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

  • Dual Sector VET Funding Contract Skills First Program
    between The State of Victoria through the Secretary of the
    Department of Education and Early Childhood Development and the University   
  • VRQA - Apprenticeship Administration Business Rules
  • Standards for Registered Training Organisations 2015

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
  • Displaced (unemployed) Apprentice/Trainees
  • 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

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

http://www.australianapprenticeships.gov.au/australian-apprenticeships-centres

ACO: Apprenticeship Compliance Officer

Fed Uni contact for HESG publications, AASN, 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:

The Dual Sector VET Funding Contract Skills First 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 ASSN provider).

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 Training

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 is completed on the University's Pre Training Review form.

RPL:

Recognition of Prior Learning

Means an assessment process that assesses an individual’s formal, non-formal and informal learning to determine the extent to which that individual meets the requirements specified in the Training Package or VET accredited courses.

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

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.

School Based Apprentices: - check the Qualification stated on the DELTA notification is not on the VRQA’s list of “Qualifications not available for SBAT’s. If this is the case advise the ACO.

If the qualification stated on the DELTA notification is expired/superseded the ACO will notify the AASN provider and request they action a variation to the DELTA registration to the most current Qualification. The University does not enrol students into superseded qualifications.

If the Employer and Apprentice do not agree to vary to the new qualification, the University should not accept the DELTA contract enrolment, if accepted the University will be required to have a plan in place to transition (if applicable to the Qualification) the student within the 12 month transition period to the most current Qualification.

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

VET Program Approval and Maintenance Procedure LT1334 

3.

Accept or decline the request for training

Education Manager or Nominee

If declining training staff are to notify Registrar Services and the Apprenticeship Compliance Officer who will notify the AASN provider.

Complete the Apprentice change of DELTA details Form and submit to Registrar Services.

This will action the AASN provider to change the Place of Learning to "unknown"

4 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
5. 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: Education Manager or Nominee

Make contact with the Employer and Apprentice.

Employer/Apprentice to confirm a face to face visit/appointment within 2 weeks of receiving the ATOM notification

Discuss with the Employer information in preparation for your visit.

  • LLN, Pre Training review, customising the Training Plan - Units of Competency, on campus structured training - timetabling
  • Forward a confirmation email/letter with LLN link advising the Apprentice must complete this prior to staff meeting with Employer and Apprentice.
  • LL&N Assessment Tool 

Full time Apprentice Under the Age of 17

Discuss with the Employer and Apprentice guidelines and documentation required.

  • Ascertain if the Apprentice has not yet completed Year 10, if so you must sight and retain a copy of correspondence or a certificate signed by a Department Regional Director that exempts that individual from school attendance that clearly identifies the Training Provider and the training to be undertaken; or   
  • clearly identifies the relevant employer where the student is to undertake an apprenticeship or traineeship
  • If the Apprentice has completed Year 10, you must sight and retain a copy of a completed ‘Transition From School Form’, or correspondence or a certificate signed by the school principal or a Department Regional Director that exempts that individual from school attendance

Please note:- If the under 17 years Apprentice is enrolled in training on the basis that they have been granted an exemption from school attendance and stops attending training and is at that time still under 17 years, the Training Provider should notify the relevant Regional Office of the Department that the individual is no longer attending training.

2. Check the Literacy & Numeracy Assessment has been completed and feedback provided to the student prior to the Face to Face visit Education Manager or Nominee

Check the LL&N assessment has been completed, using the LL&N assessment tool

  • This must be completed before the Pre Training review is conducted and training starts
  • LL&N Assessment Tool
  • Record result on Pre-Training Review
  • 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
  • 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. And provide them with the necessary form to complete.
  • 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

3.

Pre Training review: Mandatory Face to Face visit.

Conduct the face to face Pre-Training review with the Employer and the Apprentice

Education Manager or Nominee

Conduct formal Pre-Training Review using the University's Pre-training review form:

  • 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 with the Employer/Apprentice RPL:

  • If RPL is requested this must be conducted by a qualified assessor

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

Credit Transfers:

  • Discuss with the Employer and Apprentice any qualifications the Apprentice may hold to ascertain any competencies that may be eligible for a credit transfer. Apprentice must supply an official Testamur with a full Transcript of results
4. Training Plan: Discuss and complete the Training Plan in ATOM Education Manager or Nominee

The following must occur when meeting with the Employer and Apprentice:

  • Outline the supervisor’s responsibilities
  • Discuss Competency Base /progression with the Employer and Apprentice
  • Discuss all Qualification units of competency with the Employer and Apprentice.
  • Develop the Training Plan with the Employer and Apprentice
  • Agreement of the Training Plan is by way of signing the Training Plan, this must be undertaken within 90 days of the commencement date of Training Contract (DELTA)
  • Signing of the Training Plan must be signed either online in ATOM or off line as a printed ATOM paper based Training Plan
  • Printed ATOM paper based Training Plans must be attached in the students ATOM file.

