GLOSSARY OF POLICY DEFINITIONS
This glossary contains the standardised definitions of terms from Section 3 of all Institute policies and serves as a central reference.
| Term | Definition |
| Academic Appeal | A request made by a student to the Institute to reconsider an academic decision on procedural or administrative grounds, or when new information has become available which indicates that a particular academic decision has been unjust. |
| Academic Board | The official governing body that governs the rules and procedures regarding the academic affairs and student enrolment and conduct of the institution. The Academic Board reports to the Governing Council. |
| Academic Calendar | An annual calendar that includes a monthly and weekly listing of all core academic and related activities, including but not limited to: semester dates, census dates, recess periods, student admissions, enrolments, student orientation, final examinations, release of student results, appeal periods and Fee payments and their respective time periods, key dates and deadlines. The Academic Calendar is published by early October of each year annually for the following year on approval of the Academic Board. |
| Academic Credit | Academic credit is the value assigned for the recognition of prior learning in terms of previous studies and/or experience whereby a student is exempted from studying a unit of study as they have completed comparable content and learning outcomes through the completion of prior studies and/or experience, as assessed as relevant and appropriate by the Institute. |
| Academic Freedom | Freedom of academic staff to teach, discuss, and scholarly activities and to disseminate and publish the results of their scholarly activities without restriction by established scholarly consensus or institutional policy, but which is subject to scholarly standards. Freedom of academic staff and students to engage in intellectual inquiry, to express their opinions and beliefs, and to contribute to public debate, in relation to their subjects of study and scholarly activities. |
| Academic Integrity | The expectation that teachers, students, scholarly activities and all members of the academic community act with: honesty, trust, fairness, respect and responsibility. Breaching academic integrity is known as academic dishonesty; and is treated as an allegation of academic misconduct. |
| Academic Malpractice | academic misconduct of a very serious nature; or when a staff member of an affiliate knowingly and willingly engaged in academic misconduct. Academic malpractice is serious as it is likely to discredit the reputation and integrity of the Institute generally if not appropriately managed. |
| Academic Management Team (AMT) | A group of academic staff, usually with coordination and academic QA responsibilities that is led by the Academic Dean that is formalised in the Governance Charter. |
| Academic Misconduct | This is a breach of academic integrity by a student or an academic staff member that includes collusion, engaging in contract cheating, plagiarism, self-plagiarism, misuse of AI or cheating in examinations or other assessable work. |
| Academic Progress | When a student is passing their subjects and making progress to complete their course by the specified completion date. |
| Academic Risks | A category of risk that relates to all academic-focused and non-commercial strategic and operational activities, relating to teaching and learning (including course design, delivery and review), the conduct of scholarly activities and associated student activities. |
| Academic Scholarship | Activities concerned with gaining new or improved understanding, or appreciation and insights into a field of knowledge, or engaging with and keeping up to date with advances in the field. Engagement in scholarship can be considered: across a provider (e.g. policy frameworks, resource allocation, institutional expectations, staff development); or at the level of individual activity (e.g. part of an individual’s personal professional development, teaching, scholarly activities or professional practice). Various aspects are relevant to higher education, but a key component is that scholarship: advances knowledge or professional practice in a field, or transmits advances through contemporary approaches to teaching and learning, or scholarly activities and training. |
| Academic Staff | A person employed or contracted by SITE who undertakes academic tasks, such as teaching and assessing students, academic scholarship and associated academic administration activities. |
| Accrual accounting | This is a method of accounting that records expenses and income when the associated activity takes place, rather than the date on which income is received or expenses are paid. It shows the amounts owed to the Institute and the amounts the Institute owes to others. |
| Administrative Error | An error caused by improper administration that occurred as a result of carelessness, negligence, neglect or omission. |
| Administrative Work | This means administrative documents and texts created by the Institute’s staff or affiliates that include, but are not limited to, the Institute’s strategic, operating and business plans, its governance-related documentation, such as policies, procedures, registers, frameworks, calendars, forms, guidelines, manuals, protocols, contracts and agreements; as well as marketing and advertising collateral (print and electronic) that include testimonials, photographic, video graphics and audio recordings that are used to administer and promote the Institute. Any branding, including logos, graphics or other imagery; or legal or other agreements/documents created for SITE by a third-party organisation will be regarded as and remain as the Intellectual Property of the third-party organisation, unless the agreement with the third-party organisation specifies otherwise. |
| Admission | The process of allowing admittance of a n applicant into a SITE accredited course who satisfies the admission and other criteria prescribed by SITE. |
| Advanced Standing | When a student is exempted to enrol in and study a subject/s in a SITE course based on equivalency of content / learning outcomes previously acquired through formal study or work experience. |
| Advertising | The process of advertising SITE and its courses in electronic (also known as digital media) and print formats. |
| Affiliate | An individual or company that, in relation to their business affairs, acts or could reasonably be expected to act in accordance with SITE’s directions or wishes, or in concert with the Institute. All affiliate appointments will be formalised by a contract issued and signed by the Institute and Affiliate which outlines the terms and conditions of their affiliation with the Institute. |
| AI | Artificial Intelligence (AI) means the use of AI platforms or tools by a student or other stakeholder to create an academic work on their behalf that the user then submits as their own authored academic work, which is regarded as academic misconduct (a form of plagiarism and / or collusion) by the Institute |
| Allegation | A matter relating to academic misconduct reported against a student by the Institute that has not yet been investigated to determine if the allegation is upheld or dismissed. |
| Artificial Intelligence-Generated Content (AIGC) | Artificial Intelligence-Generated Content (AIGC) refers to the use of AI to automate the information creation process while fulfilling the personalized requirements of users. AIGC, must not be used to generate academic work that a student then claims as their own intellectual property. |
| Ancillary Fee | A fee charged for administrative purposes or charged as fines. Examples include, but are not limited to, course application fees, late fees, requests for documents such as testamur or academic transcript; replacement ID cards, fines for misconduct, library fines (overdue loans), student’s own photocopying/printing. |
| AQF (Australian Qualifications Framework) | This is the national policy guide for regulated qualifications in the Australian education and training system. The AQF defines the essential characteristics, including the required learning outcomes, of the different types of qualifications issued across the senior secondary education, vocational education and training (VET) and the higher education sector in Australia. |
| ASIC (Australian Securities and Investments Commission) | The national regulator of Australia’s markets and financial services. ASIC ensures that Australia’s financial markets are fair and transparent, which was established by the Australian Securities and Investments Commission Act of 2001 (ASIC Act). |
| ASIC Act 2001 (Cth) | This is the Act that outlines ASIC’s powers and functions. |
| Assessment | An Academic task specified in an Unit Outline that is assessed may contribute towards the final mark and grade of a Unit. |
| Assessment Item | This means an assessment task, as specified in a Unit Outline, which may be a formative or summative assessment. |
| Assessment Type | This means an assessment item that may be in the form of an examination, a written assignment, a presentation, a project work, a group work, completion of a practical task, laboratory experiments, or other applicable activity, that is specified in Unit Outline and is appropriate to demonstrate a student’s knowledge, skills and overall performance against the learning outcome/s of a UoS. |
| Assessor | An academic member of staff or an industry representative assigned to assess an assessment item |
| Asset | A resource owned by the Institute of economic value that can be used to generate future economic benefits. |
| ATAR (Australian Tertiary Admission Rank (ATAR) | The ATAR is a number between 0.00 and 99.95 that Year 12 (final year) high school HSC students are awarded that indicates their position relative to all Year 12 students who complete Year 12 in the same year. Australian higher education providers typically use the ATAR to admit students to their undergraduate courses; or for international student applicants, an ATAR score equivalent to Year 12 qualifications achieved in their home country. |
| Australian Accounting Standards Board (AASB) | An Australian Government agency that develops and maintains financial reporting standards applicable to entities in Australia operating in the private and public sectors. The AASB’s functions and powers are set out in the Australian Securities and Investments Commission Act 2001 (Cth). |
| Australian Higher Education Graduation Statement (AHEGS) | The Australian Higher Education Graduation Statement (AHEGS) provides information on a student’s higher education qualification, the institution at which the qualification was obtained and the Australian higher education system in one easy to read document. |
| Australian Taxation Office (ATO) | A Commonwealth office responsible for the administration and regulation of taxation in Australia. |
| Authenticated Assessment | Assessment items that use challenging and real-world tasks for students to demonstrate their learning. It has a future orientation and develops students’ capability for life and work demands. |
| Awardee | A student who is awarded a scholarship or prize offered by the Institute. |
| Benchmarking | A process to determine how SITE is performing compared to its competitors / other IHEs or the higher education industry in general. SITE will benchmark its academic / student-related and commercial activities and associated performance outcomes as outlined in its Operating Plans; and will devise and implement actions for their improvement as required. |
