VET Student Loans Student Information Handbook - equitation science international
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VET Student Loans Student Information Handbook Issued: 01/2019.v3
Contents What is the VET Student Loans program? .............................................................. 4 Are you eligible for a VET Student Loan? ............................................................... 4 How do you apply for a VET Student Loan? ............................................................ 5 Students under the age of 18 ........................................................................... 6 Tax file number requirements........................................................................... 6 What is the ‘Census Day’? .................................................................................. 7 How do I confirm my continued engagement and participation in my course? ........... 8 Keeping Track of Your Vet Student Loan ............................................................. 9 Your Commonwealth Higher Education Student Support Number (CHESSN).............. 9 Fee notices ................................................................................................... 9 Your Commonwealth Assistance Notice (CAN) ....................................................10 VSL Course Caps Indexed Amounts ..................................................................10 How Student Loans work ...................................................................................11 FEE-HELP limit .................................................................................................12 FEE-HELP balance .........................................................................................12 Policies and Procedures - VET Students Loans .......................................................13 Fairness, Equal Benefits and Opportunity .............................................................14 Policy and Procedure ........................................................................................14 Student Selection ..........................................................................................14 Student Eligibility Requirements for VSL Students ...............................................15 How to make a complaint of discrimination or unfair treatment .............................16 VET Student Loan Pre-Enrolment Process .............................................................18 Academic Suitability and Entry Requirements .....................................................18 Checklist of information to be provided to students prior to enrolment.......................22 VET Student Loan Enrolment Process...................................................................24 Student Grievance Resolution and Review ............................................................25 VET Student Loan Personal Information Privacy .....................................................28 VET Student Loan Tuition Costs and Census Days ..................................................31 Fee Periods & Census days for Equitation Science International ................................33 VSL Tuition Fee Refunds & Withdrawals ...............................................................38 VET Student Loan - Student Review Procedures.....................................................41 Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915 Tele: 0477 000 145 | Website: www.esi-education.com 2|Page Issued: 10/2018.v1; 01/2019.v3
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915 Tele: 0477 000 145 | Website: www.esi-education.com 3|Page Issued: 10/2018.v1; 01/2019.v3
What is the VET Student Loans program?
The VET Student Loans program is an Australian Government loan program that helps
eligible students enrolled in approved courses at diploma level or above, at approved
course providers pay their tuition fees. The loan has income-contingent repayment
arrangements, which means you only need to make repayments if you are earning above
the minimum repayment threshold. You can make voluntary repayments at any time.
If you are an eligible student, the Department of Education and Training (the department)
may approve your VET Student Loan for an approved course. The department will pay
your loan directly to your approved course provider. You will be responsible for any gap
amount in the tuition fees, which are not covered by the loan. You will owe a debt to the
Australian Government for the loan, which will be managed by the Australian Taxation
Office (ATO).
Are you eligible for a VET Student Loan?
To receive a VET Student Loan, you must:
1. be an eligible student
2. be studying an approved course
3. be studying with an approved course provider
4. apply to the government using the approved form, which will be managed
through your provider
5. confirm your engagement and progression to continue to access the loan
throughout your course.
To be an eligible student, you must meet ALL of these criteria – further detailed below.
You are:
- an Australian citizen, or
- a qualifying New Zealand citizen*, or
- a permanent humanitarian visa holder, who is usually resident in Australia.
• Your FEE-HELP balance (the amount of your FEE-HELP limit you have left) is more
than $0. This means you have enough FEE-HELP limit remaining for your proposed
studies to be covered by the loan.
• You are enrolled with an approved course provider in an approved course and have
enrolled in accordance with the application requirements.
• You are studying the approved course primarily at a campus in Australia.
* A qualifying New Zealand citizen is a New Zealand citizen who meets all of the following:
• holds a special visa category, such as the New Zealand Special Category Visa (SCV);
• has been usually resident in Australia for at least 10 years;
• was a dependent child when he or she was first usually resident in Australia;
• has been in Australia for periods totalling 8 years during the previous 10 years; and
• has been in Australia for periods totalling 18 months during the previous 2 years.
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
Tele: 0477 000 145 | Website: www.esi-education.com 4|Page
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You have been assessed by your approved course provider as academically
suited to undertake the approved course on the basis of either:
- providing your Australian Year 12 Certificate; OR
- providing evidence of successful completion of an Australian Qualifications
Framework Certificate IV or higher qualification (where the language of
instruction is English); OR
- displaying competence at Exit Level 3 in the Australian Core Skills Framework in
both reading and numeracy through an approved Language, Literacy and
Numeracy test.
In addition, your approved course provider must reasonably believe you show
competence in completing the course.
• You meet the Tax File Number (TFN) requirements.
• You have a Unique Student Identifier (USI) or are otherwise exempt.
• You have given the required documents to your approved course provider and
submitted the loan application form by the first census day no less than two business
days after enrolling.
To be an approved course, your course must:
• be specified on the VET Student Loans (Courses and Loan Caps) Determination 2016
(the courses and loan caps determination): and
- for state-government subsidised students, lead to a qualification of diploma or
advanced diploma in the Australian Qualifications Framework
- for full fee-paying / fee for service students, lead to a qualification of diploma,
advanced diploma, graduate certificate or graduate diploma in the Australian
Qualifications Framework; and
• be provided by an approved course provider; and
• be delivered by an approved course provider or an entity registered with TEQSA
or a body approved by the department to deliver the course.
How do you apply for a VET Student Loan?
To apply for a VET Student Loan you must complete the Request for a VET Student
Loan electronic Commonwealth Assistance Form (eCAF) by the census day.
