VET Program Approval

VET Program Approval and Maintenance Procedure

Policy Code: LT1334

Purpose
Scope
Legislative Context
Definitions
Options
Option One: Training Package Qualifications and Nationally Accredited Qualifications
Option Two: FedUni VET Training Qualifications (consisting of units of competency / national recognised modules)
Option Three: Adding Units and Modules
Option Four: Non-Award and / or Vendor Accredited Programs
Option Five: Skill Set Training
Section One: Training Packages / Nationally Accredited Qualifications
A: Adding a New Qualification to Scope
B: Adding a New Unit of Competency to Scope
C: Transition Arrangements for Equivalent Superseded Qualifications
D: Transition Arrangements for Non-Equivalent Superseded Qualifications
E: Removing a Qualification or Unit of Competency from Scope
F: Notification of Commencement of Delivery Outside of Victoria (Interstate or International)
G: Notification of Ceasing Delivery Outside of Victoria (Interstate or International)
H: Regular Review of the Scope
I: Victorian Certificate of Applied Learning (VCAL)
J: Exceptions to the ASQA Delegate Status
K: Changes to Existing Training and Assessment Strategies
L: VET Loans Scheme
Section Two: University VET Training Programs (consisting of Units of Competency / Nationally Recognised modules) / Short Courses
Section Three: Adding Units / Modules
Section Four: Non-Award and / or Vendor Accredited Programs
Section Five: Skill Set Training
Nationally Endorsed Skill Sets
Locally Endorsed Skill Sets
Section Six: Schedule 5.1 / 5.1.1
Section Seven: Skills Victoria Training System
Responsibilities
Supporting Documents
Records Management
Promulgation
Implementation

Purpose

This procedure describes the processes required to extend, amend and review VET accredited and non-accredited qualifications and units approved by the University for delivery. The University has a Scope of Registration which details the VET qualifications the University is authorised to deliver in Victoria, interstate and overseas as approved by ASQA and the VRQA

Scope

This procedure describes the process for obtaining approval for delivery of all VET Programs.

It details the selection and/or development processes for each of the following program types:

  • Section 1: Training Package Qualifications / Nationally Accredited Programs - Scope of Registration
  • Section 2: FedUni VET Training Program (consisting of Unit of Competency / Nationally Recognised Modules)
  • Section 3: Adding Units / Modules
  • Section 4: Non-Award and Vendor Accredited Programs
  • Section 5: Skill Sets
  • Section 6: Schedule 5.1 / 5.1.1

All programs for which the University will issue an award must be developed and approved in accordance with appropriate external or internal policies and procedures.

Definitions

Term Definition
Accredited Training A structured sequence of vocational education and training that has been approved by a National VET Regulator (NVR) and leads to an Australian Qualifications Framework (AQF) qualification or Statement of Attainment. In this procedure the word qualification will be used for an accredited program.
AQF Australian Qualifications Framework. A nationally consistent set of qualifications for all post-compulsory education and training in Australia.
ASQA The Australian Skills Quality Authority. The national regulator for Australia's vocational education and training sector. ASQA regulates qualifications and training providers to ensure nationally approved quality standards are met.
Commencing Enrolment A student is considered to have a commencing enrolment if they are enrolled in a qualification or unit for the first time with the University.
Continuous Enrolment A student is considered to have a continuing enrolment in a qualification or unit if the qualification or unit was commenced in a previous year and has not yet been completed.
ESOS Education Services for Overseas (ESOS) the minimum standards that Australian Educational Institutes must adhere to when delivering education to international students.
Non-Award Programs Non-award studies include programs for professional development, education development, general interest and preparation for study offered by the University.  Non-award studies cater for a range of educational requirements outside of the University’s award programs (as listed on Schedule 5.1)
NVR Standards

Standards for National VET Regulator Registered Training Organisations. The objectives of the NVR Standards are to ensure nationally consistent, high-quality training and assessment services within Australia’s VET system.

Continual compliance with the Standards is a condition for all NVR registered training organisations and for applicants seeking registration under the Act.

Qualification Accredited programs and National Training Package qualifications are referred to as ‘qualification’ throughout this procedure.
RTO Registered Training Organisation. A training organisation listed on the National Register, or by the relevant state based authority, as a registered training organisation. FedUni's RTO number is 4909.
Scope The Scope of Registration details the nationally recognised training an RTO is approved to provide. FedUni's Scope can be viewed on the www.training.gov.au website. In this procedure the University’s Scope of Registration will be referred to as "the Scope".
Skill Sets Single units or combinations of units which link to a licence or regulatory requirement, or defined industry need.
Statement of Attainment A Statement of Attainment is issued by a Registered Training Organisation when an individual has completed one or more units of competency from nationally recognised qualification(s)/courses(s).
Statute 5.1 The Schedule The Schedule, Statute 5.1, lists all current sealed awards which can be awarded by the University. The Schedule is maintained by the Manager, Registrar Services and includes all qualifications listed on the Scope.
SVTS Skills Victoria Training System
Training Package Qualification A nationally endorsed, integrated set of competency standards, assessment requirements, Australian Qualifications Framework qualifications, and credit arrangements for a specific industry, industry sector or enterprise. In this procedure the word qualification will be used to refer to a training package qualification.
University Governance and Management Committees

Relevant committees that support the academic, operational and quality governance of the University's Vocational Education and Training and Higher Education programs.

These include, but not limited to, the following committees or their replacements: Academic Board, Curriculum Committee, Learning and Teaching Committee and VET Curriculum and Quality Committee.

Unit of Competency A unit of competency is the smallest component of achievement which can be nationally recognised. In this procedure the word unit will be used to refer to units of competency from qualifications.
VCQC VET Curriculum and Quality Committee
Vendor Accredited Programs Vendor Accredited Programs are programs that are developed, accredited and maintained by a vendor and delivered by the University through a formal arrangement.
VET Accredited Course

An accredited VET (Vocational Education and Training) course is:

  • a structured sequence of training developed to meet training needs that are not addressed by existing training packages
  • a course accredited by the national VET regulator or by a delegated body of the national VET regulator, and
  • a course that has been assessed by ASQA as compliant with the Standards for VET Accredited Courses 2012 and the Australian Qualifications Framework (AQF).
VET Funding Contract VET Funding Contract is the means through which RTOs are contracted to deliver training services to eligible individuals that may be subsidised by the Department of Education and Training through the VET Funding Contract.

Options

Option One: Training Package Qualifications and Nationally Accredited Qualifications

Wherever Training Package qualifications / nationally accredited qualifications have already been developed (available at www.training.gov.au) these must be delivered where they meet the training needs of any specified group. Contextualisation or customisation allowed within the packaging rules of a Training Package or accredited curriculum should always be the first option considered in targeting any additional training needs to a specific group. These two options can be considered without pursing internal program approval.

In order to deliver a nationally accredited qualification or Training Package qualification, the qualification must be listed on the University's Scope of Registration. This procedure details the processes required to modify the Scope of Registration.

Where contextualisation or customisation within the packaging rules of a Training Package are deemed insufficient for the training needs of a specific group, the below options are available.

Refer to Section One of this procedure for further information.

Option Two: FedUni VET Training Qualifications (consisting of units of competency / national recognised modules)

Programs or courses of study designed to meet the specific training needs of an industry or enterprise which do not meet full vocational outcomes (AQF qualifications), but which are comprised solely of nationally endorsed units of competency or nationally recognised modules.

Refer to Section Two of this procedure for further information.

Option Three: Adding Units and Modules

Endorsed units of competency and / or accredited modules can be added to the delivery of qualifications without seeking external accreditation / approval provided the units are on the Scope of Registration.

Refer to Section Three of this procedure for further information.

Option Four: Non-Award and / or Vendor Accredited Programs

This option is applicable where specific clients may require a training program that does not lead to a full vocational outcome (AQF qualification) and where national or state accreditation is not required. Where this training need cannot be met through the delivery of available nationally accredited units / modules, a program can be internally developed and accredited by the Academic Board.

Similarly the University may have an arrangement with a vendor to deliver programs that are developed, accredited and maintained by the vendor. An example of an arrangement to provide a program that has been designed and maintained by a vendor is the Licenced Electricians Assessment Training.

Refer to Section Four of this procedure for further information.

Option Five: Skill Set Training

Nationally Endorsed Skill Sets

The Standards for Registered Training Organisations 2015 defines skill sets as single units or combinations of units of competency from a training package which link to a licensing or regulatory requirement, or defined industry need. They are not qualifications, but are a way of publicly identifying on a Statement of Attainment, groupings of units of competency which meet an identified need or industry outcome.

Nationally Endorsed Skill Sets are recognised throughout Australia and are listed within each Training Package.  These Skill Sets are eligible for government funding.

Locally Approved Skill Sets

Locally Approved Skill Sets are developed for either of the following reasons:

  1. To meet a clearly defined local industry requirement
  2. To have a specific statement included on a Statement of Attainment identifying the units as meeting the requirements for a particular purpose

Locally Approved Skill Sets are not eligible for government funding which means that students would be enrolled as full fee paying.  These Skill Sets are not recognised as Skill Sets outside of the University.

Refer to Section Five of this procedure for further information.

Section One: Training Packages / Nationally Accredited Qualifications

The University has a Scope of Registration which details the VET qualifications the University is authorised to deliver in Victoria, interstate and overseas as approved by ASQA.

The general compliance requirements for the Scope of Registration include:

  • Faculties must ensure qualifications are registered on the Scope of Registration prior to commencing marketing (refer to Program Marketing Checklist), enrolment or delivery activities. It is an offence to undertake these activities for any qualifications not registered on the Scope.
  • Faculties must not issue sealed awards or statements of attainment for qualifications not listed on Schedule 5.1 or 5.1.1. It is an offence to do so and can result in the University being fined.
  • Faculties must be able to demonstrate that they have the capacity to deliver and assess ALL of the qualifications on the Scope of Registration and meet the requirements of the Standards for Registered Training Organisations 2015 and the VET Funding Contract, including the Quality Charter, at all times.

As ASQA may undertake an audit of the University at any time, and has indicated that planned audits may occur upon receipt of applications to extend the Scope of Registration, Faculties must ensure that records and evidence of compliance with University policy and procedure are met at all times.

