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enquiries@aitt.com.au
Adelaide: (08) 8252 1455
Perth: (08) 9355 3534
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Aitt 2018

Policies and Procedures

Privacy Policy

Student Code of Conduct

Student Engagement Policy

Fees and Refund Policy

Cancellation Policy

Complaints and Appeals Policy

Privacy Policy

Australian Institute of Technology Transfer (AITT) recognises the importance of your privacy and understands your concerns about the security of your personal information. This privacy policy describes generally how we manage your personal information and safeguard your privacy. ‘Personal information’ is information or an opinion relating to an individual which can be used to identify that individual.

 

In the course of its business, AITT may collect information from students or potential students, either electronically or in hard copy format, including information that personally identifies individual users.  We may also record various communications that students or potential students have with us.

 

AITT is bound by the Privacy Amendment (Enhancing Privacy Protection) Act 2012 and the Privacy Regulation 2013 which establishes minimum standards for the private sector in relation to the collection, handling, use, disclosure, management, access, correction and disposal of ‘personal information’ about natural persons. AITT is also committed to the standards of privacy required of Registered Training Organisations (RTOs) in accordance with National Vocational Education and Training Regulator Act 2011 (National VET Regulator Act).

 

AITT will only collect personal information by fair and lawful means which is necessary for the functions of the RTO and is committed to ensuring the confidentiality and security of the information provided to us. The personal information supplied by individuals to AITT will only be used to provide information about study opportunities, program administration, academic information and to maintain proper academic records.  If an individual chooses not to give AITT certain information then we may be unable to enrol the individual in a program or supply them with appropriate information.

 

Disclosure of personal information

Personal information about students studying with AITT may be shared with the Australian Commonwealth Government and relevant State Governments (in the case of State Funded Public Training) and other such designated authorities. This information includes personal and contact details, program enrolment details and changes, and any disabilities that the Student is required to disclose.

 

Any person or organisation to whom personal information is disclosed as described in this procedure will be required to not use or disclose the information for a purpose other than the purpose for which the information was supplied to them.

 

AITT shall not disclose Personal Information to an external company or third party. Personal information shall not be sold to anyone and shall not be used for promotions independent of the RTO. Personal information shall be destroyed, if there is no longer any legitimate purpose in retaining such information and that the record retention periods imposed by the state and federal governments have been exceeded.

 

AITT will not, under any circumstance, disclose an individual’s personal information to another person or organisation unless:

  1. the individual concerned is reasonably likely to have been aware, or made aware that information of that kind is usually passed to that person or organisation;
  2. the individual concerned has given written consent to the disclosure;
  3. AITT 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 individual concerned or of another person;
  4. the disclosure is required or authorised by or under law.

 

Security of personal information

AITT will take all reasonable steps to ensure that any personal information collected is relevant to the purpose for which it was collected, is up to date and complete.

 

AITT will store securely all records containing personal information and take all reasonable security measures to protect, personal information collected by us from unauthorised access, misuse or disclosure.

 

Persons using our websites and e-learning sites may do so aware that the sites do not collect information of a personal nature from such visits.

 

Information submitted digitally to our organization (i.e. electronic data, using an electronic form or application or by sending an email) is collected and used for the purposes that it is provided. For example, if you request information about a course, the RTO will use the information to process your inquiry. AITT may also use personal information collected as above to provide or offer further services and products and to manage our business relationships.

 

Right to access and correct records

Individuals have the right to access or obtain a copy of the personal information that AITT holds about them.  Requests to access or obtain a copy of personal information must be made in writing and individuals will be required to provide two (2) acceptable forms to prove their identity.  There is no charge for an individual to access personal information that AITT holds about them; however we may charge a fee to make a copy.  Individuals will be advised of how they may access or obtain a copy of their personal information and any applicable fees within 10 days of receiving their written request.

 

If an individual considers their personal information to be incorrect, incomplete, out of date or misleading, they can request that the information be amended.  Where a record is found to be inaccurate, a correction will be made.  Where an individual requests that a record be amended because it is inaccurate but the record is found to be accurate, the details of the request for amendment will be noted on the record.

