Admission and Enrolment Procedures

Admission and Enrolment Procedures Associated Policy These procedures have been developed in conjunction with the Admission and Enrolment Policy. Contents Procedure 1 Identification Documents (ID) Checking Procedure 2 - Enrolment via the Application Procedure 3 - Enrolment via an Enrolment Session or Online Procedure 4 - Apprentices Procedure 5 - Banner Enrolment Procedure Procedure 6 - Holds Procedure 7 - Applying for a VET Student Loans Procedure 8 - USI Exemptions Procedure 9 Transferring Between Programs Procedure 1 Identification Documents (ID) Checking A. NEW STUDENTS TO CIT Step 1: Determine whether the student is Domestic or International A student is considered domestic if they can provide one of the following: o a green Medicare card or if a blue Medicare card confirm Visa type (not yellow) o notification of business (apprentices only) or o any one of the documents listed in Table 1 in Step 3. Students unable to provide evidence that confirms them as a domestic student should be referred to the International Student Unit (ISU). International students cannot be enrolled without first applying through ISU, where their identity will be checked. Refer to Step 2 Section B for details of identity check requirement for International Students. Step 2: Confirm the identity of the enrolling student A) Domestic Students All new domestic students must confirm their identity and eligibility by providing three separate forms of ID (which can include ID already provided in Step 1 above). This must include: At least one form of photo ID (see suggested list below) and At least one form of ID providing the student s date of birth Please check SIS to ensure you have the latest version Page 1 of 13

Suggested forms of ID are listed in the table below current at : Original or certified copies accepted. Enrolling officers must ensure the students legal name has been entered in to Banner. 1. Suggested forms of photo ID A current Australian or New Zealand passport A current passport showing the student has an Australian permanent resident humanitarian visa A current employee ID card issued by Government authority or Public Service A current licence issued under Australian law (e.g. driver s licence or other government issued licence which contains a photo). A current Tertiary institution ID card A current Proof of age card A current High school or college ID card A current international driver s licence A current letter from Yurauna Centre A current Working with Vulnerable People card 2. Suggested forms of ID with Date of Birth Drivers Licence Birth certificate Passport School ID card 3. Suggested forms of other ID without photo A birth certificate or extract birth certificate Australian or New Zealand Citizen Certificate Green Medicare card (can include Medicare card displayed through the Medicare app) tification of Business (apprentices only) Social Security, Health Care or Pension Card A telephone bill or rates notice in the students name A financial institution statement or debit /credit card in students name. If using more than one of these each one must be issued by a different financial institution Formal documentation from Department of Immigration and Citizenship confirming permanent residence B) International Students International Students cannot apply and/or enrol online. Their identity is checked on application by ISU so only need to provide one form of photo ID when enrolling: Current passport or CITCard Please check SIS to ensure you have the latest version Page 2 of 13

Step 3: If enrolling into an eligible HELP Loan program, check if the student is eligible for a HELP loan HELP Loans are available in eligible HELP Loan programs for Australian citizens and those on Permanent Humanitarian Visas. Regardless of whether the student intends to apply for a HELP Loan or not, CIT must report the student s eligibility to the Department of Education. Therefore, students enrolling into eligible HELP Loan programs must provide one of the following forms of ID, which will be recorded on Banner: Table 1 Australian Citizen Australian passport Australian birth certificate Australian citizenship certificate or Naturalisation certificate New Zealand Citizen New Zealand passport New Zealand birth certificate Certificate of New Zealand Citizenship Permanent Resident Certificate of Evidence of Resident Status Permanent resident Visa Permanent Humanitarian Visa Visa subclass: 200 217 200 217 200 217 809 809 809 866 866 866 Temporary Visa holders of the following visa types, are now eligible from 1 January 2017, for enrolment in Skilled Capital and also have access to all profile programs: Eligible visa types: 189 Skilled Independent visa 190 Skilled minated visa 309 Partner (Provisional) visa 445 Dependent Child visa 449 Temporary Humanitarian Concern visa 785 Temporary Protection visa 786 Temporary Humanitarian Stay visa 790 Safe Haven Enterprise visa 820 Partner (Temporary) visa Criminal Justice Stay visa (Subclass ZB 951) holders who are victims of human trafficking and slavery A Bridging visa where the substantive visa appears on the eligible visa type list. te: evidence of both the Bridging and substantive visa must be collected. Refugees and asylum seekers who hold a Bridging Visa A, B, C or E. However, students on the visas listed above are not eligible for the following: Fee Assistance SEE Program VET FEE-HELP VET Student Loans FEE-HELP Any direct Commonwealth Funding initiative which would exclude them as per eligibility requirements. Please check SIS to ensure you have the latest version Page 3 of 13

