Enrolment and Orientation Procedure
To apply as an International Student, please complete the following steps:
View the qualification you would like to study and make sure that you meet all entry requirements
Review and complete the International application form
Review the Terms and Conditions as stated in the International application form and sign the declaration section
Review the USI Privacy Notice and sign if you give the Australian Vocational Learning Centre permission to organise your USI. For additional information on the USI click here.
Include all supporting documentation with your application e.g. English language proficiency as stated on in the International application form
Send your complete application by email, post or in person to:
Australian Vocational Learning Centre
P.O. Box 204
Parramatta NSW 2150
16 – 18 Wentworth Street
Parramatta NSW 2150
Once your application is received it will be assessed using the AVLC English Language Proficiency Procedure. If your application is successful then a letter of offer that includes a formal written agreement will be forward to you along with an itemised list of course money payable.
Upon receipt of the signed formal written agreement, the letter of authorization from the relevant visa processing office and the tuition fee deposit and enrolment fee the student’s information is entered into PRISMS and a confirmation of enrolment (CoE) is created and forwarded to the Student along with a welcome letter outlining what the student is required to do upon arrival in Australia.
If the formal written agreement is returned unsigned the formal written agreement is returned to the student to be signed and returned.
All fees paid are held until the formal written agreement is signed by the student and returned.
Student is given an AVLC identification number and a database record is established.
Upon arrival in Australia the following procedure will occur for the commencement and orientation of new students to AVLC. Students have been supplied with a welcome letter outlining the steps to be taken once they arrive in Australia.
New students will contact AVLC and speak to a Student Services Officer. The Student Services Officer will take down the information of the students contact details and residential address in Australia. They will also arrange a time for an entry interview with the DOS.
The Student contact details will be passed over to the Administration Assistant who will enter this information in the Student Management Database and generate a letter with the details of the appointment with the DOS. This generated letter is then forwarded to the student and the student file is then created.
The student will meet with the DOS at the appointed time. At this interview the DOS will confirm the course they have enrolled into and take copies of original documentation such as Passport, Student Visa and IELTS results. Also at this interview the DOS will explain the requirements for the student to hold a USI whilst studying in Australia. The DOS will outline the privacy notice and ask if the student would like AVLC to apply for the USI on their behalf.
The DOS will provide the student with a copy of their timetable and allocated class, campus, shift and date of orientation. The student will also be provided with a copy of the student handbook.
The student will then attend orientation before commencement of classes, this may be at the beginning of each unit or at the start of each term as outlined by the DOS.
The program for orientation day will be as follows:
- Your stay in Australia
- Accommodation, finances and further study
- Requirements to receive a qualification
- Certificates issued on successful completion of the course
- How your skills, knowledge and attitudes will be assessed
- Recognition of prior learning or recognition of current competency
- How you can appeal if you don’t agree with your assessment outcome
- How you can complain if you are not satisfied with any part of the course
- How you can get extra help with your learning
- Course timetable
- Attendance and course progress requirements
- Course content
- Who your AVLC staff are and their roles
- Student portal access on AVLC web site
- Emergency evacuation procedures
- Your obligations as a student at AVLC including requirements for achieving satisfactory course progress.
International Student Entry Requirements:
- Students must be over 18 years of age
- Students must have completed an overseas equivalent of Year 12
- Students must have either an IELTS score of 5.5 total or above or a TOEFL score of 550 or above and must provide documentation to that effect
- Have an intermediate to advanced level of understanding of computers and the internet
Assessing English Language Proficiency Procedure
All international students must meet the minimum English entry requirements of the course they are applying for. The details are as listed below:
|Assessment Level||English Level Requirement||Academic Background|
|1||No requirements||Successfully completed Year 12 or equivalent (by providing school reports and academic records)|
|2||No requirements||Successfully completed Year 12 or equivalent (by providing school reports and academic records)|
|3||5.5 IELTS with no band lower than 5.0.||Successfully completed Year 12 or equivalent (by providing school reports and academic records)|
|4||5.5 IELTS with no band lower than 5.0.||Successfully completed Year 12 or equivalent (by providing school reports and academic records),|
The following English Proficiency assessment process is applicable for students who are enrolling Off-shore.
