Pre-enrolment policy and procedure


1.         Enrolments

At AIMS Institute of Training and Technology, we endeavour to present information about our courses, support services, fees and charges clearly and in an easy-to-understand format to enable prospective learners and clients to make informed decisions about their training and assessment options and pathways.

1.1.        General Enrolment Principles

In accordance with Clauses 5.1 to 5.3 of the Standards for RTOs 2015, we will strive to identify a learner’s needs during the enrolment process, taking into account their existing skills and competencies to ensure that our services to each individual learner can be appropriately adjusted to allow for their unique requirements.

To achieve this, we will be guided by the following:

  • Ensure our marketing materials and our pre-enrolment information is clear and easy to understand.
  • Provide prospective learners and clients with accurate and ethical marketing and pre-enrolment information.
  • Inform the learner of the following:

Course Brochure

  • The course code and title, as published on the National Register of VET
  • The requirements for acceptance into a course, including the core skills requirements;
  • The course content and duration;
  • The modes of delivery available and location;
  • The assessment methods;
  • Information on any relevant work placements (if applicable);
  • Information on credit transfers and recognition of prior learning processes available;
  • Any special requirements or resources required for the course;
  • The occupational outcomes produced by the relevant course;
  • Campus locations and a general description of the facilities, equipment and learning resources available to the learners;
  • Details of any arrangements with a third-party to provide the course, or part of the course (if applicable); and
  • Total fees and charges.

Student Handbook

  • The Student Code of Conduct;
  • Our obligations and responsibilities to the learner,
  • The learner’s rights and obligations;
  • Privacy information;
  • Fees and refund policy and procedure;
  • Continuous improvement processes;
  • Our complaints and appeals policy and procedure;
  • Academic integrity matters;
  • Information on assessments, credit transfer and recognition of prior learning;
  • Monitoring and tracking of course completion;
  • Intervention strategies; and
  • Information about the grounds on which the learner’s enrolment may be transferred, deferred, suspended or cancelled.

– Determine if the learner has any need for reasonable adjustments and ensure that there are no unnecessary barriers for the learners to participate in the training program at the point of enrolment (where possible). If there are any reasonable adjustments to be made, this is to be recorded on the student’s file on Student Management System and in the student’s Training Plan.

– Provide comprehensive administrative support that enables the learner to complete the enrolment process efficiently.

– Where we are not able to provide the required course or services to the learner, we are to direct them to the Australian Government’s MySkills platform:

1.2.        Changes

In accordance with Clause 5.4 of the Standards for RTOs 2015, where there is a change to the agreed services to be provided, policies relating to the learner’s rights and the payment of fees and charges, or to the conditions of a learner’s enrolment at any time, AIMS Institute of Training and Technology is to inform current learners prior to any of these changes coming into effect. This includes changes to any third-party arrangements or the ownership of AIMS Institute of Training and Technology.

It is a policy of AIMS Institute of Training and Technology to inform current learners of the changes at least 7-days prior to the changes coming into effect.

The information notice should include:

  • What has prompted the change and why;
  • How it affects them and the benefits of the change;
  • When it will come into effect; and
  • Any opt-out options (if applicable).

We will also endeavour to publish a newsletter with updates and performance information relevant to our RTO on a quarterly basis.

1.3.        Enrolment Procedure

  1. Initial contact – when a prospective learner initially contacts us, we should establish their training requirements. Establishing the needs of prospective learners or clients is important to ensure that they enrol in programs that meet their career goals and are able to make an informed decision on their training needs.

We should always endeavour to answer all of their questions completely and accurately – from questions about the course, to the support services available, to the fees and charges applicable. Be active in providing solutions and build a positive and professional relationship from the first contact.

You may be required to help the student complete a JobOutlook career quiz: to help them ascertain whether our training program would align with their career goals.

Where a prospective learner or client’s needs are aligned with one of our training programs, we are to request for them to provide us with their e-mail address and provide them with our enrolment pack (where appropriate):

The relevant course enquiry response template;

Course brochure; and

Student Handbook.

Where we are unable to offer them the training program of their choice, we should direct them to the Australian Government’s MySkills platform:

  1. Follow up  3 business days after sending out the enrolment pack to the prospective learner or client, we are to follow up with them to offer assistance and ask if they have any questions.
  2. Enrolment application – where prospective learner or client proceeds with enrolment, we are to first confirm that they have met the entry requirements. We are then to check that their application has been completed correctly and completely. If there is any information that requires clarification or confirmation, note them down in the Enrolment Interview Form and clarify them with the learner during the Enrolment Interview process.
  3. Student file created on Student Management System – when an application for enrolment is received, a student file is automatically created on Student Management System. We should update the Notes section at every stage of their enrolment, and every time we are in contact with the learner.
  4. Enrolment Interview – the Student & Administration Support Manager is to contact the learner to undertake an enrolment interview within 1 business day of receiving their application for enrolment. During the interview, the Student & Administration Support Manager is to listen out for any issues with listening and comprehension and with their speech and oral communication. They are to note down any detected deficiencies in these areas on the Enrolment Interview form. The Student & Administration Manager is also to find out more about the learner’s educational background. Has the learner completed a higher qualification in Australia previously? If yes, the learner will not be required to complete a Core Skills Indicator assessment as it is a reasonable assumption that the learner would have adequate core skills to undertake the training program as they have already completed a higher qualification. If not, the learner will need to be sent a Core Skills Indicator assessment to complete.
  5. Core Skills Indicator Assessment – learner who is required to complete a Core Skills Indicator assessment will be provided with a link to complete the activities online. They are to complete it within 2 business days. Once they have returned the completed assessment, the Trainer and Assessor for the training program is to assess their submission and provide feedback. Where we have identified the learner has minor deficiencies, the Trainer and Assessor is to develop a tailored support plan for the learner. Where major deficiencies are identified, the Trainer and Assessor is to explain to the learner that they do not have the requisite core skills required to undertake this training, and to refer them to an approved learning, literacy and numeracy specialist service provider. Refer to our Core Skills Support policy for more information and guidance on core skills matters.
  6. Verify USI – the learner’s USI is to be verified on the Australian Government’s USI platform: and once verified, the notes are to be entered into the student’s file on Student Management System.
  7. Credit Transfer – where the learner has informed us that they would like to apply for credits, we should send them the Credit Transfer Form to complete. Ask for them to return it to us with a certified copy of their AQF certification documents – i.e. their testamur and record of results, or their statement of attainment, or their authenticated VET transcript; which evidences that they have successfully attained the unit(s) of competency they are applying credits for. Advise them that if they do not return the form together with the certified copy of their supporting evidences, we will not be able approve of their request for credits. Refer to our Credit Transfer policy for more information on the credit transfer requirements and process.
  8. Recognition of Prior Learning – where a learner has expressed interest in applying for an RPL assessment, they are to be provided with the Recognition of Prior Learning Application Form and briefed about the process. Refer to our Recognition of Prior Learning policy for more information.
  9. Invoice fees – once we have ascertained that the learner meets all of the training program requirements and they have completed the enrolment process, the Accounts department is to issue an invoice for the applicable fees.
  10. Confirmation of Enrolment – once the learner has been formally accepted into the training program, the Student & Administration Support Manager is to generate the Confirmation of Enrolment document on Student Management System and issue it to the learner, together with their log-in information to the learning management platform and issue learning materials.
  11. Conduct induction and commence training – the learner will now undergo induction and commence their training program.

1.1.        Unique Student Identifier

Introduced and it came into effect from 1 January 2015.

1.1.1.       General USI Principles

Students undertaking nationally recognised training are to provide their USI to us. Should a student not have one, they are required to obtain one from the Australian Government’s USI website here.

AIMS Institute of Training and Technology is required to verify each student’s USI to confirm their validity prior to issuing any Qualification or Statement of Attainment documents. At AIMS Institute of Training and Technology, we verify the validity of a student’s USI during the enrolment stage, and once again before the Qualification or Statement of Attainment documents are issued.

1.1.2.        USI Verification Procedure

1. Collection – AIMS Institute of Training and Technology collects a student’s USI during the enrolment process, when the student submits their enrolment form. If a student is having trouble creating a USI, offer them assistance and walk them through the steps over the telephone. If it is an unfamiliar error, refer them to the USI Help Centre on the USI website.

2. Verification – when the Student & Administration Support personnel receives the student’s enrolment form, they are to review the information provided and confirm that a USI has been provided. If no USI is provided, the student is to be contacted to request for the USI to be provided to us. If a USI has been provided, the staff member is to verify that the information matches to that on the USI portal. In order to do so, the Student & Administration Support personnel is to go to, and log-in with AIMS Institute of Training and Technology‘s myGovID.

The following information will be required for the USI verification:

    • Student’s first name
    • Student’s surname
    • Student’s date of birth
    • Student’s USI

The USI portal generally returns a confirmation within several seconds as to whether the USI is valid, or whether the information entered is not matching.

3. Notes – if the USI portal verifies that the USI provided is correct, the Student & Administration personnel is to leave a note on the student’s file on Student Management System confirming that the USI has been verified. If the USI portal returns with an error advising that the information entered is not matching, it is advisable to check the information and try again a second time. Sometimes, the student may have entered their first name as Kate, however their first legal name is Katherine. The first name provided by the student must align with their first legal name as that would have been the name provided when they registered for their USI. If it is still returning an error, the Student & Administration personnel is to contact the student advising them of the error and requesting for them to provide us with the correct information. IMPORTANT: All information relating to a student’s USI must be kept secure. This includes the information stored within Student Management System and only authorised personnel will have access to this information.