| Block/Pathway Credit | Block or Pathway Credit is granted when applicants transfer from a fully recognised pathway program or under an articulation agreement in which a cluster of related units from a previous qualification is accepted as equivalent to a set of SITE units. Such credit is based on formal agreements or mutual recognition between SITE and the external education provider and is applied as a block toward the course structure. |
| Benefit | A non-tangible item of value which is offered to one person or organisation by another. |
| Board | The corporate governing body of SITE that discharges the majority of its functions to the Governing Council to govern SITE against the Higher Education Standards Framework, as specified in the Governance Charter. |
| Budget | This is the corporate approved financial management tool used to identify expected streams of revenue, areas of expenditure, non-cash items allocations such as depreciation and provisions as well as expected asset and liability movements for the year or years under review. |
| Bullying | When a person or persons repeatedly and intentionally use words or actions against someone or a group of people to cause distress and risk to their wellbeing. These actions are usually done by people who have more influence or power over someone else, or who want to make someone else feel less powerful or helpless. |
| Business Continuity | The capability of SITE to continue the delivery of its critical functions at acceptable, predefined levels following a business disruption. |
| Business Continuity Management (BCM) | The process that identifies potential threats to the Institute. Their impacts on the Institute’s business functions must be performed on a daily, weekly or monthly basis; and associated mitigation actions. |
| Business Continuity Plan | SITE’s plan outlines how critical business operations can be maintained or recovered in a timely fashion due to the likelihood of a business disruption occurring, or a business disruption that is occurring. |
| Business Disruption | An event, anticipated or not, which disrupts the normal course of business operations on SITE’s campus. |
| Business Impact Analysis | The process of analysing activities across all of SITE’s operational areas; and the effect that a business disruption might have upon them. |
| Campus | The place where SITE primarily conducts its teaching, scholarly activities administration and student support activities. The Campus location is also the address of SITE as a registered Institute of Higher Education. |
| Cash accounting | A method of accounting that recognises expenses and income (cash transactions) on the actual date the expense is paid and on the actual date income is received, but does show cash that is owed to the Institute or cash it owes to others. |
| Casual | A person who is engaged as an employee for a defined period of time who is paid by the hour for the work they perform at an hourly rate for a specified number of hours over the work period. Casual staff will be provided with relevant information about their casual status as is defined in their Employment Award; or when there is no Employment Award, this will be aligned to the NES (casual employment) information that includes a copy of the Casual Employment Information Statement issued by the Fair Work Ombudsman. A casual employee’s hours can be reduced during the contracted period to due changes in work patterns and circumstances of the Institute; and a casual employee can be terminated prior to the contract end-date as an outcome of performance management or substantiated serious employee misconduct or as otherwise specified in the relevant Employment Award or NES. |
| Census Date | A date specified by a higher education provider that must be at least 20% after the semester commencement date (the first day of teaching) and before the semester end date (final examination date) inclusive of mid-semester Recess Periods. Census is the last date for students to withdraw from subjects or a course without academic penalty (all students) or financial penalty (domestic students). International students must not reduce their full-time study load before the census date. Post-census date, SITE enrolment records are considered finalised for a semester and post-census student data is used for government reporting purposes |
| Cheating | This means dishonest and unethical behaviour by breaching the examination rules during or in relation to examinations, which applies to examinations held in in F2F and online mode. Examples of cheating are outlined in the Examination Guidelines. |
| Code of Practice on Managing the Work Environment and Facilities (2018) | An approved national code of practice under section 274 of the Work Health and Safety Act (the WHS Act) that provides practical guidance on how to achieve the standards of work health and safety required under the WHS Act, which is a national model, intended to provide the basis for nationally consistent work health and safety laws. This Act does not, by itself, have any legal effect. The NSW Work Health and Safety Act (2011) is legally enforceable in NSW (the location of SITE’s operations and registered business address). |
| Collateral | Material produced in print and electronic formats to market SITE and its courses to prospective students, Agents and other stakeholders that complies with SITE’s Marketing Style Guide and Corporate Image requirements. |
| Collusion | A student working with another student/s or person/s external to the Institute to develop an assessment that the student submits and declares is entirely their own work. |
| Commercial Benefit | This means the benefit, whether monetary or non-monetary, received by the Institute and arising from the Commercialisation of any Intellectual Property Rights, including, without limitation, revenue from sales, payment of royalties, license fees or in-kind contribution in lieu of royalties or license fees. |
| Commercial Risk | A category of risks that relate to all commercially focussed and non-academic risks, relating, but not limited to Financial, HR, IT, Facilities Management, Student Administration and WHS activities. |
| Commercialise | This means to sell, license, distribute or exploit Intellectual Property Rights by any means for the purposes of receiving Commercial Benefit. |
| Commissioned Material | This means any material in any format or medium created as the result of a specific request or direction by the Institute, formalised by a contract with an affiliate, staff member; or in rare cases, by current or former students. |
| Commissioned material | Any material in any format or medium created as the result of a specific request or direction by the Institute, formalised by a contract with an affiliate or staff member. |
| Compassionate and compelling circumstances | These may include medical illness or injury of a student or the student’s close family members requiring hospitalisation or which have a functional impact on the student’s day-to-day activities; bereavement of close family members such as parents, grandparents and children (where possible a death certificate should be provided); an adverse experience that has impacted on the student such as the involvement or witnessing a serious accident or witnessing or being a victim of crime; major political upheaval or natural disaster in the students’ home country requiring emergency travel and which has impacted on their studies; inability to begin studying on the course commencement date due to a delay in receiving a student visa; lack of unit availability. |
| Complaint | When a student, staff member, stakeholder or any other person (including anonymously) complains about another person/s due to dissatisfaction about their conduct or performance who seeks an outcome or resolution. Complaints are considered informal and are suggested to be resolved between the individuals concerned, except where the complainant feels intimidated and / or their allegations constitute malpractice or serious misconduct, which are considered formal complaints and are managed as a Grievance with reference to either the Student Conduct / Staff and Affiliates Code of Conduct, as appropriate. Complaints do not include allegations of student misconduct that are managed per the Student Misconduct Policy and Procedure (Academic & General); academic appeals or grade queries that are managed per the Student Academic Appeals Policy and Process or disputes about course admissions that are managed per the Admissions Policy. |
| Conditional Offer | An offer made by SITE to a prospective student who may not have met or evidenced all entry requirements, with a full offer dependent on the applicant evidencing that they have met all admission requirements by the prescribed deadline. For international student applicants, an eCoE will not be issued until a student meets the requirements to be issued a full Offer of Admission (as defined in this section); formally accepts their full Offer of Admission and meets all terms and conditions of its acceptance; and in accordance with the eCoE rules outlined in the PRISMS User Guide. |
| Conduct | The manner in which a person behaves, and the Institute’s expectations of conduct as outlined in The Student Code of Conduct. |
| Conflict of Interest | An event where opposing parties or an individual have differing opinions, or where interpersonal relationships of any type that can compromise an individual’s judgement and objectivity; or where such interests distort an objective involvement in an event. |
| Constitution | The (Company) Constitution is the foundation document of the Company, the Sydney Institute of Technology Innovation Pty Ltd ACN 655 644 045 (referred to as the Institute or SITE), which is subject to compliance with the Corporations Act (Cth 2001); and is registered as an Australian Proprietary Company by the Australian Securities and Investments Commission (ASIC). |
| Contract Cheating | When students outsource their assessments to a third party, whether that is a commercial provider, current or former student, family member or acquaintance. It includes the unauthorised use of file-sharing sites, as well as organising another person to take an examination on their behalf (TEQSA Contract Cheating Guidance Note) |
| Contractor | A person engaged by SITE to provide a service under a formal contract who is not a SITE employee per ATO definitions. |
| Core UoS | A Unit of Study that must be must be successfully completed as specified in a course structure |
| Course Accreditation | The process to have a higher education course accredited by TEQSA. |
| Course Completion Date | The course completion date specified on an international student’s eCoE. It is the date the student must finish the course based on the duration of the course when studied on a full-time basis. |
| Course Development and Review | The principles and process by which a course is developed and reviewed in accordance with the Course Development and Review Policy; and as a component of SITE’s QA Policy and activities. |
| Course Discontinuation | When SITE discontinues a course it currently offers based on the Course Discontinuation and Tech-out Policy |
| Credit Point | Credit points are used to provide a guide to a) the amount of work a UoS may involve; indicate enrolment load (full-time or part-time); or b) quantify recognition of prior learning the amount of work you have successfully completed. |
| Credit Package | Where academic credit is automatically applied to specified SITE course based on the completion of a specified course at an accredited higher education or vocational education provider/s; where the applicants also satisfies all course admission requirements that is currently in force and was approved by the Academic Board. |