In accordance with the VET Funding Contract, HESG can audit the University at any time throughout the year to ensure compliance with the current Funding Contract.

The University may also conduct audits of Faculties to confirm they have the capacity to deliver and assess qualifications on the Scope of Registration. It is the Faculties responsibility to ensure that all the evidence requirements are met.

After the 12 month transition period, ASQA automatically removes superseded qualifications from the Scope of Registration.

A: Adding a New Qualification to Scope

Use this section to add new qualifications to the Scope and where qualifications have been superseded and not replaced.

  ACTIVITY RESPONSIBILITY STEPS
A. Identify the qualification to be added to the Scope. Executive Director / Delegate
  1. Ensure the qualification is not already on the Scope
  2. Refer: www.training.gov.au, the University RTO number is 4909.
B. Obtain current Training Package Purchasing Guide or curriculum documentation. Executive Director / Delegate
  1. Curriculum documentation may include
    • Training Package.
    • Purchasing Guide.
    • Obtaining approval from the copyright owner to use non- crown copyright curriculum documents.
  2. Government funding for qualifications is not available until it is included in the Funded Course List.
  3. There are no licensing fees to deliver Victorian crown copyright qualifications within Victoria. Where the State of Victoria is the copyright owner the qualification documentation can be download from the Department of Education and Training - Training Support Network or purchased from Curriculum Maintenance Manager (CMM).
  4. Non-crown copyright qualifications may include a licence fee. Refer to Legal for license agreement requirements.
C.

Complete the forms below to determine capacity to deliver qualification:

·         Qualification Concept & Business Case (VET) Form;

·         Training and Assessment Strategy – Part A

·         Course Viability Analysis (CVA) (VET) Form; and

·         ImpactStatements.

Executive Director / Associate Director / Education Manager
  1. The Faculty must be able to provide evidence as per the Standards for Registered Training Organisations 2015 and the VET Funding Contract.
  2. Data Analysis and Reporting may assist with providing load and demand data for the Qualification Concept & Business Case (VET) Form.
  3. Finance may assist with development of financial data for the Course Viability Analysis (CVA) (VET) Form.
  4. A qualification must be registered on CRICOS before it can be delivered to international students onshore in Australia. Refer to CRICOS Registration of VET Programs Procedure.
D.

Distribute the following to determine potential impacts on other areas of the University if the qualification is introduced:

·         Qualification Concept & Business Case (VET) Form; and

·         Impact Statements.

The Course Viability Analysis (CVA) (VET) Form and TAS is not required to be distributed.

Executive Director / Associate Director / Education Manager
  1. Distribute Qualification Concept & Business Case (VET) form and Impact Statements to:
    • Executive Deans of Faculty Directors
    • Executive Director, Information Technology and Business Solutions
    • Director, Library Services
    • Director, Facilities Services
    • Pro Vice-Chancellor, Centre for University Partnerships (CUP)
    • Director, Student Connect
    • University Registrar
E. Respond to Qualification Concept & Business Case (VET) Form and Impact Statements. Relevant Executive Deans / Executive Directors / Directors / Education Managers
  1. Completed Impact Statements should be returned within 5 working days.
F. Respond to any identified impacts. Executive Director / Education Manager
  1. Any issues raised within the Impact Statements must be addressed at this stage.
G.

Faculty Board to consider application.

·         Qualification Concept & Business Case (VET) Form;

·         Training and Assessment Strategy – Part A

·         Course Viability Analysis (CVA) (VET) Form; and

·         ImpactStatements

Faculty Executive Officer
  1. If approved, Faculty to complete the submission to University Program Approval Committee.
  2. If not approved, Education Manager to be notified of reasons for rejection.
H.

Endorse and forward completed application to the University Program Approval Committee for approval:

·         Qualification Concept & Business Case (VET) Form;

·         Training and Assessment Strategy – Part A

·         Course Viability Analysis (CVA) (VET) Form; and

·         ImpactStatements

Executive Director
  1. Documentation to be added to UPAC agenda for consideration
I. The University Program Approval Committee to consider application. University Program Approval Committee
  1. Faculty to be notified within 3 days of the outcome.
  2. If approved, Faculty to complete the submission to Faculty Board and VET Curriculum and Quality Committee.
  3. If not approved, Faculty to be notified of reasons for rejection.
J.

Complete the documents below and submit to Faculty Board for approval:

·         Training and Assessment Strategy– Part A and B

·         Trainer Skills Matrix (VET);

·         Two completed Assessment Tools must be provided – these tools must be from two different units within the qualification, one unit should be, if possible, a high risk unit.

·         Schedule of proposed assessment tool development.

Executive Director / Education Manager
  1. Education Managers are responsible for the completion of their own qualification documentation. This includes the Training and Assessment Strategy – Parts A and B, the Trainer Skills Matrix (VET) and all Assessment Tools.
  2. For each qualification being presented for approval, the unit assessment tools provided for each qualification must be different.
  3. The TAS Part B – Delivery Plan should be completed and submitted for the same two units that the Assessment Tools are being provided.
  4. Faculty Board to consider the application.
  5. If approved, Faculty to submit the completed application documentation and the Faculty Board Minutes to the VET Curriculum and Quality Committee for consideration.
  6. If not approved, Education Manager to be notified of reasons for rejection.

*Refer to Section J: Exceptions to the ASQA Delegate Status for further information on requirements where qualifications are excluded from ASQA’s Delegate status.

K.

Submit the completed application to VET Curriculum and Quality Committee for approval:

·         Faculty Board Extract of Minutes

·         Training and Assessment Strategy – Parts A and B

·         Trainer Skills Matrix (VET);

·         Two completed Assessment Tools must be provided – these tools must be from two different units within the qualification, one unit should be, if possible, a high risk unit.

Faculty Board Executive Officer
  1. Documentation must be submitted through the University’s approved records management system.

Note: Approved programs will be forwarded to Academic Board and Council for addition to Schedule 5.1

L. VET Curriculum and Quality Committee to consider application. VET Curriculum and Quality Committee
  1. Faculty to be notified whether application has been approved or not.
  2. If not approved, will be returned to Faculty with reasons for rejection.
M. VET Curriculum and Quality Committee Executive Officer to notify Quality Services if application is approved. Executive Officer, VET Curriculum Quality Committee
  1. Send extract to Quality Services notifying of approval of qualifications.
N.

DVCA to sign:

•     Delegate Report Authorisation Form

Quality Services / DVCA
  1. Quality Services to arrange for DVCA to sign ASQA Delegate Report Authorisation Form.
O. Quality Services to process applications for additions to Scope through ASQANet. Quality Services
  1. Any additions or deletions to the University's Scope of Registration must be processed through ASQA's on-line registration system (ASQANet), which is accessed through the ASQA web site at: http://www.asqa.gov.au/.
  2. The University has a registered password for accessing ASQANet which is held by Quality Services which processes all applications for adding or deleting items from the University's Scope of Registration.
  3. Applications should be processed in accordance with the Quality Services ‘ASQANET User Guide’.  The User Guide provides step-by-step instructions on the adding or removing of qualifications from the University's Scope of Registration.
P. The signed Delegate Report Authorisation Form to be submitted to ASQA. Quality Services
  1. The University has been granted delegate status by ASQA which allows the University to approve amendments to its own Scope of Registration.  ASQA must still be notified of any additions using the Delegate Report Authorisation Form.
  2. Applications for any addition to the Scope of Registration does not incur a fee.
  3. Additions will usually take approximately 2 -3 days to be formally added to the University Scope and appear on Training.gov.au.

*Refer to Section J: Exceptions to the ASQA Delegate Status for further information on requirements where qualifications are excluded from ASQA’s Delegate status.

Q. ASQA to notify University of extension to Scope. Quality Services
  1. Quality to notify:
    • Executive Director
    • Manager, Registrar Services
    • Director (relevant Faculty)
    • Education Manager
R. Undertake qualification implementation processes Education Manager / Co-ordinator
  1. Load all qualification documentation into ECM
  2. Refer to VET Qualification Delivery Procedure.
  3. All superseded documentation should be retained as per the University’s Record Management Procedure.
  4. Update Course Finder and marketing material.
S. Update Student Management System Registrar Services
  1. Refer to qualification documentation in ECM, upload program and unit data into Student Management System.
  2. Liaise with Finance regarding approved fees and update system.
  3. Notify relevant stakeholders, eg Marketing, Faculty, graduation.
T. Update Statute 5.1 - The Schedule Registrar Services
  1. Once approved by Council, Update Schedule 5.1 and 5.1.1. Extract of Minutes forwarded to Registrar Services by Council Executive Officer.
  2. Confirm approved programs are listed on the Scope of Registration. If a Program has not been added to the Scope contact Quality Services for clarification.
  3. Amend Schedule 5.1 / 5.1.1 data spreadsheet.
  4. Forward document to Legal Services for publication on Legislation webpage.
  5. Send VET Schedule 5.1 Amendments summary to VCQC for noting.
U. Add additional units to program Education Manager
  1. Review qualification rules and delivery requirements.
  2. Identify units to be added for credit transfer only. These unit will not be delivered as part of the qualification.
V. Update Student Management System Registrar Services
  1. Confirm new unit is included in most recent version of the delivery plan in the ECM.
  2. Add course to course catalogue.
  3. Add course to Program Master List.
  4. Do not add units identified as credit transfer only to the Master List. Create or add to Credit Transfer List.
  5. Run query UB_VET_COURSELIST_FORM for Group data form to Excel and email to school

B: Adding a New Unit of Competency to Scope

A single unit of competency can be added to the Scope when a Statement of Attainment would be issued after the successful completion of the unit.

