This policy and related procedure in accordance with the ESOS National Code relates to the managing and monitoring of Agents performance engaged by KCBT.
This policy/procedure applies to all international student operations of the KCBT.
CEO and Marketing Manager are responsible for this procedure.
The procedure for the Keystone College of Business and Technology will ensure that all its Agents operate ethically, in the best interest of the college and in accordance with the requirements of the ESOS National Code. The procedure includes the following:
Whenever an Agent approaches Keystone College of Business and Technology to provide recruitment services or the college expresses interest in an Agent providing recruitment services; each Agent will be asked to complete and sign an application form. This form will request information that includes, but is not limited to, the following
On receiving the application Marketing Manager will establish an Agents file (either hard copy or electronic or both) and will verify all the details are correct. If all outcomes of the initial checks are favourable the Agent will be offered a contract.
All Agents engaged by Keystone College of Business and Technology to provide recruitment services will be asked to enter into a signed agreement (contract) with the college. This contract will specify the requirements and undertakings of both parties consistent with the requirements of the National Code and ESOS Act.
The contract will be signed by both parties and a copy maintained on the Agent’s file.
Communication with Agents
On going and open communication with Agents is regarded by Keystone College of Business and Technology as a critical part of the successful operation of the college.
The Marketing Manager is responsible for such communication and will take every opportunity both in Australia and overseas, to ensure that there is regular and ongoing communication with agents. The Marketing Manager will ensure that all communications with agents; email, telephone, in writing will be logged or otherwise maintained on the Agents file.
Once each year at a time set to coincide with the end date for an Agents contract the Marketing Manager will prepare a report. The report (sample attached) based on an analysis of the agents file and student survey results will include, but not be limited to;
On the basis this report the CEO on the advice of the Marketing Manager will extend or terminate the Agents contract with the Institute. As part of extending the contract the Marketing manager will ensure that all agent details held on file are accurate and up to date.
Keystone College of Business and technology will provide the following information to ASQA in regards to agent recruitment (sample on page number 4):
|Date of report:|
|Period of report:|
|Report prepared by:|
|Name of Agent|
|Number of students provided by agent in the period|
|Number of students provided by agent who have been reported to DIAC in the period|
|Actions taken in relation to agent resulting from student survey responses|
|Overall student satisfaction with agent|
|Responsiveness of agent to communication from Institute.|
|Areas of improvement required of Agent|
|Signature of person preparing report|
|Follow up action|
|Comment from Marketing Manager|
|Advice from CEO|
Checklist for reporting to ASQA
|Signed a written Agreement||(Insert Date)|
|Length of the agreement|
|Agreement current or expired||(Insert expiry date, if agreement if expired)|
|Update provided to ASQA||(Insert date of update provided)|