VET Program Approval

Document Currently Under Review

Current Status: Sent for endorsement to publish 11 September 2017

VET Program Approval Procedure

Policy Code: LT1334

Purpose

This procedure describes the processes required to extend, amend and review VET 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.

Scope

This procedure describes the process for obtaining program 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: Non-Award Programs
  • Section 4: Adding Units / Modules
  • Section 5: Vendor Accredited Programs
  • Section 6: Skill Sets
  • Section 7: Schedule 5.1 / 5.1.1

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.
CUP: Centre for University Partnerships
DVCA: Deputy Vice-Chancellor (Academic)
HESG: Higher Education Skills Group
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 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).
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 Program Management and Compliance 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 Compliance Management Group.

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.
UPAC: University Program Approving Committee.
VET Accredited Course:

If the National VET Regulator has delegated to a body the function of accrediting a course – a course accredited by the body under the delegation; or

In any other case – a course accredited by the National VET Regulator.

Compliance

A VET Program may be required for several reasons, such as:

  • An enterprise, industry or peak body may approach the University and request its support to provide a program
  • The University may contract with a government agency to provide a program
  • A niche market may be identified that requires a program to be provided

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

Option One: Training Package Qualifications and Nationally Accredited Program

Wherever Training Package qualifications / nationally accredited programs 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 be specific group. These two options can be considered without pursing internal program approval.

In order to deliver a nationally accredited program or Training Package qualification, the program / qualification must be listed on the University's Scope of Registration. This procedure also 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 Programs (consisting of units of competency / nationally 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 qualification), 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: Non-Award 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.

Refer to Section Three of this procedure for further information.

Option Four: Adding Units and Modules

Endorsed units of competency and / or accredited modules can be added to the delivery of programs or Training Package qualifications without seeking accreditation / approval either at the state or local level provided the units are on the Scope of Registration.

Refer to Section Four of this procedure for further information.

Option Five: Vendor Accredited Programs

This option is applicable where the University has an arrangement with a vendor to deliver programs that are developed, accredited and maintained by the vendor. Examples of vendors where arrangements currently exist include Microsoft, CISCO and Red Hat.

Refer to Section Five of this procedure for further information.

Option Six: Skill Set Training

The National Quality Council defines skill sets as single units or combinations of units which link to a licence 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.

Skill sets are developed for either of the following reasons:

  1. To meet a clearly defined industry requirement
  2. To meet the requirements of national licensing and/or regulatory boards

This procedure covers the processes for:

Nationally Endorsed Skills Sets

Locally Approved Skills Sets

Refer to Section Six of this procedure for further information.

Section One: Training Package Qualifications / Nationally Accredited Programs

The University has a Scope of Registration which details the VET programs 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 / Departments must ensure programs 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 programs not registered on the Scope.
  • Faculties / Departments must not issue qualifications 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 / Departments 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 Data Provision Requirements 2011, Part 3, 5.1 (m – v).

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 / Departments must ensure that records and evidence of compliance with University policy and procedure are met at all times.

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

It should be noted that for all qualifications on the Scope of Registration, compliance with the NVR Standards for RTO's must be able to be demonstrated at all times.

After the 12 month transition period, ASQA automatically remove superseded qualifications from the Scope of Registration. Awards for these programs cannot be issued by the University except in exceptional circumstances.

A: Adding a New Qualification

Use this section to add new qualifications to the Scope.

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Identify the qualification to be added to the Scope. Education Manager / Program Co-ordinator  
2. Ensure the qualification is not already on the Scope. Education Manager / Program Co-ordinator

Refer: www.training.gov.au, the University RTO number is 4909

3. Obtain current Training Package Purchasing Guide or curriculum documentation. Education Manager / Program Co-ordinator

Curriculum documentation may include:

  • Training Package.
  • Purchasing Guide.
  • Obtaining approval from the copyright owner to use non- crown copyright curriculum documents.

