10_July_2025_ Release Note: Major Update of Student Handbook & Launch of Knowledge Base Library
Purpose
To officially inform you about the release of the refreshed Student Handbook and the launch of our 24/7 digital Pilates ITC Knowledge Base Library. These updates reflect a 12-month review driven by feedback from students across Australia and internationally. We're proud to bring you clearer, more transparent access to the policies and resources that support your learning journey.
Definitions
Student Handbook: Your comprehensive guide to policies, procedures, course details, and key information relevant to your enrolment.
Knowledge Base Library: A searchable online platform providing instant access to policies, codes of practice, guides, assessment tools, support links, and frequently asked questions.
Policy Update Table: An organised summary of all recent changes, categorized for easy navigation and aligned with Handbook versioning.
Who this update applies to
This update applies to all current Pilates ITC students, regardless of location. If you submitted a written request prior to 10 July 2025, it will be processed using the version of the Handbook that provides the most benefit to you.
Effective Date
This release is effective immediately, dated 10 July 2025.
As outlined in Handbook Section 6.3:
“Pilates ITC reserves the right to introduce or increase appropriate fees and charges, and to amend the procedures as required.”
All current student enrolments are now governed under this revised framework.
If you submitted a written request prior to 10 July 2025, it will be processed under the previous Handbook—unless the updated version provides greater benefit to you.
What’s New?
A Redesigned Student Handbook Visually upgraded and easier to navigate. It highlights the essential policies and course information you need as a student—without the clutter.
New 24/7 Knowledge Base Library A searchable digital hub housing all supporting policies, guides, placement tools, codes of practice, FAQs, feedback portals and direct support links.
Together, these platforms are designed to empower your learning experience with clarity, consistency, and confidence.
Summary of Policy Changes
New policies such as Use of AI, Extenuating Circumstances, and Code of Practice for Students and more...
Major updates to Refunds, Deferrals, Withdrawal, Extensions, Fees Schedule, DEI Policy, Change of Cohort Policy and Student Wellbeing Focus.
A complete overhaul of formerly overlapping documents, improving consistency and transparency
All retired, replaced, and redundant policies have been clearly labelled and mapped to their respective new references.
Learning & Assessment
Policy or Procedure | Version | Previous Handbook Code | Update Type | What’s New for You |
|---|---|---|---|---|
V12.0 | 12.0 | Updated | Clear steps for submissions, resubmissions, feedback, and final assessment procedures. | |
V1.0 | — | New | Explains competency standards, grading, reassessment, and compliance with VET frameworks. | |
V12.0 | 12.1 | Updated | Outlines academic integrity expectations and original work submissions. | |
V12.0 | — | Updated | Clarifies studio expectations, scheduling, and practical competency observation requirements. | |
V12.0 | 5.2.4 | Updated | Simplified procedure to apply for recognition of prior learning. | |
V12.0 | 5.2.5 | Updated | Clear instructions for credit transfers based on previous qualifications. | |
V12.0 | 6.6.1 | Updated | Defines how to apply for time extensions on assessments under supportive conditions. |
Student Support & Experience
Policy or Procedure | Version | Previous Handbook Code | Update Type | What’s New for You |
|---|---|---|---|---|
V1.0 | — | New | Central guide to academic, wellbeing, and contact-based student support. | |
V1.0 | — | New | Outlines our commitment to mental, physical and emotional wellbeing. | |
V1.0 | — | New | Describes how to request tailored learning or assessment accommodations. | |
V1.0 | — | New | Replaces “Compassionate & Compelling Reasons”; clearer application criteria. | |
V12.0 | 16.0, 17.0 | Updated | Simpler complaint resolution pathways and timeline transparency. | |
V12.0 | 18.0 | Updated | Formalises how your feedback is gathered and used to improve the learning experience. |
Enrolment, Progression & Administration
Policy or Procedure | Version | Previous Handbook Code | Update Type | What’s New for You |
|---|---|---|---|---|
V12.0 | 5.1 | Updated | Simplifies what to expect before and during your enrolment. | |
