Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Policy Name
Student Definition, Eligibility and Enrolment Process Policy
Policy Group
Educational Policies > Students > Student Admission
Policy Reference Number ED.01.05.11 – 005
Purpose
To define categories of ‘student of CIT’ and their eligibility to be a student, and the process for
applying and enrolling in CIT programs.
Scope
This policy covers all persons who have access to apply and enrol into programs at CIT. It does not
include Adult Continuing Education programs.
This policy replaces
•
•
•
•
•
Eligibility for Admission to CIT as a Domestic Student Policy.
Definition of a Student Policy.
Student Application and Enrolment Policy.
Online Enrolment (Interim Policy).
CIT 100 Point ID Checking (Interim Policy).
There are separate policies covering
•
•
•
Guaranteed/youth commitment Entry.
International Students Administration and Fees.
Students Under 18 years of Age.
Definitions
See page 17 onwards.
Principles
1. A person becomes a student of CIT when he/she has completed the process for a first
enrolment to a program of the Institute or has delegate approval for a CIT Card as per the
CIT Card Policy.
2. A person becomes an ex-student of CIT and forfeits their student rights if he/she
a. Has not enrolled into classes for 12 months and/or
b. Has a restrictive hold on their record for six consecutive months or more.
3. A person may apply for a program online or submit a hard copy of the Application Form to
CIT Student Services.
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 1 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
4. General Admission applications are not available for International Students.
5. Online applications and enrolments are not available for:

International Students

School based students.
6. Under 17 year olds and apprentices may not apply online. Some exceptions may apply at
the discretion of the Head of Department.
7. Class numbers are restricted in some instances. Student registrations will be accepted until
the maximum allowed for that CRN is reached.
8. All students are able to enrol into subjects using CIT Self Service after they have been
admitted into the program.
9. If the student has completed an Application, they may be required to attend an enrolment
session before their place can be confirmed.
10. At enrolment (either online or face to face) a person will:

be provided with information about the program, including dates, times and place of
classes

