Student Handbook Part B

Australian Compliance Institute Ltd (ACI) – RTO 46579

This section contains ACI’s full RTO policies. It is the authoritative reference for staff, trainers, assessors, and auditors. Students are directed to Part A for day-to-day guidance.

B1. Enrolment and Onboarding Policy

Aligns with Standards 2.1, 2.2, 2.3, 2.4, 2.5, and 2.6 of the Outcome Standards for NVR Registered Training Organisations 2025.

Purpose

This policy sets out Australian Compliance Institute Ltd’s obligations and procedures for pre-enrolment information, enrolment confirmation, LLND assessment, suitability assessment, USI collection, and AVETMISS compliance.

Pre-Enrolment Information We Provide

Enrolment Steps

Confirming Eligibility

Before the Cloudemy enrolment link is released, applicants must confirm on the course enrolment page that they meet the entry requirements for their chosen qualification, and declare that they have read the RTO Terms and Conditions of Enrolment and the Student Handbook. This declaration and checkbox confirmation is the suitability check required under Standard 2.2(b) — applicants who do not confirm eligibility do not receive access to the enrolment form.

LLND Assessment

All students without a Certificate III or higher undertake an LLND assessment matched to the AQF level of their program. Students with a Certificate III or higher, or demonstrated equivalent experience, may be exempt with evidence. LLND assessment takes place via Cloudemy after the enrolment form has been submitted.

USI and AVETMISS

ACI collects and verifies every student’s USI using the official USI portal. Students must provide their USI during the Cloudemy enrolment process or authorise ACI to apply on their behalf. ACI gathers all mandatory AVETMISS fields – demographics (including Indigenous status and disability), employment, and study details – from the enrolment form. Data is submitted in compliance with the Data Provision Requirements 2020. Students must notify Student Support of any USI or personal detail changes within 5 business days.

B2. Fee and Refund Policy

Aligns with Compliance Requirements Division 1 (Information and Transparency), Division 3 (Accountability), section 18 (Prepaid Fee Protection Measures), and Australian Consumer Law.

Purpose

This policy sets out Australian Compliance Institute Ltd’s obligations regarding fee disclosure, collection, payment plans, refunds, fee protection, and consumer rights.

Fee Disclosure

All tuition, material, and administration charges are disclosed in the Course Flyer provided before enrolment. No fees are collected that are not disclosed in the Course Flyer.

Fee Protection

ACI holds an unconditional bank guarantee from an Australian bank to protect prepaid fees received in excess of $1,500 per student in relation to the same VET course, in accordance with section 18 of the Compliance Standards for NVR Registered Training Organisations 2025. If ACI is unable to deliver a course, affected students will be placed into an equivalent course at no additional cost, or refunded any prepaid fees for services not yet delivered.

Payment Plans

Course fees are payable in full at the time of enrolment. Payment Plans are available on request, including where a student is experiencing financial hardship. Where a Payment Plan is approved, it covers the full balance:

• Instalment 1: 50% of the remaining balance – payable at commencement of training
• Instalment 2: 25% of the remaining balance – payable at the midpoint of the course
• Instalment 3: 25% of the remaining balance – payable at or before course end

Students must submit a Payment Plan Application Form with supporting financial information within 5 business days of request, and sign and return the plan within 2 business days. Contact Student Support immediately if a payment cannot be made on time.

Refund Schedule

Refunds may also be granted with supporting documentation where a student experiences serious illness or genuine hardship, or where ACI fails to deliver agreed services. Approved refunds are processed within 10 business days of approval.

Consumer Rights

Students are protected by Australian Consumer Law, which guarantees training services must be delivered with care and skill, match the service described, and be fit for purpose. If a student believes ACI has not met these expectations, they may lodge a complaint or appeal (see B7) or escalate to ASQA or the relevant state consumer protection agency.

B3. Assessment Policy

Aligns with Standards 1.1 to 1.5 of the Outcome Standards for NVR Registered Training Organisations 2025 and the Practice Guide – Assessment (17 June 2025).

Purpose

This policy sets out ACI’s approach to designing, conducting, and reviewing assessments, including academic integrity, AI use, resubmissions, extensions, and certification.

Principles of Assessment

Rules of Evidence

Assessment Process

Academic Integrity Definitions

Academic Integrity and Use of AI

Students must submit their own original work. Plagiarism, contract cheating, and falsification are academic misconduct.

The use of artificial intelligence (AI) tools is permitted to assist with assessments. However, a ‘human-first, human-last’ policy is strictly enforced across all programs. Direct copying and pasting of information, essays, paragraphs, or any data from AI sources — including ChatGPT, Gemini, Bard, Grok, or Copilot — is prohibited in all circumstances. You are required to fact-check, edit, paraphrase, and rewrite any AI-generated content in your own voice, ensuring accuracy and currency. Failure to comply will be treated as plagiarism.

