Policies

Our policies and procedures

Access and Equity Including Fair Treatment and Equal Benefits Opportunity

1.1 Smart City Vocational College supports the concept of equal opportunity and is committed to providing all staff, learners and potential learners with a working and learning environment 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.

1.2 Smart City Vocational College is committed to the provision of access and equity to all clients in the delivery of their services.

1.3 This Policy will be made available to learners and potential learners on our website www.smartcitycollege.edu.au and is included in the Learner Handbook which is provided to the learner on enrolment.

1.4 Smart City Vocational College prohibits discrimination towards any group or individuals in any form, inclusive of:

  • Gender
  • Pregnancy
  • Race, colour, nationality, ethnic or ethno-religious background
  • Marital status
  • Sexual preference/orientation (male or female, actual or presumed)
  • Age (in relation to compulsory retirement)

1.5 Smart City Vocational College Pty Ltd has open, fair and transparent procedures, based on merit for making decisions about:

  • the selection of potential learners; and
  • the treatment of learners.

Learner recruitment and enrolment processes shall be free from discrimination and are based on the qualification/course entry requirements.

1.6 Potential learners seeking to enrol in a VET unit of study with Smart City Vocational College, regardless of their background, circumstances or eligibility for funding, will be assessed for entry to study through the same published entry requirements and through the same process. Currently, there are no entry requirements for:

  • Diploma of Management
  • Diploma of Business
  • Diploma of Horticulture

1.7 Learners are required to complete a Pre-Course Commencement Questionnaire and/or a Language, Literacy and Numeracy Questionnaire prior to being approved to undertake a qualification.

1.8 Evidence will be required for enrolment into a qualification and may include, but is not limited to:

  • Certified copies of qualifications previously attained;
  • Current resume and references/referees of ones who can attest to the learner’s previous experience

1.9 Any of the abovementioned does not prevent Smart City Vocational College taking into account educational disadvantages that a particular learner or potential learner has experienced or the fact that the learner or potential learner may be enrolled via a VET restricted access arrangement.

1.10 Access and equity issues are considered during resource development and the delivery of training and assessment. All learners are treated fairly with regards to the allocation of resources and learners are not disadvantaged because of distance.

1.11 Smart City Vocational College will endeavour to provide premises with appropriate access to those with a physical disability and where our organisation provides training and assessment at other venues, we will work to ensure that venues are accessible to people with a disability.

1.12 Staff of Smart City Vocational College will ensure all learners/clients:

  • are treated fairly
  • are treated with respect by fellow learners, trainers and other staff
  • have access to training records and results
  • have their training records and results being stored and maintained in a confidential and secure manner
  • receive regular feedback progress

1.13 When required, trainers/assessors will apply reasonable adjustment for a learner’s training or assessment. Reasonable adjustment may include:

  • modifications to physical environment
  • changes to course design, e.g. substituting an assessment task
  • changes in schedules and arrangements, e.g. relocating classes to an accessible venue
  • modifications to computer equipment
  • provision of information or course materials in accessible format, e.g. a text book in braille
  • changes in teaching practices, e.g. wearing a microphone to enable a learner to hear class sessions
  • supply of specialised equipment or services, e.g. a note taker for a learner who cannot write

1.14 Literacy and Numeracy:

  • Staff/trainers will make every effort to maintain the confidentiality of learners language, literacy, or numeracy problems;
  • staff or trainers will not make discriminatory or judgmental statements about any learner or other staff member based on the level of language, literacy, or numeracy skills or any other issues
  • Recommendations for assistance will be presented to the learner to overcome the skill shortfall
  • Specialised training such as that offered by TAFE (or other RTO/organisation) may be recommended

1.15 Individuals who believe they have been treated unfairly are encouraged to use Smart City Vocational College’s complaints and appeals procedure. A copy of our Complaints and Appeals Policy and forms are located on our website.

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Achieving Competency

1.1. Smart City Vocational College is committed to the delivery of high quality innovative training and assessment practices informed by industry and addresses real workplace and environmental training needs.

1.2. All learners will be provided with the choice of an appropriate learning pathway that ensures the learner will achieve competencies for the Qualification or Statement of Attainment they have commenced.

The learning pathways offered are:

1.2.1. A learning and assessment pathway including formative and summative assessment activities;

1.2.2. Assessment only pathway for RPL (Recognition of Prior Learning) or Credit Transfer. Please refer to Recognition of Prior Learning and Credit Transfer Policy and Recognition of Qualifications issued by other RTOs Policy for further information.

1.2.3. Combination of the two pathways where the learner (including trainee or apprentice) achieves competency;

1.2.4. Recognition of some units through an assessment pathway involving skills recognition, followed by achievement of others through a learning and assessment pathway.

1.3. Regardless of the mode of delivery or engagement (workplace, classroom, E-learning /online or distance or recognition process) all assessment must meet the same standard and will comply with the assessment requirements of the relevant training package or VET accredited course.

1.4. In the case of workplace assessment, an employer resource assessment will be conducted to ensure the workplace has adequate equipment and resources available to the learner in order for the learner to be able to complete their workplace assessment.

1.5. Where the workplace cannot provide access to the equipment or resources required for the purposes of assessment, Smart City Vocational College will address any such gaps in consultation with the employer and learner to ensure that the learner can undertake assessment appropriately to meet competency requirements.

1.6. Smart City Vocational College trainers must ensure that the principles of fairness, flexibility, validity and reliability are met as part of the assessment process.

1.7. Assessment evidence provided and used to make a decision of competence must be valid, sufficient, authentic and current.

