Student Information Pre-Enrolment Policy

1. Purpose

The purpose of this policy is to ensure that Academus Training Institute provides clear, accurate, complete and accessible information to prospective domestic students before enrolment.

This policy supports informed decision-making by ensuring that prospective students understand the course they are considering, including entry requirements, course structure, fees, delivery arrangements, assessment requirements, support services, attendance expectations, refund conditions, certification outcomes and any licensing or regulatory requirements.

Academus Training Institute recognises that students must not be enrolled into a course unless they have been given sufficient information to decide whether the course is suitable for their needs, goals, circumstances and eligibility.

This policy also ensures that Academus Training Institute does not mislead, pressure or enrol students into training where the course is unsuitable, the student does not meet entry requirements, or the student has not received required pre-enrolment information.

2. Scope

This policy applies to all prospective and enrolling domestic students of Academus Training Institute.

For the purpose of this policy, domestic students may include Australian citizens, Australian permanent residents, eligible New Zealand citizens and other persons with appropriate rights to study in Australia, where applicable to the course requirements.

This policy applies to all staff involved in student enquiry, marketing, recruitment, course advice, enrolment, student support, administration and compliance, including:

• CEO
• Training Manager
• Enrolment and administration staff
• Trainers and assessors
• Student support staff
• Marketing personnel
• Compliance staff
• Any approved third-party personnel involved in student recruitment or course information

This policy applies to all nationally recognised training products delivered by Academus Training Institute to domestic students.

This policy does not apply to international student delivery, CRICOS enrolments, student visa holders requiring CRICOS study arrangements, or overseas student obligations.

3. Policy Statement

Academus Training Institute is committed to ethical, transparent and student-centred pre-enrolment practices.

All information provided to prospective domestic students must be:

• Accurate
• Current
• Complete
• Clear
• Written in plain English where possible
• Consistent across website, brochures, enrolment documents and staff advice
• Sufficient to support an informed enrolment decision
• Suitable for the intended student cohort
• Provided before enrolment is accepted
• Updated when course, fee, regulatory or delivery information changes

Academus Training Institute will not misrepresent:

• Its RTO registration status
• Its scope of registration
• Course outcomes
• Licensing outcomes
• Employment outcomes
• Course duration
• Fees or refund rights
• Student support services
• Assessment requirements
• Recognition or credit transfer arrangements
• Any approval by government, regulator or licensing body

4. Domestic Student Pre-Enrolment Principles

4.1 Informed Choice

Students must receive enough information to understand what they are enrolling into, what is expected of them, and what outcome may be available after successful completion.

4.2 Suitability

The course must be suitable for the student’s needs, goals, entry requirements, language and learning capacity, support needs and eligibility requirements.

4.3 Transparency

All course information, fees, refund conditions, assessment requirements and student obligations must be disclosed honestly before enrolment.

4.4 No Pressure Enrolment

Students must not be pressured, rushed or misled into enrolling. Staff must provide accurate information and allow students reasonable time to consider their decision.

4.5 Compliance

Pre-enrolment information must support compliance with the Standards for RTOs 2025, the Australian Qualifications Framework, relevant training package requirements, consumer protection expectations and any licensing or regulatory requirements applicable to the course.

5. Pre-Enrolment Information Requirements

Before a student enrols, Academus Training Institute must provide access to relevant course and enrolment information in writing, electronically, through the website, through course information documents, or through approved enrolment materials.

Pre-enrolment information must include the following where applicable.

6. Course Information

Prospective students must be provided with clear course information, including:

• Full course or qualification title
• National course, qualification, skill set or unit code
• Course outcome
• Units of competency included
• Core and elective unit information
• Course duration
• Scheduled training days or contact hours
• Delivery mode
• Delivery location
• Practical training requirements
• Assessment requirements
• Course commencement dates where available
• Expected student workload
• Completion requirements
• Certification to be issued on successful completion
• Pathways to further study or employment where applicable

Course information must not guarantee employment, licensing approval or migration outcomes.

