Australian Apprenticeship Traineeship Delivery (VET)

Australian Apprenticeship Traineeship Delivery (VET) Procedure

Policy Code: LT1340

Purpose

This procedure describes the VET processes for the delivery of nationally accredited training to apprenticeship and traineeship students in line with the

  • 2014 - 2016 VET Funding Contract (Dual Sector) Victorian Training Guarantee
    Program between The State of Victoria through the Secretary of the
    Department of Education and Early Childhood Development and the University
  • VRQA - Apprenticeship Adminstration Business Rules

Scope

This procedure applies to:

  • All students or legal guardians of students enrolling in an Apprenticeship or Traineeship program;
  • Employers/or host employers, Secondary School or other interested parties of students enrolling in an Apprenticeship or Traineeship;
  • University staff including administration and teaching staff involved with the commencement, delivery and completion of an Apprentice or Trainee enrolled in the University program;
  • The procedure addresses the following activities associated with delivery of Apprenticeships and Traineeships;
  • Confirm Training Details
  • Mandatory First Visit
  • Pre-Training Review
  • Enrolment
  • Delivery and Completion of Training
  • Out of Trade Apprentices
  • Death of an Apprentice/Trainee

Definitions

Term Definition
AA: Australian Apprentice A person who has entered into a Training Contract with an Employer, administered by an Australian Apprenticeship Centre and lodged with HESG.

AASN: Australian Apprenticeship

Support Network

Providers located throughout Victoria to provide Apprenticeship and Traineeship services to Employers and Apprentices and Trainees.

http://www.australianapprenticeships.gov.au/find-my-aasn-by-region

ACO: Apprenticeship Compliance Officer

Fed Uni contact for HESG publications, AACS, Staff, Employers and Apprentices/Trainees.

Receives:- Updates from Australian Apprenticeships Traineeships information services

www.aatinfo.com.au/news.

AFO: Apprenticeship Field Officer The AFO is an officer of the State to regulate the Training agreement between Employers and Apprentices/Trainees within Victoria.
ATOM::Apprentice Training Online Management

ATOM is a Fed Uni endorsed data base for managing and tracking Apprentice’s and Trainees as per the: 2014 - 2016 VET Funding Contract (Dual Sector) Victorian Training Guarantee Program.

  • This data base does not replace Campus Solutions but works in conjunction with Campus Solutions. This custom design tool allows Fed Uni staff to manage administrative tasks, File management, Training plan design and Training Plan management associated with delivering Apprenticeship and Traineeship programs.

ASQA

Australian Skills Quality Authority

The Australian Skills Quality Authority (ASQA) is the national regulator for Australia’s vocational education and training sector.

ASQA regulates courses and training providers to ensure nationally approved quality standards are met.

Campus Solutions: Federation University Australia's student management system.

CBC:

Competency Based Completion

Competency Based Completion is the system under which all Apprenticeships and Traineeships now operate. This means that Apprenticeships are no longer set to time and are deemed complete when the RTO and Employer agree on competence (this must not exceed the nominal duration of the contract unless an extension has been formally negotiated via the AAC).

DAAWS:

Disabled Australian Apprentice Wage Support

Disabled Australian Apprentice Wage Support (DAAWS)is an Australian Government incentive payable to an employer who employs an Australian Apprentice who satisfies the disability eligibility criteria in an Australian Apprenticeship.

This wage support is also available to an employer who employs an Australian Apprentice who becomes disabled during their apprenticeship or traineeship.

DELTA: The software system used to register Apprentices and Trainees in Victoria.
DELTA Notification Form: Notification that a training contract has been signed by the Employer and Apprentice/Trainee and that the University has been chosen as the Training provider.

DEECD:

Department of Education and Early Childhood Development

The Government Department has five main responsibilities:

  • Provide policy advice to Ministers about education, early childhood development, children's services, higher education and training in general
  • Implement Victorian Government policy on early childhood services
  • Implement Victorian Government policy on school education for all school age students
  • Implement Victorian Government policy on training and higher education services
  • Manage and drive continuous improvement in the delivery of primary and secondary education in Victorian government schools.