demonstrate eligibility for enrolment

provide evidence of meeting entry requirements if required

provide required identification documents

enrol in classes.
11. The student's enrolment is formalised by completing and submitting an enrolment form to
CIT Student Services or online through CIT Self Service.
12. Finalisation of enrolment for Australian Apprentices will occur at completion of the Training
Contract, Notification of Business, the LLN assessment and the Training Plan.
13. A person may enrol by having a proxy attend in their place. The proxy must have a letter of
authority signed by the individual seeking admission, and be able to present documents
which show that the individual meets the entry requirements and can provide proof of ID.
Certified copies of identification documents will be required or an identification hold will be
applied to the students' record.
14. Students are able to assess their qualifications and skills against the entry requirements for
each program as detailed in the handbook. College staff will confirm that students meet the
entry requirements for all VET FEE-HELP qualifications according the VET Guidelines. For all
other programs, if a person does not meet the entry requirements, they may be admitted
into a program with approval of the College Director
15. From semester 1, 2015 all new and continuing CIT students must have a Unique Student
Identifier (USI) number to enrol into a CIT program, except in the following instances:
a. The individual is an offshore international student studying outside of Australia
b. The individual has a genuine personal objection to being assigned a student
identifier, such as in instances where it would conflict with defence or national
security legislation and/or jeopardise the security or safety of defence, border
protection, customs, national security or police personnel
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 2 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
(See Procedure 8, page 17 for instructions on how to apply for exemption).
16. CIT will offer a streamlined process for
a. an apprentice whose details are supplied by the Training and Tertiary Education
Branch (TaTE) of the ACT Education Training Directorate.
b. a student who is sponsored by their school or college provided the applicant meets
the program entry requirements. The school or college will verify the applicant's
identity and residency status when the Enrolment Form is completed at the school
or college.
c. a person who is sponsored by their employer, provided the applicant meets the
program entry requirements.
17. Restrictive holds may be placed on a students' record impacting their ability to enrol,
continue or graduate for a range of reasons including:
a. Overdue fees
b. Overdue library books
c. Proof of identity not provided
d. The need to contact the College Director and/or Student Support Staff before
continuing study.
18. A student is able to change their enrolment:
a) by submitting a completed Enrolment Variation Form with relevant identification
documents in person to CIT Student Services, or
b) online through CIT Self Service (with the exception of international students/ School
based students) if it is before the invoice due date and either before they have paid
or before they have applied for FEE-HELP/VET FEE-HELP. If it is after the invoice due
date or after they have paid or after they have applied for FEE-HELP/VET FEE-HELP a
student can only withdraw from a subject as outlined in principle 19a, or
c) by emailing the withdrawal from subjects to CIT Student Services.
19. Students are not able to change their enrolment (i.e. add or withdraw from classes) online
through CIT Self Service two weeks after start of semester for any classes that have term
based delivery (TRAD CRNs). After this date a student can only change their enrolment as
outlined in the preceding Principle.
20. Students who wish to re-enrol in a subject they have already successfully completed, will be
charged on a cost recovery basis.
21. Only students deemed a student of CIT under the principles in this policy, e.g. financial
students or students with a valid CIT card, can access the Institute's educational services.
22. If CIT or CIT Solutions is contracted by an organisation to provide training to a number of
their staff and if any of their nominated staff have a pre-existing restrictive hold(s), the
hold(s) will be lifted for enrolment and graduation relating to the contracted training as long
as the invoice is in the name of the organisation. Holds will be automatically reapplied. This
does not apply to RP holds.
23. Domestic Students can access a place in either Government subsidised programs or full fee
programs. This is subject to availability of the place in the program. Domestic students
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 3 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
should provide identification showing they meet the definition of a Domestic student at the
time of enrolment.
A list of acceptable identification documents is detailed at Procedure 1.
24. Prior to this policy some temporary domestic students were able to access full-fee places.
However these students are no longer able to access full-fee places in Australia. This is
outlined in the Department of Immigration and Border Protection visa requirements.
Students who fall into this category and have already applied, been accepted, enrolled into a
subject and commenced a program of study in a full-fee place can continue studying that
program in a full-fee place until the end of semester 2 2015 or until the end of that program,
whichever comes first.
Any student in this category commencing a new program or level of study after the date this
policy commences is required to enrol through ISU.
Temporary Domestic Students are not eligible for ACT Government fee assistance.
25. CIT will offer FEE-HELP and VET FEE-HELP to eligible students enrolled in eligible FEEHELP/VET FEE-HELP programs in accordance with the Higher Education Support Act 2003
(Cth), the VET Guidelines and the VET Administrative Information for Providers.
26. CIT is committed to supporting the access and participation of migrants and refugees from a
non-English speaking background in vocational education.
Asylum seekers on temporary visas with an ACT Services Access Card may access one
semester of free English classes subject to eligibility confirmed by the College Director,
referral through a support agency such as Red Cross, Companion House or Canberra Refugee
Support and availability in the program. This is conditional on current visa categories.
27. Persons other than Domestic students may apply for and, providing they meet all entry
requirements, enrol in CIT programs through the CIT Solutions International Services Unit.
28. International students must first be admitted to a program by the International Services Unit
before an enrolment can be processed by CIT Student Services.
Guaranteed entry exists for some categories of future students, refer Guaranteed Entry
policy.
Delegations
Delegation Manual
Delegation Number
Delegation
Delegate
Educational
Delegations Manual
8.04
Approve enrolment of
student who does not
meet the program entry
requirements, to a
program in their College.
Not applicable to VET
FEE-HELP programs.
College Director
GM CIT Solutions
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 4 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
8.07
Approve addition of
classes to a student’s
Registration Record.
College Director
GM CIT Solutions
Head of Department
Course Coordinator
8.08
Approve withdrawal from
a subject 4 weeks AFTER
the start of the subject.
College Director
GM CIT Solutions
8.14
Approve access to basic
English classes for eligible
asylum seekers.
College Director
Executive Endorsement
Version
Number
Date Endorsed by Executive
Management
Review Process (Initial Policy, Major
001
12 September 2012
Initial Policy
002
January 2014
Minor Amendment
003
31 July 2014
Minor Amendment
004
14 October 2014
Minor Amendment
005
September 2015
Minor Amendment
Review or Minor Amendment)
Review Date
This Policy is due for review by September 2016 or when changes to work practices or the Authority
Source noted below render the policy out of date.
Minor amendments do not alter the review date.
Documentation
Authority Source
Related Documents
CIT Educational Policies:
General Student Fees Policy
Guaranteed Entry
Unsatisfactory Academic Progress Policy
Fees Refund Policy
Higher Education Support Act 2003 (Cwth)
VET Administrative Information for Providers
VET Guidelines
Concessions Policy
Student Fee Payment Plan Policy
Supporting Guide
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 5 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Accountabilities
Policy Owner (Lead Coordinator:
Deputy Chief Executive
Responsible for major review and
any amendments and recommends
sign off by the Chief Executive)
Contact Officer (Responsible for
Director, CIT Student Services
input and advice to the policy)
Mandatory Consultation
I approve this policy.
____________________________________
Chief Executive Officer
____________________________________
Date
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 6 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Procedures
Procedure 1 – Identification Documents (ID) Checking
Original or certified copies accepted
Current at May 2015
A. NEW STUDENTS TO CIT
Step 1: Determine whether the student is “Domestic” or “International”
A student is considered domestic if they can provide one of the following:
o a green Medicare card (not yellow or blue) or
o notification of business (apprentices only) or
o any one of the documents listed in Table 1 in Step 3.
Students unable to provide evidence that confirms them as a domestic student should be referred to
the International Student Unit (ISU). International students cannot be enrolled without first applying
through ISU, where their identity will be checked. Refer to Step 2 Section B for details of identity
check requirement for International Students.
Step 2: Confirm the identity of the enrolling student
A) Domestic Students
All new domestic students must confirm their identity and eligibility by providing three separate
forms of ID (which can include ID already provided in Step 1 above). This must include:


At least one form of photo ID (see suggested list below) and
At least one form of ID providing the student’s date of birth
Suggested forms of ID are listed in the table below:
1. Suggested forms of photo ID
A current Australian or New Zealand passport
A current passport showing the student has an Australian permanent resident humanitarian visa
A current employee ID card issued by Government authority or Public Service
A current licence issued under Australian law (e.g. driver’s licence, or other government issued licence which
contains a photo).
A current Tertiary institution ID card
A current Proof of age card
A current High school or college ID card
A current international driver’s licence
2. Suggested forms of ID with Date of Birth
Drivers Licence
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 7 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Birth certificate
Passport
School ID card
3. Suggested forms of other ID without photo
A birth certificate or extract birth certificate
Australian or NZ Citizen Certificate
Green Medicare card (can include Medicare card displayed through the Medicare app)
Notification of Business (apprentices only)
Social Security, Health Care or Pension Card
A telephone bill or rates notice in the students’ name
A financial institution statement or debit /credit card in students’ name. If using more than one of these each
one must be issued by a different financial institution
Formal documentation from Department of Immigration and Citizenship confirming permanent residence
B) International Students
International Students cannot apply and/or enrol online. Their identity is checked on application by ISU so
only need to provide one form of photo ID when enrolling:
Current passport or
CITCard
Step 3: If enrolling into an eligible VET FEE-HELP program, check if the
student is eligible for a VET FEE-HELP loan
VET FEE-HELP is available in eligible VET FEE-HELP programs for Australian citizens and those on
Permanent Humanitarian Visas. Regardless of whether the student intends to apply for a VFN loan or
not, CIT must report the student’s eligibility to the Department of Education. Therefore, students
enrolling into eligible VFH programs must provide one of the following forms of ID, which will be
recorded on Banner:
Table 1
Australian Citizen



Australian passport
Australian birth certificate
Australian citizenship certificate or
Naturalisation Certificate
Permanent Resident


Certificate of Evidence of Resident Status
Permanent resident Visa
New Zealand Citizen



New Zealand passport
New Zealand birth certificate
Certificate of New Zealand Citizenship
Permanent Humanitarian Visa
Visa subclass:
200 – 217
200 – 217
809
809
866
866
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 8 of 23
200 – 217
809
866
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
B. CONTINUING STUDENTS
A current student of CIT can be enrolled into any program by providing a current CITCard for identity purposes.
However if that program is an eligible VET FEE-HELP program, the student will be required to provide
citizenship evidence as per Step 3 above if it is not already recorded in Banner.
Students applying and re-enrolling into any program online using CIT Self Service

CIT ID and system PIN (A hold may be placed on the student’s account if citizenship is not
confirmed in Banner for eligible VET FEE-HELP program enrolments)
Students re-enrolling into an eligible VET FEE-HELP program on paper


Provide 1 form of photo ID listed under suggested forms of photo ID – current CITCard
preferable
If not already confirmed, confirm citizenship status
Students re-enrolling into a non-eligible VET FEE-HELP program on paper

