ACADEMIC PROGRESS POLICY
Student Academic Course Progress Monitoring – DIICCSRTE -DIBP Course Progress Policy and Procedures for CRICOS Providers of VET Courses- for International Students Implementation
In accordance with Standards 9.1, 10 and 11.2 of the National Code of Practice 2007, Envirotech Education (Envirotech) monitors, records and formally assesses course progress of all international students at the end of each compulsory study interval period throughout the student’s enrolment.
Student’s progress is monitored by evaluating both the student’s weekly tasks progress, and the competency gained in the studied units of competency which have been delivered during the study period.
Units are divided into weeks, “unit parts”, and each comprises the weekly load assessment.
All International Students studying on shore at Envirotech
3. Relevant Standards
The Education Services for Overseas Students Act 2000, or ESOS Act and the National Code of Practice for Providers of Education and Training to Overseas Students 2007 (National Code):
Standard 2 Student engagement before enrolment
Standard 8 Complaints and appeals
Standard 9 Completion within expected duration
Standard 10 Monitoring course progress
Standard 11 Monitoring attendance
4. Relevant Legislative Framework links:
National Code 2007
Department of Immigration and Border Protection (DIBP) Course Progress Policy and Procedures for CRICOS Providers of VET Courses (The Course Progress Policy) rtf, 107kb
5. Relevant Envirotech Documents and Policies:
Student Complaints and Appeals Policy and Procedures
Completion within the expected duration
6. Definitions and Calculation Parameters
6.1. Full study period = 10 academic weeks
Compulsory Study Periods equal 10 academic weeks from course commencement
In accordance with the DIBP course progress policy, section 3.2, and for the purposes of this policy, the study periods used for determining satisfactory academic progress is 10 (ten) academic weeks. The study period count commences on enrolment start date.
6.2. ½ Study period = 5 weeks
6.3. Academic outcomes
C = Unit Competency
S = Satisfactory Unit part (week)
NYC = Not Yet Competent Unit of competency
NYS = Not Yet Satisfactory Unit Part (week)
NA = No valid submission for Unit Part (week)
To be marked with a satisfactory outcome in a unit of competency or unit of competency part (week), students must participate and complete all practical and theoretical assessments associated with the unit and the unit parts (weeks) work load.
6.4. Invalid academic submission
A set of meaningless characters or empty submission
6.5. Units and unit parts (weeks) included in the progress review
All unit parts with due date ≤ study period end date AND Unit parts = NYS / NA
6.6. Students included under progress review:
Envirotech assesses the student’s academic progress in continuous cycles of half academic study period (5 academic weeks) from the beginning to the end of the course’s enrolment. This means that students are sampled every 5 weeks (35 days) from their enrolment date:
6.6.1. Current and finished students to be assessed
6.6.2. From the first day of enrolment
6.6.3. Until the last day of enrolment +10 weeks
6.6.4. Excluding term breaks
7. Academic Progress policy calculations
7.1. The 50% workload is monitored on 3 levels:
7.1.1. Unit of competency
7.1.2. Unit Part (weeks)
7.2. The academic progress review includes 3 period levels:
7.2.1. Course start date to point of check
7.2.2. Half study Periods
7.2.3. Full Study Periods
This means that every 5 week’s cycle students are assessed that they have completed at least 50% of their work (activities, weeks and units) for the last 3 periods as indicated above.
7.3. students progressed academically when they:
7.3.1. Complete successfully at least 50% of their weekly assignments and assessments AND
7.3.2. Complete successfully at least 50% of the units of competency delivered.
8. Academic Course Progress Policy Application
Envirotech internal policies are designed to react quickly and positively, to monitor, identify and assist students who fall behind in achieving the expected level of academic progress. By activating an early intervention strategy, struggling students have a better chance of catching up and completing the courses they started, and receive the necessary academic support or addressing any other matters which may have an impact on their course progress.
Envirotech monitors students and reacts to the student’s progress at two levels:
8.1.1. Weekly monitoring by trainers and Academic progress officer (APO) of individual student’s work, attendance and progress.
8.1.2. Academic outcomes are discussed with students and recorded on the student management system. (This is for internal use only).
8.1.3. Trainers are encouraged to contact students and informally notify them regarding any risk of not achieving a satisfactory academic progress in a unit. Trainers will request students to rectify any unsatisfactory components on an ongoing basis.
8.1.4. The student’s dashboard on the E-Learning platform will show students their progress and any overdue assessments they are required to complete. In addition, the dashboard will alert students about their upcoming academic progress review date and provide them with an intervention completion plan
8.1.5. The ‘Trainer Dashboard’ provides trainers with a list of students who are at risk and who are about to be reviewed in the next 2 weeks. The trainers are then able to communicate with those students who are identified to be in the next review and are at a low completion rate.
8.2.1. Student’s academic progress is evaluated at the end of each study period interval (5 weeks). Students who fail to achieve competency in at least 50% of the delivered units will attract a formal warning letter and the activation of an intervention strategy.
8.2.2. When a unit has been only partially delivered (not all weeks comprising this unit has been delivered) in the study period interval monitored, the unit overall competency will not be included for that study period interval assessment, but will be included in the following one. The number of weeks for this unit will be counted in the total amount of weeks that the students are required to achieve satisfactory academic results.
8.2.3. Warning letters are generated and sent to students based on the results of their academic progress calculation and upon their response and corrections to previous letters.
8.2.4. When students at risk have been identified, an automatic formal warning letter will be sent from the system and will be recorded on each student file, and followed up by an SMS and/or a telephone call to ensure students are aware of their academic progress status and understand the content of the warning letter.
8.2.5. Students who received a letter will be required to ‘accept’ the letter, and an automatic message will be sent to the system notifying the Student Registrar that the student has received the message.
8.2.6. Records of all correspondence between the college and the students are recorded under the student’s diary on the system.
9. Identifying Students “at risk” - Review for Study Period Intervals of 5 weeks
For monitoring the student’s academic progress, the study period intervals are set to five (5) weeks. The purpose of the 5 weeks intervals is to identify students at risk who are not maintaining satisfactory course progress prior to reaching the end of the first study period.
The academic progress review is designed to assist and systematically alert students who are identified as students at risk of not making satisfactory course progress. This will occur before the end of the study period and will allow the implementation of an intervention strategy as early as practicable.
The study period intervals define the academic progress evaluation dates for each student based on their course commencement date. Each student’s academic progress is evaluated at the end of every study period interval with the goal of ensuring students are in a position to complete the course by the end date as specified in the student’s CoE, and in accordance with Standard 9 and Envirotech policy - 'Completion within the expected duration’.
Students at risk are defined as students who fail to achieve satisfactory progress in a study period interval, when they:
9.1. Received a satisfactory result in less than 50% of the weeks delivered over the study period or study period interval (E.g. the students must be assessed as satisfactory in at least 3 out of each 5 week’s study period interval), AND 50% of the total course week’s load
9.2. Gained competency in less than 50% of the units delivered over the study period or study period interval (E.g. if 4 units were delivered in the study period, students must gain competency in at least 2 units), AND 50% of total course’s unit of competency
10. Course academic late submission fees and account block
10.1. Late fee submission: An automatic invoice is raised when students do not submit their weekly academic work load by the due date (the result on the system is NA - No Assessment submission).
10.2. Period to submit academic work: Students have a period of 1 week (7 days) from class delivery date to submit their weekly work for marking.
10.3. Exceptions: When students fail to submit their work within 1 week, they will be charged a late submission fee of $50. Envirotech may waive the $50 in compelling or compassionate circumstances, and when students present relevant evidence. These students will be updated on the Envirotech exception list.
10.4. Invalids submissions: Invalid submissions will remain marked as NA on the system and students will be charged a late fee if not submitted by the due date.
10.5. Unmarked submissions: academic work submitted before the due date but not marked will not incur late fees.
10.6. Warning students for late fees: Before the invoice is issued an automatic email and SMS notification are sent to each student to alert them about the coming due date of their assessment. This will provide them an additional 48 hours to submit their work before an invoice will be raised.
10.7. Account blockage: Students have a further 1 week (7 days) to pay their late fees. After these 7 days (14 days from class delivery) their e-Learning portal will be blocked until they pay their fees. It is encouraged to speak to the student registrar to discuss payment options within that week, to ensure access to e-learning portal is available and academic progress can be maintained.
10.8. Appeal on Envirotech decision: Students may appeal Envirotech decision to issue a late academic submission fees invoice or blocking their account when they feel they have been treated in an unfair manner, or when they have a valid reason as to why an invoice should not have been issued for their NA submission.
Students must follow Envirotech complaints and appeal policy and procedures available on Envirotech website, and may request assistance from the Student Registrar as required.
In case where students choose to access a complaint or appeal process, Envirotech will maintain the student enrolment and ensure the student E-Learning portal account will be accessible until the complaint or appeal will be resolved.
11. Academic Warning Letters and Notifications
There are 3 warning letters checkpoints before students receive the intention to report notice when students continuously are not progressing academically in the half study periods (if non- progress continue for 2 continuous study periods (4 half study periods).
Each letter will identify all overdue and not satisfactory (NA/NYS/ NYC) units and unit parts if 50% or more work load is not completed in either the last half study period or from enrolment.
The letters advise students of their academic status, their risk of breaching their Envirotech Contract and student Visa conditions. Letters will be sent out electronically within one week of the end of a 5-week study Interval. Each letter explains to students the implications of their failure to progress in their course. Students are also invited to discuss with the Students Registrar any issues which might impacted their academic performance.
The letters are automatically sent, recorded on the system and displayed on the student portal.
11.1 Warning letter 1 = ½ academic study period non progress
Consecutive 5 Academic weeks (35 days excluding term breaks from course start date)
Students who are not academically progressed at the end of a 5-week study period will receive a warning letter
11.2. Warning letter 2 = 1 academic study period non progress
Consecutive 10 Academic weeks (70 academic days from start date)
11.3. Warning letter 3 = 1½ academic study period non progress
Consecutive 15 Academic weeks (105 academic days from start date)
11.4 Letter 4 - Intention to report = 2 academic study periods non progress
Consecutive 20 Academic weeks (140 academic days from start date)
12. Intention to Report – letter 4
At the end of the fourth study interval – 20 weeks’ enrolment 2nd Study Period
Students who have not academically progressed by the end of the 4th study interval (second study period) will be sent an Intention-to-Report Letter as they have failed to reach 50% of course requirements over two consecutive study periods.
In some cases, where the course does not extend to 20 academic weeks, the last study period may be slightly shorter. In all cases the second study period is defined by the course end date.
In accordance with the DIBP Course Progress Policy, Envirotech will report students to the department via PRISMS if they fail their academic progress in 2 consecutive study periods.
Envirotech will notify students its intention to report via email, followed by direct communication, SMS and/ or a telephone call.
In circumstances where students received their intention to report, however have rectified their academic progress within 1 week from the notice sent, Envirotech will consider the student’s history, and may choose not to report the student based on positive history and good behaviour.
13. Envirotech Intervention Strategy
Students who receive warning letters are invited to participate and comply with the Envirotech ‘intervention Strategy’ free of charge.
Students are always able to participate free of charge in tutoring assistance days.
Students who do not demonstrate at least 50% of course requirements in a study interval, will be identified as students at risk and an intervention strategy will be activated to assist them in improving their academic progress.
At a minimum, an intervention strategy will be activated in each study interval where:
The student fails to achieve at least 50% in satisfactory course progress
Student became at risk as previously defined in this policy as ‘student at risk’
Intervention Strategy Procedures
13.1. Intervention strategies must be activated at the end of a study interval and must be completed no later than 4 weeks of starting the next study interval.
13.1. Intervention strategies must be activated at the end of a study interval and must be completed no later than 4 weeks of starting the next study interval.
13.2. If Envirotech identifies students at risk of not meeting satisfactory course progress before the evaluation date, Envirotech will encourage the students to accept the implementation of an intervention strategy to improve their academic progress as early as practicable.
13.3. Intervention days will be held approximately within one week after evaluation date for students who do not demonstrate satisfactory academic progress. The student Registrar will be responsible to schedule and inform students to attend intervention days. It is the student’s responsibility to participate in and cooperate with the activation of their intervention strategy.
13.4. Students are encouraged to attend and participate in free academic tutoring to close their academic gaps.
13.5. Students who missed practical activities without an approved absence (e.g. practical cooking class) are required to pay for late private re-assessment a fee of $50 for every practical assessment schedule they have missed. This includes if students are invited to a practical re-assessment and choose not to attend the re-scheduled practical assessment.
13.6. Envirotech reserves the right to waive the additional fees for some students in special circumstances and for compelling or compassionate circumstances.
