Application Assistance Pack by jEAi786W

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									                 APPLICATION
                 ASSISTANCE
                    PACK
RTOs seeking approval as VET Providers to offer VET FEE-HELP should take the
time to complete each Chapter of this Application Assistance Pack, and upload
with your online application. This process will:
 assist RTOs with compiling the information and documentation needed to
   submit an online application for approval as a VET Provider (via the VET
   FEE-HELP Information Technology System (VITS))
 assist timely assessment and finalisation of your application.

In addition, when completing the application in VITS, RTOs should follow the
step-by-step VITS user guide – the VET FEE-HELP IT SYSTEM (VITS) ELECTRONIC
INFORMATION GUIDE Version 7.0 – Application/Submission – refer section on ‘Lodging
your Application’.
                                                                      November     2011




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                            TABLE OF CONTENTS – Application Assistance Pack

Introduction .............................................................................................................................. 3
   What is VET FEE-HELP .................................................................................................................................... 3
   The Application Assistance Pack .................................................................................................................... 3
   Mandatory Forms .......................................................................................................................................... 4
   Optional Templates........................................................................................................................................ 4
   Lodging an application ................................................................................................................................... 5
   Application Timeframes ................................................................................................................................. 5
   Contact Us ...................................................................................................................................................... 6
CHAPTER 1 – Legal Requirements ............................................................................................... 7
   Part 1.1 – Legal Entity .................................................................................................................................... 7
   Part 1.2 – Establishing Documentation.......................................................................................................... 8
   Part 1.3 – Strategic Plan ................................................................................................................................. 9
CHAPTER 2 – Course Requirements .......................................................................................... 10
   Part 2.1 - VET FEE-HELP VET Credit Transfer Arrangements........................................................................10
   Part 2.2 - VET FEE-HELP VET Tuition Assurance Requirements ...................................................................12
CHAPTER 3 - Procedural Requirements ..................................................................................... 14
   Part 3.1 - VET FEE-HELP Fair Treatment and Equal Benefits and Opportunity Requirements ....................14
   Part 3.2 – Grievance Requirements .............................................................................................................16
     3.2.1 VET FEE-HELP Academic Grievance Requirements........................................................................16
     3.2.2 VET FEE-HELP Non-Academic Grievance Requirements................................................................20
   Part 3.3 – VET FEE-HELP Student Review Requirements .............................................................................24
   Part 3.4 - VET FEE-HELP Personal Information Requirements .....................................................................27
   Part 3.5 – VET FEE Requirements.................................................................................................................28
     Section 3.5.1 VET Tuition Fees Form Information ..................................................................................29
     Section 3.5.2 VET Fee Requirements Form Information ........................................................................30
     Section 3.5.3 Refund Policy ....................................................................................................................32
     Section 3.5.4 VET Fee Requirements – Checklist ....................................................................................33
CHAPTER 4 – Financial Requirements ....................................................................................... 34
   Part 4.1 – Financial Statements VET FEE-HELP Financial Viability Information ...........................................34
   Part 4.2 – Financial Ratio Analysis Workbook..............................................................................................35
   Part 4.3 – Declarations, Certificates and other Supplementary Information ..............................................35
   Part 4.4 – Business Plan ...............................................................................................................................36
   Part 4.5 – Projected Budget .........................................................................................................................36
   Part 4.6 – Risk Mitigation Strategies ............................................................................................................37
CHAPTER 5 – Administration Requirements.............................................................................. 38
   Part 5.1 – General Information and Legal Status .........................................................................................38
   Part 5.2 – Senior Authorised Officers’ Declaration ......................................................................................38
   Part 5.3 – Statutory Declaration ..................................................................................................................38
   Part 5.4 – Application Assistance Pack ........................................................................................................38

                                                               Forms/Templates

Mandatory Forms and optional templates listed on page 4 are available from the VET FEE-HELP
website (www.deewr.gov.au/vetfeehelp) on the Registered Training Organisation (RTO)
page under the heading Applying for Approval as a VET Provider.




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                                               Introduction

                                         What is VET FEE-HELP
The VET FEE-HELP Assistance Scheme is an income contingent loan scheme for the VET sector that is an
extension of FEE-HELP, which is part of the Higher Education Loan Program (HELP). The underlying
principle on which VET FEE-HELP is based is the removal of a significant financial barrier some students
may experience when wishing to enter tertiary education. The Commonwealth pays a student’s tuition
fees directly to their provider and the student repays the loan through the Australian taxation system
once their repayment income is above the minimum income threshold for compulsory repayment in any
income year.

VET FEE-HELP assists eligible full fee-paying students to pay for all or part of their VET tuition fees at
approved VET Providers when undertaking VET diploma, advanced diploma, graduate certificate and
graduate diploma courses. From 1 July 2009, VET FEE-HELP was extended to eligible subsidised students
in Victoria undertaking diploma and advanced diploma courses. Subsidised students in a Reform State
or Territory, such as Victoria, are not required to pay the 20 per cent VET FEE-HELP loan fee that applies
to all full fee-paying students. In addition, VET providers registered in a Reform State or Territory are not
required to meet the credit transfer requirements.

Students who access VET FEE-HELP incur a debt for their tuition fees on the basis of each VET Unit of Study they
undertake that contributes to their higher level VET course. A VET unit of study is made up of one or more
units of competency (or parts thereof) that contribute to a higher level VET course, in accordance with
the relevant National Training Package (endorsed by an Industry Skills Council) or VET Accredited Course
(accredited by ASQA or a state/territory course accrediting body). Units of competency that are not
listed as part of the qualification in the relevant Training Package or VET Accredited Course, or that are
pre-requisites or entry requirements or contribute to a qualification that is a pre-requisite or entry
requirement, should not be included in a VET Unit of Study and students may not access VET FEE-HELP
for such units.

                                 The Application Assistance Pack
This application assistance pack (the pack) has been developed by the Department of Education,
Employment and Workplace Relations (DEEWR) to assist Registered Training Organisations (RTOs)
intending to seek approval as Vocational Education and Training (VET) providers under Schedule 1A to
the Higher Education Support Act 2003 (the Act). The pack will assist RTOs to compile the information
and documentation required by DEEWR to appropriately assess applications in accordance with
legislative requirements. Also to assist applicants in lodging their applications, please refer to the VET
FEE-HELP IT SYSTEM (VITS) ELECTRONIC INFORMATION GUIDE Version 7.0 – Application/Submission –
see the section on ‘Lodging your Application.

The pack has been developed to assist RTOs to:

          understand the legislative nature of VET FEE-HELP and the type of information that is required
           in an application to meet legislative requirements
          determine whether they will be able to satisfy the requirements and
          ensure they have the full range of documentation required, prior to submitting an application.

Each chapter of this pack is designed to be a self assessment tool to help guide applicants and compile
the information and documentation required to be included as part of the application upload into VITS.
The pack includes the following:
      1.   Chapter guides and checklists
      2.   Information and checklists regarding mandatory forms
      3.   Suggested templates
      4.   References to legislative requirements.

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Chapters
The five Chapters of this pack represent the components of an application in VITS as follows:
     1. Legal Requirements:
         a.     Body corporate entity details and documentation, RTO status, principal
                purpose, central management and control; strategic plan
     2. Course Requirements:
         a.     VET credit transfer arrangements
         b.     VET tuition assurance requirements
     3. Procedural Requirements:
         a.     Fair treatment and equal benefits and opportunity requirements for students
                and those seeking to enrol in a VET course of study
         b.     Academic grievance requirements
         c.     Non—academic grievance requirements
         d.     Student review requirements
         e.     Personal information requirements
         f.VET fee requirements including mandatory forms:
                VET Tuition Fees form
                VET Fee Requirements form
     4. Financial Requirements:
         a.     Financial statements
         b.     Financial Ratio Analysis Workbook
         c.     Declarations, certificates and other supplementary information
         d.     Business plan
         e.     Projected budget
         f.Risk mitigation strategies
     5. Administration Requirements (other mandatory forms):
         a.     General information and legal status (GILS) form
         b.     Senior authorised officers’ declaration
         c.     Statutory declaration
         d.     Application assistance pack
                                      Mandatory Forms
The following mandatory forms are required to be included as part of the application in VITS:
     1.    General information and legal status (GILS) form
     2.    Senior authorised officers’ declaration form
     3.    Statutory declaration form
     4.    VET Tuition Fees form
     5.    VET Fee Requirements form.

Forms are available on the VET FEE-HELP website (refer below for links to ‘Useful
Publications’).
                                     Optional Templates
Applicants may choose to upload their existing policy and procedure documents if these
provide the information needed to meet VET FEE-HELP legislative requirements. Alternatively,
optional templates outlining the information required to be included in Applicants’ policy and
procedure documents are provided on the VET FEE-HELP website (see below).



