Bachelor of Human Services

In accordance with the highest standards of scholarly practice, students must present original work which expresses their own understanding of theory and its application.  The words, ideas, and intellectual property of others used by students in their work and assessments must at all times be appropriately acknowledged. 

Prior to submitting assessment, students are expected to inform themselves of appropriate academic writing, practice and referencing conventions, with information and resources in this regard being available in the Academic Success Module on HELP.

Academic misconduct can occur in many forms and covers a range of intentional, premeditated, reckless, recurring or otherwise inexcusable actions or behaviours.   These include:

• Cheating – breaking rules or engaging in dishonest practices in formal and informal assessment, including the use of prohibited material or equipment and unauthorised consultation with other persons during assessment.
• Contract Cheating – having another person prepare, undertake or participate in assessment on behalf of the student.
• Plagiarism – copying, paraphrasing or summarising the words, ideas, and intellectual property of others without appropriate acknowledgement. Students are responsible for informing themselves about appropriate methods of acknowledgement.
• Collusion – committing an act of academic misconduct in unauthorised collaboration with another individual. Authorised collaboration (e.g., group projects) is distinguished from collusion.
• Fabrication – includes, but is not limited to, the creation of fictitious data or citations, wilfully omitting data, and claiming work is original, comprehensive, or genuine when it is not.
• Recycling – other than where expressly allowed, the submission of work for assessment that has been previously submitted by the student for another assessment submitted by the student, partially, or in whole, for another assessment.

All circumstances of suspected Academic Misconduct will be treated seriously.  The Institute may also use software to assist with the detection of Academic Misconduct.

The following steps outline the processes for determining and responding to cases of suspected academic misconduct:

1. Lecturer becomes aware of possible academic misconduct.
2. Lecturer contacts student to raise concerns.
3. If the Lecturer is satisfied that there has been no academic misconduct, and instead the issue was one of poor academic practice, then the student is informed in writing and the matter is closed.
4. If the Lecturer remains concerned that academic misconduct has occurred, the student is informed in writing and the matter is referred to the Program Leader.
5. The Program Leader investigates the matter to determine if misconduct has occurred (intentional or otherwise). This process may include, but is not limited to, examination of the student’s assessment or other material, consultation with the Lecturer, and meeting or discussion with the student.
6. If a decision is made that academic misconduct has not occurred, the student is informed in writing, the outcome is noted on the student’s file, and the matter is closed. The student is required to resubmit the written assessment within 14 days.
7. If a decision is made that academic misconduct has occurred, the Program Leader is required to decide whether the academic misconduct was likely intentional or unintentional.
8. If a decision is made that academic misconduct has occurred, the following actions may be taken:
   1. The student will receive a written warning (only applicable to unintentional academic misconduct) as determined by the Program Leader, or
   2. The student will receive a mark reduction (with the maximum mark possible being 50%), and a written warning, or
   3. The student will be required to re-submit the assessment item (with the maximum mark possible being 50%), and will receive a written warning, or
   4. Depending on the severity, and/or frequency, of the academic misconduct, the student’s course enrolment may be discontinued. Severity will be considered relevant to and in conjunction with the student’s length of time in the course and intent of the student in the act of misconduct.  Repeated incidences of academic misconduct are to be treated seriously.

The student will be informed of the outcome in writing and the outcome will be noted on the student’s file.

If the student is not satisfied with the Institute’s approach or decision regarding the student’s conduct, the student may appeal the decision or lodge a written complaint with the Provost in accordance with the Institute’s Student Complaints and Appeals Policy.

In some instances, student behaviours of concern will be determined to result from poor academic practice, as distinguished from academic misconduct.  Poor academic practice is unintentional, careless, inadvertent, or otherwise excusable behaviour mitigated by personal, health-related or other circumstances. 

In cases where a student’s behaviour is assessed as poor academic practice, the following processes will be followed.  The student will:

1. Receive academic support relevant to their specific needs,
2. Have the opportunity to re-submit the assessment within 14 days of being notified of the matter. The maximum grade the student can achieve for the assessment item is a ‘pass’ mark for the assessment.
3. Be referred to personal counselling, health or welfare services, if deemed appropriate, and
4. Be informed in writing of the decision, action taken and expected future behaviour.

The student’s file will be updated regarding details of the situation and action taken.

The Academic Misconduct Policy is in place to protect the academic interests of students and the Institute.

To enrol into an AIPC higher education course, prospective students are required to:

• Complete and submit the relevant online Course Application Form,
• Email documentation required to support their application for entry to Course Advisory and/or Student Support staff.
• Provide referee details for Course Advisory or Student Support staff to complete a reference check, and
• Complete the electronic Commonwealth Assistance Form (eCAF) for FEE-HELP purposes.

Course Application Forms and associated application documentation are received by the due date and processed by Student Support Staff.  Upon receipt, the prospective student’s application and supporting documentation is assessed.  Assessment includes validation of documentation provided, completion of the Entry Checklist, and approval by the respective Program Leader.

A place in the course is offered (subject to student numbers and availability of places) to approved applications.  Applicants have 5 working days to respond to and accept their offer.

Upon acceptance of their place in the course, domestic students complete the eCAF and confirmation of subjects, access to the necessary materials for the student to commence their first semester of studies is provided on the HELP site, and the student’s information is added into Meshed Higher Ed (student management system) by Student Support Staff.

Applications that are not offered a place in the course are advised in writing of the decision with explanatory reasons. 

Standard Admission Requirements – Diploma of Counselling Practice (Higher Education Diploma)

Students are required to have either:

• A Certificate IV level qualification (any field of study),  or
• Completed Year 12 with at least a Sound Achievement in English,  or
• Completed formal post-secondary studies, of at least 12 months duration,  or
• At least 3 years of work experience demonstrating capacity to undertake study at Diploma Level.

Prospective students are to supply a certified copy of the qualification or high school certification to support their application.  Applicants seeking entry through work experience are required to submit a Curriculum Vitae and supporting statements from their employer/s/ Student Support staff are to ensure this documentation is included with the Application.  If documentation is missing, Student Support Staff are to write to the prospective student advising of additional documentation required to enable assessment of their application.

Special Entry Requirements – Diploma of Counselling Practice (Higher Education Diplomas) (including applicants identifying as Aboriginal and/or Torres Strait Islander Peoples)

For students who do not meet the standard admission requirements above, the following special entry requirements will apply:

• Completion of a year-long tertiary studies preparation program (e.g., TAFE Certificate IV in Adult Tertiary Preparation),  or
• Completion of at least 12 months of tertiary studies with a GPA of at least 4.0 (on a 7.0-point scale), or
• Consideration of results from the Special Tertiary Admissions Test (STAT) – the prospective student must have achieved a STAT overall score of 160 or better, or 155 or better in the verbal sub score. (Please note that STAT results are not acceptable for current Year 12 students).
• Consideration of work history in positions of responsibility and accountability, and/or specialist knowledge.

Standard Admission Requirements – Bachelor degrees

Students are required to have either:

• A Diploma level qualification (any field of study), or
• Completed Year 12 with at least a Sound Achievement in English (Counselling and Human Services applicants).

Prospective students are to supply a certified copy of the qualification or high school certification to support their application.  Student Support staff are to ensure this documentation is included with the Application.  If documentation is missing, Student Support Staff are to write to the prospective student advising of additional documentation required to enable assessment of their application.

Special Entry Requirements – Bachelor degrees (including applicants identifying as Aboriginal and/or Torres Strait Islander Peoples)

For students who do not meet the standard admission requirements above, the following special entry requirements will apply:

• Completion of a year-long tertiary studies preparation program (e.g. TAFE Certificate IV in Adult Tertiary Preparation),  or
• Completion of at least 12 months of tertiary studies with a GPA of at least 4.0 (on a 7.0-point scale),  or
• Consideration of results from the Special Tertiary Admissions Test (STAT) – the prospective student must have achieved a STAT overall score of 160 or better, or 155 or better in the verbal sub score. (Please note that STAT results are not acceptable for current Year 12 students).
• Consideration of work history in positions of responsibility and accountability, and/or specialist knowledge.

Certified copies of Completion Certificates, Academic Transcripts and STAT results are to be supplied by the prospective student to support their application.    

Please note that if students are seeking entry through partial completion of other tertiary studies, they are eligible for entry if their GPA is equal to or higher than 4.0 (on a 7.0-point scale).

Prospective students being considered based on STAT results will be eligible for admission if their STAT overall score is 160 or better, or 155 or better in the verbal sub score.

All domestic applicants seeking entry via special admission procedures are encouraged to also supply any of the following additional documents in support of their application:

• CV or resume
• Letters confirming employment positions, responsibilities and accountabilities including durations from employers/workplace supervisors
• For applicants identifying as Aboriginal and/or Torres Strait Islander peoples, letter confirming Aboriginal and/or Torres Strait Islander status under the common seal of an incorporated community organisation.
• A statement (up to 600 words) from the prospective student outlining their abilities and skills that will enable them to study at the tertiary level
• Details of any training or development courses completed
• Proof of membership or affiliation with professional organisations, associations or community engagement.
• Referee reports (personal or professional) outlining the applicant’s ability to adequately manage the demands of tertiary study

Students applying through consideration of their work history are required to provide their CV, letter/s confirming employment positions/responsibilities and accountabilities, and a statement (up to 600 words) as outlined above.

Student Support Staff are to ensure all documentation as described above is included with the Application.  If documentation is missing, Student Support Staff are to write to the prospective student advising of additional documentation required.

Standard Admission Requirements – Master of Counselling

Students are required to have:

• Completed a Bachelor degree in Counselling with AIPC or another provider,  or
• Completed a Bachelor degree in any other field.

Prospective students are to supply a certified copy of the qualification and academic transcript with their Course Application Form.  Student Support Staff need to ensure this documentation is included with the Application. If documentation is missing, Student Support Staff are to write to the prospective student advising of additional documentation required.

English Language Proficiency Requirement

Prospective students who identify that English is a second language on their application form are required to supply evidence (from within the previous two years from date of application) of a level of achievement in a recognised English Language Proficiency Test with their application.

The levels of achievement required are:

• IELTS: achievement of an Overall Band Score of 6.5 in the Academic IELTS (International English Language Testing System).
• TOEFL (electronic): Overall score of 230 with an essay rating of at least 5.0.
• TOEFL (internet): Overall score 90 or better with a minimum of 20 in each band.
• PTE Academic: Overall score of 64 with a minimum score of 60 for each sub-skill.

Students who identify that English is a second language and have completed an accredited Australian qualification (Diploma level and above), will have this evidence considered when assessing English language skills. They may also be asked to provide a curriculum vitae with their employment experience to support their application.

Prospective students who are citizens of countries with English as an official language and have undertaken at least one year of full-time or equivalent Year 12 education in English at a recognised institution in the national education system or equivalent may be considered to meet the English Language Proficiency Requirement.

Where a prospective student has provided evidence that they have met the ELP requirements for their program, but concerns have been raised about their English language ability through the admissions process, the Institute may seek an objective assessment of the prospective student’s abilities through an English diagnostic tool.

Additional Documentation Required for Application

All Course Application Forms are to be accompanied by an essay addressing why the prospective student is interested in studying their course and what they are aiming to achieve once qualified. 

Essays for the Diploma of Counselling Practice and Bachelor degrees are 300 words in length and can be submitted by email or with the Online Application Form. 

Essays for the Master of Counselling are a minimum of 300 words with applicants to cover attributes they will require to study counselling at the Master’s level, attributes they have which may adversely affect their study of Counselling and demonstrate personal reflection on their attributes.

Students applying for entry to the Bachelor of Counselling also need to supply a Character Reference (a short letter from a Referee explaining and confirming the applicant’s good character).

Students applying for entry to the Master of Counselling also need to supply details of a professional Referee for the Institute to contact to discuss their application.

Applications not accepted into the Course

Applicants are to be notified in writing of not being accepted into the course.  Reason/s are to be provided as to why the application was not accepted.

