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Terms and Conditions - Australian Institute of Personal Trainers (VET Schools Program)

Introduction

The Australian Institute of Personal Trainers is a registered training organisation (RTO Code: 22557) under the Australian Skills Quality Authority (ASQA). This ensures that we comply with the standards of the VET Quality Framework and Standards for Registered Training Organisations (RTOs) 2015 at all times.

The principles of natural justice and procedural fairness are incorporated at all levels of our operation. As an RTO, our course policies and procedures meet the requirements and stipulations of all Commonwealth, State, and/or Territory Legislation relevant to our scope of operation.

As an RTO, AIPT is committed to delivering fair, reasonable, and ethical dealings in all of our undertakings, including:

·         Client information

·         Confidentiality/Privacy

·         Complaints and appeals

·         Training standards

·         Access and equity

This document outlines important information regarding your course, the terms and conditions of your enrolment, your rights and responsibilities, and our obligations to you. Please read the information within your Student Handbook carefully as it is a condition of enrolment that you have read, understood, and accepted this information. In accepting the following terms and conditions, you are also ensuring that the information you provide to AIPT is true and correct.

Student Support

You have now become part of a REAL education team with AIPT, one of Australia’s leading registered training organisations.

Course Support

The Australian Institute of Personal Trainers (AIPT) is dedicated to supporting students throughout their theory and practical studies, and once enrolled, you will receive a welcome email that will outline the support available to you. In addition to support from AIPT, you will receive support from your teacher and VET coordinator at your school. They should be the first people whom you contact when you need assistance and support. As well as the support from your teacher and VET coordinator, you will be able to access support via email, phone, and online. Please note that it is your responsibility to contact AIPT if you require support or assistance. The welcome email will also provide you with your account details to our industry leading My eCampus. This is for your personal use only.

Barriers to Course Completion

Before you commence your studies, it is important that you identify any potential barriers that might prevent you from successfully completing your course. Some to consider are:

  • Access to a computer, Internet, and an active email address
  • Computer competency
  • For certificate courses, Year 10 or equivalent level of reading, writing, and comprehension
  • Access to suitable resources (e.g. video camera) depending on the course you are studying
  • Time to complete the assessment items
  • Access to a workplace depending on the course you are studying. It is your school’s responsibility to provide access to a workplace for you to complete your course. Please contact your VET coordinator regarding this.

Your Support Team

Your School’s VET Coordinator

Your school’s VET Coordinator should be your first point of contact for support. They will contact AIPT if there is any support with which they cannot help you.

Your School Teacher

Your assigned VET school teacher is a specialist within the VET course that you have chosen. They can help you with completing your units. Your teacher has extensive experience in the industry and can assist you with your learning needs. They may be able to provide you with one-on-one coaching sessions to assist you when required.

Your Student Support Officers

We have a dedicated team to assist you with your learning needs. Our student support officers (SSO) provide assistance around accessing your learning platform along with maintaining regular contact with you. Their job is to help you graduate, and they will find a solution for any situation to ensure that this can happen. Make sure to stay in touch throughout your studies!

Your Specialists and Assessors

We have a specialised group of people that can help you with completing your units. Our specialists have extensive experience in the industry and can assist you with your learning needs. We offer one-on-one coaching sessions via phone or Skype to assist you. We are here for you!

Your Support Plan

We have a plan to stay in contact with you. Why? Because we care, and we want to make sure you succeed. The purpose of your support plan is to ensure that you are progressing through your course. You will receive a welcome email from our SSOs as soon as your enrolment has been processed. This email contains the details for My eCampus as well as how you can access specialist student support. If you don’t receive the welcome email, we may have incorrect details for you, so please contact us via our details as given at the end of this section.

Your Study Plan

To assist with progressing through your course, you can generate your own personalised study plan in My eCampus. How to do this is covered in the induction to your course. The study plan is a structured plan that allocates a manageable study timeframe for the units that you’re studying. This allows you to plan, manage, and structure your course for completion within the allocated timeframe for your course. We find that students love this plan as it not only keeps them on track, but there is also flexibility in there for a break from study.

Your Learning Platform

At AIPT, we are committed to providing leading edge education and training to our students.

The AIPT learning platform is a centralised learning environment where all course materials and assessments are online and all assessment items are completed and stored within the learning management system (LMS). Through My eCampus’s advanced tracking and reporting functionalities, AIPT can better monitor your progress and as such determine areas of success and areas where you require assistance. The best part about My eCampus is the interactive learning resources, which makes doing your course even more fun!