You must first enrol with your provider and indicate that you wish to access a VET
Student Loan. Your provider will then give the department your enrolment information,
including the nearest applicable census day, through the eCAF system.
You will then receive an email from the department allowing you to sign into the eCAF
system. Once you sign-in, you will need to verify the pre-populated information and
complete the mandatory fields. You must then wait at least two full business days after
you have enrolled in your studies before submitting the eCAF.
You must submit the eCAF on or before the first census day for which you would like the
loan to apply.
Once you submit your eCAF, you will receive an email confirming your loan approval and
providing you with a copy of your completed form. You should keep this form for your
records.
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
Tele: 0477 000 145 | Website: www.esi-education.com 5|Page
Issued: 10/2018.v1; 01/2019.v3
In exceptional circumstances, you may be permitted to use a paper loan request form
although prior approval is required. Your provider will advise you how to apply using this
form.
If you do not complete the eCAF, or other permitted form, by the required date for your
course, you will have to wait until the next part of your course /unit, next semester or
trimester to request a VET Student Loan for future study. Retrospective access to VET
Student Loans is not allowed under any circumstances.
Students under the age of 18
If you are under 18 years of age, a parent or guardian must complete and sign a
parental consent form. The completed parental consent form must be given to your
provider before you can be issued with an eCAF application form. The parental consent
form is not necessary if you have been assessed by Centrelink as meeting the
requirements for receiving the independent rate of Youth Allowance under part 2.11 of
the Social Security Act 1991. You will need to provide evidence of this assessment in the
form of your Centrelink Income Statement, which you can request by logging into
myGov and selecting your Centrelink online account. For more information, visit
www.humanservices.gov.au/customer/enablers/request-document-using-your-
centrelink-online-account.
Refer to: VSL Parental Consent Form on our website
Tax file number requirements
If you want to use a VET Student Loan to pay for your study, you must meet the TFN
requirements:
• you must have a valid TFN by the census day
• if you don’t have a TFN, you can obtain a Certificate of application for a TFN. This
certificate is available from the ATO after you have applied for a TFN. If you get a
Certificate of application for a TFN, you are required to upload it to your eCAF
before you submit. You may also provide (by uploading) a copy of the online
application summary and barcode receipt issued by Australia Post.
You must advise your provider as soon as you have received your TFN from the ATO.
Your provider will then ‘open up’ your eCAF to put it into ‘revision status’ for you to
update. You will then receive an email with a link to the eCAF where you can then enter
your TFN. Once you have done this, you must resubmit the revised eCAF. If you do not
provide your TFN, you will not be able to use a VET Student Loan for that study period.
You must keep your TFN secure.
Your TFN and personal information in your eCAF will be verified with the ATO at the time
your eCAF is submitted. If, by the unit’s census day, your information is not assessed as
correct/verified, your application will not be finalised and you will be ineligible for a VET
Student Loan.
Refer to: eCAF Fact Sheet on our website
VSL Student Fact Sheet tfn mismatch
The electronic Commonwealth Assistance Form (eCAF) is the online system for students
to request a VET student loan.
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
Tele: 0477 000 145 | Website: www.esi-education.com 6|Page
Issued: 10/2018.v1; 01/2019.v3What supporting documentation will I need to give to my approved course
provider?
As you are applying for a loan from the Australian Government, you are required to give
your approved course provider copies of all relevant documents to support your
application for a VET Student Loan and evidence of your eligibility.
Examples of the types of documentation may include (but not limited to):
• your birth certificate and/or your parent/s birth certificates
• current driver’s licence
• passport/s
• citizenship certificate
• visa documentation
• Australian Year 12 Certificate or Australian Qualifications Framework Certificate IV
or higher qualification (where the language of instruction is English).
As each individual’s circumstances are different, your approved course provider will
advise you what documentation you will need to provide so they can confirm your
eligibility for a VET Student Loan.
What is the ‘Census Day’?
The census day is a very important date for you to know about!
The census day for a course, or a part of a course (e.g. unit), is the last day you can:
• complete the eCAF to apply for a VET Student Loan for your course
• withdraw your enrolment without incurring a debt for the course or part of the
course.
Providers set census days within the rules set by the Australian Government. This date
may differ between individual courses and providers.
Every part of a course (unit or subject) has its own census day, so that you incur debts
as you progress through your course, and not for the whole course at the beginning.
Every course must have at least three census days spread reasonably evenly throughout
your course. Your provider is required by law to publish census days.
If you are unsure of your census days, check your provider’s website or contact them
directly to confirm the census day for each unit you enrol in and whether withdrawal is
limited to your provider’s business hours.
Your provider must send you a VET Student Loans fee notice before the census day so
that you have all the information you need to make your study and payment decisions.
Why have I received a ‘progressing with your VET Student Loan’ invitation
email?
From 1 July 2017, to continue to access a VET student loan, you must demonstrate to
the Department of Education and Training that you are a genuine student continuing
with your studies.
To demonstrate engagement and to continue to receive the loan, you must complete the
‘VET Student Loans— Confirming enrolment and continued course engagement and
participation form’ (the progression form) in the eCAF system at least twice each
calendar year for the duration of your course.
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
Tele: 0477 000 145 | Website: www.esi-education.com 7|Page
Issued: 10/2018.v1; 01/2019.v3The form asks if you intend to continue studying and accessing a VET student loan, and
contains a short survey. This student engagement and progression requirement process
is part of the increased protections for students accessing the VET Student Loans
program.
