1. Introduction and Scope of the Policy
This Policy defines the criteria and procedures for appointing and managing Recruitment Agents for for
applicants for taught undergraduate and postgraduate courses and postgraduate research courses and
associated sub-degree and pre-sessional courses.
Once selected, an agent will be provided with materials and training to promote the OpenCoursa and partner Universities and invited to submit students’ application to the University. The agent shall normally be offered a 5-year agency agreement including an International Agents Contractual Agreement. The agent’s work will be monitored throughout their contract and may be terminated at any time if the agent is found to be in breach of the terms of the contract.
2. Criteria for the appointment of an Agent
Applicants for the role of Recruitment Agent shall be expected to meet the following criteria:
Essential
a) demonstrate a track record and a history of working with professional institutions;
b) understand the Values of the University and have familiarised themselves with the courses offered
by the University;
c) supply references from at least two academic and/or professional institutions preferably
d) successful completion of the ‘Agents Training Workshop’ of the OpenCoursa.
3. Application and Selection Process
Step 1: The agent must visit the www.opencoursa.com and familiarise themselves with the courses on offer. The agent must ensure that they understand the Values of the www.opencoursa.com, as well as the course portfolio, policies, and guidelines. This understanding of the university will be assessed by the officers responsible for that market
Step 2: The agent will send the www.opencoursa.com a completed Agent Application Form (application forms can be obtained by emailing partner@opencoursa.com
Step 3: If the www.opencoursa.com wishes to consider the application further, the agent will be asked to supply references from other institutions (see 2c above) for whom they have successfully recruited.
Step 4: If the www.opencoursa.com is satisfied with the agent’s application, the agent will be offered a 5-year agency agreement:
a) The www.opencoursa.com will follow an equal opportunity policy at every stage of the selection process. The
the process will be based on consistent criteria applied uniformly to all candidates.
b) Prospective agents will be directed to this document to ensure they are aware of the University’s
policy on agent selection and management.
c) The www.opencoursa.com will undertake reasonable measures to establish the integrity and worthiness of an
agent
d) Any offer of an Agents Contractual Agreement will be subject to satisfactory references.
e) The Head of International Recruitment, or designated member of www.opencoursa.com staff, may visit the agent before a contract is confirmed. This will help the formation of opinion about the location, facilities, staffing, and other attributes of the agent.
4. Appointment and Contractual Agreement
The contractual agreement between the University and the Recruitment Agent shall include the following, as a minimum:
a) The Agreement will be for two years. The agent’s performance will be reviewed every year by the
www.opencoursa.com, with particular emphasis on successful recruitment, low visa-failure, continuation and completion rates, ethical behavior, efficiency, and accuracy of the information that they supply to potential applicants about the www.opencoursa.com.
b) Financial details such as commission payments to the agent will be clearly stated and agreed upon in
the Agreement.
Responsibilities
c) The
www.opencoursa.com will provide all relevant material including a prospectus, application forms, brochures, admission policy and procedures, fee policy, the refund policy, and other relevant information to the agent;
d) Staff from the
www.opencoursa.com may visit the premises of the agent at any time. A report on the visit and the findings will be shared with the agent to discuss with the
www.opencoursa.com future developments and to ensure and to maintain requisite standards;
e) The
www.opencoursa.com will provide appropriate training and all the information needed by the agent for the successful promotion of the University;
f) The
www.opencoursa.com will address any complaint against the agent, and a zero-tolerance policy will be followed. (See Section 5 Monitoring of Performance below.).
Recruitment Agent Responsibilities
g) The agent will participate in any training provided by the
www.opencoursa.com and ensure they are familiar with all the information provided relating to the
www.opencoursa.com and its courses;
h) The agent is expected to visit the University as often as is practical. The agent is expected to attend a
www.opencoursa.com workshop or appropriate training event (eg an agents networking event, in-country the training event, online training opportunity) approved by the
www.opencoursa.com;
i) The agent will undertake not to exaggerate or overstate any information on the
www.opencoursa.com;
j) The design, text, and any data of any publicity prepared by the agent, which refers to the University,
is to be submitted for
www.opencoursa.com approval before it may be used. Copyright, logo, and trading rights on all material shall remain vested in the University and may not be used by the agent without
University permission;
k) The agent will assist, support, and give guidance to the applicants wishing to follow a course at the
OpenCoursa or Partner University online or on campus, and will assist their applicants from inquiry/application. (where appropriate) and until they register at the
www.opencoursa.com;
l) The agent will ensure that application forms are completed in their entirety by the applicant;
m) The agent will be required to keep a record of a student from initial contact to the final action on the
application. This should include details of any financial transaction.
