Academy of Interactive Entertainment Student Handbook

AIE Student Handbook

Enrolment Procedure

The procedure for enrolling in an AIE course is as follows:

Application[edit]

To apply for an AIE course, an official application form must be filled out and submitted to the AIE Administration Office by the closing date of applications.

The AIE staff will then process the application forms and schedule a time for applicants to be interviewed.

Interview[edit]

Applicants will receive a letter containing the date and time of their interview, what to bring and where to go. It is important that applicants bring everything that is stated in the letter for the purpose of the interview as failure to do so will delay the enrolment process.

Enrolment[edit]

Students who are offered a place in an AIE course, and wish to accept that place, are required to enrol.
Enrolment forms MUST be filled out at AIE before the commencement of the course. Invoices for tuition fees will be issued at time of enrolment.

Withdrawal[edit]

Students may withdraw from a course or module at any time, however they may only be eligible for a REFUND in circumstances outlined by the Refunds Policy. Students must complete the Course Withdrawal Form or advise AIE in writing on or before the census date or due date on their tax invoice (whichever is applicable), in accordance with terms outlined in the Refund Policy, or they will be liable for the total amount of their invoice. A copy of the refund policy is available in this student handbook.

Re-Enrolment[edit]

At the end of each enrolment period you must register to study for the next part of your program. The AIE Administration Office will provide details of where and when to register.

Students who have not paid their fees will not be eligible to re-enrol in any future module/s without a specific agreement from the Head of School.

Assessment Details[edit]

Access to course guides which includes project content, and delivery and assessment information, will be provided by teaching staff at the induction session conducted on the first day of class.

Requests for Extensions[edit]

Requests for extensions must be directed to and signed by your teacher on the official Extension Application for Assignment form prior to the due date of the assignment. Relevant evidence should be attached to the form.

Application for Award[edit]

If you are withdrawing from a course and believe competencies achieved during your studies allow you to receive an alternative qualification on AIE's scope of registration through RPL, you must direct your application to the Administration Office using the RPL enrolment form. A fee will apply to this process.

Access to Records[edit]

Students have access to their personal and academic records through AIE Administration Office.

All relevant forms are available from AIE Administration Office.

Student Records Management[edit]

Policy

AIE's Records Management procedures are designed to assure the integrity, accuracy and currency of student and client records.

Records  Management  procedures  include  the  management  of  student  and  course  files  including  the  requirement  for processes for retention, archiving, retrieval and transfer of records consistent with contractual and legal requirements, and the requirements of the Standards for Registered Training Organisations (RTOs) 2015.

All records will be retained for the period determined by the Legislation applicable to the category of record.

Records Management procedures are designed to support compliance with external reporting requirements (for example the

Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS)). Records Management is undertaken with strict adherence to Privacy Legislation.

Procedures

All student records will be kept on a Student File specific to the course/program of study they are undertaking, as well as records from any other courses completed at the AIE within a 5 year period.  Files are to be stored in a lockable filing cabinet.

Student files should contain the following information:

  • Student enrolment form/application form
  • Copies of correspondence
  • Contact records
  • Records of Competencies
  • Evidence of competencies
  • AIE utilises a database in managing student records for the purpose of:
  • Electronic Storage and back-up
  • Compliance with external reporting requirements

Records resulting from partnerships with other RTO's are forwarded to nominated person within 2 months of completion of study and duplicates retained at AIE.

Archival of Student Records

Hard copy documents are retained in student files until the student's completion of study.

Following completion of study, all documents are archived in a secure storage facility, alphabetically and specific to year of completion for a 5 year period, as well as a 'record of competencies' spreadsheet, attendance records and record of qualifications issued for all courses. Electronic records are copied to CD, labelled specific to course and year of completion, and stored in a secure facility. Details of each CD are added to an Archival Register.

After this period, files can be reduced to contain only the following information:

  • Enrolment/application forms
  • 'Record of competencies' spreadsheet
  • Register of qualifications issued
  • Attendance summary spreadsheet
  • Samples of assignment relevant to assessments

Records of students' qualifications must be retained for a thirty (30) year period as defined by the Standards for Registered Training Organisations (RTOs) 2015 Standard 3 & Schedule 5.

Hard copy documents containing sensitive information are securely destroyed.

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