An invitation email with login details to the eCAF system will be sent to you requesting
that you indicate your study intent and complete a short survey.
Depending on the duration of your course and the length of time you take to complete
the course, you may be requested to complete this form more than once during the
length of your course.
If you do not complete the form and survey within the required time, you may be
ineligible to continue accessing VET Student Loans to pay for the remainder of your
course tuition fees.
What do I have to do?
Follow the instructions on the ‘progressing with your VET Student Loan’ invitation email
you have received:
• log in to eCAF through the link provided. You will need to login with your date of
birth and the PASSKEY provided in your invite email
• complete the survey questions and submit.
**You will have 14 days from the date you receive the invitation email to
complete and submit the progression form.**
If you do not complete and submit your progression form before the expiry date, you will
be ineligible to continue accessing VET Student Loans to pay for the remainder of your
course tuition fees. Please note that your provider may re-issue your progression form
on request. Depending on the duration of your course and the length of time you take to
complete the course, you may be requested to complete a progression form more than
once during the length of your course. If you do miss submitting one progression form in
the required period, be sure to complete the next progression you receive.
Please contact your provider if you have any queries or difficulties accessing/submitting
your progression form.
I have deleted my invitation email and I need it to complete my student
progression form.
Contact your provider to have your ‘progressing with your VET Student Loan’ invitation
email resent.
My passkey for completing my student progression form doesn’t work. What should I
do?
Check that you have copied and pasted the whole passkey into the login page field. The
passkey is case-sensitive. If you have any issues, please contact your provider.
How do I confirm my continued engagement and participation in
my course?
To continue accessing a VET Student Loan, you will have to confirm your continued
engagement and participation in your course by completing the Progression form. An
invitation email with login details to the eCAF system will be sent to you requesting that
you indicate your study intent and complete a short survey.
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
Tele: 0477 000 145 | Website: www.esi-education.com 8|Page
Issued: 10/2018.v1; 01/2019.v3Depending on the duration of your course and the length of time you take to complete
the course, you may be requested to complete this form multiple times during the length
of your course. If you do not complete the form and survey, you may be ineligible to
continue accessing VET Student Loans to pay for the remainder of your course tuition
fees.
What happens if I want to apply for a VET student loan, and the census day has
already passed?
You cannot access VET Student Loans for a past census day. You must submit your eCAF
on or before the first census day for which you wish the loan to apply.
Keeping Track of Your Vet Student Loan
More information about keeping track of your VET Student Loan is available at
www.studyassist.gov.au.
Your Commonwealth Higher Education Student Support Number
(CHESSN)
You will be allocated a CHESSN when you first apply for admission to your provider. Your
CHESSN is a unique identification number that stays with you for the whole of your
student life.
Your CHESSN helps providers and the Australian Government provide you with
information about any HELP loans you may have used. Your CHESSN is printed on your
Commonwealth Assistance Notice (CAN).
Fee notices
Your provider must send you a VET Student Loans fee notice for each fee period, for the
course(s) you are enrolled in for that fee period. This must be sent to your nominated
personal email or postal address at least 14 days before the census day. The fee notice
must detail a range of information including:
• the provider’s name and registration code
• your name, contact details and student identification number as issued by the
provider
• the cost of the unit/s you are enrolled in for that part of your course
• the census day(s) on which you will incur the debt
• your CHESSN
• the loan fee (if applicable).
You should note that your fee notice may include more than one unit, but your provider
is required to provide at least three fee notices across your course as your course must
include at least three census days. This will ensure your course fees are spread across
the course as you progress.
Your approved course provider must also send you a VET Student Loans Statement of
Covered Fees which will provide details of the total course fee and how much will be
covered by the loan amount.
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
Tele: 0477 000 145 | Website: www.esi-education.com 9|Page
Issued: 10/2018.v1; 01/2019.v3Your Commonwealth Assistance Notice (CAN)
If you are getting a VET Student Loan, your provider will send you a CAN, within 28 days
after the census day, for each study period that you are using the loan. Your CAN will
include information on:
• the tuition fees for your course
• the course for which you have received VET Student Loans
• any upfront payments you have made
• any VET Student Loan you have used for that study period.
Check your CAN carefully to make sure that the tuition fees listed on your CAN are the
same as those published on your provider’s website. If you notice any errors on your
CAN, you have 14 days from the date of the CAN to send your provider a written request
for correction (some providers may allow for a longer correction period).
VSL Course Caps Indexed Amounts
This section provides a guide to how indexation is applied to VET Student Loans course
and loan caps.
In summary, from 1 January each year, commencing 1 January 2018, VET Student
Loans course and loan caps are indexed by using the same indexation factor as applies
under Part 5-6 of the Higher Education Support Act 2003 (HESA).
For students, this will mean that upon obtaining a VET Student Loan, indexation will be
applied automatically to both new and continuing students in respect of units with
census dates after 1 January. The maximum amount students can borrow will increase to
the maximum amount that applies for their course for the current year, as noted in the
table below.