Envirotech intervention includes but is not limited to:
13.7. Requirement for 100% class attendance
13.8. Attendance on Tutoring Assistance days
13.9. Intervention day, additional training and assessment as necessary
13.10. Practical equipment operation training
13.11. IT programs and services available for training and tutoring
13.12. Individual academic support
13.13. Individual counselling
13.14. Assistance with personal issues
13.15. Extra study activities and support
13.16. Evaluation and reflecting the suitability of the course they are enrolled in
All intervention strategies and events are recorded and monitored on Student’s record in the Student Management System. This is being regularly reviewed by the Student Registrar to ensure ongoing follow ups and course progress support.
14. Appeals on Academic Progress Implementation
Students must monitor their records, grades and progress on their ‘Student Dashboard’ and discuss with their trainers any result/outcome which they do not understand or disagree with.
If students wish to appeal Envirotech decisions, Envirotech will not report them to DIBP until the appeal process is concluded. If the appeal is unsuccessful, the student will then be reported to DIBP via PRISMS. During the appeal period Envirotech will maintain the student enrolment and accept academic work presented by the student.
If the appeal is successful and is not due to compelling or compassionate circumstances, the students will not be reported and the conclusion of the investigation will be documented on their personal record and Envirotech compliance registers. Envirotech will revise its processes, policies and procedures to verify whether any amendments are necessary.
Envirotech will make every effort to identify any compelling or compassionate reasons at every stage and to provide appropriate support as necessary.
14.1. Students may appeal on the following grounds:
Successful appeal may be achieved if one of the three grounds for appeal is proved right:
14.1.1. Envirotech failure to record or calculate a student’s result accurately
If the appeal shows that there was a calculation error and the student actually made satisfactory course progress (successfully completed at least 50% of the units of competency for that study period and received a satisfactory result in at least 50% of the number of weeks assign to that study period), Envirotech will not report the student and there is no requirement for any further intervention.
14.1.2. Compassionate or compelling circumstances affecting their progress
If the appeal process shows that the student has not made satisfactory progress but there are compassionate or compelling reasons for the lack of progress, ongoing support will be provided to the student through Envirotech’s intervention strategy and the student will be given a further period to progress in their course. The period of time will be directly related to the severity of the compelling or compassionate circumstances identified. The student will not be reported to the authorities until the completion of the intervention period.
14.1.3. Envirotech has not implemented its intervention strategy and other policies according to its documented policies and procedures that have been made available to the student.
If it is demonstrated that Envirotech has failed to implement an intervention strategy or any other part of this policy related to academic progression in the relevant course, the student will not be reported to the authorities and an intervention strategy will be created (if a strategy does not already exist) and implemented immediately. In such cases Envirotech will review its policies and procedures and the implementation processes in order to identify opportunities for improvements and prevention of similar cases in the future.
15. Reporting International Students
Where the student has chosen not to access the complaints and appeals processes within the 20-working day period, the student withdraws from the process, or the process outcome is in Envirotech’s favour, Envirotech will be obligated to notify the DIBP and the Secretary of DIICCSRTE through PRISMS as soon as practicable of the student not achieving satisfactory course progress. This may result in an automatic student visa cancellation process being initiated by the DIBP (Department of Immigration and Border Protection).
The Course Progress Policy and Procedures for CRICOS Providers of VET Courses (The Course Progress Policy)
This policy must be read in conjunction with the adjoining explanatory notes
1. The National Code 2007
1.1 Under Standard 11.2 of the National Code 2007, a provider who implements the Course Progress Policy is not required for ESOS purposes to monitor attendance for those courses.
2. Indicating the decision to implement the Course Progress Policy
2.1 A provider who chooses to implement the Course Progress Policy must implement the policy and procedures for all of its CRICOS registered VET courses. The provider registers this choice through PRISMS.
3.1 The provider must monitor, record and assess the course progress of each student for the course
in which the student is currently enrolled.
3.2 The provider must assess each student’s progress at the end of each compulsory study period. While the length of a study period is determined by the provider, study periods are usually terms or semesters. Ten weeks is usually considered the minimum length of time in which it is reasonable for
the provider to make an assessment of a student’s course progress. For the purposes of this policy, the maximum length for a study period is six months. Where a provider does not divide courses into study periods, course progress must be monitored at least every six months.
3.3 Unsatisfactory progress is defined as not successfully completing or demonstrating competency in at least 50% of the course requirements in that study period. The provider must define course requirements for each study period and be able to identify when a student has not passed or demonstrated competency in 50% or more of the course requirements. The course requirements for each study period must also be made clear to the student at the start of the course, or if variable, each study period.
3.4 The provider must have an intervention strategy for any student who is not making satisfactory course progress. It must be made available to staff and students and must specify:
i. procedures for contacting and counselling students;
ii. strategies to assist identified students to achieve satisfactory course progress; and
iii. the process by which the intervention strategy is activated.
3.5 The intervention strategy must include provisions for:
i.where appropriate, advising students on the suitability of the course in which they are enrolled;
ii. assisting students by advising of opportunities for the students to be reassessed for tasks in units or subjects they had previously failed, or demonstrate the necessary competency in areas in which they had not been previously able to demonstrate competency; and
iii. advising students that unsatisfactory course progress in two consecutive study periods for a course could lead to the student being reported to DIBP.
3.6 At the end of each compulsory study period, students must be assessed against the course progress policy. If a student is identified for the first time as not making satisfactory course progress, the intervention strategy as outlined in 3.4 is implemented. The intervention strategy must be
activated within the first four weeks of the following study period. However, if a provider identifies that a student is at risk of making unsatisfactory course progress before the end of the study period, the provider is encouraged to implement its intervention strategy as early as practicable.
3.7 If a student is identified as not making satisfactory course progress in a second consecutive compulsory study period in a course, the provider must notify the student of its intention to report the student to DIBP for unsatisfactory progress. The provider does this through the written notice
described in 3.8.
3.8 The written notice (of intention to report the student for unsatisfactory progress) must inform the student that he or she is able to access the registered provider’s complaints and appeals process under Standard 8 and that the student has 20 working days in which to do so. A student may appeal on the following grounds:
i. provider’s failure to record or calculate a student’s marks accurately,
ii. compassionate or compelling circumstances, or
iii. provider has not implemented its intervention strategy and other policies according to its documented policies and procedures that have been made available to the student.
3.9 Where the student’s appeal is successful, the outcomes may vary according to the findings of the appeals process.
i. If the appeal shows that there was an error in calculation, and the student actually made satisfactory course progress (successfully completed more than 50% of the course requirements for that study period), the provider does not report the student, and there is no requirement for intervention.
ii. If the appeals process shows that the student has not made satisfactory progress, but there are compassionate or compelling reasons for the lack of progress, ongoing support must be provided to the student through the provider’s intervention strategy, and the provider does not report the student.
i. the student has chosen not to access the complaints and appeals processes within the 20 working day period,
ii. the student withdraws from the process, or the process is completed and results in a decision supporting the registered provider (i.e. the student’s appeal was unsuccessful) the registered provider must notify the Secretary of the Department of Education through PRISMS as soon as practicable of the student not achieving satisfactory course progress.
The administrative arrangements and student management systems will vary between providers, as will providers’ approaches to the procedures for implementing the Course Progress Policy.
Consequently, each provider who chooses to implement the Course Progress Policy must write a procedure which demonstrates how the policy will be implemented. This document must be made available to staff and students (in paper or electronic form) together with a copy of this policy.
When creating the procedures document, providers are advised to incorporate their answers to the following questions:
WHO is responsible for each of the steps?
For example, who is responsible for defining the workload for the study period, checking progress, deciding that the student is at risk, implementing the intervention strategy, informing the student of the provider’s intention to report, hearing an appeal, and reporting the student through PRISMS?
Will different staff be required to take responsibility for the different steps? Will all staff involved be responsible for maintaining records of their part in the process, or will this be managed centrally?
WHEN will each step take place?
Will the intervention strategy be implemented earlier than the end of the study period or is the entire study period required in order to assess the student’s progress? The student must be allowed 20 working days in which to initiate a complaint or appeal – has this requirement been considered
when drafting the procedures document?
HOW will each step take place?
Will the student management system automatically alert staff to students at risk of making unsatisfactory progress, or will progress need to be checked manually? How will students be informed of the provider’s concern for the student’s progress or intention to report the student? Are there pro forma letters which can be modified manually or generated by the system? How and where will records of interventions, appeals processes and reporting be maintained?
Indicating the decision to implement the Course Progress Policy and Procedures
• To indicate the decision to implement the Course Progress Policy, the provider must do so through PRISMS. The provider does this by clicking the ‘Yes’ button for the field Department of Education - DIBP Course Progress Policy implemented?’
The provider’s level of access to PRISMS will determine where this field will appear.
o Providers with CoE Create or CoE Agent access will find the field on the ‘Provider Information’ tab of the ‘Organisation Details’ screen.
o Providers with CoE Administrator access will find the field on the ‘Summary’ tab of the ‘View/Edit Provider’ screen.
• If a provider is considering returning to monitoring attendance rather than implementing the Course Progress Policy, the provider needs to bear in mind the following:
o How will students be informed of the change to the course progress policy? and
o How will the change impact on the organisation and delivery of courses that are currently being delivered under the Course Progress Policy?
• If a provider changes its mind and no longer wishes to follow the Course Progress Policy, it registers the change in PRISMS by changing the answer to the relevant field to ‘No’. A record is kept in PRISMS if the provider has chosen to use the Approved Course Progress Policy and if it changes its mind after indicating it would use the policy.
• Good practice is that providers do not commence a new course progress policy until the beginning of a study period and only after students have been informed of the intended change.
The intervention strategy
• Providers must assist students who are at risk of not making satisfactory course progress in accordance with the provider’s documented intervention strategy. Providers need to ensure that they follow their intervention strategy as failure to do so may provide a student with grounds for a
successful appeal. Failure to implement the intervention strategy may also constitute a breach of the National Code 2007.
• Providers must make students aware of opportunities and services to assist them if they are identified as at risk of not making satisfactory course progress.
• Providers are advised to keep records of the advice and assistance they give students who have been assisted under the provider’s intervention strategy.
The written notice of intention to report a student for unsatisfactory progress
• Each provider must create its own written notice to report a student for unsatisfactory progress. Providers may wish to refer to a sample notice prepared by Department of Education, available on the AEI Online website. Sample Notice to Report
Reporting students for unsatisfactory progress
• Reporting a student for unsatisfactory course progress occurs only when the student has been identified as not making satisfactory course progress in two consecutive compulsory study periods, and the student has not made a successful appeal against this assessment.
• Course progress in a non-compulsory study period is to be disregarded when considering whether there has been unsatisfactory progress in two consecutive compulsory study periods.
• If a student is identified for a second, but not consecutive, study period as not making satisfactory course progress, the provider does not report the student for unsatisfactory course progress.
• When a student is reported for unsatisfactory course progress DIBP will consider all the information available and if they decide to consider cancellation, will send a Notice of Intention to Consider Cancellation (NOICC) prior to a decision being made to cancel the student’s visa. Students will be given an opportunity to respond to the NOICC and explain their situation.
• Section 19(2) of the ESOS Act 2000 requires providers to report the student for unsatisfactory course progress ‘as soon as practicable’ after the breach occurs. Good practice would be to report the student through PRISMS within 5 days of finalising the decision to report (i.e., within 5 days of
3.9 i., ii., or iii. occurring).
Compassionate or compelling circumstances
• Compassionate or compelling circumstances are generally those beyond the control of the student and they have an impact on the student’s capacity and/or ability to progress through a course. These could include:
o serious illness or injury, where a medical certificate states that the student was unable to attend classes
o bereavement of close family members such as parents or grandparents (where possible a death certificate should be provided)
o major political upheaval or natural disaster in the home country requiring their emergency travel and this has impacted on their studies
o a traumatic experience which could include but is not limited to:
involvement in or witnessing of an accident or
a crime committed against the student or
the student has been a witness to a crime and this has impacted on the student (these cases should be supported by police or psychologists’
Please note that the above are only some of examples of what may be considered compassionate or compelling circumstances. Providers are asked to use their professional judgment and to assess each case on its individual merits. When determining whether compassionate or compelling circumstances exist, providers should consider documentary evidence provided to support the claim. Providers should keep copies of these documents, together with a record of why the decision was made, in the student’s file.