Students on any of the visas listed below are eligible for enrolment in Skilled Capital and have access to all profile programs and can access Fee Assistance or other assistance. 100 Partner (Migrant this is permanent) visa - can only access Fee Assistance 200, 201, 202, 203, 204, 866 Permanent Humanitarian visas - can access HELP Loans (for Diploma and above) and Fee Assistance (up to Certificate IV). 801 Partner (Permanent) visa - can only access Fee Assistance Students with the following visa types are ineligible to study under Profile or Skilled Capital and therefore should be directed to International Services Unit: 400 Temporary Work (short stay) visa 402 Training and Research visa 417 Working Holiday visa 457 Temporary Work (Skilled) visa 489 Skilled Regional visa 571 School Sector visa 572 Vocational Education and Training Sector visa. B. CONTINUING STUDENTS A current student of CIT can be enrolled into any program by providing a current CITCard for identity purposes. However if that program is an eligible HELP Loan program, the student will be required to provide citizenship evidence as per Step 3 above if it is not already recorded in Banner. Students applying and re-enrolling into any program online using CIT Self Service CIT ID and system PIN (A hold may be placed on the student s account if citizenship is not confirmed in Banner for eligible HELP Loan program enrolments) Students re-enrolling into an eligible HELP Loan program on paper Provide 1 form of photo ID listed under suggested forms of photo ID current CITCard preferable If not already confirmed, confirm citizenship status Students re-enrolling into a non-eligible HELP Loan program on paper Provide 1 form of photo ID listed under suggested forms of photo ID current CITCard preferable International Students can only re-enrol on paper form and require one form of Photo ID Current passport OR Current CIT card Students who are unable to meet the identification requirements will need to contact CIT Student Services. CIT Student Services Managers, Team Leaders or Assistant Team Leaders will determine what evidence will be sufficient to prove identity. Please check SIS to ensure you have the latest version Page 4 of 13

Procedure 2 - Enrolment via the Application College decides how a student will apply and enrol. Student receives course information and advice on how to provide proof of ID and eligibility for enrolment via CIT Website or from the College. Nursing and Bachelors. Student goes on to enrol online Student receives invoice and Timetable. Any concessions, payment plans etc must be organised by the student through CIT Student Services BEFORE all their outstanding fees have been paid. International Students are referred to the International Services Unit (ISU). CIT Student Services emails applicant list to the relevant Head of Department/delivery support staff to arrange an interview time and evidence needed. Student applies for a program online. Student attends interview. Student is eligible to enrol, a place is available. Student advised of alternate program of study. Student attends an enrolment session to: Recieves Course Information Be admitted in to the program by CIT Student Services Enrol online into subjects via CIT Self Service Receive invoice and schedule of classes through Self Services Any concessions, payment plans etc must be organised by the student through CIT Student Services BEFORE all their outstanding fees have been paid. Proof of ID provided by the student after enrolment. Eligible HELP Loan students have until their Census date to apply for a Government HELP Loan. Student pays fees unless a Government HELP Loan has been arranged or has been transferred to a third party. Please check SIS to ensure you have the latest version Page 5 of 13

Procedure 3 - Enrolment via an Enrolment Session or Online Student attends an enrolment session Student is eligible to apply and enrol and a place is available Student is advised of alternative program of study Student: Completes an enrolment form and takes it to CIT Student Services for processing (See procedure 5 Banner procedure Provide ID and evidence of local student or temporary domestic student status Is admitted into a program by CIT Student Services Staff Receive an invoice and schedule of classes. If student has a hold, this needs to be addressed prior to enrolling. Student: Enrols online into subject (could do this at home or on campus) via CIT Self Service Receive invoice and schedule of classes. Any concessions, payment plans etc must be organised by the student through CIT Student Services BEFORE all their outstanding fees have been paid. A hold on a student account may stop a student enrolling online and student must go to CIT Student Services to address them. Eligible HELP Loan students have until their Census date to apply for a Government HELP Loan. Student pays fees unless a Government HELP Loan has been arranged or has been transferred to a third party. Please check SIS to ensure you have the latest version Page 6 of 13

