OPERATION MANUAL
OM-0609-C5.3-08
MANAGING AND MONITORING OF STUDENT SELECTION
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1. Document Control Policy
One of the Institute’s Controlled Documents will include the Official Set of Policies and Operation Manuals
(“Manuals”) that must be endorsed and approved by the Chairman of PMER Committee prior to its release to
any stakeholders. Any revisions to the Manuals must be documented / reflected in the Revision History (Item 2)
of this Manual and also in the Policy and Operation Manual Document Control Database. The flowchart below
captures the approval process and their respective supporting documents.
Signed off by Process
Signed off by CEO
Manuals Revised Owner
(Approved by Section)
(Prepared by Section)
Update Institute Update Policies and
Knowledge Management Operation Manual Control Inform QA Department
System Database
END Policies and Operation Official Set of Policies
Manual Document and Operation
Database Manual
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2. Revision History
Version Description Effective Date
00 Initial Release 27 March 2017
01 • Changed to Criterion 5.3.2 15 June 2017
• Removed Criterion Reference to Operation Manual
• Changed “counseling” to “counselling”
• Added note on training of staff conducting Pre-Course
Counselling and updated documentation column
• Added point 1.6 and 1.7 on verifying originality of supporting
documents
• Added section 7 on review
• Amended flowchart with changes
02 • Added 7.2 on review by process owner 15 January 2018
03 • Added footnote on Academic Director 28 February 2018
04 • Updated Document Signatory List 27 November 2018
05 • Amended Criterion Number from “C5.3.2” to “C5.3” 17 July 2019
• Removed General Information header and box
• Removed signing date from Document Signatory List
• Amended Approved By Name
• Amended Point 3.3 “if necessary” to “if applicable”
• Added “Letter of Acceptance” along with “Letter of Offer” in
Section 4 on “Notification of Application Outcome”
• Amended “Designated Independent Internal Auditor” to
“Independent Internal Process Auditor” in Point 7.1
• Updated Flow Chart accordingly
06 • Changed logo 18 March 2020
• Amended “School” to “Institute” throughout the manual
07 • Added Programme Head to Documentation & Responsibility for 20 November 2020
all Academic Director
08 • Updated Student Application Form (Local and International) to 19 January 2021
Student Application Form throughout the whole manual
• Removed note on Student Application Forms in section 1.
3. Document Signatory List
Responsibility Name Title Signature
Prepared by Sam Kok Administration Manager
Chairman of PMER
Approved by Alan Go
Committee
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Documentation &
Write-up: Process Details
Responsibility
Note: Relevant staff who provides Pre-Course / Course Counselling will be
briefed or trained on the Pre-Course / Course Counselling components and
procedures to ensure they adhere to the Pre-Course / Course Counselling Training Records
requirements to provide sufficient information to prospective students. (Administration
Manager)
1. Student Application
1.1 The Institute’s approved external recruitment agents / designated internal staff
would conduct information sessions with potential students to identify their
Pre-Course Counselling
needs. Suitable courses will then be recommended based on the applicants’
Form
needs, and the applicant would be required to sign on the Pre-course
(Administration
Counselling From form to acknowledge that he/she has been informed of the
Department)
various critical information. The completion of Pre-course Counselling shall then
be indicated on the Student Selection and Admission Checklist.
1.2 Thereafter, the agent/staff would conduct an initial assessment on the Student Selection and
applicant’s suitability, taking into consideration the minimum requirements of Admission Checklist
the course (including assessing suitability based on English Test if necessary). (Course Consultant)
The completion of this assessment should be indicated on the Student Selection
and Admission Checklist.
1.3 If the applicant does not meet the minimum entry requirements of the course,
the agent / staff would evaluate to see if the applicant is both suitable and
interested for other courses offered by the Institute. If the applicant meets the
minimum entry requirements, the agent / staff shall invite the applicant to
submit the Student Application Form, together with all supporting documents,
and to pay the application fee.
1.4 For applicants applying with the Institute, the Course Consultant will have to
sight and verify the originality of the supporting documents (i.e. certificates,
transcripts, etc.).
1.5 For overseas applicants applying through agents, the agent will first verify the
originality of the supporting documents. In addition, before the student signs
the Student Contract, the Course Consultant will do a second verification of the
originality of the supporting documents.