Applicants can re-apply for entry at any time in the future.

Constructive Alignment

• Assessment provides a measure of a student’s attainment of Course Learning Outcomes.
• AIPC employs a course-wide approach to assessment. All assessment in courses is explicitly aligned with course aims and learning outcomes, the respective level of the AQF, content, experiences, and Graduate Attributes. 
• The structure of the course and its assessment enables the progressive development of skills, knowledge and understanding from the fundamental and foundational level to more specialised concepts and their application.
• Subjects require students to complete a series of summative assessment items.  Students in post-graduate courses or in their second and third years of undergraduate courses are required to demonstrate increased analytical skills and higher order thinking (conceptualisation, analysis, critique and synthesis of information) and thus their assessment pieces require a higher order of the amalgamation of skill with knowledge.
• Assessment weightings and level of difficulty are set in accordance with AQF level of the course, subject/unit learning outcomes and year of study.

Fairness

• Assessment occurs after the content has been covered thus enabling the acquisition of the necessary knowledge and skills prior to assessment.  In subjects/units where skills acquisition is required, ongoing practice of these skills occurs during the lectures for the subject (internal students - counselling to facilitate development of these skills prior to assessment.
• Information about assessment (including moderation, grading, feedback, rubrics, instructions) is transparent and communicated to students on the subject/unit site of the Higher Education Learning Portal (HELP), and in plain language by the first week of the semester. 
• Assessment is designed to be equitable and inclusive of all students and study modes.
• Student workload requirements for completion of assessment items are consistent across year-equivalent subjects. Course-level assessment design balances student and staff workloads within and across teaching periods. It is feasible for students to complete assessment and for staff to mark and provide feedback on assessment within the subject/unit timeframe so that students have adequate time to understand and incorporate feedback.
• Results and feedback on marked assessment items are to be provided within 3 weeks of the due date of the assessment. For a subject/unit of standard length:
1. the maximum weighting of an assessment item is 60% of the total summative assessment for the subject/unit
2. the minimum weighting of an assessment item is 10% of the total summative assessment for the subject/unit
3. the maximum weighting for the group component of teamwork is 50% of the total summative assessment for the subject/ unit
4. the maximum number of summative assessments per subject/unit is 3

Academic Integrity

• Assessment and feedback promote academic and professional integrity. Assessment is designed and conducted to assure the integrity of the assessment process. Students are provided with opportunities to develop their understanding and practice of academic integrity. Assessment design aligns with the Academic Integrity Policy.

Assessment Design

• Each subject/unit is assessed using a combination of formative and summative assessment methods that are suited and applicable to a subject/unit’s particular content and learning outcomes.  

• All first-year courses/units include a summative pre-census Engagement Assessment item.
• Assessments facilitate the integration of theory and knowledge into practice.
• All assessment must align with Assessment Types defined in the Student Handbook and in the Assessment Types Schedule.
• To develop a student’s critical thinking skills, assessments progressively require students to research, analyse and critically evaluate topics such as theories, ethical and professional issues.
• Students are provided with the opportunity to engage with a variety of assessment types.
• Assessment design is grounded in the scholarship of learning and teaching, discipline-specific approaches, and regulatory requirements.
• Several counselling subjects require students to undertake assessments that show practical demonstration of skills and application of theory to practice. Internal students are assessed on these skills during classes.

Quality Assurance

• The validity and assurance of attainment standards are regularly monitored through moderation of results and regular expert review and benchmarking of assessment instructions, standards and rubrics.

Students encounter the following types of assessment during their degree:

Marking, Grading and Feedback

All assessments, and final subject/unit results, are graded as follows:

The awarding of grades must be a deliberate process, requiring the exercise of academic judgement in maintaining consistent standards.  Distributions of grades for each subject/unit are reported by the Lecturer to the respective Course/Program Leader. Formal moderation of marking is undertaken regularly to ensure consistency across markers.

At the end of each study period, grades are reviewed and finalised by the Assessment Review Committee.  Grades for subjects are issued within 3 weeks of semester completion.  Students dissatisfied with an assessment mark can request review of the mark through the Student Complaints and Appeals Policy.

Feedback is explicitly aligned with course and subject/unit learning outcomes, providing students with opportunities to improve their learning in the subject/unit and across the course. Feedback is timely and encourages students to develop self-evaluation skills for lifelong learning.

The Institute recognises the right of all students and staff to experience a learning environment where equality of opportunity, inclusion and diversity are valued, promoted and practised.

The Institute has zero tolerance for harassment, bullying and discrimination and expects that students, regardless of background or intrinsic characteristics, are able to participate fully in Institute activities and will feel that their contribution is welcomed, valued and supported.

In accordance with the Student Conduct Policy, all students are expected to observe reasonable standards of behaviour with respect to all Institute activities and property, thereby refraining from harassment, discrimination, bullying and other forms of intimidating or unlawful behaviour against other students and staff.

This policy applies to the conduct of all students enrolled at the Institute (undergraduate and postgraduate) when engaged in Institute related activities on campus, in transit to/from campus, off campus and online.

All staff have a responsibility to behave professionally and with respect for others in accordance with the Code of Conduct and relevant legislation.

The Institute is committed to providing additional and personal support services and referrals for students affected by these behaviours in accordance with the Student Academic and Wellbeing Support Policy. 

If an individual is in immediate danger or requires urgent medical attention, emergency services will be contacted on 000 (112 from mobile phones).

Definitions

Harassment

Harassment is repeated behaviour directed at an individual or group of students or staff, which is offensive, humiliating, intimidating, or threatening. The behaviour is typically unwelcome and impedes effective work or study.

Harassment occurs in circumstances where a reasonable person would have expected that the behaviour is going to be offensive, humiliating or intimidating and is sexual in nature or is based on gender, race, disability, sexual orientation, or the range of other factors listed in the relevant Commonwealth and state legislation.

Bullying

Bullying is repeated verbal, physical, social, or psychological behaviour that is harmful and involves the misuse of power by an individual or group towards one or more persons.

Bullying within a workplace is where an individual or group of individuals repeatedly behaves unreasonably towards a worker or a group of workers at work and the behaviour creates a risk to health (including mental health) and safety (Fair Work Act 2009).

Except in the case of sexual harassment, a single incident of unreasonable or harassing behaviour does not, of itself, constitute bullying.

Discrimination

Discrimination occurs when a person is treated less favourably than another person because of an attribute (direct discrimination), or when a requirement that is the same for everyone has an unfair effect on some people because of an attribute (indirect discrimination).

Discrimination is any distinction, exclusion or preference made based on race, colour, age, medical or criminal record, sex, religion, marital status, sexual preference, impairment, mental or physical disability, political opinion, national extraction or social origin that has the effect of nullifying or impairing equality of opportunity or treatment.

Prevention

The Institute aims to eliminate all forms of bullying, harassment, and discrimination and commits to providing a safe, equitable, inclusive study and work environments for students and staff. In particular the Institute will:

• Promote and encourage commitment to the core values which counter bullying, harassment, and discrimination, including through the modelling of appropriate behaviour by staff;
• Clearly communicate its zero-tolerance for bullying, harassment and discrimination, including in student orientations and staff inductions, and in the Student Handbook, which is available on the Institute's website
• Clearly communicate its expectations of respectful and non-discriminatory behaviour, including in student orientations and staff inductions, and in the Student Handbook, which is available on the Institute's website
• Clearly communicate options for reporting incidents of harassment, bullying and discrimination, including in student orientations and staff inductions, and in the Student Handbook, which is available on the Institute's website
• Clearly communicate options for persons to seek support if they are experiencing bullying, harassment or discrimination, including in student orientations and staff inductions, and in the Student Handbook, which is available on the Institute's website
• Clearly communicate advice to all staff and students on actions they can take to enhance their personal security and safety, including in student orientations and staff inductions, and in the Student Handbook, which is available on the Institute's website
• Ensure that overseas students are provided with general information on safety and awareness relevant to life in Australia, including in the Student Handbook, which is available on the Institute's website and in orientation programs and in pre-arrival information
• Educate all staff of their responsibilities under this policy.

Reporting and Disclosing Incidents

AIPC encourages individuals to report incidents of harassment, bullying and discrimination. The incident may be reported by the victim, bystander or another person (with consent). A complaint may be reported in accordance with this policy at any time following an incident, regardless of whether the incident has been reported to police.

AIPC supports individuals who have been affected by harassment, bullying and discrimination to manage their response on their own terms and when they feel safe and confident to do so. There are occasions however where limits to confidentiality should be observed, specifically in instances of where there is a continued/immediate threat to the safety of the individual or others. 

An individual who has been the subject of harassment, bullying or discrimination may wish to disclose to a fellow student or staff member of their choice. The health, safety and wellbeing of the person disclosing is of the utmost priority. To be effective in their response, staff and students can follow these basic principles:

• Ensure privacy
• Listen, show empathy and respect
• Refer and recommend specialised support
• Acknowledge that the individual may or may not wish to report the incident formally.
• Look after yourself

Students and staff are encouraged to refer the matter to the Program Leader or obtain information from the Liaison Officer (Hayley Wood, hayley@aipc.net.au) if they are approached by an individual with a matter that they do not feel equipped to deal with.

AIPC does not tolerate victimisation and will take reasonable steps to ensure that all individuals involved are not victimised.

Self-Management

An individual may review their options and choose to attempt to resolve an incident without formally reporting or disclosing their concern.

When an individual feels confident and safe to do so, they may choose to contact the alleged perpetrator (either verbally or in writing) and communicate to them that the behaviour is unwelcome and request it cease. 

If an individual engages in self-help and the alleged perpetrator continues the offending behaviour, they may seek to move to informal disclosure or lodge a formal complaint.

Self-help is not an option for incidents relating to violence.

Informal Disclosure

If an individual does not wish to engage in self-help, or self-help has been insufficient in dealing with the issue, they may wish to disclose the incident to the Institute without acting against the alleged perpetrator.

Informal disclosures are to inform the Institute of risks and events and will not result in an investigation or referral of an alleged perpetrator.

The individual may choose to provide a verbal account of the incident to a staff member or fellow student to gain information about their support and reporting options. An individual may choose to have an informal disclosure recorded by reporting their concerns via email to the Program Leader, providing relevant details about the incident. 

In the first instance, the Program Leader will notify the Liaison Officer (Hayley Wood, hayley@aipc.net.au) of the incident.  The Liaison Officer contacts the student to discuss the incident and provides appropriate support and referral to external agencies if/as needed.  AIPC’s response to the informal disclosure will be guided by the wishes of the complainant.

The Program Leader will keep a record of any informal disclosures and will maintain confidentiality, except as required by law.

Formal Complaint

At any time, an individual may lodge a formal complaint of the incident to the Program Leader and/or the Liaison Officer (Hayley Wood, hayley@aipc.net.au).

In the first instance, the Liaison Officer discusses the incident with the student and provides appropriate support and referral to external agencies if/as needed.  The Liaison Officer follows up with the student on an ongoing basis to ensure they are receiving appropriate care and support.

Addressing a Complaint

Upon receipt of a complaint, the Program Leader and Liaison Officer discuss and decide a way forward to investigate the complaint.

Receipt of complaints, information ascertained during investigation, and options to address the matter are then discussed with the CEO.  Resulting actions are addressed under the relevant student or staff conduct policies. 

Appropriate records are kept by the Liaison Officer regarding each incident reported, relevant details and its outcome.

The Institute acknowledges and values the diversity of its students and population and adheres to the following principles to maintain inclusive practices in its daily operations:

• Commits to create and sustain an inclusive and accessible (physical and virtual) environment and facilities for all students and staff to access, including an inclusive curriculum.
• Acknowledges the value that a diverse student cohort and staff population contributes to achieving excellence.
• Commits to create and maintain a supportive, inclusive, and respectful environment for its students and staff that is free from discriminating, bullying, and harassing behaviour.
• Creates and offers study and work opportunities for its students and staff population from disadvantaged and underrepresented groups.

