02 _ Access, equity and enrolment policy and procedure

Purpose of the policy

This policy describes the practices and procedures by which Allara will ensure compliance with the relevant equal opportunity legislation detailed within this policy. Allara acknowledges its legal obligations under the relevant State and Territory equal opportunity laws, to ensure that our working and teaching practices are fair and equitable, and our learning environment is non-discriminatory.

Policy

Our Commitment to Access and Equity

Allara Learning is committed to providing a fair, equitable and inclusive learning environment for all prospective and enrolled students. We believe that everyone has the right to access quality vocational education and training, regardless of their background, circumstances, or identity.

Our policies and procedures are designed to eliminate barriers to participation and ensure that all individuals are treated with respect and dignity throughout their engagement with us.

Adherence to Anti-Discrimination Legislation

Allara Learning strictly abides by all relevant Commonwealth, state, and territory anti-discrimination legislation in Australia, including but not limited to:

Age Discrimination Act 2004 (Cth)
Disability Discrimination Act 1992 (Cth) and the Disability Standards for Education 2005
Racial Discrimination Act 1975 (Cth)
Sex Discrimination Act 1984 (Cth)
Australian Human Rights Commission Act 1986 (Cth)

We are committed to ensuring that no person is unlawfully discriminated against on the basis of protected attributes, including but not limited to: age, disability, race, sex, intersex status, gender identity, sexual orientation, religion, cultural or linguistic background, marital status, or pregnancy.

Promoting access and equity

Allara Learning actively promotes equity in access to, and participation in, vocational education and training through:

Ensuring fair treatment and equal opportunity to all existing and prospective students through open and fair and transparent selection procedures.
Assessing all students, regardless of background, circumstance or eligibility for funding, for entry to study through:
- the same published entry requirements, and
- the same process.
Ensuring all students who are eligible for funding under government programs and initiatives are:
- advised of this right upon application or interview for entry, and
- neither advantaged nor disadvantaged by their eligibility for any such program.
Ensuring all assessment from entry to the end of the course of study is based on merit on an individual, case by case basis.
Applying the principle of ‘reasonable accommodation’ in providing support for students from equity groups. This support is provided on an individual, case by case basis.

Pre-enrolment and enrolment practices

Clear and Accurate Information

Before enrolment, all prospective students will be provided with clear, accurate, and current information to enable them to make an informed decision about their training via:

The Allara Learning website
Company and/or course brochures
Pre-enrolment email templates

This information will include details about:

the training product,
fees, payment plans, refund conditions,
access to government subsidised training,
student obligations, the Unique Student Identifier (USI) scheme, and the requirement to provide the RTO access to their USI records,
student support services, and
any third-party arrangements that may affect their training,
how to apply for enrolment into the training product, and
eligibility for Credit Transfer (CT) or Recognition of Prior Learning (RPL)

We will provide this information in a manner and format that is accessible to all individuals.

Allara Learning will ensure marketing materials, websites, and pre-enrolment documentation are regularly reviewed and updated.

Our staff and other representatives will be trained to explain all terms and conditions clearly and to answer prospective students' questions comprehensively.

Minimum entry requirements for Training Products

The minimum requirements for entry into an Allara Learning training product, including the foundations skills levels, are published collectively:

On Allara Learning’s website www.allaralearning.com.au;
In relevant course marketing materials and brochures; and
In the Training and Assessment Strategy for each training product.

Eligibility for a Training Product

Allara Learning collects information about prospective students through a variety of lead generation processes inclusive of but not limited to:

Lead capture forms on the Allara Learning website, email campaigns and social media channels, or
Industry and employer networks, or
Job services and other community service providers (collectively service providers)

This information includes (at minimum) the prospective student’s full name (first and surname), email address, mobile phone or alternative phone, employer name (if applicable) and/or service provider name (if applicable).

On receipt of this information an Allara Learning support staff member, or other representative, will conduct an indicative assessment of the student’s eligibility to enrol in the training product and where relevant, their eligibility to access state government subsidies for their training.

This includes confirming:

Australian citizenship, residency status or Australian Visa study entitlements, and
Eligibility to undertake an apprenticeships or traineeship completed via an Australian Apprenticeship Support Network (AASN), and
Eligibility for state or territory subsidised training initiatives.

