Taking care
of you

Terms & Conditions

OF ENROLMENT

about

These Terms and Conditions form the basis of all agreements between ACE Community Colleges (ACE) and any person who accepts an offer of enrolment into an ACE training programme. ACE may make such an offer after evaluating an enrolment application and establishing that all admission criteria have been satisfied, including the criterion that the applicant has agreed to be bound by these Terms and Conditions.

Applicants are able to indicate their acceptance of these Terms and Conditions when completing a standard enrolment application form supplied by ACE. Applicants are directed to read these Terms and Conditions thoroughly to ensure full understanding, or to seek assistance should they have any questions, prior to submitting their application. In submitting an application, the applicant declares that they understand and accept these Terms and Conditions and agree to be bound by them for as long as they remain in force.

admission

1. Persons seeking enrolment in an ACE training programme must formally apply for admission by submitting an enrolment application that meets minimum requirements in relation to accuracy, sufficiency and verifiability:

• information provided in the application must be true and correct;
• information provided in the application must be sufficiently comprehensive to satisfy disclosure obligations and legal and administrative requirements;
• information provided in the application must be able to be independently verified if require.

2. Persons applying to enrol in an ACE training programme are required to disclose a certain amount of personal information when compiling their application. ACE may use this information when considering the applicant’s suitability for enrolment or the organisation’s capacity to meet the individual needs of the applicant. Personal information may also be used for multiple other reasons as outlined in the organisation’s Privacy Policy.

3. Persons applying to enrol in an ACE training programme are required to attend an enrolment interview at which:

• the applicant’s understanding of key details is confirmed;
• training needs and support requirements are discussed;
• clarifications, corrections and additional evidence are sought (if required);
• language, literacy, digital literacy and numeracy surveys are administered.

4. Admission onto an ACE training programme is at the discretion of ACE Community Colleges following formal evaluation of the enrolment application to verify that all discrete criteria for admission have been fulfilled:

• that the training programme aligns with the applicant’s training needs and is not fully subscribed;
• that the enrolment application meets minimum standards, that particulars are able to be verified and that documents supporting the application are able to be authenticated;
• that the applicant has a unique student identifier (USI) or that a USI is able to be created;
• that general and programme-specific entry requirements are capable of being met (including, but not limited to, requirements concerning capability/proficiency, immunisation and approval to participate);
• that eligibility for a training subsidy (if sought) is able to be confirmed;
• that individual needs and circumstances are able to be accommodated;
• that potential issues of concern (if any) are able to be resolved or mitigated;
• that the applicant has accepted and agreed to be bound by these Terms and Conditions.

5. Enrolment applications will be accepted where all criteria for admission have been satisfied. Where potential issues of concern have been identified, however, acceptance may be contingent on the applicant agreeing to an individual learning plan (in which various commitments or special conditions are explicitly listed) where this is seen as a sensible precaution to mitigate risk to either the individual or the organisation.

fees and payments

6. Course fees are payable in full at enrolment unless:

• the fee exceeds $1500 (whereupon a payment plan is established to facilitate payment by instalment);
• the programme entrant is eligible for an advertised concession or qualifies for a training subsidy (in which case the fee payable is the concessional amount or an amount determined by the funding body)
• payment arrangements have been varied to accommodate the requirements of a funding body or sponsor such as an employer or job service provider.

7. Course fees cover all of the following:

• full participation in the training programme for the advertised period, including all face-to-face (classroom based and/or workplace-based) training and online components;
• access to the trainer, to the extent advertised, for the duration of the programme;
• all essential learning and assessment materials and facilities;
• all necessary equipment and resources (unless stated in advertising material that a separate fee applies);
• marking of assessment items up to a maximum of three submissions per item;
• processing of RPL applications corresponding to advertised programme components;
• processing of credit transfer applications for relevant units of competency (full qualifications only);
• access to advertised support programmes.