Erratic course progress as a potential indication of non-bona fide students
• If the provider suspects that a student is not a bona fide student, the provider may cancel the student’s enrolment, as allowed under Standard 13. However, providers must ensure that prior to enrolment students were made aware of the grounds on which cancellation of enrolment may occur, as required under Standard 2.1f. For example, if a provider takes erratic course progress into account in identifying non-bona fide students, erratic progress must be clearly defined and stated prior to enrolment as one of the grounds for cancellation of enrolment. Similarly, if a provider identifies bona fide students on the basis of participation, failure to participate must be clearly stated prior to enrolment as grounds for cancellation of enrolment. Monitoring course progress for reporting purposes and for completion within the duration
• Standard 9.1 requires the registered provider to have and implement documented policies and procedures for monitoring the course progress of each student to ensure that at all times the student is in a position to complete the course within the expected duration as specified on the
student’s CoE. While monitoring progress against the course duration is a separate requirement to monitoring course progress for reporting purposes, there may be some overlap in procedures. For example, a provider’s course progress procedure may require that at the end of each study period,
each student’s results are checked to determine course progress for that study period. In order to avoid duplication of effort, at the same time the provider may also check each student’s progress towards completion of the course within the specified duration.
International Students Refund Policy
Envirotech Education (Envirotech) in compliance with the RTO Standards, the Education Services for Overseas Students Act 2000 of the Commonwealth of Australia (ESOS) and the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students, established pursuant to Part 4 of the ESOS Act (National Code) a Refund Policy and Procedure which is to be provided to international students studying in Australia on a student visa, before formalisation of their enrolment.
Envirotech shall at all times enter into a written agreement with students and set out Envirotech refund requirements if default is made by the student or Envirotech.
This Refund Procedure applies to:
- International students studying off and on shore, and to those students who are ‘overseas students’ as defined in the National Code 2007. (sections 1-5 of this policy)
- Domestic students who undertake training activity with Envirotech (section 5-7 of this policy)
- Staff of Envirotech Institute of Education involved in the payment and refund of international and domestic tuition fees paid to Envirotech.
3. Relevant Standards
Standards 2.1 and 3 of the National Code 2007
Clauses 5.3, 7.3 and 8.1 of the Standards for RTOs 2015
4. Relevant links:
- National Code: https://internationaleducation.gov.au/regulatory-information/education-services-for-overseas-students-esos-legislative-framework/national-code/nationalcodepartd/pages/esosnationalcode-partd.aspx
- Comlaw: https://www.legislation.gov.au/Details/F2012L01388
5. Associated policies and procedures
- Deferral, suspension and cancellation of course enrolment
- Dispute Resolution - complaints and appeal policies
6. Associated documents
- Student offer letter which constitute Envirotech Written agreement
- Student Handbook, containing Envirotech’s policies and procedures.
7. Envirotech defaults
- Envirotech defaults in relation to a student and a course at a location if:
- Envirotech fails to start to provide the course to the student at the location on the agreed starting date or
- The course provided by Envirotech ceases to be provided to the student at the location at any time after it starts but before it has been completed
- To avoid doubt:
- If Envirotech is prevented from providing a course at a location because a sanction has been imposed on Envirotech by way of cancellation suspension or a condition or any other enforcement proceedings or order by the relevant Minister preventing Envirotech from continuing to provide the course to the student, then Envirotech shall be deemed to have ceased to provide the course to the student.
- If Envirotech for a course for a location has changed to become an entity of a different kind, and the Minister has notified Envirotech in writing that the course is not taken to have ceased to be provided at the location merely because of the change and therefore will not have been deemed in a default.
- Envirotech will not have defaulted if:
- The student has withdrawn before the default day.
- The student failed to pay an amount he or she was liable to pay the provider, directly or indirectly, in order to undertake the course;
- The student breached a condition of his or her student visa
- There has been misbehavior by the student.
- If Envirotech is prevented from providing a course in a location due to the course being superseded on the commonwealth register and an alternative equivalent course is offered by Envirotech in place of the course which has been superseded and Envirotech is able to offer the equivalent course in the same location and dates than Envirotech is not at default.
- Refund calculation in the event of Envirotech default
Where refund fees are payable in circumstances of Envirotech default then the refund fee shall be the product (multiplication) of the weekly tuition fee for the course and the weeks in default period. (Refund amount = weekly tuition fee × weeks in default period)
- If Envirotech does not enter into compliant student agreement
Where refund fees are payable in circumstances of student default and Envirotech has not entered into a compliant written agreement with the student, then the refund amount shall be the product (multiplication) of the weekly tuition fee for the course and the weeks in default period. (Refund amount = weekly tuition fee × weeks in default period)
8. International Student default
- A student defaults in relation to a course at a location if:
- The course starts at the location on the agreed starting date but the student does not start the course on that day (and has not previously withdrawn) or
- The student withdraws from the course at the location (either before or after the agreed starting date) or
- The student’s failure to pay an amount he or she was liable to pay Envirotech, directly or indirectly, in order to undertake the course at that location.
- Envirotech refuses to provide or refuses to continue providing the course to the student at the location because of one or more of the following events:
- The student failed to pay an amount the student was liable to pay to Envirotech directly or indirectly in order to undertake the course
- The student breached a condition of their visa
- Misbehavior by the student
- A student does not default in the following circumstances:
- If the student does not start that course because Envirotech defaults in relation to that course at the location as described hereunder (Envirotech default).
- If Envirotech does not accord the student natural justice before refusing to provide or continue providing the course to the student at the location.
- Envirotech shall pay to the student any refund amount (if any) that applies if any student defaults in relation to a course at a location that is required to be paid under the terms of the written agreement entered into with the student.
- In compliance with the terms of the written agreement with any student Envirotech shall not be required to refund any course fees or course tuition fees to any student nor shall any student be entitled to claim and receive any course fees or tuition fees in circumstances where the student defaults in relation to a course at a location save for the special consideration provision of this policy.
- Personal misadventure is a non-medical circumstance beyond a student's control that affects their study or ability to commence a course. Such circumstances include things like the death of a close relative. It does not include any work-related events such as being rostered on to work at the time the student requires attention to any course. It also does not cover problems due to transport or ongoing traffic problems. It also does not include anything relating to the student's social or sporting life. Refund in approved misadventure or medical circumstances is in the sole direction of Envirotech PEO.
- In the event that Envirotech refuses to provide or continue to provide the course to the student at the location because of
- A breach by the student of a condition of their visa.
- Misbehavior or misconduct by the student.
Then Envirotech will not refund any tuition fees and will notify the Secretary of DEST via PRISMS as required under section 19 of the ESOS Act within 5 days of default or appeal processes being completed.
9. International Student Refund Policy - Course Fees Refund
- Full Refund
- Student Visa refusal prior to course commencement
- Where a student has been refused a student visa and the student did not commence their course at the location; then the amount of the refund payable by Envirotech is the full sum (addition) of both tuition and non-tuition fees received by Envirotech in respect of the student (the course fees), less administrative enrolment fee.
- Overpaid amounts
If student have overpaid the Envirotech Institute of Education fee than the overpaid fees will be fully refunded.
- Partial refund
- Student Visa refusal - after course commencement
- If the student starts a course prior to a student visa refusal and later have a student visa refused, then the refund amount shall be the multiplication of the weekly tuition fee studied weeks prior to the visa refusal.
Example Refund amount = weekly tuition fee x remaining course weeks after visa refusal date, excluding any non-tuition fees.
- Course Student Visa withdraw
A partial refund may be granted if written notice of cancellation and student visa withdrawal is received by Envirotech in the following circumstances:
In each of the following scenarios the student must make payment of outstanding tuition fees in accordance with the relevant enrolment. Subject to satisfaction the payment being received by Envirotech the following refunds may apply from the full course tuition:
- If cancellation is made prior to visa lodgement, and the student is currently not the holders of a student visa, all pre-paid tuition fees, less a $500 cancellation fee, will be refunded.
- If cancellation is made 8 weeks or more before the course commencement, a refund of 75% of the total course tuition fees paid may be refunded.
Cancellation fee for the balance of 25% of total tuition fee apply.
- If cancellation is made 4 weeks or more before the course commencement, a refund of 50% of the total course tuition fees paid may be refunded.
Cancellation fee for the balance of 50% of total tuition fee apply.
- If cancellation is made less than 4 weeks and before the course commencement, a refund of 25% of total course tuition fees paid may be refunded. Cancellation fee for the balance of 75% of tuition fee apply.
- No Refund of Course Fees
- Student withdrawn after course commencement
Cancelling students must complete payment for all courses fees after a course commencement date.
- Deferrals and Suspensions
No refund is paid under deferral or suspension. Student must pay all course fees as per the original offer, regardless of suspension or deferral outcomes.
- Any other student default
10. Refund Process – Course Fees
- Envirotech Default
Envirotech shall refund within 14 days of the default day of any default by Envirotech:
- Arrange for any student affected by the default to be offered a place in an alternative course at Envirotech expense and the student accepts the offer in writing; or
- Provide a refund to the student in accordance with the method for calculating refunds set out in this policy (or any legislative instrument made by the Minister specifying a method for working out the amount of unspent tuition fees)
- Student Default
- $300 is payable for refund applications, in addition to any cancellation fees and other non-refundable prepayments held to cover administration costs.
- Any refund payable under the terms of written agreement relating to student default must be paid with the period of four (4) weeks after receiving a valid written claim from the student supported by relevant and sufficient evidence as described below:
- Any student requesting a refund shall do so on Envirotech refund application form available on the website and in the main office, and shall:
- set out the reasons for the application; and
- be accompanied by supporting documents as may be appropriate; and
be forwarded to: Student Registrar
- Refund applications will not be processed where the signature on the Application for Refund Form does not match the Student's signature as shown on other documents provided by the Student for admission to Envirotech, or when the request is not supported by relevant evidence.
- Refunds will be issued to the student, unless:
- The student is registered with an approved sponsor who has paid the Tuition Fees on behalf of the student; or
- The student gives written direction to pay the refund to another person or organisation and provides documentary evidence to substantiate that the other person or organisation paid the Tuition Fees.
- All International refunds to overseas bank accounts will be paid in Australian Dollars
- Unless the nominated bank account will not accept Australian Dollars. To transmit a refund in Australian Dollars to an international bank account a bank fee may be imposed by the transferring bank. In those circumstances Envirotech shall deduct that bank fee cost from the refund amount.
- The funds covering the tuition fees must be cleared (i.e. cheques cleared, telegraphic transfers received etc.).
- All debts to Envirotech must have been paid before any refund can be calculated with any outstanding amounts to be deducted from the refund.
- The refund will be made in Australian dollars, although Envirotech reserves the right to make refunds payable in the country of origin.
- Applications for refunds for Students must be authorised by Envirotech PEO nominee.
11. Special consideration
- Special consideration shall be made upon the request of a student in circumstances where a student cancels at any time prior to the course commencement date due to serious illness or personal misadventure. Determination of whether fees shall be refunded in these circumstances is in the sole discretion of the Principal Executive officer (PEO) of Envirotech.
- Any request made on the basis of serious illness shall be supported by a certified certificate from a medical practitioner. Envirotech may contact the doctor concerned to verify that the documentation is genuine. Failure to get documents verified may result in no special consideration granted.
12. Accommodation Refund & Cancellation Policy
If a homestay booking is cancelled or changed after the Booking Confirmation is issued by Envirotech:
- Students are required to provide at least 7 days’ notice if leaving the homestay family before the end of the contract period in order to receive a refund of the remaining homestay fees.
- If no notice is given and the student left the homestay, then 1 week of homestay fees will be deducted from the remaining homestay fees. The student will be refunded with the remaining duration.
- Students who do not show up to their booked homestay and has not given cancellation notice, 1 week of homestay fees applies, to compensate the homestay family for loss of homestay income and the food already purchased for the student
- Home stay replacement fees will be refunded with a notice of at least 7 days before the booking commencement date.
- Homestay placement fees still apply, and will not be refundable when the student do not show up or cancel the booking, and did not give a notice of at least 7 days prior to booking commencement date.
13. Airport Pick Up Refund & Cancellation Policy
If an Airport Pick Up cancellation or change is received by Envirotech:
- When at least 48 hours prior to initial arrival time is given, airport pickup fee will be refunded.
- If no notice has been given or notice has been given in less than 48 hours prior to the initial arrival time, airport pickup fee will not be refunded and the students will have to re-arrange this
14. Overseas Student Health Cover Refund (OSHC)
In the case that Envirotech has arranged the OSHC for the student, the student will be entitled for a full refund for weeks which the cover was not used by the student.
15. Rights of Overseas Students in Refund Disputes:
- Envirotech has a Dispute Resolution process designed to assist settling any disputes over refunds or any other matter. Full details of our Dispute Resolution Process can be found in the Student Handbook. This agreement and the availability of the complaints and appeals process does not remove the right of the student to take action under Australia’s consumer protection laws.