The Institute will periodically review its initiatives to integrate its diversity and inclusive approach throughout its policies and procedures. This includes, but not limited all its materials (in print and online) such as access for students with disabilities and/or individual learning needs, teaching materials and staff development materials.

The AIPC Provost will report annually to the AIPC Governing Board on its diversity and inclusion review and any corrective actions taken.

Graduates of the Institute will have an understanding of inclusion and equity which they can apply in their professional and personal practices

The Institute ensures its students and staff population are receiving appropriate support.  Any issues that may have an adverse impact on them or in breach of this policy are identified and appropriately addressed and investigated by the Chief Executive Officer.

The Institute identifies and acknowledges specific areas that inform its strategies and initiatives related to diversity and inclusion. These areas of focus include:

• Aboriginal and Torres Strait Islander peoples;
• People with disability;
• People with cultural and linguistic diversities;
• People with gender, sex and sexual diversities;
• The under-representation of women in senior positions;
• People with caring responsibilities;
• People from lower socio-economic backgrounds;
• Students from rural, remote, and isolated areas; and
• Other protected groups as defined under Australia’s human rights and all related legislation.

Students and staff are not required to disclose if they identify with any of the relevant attributes listed above; any disclosure is entirely optional. However, the Institute encourages current staff and students to disclose this information to support the Institute in reviewing and evaluating current inclusion and diversity supports and initiatives.

Any disclosed information will be kept confidential in accordance with the Privacy and Personal Information Policy.

Students and staff who believe they have experienced discrimination and harassment in breach of this policy should contact the Institute, as outlined in the Student Complaints and Appeals Policy or the Staff Grievance Policy.

The Institute’s approach to protecting the health, safety and wellbeing of students reflects the following principles:

• Students have a right to a physically and psychologically safe learning environment in which their mental and physical health and wellbeing is supported;
• A safe learning environment facilitates student achievement of relevant learning outcomes, academic success, retention and timely completion of courses/programs;
• The needs of individual students are balanced against the requirement that academic standards be upheld and that the health, safety and well-being of other students and staff are protected;
• The Institute fosters a safe, welcoming, respectful, inclusive learning environment for students of all backgrounds and characteristics, through the provision of appropriate facilities, the effectiveness of its communications, the culture of its staff, the services it provides, the curriculum it delivers, its approach to teaching and learning, and the framework constituted by its policies and procedures, practices and processes;
• Learning facilities and learning resources are accessible to all students, including, particularly, students with a disability;

The Institute:

• Has zero tolerance of assault, including sexual assault, harassment, sexual harassment, discrimination, bullying, intimidation and other unlawful behaviour;
• Respects the privacy of its students and reflects this in the measures it takes to protect the security and confidentially of any personal information collected;
• Provides, or sources from trusted external agencies or organisations, appropriate academic support services, including for English language;
• Provides, or sources from trusted external agencies and organisations, appropriate student support services focused on safety, health and wellbeing;
• Has an effective policy framework allowing students to submit complaints and appeals;
• Supports activities and initiatives that promote the safety, health and wellbeing of its students;
• Regularly reviews its approach to promoting the safety, health and wellbeing of its student, with the aim of identifying deficiencies and implementing improvements; and
• Complies with all legislative and regulatory requirements.

Responsibilities of the Institute

In creating a safe environment for students, the Institute:

• Ensures that students have an orientation program which provides information regarding the provision of support services that promote safety, health, and well-being, including information about academic and English language support and information about enhancing personal safety; ensure this information is readily accessible in the Student Handbook, which is available on the Institute's website, and regularly update students regarding relevant changes.
• Ensures that staff inductions provide information on their obligations regarding student safety, health and wellbeing, and that staff are regularly reminded of these obligations and updated regarding any changes to them.
• Has an effective system for students to report incidents and concerns regarding safety, health and wellbeing, which is clearly communicated at orientation, in the Student Handbook, which is available on the Institute's website, and in notices on campus.
• Supports and promotes initiatives and activities that improve student safety, health and wellbeing.
• Has an effective system for identifying, assessing, and controlling foreseeable risks in the campus and learning environments so as to prevent or minimise harm.
• Ensures it is prepared to respond effectively to emergencies and critical incidents.
• Maintains and regularly inspects facilities and equipment to ensure they are fit for purpose.
• Seeks feedback and suggestions from students, staff and external experts, on safety, health and wellbeing matters, including through direct consultation and discussion.
• Supports activities in the campus and learning environments that enhance mental, physical, social, emotional, cultural, and professional wellbeing.
• Encourages students to disclose issues regarding their safety, health and wellbeing in order to access appropriate help and support and maintain the security and confidentiality of person information thus disclosed.
• Makes reasonable adjustments and offers special consideration to facilitate students’ full participation in learning and the life of the Institute.
• Investigates incidents in the campus and learning environments that adversely impact student safety, health and wellbeing.
• Engages with regulators and stakeholders as required.
• Appropriately resources the systems required to maintain and improve student safety, health and wellbeing.
• Maintains records as required by legislation.
• Complies with all relevant Commonwealth and state legislative and regularity requirements.

Responsibilities of Staff

In promoting a safe and healthy environment for students, Institute staff:

• Model a culture of respectful interaction and thoughtful consideration between themselves and with students.
• Model inclusive language between themselves and with students.
• Ensure that their acts or omissions do not adversely affect the health, safety or wellbeing of students.
• Act in accordance with the Staff Code of Conduct.
• Undertake the induction and training provided by the Institute, particularly where it deals with matters of student safety, health and wellbeing.
• Provide input into Institute reviews of the effectiveness of its approach to promoting student safety, health and wellbeing.
• Report immediately any health, safety or wellbeing concerns, including any concerns that a student poses a risk to their own or others’ wellbeing.

Responsibilities of Students

To contribute to a safe and healthy environment, students:

• Take reasonable care regarding their own health, safety and wellbeing and that of other students, including maintaining awareness of relevant matters.
• Take seriously advice provided by the Institute on enhancing their personal safety.
• Consider disclosing as early as possible personal safety, health and wellbeing concerns in order to access support provided, or facilitated, by the Institute, as well as reasonable adjustments and special consideration.
• Provided that there is documented medical advice to support such a decision.
• Act in accordance with the Student Code of Conduct.
• Ensure that their acts or omissions do not adversely affect the health, safety or wellbeing of other students.
• Act with respect and consideration for other students, refraining from discrimination, harassment, bullying, intimidation and unlawful actions.
• Report immediately any health, safety or wellbeing concerns, including any concerns that a student poses a risk to their own or others’ wellbeing.

The Institute recognises academic institutions play a crucial role in the development of critical, innovative thinkers and in the creation of new knowledge contributing to the advancement of society as a whole.

This policy provides the Institute’s commitment to intellectual and academic freedom of academic staff and students in their pursuit of knowledge.  Academic staff and students are able to investigate and pursue academic interests and express views relating to their area/s of academic expertise without fear or favour.

Such freedom comes with responsibilities and obligations, including:

• Academic staff and students are able to freely pursue knowledge in their learning, teaching and research activities, in accord with high academic, ethical, legal, professional and research standards.
• Issues are to be approached in a fair, balanced, open and ethical manner with free and responsible communication of knowledge both within and outside the Institute.
• The right to intellectual and academic freedom does not incorporate staff or students expressing views on matters other than those within their area of expertise, and must not represent their views as those of the Institute.
• The pursuit of intellectual and academic freedom does not exempt Institute academic staff and students from complying with the reasonable policies, directions, objectives, obligations and approvals of the Institute in its operation as a Higher Education Provider, and in individual employment agreements.

Overview

In the course of its business, the Australian Institute of Professional Counsellors Pty Ltd T/As Australian Institute of Professional Counsellors (“the Institute”) may collect information from students or persons seeking to enrol with the Institute, either electronically or in hard copy format, including information that personally identifies individual users.  The Institute may also record various communications between individuals and the Institute.

In collecting personal information, the Institute will comply with the requirements of the Australian Privacy Principles (APPs) set out in the Privacy Act 1988 (Cth) as amended by the Privacy Amendment (Enhancing Privacy Protection) Act 2012.

Collection and use of personal information

The Institute will only collect personal information from individuals by fair and lawful means which is necessary for the functions of the Institute. The Institute will only collect sensitive information with the consent of the individual and if that information is reasonably necessary for the functions of the Institute and delivery of the service to students.

The information requested from individuals by the Institute will only be used to provide you with the educational service you require to successfully complete your course; obtain feedback from you about the course, service and facilities we have provided; advise you of upcoming seminars, tutorials and relevant events; administer and manage your course, including billing and collecting debts; further develop and improve our business and educational systems; inform you about new products and services that we may introduce from time to time; assess an individual’s entitlement to FEE HELP assistance and to allocate a Commonwealth Higher Education Student Support Number (CHESSN) and/or a Unique Student Identifier (USI); and to report to government agencies as required by law, including for the purpose of administering tuition protection.  If an individual chooses not to give the Institute certain information then the Institute may be unable to enrol that person in a course or supply them with appropriate information or services, including tuition protection options.

The type of personal information that may be collected includes:

• Name, date of birth, contact details and identifiers (eg, Unique Student Identifier)
• Demographic information
• Study arrangements and details including enrolments, course progress, and outcomes/grades, and
• Payment arrangements, including payment methods and details, tuition fees paid and payable, and payments by third parties.

Your personal information will be held by the Institute for a period up to 30 years.

Disclosure of personal information

For the purposes set out above, we may disclose your personal information to the following organisations:

• Service providers who assist with managing the services we provide to you including information technology, educational services, marketing and debt recovery.
• Licensees that provide educational services and qualifications under the Australian Institute of Professional Counsellors Pty Ltd banner.
• Government and regulatory authorities, as required under legislation, and/or during audit of the service we provide to you or information reporting requirements.
• Centrelink for those students whom are studying either full or part time under the Austudy/Abstudy scheme.
• Organisations involved in the transfer/sale of all or part of our assets or business.

• The Higher Education Tuition Protection Director in the event the Institute defaults, or is at risk of defaulting, under the TEQSA Act.
• The Australian Government Actuary and other providers of Higher Education, if necessary, under the provision of tuition protection services.

Personal information about students studying with the Institute may be shared with the Australian Government and designated authorities, including the Australian Skills Quality Authority (ASQA), the Tertiary Education Quality and Standards Agency (TEQSA), and the Commonwealth Department with responsibility for administering the Higher Education Support Act 2003 and tuition protection services.  The Department’s Privacy Policy is available at:  https://www.education.gov.au/using-site/privacy-statement-department-education and should be read in conjunction with this Privacy and Personal Information Policy.

The Institute will not disclose an individual’s personal information to another person or organisation unless:

1. the individual concerned is reasonably likely to have been aware, or made aware that information of that kind is usually passed to that person or organisation;
2. the individual concerned has given written consent to the disclosure;
3. the Institute believes on reasonable grounds that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned or of another person;
4. the disclosure is required or authorised by or under law; or
5. the disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of the public revenue.

Where personal information is disclosed for the purposes of enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the purpose of the protection of the public revenue, the Institute shall include in the record containing that information a note of the disclosure.

Any person or organisation that collects information on behalf of the Institute or to whom personal information is disclosed as described in this procedure will be required to not use or disclose the information for a purpose other than the purpose for which the information was collected by them or supplied to them.

Security and integrity of personal information

The Institute is committed to ensuring the confidentiality, security and integrity of the personal information it collects, uses and discloses.

The Institute will take all reasonable steps to ensure that any personal information collected is relevant to the purpose for which it was collected, is accurate, up to date and complete.

The Institute will store securely all records containing personal information and take all reasonable security measures to protect personal information it holds from misuse, interference, loss, unauthorised access, modification or disclosure.

Where the Institute has no further use for personal information for any purpose disclosed by the Institute, or is no longer required to maintain that personal information, all reasonable steps will be taken to destroy or de-identify the information.

