Key Policies and Procedures

Refund Policy
  • Refunds application requests must be made in writing on the student refund request form provided by the college.
  • Refunds will be paid in accordance with the conditions agreed to on the signed and dated Written Agreement except for Provider Default and Student Visa Cancellation. In the case of Provider Default and Student Visa Cancellation student refunds will be made in accordance with the Education Services for Overseas Students (Calculation of Refund) Specification 2014 which outlines minimum payment requirements in these circumstances. An explanation of these requirements follows.
  • The College Manager or the College Principal Executive Officer will approve/disapprove student refund in coordination with the College Accountant.
  • Refunds given will be recorded in the College Accounting system.
  • The enrolment fees and airport pickup fees are non-refundable under any circumstances
  • Tuition fees and OSHC (if you have paid OSHC to the college):
    • Visa rejection:
      • Before course start date – refund will be provided in full and an enrolment fees of $200 will be deducted by the college.
      • After course start date – refund is calculated on a pro-rata basis based on the number of months that the student has paid for and an enrolment fee of $200 will be deducted from the final refund amount. The college will deduct $200 enrolment fee and any fees for which training and assessment services is provided to the student before the date of visa cancellation.
      • The student must provide written proof of visa cancellation within 4 weeks from the date when visa rejection took place to be able to fall under visa rejection category. If the student is unable to provide this evidence within 4 weeks of rejection or if for some reason is not able to provide written evidence than the normal cancellation fees will be charged to the student.
    • If you have given written notice to the college to withdraw from your course:
      • 30 days or more before the course commencement date, tuition fees will be refunded 70% and $200 enrolment fee will be deducted from the final refund amount.
      • 1-29 days before course commencement date, tuition fees will be refunded 50% and $200 enrolment fee will be deducted from the final refund amount.
    • Student default:
      • No refund will be given to the student if they have provided misleading or false information during the refund process.
      • Is in breach of their visa requirements as imposed by the Australian Government and withdraws from the college due to this reason.
    • If the student is not happy with the refund amount than they can access college’s internal complaints and appeal policy for a review
    • If student is not satisfied with the decision from the internal complain or appeal process than they can seek further assistance and help under Australian Consumer Protection Laws (
  • Procedure
    • You must complete the Refund Application form.
    • Your refund will be processed within 4 weeks of receipt of your completed refund application with all supporting documents.
    • Where 2 or more courses are packaged, the condition of the refund will be applicable to all courses.
    • Commencement of the course is defined as the course start date recorded in the Student Application form.
    • Course and other associated fees are not transferrable to another student or any other institution.
    • Course and other associated fees may be transferrable to another course that the student is wanting to do within the college.
    • Any approved refunds are made payable directly to the student’s nominated bank account. Refund amount is only payable in Australian dollars.
    • As applicable bank charges will be deductible for refunds made by bank draft or electronic transfer.
Candidate with special needs

Under Discrimination Act 1992 and the NSW Anti-Discrimination Act 1977 AVTI’s policy forbids discrimination based on disability of students.
Special needs of students with disabilities will be discussed at the time of admission and a mutually agreed approach within the constraints of AVTI will be used to assist such students while enrolled in AVTI programs.
It may not be possible for AVTI to meet all the needs of every student and in such circumstances students would be advised to seek more appropriate Institutions for their study.

  • See complete Disabilities Policy (Policy 2.3)
  • See Complete Discrimination and Harassment (Policy 2.4)


Assessment Policy

Assessment is an extremely important activity at AVTI, and is designed and carried out to meet the requirements of the VET Quality Framework (VQF).
Assessment is competency-based, which means it is designed to determine whether the student can demonstrate the target competencies, based on nationally recognized units, which are part of training packages developed in partnership between Industry and Government. For a student to obtain a Diploma or Advanced Diploma, he/she must master the required competencies which are in the units that make up our courses.
The details of assessment at AVTI are fully explained in our assessment polices
Assessment Policy (Policy 1.1,version 6.3)
Monitoring of Academic Progress (Policy 1.3, version 7.8)
Student Assessment Appeal Policy and Procedure (Policy 1.4,version 3.3)
Qualifications and Statements of Attainment (Policy 1.6,version 3.9)
Course Credit 5.0
Reassessments are granted to students who have failed a unit marginally and have met with attendance guidelines of at least 80%.
See Assessment Policy (Policy 1.1, version 6.3) part 13

