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Policies
REFUND POLICY FOR INTERNATIONAL STUDENTS
1. POLICY
1.1 Refund of Tuition Fees
The Institute will make a full refund of tuition fees less administration costs incurred in the application and enrolment process if:
a. The student provides documentary evidence that his / her application for a visa has been unsuccessful
b. The student is unable to satisfy all the conditions specified in his / her letter of offer.
c. A notice of withdrawal due to special or exceptional circumstances of a compassionate nature is evaluated and accepted by the Institute
d. In cases of Provider default (Where the Institute defaults on its obligations as laid out in Part 3, Division 2, Section 27 of the ESOS Act).
This includes:
- Where the course does not start on the agreed starting day; or
- Where the course ceases to be provided at any time after it starts but before it is completed
- Where the course is not provided in full to the student because a sanction has been imposed on the Institute
NOTE: The refund will be made within 14 days of the default day
Standard refund rules for partial or full refunds
1.1.5 Specific Grounds that meet eligibility for a full refund : 100% refund less administration costs
1.1.6 Student applies for a refund more than 4 weeks before program commencement date : 100% refund
1.1.7 Student applies for a refund less then 4 weeks before program commencement date : 50% refund
1.1.8 Student applies for a refund within 4 weeks after program commencement date : 50% refund
1.1.9 Student applies for a refund more than 4 weeks after program commencement date, or visa cancelled : no refund
1.2 No Fee Refund
The Institute will not make any refunds in the following cases
a. If a student withdraws from a program or course after the fourth teaching week of any semester, The Institute will not refund any of the fees paid for that program or course for that semester.
b. Overseas Student Health Cover (OSHC) and application fees are non-refundable. Students must apply for an OSHC refund direct to Medibank Private.
c. Administration costs including enrolment fee, home stay booking fee and airport pick-up fee are not refundable under any circumstances.
d. Costs related to equipment or training material purchases are non-refundable once the student has collected the equipment or training materials
e. In cases of Student default (where students are in default of their obligations as laid out in Part 3, Division 2, Section 27 of the ESOS Act 2000). This includes:
- When the course starts on the agreed starting day, but the student does not start the course on that day and has not previously withdrawn; or
- The student withdraws from the course (either before or after the agreed starting day); or
- The registered provider of the course refuses to provide, or continue providing, the course to the student because of one or more of the following events_
- The student failed to pay an amount he / she was liable to pay the provider, directly or indirectly, in order to undertake the course
- The student breached a condition of his / her visa
- Misbehaviour by the student
2. PROCEDURE
2.1 Claiming Refunds
a. Students wishing to claim a refund must fill in an Application for Refund of Fees form
b. The form must be forwarded to Administration and Finance officer to verify and confirm refundable amounts in accordance with this payment policy
c. The Administration and Finance officer must then forward the form to the CEO for final approval of refund
2.2 Payment of Refunds
The refund will be paid:
a. The refund will be paid inn Australian dollars by cheque; and
b. The cheque will be sent to the applicant¡¯s registered address, or to another institution if requested in writing under the applicant¡¯s signature and supported by production of an offer letter.
c. No refund is payable if the student¡¯s visa is cancelled based on non-compliance due to the student¡¯s failure to meet the conditions and terms of the visa issued by DIAC to study in Australia. Refunds will only be processed once a student has returned to his/her home country and the Institute is satisfied that his/her visa has been withdrawn.
d. NOTE: The refund will be paid within 28 days of the receipt of the claim
RECOGNITION OF PRIOR LEARNING
1. BACKGROUND & POLICY STATEMENT
¡°RPL involves the assessment of previously unrecognized skills and knowledge an individual has achieved outside the formal education and training system. RPL assesses this unrecognized learning against the requirements of a qualification, in respect of both entry requirements and outcomes to be achieved. By removing the need for duplication of learning, RPL encourages an individual to continue upgrading their skills and knowledge through structured education and training towards formal qualifications and improved employment outcomes.¡± (Australian Qualifications Framework Advisory Board, 2004)
Menzies Institute of Technology recognizes and accepts any Australian Qualifications Framework qualifications and Statements of Attainment that are issued by other Registered Training Organizations (RTO¡¯s). Credit will therefore be given for modules or units of competency for which an original official Certificate or Statement of Attainment is produced.
