Evidence of Student Participation / Engagement
Document Currently Under Review
Current Status: Approved and Published 2 January 2018
This procedure details the documentation required to be recorded in student files to demonstrate student participation, to:
- support claims for training delivery payment from Higher Education Skills Group (HESG); and
- ensure compliance with the VET Funding Agreement requirements
The Department of Education can initiate an Evidence of Participation (EOP) audit at any time to support a payment claim for training delivery to eligible individuals under the VET Funding Agreement.
This procedure applies to all VET students’ files relating to unit(s) of competency/module(s) for which funding has been claimed from HESG. This includes units a student has:
- been assessed as Competent;
- been assessed as Not Yet Competent;
- been assessed as Competent through Recognition of Prior Learning (RPL);
- unsuccessfully applied for RPL;
- participated in the unit/module and withdrawn prior to completion of the unit;
- commenced in and has not yet completed learning and assessment activities
- The Dual Sector VET Funding Contract between the Department of Education and Training and Federation University.
Term | Definition |
---|---|
Evidence of Participation (EoP) |
Evidence of an individual's participation in training and assessment provided by the University, as detailed in the current VET Funding Agreement. Evidence that contains the student’s name, signature, unit of competency/module and date and captures the learning/assessment activity that has taken place |
Evidence retained in student files must clearly demonstrate student participation in a specific unit/module.
Valid Evidence | |
---|---|
Type of Evidence | Examples |
Evidence of work submitted relating to engagement by the student in the unit of competency or module. |
|
Trainer assessor notes based on personal interviews, telephone, e-mail or other communication modes on the engagement of a student in learning activity of the unit of competency or module |
|
A provider endorsed attendance roll.
|
|
Evidence to support engagement when primary recording documentation is not available. |
In order to constitute sufficient Evidence of Participation, an appropriate Training Provider Personnel member must provide a full explanation of the reasons why primary recording documentation is not available and:
|
Login and engagement with learning activity required for the unit of competency or module. |
|
Flexible and distance modes of learning |
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Employer Sign Off |
|
Invalid Evidence - The following documentation cannot be utilised as sources of evidence of participation as it does not demonstrate active engagement in learning and assessment activities: | |
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Type of Evidence | Examples |
Training Plan |
|
Cumulative Assessment Record |
|
Student Academic Progress Tracker (APT), |
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Where two pieces of EOP are required (unit duration greater than one month) |
|
Suggested types of evidence | |
---|---|
Type of Evidence | Evidence must contain |
Attendance Record |
To be deemed compliant, the attendance record must:
P for Present A for Absent AN for Absent with notification PA for Partial attendance NR for Not required
For clustered delivery:
|
Assessments |
To be deemed compliant, the assessment must contain:
Trainer/Assessors must maintain either a secure paper-based or electronic record of the completed student assessment |
File Notes |
File notes from personal interviews, telephone, e-mail, or other communication modes on the engagement of an Eligible Individual in learning and/or assessment activity of the unit of competency must include the following information to be deemed compliant:
|
Online delivery (eg. moodle) |
To be deemed compliant, the online delivery record must:
|
RPL |
To be deemed compliant, the RPL assessment records must
|
Checking evidence of EoP is an ongoing quality assurance activity that is conducted throughout the duration of a student’s learning and assessment cycle.
ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Determine all units student has enrolled in |
|
|
B. | Determine duration of unit enrolment | Trainer / Assessor |
|
C. | Determine whether evidence of participation for first 30 days of engagement meets EoP regulatory requirements | Trainer/Assessor |
|
D. | Check evidence for required details. | Trainer/Assessor |
Note: Electronic signatures for system logins such as moodle and ATOM are accepted as valid signatures. |
E | If the unit duration is greater than 30 days, determine whether evidence of participation for last 30 days of engagement meets EOP regulatory requirements | Trainer/Assessor |
|
F. | Check evidence for required details. | Trainer/Assessor |
Note: Electronic signatures for system logins such as moodle and ATOM are accepted as valid signatures. |
ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Process a withdrawal for a student who has engaged in some learning activity | Trainer/Assessor |
When a student withdraws or is withdrawn from a module/unit of competence:
|
B. | Process withdrawing students who have not engaged in any learning activity | Trainer/Assessor |
|
ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Enter student results into Student Management System | Trainer/Assessor |
For more information on resulting please refer to the VET Assessment Procedure |
ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Check file for compliant EoP prior to archiving | Trainer/Assessor/Education Manager |
|
- VET Assessment Procedure
- VET Recognition of Prior Learning Procedure
- RPL/RCC Evidence and Assessment Record
- Enrolment Withdrawal (TAFE) Procedure
- The Deputy Vice-Chancellor (Academic) is the Approval Authority responsible for monitoring the implementation, outcomes and scheduled review of this procedure
- The Manager of Policy and Quality Services is the Policy Sponsor responsible for maintaining the content of this procedure
Forms
- Evidence of Participation Audit Checklist (XLSX 102.2kb)
- Flexible Delivery Participation Record - Entire Class - Multiple Units (DOCX 609.1kb)
- Flexible Delivery Participation Record - Entire Class - Single Unit (DOCX 606.5kb)
- Flexible Delivery Participation Record - Individual Student (DOCX 607.5kb)
The Evidence of Participation Procedure will be communicated throughout the University community in the form of:
- an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure;
- distribution of e-mails to Head of School / Head of Department / University staff; and/or
- Notification to Faculties
The Evidence of Participation/Engagement (VET) Procedure will be implemented throughout the University via:
- Information sessions; and/or
- Training sessions
Document Title | Location | Responsible Officer | Minimum Retention Period |
---|---|---|---|
Program/Course Delivery Timetable | Education Manager | 7 years | |
Student Attendance/Participation Records | Education Manager | 7 years | |
Complete Student Assessments/Assessment Records | Education Manager | 7 years | |
RPL/RCC Evidence and Assessment Record | Education Manager | 7 years | |
Unit Outline | Education Manager | 7 years | |
Assessment Tools | Trainer/Assessor | 7 years | |
Student/Teacher Interaction Records | Trainer/Assessor | 7 years |