Enrolment: Asylum Seekers and Victims of Human Trafficking Initiative instruction

Instruction statement

Provisions have been made for asylum seekers and victims of human trafficking (also referred to as trafficked persons) to access Victorian Government subsidised vocational education and training places within Victoria. To be eligible for a Government subsidised place, individuals referred to training under the Asylum Seekers and Victims of Human Trafficking Initiative must meet all Victorian Training Guarantee (VTG) eligibility criteria but are exempt from the citizenship/residency eligibility requirement.

For the purpose of being considered exempt from this requirement, individuals must provide a referral form from the relevant agency confirming their status as either an asylum seeker or victim of human trafficking.

Asylum seekers must provide a Referral to Government Subsidised Training Form - Asylum Seekers from the Asylum Seeker Resource Centre (ASRC).

Victims of human trafficking must provide a Referral to Government Subsidised Training Form - Trafficked Persons from the Australian Red Cross (ARC).

A separate referral is required for each program application.

The Asylum Seeker Resource Centre and the Australian Red Cross have been provided with a grant to contribute to the tuition fees levied on eligible students. The relevant agency will make payment of that tuition fee on behalf of the student on receipt of an invoice from RMIT University. The grant provided to each agency does not cover material fees (if applicable), and individual students are responsible for payment of these fees directly to the University. Asylum seekers and victims of human trafficking are exempt from Student Services and Amenities Fee (SSAF) charges.

This initiative only applies to eligible individuals who commenced study in a program from 2011 onwards.

Applicants who do not meet the requirements of the VTG, or have not been referred to training by the relevant referring agency, should be directed to follow the relevant admissions process for that program.

Exclusions

This instruction applies only to students who are confirmed as either an asylum seeker or victim of human trafficking, and excludes all other students.

Instruction steps and actions

Instruction

Responsibility

Timeline

Step 1: Agency eligibility assessment

The Asylum Seeker Resource Centre will assess the eligibility of the individual to participate in the initiative.

The Asylum Seeker Resource Centre will notify the relevant School or ARG Admissions by letter indicating that the eligible individual will apply for admission to the nominated program.

Note: The Red Cross will not notify the University of a trafficked person’s intention to apply for admission before application.

Referring Agent

Pre-application

Step 2: Application

Upon application, applicant submits Referral to Government Subsidised Training - Asylum Seekers or Trafficked Persons referral form.

In addition to the referral form, asylum seeker applicants will also present a Confidentiality Agreement form signed by the applicant and a caseworker from the Asylum Seeker Resource Centre.

Note 1: If an asylum seeker or trafficked persons applies for a program without a referral form from the Asylum Seeker Resource Centre or the Australian Red Cross, the applicant should be directed back to the relevant agency. Applicants cannot apply for a program in a government -subsidised place without a referral from the relevant agency.

Note 2: If applicant applies through VTAC and presents a referral form after admission, please contact ARG Record Management Services for further instructions.

Applicant and ARG Admissions or School depending on the application method for the program

On application

Step 3: Referral form check

On receipt of the referral form, the School or ARG Admissions checks the form to ensure the following have been completed:

Asylum seeker applications

Part A has been completed by the applicant and the Applicant declaration has been signed.

Part B has been completed by the Asylum Seeker Resource Centre.

An original colour passport-quality photograph is attached and has been stamped with the official Asylum Seekers Resource Centre’s stamp.

In addition to the referral from, the School or ARG Admissions should check that a Confidentiality Agreement form has been submitted and signed by the applicant and a caseworker from the Asylum Seeker Resource Centre.

Victims of human trafficking applicants

Part A has been completed by the applicant and the Applicant declaration has been signed.

Part B has been completed by the Australian Red Cross.

An original colour passport-quality photograph is attached and has been stamped with the official Australian Red Cross stamp.

Where any of these sections have not been completed, the applicant should be referred back to either the Asylum Seeker’s Resource Centre or the Australian Red Cross.

ARG Admissions or School depending on the application method for the program

On application

Step 4: Assessment - Victorian Training Guarantee (VTG)

Applicant's VTG eligibility is assessed.