The Institute will ensure that Recognition of Prior Learning is available and offered to all applicants on provision of verification at the beginning of a course. Students cannot apply for RPL at the end of a course. The process of applying is structured to minimise the time and cost to applicants; and provides adequate information and support to enable applicants to gather reliable evidence to support their claim for recognition of competencies currently held, regardless of how, when or where the learning occurred
2. PROCEDURE
Students who feel they have completed appropriate training or have through prior learning and experience gained the required skills / competencies stipulated for the units of the course will be granted credit upon substantiation of that claim. Students cannot gain more than 50% RPL from any one course of study.
Applications for RPL must be submitted to the Institute a minimum of four weeks prior to course commencement.
2.1 Provision of Evidence
Applicants are required to provide valid, current, relevant, and verifiable evidence to substantiate the claim for RPL which in many cases is a collection or portfolio of evidence including:
- documentation such as work references, duty statements from previously held jobs, certificates and transcripts
- interview with staff qualified to assess units of competence
- practical demonstration in area of competence/ skills test
- proof of past projects demonstrating competency
- Logbooks and Case Studies
- self assessment
Applicants are required to submit all evidence along with a signed Application for RLP / Credit Form (MFS07), to the Course Coordinator
2.2 Interview & assessment
The Course Coordinator may then undertake to interview the applicant (if not already done so) to further assess the level of competency. If need be, the interview may include further practical demonstration of relevant skills within the unit of competency, and any or all forms of assessment contained in the training and assessment plan for the unit of competency. In certain cases, where the Course Coordinator is not an authority on the unit of competence for which RPL is being sought, he may appoint any internal or external trainer / assessor who is an authority in the given area. Any interview notes and assessment results should be kept along with the MFS07 Form and any relevant documentary evidence into the RPL file.
2.3 Verification of evidence
Where deemed necessary, the Course Coordinator may undertake to verify evidence presented, for example by checking with former work references on the type of work carried out in previous jobs.
2.4 Granting Recognition of Prior Learning
If the Course Coordinator is duly satisfied that the applicant qualifies for Recognition of Prior Learning of Credit in any unit of competence, he will fill in a Award of RPL / Credit form (MFT08). He should pass this form onto the CEO for final approval before the RPL is granted to the applicant.
2.5 Recording Recognition of Prior Learning
- Once RPL has been granted and final approval given by the CEO, all documentation relating to the RPL (evidence, interview notes and relevant forms) must be kept in a central RPL file.
- A copy of the Award for RPL / Credit Form (MFT08) must be kept in the applicants student file.
- A record must also be made in Wise Net (Student Management system) reflecting competency based on RPL / Credit for the given unit or units for which RPL has been granted.
2.6 Unsuccessful applications for RPL
If an applicant is unsuccessful in his / her application for RPL, the student can appeal the decision through the institutes Complaints and Appeals processes (MITP07)
APPLICATION PROCESS
1. APPLICATION AND ENROLLMENT PROCESS
The application and enrollment process involves the following steps:
1.1 Enquiry the prospective student makes an enquiry directly to the Institute or through one of the Institute¡¯s nominated education agents
1.2 The Institute or its nominated education agent supplies the prospective student with the following information:
- Detailed and up to date information on the course of interest, including course content, duration of study, commencement dates and qualifications awarded upon successful completion
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Indicative course-related fees including advice on potential for fees to change during the students course
- The requirements for acceptance into a course including the minimum level of English language proficiency and academic requirements
- Payment and refund policies
- Campus locations and general description of facilities
- Deferral, suspension and cancellation policies
- Referral to the ESOS framework made available electronically by DEST
- Indicative costs of living in Australia and accommodation options
- Details on any collaborations with other training providers to provide whole or part of the course
1.3 Application The prospective students completes and signs the Institute¡¯s application form and provides originals or certified copies of the following documentation:
- Proof of English Language proficiency as stated in 1.1
- Academic qualifications as stated in 1.1
- Passport
- Appropriate study visa (for onshore international students)
- Proof of health cover (for onshore international students)
1.4 Letter of Offer and Agreement form:
Upon receipt of a completed application form and all the required relevant documentation, the Institute¡¯s officer dealing with the application will issue a Letter of Offer (Form No MFA01) and an International Students Acceptance Agreement form (Form No MFAS02) to the prospective student
1.5 Confirmation of Enrolment
The Institute will confirm enrolment of the prospective student when all the following conditions have been met:
- The student accepts the offer, and returns the signed International Students Acceptance Agreement form to the Institute
- The student has paid the minimum balance payable as indicated on the Letter of Offer, and the Institute has confirmed receipt of this amount directly into the Institute¡¯s bank account
Upon fulfillment of the above conditions, the Institute shall issue an
electronic Confirmation of Enrolment (eCOE) through PRISMS, which is
the official document confirming the student¡¯s enrolment into the Institute
for the nominated course of study
2. USE OF EDUCATION AGENTS
The entry requirements as well as the Application and Enrolment process remain the same whether a student is recruited directly by the Institute or through a nominated Education agent Ref MITP12 ? Use of Education Agents for more information
ACCESS & EQUITY
MENZIES INSTITUTE OF TECHNOLOGY is committed to the principle of access
and equity in vocational education and training with the goal of improving
the knowledge, skills and quality of life for Australians, having regard
to the particular needs of disadvantaged groups. Staffs are responsible
for ensuring that they understand and comply with the Access & Equity
policy and behave in a courteous and sensitive manner when dealing with
other staff, students and clients.
Students are responsible for behaving in a courteous and sensitive manner
when dealing with 14 other students, staff and clients. We all have a
right to work and study in an environment free from harassment, discrimination
or threatening behaviour.
This right is accompanied by our responsibility to respect the rights
of others and respect differences and diversity.
1. USE OF PERSONAL INFORMATION
Personal information provided to MENZIES INSTITUTE OF TECHNOLOGY may be
made available to Commonwealth and State agencies and the Fund Manager
of the ESOS Assurance Fund, pursuant to obligations under the ESOS Act
2000 and the National Code; and where MENZIES INSTITUTE OF TECHNOLOGY
is required, under s19 of the ESOS Act 2000, to tell DIMIA about certain
changes to the student¡¯s enrolment; and any breach by the student of a
student visa condition relating to attendance or satisfactory academic
performance.
2. ATTENDANCE MONITORING AND REPORTING
2.1. Policy Statement
The Institute will adopt a proactive approach in monitoring attendance and notifying and counseling students who are at risk of failing to meet the accepted attendance requirements. Students who persist in failing to meet attendance requirements, even after attempts by the Institute to notify and counsel them, shall be reported to DEST and DIAC in accordance to section 19 or the ESOS Act
2.2. Procedures
a. Attendance Requirements
Overseas students studying in Australia are required to meet 80% attendance requirements of the courses into which they are enrolled
Under section 11.8 of the National Code 2007, the Institute may decide to
not to report a breach of the 80% attendance requirement as long as the student in question is attending at least 70% of the scheduled course contact hours for the course in which he /she is enrolled AND the student records clearly indicate that the student is maintaining satisfactory course progress.
No student must be absent for more than 5 consecutive days without providing a reason in writing to the Institute (in cases of medical reasons for absence, a doctors note should be provided)
b. Monitoring Attendance
The Institute records the attendance of each student for the scheduled course contact hours on the Class Attendance Record Sheet. The form is filled in by each trainer for each class that the trainer conducts.
By the end of each week, each trainer submits their Class Attendance Record Sheets to the Coordinator for entry into the main student attendance record database.
The Coordinator shall maintain the overall student attendance record, and once every fortnight post student attendance records on the student notice board.
Students are free to request to see a detailed breakdown of their attendance record.
c. Notifying and Counseling students
Students will be able to view their attendance record via the student notice board which will be updated once a fortnight
Students are also fee to request to see a detailed breakdown of their attendance record.