A single unit does not have to be added to the Scope it if is:

  • Included in a qualification that is already on the scope. By default the University is approved to deliver all units in all qualifications on its Scope.
  • When the unit is going to be 'imported' from another Training package and it satisfies the packaging rules for importation of units.
  ACTIVITY RESPONSIBILITY STEPS
A. Identify unit. Executive Director / Delegate
  1. It may be possible to use an existing unit from another qualification.
  2. Check packaging rules, and if they allow for the unit to be "imported" it does not need to be added to the Scope.
B. Access unit from training package or curriculum document to determine capacity to deliver. Executive Director / Delegate
  1. Curriculum documentation may include:
    • Training Package.
    • Purchasing Guide.
    • Obtaining approval from the copyright owner to use non-crown copyright curriculum documents.
  2. There are no licensing fees to deliver Victorian crown copyright qualifications within Victoria. Where the State of Victoria is the copyright owner you can download the qualification documentation from the Department of Education Training - Training Support Network or purchase from Curriculum Maintenance Manager (CMM).
  3. Non-crown copyright qualifications may include a licence fee. Refer to Legal for license agreement requirements.
C. Ensure prerequisites and co-requisites can be met. Executive Director / Education Manager
  1. Some units require other units to be completed either prior or at the same time, these must be taken into consideration when adding individuals units of competency to Scope.
D.

Complete the forms below and submit to Faculty Board for approval:

·         Trainer Skills Matrix (VET);

·         Training and Assessment Strategy– Parts A and B;

·         A completed Assessment Tool must be provided for the unit.

Executive Director / Education Manager
  1. Education Managers are responsible for the completion of their own program documentation. This includes the Training and Assessment Strategy – Parts A and B, the Trainer Skills Matrix (VET) and all Assessment Tools.
  2. Faculty Board to consider the application.
  3. If approved, Faculty to submit the complete application and the Faculty Board Minutes to the VET Curriculum and Quality Committee for consideration.
  4. If not approved, Education Manager to be notified of reasons for rejection.
E.

Submit the completed application to the VET Curriculum and Quality Committee for approval:

·         Trainer Skills Matrix (VET);

·         Training and Assessment Strategy– Parts A and B;

·         A completed Assessment Tool must be provided for the unit.

Faculty Board Executive Officer
  1. Documentation must be submitted through the University’s approved records management system.
F. The VET Curriculum and Quality Committee to consider application. VET Curriculum and Quality Committee
  1. Faculty to be notified whether application has been approved or not.
  2. If not approved, will be returned to Faculty with reasons for rejection.
G.

DVCA to sign:

•     Delegate Report Authorisation Form

Quality Services / DVCA
  1. Quality Services to arrange for DVCA to sign ASQA Delegate Report Authorisation Form.
H. Quality Services to process applications for additions to Scope through ASQANet. Quality Services
  1. Any additions or deletions to the University's Scope of Registration must be processed through ASQA's on-line registration system (ASQANet), which is accessed through the ASQA web site at: http://www.asqa.gov.au/.
  2. The University has a registered password for accessing ASQANet which is held by Quality Services which processes all applications for adding or deleting items from the University's Scope of Registration.
  3. Applications should be processed in accordance with Quality Services 'ASQANet User Guide'.  The User Guide provides step-by-step instructions on the adding or removing of qualifications from the University's Scope of Registration.
I. The signed Delegate Report Authorisation Form to be submitted to ASQA. Quality Services
  1. The University has been granted delegate status by ASQA which allows the University to approve amendments to its own Scope of Registration.  ASQA must still be notified of any additions using the Delegate Report Authorisation Form.
  2. Applications for any addition to the Scope of Registration does not incur a fee.
  3. Additions will usually take approximately 2 -3 days to be formally added to the University Scope and appear on Training.gov.au.
J. ASQA to notify University of extension to Scope. Quality Services
  1. Quality to notify:
    • Executive Director
    • Manager, Registrar Services
    • Director (relevant Faculty)
    • Education Manager
K. Update VET Unit / Course Register. Registrar Services
  1. Update VET Unit/Course Register.
  2. (Units are not added to Schedule 5.1 but are listed on the VET Unit/Course Register)
L. Update Student Management System Registrar Services
  1. Add course to course catalogue.
  2. Add course to Program Master List.
  3. Run query UB_VET_COURSELIST_FORM for Group data form to Excel and email to school.

C: Transition Arrangements for Equivalent Superseded Qualifications

This section applies when an existing qualification on Scope has been superseded by a new qualification which is deemed equivalent to the existing qualification.

If the training package information indicates that a new qualification is non-equivalent to the superseded version, then the Faculty will need to follow the steps as set out in this procedure under Section D: Transition Arrangements for Non – Equivalent Superseded Qualifications.

Information on how to enrol continuing students in a superseded qualification refer to the VET Enrolment Procedure.

ASQA will automatically add new equivalent qualifications to the University’s Scope of Registration.  New qualifications will not be available for enrolments until approval from the VET Curriculum and Quality Committee is received and the qualification has been added to the Student Management System.

The transition period for superseded / expired qualifications must not exceed 12 months without formal written ASQA approval.

  ACTIVITY RESPONSIBILITY STEPS
A. Identify the qualification to be transitioned on the Scope of Registration. Executive Director / Delegate
  1. Education Manager to obtain copy of the new Training Package demonstrating the superseded and new qualifications are equivalent.
  2. If the Training Package demonstrates that the superseded and new qualifications are not equivalent, see Section D: Transition Arrangements for Non-Equivalent Superseded Qualifications.
B. Quality Services will notify Faculties when ASQA has added new versions of equivalent superseded qualifications to the University’s Scope of Registration. Quality Services
  1. Quality will send email notification to:
    • Relevant Education Manager
    • Director (relevant Faculty)
    • Executive Director
    • Manager, Registrar Services
  2. The new qualification will not be available for enrolments until approval from the VET Curriculum and Quality Committee is received and the qualification is added to Schedule 5.1.
C. Obtain current Training Package Purchasing Guide or curriculum documentation. Executive Director / Education Manager
  1. Curriculum documentation may include:
    • Training Package.
    • Purchasing Guide.
    • Obtaining approval from the copyright owner to use non- crown copyright curriculum documents.
  2. Government funding for qualifications is not available until it is included in the Funded Course List.
  3. There are no licensing fees to deliver Victorian crown copyright qualifications within Victoria. Where the State of Victoria is the copyright owner you can download the qualification documentation from the Department of Education and Training - Training Support Network or purchase from Curriculum Maintenance Manager (CMM).
  4. Non-crown copyright qualifications may include a licence fee. Refer to Legal for license agreement requirements.
  5. Education Managers must confirm the equivalency of each individual unit to ensure the accurate mapping of the old qualification to the new.
D. If a qualification that has been automatically added to the University’s Scope by ASQA is deemed to be not required, the process to have it removed should commence. Executive Director / Education Manager
  1. For the removal of qualifications refer to Section E: Removing a Qualification or Unit of Competency.
E. Commencing Enrolments Executive Director / Education Manager
  1. Once the Training Package has been endorsed all new enrolments should be in the new qualification.  Faculties must not enrol new students or commence delivery in any superseded qualifications.
F. Continuing Enrolments Executive Director / Education Manager
  1. The Faculty is responsible for providing students with timely and adequate advice and guidance in relation to transition. Where possible currently enrolled students should be given the opportunity to transfer to the new qualification. However, before making this decision, consider the proportion of the qualification that has been completed by the student and the degree of alignment.  Further information on Transition and Teach-out can be found in the VET Qualification Delivery Procedure.
G. Transition / Teach-out of Continuing Students. Executive Director / Education Manager
  1. Faculties must begin the process of transition and teach-out as soon as a qualification has been superseded. This allows any student who wishes to continue in the old qualification 12 months to complete and the remaining students to be transferred immediately into the replacement qualification.
  2. Any students who have elected to continue in the superseded qualification who do not complete within the 12 month transition period must be transferred to the new qualification.
  3. After the 12 month transition period, ASQA automatically removes superseded qualifications from the University’s Scope of Registration.
H.

Complete the documents below:

·         Training and Assessment Strategy– Part A and B

·         Trainer Skills Matrix (VET);

·         Two completed Assessment Tools must be provided – these tools must be from two different units within the qualification, one unit should be, if possible, a high risk unit.

·         Schedule of proposed assessment tool development.

Executive Director / Education Manager
  1. The Faculty must be able to provide evidence as per the Standards for NVR Registered Training Organisations 2015 and the VET Funding Contract.
  2. For each qualification being presented for approval, the unit assessment tools provided for each qualification must be different.
  3. The TAS Part B – Delivery Plan should be completed and submitted for the same two units that the Assessment Tools are being provided.
I.

Submit the documents below to Faculty Board for approval:

·         Training and Assessment Strategy– Part A and B

·         Trainer Skills Matrix (VET);

·         Two completed Assessment Tools must be provided – these tools must be from two different units within the qualification, one unit should be, if possible, a high risk unit.

·         Schedule of proposed assessment tool development.

Executive Director / Education Manager

Faculty Board

  1. Faculty Board to consider the application.
  2. If approved, Faculty to submit the complete application and the Faculty Board Minutes to the VET Curriculum and Quality Committee for consideration.
  3. If not approved, Education Manager to be notified of reasons for rejection.
J.

Submit the completed application to VET Curriculum and Quality Committee for approval:

·         Training and Assessment Strategy– Part A and B

·         Trainer Skills Matrix (VET);

·         Two completed Assessment Tools must be provided – these tools must be from two different units within the qualification, one unit should be, if possible, a high risk unit.

·         Schedule of proposed assessment tool development.