- Where a student is dissatisfied with a decision to provide or not to provide a refund he or she may appeal that decision in accordance with Envirotech Complaints and Appeals Procedures.
- This procedure, and the availability of complaints and appeals processes, does not remove the right of the student to take action under Australia's consumer protection laws.
16. Refund summary table
Fee and Notification Period
Course Cancellation - Envirotech default
Envirotech unable to deliver contracted course
Pro-rata study weeks delivered
Visa refusal before course commencement
Visa refusal after course commencement
Pro-rata study weeks delivered
Course Cancellation: cancellation date > 8 weeks
Prior course commencement
25% + $300 refund process
+ $100 COE cancellation fee
Course Cancellation = Cancellation date = 4-8 weeks’ Prior course commencement
50% + $300 refund process
+ $100 COE cancellation fee
Course Cancellation: Cancellation date < 4 weeks’ Prior course commencement
75% + $300 refund process
+ $100 COE cancellation fee
Course Cancellation on or after course commencement
$100 COE cancellation fee
Deferral & suspension
Course Cancellation – Misconduct / visa conditions
Prior to booking confirmation
Prior to booking confirmation with 7 days’ notice
After booking confirmation with 7 days’ notice
After booking confirmation but no notice received
1 week of homestay fees
Airport pick up
48 hours prior to initial arrival
Overseas Student Health Cover
At any point of enrolment and when Envirotech has arranged the cover
Weeks that have been used
COMPLIANTS AND APPEALS POLICY AND PROCEDURES
Complaints and appeals policy and procedures
This policy is to ensure that all Envirotech students have, and know that they have, a clear right to fair and equitable treatment in all dealings with Envirotech. Any expressed dissatisfaction is valuable feedback, and important learning opportunity and input to our continuous improvement process.
Should a student receive unfair or inappropriate treatment in their dealings with Envirotech, they should address the issue directly with their trainer.
- Students studying off and on shore at Envirotech
- Staff of Envirotech, including but not limited to managers, academic staff, administration and marketing staff, consultants, contractors and subcontractors.
- Third party who represent Envirotech or having partnership with Envirotech such as other educational providers, employers and supervisors in a work placements and education agents.
- These policy and procedures apply to all campus locations and off site activity which involves Envirotech’s students or prospective students.
- Relevant Standards
- Standard 6 of the Standards for RTOs 2015
- Standard 8 of the National Code 2007
- Relevant links:
- Associated documents
- Students’ complaint and appeal form
- Students' complaint and appeal approval letter
- Student' complaint and appeal refusal letter
- Envirotech ensures that all students will have access to a fair and equitable process for dealing with concerns, complaints and appeals (grievances) and will provide an avenue for students to appeal against any such decisions, which affect the students’ progress.
- Every effort will be made by Envirotech to resolve students’ grievances. At the time of enrolment these concerns, complaints and appeals (Grievance Resolution) procedures will be outlined to students through the student handbook and during the orientation day.
- Any student experiencing grievance should first bring this to the attention of their trainer. If the issue has not been dealt with to their satisfaction, the next step is to lodge a Complaint & Appeal Form, in writing, to the student registrar. Process will begin within 10 working days of receiving the formal written lodgement of the complaint or appeal.
- Nothing in this policy negates the right of a student to pursue other legal remedies
- Envirotech maintains a supportive and fair environment, which allows students to lodge complaints or appeal their assessments and recognition decisions. Complaints and appeals are ideally resolved as amicably as possible using this formal appeal process.
- Envirotech will endeavour to always have a complaints and appeals process which is:
- Well publicised, explained and easily accessible, including being clear and understandable to all parties with the steps involved
- Fair and with no costs to the students;
- Handled in a manner that protects the privacy of relevant parties
- All in writing;
- Transparent, equitable, objective and unbiased;
- Comprehensive so that it effectively resolves a variety of complaints such as student dissatisfaction, assessment outcomes, poor service, fraud, misconduct etc.;
- Implemented effectively and efficiently to ensure complaints and appeals are resolved within an acceptable timeframe;
- Professionally and confidentially in order to achieve a satisfactory resolution
- Monitored, recorded and reported to the appropriate people; and
- An input or trigger point to our continuous improvement process
- Student who lodged a complaint, will be invited to represent his or her case formally and will be invited to have a friend present at the meeting.
- Complaints include any perceived problems relating to student perceptions of any unreasonable treatment at the hands of Envirotech staff or other parties or students at Envirotech.
- In resolving a complaint, it is the responsibility of the student to initiate the procedure outlined in the procedures below within twenty (20) working days of the problem occurring. Only in special circumstances will incidents reported outside this timeframe be investigated.
- information a thorough investigation of the complaint. All reasonable measures will be taken to finalise the process to the satisfaction of all parties as soon as practicable and preferably within no more than further twenty (20) working days.
- Initial investigations are to be undertaken by the individual’s trainer wherever he/she is not at the centre of the complaint; then procedures outlined below apply. If the trainer is the person at the centre of the complaint, then the Chief Executive will appoint another staff member to undertake the initial investigation.
- Where cases require to be referred beyond an initial investigation, they are to be provided to the Chief Executivein writing. If the issue still remains unresolved, Envirotech will provide the student with all the information necessary to place the matter in the hands of external mediator. The Overseas Students Ombudsman is the official external independent mediator. When students wish to lodge an external appeal or complain against Envirotech decision, they can contact the Overseas Students Ombudsman. The Overseas Students Ombudsman offers a free and independent service for overseas students who have a complaint or want to lodge an external appeal about a decision made by Envirotech. See the Overseas Students Ombudsman website www.oso.gov.au or phone 1300 362 072 for more information.
- The final result will be provided to the complainant in writing including reasons for the decision and will outline the results of the investigation and any action proposed to be undertaken as a result.
- Envirotech will maintain the enrolment of students who make a complaint against Envirotech, at least until the matter is resolved. In every case it is the Envirotech policy to resolve matters as quickly and as efficiently as possible to the satisfaction of all parties.
- Envirotech may refer the student with any complaints that do not directly concern Envirotech Institute of Education but may affect students’ ability to achieve competency, to appropriate external support groups for assistance.
- Complaints cannot be anonymous because this is considered unfair as ongoing discussion cannot take place to resolve the issue between both parties.
- Information submitted to the instructor or any staff member is treated with respect and taken as an opportunity to improve the organisation’s practices and Management System. Privacy requirements and student/ individual rights are maintained.
- Envirotech staff members are equipped to accept and act on verbal or written advice of a complaint at any time. Academic staff should be the first point of contact for a student with a concern.
- Complaints should be brought to the attention of Envirotech staff as soon as possible after they arise usually within twenty (20) working days. Student is to be advised to represent the concerns in writing, using the Envirotech official form, outlining all relevant aspects of the complaint unless the complaint can be immediately resolved.
- Envirotech is generally not in a position to investigate complaints that are notified outside of this time frame, unless special circumstances prevail.
- It is the responsibility of all Envirotech’s staff to which a student expresses a concern; to ascertain if any particular staff member is at the centre of the complaint. If they are that person, they are to arrange for another staff member, being the student registrar as a first choice, who has not been involved with the issue, to undertake its initial investigation. The responsible staff member will then:
- Inform the student of their rights and if necessary, provide them with a copy of the Complaints Policy and Procedures. The staff member is also to ensure that the matter is represented in writing and provide that document to the Chief Executive and compliance manager.
- Arrange an appointment for the Student Registrar / campus counsellor to interview the student in depth at the earliest possible time. The student may be accompanied by a friend or other support person if necessary. If the complaint or appeal can be resolved without the need of a formal meeting, Envirotech will act to resolve it in the most efficient and timely manner.
- Students’ complaints written applications are submitted to the Student Registrar (email@example.com) who advocates on behalf of the student in resolving this complaint.
- The Student Registrar liaises with the compliance manager or academic manager who advocates on behalf of the organisation. Regardless of this, any complainant has the right to have their version of events heard in the resolution negotiation and have an independent advocate present.
- All documents and related information must be kept on Envirotech intranet (SP) under the student’s compliant folder, listed under the Complaints and Appeals Register.
- If the assessor considers that an inappropriate decision has been made, then he or she has the authority to issue a revised assessment. Written advice of the revised assessment and the reason for it is to be recorded on the Appeals Register and provided to the Chief Executive within seven (7) working days
- Where the assessor is satisfied that the assessment decision stands, he or she is to outline the evidence collection process and results to the student concerned. Where the student accepts the situation, no further action is required.
- The Student Registrar records the details and outcome of the complaint or appeal and advises the Chief Executive Officer and compliance manager.
- A written reply with the compliant or appeal outcome will be sent to the student in writing, usually within 10 working days
- Where a matter is resolved internally, the Student Registrar shall then determine whether some adjustment to the policies, procedures, culture or other aspect of Envirotech Institute of Education operations might require modification. This is achieved through input to the continuous improvement
- External Complaints
- Where the complaint is not internally resolved, the Student Registrar will facilitate the student’s access to the OSO contact details, and the following appeal or complaint process is followed:
OSO contact details:
Call: 1300 362 072 within Australia. Outside Australia call +61 2 6276 0111.
Enquiries: 9:00am to 5:00pm Monday to Friday, Australian Eastern Standard Time (Australian Eastern Daylight Time when daylight savings is in effect)
Fax: 02 6276 0123 within Australia. Outside Australia +61 2 6276 0123.
Postal: GPO Box 442 Canberra ACT 2601.
- OSO as an external independent mediator and will review the complaint and resolve the dispute in a fair and legal way.
- All expenses attached to such appointment will be shared equally by the student and Envirotech.
- The submission and the final outcome of the appeal or complaints are recorded and communicated to all parties in writing. The communication must contain the outcome of the appeal or complaint and the reasons for the decisions made. A copy of the communication is placed in the student folder under the register, when relevant on staff files, and on the continuous improvements register if any changes and improvements to the Envirotech’s systems have been made.
- No further appeal mechanism exists beyond this point in the process.
- If the internal or external complaint handling or appeal process results in a decision that supports the student, Envirotech must immediately implement any decision and/or corrective and preventative action required and advise the student of the outcome.
- If the external complaint handling or appeal process results in a decision that supports Envirotech decision, the student must comply with the external decision made and act accordingly. Envirotech will then act according to the decision made.
INTERNATIONAL STUDENTS TRANSFER POLICY
International Students Transfer Policy
Envirotech Education (Envirotech) in compliance with the RTO Standards, the Education Services for Overseas Students Act 2000 of the Commonwealth of Australia (ESOS) and Standard 7 of the National Code Part 4, recognises international students as consumers and supports them to exercise choice, while acknowledging that they may also be a group that requires support to transition to study in Australia. This policy draws the requirements and guide decision making by pointing to the range of factors that ought to be taken into account. It is also providing directions on the individual circumstances of the student that should be considered in order to determine if the transfer will be to the detriment of the student.
This Transfer Policy and Procedure applies to:
- International students studying on shore, who are the holders of a student visa
- Envirotech’s units with responsibilities to administer, approve and process international students’ transfer requests, and is available to all Envirotech staff
3. Relevant Standards
Standards 7 of the National Code 2007
4. Relevant links:
- National Code: https://internationaleducation.gov.au/Regulatory-Information/Education-Services-for-Overseas-Students-ESOS-Legislative-Framework/National-Code/nationalcodepartd/Pages/ExplanatoryguideD7.aspx
5. Associated policies and procedures
- Deferral, suspension and cancellation of course enrolment
- Dispute Resolution - complaints and appeal policies
- Refund policy
- Academic progress policy and procedures
6. Associated documents
- Student offer letter which constitute Envirotech Written agreement and include the transfer policy in its terms and conditions of enrolment
- Student Handbook, containing Envirotech’s policies and procedures.
- Course cancellation form
- Letter of release approval letter
- Letter of release refusal letter
7. Students seeking to transfer from Envirotech to another provider
International students seeking to transfer from Envirotech to another register provider prior to completion 6 calendar months of their principal course must seek approval to transfer and obtain a letter of release. The principle course is the highest level course in a set of courses or the latest course’s enrolment date if all courses’ set are at the same level.
