Admission Procedures

Admission Procedure

1. Preparation of Admission Documents
1.1 Upon acceptance of the enrolment offer by the student (both local and international), the School will then explain the key sections of the standard student contract, and require the student to acknowledge as evidence on Form 12 – Advisory Note. Next, the School will proceed with the execution of the standard student contract. These documents should be filed in the Student P-File in accordance with the Student P-File Checklist.
1.2 For more details, please refer to Operation Manual: Procedures for Executing Student Contract. The completion of the student contract execution shall be recorded in the Student Selection and Admission Checklist.
1.3 For International Students, the Administration Department will proceed to apply for Student’s Pass via the ICA SOLAR + System.
1.4 The Administration Department shall then inform students when the School has received the In-Principle Approval Letter (IPA) for the Student Pass, along with the following information: –
• Course Start Date
• Medical Checkup (if applicable)
• ICA Formalities and collection of student pass (when ready)
Note: should the Student’s Pass application be rejected, an appeal would be submitted. If the appeal is not successful, the admission process shall be terminated.
Student P-File
(Administration Department)
In-Principle Approval Letter
(Administration Department)
2. Course Fee Collection and Fee Protection Scheme
2.1 After the student has signed the Standard Student Contract and Advisory Note, the School will proceed with course fee collection, in accordance with Operation Manual: Course Fee Collection.
2.2 Next, the Administration Department will proceed with the necessary FPS procedures by adhering to the process stated in Operation Manual: Course Fee Collection.
2.3 Receipts and Certificate of Insurance should be filed in the Student P-File in accordance with the Student P-File Checklist.

3. Matriculation with External Academic Partners (if applicable)
3.1 Administration Department is to submit matriculation information and documents to the partner.

3.2 A copy of the Student Card (if applicable) and Matriculation Documents are to be kept in the Student’s P-File.

4. Placement / Proficiency Test (for Preparatory Courses only)
4.1 A Placement / Proficiency Test may be administered for students who are enrolled in the preparatory courses in the School.
4.2 This test is used to assess the academic proficiency of the student, in order to assign them to a suitable class level. Based on the results of the student, the Academic Director would indicate the class level the student has been assigned to on the Student Selection and Admission Checklist.
4.3 The student would then be informed by the Administration Department of the class they have been assigned to, either via face-to-face or through e-mail.
4.4 For students who are placed in a class level which is lower than the level they have registered in, their academic capability will be monitored by the Academic Department on a monthly basis.
4.5 When a student has obtained at least a pass on the monthly tests, and/or has been recommended by the teacher(s), he/she may then be allocated to a class with a higher academic level, subject to the approval of the Academic Director.
Note 1: Students who have failed to perform, and whose parents/guardians would like for them to be allocated to a higher academic level, are required to write-in to the school. Such requests are subject to approval by the Academic Director.
Note 2: The highest academic level a student can be allocated to is the level in which the student has registered for.
4.6 The Administration Department would then inform the students who have been re-allocated to another class level via face-to-face or through e-mail.
Note: For students below 18 years old, the Administration Department is to ensure that the parents/guardian are informed of the various class assignment decisions by the School.

5. Update of Student Register
5.1 The Administration Department shall key in the relevant student information, based on the standard student contract, FPS, and application documents, in the Student Management System. This is to ensure that the School has an accurate electronic record of all students.
5.2 After which, the Administration Department would indicate completion of student register in the Student Selection and Admission Checklist.
5.3 The student register will show students:
• Who are currently enrolled;

• Who are on suspension;
• Who are on deferment;
• Who are expelled;
• Who have terminated or withdrawn; and
• Who have graduated.

6. Monitoring Process for Student Admission
6.1 Upon completion of the above steps, either another Administration Department staff who did not perform the admission procedures for the particular student or the Supervisor will verify that all steps have been properly adhered to.
6.2 This will be done through the items in the Student Selection and Admission Checklist. The Staff / Supervisor shall note down the evidence of monitoring the execution of student admission by signing off on the Student Selection and Admission Checklist in the “Document Verified by” column.
6.3 Such a process ensures that there is proper monitoring on the staff carrying out the admission procedures.
6.4 Upon completion of the monitoring, the Staff / Supervisor shall then file the Student Selection and Admission Checklist back in the relevant P-Files.

7. Student Orientation Programme
7.1 As part of the School’s admission process, all new students will be required to go through an Orientation Programme that includes briefing session(s) on the following (not limiting) information:
• School’s history, include its Vision, Mission, Values & Culture
• School’s location, including physical and academic facilities / resources available to students
• Organization Chart (Indicating Management Team)
• Introduction of Academic and Examination Board members
• Fee Protection Scheme
• Dispute resolution process
• Appeal procedures for academic results
• Suite of student support services
• Relevant Singapore laws and regulations, including ICA regulations and attendance requirements
• Attendance and leave application process
• Course fees and duration
• Course completion and award criteria
• Post course guidance
• Deferment / extension criteria and procedure
• Other important details in Student Handbook
7.2 Upon completion of the Orientation Programme, students are required to fill in the Pre-course Counselling and Orientation Satisfaction Survey to acknowledge that the above important information has been communicated to them.

8. Review of Pre-course Counselling and Student Selection Process
8.1 The Designated Independent Internal Auditor will review the student admission and reporting process as part of his/her Internal Process Review, Audit, and Assessment of the School.