Faculty Board Executive Officer
  1. Documentation must be submitted through the University’s approved records management system.
  2. Note: Approved programs will be forwarded to Academic Board and Council for addition to Schedule 5.1.
K. The VET Curriculum and Quality Committee to consider application. VET Curriculum and Quality Committee
  1. Faculty to be notified whether application has been approved or not.
  2. If not approved, will be returned to Faculty with reasons for rejection.
  3. The VET Curriculum and Quality Committee advise Quality Services of outcome.
L. Undertake qualification implementation processes. Education Manager
  1. A qualification with equivalent superseded qualifications must be registered on CRICOS as a new qualification before it can be delivered to international students onshore in Australia. Refer CRICOS Registration for VET Programs Procedure.
  2. Load all qualification documentation into ECM
  3. Refer to VET Qualification Delivery Procedure.
  4. All superseded documentation should be retained as per the University’s Record Management Procedure.
  5. Update Course Finder and marketing material.
M. Expired Qualifications. Quality Services / Registrar Services
  1. When a qualification has been superseded, Quality Services will forward the details to Registrar Services where that qualification will be restricted to prevent any new enrolments taking place without written permission from the DVCA.
N. Quality Services to advise Registrar Services when new qualifications can be added to the Student Management System for enrolments. Quality Services
  1. Qualifications are not available for enrolment until such time as Registrar Services has been advised that documentation of any new qualifications has been approved through the appropriate Committee.
O. Update Student Management System Registrar Services
  1. Refer to qualification documentation in ECM, upload program and unit data into Student Management System.
  2. Liaise with Finance regarding approved fees and update system.
  3. Notify relevant stakeholders, eg Marketing, Faculty, graduation.
P. Update Statute 5.1 - The Schedule Registrar Services
  1. Once approved by Council, Update Schedule 5.1 and 5.1.1. Extract of Minutes forwarded to Registrar Services by Council Executive Officer.
  2. Confirm approved programs are listed on the Scope of Registration. If a Program has not been added to the Scope contact Quality Services for clarification.
  3. Amend Schedule 5.1 / 5.1.1 data spreadsheet.
  4. Forward document to Legal Services for publication on Legislation webpage.
  5. Send VET Schedule 5.1 Amendments summary to VCQC for noting.
Q. Add additional units to program Education Manager
  1. Review qualification rules and delivery requirements.
  2. Identify units to be added for credit transfer only. These unit will not be delivered as part of the qualification.
R. Update Student Management System Registrar Services
  1. Confirm new unit is included in most recent version of the delivery plan in the ECM.
  2. Add course to course catalogue.
  3. Add course to Program Master List.
  4. Do not add units identified as credit transfer only to the Master List. Create or add to Credit Transfer List.

D: Transition Arrangements for Non-Equivalent Superseded Qualifications

This section applies when a qualification has been superseded and the new qualification is deemed non-equivalent. In these circumstances the curriculum needs to be reassessed to ensure it can still be delivered.

The transition period for superseded / expired qualifications must not exceed 12 months without formal written ASQA approval.

  ACTIVITY RESPONSIBILITY STEPS
A. Identify the qualification to be transitioned on the Scope of Registration. Executive Director / Education Manager
  1. Education Manager / Co-ordinator to obtain copy of the new Training Package demonstrating the superseded and new qualifications are not equivalent.
  2. If the superseded and new qualifications are deemed equivalent, see Section C: Transition Arrangements for Equivalent Superseded Qualifications
B. Ensure the qualification is not already on the Scope. Executive Director / Education Manager
  1. Refer: www.training.gov.au, the University RTO number is 4909.
C. Obtain current Training Package Purchasing Guide or curriculum documentation. Executive Director / Education Manager
  1. Curriculum documentation may include:
    • Training Package.
    • Purchasing Guide.
    • Obtaining approval from the copyright owner to use non- crown copyright curriculum documents.
  2. Government funding for qualifications is not available until it is included in the Funded Course List.
  3. There are no licensing fees to deliver Victorian crown copyright qualifications within Victoria. Where the State of Victoria is the copyright owner you can download the qualification documentation from the Department of Education and Training - Training Support Network or purchase from Curriculum Maintenance Manager (CMM).
  4. Non-crown copyright qualifications may include a licence fee. Refer to Legal for license agreement requirements.
D.

Complete the documents below and submit to Faculty Board for approval:

·         Training and Assessment Strategy– Part A and B

·         Trainer Skills Matrix (VET);

·         Two completed Assessment Tools must be provided – these tools must be from two different units within the qualification, one unit should be, if possible, a high risk unit.

·         Schedule of proposed assessment tool development.

Executive Director / Education Manager

Faculty Board

  1. Education Managers are responsible for the completion of their own program documentation. This includes the Training and Assessment Strategy, the Trainer Skills Matrix and all Assessment Tools.
  2. The TAS Part B – Delivery Plan should be completed and submitted for the same two units that the Assessment Tools are being provided.
  3. Faculty Board to consider the application.
  4. If approved, Faculty Board to refer too Faculty to submit the completed application and the Faculty Board Minutes to VET Curriculum and Quality Committee for consideration.
  5. If not approved, Education Manager to be notified of reasons for rejection.
E.

Submit the completed application to the VET Curriculum and Quality Committee for approval:

·         Trainer Skills Matrix (VET);

·         Training and Assessment Strategy;

·         Faculty Board Minutes; and

·         Two completed Assessment Tools must be provided – these tools must be from two different units within the qualification, one unit should be, if possible, a high risk unit.

·         Schedule of proposed assessment tool development.

Faculty Board Executive Officer
  1. Documentation must be submitted through the University’s approved records management system.

Note: Approved programs will be forwarded to Academic Board and Council for addition to Schedule 5.1.

F. The VET Curriculum and Quality Committee to consider application. VET Curriculum and Quality Committee
  1. Faculty to be notified whether application has been approved or not.
  2. If not approved, will be returned to Faculty with reasons for rejection.
G. Executive Officer, VET Curriculum and Quality Committee to notify Quality Services of approval. Executive Officer, VET Curriculum and Quality Committee
  1. Send extract to Quality Services notifying of approval.
H.

DVCA to sign:

•     Delegate Report Authorisation Form

Quality Services / DVCA
  1. Quality Services to arrange for DVCA to sign ASQA Delegate Report Authorisation Form.
I. Quality Services to process applications for additions to Scope through ASQANet. Quality Services
  1. Any additions or deletions to the University's Scope of Registration must be processed through ASQA's on-line registration system (ASQANet), which is accessed through the ASQA web site at: http://www.asqa.gov.au/.
  2. The University has a registered password for accessing ASQANet which is held by Quality Services which processes all applications for adding or deleting items from the University's Scope of Registration.
  3. Applications should be processed in accordance with Quality Services 'ASQANet User Guide'.  The User Guide provides step-by-step instructions on the adding or removing of qualifications from the University's Scope of Registration.
J. The signed Delegate Report Authorisation Form to be submitted to ASQA. Quality Services
  1. The University has been granted delegate status by ASQA which allows the University to approve amendments to its own Scope of Registration.  ASQA must still be notified of any additions using the Delegate Report Authorisation Form.
  2. Applications for any addition to the Scope of Registration does not incur a fee.
  3. Additions will usually take approximately 2 -3 days to be formally added to the University Scope and appear on Training.gov.au.
K. ASQA to notify University of extension to Scope. Quality Services
  1. Quality to notify:
    • Executive Director
    • Manager, Registrar Services
    • Director (relevant Faculty)
    • Education Manager
L. Undertake qualification implementation processes Education Manager / Co-ordinator
  1. Load all qualification documentation into ECM
  2. Refer to VET Qualification Delivery Procedure.
  3. All superseded documentation should be retained as per the University’s Record Management Procedure.
  4. A qualification with non-equivalent superseded qualifications must be registered on CRICOS as a new qualification before it can be delivered to international students onshore in Australia. Refer CRICOS Registration of VET Programs Procedure.
  5. Update Course Finder and marketing material.
M. Expired Qualifications. Quality Services / Registrar Services
  1. When a qualification has been superseded, Quality Services will forward the details to Registrar Services where that qualification will be restricted to prevent any new enrolments taking place without written permission from the DVCA.
N. Quality Services to advise Registrar Services when new qualifications can be added to the Student Management System for enrolments. Quality Services
  1. Qualifications are not available for enrolment until such time as Registrar Services has been advised that documentation of any new qualifications has been approved through the appropriate Committee.
O. Update Student Management System Registrar Services
  1. Refer to qualification documentation in ECM, upload program and unit data into Student Management System
  2. Liaise with Finance regarding approved fees and update system
  3. Notify relevant stakeholders, eg Marketing, Faculty, graduation
P. Update Statute 5.1 - The Schedule Registrar Services
  1. Once approved by Council, Update Schedule 5.1 and 5.1.1. Extract of Minutes forwarded to Registrar Services by Council Executive Officer
  2. Confirm approved programs are listed on the Scope of Registration. If a Program has not been added to the Scope contact Quality Services for clarification
  3. Amend Schedule 5.1 / 5.1.1 data spreadsheet
  4. Forward document to Legal Services for publication on Legislation webpage
  5. Send VET Schedule 5.1 Amendments summary to VCQC for noting
Q. Add additional units to program Education Manager
  1. Review qualification rules and delivery requirements.
  2. Identify units to be added for credit transfer only. These units will not be delivered as part of the qualification.
R. Update Student Management System Registrar Services
  1. Confirm new unit is included in most recent version of the delivery plan in the ECM.
  2. Add course to course catalogue.
  3. Add course to Program Master List.
  4. Do not add units identified as credit transfer only to the Master List. Create or add to Credit Transfer List.
  5. Run query UB_VET_COURSELIST_FORM for Group data form to Excel and email to school.
S. Commencing Enrolments. Executive Director / Education Manager
  1. Once the Training Package has been endorsed all new enrolments should be in the new qualification.  Faculties must not enrol new students or commence delivery in any superseded qualifications.
T. Continuing Enrolments. Executive Director / Education Manager
  1. The Faculty is responsible for providing students with timely and adequate advice and guidance in relation to transition. Where possible currently enrolled students should be given the opportunity to transfer to the new qualification. However, before making this decision, consider the proportion of the qualification that has been completed by the student and the degree of alignment.
U. Transition / Teach-out of Continuing Students. Executive Director / Education Manager
  1. Faculties must begin the process of transition and teach-out as soon as a qualification has been superseded. This allows any student who wishes to continue in the old qualification 12 months to complete and the remaining students to be transferred immediately into the replacement qualification.
  2. Any students who have elected to continue in the superseded qualification who do not complete within the 12 month transition period must be transferred to the new qualification.
  3. After the 12 month transition period, ASQA automatically removes superseded qualifications from the University’s Scope of Registration.

E: Removing a Qualification or Unit of Competency from Scope

ASQA will not automatically amend an RTO's Scope of Registration in response to changes to qualifications.  The exceptions are:

  • Superseded qualifications are automatically removed after the 12 month transition period from the University’s Scope of Registration
  • New equivalent qualifications are automatically added to the University’s Scope of Registration.

Use this section to remove current qualifications / units of competency the Faculty / Centre no longer intends to deliver.

  ACTIVITY RESPONSIBILITY STEPS
A.