VET Student Loans (Courses and Loan Caps) Determination
2018 and 2019 amounts
2018 2019
($) ($)
Band 1 (Part 1, Schedule 1) ($5000) 5,075 5,171
Band 2 (Part 2, Schedule 1) ($10000) 10,150 10,342
Band 3 (Part 3, Schedule 1) ($15000) 15,225 15,514
Specific (Schedule 2) ($75000) 76,125 77,571
The formulae for calculating this indexation is available at
https://docs.education.gov.au/node/47741
Created 19 September 2018
Refer to: VET Student Loans (Courses and Loan Caps) Determination 2016
Part 3—Courses in loan cap band 3
Item Course code Course or qualification name
1 10070NAT Diploma of Equitation Science
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
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Issued: 10/2018.v1; 01/2019.v3How Student Loans work Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915 Tele: 0477 000 145 | Website: www.esi-education.com 11 | P a g e Issued: 10/2018.v1; 01/2019.v3
FEE-HELP limit There is a set maximum amount a person can borrow over their lifetime for VET Student Loans, VET FEE-HELP and FEE-HELP. This is known as the FEE-HELP limit [HESA s 104-20]. Students are able to access VET Student Loans to pay the amount of any tuition fees for a course up to the designated loan cap band, provided the amount does not exceed their FEE-HELP limit. The department publishes the FEE-HELP limit in the student information booklets and on the Study Assist website at www.studyassist.gov.au. As a person uses VET Student Loans, VET FEE-HELP or FEE-HELP to pay their tuition fees, the amount they may borrow in the future is reduced. Once a person has borrowed an amount equal to the FEE-HELP limit, they are no longer eligible for VET Student Loans, VET FEE-HELP or FEE-HELP to pay further tuition fees. This applies even if a person has partially or fully repaid their VET Student Loans, VET FEE-HELP or FEE-HELP debt. The FEE-HELP limit is indexed on 1 January each year. If a person has reached their FEE-HELP limit in a particular year and wishes to enrol in a subsequent or later years they will be able to access any balance remaining up to the FEE-HELP limit, subject to the remaining loan cap for their course. The FEE-HELP limit is a lifetime limit and is not ‘topped up’ by making repayments towards a debt. FEE-HELP balance A person’s FEE-HELP balance is the limit subtracting any VET Student Loans and other HELP loans (VET FEE HELP and FEE HELP loans) they have used. Loan fees and indexation of outstanding debts are not included in a person’s FEE-HELP balance. It is the provider’s responsibility to ensure a student’s entitlement to VET Student Loans, including confirming whether or not the student has accessed a VET student loan for parts of courses or units of study that may not have been reported at the time of enrolment. It is the responsibility of the provider to put in place enrolment procedures to check if a student is likely to exceed their FEE-HELP limit. Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915 Tele: 0477 000 145 | Website: www.esi-education.com 12 | P a g e Issued: 10/2018.v1; 01/2019.v3
Policies and Procedures - VET Students Loans As an approved VET provider, Equitation Science International must make publicly available its policies and procedures related to VET Student Loans. There is also a copy of these policies and procedures on www.esi-education.com Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915 Tele: 0477 000 145 | Website: www.esi-education.com 13 | P a g e Issued: 10/2018.v1; 01/2019.v3
Fairness, Equal Benefits and Opportunity
Policy and Procedure
Equitation Science International is committed to the principles and practices of equal
benefits and opportunity and ensures that it treats all students, potential students, staff
and visitors fairly and respectfully.
This section of the student information handbook outlines Equitation Science
International’s policy in relation to fair treatment, equal benefits and opportunity which
values diversity, respects differences and provides an environment that is safe, healthy,
positive, supportive and free from all forms of harassment, bullying and discrimination
and the procedure to follow if students wish to make a complaint regarding
discriminatory behaviour by another member of the college community.
Definitions:
For the purpose of this policy and procedure the following applies:
The Act/Rules: refers to the VET Student Loans Rules 2016 and VET Student Loans Act 2016
Student/s: all persons enrolled in a unit of study who are, or would be entitled to VET
Student Loans and is a genuine student in line with the VET Student Loans Rules 2016
and VET Student Loans Act 2016
Policy
Equitation Science International’s Fairness, Equal Benefits and Opportunity Policy
includes:
• ensuring that the principles and practices of fairness, equal benefits and
opportunity are promoted within the college community.
• establishing and maintaining a working and learning environment which is
consistent with the principles of justice, equity and the pursuit of excellence.
• providing guidelines and procedures for the resolution of complaints regarding
discriminatory behaviour or behaviour which is inconsistent with its equal
opportunity policy.
• specifically forbidding sexual harassment and discrimination against people on the
grounds of age, breastfeeding, carer status, disability/impairment, gender
identity, industrial activity, lawful sexual activity, marital status, parental status,
physical features, political belief or activity, pregnancy, race, religious belief or
activity, sex, sexual orientation, personal association with someone who has, or is
assumed to have, one of these personal characteristics.
• ensuring that the workplace is free from harassment, bullying, discrimination and
occupational violence.
Student Selection
• Equitation Science International has open, fair and transparent procedures, based
on merit for making decisions about:
- The selection, from among potential students; and
- The treatment of students.
• Potential students seeking to enrol in a VET unit of study with Equitation Science
International, regardless of their background, circumstances or eligibility for
funding will be assessed for entry to study through the same entry requirements
and through the same process.
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
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Issued: 10/2018.v1; 01/2019.v3Student Eligibility Requirements for VSL Students
An Equitation Science International student may access a VET Student Loan (VSL) if they
are:
- an Australian citizen, or
- a qualifying New Zealand citizen*, or
- a permanent humanitarian visa holder, who is usually resident in Australia.
• Your FEE-HELP balance (the amount of your FEE-HELP limit you have left)
is more than $0. This means you have enough FEE-HELP limit remaining
for your proposed studies to be covered by the loan.
• You are enrolled with an approved course provider in an approved course
and have enrolled in accordance with the application requirements.
• You are studying the approved course primarily at a campus in Australia.