1.8. For a learner to be assessed as competent, the learner must demonstrate they hold all of the required skills and knowledge, as specified in the unit or module assessment requirements.

Trainers must ensure the learner demonstrates:

·         Ability to perform relevant tasks in a variety of workplace situations or accurately simulated workplace situations;

·         Understanding of what they are doing, and why, when performing tasks;

·         Ability to integrate performance with understanding, to show they are able to adapt to different contexts

A learner must:

·         Be assessed against all of the tasks identified in the elements of the unit or module; and

·         Demonstrate they are capable of performing these tasks to an acceptable level.

1.9. All learners have the right to resubmission of an assessment item. A learner will be provided with 3 resubmission attempts per assessment item only.

1.10. Where a learner has not satisfactorily completed an assessment item after 3 attempts, the learner shall be deemed not yet competent for the unit of competency in which the assessment item forms part.

1.11. A not yet competent result will not stop the learner from continuing to progress and satisfactorily complete the assessment requirements for the remaining units of competency in their course of study.

1.12. Prior to completion of the course of study, the learner will be provided with the option to request a course extension as described in the Course Extension Policy and Procedure. The learner will be provided with 1 final attempt at reassessment of each not yet competent unit of competency during the course extension period.

1.13. Where a learner appeals an assessment decision, the reassessment appeals process as described in the Complaints and Appeals Policy and Procedure must be followed.

1.14. All assessment results will be recorded and forwarded to data processing within fourteen days (14) of assessment judgement.

1.15. All evidence collected as part of the assessment process must be handled as per the Retention of Evidence Policy and Procedure.

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Cancellation / Withdrawal

Smart City Vocational College ensures that the learner is adequately informed about the services they are to receive as well as their rights and obligations.

As a quality Registered Training Organisation, Smart City Vocational College will ensure the following:

  • Smart City Vocational College ensures that the learner is informed about the services they are to receive as well as their rights and obligations.
  • The learner holds the right to withdraw from a Unit of Study and/or cancel his or her enrolment in the course of study at any time.
  • The learner must provide Smart City Vocational College with notice of withdrawal/cancellation in writing.
  • The learner must complete and sign the Withdrawal/Cancellation form which is located on the Smart City Vocational College website.
  • A learner who is, or would be, eligible for VET FEE-HELP and has requested VET FEE-HELP Assistance, and who withdraws from a Unit of Study on or before the census date will not incur a VET FEE-HELP debt for the tuition fees for that Unit of Study.
  • A learner who is, or would be, eligible for VET FEE-HELP and has requested VET FEE-HELP Assistance, and who withdraws from a Unit of Study after the census date willincur a VET FEE-HELP debt for the tuition fees for that Unit of Study.
  • Where withdrawal after the census date is required due to special circumstances (notified by the learner), the learners’ application will be investigated. For Smart City Vocational College to be satisfied that special circumstances apply to the learner warranting a debt reversal, the learner must be able to prove that the circumstances:
    • were beyond the learner’s control;
    • did not make their full impact on the learner until on or after the census date; and
    • made it impracticable for the learner to complete their Unit/s of Study requirements
  • A Learner who cancels/withdraws from a VET FEE-HELP Unit of study on or before the census date will not incur any fine, penalty or other fees
  • A Learner who withdraws from a VET FEE-HELP Unit of study will not remain enrolled as at the date of notification of cancellation/withdrawal.
  • Where cancellation (withdrawal) after the census date is required due to special circumstances, all escalations must be sent to the Chief Executive Officer or Chief Compliance Officer for investigation. For Smart City to be satisfied that special circumstances applied to you, you must be able to prove that the circumstances:
    • were beyond the learner’s control;
    • did not make their full impact on the learner until on or after the census date; and
    • made it impracticable for you to complete the learner’s unit(s) of study requirements
  • A learner who withdraws from a VET FEE-HELP Unit of Study or cancels his or her enrolment in the course of study will from the date of notification of withdrawal/cancellation not remain enrolled in the course of study.
  • A learner who withdraws from a VET FEE-HELP Unit of Study or cancels his or her enrolment in the course of study will not incur any fine, penalty or other fees relating to the act of withdrawal or cancellation.
  • Where a learner has withdrawn from a Unit of Study or cancelled his or her enrolment in a course of study, Smart City Vocational College will not enrol the learner in a subsequent Unit/s of Study or course of study without written instructions from the learner. A subsequent request for re-enrolment must be initiated by the learner.
  • In all cases where withdrawal/cancellation occurs, a letter will be sent to the learner advising of the withdrawal/cancellation date and the requirements for return of learning resources (where applicable).
  • Where a learner has completed Unit/s of Study and formally withdraws/cancels, the learner will be issued with a Statement of Attainment for the units of competency achieved within 30 days of the date of withdrawal/cancellation.
  • Where a learner has:
    • been provided with notice of the census period/s and associated tuition fees for each Unit of Study; and has
    • not provided notice of withdrawal/cancellation in writing

    then the learner shall continue to incur a VET FEE-HELP debt for tuition fees

Download a Cancellation Form (VET FEE-HELP)

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Complaints and Appeals

We welcome and appreciate your suggestions on how we can improve our service. If you have any issues, please tell us about them – we want to ensure that you receive the best possible level of service. Your feedback will be treated with confidentiality.

Smart City Vocational College is committed to the early resolution of complaints and appeals in a fair and impartial manner. The principles of natural justice and procedural fairness will be adopted at every stage of a complaint and appeals process. It is requested that all matters are brought to our attention within 21 days.