Students who are at risk of failing to meet their attendance requirements (below 70% or absent for 5 or more consecutive days without notification to the Institute) will receive a written notification from the Institute to caution them of their failure to maintain the required attendance level. The Institute will also make an effort to counsel the student in regards to his / her attendance record. Written notifications to students and notes on any counseling session with the student must be kept in the student file.
Students who persist on failing to meet the attendance requirement even after receiving notification and counseling from the Institute, shall receive a final warning letter from the institute. The warning letter shall inform the student of the Institute¡¯s intention to report the student to DEST and DIAC.
The letter will also notify the student that he / she will have 20 days from the date of issue of the final warning letter to appeal the Institute¡¯s decision to report the breach of attendance to DEST and DIAC through the Institute¡¯s complaint¡¯s and appeals process (ref Policy No MIT03 ? Complaints and Appeals)
d. Reporting Breach of Attendance
Should a student who has received a final warning letter from the Institute, fail to launch an appeal within the required time of 20 days of issue of the warning, the Institute will notify the Secretary of DEST through PRISMS that the student is not achieving satisfactory attendance.
ABSENCES
Students, who miss a major portion of class time whether by arriving late
or early, will be marked absent for the entire lesson.
RELEVANT LEGISLATION AND DOCUMENTS
Copies of the following legislation and documents are available to students
upon request:
CODE OF CONDUCT
Policy Statement
All students enrolled in programs or using the services of the Institute are required to maintain appropriate standards of behavior at all times. Where behavior is deemed to be improper or inappropriate as outlined below, The Institute will take action in accordance to MITP06 Disciplinary Policy and Procedure
1. IMPROPER OR INAPPROPRIATE BEHAVIOR / MISBEHAVIOR
Improper or inappropriate behavior or misbehavior includes but is not restricted to:
a. Being on any of the Institute¡¯s premises and consuming or having consumed alcohol
b. Persistent disruptive behavior; by arriving late for classes and / or persistently using mobile phones or moving in and out of classes during normal class times
c. Verbally abusive or hostile behavior affecting fellow students and staff of The Institute
d. Smoking or the use of prohibited or illegal substances at any of the Institute¡¯s premises;
e. Deliberate misuse of the Institute¡¯s property and equipment
f. Any behavior that is in any way discriminatory
g. Theft from staff or students at The Institute;
h. Slander or harassment (whether verbal, sexual or otherwise) of staff or other students;
i. Arson of The Institute¡¯s property;
j. Willful or malicious damage to The Institute¡¯s property or equipment.
2. SERIOUS MISCONDUCT
a. Serious misconduct is deemed to be behavior that is illegal, willful or premeditated, including:
- Carriage, use or being in possession of a prescribed or regulated weapon or dangerous article while on The Institute¡¯s premises;
- Physical assault on a member of general or teaching staff, other students or members of the public or behavior which is perceived to be threatening;.
b. This behavior can result in immediate suspension pending investigation and may lead to expulsion.
c. Misconduct of a criminal nature will be reported to the appropriate authority.
3. ACADEMIC MISCONDUCT
4. CHEATING
For the purposes of this policy, cheating is defined as an act that violates guidelines for the preparation and submission of assignments and exams to obtain or attempt to obtain credit for academic work through fraudulent and deceptive means.
Cheating includes but is not limited to:
a. Submitting another person¡¯s work as ones own work
b. Permitting another student to copy one¡¯s work
c. Allowing another student to submit your work, in part or in whole, as his or her own
d. Submitting work (same or substantially similar) that has been previously submitted in another course or at another time
e. Receiving or giving during an examination or an assignment, any unauthorized assistance
f. Collaboration in the preparation of an assignment unless specifically permitted or required by the trainer
g. Looking at or attempting to look at another student¡¯s paper during a test or exam
h. Communicating with another student during the examination regarding its content
i. Possession or use of unauthorized materials ¡°cheat notes¡±
5. PLAGIARISM
Plagiarism is any act to steal or pass off (the ideas or words of another) as one¡¯s own, use (another¡¯s production) without crediting the source, and commit literary theft, present as new and original an idea or product derived from an existing source.
It is the responsibility of the student who is submitting the work, to ensure that the work is in fact, his or her own work. Incorporating another¡¯s work or ideas into one¡¯s own work without appropriate acknowledgement is an academic offence.