Suitability of a Training Product

Prior to enrolment, Allara Learning will review a prospective student's skills, including their language, literacy, numeracy, and digital proficiency (LLN&D), to advise them on the suitability of the training product for their needs and learning goals.

Allara Learning uses a pre-training review assessment process to identify a student's LLN&D capabilities and existing skills and competencies. This assessment will be used to determine if the student has:

completed and/or holds the pre-requisite requirements for the training product (if applicable), and
the minimum Australian Core Skills Framework (ACSF) levels required for the training product, and
the capacity to complete the training product.

Based on the assessment outcome, we will provide personalised advice, which may include:

approval for formal enrolment into the qualification if entry criteria are met, or
recommending additional support, a different training product, or external services if the chosen course is deemed unsuitable.

Should a surplus of applicants be received for training products with a cap on the number of available enrolments, places will be awarded on a first come, first served basis for applicants that meet the minimum entry requirements.

Refusal of entry

Allara Learning will not enrol a student into a training product if they do not possess the required foundation skills, unless appropriate and reasonable support can be provided to address the identified skills gaps.

Applicants who are refused entry to a training product have the right to appeal this decision through the complaints and appeals process. (See Allara’s Complaints and Appeals Policy and Procedures).

Access to Support Services

All enrolled students have reasonable access to support services, trainers, assessors and other staff to support their successful progress throughout their training product.

Allara Learning will identify and provide access to a range of support services, including academic support, learning support, and external referrals to counselling or other related support services as needed. Students will be informed about the availability of these services during the pre-training review stage, at time of formal enrolment and throughout their training.

We will ensure that trainers and assessors are accessible to students for consultation and support, with clear communication channels and defined response times for student queries.

We will monitor student progress and proactively offer additional support to those at risk of not completing their training.

Where support needs have been identified through the pre-training review process, the training facilitator is required to develop a training support plan in consultation with the student and other relevant stakeholders. A copy of the training support plan is saved in the student’s portfolio within the LMS.

Diversity and Inclusion

Allara Learning is committed to fostering a safe, inclusive and culturally safe learning environment that promotes and supports the diversity of all students. We will actively work to prevent and respond to all forms of discrimination and harassment.

Our learning environments, training materials and assessment methods will be designed to be inclusive and culturally sensitive for all, including First Nations peoples. We will engage with diverse student groups and community representatives to ensure our practices are responsive to their needs.

We will provide training to all staff on cultural competency and inclusive practices.

We have a zero tolerance policy for discrimination, harassment and bullying and have clear procedures for reporting and addressing any such incidents promptly and confidentially.

Student Wellbeing

Allara Learning identifies and responds to the wellbeing needs of our student cohort by implementing strategies and providing access to appropriate support.

Our trainers and assessors, student support staff, and other representatives are provided with training to recognise signs of distress and support the identification of students who may be experiencing personal, social, or emotional challenges that could impact their studies.

We will promote a culture of care and encourage students to seek help when needed.

We will provide information about, and access to, internal and external wellbeing support services, such as mental health support, counselling and community resources to students as and when needed.

Credit transfer (CT) or Recognition of Prior Learning (RPL)

Where identified through the pre-training review process, students may be awarded outcomes through either direct Credit Transfer (CT) or Recognition of Prior Learning (RPL).

Credit Transfer

Credit Transfer is available for students who have been awarded a statement of attainment for units of competency by any other Registered Training Organisation in Australia.

Students are required to provide certified copies of their statements of attainment, or previously acquired qualifications, during the pre-training review process to an Allara Learning representative for Credit Transfer to be applied to the relevant unit(s) of competency within their training plan.

Recognition of Prior Learning (RPL)

Students may complete the whole or part of the program through Recognition of Prior Learning (RPL).

Students may elect to complete the self-assessment and portfolio assessment tasks in place of completing formal training and assessment activities, case studies and projects. Prior to completing the RPL assessment tasks, the assessor is to interview the student to determine the appropriateness for undertaking an RPL assessment only pathway.

Refer to the RPL and credit transfer policy and procedure for further details of the RPL assessment and/or Credit Transfer process.

Training plans and contracts

The Training Plan

At the time of enrolment or within 6 weeks of enrolment, an Allara Learning representative will document and execute a formal training plan in consultation with:

the student,
the student’s parent or guardian (if student is under 18 years), and
the employer (if applicable).