Complaints should be provided in writing, addressed to the Campus Manager and signed by the complainant. You will find the address of each Campus Manager on our website under the contact information tab.

Your initial contact may be lodged verbally or through an advocate, but we then ask that you confirm the complaint information in writing. Your written complaint will be acknowledged in writing and finalised as soon as practicable. We will provide you with regular updates in relation to any complaints or appeals. If a complaint or appeal (including the review process) will take more than 60 days to finalise, we will write to you to explain the delay.

Please contact your local Campus Manager. If you are not satisfied with the outcomes of our processes, you may be referred to the relevant Government Department or the National Training Hotline, 1800 000 674

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Competency-based Assessment

Competency-based assessment is the process of collecting evidence and making judgments against set criteria. A learner has to be able to demonstrate that they are competent in a variety of ways and over a period of time.

Smart City Vocational College uses a range of assessment methods and strategies to enable learners to demonstrate competence against the performance criteria and required skills and knowledge.

All assessments will be conducted using the four principles of assessment – they are:

  • Fairness: Assessments and assessors will take into account the person being assessed and ensure they are not disadvantaged
  • Validity: A valid assessment assesses what it claims to assess
  • Reliability: A reliable assessment is consistent and reproducible
  • Flexibility: Flexibility in assessment often involves negotiation of assessment methods

Smart City Vocational College is committed to ensuring assessments are equitable for all learners and will take account of cultural, language literacy and numeracy needs by making reasonable adjustments to the assessment process. (Refer to the Access and Equity Policy)

Assessment will take a variety of forms to provide a sufficient range of evidence that is valid, current, sufficient and authentic to enable judgments to be made about the learner’s achievement of competency. Assessments could include and are not limited to:

  • Written tasks
  • Verbal questioning
  • Role Plays
  • Demonstration/Observation
  • Photographs
  • Workplace projects
  • Evidence Portfolios

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Continuous Improvement

We want to provide the best level of service to all our customers. We review course and learner/employer feedback forms and make appropriate changes to how our services/courses are delivered. This ensures the ongoing improvement of our service/courses so that our clients’ needs continue to be met.

Monitoring enables us to identify, detect, isolate and resolve any problems (or possible problems) to improve what we deliver and how we operate.

If you have any feedback that may help improve our services, we would like to hear from you.

  • You can provide feedback or suggestions anonymously
  • You will be provided with a feedback form throughout your study
  • Sometimes the smallest thing is the most significant
  • Your feedback does not have to be in writing – simply phone or tell us
  • We value your comments
  • Suggestion boxes are available on campus

We will:

  • Collect and collate stakeholder feedback
  • Review our policies and procedures
  • Act on opportunities for continuous improvement

Please contact any of our campuses to provide your valuable feedback.

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Credit Transfer

1.1 Credit reduces the amount of learning required to achieve a qualification and may be achieved through credit transfer. Smart City Vocational College provides learners with the opportunity for a direct credit of unit/s of competency equivalent to ones they may have achieved through another training provider.

1.2 All Learners are provided with access to credit transfer information prior to or on enrolment through contacting Smart City Vocational College campus staff, website information, student handbook and promotional material.

1.3 Credit transfer will be applied as soon as practicable prior to or after enrolment into a learner’s preferred course and all Credit Transfer applications must be supported by appropriate evidence consisting of verified or original copies of qualifications or unit/s of competency.

1.4 There will be no cost to the learner for the assessment and mapping of a Credit Transfer result.

1.5 Where a funded learner seeks credit transfer i.e. VET FEE Help, Certificate 3 Guarantee or User Choice, an adjustment to the tuition fees must be processed and recorded in Wise.net for reporting purposes.

1.6 Credit transfers can be granted under any one of the following circumstances:

·         The learner will be granted automatic credit for any directly equivalent unit that a learner has successfully completed at any other Registered Training Organisation (RTO). The unit must have exactly the same code and title, even if it is not from the same Training Package, as per the Qualification Packaging rules.

·         When the Transition or Purchasing Guide for the relevant unit of competency has been reviewed and the outcome indicates that a minor changes to the unit code or title has occurred e.g. A code to B code with “an equivalent outcome” or “no change”.

·         When the unit of competency has been transferred from another Training Package and recoded, however the learning outcomes remain the same.

1.7 Where a learner makes application to credit transfer a unit or units of competency which are not offered by Smart City Vocational College as part of a training product, the qualification packaging rules will be used to determine how the units held by the learner could be used as credit towards a qualification.

1.8 Successful learners are notified promptly of the credit transfer outcome for the relevant unit/s of competency and/or Qualification. Unsuccessful learners are advised of reasons for non-recognition and steps they can take, including appeal mechanisms and gap training.

1.9 Results of the credit transfer outcome will be recorded in the Learner’s file on Wise.Net and will form part of data reporting processes and Qualification issuance.

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Enrolment

Upon enrolment, learners will be required to:

  • complete all enrolment forms;
  • complete the selection requirements for the relevant course;
  • supply accurate personal and academic information;
  • complete a pre-course commencement questionnaire or LLN assessment;
  • agree to abide by Smart City Vocational College policies, procedures and standards of conduct;

Each learner wishing to enrol with Smart City Vocational College is required to have a unique student identifier.

Learners under the age of eighteen (18) years must have a guardian co-sign all documentation (where applicable).

Smart City will abide by all relevant privacy legislation in relation to the obtaining and storing of personal learner information.