Identify the qualification or unit to be removed from the Scope and complete the following:

·         Removal from Scope of Registration (VET) Form; and

·         Removal from Scope of Registration Impact Statements for All Schools & Centres (VET)

Executive Director / Education Manager
  1. Qualifications / units may be removed at any time during the year.
  2. Registrar Services to confirm that there are no current enrolments in the qualification prior to submitting an application for removal.
B.

Distribute to all Faculties the following to determine potential impacts if the qualification is removed from Scope:

·         Removal from Scope of Registration Impact Statements for All Schools & Centres (VET).

Executive Director / Education Manager
  1. Distribute Removal from Scope of Registration Impact Statements for All Faculties & Centres (VET) to all Faculties.
C. Respond to Removal from Scope of Registration Impact Statements for All Schools & Centres (VET) Relevant Executive Deans / Executive Directors
  1. Completed Impact Statement should be returned within 5 working days.
D. Respond to any identified impacts. Executive Dean / Executive Director
  1. Any issues raised within the Impact Statements must be addressed at this stage.
E. Complete qualification / unit administration processes to cease delivery. Executive Director / Education Manager
  1. Remove qualification from Course Finder.
  2. Qualification / unit records are to be stored in accordance with the University’s Record Management Procedure.
F.

Submit the forms below to Faculty Board for approval:

·         Removal from Scope of Registration (VET) Form; and

·         Removal from Scope of Registration Impact Statements for All Schools & Centres (VET)

Executive Director / Education Manager
  1. Faculty Board to consider the application.
  2. If approved, Faculty / School to submit the complete application and the Faculty Board Minutes to VET Curriculum and Quality Committee for consideration.
  3. If approved and qualification is delivered to international students onshore in Australia, contact CUP with a request to withdraw the qualification from the CRICOS Register. Qualifications must be withdrawn from the CRICOS Register before an application for removal from Scope of Registration can be submitted to ASQA.
  4. Confirmation from CUP that CRICOS registration has been removed for the qualification.
G.

Submit the completed application to the VET Curriculum and Quality  Committee for approval:

·         Removal from Scope of Registration (VET) Form; and

·         Removal from Scope of Registration Impact Statements for All Schools & Centres (VET); and

·         Faculty Board Minutes.

Faculty Board
  1. Approved programs will be forwarded to Academic from Board and Council for removal to Schedule 5.1 and addition to Schedule 5.1.1
H. VET Curriculum and Quality Committee to consider application. VET Curriculum and Quality Committee
  1. Faculty to be notified whether application has been approved or not.
  2. Registrar Services to confirm whether qualification has any active enrolments.
  3. If not approved, will be returned to Faculty with reasons for rejection.
  4. If approved, qualification / unit to be closed to future enrolments in the student management system.
I. Executive Officer, VET Curriculum and Quality Committee to notify Quality Services if application is approved. Executive Officer, VET Curriculum and Quality Committee
  1. Send extract to Quality Services and Registrar Services notifying of approval.
J.

DVCA to sign:

•     Delegate Report Authorisation Form

Quality Services / DVCA
  1. Quality Services to arrange for DVCA to sign ASQA Delegate Report Authorisation Form.
K. Quality Services to process applications for additions to Scope through ASQANet. Quality Services
  1. Any additions or deletions to the University's Scope of Registration must be processed through ASQA's on-line registration system (ASQANet), which is accessed through the ASQA web site at: http://www.asqa.gov.au/.
  2. The University has a registered password for accessing ASQANet which is held by Quality Services which processes all applications for adding or deleting items from the University's Scope of Registration.
  3. Applications should be processed in accordance with Quality Services 'ASQANet User Guide'.The User Guide provides step-by-step instructions on the adding or removing of qualifications from the University's Scope of Registration.
L. The signed Delegate Report Authorisation Form to be submitted to ASQA. Quality Services
  1. The University has been granted delegate status by ASQA which allows the University to approve amendments to its own Scope of Registration.  ASQA must still be notified of any additions using the Delegate Report Authorisation Form.
  2. Applications for any amendment to the Scope of Registration does not incur a fee.
  3. Amendments will usually take approximately 2 -3 days to be formally added to the University Scope and appear on Training.gov.au.
M. ASQA to notify University of amendment to Scope. Quality Services
  1. Quality to notify:
    • Executive Director
    • Manager, Registrar Services
    • Director (relevant Faculty)
    • Education Manager
N. Update Statute 5.1 - The Schedule. Registrar Services
  1. Once approved by Council, Update Schedule 5.1 and 5.1.1. Extract of Minutes forwarded to Registrar Services by Council Executive Officer.
  2. Confirm approved programs have been removed from the Scope of Registration. If a Program has not been removed contact Quality Services for clarification.
  3. Amend Schedule 5.1 / 5.1.1 data spreadsheet.
  4. Forward document to Legal Services for publication on Legislation webpage.
  5. Send VET Schedule 5.1 Amendments summary to VCQC for noting.
O. Update Student Management System Registrar Services
  1. Update last admit term, teach out dates and other AIR items to reflect program has been removed from Scope.

F: Notification of Commencement of Delivery Outside of Victoria (Interstate or International)

The University can deliver a qualification / unit in other states and territories in Australia and overseas if it is on its Scope.  The University must notify ASQA within a reasonable time frame of commencing delivery or assessment outside of Victoria.  

This procedure outlines the process for informing ASQA of delivery outside of Victoria, it does not detail University processes for ensuring compliance with the NVR Standards for RTOs or ESOS.

  ACTIVITY RESPONSIBILITY STEPS
A. Check qualification / unit is on Scope and determine capacity to deliver qualification / unit interstate or overseas. Executive Director / Education Manager
  1. Refer: www.training.gov.au, the University’s RTO number is 4909.
B.

Complete and forward the following form to the Executive Director to endorse:

·         Notification of Amendment to Delivery Locations

Executive Director / Education Manager
  1. International registration of qualifications requires CRICOS, refer to the CRICOS Registration of VET Programs Procedure.
C.

Submit the form below to Faculty Board for approval:

·         Notification of Amendment to Delivery Locations

Executive Director / Education Manager
  1. Faculty Board to consider the application.
  2. If approved, Faculty to submit the application and the Faculty Board Minutes to DVCA for consideration.
D.

Submit the following to the VET Curriculum and Quality Committee for approval:

·         Notification of Amendment to Delivery Locations; and

·         Faculty Board Minutes.

Faculty Board Executive Officer
  1. VET Curriculum and Quality Committee to consider the application.
  2. If approved, VCQC to forward the documentation to Quality Services for processing.
E.

Submit the following to DVCA for approval and signing:

·         Notification of Amendment to Delivery Locations;

·         Faculty Board Minutes; and

·         Declaration by Chief Executive Officer

Quality Services
  1. DVCA to consider the application.
  2. If approved, DVCA to forward the documentation to Quality Services for processing.
F.

Forward approved documents to Quality Services for processing with ASQA:

·         Notification of Amendment to Delivery Locations; and

·         Declaration by Chief Executive Officer

DVCA
  1. Quality Services to check to ensure documentation has been completed appropriately.
G. Quality Services to process applications for amendments to Scope through ASQANet. Quality Services
  1. Any amendments to the University's Scope of Registration must be processed through ASQA's on-line registration system (ASQANet), which is accessed through the ASQA web site at: http://www.asqa.gov.au/.
  2. The University has a registered password for accessing ASQANet which is held by Quality Services which processes all applications for adding / deleting or amending items on the University's Scope of Registration.
  3. Applications should be processed in accordance with Quality Services 'ASQANet User Guide'.  The User Guide provides step-by-step instructions on the adding or removing of qualifications from the University's Scope of Registration.
H. ASQA to notify University of amendment to Scope. Quality Services
  1. Quality to notify:
    • Executive Director
    • Manager, Registrar Services
    • Director (relevant Faculty)
    • Education Manager
I. Update Student Management System Registrar Services
  1. Update to add new delivery location to program and unit.

G: Notification of Ceasing Delivery Outside of Victoria (Interstate or International)

The University must inform ASQA within a reasonable time frame of ceasing delivery or assessment outside of Victoria.

  ACTIVITY RESPONSIBILITY STEPS
A. Determine the qualification / unit that is no longer being delivered or assessed outside of Victoria. Executive Director / Education Manager
  1. All stakeholders should be consulted to determine whether the qualification / unit is no longer being delivered or assessed outside of Victoria.
B.

Complete the following and indicate on the form the delivery locations that are to be removed for the qualification / unit:

·         Notification of Amendment to Delivery Locations

Executive Director / Education Manager
  1. The completed form should be forwarded to the Executive Director to be endorsed.
C.

Once endorsed by the Executive Director, the form is forwarded to the DVCA for approval and signing:

·         Notification of Amendment to Delivery Locations

·         Declaration by Chief Executive Officer:

Executive Director
  1. Documentation should be sent to Faculty Board for noting.
  2. DVCA to consider the application.
  3. If approved, DVCA to forward the documentation to Quality Services for processing.
D.

Forward approved documents to Quality Services for processing with ASQA:

·         Notification of Amendment to Delivery Locations; and

·         Declaration by Chief Executive Officer

DVCA
  1. Quality Services will confirm receipt of documentation.
E. Quality Services to process applications for amendments to Scope through ASQANet. Quality Services
  1. Any amendments to the University's Scope of Registration must be processed through ASQA's on-line registration system (ASQANet), which is accessed through the ASQA web site at: http://www.asqa.gov.au/.
  2. The University has a registered password for accessing ASQANet which is held by Quality Services which processes all applications for adding / deleting or amending items on the University's Scope of Registration.
  3. Applications should be processed in accordance with Quality Services 'ASQANet User Guide'.  The User Guide provides step-by-step instructions on the adding or removing of qualifications from the University's Scope of Registration.
F. ASQA to notify University of amendment to Scope. Quality Services
  1. Quality to notify:
    • Executive Director
    • Manager, Registrar Services
    • Director (relevant Faculty)
    • Education Manager
  2. Interstate or international delivery locations will be removed from qualification / unit listing on the University’s Scope on www.training.gov.au
G. Update Student Management System Registrar Services
  1. Update to add new delivery location to program and unit.

H: Regular Review of the Scope

Faculties should continually monitor and review all qualifications on the Scope.

To assist with this, Quality Services provides a regular status update on the University’s Scope of Registration.