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The following optional templates have been included on the VET FEE-HELP website
www.deewr.gov.au/vetfeehelp – follow the links ‘Registered Training Organisations‘ then
‘Applying for approval as a VET Provider’ then ‘Useful Publications’:
     1.   VET credit transfer arrangement
     2.   Statement of VET tuition assurance
     3.   Fair treatment and equal benefits and opportunity
     4.   Academic grievance
     5.   Non-academic grievance
     6.   Student review requirements & Re-crediting VET FEE-HELP balance
     7.   Personal information
     8.   Refund

To assist applicants, references to the Act and the relevant Guidelines have been included after
the chapter heading in each chapter of the pack. Applicants may also use the VET Provider
Handbook (the Handbook) as a further tool to assist with their application.

The Handbook explains the rules and procedures associated with administering VET FEE-HELP.
It should be noted that it is not an exhaustive summary of all obligations applying to applicants.
Applicants should therefore carefully consider the requirements of the Act, the relevant
Guidelines and any determinations in addition to the Handbook.

                                   Lodging an application
Applications are required to be submitted via the online VET FEE-HELP IT System (VITS).

RTOs should fully complete this pack before they attempt to complete the online application.

To assist applicants with lodging their application in VITS please download a copy of the ‘VET
FEE-HELP IT SYSTEM (VITS) ELECTRONIC INFORMATION GUIDE Version 7.0 –
Application/Submission’ – a step-by-step guide through the online application process (access
this document from the VITS home page).


                                  Application Timeframes
Once an application is submitted in VITS it will be processed by DEEWR in as timely a fashion as
possible. Under the Act (Schedule 1A) applications must be decided within 90 days of DEEWR
receiving the application, unless further information is requested. It is in the interest of the
applicant to ensure all requirements have been met before submitting an application.
If further information is requested, a formal request notice will be sent to the applicant with a
deadline date for receipt of the information. DEEWR will have a further 60 days following the
notice deadline to assess the information provided.

The Minister or his/her Delegate has the discretion to seek further information about one or
more components of an application, on one or more occasions, based on the information
provided by the applicant, until it can be determined whether the applicant can meet
requirements to be approved as a VET Provider. If the applicant does not provide the
information required in a notice by the deadline, the application may be taken to be
withdrawn. If an RTO decides to withdraw their application, or an application is taken to be
withdrawn for a failure to comply with a notice, an RTO may apply again at any time in the
future.

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                                             Contact Us
If you have any questions or issues prior to submitting an application in VITS, please contact
DEEWR via email at TSEnquiries@deewr.gov.au.
Resources Available To Applicants1

       VET FEE-HELP Website – www.deewr.gov.au/vetfeehelp

       RTO Factsheet

       Information Sessions (with assistance from ACPET)

       Higher Education Support Act 2003 (the Act) – Schedule 1A

       VET Provider Guidelines

       VET FEE-HELP Guidelines

       VET Administration Guidelines

       VET Provider Handbook

       VET FEE-HELP Financial Viability Instructions for Applicants 1 July 2011

       VET FEE-HELP Financial Ratio Analysis Workbook – 5 April 2011

       VET FEE-HELP IT SYSTEM (VITS) – the application is to be completed and
        submitted through VITS


        Resources available at:
        www.deewr.gov.au/vetfeehelp – follow the links ‘Registered Training
        Organisations‘ then ‘Applying for approval as a VET Provider’ then ‘Useful
        Publications’




1
  RTOs are encouraged to learn as much as possible about VET FEE-HELP and the related legislative
requirements prior to submitting an application to be approved as a VET provider. The resources listed
above, and this pack, are provided to enable RTOs to source the information required by DEEWR to
make a fully informed decision before submitting an application. The resources listed above also provide
information relating to VET provider obligations that apply post approval.
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                        CHAPTER 1 – Legal Requirements
        VET FEE-HELP Body Corporate, RTO Status, Principal Purpose, Central
                            Management and Control


Clause 6 of Schedule 1A to the Act sets out the conditions upon which the Minister, in writing,
may approve a body corporate as a VET Provider. Some provisions of Clause 6 will be covered in
other chapters of the pack.
                        _______________________________________

      Applicants are required to read the relevant provisions of the Act and/or VET Provider
                      Guidelines before providing the following information.


An applicant must be a body corporate that meets the following requirements:
                                         Part 1.1 – Legal Entity

Section 1 Is the applicant a body corporate that is a Registered Training Organisation (RTO) as listed
on Training.gov.au (TGA) ?
Note: TGA replaced NTIS from July 2011.


Yes

No          To be approved as a VET Provider the applicant must be the legal entity registered on TGA– DO
       NOT PROCEED

Section 2     Is the applicant established under the law of the Commonwealth, a State or a Territory?

Provide the following as applicable:
Yes       Certificate of Incorporation              Expiry Date (if any-dd/mm/yr) ___________ or

            Registration of a Company Certificate

            Relevant Statutory Authority Registration Act (Technical And Further Education (TAFE) RTOs)

            Registration of Change of Name Certificates if applicable

Note: To be approved as a VET Provider the applicant must be established under the law of the
      Commonwealth, a State or a Territory (enquiries can be directed to TSEnquiries@deewr.gov.au).

Section 3     Does the applicant carry on a business in Australia?

Yes

Note: To be approved as a VET Provider the applicant must carry on business in Australia (enquiries can
be directed to TSEnquiries@deewr.gov.au).

Section 4     Does the applicant have a business (trading) name?

Yes         Provide current certificate(s) of registration of a business (trading) name .
          Expiry Date(s) (if any) ___/___/_____
No          Not applicable.




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Section 5      Does the applicant have its central management and control in Australia?

Yes      Complete and upload the General information and legal status (GILS) form (including full
names, birthdates and addresses of directors), together with any other relevant supporting
documentation.

Yes      Provide any other relevant supporting information relating to the applicant or the applicant’s
parent bodies or holding companies. For example, minutes of board meetings showing location of
meetings, information relating to trading arms, wholly owned subsidiaries or any other related entities.

Note: To be approved as a VET Provider the applicant must have its central management and control in
Australia (enquiries can be directed to TSEnquiries@deewr.gov.au).


                                  Part 1.2 – Establishing Documentation

Section 6 Does the applicant have establishing documentation in the form of a certified true copy of
its Constitution, Articles, or Memorandum of Association? (Certification must be signed and dated on
the first or last page of the document by a person who is authorised to witness a statutory declaration
and who is independent to the Applicant).

Yes       Provide certified copy of the applicant’s Constitution, or Memorandum or Articles of
Association.


Section 7(a) Does the applicant's establishing documentation (Constitution or Articles or
Memorandum of Association) provide information that the body’s principal purpose is to provide
education, or that education is one of the body’s purposes and none of the purposes conflict with
providing education?
(Note – in the event that the body’s principal purpose is not the provision of education, the applicant will be assessed to
determine that its other purposes do not conflict with the purpose of providing education [Schedule 1A s6(2) of the Act]).

Yes         Proceed to Section 7(c).

No          Refer to Section 7(b).


Section 7(b) Does the applicant have a signed and dated resolution of shareholders in the form of
minutes of a meeting to amend the establishing documentation to provide information that:
*     the applicant’s principal purpose is to provide education; or
*     education is one of the body’s purposes?

Yes         Provide relevant meeting minutes with resolution to demonstrate principal purpose.


Section 7(c) Do the applicant’s financial statements provide information to support the principal
purpose statements in the establishing documentation?

Yes

No


Section 8 Are the signatories on the establishing documentation the same as the directors listed in
the applicant’s general information and legal status form?

Yes

No           Provide explanation with application.


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Section 9 Does the share structure (if applicable) in the establishing documentation correspond with
the share structure of the applicant’s ASIC record?

Yes

No          Provide explanation with application.

Section 10 Can the applicant provide its board meeting minutes or annual general meeting minutes
establishing its current directorship and if applicable its share structure?

Yes        Provide relevant information.


Section 11 Is the applicant seeking approval as a VET Provider in a capacity as a trustee for a trust?

Yes      Upload copy of the relevant trust deed (also ensure entity name of applicant is accurate – full
legal name of Applicant is required, for example XYZ Pty Ltd as trustee for the XYZ Trust).

No


Section 12 Does the applicant operate under a parent company arrangement or have any related
entities?

Yes       Provide information relating to the ultimate holding entity, parent company or any other
related entities.

No



                                      Part 1.3 – Strategic Plan

Section 13 Can the applicant provide its current strategic and/or business plan?

Yes       Provide strategic and/or business plan (including any strategic or business plans relating to
trading arms, wholly owned subsidiaries or other related entities).