Learners wishing to enrol in a Fee for Service Course: A Quote will be supplied to the Learner and once agreed to, fee for service learners will be enrolled on or after receipt of first payment.

Learners wishing to enrol in a VET FEE Help Course: Learners may only be enrolled if they meet the eligibility criteria and provide the required evidence prior to the first census.

User Choice (Traineeships/Apprenticeships):For apprentices and trainees, enrolled learners must have a valid and current training contract in place as registered in DET Connect or other state system. Enrolment of Apprentices and/or trainees may depend on the outcome of the employer resource assessment ensuring adequate workplace supervision and suitable range of facilities and work.

Learners wishing to enrol in a Government Funded Course: Learners enrolled into a Government funded program must meet the eligibility criteria and provide completed relevant information and declaration to support their eligibility for a government subsidised place. Learners are required to pay the prescribed learner contribution fees in full on or before commencement of study.

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Learner Code of Conduct

1.1  As Learners of Smart City Vocational College, individuals have rights and responsibilities. To ensure that all Learners and Staff are treated with respect and fairness and are provided with a supportive and stimulating learning environment to pursue their goals, Smart City Vocational College has outlined the following Learner expectations and responsibilities.

1.2 In accordance with relevant Legislation and Codes of Conduct, Smart City Vocational College expects the following conduct of its Learners:

  • Adhere to Workplace Health and Safety requirements;
  • Report illegal activity of any sort and not engage in criminal behavior.
  • Treat other Learners and Smart City Vocational College Employees with respect and fairness;
  • Avoid discriminatory conduct on grounds such as gender, sexuality, race, ability, cultural background, religion, age or political conviction;
  • Not engage in conduct which may objectively be considered as harassment or bullying, or which is otherwise disruptive or intimidating;
  • Respect the privacy of others in the collection, use or access of personal information whilst undertaking studies;
  • Not disclose confidential information concerning any matter relating to Smart City Vocational College;
  • Avoid disrupting or interfering with any teaching, learning, or other academic activity of Smart City Vocational College;
  • Not impair the rights of others to participate in any legitimate Smart City Vocational College activity; and
  • Not encourage, persuade or incite others to engage in conduct or behavior constituting misconduct in accordance with Smart City Vocational College policies and procedures.
  • Read and comply with their enrolment conditions and Smart City Vocational College policies, procedures and ethical requirements;
  • Read and comply with their program and course requirements;
  • Take responsibility for their own education and direct their own learning;
  • Monitor their academic progress; and
  • Refrain from swearing, drinking and eating in classrooms and other learning areas (water only allowed) unless otherwise directed or pre-approved;
  • Behave responsibly by not littering, harassing fellow Learners or staff, damaging, stealing, modifying or misusing Smart City Vocational College or other Learner’s property;
  • Refrain from using mobile phones, pagers or any other electronic devices that may disrupt classes;
  • Complete all assessment tasks and final assessments honestly, and not engage in plagiarism, collusion or cheating;
  • Not use, possess or supply a prohibited weapon or any prohibited substance at Smart City Vocational College;
  • Not participate in any activity conducted by Smart City Vocational College or authorised to be held at Smart City Vocational College while under the influence of alcohol or any prohibited substance;
  • Use Smart City Vocational College property or resources, including communication technology resources, cooperatively, legally, ethically responsibly and appropriately;
  • Not behave in a way that would offend, embarrass or threaten others; this also applies to the use of Smart City Vocational College social media outlets.
  • Comply with any reasonable request or directions from Smart City Vocational College Employees with regard to safety or compliance with policy, procedure or ethical requirements.
  • Make payment of all fees, charges and other costs charged by Smart City Vocational College within the required timeframe; and
  • Comply with course requirements and timely notification of any absences from scheduled classes.

1.3 In accordance with Legislation, Smart City Vocational Staff should:

  • Not tolerate offensive behavior, bullying, harassment, physical or verbal assault;
  • Report any unsafe behavior;
  • Exclude anyone under the adverse influence of alcohol and/or drugs; and
  • Report criminal activity of any sort to the relevant authorities.

1.4 Wherever possible, resolution of behavioural problems will be attempted through discussion and mediation (with the assistance of the Campus Manager, if required).

1.5 Compliance with this policy forms part of each Learners’ conditions of admission and enrolment.

1.6 Breaches in relation to this Policy are to be reported to the Campus Manager in which the Learner is enrolled.

1.7 All breaches specified above may also be reported via the Learner Complaints and Appeals Policy and Procedure located on our website.

1.8 Learners who are found to have breached this policy may be subject to penalty, including exclusion from the Campus and/or cancellation of enrolment.

1.9 Some breaches of this policy may also have separate consequences for Learners under criminal or civil jurisdictions.

1.10 If the Campus Manager, or their delegate, believes that a Learner has acted or behaved in such a way that involves a risk of:

  • injury to the Learner or any other person whether physical or psychological;
  • damage to any property;
  • undue interference or disruption to any Smart City Vocational College activity; or
  • a dangerous or unstable situation developing which needs to be controlled to protect the health, safety or welfare of any person including, but not limited to, the rights of Learners to pursue their studies or the rights of Smart City
    Vocational College employees to carry out their duties or to ensure the proper functions of the Campus;

the Campus Manager, or their delegate, may in their discretion exclude a Learner on such terms as they consider necessary.

1.11 Where a decision has been made to exclude a Learner, the Campus Manager or their delegate, must, as soon as practicable, provide notice to the Learner in writing that:

  • sets out the terms of the decision;
  • sets out in summary form the reason for the decision;
  • advises the Learner of the provisions of this section; and
  • refers the Learner to this policy, the Complaints and Appeals policy and any other relevant policy and procedure.

