Policies and Procedures
Spectrum Education & Training's Code of Practice
Appeals, complaints and grievance procedures
Access and Equity Policy
Occupational Health and Safety
Students' Code of Conduct
Complaints and Appeals Handling
Deferment of Course and Fee Credit
Victorian Government funded Places: Fees and Charges
Fee for Service Clients - Fees and Charges
Recognition of other Qualifications and Statements of Attainment
Preliminary Language, Literacy and Numeracy (LLN) Assessment of all Students
Issuing of Qualifications and Statements of Attainment (SOA)
As part of the Spectrum Migrant Resource Centre, SET aims to offer education and training programs designed to assist migrants and refugees to fully participate in Australia’s education and training system and to gain practical skills for employment.
- Strength-based approache to designing and implementing education and training courses;
- Practical hands-on learning addressing migrant needs;
- Innovative & creative solutions to educating people from diverse cultural and linguistic backgrounds
- Cultural diversity as a resource and as a unique asset; &
- Building bridges amongst migrants and the wider community, particularly in the areas of education and employment.
SET is committed to integrating Access and Equity principles within all our services provided to our clients. All staff recognise the rights of learners and provide information, advice and support that is consistent with our Code of Practice.
Regardless of cultural background, gender, sexuality, disability or age, you have the right to learn in an environment that is free from discrimination and harassment and be treated in a fair and considerate manner while you ae studying with us.
If, at any time, you feel that any staff member is not abiding by our Code of Practice, then report your complaints or grievance to your supervisor / trainer or anyone in our organisation, or complete our complaints and appeals form.
We have a documented procedure that covers any appeals, complaints or grievances. Should you have an appeal, complaint or grievance contact the Program and Student Liaison Coordinator for more information.
To ensure all learners receive equal opportunities and gain the maximum from their time with us, these rules apply to all people that attend any of our sessions. Any person(s) whom displays inappropriate or disruptive behaviour may be ask to leave the session and/or the course.
Inappropriate behaviour may include:
- continuous interruptions to the trainer whilst delivering the course content
- smoking in non-smoking areas
- being disrespectful to other participants
- harassment by using offensive language
- sexual harassment
- acting in an unsafe manner that places themselves and others at risk
- continued absence at required times.
Spectrum Education & Training (SET) supports equal opportunity in the selection of employees and clients and ensures that people are not discriminated against on the basis of sex, pregnancy, race, beliefs, marital status, physical or intellectual disability, sexuality or age. This means that all employees and clients are entitled to equal consideration and respect in their dealings with SET.
SET ensures employees and those seeking employment, clients and those seeking enrolment, are treated equitably. This means:
- selecting people based on their skills, aptitude and relevant qualifications including life experience.
- recognising and valuing different skills and ideas.
- ensuring a workplace and learning environment, which is free from discrimination and harassment.
- giving everyone an equal chance to develop skills and make the most of their talents
- supporting employees and students to combine work, study and family responsibilities.
SET is committed to supporting full access to the organisation’s range of services and employment opportunities by people from disadvantaged groups. This includes those disadvantaged socially, geographically, educationally, physically and intellectually, racially or by gender.
However SET also ensures the highest standards of service delivery through the employment of the best-qualified staff most suited to the available positions.
SET ensures that clients derive maximum benefit from the course and will select clients on the basis of their ability to fulfil the course entry qualifications. This includes assessment and support to identify language, literacy and numeracy difficulties.
Recognising the potential hazards occurring in the various environments of SET’s office and various employer workplaces, SET will take every reasonably practical step to provide and maintain a safe and healthy work environment for all staff, students and visitors.
- must take reasonable care of themselves and others;
- have a responsibility to co-operate with management and staff with nominated or elected OH&S functions;
- must not bypass or misuse systems or equipment provided for OH&S purposes; and
- must report any unsafe conditions which come to their attention on SET’s Hazard Reporting Form.
Similar to all SET staff, students are expected to behalf professionally and ethically whilst studying at SET. All students must read and sign a Student Code of Conduct Form on commencement of training at SET. Any behaviour that contravenes the outlined expectations, will be treated as requiring disciplinary action (refer to Disciplinary Action Policy).
All students have the right to complain about situations where they believe that staff are not following the SET Code of Practice. A complaint may be received in written or verbal form.
Confidentiality will be maintained for all complaints and appeals.
How do I put in a Complaint?
