Students Under 18 Policy  

At Pilates ITC, we’re committed to ensuring that all Students—especially those under 18—learn in a safe, supported, and compliant environment. This Students Under 18 Policy outlines the steps required for enrolling younger Students, ensuring parental or guardian consent is obtained in line with ASQA requirements and the Standards for RTOs 2025.

• Parent or Guardian Declaration Form: A mandatory consent form required for all Students under 18 years of age at the time of enrolment.

• Working with Children Check (WWCC): A legal screening process required for anyone working with minors across Australian states and territories.

• Student Management System (SMS): Pilates ITC’s central system for managing enrolment documentation and compliance.

This policy applies to:

• Students under the age of 18 seeking enrolment in a Pilates ITC course.

• Parents or guardians completing the consent declaration.

• Admissions and Student Support teams managing the enrolment process.

• Educators working directly with Students under 18.

We’re committed to:

• Securing informed and documented consent for Students under 18.

• Ensuring that all Educators who work with minors hold valid WWCC credentials.

• Protecting the wellbeing of underage Students through safe and transparent enrolment processes.

1. Issuance of Declaration Form

• The Admissions Team will send the Parent or Guardian Declaration Form to you and your parent or guardian as part of the enrolment process.

2. Completion of Declaration Form

The parent or guardian must:

• Complete all required fields in the declaration form.

• Sign and date the form to confirm consent and understanding of your enrolment.

3. Submission of Declaration Form

• The completed form must be submitted to the Student Support Team via email at administration@pilatesitc.edu.au .

4. Processing of Enrolment

Once the declaration form is received, the Student Support Team will:

• Record the form in the Student Management System (SMS) for compliance tracking.

• Notify the Admissions Team to proceed with processing your enrolment.

• Send confirmation to your parent or guardian via email.

• Upon completion of this process, all further communications and enrolment details including the issuance of the course access and resources will be sent directly to the Student.

5. Educator Compliance

All Educators delivering in-person sessions for under-18 Students in Australia must:

• Hold a valid Working with Children Check (WWCC) or its equivalent for their state or territory.

• Follow Pilates ITC’s protocols for maintaining a safe and supportive training environment.

• Your completed Parent or Guardian Declaration Form will be stored securely in the SMS.

• Pilates ITC retains this form in line with Clause 8.1 – Standards for RTOs 2025 for auditing and compliance purposes.

Since the payment plan for course fees is initially established with a parent or guardian for legal purposes and protection of a minor, they will remain responsible for the debt throughout the student’s enrolment. However, once the student turns 18, they may choose to assume responsibility by entering into a new payment plan agreement with Debit Success for the remaining fees.

Please note: the existing payment plan will remain active and in place until the new agreement is signed.

If you have questions or need support, please don’t hesitate to reach out. Our friendly Student Services Team is here for you. Visit our Contact Us page for details.

We ensure policy compliance and improvement through:

• Clause 5.3 – Standards for RTOs 2025: Guaranteeing accurate enrolment information for underage Students and their guardians.

• Working with Children Legislation: Ensuring all team members working with minors meet legal obligations.

• Policy Reviews: Reviewing this policy annually to stay aligned with ASQA guidelines and evolving legislation.

Disclaimer: This Policy / Procedure when printed, this becomes an uncontrolled document.

Policy P-COU_023

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