 

Written requests for access to or to obtain a copy of personal information held by AITT should be sent to:

Chief Executive Officer

Australian Institute of Technology Transfer

Suite 2 No 4 Brodie Hall Drive

Bentley

Western Australia 6102

Student Code of Conduct

Just as AITT has a responsibility to meet expectations of students, legislation, and regulations, so too, do students have obligations they are expected to meet. It is expected that students will participate with commitment in their studies, regularly submit assessment items, and behave in a manner that does not contravene workplace health and safety or the principle of respect for others.

 

AITT views student misconduct seriously. We expect that our students will behave in an honest, respectful manner appropriate for a learning environment, and in a way that will uphold the integrity of the RTO. Consequences of student misconduct vary up to and including expulsion from the course.

 

Examples of student misconduct include, but are not limited to:

  • Academic misconduct including plagiarism and cheating
  • Harassment, bullying and/or discrimination
  • Falsifying information
  • Any behaviour or act that is against the law
  • Any behaviour that endangers the health, safety and wellbeing of others
  • Intentionally damaging equipment and/or materials belonging to AITT and/or a partner organisation such as a school or workplace

 

Consequences for misconduct will depend on the severity and frequency of the breach and include, but are not limited to:

  • Formal reprimand (warning)
  • Suspension from the course
  • Student to reimburse the costs incurred by any damage caused
  • Cancellation of the course without refund and/or credit
  • Matter referred to the police
  • Students found guilty of misconduct have a right to lodge an appeal by following our Complaints and Appeals process.

 

Plagiarism

All work that you submit must be your own. You will have signed a declaration at the start of each assessment that this will be the case.

 

Plagiarism is taking someone else’s work and/or ideas and passing them off as your own. It is a form of cheating and is taken seriously by AITT. To help you understand, the following are examples that constitute plagiarism:

  • Copying sections of text and not acknowledging where the information has come from
  • Mashing together multiple ‘cut and paste’ sections, without properly referencing them, to form an assessment response
  • Presenting work that was done as part of a group as your own
  • Using information (pictures, text, designs, ideas etc.) and not citing the original author(s)
  • Unintentionally failing to cite where information has come from

 

AITT is committed to supporting all individuals enrolled in AITT programs in their lifelong learning journey. In the process of learning we often read work written by others, consider their ideas or even copy processes developed by others. We usually learn by considering what others have learned before us and, when using this learning in a piece of work authored by us we must ensure we give credit to the person whose original thought or work it is. Plagiarism will not be tolerated at AITT and severe penalties apply. Remember, plagiarism is not only about copying the words of another person, but also the use of ideas or data as well as verbal original thoughts of another person without giving credit to that individual.

 

While we understand that some student’s answers may from time to time come directly from readings, websites or particular legislation, we can easily identify work that has simply been plagiarised. Furthermore, when you submit your work you are required to sign a cover sheet for each unit clearly stating the following:

 

“I hereby certify that this is my own work, based on my personal study and/or research.  I have acknowledged all material and sources used in the presentation of this assessment whether they are books, articles, reports, lecture notes, or any other kind of document or personal communication. I also certify that this work has not previously been submitted for assessment in any other subject or at any other time in the same subject and that I have not copied in part of whole or otherwise plagiarised the work of other students and/or other persons.”

 

Making such a declaration submitted with plagiarised work is in fact making a false declaration.

 

At AITT, as a responsible Registered Training Organisation, we take these matters extremely seriously and such blatant acts of plagiarism that, among other things, may bring our name into disrepute will not be tolerated.

 

Any such work that is plagiarised will not be accepted under any circumstance and will be deemed NOT YET COMPETENT and returned to the student to be corrected. Further instances of submitting plagiarised work will result in you being deemed NOT YET COMPETENT without further opportunity for re-submission.

 

As a responsible training organisation, we have a duty of care to the community to ensure that when you complete your Qualification, you have successfully attained the required skills and knowledge and you are competent in your chosen course.

 

Where plagiarism continue to occur, despite written warning, the student may be removed from the course following a formal written request from the assessor and at the discretion of the CEO. Where a student is expelled for plagiarism no fees will be refunded.

 

Academic misconduct

Plagiarism and cheating are serious offences. Students engaging in this behaviour will face disciplinary action.

 

Zero Tolerance

Australian Institute of Technology Transfer (AITT) has a Zero Tolerance Policy for abusive, threatening and challenging behaviours directed against any staff member or other learners.

