Application Requirements and Procedure
1. Student Application
1.1 The Institute’s approved external recruitment agents / designated internal staff would conduct information sessions with potential students to identify their needs. Suitable courses will then be recommended based on the applicants’ needs, and the applicant would be required to sign on the Precourse Counselling From form to acknowledge that he/she has been informed of the various critical information. The completion of Pre-course Counselling
shall then be indicated on the Student Selection and Admission Checklist.
1.2 Thereafter, the agent/staff would conduct an initial assessment on the applicant’s suitability, taking into consideration the minimum requirements of the course (including assessing suitability based on English Test if necessary). The completion of this assessment should be indicated on the Student Selection and Admission Checklist.
1.3 If the applicant does not meet the minimum entry requirements of the course, the agent / staff would evaluate to see if the applicant is both suitable and interested for other courses offered by the Institute. If the applicant meets the minimum entry requirements, the agent / staff shall invite the applicant to submit the Student Application Form (Local and International), together with all supporting documents, and to pay the application fee.
1.4 For applicants applying with the Institute, the Course Consultant will have to sight and verify the originality of the supporting documents (i.e. certificates, transcripts, etc.).
1.5 For overseas applicants applying through agents, the agent will first verify the originality of the supporting documents. In addition, before the student signs the Student Contract, the Course Consultant will do a second verification of the originality of the supporting documents.
1.6 The Course Consultant shall then check the application and supporting documents for completeness, before indicating this on the Student Selection and Admission Checklist.
1.7 The agent / staff shall then forward the Student Application Form (Local and International), with supporting documents, and the Student Selection and Admission Checklist to the Academic Department for processing.
2. Processing of Application
2.1 Upon receipt of the application documents, the Course Consultant will verify the originality and authenticity of relevant supporting documents, and indicate its completion on the Student Selection and Admission Checklist.
2.2 Next, the Course Consultant shall again check that applicant has met the minimum entry requirements for the course that he/she is applying for.
2.3 The Administration Department shall then prepare and create a student folder, and file all the application documents in the folder. In addition, the Administration Department shall also include a Student P-File Checklist in the folder, so as to ensure that all relevant documents are properly filed.
2.4 Upon verification that the student P-File is in order, the Administration Department shall forward the P-File to the Academic Director / Programme Head for approval.
3. Approval of Application and Monitoring of Selection Process
3.1 Upon receipt of application documents, the Academic Director / Programme Head shall check and ensure that the application, along with all supporting documents, has been duly processed.
3.2 Next, the Academic Director / Programme Head shall then indicate on the Student Selection and Admission Checklist whether the applicant should be offered enrolment with the Institute.
3.3 In addition, should the application require approval from the University Partner, the Academic Director / Programme Head, with the relevant support, shall forward the application to the Partner and obtain its approval, if applicable.
3.4 After which, the Academic Director / Programme Head shall return the application documents and the Student Selection and Admission Checklist to the Course Consultant.
4. Notification of Application Outcome
4.1 Upon approval of the application by the Academic Director / Programme Head, the Administration Department shall prepare a Letter of Offer and Letter of Acceptance, which will be given to the applicant for his/her necessary action. A copy of the Letter of Offer and Letter of Acceptance should also be filed in the Student’s P-File.
4.2 Should the application be rejected, the Administration Department shall prepare a Letter of Rejection, which will be given to the applicant. A copy of the Letter of Rejection should also be filed in the Student’s P-File.
Note: Any special admission conditions (e.g. exemptions) would be listed in the Letter of Offer and Letter of Acceptance.
5. Proceed with Student Admission
5.1 Upon acceptance of application offer by the student, the Administration Department shall proceed with the student admission procedures.
5.2 For details on student admission procedures, please refer to Operation Manual: Admission and Student Reporting.
6. Monitoring of Student Selection Process
6.1 The Student Selection and Admission Checklist is used as a tool to track the student selection and admission process. Other than the staff who has conducted the exercise indicating its completion or collation of documents from agents, another staff is also required to verify that the documents are indeed in proper order, and that the selection process has been adhered to.
6.2 Evidence of such monitoring is by signing the “Document Verified by” column in the Student Selection and Admission Checklist.
7. Review of Pre-course Counselling and Student Selection Process
7.1 The Independent Internal Process Auditor will review the student selection process as part of his/her Internal Process Review, Audit, and Assessment of the Institute.
7.2 In addition, the Process Owner will do a review of the process at least once a year to ensure that it is up to date and relevant.
7.3 Furthermore, the pre-course counselling service will be reviewed at least once a year through the Student Satisfaction Survey Analysis Report.