| CRICOS (Commonwealth Register of Institutions and Courses for Overseas Students) | A Register maintained by the Commonwealth government that lists registered education providers and their courses approved by ASQA or TEQSA to enrol international students. A provider and its courses must be listed on the CRICOS Register before it can market to and enrol international students. |
| CRICOS Capacity | The capacity or total of number of students (international and domestic) approved by TEQSA that a higher education provider can enrol on its campus. CRICOS registration and capacity approval is required to enrol international stuents |
| Criterion Referenced Assessment | A method of assessment that uses predetermined criteria and performance standards in assessment rather than referring to other students’ achievement and/or a scaled distribution of marks/grades. |
| Critical Function | A function that must be performed or occur in order to meet the overall daily, weekly, and/or monthly business requirements of the Institute. |
| Critical Incident | In general terms, a critical incident is defined as a traumatic event which causes, is likely to cause or has caused extreme physical and/or emotional distress, fear or injury to students and/or staff. Some examples of a Critical Incident include medical emergencies or severe illness, natural disasters, physical or sexual assault. A critical incident can occur on or off campus. |
| Cross-Institutional Enrolment | When a student enrolled at another registered higher education provider is approved to study a unit of study at SITE, as approved by SITE; or when a SITE student is granted permission to complete a unit of study at another registered higher education provider. |
| Cyber Security | This is the practice of protecting information systems and information and IT devices from digital attacks. Cybersecurity measures are designed to combat threats against networked systems and applications, whether those threats originate from inside or outside of an organization. |
| Data | This is defined as information that has been translated into a form that is efficient for electronic movement or processing that has been entered into an IT device or IS; or facts statistics; or other quantitative or qualitative information collected or created for reference or analysis. |
| Data Management | This is the practice of collecting, storing, securing and processing an organisation’s data, where it is then utilised for strategic decision-making to improve business outcome; and to meet related compliance and reporting requirements. |
| Debit Card | Corporate debit cards are issued by financial institutions that are usually Mastercard or Visa Cards and have both the corporate name and the user’s name on the card. Each debit card has a sub account within the corporate (SITE’s) bank account, is limited by the funds transferred into that sub account and is reconciled on a monthly basis in the same manner as the main bank account. Cash withdrawals can be restricted by SITE. |
| Deferral | When a student defers their study in a course for one or more semesters. Deferral is not permitted for international students commencing a course of study. Deferral is taken as a Leave of Absence for continuing international students based on compassionate or compelling reasons per National Code of Practice (2018 Cth) requirements. |
| Delegated Authority | The conferral of authority to a position at SITE that is authorised to act on behalf of the Institute within the scope of the delegation, which usually is to approve procurement or purchases up to their delegated dollar amount and per relevant Institute policies. |
| Delegations of Authority | Governing Bodies and position holders (SITE Staff) to whom the Board and Governing Council have delegated approval to approve and administer various matters relating to SITE’s governance and operations, as outlined in Appendix B (Delegations of Authority) of the Governance Charter. |
| Deposit | A percentage of the estimated entire course Tuition Fee, as nominated by SITE that is paid a by a student in $AUD who has accepted their Offer of Admission. The Deposit must be paid before an eCoE is issued to formalise admission; and is refundable in full or part, as outlined in the Student Fees and Refund Policy. A Deposit must be paid into a Trust Account and not amount to more than 50% of the estimated entire course Tuition Fee in accordance with the National Code of Practice (2018 Cth) requirements. |
| DHA | Department of Home Affairs. The Australian Commonwealth government department responsible for border protection and immigration, including the issue of Student Visas (subclass 500) |
| Digital | An electronic medium that is a website, an app or any other electronic medium used by SITE for advertising and marketing purposes. |
| Disability | As defined in the DDA (1992) which is a condition caused by accident, trauma, injury, genetics or disease that may restrict a person’s mental, emotional, sensory or mobility functions to undertake a job in the same way as a person without a disability. Disability may be temporary or permanent, and total or partial. |
| Disability Discrimination Act (DDA) | Commonwealth legislation that prohibits discrimination against persons with a disability in the areas of work, accommodation, education, access to premises, clubs and sport; to ensure, as far as practicable, that persons with disabilities have the same rights to equality before the law as the rest of the community; and to promote recognition and acceptance within the community of the principle that persons with disabilities have the same fundamental rights as the rest of the community. |
| Discrimination | When a person, or a group of people, is treated less favourably than another person or group because of their background or certain personal characteristics, including a person/s: age, gender, gender identity, race or ethnicity, social-economic status (perceived or known), religious or political beliefs, marital status, pregnancy status, or sexuality or sexual orientation. This is known as ‘direct discrimination’; or when an unreasonable rule or policy applies to everyone but has the effect of disadvantaged some people because of a personal characteristic they share. This is known as ‘indirect discrimination’. |
| Domain Name | A unique name that identifies a website. A website has a domain name that serves as an address, which is used to access the website. |
| Domestic Student | A student who has Australian citizenship, or a person entitled to stay in Australia, or enter and stay in Australia, without any limitation as to time (including holders of an Australian permanent visa); a New Zealand citizen; or a diplomatic or consular representative of New Zealand, or a member of the staff of such a representative, or a spouse, de facto partner (within the meaning of the Acts Interpretation Act 1901) or dependent relative of such a representative. |
| Due Diligence | A process conducted by SITE to determine if a potential Agent or other person or entity being considered by SITE to perform services on SITE’s behalf, will represent SITE and its students ethically, honestly and within the requirements of the TEQSA HESF, the ESOS Act (2001 Cth), the National Code of Practice (2018 Cth) or other relevant legislation and SITE policies. |
| EATC | Education Agent Training Course. A free, online, industry-recommended course that provides education agents with information about the Australian education system and Australia as a study destination. The course material is also a resource to help agents remain aware of changes and developments in international education. Australian Education International (AEI) and the Department of Immigration and Border Protection (DIBP) provided support in the development of the EATC. |
| eCoE | Electronic Confirmation of Enrolment, which a provider generates from the PRISMS database after an international student formally accepts their Offer of Admission and pays their Deposit. It is used to formalise admission for all international students; for an international student to apply for a student visa (if located offshore); and to determine CRICOS Capacity utilisation based on the eCoE status. SITE is responsible for maintaining students’ eCoe status details on PRISMS per the National Code of Practice 2018 (Cth) and the PRISMS Provider User Guide 2018. |
| eCoE Extension | An extension to an eCoE, which is required when an International Student is unable to complete their course by the Course Completion Date specified on their eCoE upon course admission. eCoE extensions will only be approved for compassionate or compelling circumstances, supported by evidence; and in accordance with other National Code of Practice (2018 Cth) requirements. CoE extensions are formalised in PRISMS by the student’s Higher Education Provider. |
| Education Agent | A person, located either within or outside Australia and formalised by an Education Agent Agreement, who represents or acts on behalf of SITE to market its courses and recruit international students for enrolment into SITE’s courses. |
| Education Agent Agreement (EAA) | A formal, written agreement between SITE and an Education Agent that sets out the terms and conditions of the Education Agent’s engagement with SITE to market its courses and recruit international students on SITE’s behalf. |
| Educational Material | Any material in any format or medium created or developed for the purpose of teaching at the Institute that may include, but is not limited to, examination and assessment questions, UoS Outlines, presentations, databases, and lecture notes. |
| EFTSL (Equivalent Full Time Student Load) | The EFTSL value for a subject is calculated as the CP value for a subject divided by total Course CP value (sum of CP for subjects required to complete the course) . The EFTSL for all subjects must add up to the EFTSL value for the FTE duration of the course – i.e., 4 EFTSL for a 4 year course. |
| Elective UoS | A UoS that may be chosen from amongst a pool of UoS that is not specified as compulsory to complete as a course requirement, as distinguished from a core UoS. |
| ELICOS | English Language Intensive Courses for Overseas Students. Academic or general English courses offered to international students by a registered CRICOS provider. |
| ELP | The level of English language required for the admittance of an international student into a SITE course, as specified in the course’s admissions criteria. ELP must be evidenced by an approved ELT (English Language Test) such as IELTS, TOEFL or other Tests approved by SITE undertaken within the last 6 months that specify the required overall test score and scores for each Test brand of reading, writing, listening and speaking, as appropriate to the course. SITE will also provide support to students for ELP as part of its Student Support Policy. |
| Emergency Contact | The person nominated by a student whom the student authorises SITE to contact in the case of an emergency. |
| Employee | Refer to Staff member. |
| Employment Award | A legal document filed with the Fair Work Ombudsman that outlines the minimum pay rates and conditions of employment. The award under which an employee is engaged relates to their industry of employment, amongst other factors. |
| English Language Proficiency | English language proficiency refers to the ability to understand, speak, read, and write in English at a level sufficient for academic success at SITE. This includes, but is not limited to, the ability to comprehend course materials, participate in discussions, and complete assignments effectively in English. |