- Envirotech will consider an application to grant and issue a letter of release only if:
- An application is made on Envirotech approved application form lodged at Student Registrar office or at firstname.lastname@example.org
- The students presented a valid letter of offer of enrolment from the institute to which the student is transferring
- A confirmation by the transferring student that all relevant course fees have been paid or will be paid as a pre-requisite to the release letter and there will be no outstanding fees payable by the student under the Envirotech Refund Policy at the time of the Release letter being issued
- Compelling or compassionate circumstances for the transfer exists, and there are reasonable grounds for the transfer that relate to pressing and important personal factors. These factors will mainly be related to health or change of career intentions
- Envirotech will refuse to issue a letter of release in the following circumstances:
- When a new offer letter from a receiving provider has not been provided by the student
- When the student has unpaid course fees for the study period in which the request is received
- When there are outstanding fees payable under the Envirotech Refund Policy
- When the transfer would be considered detrimental to the student’s best interests, including but not limited to:
- A transfer would jeopardise a student's progress through a package of courses
- A student requires or has access to particular support services that will not be delivered by the receiving provider or accessible by the student following the transfer
- The student’s career goals or future studies outcomes might not be achieved as previously requested by the student when applying to study with Envirotech, and a student visa has been granted on those grounds.
- If the student is trying to avoid being reported to DIBP for failure to meet the provider's attendance or academic progress requirements
- Envirotech will assess and respond to the transfer request within 10 working days
- When a letter of release request is being refused, the student will be advised in writing of the reasons for the refusal
- A letter of release will be issued by Envirotech at no additional cost
- Records of all release requests, its assessment and outcomes will be recorded and saved on Envirotech compliance registered and will be monitored by Envirotech Student Registrar and Compliance Manager
8. Students seeking to transfer to Envirotech from other provider
- International students who seek to transfer to Envirotech, prior to the completion of the first 6 months of their principal course, will be issued with a CoE only if:
- The original registered provider has ceased to be registered or the course in which the student is enrolled has ceased to be registered;
- The original registered provider has provided a written letter of release;
- The original registered provider has had a sanction imposed on its registration by the Australian Government or state or territory government that prevents the student from continuing his or her principal course; or
- Any government sponsor of the student considers the change to be in the student's best interest and has provided written support for that change
- Envirotech will not knowingly accept a student transferring from another provider, prior to the completion of the 6 first months of their principal course if:
- It is clear that the student breached student visa conditions
- The student cannot demonstrate sufficient evidence for not being related to a provider, and student still has active CoEs with a provider
- The original provider refused to grant a letter of release to the student
Envirotech staff and Envirotech’s representatives, who directly interact with international students, must be aware of the entire ESOS obligations and the potential implications for students, must be aware of the limitations on transfer before completion of six months of a principal course. They should advise overseas students of these limitations.
Students applications for a letter of release:
- Students must lodge the request for letter of release in writing:
- Using the Course Cancellation Form. The form is also available on Envirotech website
- Provide additional relevant supporting documents, including statement of reasons for the release request, evidence for the personal request of a student visa cancellation and new offer letter from a new provider.
- Pay the cancellation process fee
- Application date and calculation of withdrawn/ cancellation will be calculated from the date the written request has been provided together with all relevant evidence. Only a completed application requests will be assessed.
- A completed application will be submitted to the Student registrar at: email@example.com
- An email receipt acknowledging that the request has been received will be produced.
- Release requests will be saved together with all relevant documentation, communication and correspondence that might be relevant to the assessment and outcome by the Student Registrar on the SP compliance site under ‘registers’, and register list details will be completed according to the request circumstances
- The student registrar will send an email to Envirotech compliance manager to notify of the student request within 1 day from application request received, and to commence an assessment process
- Envirotech will give due consideration to the student’s best interests and educational objectives when assessing an application for release
The range of factors may include:
- The course which student wishes to transfer to:
- better meets the study capabilities of the student
- better meets the long term goals of the student, whether these relate to future work, education or personal aspirations
- better meets the student’s social needs-in order to gain access to greater support (may be through the services offered by another provider, commercial or non-for-profit services or through access to family, friends or a cultural support network)
- Student claims or can provide evidence that his or her reasonable expectations about the current course are not being met or they have been misled by Envirotech or an education or migration agent regarding Envirotech services or its course. In this case Envirotech will make efforts to address the matter personally with the student and apply any improvements to the pre-enrolment, marketing and students’ information before a release can be considered
- Explanation why transfer can be shown to be detrimental to the student’s best interests
- Students’ academic progress
- Review of students’ course paid fees and if any outstanding invoices exists
- Decision making will be done within 10 working days from the full student request date and a relevant approval or refusal response letter will be issued
- Response outcome letter will be sent as a response to the student inquiry within 10 days from submitting the full application, and also be saved on SP register under the student’s document set.
- Approval letter must include the following:
- Advice to the student of the need to contact DIBP to seek advice on whether a new student visa is required.
- Information regarding the student’s academic progress and meeting the academic program requirements or listing the evidence of compelling and compassionate circumstances for which occur and prevented the students to meet satisfactorily progress
- A statement that the student paid all relevant fees
- Refusal letter must include the following:
- Reasons for not granting the release
- Advice regarding the student’s right to appeal the refusal decision within 20 working days from the outcome date received through the Envirotech complaints and appeal mechanism.
- If student is being refused to receive the letter of release and decided to appeal Envirotech decision, Envirotech will follow its complaints and appeal policy and will act accordingly.
- Approval letter must include the following:
- When transfer is granted, Student registrar will communicate with the office for the following purposes:
- Finance- for the process of amending invoices, process refund and close any financial processes
- CoE officer- for the cancellation of the CoE and updating the systems including: SMS, Envirotech DB lists, OSHC etc.
Students who are interested to enroll to Envirotech, transferring from another provider:
- Complete GTE form
- Ensure student had no gaps and did not breach any student visa condition
- Ensure that the student is not downgrading from the original course. If downgrade exists, a new student visa is required to be lodged
- Release letter has been provided by the original provider prior to enrolment process and the issue of a CoE, OR
- If no release letter is required, evidence of CoE cancellation and un-associate enrolment is demonstrated by the student according to Envirotech enrolment policies and procedures
- Complete enrolment process and issue a CoE
DEFERMENT, SUSPENSION, CANCELLATION OF ENROLMENT AND LEAVE OF ABSENCE POLICY
Deferment, Suspension, Cancellation of Enrolment, and Leave of Absence
The purpose of this policy is to govern the circumstances in which a student can defer, suspend or cancel their enrolment with Envirotech, and under what circumstances Envirotech will initiate a suspension or cancellation of course enrolment. This policy meets the requirements of Standard 13 of the National Code 2007.
- All International Students studying off and on shore at Envirotech
- Relevant Standards
- Standard 13 of the National Code 2007
- Relevant links:
- Associated documents and location
- Students’ General Request form
- Students’ Suspension, Deferral form
- Cancellation of Enrolment form
- Cancellation for being non- GTE warning letter
- Cancellation for being non- GTE Notice
- Cancellation Refusal Letter
- Students’ Suspension, Deferral Approval Letter
- Students’ Suspension, Deferral Refusal Letter
- Students’ Suspension Register
- Cancellation list
- Associated policies
- Complaints and appeals
- Suspension or deferment of enrolment is not necessarily a result of misbehaviour, as such action may also be initiated by the student when an unforeseen situation arises where they must temporarily attend to other matters.
- Suspension means a temporary cessation of the course enrolment
- Deferral means a postponement of the course enrolment commencement date
- Envirotech, in accordance to the ESOS ACT and the National Code 2007 has policy and rules in relation to students’ deferral, suspension, cancellation and approved leave, listing the ground where these will be approved or initiate.
- Envirotech will make its decisions regarding the assessing, approving and recording of deferment, suspension, or cancellation of student enrolments in accordance with the procedures outlined in this document
- The below procedures are intended to ensure that Envirotech actions in relation to deferring course commencement, the grounds for Leave of Absence approvals, and suspending or cancelling the enrolment of international students are in accordance with the requirements of the National Code Standard 13.
- Envirotech holds a commitment to:
- notify the Secretary and TPS Director and DIBP through the Provider Registration and International Student Management System (PRISMS) of provider defaults within 3 business days and student defaults within 5 business days,
- Notify the Secretary and the TPS Director (via PRISMS) of the default outcome within 7 days of the provider obligation period.
- Procedures for deferment of course enrolment
- Student may request a temporary deferment or suspension of their enrolment on the grounds of compassionate or compelling circumstances.
- Student seeking to defer their studies for any reason should complete the Student Deferral, Suspension Form obtainable from the Student Registrar or Envirotech website. However, in doing so, students need to be aware that any deferment of enrolment may affect their student visa and detailed evidence must be provided to sustain the request.
- Envirotech will assess if compassionate reasons exist, these are generally outside of the control of the student and include but not limited to:
- serious illness or injury where medical certificate states unable to attend classes
- bereavement of close family members such as parents and grandparents (Death Certificate should be provided where possible)
- major political upheaval or natural disaster in home country requiring emergency travel which has impacted on student’s studies
- a traumatic experience such as involvement in, or witnessing a serious accident or witnessing or being the victim of a serious crime
- student’s inability to commence study on course commencement date as a result of delays in receipt of student visa
- Impact on the student should be supported by evidence e.g. from police or a qualified psychologist, Dr., etc.
- In cases not covered above, Envirotech will use its professional judgement to assess each case on its merits.
- Copies of documents used in assessing a claim are to be kept in the student’s file under the Envirotech Intranet (SP)
- Envirotech may approve, depends on the circumstances up to a six (6) months deferral of course enrolment. An approval will be granted when the assessor is satisfied that the student has genuine reason and intentions to commence the course.
- The Students Registrar will notify the compliance manager regarding each student’s deferral and assessment will be conducted.
- The student registrar will record the assessment outcome in writing and will communicate with the student and/ or agent regarding the outcome within ten (10) working days
- In case the deferral request is approved, a new letter of offer and pre- enrolment procedures will have to be completed.
- Where a request to defer is refused the applicant will be advised in writing of the reasons for the refusal and will have to commence the course on time. Non- commencement on time may attract a further procedure of course cancellation
- Envirotech will change the students CoE accordingly:
- Envirotech notifies the Department of Immigration and Border Protection (DIBP) via PRISMS of the action to defer without affecting the end date of the CoE: In this case there is no change in enrolment status on PRISMS although the notice of deferment will be provided to DIBP for future reference
- Envirotech notifies DIBP of deferment or suspension that will affect the end date of the CoE: In these situations, Envirotech will cancel the original CoE through PRISMS and will be invited to create a new CoE with an appropriate end date.
- Leave of Absence
- Students are expected to complete their course enrolment without interruptions. However, where this is not possible Envirotech makes reasonable provision for students who cannot do so, limited to compelling and companionate circumstances, subject to students’ providing sufficient evidence.
- Under these provisions, Envirotech may grant a student with an approved leave for a short period of time along their course enrolment. These provisions are subject to the student completing at least one (1) unit of competency or module in the course, otherwise deferral procedures apply.
- If a student is absent for 3 consecutive weeks, he or she will be sent an email, warning the student of the breach of his/her contract with Envirotech and that if he/she does not attend the following week (7 days), he/she is at risk of the enrolment being cancelled under misbehaviour (non- genuine student). In this instance students can appeal within 20 working days under the Complaints and Appeals Policy.
- On the next week of absence (after 7 absence days) students will receive a second and last email notice regarding their requirements to contact Envirotech in regards to their absence. Failing to attend the 4th week, will attract the cancellation of their enrolment unless compelling circumstances exists and evidence have been provided to support these circumstances.
- Students will only be granted with an approved leave when they are academically progressed in the course and all their fees have been paid to date.
- In the situation where a student is absent for more than 2 consecutive weeks or more due to compelling and compassionate circumstances, Envirotech must be notified in writing and the student will receive a written waiver for the period required by the Student Registrar.
- In case the student has been granted with an approved leave, the student’s CoE will not be changed and the student profile will be updated with the approved duration of leave.
- Students who do not return from a break for a period of 3 weeks, have inactively advised they will not be continuing their studies. The enrolment will be cancelled as per National Code 13 and no access to a complaints or appeals process is necessary.
- Suspension and cancellation of enrolment
- Students who wish to take an extended period of leave from their study must apply for a suspension of enrolment
- Envirotech may also initiate suspension of a students’ enrolment as a result of misbehaviour of the student, or cancellation on the basis of academic progress failure, non-payment or in cases where Envirotech is unable to make contact with the student for a period of three (3) weeks or such other time period deemed reasonable by Envirotech.
- It is very important that students continue to attend their classes until the decision on their request is made as they are still at this stage monitored for their academic progress.
- In a case where Envirotech finds it necessary to initiate the suspension or cancellation of student’s enrolment, the institute will inform the student in writing of its intention and allow the student 20 working days to access the Envirotech internal complaints and appeals process, unless extenuating circumstances relating to the welfare of the student apply when this deadline may be extended.
