VET Student Recruitment and Enrolment Policy (International Students)

VET Student Recruitment and Enrolment Policy (International Students)

VET Student Recruitment and Enrolment Policy (International Students)

Standard 2 : Recruitment of an overseas student


This procedure describes the application and selection process to ensure that

  • Students who are capable of success in their chosen course of study are selected
  • The selection process is conducted in an ethical and responsible manner
  • Appropriate access and equity principles are considered in selection criteria
  • The application and selection process is consistent and compliant with relevant ESOS Act, Department of Education (DE) and DOHA regulations and Standards for RTOs 2015
  • Policy also sets procedure describes administrative processes for enrolling new and continuing international students to comply with Standards of the National Code of Practice for Providers of Education and Training to Overseas Students 2018.


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


  • 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.


  • Application by Prospective Students
  • All enquiring students must be provided with the following:
    • the requirements for an overseas student’s acceptance into a course, including the minimum level of English language proficiency, educational qualifications or work experience required, and course credit if applicable
    • the CRICOS course code, course content, modes of study for the course including compulsory online and/or work-based training, placements, other community-based learning and collaborative research training arrangements, and assessment methods course duration and holiday breaks
    • the course qualification, award or other outcomes
    • campus locations and facilities, equipment and learning resources available to students
    • the details of any arrangements with another provider, person or business who will provide the course or part of the course
    • indicative tuition and non-tuition fees, including advice on the potential for changes to fees over the duration of a course, and the registered provider’s cancellation and refund policies
    • the grounds on which the overseas student’s enrolment may be deferred, suspended or cancelled.
    • The ESOS Framework or link to the ESOS Framework. Click here to view ESOS Framework
  • 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.

Acceptance of the Letter of Offer

Applicants must accept a Letter of Offer by the due date and by returning the signed Student Agreement form, accompanied by payment of tuition fees and Overseas Student Health Cover(OSHC), as outlined in the Letter of Offer.

Issuing the Confirmation of Enrolment (eCOE)

  • The Institute shall send an eCoE letter, generated through PRISMS, to students once the Student
  • Agreement and funds have been received.
  • The Accounts Department will confirm receipt of tuition fees and approve issuance of an eCOE.
  • The eCoE must be prepared and generated as per the PRISMS User Guide.
  • Prior to the issuance of the eCOE, the student application file is checked to ensure all requirements are met.
  • The eCOE is then sent to the student, or the authorised representative, via email.
  • A copy of the eCOE is filed in the student file.
  • The eCOE will be used by the student to apply for a student visa.

Enrolling a Transferring Student

  • Gold Coast Learning centre will not seek to enrol a student who has not yet completed six months of their principal course of study with another registered provider unless the requirements of the National Code are met, which includes sighting of a “Letter of Release” provided by the student’s previous provider.
  • Applicants for Credit Transfer must complete the Credit Transfer Application Form, attach a copy of a verified Qualifications or Statement of Attainment and submit the application to the Student Administration.
  • Trainer and assessor will check the Qualifications or Statements of Attainment and grant Credit Transfer for identical units that have been identified as completed at another Registered Training Organisation.
  • Verified copies of Qualifications and Statements of Attainment used as the basis for granting Credit Transfer must be kept in the student’s file.
  • Granting of Credit Transfer must be recorded as a unit outcome in the student’s file
  • After Credit Transfer is granted, a student’s course schedule must be reviewed and modified to ensure a full-time load and details of this must be recorded in the student’s file.
  • Any course duration reduction as a result of Credit Transfer granted to students must be indicated on the eCOE if granted prior to the issue of a visa or on PRISMS if granted after the issue of a visa.