HESG:

Higher Education and Skills Group

The Higher Education and Skills Group facilitates participation and achievement in senior secondary and tertiary education and training by supporting partnerships between providers, employers and the community and advising on public funding and regulation. It manages the Government-funded training market, public provider governance and accountability, and the apprenticeship system.

LL&N Assessment:

Language Literacy and Numeracy

LL&N Assessment is an evaluation used to measure the literacy and numeracy levels of commencing Apprentices and Trainees in order to provide learning support. This a requirement of the University's Agreement with the State Government.
Pre-Training Review Pre-training review is conducted and completed on the first Mandatory visit with the Employer and the Apprentice. This form is located on the University web and in a link on ATOM. To be completed and store on the Student file in ATOM. (attach form)

RPL:

Recognition of Prior Learning

RPL is an assessment process that assesses a person's skills and knowledge to determine the extent to which they have achieved the required learning outcomes, competency outcomes, or standards for partial or total completion of a qualification. It involves the upfront assessment of a person's skills and knowledge and does not include the provision of any training. Students may apply for RPL at any time during their enrolment, as long as they have not received any training in the unit for which RPL is sought.

RTO:

Registered Training Organisation

Training organisation registered by a registering body (eg ASQA) to deliver training and/or conduct assessment and issue nationally recognised qualifications in accordance with the AQF.

SBAT:

School Based Apprentice or Trainee

An Australian Apprentice that is undertaking a secondary school certificate such as VCE or VCAL and incorporating an Apprenticeship or Traineeship as part of that program. The student must be released from secondary schooling for 13 hours per week to undertake their Apprenticeship. (6 hours training and 7 hours in the work place)
Training Contract: An agreement between an Employer and Apprentice/Trainee detailing training conditions and the type of training the Apprentice/Trainee will receive.
Training Plan: Details the training arrangements that have been negotiated between the apprentice/trainee, the employer and the RTO to facilitate the attainment of competencies for a particular AQF qualification. These arrangements include: the selection and sequencing of units of competency; timing; location; mode of delivery; and assessment details.

VASS:

Victorian Assessment Software System

VASS is a web-based system that enables school-based users to administer their students' study programs.

VRQA

Victorian Registration and Qualifications Authority

The Victorian Registration and Qualifications Authority (VRQA), a statutory authority, is responsible for:

  • The registration of education and training providers in:
    • Vocational Education and Training (VET) - who deliver accredited training to domestic students in Victoria only or Victoria and Western Australia only
    • School education - including approval for registration on the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) for courses delivered by schools
    • Senior secondary education - both school and non-school providers - including approval for registration on the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) for courses delivered by schools
    • Overseas Secondary Student Exchange Organisations.
  • The registration of children for home schooling in Victoria.
  • The accreditation of courses and the registration of qualifications for those providers who are registered by the VRQA.
  • The regulation of apprenticeships and traineeships in Victoria.

http://www.vrqa.vic.gov.au/Pages/default.aspx

Actions

Notification of New Apprentice

  STEPS RESPONSIBLE ACTION
1.

Import DELTA Notifications into ATOM

Notifications sent to relevant schools

ACO

Importing of Delta into ATOM is conducted daily

2. Verify the Qualification is listed on the University's scope of registration and it is the current Qualification Education Manager or Nominee

Staff are to check the qualification stated on the DELTA notification is the most current qualification and is not expired/superseded.

  • If the qualification stated on the DELTA notification is expired/superseded staff are to discuss this with the Employer and Apprentice with the advice being: the University does not enrol students into superseded qualifications and to transition to the most current qualification.
  • If the Employer and Apprentice agree to transition to the new qualification, staff are to contact the AASN Provider stated on the DELTA notification and request an Application to Vary the Training Contract Form be actioned, completed by the Employer and Apprentice and submitted to AAU for approval of variation to the new Qualification.
  • If the Employer and Apprentice do not agree to transition to the new qualification, the University should not accept the DELTA contract enrolment, or will be required to have a plan in place to transition the student within the 12 month transition period.

