Enrolment and Admission Policy & Procedure

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Enrolment and Admission Policy & Procedure
1. Purpose
This Policy and procedure provides information on Enrolment and Admissions at the Brush Farm
Corrective Services Academy (BFCSA). This document assists Academy staff to provide a consistent
and timely enrolment service to both internal and external customers of BFCSA.
2. Scope
The Policy and procedure relates to the following standard: Australian Quality Training Framework
(AQTF) 2007 ‘Essential Standards for Registration’.

This document applies to all Enrolment and Admissions performed at the BFCSA. It applies to all
forms of training conducted at, or on behalf of the BFCSA where the issuing of a qualification or
statement of attendance is required. This document applies to both internal and external customers.

Reference should be made to the Enrolment and Admission Procedures held with the Course
Enrolment Officer when using this policy.

3. Definitions
DCS – Department of Corrective Services
BFCSA – Brush Farm Corrective Services Academy
VETAB – Vocational Education Training and Accreditation Board
SIS – Student Information System
4. Policy Statement
BFCSA provide an efficient and equitable system to support potential clients during the
commencement of studies at BFCSA. Enrolments will only be accepted after appropriate approvals
have been granted and documented by supervising managers/supervisors.

5. Responsibility
It is the responsibility of the user of the document to ensure that the most current version is being
applied. It is the responsibility of each Sponsoring Unit Manager to ensure that all staff are using the
enrolment policy guidelines at BFCSA.

The Course Enrolment Officer is the primary contact for the Enrolment process. This position is
limited to the Administration of Enrolments only.

Further information on courses, programs, assessment and recognition is obtained from the
Sponsoring Training Unit, a Course Co-ordinator, the Intranet or the BFCSA Learning Guide.

It is the responsibility of the Executive Director Learning and Development to ensure that Policy
documents are regularly reviewed and to ensure the most current approved version is available
online.

7. Changes and Updates
All policies and procedures are subject to ongoing revision to reflect systems improvements. All
online documentation is considered to be the current version.

8. Monitoring and Evaluation
This policy will be reviewed three years from the date of implementation, or earlier should a review be
warranted.

9. Associated Documents
Costing Policy & Procedure
Assessment Policy & Procedure
Recognition Policy & Procedure
BFCSA Code of Conduct
VETAB Advertising Guidelines for Registered Training Organisations.

10. Procedure
10.1. Enrolment Guidelines
10.1.1. General Information on Courses

General information on courses, training programs, facilities, information for participants
and information about the Academy can be found on the Department intranet site, in the
BFCSA Learning Guide and at www.bfcsa.nsw.gov.au. This information can also be
obtained by contacting the Sponsoring Training Unit or Course Co-ordinator responsible
for the course.

Staff Officers in Correctional Centres may also be able to provide general information on
courses, as can Regional Training and Development Officers, or Regional Project
Officers.

BFCSA course and training programs are advertised in several ways:

In the DCS Bulletin,
On the BFCSA Internet Site,
Via flyers and brochures produced by BFCSA,
The BFCSA Learning Guide located on the Intranet,
On the BFCSA web site on the internet.

All BFCSA advertising must follow the VETAB Advertising Guidelines for Registered
Training Organisations.

Course and training programs are also promoted to prospective customers in the Asia
Pacific region.

Existing employees wishing to undertake post initial training or professional development
programs offered by the BFCSA can down load the current version of the BFCSA
application to attend a staff training and development activity form from the Intranet or
contact the Course Enrolment Officer.

Once the training is approved by authorised staff the Form is sent to the Course
Enrolments Officer at the BFCSA for processing.

10.1.3. Processing General Course Applications

When a course application arrives at the BFCSA, the Course Enrolments Officer checks
it. A Form will only be processed if

a) All sections are filled in and signed off,
b) The reason for training specified,
c) The participant has signed the application form indicating that they agree to abide
by the Program Academy requirements,
d) The correct cost centre details given.

The Course Enrolments Officer enters all information (including EEO data where
provided) onto the Student Information System (SIS). Applicants who have previously
enrolled in a course at BFCSA will already have their details recorded on the SIS. With
each new enrolment by the individual, the SIS needs to be updated with the most recent
information. It should be explained to participants who have previously been enrolled at
BFCSA that they need to complete a new Course Application Form so that student
records and statistics are up to date and recorded for reporting purposes.