 

Any behaviour that a reasonable person would consider unacceptable or hostile and that creates an intimidating, frightening, threatening, offensive or physically dangerous situation in the workplace or other location will not be tolerated. This may include but not limited to:

  • shouting, swearing, threats, name calling, racist comments, sexist remarks, inappropriate gestures and all forms of such unprofessional conduct or, abusive conduct
  • physical violence against any person—for example, hitting, kicking, punching, spitting on or throwing objects at a person
  • acting in a way that would cause a person to have a reasonable belief that assault was intended
  • adopting a physical position or state and/or producing an object that a reasonable person would consider constitutes a serious and imminent threat of physical violence
  • oral or written (including email or communication through social media) threats, abuse or harassment, inappropriate touching and stalking of staff members
  • damaging, defacing or destroying property intentionally or through inappropriate and aggressive behaviour such as throwing objects or punching and kicking property
  • theft of property, illicit drug taking on EST Provider’s premises, use of EST Provider’s equipment and/or property for illegal purposes
  • swearing, making offensive noises or gestures, inappropriate or suggestive comments, vilification
  • threatening suicide; causing injury to oneself
  • any other behaviour that is deemed inappropriate

 

Without Exception

If a learner is displaying any of these behaviours, they will be required to leave the training premises immediately and will be withdrawn from their course.

 

Such matters will be reported to the Police and the respective Jobactive provider and / or employer.

Student Engagement Policy

As part of AITT’s commitment to providing its students with the best learning experience and journey, AITT has in place a Student Engagement Policy that must be followed by all facilitators of AITT.

 

It is a requirement that all facilitators must contact their assigned students undertaking self-paced, blended-learning or recognition of prior learning (RPL) at a frequency mutually agreed upon by the facilitator and student at the beginning of the learning journey.

The length of time between agreed periods of contact must not exceed 4 weeks.

The student can change the frequency of contact at any point during their study by informing the facilitator (not exceeding 4 weeks between periods of contact). The facilitator must acknowledge any change of contact frequency within canvas.

 

Prior to course commencement and enrolment, the facilitator may contact the student via phone or email. Following course commencement and enrolment, contact must be made via Canvas video message. Facilitators must send the first contact via Canvas video to encourage student participation.

 

Students may choose to receive contact via phone or face to face instead of Canvas. If this is the case, facilitators must still send a summary of the contact made via a canvas message for records.

An example of how a student engagement process may work for a facilitator is as follows:

  • Student completes all enrolments and is assigned a facilitator
  • Facilitator phone calls student to discuss study particulars and contact frequency
  • Facilitator video messages student on Canvas to confirm contact frequency
  • Facilitator maintains regular contact with student through agreed medium

If a student misses a planned contact point, the facilitator must attempt to contact the student by phone and keep a record of the missed appointment(s) on Canvas.

If a student still does not respond and shows no activity in four weeks, the facilitator must flag the student as high-risk and raise the issue in team meetings to discuss how to re-engage the student. The facilitator must also prepare and maintain a full record of all contact dates along with a description of contact made on each occasion for the high-risk student.

Facilitators who do not comply with AITT’s Student Engagement Policy and Procedure would be in breach of company policy may have the issue raised in their performance review and/or necessary steps will be put in place to address the facilitator’s performance in this regard.

Fees and Refund Policy

Scope and Procedures

The purpose of this policy is that AITT endeavours to ensure clients and students are made aware of its Fees, Charges and Refund Policy prior to enrolment.

 

The policy applies to fees, charges and refunds applicable to the provision of training for fee for service (self-funded) students and students undertaking training under Government and employer funded programs.

 

Students engaged in training which is funded by the Government programs, will be made aware of the funding and its eligibility criteria, student standard fee and concession fee, and if applicable any additional fees such as administration charges, resource or material costs.

 

Administration and resource charges

These may include, but are not limited to, an administration charge, enrolment fee, booking fee, learning resources essential for the course, text books, photocopying, re-issuing of receipts, change of enrolment, additional copies or re-issue of qualifications and statements of attainment.

 

Course Fee Payments

For fee-for-service students, the fees must be paid in full upon enrolment, unless alternative terms have been agreed and approved, in writing, by the CEO of AITT.