Section 14 Does the strategic and/or business plan provide information to support the applicant’s
principal purpose statements?

Yes



                              YES – All Sections have been completed

      All documents compiled in this Chapter should be uploaded to the ‘Supporting Documentation’
                       section of VITS, in the ‘Legal Requirements’ component.




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                                       CHAPTER 2 – Course Requirements
                       Part 2.1 - VET FEE-HELP VET Credit Transfer Arrangements
Paragraph 6(g) of Schedule 1A to the Act, Chapter 2 of the VET Provider Guidelines and Chapter
3 of the VET FEE-HELP Guidelines set out the provisions relating to VET credit transfer
arrangements.
                       _______________________________________
      Applicants are required to read the relevant provisions of the Act and/or VET Provider
                      Guidelines before providing the following information.

Section 1      VET FEE-HELP assists eligible full fee-paying students to pay for all or part of their VET tuition fees at
approved VET Providers when undertaking VET diploma, advanced diploma, graduate certificate and graduate
diploma courses. From 1 July 2009, VET FEE-HELP was extended to eligible subsidised students in Victoria
undertaking diploma and advanced diploma courses. Subsidised students in a Reform State or Territory, such as
Victoria, are not required to pay the 20% VET-FEE HELP loan fee that applies to all full fee-paying students. In
addition, VET providers registered in a Reform State or Territory are not required to meet the credit transfer
requirements.

Students who access VET FEE-HELP incur a debt for their tuition fees on the basis of each VET Unit of Study they
undertake that contributes to their higher level VET course. A VET unit of study is made up of one or more units of
competency (or parts thereof) that contribute to a higher level VET course, in accordance with the relevant
National Training Package (endorsed by an Industry Skills Council) or VET Accredited Course (accredited by ASQA
or a state/territory course accrediting body). Units of competency that are not listed as part of the qualification in
the relevant Training Package or VET Accredited Course, or that are pre requisites or entry requirements or
contribute to a qualification that is a pre requisite or entry requirement, should not be included in a VET Unit of
Study and students may not access VET FEE-HELP for such units.
In all marketing products the Applicant must make it clear to students that VET FEE-HELP is not available for
pre-requisites or entry requirements to the diploma or above level qualification, and the Applicant’s business
processes must support this requirement. The Applicant must indicate their understanding of the VET FEE-HELP
course requirements below.
Yes

Section 2(a) Does the applicant have registration in a reform State or Territory and offer, in accordance with its
scope of registration, at least one of the offered courses in a reform State or Territory? (See notes 1 and 2 below).
Note 1: Currently only ‘Victoria’ is classified in the Act as a reform State or Territory.
Note 2: Applicants from a reform State or Territory who wish to offer diploma or advanced diploma course/s in another non- reform State or
Territory must submit a valid VET credit transfer arrangement (CTA) for the course/s.

Yes        Reform State only A VET credit transfer arrangement (CTA) is not required for VET Provider approval.
Applicants should add all Diploma and above level courses for approval in VITS. Proceed to
Part 2.2 (VET FEE-HELP Tuition Assurance Requirements).
No          See information below.
OR
                                                                                                                                       2
Section 2(b) Does the applicant offer vocational graduate certificate or vocational graduate diploma courses?
Yes         The applicant does not require a VET credit transfer arrangement for VET Provider approval
No         If offering Diploma/Advanced Diploma courses for consideration in the application (other than section
2(a)) please ensure you complete Sections 3-8 to meet requirements.

2
    Note 3: Subsequent to provider approval, students can only access VET FEE-HELP in courses that have been
approved in VITS. Graduate Certificate or Graduate Diploma courses do not require Credit Transfer Arrangements
(CTAs). If the applicant only submits Graduate Certificate or Graduate Diploma courses for approval in its
application for approval as a VET Provider, then it cannot allow access to VET FEE-HELP for its Diploma or
Advanced Diploma courses without first submitting those courses for approval in VITS. If the provider is not in a
reform state, a VET CTA must be provided with the request for those courses to be approved. If the applicant
wishes to offer access to VET FEE-HELP for its Diploma and Advanced Diploma courses immediately on approval as
a VET provider, those courses should be submitted for approval without delay.
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Section 3         Is the applicant submitting at least one VET CTA for a diploma or advanced diploma?
Note: VET credit transfer arrangement template available from the VET FEE-HELP website (www.deewr.gov.au/vetfeehelp) on the
RTO page under the heading Applying for Approval as a VET Provider then ‘Useful Publications’.


Yes          Valid VET CTA which meets all requirements (Sections 3 to 7) to be provided with application
in VITS.

No         Victoria only - A VET credit transfer arrangement (CTA) is not required for VET Provider
approval in Victoria. Applicants should add all Diploma and above level courses within their scope of
registration for approval in VITS. Proceed to Part 2.2.

Section 4        Is the VET CTA(s) endorsed by the applicant and the higher education provider?
Note: The signatory on behalf of the applicant MUST be listed on the GILS form as a relevant person.


Yes

Section 5 Does the VET CTA(s) provide a guaranteed level of credit toward the higher education
bachelor degree?

Yes

Section 6        Does the guaranteed credit level/s meet the requirements?
- 50% Credit for a VET advanced diploma towards a 3 year bachelor degree;
- 37.5 % Credit for a VET advanced diploma towards a 4 year bachelor degree;
- 33% Credit for a VET diploma towards a 3 year bachelor degree; or
- 25% Credit for a VET diploma towards a 4 year bachelor degree.
Note: The percentages above refer to course length NOT credit points. In some instances the applicant provides an agreement stating the
number of credit points received towards the higher education degree. This can be used to calculate the percentage credit level. For example,
an applicant does not have to provide credit points if they have an agreement that states they will receive 1 year credit for a VET diploma
towards a 3 or 4 year degree.


Yes

OR

Section 7 Does the applicant wish to have the Diploma/Advanced Diploma referred to in the VET CTA
considered as a specialist course?
Note: Refer to Chapter 4.4.2 of the VET Provider Handbook for information in relation to specialist courses.


Yes           Information must be provided in VITS as part of the application

Section 8        Is there an expiry date for the VET CTA?

Yes       If so, enter the date in the appropriate place in VITS. Note: a CTA must remain current for a
course to be approved and remain eligible for VET FEE-HELP.

No


                                         YES – All Sections have been completed

                Information in this Part is relevant to the ‘Courses’ section in VITS.
All documents compiled in this Part should be uploaded to the ‘Supporting Documentation’ section of
                          VITS, in the ‘Course Requirements’ component.




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                  Part 2.2 - VET FEE-HELP VET Tuition Assurance Requirements

    Clause 7 of Schedule 1A to the Act and Chapters 3 and 4 of the VET Provider Guidelines set out
                    the provisions relating to VET tuition assurance requirements.
                           _______________________________________

       Applicants are required to read the relevant provisions of the Act and/or VET Provider
                       Guidelines before providing the following information.


Section 1 The applicant is required to meet the VET tuition assurance requirements (TAS) or have
been exempted from those requirements prior to approval. Have these requirements been met?

Yes, TAS coverage            The applicant will provide prior to approval proof of membership/coverage
of an approved tuition assurance scheme or other tuition assurance arrangements to meet statutory
requirements.
OR
Yes, Exemption              The applicant has been exempted from the VET tuition assurance
requirements – Refer to Clause 20 of Schedule 1A to the Act (provide Ministerial exemption) – A copy of
the Ministerial exemption must be provided as part of the application.

Section 2(a) Has the applicant applied for membership to an approved tuition assurance scheme to
enable the applicant to meet tuition assurance requirements prior to approval as a VET Provider?3

Yes        Provide information relating to membership application and coverage for the TAFE Directors
Australia (TDA) tuition assurance scheme or the Australian Council for Private Education and Training
(ACPET) tuition assurance scheme – ‘ACPET ASTAS – VET’; or

Yes      The applicant will provide, prior to approval, proof of membership of an approved tuition
assurance scheme.
OR

Section 2(b) Will the applicant provide evidence of other VET tuition assurance arrangements which
meet requirements prior to approval as a VET Provider?

Yes        Provide information as to how the applicant will meet tuition assurance requirements other
than TDA or APCET membership including information that the applicant will complete the DEEWR
tuition assurance deed templates and provide all required information prior to approval.

Section 3 Has the applicant prepared a statement of VET tuition assurance which addresses all the
requirements as per the template provided by DEEWR? (see template link below).
http://www.deewr.gov.au/vetfeehelp on the RTO page under the heading Applying for Approval as a VET Provider – Useful
Publications

Yes         Copy to be uploaded into VITS
__________________________________________________________
                                  YES – All Sections have been completed

3
       Note: The applicant is not required to meet TAS requirements upon application, however must do so prior
to approval.
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All documents compiled in this Part should be uploaded to the ‘Supporting Documentation’ section of
                        VITS, in the ‘Procedural Requirements’ component.




