Recruitment Policy for Learners

LIFFEY COLLEGE
Policy AreaProgrammes of Education and Training
Policy TitleRecruitment Policy for International English Language Learners
Version: 1Date: November 2024
Purpose:
This policy establishes transparent, ethical, and compliant recruitment standards for international learners seeking to enrol in Liffey College’s English Language Programmes. The policy aligns with Quality and Qualifications Ireland (QQI) standards, ensuring that all practices meet the International Education Mark (IEM) requirements and prioritise the welfare of prospective learners.  
Policy Statement:
This policy applies to the recruitment, admission, and orientation processes for all international learners applying to English language courses offered by the college. It also governs the conduct of any recruitment agents acting on behalf of the college.

Policy Objectives
(i) Ø   Compliance with QQI Standards: Adhere to QQI’s IEM and English Language Teaching (ELT) standards.
(ii) Transparency and Integrity: Ensure fair, accurate, and transparent recruitment practices.
(iii) Learner Support and Welfare: Prioritise the welfare and support of international learners through comprehensive information and orientation.
(iv) Quality Assurance for Agents: Establish standards for selecting and monitoring recruitment agents.  

Eligibility Criteria for Admission
(i) To be eligible for admission to the English Language Programme, international learners must meet the following criteria:
(ii) Minimum Age Requirement: Learners must be at least 18 years of age at the time of enrolment.
(iii) Academic Background: Could you please check the course entry requirements?
(iv) Financial Capability: Demonstrate the ability to cover tuition, living expenses, and other associated costs.
(v) Visa Eligibility: Meet visa requirements as per the Irish Naturalisation and Immigration Service (INIS) guidelines for study purposes.    
Responsible
Sales and Marketing Director
Centre Director
Recruitment Agents
QA Director  		Evidence
Recruitment and marketing materials
Prospective learner information pack
Learner application and admission documents
Agent documentation
Learner feedback form
Institutional review documentation
Monitoring Frequency  Bi-Annually
LIFFEY COLLEGE
Policy AreaProgrammes of Education and Training
Supporting Policy TitleRecruitment Policy for International English Language Learners
Procedure TitleRecruitment Procedure for International English Language Learners
Version: 1Date: November 2024
Procedure:
This procedure outlines the steps for recruiting and admitting international learners to the college’s English Language Programme in compliance with Quality and Qualifications Ireland (QQI) standards and the International Education Mark (IEM) guidelines.  

Responsibilities  
Sales and Marketing Director:
(i) Develop and maintain marketing materials, including brochures, website content, and digital information for prospective international learners.
(ii) Manage relationships with recruitment agents and sales staff, providing them with accurate information and training on the college’s courses.  
Recruitment Agents:
(i) Represent the college in recruitment efforts in specific markets, following the college’s ethical guidelines and ensuring accurate representation of the English Language Programme.
(ii) Submit learner applications and required documents and course fees to the college in a timely manner and in compliance with the course requirements.  
Marketing Director and Centre Director:
(i) Responsible for reviewing applications, verifying documents, issuing offer letters, and maintaining records of applicants.
(ii) Manage pre-arrival support, assist with visa guidance, provide orientation, and ensure ongoing learner welfare and support.  
QA Director:
(i) Oversee the recruitment process to ensure compliance with QQI and IEM guidelines.
(ii) Conduct audits of recruitment agents and internal procedures, ensuring all practices adhere to regulatory requirements.  

Process:  
1- Initial Contact and Information Dissemination:
(i) The Sales & Marketing Department or Centre Director responds within 2 working days (48 hours) of the receipt of initial contact from a learner and within 2 working days (48 hours) from an agent.
(ii) The Sales & Marketing Department in conjunction with the Centre Director maintain and regularly update marketing materials, including brochures, website content, and pre-arrival guides, ensuring they align with QQI/IEM standards.  
2 – Recruitment Agent Oversight:
(i) The Sales & Marketing Director and Centre Director selects and formalise agreements with recruitment agents, ensuring they comply with ethical standards and QQI/IEM guidelines.
(ii) As required, on appointment or any changes of policy or procedures, the Sales & Marketing Director provides training for agents and regularly monitor their performance on a monthly basis.  
3 – Application Submission and Initial Review:
(i) The Sales & Marketing Director ensures that prospective learners complete the official application form, including personal details, academic background, and any other course preferences.
(ii) Verify supporting documents (Passport copy, academic transcripts, proof of financial capability) for authenticity and completeness. Link for application: https://apply.liffeycollege.ie/  
4 – Offer of Admission:
(i) The Sales & Marketing Director issues a formal offer letter via e-amil to accepted applicants, specifying Bank details, course details, fees, terms, and pre-arrival requirements.
(ii) Unsuccessful applicants are notified via e-mail outlining any areas of concern or options available.  
5 – Pre-Arrival Support and Guidance:
(i) The Sales & Marketing Director, upon receipt of full fees forwards pre-arrival information to accepted applicants, including (if required) visa guidance, accommodation details, and orientation schedules.
(ii) Also, the Marketing Director specifies a contact person to assist learners with their pre-arrival queries.  
6 – Learner Arrival and Orientation:
(i) Learners are required to forward an email confirming their arrival in Ireland to induction@lifeycollege.ie
The email should include the following information: the learner’s name, ID number (at top of Letter of Acceptance), their address in Ireland and a contact Irish mobile number.
(ii) Learners complete the online induction
(iii) Learners complete the online Written Placement Test to determine their correct placement level.
(iv) The Director of Studies (DoS), conducts an in-depth orientation programme for new international learners covering academics, campus services, learner support, and cultural integration.
(v) The Centre Director forwards, via email, each learner with the Learner Handbook containing essential college policies and contact information.  
7 – Language Placement and Assessment:
(i) The Director of Studies (DoS) reviews the online multiple choice assessment test taken by learners, and where needed interview, on-line to determine the learner’s appropriate level.
(ii) The Director of Studies (DoS) places learners into the appropriate class level based on their language skills.
(iii) The Director od Studies (DoS) takes note of student’s expectations, aims, goals and any specific needs or accommodations required  
8 – Ongoing Support, Monitoring and Continuous Improvement:
(i) The Director of Studies (DoS) regularly monitors’ learners’ academic progress and attendance. Provide additional language support and monitor compliance with attendance requirements.
(ii) The Director of Studies in conjunction with the Centre Director collect feedback from learners during their studies to improve their experience, via the Induction feedback form in the first week of classes, and quarterly feedback.
(iii) The Sales & Marketing Director, directly from learners or through agent’s feedback form, collects and review feedback from learners and agents to identify areas for improvement in the recruitment process, learner support, and orientation.
(iv) The Sales & Marketing Director in conjunction with the Centre Director and the Director of Studies, update procedures, training materials, and policies based on the feedback and bi-annual review.  
9 – Record Keeping and Compliance:
(i) The Centre Director in responsible to ensure security of all records of recruitment and admission documentation, ensuring compliance with data protection regulations (GDPR).
(ii) The Centre Director is responsible for ensuring that all stored records offer letters, rejections, agent agreements, and all communications with applicants, for a minimum period of 5 (five) years.  
10 – Annual Policy Review:
(i) The Centre Director reviews, in conjunction with the management team the recruitment policy and procedure annually to ensure compliance with QQI standards, IEM guidelines, and any changes in regulations.
(ii) The Centre Director ensures all updated documentation is communicated to all staffs and recruitment agents.

Responsible Department: Sales & Marketing Department
Telephone: +353 (0)1 444 4447 / Email: everton.tadeu@liffeycollege.ie