For School based admissions, the applicant will complete a Victorian Training Guarantee Application to establish eligibility for a government subsided place in a TAFE program form.

Note: Applicants must meet all VTG eligibility criteria except the citizenship/residency requirements. Applicants who do not meet the eligibility criteria should be directed to follow the relevant admissions process for the program.

Referral form - confirmation of VTG eligibility

Once an applicant’s VTG eligibility has been established, the School or ARG Admissions will tick the first box in Part C of the Asylum Seeker or Trafficked Persons Referral form to confirm that the applicant meets all other eligibility requirements of the VTG (excluding citizenship).

ARG Admissions or School depending on the application method for the program

On application

Step 5: Admission

Before enrolment, the applicant is admitted to the program. The fund sources for students with an Asylum Seeker and Trafficked Persons referral are:

Non apprentice/trainee - Fund Source 69

Apprentice - Fund Source 70

Trainee - Fund Source 71

The liability code is 00 as these students are ineligible to access a VET FEE-HELP loan.

The citizenship status for students will be Temp Entry and residency status will be INTL - International.

Referral and other forms

The Asylum Seeker or Trafficked Persons Referral Form, Confidentiality Agreement (if applicable) and pre-application notification letter (if applicable) are then emailed to Enrolments and Records for checking and processing.

Email: tafe.records@rmit.edu.au

ARG Admissions or School depending on the application method for the program

Before enrolment

Step 6: Enrolment

Before enrolment, the applicant is required to prove their eligibility to enrol in a government-subsidised place by submitting a signed Victorian Training Guarantee 2014 Evidence of student eligibility and student declaration form and to provide original documentation to confirm their eligibility.

On submission of the declaration form, staff will sight the original evidence provided by the applicant and complete sections A and C of the declaration form to confirm eligibility.

The applicant will then enrol in the program by completing a paper-based TAFE preparatory enrolment and statistical data form or enrol via Enrolment Online (EOL) depending on the enrolment advice.

Applicant and School or ARG

As per offer letter or advice from School

Step 7: Completion of referral form

Once a student is enrolled, Vocational Education staff within Enrolments and Records will action the following:

1. Check the referral form for completeness and accuracy

2. Complete the remaining section of Part C of the Asylum Seeker or Trafficked Persons referral form to include:

  • Qualification/course title – RMIT program name
  • Course code – RMIT program code
  • Expected course commencement date – first scheduled unit of study in the program
  • Name of registered training organisation (RTO) – RMIT University
  • TOID (Training Organisation Identification) – 3046
  • Campus – campus as indicated on enrolment form
  • RTO contact name – tafe.records@rmit.edu.au
  • RTO contact phone – leave blank
  • Date – date this information is completed on the form.

3. Scan referral form and retain a copy centrally

4. Send a copy of the completed referral form to the relevant School to be retained on the student file

Enrolments and Records

On enrolment

Step 8: SAMS update

Once a student is enrolled in SAMS, Vocational Education staff in Enrolments and Records will action the following:

1. Place a TPC indicator on the student’s record

2. Enter an AS TAFE fee waiver code for the enrolment

3. Confirm tuition fees have calculated correctly

Enrolments and Records

On enrolment

Step 9: Notification to referring agent

Vocational Education staff within Enrolments and Records will:

1. email a copy of the completed referral form to the relevant referring agent

2. confirm the tuition amount for the student’s enrolment to the referring agent

3. request that the referring agent provides an Authority to Invoice form

Enrolments and Records

On enrolment

Step 10: Notification to Financial Services

On receipt of the Authority to Invoice form from the referring agent, Enrolments and Records will email a copy of the completed referral form and Authority to Invoice form to Financial Services – studentsponsors@rmit.edu.au

Referring agent and Enrolments and Records

Within 48 hours

Step 11: Invoicing

On receipt of the referral and Authority to Invoice form, Financial Services will send an invoice to the referring agent for payment.

Financial Services

Within 72 hours

Step 12: Filing

The enrolment documentation is placed in the student file.

School

Within two weeks

[Next: Supporting documents and information]