Provide 1 form of photo ID listed under suggested forms of photo ID – current CITCard
preferable
Temporary domestic students enrolling on paper form

Provide a current passport showing a temporary visa awaiting permanent residency (Includes
subclass 300 and 309)
Students classified as temporary domestic students can continue studying in their current program in a full-fee
place until the end of semester 2 2015 or until the end of that program, whichever comes first.
International Students can only re-enrol on paper form and require one form of Photo ID


Current passport OR
Current CIT card
Students who are unable to meet the identification requirements will need to contact CIT Student Services. CIT
Student Services Managers, Team Leaders or Assistant Team Leaders will determine what evidence will be
sufficient to prove identity.
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 9 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Procedure 2 - Enrolment via the Application
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 10 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Procedure 3 - Enrolment via an Enrolment Session
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 11 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Procedure 4 - Apprentices
Individual makes an enquiry
about Apprenticeships
Individual makes an enquiry
about Apprenticeships
CIT SS contacts the individual to give
advice on the process to become an
apprentice and enrol at CIT
Application submitted online or to the CIT SS
CIT receives a Notification of
Business (NOB) from the Education
and Training Directorate
Training Initiatives Unit emails NOB to Head
of Department/Delivery Support who make
contact with student and provide advice on
enrolment
CIT SS process application and enter
details on Banner (see Procedure 5 –
Banner procedure)
If a student is applying for admission as an
apprentice, the CIT SS verifies the
apprentice’s status
CIT SS emails applicant list to relevant
Head of Department/delivery support
staff to arrange an interview time and
evidence needed
HOD is advised and arranges for a CIT
staff member to meet with and enrol the
apprentice




Apprentice attends an enrolment session to:
Complete an enrolment form
Provide identification and evidence of Local Student status
Receive an invoice and schedule of classes, if sponsored student
completes a sponsorship authority form
Arrange for completion off LLN assessment & have an RPL discussion
Enrolment is finalised at completion of Training Plan which
is within 8 weeks of receiving NOB
Apprentice pays fees or liability transferred to third party.
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 12 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Procedure 5 – Banner Enrolment Procedure
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 13 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Procedure 6- Holds
A student can receive a hold for many reasons including overdue fees, changed address, unacceptable
behaviour and overdue library books to name a few. Holds can also be used when a student must talk to CIT
Student Support Staff/College Directors/Senior Managers/Executive Directors or the Chief Executive before
proceeding with further study at CIT or when confirmation of details is required.
Depending on the type of hold that is applied to a student’s account, the hold can:
•
•
•
•
•
Stop registration into a CRN
Stop access to Transcripts
Stop the student’s participation in Graduation
Stop any ‘Additional’ fees from being applied to the student’s account
Stop the viewing of grades by the student using CIT Self Service
The following Banner Holds can be placed on student records. Contact the Banner team for more information.
Code
Description
AC
AD
AR
BD
CA
CS
FD
ID
RM
IS
LH
OC
PU
FA
RP
SM
FE
XP
UH
Accommodation
Application-Identity Hold
Accounts Receivable Hold
Bad debt – Write Off
Collection Agency Hold
CIT Solutions Hold
FRMS Debt Hold
Identity Hold
Returned Mail
International Student hold
Library Hold
OLSAS Conversion
Record tagged for deletion
Centre Hold
Enrolment Pathway needed (see procedure below)
Hold, refer to Systems Manager
Fee Exempt – Refer to SOQHOLD for reason
Fee exempt –invoice is forwarded to Office of the Chief Executive
Unique Student Identifier Hold
Enrolment Pathway (RP) Hold
An Enrolment Pathway Hold (RP) is manually placed on a Student Banner Account by Banner Assist upon
request from CIT Student Support Staff/College Directors/Senior Managers/Executive Directors and/or Chief
Executive. It is used when a student must talk to a CIT Student Support Staff/College Directors/Senior
Managers/Executive Directors and Chief Executive before proceeding with further study at CIT. This type of
Hold prevents enrolment.
In order for staff to place this Hold on a Student Banner Account, they must –
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 14 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.

Ensure they have the Delegation to place the Hold on the Account or seek the approval from their
Delegate.

Create an Institute File or CRM to store any relevant information regarding the Hold being placed on a
Student Banner Account. To access an Institute File staff need to contact the Records Management
Unit. The files may be kept in the relevant areas of the Institute and access can then be provided to
the files to relevant Delegates for these types of Holds as required.