* A qualifying New Zealand citizen is a New Zealand citizen who meets all of the following:
• holds a special visa category, such as the New Zealand Special Category Visa (SCV);
• has been usually resident in Australia for at least 10 years;
• was a dependent child when he or she was first usually resident in Australia;
• has been in Australia for periods totalling 8 years during the previous 10 years; and
• has been in Australia for periods totalling 18 months during the previous 2 years.
In addition - the Eligible Student will need to be academically suited:
• Demonstrate adequate language, literacy and numeracy requirements.
- This is to protect students (and intending students) who do not have the
capacity to undertake the course in which they are enrolled.
- This measure seeks to protect vulnerable students who have been signed
up to the VET Student Loan scheme and who do not have the academic
ability to undertake the course, leaving them with significant debt and no
educational or training outcome. These measures will particularly benefit
regional students, the unemployed, culturally and linguistically diverse
communities, people with a disability and the elderly.
- providing your Australian Year 12 Certificate; OR
- providing evidence of successful completion of an Australian Qualifications
Framework Certificate IV or higher qualification (where the language of
instruction is English); OR
- displaying competence at Exit Level 3 in the Australian Core Skills
Framework in both reading and numeracy through an approved Language,
Literacy and Numeracy test.
In addition, ESI must reasonably believe you show competence in
completing the course.
• You meet the Tax File Number (TFN) requirements.
• You have a Unique Student Identifier (USI) or are otherwise exempt.
• You have given the required documents to your approved course provider
and submitted the loan application form by the first census day no less
than two business days after enrolling.
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
Tele: 0477 000 145 | Website: www.esi-education.com 15 | P a g e
Issued: 10/2018.v1; 01/2019.v3Procedure
Equitation Science International has procedures in place to ensure it treats people fairly,
makes relevant policies, procedures and rules accessible and implements these in a
transparent manner. It makes decisions about students applying for and undertaking its
courses based on merit.
Equitation Science International’s staff observe the principles of procedural fairness. It
ensures that individuals raising concerns, complaints or grievances are treated with
respect and are not victimised or discriminated against.
Ensuring fairness, equal benefit and opportunity:
• Equitation Science International’s staff ensure they treat all students fairly by
considering the relevant circumstances of the individuals. This does not
necessarily mean that all students will be treated the same, fairness must be
considered in the context of the relevant circumstances.
• Decisions regarding students’ entry to, progression through and completion of
courses are made on a case-by-case basis. Equitation Science International does
not apply policies or procedures that exclude eligible applicants or appellants from
having their application or appeal considered.
• Equitation Science International’s does not apply an income test when making
decisions about which students are eligible for VET Student Loan.
• If educational disadvantage is taken into account in making a selection decision,
the specific circumstances of each student’s case is considered before
determining if a student has suffered educational disadvantage.
How to make a complaint of discrimination or unfair treatment
In the first instance talk to your Trainer/Assessor at Equitation Science International of
who you believe has discriminated against you or treated you unfairly. If you do not feel
comfortable with this you may discuss your issue with the Business Manager.
All information and records relating to your complaint will be kept strictly confidential.
You may withdraw your complaint at any stage. You may also take your concern to
agencies outside Equitation Science International such as the Victorian Equal Opportunity
and Human Rights Commission.
• Upon receiving your complaint the Business Manager should convene a separate
meeting with you and with the person you are making the complaint against (the
respondent) within five working days.
• If all parties are prepared to discuss the matter together, the Business Manager
will convene a meeting with all parties within five working days.
• If a resolution is reached, the matter will rest.
• If you do not reach a satisfactory resolution, you will be asked to submit a written
complaint to the Chief Executive Officer.
• If all parties are not prepared to discuss the matter together and you wish the
matter to continue to be considered, you will be asked to submit a written
complaint to the Chief Executive Officer. A Complaints and Appeal Form is
available at reception.
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Issued: 10/2018.v1; 01/2019.v3• Within seven working days you will receive a letter from the Chief Executive
acknowledging that your Complaints and Appeal Form has been received and
notifying you that your complaint will be considered seriously.
• A copy of your Complaints and Appeal Form will be issued to the respondent.
• The Chief Executive Officer will formally advise you of the procedures it will follow
to resolve your complaint and when you can expect the college to complete its
investigations. This may involve the college conducting confidential interviews
with other people who have knowledge of the alleged discrimination.
• The Chief Executive Officer will attempt to conciliate the matter between yourself
and the respondent. This may involve bringing the parties together so that
apologies and undertakings about future behaviour may be stated. During this
process you may be accompanied by a representative other than legal counsel for
support.
• The Chief Executive will write to you notifying you of the college’s judgement of
the alleged discrimination. If your complaint is found to have substance,
appropriate disciplinary action will be taken against the respondent and the
matter may be referred to other bodies for further investigation. If your complaint
is found not have substance the matter will lapse. If the college judges your
complaint to be malicious or frivolous you will be dealt with in an appropriate
disciplinary manner under the Academic Misconduct Policy and Procedure for
Student Discipline.
• You will receive a copy of all material relating to the complaint that is placed on
your student file held by the college.
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Issued: 10/2018.v1; 01/2019.v3VET Student Loan Pre-Enrolment Process
Policy and Procedure
Purpose:
To ensure all students enrolling in courses under VET Student Loan agreements abide by
the eligibility conditions set in the VET Student Loans Act 2016 and VET Student Loan
Rules 2016.
This legislation seeks to ensure that students enrolling into approved VET qualifications
at a diploma level or higher are suitable for the AQF level of course they are enrolling
into.