Procedure 4 - Apprentices ENROLMENT PROCESS FOR AUSTRALIAN APPRENTICES TRAINING INITIATIVES UNIT (TIU) DEPARTMENT STUDENT SERVICES STUDENT NOTIFICATION OF BUSINESS (NOB) NEW STUDENT/ALREADY ENROLLED CREATE STUDENT IN BANNER ENTER TRAINING CONTRACT DETAILS IN BANNER CHECK STUDENT TYPE/ATTRIBUTE CHECK ENROLLED PROGRAM MATCHES QUALIFICATION ON NOB UPLOAD IN TRIM PLACE ON OFFICIAL STUDENT FILE NEW STUDENT/NOT YET ENROLLED CREATE STUDENT IN BANNER ENTER TRAINING CONTRACT DETAILS IN BANNER QUICK ADMIT AUSTRALIAN APPRENTICE INTO PROGRAM ASSIGN STUDENT TYPE/ATTRIBUTE UPLOAD IN TRIM PLACE ON OFFICIAL STUDENT FILE EXISTING STUDENT/NOT YET ENROLLED UPDATE STUDENT DETAILS IN BANNER ENTER TRAINING CONTRACT DETAILS IN BANNER QUICK ADMIT AUSTRALIAN APPRENTICE INTO PROGRAM UPLOAD IN TRIM DOUBLE CHECK DETAILS IN BANNER AGAINST AVETARS ARRANGE VARIATION FORMS (if required) PLACE ON OFFICAL STUDENT FILE EXISTING STUDENT/ALREADY ENROLLED UPDATE STUDENT DETAILS IN BANNER ENTER TRAINING CONTRACT DETAILS IN BANNER CHECK ENROLLED PROGRAM MATCHES QUALIFICATION ON NOB COORDINATE CHANGE OF QUALIFICAITON (if required) UPLOAD IN TRIM PLACE ON OFFICIAL STUDENT FILE NEW STUDENT AT CIT CONTACT AUSTRALIAN APPRENTICE (PHONE) CONFIRM AUSTRALIAN APPRENTICE IS STILL EMPLOYED CONFIRM WITH AUSTRALIAN APPRENTICE IF THEY HAVE PREVIOUSLY COMPLETED ANY TRAINING WHICH COULD BE RECOGNISED IN THE PROGRAM CONTACT EMPLOYER (PHONE), DISCUSS TRAINING REQUIREMENTS SEND WELCOME EMAIL TO AUSTRALIAN APPRENTICE AND C C EMPLOYER SEND REQUEST TO AUSTRALIAN APPRENTICE UNDERTAKE LANGUAGE, LITERACY AND NUMERACY (LLN) TEST (this is included in the welcome email) ADVISE STUDENT OF UNIQUE STUDENT IDENTIFIER (USI) REQUIREMENTS (this is included in the welcome email) EXISTING STUDENT AT CIT/SAME PROGRAM/ALREADY ENROLLED NO ACTION REQUIRED EXISTING STUDENT AT CIT/SAME PROGRAM/NOT YET ENROLLED CONTACT AUSTRALIAN APPRENTICE (PHONE) CONFIRM AUSTRALIAN APPRENTICE IS STILL EMPLOYED CONFIRM WITH AUSTRALIAN APPRENTICE IF THEY HAVE PREVIOUSLY COMPLETED ANY TRAINING WHICH COULD BE RECOGNISED IN THE PROGRAM CONTACT EMPLOYER (PHONE), DISCUSS TRAINING REQUIREMENTS NEW EMPLOYER AT CIT CONTACT EMPLOYER AND CONDUCT SUITABILITY ASSESSMENT BY ASKING SPECIFIED QUESTIONS (plumbing and electrical are currently documenting the questions asked to assess suitability) COMPETE LANGUAGE, LITERACY AND NUMERACY TEST APPLY FOR A UNIQUE STUDENT IDENTIFIER (USI) - (if required) SEND TO DEPARTMENT LLN ASSESSMENT ENTER LLN ASSESSMENT DATE IN BANNER ASSESS LLN RESULTS DISCUSS ADDITIONAL SUPPORT OPTIONS WITH AUSTRALIAN APPRENTICE AND EMPLOYER ADVISE TRAINING INITIATIVES UNITS OF LLN ASSESSMENT DATE INITIAL SKILLS ASSESSMENT DISCUSS SKILLS RECOGNITION WITH AUSTRALIAN APPRENTICE AND EMPLOYER (if applicable) ASSIST AUSTRALIAN APPRENTICE TO COMPLETE SKILLS RECOGNITION APPLICATION FORM CHECK SKILLS RECOGNITION APPLICATION HAS BEEN COMPLETED CORRECTLY ENTER DETAILS OF SKILLS RECOGNITION APPLICATION IN BANNER ENTER DETAILS OF SKILLS RECONGNITION APPLICATION IN IN CRM SEND TO SKILLS RECOGNITION TEAM COMPLETE SKILLS RECOGNTION APPLICATION FORM GATHER EVIDENCE TO ATTACH TO APPLICATION TAKE TO STUDENT SERVICES TRAINING PLAN ENTER INITIAL SKILLS ASSESSMENT DATE IN BANNER ENTER TRAINING PLAN SIGNED DATE IN BANNER DOUBLE CHECK TRAINING PLAN FOR COMPLIANCE UPLOAD IN TRIM PLACE TRAINING PLAN ON OFFICIAL STUDENT FILE PREPARE TRAINING PLAN COMPLETE TRAINING PLAN WITH AUSTRALIAN APPRENTICE AND EMPLOYER SEND TO TRAINING INITIATIVES UNIT ENROLMENT FORM PLACE ENROLMENT FORM ON OFFICIAL STUDENT FILE NEW STUDENT AT CIT (PLUMBING, ELECTRICAL) COMPLETE ENROLMENT FORM WITH AUSTRALIAN APPRENTICE CONTINUING STUDENT AT CIT (PLUMBING AND ELECTRICAL) AUSTRLAIAN APPRENTICE COMPLETES NEW ENROLMENT FORM ON THE FIRST DAY OF CLASS IN THE NEW SEMESTER/YEAR SEND TO STUDENT SERVICES NEW STUDENT AT CIT (CONSTRUCTION) COMPLETE ENROLMENT FORM WITH AUSTRALIAN APPRENTICE CONTINUING STUDENT AT CIT (CONSTRUCTION) AUSTRLAIAN APPRENTICE COMPLETES NEW ENROLMENT FORM ON THE FIRST DAY OF CLASS IN THE NEW SEMESTER/YEAR DEPARTMENT ADMIN ENROLS IN BANNER ENSURE AUSTRLAIAN APPRENTICE HAS A USI CHECK IF AUSTRALIAN APPRENTICE HAS AN ACCOUNT HOLD CHECK ENROLMENT FORM HAS BEEN COMPLETED CORRECTLY NOTIFY TEACHING AREA OF CRN ERRORS NOTIFY TEACHING AREA OF ANY ISSUES PREVENTING ENROLMENT ENROL STUDENT IN BANNER APPLY STUDENT FEES COMPLETE AVETMISS DATA UPLOAD IN TRIM SEND TO TRAINING INITIATIVES UNIT Developed by the Australian Apprenticeships Quality Improvement and Sustainability Project Team_V0.3 Please check SIS to ensure you have the latest version Page 7 of 13