Language, Literacy, and Numeracy

As an RTO, AIPT will ensure that potential students have the required language, literacy, and numeracy (LLN) to undertake the course they are enrolling into. During the enrolment process, you will be required to complete an LLN online assessment, which is based on the Australian Core Skills Framework (ASCF). This tool is designed to assess your current needs in learning, reading, writing, oral communications, and numeracy. The outcome of the LLN will be used for the sole purpose of advising you of services that may assist you in succeeding in your studies and will be monitored by our Education team as you progress through your course.

AIPT will offer referral or support services to students upon request. Referrals will be made to Commonwealth adult and community education (ACE) providers or community literacy providers. AIPT also has documented strategies in place for trainers/assessors to follow in regard to special needs and student welfare.

Unique Student Identifier

All students undertaking nationally recognised training in Australia need to have a unique student identifier (USI). A USI is effectively a reference number made up of numbers and letters that give you access to your USI account.

The USI will stay with you for life and will be recorded with any nationally recognised vocational education and training (VET) course that is undertaken. The USI will allow you to have easier and more reliable online access to your record of training history. You will also be able to produce a comprehensive transcript of your training. This can be used when applying for a job, seeking a credit transfer, or demonstrating pre-requisites when undertaking further training. If you don’t already have a USI, access this website to set one up: http://www.usi.gov.au

You will be prompted to enter your USI when you log into My eCampus. You will be prompted every time until your USI is entered into the system.

Please note that you are required to provide your USI before you can graduate from an accredited course with us. If you have any questions, please do not hesitate to contact us.

Terms and Conditions

Student requirements

As a student of AIPT, you agree that you have the following:       

 Pre-requisite units and entry requirements as applicable to your qualification.

·         Appropriate level of computer literacy: the ability to use a word processing application, email, and Internet. AIPT does not provide IT technical support for students.

·         Appropriate computer software: Microsoft Word (or the Open Office equivalent) and a PDF Reader. Please note that your course is not supported on IOS/Android tablets and mobile phones.

·         Our recommended browser, which is Google Chrome Internet Browser.

·         PC Requirements: Windows 7, Windows 8, or Windows 10.

·         Mac Requirements: Mac OS X 10.6 or later.

·         Regular allocation of time over the length of your enrolment to complete your course.

·         Active email address and internet connection.

·         Mobile phone with voice mail capability.

·         A USI. If you have not already applied for your USI, you will work with the Student Support Team to apply for one.

·         Willingness to receive correspondence via mail, email, and/or text message.

·         Willingness to respond to communication in a timely manner.

·         If you have opted to pay for your course upfront or via instalments (referred to as a payment plan), the capacity to meet these payments as per your contract.

·         Capacity to engage with coaching sessions, including any language, literacy, and numeracy support, as needed to complete the requirements of your course.

·         Willingness to receive information on future courses or other training products with AIPT.

Eligibility

All participants must be over the age of 18 to participate in a course with AIPT unless express verbal or written permission from a parent or guardian is supplied.

In accepting this enrolment, you are warranting that you are at least 18 years of age.

If you are under 18 years of age, you must ensure that your parent or guardian has read and understood the terms and conditions contained in this booklet. By providing signed or verbal approval of your enrolment, your parent or guardian acknowledges and accepts the terms and conditions herein, including guaranteeing the principal liability to make payment of all course fees.

Student rights and obligations

As a student enrolled with AIPT, it is important that you be aware of the services and support available to you during your studies. All students have the following rights while enrolled:

·         Fair and equitable treatment at all times, including access to all programs available on scope (subject to the relevant entry and LLN requirements)

·         Access to the required support, training, and assessment in order to successfully complete the training, regardless of location or mode of delivery

·         Access to any records held by us, including personal details, course progress, and payment information

As a student of AIPT, you are obligated to:

·         Ensure that the work you submit is your own; any discovery of plagiarism will be dealt with as outlined in the policies and additional information section.

·         Advise us as soon as you become aware of any issues which may affect your study, including LLN needs.

·         Abide by the terms and conditions outlined in this document and the code of conduct policy in all dealings with AIPT.

·         Meet your assessment obligations. Where this is not possible, you must advise AIPT as soon as possible.

·         Make your course payments by the agreed due dates. Further information on fees is outlined later in this document.

·         Keep your contact information up to date by advising us as soon as possible.