Definitions:
For the purpose of this policy and procedure the following applies:
The Act/Rules: refers to the VET Student Loans Act 2016 and VET Student Loans Rules
2016
Student/s: all persons enrolled in a unit of study who are, or would be entitled to VET
Student Loans and is a genuine student in line with the VET Student Loans Rules 2016
and VET Student Loans Act 2016
What is a genuine student?
Whether or not a student is a “genuine student” is determined in accordance with factors
set out at section 5 of the Rules. Genuine student factors include considering whether
students have demonstrated that they are reasonably engaged in the course and have
completed the student progression requirements.
Academic Suitability and Entry Requirements
There are two stages to Academic suitability and entry requirements:
Stage 1: Pre Training Review & Student Selection “Academic suitability” is
assessed through the pre-training review and student selection processes
that occur prior to any enrolment taking place. All students enrolling in a
VSL eligible course (even if they are not accessing VSL) must complete
this stage.
Prior to being enrolled into the VSL eligible course, we must reasonably
believe that the applicant is academically suited and displays competence
for the course requirements including meeting any of the set entry
requirements.
Student competency is assessed by completing a LLN assessment (VSL
students are required to complete their LLN assessment using the
approved LLN Tool Safe Work Resources VFH LLN Assessment Tool) as well
as a Horse Riding Skills assessment to ensure the student is a capable
horse rider with the ability to complete the requirements of the course .
Every applicant will complete a Pre-Training Review (PTR) prior to enrolment.
The PTR will include a determination of current competencies (including
literacy and numeracy skills) and address any course specific entry
requirements.
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Issued: 10/2018.v1; 01/2019.v3The PTR process obtains enough information to allow a determination that
Equitation Science International “reasonably believes” that the student is
or is not academically suited to the course and displays the required
competencies to undertake the course.
Stage 2: Additional VET Student Loan Requirements:
- ESI obtains a copy of a Senior Secondary Certificate of Education that
has been awarded to the student by an agency or authority of a State or
Territory for the student’s completion of year 12 or
- the student is assessed using an approved assessment tool, as
displaying competence at or above Exit Level 3 in the Australian Core
Skills Framework (ACSF) in both reading and numeracy and the provider
reasonably believes that the student displays that competence or
- the provider obtains a copy of a certificate that a qualification at level 4
or above in the Australian Qualifications Framework (AQF) has been
awarded to the student by a body registered to award the qualification in
the AQF in Australia and the course was delivered in English.
The Course Coordinator/Student Administration Manager is responsible for formally
communicating the applicant’s results of their Pre Training Review to them as soon as
practicable after the assessment.
Pre Training Review results are retained by Equitation Science International for at least
five (5) years after enrolment and will be made available to the Commonwealth
Authority on request. Where the applicant’s does not achieve competence at Exit Level
3 ACSF then they will be referred the Student Support Officer who will provide access to
support services to address the identified gap. This does not stop the applicant from
enrolling in the nominated course; however they will not be able to access VET Student
Loan to pay for the tuition fees, until the required level of competency for Pre Training
Review (LL&N) is achieved.
Where a student cannot provide a copy of a certificate
If a student cannot provide a copy of a qualification certificate for their Australian
Qualifications Framework level 4 or above qualification, a provider may accept from the
student a copy of their authenticated transcript from the Student Identifiers Register, as
specified under the Student Identifiers Regulation 2014 (section 5), as proof, provided it
evidenced completion of the relevant qualification.
Suitability to access a VET Student Loan
Results from the Pre Training Review, LLN Assessment and evidence of Year 12 or
Certificate IV and above qualifications will used to assess an applicant’s suitability and
form a reasonable opinion that they are or are not academically suited to undertake the
chosen course of study.
Eligibility to apply for a VET Student Loan
Students who are eligible to apply for a VSL must not have been offered an inducement
to undertake the course; and
• be an Australian Citizen or
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
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Issued: 10/2018.v1; 01/2019.v3• Permanent Humanitarian Visa holder residing in Australia for the duration of
the unit
• be studying a VET Student Loans eligible course
• meet student entry procedure requirements
• provide proof of citizenship.
• meet Tax File Number requirements
• provide Unique Student Identifier (USI) number
• have not exceeded the FEE-HELP limit
• have not exceeded the VET Student Loans course cap
• submit a completed request for a VET Student Loan via the Government's
eCAF System on or before the first census date and no less than two (2)
business days after enrolling
In order to continue to access a VSL throughout the course, a student will need to
confirm engagement and progression at various progression points.
An email invitation will be sent to activate this process.
If you are a New Zealand Citizen who holds a Special Category Visa (SCV), in addition to
the above you must also meet the following criteria:
• first entered Australia at least 10 years ago as a dependent child aged under
18 years
• have been ordinarily a resident in Australia for the previous 10 years (that is,
have been physically present in Australia for at least eight to of the past 10
years) and 18 months out of the last two years at the time of application for
the loan and
• are otherwise eligible for a VSL.
Proof of Australian Citizenship:
Acceptable forms of proof of citizenship include:
• Current Australian Passport
• Australian Citizenship Certificate or Naturalisation Certificate
• Australian Citizenship by Descent extract
• Australian Birth Certificate where you were born before 20 August, 1986 Or
- If you were born on or after 20 August, 1986 we would require your
Australian Birth Certificate plus proof of your parent’s Australian
Citizenship at the time of your birth (examples include your parent’s
Australian Birth Certificate or Australian Citizenship Certificate).
Note:
• New Zealand Special Category Visa (SCV) VET Student Loans applicants will need to
provide an International Movement Record from the Department of Immigration to prove
that they meet citizenship requirements as well as the above criteria.