Any enrolments in superseded qualifications will place the University in breach of the ASQA requirements and the HESG funding for the student at risk.

For further information on ASQA-Transition Teachout requirements staff are to refer to:

http://federation.edu.au/__data/assets/pdf_file/0009/185337/Transition-and-Teachout.pdf

Scope of Registration (VET) Procedure LT1334

3.

Accept or decline the request for training

Education Manager or Nominee

If accepting training move to step 4.

If declining training staff are to notify Student Administration who will notify the AASN Provider.

Apprentice change of DELTA details Form

  • AASN Provider to change Place of Learning to "unknown"
4. Check the students Academic history on Campus Solutions or a current active enrolment from another RTO. Education Manager or Nominee

Check the eligibility for funding, information for this is at:-

http://federation.edu.au/staff/business-and-communication/finance-at-feduni/data-analysis-and-reporting/vet/skills-victoria-service-agreement-and-sans

5. Allocate staff member for initial contact Education Manager or Nominee Contact with Employer and AA MUST occur within 1 week of the receipt of the DELTA Notification Form
6. Check Delta import into ATOM is correct Education Manager or Nominee

Check student information on ATOM is correct - ATOM Link

Enrolment

  STEPS RESPONSIBLE ACTION
1.

Initial Contact:

with the Employer and Apprentice.

Education Manager or Nominee

Make contact with Employer/Apprentice to confirm face to face visit/appointment within 2 weeks of receiving ATOM notification

2.

Pre Training review:

Perform formal Pre-Training Review using the Federation University Pre-Training Review

Education Manager or Nominee

Perform formal Pre-Training Review using Pre-training review:

Pre Training Review

  • Discuss with the Employer and Apprentice the online ATOM system demonstrating the functions of ATOM and the requirements of the Employer and the Apprentice.
    ATOM Link

Discuss RPL with the Employer/Apprentice:

  • RPL must be conducted by a qualified assessor

Refer to: VET Recognition of Prior Learning (RPL) Assessment Procedure LT1290

3.

Conduct or check the Literacy & Numeracy Assessment has been completed and feed back provided to student prior to training

Education Manager or Nominee

Conduct or check the LL&N assessment has been completed, using the LL&N assessment tool

  • This must be completed before training starts
  • LL&N Assessment Tool
  • Check results are in ATOM
  • Record result on Pre-Training Review (Apprentice)
  • Ensure that the proposed learning materials and strategies are appropriate.
  • Intervention support to be provided if results indicate possible support needed through Federation College.

To discuss options for relevant support needed to achieve competencies, contact:

  • Federation College: 53278240
  • Federation College deliver a course in: "Pathways to study". Fed College will advise on support/course available.
  • For Apprentices with a diagnosed or medically supported disability, refer Apprentice to: their AASN Provider.
  • The AASN Provider will discuss the DAAWS information and support available.
  • Disabled Australian Apprentice Wage Support (DAAWS) is an Australian Government incentive payable to an employer who employs an Australian Apprentice who satisfies the disability eligibility criteria in an Australian Apprenticeship.

    For Students wishing to pursue further LL&N skills and development external to FedUni, staff are to provide the:

    "Reading and Writing" hotline number to the Apprentice - 1300 655 506. The operator will advise on the programs available to the Apprentice

4. Training Plan: Discuss and complete the Training Plan in ATOM Education Manager or Nominee

The following must occur:

  • Negotiation and agreement by sign off of the Training Plan must be undertaken within 90 days of the commencement date of Training Contract (DELTA)
  • IF SBAT Negotiation and agreement by sign off of the Training Plan must be undertaken within 60 days of the commencement date of Training Contract (DELTA)
  • Must be prior to the commencement of any training by the RTO.
    ATOM Link
5.

