Enrolment Deferement, Suspension or Cancellation

VLIBTC Management and staff are committed to assessing and recording all deferments, suspensions or cancellations of study, ensuring that students within the process are informed of their rights and provided with due care and where relevant opportunities of appeal.  Students who apply for deferment may do so on the basis of compassionate or compelling grounds. Students who are contravening the ‘Rules of Enrolment’ at VLIBTC may have their enrolment suspended or cancelled.

The Rules of Enrolment at VLIBTC include:

• VLIBTC Student behaviour standards
• Payment of Fees
• Adequate Course Progress
• Minimum 80% Attendance
• Church attendance and practical service

Visa Implications:

• Where a student records "Not Yet Competent" for more than half of all subjects studied in two consecutive study periods VLIBTC
  Management will notify the student in writing of their intention to report their unsatisfactory course progress to DEEWR/DIAC. Students may appeal the decision (refer to the VLIBTC complaints and Appeals Procedure).
• Students who fail to attend class on two consecutive days will be contacted by the Overseas Contact officer and a reason for their
  non attendance requested.
• Students who fall below 80% attendance will be at risk of course suspension or enrolment cancellation.

 The grounds and procedures for deferments, suspensions or cancellations of study are listed in the Student Handbook and on the government website www.immi.gov.au/students/visa-conditions-students.htm

Course Money Refund Policy

VLIBTC will provide a total refund of tuition fees paid in advance or for tuition already received where:

a)             The course does not start on the agreed starting day.

b)            The course ceases to be provided at any time after it starts but before it is completed; or

c)             The course is not provided in full to the student because a sanction has been imposed on the registered provider under part 6 (ESOS Act)

Should VLIBTC be unable to deliver its courses to enrolled students, a full refund of course money will be paid to enrolled students within 2 weeks of the default day which will be determined as the day in which the course was scheduled to commence. Alternatively the student may be offered an alternative course(s) at another College offering the same course. The alternative course arrangement will be at VLIBTC’s expense. The student’s written acceptance of the alternative course offer will relieve VLIBTC’s liability to provide a refund to the student.

Should the above arrangement not be suitable to the student VLIBTC will arrange for a full refund of course money.

VLIBTC will only refund prepaid course money directly to the student and will not under any circumstances refund course money to a third party. In the case of a visa refusal, VLIBTC will process and refund the written application for course money refund within four weeks of VLIBTC receiving the student’s written advice of visa refusal.

Courses longer in duration than 10 weeks
Where a written application is received for a Course Money Refund VLIBTC staff will:

• Provide a total refund of course money paid in advance where a Visa has been denied.
• Provide a partial refund of course money paid in advance, where enrolling students provide more than 4 weeks and up to 10 weeks written notice of their intention to withdraw from the course prior to the course commencement. The refund will be 70% of a semester’s fees less the maximum of 10% for administrative expenses. (Current 10% maximum is $245 AUD).
• Provide a partial refund of course money paid in advance, where enrolling students provide less than 4 weeks written notice of their intention to withdraw from the course prior to the course commencement. The refund will be 40% of a semester’s fees, less the maximum of 10% for administrative expenses. (Current 10% maximum is $245 AUD)
• Provide a partial refund to students who withdraw after the commencement of the course up till the first 4 weeks. The refund shall be 30 % of a semester’s fees, less the maximum of 10% for administrative expenses. (Current 10%
  maximum is $245 AUD).
• Provide a partial refund to students who withdraw after the commencement of the course up till the first 4 weeks. The refund shall be 30 % of a semester’s fees, less the maximum of 10% or $1000AUD, whichever is the lesser, for
  administrative expenses.
• Apply no refund where a student has withdrawn from the course after the 4th week of the course
• A student who has paid for more than two semesters in advance and withdraws during semester and more than four weeks before the commencement of the following semester, will receive no refund of fees for the current semester and at least 70% of the following semester’s fees and a full refund of fees paid for any subsequent semester.
• Should VLIBTC Management withdraw its offer or fails to provide the program offered or terminates its course delivery before or after semester/Education Service commences VLIBTC will provide a full refund of course money.
• Should VLIBTC Management withdraw a student from a Course because the student has seriously breached international student visa conditions or a provider’s rules, no refund of the current semester’s fees and 40% of fees applicable to a subsequent semester and a full refund of fees paid for any subsequent semester.