Plagiarism includes but is not limited to:
a. Presentation of work, ideas, statements or words of another as one¡¯s own
b. Paraphrasing without acknowledging the source through a footnote, appropriate means of citation, and authorship
c. Direct quotation of any source material without proper citation
d. Submitting papers written by another person
e. Offering false, fabricated or fictitious sources for papers, reports and other reference material
f. Includes the submission of work, in part or in whole, completed by another
6. DISCIPLINE PROCEDURE
The Discipline process is outlined in MITP06 Discipline Policy and Procedure
7. COMPLAINTS AND APPEALS
The Complaints and Appeals process is outlined in MITP07 Complaints and Appeals Policy and Procedure
DEFERRAL, SUSPENSION AND CANCELLATION
1. PURPOSE
Student enrolment can be deferred, suspended or cancelled in limited circumstances by The Menzies Institute of Technology or by the student. When deferral, suspension or cancellation of enrolment is initiated by the Institute, students have the right to appeal the decision.
2. PROCEDURE
Guidelines for International Students
Deferral, Suspension or Cancellation may be initiated by either the student or by the Institute.
(1) Deferral, Suspension or Cancellation initiated by the Institute
a. The Institute may defer commencement of a course when a course is not offered.
b. The Institute may suspend a student enrolment in the following instances:
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Student misbehaviour as outlined in MITP04 Student code of Conduct
- Intervention strategy for unsatisfactory course progress.
c. The Institute may cancel a student enrolment in the following instances:
- When a student demonstrates serious misconduct as outlined in MITP04 Student code of Conduct
- Erratic course progress, for example, consistent unsatisfactory course progress in non-consecutive semesters or continuous absence from scheduled course hours
- Non payment of outstanding fees.
d. In cases where suspension or cancellation of the student¡¯s enrolment is initiated by the Institute, students will be notified and given 20 working days to access the Institute¡¯s internal complaints and appeals process (MITP07 Student Complaints and Appeals Procedure).
- The change in enrolment status will not be reported to DEST until the internal appeals process is completed.
- Once the deferral, suspension or cancellation is processed, the Institute will notify DEST via PRISMS.
(2) Student Initiated Deferral, Suspension or Cancellation
a. International students may defer commencement of a course or suspend or cancel their enrolment during their course in the following limited circumstances:
- On the grounds of compassionate or compelling circumstances (at the discretion of the Institute).
- Unavailability of a course
- Student visa delay.
b. Students may request a deferral of the commencement of their course by completing a Deferral/Change of Preference Form and submitting it to an Admissions Officer prior to the course commencing. Once the deferral is processed the student will receive a Confirmation of Enrolment letter and have a new enrolment agreement written to reflect the new commencement.
c. Students who wish to suspend their enrolment must obtain written approval from the CEO
- An Course Suspension Form is to be completed and submitted to the Student Coordinator who will then pass it on to the CEO
- To obtain approval, students must submit the form a minimum of 14 days before the requested suspension date.
- Once the suspension is approved the student will receive a letter from the CEO, granting the suspension or cancellation.
d. Students who wish to cancel enrolment in their course must obtain written approval from the CEO
- Students must complete an AF 12 Course Withdrawal/Cancellation Form and submit it to the Student Coordinator.
- The form will then be passed on to the Finance Department for consideration.
- The form is then passed on to the CEO for final approval
- Once the cancellation is processed the student will receive a letter from the CEO approving the cancellation.
Once the deferral, suspension or cancellation is processed, the Institute will notify DEST via PRISMS.
(3) Additional Guidelines
a. If an international student¡¯s enrolment is temporarily suspended for a period of 28 days or longer, the student must return home (unless special circumstances exist).
b. International students can temporarily suspend enrolment for a maximum period of six months.
c. Deferral, suspension or cancellation of enrolment may affect the student¡¯s visa.
d. If an international student¡¯s enrolment is suspended for more than six months, the student¡¯s visa may be cancelled by DIAC.
e. Upon deferral, suspension or cancellation the course the fees, which are scheduled in the student's contract, remain due on the scheduled dates.
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