Part Time Apprenticeships/Traineeships:

All Approved Training Schemes are available on a part time basis subject to there being a suitable employment arrangement in place.

The onus is on the employer to establish that this is the case and this should be stated on the Training Contract notification (DELTA).

Education Manager or Nominee

All requirements required for full time Apprentice/Trainees also apply for Part time Apprentice/trainees.

The following must still occur:-

  • LLN Assessment
  • Pre Training Review
  • ATOM Training plan designed pertaining to Part Time employment hours

Negotiation and agreement by sign off of the Training Plan must be undertaken within 90 days of the commencement date of Training Contract (DELTA)

Must be prior to the commencement of any training by the RTO.

ATOM Link

5. Distribute Training Plan Education Manager or Nominee

Advise Employer and Apprentice of the Training plan now sitting in ATOM to view at any time.

If a paper based Training Plan has been created/completed:

  • Upload as attachment into ATOM and advise the Employer and Apprentice to view in ATOM, place original in student file.

If this is a SBAT:

  • A copy must also be provided to the home school (Secondary School)
  • All results must be submitted to the Fed Uni: Coordinator VETiS and School Based Apprenticeship Training by the 20th October each year to meet the VASS deadline
  • ATOM Link
6

Enrol student:

Must be enrolled and Training commenced within 90 days of the Delta commencement date.

Education Manager or Nominee

Complete enrolment form:

  • Check all identification has been provided
  • Check all information provided is correct
  • Check all E-Selection Unit Start and End dates are correct
  • Check LLN has been completed and results recorded before submitting enrolment form to student services
  • Print and attach current DELTA notification to the enrolment form
  • TAFE Enrolment Form
  • TAFE Enrolment Procedures
7.

Non recoverable errors

Each unit enrolment must be processed and reported to HESG / SVTS error free otherwise the University foregoes funding

Education Manager or Nominee

For SVTS Error advice contact Manager, Student Management & Compliance

8. DELTA Errors – Apprentices and Trainees Education Manager or Nominee

Unit start and end dates must be within the DELTA Agreement Commencement and Nominal completion dates for all apprentices and trainees. 

  • The University does not receive funding for any student where the unit dates fall outside the DELTA Contract dates.
  • Default Campus Solutions unit start and end dates must be changed for all Apprentices / Trainees to reflect actual delivery for that student. 
9. Completing 1237 Forms Education Manager or Nominee

Check current Training plan is completed in ATOM or in Student file:

  • Sign 1237 form and return Apprenticeship claim form to the AAC to confirm that training has commenced.
  • This enables Employers to claim the commencement incentive.

Delivery of Training

  STEPS RESPONSIBLE ACTION
1.

Commence training as stated on the Training Plan

Training must commence on the Unit start date.

Education Manager or Nominee

For Fully Workplace Delivery of Training ensure that:

  1. A minimum of 4 face to face workplace visits per year are carried out as required. (This does not include the initial sign up visit)
  2. Monthly contact is occurring and logged to monitor progress against the Training Plan
  3. Weekly withdrawal from normal work duties is occurring and logged using the Workplace Withdrawal Log
  4. Learning Resources are provided

For Full on-campus based delivery of Training and Blended delivery of Training ensure that:

A minimum of 4 contacts occur each year (ONE must be face-to-face)

if undertaking some Workplace based delivery proportional additional face-to-face visits to occur eg: additional face-to- face visit per 25% of Nominal Contact Hours delivered on the job.