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                                                                                    VET_AAP_201111v1.3
                             CHAPTER 3 - Procedural Requirements

      Part 3.1 - VET FEE-HELP Fair Treatment and Equal Benefits and Opportunity
                                     Requirements
 Clause 18 of Schedule 1A to the Act and Chapter 5 of the VET Provider Guidelines set out the
   provisions relating to fair treatment and equal benefits and opportunity information for
                 students and persons seeking to enrol in a VET unit of study.
                        _______________________________________

      Applicants are required to read the relevant provisions of the Act and/or VET Provider
                      Guidelines before providing the following information.


Section 1 Does the applicant have a current fair treatment and equal benefits and opportunities
policy which meets the requirements of the Act, including version number and version date?

Yes       A current policy (details follow) can be provided to meet statutory requirements.
Applicant MUST complete the following information then complete Sections 2 through to 5 to ensure
relevant information has been included in that policy to meet VET FEE-HELP requirements.

Document Name:_______________________________________________________

Version Number:___________________                      Version Date:____________________
Complete sections 2 to 5 below.

OR

No        The applicant does not have a current fair treatment policy document to meet requirements,
and the applicant has therefore provided a completed copy of the DEEWR optional template – available
from the VET FEE-HELP website (www.deewr.gov.au/vetfeehelp) on the RTO page under the heading
Applying for Approval as a VET Provider – Useful Publications (Do not complete Sections 2 to 5 of this
Part if you are using the template).


Section 2 to 5 to be completed if the applicant intends to include a current fair treatment and equal
benefits and opportunities policy as part of the application.

Section 2 Does the document state that the Applicant will treat fairly all students and all persons
seeking to enrol who are or would be eligible for VET FEE-HELP assistance?

Yes


Section 3     Does the document include the applicant’s student selection procedures?

Yes         Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s           ________________________
        Paragraph Number/s      ________________________




                                                  14
                                                                                        VET_AAP_201111v1.3
Section 4    Do the selection procedures included in the document demonstrate that the applicant has
open, fair and transparent procedures, based on merit for making decisions about the selection and
treatment of students and prospective students who are or would be entitled to VET FEE-HELP
assistance?
NOTE: What criteria will be used to select students?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      __________________
        Paragraph Number/s                 __________________


Section 5 Does the document state that the Applicant will publish and make publicly available these
procedures?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________
        Paragraph Number/s                 ____________________




                                         YES – All Sections have been completed

All documents compiled in this Part should be uploaded to the ‘Supporting Documentation’ section of
                        VITS, in the ‘Procedural Requirements’ component.




                                                          15
                                                                                     VET_AAP_201111v1.3
                                         Part 3.2 – Grievance Requirements
                            3.2.1 VET FEE-HELP Academic Grievance Requirements

  Clause 19 of Schedule 1A to the Act and Chapter 6 of the VET Provider Guidelines set out the
                   provisions relating to Academic Grievance requirements.
                        _______________________________________

      Applicants are required to read the relevant provisions of the Act and/or VET Provider
                      Guidelines before providing the following information.


Section 1 Does the applicant have a current grievance policy/procedure to deal with complaints
relating to academic matters which meets VET FEE-HELP requirements?

Yes       The applicant has provided a current policy/procedure document (details follow) to meet
statutory requirements.
Applicant MUST complete the following information then complete Sections 2 through to 19 to ensure
relevant information has been included.

Document Name:_______________________________________________________

Version Number:___________________                                          Version Date:____________________

Complete sections 2 to 19 below.

OR
No         The applicant does not have a current academic grievance policy/procedure document to
        meet statutory requirements, and therefore the applicant has provided a completed copy of the
        DEEWR optional template – available from the VET FEE-HELP website
        (www.deewr.gov.au/vetfeehelp) on the RTO page under the heading Applying for Approval as a
        VET Provider – Useful Publications (Do not complete Sections 2 to 19 of this Part if you are using
        the template).


Section 2 to 19 to be completed if the applicant intends to include a current academic grievance
policy/procedure document as part of the application.

Section 2 Does the academic grievance procedure specifically state that it deals with complaints from
students eligible for VET FEE-HELP?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ___________________________
        Paragraph Number/s                ___________________________


Section 3       Does the academic grievance procedure contain an arrangement for handling complaints?
Note: For example, clear steps/stages and timelines of how a complaint would be handled.

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     _____________________________
        Paragraph Number/s                _____________________________

                                                                    16
                                                                                                    VET_AAP_201111v1.3
Section 4 Does the document state the process is easily accessible to students, without charge, or at
a reasonable cost to those students?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      _____________________________
        Paragraph Number/s                 _____________________________


Section 5        Does it specify reasonable timelines for responses to each stage of the process?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      _____________________________
        Paragraph Number/s                 _____________________________


Section 6 For complaints which remain unresolved by the process above, does the document have an
arrangement for internal investigation by an independent and impartial senior officer? (The senior
officer may be nominated by the applicant or by a dedicated complaints committee or unit established
by the applicant).

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      _____________________________
        Paragraph Number/s                 _____________________________


Section 7 Does the document contain a provision for external review of decision by an independent
person or body that is established or nominated by the applicant?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      _____________________________
        Paragraph Number/s                 _____________________________


Section 8 Does the document provide information about the mechanism that the applicant has in
place to implement the grievance procedure?
Note: Do you have a grievance form? Do you have a formal process including clear roles and responsibilities throughout the process of dealing
with complaints and/or a specific committee established for the purpose of dealing with complaints?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      _____________________________
        Paragraph Number/s                 _____________________________

Section 9 Does this mechanism provide information about how due consideration will be given to any
of the recommendations arising from external review?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________




                                                                     17
                                                                                                                        VET_AAP_201111v1.3
Section 10 Is the academic grievance procedure complete, unambiguous and agreed to and ratified by
the applicant’s governing body?
Note 1: The document MUST be agreed to and ratified by the applicant’s governing body.
Note 2: What is the name of the governing body and the date on which the procedures were ratified?
Note 3: This information must be included in the procedure.

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________


Section 11 Does the document specify that all complainants and respondents will be treated fairly and
not be victimised or discriminated against?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________


Section 12 Does the document explain how the procedure will be published and made publicly
available?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________


Section 13 Does the document explain how the applicant will communicate the grievance procedures
in writing to its staff and train its staff in their application?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________


Section 14 Does the document contain reasonable timelines for responses to each stage of the
process?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________


Section 15 Does the document allow for the complainant and/or respondent to be accompanied and
assisted by a third party if desired?
Note: It must be made clear in the procedure that the complainant and respondent are allowed to be accompanied and assisted by a third
party if they wish.

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________




                                                                    18
                                                                                                                      VET_AAP_201111v1.3
Section 16 Does the document specify the applicant will give reasons and full explanation in writing for
decisions and actions taken as part of the procedures, if requested by the complainant and/or
respondent?

Yes      Note below the page & paragraph number demonstrating compliance with this requirement.

      Page Number/s            ____________________________
      Paragraph Number/s       ____________________________


Section 17 Does the document state the applicant will keep appropriate records of grievances for at
least five years, and allow parties to the complaint appropriate access to these records?

Yes      Note below the page & paragraph number demonstrating compliance with this requirement.

      Page Number/s            ____________________________
      Paragraph Number/s       ____________________________


Section 18 Does the document state the applicant will ensure that such records are treated as
confidential?

Yes      Note below the page & paragraph number demonstrating compliance with this requirement.

      Page Number/s            ____________________________
      Paragraph Number/s       ____________________________


Section 19 Does the document state that students or prospective students, are entitled to access the
grievance procedure as set out by the applicant, regardless of the location of the campus at which the
grievance has arisen, the student’s or person’s place of residence or the mode in which they study?

Yes      Note below the page & paragraph number demonstrating compliance with this requirement.

      Page Number/s            ____________________________
      Paragraph Number/s       ____________________________



                              YES – All Sections have been completed

All documents compiled in this Part should be uploaded to the ‘Supporting Documentation’ section of
                        VITS, in the ‘Procedural Requirements’ component.




                                                  19
                                                                                        VET_AAP_201111v1.3
                         3.2.2 VET FEE-HELP Non-Academic Grievance Requirements

  Clause 19 of Schedule 1A to the Act and Chapter 6 of the VET Provider Guidelines set out the
                 provisions relating to Non-Academic Grievance requirements.
                        _______________________________________

      Applicants are required to read the relevant provisions of the Act and/or VET Provider
                      Guidelines before providing the following information.


Section 1 Does the applicant have a current grievance policy/procedure to deal with complaints
relating to non-academic matters which meet VET FEE-HELP requirements?