- Download a Complaints and Room for Improvement Form (below) or ask any SET staff member
- Complete the Form and return it to the office
Action on Complaint (taken by SET Manager)
- The SET Manager will investigate the matter which prompted the complaint and/or consult with other persons involved in the grievance
- The SET Manager will attempt to resolve the matter sensitively and will use the SET Policies and Procedures to support resolution
- An independent mediator will be appointed if the grievance remains unresolved
- Resolution occurs and a copy of the Complaint and Resolution will be placed in the student’s file, in a sealed envelope that may only be opened in the presence of the SET Manager
What if I am still not happy with the decision and would like to appeal it?
- Advise the SET Manager who will ask you to complete a Student Appeals Form and arrange a hearing on your behalf with the CEO. You will receive notification of the scheduled time and date in writing (email is acceptable)
- CEO conducts the appeal hearing
- CEO makes a decision based on briefing provided by SET Manager and the student(s)
- The CEO will provide a written statement of the appeal outcomes including the reasons for the decision to you.
Students wishing to withdrawal from SET courses are required to apply in writing to SET Manager for approval prior to receiving a refund. Students will complete a FORM Withdrawal Application and submit it to RTO Manager who will assess and calculate the amount to be refunded. Please request a Withdrawal Form from a SET staff member.
A fee refund, less the non-refundable deposit, is given if the client cancels before commencement of the course.
In the unlikely event of course cancellation by Spectrum Education & Training, full fee refund including the non-refundable deposit is made to clients.
After the initial 10% of course duration or 4 weeks (whichever is earlier), fees are non-refundable except at the discretion of the SET Manager.
Students may receive a pro-rata credit, less the non-refundable deposit, if they cannot continue the course for unavoidable reasons. The credit can be used to pay for a future course of their choice and is valid for a 12 month period from the last date the student attended training at SET.
Any credit of fees held is for the use of that client only and is non-transferable to other persons. Any credit of fees being held for the use of a student is non-refundable.
SET abides by the Victorian Government’s Fees and Charges Policy for all relevant Victorian Government funded places managed through Skills Victoria.
The following outlines our fees and charges policy for students who wish to apply to enrol in government-subsidised courses offered at Spectrum in 2012.
All students who enrol in a course at Spectrum (including Government-subsidised, concessions, fee waiver) are required to pay fees to contribute to their education. How much each student pays depends upon the course you enrol in and any concessions you may be entitled to.
Fees for Government-Subsidised courses in 2012 are made up of 4 components:
1. Enrolment Fee
2. Tuition Fee
3. Service and Amenity Fee
4. Materials Fee
If the Government wants you to contribute to your studies, you should have already received itemised information on the amount you must pay as well as advise about SET’s repayment plan. SET’s Refund, Deferment and Fee Protection Policies also apply (see above).
Fees are not the same for each student and they will be determined separately based on the following:
- the number of hours you are enrolling in,
- whether or not you have been granted some RPL,
- the time of the year you are commencing your study,
- whether or not you have already paid for some training in that year,
- what calendar year you intend to undertake the training in
- whether or not you have reached a set maximum or fee cap.
Please check with your trainer if you are not sure whether you must pay any additional fees or charges in line with the Government requirements.
Spectrum Education & Training employs financial management strategies to ensure it has sufficient funds to fulfill its training and assessment commitments. Spectrum Education and Training does not collect fees in advance for courses over $150.
Course Fees and Deposit
Course fees cover the following services provided by SET;
- Tuition fees
- Student Services and amenities
- Materials and equipment
- Administrative costs incidentals
- Statement of Attainment /Certificate
- Graduation Ceremony
All students who enrol in courses where the total fees exceed $1000 will be required to pay fees in accordance with the Spectrum Payment Plan. The Spectrum Payment Plan requires students to pay monthly instalments for training and assessment services in arrears throughout the duration of the course. Students are provided with their payment plan on their Confirmation of Enrolment Letter following their enrolment.
SET does not collect tuition fees in advance for courses over $150. Where course fees are over $150, SET charges course fees in arrears for each set of units delivered. SET offers students a payment plan which must be finalized at the completion of the course. Course fees can be paid in weekly installments. Students are advised of the weekly installment amount in their Letter of Offer. Where a student faces extreme hardship, SET will negotiate the amount to be paid in the installment plan on request.
Where course tuition fees are less than $150, SET requires payment in full on course commencement. This does not apply to job seekers from Jobs Service Australia agencies. An invoicing arrangement will be organized by the Student Records Officer. However should a JSA job seeker fail to attend, SET will charge the JSA agency the administration cost.