1.12 This policy will be communicated to Learners via Smart City Vocational College website and referenced in the Learner Handbook.

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Fees, Payments and Refunds

Smart City Vocational College’s Fees, Payment and Refund Policy is included in all learner and employer handbooks, as well as on our Smart City Vocational College website.

Smart City Vocational College will accept flexible payment arrangements, such as installments, direct debit, cash and credit card payments to accommodate the diverse financial situations of learners, employers and clients.

Smart City Vocational College aim to safeguard learners’ fees (particularly those paid in advance). Smart City Vocational College will not accept more than $1000.00 from an individual learner prior to the commencement of training for all courses other than Diploma level (VET FEE-HELP). After study commencement, the remaining course costs may be charged in advance, however shall not exceed $1500.00 at any one time.

Payment and refund information in regards to VET FEE-HELP can be found in our specific Re-crediting and Refund Policies.

Other fees may also be relevant. Where additional fees apply, a detailed outline of additional costs will be provided to the learner in the course outline or other material provided to the learner prior to enrolment.

A non-refundable administrative handling fee of $150.00 will apply to all courses with the exception of the Certificate 3 Guarantee Program, and funded Traineeships and Apprenticeships.

Course withdrawals, cancellations and subsequent request for refund for any Smart City Vocational College course, must be in writing (withdrawal/cancellation form, email or letter) to Smart City Vocational College.

All learners have the right to appeal a refund decision made by Smart City Vocational College by accessing the complaints and appeals policy and procedure. Learners wishing to submit an appeal of the refund decision should refer to the complaints and appeals policy and procedure.

This policy and the availability of complaints and appeals processes, does not remove the learner’s right to take action under Australia’s consumer protection laws.

Smart City Vocational College dispute resolution processes do not remove the learner’s right to pursue other legal remedies where they feel necessary.

Where a learner withdraws, completes or cancels from a course and does not return a loan resource, the learner may be charged a fee to cover the replacement cost of the resource.

FEE FOR SERVICE LEARNERS

FEES

Where a fee for service course is over $200.00, a quote will be provided to the learner prior to enrolment. The quote provided will be valid for 30 days.

Fees for short courses must be paid in full on or before the commencement of course start.

Payments

Payment for fee-for-service learners is accepted in full or via installments through direct debit, cash or credit card.

Payments are to be made at the relevant Campus

All outstanding fees must be paid in full before the learner will be issued with a Qualification or Statement of Attainment

Refunds

The academic withdrawal date set for all fee-for-service courses is fourteen (14) days after the course start date. If a learner formally withdraws from study in writing prior to this date, they will be eligible for a full refund of fees less the administrative handling fee.

Where a fee for service learner is unable to commence a pre-paid short course:

  • A minimum of 48 hours’ notice is required to be provided
  • Where notice has not been provided, the full fee cost will be incurred
  • Where notice is provided as stipulated above, the course fees paid less an administrative handling fee will be refunded

Special consideration will be given where special or unexpected circumstances prevent learners from commencing a course. This will be at the discretion of the Campus Manager and may result in the waiver of the administrative handling fee. Evidence supporting special/unforeseen circumstances will be required.

Where Smart City Vocational College is unable to fulfil their obligations to the learner and provide the agreed services, a full refund will be provided.

STATE GOVERNMENT FUNDED PRGRAMS

USER CHOICE – QLD

FEES

Prior to a learner’s enrolment into an apprenticeship/traineeship with Smart City Vocational College, the learner will be provided with:

  • details of the total student contribution amount payable.
  • full costs, method of collection, refunds, and exemptions;
  • access to this written policy via the Smart City Vocational College website and/or Learner Handbook

Where unit/s of competency are changed within an apprentice’s/trainee’s training plan, relevant adjustments will be made to the student contribution fee i.e. refund or further charge.

Where the student contribution fees amount per nominal hour is adjusted by the Queensland State Government, the student contribution fees for any units not yet commenced will be readjusted.

Smart City Vocational College will not charge more than the student contribution fee amounts contained in the relevant User Choice Policy, except as required periodically by the department.

Smart City Vocational College may only charge less than the student contribution fee if the student is eligible for an exemption as detailed in the User Choice Policy.

Smart City Vocational College may only charge less than the student contribution fee if the student is eligible for an exemption.

The student contribution fee can be paid on behalf of the student by their employer or another third party, but cannot be waived.

PAYMENTS

Smart City Vocational College will retain evidence of fees collected as well as evidence of all participants who have been deemed as totally or partially exempt from the payment of Student Contribution Fees.

Payment is accepted through direct debit, cash or credit card.

The student contribution fee can be paid on behalf of the student by their employer or another third party, but cannot be waived.

Student contribution fees are payable as per terms provided on invoice.

Payment plans are available to students only (not employers or third parties).

Payment plans must be kept up-to-date at all times.

Payments are to be made at the relevant Campus or Finance Office (Rockhampton)

REFUNDS

Where an apprentice/trainee does not commence a unit of competency/module, the apprentice/trainee will be reimbursed for all student contribution fees collected in relation to that unit of competency/module.

Where an apprentice/trainee withdraws from a unit of competency/module after participating in learning activity then a proportionate payment of the learner contribution fee will be reimbursed.

CERTIFICATE 3 GUARANTEE PROGRAM – QLD

FEES

Learners undertaking certificate III level training and non-concessional learners undertaking lower level training will be required to contribute to the costs of their training through a co-contribution fee. Fee exemptions and concessions apply to eligible learners.