- If students appeal the decision to suspend or cancel their studies, Envirotech will not inform DIBP of any change to enrolment status until the internal complaints and appeals process is completed. However, if the appeal is unsuccessful, the student withdrawals from the process or chooses not to appeal, Envirotech will inform DIBP via PRISMS of the action taken, unless the student wishes to take the matter for external mediation.
- Envirotech may defer, suspend or terminate (cancel) students’ enrolment for the following reasons:
- Early completion of the course
- None or late start of the course
- Transfer to another education provider
- None or late payment of course fees
- Misconduct or misbehaviour, including but not limited to: breach of discipline, bad language, harassment, aggressive and offensive behaviour, violation of Envirotech policies, their student visa conditions or Australian law. In minor misbehaviour events Envirotech will consult with the student regarding their behaviour and relevant adjustment as it is the goal of the institute not to suspend or terminate students’ enrolment.
- Cessation of studies
- Cheating and Plagiarism: Legations regarding cheating and plagiarism should be referred to the head teacher who will investigate the matter and advise the teaching staff. In all cases the student will be advised in writing and given twenty (20) days to show cause as to why a penalty should not be applied.
- Students who have allegations of cheating, (including plagiarism) proven, are liable to incur a penalty ranging from: exclusion from that assessment, requirement to repeat the assessment, the award of a fail result in the unit concerned to exclusion from the Institute.
- A student who ceases attending a course or does not return from leave, and is not contactable by Envirotech for 21 days, has "inactively" advised Envirotech of his/her failure to continue studying. Under Section 19(1) of the ESOS Act, Envirotech will notify DIBP via PRISMS of termination of an accepted student's studies within 14 days of the event occurring, by completing a Student CoE Course Variation.
- Envirotech notifies through PRISMS that it wishes to terminate a student’s enrolment. Once this process is completed, the student’s CoE status will be listed as cancelled and the student will have to contact the DIBP to attend to his/her visa to prevent/attend visa cancellation and bridge of current visa conditions.
- If suspension is granted, regardless of the reason for the suspension, this period, as entered in PRISMS will not be included in attendance and academic progress monitoring calculations
- Suspension and cancellation requests must be submitted in writing using Envirotech Cancellation Form, available on the website and in Envirotech offices. Applications must be provided with all relevant evidence. Only completed applications will be assessed.
- Suspension requests must be lodged to the student registrar at firstname.lastname@example.org, while cancellation of studies can be submitted to any enrolment officer.
- Fees and cancellation dates are calculated from the date the completed written application has been submitted
- Suspension requests must include the new start date of the course and when the suspension period is requested to be over.
- If Envirotech does not know when the student will return, it can delay creating the new CoE until the student has notified Envirotech of the intended date of return
- Copies of documents used in assessing a claim are to be kept in the student’s file under the Envirotech Intranet (SP)
- Envirotech may approve, depends on the circumstances and subject to compelling or compassionate circumstances, up to a six (6) months suspension of course enrolment. An approval will be granted when the assessor is satisfied that the student has genuine reason to suspend the course.
- The Students Registrar will notify the compliance manager regarding each student’s suspension request and assessment will be conducted.
- The student registrar will record the assessment outcome in writing and will communicate with the student and/ or agent regarding the outcome within ten (10) working days
- In case the suspension request is approved, the student is liable to continue any payment plans and complete any overdue amount owe to Envirotech as per the original offer letter.
- Where a request to suspend is refused the applicant will be advised in writing of the reasons for the refusal and must continue the course as normal.
- Envirotech will change the students CoE accordingly. The suspension date will always end one day before the new start date of the new CoE
- Envirotech notifies the Department of Immigration and Border Protection (DIBP) via PRISMS of the action to suspend without affecting the end date of the CoE: In this case there is no change in enrolment status on PRISMS
- Envirotech notifies DIBP of the suspension that will affect the end date of the CoE: In these situations, Envirotech will cancel the original CoE through PRISMS and will be invited to create a new CoE with an appropriate end date.
- The Student Registrar will complete the suspension course of action on the SMS and will create a new calendar alert for the new start date
- If Envirotech wishes to cancel a student’s enrolment and the cancellation was not requested by the student, it must inform the student of its intention via a written notice/letter. This is referred to as giving the student a notice of - Intention to report. Envirotech allows 20 working days in which the student may access the complaints and appeals process.
- Envirotech will determine on the evidence, the appropriate course of action. This decision will be recorded in the student’s file and the student is to be informed of the decision and its implications in writing, including their right to appeal in accordance with the Envirotech Complaints and Appeals Policy, where the sanction is imposed by Envirotech. On completion of appeal processes, if the case still exists:
- The student will be informed that a change of enrolment details may affect his or her student visa. Envirotech will then refer the student to the DIBP website and helpline (131881) for information on how the potential change to enrolment status may impact upon his or her visa
- If Envirotech decides to initiate suspension or cancellation of a student’s enrolment, the institute will inform the student of his or her rights under the Envirotech Complaints and Appeals Policy which allows the student 20 working days to lodge his or her appeal.
- Where a student chooses to access the Envirotech Appeals Process, Envirotech will maintain the student’s enrolment until the internal process is completed and has supported Envirotech’s intentions. This means that no change will be notified to DIBP via PRISMS during this process
- A student may also choose to access an external appeals process as detailed in the Envirotech Complaints and Appeals Policy. However, Envirotech is not required to await the outcome of this process before notifying DIBP of the change to the student’s enrolment status
- The notice of intention to report will clearly identify the visa condition that was breached or otherwise the reason for which Envirotech wish to suspend or cancel the student’s enrolment (non- payment etc.).
- Notices will refer to the student by name rather than a generic “Dear student” and will include the address to which the notice will be sent (email or physical address).
- Methods of sending/delivering the notice:
- Email: Since Envirotech communicates with all its students via email through the students’ enrolment and since the student is committed to checking their student portal, Envirotech will issue the warning and intention to cancel notices from the RTO management system and dispatch the notice by email. Letters are available to students in their portal when they log in.
- Where a notice is emailed the commencement of the 20 working days start from the day of delivery.
- Where Envirotech chooses to use this method the 20 working days should begin the day after the student signs the delivery slip.
- Extenuating circumstances relating to the welfare of the student may include:
- Medical concerns, severe depression or psychological issues leading to Envirotech concerns for his or her wellbeing
- Has engaged or threatens to engage in behaviour that is reasonably believed to endanger the student or others, or
- Is at risk of committing a criminal offence
- Any claim of extenuating circumstances must be supported by the appropriate evidence
- Envirotech may not continue to provide learning opportunities to the student during the 20 working days and appeals process or any subsequent period of appeal.
- The decision whether a student is excluded or not will depend on the individual circumstances and will be at the discretion of the Chief Executive Officer.
- Once any complaints and appeals processes are completed and the student default is confirmed Envirotech will notify the Secretary and TPS Director (via PRISMS) of student defaults within: 5 business days to notify of the student default
- 14 days to report cancellation of the student’s enrolment to DIBP (via PRISMS) (i.e. a section 19 report)
- 28 days to finalise the student default obligations as set out in the written agreement with the student and
- Further 7 days to report the outcome of the student default (via PRISMS)
- Outline how the Envirotech deals with Personal Information, including health information it collects to ensure that it complies with the national Privacy Act 1988
- Clearly communicate the personal information handling practices of Envirotech
- Give Envirotech students, staff and other individuals a better understanding of the sort of personal information that Envirotech holds and a clear understanding and guidance in the treatment and access of personal and private information collected and held by Envirotech
- Enhance the transparency of Envirotech operations
- Support the Australian Skills Quality Authority (ASQA) Standards for Registered Training Organisations (RTO) 2015
- This policy refers fo all Envirotech stakeholders including all employees, students, agents, and any other party which Envirotech collects its private information
- The Privacy Act 1988 (Privacy Act) is an Australian law that regulates the handling of personal information about individuals. This includes the collection, use, storage and disclosure of personal information. The Privacy Amendment (Enhancing Privacy Protection) Act 2012 introduced many significant changes to the Privacy Act, including 13 Australian Privacy Principles (APPs) that apply to the handling of personal information
- Personal information is defined under the Privacy Act as information or an opinion about an identified individual, or an individual who is reasonably identifiable:
- Whether the information or opinion is true or not, and
- Whether the information or opinion is recorded in a material form or not
- Relevant standard
- Standard 3.6 and standard 56 of the RTO Standards
- Associated policies and procedures
- Associated documents
- Terms and Conditions of Enrolment
- Agents’ Terms and Conditions
- Additional references:
- Policy and procedures
Envirotech adheres to and is compliant with the 13 Australian Privacy Principles (APP) Principles that are set out in Schedule 1 of the Privacy Amendment (Enhancing Privacy Protection) Act 2012.
These 13 principles are as follows:
Australian Privacy Principle 1 - Open and transparent management of personal information.
Australian Privacy Principle 2 - Anonymity and pseudonymity.
Australian Privacy Principle 3 - Collection of solicited personal information.
Australian Privacy Principle 4 - Dealing with unsolicited personal information.
Australian Privacy Principle 5 - Notification of the collection of personal information.
Australian Privacy Principle 6 - Use or disclosure of personal information.
Australian Privacy Principle 7 - Direct marketing.
Australian Privacy Principle 8 - Cross-border disclosure of personal information.
Australian Privacy Principle 9 - Adoption, use or disclosure of government related identifiers.
Australian Privacy Principle 10 - Quality of personal information.
Australian Privacy Principle 11 - Security of personal information.
Australian Privacy Principle 12 - Access to personal information.
Australian Privacy Principle 13 - Correction of personal information
Envirotech as an APP entity will implement the following procedures and processes to ensure compliance with the APPs provided always that the full force, effect and meaning of each APP including all exceptions and provisons referred to therein will be adopted:
- APP 1—Open and transparent management of personal information
Envirotech will take such steps as are reasonable in the circumstances to implement practices, procedures and systems relating to Envirotech functions or activities that:
- Will ensure that it complies with the Australian Privacy Principles that binds it and
- Will enable it to deal with inquiries or complaints from individuals about the entity’s compliance with the Australian Privacy Principles.
- Personal Information collected and held by Envirotech:
Envirotech collects personal information solely for the purpose of operating as a Registered Training Organisation. This includes the collection of personal information from students in order to process enrolments and obtain the information required to provide suitable training and assessment services. The requirements of the registering authority may mean the release of student and/ or employees personal information for the purposes of external audits.
Examples of personal information include names, addresses, phone numbers and email addresses, transactional and financial information and employment details. The definition of personal information only relates to ‘natural’ persons.
- How personal information is held and collected by Envirotech
Envirotech will only collect information by fair and lawful means.
Envirotech collects information about students primarily from the students themselves, through online or paper applications, speaking to students face-to-face or over the telephone or elsewhere in the collection of students’ information when they:
- Apply to undertake a course at Envirotech or participate in other activities offered by Envirotech
- Join student associations managed by Envirotech or by affiliated third parties,
- Make enquiries by email or by telephone.
Envirotech also collects information about students from domestic and international educational institutions and organisations in which the student may have been previously enrolled and by means of an electronic qualification verification searches and Department of Immigration and Border Protection (DIBP) searches.
- Information Holding:
Envirotech will use all reasonable measures to ensure Personal Information is stored safely to protect it from misuse, loss, unauthorised access, modification or disclosure, including electronic and physical security measures. Such measures will include:
- ICT security
Envirotech secures the personal information collected is secured by ICT security (such as encryption, firewalls, anti-virus software and login and password protection), secure office access, personnel security and training and workplace policies.
- Payment security
Envirotech processes assessment, membership and other payments using EFTPOS and online technologies by ensuring that all transactions processed by Envirotech meet industry security standards to ensure payment details are protected.
- Website security
Envirotech cannot guarantee the security of any information that you disclose online and you disclose that information at your own risk. If you are concerned about sending your information over the internet, you can contact Envirotech by phone or post.
- Use of Personal Information
Envirotech will use students' personal information in a variety of ways throughout the student's time at Envirotech including, but not limited to the following purposes:
- Process applications;
- Manage study plans;
- Manage course timetabling;
- Set, receive and grade coursework, assessment and examinations;
- Record course grades and outcomes;
- Administering the student’s enrolment or transfer to another registered training organisation or university;
- Monitor academic progression including academic standing and exclusion;
- Deliver student services including health and counselling services;
- Manage complaints and student misconduct allegations;
- Verify qualifications and USIs;
- Process graduations;
- Process scholarships, prizes and sponsorships;
- Operate student organisations or other activities managed by Envirotech or by affiliated third parties.