All students off-shore are required to complete an enrolment form, signed and dated where required and accompanied by verified evidence of qualifications, work experience (if relevant) and IELTS results or proof of an accepted equivalent.
Upon receipt of the information the CEO or a designated Administration Assistant will review the application and determine if an offer should be made on the basis of the entry requirements for the qualification and with reference to the assessment level requirements available from DIBP which outlines the requirements for English language for each assessment level.
If the applying off-shore student has satisfactorily met all entry requirements, including English, an unconditional offer will be issued.
If there are any requirements are not met an offer will be made conditional to the student satisfying the outstanding criteria will be issued instead. All offers must be signed and dated on the application form by the Principal.
All IELTS examinations provided must have been taken no more than two years prior to the time of application.
The following English Proficiency assessment process is applicable for students who are enrolling On-shore.
Students who are applying on shore are required to complete the enrolment form (supplying Australian address and contact details) and forward or return this form in person. When supplying this form they must attached copies of the following documentation:
- Copies of current Passport and Visa
- Copies of Qualifications and Transcripts from previous education institute or
- Copies of completion from ELICOS college in Australia with final results of IELTS test
- Confirmation of completion from previous education institute
The CEO or designated Administration Assistant will review the information provided to ensure it meets entry requirements.
The student will be asked to attend the college for a short interview to confirm their request for enrolment. At this interview the student’s English will be assessed through questioning. If there is any doubt about the students English language proficiency the student will be asked to undergo an English Language Proficiency exam.
If the student is assessed as meeting all English language requirements a letter of offer/written agreement will be issued.
AVLC has implemented the DIISRTE- DAIC (DIBP) Course Progress Policy and Procedures, Available Here and as such is not required for ESOS purposes to monitor attendance. AVLC is required to monitor record and assess the course progress of each student for the course in which the student is currently enrolled as per the National Code 2007 Standard 11.2.
Course Progress Monitoring
The National Code 2007 Standards 9, 10 and 11 relate to course progression/completion, the monitoring of student progress, and strategies for intervention when student progress is not satisfactory.
This policy is designed to ensure that Australian Vocational Learning Centre (AVLC) systematically monitor students’ compliance with student visa conditions relating to attendance and students’ course progress, is proactive in notifying and counseling students who are at risk of failing to meet their attendance and course progress requirements and reports students, under section 19 of the ESOS Act 2, who have breached the attendance and course progress requirements.
2. Monitoring Attendance
AVLC has implemented the DIISRTE- DAIC (DIBP) Course Progress Policy and Procedures, available here and as such is not required for ESOS purposes to monitor attendance. AVLC is required to monitor record and assess the course progress of each student for the course in which the student is currently enrolled.
3. Monitoring Course Progress
Students are expected to maintain satisfactory course progress and complete their course within the expected duration. Unsatisfactory progress is defined as not successfully completing or demonstrating competency in at least 50% of the course requirements in that study period.
AVLC will hold student orientation sessions at the start of each study period to outline course requirements for that study period. Students will also be informed of satisfactory course progress requirements in class at the beginning of each study period.
In implementing the DIISRTE-DIAC (DIBP) Course Progress Policy and Procedures AVLC will systematically monitor course progress by the recording and monitoring assessment the results of all students throughout the semester by Trainers. Assessments allow trainers to evaluate a students’ competency for a unit of competency. If a student does not complete the required assessment they may be assessed as ‘not yet competent’ for a unit of competency and be ‘at risk’ of not making satisfactory course progress.
Students will be assessed against course progress requirements at the end of each study period via student services. If a student is identified for the first time as not making satisfactory course progress, they will be determined as ‘at risk’
Where it becomes apparent that a student is ‘at risk’ of not making satisfactory course progress this will be reported to the Director of Studies who may recommend that an intervention strategy be introduced. Any student identified ‘at risk’ will be reported at staff meetings so an appropriate action plan can be discussed and support by staff.
