1.Purpose

This policy and related procedure in accordance with the ESOS National Code relate to the managing and monitoring of Agents performance engaged by KCBT.

2.Scope

This policy/procedure applies to all students operations of the KCBT.

3.Responsible Parties

CEO and Director of Marketing are responsible for this procedure.

4.Procedure

The procedure will ensure that all Education 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:

• Selection of Agents
• Agents Contracts
• Communication with Agents
• Performance review

4.1 Selection of Agents

Whenever an agent approaches KCBT 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

• Business details including
  • Business name
  • Name of contact person
  • Postal, email, website and telephone/fax contacts
• Primary countries of operation
• Membership of Professional Associations (if applicable)
• Other (Refer to Agent application form: www.kcbt.wa.edu.au/education-agents/agent-application-form/)

On receiving the application Director of Marketing will assess agents file and will verify all the details are correct. If all outcomes of the initial checks are favourable the Agent will be offered a contract.

4.2 Agents Contracts

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.

4.3 Communication with Agents

Ongoing 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 Director of Marketing 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 Director of Marketing will ensure that all communications with agents; email, telephone, in writing will be logged or otherwise maintained on the Agents file.

4.4 Performance review

Once each year at a time set to coincide with the end date for an Agents contract the Director of Marketing will assess agent performance. The assessment will be based on an analysis of the agent’s file and student survey results will include, but not be limited to;

1. Number of students provided by Agent
2. Number of students provided by Agent who has been reported to DoHA
3. Comment on student satisfaction
4. Comment on the responsiveness of Agents to communications with the Director of Marketing.
5. Areas of improvement required of Agent.

On the basis, this assessment the CEO on the advice of the Director of Marketing will extend or terminate the agent’s contract with the college. As part of extending the contract, the Director of Marketing will ensure that all agent details held on.

Link to Agent List

Agent List