Australian Institute of Personal Trainers’ rights and obligations

AIPT has an obligation:

·         Not to tolerate discrimination towards any group or individual in any form, inclusive of race, gender, political or religious beliefs, culture, sexual orientation, and/or disability (physical or intellectual).

·         To inform you, the student, of important policies including how we ensure your privacy, how we handle complaints and appeals, and under what circumstances we administer refunds.

·         On payment of all course fees, to provide support, training, and assessment services in the chosen training program in compliance with the RTO Standards 2015 and as summarised in the enrolment documentation that you will receive. This guarantee continues for the period of enrolment to ensure that students have the opportunity to successfully complete the training.

·         To inform you if any part of the agreed services, including training and assessment, are to be delivered by a third party.

·         To issue you with AQF certification documentation upon request and at the end of your enrolment, whether completed or terminated, providing that you have met the requirements of the qualification or unit/s of competency.

·         To abide by our published policies and the information contained in this handbook.

 

AIPT reserves the right:

·         To cancel an enrolment without notice if, by the enrolment end date, a student has not achieved all course requirements. If some units within the qualification have been completed, a statement of attainment will be issued reflecting the competencies awarded. No refunds will apply in this instance.

·         To cancel an enrolment for reasons outlined in the Code of Conduct, student plagiarism, and fee requirement policies.

·         To collect fees as per the agreed terms and conditions supplied upon enrolment and in accordance with the policies outlined in this document.

Withdrawal policy

If for any reason you decide to cancel your enrolment, you should contact your VET coordinator to discuss your withdrawal. Once you have contacted your VET coordinator, if you still wish to withdraw, you will need to provide us with written notice at the contact details below. This notice must contain consent to the cancellation from your VET coordinator. AIPT will acknowledge receipt of the request within one business day, and you will receive a response from the relevant department within ten business days. Please note: any requests that are outside of policy may require further investigation.

Once your withdrawal is confirmed, you will receive a Statement of Attainment for any completed units. This will arrive within 21 days providing that all fees have been paid in full.

Withdrawal/Cancellation Contact details: Please send your request for withdrawal from your course to student.services@aipt.edu.au

Fee Information

Course fees

Your course fees are paid by your school. They include the delivery and assessment of your qualification and all resources and study materials for the course as well as the support you receive from our Education team. As your school is paying your course fees, any further information regarding your course fees or refunds should be obtained from your school’s VET Coordinator.

School payment

The nominated school will be responsible for collecting course amounts from individual students enrolling in the nominated course. An invoice will be raised to the school upon your enrolment being submitted to AIPT’s Admissions department. It is to be paid within 30 days of the date of its being received.

Incidental fees

If you misplace any AQF certification documentation issued by AIPT, i.e. your certificate or statement of attainment, you may purchase a replacement for $30 plus postage.

Extensions policy

Students are required to complete their course within the timeframe set for their chosen option. If you need additional time or wish to continue study beyond the end date of your course, you will need to contact your school’s VET Coordinator to apply for extension. This must be done prior to your course end date. AIPT is not obliged to extend an enrolment if a student has not made appropriate arrangements or course progression prior to their end date. AIPT reserves the right to withdraw the student without notice.

Provider default

If for any reason AIPT or any of its agents cancel or delay your course, you will first be offered a transfer to another course in order to continue your study. If a transfer is not available, or no suitable options can be agreed upon, a full refund will be given. Please note that this condition does not apply if you have elected to delay the commencement of your course.

A student may be eligible for a pro-rata refund where they have commenced their course and AIPT or any of its agents cancel, postpone, or delay the course or sessions. This pro-rata refund is dependent on the number of units that the student has completed and how long they have been enrolled. Students may also have the option to be transferred to another course.

If you have elected to pay your course fees by payment plan, the same pro-rata refund will apply. However, students who have not paid the minimum balance will be liable for the remaining fees.

Complaints and Appeals

AIPT aims to provide quality service at all levels of its operation and is committed to providing an effective, efficient, timely, fair, and confidential complaints handling procedure for all students. It is AIPT’s intention that all complaints be taken seriously and used as a mechanism for continuous quality improvement. Complaints will be dealt with in a professional and timely manner, and the student will be kept up to date throughout the process. If after being advised of a decision the student is not satisfied with the outcome, they have the right to appeal that decision as described below.

The following principles, which AIPT adheres to, apply to all stages of this complaints procedure:

·         The student and any involved parties will have the opportunity to present their case at each stage of the procedure.