8. Payment of course fees does not entitle the student to:

• select or vary elective units or defined course components;
• course extensions or extensions to submission deadlines for assessment items;
• supplementary training or support not previously advertised or negotiated prior to commencement;
• remedial training and assessment as a result of failure to complete a course or meet submission deadlines for assessment items;
• unlimited or ongoing access to the trainer/assessor or to training equipment or facilities;
• resubmission of assessment items following three unsuccessful attempts;
• re-assessment, gap training or re-enrolment in a subsequent course following failure to complete a course to the required standard in the prescribed timeframe;
• materials advertised as having an additional cost or to be supplied by the student.

cancellations and refunds

9. Some training programmes may be subject to a viability threshold whereby a minimum number of enrolments is required in order for the programme to proceed as scheduled. That being the case, it may become necessary on occasion to delay commencement to ensure viability or, in some circumstances, to cancel the programme entirely. Any students directly affected by such a change will receive appropriate notification in advance of the original commencement date. All fees paid in connection with any course cancelled by us prior to commencing will be refunded in full without deduction.

10. Where a course fills before a payment has been received or processed, that payment will be returned or refunded in full without deduction.

11. Should a trainer, assessor or third-party provider be unable to fulfil their commitments, the organisation will arrange for a replacement, or take other action appropriate to the circumstances, to ensure all enrolled students are able to complete their studies. Where this is not possible, or where operations are halted for any other reason, a pro-rata refund will be issued to compensate for any training not delivered. Competencies achieved up to this point will be acknowledged with a Statement of Attainment.

changes to services

12. Should an unforeseen event force a change to existing service delivery arrangements, affected students will be notified at the earliest opportunity, with advice provided on what is changing and on options that may be available to students in the circumstances. This may include changes to timetables or personnel due to illness or unavailability, changes of venue or temporary closures related to the management of an infectious disease, critical incident or natural disaster, changes to third party provider arrangements (if applicable) and any other changes deemed necessary in the prevailing circumstances.

13. Any students affected by the replacement of a training product on the national register will be provided with an opportunity to discuss their personal circumstances, requirements and preferences before any action is taken to transition their enrolment, in accordance with industry recommendations, to a different product.

Should programme completion within the advertised delivery period not be possible for any reason, ACE will act to secure the best possible alternative outcome for affected students based on their individual needs and preferences. In these circumstances students can elect to defer their enrolment, in order to recommence at a later date, or withdraw from the programme without penalty. In the case of the latter, students will receive a pro-rata refund (if due), covering the undelivered part of the programme, and assistance (if requested) in transferring their enrolment to another provider.

extension, deferment and withdrawal

15. Students may negotiate short term extensions directly with their trainer in order to facilitate completion of specific course requirements. An extension may be granted for a specific task or assignment where the trainer is provided with a valid reason for the request and where there is scope to accommodate it without impacting programme continuity or administrative functions. Any additional time requested must also accurately reflect the commitment required to satisfactorily complete the outstanding work. As such, in certain circumstances such a request may be denied.

16. Deferment for a period of up to six months is permitted for students who have commenced training but are unable to complete their programme of study in the required timeframe. Deferment applications must be in writing and accompanied by a completed application form. Application outcomes are then determined on a case-by-case basis. Applications lodged prior to the student commencing training will not be considered.

17. Students can withdraw from a programme of study at any time should they be unable to fulfil commitments or no longer wish to proceed. Applications to withdraw must be in writing and accompanied by a completed application form. Withdrawal will be effected once the application has been discussed with the student and alternatives to withdrawal have been explored. Once effected, withdrawal cannot subsequently be reversed and the student will not be able to re-enrol in the same programme for the next six months.

rights and responsibilities

18. The ACE Student Charter, published in the ACE Student Handbook, represents a broad outline of the rights and responsibilities of the organisation’s students. The Charter is supported by a range of discrete policies and protocols, including codes of conduct, and by guidance incorporated into the ACE Student Handbook. Where responsibilities encompass specific obligations, relevant detail is provided within these Terms and Conditions and reproduced or elaborated within the Student Handbook.