Attendance at Trade school for training is occurring as agreed on the Training Plan:

  • Absence and late arrival of Apprentice - a notification is to be sent to the Employer
  • ATOM will automatically send a notification via Email to the Employer if staff are using the ATOM attendance records
  • Employers occurrence of unexplained or unjustified non release of Apprentice to training - a notification is to be sent to the Employer

Absence and Non Compliance Notification Form

  • All Employer non-compliance of non-release of Apprentice to trade school (as per Training Plan) are to be reported to:
  • VRQA - Apprenticeship Administration Unit -1300 722 603 or go to:

Victorian Registration and Qualifications Authority (VRQA)

2. Provide Employer and Apprentice with resources Education Manager or Nominee

Each AA and Employer to be provided with a Training Plan Part I, II and the cycle (Part III) they will be undertaking in the immediate future.

Information to be provided through ATOM:

  • Assessment Tool, including Unit Outline, Assessment task, conditions for Assessment. observation check list for Employer if required
  • Assessment tasks for the Cycle
3. Manage Training Plan Cycles Education Manager or Nominee

To manage the Training Plan Cycles the following is required:

  • Completed units are to be confirmed in ATOM as "completed" when completing a cycle (Part III) by RTO and the Employer.
  • Results are to be updated in ATOM on Part II and added to Campus Solutions.
  • A CY grading code can not be recorded in Campus Solutions until Employer confirmation has occurred, unless the NA box has been ticked on the training plan in Part III.
  • A grading "AC" code can be used to indicate that the RTO is awaiting employer confirmation, this will enable partial payment from Higher Education Skills Group to occur.
  • New Cycles (Part III) are to be negotiated & agreed to by the Trainer, Employer and Apprentice.
  • Copies are to be provided to the Apprentice and Employer.
  • If the cycle includes any Workplace Based Delivery: The RTO is to inform the Employer of their obligation to:
  • Release the Apprentice from regular duties to undertake training: Three hours per week minimum averaged over a four week cycle for Certificate III and above for full time Apprentices
  • Pro-rata for part time (1.5 hours) Apprentice/Trainees: Only for the duration of the cycle that includes Workplace Based Delivery.
  • Copies of all sent and received correspondence to be maintained in the ATOM student file
  • Engineering and Automotive employers and AA's to be informed as progression points/cycles of the Training Plan are reached.
4. Report changes of AA details Education Manager or Nominee

Advise Student Adminstration of:

  • Changes to DELTA contract, forward updated DELTA notification to Student Adminstration
  • Changes to enrolment
  • Changes of students personal details, VET Personal Details Amendment Form

Completion of Training and Apprenticeship Contract

No. STEPS RESPONSIBLE ACTION
1. Prepare for completion of Training contract Education Manager or Nominee

To complete the Training Contract and the Apprenticeship in full, the following must occur:

  • Check the Apprentice's current Delta is still active (in date) and not expired (If expired refer to point 6.)
  • Check the last cycle in ATOM has been assessed and is at AC status.
  • Contact Employer to arrange a meeting to discuss final sign off of all documentation and the Completion of the Training Contract.
  • IF the Employer is a GTO (Group Training Organisation) the Final sign off of the Training plan must be signed by the GTO and not the Host Employer.
  • Advise the Employer the final cycle in Part III of the Training Plan in ATOM is now complete and awaits the Employer's confirmation the Apprentice has reached competence.
  • Request the Employer to confirm last Units sitting in ATOM (Cycle III) as "complete" in preparation for your visit.
  • Disputes of Completion from the Apprentice or Employer; Refer to point 5.
2.

Meet with the Employer face to face for final Completion of Training and the Training Contract.

Final Completion of this must not be sent out in the mail.