Where a course may support eligibility for a licence, students must be clearly informed that licence approval is determined by the relevant licensing authority and is not automatically guaranteed by Academus Training Institute.

7. Entry Requirements

Academus Training Institute must clearly advise students of all entry requirements before enrolment.

Entry requirements may include:

• Minimum age requirements
• Identification requirements
• Language, literacy, numeracy and digital skill requirements
• Course-specific knowledge or skill requirements
• Prior qualifications or prerequisite units
• Work rights or eligibility requirements where relevant
• Physical capacity or practical participation requirements
• Licensing or regulatory prerequisites
• Police check or background check requirements where applicable
• Unique Student Identifier requirements
• Any documents required before enrolment confirmation

For security-related courses or other regulated programs, students must be provided with clear information about any relevant licensing body requirements, including identification, eligibility, conduct, language, criminal history or prerequisite requirements where applicable.

8. Language, Literacy, Numeracy and Digital Requirements

Academus Training Institute must inform prospective students if a course requires particular language, literacy, numeracy or digital skills.

Where required, students may be asked to complete a pre-enrolment review, LLND check, suitability discussion, or other approved process to identify whether the course is suitable and whether support may be required.

Students must be advised that LLND support may be available, but support cannot remove the need to meet the required competency standard.

Where a student’s LLND needs are beyond the reasonable support available from Academus Training Institute, the student must be advised honestly and may be referred to external support or alternative study options.

9. Fees and Financial Information

Prospective students must receive clear and accurate fee information before enrolment.

Fee information must include:

• Total course fee
• Tuition fees
• Material or resource fees where applicable
• Enrolment or administration fees where applicable
• Assessment or reassessment fees where applicable
• Additional charges where applicable
• Payment due dates
• Payment options
• Payment plan arrangements where offered
• Refund policy summary
• Circumstances where refunds may or may not apply
• Any fee protection or fee collection arrangements required by legislation or policy

Students must be advised to read the Fees and Refund Policy before enrolling.

10. Refund and Cancellation Information

Before enrolment, students must be provided with access to refund and cancellation information.

This information must explain:

• Student cancellation rights
• RTO cancellation rights
• Refund eligibility
• Non-refundable fees where applicable
• Timeframes for refund requests
• How to apply for a refund
• Evidence required for refund consideration
• Processing timeframes
• Review, complaint or appeal options where a student disagrees with a refund decision

Refund information must be written clearly so students can understand the financial risk of enrolling and withdrawing.

11. Training Delivery Information

Students must be informed how training will be delivered.

This may include information about:

• Face-to-face delivery
• Classroom-based training
• Practical activities
• Simulated workplace activities
• Online or blended components where applicable
• Trainer-led sessions
• Self-study requirements
• Attendance expectations
• Timetable or session structure
• Break times where relevant
• Location and campus information
• Required equipment or clothing
• Student behaviour expectations
• WHS requirements

Where attendance is mandatory or required for regulatory, licensing or competency reasons, this must be clearly explained before enrolment.

12. Assessment Information

Students must receive clear information about assessment requirements before enrolment.

Assessment information may include:

• Types of assessment
• Knowledge assessment requirements
• Practical assessment requirements
• Research or written task requirements
• Observation requirements
• Role play or scenario requirements
• Workplace or simulated workplace requirements
• Assessment due dates where applicable
• Reassessment arrangements
• Reasonable adjustment options
• Academic integrity expectations
• Consequences of plagiarism, cheating or misconduct
• Appeals process for assessment decisions

Students must be informed that competency can only be awarded where the student satisfies all required assessment evidence and competency requirements.

13. Support Services Information

Academus Training Institute must provide prospective students with information about available support services before enrolment.

Support information may include:

• Academic support
• LLND support
• Digital literacy support
• Trainer guidance
• Reasonable adjustment
• Student wellbeing referral options
• Administrative support
• Complaints and appeals support
• External referral information where required

Students must be informed how to request support and who to contact if they experience difficulty during training.

Support must be explained honestly. Academus Training Institute must not suggest that support can guarantee successful completion or remove required competency standards.