| Enrolment | The process by which a student selects and registers in subjects that are part of their course of study, as outlined in their course study plan. Students are responsible for their enrolment as they are academically and financially liable for their enrolment post census date. Agents, SITE staff or any other person cannot enrol a student into subjects on a student’s behalf. |
| Education Services for Overseas Students (ESOS) Act 2000 | It is Commonwealth legislation that regulates the enrolment of international students at Australian education institutions. |
| Examination | This means an examination for a UoS held in the Examination Period that is invigilated under formal examination conditions. Tests or online quizzes undertaken during the teaching weeks are not considered as examinations. |
| Examination Guidelines | A document that supplements this policy and Assessment and Examinations Policy and Procedures that outlines the rules for the conduct of examinations in F2F and online mode. These Examination Guidelines are provided to students in the Learning Management System prior to the examination period; and are also announced by examination invigilators at the examination. |
| Examination Period | One to two (1-2) weeks after the final week of teaching each semester where end of semester examinations are held. The semester formally finishes on the Friday of the last examination week of the semester. |
| Exclusion | When a student is permanently excluded from a course of study . Reasons include failure to make academic progress over two consecutive semesters and / or failure respond to Warnings / engage in associated academic intervention activities prescribed by SITE outlined in its Student Support Policy; by or defaulting on payment of tuition fees for a semester. |
| External Risk | A risk to SITE that is caused by the external environment that is beyond SITE’s control. |
| External Organisation | This means another registered company or a sole trader that is engaged via formal contract or agreement by the Institute to provide a service or work function (as defined in this section) for the Institute. The appointment of a third-party provider will require the completion of a due diligence check to the Institute’s satisfaction prior to the formal engagement of a third-party provider. |
| Face-to-face (F2F) | Teaching, consultation or communication that occurs between students / SITE staff who are physically co-located. |
| Facilities or facility (singular) | The physical components located within or are part of the Institute’s premises that are essential to its operations comprising classrooms, specialist technical laboratories, computing and communications equipment; library and student recreational areas; staff work areas; kitchens, toilets, vending machines, furniture and furnishings, etc. |
| Financial records | Any record pertaining to a financial transaction. These include, but are not limited to: invoices, receipts, cheques, financial statements, general ledgers, cash records, bank statements and loan documents, etc. Such records can be electronic, but they must be convertible into hard copy (for example: printed as paper copies). |
| Financial statements | Reports demonstrating the financial activities and performance of the business. These include, but are not limited to: profit and loss (P&L) statements, balance sheets, cash flow statements depreciation schedules and taxation returns. |
| Fixed-Term | Fixed-term contract employees are employed for a specific period of time because its purpose has an identifiable end-date. Fixed-term employees may be engaged either full-time or part-time. and otherwise typically have the same conditions and entitlements as an ongoing employee as specified in the applicable Employment Award or NES. A fixed-term employee’s employment can be terminated prior to the contract end-date due to a redundancy offered by the Institute, as an outcome of performance management, or substantiated serious employee misconduct; or as otherwise specified in the relevant Employment Award or NES. |
| FoE (Fields of Education) | Field/s or academic discipline area/s of education, related to SITE’s courses and strategy, as categorised in the Australian Standard Classification of Education (ASCED), maintained by the Australian Bureau of Statistics. |
| Formative Assessment | This means an assessment task for which students receive feedback as to how they can improve their work, and may contribute to their final grade in the subject. |
| Freedom of Speech | The right to hold opinions without interference and without subjection to any exception or restriction; and to express them within the limits of relevant Commonwealth and NSW State Laws and SITE policies and procedures. |
| Full Time Study | A mode of study that enables a student to complete their course within the minimal completion time. International students must complete their course by the Course Completion Date on their eCoE, which requires them to study full time for the duration of their course; or as approved each semester by SITE per their Study Plan. |
| General Misconduct | General Misconduct refers to Non-Academic misconduct that is alleged and / or proven to have been committed by a student that includes, but is not limited to, poor conduct such as bullying or harassing other students, SITE staff or stakeholders; destruction or vandalism of SITE facilities and resources; and misuse of Information Technology. |
| Genuine Temporary Entrant (GTE) | Under the SSVF and student visa (Subclass 500) regulations, international students must demonstrate to the Department of Home Affairs – DHA (immigration) that their reason for entering Australia on a temporary basis is to acquire a quality education and that they are genuine in this regard. Ministerial Direction 69 provides further clarity on what DHE looks for to determine a student’s ‘genuineness’ when assessing visa application outcomes, amongst other requirements. |
| Gift | A tangible item of value which is offered to one person or organisation by another. A gift could be one or a number of the following: Gift voucher, Souvenir or memento, Promotional product or sample Corporate merchandise Special occasion gifts which can include flowers, wine, chocolates or gift baskets. |
| Goods | Products purchased or leased by SITE that in the physical or online forms that may include but are not limited to: computing and laboratory equipment, furniture and furnishings; online systems to facilitate its student learning, and administration activities, etc. |
| Governing Body | A Board, Council or Committee as outlined in the SITE Governance Charter that includes their Roles, Functions, Delegations, Reporting Requirements and Membership. |
| Governance Charter | The Governance Charter i) describes the governance arrangements of the Institute; and ii) sets out the role, composition and responsibilities of the Board and the committees and individuals empowered through delegations authorised through the Constitution to guide the Institute to be a quality higher education provider that complies with the relevant regulations in the Australian higher education sector. The governance charter supplements, and does not dilute or replace, the Constitution, which is the foundation document of the company (referred to as the Institute or SITE). |
| Governing Council | The official governing body that reports to the Board and, as specified in the Governance Charter, “to whom the Board confers upon and delegates all the powers, authorities and discretions vested in the Board with respect to the operation of the Institute…. other than those imposed on the Board by the Corporations Act or the general law and/or as otherwise delegated by the Board”. |
| GPA (Grade Point Average) | This is a numeric figure to represent the (weighted) Grade Point Average (GPA) achieved by a student, as informed by all units which they have completed |
| Grievance | When a student, staff member, stakeholder or any other person makes a formal written complaint that may include an allegation of a single or multiple incidences of malpractice or misconduct against SITE, its students, staff or stakeholders , or that otherwise cannot be managed as a Complaint. |
| Group Assessment | This means assessment items (except for examinations) that are completed by a group of students; and where each student in the group is assessed individually based on their specific contribution, rather than being assessed as a collective where each student is awarded the same mark. Group assessments must: a) only be used to the extent necessary to achieve collaboration or team-work skills that are learning outcome/s for the UoS; b) the assessment design includes the responsibilities of each group member and how each group member will be individually assessed; and c) the Unit Coordinator and teaching staff must ensure students must be appropriately supported during a group work assessment to facilitate a poSITEve student experience. |
| Harassment | When a person is treated unfavourably to others; and without courtesy or common respect on the basis of certain personal characteristics, which may include their personality type or style, race, sex, pregnancy or marital status, physical appearance, age, disability, sexual orientation, gender identity, social background or economic status. |
| Hardware | This is an IT asset and includes physical computing equipment including physical servers, desktop computers, mobile devices, laptops, keyboards and printers. |
| Higher Education Standards Framework (HESF) | The Higher Education Standards Framework (2021 Cth). The Commonwealth legislation that outlines the minimum acceptable requirements for the provision of higher education in or from Australia by higher education providers registered under the TEQSA Act. |
| Higher Degree scholarly activities (HDR) | A doctoral degree (a PhD or professional doctorate) or a masters degree undertaken by scholarly activities, classified at level 10 and level 9 of the AQF, respectively. |
| Illness | This means when a student has an illness, which in the opinion of a medical practitioner, prohibited the student from completing an assessment item by the due date; or attending an examination supplementary examination at its scheduled time. Supporting documentation must be provided by the student before or on the assessment due date. It is at the Institute’s discretion to accept the documentation provided. |
| Image | An image of a student, SITE staff member or stakeholder in the form of a photograph or video recording that is reproduced and used for marketing, advertising or other purposes. Images of students, staff or stakeholders must not be taken or used for any purpose without firstly obtaining their consent; written consent must be provided by a student . |
| Impersonation | When a student arranges for another person to sit an examination for them who claims they are the student at the examination; or is discovered during or after the examination that they are / were not the student registered to sit the examination. |
| Implementation Officer | A senior staff member of the Institute responsible for the implementation and review of a plan/s and / or policies, as specified in the plans and policies of the Institute that align with the Delegations of Authority outlined in the Governance Charter. |
| Industry | External companies, government departments, and other registered organisations whose core business is in the same discipline area/s as SITE’s courses; and who are collectively considered as the prospective future employers of SITE’s graduates. |
| Industry Advisory Group (IAG) | The IAG comprises of representatives from industry who advise SITE from an industry perspective on its courses, graduate employability and other matters, as outlined in the Governance Charter. The IAG reports to the Academic Board. |