SET provides clients with accurate and up-to-date information regarding all fees and charges and information relating to refunds prior to their enrolment in a training program via the Letter of Offer following the application process.
If you have studied previously and gained a qualification (Certificate II – Advanced Diploma) or Statement of Attainment (SOA), SET will recognise the qualification or SOA for credit transfer. That means you do not need to repeat these modules. These must however match the units you are mapping against. If the units are from a similar / earlier qualification you will need to map these and discuss with the relevant trainer. Please ask the Program and Liaison Coordinator for more details.
What is Recognition of Prior Learning?
Recognition of Prior Learning (RPL) is an assessment process that recognises competencies you currently have, regardless of how, when or where the learning occurred. This includes competencies attained through any combination of formal or informal training and education, work experience or general life experience. In order to apply for recognition of prior learning in this unit you must provide evidence that addresses and meet the requirements for this unit. Your evidence may take a variety of forms and could include:
- Certificates and/or qualifications achieved
- References from past employers
- Testimonials from clients and previous work samples
- Substantiated Curriculum Vitae
To be able to grant RPL it the assessor must be confident that the student is currently competent against all elements of competency within this unit and must ensure that submitted evidence is authentic, valid, reliable, current and sufficient.
How can I apply?
A student must complete the RPL Application Form. Please download the form (below) or ask at reception for a copy.
Is there a cost?
Yes. The cost is the actual time spent by an assessor for each unit of competency that you would like to be considered for RPL. In 2009, this cost is $55 per hour (covering the assessor’s time and a contribution to the administration time). Some students may be eligible for a Government subsidy – please check with SET’s Program and Student Liaison Coordinator of you are eligible.
Each unit takes a different amount of time to assess, so it is best to discuss the approximate cost with the Program and Student Liaison Coordinator.
Who Can Apply?
RPL is for full units only. If partial RPL is awarded for elements within a unit of competency, then the student must complete the other remaining elements to achieve the full unit.
How does the RPL process work?
Evidence that is presented by the student is matched to the performance criteria contained within the elements for the unit(s) applied for. The evidence is assessed using the following criteria:
- Is the prior learning relevant to the course and address the performance criteria specifically?
- Is the knowledge and skill current?
- Is it authentic and can be verified?
- Is the knowledge and skill appropriate to the level of the unit?
How long will it take to be informed?
You will be notified of the outcome within four weeks of the RPL application.
All Certificate course students must complete a LLN test as part of their enrolment. This is to ensure that you have a positive and meaningful learning experience at SET and that you can handle the language, literacy and numeracy requirements of the course – sometimes with extra support.
Once the test is completed, your assessment test will be given to the Program and Student Liaison Coordinator to assess your learning level. The Coordinator will offer advice about for which learning level you are ready. If it is considered that you may need additional language, literacy and numeracy support, the Coordinator will arrange it for you.
If you are not yet at the level required for the course you wish to study and the Coordinator does not believe that you will capably handle the course with extra support, then the Coordinator will negotiate with you to consider an alternative course, which may include Foundation English and Numeracy.
SET trains, assesses and issues qualifications only for those qualifications listed on its scope of registration and those that are from nationally endorsed Training Packages, or units of competency/modules from same.
All delivery and assessment shall be completed in English, therefore all Qualifications and Statements of Attainment shall also be produced in English.
Spectrum Education & Training collects certain personal information from staff and students to facilitate effective and efficient service provision. Spectrum Education & Training ensures the privacy of individuals in the following ways:
- only collects information with the knowledge and consent of individuals
- only uses personal information for the purposes for which it was collected
- does not re-sell, distribute, or share personal information to a third party without prior consent of the individual
- ensures that personal information will not be disclosed to other state institutions or authorities except if required by law or other regulation
- ensures that demographic and other statistical information is not linked to any personal information that can disclose the identity of an individual
- only provides information about the student to their guardian (for students under 18 years of age).
From time to time Spectrum Education & Training may use the contact details of individuals to provide information on its training programs or other activities.
Individuals can gain access to the personal information held by Spectrum Education & Training and provide any necessary corrections.
As part of Spectrum Migrant Resource Centre’s risk management strategy, Spectrum Education & Training has implemented technology and security systems, policies and measures to protect the personal information regarding staff and students from: unauthorized access, improper uses, alteration, unlawful or accidental destruction and accidental loss. Spectrum Education & Training does not use ‘cookies’ and does not have plans to implement such technology in the future. (A cookie is a piece of data stored on the customer's hard drive containing information about them.)