Right to access and correct records

Individuals have the right to access or obtain a copy of the personal information that the Institute holds about them. Requests to access or obtain a copy of personal information must be made in writing. There is no charge for an individual to access personal information that the Institute holds about them; however, the Institute may charge a fee to make a copy. Individuals will be advised of how they may access or obtain a copy of their personal information and any applicable fees within 10 days of receiving their written request. Where it is reasonable to do so, access to the information will be provided in the manner requested by the individual.

If an individual considers their personal information to be incorrect, incomplete, out of date or misleading, they can request that the information be amended.  Where a record is found to be inaccurate, a correction will be made as soon as practical.  Where an individual requests that a record be amended because it is inaccurate but the record is found to be accurate, the details of the request for amendment will be noted on the record. There is no charge for making a request to correct personal information.

Written requests for access to, to obtain a copy of, or correct personal information held by the Institute should be sent to:

Complaints about an alleged breach of the APPs

Where an individual believes that the Institute has breached a Privacy Principle in relation to that individual, they may lodge a complaint using the Institute’s grievance handling procedures which enables students and prospective students to lodge grievances of a non-academic nature, including grievances about handling of personal information and access to personal records.

Publication

These Privacy and Personal Information Procedures will be made available to students and persons seeking to enrol with the Institute by publication on the Institute’s website: https://www.aipc.net.au/index.php.  Alternatively, a copy of this policy may be requested by contacting the Institute using the contact details provided above.

In order to ensure that students have given their informed consent for their personal information to be disclosed to certain third parties as outlined in this procedure, the Institute will advise students on enrolment about these procedures and where they are located.

In the context of this policy, a person with a disability is someone who has temporary or permanent disabilities; physical, intellectual, sensory, neurological, learning or psychosocial disabilities, diseases or illnesses, physical disfigurement, medical conditions, or work-related injuries.  An adjustment is a measure or action that has the effect of assisting a student with a disability:

• In relation to admission or enrolment — to apply for admission to, or enrolment with, the education provider;
• In relation to a course or program — to participate in the course/program or subject/unit; and
• In relation to facilities or services — to use the facilities or services of the education provider;
• On the same basis as a student without a disability, and may include an aid, a facility, or a service that the student requires because of their disability. An adjustment is reasonable if it achieves this purpose while taking into account the student’s learning needs and balancing the interests of all parties affected, including those of the student with the disability, the education provider, staff and other students.

Disclosure

Disclosure by students, of any disabilities they might have, is entirely optional; however, disclosure is encouraged since it can play a key role in developing, assessing the effectiveness of, and improving, the Institute’s strategies, processes and actions in relation to students with a disability.

While the Institute endeavours to provide a learning environment, a curriculum, and a student experience which are accessible to students with disabilities, disclosure, and related documentation, is a requirement for receiving specialist support or the approval of a reasonable adjustment.

Students may disclose details of their disability on their application form or disclose their disability at later time.

Information disclosed will be kept confidential and will be used to develop, assess and improve equity strategies and actions, and for government reporting requirements. 

Admission and Enrolment

The Institute will provide information on its website about its courses/programs and its admission requirements and processes in a format that takes into consideration good practice accessibility guidelines.

The Institute will assist students with a disability in regard to admission and enrolment processes, as requested.

The Institute implements non-discriminatory student selection procedures that encourage fair access for members of under-represented groups.

Learning and Teaching

The Institute’s approach to curriculum development, provision of learning resources and materials, models of delivery, and provision of facilities, is informed by principles of universal design and by sensitivity to the needs and circumstances of students who may have a disability.

The Institute makes reasonable adjustments in assessing the achievement of the learning outcomes of subjects/units, including the use of alternative assessment techniques, provision of adaptive equipment, extensions for assignment, extended examination periods, separate examination rooms.

In making reasonable adjustments, the Institute does not exempt students with a disability from the requirement to demonstrate learning outcomes or to meet other academic standards, including those standards required to be met by professional or external accrediting bodies; nor does a reasonable adjustment give a student an unfair advantage.

In some required work-integrated learning or placement subjects, there may be certain abilities or capabilities that students must have in order to achieve the learning outcomes of the subject and without compromising the health, safety and welfare of the student or of others. In such cases, reasonable adjustments may not be possible although this will be determined after extensive consultation with key parties including impacted student(s).

Information regarding mandatory work-integrated learning or placement components of courses; or any special prerequisites such as medical checks, registration with a professional body, police checks, vaccinations, and academic and other requirements, must be published on the Institute’s website and recruitment materials.

The Institute provides academic counselling for students with a disability and has a system for monitoring the progress of students with (disclosed) disabilities.

In order to obtain academic counselling support or reasonable adjustments, students must provide documentation from a qualified and relevant health professional regarding their disability to int.support@aipc.net.au.

When a student discloses that they have a disability, they are referred to the International Student Liaison Officer for a confidential discussion on reasonable adjustments options.  Students who would like to discuss their individual study and assessment needs are able to contact the Study Assistance Line on 1300 139 239 or email int.support@aipc.net.au.

The following steps are followed in making reasonable adjustments:

• Students who are identified as requiring reasonable adjustments may discuss with the International Student Liaison Officer possible strategies and options.
• The International Student Liaison Officer will, if necessary, seek advice from relevant external organisations or agencies for advice on the respective disability and possible options for access, participation and assessment.
• An Individual Learning Plan (ILP) is then developed with the student that incorporates suitable strategies and options based on the student’s individual needs. The Program Leader will approve the ILP after confirming that it does not compromise academic standards, including assessment.
• The ILP is communicated to all necessary staff, such as Lecturers and Student Support staff, by the International Student Liaison Officer to ensure all are aware of the specific arrangements made with the student.
• The International Student Liaison Officer is responsible for following up with the student and lecturers on a regular basis during each study period to monitor implementation and progress.
• The Program Leader is responsible for ensuring the steps relating to the ILP are taken, and that the specified strategies for students and options are considered and implemented.

Facilities

The Institute provides and equips facilities in a way that reflects its commitment to provide equitable opportunities for students to access, and to fully participate in the educational, social and cultural dimensions that contribute to their overall positive student experience.

Students are able to apply for Recognition of Prior Learning (RPL) or Credit Transfer to receive credit for one or more subjects** of their Bachelor course (up to a maximum of 8 subjects).  This enhances student progression through the course and provides recognition for students entering the course with relevant prior studies and work experience.  Students granted RPL or credit are not disadvantaged in achieving the expected learning outcomes of the course, and the integrity of the qualification must be maintained.

The Institute’s approach to granting of credit in recognition of prior learning complies with the best practice principles outlined in the AQF Qualifications Pathways Policy (Australian Qualifications Framework Handbook, January 2013) and ensures pathways are available into and between qualifications.  Applications for Recognition of Prior Learning (RPL) or Credit Transfer are:

• Assessed according to evidence-base and in a clear, equitable, accessible and transparent manner.
• Applied consistently and fairly with decisions subject to appeal and review.
• Recognise prior learning where it is relevant and current.
• Decided in a timely manner with decisions being academically defensible, taking into account the learning outcomes, and the student’s chance of success in the course.
• Formally documented for students with reasons provided for not granting credit.

In assessing applications for Recognition of Prior Learning (RPL) and Credit Transfer:

• Entry requirements for the course are still required to be met, and an offer of credit does not guarantee admission to a specific course.
• Applications for Recognition of Prior Learning are determined by the Program Leader in accord with the framework of this policy.
• Regardless of the credit granted, the requirements of the course must be fulfilled and cannot be automatically transferred to another course.

• Decisions made on Recognition of Prior Learning are reviewed by the Chief Executive Officer.

The onus is on the applicant to provide appropriate evidence to demonstrate the relevant skills, knowledge and understanding in subjects where credit is being sought, and that the Learning Objectives (LO’s) of the subject have been achieved.

Recognition of Prior Learning (RPL)

RPL recognises that students, due to relevant life and work experiences, may already possess the requisite skills and knowledge for subject/s in the Bachelor course.  Students who have been working within a human services environment for a number of years are able to apply for recognition of this prior learning or experience.  Exemption can be applied for one or more course subjects** (up to a maximum of 8 subjects). For human services students only (HUS203 Human Services Field Placement I & HUS305 Human Services Field Placement I); Students may seek recognition of prior learning (RPL) for earlier or current work experience in relationship to one field placement only.

Assessing credit from prior experience takes into account the authenticity, currency, quality, relevance, transferability and comparability of the experience to the requirements of the subject for which credit is being applied.

The process of recognising prior learning (RPL) involves matching prior learning gained by the applicant in the context of previous work experiences with the specific learning outcomes of subjects in your degree. If previous work experience is shown to match the specific learning outcomes of specific subjects in the degree, then those matching subjects may form a case for credit to be awarded to the applicant as being complete and will not need to be completed again within the degree.

Credit Transfer

Credit Transfer refers to obtaining credit towards another course on the basis of having completed previous study of an equivalent subject or unit.  Students who have completed similar units to those included in the respective Bachelor program are welcome to apply for Credit Transfer.  Students who have completed or partially completed another counselling or human services course are particularly encouraged to apply for Credit Transfer. 

Credit will not normally be granted for formal study completed more than 10 years prior to application unless there is evidence of continued relevance of this study for the course towards which credit is sought.  Credit is granted where there is substantial overlap with the content and/or learning outcomes of the subject for which credit is being applied. When assessing credit based on prior study, consideration is given to the objectives of the course, methods of delivery and assessment, admission requirements, course durations, the breadth and depth of the course material, practical training requirements, and experience requirements.

The process of Credit Transfer (CT) involves matching subjects that the applicant has already completed from previous courses of study with subjects in your degree. If previous subjects completed by the applicant have learning outcomes that match the learning outcomes of specific subjects in the degree, then those matching subjects may form a case for credit to be awarded to the applicant as being complete and so those subjects will not need to be completed again within the degree.

**Students can only obtain credit for a total maximum of 8 subjects inclusive of whether this credit has been obtained via RPL or credit transfer.

Students Articulating from the Diploma of Counselling/Diploma of Professional Counselling

Students progressing into the Bachelor of Human Services from the following Institute’s Diploma Programs will automatically receive credit for the below subjects:

Diploma of Counselling/Diploma of Professional Counselling (Curriculum Codes: AIP CND, DPCA, DPCB, DPCC, DPCD, CDA, CDB) will automatically receive credit for the following subjects:

HUS102                Case Management in Human Services

COU104               Micro Counselling Skills

Diploma of Community Services (Case Management) (Curriculum Code: CMB) will automatically receive credit for the following subjects:

CORE102             Communication Skills

HUS101                Introduction to Human Services

HUS102                Case Management in Human Services

CORE103             Group Work

Diploma of Youth Work (Curriculum Code: YWA) will automatically receive credit for the following subjects:

CORE102             Communication Skills

HUS102               Case Management in Human Services

CORE103             Group Work

COU303               Working with Children and Adolescents

Diploma of Financial Counselling (Curriculum Code: DFCA) will automatically receive credit for the following subjects:

COU104               Micro Counselling Skills

Applying for RPL or Credit Transfer

Students are able to apply for RPL or Credit Transfer by sending in the RPL/Credit Transfer Application Form and all necessary supporting documentation as detailed on the Application Form to:

Students can apply for credit transfer at any time after acceptance into their Bachelor course and prior to enrolling into the subject/s for which credit is sought.

The RPL/Credit Transfer Application Form can be obtained by calling AIPC on 1800 657 667 or emailing support@aipc.net.au.

Submitting your Application

Simply complete the Application Form and collate your supporting documentation and send to the address above.  Your application will be assessed by the Course Coordinator within two weeks of receipt and you will be notified in writing of the outcome of the application.  Reasoning is provided where credit is not granted. 

The student’s Academic Transcript received at the end of the semester will show the credit that has been awarded to date during your studies.

The following documentation will need to be submitted:

1. For applications based on previous study, a certified copy of the student’s Academic Transcript will need to be submitted along with subject/unit documentation that includes the aims and objectives of the subject/unit, syllabus outline, contact hours, texts and assessment information.