V12.0 | — | Updated | Strengthens protections and consent pathways for minor students. | |
V12.0 | 6.6.3 | Updated | More flexible: 2 deferrals up to 6 months; can extend beyond course end date. | |
V12.0 | 6.6.5 | Updated | Withdrawals permitted only under extenuating circumstances; tiered system removed. | |
V12.0 | 5.2.7 | Updated | Ensures continuity if training packages or units change. | |
Variation of Enrolment | V11.3 | 6.6.4 | Redundant | Removed; merged with updated withdrawal process. |
Change of Cohort Policy (Blended Only) | V1.0 | V1.0 | New | Allows eligible students to move between scheduled in-person courses. |
Individual Assessment Schedule | V11.3 | 6.6.2 | Redundant | Merged into Extensions Policy for clarity. |
V12.0 | 6.5 | Updated | Ensures clarity around course durations including Expected Duration and Maximum Course Durations. |
Fees, Refunds & Financial Support
Policy or Procedure | Version | Previous Handbook Code | Update Type | What’s New for You |
|---|---|---|---|---|
V12.0 | 6.4 | Updated | 5-day cooling-off period added. Tiered refund system removed. | |
V12.0 | 6.1, 6.2 | Updated | Details timelines for payments, debt recovery, and instalment options. | |
V12.0 | 6.3.2 | Updated | Allows students to apply for alternate fee arrangements. | |
V1.0 | — | Updated | Defines private session availability, fees, and expectations. | |
V12.0 | 6.3 | Updated | Some increased fees; Some reduced fees and added some new services. Concessions removed for clarity. | |
Other Fees and Charges | V11.3 | 6.7 | Redundant | Fully absorbed into the Fees Schedule. |
Conduct, Inclusion & Ethics
Policy or Procedure | Version | Previous Handbook Code | Update Type | What’s New for You |
|---|---|---|---|---|
V1.0 | — | New | Describes how students contribute to respectful and inclusive learning. | |
V12.0 | 3.0 | Updated | Reinforces organisation-wide behavioural expectations. | |
V1.0 | — | New | Replaces Access & Equity; promotes inclusive policies and practices. | |
V12.0 | 13.0 | Updated | Clarifies expectations during training and placements. | |
V1.0 | — | Updated | Encourages respectful, professional online engagement. | |
V1.0 | — | New | Explains appropriate academic use of artificial intelligence tools. |
Work Placement, Studios & Equipment
Policy or Procedure | Version | Previous Handbook Code | Update Type | What’s New for You |
|---|---|---|---|---|
V12.0 | 14.0 | Updated | Dedicated placement support space now live in Knowledge Base. | |
V1.0 | 10.0 | New | Replaces Facilities policy; outlines etiquette and expectations. | |
V1.0 | 11.0 | New | Merges previous tech/apparatus info into one accessible document. | |
Technology & Apparatus Policy | V11.3 | 11.0 | Redundant | Replaced by Student Tools Policy. |
Facilities | V11.3 | 10.0 | Redundant | Replaced by Instructor Studio Access Guide. |
Governance, Records & Compliance
Policy or Procedure | Version | Previous Handbook Code | Update Type | What’s New for You |
|---|---|---|---|---|
V12.0 | 20.0 | Updated | Clarifies how student data is stored and managed. | |
V12.0 | 19.0 | Updated | Describes document retention and access protocols. | |
Secure Disposal of Records Policy | V11.3 | 21.4 | Redundant | Merged info into Record Keeping Policy - Adds clarity on how your data is securely deleted. |
V12.0 | 21.1 | Updated | Explains partnerships with external systems like LMS platforms. | |
V12.0 | 5.2.1 | Updated | Supports you in managing your official USI record. | |
V1.0 | — | New | Commits to honest representation of courses and student outcomes. | |
V12.0 | 22.0 | Updated | Reaffirms affiliation and its value to students. | |
V11.3 | 23.0 | Replaced | Compliance with Legislation |
Contact
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.
Access the Updated Resources
[Visit the Pilates ITC Knowledge Base Library]
[View Fees Schedule]
Compliance
This policy complies with:
Clause 3.1 of the Standards for RTOs 2025: Using student feedback to guide continuous improvement.
Clause 5.2 of the Standards for RTOs 2025: Making sure information provided to you is clear, current, and easy to understand.
Clause 6.3 of the Standards for RTOs 2025: Ensuring effective version control and governance of policy documents.
Clause 7.1 of the Standards for RTOs 2025: Prioritising ongoing quality improvement, supported by structured reviews and transparent updates.
Clause 1.4 of the Standards for RTOs 2025: Supporting inclusive, equitable access to policies for all students.
VET and ASQA Frameworks: Reinforcing consistent academic and operational integrity across Pilates ITC.