14. Rights and Responsibilities

Before enrolment, students must be informed of their rights and responsibilities.

Student rights may include:

• The right to accurate course information
• The right to fair treatment
• The right to privacy
• The right to access support
• The right to provide feedback
• The right to lodge a complaint or appeal
• The right to receive training consistent with the course information provided

Student responsibilities may include:

• Providing accurate information
• Meeting entry requirements
• Attending training
• Participating in learning activities
• Completing assessment honestly
• Following trainer instructions
• Following WHS requirements
• Paying fees as agreed
• Advising ATI of changes to contact details
• Respecting staff, students and facilities
• Reading and understanding relevant policies

Students must be given access to the Student Handbook or equivalent information before enrolment.

15. Privacy and Personal Information

Academus Training Institute must inform students how personal information will be collected, used, stored and disclosed.

Students must be informed that personal information may be collected for purposes including:

• Enrolment administration
• Training delivery
• Assessment
• Student support
• Certification
• AVETMISS reporting
• USI verification
• Regulatory or funding reporting where applicable
• Compliance and audit purposes

Students must be provided with access to privacy information before enrolment and must be informed that accurate personal information is required for enrolment and certification.

16. Unique Student Identifier

Students undertaking nationally recognised training must provide a valid Unique Student Identifier unless an exemption applies.

Before enrolment, Academus Training Institute must inform students that:

• A USI is required for nationally recognised training.
• The USI is used to record training outcomes.
• Certification may not be issued unless a valid USI has been provided or an exemption applies.
• Students can create or locate their USI through the official USI system.

Academus Training Institute must verify the USI before issuing certification.

17. Recognition of Prior Learning and Credit Transfer

Students must be informed before enrolment that they may be eligible to apply for Recognition of Prior Learning or Credit Transfer.

Information must include:

• What Recognition of Prior Learning means
• What Credit Transfer means
• How to apply
• Evidence requirements
• Timing of applications
• Possible impact on course duration or fees
• Limitations where regulatory or licensing requirements apply

Students must be advised that Credit Transfer can only be granted where valid evidence is provided and verified.

Recognition of Prior Learning must be assessed according to the relevant competency requirements and assessment rules.

18. Licensing and Regulatory Information

Where a course is linked to a licence, industry authority, government approval or regulatory requirement, Academus Training Institute must provide accurate information before enrolment.

This may include:

• Licensing body requirements
• Minimum age requirements
• Identification requirements
• Police check or background check requirements
• Prior training requirements
• Conduct or character requirements
• Attendance requirements
• Mandatory assessment requirements
• Limits of RTO responsibility
• Student responsibility to meet licensing authority requirements

Academus Training Institute must not state or imply that successful completion of a course automatically guarantees licence approval, employment or regulatory acceptance unless this is factually correct.

Where the licensing authority makes the final decision, this must be made clear to the student.

19. Marketing and Advertising Information

All marketing and advertising information must be accurate, ethical and not misleading.

Marketing materials must not:

• Misrepresent the RTO’s registration status.
• Advertise courses not on scope.
• Guarantee employment outcomes.
• Guarantee licensing outcomes.
• Mislead students about course duration or fees.
• Suggest government endorsement where none exists.
• Use outdated course codes or titles.
• Use false claims about trainer approval, facilities, student outcomes or industry acceptance.
• Hide important conditions or eligibility requirements.

Marketing materials must be reviewed regularly to ensure accuracy and consistency with approved course information.

20. Website and Published Information

Academus Training Institute must ensure that website and published information remains current and accurate.

Published information may include:

• Website pages
• Course flyers
• Brochures
• Enrolment forms
• Student Handbook
• Email templates
• Social media posts
• Advertisements
• Information sheets
• SMS or campaign messages

Where information changes, published materials must be updated as soon as practicable.

Outdated or incorrect versions must be removed from use.

21. Enrolment Advice and Suitability Discussion

Before enrolment is finalised, Academus Training Institute may conduct an enrolment advice process or suitability discussion.