  ACTIVITY RESPONSIBILITY STEPS
A. Scope of Registration Status Report, available through ECM. Quality Services
  1. Status Report includes:
    • Current status of qualifications; and
    • Current enrolment data.
B. Recommendations for action by Executive Directors / Education Managers. Faculty Board
  1. Proposed amendments to Scope to be forwarded to the Faculty Boards for approval.
C. Complete paperwork to extend, amend or remove from the Scope. Executive Director / Education Manager
  1. Section A: Adding a New Qualification.
  2. Section B: Adding a New Unit of Competency.
  3. Section C: Transition Arrangements for Equivalent Superseded Qualifications.
  4. Section D: Transition Arrangements for Non – Equivalent Superseded Qualifications.
  5. Section E: Removing a Qualification or Unit of Competency.
  6. Section F: Transition and Teach-out.
  7. Section G: Notification of Commencement of Delivery Outside of Victoria (Interstate or International).
  8. Section H: Notification of Ceasing Delivery Outside of Victoria (Interstate or International).

I: Victorian Certificate of Applied Learning (VCAL)

The University also has a State Register which is administered by the Victorian Registration & Qualifications Authority (VRQA).  This State Register provides details of units / qualifications that are authorised by the VRQA for delivery only in Victoria and the campuses that these units / qualifications are registered at.

Currently the only qualifications listed on the VRQA State Register are for VCAL as these are state based and issued qualifications.

The State Register can be amended similarly to the National Scope of Registration through ASQA.  Qualifications can be added or removed by lodging a request with the regulatory body.

All amendments to the State Register need to be submitted using Form B: Amending the Scope of Registration, these amendments include:

  1. To add new scope items or non-equivalent training package products or accredited course to scope.
  2. To add equivalent training package products without a standing application to scope.
  3. To remove items from scope.

VCAL qualifications are not issued by the University and are not added to Schedule 5.1

Adding New Scope Items - Non-equivalent / Equivalent Training Package Products or Accredited Courses

  ACTIVITY RESPONSIBILITY STEPS
A. Identify the qualification to be added to the State Register. Executive Director / Delegate
  1.  Ensure the qualification is not already on the State Register.
  2. Refer: http://www.vrqa.vic.gov.au
B. Obtain current curriculum documentation. Executive Director / Delegate
  1. Current VCAL curriculum documentation and information is available from the Victorian Curriculum and Assessment Authority (VCAA).
  2. Government funding for qualifications is not available until it is included in the Funded Course List.
C.

Complete the forms below to determine capacity to deliver qualification:

·         Qualification Concept & Business Case (VET) Form;

·         Training and Assessment Strategy – Part A

·         Course Viability Analysis (CVA) (VET) Form; and

·         Impact Statements.

Executive Director / Associate Director / Education Manager
  1. The Faculty must be able to provide evidence as per the Standards for Registered Training Organisations 2015 and the VET Funding Contract.
  2. Data Analysis and Reporting may assist with providing load and demand data for the Qualification Concept & Business Case (VET) Form.
  3. Finance may assist with development of financial data for the Course Viability Analysis (CVA) (VET) Form.
  4. A qualification must be registered on CRICOS before it can be delivered to international students onshore in Australia. Refer to CRICOS Registration of VET Programs Procedure.
D.

Distribute the following to determine potential impacts on other areas of the University if the qualification is introduced:

·         Qualification Concept & Business Case (VET) Form; and

·         Impact Statements.

The Course Viability Analysis (CVA) (VET) Form and TAS is not required to be distributed.

Executive Director / Associate Director / Education Manager
  1. Distribute Qualification Concept & Business Case (VET) form and Impact Statements to:
    • Executive Deans of Faculty Directors
    • Executive Director, Information Technology and Business Solutions
    • Director, Library Services
    • Director, Facilities Services
    • Pro Vice-Chancellor, Centre for University Partnerships (CUP)
    • Director, Student Connect
    • University Registrar
E. Respond to Qualification Concept & Business Case (VET) Form and Impact Statements. Relevant Executive Deans / Executive Directors / Directors / Education Managers
  1. Completed Impact Statements should be returned within 5 working days.
F. Respond to any identified impacts. Executive Director / Education Manager
  1. Any issues raised within the Impact Statements must be addressed at this stage.
G.

Faculty Board to consider application.

·         Qualification Concept & Business Case (VET) Form;

·         Training and Assessment Strategy – Part A

·         Course Viability Analysis (CVA) (VET) Form; and

·         Impact Statements

Faculty Executive Officer
  1. If approved, Faculty to complete the submission to University Program Approval Committee.
  2. If not approved, Education Manager to be notified of reasons for rejection.
H.

Endorse and forward completed application to the University Program Approval Committee for approval:

·         Qualification Concept & Business Case (VET) Form;

·         Training and Assessment Strategy – Part A

·         Course Viability Analysis (CVA) (VET) Form; and

·         Impact Statements

Executive Director
  1. Documentation to be added to UPAC agenda for consideration.
I. The University Program Approval Committee to consider application. University Program Approval Committee
  1. Faculty to be notified within 3 days of the outcome.
  2. If approved, Faculty to complete the submission to Faculty Board and VET Curriculum and Quality Committee.
  3. If not approved, Faculty to be notified of reasons for rejection.
J.

Complete the documents below and submit to Faculty Board for approval:

·         Form B: Amending the Scope of Registration

·         Training and Assessment Strategy – Part A and B

·         Trainer Skills Matrix (VET);

·         Two completed Assessment Tools must be provided – these tools must be from two different units within the qualification, one unit should be, if possible, a high risk unit.

·         Schedule of proposed assessment tool development.

 
  1. Education Managers are responsible for the completion of their own qualification documentation. This includes the Training and Assessment Strategy – Parts A and B, the Trainer Skills Matrix (VET) and all Assessment Tools.
  2. The TAS Part B – Delivery Plan should be completed and submitted for the same two units that the Assessment Tools are being provided.
  3. For each qualification being presented for approval, the unit assessment tools provided for each qualification must be different.
  4. Faculty Board to consider the application.
  5. If approved, Faculty to submit the complete application documentation and the Faculty Board Minutes to the VET Curriculum and Quality Committee for consideration.
  6. If not approved, Education Manager to be notified of reasons for rejection.
K.

Submit the completed application to VET Curriculum and Quality Committee for approval:

·         Form B: Amending the Scope of Registration

·         Faculty Board Extract of Minutes

·         Training and Assessment Strategy – Parts A and B

·         Trainer Skills Matrix (VET);

·         Two completed Assessment Tools must be provided – these tools must be from two different units within the qualification, one unit should be, if possible, a high risk unit.

Faculty Board Executive Officer
  1. Documentation must be submitted through the University’s approved records management system.
L. VET Curriculum and Quality Committee to consider application. VET Curriculum and Quality Committee
  1. Faculty to be notified whether application has been approved or not.
  2. If not approved, will be returned to Faculty with reasons for rejection.
M. VET Curriculum and Quality Committee Executive Officer to notify Quality Services if application is approved. Executive Officer, VET Curriculum Quality Committee
  1. Send extract to Quality Services notifying of approval of qualifications.
N. DVCA to sign Form B: Amending the Scope of Registration Quality Services / DVCA
  1. Quality Services to arrange for DVCA to sign Form B: Amending the Scope of Registration.
O. Quality Services to lodge applications for additions to Scope to the VRQA. Quality Services
  1. The forms listed below to be submitted to VRQA -
    • Form B: Amending the Scope of Registration
    • Training and Assessment Strategy – Parts A and B
    • Trainer Skills Matrix (VET);
    • Two completed Assessment Tools must be provided – these tools must be from two different units within the qualification, one unit should be, if possible, a high risk unit.
  2. This documentation must be submitted to:Victorian Registration and Qualifications Authority, GPO Box 2317,Melbourne Victoria 3001
  3. This documentation must be submitted electronically in PDF format on a USB drive.
P. Upon receipt of Form B and supporting evidence, the VRQA will send out an invoice for the application. Quality Services
  1. The invoice for the addition of qualifications will be sent to Quality’s email address.
  2. Fees are due and payable within 14 days.
  3. Application fees are non-refundable.
  4. Applications will not be assessed until invoices have been paid.
  5. No fees are charged for applications to add equivalent qualifications and no evidence of readiness to deliver training is required to be submitted with the application as long as the application is made within the training package transition period.
Q. Once payment for the application has been received, applications are assessed using a proportional risk-based approach. Quality Servicers
  1. An assessment may involve a desk review or a site audit depending on the risk profile and / or the qualification being applied for.
  2. The desk review process can take approximately four to six week from the date the VRQA receives payment.
  3. If it is determined that a site audit is required, a VRQA auditor will contact Quality Services to schedule an audit date.
R. VRQA to notify University of extension to Scope. Quality Services
  1. Quality to notify:
    • Executive Director
    • Manager, Registrar Services
    • Director (relevant Faculty)
    • Education Manager
S. Add additional units to program Education Manager
  1. Review qualification rules and delivery requirements.
  2. Identify units to be added for credit transfer only. These unit will not be delivered as part of the qualification.
T. Undertake qualification implementation processes Education Manager
  1. Load all qualification documentation into ECM
  2. Refer to VET Qualification Delivery Procedure.
  3. All superseded documentation should be retained as per the University’s Record Management Procedure.
  4. Update Course Finder and marketing material.

Removing Scope Items

  ACTIVITY RESPONSIBILITY STEPS
A.

Identify the qualification or unit to be removed from the Scope and complete the following:

·         Form B: Amending the Scope of Registration

·         Removal from Scope of Registration Impact Statements for All Schools & Centres (VET)

Executive Director / Education Manager
  1. Qualifications / units may be removed at any time during the year.
  2. Registrar Services to confirm that there are no current enrolments in the qualification prior to submitting an application for removal.
B.

Distribute to all Faculties the following to determine potential impacts if the qualification is removed from Scope:

·         Removal from Scope of Registration Impact Statements for All Schools & Centres (VET).

