress and semester enrolments.
  • Get the student to sign the training plan and then give them a copy of the training plan.
  • Tick the appropriate box when all paperwork has been completed.
  • If a provisional training plan has been developed (due to uncertainty about precise training dates) advise the applicant that they shall receive an updated copy once training dates and delivery mechanisms have been finalised.
  • For Overseas students:
    • Explain that there is no guarantee of employment in Australia.
    • The prospective student is responsible for their student visa requirements and compliance.
    • The restrictions on college transfer (National Code 2018) and the need to maintain satisfactory course progress, including the College’s course monitoring procedure.

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 Wantirna campus
    • Remind the prospective student that 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”.


  • 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 when their circumstances change.
  • Advise applicants that it is their responsibility to contact Centrelink to establish eligibility for Study support payments or other benefits. Also advise applicants that it is their responsibility to inform Centrelink if they withdraw from a unit of competency.
  • Advise the student that they may be contacted by NCVER or other government body to complete a survey.
  • For Skills First Funding:
    • Advise a student of their eligibility or ineligibility criteria for Skills Vic funding.
    • Advise a student that if 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.
  • When the prospective student has been given all this information check the box stating “The applicant has completed the appropriate enrolment form including all declarations related to Skills First funding”.
  • For Overseas students:
    • Advise students on their fees obligation and the Australian Govt.’s expectations that they are able to sustain/support themselves financially for the entire duration of their course, including any dependents who may be travelling with them.
    • The consequences of defaulting on fee payments.

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: Full Fee, Skills First (without concession), Skills First (with concession).
  • For Overseas students:
    • Explain the need to pay some fees in advance before being issued with a Confirmation of Enrolment.
    • Explain that an overseas student is not required to pay more than 50% of the course in advance but they may choose to do so.
    • Explain about the Tuition Protection Service for any payment in advance of course commencement.
    • Explain about the refund policy and procedure.


  • 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.
  • For Overseas students:
    • Advise the student to complete the necessary application documentation.
    • Advise the student to allow sufficient time to prepare all the application documentation, including the time to apply for a student visa, in order to commence the course at the intended date.


  • The staff member shall check “I am comfortable for the applicant to be accepted into the training program/course selected below”.
  • Using the pull-down menu, the staff member shall select the appropriate 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 box “I recommend that the applicant is enrolled in the units of competency highlighted in the training plan completed in conjunction with this interview”.
    • For Overseas students, the staff member shall check the box “I recommend that the applicant be given an offer for the course that they are interested in”.
  • The staff member shall record their name.
  • The staff member shall press the “Submit” button to finish the interview process.