Tiered AI Disclosure Framework

ACI’s approach to AI disclosure is tiered by program level. The specific requirements for each program are set out in the relevant Assessment Guide. The framework operates as follows:

Where disclosure is required, failure to declare AI use will be treated as academic misconduct and referred through the process below.

Academic Misconduct Outcomes

All misconduct is documented using the Misconduct Incident Form (Q1.D2-MIF) and monitored through the Governance Register. Students have the right to appeal under the Complaints and Appeals Policy (B7).

Resubmissions

Extensions

Extension requests must be submitted before the assessment due date with supporting evidence and a proposed timeline. Extensions of up to 10 working days may be granted by the CEO. Extensions beyond 10 working days are referred to the Professional Development Committee. Requests submitted after the course end date are considered only in extreme circumstances. Requests more than 60 days after the course end date will not be considered.

Course End Date

All assessments must be submitted by the course end date in the student’s enrolment confirmation. If a student does not complete by the end date (including approved extensions), they may re-enrol at the full course fee. Previously completed units may be considered for credit transfer.

B4. RPL and Credit Transfer Policy

Recognition of Prior Learning (RPL)

RPL allows students to gain recognition for skills and knowledge acquired through prior training, work, or life experience. Applications are accepted at any time, ideally within 2 weeks of enrolment. Evidence types include: formal transcripts, work samples, portfolios, job descriptions, statutory declarations, workplace observation, interviews, and letters from supervisors. A written outcome is provided within 10 business days of the RPL interview.

Credit Transfer

Students who have completed equivalent units with another RTO may apply for credit transfer by providing a certified copy of their transcript or AQF certificate. ACI will verify qualifications and notify students of the outcome in writing within 10 business days.

B5. Student Support and Wellbeing Policy

Support Services Available

The following support services are available to all students at any time, at no cost:

• Academic support – LLND assessment, study skills workshops, one-on-one tutoring, and reasonable adjustments
• Wellbeing services – confidential screening, counselling referrals, and regular check-ins
• Diversity and inclusion – accessible materials, cultural support, interpreter access, and peer mentoring

Training Adjustment Plans

Where a student has a health condition, disability, language need, or other circumstance affecting their study, ACI will co-design a Training Adjustment Plan (TAP) with the student. A TAP does not lower course standards – it supports the student in reaching them. Examples include extra time for assessments, one-on-one support, assistive technology, or materials in alternative formats.

B6. Student Conduct Policy

Code of Conduct

ACI is committed to a safe, respectful, and inclusive learning environment. The Code of Conduct applies in all settings – in class, online, and in all professional interactions.

Prohibited behaviours include: harassment, bullying, or intimidation; attending class under the influence of drugs or alcohol; threatening or abusive language; plagiarism, cheating, or undisclosed AI use; sharing login credentials; and bringing prohibited substances into any training setting.

Breaches may result in a verbal or written warning, temporary suspension, or cancellation of enrolment for serious or repeated breaches.

B7. Complaints and Appeals Policy

Complaints Process

Assessment Appeals Process

If a student believes an assessment outcome is unfair or incorrect, they have the right to appeal.

• Step 1 – Informal: The student raises the concern with their Trainer within 7 calendar days of receiving the result.
• Step 2 – Formal lodgement: If unresolved, the student submits a formal appeal using the Complaints and Appeals Form (via Cloudemy or Student Support) within 7 business days of the informal discussion.
• Step 3 – Review panel: The RTO Manager convenes a review panel (excluding the original assessor). A written outcome is provided within 15 business days.
• Step 4 – Independent reassessment: A qualified independent assessor reassesses the student’s work within 10 business days, if warranted.
• Step 5 – Review Board: An independent Review Board including an external RTO representative may be convened if the student remains dissatisfied, finalised within 60 calendar days.

If the internal process is exhausted and the student remains unsatisfied, they may escalate to the National Training Complaints Hotline (13 38 73 | [email protected]) or ASQA (asqa.gov.au).

External Escalation

B8. Work Health and Safety Policy

Aligns with the Work Health and Safety Act 2011 (as amended) and Standard 2.6 of the Outcome Standards for NVR Registered Training Organisations 2025.

Purpose

This policy sets out Australian Compliance Institute Ltd’s obligations and procedures for maintaining safe training environments, managing WHS incidents, and conducting emergency evacuations.

RTO Responsibilities

• Conduct regular hazard inspections, safety audits, and risk assessments across all training locations
• Provide safety briefings at all student induction sessions
• Ensure evacuation maps, marked exits, fire extinguishers, and first-aid kits are clearly positioned in all training areas
• Run evacuation drills each semester at face-to-face training locations
• Record and investigate all WHS incidents using the WHS Incident Report Form (Q2.D4-WHS)
• Review incident outcomes at Quality and Compliance meetings and implement corrective actions

Student Responsibilities

• Attend induction safety briefings and follow all safety directives
• Report any hazard, injury, near miss, or safety concern immediately to your Trainer or Student Support
• Complete and submit the WHS Incident Report Form within 24 hours of any incident
• Cooperate with any investigation or corrective action process

Incident Reporting Process

Emergency Evacuation

All face-to-face training rooms display evacuation maps and marked exits. Designated Fire Wardens lead evacuations at all training locations. Evacuation drills are conducted each semester.