Trainers will be encouraged to identify ‘at risk’ students and implement the intervention strategy as early as practicable. If a student is identified ’at risk’ via Student Services then an intervention strategy will be activated within the first four weeks of the following study period.
3.1 Intervention Strategies
The Director of Studies and Student Services will contact each student who is deemed to be “at risk” of not making satisfactory course progress in writing and arrange an appointment for an academic counseling session to be held within two weeks of that determination. During the academic counseling session the Director of Studies or Student Services and the student will determine what additional support will be provided to the student. This may include;
- Advising the student on the suitability of the course in which they are enrolled,
- Assessing the individual learning contract to address any specific needs,
- Provision of additional classes or lessons,
- Allowing the student to redo an assessment tasks,
- Re-assessment of the task by another qualified assessor,
- Negotiating extended deadlines for assessment tasks,
- Arranging alternative assessment tasks and projects according to the needs of the student, and/or
- Arranging appropriate support services or counseling to assist a student
Advising the student that unsatisfactory course progress in two consecutive study periods for a course could lead to;
- An international student being reported to DIBP and cancellation of his or her visa (depending on the outcome of any appeals process)
- A domestic student having their enrolment being terminated
These or other appropriate intervention strategies are pro-actively applied and an action plan negotiated with the student to ensure deadlines and criteria for satisfactory completion are understood and agreed. Course progress will be monitored and reviewed through either special mechanisms identified in the action plan or through the standard processes as outlined above.
A record of the academic counseling session and any additional support to be provided will be documented and placed on the student’s file. Outcomes of the academic counseling session will be reported at staff meetings.
3.2 Continuing failure to meet course progress requirements
If after an intervention strategy has been put in place, a student fails to meet the course progress requirements in a second consecutive term of study, the Director of Studies will advise, in writing that AVLC:
- Intends to report the international student to DIBP for unsatisfactory progress, or
- Intends to terminate their enrolment of a domestic student
This written notice will inform the student that they have a right to appeal the decision within 20 working days using the AVLC’s Complaints and Appeals Policy and Procedure. During the period for lodging an appeal and, if the student lodges an appeal, during the period the appeal is being considered, the student has a right to continue their studies in the course.
Where the student has chosen not to access the appeals processes within the 20 working day period, or the students’ appeal was unsuccessful AVLC will for:
- An international student, notify the Secretary of DET through PRISMS within 10 working days of the student not achieving satisfactory course progress. DIPB will, in all but exceptional circumstances, cancel the student’s visa and the students enrolment at AVLC will be terminated, or
- A domestic student, their enrolment will be formally terminated.
Completion within expected duration
All students are expected to complete their course within the expected duration.
Teachers monitor the progress of each student to ensure that they are in a position to complete their course within the expected course duration.
Teachers will report any student ‘at risk’ of not completing their course in the expected duration to the Director of Studies or Student Services.
The Director of Studies will also review the records of each Current Student during each term of study and make an assessment of whether the student is in a position to complete their course in the expected duration.
Where a student is assessed as being in a position where they may not complete their course in the expected duration, the Director of Studies will deem that student as being “at risk” and arrange an appointment for an academic counseling session to be held as specified above at Section 3.1.
Compassionate and Compelling Circumstances
In order for a student to establish compassionate and compelling circumstances they must provide proof of these circumstances. The evidence will be reviewed and a decision made at the discretion of AVLC.
Compassionate or compelling circumstances are generally those beyond the control of the student, when they have an impact on the student’s course progress or wellbeing. These could include:
- Serious medical condition or injury
- Bereavement of close family members such as parents or grandparents.
- Major political upheaval or natural disaster in the home country requiring their immediate travel
A traumatic experience which could include but is not limited to:
- Involvement in or witnessing of an accident or
- A crime committed against the student or
- The student has been a witness to a crime and this has impacted on the student.