Yes       The applicant has provided a current policy/procedure document (details follow) to meet
statutory requirements.
Applicant MUST complete the following information then complete Sections 2 through to 19 to ensure
relevant information has been included.

Document Name:_______________________________________________________

Version Number:___________________                                          Version Date:____________________
Complete sections 2 to 19 below.

OR

No         The applicant does not have a current non-academic grievance policy/procedure document to
        meet requirements, and therefore the applicant has provided a completed copy of the DEEWR
        optional template – available from the VET FEE-HELP website (www.deewr.gov.au/vetfeehelp)
        on the RTO page under the heading Applying for Approval as a VET Provider – Useful
        Publications (Do not complete Sections 2 to 19 of this Part if you are using the template).


Section 2 to 19 to be completed if the applicant intends to include a current non-academic grievance
document as part of the application.

Section 2 Does the non-academic grievance procedure deal with complaints from students and
prospective students eligible for VET FEE-HELP?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________

Section 3       Does the document contain an arrangement for handling complaints?
Note: For example, clear steps/stages and timelines of how a complaint would be handled.

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________




                                                                    20
                                                                                                    VET_AAP_201111v1.3
Section 4 If an ‘Informal’ stage is specified in the document, it must be clear that this is not
mandatory. Is there an informal stage?
Note: The applicant should note that an ‘Informal’ process should not be a mandatory requirement for complainants. If your non-academic
grievance procedure has no informal stage - go to Section 6.

Yes          Note below the page & paragraph number if relevant.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________

OR

No


Section 5 Does the procedure document indicate that the complaints process is easily accessible to
students, without charge, or at a reasonable cost to those students?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________


Section 6        Does the document specify reasonable timelines for responses to each stage of the
process?
Note: Timelines must be specified for each stage of the complaints process.

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________


Section 7 For complaints that remain unresolved by the process above, does the document set out an
arrangement for internal investigation by an independent and impartial senior officer?
Note: The senior officer may be nominated by the applicant or by a dedicated complaints committee or unit established by the applicant.

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________


Section 8 Does the document contain a provision for external review of decisions by an independent
person or body that is established or nominated by the applicant?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________

Section 9 Does the document provide information about the mechanism the applicant has in place to
implement the grievance procedure?
Note: Do you have a grievance form? Do you have a formal process including clear roles and responsibilities throughout the process of dealing
with complaints and/or a specific committee established for the purpose of dealing with complaints?


Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________

                                                                     21
                                                                                                                        VET_AAP_201111v1.3
Section 10 Does this mechanism provide information about how due consideration will be given to any
of the recommendations arising from external review?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________


Section 11 Is the grievance procedure complete, unambiguous and agreed to and ratified by the
applicant’s governing body?
Note 1: The document MUST be agreed to and ratified by the applicant’s governing body.
Note 2: What is the name of the governing body and the date on which the procedures were ratified?
Note 3: This information must be included in the procedure.

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________


Section 12 Does the document specify that all complainants and respondents will be treated fairly and
not be victimised or discriminated against?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________


Section 13 Does the document explain how the procedure will be published and made publicly
available?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________

Section 14 Does the document explain how the applicant will communicate the grievance procedures
in writing to its staff and train its staff in their application?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________


Section 15 Does the procedure allow for the complainant and/or respondent to be accompanied and
assisted by a third party if desired?
Note: It must be made clear in the procedure that the complainant and respondent are allowed to be accompanied and assisted by a third
party if they wish.

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                     ____________________________
        Paragraph Number/s                ____________________________




                                                                   22
                                                                                                                      VET_AAP_201111v1.3
Section 16 Does the document specify that the applicant will give reasons and full explanation in
writing for decisions and actions taken as part of the procedures, if requested by the complainant
and/or respondent?

Yes      Note below the page & paragraph number demonstrating compliance with this requirement.

      Page Number/s            ____________________________
      Paragraph Number/s       ____________________________


Section 17 Does the document state the applicant will keep appropriate records of grievances for at
least five years, and allow parties to the complaint appropriate access to these records?

Yes      Note below the page & paragraph number demonstrating compliance with this requirement.

      Page Number/s            ____________________________
      Paragraph Number/s       ____________________________


Section 18 Does the document state the applicant will ensure such records are treated as confidential?

Yes      Note below the page & paragraph number demonstrating compliance with this requirement.

      Page Number/s            ____________________________
      Paragraph Number/s       ____________________________


Section 19 Does the document state students or prospective students, are entitled to access the
grievance procedures as set out by the applicant, regardless of the location of the campus at which the
grievance has arisen, the student’s or person’s place of residence or the mode in which they study?

Yes      Note below the page & paragraph number demonstrating compliance with this requirement.

      Page Number/s            ____________________________
      Paragraph Number/s       ____________________________




                              YES – All Sections have been completed

All documents compiled in this Part should be uploaded to the ‘Supporting Documentation’ section of
                        VITS, in the ‘Procedural Requirements’ component.




                                                   23
                                                                                        VET_AAP_201111v1.3
                  Part 3.3 – VET FEE-HELP Student Review Requirements

Clauses 19, 46, 48 & 49 of Schedule 1A to the Act and Chapter 6 of the VET Provider Guidelines
 set out the provisions relating to student review requirements for re-crediting of a FEE-HELP
                                             balance.
                        _______________________________________

      Applicants are required to read the relevant provisions of the Act and/or VET Provider
                      Guidelines before providing the following information.


Section 1     Does the applicant have a current student review procedure?

Yes       The applicant has provided a current review policy document (details follow) to meet
statutory requirements.
Applicant MUST complete the following information then complete Sections 2 through to 10 to ensure
relevant information has been included.

Document Name:_______________________________________________________

Version Number:___________________                      Version Date:____________________
Complete sections 2 to 10 below.

OR

No        The applicant does not have a current student review policy document to meet requirements,
       and therefore the applicant has provided a completed copy of the DEEWR optional template –
       available from the VET FEE-HELP website (www.deewr.gov.au/vetfeehelp) on the RTO page
       under the heading Applying for approval as a VET Provider – Useful Publications (Do not
       complete Sections 2 to 10 of this Part if you are using the template).


Sections 2 to 10 to be completed if the applicant intends to include a current student review
policy/procedure document as part of the application.


Section 2 Does the document outline that the applicant will refund a student’s VET tuition fees if the
student has paid tuition fees upfront and withdraws from a VET unit/course of study on or before the
census date?

Yes         Note below the page & paragraph number demonstrating compliance with this requirement.

       Page Number/s            ____________________________
       Paragraph Number/s       ____________________________


Section 3 Does the document outline that a student may apply to have their FEE-HELP balance re-
credited after the census date due to special circumstances?

Yes         Note below the page & paragraph number demonstrating compliance with this requirement.

       Page Number/s            ____________________________
       Paragraph Number/s       ____________________________

                                                  24
                                                                                       VET_AAP_201111v1.3
Section 4        Does the document outline the process for re-crediting a person’s FEE-HELP balance?
Note: Should include a step-by-step process a student would follow for applying to get their FEE-HELP balance re-credited. Do you have a
standard form?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________


Section 5 Does the document specify that a student may make an application to have their FEE-HELP
balance re-credited within 12 months of the withdrawal date or, if the student has not withdrawn,
within 12 months of the period of study in which the VET unit of study was to be undertaken?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________


Section 6 Does the document provide details of the position of the officer responsible for making the
initial decision on a student’s application for re-crediting their FEE-HELP balance (the initial decision
maker)?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________


Section 7(a)   Does the document provide details of the position of the officer responsible for
reviewing the original decision relating to re-crediting (the reviewer)?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________


Section 7(b) Does the document indicate that the reviewer was not involved in the original decision
and is more senior to the initial decision maker?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________

Section 8 Does the document outline the applicant will acknowledge receipt of an application for
review of a reviewable VET decision in writing and inform the student that, if the reviewer has not
advised the student of a decision within 45 days of receiving the application for review, the reviewer is
taken to have confirmed the original decision?

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________



Section 9 Does the document inform students of their right to apply to the Administrative Appeals
Tribunal for a review of the reviewable VET decision?
                                                                     25
                                                                                                                        VET_AAP_201111v1.3
Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________


Section 10 Does the document provide students with contact details of the closest Administrative
Appeals Tribunal Registry and the approximate costs of lodging an appeal with the Administrative
Appeals Tribunal?
Note: Administrative Appeals Tribunal Postal Address is GPO Box 9955 in each Capital City and its Telephone contact is 1300 366 700.

Yes          Note below the page & paragraph number demonstrating compliance with this requirement.