- Provide students with services they have requested from Envirotech or may be interested in receiving including further study options, becoming associate alumni, Internship and work placement and consessioned trasport;
- Provide data to government departments to fulfil mandatory reporting requirements;
- Undertake reviews, questionnaires and surveys;
- Invite students to participate in Envirotech organisations and activities, including student groups and other services and activities offered by the Envirotech;
- To authorised external agencies for the purposes of delivering services that support the Envirotech educational activities or to conduct mail outs or debt collection activities on behalf of Envirotech;
- Disclose student personal information to its education collaboration providers who deliver the Envirotech courses or to its online service delivery partners.
- Student access to information and the correction to same.
Under the Australian Privacy Principles students can access their personal information and may request amendments of information that is incorrect or not up to date. Students who request access to their personal data will be given opportunities to review all their details. This service will be free of charge, through Envirotech Student Portal.
Alternatively Envirotech will provide a student with access to Personal Information about them upon receipt of a written request sent to the Envirotech Privacy Officer details provided below. Envirotech will endeavour to acknowledge such requests within 7 days of its receipt and provide requested information within 14 days. A fee may be charged to cover processing of such requests.
If a student believes inaccurate or outdated information is being held about them, they should notify Envirotech by contacting Envirotech counsellor in writing immediately and Envirotech will take reasonable steps to correct the information so that it is accurate, complete, up to date, relevant and not misleading.
- Overseas Recipients of student personal information.
Envirotech will not disclose personal information to an overseas recipient, unless:
Envirotech is reasonably satisfied the recipient of the information is subject to a law, or binding scheme, that has the effect of protecting the information in a way that is at least substantially similar to the way in which the APPs protect the information, and there are mechanisms that the individual can access to take action to enforce that protection; or the individual has provided their consent to the cross-border disclosure; or Envirotech is required by law to do so.
- APP 2—Anonymity and pseudonymity
Individuals must have the option of not identifying themselves, or of using a pseudonym, when dealing with an APP entity in relation to a particular matter except when required by Australian law or Court.
International students are considered to be bound by law for full and frank disclosure of their real identity. Accordingly international students do not have any option of not correctly and accurately identifying themselves.
- APP 3—Collection of solicited personal information
Will not collect personal information (other than sensitive information) unless the information is reasonably necessary for, or directly related to, one or more of its functions or activities as a registered training organisation and for those related and ancillary purposes thereto mentioned above.
- APP 4—Dealing with unsolicited personal information
Envirotech may from time to time receive unsolicited personal information about a student. Unsolicited personal information is personal information Envirotech receives that it has taken no active steps to collect.
After receiving the unsolicited information Envirotech will within a reasonable period after receiving the information, determine whether or not it could have collected the information under Australian Privacy Principle 3 if the entity had solicited the information.
Envirotech may keep records of unsolicited personal information if the Privacy Act permits it (for example, if the information is reasonably necessary for one or more of our functions or activities) or if it could have collected the information under Australian Privacy Principle 3. If not, Envirotech policy is to destroy the information as soon as practicable, provided it is lawful and reasonable to do so.
- APP 5—Notification of the collection of personal information
At or before the time or, if that is not practicable, as soon as practicable after, it collects personal information about an individual, it will take such steps (if any) as are reasonable in the circumstances:
- To notify the individual of such matters referred to in subclause 5.2 of APP as are reasonable in the circumstances; or
- To otherwise ensure that the individual is aware of any such matters.
The matters referred to above include:
- Envirotech identity and how to contact us
- The purposes for which Envirotech is collecting the information
- Whether the collection is required or authorised by or under by or under an Australian law or a court or tribunal order
- The third parties (or types of third parties) to whom we would normally disclose information of that kind
- Whether any of those third parties are located overseas and, if practicable to specify, the countries in which they are located
Envirotech will notify individuals that information collected may be available to government agencies that govern it and its practices and procedures e.g. DIBP or state government Education Department
- APP 6- Use or disclosure of personal information
If Envirotech holds personal information about an individual that was collected for a particular purpose (the primary purpose), it must not use or disclose the information for another purpose (the secondary purpose) unless:
- The individual has consented to the use or disclosure of the information; or
- The individual would reasonably expect:
- Envirotech to use or disclose the information for the secondary purpose and the secondary purpose is:
- If the information is sensitive information—directly related to the primary purpose; or
- If the information is not sensitive information—related to the primary purpose; or
- The use or disclosure of the information is required or authorised by or under an Australian law or a court/tribunal order; or
- A permitted general situation exists in relation to the use or disclosure of the information by Envirotech
- A permitted health situation exists in relation to the use or disclosure of the information by the entity
- Envirotech reasonably believes that the use or disclosure of the information is reasonably necessary for one or more enforcement related activities conducted by, or on behalf of, an enforcement body
- Envirotech to use or disclose the information for the secondary purpose and the secondary purpose is:
Save and except in circumstances mentioned above Envirotech will obtain consent from any individual to disclose their information for any necessary secondary purpose that may be related to the regulation requirements of Envirotech as a registered training organisation
- APP 7—Direct marketing
If Envirotech holds personal information about an individual, the organisation must not use or disclose the information for the purpose of direct marketing save and except in the following circumstances:
Envirotech may use or disclose personal information (other than sensitive information) about an individual for the purpose of direct marketing if:
- The individual gave the consent to use it for direct marketing
- Envirotech collected the information from the individual; and
- The individual would reasonably expect Envirotech to use or disclose the information for that purpose; and
- Envirotech provides a simple means by which the individual may easily request not to receive direct marketing communications from Envirotech and
- The individual has not made such a request to Envirotech
Exception (Sensitive Information):
Envirotech may use or disclose sensitive information about a student for the purpose of direct marketing if the student has consented to the use or disclosure of the information for that purpose
- APP 8- Cross-border disclosure of personal information
Envirotech may from time to time be likely to disclose personal information of an individual to overseas recipients and most likely government agencies of the student’s country of origin.
In any event before Envirotech discloses personal information about an individual to a person (the overseas recipient):
- Who is not in Australia or an external Territory; and
- Who is not Envirotech or the individual
Envirotech will take such steps as are reasonable in the circumstances to ensure that the overseas recipient does not breach the Australian Privacy Principles (other than APP 1) in relation to the information.
Envirotech may disclose personal information about an individual to an overseas recipient if it is reasonably satisfied the recipient of the information is subject to a law, or binding scheme, that has the effect of protecting the information in a way that is at least substantially similar to the way in which the APPs protect the information, and there are mechanisms that the individual can access to take action to enforce that protection; or the individual has provided their consent to the cross-border disclosure; or Envirotech is required by law to do so.
- APP 9- Adoption, use or disclosure of government related identifiers
Envirotech will not adopt a government related identifier of an individual as its own identifier of the individual unless:
- The adoption of the government related identifier is required or authorised by or under an Australian law or a court/tribunal order;
- Permitted under the Privacy Act
- APP 10- Quality of personal information
Envirotech must take such steps (if any) ) as are reasonable in the circumstances to ensure that the personal information that it collects, uses or discloses is having regard to the purpose of the use or disclosure, accurate, up to date, complete and relevant.
- APP 11- Security of personal information
If Envirotech holds personal information, it must take such steps as are reasonable in the circumstances to protect the information:
- From misuse, interference and loss; and
- From unauthorised access, modification or disclosure.
All reasonable measures will be taken to ensure Personal Information is stored safely to protect it from misuse, loss, unauthorised access, modification or disclosure, including electronic and physical security measures.
Envirotech will ensure that Personal Information is kept for no longer than is necessary for the purposes for which it may lawfully be used. Records will be disposed of securely and in accordance with any requirements for the retention and disposal of Personal Information.
Envirotech must take such steps as are reasonable in the circumstances to destroy the information or to ensure that the information is de-identified
- APP 12- Access to personal information
If it holds personal information about an individual, Envirotech must, on request by the individual, give the individual access to the information save and except in the following exceptional circumstances:
- Envirotech reasonably believes that giving access would pose a serious threat to the life, health or safety of any individual, or to public health or public safety; or
- Giving access would have an unreasonable impact on the privacy of other individuals; or
- The request for access is frivolous or vexatious; or
- The information relates to existing or anticipated legal proceedings between the
- Envirotech and the student, and would not be accessible by the process of discovery in those proceedings; or
- Giving access would reveal the intentions of Envirotech in relation to negotiations with the student in such a way as to prejudice those negotiations; or
- Giving access would be unlawful; or
- Denying access is required or authorised by or under an Australian law or a court/ tribunal order; or
- Both of the following apply:
- Envirotech has reason to suspect that unlawful activity, or misconduct of a serious nature, that relates to the Envirotech functions or activities has been, is being or may be engaged in;
- Giving access would be likely to prejudice the taking of appropriate action in relation to the matter; or
- Giving access would be likely to prejudice one or more enforcement related activities conducted by, or on behalf of, an enforcement body; or
- Giving access would reveal evaluative information generated within the entity in connection with a commercially sensitive decision-making process.
- APP 13- Correction of personal information
- Envirotech holds personal information about an individual; and
- it is satisfied that, having regard to a purpose for which the information is held, the information is inaccurate, out of date, incomplete, irrelevant or misleading; or
- The individual requests the entity to correct the information;
Envirotech will take such steps (if any) as are reasonable in the circumstances to correct that information to ensure that, having regard to the purpose for which it is held, the information is accurate, up to date, complete, relevant and not misleading.
Under the Australian Privacy Principles individuals can access their personal information and may request amendments of information that is incorrect or not up to date. Individuals who request access to their personal data will be given opportunities to review all their details. This service will be free of charge, through Envirotech Student Portal.
While students are undertaking their training program, there will be times when Envirotech and/or its Training Consultant, Business Development Consultant or Administration Officer may need to discuss student related situations with others. Envirotech ensures that it respects the privacy of students, prospective students and employers by implementing the National Privacy Principles.
The Australian Privacy Principles (APPs) in the Privacy Act (Privacy Amendment (Private Sector) Act 2000) sets out how private sector organisations should collect, use, keep secure and disclose personal information. The principles give individuals the right to know what information an organisation holds about them and the right to amend that information if it is incorrect or out of date.
Envirotech operates in conjunction with the Australian Privacy Principles and only collects the personal information that is necessary for the conduct of the business, in order to the use of information solely for a specific purpose it intended for.
Envirotech permit student’s access to all their information. Students, clients, agents and employer information is stored and used appropriately and access is limited only to those who have a legal reason to access the information, or whom the student has given permission to do so.
Student information will not be provided to anyone else unless Envirotech have the permission from the student or are specifically allowed or required to provide the information by law. During the pre-enrolment and the induction process, students are given Envirotech consent to release information to specified third parties.
For example upon request, student information will be given to the following bodies (but not limited to):
- DIBP Department of Immigration and Border Protection
- CRICOS Commonwealth Register of Institutions and Courses for Overseas Students through PRISMS
- ASQA Australian Skills Quality Authority
- ETTE Employment Training & Tertiary Education
- STA State Training Authorities
- TPS Tuition Protection Service
- Apprentice Centres
- Employers where the student is a Trainee/Apprentice or when approved by the students
All information obtained will be treated as “commercial in confidence” whether it is marked as so or not.
ADMISSION PROCESS FAQ
- What is a COE?
COE stands for Confirmation of Enrolment, a document summarising services Envirotech undertake to provide under agreement to an international student. The COE outlines course details, inclusive of start and end dates, course fees, representing agents, how much the student paid towards the course as deposit, the course location, etc.
The COE is required for the visa application of an international student and the student visa is in most cases granted for the course duration with an additional two months after the course end date.
- Is an international student required to pay a deposit to get a COE?Yes, a deposit is required in order to receive a COE*. Students on scholarship programs will have a ‘Nil’ deposit, and will receive their CoE representing that they made no payment towards their course of study. Please, contact our enrolments team for further information.
The deposit your will pay for your CoE will demonstrate your commitment to study, and is usually expected to be at least 25% from course fees.
- How long will it take to get a COE from Envirotech?
Envirotech conducts a comprehensive pre-enrolment assessment and requires its prospective students to submit a set of forms, questionaries and evidence of previous education and work experience as part of the enrolment process. As soon as all required documents are received, COE will be processed and sent electronically to the student and any representing agency. Depends on how quick you will provide all your information, your CoE will be issued.
- How long will it take to get an Offer Letter from Envirotech?
Prospective students are required to complete Envirotech’s Online Enrolment Form and upload to the application relevant supporting documentation, such as their: CV, all previous educational certifications, health cover, English language testing scores, financial capacity, statement of purpose, passport data page, etc. Offers are normally being processed at the same day of the complete application being submitted and an enrolment officer will contact the prospective student to conduct a short telephone interview.