Contact Banner Assist to implement the Banner Hold. The Banner Hold description needs to contain
the Title of a Position (not your name), the acronyms for this are provided by the Banner Assist Team,
for example, Student Support Staff (SSS) and the number of the Institute File which has been created
to provide background as to why a Hold has been placed on the Student Banner Account.

A report for these types of Holds needs to be run on a monthly basis to maintain an up to date
register for areas such as CIT Student Services, Student Support areas and the Executive Staff Support.

If formal complaints are made, the process should be for staff to check if an Institute File exists for the
student and whether or not a RP Hold has been placed on the Student Banner Account.

Only staff with the relevant Delegation can authorise Banner Assist to remove an RP Hold. If the Hold
is removed an explanation as to why the Hold has been removed is to be recorded on the relevant
Institute File.
Refer to Banner 8 Quick Guides:


Students with Holds Report (All Colleges)
Students with Holds Report (Single College)
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 15 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Procedure 7 – FEE-HELP/VET FEE-HELP Enrolment Process
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 16 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Procedure 8 – USI Exemptions Process
1. Individuals may apply for an exemption by going to the government website at:
http://www.industry.gov.au/skills/NationalReportingforRTOs/Pages/NationalReportingP
olicyLegislationandStandards.aspx.
2.
Once an exemption notice is received, it should be brought in to Student Services.
3.
CIT must then phone the Skilling Australia Information line on 133873 to confirm
exemption and to obtain a special code for use instead of the USI in AVETMISS reporting.
4.
VET qualifications or Statements of Attainment may now be issued to the exempt
individual.
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 17 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Definitions
Admission
A student is admitted into the program when they present their enrolment
form for processing at CIT Student Services or when they have applied online
via Direct Access. Students may also be admitted to a program for the purpose
of Skills Recognition.
Application Form
A standard online or hardcopy form, completed by an applicant, to apply for
admission to a CIT program.
Application Types
Types of applications that students may choose if applying. They are:
Apprenticeship – student applies for an accredited program using application
form (online through CIT Self Service or paper). The application is processed
automatically when it is submitted. The applicant is then contacted by the
Training Initiatives Unit to verify their entry as an apprentice.
Bachelor- for all Bachelor programs- when appropriate the student applies for
an accredited program using application form (online or paper). The
application is processed automatically and the applicant is contacted by
Student Services/Education Delivery area regarding the next step in the
enrolment process.
Nursing – for the Diploma of Nursing – the student applies for the Diploma of
Nursing and the application is automatically processed. Human Services
Department check the application against the entry requirements and then
offer suitable applicants a place in the program. Applications are processed in
the order in which the applicant applied.
Private – for all full-fee programs excluding those programs using the Skills
Training application type. Student applies for a program online through CIT
Self Service, is immediately and automatically admitted, and then can go on to
enrol online.
Public – for all government subsidised programs. The student applies for a
program using the online application form via CIT Student Self Service or via
the paper form. They are immediately and automatically admitted into the
program and can then go on to enrol online.
Skills Training – for short commercial programs where the Services and
Amenities fee does not apply – the student applies for a specialised full-fee
program and is immediately and automatically admitted, and then can go on to
enrol online.
Apply
To seek admission into a program.
Banner
The CIT Student Information Management System.
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 18 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
CIT Identification
Number
The number applied to a student on the CIT Student Information Management
System.
CIT Student Card
Identification card issued to a student from the CIT Student Card system.
CIT Self Service
Part of Banner where students can access their own records and apply and/or
enrol.
CIT Student
Services (CIT SS)
Where students can get information on CIT services and apply and enrol into
programs. This includes CIT Gungahlin and CIT Tuggeranong
CRN
Class Reference Number defines the course, day, time and location the subject
is delivered
Educational
Services
These include teaching, learning and assessment for each subject, and all
learning and student services.
Eligible FEE-HELP
Program
A domestic fee paying course of study leading to a higher education award (e.g.
Bachelor Degree, Graduate Diploma etc)
Eligible FEE-HELP
Student
for current eligibility refer to www.studyassist.gov.au
Eligible VET FEEHELP Program
A VET course of study that leads to a diploma, advanced diploma, graduate
certificate, graduate diploma or a qualification specified in the VET Guidelines