 

For government funded courses where a student is required to pay a portion of the course fee, that student fees must be paid in full by the student upon enrolment, unless alternative terms have been agreed and approved, in writing, by the CEO of AITT.

 

Where course fees may exceed $1000, AITT will accept payment of no more than $1000 in advance from each individual student prior to the commencement of a course. Following course commencement, additional fees in advance from the student may be required to make up for the balance of payment, but only such that at any given time, the total amount required to be paid which is attributable to tuition or other services yet to be delivered to the student does not exceed $1,500.

 

For organisations or individuals working under a purchase order requirement, a student enrolment is not confirmed until a purchase order number has been provided.

 

AITT reserves the right at all times to withhold the issuance of a qualification or certificate or statement of attainment until all agreed fees are paid in full.

 

Course deferment or cancellation

AITT reserves the right at all times to defer or cancel a course, change course start dates, change units of competency in a course, or change course programs at any time and without notice.

 

Where AITT cancels a course prior to its commencement date, monies paid to AITT will be refunded within 10 working days. Where a course start date is being deferred, and the new date is unacceptable to the student, monies paid to AITT will be refunded within 10 working days of notice of the rescheduling.

 

Where a course has been cancelled and assessment has occurred, a partial refund will be offered and a Statement of Attainment issued for units completed. This will be assessed on a case by case basis.

 

Student withdrawal or cancellation

If cancellation is made after commencement of program, no refund will be granted.

  1. Commencement in all cases is effective from the date of confirmation of enrolment

 

Government Funded Training

  1. If a student withdraws or cancels enrolment before a course confirmation letter is issued to student, AiTT will refund to the student all fees paid by the student.
  2. If a student withdraws or cancels enrolment after a course confirmation letter is issued to student, AiTT will refund to the student all fees paid by the student less an administration and cancellation charge of 50% of the prescribed fee payable by the student.

 

Self-Funded and Privately Funded Training

  1. If cancellation is made in writing 10 working days or more prior to course commencement, a refund less 20% administration fee will be granted.
  2. If cancellation is made less than 10 working days prior to course commencement, a refund less 50% administration and cancellation fee will be granted.

 

 

Notification and Refunds

Student withdrawals must be made in writing to AITT stating reasons and where appropriate to provide supporting documents. AITT will confirm in writing receipt of the notification within 10 working days.

 

All refunds must be approved by the CEO or authorised delegate before payment is made.

 

Replacement of Testamur

Students will be charged a fee of $75 + GST if they request for a re-print of their testamur.

 

Complaints/Disputes

Any complaints or disputes regarding refunds are to be referred to the General Manager in accordance to AITT’s Complaints and Appeal Policy.

Cancellation Policy

Course deferment or cancellation

AiTT reserves the right at all times to defer or cancel a course, change course start dates, change units of competency in a course, or change course programs at any time and without notice.

 

Where AiTT cancels a course prior to its commencement date, monies paid to AiTT will be refunded within 10 working days. Where a course start date is being deferred, and the new date is unacceptable to the student, monies paid to AiTT will be refunded within 10 working days of notice of the rescheduling.

 

Where a course has been cancelled and assessment has occurred, a partial refund will be offered and a Statement of Attainment issued for units completed. This will be assessed on a case by case basis.

 

Student withdrawal or cancellation

If cancellation is made after commencement of program, no refund will be granted.

  1. Commencement in all cases is effective from the date of confirmation of enrolment

 

Government Funded Training

  1. If a student withdraws or cancels enrolment before a course confirmation letter is issued to student, AiTT will refund to the student all fees paid by the student.
  2. If a student withdraws or cancels enrolment after a course confirmation letter is issued to student, AiTT will refund to the student all fees paid by the student less an administration and cancellation charge of 50% of the prescribed fee payable by the student.

 

Self-Funded and Privately Funded Training

  1. If cancellation is made in writing 10 working days or more prior to course commencement, a refund less 20% administration fee will be granted.
  2. If cancellation is made less than 10 working days prior to course commencement, a refund less 50% administration and cancellation fee will be granted.

 

Notification and Refunds

Student withdrawals must be made in writing to AiTT stating reasons and where appropriate to provide supporting documents. AiTT will confirm in writing receipt of the notification within 10 working days.

 

All refunds must be approved by the CEO or authorised delegate before payment is made.