This may include confirming:

• Student identity
• Contact details
• Course choice
• Entry requirements
• Reason for enrolment
• Prior study or experience
• Support needs
• LLND needs
• Licensing or regulatory awareness
• Availability to attend training
• Understanding of fees and refund conditions
• Understanding of assessment requirements

Where the course appears unsuitable for the student, staff must provide honest advice and may recommend alternative options, additional support, delayed enrolment, or referral to another provider or service where appropriate.

22. Student Acknowledgement

Before enrolment is accepted, students must acknowledge that they have received or had access to required pre-enrolment information.

This acknowledgement may be recorded through:

• Enrolment form declaration
• Student agreement
• Online enrolment confirmation
• Email confirmation
• Signed course information acknowledgement
• Pre-enrolment checklist

The acknowledgement should confirm that the student has been given access to relevant information including course requirements, fees, refund policy, support services, complaints and appeals, assessment requirements and student responsibilities.

23. Staff Responsibilities

Staff involved in enquiry, marketing, recruitment and enrolment must provide accurate and approved information only.

Staff must:

• Use current course information.
• Avoid verbal promises not supported by official documentation.
• Provide honest information about course suitability.
• Refer complex questions to the appropriate staff member.
• Explain key enrolment conditions clearly.
• Ensure students are not pressured into enrolling.
• Check that required pre-enrolment information has been provided.
• Report incorrect or outdated information.
• Record pre-enrolment discussions where required.
• Protect student privacy.

24. Review of Pre-Enrolment Materials

Academus Training Institute must review pre-enrolment materials regularly to ensure they remain accurate and compliant.

Materials to be reviewed may include:

• Website information
• Course flyers
• Course brochures
• Student Handbook
• Enrolment forms
• Fee schedules
• Refund information
• Marketing templates
• Email templates
• Social media content
• Student information sheets

Reviews must occur:

• At least annually
• When course details change
• When fees change
• When entry requirements change
• When training package requirements change
• When licensing or regulatory requirements change
• Following complaints, feedback or audit findings
• Where incorrect or unclear information is identified

Review outcomes must be recorded and improvement actions must be tracked through the continuous improvement process where required.

25. Managing Incorrect or Misleading Information

If Academus Training Institute identifies that incorrect, outdated or misleading information has been provided to a prospective or enrolled student, the matter must be addressed promptly.

Actions may include:

• Correcting the published information
• Removing outdated material from use
• Informing affected students
• Providing corrected written information
• Reviewing enrolment decisions where required
• Offering complaint or refund options where appropriate
• Recording the issue in the Continuous Improvement Register
• Providing staff training where required

Where incorrect information may have affected a student’s enrolment decision, Academus Training Institute must act fairly and reasonably.

26. Records

Academus Training Institute must maintain records that demonstrate students were provided with required pre-enrolment information.

Records may include:

• Enrolment forms
• Student declarations
• Course information sheets
• Email correspondence
• Signed acknowledgements
• Pre-enrolment checklists
• LLND or suitability review records
• Fee agreements
• Refund policy acknowledgements
• Student Handbook acknowledgements
• Notes of enrolment discussions
• Marketing approval records

Records must be stored securely and retained according to the Records Management Policy.

27. Roles and Responsibilities

28. Related Documents

This policy should be read together with the following documents:

• Enrolment and Admissions Policy
• Training Delivery Policy
• Training and Assessment Strategy
• Student Support During Training Policy
• Fees and Refund Policy
• Complaints and Appeals Policy
• Privacy Policy
• Records Management Policy
• Marketing and Advertising Policy
• Recognition of Prior Learning and Credit Transfer Policy
• Student Handbook
• Course Information Documents
• Student Code of Conduct

29. Review and Approval

This policy will be reviewed annually or earlier where required due to changes in:

• Standards for RTOs
• Training package requirements
• Scope of registration
• Course delivery arrangements
• Fees or refund arrangements
• Licensing or regulatory requirements
• Student support requirements
• Marketing or enrolment processes
• Internal audit findings
• Complaints, appeals or feedback
• Continuous improvement outcomes

Next Review Date: July 2027