·         The student and any involved parties have the option of being accompanied/assisted by a third person, such as a family member, friend, or counsellor, if they wish.

·         No parties involved will be discriminated against or victimised.

·         At all stages of the process, discussions relating to complaints and appeals will be recorded in writing. If requested, a full written explanation outlining decisions and actions taken as part of this procedure can be provided to all parties.

·         Records of all complaints and appeals will be kept for a period of five years. These records will be kept strictly confidential and stored electronically. Access to these records may be requested by emailing the Quality Officer at quality@aipt.edu.au.

·         A student shall have access to the internal stages of this grievance procedure at no cost.

·         Costs for mediation will be shared equally by AIPT and the student.

·         Students are entitled to make a complaint about any parties involved in the delivery of their course. This includes:

  • The conduct of AIPT
  • Our trainers, assessors, or other staff
  • A third party providing services on AIPT’s behalf or on behalf of its trainers, assessors, or other staff
  • A fellow learner of AIPT

·         Students are entitled to access the grievance procedures regardless of the location of the campus at which the grievance has arisen, the student’s place of residence, or their mode of study.

·         This policy does not replace or modify policies or any other responsibilities that may arise under other policies, statutes, or any other law. Also, the dispute resolution procedures outlined in this document do not circumscribe an individual's rights to pursue other legal remedies.

·         If a student chooses to access this policy and procedure, AIPT will maintain the student’s enrolment whilst the grievance and appeals process is underway.

Making a complaint

In the first instance, it is best to try to resolve any issues with your school’s VET Coordinator as this will ensure the quickest response. This is preferable where the complaint is relatively minor. If the complaint cannot be resolved with your school’s VET Coordinator, then you should submit it in writing to the AIPT Quality team at quality@aipt.edu.au.The complaint will be investigated objectively, and you will be advised of the decision or outcome within ten business days.

Making an appeal

If you are not satisfied with the response to your complaint or with any decision made in regard to your studies, you may lodge an appeal in writing to the Quality Coordinator at quality@aipt.edu.au or the CEO at PO BOX 303, Lutwyche, QLD, 4030. All necessary consultations will be held, and AIPT will make a determination of the appeal. You will be advised in writing of the outcome of your appeal, including the reasons for the decision, within ten business days.

Mediation

If you are not satisfied with the outcome of your appeal, then an independent mediator will be sourced through LEADR, the Association of Dispute Resolvers. You may request that your grievance be referred to the independent mediator by writing to the CEO at PO BOX 303, Lutwyche, Qld, 4030. Costs of such mediation will be shared equally by AIPT and the student.

AIPT agrees to be bound by the recommendations arising from the external review of the complaint, and the CEO will ensure that any recommendations made are implemented within 30 days of receipt of the recommendations.

If you have been through all stages of this grievance handling process and remain unsatisfied with the outcome of your grievance, you may contact the Australian Skills Quality Authority (ASQA). For contact details and information, visit: www.asqa.gov.au.

Assessment appeals

All appeals relating to an assessment decision must be lodged with your specialist SSO within 21 days of you being notified of the assessment result. On receipt of the appeal, the assessment will be reviewed in order to confirm whether it was a fair decision and whether the evidence presented is current, authentic, valid, and sufficient. AIPT will contact you within ten business days to advise of the outcome.

Code of Conduct

The Policy is designed to represent the expectations of AIPT and clearly establish behaviour guidelines, investigative procedures, and consequences for inappropriate behaviour. The Student Code of Conduct is designed to uphold the dignity of all staff, all students, and all persons associated with AIPT.

The Student Code of Conduct sets out acceptable student behaviour and appropriate disciplinary measures. The underlying purpose of the Student Code of Conduct is to outline for students and staff their rights to work and study in a positive, secure, and orderly environment and show care, courtesy, and respect for the rights of others at all times.

 ​Behaviour 

Acceptable behaviour:

·         Being courteous, respectful, and well-mannered at all times

·         Making responsible and thoughtful choices

·         Being truthful, fair, caring, and considerate through actions and behaviours at all times

·         Being professional in all dealings with staff and other students

·         Participating actively and positively in learning at all times

·         Respecting the rights of others to learn in a non-threatening environment

·         Completing all assigned assessment tasks to the best of their ability

·         Being on time for sessions

Unacceptable behaviour:

·         Swearing

·         Plagiarism

·         Fraud or any breach of the law

·         Racial, religious, or sexual slurs towards staff or other students

·         Threatening behaviour towards staff or other students

·         Abuse

·         Misuse of equipment

·         Actions that lead to putting yourself, staff, or other students at risk

If a student is in breach of the code of conduct, this will be investigated, and they will be asked to give a written response to these allegations. If it is found that a student has breached the code of conduct, that student may be given a warning and, depending on the severity of the breach, may be terminated from the course without notice and will receive no refund of fees. The CEO will make the final decision on any actions resulting in termination.