Education Manager or Nominee

Meeting the Employer and Apprentice the following needs to occur:

  • Advise the Employer and the Apprentice all competencies have now been achieved, therefore this now completes the training and the training contract as an Australian Apprentice.
  • Request the Employer and the Apprentice to sign the signatory areas of Part II of the Training Plan. RTO staff member is also required to sign this.
  • Final completion date must be on or before nominal completion date. All dates for final completion of Part II should be the same.
  • Completion date should not be forwarded dated in preparation of completion.
  • Advise the Employer and Apprentice: as of the date stated as the "completion date", now completes the Training Contract as of that date. (The Employer or the Apprentice may have wage inquiries.)
  • Wage inquiries from Employers or Apprentices: Staff are to refer parties to Fairwork Australia: 13 94 94 or http://www.fairwork.gov.au
3. Entering final results on Campus Solutions Education Manager or Nominee Enter all final results on Campus Solutions when final signing of Training Contract has occurred (Part II of the Training Plan.) Ensure date of actual completion is entered.
4. Final RTO completion Education Manager or Nominee

Submit to Student Adminstration the completed Part II of the Training Plan.

Completion details must be entered on DELTA within two weeks of course completion.

You must ensure before submitting Part II of the training plan the following:

  • The Nominal Completion date on the current DELTA notification is not before the completion date of the Training Plan. (Completions of Training Contracts must be within the Term of the contract)
  • All completed units stated on Part II are dated and signed by the staff member allocated to that Unit.
  • All signatories have signed where required.
  • Note: Part II of the Training Contract is the only form of completion accepted to complete the Training and the Training Contract at the RTO.
  • Applications for Award of Qualification refer to:
    Vocational Education and Training (VET) Awards Procedure SS1710
5.

Manage disputes

Education Manager or Nominee

Where a dispute arises:

  1. Request a meeting with the Apprentice and the Employer to discuss the Completion of the Training Contract.
  2. RTO staff member is to reiterate the CBC system to all parties.
  3. If no resolution is reached from this meeting refer Employer and Apprentice to: VRQA - AAU 1300 722 603 to seek advice from an AFO.
  4. If required use the FedUni dispute resolution process:
    - Student Appeal Policy

    - Student Appeal Procedure

    - Student Grievance Policy

    - Student Grievance Procedure

6.

The Training Contract will require an extension of term to complete training

Education Manager or Nominee

If AA is not able to complete by the Nominal Completion date: This needs to be discussed with the Employer & Apprentice eight (8) weeks prior to the nominal completion date

  • Contact Employer and advise the term of the Apprentices contract will expire before training is completed.
  • Advise the Employer to lodge a request an: Application for approval to vary a training contract with their AASN Provider.
  • Advise the Employer the time frame required for the Apprentice to complete successfully, this should be relayed to the AASN Provider to indicate how much time is required for the extension of contract.
  • Staff will need to check DELTA to ensure: the extension has been processed and is reflected in DELTA, changes to the Nominal Completion date.
  • Staff are to notify Student Administration of extension to DELTA training agreement.
  • Apprentice change of DELTA details form
  • This request and information must be file noted and added to the student file.
7. Apprentice Non- Completion of Course Education Manager or Nominee

The Apprentice or Employer has stated to you they will not be completing the qualification they are enrolled in as an Australian Apprentice at Fed Uni.

  • Check and ensure all results on Campus Solutions are up to date on the student’s record.
  • Complete the "Apprentice Notification of Non Completion form", and submit to Student Administration for processing. Student Administration will notify the AASN Provider.

Out of Trade Apprentices

What does this mean for FedUni VET Apprentices?

The 2014 - 2016 VET Funding Contract (Dual Sector) Victorian Training Guarantee Program states:

  • an apprentice may continue to receive training toward the qualification named on the Training Contract, subject to tuition fees being paid, until completion of the qualification

Note:- this is a change to the former rules that stated that an apprentice could only continue until the end of the enrolment period.