Procedure 5 - Banner Enrolment Procedure SPAIDEN/ GOAMTCH SKAEXPT t Verified GKAADIV Verified USI? Verified New Student? SAAADMS SAADCRV SWAUSCH User Choice? SGASADD SFAREGS Concession? Invoice SKACONC TSASPAY TSAEXPP TSAAREV Schedule Invoice TSAISTL TSAAREV Payment Plan? Invoice Payment Plan Contract AVETMISS If Required SOAFOLK Please check website to ensure you have the latest version Page 8 of 13

Procedure 6 - Holds A student can receive a hold for many reasons including overdue fees, changed address, unacceptable behaviour and overdue library books to name a few. Holds can also be used when a student must talk to CIT Student Support Staff/College Directors/Senior Managers/Executive Directors or the Chief Executive before proceeding with further study at CIT or when confirmation of details is required. Depending on the type of hold that is applied to a student s account, the hold can: Stop registration into a CRN Stop access to Transcripts Stop the student s participation in Graduation Stop any Additional fees from being applied to the student s account Stop the viewing of grades by the student using CIT Self Service The following Banner Holds can be placed on student records. Contact the Banner team for more information. Code Description AC Accommodation AD Application-Identity Hold AR Accounts Receivable Hold BD Bad debt Write Off CA Collection Agency Hold CS CIT Solutions Hold FD FRMS Debt Hold ID Identity Hold RM Returned Mail IS International Student hold LH Library Hold OC OLSAS Conversion PU Record tagged for deletion FA Centre Hold RP Enrolment Pathway needed (see procedure below) SM Hold, refer to Systems Manager FE Fee Exempt Refer to SOQHOLD for reason XP Fee exempt invoice is forwarded to Office of the Chief Executive UH Unique Student Identifier Hold XD Deregistration Exempt DR Deregistration Hold (student has been deregistered) Enrolment Pathway (RP) Hold An Enrolment Pathway Hold (RP) is manually placed on a Student Banner Account by Banner Assist upon request from CIT Student Support Staff/College Directors/Senior Managers/Executive Directors and/or Chief Executive. It is used when a student must talk to a CIT Student Support Staff/College Directors/Senior Managers/Executive Directors and Chief Executive before proceeding with further study at CIT. This type of Hold prevents enrolment. Please check website to ensure you have the latest version Page 9 of 13