 

Complaints/Disputes

Any complaints or disputes regarding refunds are to be referred to the CEO in accordance to AiTT’s Complaints and Appeal Policy.

Complaints and Appeals Policy

As a Registered Training Organisation (RTO) operating in compliance with the VET Quality Framework, AITT is responsible for setting in place quality assurance processes to ensure that skills development and recognition specifications contained with the VET Quality Framework are supported with Complaints procedures which are open, accessible and transparent and consistent with recommendations and guidelines set out within training packages and also meet the individual training needs of training participants undertaking formal nationally recognised training.

 

This policy is in place to manage and respond to allegations involving the conduct of:

  • AITT, its trainers, assessors or other staff;
  • Any third party providing services on the RTO’s behalf, its trainers, assessors or other staff; or
  • a learner of AITT

 

This policy is inclusive of learner’s requests for a review of decisions, including assessment decisions, made by the RTO or a third party providing services on the RTO’s behalf.

 

Complaints and Appeals Policy

This policy applies to complaints generated by a student of AITT. A complaint may be about anything done, or not done, by management, personnel or other students of AITT, which the student feels has been unfair or unjust. The complaint may also be about but not limited to, discrimination, harassment, or any other decision or behaviour which is thought to be unfair, unjust or upsetting.

 

AITT has a positive attitude towards complaints. Complaints give us the opportunity to develop the quality of our services.

 

Students are encouraged to complain when they are dissatisfied and/or would like to see further improvement in training and service delivery. A complaint may be lodged in person or by telephone, fax, electronically or by letter. A verbal complaint may subsequently need to be made in writing to enable a full investigation. Those with special needs, such as people with limited English language or literacy skills and those with a disability will not be disadvantaged in the complaints process. The complaints process will be free of charge.

 

Complaints will be acknowledged within 5 working days and the outcome of the complaints will be recorded and registered in the AITT complaints register. Complaints will be used for continuous improvement processes.

 

All people accessing skills development and recognition services under AITT’s Registered Training Organisation provisions have the right to appeal on the basis of:

  1. Access to fair and equitable consideration and treatment in the workplace.
  2. Access to skills development and recognition opportunities.
  3. Access to skills development and recognition processes which are appropriate to the content and the individual.
  4. Access to nationally recognised awards of the Australian Qualifications Framework where competency against units has been demonstrated and validated by qualified and authorised assessors.

 

Steps to Complain

  • Approach the person concerned – Make every attempt to solve the problem with the person involved. If the matter remains unresolved,
  • Approach the Facilitator – The Facilitator is responsible for investigating a complaint or appeal and recommending the appropriate response or action. If the complaint is about a specific individual, the Training Manager’s response will include:
  • Informing the person about whom the complaint is made and seeking their views and perspective;
  • Giving consideration to the use of a mediator; and
  • Informing the complainant/appellant of the outcome of the complaint in a timely manner

 

If the matter remains unresolved,

  • Approach the CEO

 

If individuals are not satisfied with the response or action taken they should direct their complaint or appeal in writing to the General Manager. The General Manager will investigate the matter, which will include an opportunity for the student to personally address the problem and report back to the student in a timely manner.

 

Each complaint or appeal and its outcome will be recorded in writing and entered into the AITT Complaints Register.

 

If agreement is not reached individuals may:

  • Approach Chief Executive Officer of AITT, in writing and addressed to:

Chief Executive Officer

Australian Institute of Technology Transfer

Unit 2 4 Brodie Hall Drive

BENTLEY WA 6102

 

The CEO of AITT will investigate the complaint and provide a written response in a timely manner.

 

If, after following these internal procedures, individuals still believe the AITT is breaching or has breached its legal requirements, they may submit a complaint to ASQA by completing the Complaint about a training organisation operating under ASQA’s jurisdiction form.

Or,

Contact the vocational education and training ombudsmen in the respective state / territory. Search http://www.ombudsman.gov.au/

 

Individuals should attach evidence about the complaint form showing:

  • that they have followed AITT’s formal complaints procedure, and
  • the AITT’s response

 

ASQA will review a training provider when:

  • There is a complaint against the RTO as the training provider
  • Previous attempts to resolve the matter through the AITT Complaints & Appeals process and/or independent mediation have failed; and
  • The circumstances are such that attempts to resolve the matter directly with AITT may result in victimisation or harassment.