        Page Number/s                      ____________________________
        Paragraph Number/s                 ____________________________


                                                           For Information

There are specific references the review procedure should contain:
                     Incorrect Reference                                                     Correct References
VET FEE-HELP balance                                                    FEE-HELP balance
VET FEE-HELP limit                                                      FEE-HELP limit
unit/course of study                                                    VET unit/course of study
                                                                                           Other useful References
                                                                        VET FEE-HELP assistance
                                                                        VET FEE-HELP loan
                                                                        VET FEE-HELP debt




                                         YES – All Sections have been completed

All documents compiled in this Part should be uploaded to the ‘Supporting Documentation’ section of
                        VITS, in the ‘Procedural Requirements’ component.




                                                                     26
                                                                                                                        VET_AAP_201111v1.3
              Part 3.4 - VET FEE-HELP Personal Information Requirements
  Clause 23 of Schedule 1A to the Act set out the provisions relating to personal information.
                       _______________________________________

      Applicants are required to read the relevant provisions of the Act and/or VET Provider
                      Guidelines before providing the following information.


Section 1 Does the applicant have a current policy/procedure relating to the protection of personal
information which meets statutory requirements as part of the application?

Yes       The applicant has provided a current policy/procedure document (details follow) to meet
statutory requirements.
Applicant MUST complete the following information then complete Sections 2 through to 3 to ensure
relevant information has been included.

Document Name:_______________________________________________________

Version Number:___________________                        Version Date:____________________
Complete sections 2 to 3 below.

OR

No        The applicant does not have a current personal information policy/procedure document to
       meet requirements and therefore the applicant has provided a completed copy of the DEEWR
       optional template – available from the VET FEE-HELP website (www.deewr.gov.au/vetfeehelp)
       on the RTO page under the heading Applying for approval as a VET Provider – Useful
       Publications. (Do not complete Sections 2 to 3 of this Part if you are using the template).

Sections 2 to 3 to be completed if the applicant intends to include a current personal information
policy/procedure document as part of the application.

Section 2 Does the document provide information that the applicant understands and seeks to
comply with the information privacy principles set out in Section 14 of the Privacy Act 1988 in respect of
VET personal information?

Yes       Note below the page & paragraph number demonstrating compliance with this requirement.

       Page Number/s            ____________________________
       Paragraph Number/s       ____________________________


Section 3 Does the document provide information that a student may apply for and receive a copy of
the VET personal information held by the applicant in relation to that student?

Yes       Note below the page & paragraph number demonstrating compliance with this requirement.

       Page Number/s            ____________________________
       Paragraph Number/s       ____________________________


                              YES – All Sections have been completed
All documents compiled in this Part should be uploaded to the ‘Supporting Documentation’ section of
                        VITS, in the ‘Procedural Requirements’ component.
                                                   27
                                                                                          VET_AAP_201111v1.3
                           Part 3.5 – VET FEE Requirements

Clause 27A of Schedule 1A to the Act and Chapter 8 of the VET Provider Guidelines set out the
                        provisions relating to VET FEE Requirements.

                      _______________________________________

  Applicants are required to read the relevant provisions of the Act and/or VET Provider
                  Guidelines before providing the following information.


                                Included in this Chapter:

         Section 3.5.1 – The VET Tuition Fees Form Information
         Section 3.5.2 – The VET Fee Requirements Form Information
         Section 3.5.3 – The Refund Policy
         Section 3.5.4 – Checklist

                               Please complete all sections.
  If the applicant does not complete any of the sections in the VET Fee Requirements, the
                applicant may be required to provide additional information.




                                             28
                                                                               VET_AAP_201111v1.3
                      Section 3.5.1 VET Tuition Fees Form Information

Tuition Fees
A VET tuition fee is a fee determined by a VET provider and payable by a student for a VET unit of study
which is for, but not limited to:
a)      tuition services including instruction and delivery to a student of the information that forms the
        content of the VET unit of study;
b)      examination, evaluation and or any other assessment required for the completion of the VET unit
        of study; and
c)      recognition of prior learning (RPL).

VET FEE-HELP assistance can only be used to pay VET tuition fees.

VET Course of Study
For the purpose of VET FEE-HELP a VET course of study is defined in Schedule 1 of the Act as a
structured and integrated program of vocational education and training, usually consisting of a number
of modules (units of study) or shorter programs, and leading to the award of a VET diploma, a VET
advanced diploma, a VET graduate diploma or a VET graduate certificate.

Note: VET FEE-HELP is available for VET units of study made up of one or more units of competency (or
parts thereof) that contribute to the above qualifications, in accordance with the relevant National
Training Package or VET Accredited Course. Units of competency that are not listed as part of the
diploma or above level qualification in the relevant Training Package or VET Accredited Course are not
able to be included in a VET Unit of Study and are not eligible for VET FEE-HELP. For example, units of
competency that are pre-requisites or entry requirements or that contribute to a qualification that is a
pre-requisite or entry requirement, are not able to be included in a VET Unit of Study and are not
eligible for VET FEE-HELP.

On the VET Tuition Fees Form (mandatory form) the applicant is required to list the estimated tuition
fees for each VET course of study within its TGA scope of registration. Please include superseded courses
where they still appear on the scope of registration. If a course was not offered in a particular year
identified on this form, please insert the words “Not Offered” in the appropriate space. An example of
the appropriate form is set out below. The mandatory form that must be completed is available from
the ‘Useful Publications’ section of the VET FEE-HELP website (see Table of Contents of this Pack for
details).

The applicant is required to list all VET courses of study (diploma, advanced diploma, graduate
diploma or graduate certificate) regardless of whether you are seeking approval for those courses.

Any discrepancy between the information on the form and that listed on TGA must be explained.


VET Tuition Fees Form                  example
                                                                                          Total expected
                                                                        Total actual
                                                                                          course tuition
                                                 Total actual course   course tuition
                                                                                               fees
               Name and level of VET course          tuition fees           fees
     Course                                                                                 charged per
                        of Study                     charged per        charged per
      Code                                                                                student during
                                                   student during         student
                                                                                          2012 calendar
                                                 2010 calendar year     during 2011
                                                                                               year
                                                                       calendar year
                                                                                           prior 1st July
 Entry example:
 ABC123    Diploma of Accounting                         Not offered            $5000                $5000

                                                    29
                                                                                          VET_AAP_201111v1.3
                Section 3.5.2 VET Fee Requirements Form Information

Incidental Fees

VET providers are permitted to charge a small range of fees in addition to tuition fees, as long as those
fees are incidental to a student’s study or tuition. Chapter 8 of the VET Provider Guidelines sets out the
requirements relating to fees for VET units of study, VET courses of study, or matters or things for which
fees may be charged. A VET Provider may charge students who are, or would be entitled to VET FEE-
HELP assistance, fees that are incidental to study provided the fees meet the requirements of subsection
8.10.1 of the VET Provider Guidelines.

Applicants are required to include on the mandatory VET Fee Requirements Form any incidental fees
they intend to charge to students who are, or would be entitled to VET FEE-HELP assistance. The
mandatory form that must be completed is available from the ‘Useful Publications’ section of the VET
FEE-HELP website (see Table of Contents of this Pack for details).



  A table of examples of incidental fee entries on the VET Fee Requirements form is at the end of Part
3.5.2.5 of this Pack. Form templates are available from the ‘Useful Publications’ section of the VET FEE-
                       HELP website (see Table of Contents of this Pack for details).



Please note: where a fee identified on this form appears unusually high, the applicant will be
required to indicate how the amount of the fee was determined.



Section 3.5.2.1 FEE FOR GOOD OR SERVICE NOT ESSENTIAL FOR STUDY
In accordance with the requirements of paragraph 8.10.1(a), a fee may be charged for a good or service
that is not essential to the course of study, for example graduation tickets. Further examples of the
kinds of goods or services for which a VET Provider may charge a fee under paragraph 8.10.1(a) are
available at subsection 3.5.3 of the VET Provider Handbook.

Does your organisation intend to charge students who are, or would entitled to VET FEE-HELP assistance
a fee for a good or service that is not essential for the course of study?

No          Proceed to Section 3.5.2.2

Yes         Please complete the relevant entry in the VET Fee Requirements Form (refer example at
the end of Part 3.5.2.5) and upload as part of the ‘Procedural Requirements’ – ‘VET Fee Requirements’
in VITS.




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                                                                                         VET_AAP_201111v1.3
Section 3.5.2.2 FEE FOR GOOD OR SERVICE THAT IS ESSENTIAL TO STUDY (ALTERNATIVE FORM)
In accordance with the requirements of paragraph 8.10.1(b) of the VET Provider Guidelines, a fee may be
charged for an alternative form of access to a good or service that is an essential component of a course
of study, but is otherwise made readily available at no additional fee by the provider. An example might
be where a VET Provider offers students lecture notes free of charge, but offers students the
opportunity to purchase the lecture notes in electronic form for a fee. Further examples of the kinds of
goods or services for which a VET provider may charge a fee under 8.10.1(b) are available at subsection
3.5.3 of the VET Provider Handbook.