Executive Director / Education Manager
  1. Distribute Removal from Scope of Registration Impact Statements for All Faculties & Centres (VET) to all Faculties.
C. Respond to Removal from Scope of Registration Impact Statements for All Schools & Centres (VET) Relevant Executive Deans / Executive Directors
  1. Completed Impact Statement should be returned within 5 working days.
D. Respond to any identified impacts. Executive Dean / Executive Director
  1. Any issues raised within the Impact Statements must be addressed at this stage.
E. Complete qualification / unit administration processes to cease delivery. Executive Director / Education Manager
  1. Remove qualification from Course Finder.
  2. Qualification / unit records are to be stored in accordance with the University’s Record Management Procedure.
F.

Submit the forms below to Faculty Board for approval:

·         Form B: Amending the Scope of Registration; and

·         Removal from Scope of Registration Impact Statements for All Schools & Centres (VET)

Executive Director / Education Manager
  1. Faculty Board to consider the application.
  2. If approved, Faculty to submit the complete application and the Faculty Board Minutes to VET Curriculum and Quality Committee for consideration.
G.

Submit the completed application to the VET Curriculum and Quality  Committee for approval:

·         Form B: Amending the Scope of Registration;

·         Removal from Scope of Registration Impact Statements for All Schools & Centres (VET); and

·         Faculty Board Minutes.

Faculty Board
  1. Documentation to be added to the VCQC agenda for consideration.
H. VET Curriculum and Quality Committee to consider application. VET Curriculum and Quality Committee
  1. Faculty to be notified whether application has been approved or not.
  2. Registrar Services to confirm whether qualification has any active enrolments.
  3. If not approved, will be returned to Faculty with reasons for rejection.
  4. If approved, qualification / unit to be closed to future enrolments in the student management system.
I. Executive Officer, VET Curriculum and Quality Committee to notify Quality Services if application is approved. Executive Officer, VET Curriculum and Quality Committee
  1. Send extract to Quality Services and Registrar Services notifying of approval.
J. DVCA to sign Form B: Amending the Scope of Registration Quality Services / DVCA
  1. Quality Services to arrange for DVCA to sign Form B: Amending the Scope of Registration.
K. Quality Services to lodge applications for additions to Scope to the VRQA. Quality Services
  1. The completed Form B: Amending the Scope of Registration should be submitted to: qar@edumail.vic.gov.au
  2. Application fees do not apply for the removal of items from the Scope.
L. VRQA to notify University of extension to Scope. Quality Services
  1. Quality to notify:
    • Executive Director
    • Manager, Registrar Services
    • Director (relevant Faculty)
    • Education Manager
M. Update Student Management System Registrar Services
  1. Update last admit term, teach out dates and other AIR items to reflect program has been removed from Scope.

J: Exceptions to the ASQA Delegate Status

The University has been granted delegate status from ASQA, which allows self-approval of amendments to its Scope of Registration.  ASQA must be notified of any additions or deletions using the Delegate Report Authorisation Form.

There are exceptions to the authority the University has in its delegate status which means that there are qualifications that require approval by ASQA prior to being added to its Scope of Registration.

Due to the inherent risk involved with particular qualifications ASQA has removed the delegate status from these qualifications and additional application conditions have been included.

If applying for any qualifications that are not included in the University’s ASQA Delegate authority, Faculty staff should contact Quality Services to ascertain whether there are any additional application conditions imposed by ASQA prior to submitting any application for addition to Scope.  These applications to Scope should be treated as if they are new and non-equivalent, irrespective of whether they are replacing an existing qualification or not.

K: Changes to Existing Training and Assessment Strategies

A Training and Assessment Strategy (TAS) must be developed for every qualification that is listed on the University’s Scope of Registration; this includes any units or skill sets that have been registered with ASQA independently to a qualification.  A separate TAS is also required for each student cohort.

If at any time following approval of a qualification’s documentation any of the below are amended or modified the TAS must be updated to reflect these alterations:

  • the identified cohort or an additional cohort
  • the units of competency to be undertaken
  • mode of delivery
  • the structure of how the qualification will be facilitated
  • the assessments to be undertaken to achieve competency (other than assessment content)
  • the materials and resources to be used; eg. Introduction of new equipment requiring purchase or change / update to facilities

The TAS Part A and B must be updated to reflect the modifications to training, assessment and delivery.  If the teaching staff have changed from the original submission, the Trainer Skills Matrix should also be updated to include staffing changes.

  ACTIVITY RESPONSIBILITY STEPS
A. Identify the Training and Assessment Strategy that requires reviewing and modifying. Associate Director / Education Manager
  1. Modifications may include:
    • the identified cohort or an additional cohort
    • the units of competency to be undertaken
    • mode of delivery
    • the structure of how the qualification will be facilitated
    • the assessments to be undertaken to achieve competency (other than assessment content)
    • the materials and resources to be used; eg. Introduction of new equipment requiring purchase or change / update to facilities
B. Relevant amendments to the TAS to be incorporated. Associate Director / Education Manager
  1. If the amendments affect the delivery of the qualification / units then the TAS – Part B should also be revised.
  2. If the teaching staff have changed due to any amendments to the training, assessment or delivery then the Trainer Skills Matrix should be updated to include staffing changes.
C. Amended documentation to be submitted to the relevant Faculty Board for approval. Associate Director / Education Manager
  1. A summary of changes to the qualification to be provided with an updated copy of TAS.
D. Approved documentation to be loaded into ECM Faculty Staff
  1. Registrar Services to be provided with an updated copy of TAS and summary of changes to the qualification.
E. Update Student Management System Registrar Services
  1. Refer to qualification documentation in ECM, upload program and unit data into Student Management System

L: VET Loans Scheme

VET Student Loans are income contingent loans designed to provide financial support to students to undertake quality training for skills that are aligned to workplace needs.

The Commonwealth government currently determines which qualifications are eligible for the Student Loan Scheme and these approved qualifications appear on the VET Student Loans eligible courses list.

It is possible that a student may enrol in a qualification that does not appear on the VET Student Loans eligible courses list and may wish to apply for a VET Student Loan.  In this case the University would need to submit an application to have a particular qualification added to the eligible courses list.

Any queries regarding program approval for the VET Student Loan Scheme should be referred to the Manager, Registrar Services.

Section Two: University VET Training Programs (consisting of Units of Competency / Nationally Recognised modules) / Short Courses

Programs of study designed to meet the specific training needs of an industry or enterprise which do not meet full vocational outcomes (AQF qualification), but which are comprised solely of nationally endorsed units of competency or nationally recognised modules. Such arrangements must be approved by the relevant Executive Director of Faculty/School and the VET Curriculum and Quality Committee using the 'FedUni VET Programs Registration Form'.

Relevant units must fit within the packaging rules for qualifications that appear on the University's Scope of Registration.  Any pre-requisites still must be met as part of any short course consisting of nationally recognised modules / units.

Where this option is adopted the group of units / modules should be marketed as a 'Training Program' eg 'Training Program in Header Operations'. These programs should be reviewed on a regular basis to ensure currency.

A student who successfully completes this training option will receive a Statement of Attainment for the nationally endorsed units of competency or nationally recognised modules. The designated title for the Training Program may also be included on the Statement of Attainment.

Refer: FedUni VET Training Program Registration Form.

Section Three: Adding Units / Modules

Endorsed units of competency and / or accredited modules can be added to the delivery of courses or Training Package qualifications without seeking accreditation / approval either at the state or local level provided the units are on the University's Scope of Registration.  It may be possible to use an existing unit from another qualification; packaging rules should be confirmed to see if they allow a unit to be ‘imported’.  If this is the case the unit does not need to be added to the Scope of Registration.

These additions are not a requirement of the qualification and are optional for student enrolment. Approval for this option must be sought from the Executive Director of Faculty/School as there may be funding implications. A Statement of Attainment will be issued for any additional endorsed units of competency and / or accredited modules completed.

Refer to Section One, B: Adding a new Unit of Competency.

Section Four: Non-Award and / or Vendor Accredited Programs

Specific clients may require a training program that does not lead to a full vocational outcome (AQF qualification) and where national or state accreditation is not required. Where this training need cannot be met through the delivery of available nationally accredited units / modules, a program can be internally developed and accredited by the Academic Board.

Similarly the University may have an arrangement with a vendor to deliver programs that are developed, accredited and maintained by the vendor. An example of an arrangement to provide a program that has been designed and maintained by a vendor is the Licenced Electricians Assessment Training.

These programs do not lead to an AQF qualification.

  ACTIVITY RESPONSIBILITY STEPS
A. Consult with enterprise to discuss training needs and develop required program. Associate Director / Education Manager
  1. Determine whether program will be a Vendor Accredited or Non-Award Program.
B. If decision is to proceed with a Vendor Accredited Program, it may be necessary consult with Legal Office to arrange formal agreement for training delivery. Associate Director / Education Manager
  1. Formal agreement should be in place, however maybe initiated by other party.
  2. If the University enters into a new Vendor Accredited Program Agreement, for a program that has not previously been delivered, Registrar Services will create a new program code in the Student Management System to enable enrolments.
C. Either the Non-Award or Vendor Accredited Program Approval Form  to be completed and distributed along with Impact Statements to determine potential impacts on others areas of the University if the qualification is introduced. Associate Director / Education Manager
  1. Distribute the Non-Award or Vendor Accredited Program Approval Form with the Impact Statements to:
    • Executive Deans of Faculty Directors
    • Executive Director, Information Technology and Business Solutions
    • Director, Library Services
    • Director, Facilities Services
    • Pro Vice-Chancellor, Centre for University Partnerships (CUP)
    • Director, Student Connect
    • University Registrar
D. Respond to Non-Award or Vendor Accredited Program Approval Form and the Impact Statements. Relevant Executive Deans / Executive Directors / Directors / Education Managers
  1. Completed Impact Statements should be returned within 5 working days.
E. Respond to any identified impacts. Executive Director / Education Manager
  1. Any issues raised within the Impact Statements must be addressed at this stage.
F. Faculty Board to consider application. Faculty Executive Officer
  1. If not approved, Education Manager to be notified of reasons for rejection.
G. Program delivery must be approved by Faculty Board. Faculty Board
  1. Notification of approval to be forwarded to the VET Curriculum and Quality Committee
H. VET Curriculum and Quality Committee to consider application. VCQC Executive Officer
  1. If not approved, Education Manager to be notified of reasons for rejection.
I. Program delivery must be approved by the VET Curriculum and Quality Committee. Executive Officer, VET Curriculum and Quality Committee
  1. Documentation to be added to the VCQC agenda for consideration.
J. If approved by the VET Curriculum and Quality Committee, Executive Officer VET Curriculum and Quality Committee will notify Registrar Services to update the Non-Award Program / Vender Accredited Program Register on the website. Executive Officer, VET Curriculum and Quality Committee / Registrar Services
  1. All students must be enrolled in the University's approved Student Management System prior to the commencement of training.
K. Update Student Management System Registrar Services
  1. Refer to qualification documentation in ECM, upload program and unit data into Student Management System
  2. Liaise with Finance regarding approved fees and update system
  3. Notify relevant stakeholders, eg Marketing, Faculty, graduation

Section Five: Skill Set Training

Nationally Endorsed Skill Sets

Nationally endorsed skill sets are identified in a training package or accredited program.