1. For applications based on previous experience, letters of support from current/previous employers will need to be included.  Letters should include duties performed, length of tenure, position and contact details of the writer.

Applications that do not include all supporting documentation will be returned for resubmission.  Supplied documentation that is photocopied will need to be certified as a copy of the original by an acceptable certifier (Justice of the Peace, Commissioner of Declaration).

How much does applying for credit cost?

There is no fee for applying for RPL or credit.  Students are not required to pay the subject fee for each subject in which credit is granted. 

Appeals of Decisions

Students are able to appeal decisions made on the granting of credit.  The grounds for appeal are that the decision is inconsistent with this policy.  Please refer to the ‘Appeals against an assessment result’ section of the Grievance Handling and Resolution Policy and Procedure.  After appeal, students who remain dissatisfied with the outcome of their appeal against a decision regarding the award of credit may refer to the Grievance Handling and Resolution Policy and Procedure.

Please refer to https://www.aipc.net.au/index.php/fees-dates-policies for current subject fees and indicative additional and non-tuition costs.

Tuition fees for each subject are reviewed by the Chief Executive Officer in September/October each year, with updates to Tuition Fees then being updated on the AIPC website.

Students can pay for their course fees semester-by-semester via their own funds or through FEE HELP (if eligible).  Students can also choose a combination of the two payment options.

Students choosing to pay their fees via FEE HELP are emailed a Customer Assistance Notice (CAN) notifying of relevant information within 28 days after the semester Census Date.

Students choosing to pay their own fees, are charged during the first week of Semester.

All students are not able to defer payment of their course fees.  Students who do not pay their course fees before the due date each semester will not be able to continue studying during the semester until their fees are brought up to date.

Subjects where credit is granted

Students can apply for credit of previous studies and experience as described in the Recognition of Prior Learning and Credit Transfer Policy and are not required to pay the subject fee for each subject in which credit is granted.

Articulation from AIPC courses into AIPC higher education courses are detailed in the respective Student Handbook. 

Outstanding Fees

Students who have not arranged a payment plan or paid their fees by the due date will not be able to:

1. continue their studies in the semester
2. enrol in subjects for future semesters
3. access their semester or subject results
4. submit assessment for marking or undertake practical assessments
5. access the Higher Education Learning Portal or AIPC Online Library, or
6. access study support services.

This may result in an academic penalty (receiving a mark of ‘Fail’ for subjects) to students because they have not completed the requisite assessment and coursework.  If your fees are more than 7 days overdue, you will be notified that these must be paid within two weeks, otherwise your enrolment will be cancelled.

If the student remains behind in their fees at 21 days overdue, or FEE HELP documentation has not been completed and returned, then the student’s enrolment is put on hold for the current Semester with access to enrolled subjects/units being ceased.  The enrolment can re-commence upon contact by the student and the addressing of any overdue fees or documentation.

Students who are experiencing genuine and extenuating circumstances such as financial hardship, can contact the Student Support Officer support@aipc.net.au for further assistance. In some circumstances, the Institute may consider modifying the student’s existing fee payment plan. Outstanding fees are to be finalised by the end of the semester. Otherwise, the student’s grades will be withheld, and their enrolment will not be processed for the following semester.

Fees for Additional Items

There are some items and services that students will need to pay additional charges for during their course of study:

1. Textbooks and Software: Most subjects of the Bachelor Programs require students to purchase compulsory textbooks, and sometimes software. Textbook requirements vary between subjects and there are price variations between textbooks and software. Students receive a Textbook List with their Confirmation of Semester Enrolment pack. Students can source textbooks and software from other suppliers if they choose. Students are encouraged to submit their online textbook order through the Booktopia https://www.booktopia.com.au, or Zookal https://www.zookal.com/textbooks prior to commencing their studies for the semester. 
2. Residential Schools: The course includes students attending 3 weeks of compulsory Residential Schools.  Students are required to meet personal expenses such as travel, accommodation and meals.  Travel includes travel costs to and from the Residential School location (Brisbane, Melbourne, Sydney or Perth) where the Residential School is held and travel to and from the Institute’s premises each day.
3. Postage and handling: Additional postage and handling fees will apply for students borrowing hard copy books from the Institute’s library.

Please refer to https://www.aipc.net.au/index.php/fees-dates-policies for current indicative costs in relation to the above.

Withdrawing from Your Course

You can cancel from the subject/s you are enrolled in before the Semester’s Census Date (as advertised on the Institute’s website) without financial or academic penalty. 

If cancelling after the Semester’s Census Date, you are liable for the full cost of the subject/s in which you are enrolled.  Any outstanding amounts are to be paid. 

Students can withdraw from studying a subject/unit within 6 weeks of the commencement of the semester without suffering any academic penalty; however, are liable for the subject/s tuition fees. 

To discontinue the course, students need to submit their request in writing to support@aipc.net.au.  Upon completion of the cancellation process, students receive an updated academic transcript of the studies they have completed.

Cancelling students are to submit their cancellation in writing and pay any outstanding amounts or incur the FEE HELP debt as per the above policies.  If these amounts are not forthcoming, the outstanding amount will be pursued as per the Outstanding Fees section of this procedure.

If the student is due a refund, Student Support Staff will request a refund to be processed by AIPC’s Finance Department who will refund the student upon the receipt of valid bank account information to process the refund.  The refund will be processed within 14 days of the student cancelling. 

Re-enrolment into future AIPC Programs

The Institute understands that students may want to recommence studying with AIPC in the future in the same or alternative courses.  Subject to the meeting of course entry requirements and completion of the current application form and entry procedures, students can commence in other AIPC courses.

Re-enrolment will not typically involve the transfer of any previously paid tuition fees which would usually have been consumed through normal cancellation processes or completion of subjects/units. 

Students are also able to apply for credit transfer for recognition of their partially completed studies into current programs offered by AIPC.

Refunds

Students who wish to apply for a refund may do so by contacting Student Support Officer at support@aipc.net.au and advise the Institute in writing. The date the correspondence is received by the Student Support Officer is the effective date.

All refunds will be made in Australian dollars and will only be made if the Institute has already received cleared monies in its bank account.

All refunds will be made to the original payment source.  Refunds may be paid to a third party (i.e., other than the student) at the student’s writing request.

Refunds before the commencement of semester

Students who wish to withdraw from their course prior to the commencement of the semester are eligible for a full refund of the tuition fees paid.

Refunds Before Census Date

Students who withdraw from their course before the census date may be eligible for a full refund of the tuition fee paid for their course.

FEE-HELP students who wish to withdraw from a unit of study and are eligible to obtain a full refund of their tuition fees.

Non-FEE-HELP students who wish to withdraw from a course/unit of study due to a change of mind on or after the date of the commencement of the semester is eligible for a fee refund. The Institute will keep the tuition fees for the number of weeks that have passed since the commencement of the semester and refund the rest of the fees paid.

Refunds On or After Census Date

Students who withdraw from their course/unit on or after the Census Date are not eligible for a refund. However, students who are genuinely experiencing extenuating circumstances may apply for a review to re-credit their tuition fee balance.

Appeals and Reviews

Students who are unsatisfied or wish to dispute a decision related to tuition fee refunds may do so by submitting a formal complaint as outlined in Complaints and Appeals Policy in the Student Handbook. 

This Policy and Procedure, and the and the right to make complaints and seek appeals of decisions and action under various processes, does not affect the rights of the student to act under the Australian Consumer Law if the Australian Consumer Law applies.

Under the provisions of the Higher Education Support Act 2003 (HESA) and the associated Higher Education Provider Guidelines The Australian Institute of Professional Counsellors Pty Ltd (“the Institute”) is required to provide a tuition assurance arrangement for persons, other than international students^[1], who are enrolled in higher education courses it offers. This requirement is to protect students in the event that the Institute ceases to provide a course of study in which a student is enrolled.

The meaning of ‘ceasing to provide a course of study’ is set out in the HEP Guidelines which can be found at: https://www.legislation.gov.au/Details/F2012L02136.

In the event that the Institute ceases to provide a course of study in which a student is enrolled the student is entitled to a choice of:

a) an offer of a place in a similar course of study with a Second Provider without any requirement to pay the Second Provider any student contribution or tuition fee for any replacement units. This is known as the “Course Assurance Option”;

or

b) a refund of his or her up-front payments for any unit of study that the student commences but does not complete because the Institute ceases to provide the course of study of which the unit forms part. This is known as the “Student Contribution / Tuition Fee Repayment Option”.

The Institute has met the tuition assurance requirements of the HESA through the Australian Government’s Tuition Protection Service (TPS) for students utilising FEE-HELP to pay their tuition fees, and the provision of a Bank Guarantee for students paying their own tuition fees.

Activation of Tuition Assurance Arrangements

If the Institute ceases to provide a higher education course of study, each student enrolled in the course of study will be sent a Written Tuition Assurance Offer (“the Offer”) advising the student of the options available under the tuition assurance requirements. The Offer will include directions that the student must follow in order to notify of the choice they have made for each affected unit. This Offer is provided within twenty business days after notification by the Institute to the TPS or ITECA.

A student may choose either:

The Course Assurance Option
Under the course assurance option, a student will be offered a place in a similar course of study. If the student accepts this option the necessary arrangements are made to ensure a student is able to enrol with the Second Provider in a similar course of study. This offered course will lead to the same or a comparable qualification without any requirement on the part of the student to pay the Second Provider any student contribution or tuition fee for any replacement units (that is, units that the student had commenced but not completed because the course ceased to be offered). A student will receive full credit from the Second Provider for any units of study successfully completed at the Institute.

The Second Provider nominated may have different contribution amounts or tuition fees to the amounts or fees the student would have paid for units of study which were part of the course of study that the Institute ceased to provide.

A student is not obliged to enrol in a course of study with a Second Provider under the Course Assurance Option. However, if they enrol with any other provider there is no obligation on that provider to offer full credit transfer for the units of study completed with the Institute or to offer any replacement units free of charge.

OR

The Student Contribution/Tuition Fee Repayment Option
Under the Student Contribution/Tuition Fee Repayment Option , the TPS or the Institute (through the Bank Guarantee) undertakes to refund the student’s HELP debt, or pay the student the total of any up-front payments already paid by the student, for any units of study that the student has commenced but not completed because the Institute has ceased to provide the course of study.

Students selecting this option who have applied for FEE-HELP assistance will have their FEE-HELP balance re-credited for uncompleted units.

[1] As defined by the Education Services for Overseas Students Act 2000

This statement is relevant to students who are utilising FEE-HELP to pay their tuition fees.

Introduction

1. Tuition assurance protects students in the event a course of study provided by an approved HELP provider ceases to be provided after it starts but before it is completed.
2. As an approved higher education provider under the Higher Education Support Act 2003, The Australian Institute of Professional Counsellors Pty Ltd (“the Institute”) ABN: 68 366 027 051 ACN: 077 738 035 must meet the tuition assurance requirements or be exempt from those requirements.
3. It is intended that, from 1 January 2018, the Institute will be exempted from the requirement to meet the tuition assurance requirements. Instead, the Institute is required to comply with interim arrangements which ensure similar tuition assurance protection is provided to students.
4. This statement sets out the interim arrangements for tuition assurance that will apply from 1 January 2018 and the Institute’s obligations from that date.
5. If any changes occur to the proposed arrangements outlined below, a revised statement will be provided on the Institute’s website and advised to all students that have enrolled in the intervening period.

What happens if The Australian Institute of Professional Counsellors Pty Ltd (“the Institute”) ceases to provide a course of study?

Information for affected students

6. The Australian Institute of Professional Counsellors Pty Ltd (“the Institute”) will notify affected students in writing that a course of study is no longer provided within 2 business days after the Institute ceases to provide the course.
7. As soon as practicable, the Institute will also update its website to reflect that the course is no longer being delivered and to give students information about the tuition assurance arrangements.
8. Affected students may choose either course assurance arrangements or apply to the Institute for a re-credit of their HELP balance.