STUDENT VISA SUBCLASS 500 FAQ
- How long is the processing time for a Student Visa 500?
Once a student visa Subclass 500 is lodged, the Department of Immigration and Border Protection (DIBP) will process it in accordance with its level of risk. It is recommended that to allow at least one month for the processing of student visa applications from low risk level countries and for counties of higher risk level it is recommended that application is submitted to the DIBP three months prior to course commencement. Please, refer to the DIBP Website for more information regarding visa processing time. https://www.border.gov.au/Busi/Educ/simplified-student-visa
- What OSHC provider does Envirotech work with?
OSHC stands for Overseas Students Health Cover, a mandatory medical cover designed to support international students during their entire stay in Australia as international students.
Envirotech has an agreement with NIB, who is an approved OSHC provider in Australia.
The OSHC policy is mandatory requirement for the application of a student visa in Australia. Envirotech will organise its prospective students with a medical cover policy for the entire course duration plus two months after the course end date. In the case that students have their own medical cover preferences, they are required to send a copy of the policy covering the duration of selected course plus two months to receive the COE.
- What documents should be submitted when applying for a Student Visa 500?
There are certain documents that are mandatory for making a valid student visa application, this includes your passport data page, the Confirmation of Enrolment (COE) and Overseas Student Health Cover (OSHC).
According to your country of risk, you will have to submit additional specific evidence. The Department of Immigration and Border Protection (DIBP) provides an online tool where you can see what evidences you will be required to submit with your student’s visa application. The DIBP is entitled to ask you for additional evidence if the case officer deems so to be necessary.
Envirotech recommends that student visa applicants will submit the same evidentiary requirements that was required by Envirotech for the student admission assessment.
The DIBP maintains an online tool that support prospective students to assess their level if application risk and which documents they should submit with their application. This is mainly influenced by their country of residence and choice of course study. You can access the tool here. https://www.border.gov.au/Trav/Visa-1/500-
8. What is the Genuine Temporary Entrant (GTE) Criteria?
Envirotech assess students against the Genuine Temporary Entrant (GTE) and Genuine Student (GS) criteria during the admission process to determine students’ genuine intentions towards their course of student, educational journey in Australia and intention to comply with their course and for international students, visa requirements.
Assessment factors that are included in the application, include:
- Reason for choosing to undertake the intended course at Envirotech
- Reason for choosing to study in Australia and on the Gold Coast/Byron Bay rather than in your home country
- Relevance of the course to your previous studies and/or work experience
- Your future career and educational plan
- Your incentives to return to your home country upon completion of your studies in Australia
- History of compliance with previous overseas stays and previous academic pathways
- Situation in country of residence
We request prospective students to submit Envirotech with a statement of purpose addressing the above questions to demonstrate that they would meet the GTE assessment criteria.
ADMINISTRATIVE STUDENT FAQ
- Using an Education Agent for the Admission Process
Only Envirotech registered Education Agents are permitted to support your admission application to study with Envirotech. Envirotech maintains an updated list of Registered Agents on the website. You can access a list of approved education agent for different countries and nationalities on Envirotech website: http://envirotech.edu.au/en/agents/registered-agents/
- Where can schedule of courses, intakes and course sessions can be found?
All course schedules, intakes, academic and non-academic events are displayed on the individual course calendars on the course page via this website.
Envirotech front office team is always available to assist you with any enquires, so feel free to communicate directly to your Envirotech office to receive any update regarding your individual course schedule or other campus related events. Envirotech publish information on different non-academic events via our social media platforms.
- Where can course details and fee information can be located?
All course information details, inclusive of fees are located on the individual course pages on the website. Envirotech complete course pricelist booklet can be emailed as a PDF brochure by clicking on the “GET ALL COURSE FEES” link from each of the course pages.
- What is the Student Handbook and where can I get it?
The student handbook is an essential document students undertake to read, understand and get familiar with. The Student Handbook is regularly being updated and it can be found as electronic version at the start of this section. The Student Handbook is always available for our students to refer to on their e-learning platform account, as well as being download from here. Our Student Handbook contains important information for students about the Australian Educational Framework, Envirotech requirements, students’ rights and obligations, services provided, important community links and much more.
- What is the Induction/Orientation day and why is it mandatory?
The Induction and Orientation at Envirotech scheduled at the beginning of each course intake and is delivered during the first day of the induction that students are officially becoming Envirotech students.
The duration of the Induction and Orientation may vary from one day and up to one full week, depending on the course of enrolment and the academic content that is required to the specific course of study. The Induction/Orientation commence on Friday, 9am. The programs involve a familiarisation with the program requirements, a tour of training facilities, an introduction to Envirotech staff, safety procedures, and information about student services, policies and procedures. It introduces students to the learning environment at Envirotech campus. International students will be provided with additional information about living in Australia, and the Gold Coast or Byron Bay area and will receive their Overseas Student Health Cover (OSHC) policy and a student card.
Students will also complete any Pre-Requisites required to a course program during their scheduled induction
Envirotech admission team will provide certain services during the first two hours of the induction such as process of student and transport concession cards. The student payment plan, application for students Unique Student Identifier (USI) and other formalities are administrated and activated in the first half day of the induction. The Induction remaining time is dedicated to assessing students’ language and numeracy skills, introducing them to the campus Environment.
The remaining induction program is dedicated to the delivery of professional introduction to the different courses and it is at this time that students have opportunities to obtain personal support and content with a range of Envirotech academic and administration team members. The Induction/Orientation program creates a good foundation for the students who will be completing the course and sets the standards for the duration of their chosen course.
- What is the required attendance?
English Language Intensive Course for Overseas Students (ELICOS) students must attend classes minimum five days per week from 9am to 1:30pm and will be monitored to demonstrate 80% attendance.
Vocational Educational Training (VET) students must attend classes at least twice per week according to the courses’ timetable.
Students are able to monitor own attendance performance via their student portal.
- What is the minimum academic grade to pass the course?
Envirotech assessments are competency based. To be competent in the course, the students must successfully answer all assignments of each unit of competency. Students must complete all required units with a Competency grade to receive their national registered certificate.
- How can I stay up to date with my students’ progress?
Envirotech eLearning platform provide students with 24/7 access to their course materials and a student dashboard that is designed to support the students in staying up-to-date with their real-time academic progress and encourage them towards completion. Students can track their progress and completion report, and have an attractive colourful dashboard to engage them to achieve a ‘Green and Clean’ view (green for completion and clean from overdue assessment), the dashboard also contains all the information a student needs to easily navigate and understand what needs to be done. The dashboard is being covered on orientation day and is explained in details by the facilitator.
PROFESSIONAL EMPLOYMENT STUDENT FAQ
- Does Envirotech team provide employment support services?
The short answer is YES. Envirotech Education provides several services to support, and develop, our students’ employment prospects.
Our Student Career Guidance Officer, Teila-Anne Butler, is available to take each of our students through the process of creating a resume fit for their selected industry. Teila-Anne has experience in developing career objective statements, cover letters, and specialised resumes. This enables her to teach our students how to create the best resume for themselves.
Teila can guide students in how to approach the tricky interview questions that are asked in each industry as well as make our students aware of their rights and responsibilities within each industry interview. Teila can guide students on what to wear, what questions to ask and how to follow up with their prospective employer after their initial interviews.
JOB SEEKING PLATFORM
During the Induction/Orientation program students are provided with access to Envirotech professional employment portal were students are assisted to set their professional portfolio and apply for different positions that suit their career development goals. The portal remains active for the duration of each student enrolment and until one year from the end of the student last enrolment with Envirotech. This platform also includes assistance in sourcing great Work placement and Internships that are industry and course relevant.
Below you can find a list for common asked questions by our agents:
1. Does the student need to make a deposit to get a COE?
Yes, a deposit is required in order to receive a COE*. Students on scholarship programs will have a ‘Nil’ deposit, and will receive their CoE without any payment. Please, contact our enrolments team for further information.
*Confirmation of Enrolment
2. How long will it take to get a COE from Envirotech?
As soon as all required documents are received, COE will be processed in a timely manner.
3. How long will it take to get an Offer Letter from Envirotech?
Once you complete the Online Enrolment Form, please send us an email identifying yourself as the student’s representative so we can direct all correspondence to you. Offers are normally being processed at the same day of the complete application being submitted
4. What are the visas Envirotech works with?
Envirotech has vast experience dealing with Student/ Working Holiday/ Partner visa holders and offshore applications.
5. How long is the processing time for a Student Visa 500?
Once the visa is lodged, Immigration allows one month for processing student visa applications both from onshore and offshore candidates. Please, refer to the DIBP Website for more information regarding visa processing time [https://www.border.gov.au/Busi/Educ/simplified-student-visa]
6. What documents does the candidate need to apply for Student Visa 500?
DIBP provides an online tool where you can see what evidences you will need to submit for your student’s visa application. Also, DIBP is entitled to ask you for additional evidence if necessary. You can access the tool here. https://www.border.gov.au/Trav/Visa-1/500-
7. What are the refund and cancellation policies?
Envirotech team is always on the move to provide Agencies and Students with the best customer service and experience. Each situation is assessed on a case to case basis. Please, refer to our refund policy here.
[link to Policies]
8. What OSHC provider does Envirotech work with?
Medibank is the official Envirotech partner. In the case that your students have their own preferences, you will be required to send a copy of the policy covering the duration of selected course in order to receive the COE.
9. How do I get the details about the schedule of courses my students will take?
You can access the courses details via this website, as well as our marketing materials. Our office team is always available to assist you with any enquires, so feel free to communicate directly to your Envirotech point of contact to receive any update regarding your students’ schedule. We will endeavour to keep you updated about our programs.
10. Where can the student find information about course details and fees?
Students can find all the details about the course of interest on the website by clicking here - http://envirotech.edu.au/en/faculties/
11. Where can I find the Student Handbook?
It is always available for our students to refer to on their e-learning platform account, but you can also download it here. Our Student Handbook contains important information that can instruct our new students about our school and community.
12. Why is Induction mandatory and how often inductions are conducted?
Inductions at Envirotech are every Friday, 9am and create a good foundation for the students who will be completing the course and sets the standards for the duration of their chosen course.
This involves a familiarisation with the program requirements, a tour of training facilities, an introduction to Envirotech staff, safety procedures, and information about student services, policies and procedures. It introduces students to the learning environment at Envirotech campus. International students will be provided with additional information about living in Australia, and the Gold Coast or Byron Bay area and will receive their Overseas Student Health Cover (OSHC) card and student card.
Students will also complete any Pre-Requisites required to a course program during their scheduled induction
13. What is the required attendance?
ELICOS* students must attend classes five days a week from 9am to 2pm and will be monitored to demonstrate 80% attendance.
VET** students must attend classes twice a week according to the courses’ timetable.
*English Language Intensive Course for Overseas Students **Vocational Educational Training
14. What is the minimum academic grade to pass the course?
Envirotech assessments are competency based. To be competent in the course, the students must successfully answer all assignments of each unit of competency. Quiz format requires to score 100% and written assignments at least 65%.
Students must complete all required units with a Competency grade to receive their national registered certificate.
15. How can I stay up to date with my students’ progress?
As a matter of confidentiality, you may only can acquire this information by contacting our student registrar for updates regarding your student progress. Envirotech will also copy you on warning letters for non- academic progress your student receive
[link to Contact Us]
16. Where can I find partner agents in my country?
Envirotech maintains an updated list of Registered Agents on the website. You can access here.
17. How can I access the figures about Envirotech Students?
We provide an exclusive portal for Agents where you can gather significant information about our current students’ ratio. Please, access here.
18. How long does it take to become a Registered Agent?
After completing the process, our contract administrator will assess your application, contact references, and send you your agent agreement. Once the contract is signed, you will become our official representative. Timeframe will depend on the quality of your application, your referees’ responsiveness and your completion of the agent application inclusive of agent training. Normally agreement will be signed within 3-4 days of all agency application process steps being completed.
19. Do I have to speak in English with Envirotech team?
While highly beneficial for all parties that communications, especially written are conducted in English, this is not a strict requirement. We have a qualified multicultural staff, most of which are fluent in at least two languages. This enables us to offer high level and personalized customer service in more than ten languages. Your regional international enrolment officer will most likely be able to talk with you in your language.
20. Can I use Envirotech promotional materials?
We have downloadable promotional materials via the link below. It is a legal requirement that any marketing materials agent use to promote Envirotech, that is not provided by Envirotech, MUST be approved by Envirotech before its use or distribution.
Promoting Envirotech using marketing materials that is not approved by Envirotech will represent a breach of agency contract.