Training packages include nationally endorsed skills sets which compliment full AQF qualifications. These skill sets can be developed from one or more training packages and are supported by industry before they are nationally endorsed by the Industry and Skills Council.

If the Training Package containing the required Skills Set is not on Scope, refer to Section One, A. Adding a new qualification.

  ACTIVITY RESPONSIBILITY STEPS
A. Identify if there is a suitable nationally endorsed skill set. Associate Directors / Education Manager
  1. Refer to relevant training package
B. Ensure skill set units are within qualifications on the University’s Scope of Registration. Associate Directors / Education Manager
  1. Refer: www.training.gov.au, the University’s RTO number is 4909.
C.

Complete Nationally Endorsed Skill Set Registration Form.

Completed form to be forwarded to Faculty Board for approval.

Associate Directors / Education Manager
  1. Wording for Statement of Attainment identified on Registration Form cannot be changed after registration. Any amendments require re-registration.
D. Forward approved form and meeting minutes to Executive Officer – VET Curriculum and Quality Committee. Executive Officer - Faculty Board
  1. Documentation to be added to the VCQC agenda for consideration.
E. The VET Curriculum and Quality Committee to approve the skill set. VET Curriculum and Quality Committee / Registrar Services
  1. The skill set to be registered by Registrar Services.
F. The skill set will be given an approval number which will be used to process unsealed awards. Registrar Services
  1. Registrar will email the approval number to the Executive Director of Faculty.
G. The approved skill set documentation will be placed on the Skill Sets register on the University website. Registrar Services
  1. Registrar Services will update the Register and forward to Academic Secretariat to place on the appropriate website.
H. Update Student Management System Registrar Services
  1. Refer to qualification documentation in ECM, upload program and unit data into Student Management System.
  2. Liaise with Finance regarding approved fees and update system.
  3. Notify relevant stakeholders, eg Marketing, Faculty, graduation
I. Undertake skill set implementation processes. Education Manager

Steps for setting up TAFE teaching groups;

  1. Run query UB_VET_COURSELIST_FORM for Group data form to Excel – Responsible Faculty Staff
  2. Fill out Group Data Form including teaching group description, year, start dates, end dates, campus and delivery type - Responsible Faculty Staff
  3. Email to PMC@federation.edu.au - Responsible Faculty Staff
  4. Add teaching group to Campus – PMC@federation.edu.au input information from Group Data Form into Campus in the Academic Item Registry (AIR)-  Responsible PMC@federation.edu.au
  5. Attach teaching group to program – PMC@federation.edu.au attach the teaching group to program in the Academic Item Registry (AIR)  - Responsible PMC@federation.edu.au
  6. Run Course/Unit enrolment sheet run control – PMC@federation.edu.au run the Course/Unit enrolment sheet run control and email teaching group to Faculty – Responsible

Locally Endorsed Skill Sets

It is University preference to use nationally endorsed skill sets. However, if the relevant training package does not provide skill sets, or they do not meet an identified enterprise/organisation need, the Faculty can develop a skill set.

As the wording on the Statement of Attainment will relate to a specific enterprise/organisation and skill set, the registration process below must be followed for each locally developed skill set for each enterprise/organisation.

  ACTIVITY RESPONSIBILITY STEPS
A. Consult with enterprise/organisation to develop skill set for enterprise/organisation need. Associate Director / Education Manager
  1. Locally developed skill sets should meet an identified enterprise/ organisation need.
  2. There are no limits on the number of units in a skill set; however developers must not develop a full qualification.
  3. Skill sets may consist of units from more than one training package
  4. Skill sets must be made up of complete units.
  5. Skill sets must be made of specific groups of units and not include unit options.
  6. All pre-requisites and co-requisites requirements for units in the skill set must be included in the skill set.
B. Confirm skill set units and wording on statement of attainment with enterprise/ organisation. Associate Director / Education Manager
  1. Confirmation could be contained in training agreement, contract, or other documentation confirming training arrangements.
C. Ensure skill set units are within qualifications on the University’s Scope of Registration. Associate Director / Education Manager
  1. Refer: www.training.gov.au, the University’s RTO number is 4909.
  2. To add qualifications to Scope refer to Section A.
D. Complete Locally Approved Skill Sets Registration Form. Associate Director / Education Manager
  1. Wording for Statement of Attainment identified on Registration Form cannot be changed after registration.
  2. Amendments to enterprise/organisation name or wording requires re-registration.
E. Forward completed form to Faculty Board for approval. Associate Director / Education Manager
  1. Approved form and minutes are forwarded to Executive Officer – VET Curriculum and Quality Committee for approval.
F. The VET Curriculum and Quality Committee to approve the skill set. VET Curriculum and Quality Committee
  1. The skill set to be registered by Registrar Services.
G. The skill set will be given an approval number which will be used to process unsealed awards. Registrar Services
  1. Registrar will email the approval number to the Executive Director of Faculty.
H. The approved skill set documentation will be placed on the Skill Sets register on the University website. Registrar Services
  1. Registrar Services will update the Register and forward to Academic Secretariat to place on the appropriate website.
I. Update Student Management System Registrar Services
  1. Refer to qualification documentation in ECM, upload program and unit data into Student Management System
  2. Liaise with Finance regarding approved fees and update system
  3. Notify relevant stakeholders, eg Marketing, Faculty, graduation
J. Undertake skill set implementation processes. Education Manager

Steps for setting up TAFE teaching groups;

  1. Run query UB_VET_COURSELIST_FORM for Group data form to Excel – Responsible Faculty Staff
  2. Fill out Group Data Form including teaching group description, year, start dates, end dates, campus and delivery type - Responsible Faculty Staff
  3. Email to PMC@federaton.edu.au - Responsible School Staff
  4. Add teaching group to Campus – PMC@federation.edu.au input information from Group Data Form into Campus in the Academic Item Registry (AIR)-  Responsible PMC@federation.edu.au
  5. Attach teaching group to program – PMC@federation.edu.au attach the teaching group to program in the Academic Item Registry (AIR)  - Responsible PMC@federation.edu.au
  6. Run Course/Unit enrolment sheet run control – PMC@federation.edu.au run the Course/Unit enrolment sheet run control and email teaching group to Faculty – Responsible

Section Six: Schedule 5.1 / 5.1.1

The University can only issue awards that are listed on Statue 5.1: Academic Awards and Courses; Schedule 5.1 current and 5.1.1 non-current Higher Education and VET Programs. As a result, all award programs listed on the Scope of Registration must go through the process of becoming listed on Schedule 5.1.

The University's Schedules cannot be amended to add or remove VET qualifications until ASQA has amended the University's Scope of Registration.

Section Seven: Skills Victoria Training System

The Victorian Government through the Skills Victoria Training System (SVTS) provides information to all Australian Apprenticeship Centres (AAC) on VET programs offered by RTOs. To ensure that Australian Apprenticeship Centres are accessing current VET program information for the University, it is necessary to update the data several times a year.

If out-of-date information is left on this system, an AAC may refer apprentices / trainees into old programs that have been superseded and a DELTA notification would be issued for that program.

Quality Services will refer a copy of the listing to the Apprenticeship Office three times a year, February, June and October. The University's Apprenticeship Office should check this list to confirm the currency of the programs and notify Quality Services of any programs that need to be removed, added or modified.

Quality Services will carry out any required amendments to SVTS using the 'FedUni SVTS User Guide'.

Responsibilities

  • Chair of Academic Board has responsibility for the maintenance of this procedure.
  • Specific responsibilities are designated throughout the procedure.

Records Management

Document Title Location Responsible Officer Minimum Retention Period
ASQA CEO Declaration The University’s approved records management system Quality Officer 2 years from last date of delivery
Course Viability Analysis (CVA) (VET) Form The University’s approved records management system Faculty Administration 2 years from last date of delivery
Impact Statements The University’s approved records management system Faculty Administration 2 years from last date of delivery
Notification of Amendment to Delivery Locations The University’s approved records management system Faculty Administration 2 years from last date of delivery
Qualification Concept & Business Case (VET) Form The University’s approved records management system Faculty Administration 2 years from last date of delivery
Removal from Scope of Registration (VET) Form The University’s approved records management system Faculty Administration 2 years from last date of delivery
Removal from Scope of Registration Impact Statements for All Schools & Centres (VET) The University’s approved records management system Faculty Administration 2 years from last date of delivery
Registration Form: Nationally Endorsed skill sets The University’s approved records management system Registrar Services Permanent
Registration Form: Locally Endorsed skill sets The University’s approved records management system Registrar Services Permanent
Request for Enrolment in Expired Qualification (VET) Form The University’s approved records management system Quality Services 2 years from last date of delivery
Trainer Skills Matrix (VET) The University’s approved records management system Faculty Administration 2 years from last date of delivery
Training and Assessment Strategy (TAS) The University’s approved records management system Faculty Administration 2 years from last date of delivery
VET Internal Program Application The University’s approved records management system Registrar Services Permanent

Promulgation

This Procedure will be communicated throughout the University community in the form of:

  1. 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;
  2. distribution of e-mails to Head of School / Head of Department / University staff; and/or
  3. documentation distribution, eg posters, brochures
  4. Notification to Faculties

Implementation

The VET Program Approval Procedure will be implemented throughout the University via:

  1. 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;
  2. Staff induction sessions
  3. Training sessions