| Information Management | This is the practice of collecting, storing, securing and processing an organisation’s information, where it is then utilised for strategic decision-making to improve business outcome; and to meet related compliance and reporting requirements. |
| Information System (IS) | This is defined as an integrated set of components for collecting, storing, and processing data and for providing information, knowledge, and digital information, which typically operate as a network (when two or more computers that are connected—either by cables (wired) or Wi-Fi (wireless) for the purpose of transmitting, exchanging, or sharing data and resources. |
| Information Technology assets: | Comprise information, software or hardware that an SITE uses in the course of its business activities. |
| Institute of Higher Education (IHE) | A Category of Higher Education Provider outlined in the TEQSA HESF. An IHE does not have University or University College status and is not recognized as such in the Higher Education Support Act (XXXX Cth) . An IHE is typically privately owned and operated, and is not permitted to self-accredit its courses, unless otherwise approved by TEQSA. |
| Intellectual Property | Refers to creations of the mind. It may include a brand, logo, invention, design, artistic work, Administrative Work, Educational Material, Scholarship Outputs, Scholarship Works and Research Projects (as defined in this section), or a new plant variety. |
| Intellectual Property Notification | A written summary of the Intellectual Property Rights created by the Institute that includes: a) if the Intellectual Property Rights are an invention, a written summary of why it is new or inventive and the process or manner by which it was derived; b) the names of all Originators; c) full details of the nature of the contribution of all Originators; d) ideas about any potential Commercialisation opportunities in respect of those Intellectual Property Rights; e) advice as to whether the Intellectual Property Rights have been kept confidential or, if disclosed to another person(s), the details of to whom they have been disclosed. |
| Intellectual Property Rights | Legally protect and provide the exclusive rights to profit from them. IP right types include any patent, copyright, database rights, registered design or other design rights, utility model, trade mark (whether registered or not and including any rights in get up or trade dress), brand name, service mark, trade name, new plant varieties, circuit layouts, eligible layout rights, chip topography right, product formulations, processes, methods and inventions and any other rights of a proprietary natures. |
| Internal Risks | A risk related to SITE’s internal operating environment that is within SITE’s control. |
| International Student | A student who holds or intends to hold a student visa (subclass 500) to study a CRICOS-approved course in Australia. |
| ISO 310002018 Risk Management Guidelines | The International Organization for Standardization (ISO) is a worldwide federation of national standards bodies that developed the Risk Management Guidelines (latest version 2018) used by a wide range of organisations to develop and implement their risk management policies and procedures. |
| JD (Job Description) | A standard template that outlines the particulars of a job (position) that includes (but is not limited to): demonstration of its alignment to the Strategic Plan and values of the Institute, the Job Title, supervisor details, Employment Award (if applicable), Job Objective, key duties and responsibilities; and essential selection criteria (education qualifications, skills and experience). |
| Learning Management System (LMS) | An online platform used by SITE academic staff and students for teaching and learning purposes in F2F and online modes. All course/ subject learning materials are located on the LMS, which is where students upload and submit their assessments and other learning requirements. |
| Malware, or malicious software | An umbrella term which refers to intrusive programs designed to exploit devices at the expense of the user and to the benefit of the attacker. |
| Management Approach | The approach or level of caution to be taken by management to manage a risk against its Risk Tolerance Level. |
| Marketing Style Guide | A Guide that describes how SITE’s Brand (or Trademark) must be communicated to ensure consistency across all marketing channels that specifies tone of voice, typography, use of logo (colours, dimensions placement location), colour palette and imagery that includes examples for their use and unacceptable use. |
| Misadventure | This means where a student claims they were affected by circumstances or involved in a situation that was unplanned, unknown, and beyond their control, which they believe prohibited them to submit an assessment item or sit an examination by the prescribed date. Wherever possible, students are expected to produce supporting documentation. Approval for assessment extensions without a penalty imposed; or to sit a supplementary examination, is at the Institute’s discretion. |
| Misconduct | Where a student is alleged by another student or staff member or an affiliate of the Institute to have behaved or acted in a manner that is considered contrary to the Institute’s student conduct expectations as defined in the Student Code of Conduct and Misconduct Policy; that may also be referred to as non-academic or general misconduct. |
| Misuse of Information Technology | When a student or staff member breaches the Use of Information Technology Policy. |
| Mitigation | The actions or treatments to reduce the likelihood of a risk occurring; or to treat it, should it occur. |
| Moderation | When an assessment item is blind-marked by another member of the academic staff or an industry representative to a) assure the quality of assessment (marking) with regard to consistency, comparability, appropriateness and fairness of assessment judgements; b) to obtain informed feedback on the validity and reliability of assessment tasks, criteria and standards, and c) that assessment items and the assessment types for the UoS provide a valid assessment against the learning outcomes. |
| Moderator | A person who undertakes moderation and who is not an Assessor for a UoS. |
| Moral Rights | This has the same meaning as in the Copyright Act (1968) Cth, namely the author’s right: to a) be attributed as the author of the work; b) not be falsely attributed as the author of the work; and c) integrity of authorship of the work. |
| National Code of Practice 2018 (Cth) | An abbreviation of the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (Cth). This is a Commonwealth legislative instrument that supports the ESOS Act. It comprises a set of standards to support registered higher education providers to implement their responsibilities under the ESOS Act. |
| National Employment Standards (NES) | The NES comprise the minimum entitlements for employees in Australia that must be met by an employer for all its employees. An Employment Award, employment contract, enterprise agreement or other registered agreement cannot provide for conditions that are less than the NES. |
| Nested Awards | A set of related awards (courses) where the higher-level award (course) includes the units necessary to complete a lower related award (course) plus additional units necessary to complete the higher award (course). |
| Next of kin | The student’s closest living relative or relatives (and their contact details), as nominated by the student. |
| Non-Award Study | When a student is admitted to study a unit of study after satisfying the Non-award admission requirements, without being admitted to a course of study in which the unit of study is offered. |
| Norm-Referenced Assessment | This means an assessment of student performance against the relative performance of the overall cohort. |
| Occupant(s) | This means students, staff, affiliates, visitors and suppliers who attend the premises at varying frequencies and for differing purposes and time periods. |
| Offer of Admission (OA) or full Offer of Admission | A formal document issued to an applicant by SITE based on successful admission to a course of study that serves as a written contract between SITE and the student that includes the terms and conditions of a student’s enrolment in a course with reference to the TEQSA Higher Education Standards Framework, ESOS Act, the National Code of Practice (2018 Cth) and relevant SITE Policies. |
| Official Gift | Gifts that are presented to the Institute usually from another organisation in recognition of its services or achievements or gifts presented to the Institute at an official or a ceremonial function which might include dedicated plaques, plates, vases or trophies. |
| Offshore | A prospective student who is located outside of Australia for student recruitment and admissions purposes. |
| OMT (Operational Management Team) | A team of senior operational managers led by the CEO, as formalised in the Governance Charter. |
| Ongoing | Ongoing contract employees are employed on an ‘ongoing’ basis where their contract has no end-date, who may be engaged either full-time or part time and have conditions and entitlements as specified in the applicable Employment Award or NES. An ongoing employee’s employment can be terminated due to a redundancy offered by the Institute or as an outcome of performance management or substantiated serious employee misconduct or as otherwise specified in the relevant Employment Award or NES. |
| Online | when a student attends a class or completes an assessment online (using the internet) in a location that is not the SITE campus. |
| Onshore | A prospective student who is located in Australia for student recruitment and admissions purposes. |
| Operational Risk | A risk associated with SITE’s day-to-day operations that may be caused by breakdowns in internal procedures, controls, people and systems. |
| Orientation | A program held in the week prior to the commencement of each semester, per dates published in the Academic Calendar. Its purposes is to welcome new students to SITE and prepare them for their studies and living in Australia. |
| Orientation Dates | The Dates during which Orientation will be held in the week prior to the commencement of each SITE semester, as published in the SITE Academic Calendar. |
| Other Costs | Expenses relevant to a student’s course enrolment not included under Ancillary and Tuition Fees. Examples include the cost of textbooks or readings; student’s personal IT and stationery expenses; Payment (subsidy) of costs to voluntarily partake in student social events or excursions organised by SITE. |
| Other Fees | Fees or costs not categorised as Ancillary Fees or Tuition Fees payable by students relevant to their course of study or studying in Australia, such as (but not limited to) cost of textbooks, readings, laboratory equipment, course-related excursions; voluntary campus-organized social activities, any costs associated with WIL, or accommodation expenses. |
| Packaged Course Offer | Eligible students who apply for two or more courses, taken one after the other, are issued a packaged course offer. Eligible packaged course offer students are simultaneously issued an Offer of Admission for their first course and a Conditional Offer for the second course, which is subject to conversion to a full Offer by completing the first course and satisfying any other conditions specified in the Conditional Offer. The eCoE issued for a packaged course offer for an international student will be for the combined minimum course completion time of all the courses in the package, in accordance with international student visa requirements. |