Course Assurance

9. The Commonwealth Department of Education and Training (the Department) (or a consultant engaged by the Department) will work with affected students to identify a replacement course and arrange for students to be placed with a second provider.
10. Replacement courses must meet the following requirements:
    • the course must lead to the same or comparable qualification as the original course;
    • the mode of delivery of the replacement course must be the same as or, with the student’s consent, similar to the mode of delivery for the original course;
    • the location where the replacement course is primarily delivered must be reasonable, having regard to the costs of, and the time required for, a student’s travel; and
    • the student will not incur additional fees that are unreasonable and will be able to attend the replacement course without unreasonable impacts on the student’s prior commitments.
11. Affected students will be offered a replacement course and may seek a review about whether the course offered to them meets the requirements for replacement courses.
12. A student who accepts the replacement course offered will not be required to pay the second provider for the replacement components of the replacement course. However, the fees payable for the remainder of the replacement course may be different from the fees payable for the original course.
13. The student will also receive course credits for parts of the original course successfully completed by the student, as evidenced by a copy of a statement of attainment or other Australian Qualifications Framework certification document issued by the course provider or an authorised issuing organisation in accordance with the Australian Qualifications Framework.
14. Each affected student will have a period of six (6) months in which to accept the replacement course offer. The Department may extend that period in circumstances that justify an extension.
15. If an affected student enrols in a course that is not a replacement course, the student may be required to pay additional tuition fees, and might not receive the course credits the student would have received if the student had enrolled in a replacement course.

Re-credit of HELP Balance

16. Where the student prefers to apply for a re-credit of their HELP balance for the affected parts of the original course, the student may nominate the Department (or a consultant engaged by the Department) to make the application on the student’s behalf.
17. The Australian Institute of Professional Counsellors Pty Ltd (“the Institute”) will consider students’ applications as soon as practicable and notify them of the decision about the application, together with a statement of reasons for the decision. If an application for a re-credit is accepted, the amount re-credited will be equal to the amount of HELP assistance received by the student for the affected units of study.

Record keeping

18. It is suggested best practice for students to retain assessments, records of competencies or statements of attainment that they receive from their education provider.

The Institute has zero tolerance for sexual assault and sexual harassment and is committed to providing additional and personal support services and referrals for students affected by these behaviours in accordance with the Student Academic and Wellbeing Support Policy.  This policy applies to the conduct of all students enrolled at the Institute (undergraduate and postgraduate) when engaged in Institute related activities on campus, in transit to/from campus, off campus and online.

All staff have a responsibility to behave professionally and with respect for others in accordance with the Code of Conduct and relevant legislation.

If an individual is in immediate danger or requires urgent medical attention, emergency services will be contacted on 000 (112 from mobile phones).

Definitions

Sexual Assault

Sexual assault is unlawful and constitutes serious misconduct.  Sexual assault is any unwanted or forced sexual act or behaviour that occurs without consent. Sexual assault occurs when a person indecently assaults another person or procures another person, without their consent, to commit a sexual act (Section 352, Criminal Code Act 1899 (Qld)).

Consent must be freely and voluntarily given by a person with the cognitive capacity to do so and can be revoked at any time.  Consent cannot be given by an individual who is unconscious, asleep, or under the influence of drugs or alcohol.

Further, and in accordance with the Criminal Code Act 1899 (Qld) a person’s consent to an act is not freely and voluntarily given if it is obtained:

• by force; or
• by threat or intimidation; or
• by fear of bodily harm; or
• by exercise of authority; or
• by false and fraudulent representations about the nature or purpose of the act; or
• by a mistaken belief induced by the accused person that the accused person was the person’s sexual partner.

Sexual Harassment

Sexual harassment is unlawful under the Anti-Discrimination Act 1991 (Qld) and the Sex Discrimination Act 1984 (Cth) and constitutes misconduct. Sexual harassment is a form of harassment and includes any unwelcome or unsolicited conduct of a sexual nature that is offensive, humiliating, intimidating or threatening.  The behaviour does not have to be repeated for it to constitute sexual harassment.

Conduct of a sexual nature includes making a statement of a sexual nature to a person, or in the presence of a person, whether the statement is made orally or in writing.

Sexual harassment occurs in circumstances where a reasonable person, having regard to all the circumstances, would have anticipated the possibility that the person harassed would be offended, humiliated or intimidated.

The Institute will work to prevent sexual assault and sexual harassment by means of the following steps:

• The Institute will make clear its zero tolerance for sexual assault and sexual harassment, and related expectations and responsibilities of students and staff, in student orientations, staff inductions, regular information updates to students and staff, information published in the Student Handbook, which is available on the Institute's website, through workshops and other educative measures, and through an accessible and clear set of policies and procedures, notably the Staff Code of Conduct and the Student Code of Conduct.
• The Institute will, through the mechanisms described above, effectively communicate the options available for reporting sexual assault and sexual harassment and the actions that may consequently be taken by the Institute.
• The Institute will encourage students and staff to report incidents of sexual assault and sexual harassment, and situations in which the threat thereof is developing, making clear that the victimisation of those reporting incidents is not tolerated.
• The Institute will strive to build a culture of respectful and considerate interaction within its community of students and staff.

Reporting and Disclosure

The Institute encourages individuals to report incidents of sexual assault and/or sexual harassment. The incident may be reported by the victim, bystander or another person (with consent). A complaint may be reported in accordance with this policy at any time following an incident, regardless of whether or not the incident has been reported to police.

The Institute supports individuals who have been affected by sexual assault and/or sexual harassment to manage their response on their own terms and when they feel safe and confident to do so. There are occasions however where limits to confidentiality should be observed, specifically in instances of child sexual abuse/assault or where there is a continued/immediate threat to the safety of the individual or others. 

An individual who has been the subject of sexual assault and/or sexual harassment may wish to disclose to a fellow student or staff member of their choice. The health, safety and wellbeing of the person disclosing is of the utmost priority. To be effective in their response, staff and students can follow these basic principles:

• Ensure privacy (in line with Privacy and Personal Information Policy)
• Listen, show empathy and respect
• Refer and recommend specialised support
• Acknowledge that the survivor may or may not wish to report the incident formally.
• Look after yourself

The manner in which a person responds to a disclosure of sexual assault or sexual harassment can have a significant impact on the individual’s ability to seek further assistance and recover from any trauma. Students and staff are encouraged to refer the matter to the Program Leader or obtain information from the Liaison Officer (Hayley Wood, hayley@aipc.net.au) if they are approached by an individual with a matter that they do not feel equipped to deal with.

AIPC does not tolerate victimisation and will take reasonable steps to ensure that all individuals involved are not victimised.

Self Help

An individual may review their options and choose to attempt to resolve an incident without formally reporting or disclosing their concern.

When an individual feels confident and safe to do so, they may choose to contact the alleged perpetrator (either verbally or in writing) and communicate to them that the behaviour is unwelcome and request it cease. 

If an individual engages in self-help and the alleged perpetrator continues the offending behaviour, they may seek to move to informal disclosure or lodge a formal complaint.

Self-help is not an option for incidents relating to violence or sexual violence.

Informal Disclosure

If an individual does not wish to engage in self-help, or self-help has been insufficient in dealing with the issue, they may wish to disclose the incident to AIPC without taking action against the alleged perpetrator.

Informal disclosures are to inform the AIPC of risks and events and will not result in an investigation or referral of an alleged perpetrator.

The individual may choose to provide a verbal account of the incident to a staff member or fellow student in order to gain information about their support and reporting options. An individual may choose to have an informal disclosure recorded by reporting their concerns via email to the Program Leader, providing relevant details about the incident. 

In the first instance, the Program Leader will notify the Liaison Officer (Hayley Wood, hayley@aipc.net.au) of the incident.  The Liaison Officer contacts the student to discuss the incident, and provides appropriate support and referral to external agencies if/as needed.  AIPC’s response to the informal disclosure will be guided by the wishes of the complainant.

The Program Leader will keep a record of any informal disclosures should a complainant choose to raise a formal complaint in the future, where the alleged perpetrator remains a student of AIPC.

Formal Complaint

At any time, an individual may lodge a formal complaint of the incident to the Program Leader and/or the Liaison Officer (Hayley Wood, hayley@aipc.net.au).

In the first instance, the Liaison Officer discusses the incident with the student and provides appropriate support and referral to external agencies if/as needed.  The Liaison Officer follows up with the student on an ongoing basis to ensure they are receiving appropriate care and support.

Addressing a Complaint

Upon receipt of a complaint, the Program Leader and Liaison Officer discuss and decide a way forward to investigate the complaint.

Receipt of complaints, information ascertained during investigation, and options to address the matter are then discussed with the CEO.  Resulting actions are addressed under the relevant student or staff conduct policies. 

Appropriate records are kept by the Liaison Officer regarding each incident reported and its outcome.

Investigation

The Institute cannot determine whether a civil wrong or a crime has occurred. The Institute can only determine whether a person(s) has breached the Institute’s Code of Conduct or other relevant policy and agreement.

The parties involved should be advised that any investigation conducted by the Institute does not replace a criminal process. This also means that this policy may not be applicable in situations whereby a complaint or report is made about someone external to the Institute. The Institute has limited investigative resources or mandate as the police, and the person(s) involved should consider making a police complaint if there are serious allegations of criminal behaviour.

The Australian Institute of Professional Counsellors Pty Ltd (“the Institute”) is committed to developing and maintaining an effective, timely, fair and equitable grievance handling system which is easily accessible.

Complaints

For the purpose of this policy and procedure, a complaint can be submitted by a student enrolled or a person seeking to enrol at AIPC to express dissatisfaction with any aspect of the Institute’s services and activities. The complaint may be an expression of dissatisfaction with, but not limited to:

• The enrolment, induction/orientation process;
• The quality of education provided;
• The quality of support services provided
• Academic matters including student progress, assessment, curriculum and awards in a course of study;
• Handling of personal information and access to personal records;
• The way someone has been treated;
• Interactions with an AIPC-approved education agent; and
• Interactions with any AIPC-preferred services partner.

At any time during the process, the student can seek independent professional advice and/or have another person or third party communicate or advocate on their behalf.  Confirmation from the student that another person or third party is communicating or acting on their behalf is required in writing.

Before an Issue Becomes a Formal Complaint

The Institute strives to deal with complaints as soon as they emerge to avoid further disruption or the need for a formal complaint.

In the first instance, students who are dissatisfied with an Institute service or activity are encouraged to speak immediately with Student Support Staff or an Academic staff member to resolve the issue. Please note that it is not mandatory for complainants to raise a complaint informally.

Procedure

The complaints and appeals procedure can be used by complainants to submit a complaint of an academic or non-academic nature. Complaints of an academic nature include issues related to assessment; awards in a course of study; curriculum; and student progress.  Complaints of a non-academic nature cover all other matters, including complaints in relation to personal information that the Institute holds in relation to a student.

During all stages of this procedure the Institute will take all steps to ensure that:

• the complainant and any respondent will not be victimised or discriminated against;
• the complainant has an opportunity to formally present their case and each party to a complaint may be accompanied and assisted by a support person at any relevant meetings;
• a full explanation in writing for decisions and actions taken as part of the process will be provided to both the complainant and respondent;
• where the internal or external complaint handling or appeal process results in a decision that supports the complainant, the Institute will immediately implement any decision and/or corrective and preventative action required and advise the complainant of the outcome; and
• there is no cost to the complainant to utilise Stage One or Stage Two of this procedure.

Stage One - Appeals Against an Assessment Result

Students should initially contact their Lecturer and seek further information regarding the reason for their assessment result. If not satisfied with this process, they then can appeal against their results within 28 days from issue of the result. The appeal should be forwarded in writing with a copy of the completed assessment/s including the Lecturer’s assessment comments to:

Upon receipt, the Program Leader will review the result and notify the student in writing of the outcome, including reasons for the decision, within 10 working days of receipt of the appeal.  If the assessment was originally marked by the Program Leader, the assessment is to be independently reviewed by another academic staff member not involved in the original marking of the assessment.