• Permanent residents are not eligible to access VET Student Loans
Students under 18 years of age
VET Student Loans applicants under 18 years of age at time of enrolment must complete
(and have a parent/guardian sign) a Parental Consent form prior to enrolment. If the
applicant is an Independent Minor and received Youth Allowance on the basis that the
student is independent (within the meaning of Part 2.11 of the Social Security Act 1991),
they will need to supply a Centrelink Income Statement noting that they are
Independent.
Administrative VET Student Loan Requirements
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Issued: 10/2018.v1; 01/2019.v3Other important administrative requirements are:
• A student must complete and submit the Request for a VET Student Loan eCAF.
This must be done no less than two (2) business days after enrolling, and at least
fourteen (14) days prior to the census date,
• If a student does not complete the VET Student Loan eCAF by the required date
for the course/unit, the student will be responsible for paying in full the total
tuition fee outstanding for the enrolled course/unit.
• A student must be enrolled at least 16 days before the first Census date for the
qualification or unit/s of study. Census dates can be obtained from the Equitation
Science International website. www.esi-education.com
Relevant Legislation:
- Standards for Registered Training Organisations (RTO’s) 2015
- National Vocational Education and Training Regulator Act 2011
- VET Student Loans Act 2016
- VET Student Loans (Charges) Act 2016
- VET Student Loans Rules 2016
- VET Student Loans (Courses and Loan Caps) Determination 2016
- VET Student Loans (Charges) Regulations 2017
- VET Student Loans (External Dispute Resolution Scheme) Specification
2017
- Student Identifier Act 2014
- Higher Education Support Act 2003
Refer:
• Checklist of Information to be provided to student prior to enrolment – see next
page
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Issued: 10/2018.v1; 01/2019.v3Checklist of information to be provided to students
prior to enrolment
Information required to be provided prior to enrolment Information
(see section 98 of the Rules) provided
☐
1. All information required to be provided under the Standards for
Registered Training Organisations (RTOs) 2015 that relates to
ensuring that each learner is properly informed and protected.
2. The tuition fees for the approved course
☐
3. Any fees other than tuition fees that are payable for the course
☐
4. The student’s options for paying tuition fees, including:
(i) payment by the student as fees become due and ☐
(ii) a VET student loan
5. Information about VET Student Loans, including that:
(i) it is a loan from the Commonwealth, and
(ii) the loan will remain a personal debt until it is repaid to the
☐
Commonwealth, and
(iii) the loan may, until the debt is repaid, reduce a student’s
take-home (after-tax) wage or salary and may reduce the
student’s borrowing capacity, and
(iv) a student may wish to seek independent financial advice
before applying for a loan.
☐
6. The criteria for being an eligible student for a VET student loan (see
sections 9 – 12 of the Act)
☐
7. The application process for a VET student loan (see section 17 of the
Act)
8. An explanation that the student may be required during the course
☐
to communicate his or her agreement that the Secretary continue to
use the VET student loan to pay tuition fees for the course (student
progression and engagement requirements)
☐
9. The maximum amount of a VET student loan that may be available
for the course, and an explanation that the amount of the loan
cannot be greater than the student’s remaining FEE-HELP balance
☐
10. The total VET student loan debt a student may incur if the student
receives the maximum VET student loan referred to paragraph 9
above.
☐
11. An explanation that the tuition fees will be reasonably apportioned
across a specified number of sequential fee periods and that each fee
period will contain at least one census day
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Issued: 10/2018.v1; 01/2019.v3Information required to be provided prior to enrolment Information
(see section 98 of the Rules) provided
12. Information about census days, including:
(i) the meaning of a census day (see subsection 58(3) of the Act),
and
(ii) that a student may cancel the student’s enrolment in the course
or part of the course using the provider’s procedure for
withdrawal, and
☐
(iii) if a student withdraws before the census day for a course or part
of a course, the student will not incur a VET student loan debt
for the course or part of the course and will receive a refund for
any tuition fees already paid for the course or part of the course
13. How to access the following on the approved course provider’s
website:
(i) the tuition fees for the course
☐
(ii) the census days for the course
(iii) the provider’s procedures for withdrawal from the course and
cancellation of enrolment
(iv) other procedures the provider is required to have under the
Rules
☐
14. Advice that it is important for an enrolled student to notify the
provider of any change of contact details
☐
15. Advice that the department will contact the student to verify the
student’s enrolment in the course
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
Tele: 0477 000 145 | Website: www.esi-education.com 23 | P a g e
Issued: 10/2018.v1; 01/2019.v3VET Student Loan Enrolment Process
Policy and Procedure
Purpose:
To ensure all students enrolling in courses under VET Student Loan agreements abide by
the eligibility conditions set in the VET Student Loans Act 2016 and VET Student Loan
Rules 2016.
This legislation seeks to ensure that students enrolling into approved VET qualifications
at a diploma level or higher are suitable for the AQF level of course they are enrolling
into.
Definitions:
For the purpose of this policy and procedure the following applies:
The Act/Rules: refers to the VET Student Loans Act 2016 and VET Student Loans
Rules 2016
Student/s: all persons enrolled in a unit of study who are, or would be entitled
to VET Student Loans and is a genuine student in line with the VET
Student Loans Rules 2016 and VET Student Loans Act 2016
eCAF: Commonwealth Assistance Form
Enrolment Procedure
To apply for a VET Student Loan you must complete the Request for a VET Student
Loan electronic Commonwealth Assistance Form (eCAF) by the census day.
You must first enrol with your provider and indicate that you wish to access a VET
Student Loan. Your provider will then give the department your enrolment information,
including the nearest applicable census day, through the eCAF system.