The Course Enrolments Officer sends a confirmation letter to all successful applicants
informing them of the date, time and venue of their courses. A copy of this is sent to the
Staff Officer/Supervisor where applicable.

A participant cannot be enrolled on a course that has not been approved and registered,
with the required information entered on the SIS. BFCSA staff cannot be enrolled on a
course that they are delivering or assessing (refer to the BFCSA Code of Conduct and
Assessment Policy & Procedure).

10.1.4. Applications with Specific Entry Requirements

In some courses, applicants may have to demonstrate that they meet entry
requirements. Courses with this requirement are referred to the Manager of the
Sponsoring Training Unit. If there are more applicants for a specific course than there
are places, applicants are placed on the next available course. The Course Enrolments
Officer will send out a confirmation letter to participants informing them of the course
they have been enrolled in.

It is the responsibility of the Sponsoring Training Unit Manager in consultation with the
Course Co-ordinator to check that course enrolments are accurate on the SIS prior to
the commencement of a course and to determine entry onto the specified course,
according to the criteria set down for entrance onto that course, or the priority assigned
by the participants supervisor/workplace.

Students are required to confirm their attendance by email or fax. The Course Enrolment
Officer updates their enrolment in SIS prior to the course commencement. It is the
Course Co-ordinators responsibility to update the enrolment status on SIS after the
course has commenced.

Course participants who applied but did not attend without notification are identified in
the database as ‘fail to attend’. Participants who withdraw before achieving a
qualification (including Statements of Attainment which may be awarded for the
achievement of a single competency unit/module) are resulted in the database as having
’withdrawn no penalty’.

Where a participant is unable to attend, advice must be given in writing to the Course
Co-ordinator within 10 working days. The course co-ordinator then updates on SIS to a
status of ‘withdrawn’. To attend a future course the participant must fill in a new
application form.

10.1.6. Recognition/Variation of Enrolment

Applicants who are requesting recognition must have their enrolment varied and
recorded on SIS by the Course Enrolment Officer. The recognition request and general
enquiries about recognition are referred to the Manager of the sponsoring Training Unit
for allocation to an Assessor.

10.1.7. Newly recruited Correctional and Probation and Parole Officers
Training programs for newly recruited Correctional Officers and Probation and Parole
Officers are conducted following the recruitment processes managed by Human
Resources. Human Resources allocate newly recruited Correctional and Probation and
Parole Officers to a course during the recruitment process. This is done in consultation
with the Sponsoring Training Unit. Newly recruited Correctional and Probation and
Parole Officers receive information regarding course requirements with their confirmation
of appointment.

10.1.8. External Customers

External customers wishing to undertake courses/training programs at BFCSA fill out the
BFCSA Course Application Form and contact the Course Enrolments Officer.

10.2. Course Cancellations

A decision will be made by the Manager of the sponsoring training unit to cancel a course at
least 10 working days prior to the commencement of the course on the basis of the
following:

a) Insufficient Class numbers
b) The Number of the same courses running/scheduled throughout the year
c) The need/organisational priority of the course as determined by stakeholders or the
Director

Warning – Uncontrolled when printed! The current version of this document is kept on the M: Drive.
Maintained by: C&SA Unit Current Version: 24/11/2008 v6.2
Review Date: 27/02/2011 Page 4 of 5
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Software\TRIM5\TEMP\CONTEXT.1900\t0LLWP88.DOC
The relevant Training Unit Manager will determine the minimum number of participants
however, for reasons of cost efficiency courses should generally not be run with fewer than
6 participants. Every effort should be made to reach a minimum number of participants for
all courses run at BFCSA.

Courses which are negotiated for delivery at other locations are the responsibility of the site
officer coordinating the training e.g. staff officer, regional training and development
coordinators etc who must ensure the minimum number of participants in consultation with
the relevant sponsoring training unit manager.

Participants will be notified of a cancelled course and enrolled in the next available course
by the Course Enrolment Officer.

10.3. Course Fees

10.3.1. Fees for Internal Customers

Internal customers are defined as employees of DCS. If a participant does not attend a
course a ‘failure to attend’ penalty will apply and be charged to the participants’ cost
centre.

10.3.2. Fees for External Customers

External, fee-paying customers are not DCS employees. These customers will be billed
on completion of the course.

Written notice of ten days minimum prior to course commencement date is required if an
applicant is unable to attend a course. Failure to give this notice will result in full fees
being charged.