Co-contribution fees are charged per unit and per qualification. The co-contribution fee for each qualification delivered by Smart City Vocational College is detailed on the enrolment form and brochure for each qualification. The amount of the co-contribution fee is determined by Smart City Vocational College and will be published in all promotional and course material and made available to the learner prior to enrolment.

The co-contribution fee can change depending on the delivery method and location, and these fees will be published and provided to learners to ensure that they are able to make an informed decision prior to enrolling.

The fee may be paid by the learner or on behalf of the learner by an employer or a third party and must be finalised prior to the commencement of study.

PAYMENTS

Eligible learners for the Certificate 3 Guarantee Program will be invoiced relevant co-contribution fees payable prior to commencement of study.

Payment is accepted in full through direct debit, cash or credit card. All students will be issued a receipt showing payment of fees.

Payments are to be made at the relevant Campus or Finance Office (Rockhampton)

All outstanding fees must be paid in full before the learner will be issued with a Qualification or Statement of Attainment.

REFUNDS

A refund for the co-contributions is available if a student applies in writing prior to the commencement of the course.

There is no refund of the student administration fees once the training has commenced, unless the learner has applied in writing for a refund and the application has been assessed and approved by the Campus Manager.

Smart City Vocational College will provide a full refund of fees paid in advance for the program or course cancelled before it starts.

USER CHOICE – ACT

FEES

Smart City Vocational College is required to charge participants a fee for administration costs upon enrolment. This fee is set by the ACT Directorate. It is $350 per qualification for a traineeship and $350 for the first year for an apprentice and $600 per subsequent 12 months of the apprenticeship.

Smart City Vocational College will not charge fees where an Australian apprentice:

  • leaves one employer and recommences within 12 months with another employer, in the same qualification with the same RTO
  • is required to go to a different RTO as a result of a change of RTO process
PAYMENTS

Payment is accepted through direct debit, cash or credit card.

Learners are able to pay their fees through instalments.

If an employer or third party chooses to pay this must be made in one instalment.

Payments are to be made at the relevant Campus or Finance Office (Rockhampton)

REFUNDS

A refund for the fee is available if a student applies in writing prior to the commencement of the course.

There is no refund of the student administration fees once the training has commenced, unless the learner has applied in writing for a refund and the application has been assessed and approved by the campus manager.

SKILLED CAPITAL – ACT

FEES

Students undertaking training under the Skilled Capital Program are required to contribute to the cost of the training. A reduced fee is available to learners eligible for a concession.

Smart City Vocational College is able to determine the fee per training mode. The fee will be equal to or higher than the minimum mandatory fee published by the Department. The fee is published on the ACT Qualifications Register.

Smart City Vocational College will not charge an additional fee for the delivery of foundational skills, units of competency or apply any additional costs associated with the training.

PAYMENTS

Payment is accepted in full or via installments through direct debit, cash or credit card.

If the fee is being paid on behalf of the learner by their employer or a third party full payment must be finalised prior to the commencement of study.

REFUNDS

A refund for the contribution fee is available if a student applies in writing prior to the commencement of the course.

There is no refund of the contribution fee once the training has commenced, unless the learner has applied in writing for a refund and the application has been assessed and approved by the campus manager.

Smart City Vocational College will provide a full refund of fees paid in advance for the program or course cancelled before it starts.

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Management of Learner Personal Information Policy

1.1 Smart City Vocational College complies with the requirements of relevant State and/or Commonwealth legislation and the Australian Privacy Principles set out in the Privacy Act 1988 in relation to the collection of information relating to all learners.

1.2 Learners, on request, will be provided with access to the personal information that has been collected about them including their learner file.

1.3 Where a learner has applied to receive a copy of their personal information:

a) The learner must request such information in person, or where this is impracticable, in writing;
b) The learner must provide a minimum of 5 working days’ notice to allow for approval and processing of access to information;
c) The learner must provide suitable photographic identification when making such request whether in person or in writing;
d) No fee will apply to the application for, or the providing of, a learner’s personal information in electronic format;
e) A fee of $1 per page will be applicable where the learner requests a hardcopy of their personal information

1.4 Where 5 working days’ notice has not been given as per 1.3(b) above, an additional cost may be incurred at the discretion of Smart City Vocational College depending upon the nature and timeframe of such request.

1.5 An invoice will be provided and records shall not be released until payment has been made.

1.6 Costs may be waived at the discretion of an authorised officer of Smart City Vocational College.

Collection of information:

1.7 Personal information will not be collected by unlawful or unfair means.

* Examples of collection by “unlawful or unfair means”, includes but is not limited to:
• Collection in breach of legislation, for example:

o Collection via computer hacking
o Using telephone interception or listening devices

• Collecting information by trespassing on private property
• Collecting information by threatening damage to a person unless information is provided
• Collection from a file dumped by accident on the street or from an electronic device which is lost or left unattended
• Misrepresenting the purposes of the collection
• Collecting information by telephone in the middle of the night
• Collecting by deception, for example, claiming to be a police officer or trusted organisation
• Collecting information from someone who is in intoxicated or in a state of shock or traumatised
• Collecting information in a way that disrespects cultural differences

* information from the Office of the Australian Information Commissioner

 

1.8 Personal information will not be collected unless:

• the information is collected for a purpose directly related to learners; and
• the collection of the information is necessary for or directly related to that purpose.