B9. Privacy Policy

Aligns with the Privacy Act 1988 (Cth) including the Privacy and Other Legislation Amendment Act 2024, and the Australian Privacy Principles (APPs).

Purpose

This policy sets out how Australian Compliance Institute Ltd collects, uses, stores, and discloses personal information, and the rights of students in relation to their personal information.

Information We Collect

ACI collects: name, contact details, date of birth, and photo ID; enrolment and assessment data; USI and AVETMISS information; health, disability, and support needs information where relevant to providing reasonable adjustments; and media where consent has been provided.

How We Use Your Information

Personal information is used only for: delivering training and assessment; issuing qualifications and Statements of Attainment; meeting regulatory reporting obligations (including AVETMISS and quality indicator submissions); and communicating with students about their enrolment. ACI does not sell, rent, or trade personal information.

Australian Privacy Principles

2024 Privacy Act Amendments

• Statutory tort for serious privacy invasions – effective 10 June 2025
• Criminal offence for doxxing (sharing personal information to cause harm) – effective 10 December 2024
• Automated decision-making disclosure requirements – effective 10 December 2026

Media Consent

ACI may use photos, videos, or audio captured during a student’s enrolment for educational, administrative, and promotional purposes. Written consent is obtained before any media is captured or used. Students may withdraw consent at any time by notifying Student Support; previously published material may not be fully removable. For students under 18, parental consent is required.

Camera and microphone requirements

Students participating in any live online interaction with ACI – including scheduled training sessions, one-on-one meetings with trainers, RPL application interviews, and competence verification meetings – are required to have their camera and microphone enabled.

Camera participation serves two important purposes:

• Identity verification – confirming that the person attending is the enrolled student; and
• Assessment integrity – enabling trainers to observe participation, verify competence, and respond where concerns arise (including where AI-assisted work is suspected and follow-up is required to establish genuine understanding).

If you have a technical issue, privacy concern, or other circumstance that prevents you from meeting this requirement, you must notify your Trainer before the session or meeting begins. Your Trainer will consider your circumstances and may approve an alternative arrangement on a case-by-case basis. Approval is not automatic.

Students who are unable to participate as required, without prior approval, may be asked to reschedule. Where a competence verification meeting cannot proceed, assessment outcomes may be placed on hold pending resolution.

Recordings

ACI may record activities including training sessions, interviews, assessments, or other interactions for internal purposes such as facilitator development, quality assurance, or staff review. Recordings may capture audio, video, or both depending on the activity and the tools in use.

Where technically available, individual audio and video tracks are captured separately so that only the relevant participant’s track is retained for the specific purpose. Only the track relevant to the stated purpose is provided to any approved AI transcription or processing tool, in line with ACI’s Acceptable Use of AI Policy (POL-TEC-505). All other participants’ audio and video is not extracted, uploaded, stored, or processed by any AI system at any point.

Recordings are stored securely in access-controlled locations with permissions limited to authorised staff involved in the relevant review or purpose. Recordings are not used for any purpose beyond the stated intent and are retained only for as long as necessary for that purpose.

Participants will be informed of any recording and its purpose before it commences. Where a recording involves a student or member in a context beyond standard delivery – such as an RPL interview, a complaints process, or a structured assessment activity – this notification will be provided in writing.

Student Rights

• Request access to personal information held by ACI – contact Student Support at [email protected]
• Request correction of inaccurate information – contact Student Support
• Withdraw consent for future use of personal information – contact Student Support
• Lodge a privacy complaint internally (email [email protected]) or with the OAIC (oaic.gov.au)

B10. Legislative and Regulatory Reference

National Standards and Regulatory Framework

Anti-Discrimination Legislation

State and territory anti-discrimination laws also apply. Students who believe they have experienced discrimination may contact:

Sexual Harassment

Sexual harassment is unlawful under the Sex Discrimination Act 1984 and defined as unwelcome sexual conduct that a reasonable person would find offensive, intimidating, or humiliating. ACI applies the Sexual and Gender-based Harassment Code of Practice under WHS obligations (effective March 2025). Students must report instances through internal channels or to the Australian Human Rights Commission or the Fair Work Commission.

Harassment, Bullying and Victimisation

Statutory Education Licence

Under Part VB of the Copyright Act 1968, RTOs may use third-party material under the Statutory Education Licence administered by Copyright Agency Ltd (CAL). Contact CAL on 02 9394 7600 or [email protected].

B11. Forms and Document Register

All documents are version-controlled and stored in Q4.D3-Governance Register.xlsx. Current versions are available via Cloudemy or on request from Student Support.