You will then receive an email from the department allowing you to sign into the eCAF
system. Once you sign-in, you will need to verify the pre-populated information and
complete the mandatory fields. You must then wait at least two full business days
after you have enrolled in your studies before submitting the eCAF.
You must submit the eCAF on or before the first census day for which you would
like the loan to apply.
Once you submit your eCAF, you will receive an email confirming your loan approval and
providing you with a copy of your completed form. You should keep this form for your
records.
In exceptional circumstances, you may be permitted to use a paper loan request form
although prior approval is required. Your provider will advise you how to apply using this
form.
If you do not complete the eCAF, or other permitted form, by the required date for your
course, you will have to wait until the next part of your course /unit, next semester or
trimester to request a VET Student Loan for future study. Retrospective access to VET
Student Loans is not allowed under any circumstances.
Equitation Science International Pty Ltd – TOID: 41254 | 3 Wonderland Avenue, Tuerong Vic 3915
Tele: 0477 000 145 | Website: www.esi-education.com 24 | P a g e
Issued: 10/2018.v1; 01/2019.v3Student Grievance Resolution and Review
Policy and Procedure
Equitation Science International is committed to providing high quality education and
training. It endeavours to treat students fairly and respectfully. However we
acknowledge that from time to time students may have concerns or feel the need to
lodge a formal complaint. This policy and procedure explains how students are to lodge a
concern or grievance and the steps Equitation Science International will take to resolve
the matter.
This process is available to all students and potential students who are entitled to VET
Student Loans assistance. There is no charge to this process.
As per the VET Student Loan Rules Act 2016:
88 Grievance procedure
(1) An approved course provider must have a grievance procedure to deal
with complaints from its students about:
(a) academic matters (including matters relating to student progress,
assessment, curriculum and awards for an approved course); and
(b) non academic matters (including matters relating to enrolment in a
course and personal information held by the provider).
Definitions
Concern
A concern is any initial issue or matter you wish to raise in relation to academic and
non-academic matters. A concern is when you informally contact us (e.g. verbally or by
email) and we can be deal with your concern quickly to the satisfaction of all concerned
without requiring further action.
Grievance
A grievance is a written statement of complaint. A grievance may be initiated from a
concern that has not been dealt with to your satisfaction and therefore requires further
action.
- Academic grievances include matters that relate to your academic progress,
assessment, curriculum issues and awards.
- Non-academic grievances include general administrative issues, privacy
matters and issues with non-academic policies or procedures.
Provider
- a VET Student Loans or VET FEE-HELP approved provider. Also known as a VET
Loan Assistance approved provider, or VET Loan Assistance approved Registered
Training Organisation (RTO).
Student
- people who are studying, have studied and people who may have never studied,
yet have been signed up for a course with a VET loan.
Policy
It is Equitation Science International’s policy to address and resolve issues among those
directly concerned in the first instance. All issues are addressed in a timely manner and
treated in the strictest confidence. All parties involved in the issue will be treated with
respect and will not be victimised or discriminated against.
Equitation Science International ensures its grievance procedure is communicated to
staff and that they are trained in the application of this procedure during their induction.
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Issued: 10/2018.v1; 01/2019.v3You may wish to involve a third party representative to assist you. This person may
accompany you to meetings set up to resolve the issue.
This person may be a friend, family member or counsellor but not a legal representative.
Procedure
How to raise a concern
In the first instance raise your concern with the party involved. This needs to happen
within 10 working days of the issue arising. If you do not feel comfortable with this you
may discuss your issue with the Business Manager. If your concern is about an
assessment
decision you should follow the procedure to request a re-assessment or re-appraisal.
Stage 1 – Formal complaint
How to raise a formal grievance
• If your concern cannot be immediately addressed and resolved for all parties
concerned you will be asked to complete a Complaints and Appeals Form outlining
your complaint. This form must be signed and dated. It is to be forwarded to the
CEO regarding your grievance. Complaints related to a breach of privacy should
be forwarded to the Business Manager or CEO.
• You will receive a letter acknowledging receipt of your form. Depending on the
nature of the grievance and the parties involved, a solution may also be included
in this letter. If this is not possible, a timeline to provide a solution will be
included.
• You may be required to attend meeting/s with other relevant people to arrive at
an acceptable solution. You can be accompanied to these meeting/s by a third
party representative.
• You will receive written advice of the outcome, decision and/or actions to be
taken as a result of the investigation and resolution process. You will also be
notified how to appeal the proposed resolution
Stage 2 – Internal Review
Appeal proposed resolution
• If you are not satisfied with the decision and suggested actions proposed by
Equitation Science International to resolve your grievance you must document
your position to the CEO within 10 working days of receiving the original
advice/decision. You must include the following in your notice of appeal:
- Your name, address and ID number
- Brief details of the matter being appealed
- An outline of the grounds of the appeal
- A statement of whether or not you wish to appear and to be heard
at the appeal hearing or provide a written submission or both
- The name and address of any non-legal representative you wish to
accompany you to the appeal
• The CEO or Business Manager will acknowledge receipt of your appeal notice
within 7 days and advise you of the action. The CEO will determine if your appeal
is valid if you have been adversely affected by one or more of the following:
- Failure of an Equitation Science International staff member to act
fairly, including bias shown in the interpretation of evidence by any
individual or group within Equitation Science International involved
in making the original decision.
- Improper, irregular or negligent conduct by an Equitation Science
International staff member.
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Issued: 10/2018.v1; 01/2019.v3You can also read