Attendance Policy

The attendance of international students enrolled at AVTI is monitored closely to meet the requirements of the ESOS Act 2000, and National Code 2007. Students are informed of their requirement to attend a minimum of 80% of classes at all times but are encouraged to attend 100% of classes to ensure successful academic outcomes in their studies. Any class session missed regardless of cause reduces the opportunity for learning and can adversely affect a student’s achievement in their enrolled course.
The students will be reported to DIAC if their attendance falls below 80%, and cannot be made up to 80% by the end of the course. If there are mitigating circumstances, such as documentary evidence of compassionate or compelling circumstances, the minimum attendance allowed will be 70%. However, the student must achieve an academic progression of competent in at least 50% of units in the course.
If a student is absent from class due to illness, they should provide a doctor’s certificate (from a registered medical practitioner). The medical certificate should be given to the Students Services Office on the first day of joining the class after illness.
Our Attendance Policy (Policy 1.10, version 6.3) is on our website and also available from the Academic Portal. There are more details about appeals, and counseling.

Monitoring of Academic Progress Policy

As a part of the assessment and results moderation, academic progress of each student at AVTI is monitored at the end of each session.
If a student is at risk of not achieving a satisfactory result, this policy allows the college to monitor and intervene to assist the student (see intervention strategy).
Where AVTI determines that the student has no chance of meeting the minimum requirement for course progress, and has not met satisfactory attendance, the student is informed in writing that AVTI intends to report the student to DIAC and that he or she is able to access the college’s complaints and appeals process within 20 working days.

  • See Monitoring of Academic Progress (Policy 1.3, version 7.8)
Intervention strategy

AVTI has an intervention strategy that identifies and assists students who are at risk of not making satisfactory course progress. If there are any students who are lagging behind, they will be warned by letter, counseled and if necessary, given an appropriate Intervention in the form of learning support/assistance.

  • See Monitoring of Academic Progress (Policy 1.3, version 7.8)
Recognition of Prior Learning / Credit Transfer

AVTI has processes that allow students to have their current skills and experience recognised.

  • Recognition of Prior learning
  • Credit Transfer
Because of their similarity we have grouped them together in our
Course Credit 5.0 They use the same form – the Recognition Form.

Recognition of Prior Learning is a process that recognizes a student’s current skills and experience regardless of where and when the learning occurred. Evidence is collected and a judgment is made by an assessor or assessment team against the requirements of one or more endorsed units of competency from a relevant industry Training Package.


Credit Transfer is recognition for study already completed which counts towards further study.
AVTI recognises AQF Qualifications and Statements of Attainment awarded by any other RTOs. This is called National Recognition – and means that any AQF qualification is recognized throughout Australia. If a student has completed certain competencies of an AQF Qualification from another RTO, they will be recognised towards the relevant AQF qualification at AVTI.
For an exemption to be given, complete proof must be provided that the content, competencies achieved and duration of the prior subject is reasonably similar to a corresponding unit at AVTI

Deferral of commencement, Suspension of studies, Cancellation of enrolment

Deferral. Students are able to defer their studies upon written approval from the Campus Director, based on compassionate circumstances, such as

  • Serious illness or injury, where a medical certificate states that the student was unable to attend classes;
  • Bereavement of close family members such as parents or grandparents (where possible a death certificate should be provided)
  • Major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student’s studies
  • Other incidences or events that may affect the student

Suspension. AVTI may suspend a student’s enrolment if it deems the student’s behaviour is unacceptable for an educational setting. Standards of behaviour (acceptable and unacceptable) are outlined in the Student Handbook, explained at Orientation and available on the website. (See Code of Behaviour, section 36). The student has 20 days to access the College’s complaints and appeals process. While the appeal is taking place, the student’s enrolment will be maintained.