VLIBTC staff shall ensure that students who dispute the refund procedures are provided with the access to the VLIBTC internal / external appeals procedure.  VLIBTC’s refund policy and the availability of complaints and appeals processes, does not remove the right of the student to take action under Australia’s consumer protection laws.

Refund Procedures
Where a student believes that they have grounds for a course fee refund, students should:

• Submit a written request for course fee refund to the Overseas Contact Officer
• State valid reasons for their course refund application
• Allow 7 days for the application to be processed by VLIBTC Management
• Recognise that VLIBTC’s Management refund policy and the availability of complaints and appeals processes, does not remove the right of the student to take action under Australia’s consumer protection laws

When receiving a written  course fee refund application the Overseas Contact Officer shall:

• Present the application to VLIBTC management
• Provide the student in writing the resulting decision of VLIBTC Management
• Advise the student of their right to appeal the decision of VLIBTC Management

Complaints and Appeals Process

Internal Process
The complaints and appeals procedure of VLIBTC shall ensure that all complaints are dealt with in a constructive and timely manner at no cost to the complainant.  An overseas student that has a complaint should first approach a training staff member or the Overseas Student Contact Officer and explain their complaint.

The student’s complaint if not satisfactorily resolved, can be appealed and will be reported to the next VLIBTC management meeting or dealt with within 10 days of lodgement. Accessing the Complaints and Appeals process does not put the student’s enrolment at risk.  The decision of VLIBTC management concerning the complaint and subsequent appeal outcomes will be advised to the student in writing as soon as possible following the meeting.

Students have 20 working days in which to appeal following receipt of a Notice of Intention to Report.  VLIBTC will maintain a student’s enrolment until the complaint or appeal process entered into is concluded.  Should a student choose not to access the complaints and appeals processes within the 20 working day period, withdraws from the  process or the process is completed and results in a decision supporting VLIBTC, VLIBTC will notify the Secretary of DEEWR through PRISMS of the student not achieving satisfactory course progress as soon as possible

CEO / Management meeting

• On receiving a client feedback form detailing a grievance, the CEO or management meeting shall discuss the nature of the grievance and identify the cause of the grievance and the appropriate cause of action to satisfy the complainant’s grievance and if requested by the student provide an appropriate time for the student to present their complaint personally.
• The CEO shall complete the client feedback form recording the proposed solution and reason for the outcome and advise the complainant of the proposed solution in writing.
• The written advice to the complainant shall detail the proposed solution and reason for the outcome and include information and procedures concerning the complainant’s right to appeal the proposed solution and their right to request for an independent adjudicator which will be at no or little cost to the complainant.

External Appeal
If you wish to lodge an external appeal or complain about this decision, you can contact the Overseas Students Ombudsman. The Overseas Students Ombudsman offers a free and independent service for overseas students who have a complaint or want to lodge an external appeal about a decision made by their private education or training provider. See the Overseas Students Ombudsman website www.oso.gov.au or phone 1300 362 072 for more information.

The Overseas Students Ombudsman can investigate complaints about action taken by private providers in connection with overseas students. Complaints might, for example, be about:

• Refusing admission to a course
• Fees and refunds
• Course or provider transfers
• Course progress or attendance
• Cancellation of enrolment
• Accommodation or work arranged by a provider
• A provider not doing something or taking too long to do something
• Incorrect advice given by an education agent who has an agreement with a private provider. NOTE: VLIBTC does not use Education Agents.

Enrolment Policy

VLIBTC Management and staff are committed to ensuring that all enrolling students are provided with necessary, timely and accurate information that relates to its training and assessment services available to overseas students.