| PCBU | Persons conducting a business or undertaking’ as defined in section 5 of the Work Health and Safety Act 2011 (NSW). SITE is the PCBU. |
| Performance Management | This is a formal, annual process used by the Institute to review and provide feedback on all employees’ performance over the year; and to set work objectives aligned to the organisation’s strategy and the employee’s JD for the following year; and as further detailed in section 8 of this policy. |
| Personal information | Information collected about an individual whose identity is apparent or can be reasonably ascertained from the information. |
| Phishing | This is a form of fraud in which an attacker masquerades as a reputable entity, such as a bank, well-known company, or person in email or other forms of communication, to distribute malicious links or attachments. |
| PIER Network | An online network of professionals in international education. QEACs can choose to be listed in the PIER network. |
| Plagiarism | The practice of taking (copying) someone else’s work or ideas and claiming them as one’s own. |
| Policy Framework | A framework that defines the principles, requirements and processes for the introduction and review of SITE policies, procedures and schedules, including delegated approval authorities, as specified in the SITE Governance Charter. |
| Policy Register | A register of all SITE Policies that includes their delegated authority for approval and amendment and other matters as outlined in the Governance Charter. The Policy Register also includes approved definitions, terminology and commonly used vocabulary to be used in all policies to enable consistency of their application, meaning and understanding across Policies. |
| Predatory Journal | An ‘academic’ journal that is not peer reviewed; and will publish ‘academic’ works submitted by an author, subject to the author paying a fee specified by the journal. |
| Pre-departure information | Marketing collateral in any medium that provides information to new offshore international students and /or their Agent prior to their departure about living and studying in Australia, including costs and support services available |
| Premises | Primarily means the building or floors within a building that serve as the Institute’s registered place of business that accommodate its facilities and resources. External storage or facilities leased or owned by the Institute for other purposes are considered sub-premises of the Institute. The (sub)premises used by SITE and lease arrangements will be for commercial premises; not residential premises. |
| Pre-requisite Subject | A subject or subjects a student must have studied to a level approved by SITE to be eligible for admission to a SITE course; or a subject offered in a SITE course that must be completed before enrolling in another subject in the course. |
| Provider Registration and International Student Management System (PRISMS) | A Commonwealth database used by CRICOS registered providers to generate and maintain international student eCoEs in accordance with the PRISMS Provider User Guide (2018) and National Code of Practice (2018 Cth) international student recruitment and course progression requirements. DHA and TEQSA have full visibility over every CRICOS provider PRISMS records. |
| PRISMS User Guide | Provider Registration and International Student Management System (PRISMS). A Commonwealth database used by CRICOS registered providers to generate and maintain international student eCoEs in accordance with the PRISMS Provider User Guide (2018) that outlines its rules and procedures for authorised users with regard to the National Code of Practice’s (2018 Cth) international student recruitment and course progression requirements. The Department of Home Affairs and TEQSA have full visibility over every CRICOS provider’s PRISMS records. |
| Prize | Proposed by a sponsor, and is awarded to a student of the Institute to recognize and reward outstanding academic achievement, or outstanding leadership, practical performance or other non-academic activity, as approved by the Academic Board. The award of prizes at SITE is merit-based, competitive, transparent and based on approved criteria. |
| Procedural Fairness | Acting fairly and without prejudice in administrative decision making. It relates to the fairness of the procedure by which a decision is made. |
| Procedure | A procedure or process that describes how a SITE Policy will be implemented and communicated, and by whom, in accordance with the requirements of the associated Policy and the relevant Delegations of Authority of the SITE Governance Charter. |
| Proctoring | This means the process to invigilate examinations conducted online, using software where a student is monitored via their device’s camera. It aims to protect the integrity of examinations and prevent examination misconduct by students. |
| Procurement | Goods and services purchased or leased from reputable external suppliers at reasonable prices, usually over a longer-term period that align to the Institute’s strategy; and that are intended to create value over the purchasing period. |
| Professional Accreditation | The process to have a higher education course accredited by a professional association for industry recognition of a course and its graduates. The professional association is also the assessment authority for qualifications in Australia for skilled occupation purposes. |
| Program | A course of study (Bachelor degree) offered by SITE. A course comprises and requires the completion of a series of subjects as prescribed in the Program Structure. |
| Provider / Higher Education Provider | A provider is a post-secondary educational institution currently registered by ASQA or TEQSA to deliver educational courses at ELICOS, VET, Foundation or Higher Education level that is either privately or publicly owned. A Higher Education Provider is an educational institution registered by TEQSA to deliver Higher Education, ELICOS and Foundation courses that is either privately or publicly owned. |
| Provider Default | When an education provider (SITE) cannot deliver the course on the agreed starting day, or can’t continue to deliver the course after the agreed starting day and before the ending day. |
| Provider Registration | An education provider that is currently registered by TEQSA or a process to obtain Higher Education Provider Registration by TEQSA. |
| Purchasing | Buying or leasing goods or services that meet short-term operational requirements of the Institution; and an action required for procurement. |
| QA Framework | The model and mechanism through which the Institute operationalises its approach to QA and Quality Improvement (QI). |
| QA Indicator | Key performance indicator used to monitor and evaluate for quality assurance. |
| QEACS | Qualified Education Agent Counsellors |
| QILT ESS: Quality Indicators of Learning and Teaching: Employer Satisfaction Survey | An annual employer satisfaction survey administered externally by the Social scholarly activities Centre to participating employers of recent higher education graduates, funded by the Department of Education. |
| QILT GoS: Quality Indicators of Learning and Teaching Graduate Outcomes Survey | A triannual higher education survey sent to graduates within 6 months of their course completion to gather intel about their experience of their course, their perceptions of their employability and feedback on their current employment arrangements, which is administered externally to participating higher education providers by the Social scholarly activities Centre, funded by the Department of Education. |
| QILT SES (Student Experience Survey) | An annual higher education student experience survey administered externally to participating higher education providers by the Social scholarly activities Centre, funded by the Department of Education. |
| Quality Assurance (QA) | A process comprising the review and continuous improvement across all of SITE’s governance and operations by which SITE will assure its quality, compliance and viability as an Institute of Higher Education. |
| Ransomware | This is extortion software that can lock a computer or IT device and then demand a ransom for its release. |
| Reasonable Adjustment | Refers to administrative, environmental or procedural alterations that enable a person with a disability to have equal employment opportunities and to work effectively. It may include: changes to selection procedures, job redesign (including offering flexible working arrangements), alternative methods of information provision, additional training, specialist assistance and workplace modifications (including the purchase or modifying of equipment). |
| Recess Period | A timeframe during a semester or between the semesters in which students are not required to attend classes or submit assessments or sit for Examinations, unless advised otherwise. Recess Periods are published annually in the Academic Calendar. |
| Records | Any information in any format created, received and maintained as evidence of any decision or action carried out by the Institute. These decisions and actions include all forms of the Institute’s operational, teaching and learning, research, community service, organisational, financial and cultural activities. |
| Referencing | It is a formal system that indicates when words, facts, ideas, theories, or interpretations from other sources are used by a student in their academic work, these sources must be referenced. Referencing is needed when words or text have been directly copied from a book, article, or other source exactly (quotation); or when the ideas (but not verbatim words) of an author have been summarised and included by a student in their work. |
| Release Letter | Applies only to international students and refers to a written statement from either: a) another registered education provider that formally releases a student from their course of study who has completed less than six months of study in their course at the provider and who wishes to apply for admission to a course of study at SITE (who must additionally satisfy the provisions of this policy and its procedures and guidelines regarding the particular course admissions requirements and deadlines); or b) a written statement from SITE to release a student who has studied less than 6 months in a SITE course, usually to permit the student to study at another registered higher education provider that is only approved in accordance with the National Code of Practice 2018 (Cth). |
| Request for Tender (RFS) | A type of tender request where SITE, as the buyer, advertises for goods or services to be provided by an external organisation ( supplier) through a competitive process. A tender process enables SITE to determine the most appropriate supplier to provide goods or series according to its requirements. RFT will be restricted to the purchase of a good or service that is considered as a substantial investment by the Institute. |
| Research Project | This means any research project in which the Institute creates, leads or partakes in; or is otherwise involved in through the participation of academic staff and students, regardless of its funding source. Its findings, including any subsequent publications may be regarded as Intellectual Property in the form of a scholarly output or a scholarly work (as defined in this section); and when its finding is based on the creation, invention and/or production of technological software, hardware and/or any type of machinery. A Research Project may include participants from third party providers. |
| Residual Rating | A rating (Low. Medium or High) based on the likelihood and consequence ratings, should a risk occur. |