If the student is not satisfied with the decision of the Program Leader, they may then appeal the decision to the Program Leader - Counselling by forwarding a copy of the completed assessment/s including the Lecturer’s assessment comments and the Program Leader’s decision to:

The Program Leader - Counselling is to respond in writing within 10 working days. If the student is still not satisfied with the decision of the Program Leader - Counselling, they may then appeal the decision as described in Stage 2 below.

Stage One - All other Formal Complaints

The following procedure can be utilised by complainants to submit a complaint of an academic or non-academic nature. Complaints of an academic nature include matters related to student progress, assessment, curriculum and awards in a course of study.  Complaints of a non-academic nature include all other matters.  Students who wish to appeal an assessment result should use the procedure outlined above in lieu of the information below.

Formal complaints must be submitted in writing to the Provost.

The address to send this correspondence is:

Receipt of the complaint will be acknowledged in writing within seven (7) days. The complaint handling process will commence within ten (10) working days of the receipt of the formal complaint and all reasonable measures will be taken to finalise the process as soon as practicable.

The AIPC Provost, or their nominee, (who must be independent of the complaint) will then assess the complaint; determine the outcome; and provide a written response to the complainant, including detailed reasons for their decision, within twenty-eight (28) working days.

The complainant will be advised of their right to access Stage Two of this procedure if they are not satisfied with the outcome of Stage One.

Stage Two – Appeal Against Complaint or Review Outcome

If a complainant is dissatisfied with the outcome of Stage One, they may lodge an appeal in writing to the AIPC Chief Executive Officer within twenty (20) working days of receiving notice of the outcome of their Stage One complaint or appeal.

Receipt of the complaint will be acknowledged in writing withing seven (7) days. The assessment of the Stage Two appeal will commence within ten (10) working days of being received. The complainant will be advised in writing the outcome of their Stage Two appeal, including detailed reasons for the decision, within twenty-eight (28) days of lodgement of the appeal.

The complainant will be advised of their right to access Stage Three of this procedure if they consider the matter unresolved.

Stage Three – External Review

If the complainant is not satisfied with the outcome of Stage Two, they may lodge an external appeal to Resolution Institute, an association offering dispute resolution services, within 20 working days of receiving notice of the outcome of their appeal.

Contact Details for Resolution Institute:

Complainants who wish to lodge an external appeal can contact Resolution Institute and request details of a suitable Mediator.  Resolution Institute have a free referral service to a Mediator and the Mediator will charge a fee for the first four hours of their services, with an hourly rate applying thereafter.  50% of the fee will be borne by the Institute/College and 50% by the student.

The Institute/College agrees to participate in good faith in the mediation process and be bound by the external Mediator’s recommendations.  The Chief Executive Officer ensures any recommendations made are implemented within thirty (30) days of receipt of the report from the external Mediator.

If the complaint remains unresolved after the external dispute resolution process, the complainant may decide to refer the matter to an external agency such as the Anti-Discrimination Commission, Office of Fair Trading or other bodies as appropriate.

Record Keeping and Confidentiality

Records of all complaints responded to under this procedure and their outcomes shall be maintained for a period of at least five years to allow all parties to the complaint appropriate access to these records, upon written request to the Chief Executive Officer.  These records will be maintained at AIPC Head Office, 47 Baxter Street, Fortitude Valley, Qld, 4006.

All records relating to complaints will be treated as confidential and will be covered by AIPC’s Privacy and Personal Information Policy.

Additional Information

Nothing in this Complaints and Appeals Policy limits the rights of students or persons seeking to enrol with the Institute to act under Australia's Consumer Protection laws.  The procedures set out in this document do not replace or modify procedures or any other responsibilities which may arise under other higher education provider policies or under statute or any other law.  Also, these dispute resolution procedures do not circumscribe an individual's rights to pursue other legal remedies.

Approval and Training

This Policy and Procedure was agreed to and ratified by the AIPC Governing Board of The Australian Institute of Professional Counsellors Pty Ltd 29 August 2022.  This Policy and Procedure is included in the Student Handbook and is available for all students on the Institute’s website at www.aipc.net.au.

For the purposes of communicating to and training staff, this Policy and Procedure is included in the Policies and Procedures suite and is covered during the staff induction process.

Procedure for Processing Complaints or Appeals

Upon receipt, the receiving party will process the complaint or appeal as follows:

• Accumulate all relevant documentation to investigate the complaint or appeal such as assessment results, assessment item, student record/file, etc.
• In the event of an appeal, talk with the Lecturer to gather information on why the assessment decision or action was taken.
• In the event of a grievance or complaint, talk with academic or administrative staff to gather information on what happened or the basis of the decision.
• Grievances/Complaints - once the information is gathered, consultation will occur between the Provost Manager and respective Program Leader to determine how the grievance/complaint will be resolved.
• Appeals – the respective Program Leader will review the assessment decision and the appeal.
• The student is responded to in writing. This response is to include reasons as to why the decision has been made.
• All complaints and appeals are logged and kept in a central file.

Complaints and appeals and their responses will be reviewed by the AIPC Academic Board at their next meeting.

Students who are not satisfied with the written response are able to write to the Chief Executive Officer for review of the decision.  Upon receipt, the Chief Executive Officer will:

• Gather information on the student’s situation.
• Decide on how to resolve the situation with the student.
• Respond to the student in writing, stating the decision and reasons for the decision, within 28 days.

Complaints and their responses will be reviewed by the AIPC Academic Board at their next meeting to inform decision-making on identified systemic issues.

As detailed in the Policies above, students can seek mediation/resolution through external avenues.  AIPC management and academic staff will participate willingly as required in these external avenues to reach successful resolution of the matter.

The Australian Institute of Professional Counsellors is a professional educational institute.  AIPC staff are required to provide a high level of educational and administrative service to all enquirers and students.

To maintain the integrity of this service, students also have obligations, including:

• Treating all AIPC staff and other students with respect and courtesy at all times including during telephone conversations, in AIPC offices and training rooms, and in web or email communication.
• Complying with all reasonable instructions and requests made by AIPC staff.  This incorporates participating willingly and positively in all lessons, role plays, activities, discussions and assessments.
• Abiding by all Institute Policies as detailed on the Institute website (aipc.net.au) and in the Student Handbook.
• Conducting themselves in a polite and professional manner at all times in language and behaviour.  This includes not disrupting teaching, assessment and learning processes.
• Being punctual in attendance at training and assessment functions (classes, tutorials, appointments or examinations), and attending such dressed in appropriate clothing of modest cut.
• Conducting themselves in a safe manner at all times.
• Using Institute furniture, equipment, computers and electronic devices responsibly.
• Not discriminating against, intimidating, or harassing AIPC staff or other students.

Students who are found to be in breach of any of the above obligations, or who have engaged in any other action deemed inappropriate by Institute management, will be advised in writing of the breach and of the expected level of conduct in all future communications and dealings with the Institute. 

If, at the time of the breach, the student is in attendance at a class or examination, or any Institute service, the student may, after a verbal warning, be asked to leave the premises at the discretion of the Lecturer, Academic Coach, Program Leader or other Institute representative.

All incidents of misconduct are reported to the Program Leader, who is responsible for investigating the situation, informing the Institute’s CEO of the matter, and responding to the student.

In cases of serious misconduct or repeated breaches of this Student Conduct Policy, the student’s course enrolment may be discontinued.  If at any time, the student is not satisfied with the Institute’s approach or decision regarding the student’s conduct, a written complaint can be lodged as per the Institute’s Student Complaints and Appeals Policy.

The Australian Institute of Professional Counsellors Pty Ltd (“the Institute”) will conduct this procedure in compliance with the Higher Education Support Act 2003 and Higher Education Provider Guidelines.

For the purposes of this procedure a student is a person other than an international student¹ who is enrolled in a higher education course with the Institute. This policy applies to students funding their studies through FEE-HELP or paying their own fees.

• set a census date for each unit of study (subject) that is no earlier than 20% of the way through the unit of study;
• ensure that all students are informed upon enrolment of the census date for each unit of study in the manner and by the date prescribed in the Higher Education Provider Guidelines;
• ensure that all students are informed of the review procedures for the re-crediting of a Tuition Fee balance.

Special Circumstances

If a student withdraws from a unit of study (ie, a subject or unit) after the census date for that unit of study, or has been unable to successfully complete a unit of study, and believes this was due to special circumstances then the student may apply to have their Tuition Fee for the subject/unit re-credited for the affected units of study.

The Institute will re-credit the student’s Tuition Fee balance for the subject/unit if it is satisfied that special circumstances apply that:

• are beyond the student’s control; and
• did not make their full impact on the student until on or after the census date for the unit(s) of study in question; and
• make it impracticable for the student to complete the requirements for the unit(s) of study in question.

The Institute will be satisfied that a student’s circumstances are beyond the student’s control if a situation occurs that a reasonable person would consider is not due to the person’s action or inaction, either direct or indirect, and for which the student is not responsible. The situation must be unusual, uncommon or abnormal.

Each application will be examined and determined on its merits by considering a student’s claim together with independent supporting documentation substantiating the claim.

Initial applications for the re-crediting of a student’s Tuition Fee balance are to be made, in writing, to the Senior Student Support Officer and sent to:

The procedure for the re-crediting of a Tuition Fee balance is as follows:

1. When a student withdraws from a unit of study, the Institute shall confirm the withdrawal by giving notice to the student in writing stating the date at which the withdrawal has taken effect;
2. When a student fails to meet the requirements of a unit of study, the Institute shall confirm the failure by giving notice to the student in writing of the final result for that unit of study after results have been properly approved;
3. In the circumstance of withdrawing from a unit, the student must apply in writing to the Senior Student Support Officer within 12 months from the date specified in the notice as the day of withdrawal;
4. In the circumstance of not meeting the requirements of a unit of study, the student must apply in writing within 12 months after the period during which the student was enrolled in the unit;
5. The Institute may exercise its discretion to waive the 12 month timeframe if, in its opinion, it was not possible for the application to be made before the end of the 12 month period;
6. The Senior Student Support Officer will consider the application and will agree to such requests if they are satisfied that there were special circumstances in the student’s case;
7. If the application is successful, the Institute will re-credit the student’s FEE-HELP balance with an amount equal to the amounts of FEE-HELP assistance that the student has received for the affected unit(s) of study and the student’s FEE-HELP debt for those units of study will be removed; For students who have paid their tuition fee using their own funds, the total amount of the tuition fee will be refunded to the student;
8. The Senior Student Support Officer shall advise the student of the outcome of the application within 28 days stating the reasons for the decision;
9. The Senior Student Support Officer shall also advise the student of their rights for a review of the decision if they are not satisfied with its outcome and that a request for such a review must be lodged within 28 days from the day of receipt of the decision or such longer period as the Senior Student Support Officer allows.

Review of a decision

If a student is not satisfied with the decision made by the Senior Student Support Officer in relation to re-crediting their Tuition Fee balance they may request a review of the decision. The review shall be carried out by the Review Officer, who is the Chief Executive Officer and is senior to the original decision maker.

Any such request is to be submitted to the Review Officer in writing and:

1. must be lodged within 28 days of receiving notice of the original decision, unless the Review Officer allows a longer period; and
2. must specify the reasons for making the request and include any supporting documentation; and
3. Sent to:
   
   Australian Institute of Professional Counsellors
   Locked Bag 15
   Fortitude Valley QLD, or
   sandra@aipc.net.au

The Review Officer shall acknowledge receipt of an application for a review of the refusal to re-credit a Tuition Fee balance in writing and inform the applicant that if the Review Officer has not advised the applicant of a decision within 45 days of having received the application for review, the Review Officer is taken to have confirmed the original decision. This notice shall also advise the applicant that they have the right to apply to the Administrative Appeals Tribunal within 28 days for a review of that decision and will provide the contact details of the closest Administrative Appeals Tribunal Registry and the approximate costs of lodging an appeal.

