PIC Student Administration Policy
Paramount International College
Please find more information below:
Student records administration
PIC creates and maintains accurate, complete and secure student records from enrolment through to withdrawal or completion. Records support student services, regulatory reporting, certification and the protection of student information.
- Identity, enrolment and agreement documents
- Training, assessment, attendance and progress records
- Correspondence, invoices and payment information
- Support, complaints, appeals and other relevant course records
Student files and privacy
Secure files
Paper and electronic records are stored securely and are accessible only to authorised personnel.
Accurate information
Staff update the Student Management System and student file when enrolment, contact, course or status details change.
Access to records
Students may request access to records PIC holds about them, subject to identity verification and the applicable process.
USI requirements
PIC complies with the Student Identifier Scheme and verifies the USI before issuing VET certification.
Results, attendance and progress
- Assessment results are entered and checked against assessment evidence.
- Attendance information is recorded and retained.
- International student course progress and attendance are monitored under the relevant PIC policy.
- Student contacts, support actions and other significant progress events are recorded.
- Assessment evidence may be digitised and quality-checked before authorised disposal of paper copies.
Correspondence and changes
PIC keeps relevant correspondence and invoices with the student record. If training, assessment or third-party arrangements change during a course, the student is advised in writing and a revised agreement is provided where required.
Withdrawing from a course
- Submit the request: Complete and return the Student Request Form.
- Record the withdrawal: PIC updates the enrolment, units, dates, classes and system access.
- Notify relevant staff: Trainers, administration and other responsible personnel are informed.
- Check entitlements: Any certification, fees or refund outcome is handled under the applicable PIC policies.
Course completion
Before certification is issued, PIC checks that all course and assessment requirements have been met, the student’s identity and USI are verified, results are complete, and relevant administrative and financial checks are finalised. Certification records are then created and retained in accordance with PIC’s AQF certification arrangements.