Does your organisation intend to charge students who are, or would be entitled to VET FEE-HELP
assistance an incidental fee for an alternative form of a good or service that is essential to study but
which is otherwise made available free of charge?
No           Proceed to Section 3.5.2.3
Yes          Please complete the relevant entry in the VET Fee Requirements Form (refer example at
the end of Part 3.5.2.5) and upload as part of the ‘Procedural Requirements’ – ‘VET Fee Requirements’
in VITS.
Section 3.5.2.3 FEE FOR GOOD OR SERVICE WHICH BECOMES THE PROPERTY OF THE STUDENT
In accordance with the requirements of subparagraph 8.10.1(c)(i) of the VET Provider Guidelines, a fee
may be charged for an essential good or service that the student has the choice of acquiring from
another supplier and is for equipment or items that become the physical property of the student and
are not consumed during the course of study, such as textbooks and uniforms. Further examples of the
kinds of goods or services for which a VET Provider may charge a fee under 8.10.1(c)(i) are available at
subsection 3.5.3 of the VET Provider Handbook.

Does your organisation intend to charge students who are, or would be entitled to VET FEE-HELP
assistance any incidental fees that are for a good or service which becomes the property of the student
and may be acquired from an alternative supplier.
No           Proceed to Section 3.5.2.4
Yes           Please complete the relevant entry in the VET Fee Requirements Form (refer example at
the end of Part 3.5.2.5) and upload as part of the ‘Procedural Requirements’ – ‘VET Fee Requirements’
in VITS. The applicant must also indicate on the Form that it will have adequate processes in place to
effectively communicate to students that they have the choice of acquiring these goods or services from
an alternative supplier. For example the applicant may include this advice on their website or in the
student handbook.

Section 3.5.2.4 FEES ASSOCIATED WITH FIELD TRIPS
In accordance with the requirements of subparagraph 8.10.1(c)(ii) of the VET Provider Guidelines, a fee
may be charged for food, transport and accommodation costs associated with the provision of field trips
forming part of the course of study. This is a fee for these goods or services paid directly to the VET
Provider by a student. Costs associated with field trips that are paid by the student directly to a third
party should not be included under this section. Further examples of the kinds of goods or services for
which a VET Provider may charge a fee under 8.10.1(c)(ii) are available at subsection 3.5.3 of the VET
Provider Handbook.

Does your organisation intend to directly charge on its own behalf students who are, or would be
entitled to VET FEE-HELP assistance any incidental fees that are for costs associated with field trips?
No           Proceed to Section 3.5.2.5
Yes           Please complete the relevant entry in the VET Fee Requirements Form (refer example at
the end of Part 3.5.2.5) and upload as part of the ‘Procedural Requirements’ – ‘VET Fee Requirements’
in VITS. The applicant must also indicate on the Form that it will have adequate processes in place to
effectively communicate to students that they have the choice of acquiring these goods or services from
an alternative supplier. For example the applicant may include this advice on their website or in the
student handbook.
                                                     31
                                                                                            VET_AAP_201111v1.3
 Section 3.5.2.5 FINES AND PENALTIES
 In accordance with the requirements of paragraph 8.10.1(d) of the VET Provider Guidelines, a fee may be
 charged where it is a fine or a penalty, provided it is imposed principally as a disincentive and not in
 order to raise revenue or cover administrative costs. For example, a VET Provider may charge a fee to
 students who are, or would be entitled to VET FEE-HELP assistance who withdraw from a VET unit after
 a late withdrawal date, or submit their Request for VET FEE-HELP assistance form after a late
 administration date, or pay their VET tuition fees late after a late payment date for a VET unit of study.
 Further examples of the kinds of goods or services for which a VET Provider may charge a fee under
 8.10.1(d) are available at subsection 3.5.3 of the VET Provider Handbook.

 Any administrative date after which a student who is, or would be entitled to VET FEE-HELP assistance,
 will be charged a fine or penalty should not be set too early after the commencement of the VET unit of
 study. An administrative date that is set closer to the commencement date for the unit than to the
 census date may be considered to be set too early.

 Does your organisation intend to charge students who are, or would be entitled to VET FEE-HELP
 assistance any incidental fees that are fines or penalties?

 No             The applicant has completed the VET Fee Requirements Form.

 Yes          Please complete the relevant entry in the VET Fee Requirements Form (refer example at
 the end of this Part) and upload as part of the ‘Procedural Requirements’ – ‘VET Fee Requirements’ in
 VITS. The applicant must also indicate on the Form how the administrative dates (pertaining to the fees
 as fines or penalties the applicant intends to charge to students who are, or would be entitled to VET
 FEE-HELP assistance) will be set.


 VET Fee Requirements Form – Incidental Fees – examples:
         Description of fee          Under which criteria in Chapter      Fee amount        How the fee is payable (per
      (what is the charge for?)      8 of the VET Provider Guidelines   (How much is the    unit, per course or per year)
                                       (listed above) do you believe       charge?)          (provide course number if
                                         the charge complies? (e.g.                        incidental charges apply to a
                                                   a,c(i))                                         specific course)
Entry examples:
Graduation dinner                            8.10.1(a)                   $25                      per year
Lecture notes on CD-ROM                      8.10.1(b)                   $10                      per unit
Textbooks                                   8.10.1(c)(i)                $100                      per unit
Accommodation                               8.10.1(c)(ii)                $40                      per unit
 Note: Form templates are available on the VET FEE-HELP website (see Table of Contents of this Pack for details).

                                      Section 3.5.3 Refund Policy

 In accordance with the requirements at 8.20.1 of the VET Provider Guidelines, a VET Provider must repay
 to a student who is, or would be entitled to VET FEE-HELP assistance any VET tuition fees that he or she
 may have paid for a VET unit of study if the student withdraws from that unit on or before the relevant
 census date. While a VET Provider may require students to follow its withdrawal procedures, such
 students are not required to apply for a refund, the action of withdrawing being sufficient action by the
 students.

 An optional template is available on the VET FEE-HELP website (www.deewr.gov.au/vetfeehelp) on
 the RTO Page under the heading – Applying for Approval as a VET Provider. You may include more
 information if you wish. However, please note, if you enter more information than requested in the
 template, it must be consistent with the requirements or clarification may be required.



                                                           32
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                     Section 3.5.4 VET Fee Requirements – Checklist

VET Tuition Fees Form (Section 3.5.1)

The applicant has checked the TGA listing at: http://www.training.gov.au and all relevant courses have
      been listed (even if the applicant is not intending to seek VET FEE-HELP approval for all of these
      courses).
      Only courses of diploma, advanced diploma, graduate diploma and graduate certificate have been
      included on the form (VET Tuition Fees Form available as a template – refer Table of Contents of
      this Pack for details).
      The Applicant is aware that VET FEE-HELP is available for VET units of study made up of one or
      more units of competency (or parts thereof) identified in the relevant Training Package or VET
      Accredited Course as contributing to diploma, advanced diploma, graduate diploma and graduate
      certificate qualifications. Units of competency that are not listed as part of the diploma or above
      level qualification in the relevant Training Package or VET Accredited Course are not able to be
      included in a VET Unit of Study and are not eligible for VET FEE-HELP. For example, units of
      competency that are pre-requisites or entry requirements or that contribute to a qualification
      that is a pre-requisite or entry requirement, are not able to be included in a VET Unit of Study and
      are not eligible for VET FEE-HELP. The applicant has ensured that all VET Courses of Study
      included in this application comply with the relevant training package or VET Accredited Course
      requirements.
      Tuition fees for three years have been included against all courses.
      If there are discrepancies to your TGA listing these have been explained in the space provided.

VET Fee Requirements Form (Section 3.5.2)
      All incidental fees your organisation intends to charge to VET eligible students have been included
      on the VET Fee Requirements Form as referred to in sections 3.5.2.1 to 3.5.2.5 of this Pack (VET
      Fee Requirements Form available as a template – refer Table of Contents of this Pack for details).
      A dollar amount has been allocated to each incidental fee.
      You have indicated on the form that the fee is payable per unit, per course or per year.
      Where incidental fees have been identified as being consistent with the requirements of
      subparagraphs 8.10.1(c)(i) and 8.10.1(c)(ii) of the VET Provider Guidelines, the applicant has
      indicated it has or will have adequate processes in place to effectively communicate to students
      that they have the choice of purchasing the item(s) from a third party supplier.
      Where incidental fees have been identified as being consistent with the requirements of
      paragraph 8.10.1(d) of the VET Provider Guidelines, the fee is imposed principally as a disincentive
      and not to raise revenue or cover administration costs.
      Any administrative date, for the purposes of levying a fine or penalty, has been appropriately set
      with regard to the commencement and census dates for each VET unit of study.