- Where AVLC has been unable to offer a pre-requisite unit
- Inability to begin studying on the course commencement date due to delay in receiving a student visa
- Where a student fails occasional units throughout the course, but has not done so poorly as to be picked up by the Course progress policy
International students may also defer or suspend their studies for other reasons; however, the student will be required to provide compelling documentary evidence to support their request.
Guidelines for Compassionate and Compelling Circumstances
Medical certificates provided as evidence must:
- Be issued by a registered doctor
- State that the student has a ‘medical condition and is unfit for class’
- State the length of time the student will be unfit for class
- Include the doctor’s contact details
- Death certificates provided as evidence must be certified and translated into English.
- Evidence of a major political upheaval or natural disaster must be within reasonable proximity to the students’ family and will be investigated by the Institute.
- Evidence of a traumatic experience must include a police report or psychologists’ report/letter or a report/letter issued by a suitably qualified professional.
The psychologist report/letter must:
- Be issued by a registered psychologist
- Include the psychologist’s contact details
Fees and Refunds
All refunds are subject to the refund policy and the administration fee for students, which will be deducted from the refund.
Applications for refunds will be in writing and processed as follows:
- Payment requisition details will be issued for CEO’s approval
- A refund will be issued when approved
- Details will be entered on student file and data management software
- Details will be entered into Financial Management software
- A signed cheque/electronic / bank draft refund will be raised for dispatch
- Refund will be dispatched as per instructions
Student deposits, fees and any refunds are recorded into the financial management software. Student deposits are held in a separate trust account and are not released as income until the student commences study.
AVLC course fees cover all tuition costs excluding learning handouts, use of products, tools and equipment.
Current AVLC Fees
International Student Fees
|Course||CRICOS Code||Total Course Fee||Duration|
|FNS40615 Certificate IV in Accounting||087910J||$12,550||52 weeks|
|FNS50215 Diploma of Accounting||087995K||$12,550||52 weeks|
|FNS60215 Advanced Diploma of Accounting||087994M||$24,950||104 weeks|
|BSB40215 Certificate IV in Business||086973B||$12,400||52 weeks|
|BSB50215 Diploma of Business||087257M||$12,400||52 weeks|
|BSB60215 Advanced Diploma of Business||087522K||$20,650||104 weeks|
|Leadership & Management Courses|
|BSB51915 Diploma of Leadership & Management||087908C||$18,400||78 weeks|
|BSB61015 Advanced Diploma of Leadership & Management||087909B||$20,650||104 weeks|
|Social Media Marketing|
|10118NAT Diploma of Social Media Marketing||095297C||$14,000||52 weeks|
|Application Fee (also known as Enrolment Fee)||$150|
|Change of CoE details||$20.00 per CoE|
|Course Material Fees for all Accounting Qualifications per year||$350|
|Course Material Fees for all Leadership & Management Qualifications||$200|
|Course Material Fees for all Business Qualifications||$200|
|Course Material Fees for Diploma of Social Media Marketing||$600|
|Interim academic transcript||No Charge|
|Interim attendance letter||No Charge|
|Overdue tuition fee – 10 working days||$400|
|Overdue tuition fee – 5 working days||$200|
|Re-Assessment of unit||$100|
|Refund processing fee||No Charge|
|Re-issue of final documents||No Charge|
|Re-issue of Learning and Assessment Materials||No Charge|
|Re-issue of Photo ID Card||$25|
|Release Letter||No Charge|
|Re-sit single whole subject||$250|
|Re-Submission of unit (within 10 days of unit completion)||No Charge|
|RPL fee per unit||$125|
|Student Letter by request||No Charge|
A mandatory $150 application fee applies before enrolment for all courses and this fee is non-refundable.
All students at AVLC make fee payments in advance on a term by term basis.
At the time of enrolment students are required to pay the following fees: Application fee (also referred to as the enrolment fee), course materials fee, OSHC fee and the first term of tuition fee. From this point students will receive written notice of their next fee due date four weeks before the completion of the existing term.