1.9 Where personal information is collected for inclusion in a record or in a generally available publication, Smart City Vocational College will take reasonable steps to ensure that, before the information is collected or, if that is not practicable, as soon as practicable after the information is collected, the learner concerned is generally aware of:

• the purpose for which the information is being collected;
• if the collection of the information is authorised or required by or under law the fact that the collection of the information is so authorised or required; and
• with whom the information may be shared (such as the Australian Government or Tuition Assurance Scheme).

1.10 Where Smart City Vocational College collects personal information for inclusion in a record or in a generally available publication, it will take reasonable steps to ensure that:

• the personal information collected is accurate, complete and up to date.
• the information collected is relevant to that purpose; and
• the collection of the information does not intrude to an unreasonable extent upon the personal affairs of the learner.

Types of information collected:

1.11 The types and purpose of information collected about a learner will include, but not be limited to the following:

• Learner’s enrolment information including any VET FEE-Help related information
• AVETMISS statistical information records (where appropriate)
• Learner information collected to track the learner through each course, subject and class (where applicable)
• Trainer and assessor records about the learner’s progress
• Communications with learners that may impact on the outcome of assessments or the learner participation in training or assessment
• Qualifications issued, certificate or statements of attainment.
• Fees and charges applied, refunds given and other financial dealings with learners
• Collected stakeholder feedback, opportunity for improvement, systems inputs and other feedback on the operation of the organisation.

Disclosure:

1.12 Smart City Vocational College will not disclose the information to a person, body or agency (other than the individual concerned) unless:

a) the individual concerned is reasonably likely to have been aware that information of that kind is usually passed to that person, body or agency;
b) the individual concerned has consented to the disclosure in writing;
c) Smart City Vocational College believes on reasonable grounds that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of the learner or of another person;
d) the disclosure is required or authorised by or under law; or
e) the disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of the public revenue.

1.13 Personal information will not be provided to any third party (unless required or authorised by law) without the prior signed written consent of the individual, such permission is to be kept on the learner’s file. Smart City Vocational College may be required to disclose personal information held about an individual to:

a) Another RTO
b) Government Departments
c) Current Employer (if applicable)
d) Anyone the individual has authorised the disclosure of information to

1.14 Where personal information is disclosed for the purposes of enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the purpose of the protection of the public revenue, Smart City Vocational College shall include in the record containing that information a note of the disclosure.

1.15 Everything, where reasonable within the powers of Smart City Vocational College, will be done to ensure that a person, body or agency to whom personal information is disclosed will not use or disclose the information for a purpose other than the purpose for which the information was given to the person, body or agency.

1.16 Copies of any information provided to a third party will be kept on file.

Storage and security of personal information:

1.17 Smart City Vocational College will ensure:

a) that the record is protected, by such security safeguards as it is reasonable in the circumstances to take, against loss, against unauthorised access, use, modification or disclosure, and against other misuse; and
b) that if it is necessary for the record to be given to a person in connection with the provision of a service to Smart City Vocational College, everything reasonably within the power of Smart City Vocational College will be done to prevent unauthorised use or disclosure of information contained in the record.

1.18 Using your personal information, we may also:

a) if you request that we provide information on our products and/or services, use your personal information to provide that information, including to follow up if we do not hear from you.
b) disclose your personal information to our related or associated parties, employees, agents, government bodies and regulatory authorities (where required or authorised by law) and our service providers, provided however that such related or associated parties, employees, agents, government bodies, regulatory authorities and service providers have been granted the authority by a Smart City Vocational College’s authorised officer.
c) use your personal information for marketing purposes, to send you direct marketing communications via electronic or non-electronic means (including after your agreement with us ends). You may request not to receive future direct marketing communications from Smart City Vocational College or its agents or related parties by using the opt out/unsubscribe function in the communication or by contacting our privacy department at privacy@smartcitycollege.edu.au

In all other respects we will collect, hold, use and disclose your personal information in accordance with this privacy policy which sets out how you may access and correct the personal information that we hold about you and how you may make a complaint relating to our treatment of your personal information.

1.19 Smart City Vocational College will provide individuals with the opportunity to correct or update their personal information as per the Procedure provided in this document

a) Any amendments to personal information must be noted with appropriate documentation to ensure accurate tracking.
b) If a learner requests that a record be amended and yet the record is found to be accurate, the learner’s request for such change will be noted in the CRM (Customer Relationship Management) or learner file.

1.20 Smart City Vocational College provides individuals with the opportunity to lodge a complaint relating to our treatment of your personal information. Please refer to our Complaints and Appeals Policy and Procedure.

1.21 Personal information will be held by this organisation only for the period we are legally required to retain the information.

1.22 A copy of this Policy will be placed on our website including information for a learner to contact the Enquiries line of the Office of the Australian Information Commissioner, on 1300 363 992 if they feel privacy principles have been breached by Smart City Vocational College.

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Recognition of Prior Learning

Recognition of Prior Learning Smart City Vocational College is committed to recognising skills, past experience or qualifications of learners as part of a present course.

Evidence for recognition of prior learning may include:

  • Evidence of current competence
  • Performance, demonstration, or skills test
  • Portfolio, logbook, task book, projects or assignments
  • Written presentation
  • Interview
  • Case studies

Recognition of Prior Learning is available for all subject units and the learner can apply for recognition of prior learning at any stage during their studies. Application must be made by completing the required forms provided to you by your trainer and will be assessed for eligibility to undertake a recognition process for the relevant unit or units of competency.