Eligible VET FEEHELP Student
for current eligibility refer to www.studyassist.gov.au
Enrolment (Enrol)
Registration in a subject on Banner.
Enrolment Form
A form, either online or paper, to be completed by a person wishing to enrol at
CIT. The form identifies the student and the classes in which the student is
enrolling. In cases of online enrolment the person will have already been
admitted into the program. In cases of paper forms the person is usually
admitted into the program on presentation of the enrolment form at CIT
Student Services. Once signed, or submitted (online forms) it commits the
student to pay the fees associated with the enrolment unless he/she
withdraws either online or in writing before the invoice due date.
Enrolment Session Where the student can find out information regarding a program and how to
enrol in the program. This information may be presented online.
Enrolment
Variation Form
A form, either online or paper, to be completed by a currently enrolled
student, which identifies the student and the details of the classes from which
the student is withdrawing and the classes that he/she is adding (enrolling).
Once signed, or submitted (online forms) it commits the student to pay the
fees associated with added classes unless he/she withdraws either online or in
writing before the invoice due date.
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 19 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Entry
Requirements
The minimum standard to be met by students to be admitted to a program.
Some entry requirements are recommendations for student success, while
others are compulsory for program entry. Entry requirements may include a
level of previous education (and in some cases specific courses) or mature age.
For some programs other requirements such as an interview and/or portfolio
may be required. Entry requirements are determined during the process of
program development, approval and accreditation. Entry requirements are
checked by the teaching College.
Finalisation of
enrolment for
Australian
Apprentices
Enrolment for Australian Apprentices is finalised at completion of the Training
Contract, Notification of Business, the LLN assessment and the Training Plan.
Full Fee Place
(Commercial)
The full cost of a place in a program. Not Government subsidised. Concessions
cannot be applied to the program fee. If the student is not eligible for VET FEEHELP/FEE-HELP, payment plans can be applied to the student fee and service
and amenity fee. FEE-HELP/VET FEE-HELP is available to eligible students in
eligible programs for the student fee.
Government
Subsidised Place
(Profile)
A Government financially subsidised place in a program. Concessions can be
applied to the profile fee. If the student is not eligible for VET FEE-HELP/FEEHELP, payment plans can be applied to the student fee and the service and
amenity fee. FEE-HELP/VET FEE-HELP is available to eligible students in eligible
programs for the student fee.
Identification
Documents
Documents required to be shown at the enrolment session or enrolment. In
cases of online enrolment these may be provided after enrolment.
International
Services Unit (ISU)
Is responsible for the recruitment and ongoing support of international
students studying or intending to study at CIT.
Invoice Due Date
The payment due date listed on the student invoice.
For students enrolled in eligible FEE-HELP/VET FEE-HELP programs the invoice
due date for student fees will be the programs census date.
A student is liable to CIT for the fees associated with their enrolment unless
they withdraw in writing, transfer the liability of the fees on to a third party
(sponsored) or apply for FEE-HELP/VET FEE-HELP before their invoice due date.
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 20 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Language, Literacy Component of foundation skills.
and Numeracy
a) Language – refers to the understanding and use of spoken and written
(LLN)
English.
b) Literacy – refers to the integration of listening, speaking, reading, writing
and critical thinking. It incorporates numeracy and it includes the cultural
knowledge that enables a speaker, writer or reader to recognise and use
language appropriate to different social situations.
c) Numeracy – refers to the ability to use mathematics effectively to meet the
general demands of life at home, in paid work and for participation in
community and civic life.
Mature Age
A person who turns 20 years of age before or during his or her first year of
enrolment. (For ACT Year 12 students the BSSS definition applies).
Notification of
Business (NOB)
Electronic process by which the Directorate advises the RTO it has been
nominated as the training provider on a National Training Contract.
Profile Fees
Fees which apply to the Government subsidised programs and/or subjects in
which a student has enrolled as determined by the ACT Minister for Education.
Program
A collection of subjects and units of competency that constitutes a defined
body of training for a specified purpose. A program may be further specified as
an Award or a non-Award program.
Program Fees
Fees which apply to the full-fee programs and/or subjects in which a student
has enrolled as approved by the Chief Executive or delegate.
Restrictive Hold
A marker applied to a student’s record on Banner. Restrictive holds restrict
students from one or more of the following services: accessing Library
resources, enrolling in further subjects, attending classes and accessing results,