1.6 The Course Consultant shall then check the application and supporting
documents for completeness, before indicating this on the Student Selection
and Admission Checklist. Student Application
1.7 The agent / staff shall then forward the Student Application Form, with Form
supporting documents, and the Student Selection and Admission Checklist to (Course Consultant)
the Academic Department for processing.
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2. Processing of Application
2.1 Upon receipt of the application documents, the Course Consultant will verify the Student Selection and
originality and authenticity of relevant supporting documents, and indicate its Admission Checklist
completion on the Student Selection and Admission Checklist. (Course Consultant)
2.2 Next, the Course Consultant shall again check that applicant has met the
minimum entry requirements for the course that he/she is applying for.
Student P-File Checklist
2.3 The Administration Department shall then prepare and create a student folder, (Administration
and file all the application documents in the folder. In addition, the Department)
Administration Department shall also include a Student P-File Checklist in the
folder, so as to ensure that all relevant documents are properly filed. Student P-File
(Administration
2.4 Upon verification that the student P-File is in order, the Administration
Department)
Department shall forward the P-File to the Academic Director / Programme
Head for approval.
3. Approval of Application and Monitoring of Selection Process
3.1 Upon receipt of application documents, the Academic Director / Programme
Head shall check and ensure that the application, along with all supporting
documents, has been duly processed.
3.2 Next, the Academic Director / Programme Head shall then indicate on the
Student Selection and Admission Checklist whether the applicant should be Student Selection and
offered enrolment with the Institute. Admission Checklist
(Course Consultant)
3.3 In addition, should the application require approval from the University Partner,
the Academic Director / Programme Head, with the relevant support, shall
forward the application to the Partner and obtain its approval, if applicable.
3.4 After which, the Academic Director / Programme Head shall return the
application documents and the Student Selection and Admission Checklist to the
Course Consultant.
4. Notification of Application Outcome
4.1 Upon approval of the application by the Academic Director / Programme Head, Letter of Offer / Letter
the Administration Department shall prepare a Letter of Offer and Letter of of Acceptance
Acceptance, which will be given to the applicant for his/her necessary action. A (Administration
copy of the Letter of Offer and Letter of Acceptance should also be filed in the Department)
Student’s P-File.
4.2 Should the application be rejected, the Administration Department shall Student P-File
prepare a Letter of Rejection, which will be given to the applicant. A copy of the (Administration
Letter of Rejection should also be filed in the Student’s P-File. Department)
Note: Any special admission conditions (e.g. exemptions) would be listed in the
Letter of Offer and Letter of Acceptance.
5. Proceed with Student Admission
5.1 Upon acceptance of application offer by the student, the Administration
Department shall proceed with the student admission procedures.
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5.2 For details on student admission procedures, please refer to Operation Manual:
Admission and Student Reporting.
6. Monitoring of Student Selection Process
6.1 The Student Selection and Admission Checklist is used as a tool to track the
student selection and admission process. Other than the staff who has Student Selection and
conducted the exercise indicating its completion or collation of documents from Admission Checklist
agents, another staff is also required to verify that the documents are indeed in (Administration
proper order, and that the selection process has been adhered to. Department)
6.2 Evidence of such monitoring is by signing the “Document Verified by” column in
the Student Selection and Admission Checklist.
7. Review of Pre-course Counselling and Student Selection Process
7.1 The Independent Internal Process Auditor will review the student selection IPRAA Report
process as part of his/her Internal Process Review, Audit, and Assessment of (Independent Internal
the Institute. Process Auditor)
7.2 In addition, the Process Owner will do a review of the process at least once a Student Satisfaction
year to ensure that it is up to date and relevant. Survey Analysis Report
7.3 Furthermore, the pre-course counselling service will be reviewed at least once (QA Manager)
a year through the Student Satisfaction Survey Analysis Report.
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Flowchart: Managing and Monitoring of Student Selection
Approval of
Processing of Application and
START Student Application
Application Monitoring of
Selection Process
Pre-course Counselling Student Selection and Student Selection and
Form / Student Selection Admission Checklist / Admission Checklist /
and Admission Checklist / Student Application Student P-File
Student Application Form Form
Review of Pre-course
Counselling and Proceed with Student Notification of
END
Student Selection Admission Application Outcome
Process
Letter of Offer / Letter
of Acceptance /
IPRAA Report / Student Student P-File
Satisfaction Survey
Analysis Report
