policy and procedure - empire · under the esos national code 2007, international students have the...

Policy and Procedure

© EIE National Code 2007 PP Document ID 14 CRICOS: 03476F RTO: 41425 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.



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



• 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)



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.



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.



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



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

policy and procedure - empire · under the esos national code 2007, international students have the...

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