Application Procedure
In receiving an enrolment enquiry or application from an overseas student:

• The enrolling staff member shall ensure that all applicants are aware of VLIBTC’s Overseas Prospectus information.
• The Enrolment Kit includes:  VLIBTC Prospectus,  International Prospectus Supplement,  International Application Form with references,  Annual Calendar,  International Tuition Fees and ESOS Framework
• The enrolling staff member shall enquire and assess whether the applicant’s qualifications, experience (including work) and English language proficiency are appropriate for the course for which enrolment is sought. Refer to 1.  International Admission Requirements and 2.  English Equivalency Information                                                                                                     
• The enrolling staff member must review the applicant’s educational records against the applicable course entry requirements and only accept a student’s enrolment where a student’s educational records satisfy the applicable course entry requirements.
• The enrolling staff member shall alert VLIBTC management where an applicant’s English language proficiency is identified as being below a ‘C’ Level (Australian year 10) or an IELTS overall band-score test is below 5.5  The student may be referred to PICE (Perth International College of English) for further English bridging training or potential ELICOS course enrolment.  
• The enrolment officer shall inform the applicant that in the event of a referral to another College for English Bridging, the applicant must comply with that Institution’s enrolment procedures for the English Bridging Course. This would impact Visa requirements and course completion times.
• Where an applicant has met the course entry requirements of VLIBTC. The enrolling officer may commence the Enrolment procedure.

Enrolment Procedure

• The enrolling staff member shall provide (by mail, email or by hand) the applicant with a letter of offer and acceptance for the relevant course being applied for.
• On receiving a completed Letter of Offer and Acceptance the enrolling staff member shall ensure that enrolling student has signed VLIBTC’s letter of offer and acceptance and that they have acknowledged their receipt of the ‘ESOS Framework’ by ticking the relevant box on the letter of offer and acceptance.
• The enrolling staff member shall ensure that they only receive course money from a student after or at the same time the signed letter of offer and acceptance has been received.
• Once the application and letter of offer and acceptance has been received the enrolling staff shall initiate an electronic confirmation of enrolment (ECOE) through the PRISMS system and return the VLIBTC signed Letter of Offer and Acceptance and relevant ECOE to the student.
• The enrolling staff member shall report to VLIBTC Management advice of any student who fails to commence his or her course within 10 days of their non commencement.
• VLIBTC Management shall report any student for non commencement of courses via the PRISMS System within the ESOS Act (Section 19.1c) requirement of 14 days.

RPL and Course Credits Policy

VLIBTC is committed to providing up-to-date and relevant RPL and Course Credit information to all students. No RPL will be granted for individual units or subjects because of the impact on Visa requirements and course completion times. Pack available on request.

Harassment

If you feel that a student or staff member has harassed or bothered you in any way, please ask to see our Deputy Principal or Dean of Students immediately.

Disciplinary Procedures

Any student found to be deceptive, harassing other students or staff, or breaking the law in any way, will face disciplinary action. This may involve asking the student to leave the college immediately, and if appropriate, may involve a report to the Police.

Privacy and Access

Student records and confidential information retained by VLIBTC shall be safeguarded by all staff and faculty at all times. Student Records and confidential information shall not be disclosed to a third party without written consent from the student. Students have the right to view copies of their records or ask for a correction to such records where an error has occurred.

Vocational Outcomes

Completion of this course does not give automatic entry into full-time ministry. It will, however assist in preparing you for fulltime ministry or market place ministry and the fulfilment of God's call on your life.

Access and Equity

VLIBTC is committed to access and equity principles and does not discriminate against enrolment of students on the basis of sex, race, colour, national origin, denomination or physical disability. All staff is aware of the dangers of gender bias and discriminatory language. VLIBTC will continue to work to eliminate any such bias from all lecture content in the curriculum. Health concerns or disabilities which may affect the student's studies should be noted on their application and discussed in the personal interview. If students have disabilities which create difficulties with normal assessment procedures, they will be given alternate means of demonstrating their competence if possible.

Marketing Policy

Victory Life International Bible Training Centre will market its educational product with integrity, accuracy and professionalism. All photographs and videos captured on the campus and VLC premises are the property VLC and VLIBTC and they reserve the right to use any material for marketing and promotional purposes.

Education Agents Policy

VLIBTC does not use Education Agents.