graduating from a program.
RP Hold
An Enrolment Pathway Hold (RP) is manually placed on a Student Banner
Account by Banner Assist upon request from Student Support Staff/College
Directors/Senior Managers/Executive Directors and/or Chief Executive.
It is used when a student must talk to a Student Support Staff/College
Directors/Senior Managers/Executive Directors and Chief Executive before
proceeding with further study at CIT. This type of Hold prevents enrolment.
Services and
Amenities Fee
The amount listed on the student invoice which incorporates the CIT Student
Association (CITSA) service fee and CIT facilities fee. The service and amenity
fee can have a concession and/or payment plan applied to it. The service and
amenity fee is not covered by a FEE-HELP/VET FEE-HELP loan.
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 21 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Student Fee
The amount listed on the student invoice which incorporates the program or
profile fee, any non-discretionary material fees and any excursion fees
associated with the enrolment. A concession can only be applied to profile
fees. A payment plan can be applied to the student fee. Eligible FEE-HELP/VET
FEE-HELP students in eligible FEE-HELP/VET FEE-HELP programs can apply for a
FEE-HELP/VET FEE-HELP loan for the student fee.
Student of CIT
As stated in Principle 1 of this policy.
The following definitions define subsets of Student of CIT, and are statuses that occur in parallel with
the above definitions.
Continuing
Student
A student who meets the criteria of a Student of CIT and is enrolling into
further study at CIT. This can be determined by sighting a current CITCard.
Currently enrolled
student
A person who has been admitted to a program of study, has not completed
that program and has enrolled into classes. These people are entitled to all of
the rights as listed in the online Student Information Guide.
Ex Student of CIT
As stated in principle 2 of this policy.
Financial student
A currently enrolled student who has paid in full; or has transferred the liability
of the fees on to a third party (sponsored); or has applied for FEE-HELP/VET
FEE-HELP for all of the fees and charges for which they are liable.
Full-time student
A currently enrolled student who has enrolled for classes with a nominal study
load of at least 15 hours per week or totalling more than 270 hours per
semester, or who has enrolled for classes totalling less than 15 hours (270
hours per semester) nominal study load per week but deemed to be full-time
by the College Director responsible for the student’s primary program.
International
Student
A person who is on a visa (including visa subclass 820) which does not classify
that person as a Permanent Resident of Australia.
Domestic student
A person who is an Australian or New Zealand citizen, a permanent Australian
resident or holder of an Australian permanent resident humanitarian visa (see
Procedure 1 for Approved list of Identification documents).
Non- Financial
Student
A currently enrolled student who has not paid in full; or has not transferred the
liability of the fees on to a third party (sponsored); or has not applied for FEEHELP/VET FEE-HELP for all of the fees and charges for which they are liable.
Not currently
enrolled students
A person who has been admitted to a program of study, has previously
enrolled in classes, but not completed that program and is currently not
enrolled into classes. If these people hold a current CITCard they are entitled to
access some Institute services such as CIT Library and CIT Counselling. If they
do not hold a current CITCard they are not entitled to any Institute service.
Part-time Student
A currently enrolled student who is not deemed to be full-time.
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 22 of 23
Date created: 12 September 2012
Date updated: September 2015
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Sponsored
Student
Sponsored students have their fees paid by a third party. After a student has
submitted a completed sponsorship form, the student is treated as fully paid
regardless of whether payment has actually been received.
Restricted
Student
A currently enrolled student who has a restrictive hold against their student
record for a period of less than six months.
Temporary
Domestic Student
A current student of CIT who is on a temporary visa who is awaiting permanent
residency (including visa subclasses 300 and 309).
From the date this policy comes into effect, a person who is on a visa subclass
300 or 309 and is not a student of CIT but wishes to become a student of CIT is
classified (and should be admitted) as an international student as per principle
24 of this policy.
TIU
CIT Corporate Services Training and Initiatives Unit.
Training Plan
Documented program of training and assessment for an individual student. It is
developed by a RTO in consultation with the student and, where required by
the training initiative, by the employer, as the basis for training and assessing a
person undertaking a training course or qualification.
Unique Student
Identifier (USI)
An number issued by The Federal Government that enables students to access
their full transcript of all of the accredited VET training they have undertaken
from the time the USI came into effect in semester 1, 2015.
Student Definition, Eligibility and Enrolment Process Policy
Contact officer: Client Relationship Manager, CIT Student Services Page 23 of 23
Date created: 12 September 2012
Date updated: September 2015