The Review Officer shall:

• seek all relevant information from the person who made the original decision;
• review the case within 3 weeks and advise the student of the decision in writing giving the reasons for the reviewer’s decision.

The Review Officer may:

• confirm the decision;
• vary the decision; or
• set the decision aside and substitute a new decision;

The Review Officer will give written notice of the decision setting out the reasons for the decision. The applicant shall also be advised in the decision of the right to apply to the Administrative Appeals Tribunal within 28 days of receiving the written advice of a decision for a review of that decision and be provided with the contact details of the closest Administrative Appeals Tribunal Registry and the approximate costs of lodging an appeal as found at www.aat.gov.au

Where a student is unsatisfied with the reviewed decision they may apply to the Administrative Appeals Tribunal within 28 days for consideration of the Institute’s decision to refuse to re-credit their Tuition Fee balance. The student may supply additional information to the Administrative Appeals Tribunal which they did not previously supply to the Institute either in the original application or the request for review.

The Secretary of the Department of Education, Skills and Employment (DESE) or the Secretary’s delegate, will be the respondent for cases that are brought before the AAT. Upon the DESE’s receipt of a notification from the AAT, the DESE will notify the Institute that an appeal has been lodged. Upon receipt of this notification from the DESE, the Review Officer will provide the DESE with copies of all the documents they hold that are relevant to the appeal within five (5) business days.

1. As defined by the Education Services for Overseas Students Act 2000

The Bachelor of Counselling and Master of Counselling also include Practicum/Field Placement subjects.  Practicum/Field Placement subjects are a compulsory component of the course and involve students undertaking work experience in counselling practices and organisations.  Practicum/Field Placement subjects assist students with the application of counselling theory and knowledge in practical situations and are a necessary part of assisting the student’s transition from student to practitioner.

Preparing for Placement

In order to enrol in a practicum subject, it is a requirement that students are able to demonstrate satisfactory levels of both competency and reflective capacity.  Students must not only demonstrate counselling competency, professional behaviour, and reflective capacity, but also demonstrate a commitment to ethical counselling, values, and attitudes that align with the profession prior to enrolment in any practicum subject.  Your previous assessment will form part of ensuring you meet this prerequisite for placement courses.  These conditions are in addition to successful completion of all prerequisite subjects.  If you have any queries or concerns about meeting this prerequisite, please speak with the Practicum Lecturer.

Accessing Organisations

The Practicum/Field Placement Lecturer will inform the student of the requirements for undertaking the counselling practicum/field placement including details of any organisations in the student’s local area that have taken AIPC students previously, and information on how to approach organisations for placement.  In the event that previous organisations are not suitable or not available, the Practicum Lecturer and student work together to identify and source the details of alternative suitable organisations or agencies in their local area. Students sourcing their own placement provide the organisation’s contact details, summary of services, and confirmation (written or verbal) of their willingness to take students on placement, and the proposed Supervisor’s name and position within the organisation to the Practicum Lecturer.

The Lecturer provides the student with learning materials needed to successfully complete the Practicum/Field Placement.  The Lecturer also ensures relevant information is made available to the Placement Organisation and the Supervisor in order for the student to carry out the Practicum/Field Placement.

Responsibilities of the Student during the Practicum/Field Placement

When undertaking the Practicum/Field Placement, students are expected to:

• liaise and interact effectively with the Lecturer and possible/proposed organisations to successfully arrange the Practicum/Field Placement
• accept a placement at an organisation the Institute has deemed suitable for the Practicum/Field Placement
• abide by all workplace policies and procedures
• be present for the working hours agreed to prior to commencing the placement or as approved by the organisation subsequent to the placement beginning
• attend all required supervision sessions
• conduct themselves in a safe, ethical and professional manner at all times, displaying both competency and reflective capacity
• maintain confidentiality at all times, and demonstrate a commitment to ethical counselling, values and attitudes that align with the profession.
• only perform duties in accordance with the directions provided by the organisation’s placement supervisor or other appropriate staff member
• advise the placement supervisor or Academic staff member if difficulty occurs during the placement/field placement
• where appropriate, comply with undergoing a Criminal History Check, the ‘Working with Children Check’, and/or any other specific requirements of the workplace.

Responsibilities of the Placement Organisation during the Practicum/Field Placement

The Placement Organisation is to provide a suitable and safe working environment which will allow the student to actively participate in the workplace to the level required in order to successfully complete assessment requirements for the Practicum/Field Placement. The Placement Organisation is to provide a staff member who is responsible for supervising the student in the workplace and liaising with the Lecturer. The Institute will supply a copy of the Certificate of Currency for Voluntary Workers Accident Cover and Professional Indemnity Insurance Cover to the Placement Organisation. Students undertaking Practicums/Field Placements are covered under these Policies. All of these requirements will be advised and disclosed to the Placement Organisation by the Lecturer prior to the Placement occurring.

Accessing Counselling Supervision

Students are required to undertake counselling supervision during each Practicum/Field Placement. For each Practicum/Field Placement, this will be conducted on a small group basis with the Practicum/Field Placement Lecturer, as well as individually you’re your Agency Supervisor at the Placement Organisation.

Dispute Resolution

If a problem arises for a student or the Placement Organisation during the Practicum/Field Placement, the following process should be followed:

1. The student or the Placement Organisation supervisor are to notify AIPC and the other party as soon as it reasonable and practicable.
2. A meeting (face to face, online or over the phone) is organised by the Lecturer to occur between the student, the organisation’s Agency Supervisor and AIPC’s Lecturer responsible for the Practicum/Field Placement. The objective of the meeting is to reach a mutually satisfactory outcome for all parties.
3. Both parties have the opportunity to discuss the concern directly with the Lecturer prior to the meeting.
4. Individualised support and/or additional professional development plans may be created with input from the student, organisation supervisor, and AIPC representative. It is expected the student commits to these plans to ensure placement continuation.
5. A review period will be set to allow progress of positive outcomes to be achieved within individual placement timeframes for the student and organisation involved.
6. In the event of the dispute continuing or a satisfactory outcome not occurring, the matter is to be referred to the Program Leader for the appropriate action to take in order to resolve the situation with all parties. If unsatisfactory progress is being made by the student, as mutually agreed by the organisation and AIPC, the placement may be suspended pending further remediation, intervention or decision-making.
7. If the grievance continues or the student is not satisfied with the process or outcome, the following options are available to students:
• The student can submit a complaint to the Chief Executive Officer (Locked Bag 15, Fortitude Valley QLD 4006) or outside agencies such as the Australian Council of Private Education and Training (ACPET), the Anti-Discrimination Commission or Human Rights and Equal Opportunity Commission, or
• An alternative Placement Organisation may need to be arranged for the student.

Suspension of Placement

If attempts to address concerns are unsuccessful, the Practicum may be suspended to allow additional support and/or professional development for the student.  The Placement Organisation supervisor is required to complete a Counselling Student Placement Withdrawal Form outlining concerns regarding student competency, professional behaviour, ethical counselling, values, attitudes, or reflective capacity and submit to AIPC.  This form is supplied to organisations on an as-needed basis. 

Individualised remediation plans will be actioned on a case-by-case basis and may include additional supervision, counselling, attending residential schools, or auditing subjects completed previously.  Once AIPC is satisfied that remediation has been successful and the student is able to demonstrate satisfactory levels of competency, professional behaviour, ethical counselling, and values and attitudes that align with the counselling profession, the student is eligible to re-enrol in the Practicum subject.

AIPC defines unsatisfactory course academic progress as:

• The failure of 50% or more of the subjects attempted in a study period
• The failure of a subject for the second time
• Failure of work integrated learning components of the course (e.g., Counselling Practicum)
• The failure to comply with academic conditions prescribed in the established Individual Learning Plan for students identified as at risk
• Exceeding the maximum time limit for completion of an award course
• Failure to comply with course progress requirements under the Education Services for Overseas Student Act 2000.

Determining Unsatisfactory Course Progress

The results of all students are reviewed by the Assessment Review Committee (ARC) after the completion of grading for the previous Semester.

Intervention Strategy for Students at Risk of Unsatisfactory Course Progress 

For students identified through indicators listed above:

• The Program Leader contacts student to arrange an intervention discussion with the student. 
• Students identified at risk of unsatisfactory course progress must meet with Program Leader and Academic Coach to discuss their academic progress and the reasons for their poor course progress.
• An Individual Learning Plan (ILP) is developed by the Academic Coach. This ILP is recognised as an ‘implemented intervention strategy’ for the purposes of an allowable extension of course duration for international students under Standard 8 of the National Code of Practice for Providers of Education and Training to Overseas Students (2018).
• Specific intervention may include, but not be limited to, the following actions:
• Having students attend regular learning support sessions that may assist student with time management, study skills and essay writing
• Study sessions with subject specialists
• Regular check-ins by student with Lecturer
• Activities to engage with the learning materials for the subject
• Timeframes and tasks to be met for satisfactory preparation for assessment
• Counselling that may assist with personal issues that may be affecting progress
• Reviewing appropriateness of course selection
• Approval of a reduced study load
• Reasonable adjustments where the student is identified as having a disability
• As a condition of their ongoing enrolment, the student is required to sign the ILP that details the obligations of the student and the responsibilities of AIPC to work together to improve the student’s course academic progress.
• ILPs are initiated and updated by the Academic Coach as needed, and are shared with relevant academic staff if required. A copy of the Individual Learning Plan and any other agreed outcomes is also kept on the student’s file.
• The Academic Coach schedules follow-up contacts to monitor progress against the ILP until such time as the student is engaging successfully in their studies in terms of attendance and academic success. If an Individual Learning Plan has specific conditions, the conditions must be recorded and progress against them monitored so that there can be a formal demonstration of student fulfilment or non-fulfilment of conditions.
• The Academic Coach updates student’s profile with details of support, adjustments, conditions, and progress against conditions. 
• The progress of students identified as being at academic risk is monitored by the Academic Coach with guidance and direction provided by the Program Leader as needed to assist the student’s progress. 

The Assessment Review Committee may recommend to the Program Leader that a student not be permitted to undertake a WIL Placement if the student is not making satisfactory progress in subjects related to duties to be performed during the WIL Placement.

AIPC’s Intervention Strategy is implemented within the first four (4) weeks of the following study period or sooner if possible if a student is identified as likely not to achieve pass marks in 50% or more subjects in a study period.

Maintaining Eligibility for FEE-HELP

New students commencing their course after 1 January 2018 and choosing to pay their tuition fees using FEE-HELP are required to maintain a minimum successful completion rate in subjects/units in which they remain enrolled after the respective semester Census Date.

Under the Higher Education Legislation Amendment (Provider Integrity and Other Measures) Act 2017, this is determined as:

• Having undertaken 8 or more subjects in the course of study, the student is required to have successfully completed (i.e., passed) at least 50% of the subjects/units in which they remained enrolled after the semester Census Date.
• For students seeking to move between Institute higher education courses of study and who have completed 4 or more subjects/units in a higher education course with the Institute, the student is to have successfully completed (i.e., passed) at least 50% of subjects/units in which they remained enrolled after the semester Census Date.

At the end of each semester and prior to re-enrolment, Student Support staff identify and contact domestic students utilising FEE-HELP who do not meet the definition above of a successful completion rate to advise they are able to continue their studies on a fee-for-service basis only by paying their own fees.

Cancellation of Enrolment of Students Identified as making Unsatisfactory Course Progress

Students may be excluded from their course when they have made unsatisfactory academic progress. A student who is excluded from a program of study is not permitted to enrol in any units forming part of that program.

The Assessment Review Committee (ARC) may recommend to the Program Leader that a student be excluded from the course where:

• The student has been identified as making unsatisfactory course progress in two consecutive study periods and;
• AIPC’s intervention strategies have been implemented after the student was assessed as not making satisfactory course progress at the end of the first compulsory study period after which the student was again assessed as making unsatisfactory course progress at the end of the second consecutive compulsory study period