19. A Student Code of Conduct, published in the ACE Student Handbook, outlines the obligations of students in relation to personal conduct in all general and academic contexts. Students of the organisation are required to adhere to the standards enumerated in the Code throughout the period of their enrolment. These cover:

• general conduct — acting lawfully and decently, respecting the values of society.
• interacting with others — engaging positively and respectfully with staff and fellow students.
• respecting physical and intellectual property and observing workplace rules and regulations.
• academic conduct — acting with integrity as a student and not seeking unfair advantage.
• safety and security — taking due care to minimise risks to the personal safety or property of others.
• respecting the privacy of others and treating all personal and organisational information as confidential.
• fulfilling commitments — complying with contractual obligations and fulfilling programme commitments.

20. Students must also observe the general rules and policies of the organisation, including those relating to work health and safety (WHS), privacy and confidentiality, use of facilities, technology and equipment, cyber safety, intellectual property and other regulated activities, and to follow any general guidance that may be issued from time to time in relation to any particular matter. Students will find relevant additional information on these requirements in the ACE Student Handbook.

fulfilment of obligations

21. Persons seeking enrolment in an ACE training programme, and all students of the organisation, must act to fulfil all of the obligations associated with accepting an offer of enrolment and with being a participant on a training programme they elected to undertake. These obligations relate to:

• provision of personal information — as sought by the organisation for any of the purposes outlined in the ACE Privacy Policy, including for the purpose of establishing eligibility or suitability for enrolment.
• payment of all relevant fees and charges — as disclosed by the organisation in connection with services to be provided. This obligation extends to the clearance of any debt owed to the organisation.
• adequate preparation and readiness to participate, including preparations referred to in the ACE Student Handbook and those advertised as being the student’s responsibility to make.
• full participation in all components of the relevant training programme, including work placement (where applicable) and all discrete units of competency.
• timely fulfilment of programme requirements, including submission of assessment items by the due date, and ongoing satisfactory progress towards completion of the training programme.
• timely disclosure of any difficulty being experienced in meeting programme commitments.
• keeping contact information, including phone numbers and email addresses, up-to-date.
• abiding by these Terms and Conditions and acting responsibly at all times by respecting ACE policies and protocols (including codes of conduct) and by following all reasonable instructions given in any learning context or for the purpose of facilitating enrolment administration.

22. Non-fulfilment of obligations will result in ACE Community Colleges taking action to investigate the reasons for non-fulfilment, the seriousness of the failing and any apparent consequences, in order to determine an appropriate response. A guide to the various responses available to the organisation to address instances of non-fulfilment is published in the ACE Student Handbook. This includes, but is not limited to, the following:

• accepting a commitment to rectify the failing and/or adhere to further conditions.
• rejecting an application or terminating an enrolment following failure to meet disclosure obligations.
• suspending access to services or terminating an enrolment following non-payment of course fees.
• recording of an unsatisfactory result following failure to submit assessment items by the due date without having negotiated an extension.
• terminating an enrolment following repeated failure to progress satisfactorily towards completion or to inform the organisation of issues affecting progress.
• unit withdrawal following ongoing failure to engage in a particular course component.
• disciplinary action and/or termination of an enrolment following a deliberate breach of the Student Code of Conduct or intentional failure to adhere to these Terms and Conditions.
• any other proportionate action appropriate to the circumstances.

23. Students bear responsibility for any adverse outcomes resulting from failure to inform the organisation of any changes to contact details. Failure to keep contact details up-to-date may result in students missing important communications from the organisation leading to inconvenience, disruption, penalty or other consequence. Students also bear responsibility for any adverse outcomes resulting from failure to inform the organisation of any changes to personal circumstances that are likely to diminish the student’s capacity to fulfil commitments.

issue resolution

24. Students are encouraged to provide feedback on the services provided by the organisation and to raise any concerns they may have in relation to any aspect of their training or overall experience. ACE will act promptly to address and neutralise those concerns as far as possible. Where a particular issue has become a source of dissatisfaction to the student, then it is expected that the student will seek to have the matter resolved via the issue resolution process outlined in the ACE Student Handbook.