| Resources | This means money, staff, materials, IT networks, computer systems, software and databases (that facilitate the Institute’s teaching, learning and administrative functions); the Institute’s Wi-Fi and internet connectivity; and services or work functions (as defined in this section) that may be outsourced, purchased or leased that are essential to the Institute’s operations. |
| Risk | The effect of uncertainty on objectives or activities. |
| Risk Appetite | Is the amount of risk that SITE is willing to accept, or retain in order to achieve its objectives. Determining and articulating SITE’s risk appetite assists SITE to make better choices by considering risk more effectively in decision making. |
| Risk Appetite and Tolerance Statement | Provides detail in terms of specific risk types and SITE’s associated risk appetite, tolerance levels and the expected approach of management. It supplements this Policy and is used to guide decision making for Risk Owners, senior operational managers and Governing Bodies. |
| Risk Consequence | The effect, result, or outcome of at risk when or after it occurs, categorised by the five (5) Consequence Indicators of Insignificant, Minor, Moderate, Major and Critical per the enclosed Risk Matrix |
| Risk Culture | The set of shared attitudes, values and behaviours that characterises how SITE considers and manages risk in its strategic and operational activities. |
| Risk Likelihood | The likelihood that a risk will occur, identified by the five (5) Risk Likelihood indicators of Rare, Unlikely, Possible, Likely and Almost Certain, per the enclosed Risk Matrix. |
| Risk Management Framework | The organisational arrangements for designing, implementing, monitoring, reviewing and continually improving risk management at SITE in accordance with its Risk Management Principles. |
| Risk Matrix | A matrix (table) that summarises the Likelihood and Consequence (each comprising five indicators) of a Risk occurring; and the ensuing Residual Risk Rating (Low, Medium or High). |
| Risk Owner | The position holder (title) who owns the risk and is responsible for its operational implementation and review.. |
| Risk Tolerance | The degree of variance from the category of risk appetite that SITE is willing to tolerate |
| Risk, Audit and Finance Committee (RAFC) | The Risk, Audit and Finance Committee is a sub-Committee of the Governing Council; and provides advice to the Governing Council on risk management, including advice on feasible actions in response to issues raised, and other matters, as defined in the Governance Charter. |
| Scholarly Output | The outcome, output or evidenced-progress towards the completion of an academic scholarship activity, as outlined in the Academic Staff Scholarship Policy. Administrative Works, Commissioned Materials (with the exception of research project findings), Scholarship Work or Educational Material, as defined in this section, are not generally considered as scholarship Outputs. |
| Scholarly Work | Any work of a scholarly nature generated from academic scholarship / scholarly activity including, but not limited to, a journal article, book chapter, or conference paper. Education materials and Commissioned materials, are not considered scholarly works. |
| Scholarship | A form of financial aid awarded to a student of the Institute to financially support them during all or part of their course of study as approved by the Academic Board. A scholarship is proposed and funded by a sponsor. A scholarship at SITE is awarded on a competitive basis, based on academic merit; and /or to assist targeted equity groups, such as Indigenous Australians, women and other equity groups who have performed to an academic standard acceptable to the Institute and whose values and personal purpose align to the mission, vision, values and strategic priorities of the Institute. |
| Scholarship Work | This means any work of a scholarly nature generated from an academic scholarship activity (as outlined in the Academic Staff Scholarship Policy) including, but not limited to, publication of a journal article, book chapter or conference paper. Administrative Works, Education Materials and Commissioned Materials (with the exception of research project findings), as defined in this policy, are not generally considered as scholarship works |
| Self-plagiarism | When a student resubmits academic work they completed previously for another assessment item and declares that the academic work has not been submitted for any other assessment item at the Institute or any other provider. |
| Semester | A period specified in the Academic Calendar during which SITE conducts its teaching, assessment, examinations and other student-related activities. |
| Service / work function | This means (within the definition and context of a resource), a maintenance, trade or professional service or work function (a particular job occupation or related tasks) that may be outsourced by SITE to a third-party provider that may include, but is not limited to: cleaning, sanitation and maintenance services, trades, security, legal, HR, generalist or specialist IT support or services, marketing and advertising services; education agent and student recruitment services, student counselling services, student WIL placement services; consultancy services; or any other service or work function SITE considers appropriate to outsource in accordance with its Facilities and Resources Policy. |
| Services | A service or work function (which may include cleaning, security, student placement organisation, HR and IT support services, etc) that may be outsourced to a external organisation. as SITE determines. The advantages are enhanced expertise compliance, student/staff satisfaction, in comparison to employing its own staff to perform these work functions |
| SID | Student Identification Number. Every student enrolled at SITE is provided with an SID upon acceptance of an Offer of Admission as a unique identifier. |
| SMS | Student Management System. An SMS is an electronic repository of student records, including students’ personal details, admissions documentation, course and subject enrolment details, grades, academic transcripts and other data required for external and internal reporting purposes. |
| Software | This is an IT asset that includes applications for which licenses are typically issued per user or machine, as well as software systems and databases built using open-source resources. Software assets also include cloud-based assets. |
| Solicitation | The act of asking another party for gifts and benefits. |
| Specified Credit | Specified Credit is granted when an applicant’s prior formal learning, completed at an equivalent AQF level and with approximately 70–75% content equivalence, aligns closely with the learning outcomes, discipline content, and assessment requirements of a specific SITE unit. The credit is applied directly to that corresponding unit within the course. |
| SOP | Statement of Purpose: A statement completed by all international students as part of their Application for Admission. The SOP relates to the SSVF GTE requirements. It assists SITE to decide if the student is genuine and their level of risk as part of the assessment for admission |
| Special Examination | This means when a student, due to prolonged illness or circumstances related to extraordinary misadventure, is approved by the Institute to sit a special examination in lieu of not being able to sit an examination or supplementary examination. Special examinations applications must include the applicable supporting documentation that will be assessed and are approved at the Institute’s discretion. |
| Speech | This extends to all forms of expressive conduct including oral speech and written works and activity and communication using social media; the word ‘speak’ has a corresponding meaning. |
| Sponsor | The organization (SITE; or an external company, government department, other registered organisation); or a person not employed by or affiliated with SITE that applies to the Academic Board for approval of a scholarship or prize and who provides the funding for it. |
| SQL (Structured Query Language) | An international standard for database manipulation. An SQL query is a request for some action to be performed on a database. A carefully constructed malicious request can create, modify or delete the data stored in the database, as well as read and extract data such as intellectual property, personal information of customers, administrative credentials or private business details. |
| SRC | Student Representative Committee. A Committee whose members are elected by and from the student body of SITE to formally represent the interests of students and provide feedback to SITE staff. |
| SSVF (Simplified Student Visa Framework.) | The framework outlines the requirements for the approval of international student visas (subclass 500). The SSVF operates within a risk matrix where countries and education providers are allocated a risk rating (1: Low, 2: Medium or 3: High) based on performance against the SSVF risk indicators. A provider’s rating and a country’s risk rating (unpublished) determine the level of evidence a student visa applicant is required to evidence. |
| Staff | A person who is formally engaged by SITE as an employee, in a managerial, academic or administrative capacity. |
| Stakeholders | refers to staff, affiliates, contractors, students, industry partners, suppliers and visitors who visit and have business at the SITE premises (campus) at varying frequencies and periods of time. |
| Statement of Purpose (SOP) | A statement completed by all international students as part of their Application for Admission. The SOP relates to the SSVF GTE requirements. The SOP must be completed by the student and not an Education Agent or any other person. It assists SITE to decide if the student is genuine, and if admitting the student poses undue risks to SITE. The SOP requires applicants to answer a series of questions including their reason to study in Australia and Sydney; why they chose SITE as a provider; the relevance of their academic background to the SITE course discipline; how the course aligns with their career aspirations; their plans upon finishing the course; and other factors that satisfy SITE that the student is genuine in their reasons to study the course; and will leave Australia upon completion of their course or post-completion, when any subsequently approved visa so specifies. |
| Strategic Risk | A risk that poses a threat to SITE’s ability to set and execute its overall strategy that may be caused by a variety of external and internal events or decisions. |
| Structured Query Language | An international standard for database manipulation. An SQL query is a request for some action to be performed on a database. A carefully constructed malicious request can create, modify or delete the data stored in the database, as well as read and extract data such as intellectual property, personal information of customers, administrative credentials or private business details. |
| Student | A person who is currently enrolled in a SITE course. |
| Student Feedback | Is requested from or provided by students formally and informally through structured surveys, Student Representation on SITE’s Governing Bodie, complaints, grievances and appeals; and anecdotally or verbally, which is utilised, usually on an aggregate or thematic level to inform the Institute’s quality assurance activities; and to understand and improve student satisfaction levels and performance outcomes, and as is further outlined in sections 4 and 6 of this policy. |