If there is sufficient evidence provided to support a recognition pathway, no further assessment may be necessary. If further assessment is required, it may take any practical form consistent with the assessment criteria for the claimed competencies and the principles of validity, reliability, fairness and flexibility. The form of assessment may be negotiated and may consist of interview, written assignment, exam or other method.

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Training and Assessment

Smart City Vocational College is an equal opportunity training provider who supports inclusive learning practice and is committed to the delivery of high quality innovative training and assessment practices informed by industry and addresses real workplace and environmental training needs.

Accredited training is delivered:

  • within scope of registration
  • by training and assessment staff who:
  • hold the relevant training and assessment competencies,
  • hold vocational qualifications,
  • can demonstrate industry currency
  • adhere to Smart City Vocational College’s Policies and Procedures

Prior to enrolment, learners undertaking training with Smart City Vocational College are provided with flexible training delivery options designed to meet the needs of the learner and/or employer. Learners will be offered the choice of an appropriate learning pathway that ensures they will achieve the competencies for the Qualification or Statement of Attainment they have commenced.

Regardless of the mode of delivery or engagement (workplace, classroom, E-learning or recognition process) all assessment will meet the same standard and will comply with the assessment requirements of the relevant training package or VET accredited course.

When conducting assessment your trainer will ensure that the principles of fairness, flexibility, validity and reliability are met as part of the assessment process.For a learner to be assessed as competent, the learner must demonstrate they hold all of the required skills and knowledge, as specified in the unit or module assessment requirements.

All learners have the right to reassessment. Where a learner appeals an assessment decision, the reassessment appeals process as described in the Complaints and Appeals Policy and Procedure must be followed.

LEARNING PATHWAYS

Smart City Vocational College’s learners will be offered the choice of an appropriate learning pathway that ensures they will achieve the competencies for the qualification or Statement of Attainment they have commenced. The learning pathways offered are:

  • learning and assessment pathway involving formative and summative assessment activities
  • assessment only pathway for RPL or Credit Transfer (Refer to Smart City Vocational College Policy for RPL/Credit Transfer)
  • combination of the two pathways where the learner, trainee/apprentice achieves competency
  • recognition for some units through an assessment pathway involving skills recognition, followed by achievement of others through a learning and assessment pathway.

REASONABLE ADJUSTMENT

Where required, trainers and assessors will apply reasonable adjustment for a learner’s training or assessment to ensure delivery is equitable for all learners and will take into account cultural, physical and learning barriers as well as language, literacy and numeracy needs.

Reasonable adjustment may include:

  • modifications to physical environment
  • changes to course design, e.g. substituting an assessment task
  • use of adaptive/assertive technology
  • educational support
  • provision of information or course materials in accessible format, e.g. a text book in braille
  • changes in teaching practices, e.g. wearing a microphone to enable a learner to hear class sessions
  • learning and assessment aids
  • extra time to complete assessments

FEEDBACK

Learners will be continually provided with feedback and will be informed as to whether they have achieved competency or are required to demonstrate further evidence, re-submission of work or reassessment of a practical task. Learners have the right to view all information and feedback recorded about them and are encouraged to provide open and honest feedback to Smart City Vocational College.

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VET FEE-HELP

Smart City Vocational College provides Diploma level training to eligible learners through the VET FEE-HELP program. VET FEE-HELP is an income contingent loan through the Australian Government providing learners the opportunity to study now, pay later.

Smart City Vocational College will ensure that all processes ensure adherence to relevant legislation and guides:

  • Standards for Registered Training Organisations (RTO’s) 2015,
  • Further Education and Training Act 2014,
  • Higher Education Support Act 2003,
  • National Vocational Education and Training Regulator Act 2011
  • VET Guidelines 2013
  • VET Administrative Information for Providers
  • Electronic Transactions Act 1999
  • OAIC – Privacy Fact Sheet 6 – The binding Tax File Number Guidelines 2011 and the protection of tax file number information

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VET FEE-HELP Policy

Forms
Complaints and Appeals Form. View/Download
Learner Cancellation Form. View/Download
Learner Extension Request VET FEE-HELP. View/Download

 

Policy
Statement of Tuition Assurance. View/Download
Access and Equity including Fair Treatment and Equal Benefits and Opportunity Policy. View/Download
Complaints and Appeals Policy (including Academic Grievance) View/Download
Management of Learner Personal Information Policy. View/Download
Re-crediting Policy. View/Download
Refund Policy. View/Download
Cancellation/Withdrawal Policy. View/Download
Fees and Refund – VET FEE-HELP. View/Download
Course Extension and Course Expiration. View/Download

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Work, Health and Safety

Smart City Vocational College is committed to creating and maintaining an environment to ensure a safe and healthy workplace is provided for all employees, learners and visitors.

Smart City Vocational College and venues hired by Smart City Vocational College for training are a workplace under the Workplace, Health and Safety Act 2011. You can expect that these venues meet standards set out in the WHS Act 2011 and WHS Regulations 2011.

Smart City Vocational College has a duty of care to provide a safe workplace and you have a duty of care under the same legislation to contribute to a safe workplace.

Smart City Vocational College staff also have a moral obligation not only to take care of themselves, but be responsible for the safety of others as well. To ensure duty of care is maintained, Smart City Vocational College will provide

  • A safe training and assessment environment
  • Safe plant and training equipment

There may also be specific legislation or regulations that may relate to your training – your trainer will discuss these with you.

Please note that whilst you are a learner at Smart City Vocational College our workplace will not tolerate harassment, victimisation and bullying. If you feel that you may be subject to any of the above, talk to your trainer or any of our staff.

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