VET Student Recruitment and Enrolments VET Student Recruitment and Enrolment Policy (International Students) | Gold Coast Learning Centre

Standard 2 : Recruitment of an overseas student


This procedure describes the application and selection process to ensure that


Gold Coast Learning Centre manager and student administration officer are to ensure that the staff members and students at GCLC are aware of its application and that staff implement its requirements.

Requirements (Policy)

  • Gold Coast Learning Centre must:

    • Standard 5 of the standards for Registered Training Organisations 2015 requires that each learner is properly informed and protected.

    • not knowingly enrol a student wishing to transfer from another provider before the student has completed six months of his or her principal course except in circumstances outlined in Standard 7. These restrictions also apply to courses taken before the principal course in a package of courses

    • not actively recruit a student where this clearly conflicts with its obligations under Standard 7

    • not knowingly enrol a student prior to the student completing six months of his or her principal course except in certain circumstances (see the Student Transfer Procedure)

    • provide applicants with information that will enable them to make informed decisions about their studies in Australia
    • have documented procedures for assessing applicants’ English proficiency and qualifications and they must implement these procedures

    • supply information about the availability of course credit

    • inform applicants of the modes of study through which the course may be offered

    • list the grounds on which the students’ enrolments may be deferred, suspended or cancelled

    • give applicants a description of the ESOS framework prior to enrolment

    • supply information about indicative course related fees, including the potential for fees to change

    • supply relevant information on accommodation options

  • Definitions:

  • Admission: the process by which a prospective student applies for a place in a course offered by Gold Coast Learning Centre is considered and either selected or rejected.

  • International Student: a student studying in Australia who is the holder of a valid student visa granted by the Australian Government.

  • ESOS Act (2000): Federal Government act that regulates the provision of education and training services to international students in Australia and which stipulates student VISA conditions.

  • Department of Home Affairs (DOHA) is the government body who is responsible on issuing visas to international students to allow them to study on campus onshore with an accredited provider.

  • PRISMS: Acronym for Provider Registration and International Student Management System. A government-administered system used to process international student information. This system provides Australian education providers with the Confirmation-of-Enrolment (CoE) facilities required for compliance with the Education Services for Overseas Students (ESOS) legislation.

  • Electronic Confirmation of Enrolment (eCOE): A student’s Confirmation of Enrolment is issued by DOHA and required for the issuing of student visas for international students. eCOEs are generated through PRISMS.

  • IELTS: a comprehensive test of English language proficiency designed to assess the ability of non- native speakers of English who intend to study or train in the medium of English.

  • Letter of Offer: a formal invitation to a prospective student to commence study at the Institute in the course offered.

  • Procedures

  • Application by Prospective Students

  • All enquiring students must be provided with the following:

  • International students can only be offered places in CRICOS-registered courses.

  • Prospective applicants (applying from overseas) shall be advised that the Application Form should be received no later than six weeks before a course commencement date to allow GCLC staff time to assess the application and for DOHA authorities to approve the student visa application.

  • All prospective students must complete the Institute’s Application Form to apply for admission into the courses offered.

  • Applicants must sign and date the Student Agreement on the application and attach all supporting documents including:

    • Certified academic transcripts

    • Evidence of English language level (e.g. IELTS, TOEFL) and/or

    • Certified educational or academic certificates (in both the original language and in English)

    • Other documents that may be required include:

      • English translations of all documents, Academic transcripts from previous educational institutions (if applying for advanced standing/credits)

      • Letter of Release from another provider for the relevant study period.Letter of Release from another provider for the relevant study period.

    • Upon receipt of the application, a student file is created and relevant details recorded using a Student Application Checklist.

    • Application can be made by email, fax or in person or through an authorised representative.

  • Selection Process

    The Student Administration officer or an authorised Admissions Officer must review and assess the application and determine, based on the selection and entry requirements for the course, whether a Letter of Offer should be made.

    To be accepted the applicant must meet the following:

    • Academic Entry Requirements

    • Minimum English language requirements

    • Age requirement

    • The Academic and English Entry Requirements will be assessed using Gold Coast Learning Centre entry requirements specified for each qualification.

    • English testing is not required where an applicant clearly has the required English language skills.

    • Verified evidence of this would include:
      • Completing education in an English-speaking country.

      • Completing a substantial part of a Certificate III or higher level qualification in Australia.

    • Full details of language requirements are available on Gold Coast Learning Centre Website for each specifies qualification.

    • The applicants may be interviewed to ensure they meet minimum entry requirements and to assess their learning needs. During the interview, applicants shall be provided with information on the following:

      • Course details including course content, duration and qualification offered assessment

      • Information (contact hours per week, recommended text books, etc.)

      • Fee structures including refunds and other fees applicable.

      • Recognition of other AQF qualifications, Recognition of Prior Learning & Credit Transfer information

      • Legislative and regulatory education guidelines and requirements.

      • Campus information

      • Description of ESOS framework

      • Campus Locations and general description of facilities, equipment and learning and library resources available relevant information on living in Australia, including: indicative costs of living and accommodation options.

    • The Admission Officer must ensure that all required documents are received at the time of application assessment.

    • All documents must be filed.

    Issuing the Letter of Offer

    • Successful applicants shall be sent a Letter of Offer that includes instructions for accepting the Offer. The Student Administration officer or an authorised Admissions Officer, must sign the Letter of Offer and/or the Student Agreement to be sent to the applicants.

    • Applicants who do not meet an entry requirement will be notified in writing. Where applicable, unsuccessful applicants shall be offered alternative study options.

    • The Letter of Offer and Student Agreement letter are sent via email to the students or their nominated representative.

    • A copy of the Letter of Offer and Student Agreement are filed in the student file.

  • Acceptance of the Letter of Offer

    Issuing the Confirmation of Enrolment (eCOE)

    Enrolling a Transferring Student

    Related Pages & Resources

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