Flight One – VET Student Loans Information Handling Policy
Introduction
In this policy, references to Flight One are references to Cortex Learning Pty Ltd (RTO 45165 | ABN 77616020485), trading as Flight One School of Engineering.
Information is managed by Flight One as per the following table.
| Information Type |
Description |
Responsibility |
| Pre-enrolment |
All information provided to a student under section 98 before the student is enrolled in an approved course is stored internally by the student administration team. |
Student Admin |
| Academic Documents and Information |
All documents obtained or assessments undertaken for the purposes of determining a student’s academic suitability are stored within Flight One’s secure environment and transferred to secure Student Management Systems once a student is enrolled on a course. |
Student Admin |
| Enrolment Documents and Information |
All records of the student’s enrolment, including the date that the student enrols in the course or a part of the course are stored within Flight One’s secure environment and transferred to secure Student Management Systems once a student is enrolled on a course. |
Student Admin |
| VSL Documents and Information |
All information and documents collected for the purposes of, or in relation to, an application by a student for a VET Student Loan is stored within Flight One’s secure environment and and transferred to secure Student Management Systems once a student is enrolled on a course. |
Student Admin |
| eCAF System |
The (if applicable) day and time the student gives the provider an application for a VET Student Loan is stored within the Department of Education and Training’s (DET) electronic Commonwealth Assistance Notice (eCAF) system. Flight One’s Administrative Staff have access to this system and can gain access to information if/when requested. |
Student Admin |
| Communication and Correspondence |
All correspondence between the provider and the student (or the student’s parent or guardian) in relation to the course, including notices, invoice, CAN’s and training records are stored within Flight One’s email server and / or secure Student Management Systems. |
Student Admin and / or Trainers |
| Grievance Records |
Records of each use of Flight One’s grievance procedure are stored internally with no editing access permitted. Flight One’s student services makes initial assessments of grievances and only individuals relevant to a specific grievance are permitted to become aware of, comment on or edit the document. |
Senior Management, Student Admin, Relevant Persons |
| Census Dates |
The census days and tuition fees for approved courses are stored internally by the General Manager. Any links to these documents on the website takes viewers to a secure PDF. |
Senior Management |
| Procedural Documents |
All procedural documentation is version controlled and stored internally by the General Manager. Any links to these documents on the website takes viewers to a secure PDF. |
Senior Management |
| Marketing and Media Content |
All marketing and promotional material relating to approved courses are managed primarily by our Marketing and Social Media Team, all has been approved and signed off by the General Manager. |
Marketing Manager, General Manager |
Accessing Personal Information
All past or current students who enrolled with Flight One may apply for, and receive, a copy of personal information that Flight One holds in relation to the student.
All requests for information must come through in writing to the Student Administration Department.
All written requests for information from current or past students must be accompanied by proof of identification, which may include current passport or driver’s licence.
All requests for information from third parties must be accompanied by a declaration from the students approving the release of their personal information.
Documents and information are retained by Flight One for 5 years or as required by the relevant regulations.