Student plagiarism

Plagiarism means the inclusion of another person’s work whilst representing it as your own or the act of copying and using another person’s expressions or ideas without due acknowledgement. Intentional plagiarism involves the deliberate act of presenting someone else’s work and ideas as if you had written them yourself. Unintentional plagiarism arises due to student confusion over how and when to reference another author.

Any of the following acts constitutes plagiarism unless the source of each quotation or piece of borrowed material is clearly acknowledged or referenced. These are:

·         Failing to adequately reference the work of others or sources of information

·         Copying part or all of another person’s work

·         Submitting work that in part or in its entirely has been copied from written material or electronic material including the Internet

·         Paying a third party to complete your work on your behalf

Plagiarism is not acceptable. If plagiarism is suspected, it will be determined whether the case warrants more than a warning. If so, the student will be informed in writing of the nature of the complaint and informed of the code of conduct and actions to be taken. The student will be given the opportunity to respond to the allegations in writing.

We understand that from time to time students will conduct work and assessments in a group. This is acceptable, but your assessment must be individualised and submitted as proof of your own work.

Access and Equity policy

AIPT’s access and equity policy ensures that there is equitable access to all available programs on scope. In no instance will there be discrimination towards any group of individuals in any form, inclusive of race, gender, political or religious beliefs, culture, sexual orientation, and/or disability, be it physical or intellectual.

Consent to image release

AIPT may at times take photographs, record videos, and develop various marketing campaigns for use in promotional activities. These images and records remain the property of AIPT and will not be sold to any third party.

By enrolling in a course with AIPT, you are agreeing to allow AIPT to use and make reference to any images and recordings in which you have participated. This may include but is not limited to photographs, video recordings, voice recordings, and text extracts.

Privacy Policy

Our Privacy Policy (available at https://www.aipt.edu.au/privacy-policy ) sets out how AIPT protects the privacy of personal information that is collected through our website (www.aipt.edu.au), from industry partners, contractors to the Australian Institute of Personal Trainers Group, or directly from you. We are committed to ensuring that your privacy is protected. Please read this Privacy Policy carefully.

Recognition of Prior Learning and Credit Transfer Policy

Recognition of prior learning (RPL) and credit transfer are both offered across all of AIPT’s courses. RPL is a process by which you provide evidence of pre-existing skills and experience in order to determine whether you are already competent in one or more units. Credit transfer can be applied if you have previously completed a particular unit or units making up part of the course that you are undertaking with us.

Once you have enrolled, AIPT will assess your application if you believe you may be a candidate for this process. If successful, you will be eligible for exemption from undertaking certain assessments within the course. Please note that the terms of your contract, including tuition fees payable, will not be affected by the units of competency achieved via this RPL or credit transfer process.

RPL is intended for individuals who can demonstrate that they have current industry competencies or experience reflecting performance criteria in the unit/s for which they are applying for RPL. Note that this process can be lengthy, and it relies solely on the evidence and information that you submit.

It is your responsibility to work through the unit/s of competency that you wish to be assessed and that provide relevant evidence. You are required to submit

(i)    At least one formal qualification or where there is no formal qualification, and

(ii)   Two different pieces of evidence to demonstrate your competence.

When submitting your evidence, please keep in mind that your evidence needs to be:

·         Current – Does the evidence reflect your current skills?

·         Relevant – Is your evidence relevant to the unit for which you are applying?

·         Authentic/Valid – Does your evidence prove/demonstrate that you have the skills/knowledge/attributes/competency for the unit for which you are applying?

·         Sufficient – Is your evidence sufficient to demonstrate that you are competent in the skills relevant to the unit for which you are applying?

Once you are enrolled and have expressed your interest in this process, you will be supplied with an RPL application kit as specific to your chosen qualification of study.

Contact Details

If you have any questions during your time studying with us, please do not hesitate to contact our Student Support team.  They are available from 8am until 7pm Monday to Thursday, and from 8am until 5pm on Fridays.

Phone: 1300 13 01 57

Email:   student.services@aipt.edu.au

 

July 2017

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