Refund Policy (Section 3.5.3)
      The applicant has provided an existing Refund Policy that is consistent with requirements OR has
      provided a copy of the DEEWR template with the applicant’s name inserted in the appropriate
      place.
      Any additional information included is consistent with Schedule 1A to the Act and associated
      guidelines.

                              YES – All Sections have been completed
All documents compiled in this Part should be uploaded to the ‘Supporting Documentation’ section of
                        VITS, in the ‘Procedural Requirements’ component.
                                                   33
                                                                                          VET_AAP_201111v1.3
                                       CHAPTER 4 – Financial Requirements

                                         Part 4.1 – Financial Statements
                                   VET FEE-HELP Financial Viability Information
     Sub-Clause 6(f) and Clause 14 of Schedule 1A to the Act and the VET FEE-HELP Financial
    Viability Instructions for Applicants sets out the requirements relating to financial viability.
                           _______________________________________

   Applicants are required to read the relevant provisions of the Act and/or VET FEE-HELP Financial
 Viability Instructions for Applicants before answering the questions below & providing the following
                                               information.



Section 1 Has the applicant provided audited financial statements for the most recently completed
reporting period prepared in accordance with ‘Appendix 2 – Financial statement requirements for
applicants of the VET FEE-HELP Financial Viability Instructions for Applicants?
Note – If the applicant has recently commenced operations and does not yet have audited financial statements for at least one full year it will
need to provide supplementary information including risk mitigation strategies with the application (Refer to Parts 6 & 7 of the VET FEE-HELP
Financial Viability Instructions for Applicants for details).

Yes              Financial statements have been audited by an independent qualified auditor and prepared
                 in accordance with Appendix 2 of the VET FEE-HELP Financial Viability Instructions for
                 Applicants and include the following:

Yes              a statement of financial position (balance sheet)

Yes              a statement of comprehensive income (income statement or profit and loss statement)

Yes              a statement of changes in equity

Yes              a statement of cash flows

Yes              notes, comprising a summary of significant accounting policies and other explanatory notes

Yes              a signed and dated report from an independent qualified auditor

Yes              a signed and dated directors’ report and declaration in respect of the financial statements

Yes              A COMPLETE SET OF FINANCIAL STATEMENTS FOR THE MOST RECENTLY COMPLETED
                 REPORTING PERIOD HAS BEEN PROVIDED




                                                                      34
                                                                                                                           VET_AAP_201111v1.3
Section 2 Has the applicant provided financial statements for the previous three years prepared in
accordance with ‘Appendix 2 – Financial statement requirements for applicants of the VET FEE-HELP
Financial Viability Instructions for Applicants?

Yes              Financial statements have been prepared in accordance with Appendix 2 of the VET FEE-
                 HELP Financial Viability Instructions for Applicants and include the following:

Yes              a statement of financial position (balance sheet)

Yes              a-statement of comprehensive income (income statement or profit and loss statement)

Yes              a statement of changes in equity

Yes              a statement of cash flows

Yes              notes, comprising a summary of significant accounting policies and other explanatory notes

Yes              a signed and dated report from an independent qualified auditor, in cases where one has
                 been prepared, in respect of the financial statements

Yes              a signed and dated directors’ report and declaration in respect of the financial statements

Yes              COMPLETE SETS OF FINANCIAL STATEMENTS FOR THE PREVIOUS THREE YEARS HAVE BEEN
                 PROVIDED

No               Where less than four years of financial statements are provided the applicant is required to
                 provide supplementary information including risk mitigation strategies with the application
                 (refer to Parts 6 & 7 of the VET FEE-HELP Financial Viability Instructions for Applicants for
                 details).


                                Part 4.2 – Financial Ratio Analysis Workbook

Section 3. Has the applicant provided a completed current VET FEE-HELP Financial Ratio Analysis
Workbook for the past four financial years?
Note: Where any of the financial ratio thresholds are not met (that is, some of the ratios appear in red), the Applicant is required to provide
supplementary information including risk mitigation strategies with the application (refer to Parts 6 & 7 of the VET FEE-HELP Financial Viability
Instructions for Applicants for details).

Yes              Workbook has been provided in Excel format.


Part 4.3 – Declarations, Certificates and other Supplementary Information

Section 4. Has the applicant provided a declaration by an accountant or auditor that it has complied
with statutory obligations? This includes the lodgement and payment of:
      – Company tax
      – Goods and services tax
      – Income tax for employees
      – Payroll tax
      – Withholding tax
      – Superannuation Guarantee for employees

Yes

No               Not required as the applicant is an RTO that is a government body (Category 1 applicant).




                                                                       35
                                                                                                                            VET_AAP_201111v1.3
Section 5. Has the applicant provided a copy of the Certificate of Public Practice or Public Practice
Certificate held by the person who conducted the audit of the financial statements?

Yes

No                Not required as the applicant is an RTO that is a government body (Category 1 applicant).


Section 6.        Has the applicant provided the qualified auditor’s independence declaration?

Yes

No                Not required as the applicant is an RTO that is a government body (Category 1 applicant).



Section 7.        Has the applicant provided supplementary information?
Note: Refer to Part 6 of the VET FEE-HELP Financial Viability Instructions for Applicants.


Yes

No                Supplementary information not required.


                                                    Part 4.4 – Business Plan

Section 8.        Has the applicant provided a business plan for the next three years?

Yes               The applicant has provided a business plan for the next three years

Yes               History and profile of the body corporate has been included

Yes               Analysis of possible risks that may affect financial viability and related risk mitigation
                  strategies has been included

Yes               Detailed student enrolment projections for the next three years have been included. Where
                  the applicant’s student population consists of over 50 per cent of international students:

                  Yes               a country by country breakdown of current student numbers and the
                                    proportion of students enrolled in broad subject categories such as business,
                                    hospitality, finance etc have been included.

                  Yes               projections for international student numbers for next three years broken
                                    down by country and broad subject categories have been included.

No            Not required as the applicant is a registered training organisation that is a government body
              (Category 1 applicant).


                                                 Part 4.5 – Projected Budget

Section 9         Has the applicant provided a projected budget for the next three years?

Yes               Budget forecast for the next three years with actual income and expenses incurred in the
                  past 12 months has been included.
No                Not required as the applicant is a registered training organisation that is a government
                  body (Category 1 applicant).

                                                                        36
                                                                                                   VET_AAP_201111v1.3
                                         Part 4.6 – Risk Mitigation Strategies

Section 10 Has the applicant provided risk mitigation strategies?
Note: Refer to Parts 6 and 7 of the VET FEE-HELP Financial Viability Instructions for Applicants.

Yes

No                Risk mitigation strategies not required.



                                          YES – All Sections have been completed

All documents compiled in this Part should be uploaded to the ‘Supporting Documentation’ section of
                         VITS, in the ‘Financial Requirements’ component.




                                                                        37
                                                                                                    VET_AAP_201111v1.3
                           CHAPTER 5 – Administration Requirements
Subclause 9(2) of the Schedule 1A to the Act sets out that the application must be in a form
approved by the Minister and must be accompanied by such information as the Minister
requests. These requirements are detailed in the VET FEE-HELP IT System (VITS) so that
applicants are aware of the type and format of the information that needs to be submitted for
an application to be considered for approval. Part of these requirements relate to the provision
of information for the following Forms:

         General Information and Legal Status (GILS) form
         Senior Authorised Officers’ Declaration form
         Statutory Declaration form
         Application Assistance Pack.

                       Part 5.1 – General Information and Legal Status

Section 1      General information and legal status (GILS) form

Yes            GILS form has been completed.


                        Part 5.2 – Senior Authorised Officers’ Declaration

Section 2      Senior authorised officers’ declaration form

Yes            Senior authorised officers’ declaration form has been completed, with addresses
               included, and signed.


                                  Part 5.3 – Statutory Declaration

Section 3      Statutory declaration form

Yes            Statutory declaration form has been completed with addresses included.


                              Part 5.4 – Application Assistance Pack

Section 4      Application Assistance Pack form

Yes            Application Assistance pack has been completed.


                                YES – All Sections have been completed
All documents compiled in this Part should be uploaded to the ‘Supporting Documentation’ section of
                     VITS, in the ‘Administration Requirements’ component.


Please take the time to complete each Section in each Chapter of the Application Assistance Pack as
this process will assist you with providing the information to meet requirements when you submit
your applications in VITS.



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                                                                                        VET_AAP_201111v1.3

								
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