If the tuition fee is not paid on time then a late payment fees will apply as follows:
- 5 working days overdue $200
- 10 working days overdue $400
Should fees remain overdue for more than 14 days AVLC will inform the student of their intention to report them for non-payment of fees to DIBP via PRISMS.
Whilst student fees are outstanding students will not be permitted to attend their scheduled class until such time as the outstanding fees have been paid.
The payment of all fees and charges is receipted and dated at the time of payment. Records of fees receipted and dated are maintained and secured for two years after the student ceases to be a student and is kept within the financial management system software for up to five years as required by taxation legislation.
Fees Refund Policy
In the unlikely event of default by AVLC, such situations are covered by the provisions of the ESOS Act 2000 and the ESOS Regulations 2001.
In the circumstances of provider default where the refund option is chosen by the student, AVLC must refund the student all course fees. Refund will be paid to students within 14 days of the default day.
Situations where a provider default may occur include:
- The course does not start of the agreed starting date which is notified in the Letter of Offer
- The course stops being provided after it starts and before it is completed
- The course is not provided fully to the student because AVLC has a sanction imposed by a government regulator
However, if the student agrees to accept an alternative (replacement) course or part of a course, to be provided to the student at the college’s expenses, then the college is relieved of its liability to make the payment. The student must advise AVLC in writing whether they agree to the alternative arrangement.
After course commencement students who discontinue will not be entitled to any refund. Every effort will be made to negotiate the transfer of training in the event of a student’s prolonged illness or personal hardship. However, no consideration can be given to extended absences for any other reason.
The tuition fees will be refunded only under the following circumstances as shown in the table below:
|Enrolment Fee||Non refundable|
|Visa refused prior to course commencement||Full refund|
|Withdrawal at least 10 weeks prior to agreed start date||90% refund|
|Withdrawal at least 5 weeks prior to agreed start date||70% refund|
|Withdrawal less than 4 weeks prior to agreed start date||No refund|
|Withdrawal after the agreed start date||No refund|
|Visa cancelled due to actions of the student||No refund|
|Visa extension is refused||Return of unused tuition fees|
|Withdrawal from study - current students||Refund of unused tuition fees (of the following term/s) (Notification of Withdrawal form must be received 4 weeks prior to term commencement by Student Administration)|
|Compulsory Health Insurance|
(Student Visa holders only)
|Refer to OSHC provider|
|Airport Pick-up||Full Refund if service cancelled prior to flight arrival|
Tuition fees will be not refunded under the following circumstances:
- Student whose enrolment is terminated for failure to comply AVLC’s policies and procedures and the requirements of their Student Visa by DIBP.
- Student cancels the enrolment less than four weeks prior the course commencement date.
- Does not commence (i.e. Does not arrive, or has not arranged with us for a later start because of health or compassionate reason)
Requests for refund should be made in writing to the CEO with documented evidence of the reason for withdrawal. Eligible refunds will be refunded within 28 day of receipt of the claim. The $150 enrolment fee is not refundable.
All refunds will include a statement explaining how the refund amount was calculated.
Refund will only be given to the person who paid the tuition fees. For example, if the tuition fee was paid by an agent or parents, the money will only be refunded to either the agent or parents.
This refund policy does not remove students’ rights to take further action under the Australian Consumer Protection Laws.
Withdrawal from commenced course
In the event the student intend to transfer their study to another provider or terminate their study. One month notice in writing is required before the commencement date of the next term. If less than one month notice is given, the student or an agent or parents have the obligation to pay the following term’s fees according to the instalment indicated on the offer letter.
Student will fill out the course withdrawal form to notify college the cessation of study. The form is available from reception at each campus upon request.
Payment of Fees while on any type of leave
Payment of fees are still due if the student has a current COE on PRISMS and is currently taking up an enrolment within AVLC. Fees must be paid in full before leave is granted.