Training Plans will be in the form (template) mandated by each state or territory.

The executed Training Plan is supplied to all relevant stakeholders and a copy is retained within the LMS.

Training Contracts (Apprentices and Trainees only)

Prior to finalising enrolment, an Allara Learning representative executes the Training Contract as applicable for the relevant state or territory:

ACT: The Notification of Business (NOB) is to be accepted in AVETARS within 10 days of notification and the date of training plan execution is recorded.
NSW: The Training Plan Proposal (TPP) issued by the AASN is signed, dated and returned to the AASN for processing.
QLD: Supervising Registered Training Organisations (SRTO) issued by the AASN is signed, dated and returned to the AASN for processing.

A copy of the Training Contract is stored in the LMS.

Enrolment procedures

Step 1 – Student leads (Prospective students)

The Allara Learning representative receives notification of prospective students. This occurs by:

A client providing a list of staff
A client or student submitting an enquiry via a website form

Step 2 - Indicative student eligibility checks

An Allara Learning representative completes an eligibility check. This occurs by:

Review of student information to confirm:
- Australian citizenship, residency status or Australian Visa study entitlements, and
- Eligibility for state or territory subsidised training initiatives.
- Apprenticeships Info Self Service (AISS) search (QLD only).
AASN review of student information to confirm eligibility to undertake an apprenticeship, or traineeship, completed via an Australian Apprenticeship Support Network (AASN).

Step 3 - Pre-enrolment email sent

An Allara Learning representative sends the prospective student an email using an email template provided within HubSpot CRM for the state or territory the student will be enrolling in. Email templates include the following information:

Instructions to complete the enrolment application
USI and providing access to the RTO to view the transcript
Identification requirements
The requirement to complete a pre-training review (LLN&D and Current Competency Assessment)
Mobile application for accessing the LMS
Training Plans
A link to the full course information page on the Allara Learning website
Subsidised training and relevant fact sheets

Step 4 - Application form received

When an online application form is submitted, the prospective student receives an email from axclerate@allaralearning.com.au. This email includes instructions for:

Creating their student portal account for the LMS aXcelerate, and
Completing the pre-training review.

An Allara Learning representative reviews the student application to confirm required supporting evidence/documents have been received. The minimum evidence requirements include:

Photo identification to verify student identity and age
Evidence of Australian citizenship, residency and/or Australian Visa study entitlements
Evidence to verify student’s residential address.

Additional supporting evidence may include:

Evidence for concessional fee status (for subsidised training)
Prior education records for application of Credit Transfer.

Step 5 - Pre-training review

Prior to a student being enrolled into the full qualification learning plan, the prospective student is required to complete the pre-training review tasks contained within the training products pre-training review learning plan. This includes:

the Training with Allara Learning module,
a Language, literacy, numeracy and digital literacy (LLN&D) assessment, and
a Current Competency assessment.

The Allara Learning Training Facilitator is to review the students LLN&D and Current Competency assessments and:

identify the students indicative ACSF exit levels, and
determine their suitability for enrolment into the qualification.

Indicative ACSF exit levels are recorded in the Assessors ACSF evaluation checklist for the relevant qualification level.

Step 6 – Pre-training review outcome

The prospective student is notified of the pre-training review outcome and their suitability for enrolment via email. Email templates are provided within the aXcelerate LMS. Pre-training review outcomes may include:

Approved for enrolment without support (go to next step), or
Approved for enrolment with additional support services provided (go to next step), or
Not approved for enrolment based on eligibility or LLN&D (end process).

Step 7 - Student formal enrolment

Approved students are formally enrolled into the selected training product. The formal enrolment process includes:

Creation and execution (signing) of the formal training plan
Execution of a training contract for a traineeship or apprenticeship (if applicable)
Issuance of Credit Transfer for previously attained units of competency (if applicable).

Where support needs are identified during the pre-training review, the Allara Learning Training Facilitator is to create a Student Support Plan (SSP) in consultation with the student, their parent or guardian (if applicable) and other relevant stakeholders.

Step 8 - Training commencement

The Allara Learning representative in consultation with the student, their employer and the Training Facilitator develop a training delivery schedule in accordance with the training products and Training and Assessment Strategy (TAS).

The Allara Learning Training Facilitator provides the student with information and requirements for to the first scheduled training session.