Cancellation of enrolment. During the enrolment process, if a student is not enrolled by the end of week One, their enrolment and Confirmation of Enrolment (CoE) will be cancelled.
AVTI will notify PRISMS (under Section 19 of ESOS Act) when student’s enrolment is deferred, temporarily suspended or cancelled.
The student will be informed that that deferment, suspension or cancellation of enrolment may affect his/her student visa.
See Student Deferral, Suspension and Cancellation of Enrolment Policy (Policy 7.5, version 2.4)

Confidentiality and access to records

AVTI keeps Personal Information on each student including:

  • Name, address, date of birth, country of residence, agent’s details, allergies and illnesses,
  • Application form and letter of offer, academic records, etc
  • Passport copies, etc.

How AVTI collects personal information:

  • Directly from the student or from their agent
  • The student accesses a secure site on the AVTI portal to update personal information
  • From Australian Government departments
  • Directly from staff members

How AVTI uses your personal information:

  • Correspondence
  • Assessing applications to study at AVTI
  • To assist students in emergency situations
  • Conferring awards for study
  • Meeting Australian Government legislative requirements e.g. Reporting on student attendance and academic progress
  • Releasing academic records to other academic Institutions to which students may choose to apply

AVTI takes all reasonable precautions to ensure that the personal information we collect, use and disclose is accurate, complete and up-to-date. However the accuracy of the information depends on you advising us if there are any errors in your personal information and keeping us up-to-date with any changes such as address and telephone numbers.

  • See Privacy of Information (Policy 5.7,version 3.4) for more details
Student transfer

Under ESOS Act- National Code, the student must remain with their provider for six months of their principal course. This restriction applies to other preliminary or pre-requisite courses as well.
It is AVTI’s policy not to release students wishing to transfer to another institution within the six months period. In the case where a student is under a package course visa, the student MUST remain with his or her provider for all of his or her courses before the principal course and completion of six months of the principal course.

  • See Student Transfer Between Registered Providers (Policy 7.7, version 7.3)
Letter of release

During the first six months at the college, a release letter is necessary in order for a student to transfer to another college. After six months no release letter is necessary.
Students applying for a letter of release must apply on the appropriate form. The application for release form can be obtained from the Student Services Office during normal Office working hours.

  • See Student Transfer Between Registered Providers (Policy 7.7, version 7.3)
Student complaints and appeals (internal and external appeals)

AVTI has a complaints procedure, where the complainant is able to access a series of steps, where we attempt to resolve the complaint. Once the student has made a complaint, we assist him or her to access the correct channels, and we monitor the processes to ensure that the complaint is given every opportunity for it to be heard and resolved fairly.
AVTI’s complaints policy includes the availability of an external, independent grievance handling/dispute resolution process. This dispute resolution process does not circumscribe a student’s rights to pursue other legal remedies.
The complainant is able to access a series of steps. If the complainant is not satisfied with the outcome of a particular step, he or she can ask for a further

step. These steps are:
Step 1: Informal resolution
Step 2: Formal resolution (unsatisfactory outcome can follow step 3)
Step 3: External Appeal (External mediation through ACPET)
See Student Complaints, Grievances and Appeals Policy (Policy 7.2, version 8.9)

Seeking help and learning assistance

AVTI is committed to providing local and International students with excellent education and training and also in creating a friendly environment in which they study. AVTI is sensitive to the needs and difficulties facing international students.
A range of support and welfare services are provided to help students deal with the practicalities of living in Australia and completing their studies in a foreign country. Some of the services provided are;

Academic Counseling

This is available from senior staff members such as the Director of Studies.

Personal/welfare counseling

This is available, by appointment, from the Student Welfare Counselor.

Assistance with CVs

This is available from the Learning Assistance Centre – by appointment.

  • See Student Support Services Policy 7.1,version 2.4)
Leave of Absence

Under the requirements of the National Code 2007, international students are permitted leave of absence in certain limited circumstances.
Please refer to the following Policy 7.6 for Leave of Absence

  • See Leave of absence Policy 7.6, version v2.

nrt small