In order for staff to place this Hold on a Student Banner Account, they must Ensure they have the Delegation to place the Hold on the Account or seek the approval from their Delegate. Create an Institute File or CRM to store any relevant information regarding the Hold being placed on a Student Banner Account. To access an Institute File staff need to contact the Records Management Unit. The files may be kept in the relevant areas of the Institute and access can then be provided to the files to relevant Delegates for these types of Holds as required. Contact Banner Assist to implement the Banner Hold. The Banner Hold description needs to contain the Title of a Position (not your name), the acronyms for this are provided by the Banner Assist Team, for example, Student Support Staff (SSS) and the number of the Institute File which has been created to provide background as to why a Hold has been placed on the Student Banner Account. A report for these types of Holds needs to be run on a monthly basis to maintain an up to date register for areas such as CIT Student Services, Student Support areas and the Executive Staff Support. If formal complaints are made, the process should be for staff to check if an Institute File exists for the student and whether or not a RP Hold has been placed on the Student Banner Account. Only staff with the relevant Delegation can authorise Banner Assist to remove an RP Hold. If the Hold is removed an explanation as to why the Hold has been removed is to be recorded on the relevant Institute File. Refer to Banner 8 Quick Guides: Students with Holds Report (All Colleges) Students with Holds Report (Single College) Please check website to ensure you have the latest version Page 10 of 13

Procedure 7 - Applying for a VET Student Loans Student enrols in an eligible VET Student Loan Program Student provides CITIZENSHIP/LLN/Year 12 to meet eligibility Student completes the Expression of Interest on CIT Self-Service Banner will generate an extract on students who have lodged an Expression of Interest CIT uploads Extract of Expression of interest to the Department of Education and Training via Commonwealth ecaf Team Leader Department of Education and Training Email to student with Commonwealth ecaf link and Passkey CIT Team Leaders download via Commonwealth ecaf or Auto email report of CIT Students who have applied for a VET Student Loan Student completes Commonwealth ecaf Team Leaders to change rate code SFAREGS completes SKAECAF * Student receives error message and is directed to CIT Run Fee Assessment Team Leader corrects student info on Commonwealth ecaf dashboard ** Overnight process with a $5000 cap to transfer debt to VET Student Loan * Student may receive an error message when applying for the ecaf if any details they have entered do not match what CIT sent over in the extract of the Expression of Interest ** Students with tuition fees higher then $5,000 will have their accounts manually adjusted by Banner AR Students applying for FEE-HELP complete the online ecaf via CIT Self Service (valid only for Bachelor programs). Please check website to ensure you have the latest version Page 11 of 13

Procedure 8 - USI Exemptions 1. Individuals may apply for an exemption by going to the government website at: http://www.industry.gov.au/skills/nationalreportingforrtos/pages/nationalreportingpolicyl egislationandstandards.aspx. 2. Once an exemption notice is received, it should be brought in to Student Services or emailed to Infoline@cit.edu.au 3. CIT must then phone the Skilling Australia Information line on 133873 to confirm exemption and to obtain a special code for use instead of the USI in AVETMISS reporting. 4. Banner is updated via GKAADIV indicating the reason for the USI exemption. 5. VET qualifications or Statements of Attainment may now be issued to the exempt individual. 6. Students who are enrolled into the following programs are not required to provide a USI a. Bachelor programs b. R type programs (as listed on the SIS) c. n-accredited programs. Please check website to ensure you have the latest version Page 12 of 13

Procedure 9 Transferring Between Programs 1. Transfer between programs should be considered on an individual basis. 2. The application to transfer should take place within 2 weeks of the commencement of classes. 3. There must be a place available in the program into which the student wishes to transfer and the student must meet the training program s entry requirements. 4. Students must have paid their program fees for their first program in full or be up to date with payment plans before a transfer can be actioned. 5. Upon completion of the program transfer, the student fees from the first training program will also be transferred. 6. International students wishing to transfer between Colleges must be referred to the International Services Unit of CIT Solutions who will take care of visa formalities and who will arrange the transfer of international student fees between Colleges. Please check website to ensure you have the latest version Page 13 of 13