Recruitment Agent Policy
5. Monitoring the Performance of an Agent: The
www.opencoursa.com demands that every Agent acts in an ethical and professional manner that will benefit students, agents, and the University itself. The agent’s performance will be closely monitored by the
www.opencoursa.com by means of the number of visa refusals (where appropriate); the number of students who fail to enroll, and the number of students who successfully register, fully attend, and complete their course of study and the accuracy of the information that they have supplied to their students
Once students arrive in this country a feedback sheet will be completed by the students and this will then
be analyzed by the
www.opencoursa.com. The Student Records System will be continually updated so that the
www.opencoursa.com can analyze the performance of the agent, on the basis of the registration, attendance, and success of the students.
An agent’s contract will not be renewed and the University may consider terminating the agreement at any time if:
a) the student feedback is unacceptable with regard to the service and orientation supplied by the
agent;
b) the Agent is found to be representing admissions details to the University in a manner which is
unrepresentative and misleading;
c) the non-continuation -completion rate of students supplied by the agent is too high and causes
the concern with regard to academic progression;
d) the visa refusal rate is too high and causes concern with regard to the retention of HTS;
e) the non-continuation rate of students supplied by the agent is too high and causes concern with
regard will be dealt with differently.
Recruitment Agent Responsibilities
g) The agent will participate in any training provided by the
www.opencoursa.com and ensure they are familiar with all the information provided relating to the
www.opencoursa.com and its courses;
h) The agent is expected to visit the University as often as is practical. The agent is expected to attend a
www.opencoursa.com workshop or appropriate training event (eg an agents networking event, in-country the training event, online training opportunity) approved by the
www.opencoursa.com;
i) The agent will undertake not to exaggerate or overstate any information on the
www.opencoursa.com;
j) The design, text, and any data of any publicity prepared by the agent, which refers to the University,
is to be submitted for
www.opencoursa.com approval before it may be used. Copyright, logo, and trading rights on all material shall remain vested in the University and may not be used by the agent without
University permission;
k) The agent will assist, support, and give guidance to the applicants wishing to follow a course at the
OpenCoursa or Partner University online or on campus, and will assist their applicants from inquiry/application. (where appropriate) and until they register at the
www.opencoursa.com;
l) The agent will ensure that application forms are completed in their entirety by the applicant;
m) The agent will be required to keep a record of a student from initial contact to the final action on the
application. This should include details of any financial transaction.
Recruitment Agent Policy
5. Monitoring the Performance of an Agent: The
www.opencoursa.com demands that every Agent acts in an ethical and professional manner that will benefit students, agents, and the University itself. The agent’s performance will be closely monitored by the
www.opencoursa.com by means of the number of visa refusals (where appropriate); the number of students who fail to enroll, and the number of students who successfully register, fully attend, and complete their course of study and the accuracy of the information that they have supplied to their students
Once students arrive in this country a feedback sheet will be completed by the students and this will then
be analyzed by the
www.opencoursa.com. The Student Records System will be continually updated so that the
www.opencoursa.com can analyze the performance of the agent, on the basis of the registration, attendance, and success of the students.
An agent’s contract will not be renewed and the University may consider terminating the agreement at any time if:
a) the student feedback is unacceptable with regard to the service and orientation supplied by the
agent;
b) the Agent is found to be representing admissions details to the University in a manner which is
unrepresentative and misleading;
c) the non-continuation -completion rate of students supplied by the agent is too high and causes
the concern with regard to academic progression;
d) the visa refusal rate is too high and causes concern with regard to the retention of HTS;
e) the non-continuation rate of students supplied by the agent is too high and causes concern with
regard will be dealt with differently.
