Recruitment Policy For Learners

Policy Area: Programmes of Education and Training
Policy Title: Recruitment Policy for International English Language Learners
Date: January 2026

Purpose:

This policy defines the standards and procedures for the ethical, transparent, and effective recruitment of international learners to DCE College’s English Language Programmes. It aligns with Quality and Qualifications Ireland (QQI) standards and the International Education Mark (IEM), ensuring that learner welfare, transparency, and compliance with regulatory frameworks are prioritised throughout the recruitment and admission processes.

Policy Statement:

This policy applies to all recruitment activities involving international learners for DCE College’s English Language courses. It also governs the engagement and conduct of recruitment agents representing DCE College abroad.

Policy Objectives:

• Compliance: Ensure all recruitment practices comply with QQI IEM and ELT standards.
• Transparency: Maintain clear, honest, and accurate communication throughout the recruitment and admission process.
• Learner Welfare: Prioritise learner support through comprehensive pre-arrival information, orientation, and ongoing assistance.
• Agent Management: Implement robust selection, training, and monitoring systems for recruitment agents to uphold quality and ethical standards.

Eligibility Criteria for Admission:

• Minimum Age: Applicants must be at least 18 years old at enrolment.
• Academic Requirements: Applicants should meet the entry criteria specified for their chosen programme (detailed in course-specific documents).
• Financial Capacity: Demonstrate sufficient funds to cover tuition fees, living costs, and other related expenses.
• Visa Compliance: Meet visa requirements per Irish Naturalisation and Immigration Service (INIS) regulations for study purposes.

Responsible Personnel:

• Sales and Marketing Manager
• Centre Director
• Recruitment Agents
• Quality Assurance Manager

Evidence and Documentation:

• Recruitment and marketing materials
• Prospective learner information packs
• Application and admission records
• Recruitment agent agreements and reports
• Learner satisfaction feedback
• Compliance audit reports

Monitoring Frequency:

Bi-annual review of recruitment practices and agent performance.

Recruitment Procedure for International English Language Learners

1. Initial Enquiry and Information Provision

• DCE’s Sales and Marketing team or Centre Director responds to learner or agent enquiries within 48 hours.
• Marketing materials, including digital content and brochures, are regularly reviewed to ensure accuracy and compliance with QQI and IEM standards.

2. Recruitment Agent Selection and Oversight

• Recruitment agents are carefully selected through a formal approval process ensuring compliance with ethical recruitment standards.
• Agents receive training on DCE’s programmes, policies, and ethical requirements upon appointment and whenever significant updates occur.
• Agent performance is monitored monthly through reports and feedback channels.

3. Application and Documentation Review

• Prospective learners submit a completed application form with all necessary supporting documents (passport, academic records, proof of finances).
• Applications are verified for completeness and authenticity by the Sales and Marketing Manager and Centre Director.

4. Offer and Acceptance

• Upon successful application review, a formal offer letter is issued via email detailing course information, fees, payment terms, and pre-arrival requirements.
• Applicants who do not meet criteria receive clear communication explaining the decision and possible alternatives.

5. Pre-Arrival Support

• Following receipt of full payment, learners receive pre-arrival guides including visa support information, accommodation options, and orientation details.
• A dedicated contact person is assigned to address any pre-arrival queries.

6. Arrival and Orientation

• Learners confirm arrival by email including name, student ID, local address, and contact details.
• Online placement tests are completed prior to or upon arrival to determine appropriate class levels.
• An in-person orientation session is conducted covering academic expectations, learner support, and cultural integration.
• Learners receive a comprehensive handbook outlining policies and campus services.

7. Language Placement and Needs Assessment

• The Director of Studies reviews placement test results and conducts interviews as necessary.
• Learners are assigned to suitable classes reflecting their skill levels and learning goals.
• Any specific learner needs or accommodations are recorded and addressed.

8. Ongoing Monitoring and Support

• Academic progress and attendance are regularly reviewed by the Director of Studies.
• Additional language support is provided when required.
• Learner feedback is collected at induction and at intervals throughout the course to guide continuous improvements.
• Sales and Marketing Manager collects agent and learner feedback for quality assurance and service enhancement.

9. Record Management and Compliance

• The Centre Director ensures secure storage of all recruitment and admission records in compliance with GDPR.
• Records, including contracts, offer letters, and correspondence, are retained for a minimum of five years.

10. Policy Review

• The recruitment policy and procedures are reviewed annually by the management team to ensure alignment with QQI, IEM, and regulatory updates.
• Any changes are communicated promptly to all staff and recruitment agents.