| Student Prizes | Prizes that SITE awards to students with specified selection criteria to recognise and reward student achievement in academic and non-academic endeavours, as approved by the Academic Board. |
| Student Representation | The representation of students at the governance and others levels at SITE. Student Participation occurs through student membership of SITE’s Governing Bodies; the SRC and other Forums and activities. |
| Student Support | Programs, classes, activities and staff who provide support services to students for academic, English language and non-academic matters to facilitate poSITEve student retention, progression and general well-being. |
| Student Visa (Subclass 500) | A student visa issued by the Department of Home Affairs for a student to study a CRICOS registered course. |
| Study Plan | A Plan that outlines the subjects a student must study in each semester for each year of their course, as specified in the course structure. It ensures students enrol correctly each semester; and that international students are able to complete their course full-time and by the specified Course Completion Date on their eCoE. |
| Sub-Agent | An individual or entity an Education Agent has formally engaged (independent of SITE) to deliver services on its behalf. |
| Summative Assessment | An assessment task that contributes to the final grade in a UoS. |
| Supplementary Examination | This is an examination held after the examination period that the Institute may approve for a student to sit, who were close to passing a unit. |
| Support Person | A person who accompanies a student or staff member to an investigative meeting, hearing, mediation session or as otherwise specified in the Institute’s policies. The support person’s role is to support the person they are supporting at the meeting by being present. The support person cannot represent, speak for or advocate for the person they are supporting at a meeting, hearing, mediation session or as otherwise specified in the Institute’s policies; nor can a support person be their (or a) legal representative; nor be a person involved in the matter being investigated or mediated in order to maintain the integrity and confidentiality of the process as outlined in the applicable Institute policy. |
| Supporting Plans | Formal plans that align to and support the Strategic Plan of the Institute, which are the Education Plan, Facilities and Resources Plan, Industry Engagement Plan, Marketing Plan, and the Workforce Plan, all of which are included in the Policy Register. |
| Teach-out | When SITE provides students enrolled in a course that is set to be discontinued with the opportunity to complete the course prior to SITE permanently withdrawing the course. |
| Tertiary Education Quality and Standards Agency (TEQSA) | An Agency established by the TEQSA Act (2011 Cth) as the national regulator for higher education in Australia. |
| TEQSA RAF | The TEQSA Risk Assessment Framework (RAF) outlines the key steps and components of the risk assessment process, and provides detailed supporting information on the risk indicators used to determine provider risk ratings. |
| Test | A test completed by students either in class or online that is a formative or summative assessment item as outlined in a Subject Outline; or as part of an orientation or academic support activity. Tests differ to examinations as they have shorter durations and lower weightings; and are not held in the examination period nor under formal examination conditions. |
| Text-matching Software | Software used by the Institute that compares students’ academic work that is electronically submitted against a database of documents. Depending on the software, this database might include some or all of: other assignments, webpages, and other documents such as journal articles that will scan the student’s work against the document database to indicate if the student has copied text or not referenced copied text based on the extent of text match and other factors. |
| Token Gift | The types of gifts that are generally exchanged as a formality or custom by viSITEng delegates such as pens, paperweights, scarfs etc which may include a company logo, and which may be greater than the nominal value or less. |
| TPS | The Tuition Protection Service. A service provided by the Commonwealth government for Higher Education Providers that protects domestic and international students against provider default or when Providers are unable to fully deliver their course of study (international students only). A provider pays annually into the TPS fund; and the amount is based on its risk profile, enrolment load and other factors. |
| Trimester | Three semesters offered over a 12 month period. The start and end dates for each semester are published in the Academic Calendar. New students are admitted on a trimester basis. Continuing students must study in Semesters 1 and 2 each year of their course to complete their course by their eCoE Course Completion Date; or over a Trimester period, if stipulated by SITE. |
| Trojans | A type of malware that is typically hidden as an attachment in an email or a free-to-download file, then transfers onto the user’s device. Trojans are capable of gathering senSITEve user data, including credentials, payment information, and more. |
| Tuition Fees | A fee charged for a course of study, usually billed based on the number of Units of Study a stuents enrols in each semester |
| Tuition Protection Scheme (TPS) | The Tuition Protection Service (TPS) helps international and domestic students if their education provider closes, stops offering their course, fails to start their course or discontinues units of study they are enrolled in. It is primarily funded by a levy paid by the education providers of the students it is designed to assist. |
| Unit Coordinator | A member of the Academic Staff nominated by the Academic Dean to plan and coordinate the delivery of a Unit of Study. |
| Unit Feedback Survey (UFS) | A survey administered by the Institute at the conclusion of each semester to obtain students’ anonymous feedback on their experience of each UoS (Unit of Study) that they were enrolled in during the semester. |
| Unit of Study (UoS) | A component of a course, usually a semester in duration, comprising specific knowledge, content, learning outcomes and assessments. UoS are usually completed based on the order they are listed in the Course Structure. |
| Unit of Study (UoS) Discontinuation | When SITE discontinues a UoS it currently offers as part of a course of study. |
| Unit Outline | A document prepared by a Unit Coordinator that is provided to a student enrolled in a Unit of Study (UoS) at the commencement of each semester. It outlines the UoS’s learning outcomes, assessments, key dates, readings, weekly topics and other matters as approved by the Delegated Authority. It cannot be changed after semester commences. |
| Unjustifiable Hardship | The requirement for employers to make adjustments to the workplace that is measured against the concept of ‘reasonableness’. If the implementation of an adjustment would cause unjustifiable hardship to an organisation, the employer is not obliged to implement it. Relevant factors might include practicality, complexity, the degree of disruption or benefit to the business or other people and cost. Any assessment as to whether any of these factors would be judged as unreasonable will vary according to the size of the employer and the nature of its business. The DDA places the onus on the employer to prove that the adjustment is unreasonable. |
| Unspecified Credit | Unspecified Credit is granted when prior formal learning does not directly correspond to a specific SITE unit but is assessed as broadly meeting the course-level learning outcomes. It is generally applied towards electives or unspecified components within the course. Unspecified Credit recognises the relevance of prior learning at the course level without matching specific unit learning outcomes. Additional units may be required if the amount of unspecified credit granted exceeds the course’s allowable credit limit. |
| Unsuccessful Admission Application Outcome Letter | A written notification provided to an applicant for admission to a course or nested award of the Institute when the Institute has deemed that the applicant has not satisfied the admission requirements to be issued an Offer of Admission or Conditional Offer of Admission, as defined in section 3 of this policy; or if the Institute decides to rescind an Offer or Conditional Offer of Admission to notify an applicant of their rescinded offer, in accordance with the relevant provisions of this policy. |
| USI (Unique Student Identifier) | A student Number allocated by the Commonwealth to a student to track their enrolment across multiple providers, primarily for the reconciliation of HELP Loans for domestic students. |
| Values | This means the values as defined in SITE’s Strategic Plan: Connected | Creative | Impactful | Inclusive. |
| VET (Vocational Education and Training) | A classification education that offers VET courses from Certificate I to Advanced Diploma levels on the AQF . VET providers and courses are accredited by the Australian Skills and Quality Agency (ASQA). |
| Vilification | A public act that could incite hatred, serious contempt or severe ridicule towards a person or group. Vilification of certain characteristics (such as race, homosexuality, transgender identity, religion etc) which is against the law. |
| Visitor | A person who is not a student, staff member or contractor and who is viSITEng / has reason to visit the SITE campus for reasons related to Institute’s operations. |
| WAM (Weighted Average Mark） | WAM is the average mark achieved across all completed units in the course, including fail grades, weighted according to the “unit value” and academic level “weighting”. |
| WEIU (Work Experience in Industry Units) | Work Experience in Industry Units that are completed as a part of, or in connection with, a course of study undertaken with a provider; and the purpose of which is to obtain work experience relevant to the course of study. A provider may charge for WEIU units of study, depending on how much support the provider provides in accordance with the legislation, amongst other matters . |
| Wellbeing | This means ‘overall wellness’ and ‘freedom from harm’. SITE recognises many factors that affect students’ well-being, some of which are beyond its control, which can cause students’ distress, anxiety and depression, which impact their studies. Students’ well-being can also be affected when they believe they are being inappropriately supported or misled by their provider. Appropriate mitigation includes: providing information and access to appropriate academic and non-academic support services; by providing timely and accurate advice to students about a range of matters related to their course candidature that includes complaints and appeals processes (both internal and external);. which is enforced through transparent and readily available Institute policies |
| WHS (Workplace Health and Safety) | Work health and safety (WHS) involves managing risks to the health and safety of everyone at the workplace, including students, affiliates, contractors, employees, visitors and suppliers.. |
| WHS legislation: | Includes the Work Health and Safety Act 2011 (NSW), Work Health and Safety Regulation 2017 (NSW), as amended from time to time, and all other legislation governing WHS in NSW. |
| WIL (Work Integrated Learning) | Refers to learning undertaken in the form of a placement in a Workplace per Work Experience in Industry Unit requirements. WIL activity additionally needs to meet Fair Work Australia (FWA) conditions that distinguish legitimate WIL from exploitative and illegal forms of unpaid work. |