No. Steps Responsibility Action
1. Weekly report of DELTA registrations with a status of "Cancelled" ACO

Apprenticeship Compliance Officer will:

  • Forward the weekly list of cancelled Apprentices to the relevant Departments
2. Contact the Apprentices with the "cancelled" status. Education Manager or Nominee

Contact by telephone and discuss with the Apprentice the provision available to continue schooling as an "Out of Trade Apprentice"

  • ie:"an Apprentice may continue to receive training toward the qualification named on the Training Contract, subject to tuition fees being paid, until completion of the qualification"
  • This also applies to School Based Apprentices
  • If the Apprentice is not able to be contacted by phone, contact by mail refer to: Apprentice Out of Trade letter
  • If the Apprentice indicates to continue with training, he/she should not be withdrawn on Campus Solutions and Training should continue as per Off the Job Training stated in their Training Plan.
3. Apprentice is absent from class with no contact to advise of intentions

Education Manager or

Nominee

Contact by telephone to the Employer and Apprentice to ascertain their status.

  • If indicated by either party the Apprentice is/will no longer be contracted (cancelled) as an Apprentice, staff are to refer to the "Out of Trade" training option to the Apprentice.
  • If the Apprentice chooses to continue as an Out of Trade Apprentice, staff are to notify Student Administration using the: Change of DELTA details form.

Apprentice change of DELTA details Form

4. Completing an Out of Trade Apprentice Education Manager or Nominee

An Apprentice is able to complete the Training/Qualification as an Out of Trade Apprentice.

  • Staff are to advise the Apprentice on Completion of the Qualification, the Award will have the following words "obtained under an approved apprenticeship training scheme" removed from the Award OR:
  • at the Apprentices request, he/she can withhold the Award to allow for re-employment and completion of the Training Contract.
  • This is the Apprentices decision on receiving a Certificate at the end of the structured training or not.
  • Complete the Apprentice as per completion of Part II of the Training Plan: the words "Out of Trade" must be entered in the signatory section where the Employer would traditionally sign to complete.
  • Submit this to Student Administration. Student Administration will only tick the Place of Learning (POL) complete on the DELTA record.

Death of an Apprentice/ Trainee

The 2014 - 2016 VET Funding Contract (Dual Sector) Victorian Guarantee Program states:

  • The RTO must notify the Manager of Apprenticeship Administration at the Victorian Registration and Qualifications Authority (VRQA) by Email within 24 hours of being notified of the death of an Apprentice/Trainee.

Federation University staff are to notify the Fed Uni Apprenticeship Compliance Officer via Email if they have been advised an Apprentice/Trainee has passed away. The ACO will check all information and inturn officially advise the VRQA of this.

Responsibilities

  • Apprenticeship Compliance Officer has responsibility for the maintenance of this procedure.
  • Specific responsibilities are included under Actions.

Policy Base

  • Standards for NVR Registered Training Organisations 2015.
  • 2014 - 2016 VET Funding Contract (Dual Sector) Victorian Training Guarantee
    Program between The State of Victoria through the Secretary of the
    Department of Education and Early Childhood Development and the University

Implementation and Communication

The policy will be implemented and communicated throughout the University via:

  1. Announcement on the University's News webpage;
  2. Inclusion in the University Policy Library;
  3. Referral in Staff inductions;
  4. Annual professional development including assessment activities and workshops.

Forms/ Record Keeping

Title Location Responsible Officer Minimum Retention Period
DELTA Notification Form Student Administration

Manager - Student Administration

7 years after contract has expired
Enrolment Form

Student

Administration

Manager - Student Administration

7 years after enrolment

has expired

Individual Student File contains:

  • Training Plan
  • Pre Training Review- Apprentice and Employers
  • Attendance required dates (Campus Delivery)
  • Evidence of visits & contact (Workplace Delivery)
  • Progressive assessment results
School Education Manager

7 years after completion

of training period

Student items:

Retention of all completed student Assessment items

School Education Manager 7 years
Final Assessment Results (Campus Solutions)

Student

Administration

Manager - Student Administration Permanent

Records Disposal

University records must only be disposed of in accordance with the University’s Records Disposal Process as outlined in the Records Framework Procedure. Authorisation must be obtained from the Dean of School/Centre/College, Records Management Services and the Director of Academic Services or their delegate prior to disposal. Records must not be destroyed where it is known that those records may likely be required in evidence, either now or in the future.