 ATOM Link

  School Based Apprentice Education Manager or nominee
  • IF SBAT Negotiation and agreement by signing 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.
  • A copy of the training plan 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
5. Distribute Training Plan Education Manager or nominee

Advise Employer and Apprentice of the Training plan is 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.
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
  • Check USI has been provided
  • Check students eligibility to funding – Eligibility Check-page 7 enrolment  form
  • Print and attach current DELTA notification to the 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 Data Reporting and 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

When request is received-check current Training plan is completed in ATOM or in Student file:

  • Complete and sign 1237 form and return the form to the ASSN provider this confirms that training has commenced.
  • This will enable the Employer 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

Training is to commence as per the Training Plan

Monitor 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 send an absence notification via Email to the Employer once attendance has been recorded.
  • Employers occurrence of unexplained or unjustified non release of Apprentice to training - a notification is to be sent to the Employer

 

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.

    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. All delivery of training on the job from the RTO must be scheduled and given to the Apprentice/Trainee and Employer to advise on when to expect the RTO
  4. RTO is to deliver training to the Apprentice/Trainee as per training schedule/Training Plan
  5. Weekly withdrawal from normal work duties is occurring and logged using the Workplace Withdrawal Log
  6. Learning Resources are provided

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), this outlines the training they will be undertaking to successfully complete the Qualification they have been registered in.
3. Manage Training Plan Cycles Education Manager or Nominee

To manage the Training Plan Cycles the following is required:

  • Once the Apprentice/Trainee has completed all required Assessment work for the Unit of Competency, record a preliminary grade “AC” in ATOM, a notification is then sent to the Employer requesting confirmation of the Apprentice/Trainee competency on the job, an “AC”  indicates the RTO is awaiting employer confirmation.
  • Once the Employer confirms the Competency of the Apprentice/Trainee a CY final Grade will be automatically recorded in ATOM.
  • The final CY grade recorded in ATOM will automatically integrate into Campus Solutions and record the final Grade for the Apprentice/Trainee.
  • A CY grading code will not be recorded in Campus Solutions until Employer confirmation has occurred.
  • Units of Competency not performed in the work place can be resulted by the Trainer only if the Agreement has been made at the initial negotiation of the Training Plan with the Employer.
  • All updates and changes to the Training Plan are to be negotiated & agreed to by the Trainer, Employer and Apprentice/Trainee.
  • Updated copies of training plans are to be provided to the Apprentice/Trainee and Employer to ensure they are informed of all changes.
  • If the Training Plan includes any Workplace Based Delivery: The RTO is to inform the Employer of their obligation to:
  • Release the Apprentice/Trainee 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 Apprentice/Trainee
  • 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
  • Employers and Apprentice/Trainee are to be informed at progression points/cycles of the Training Plan when reached.
4. Report changes of AA details Education Manager or Nominee

Advise Student HQ of:

  • Changes to DELTA contract, forward updated DELTA notification to Student HQ
  • 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 HQ 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/Trainees 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/Trainee 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 HQ of extension to the DELTA training agreement via the 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/Trainee or Employer has stated to you they will not be completing the qualification they are enrolled in as an Australian Apprentice/Trainee 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 Registrar Services for processing. Registrar Services will notify the AASN Provider.

Displaced (unemployed) Apprentices/Trainees

What does this mean for FedUni VET Apprentices?

The Dual Sector VET Funding Contract Skills First Program

between The State of Victoria through the Secretary of the

Department of Education and Training and the University states:  

  • Displaced (unemployed) Apprentices/Trainees

7.1 In instances of Apprentice/Trainee unemployment, a Training Provider must continue the Structured Training, under a relevant Apprentice/Trainee funding source code as outlined in the Victorian VET Student Statistical Collection Guidelines for the following periods:

  • until completion of the qualification (subject to tuition fees being paid) for an Apprentice; and/or
  • for three (3) months, or to the end of the enrolment period for which tuition fees have been paid (whichever is the greater), for a Trainee.
  • In this instance of an Apprentice being unemployed, a Training Provider may provide a result for outstanding Units of Competency after at least two attempts, one verbal and one written, have been made to gain the former employer’s confirmation against  outstanding Units of Competency. Evidence of this must be kept on file for auditing purposes.

 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: Displaced (unemployed) Apprentice/Trainee 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 Displaced (unemployed) Apprentice/Trainee, staff are to notify Registrar Services using the: Change of DELTA details form.

Apprentice change of DELTA details Form

4. Completing a Displaced (unemployed) Apprentice/Trainee Education Manager or Nominee

An Apprentice is able to complete the Training/Qualification as a Displaced (unemployed) Apprentice/Trainee

  • 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 "Displaced (unemployed) Apprentice/Trainee" must be entered in the signatory section where the Employer would traditionally sign to complete.

Death of an Apprentice/ Trainee

The Dual Sector VET Funding Contract Skills First Program

between The State of Victoria through the Secretary of the

Department of Education and Training and the University 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 immediately via Email if they have been advised an Apprentice/Trainee has passed away.

  • The ACO will check all information and officially advise the VRQA.
  • The ACO will conduct notifications as per the University's:- “Deceased Student procedure”

Responsibilities

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

Policy Base

  • Standards for Registered Training Organisations 2015.
  • The Dual Sector VET Funding Contract Skills First Program
    Department of Education and Training 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.

Records Management

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