Public funding for qualifications is not available until it is included in the Purchasing Guide.

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 Training Support Network or purchase from Curriculum Maintenance Manager (CMM).

Non-crown copyright qualifications may include a licence fee. Refer to Legal for license agreement requirements.

4.

Complete the forms below to determine capacity to deliver qualification:

Executive Dean / Executive Director

The Faculty / Department must be able to provide evidence as per Data Provision Requirements 2011, Part 3, 5.1 (m – v).

Data Analysis and Reporting may assist with providing load and demand data for the Qualification Concept & Business Case (VET) Form.

Finance may assist with development of financial data for the Course Viability Analysis (CVA) (VET) Form.

5.

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

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

Executive Dean / Executive Director

Distribute Qualification Concept & Business Case (VET) form and Impact Statements to:

  • Executive Deans of Faculty / Centre Directors
  • Executive Director, ICT Services
  • Director, Library Services
  • Director, Facilities Services
  • Director, Partnerships & Commercial Engagements
  • Director, Student Connect
  • Associate Director, Student Management & Systems
6. Respond to Qualification Concept & Business Case (VET) Form and Impact Statements. Relevant Executive Deans / Executive Directors / Managers Completed Impact Statements should be returned within 5 working days.
7. Respond to any identified impacts. Executive Dean / Executive Director  
8.

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

Executive Dean / Executive Director or Delegate

Education Managers / Program Co-ordinators are responsible for the completion of their own program documentation. This includes the Training and Assessment Strategy, the Trainer Skills Matrix (VET) and all Assessment Tools.

Faculty Board to consider the application.

If approved, Faculty / Centre to submit the complete application and the Faculty Board Minutes to University Program Approval Committee for consideration.

If the qualification is an apprenticeship / traineeship, the Skills Victoria Training System Addition / Deletion Form is required to be completed. The SVTS Listing is utilised by Apprenticeship Centres, employers and prospective apprentices / trainees to obtain details on the availability of current qualifications offered by the University.

9.

Once endorsed, application documentation to be forwarded to the UPAC for approval:

Faculty Board

If the qualification is an apprenticeship / traineeship, the Skills Victoria Training System Addition / Deletion Form is required to be completed. The SVTS Listing is utilised by Apprenticeship Centres, employers and prospective apprentices / trainees to obtain details on the availability of current qualifications offered by the University. This form is not reviewed by UPAC however it is processed by Quality Services, if approved by ASQA
10. UPAC to consider application. UPAC

Faculty / Department to be notified whether application has been approved or not.

If not approved, will be returned to Faculty / Department with reasons for rejection.

11.

Submit the completed application to Curriculum Committee for approval:

  • UPPC Extract of Minutes
  • Training and Assessment Strategy
  • Trainer Skills Matrix (VET);
  • Faculty Board Minutes; and
  • Skills Victoria Training System Addition / Deletion Form (apprenticeship / traineeship qualifications only)
  • A completed Assessment Tool must be provided for one unit within the qualification.
Faculty Board If the qualification is an apprenticeship / traineeship, the Skills Victoria Training System Addition / Deletion Form is required to be completed. The SVTS Listing is utilised by Apprenticeship Centres, employers and prospective apprentices / trainees to obtain details on the availability of current qualifications offered by the University. This form is not reviewed by Curriculum Committee however it is processed by Quality Services, if approved by ASQA.
13. Curriculum Committee Executive Officer to notify Quality Services if application is approved Executive Officer, Curriculum Committee Send extract to Quality Services notifying of approval.
14.

DVCA to sign:

  • ASQA CEO Declaration

Quality Services

DVCA

Quality Services, to arrange for DVCA to sign ASQA CEO Declaration.
15.

Application to be submitted to ASQA:

  • Trainer Skills Matrix (VET);
  • Training and Assessment Strategy; and
  • ASQA CEO Declarationsigned.
  • A completed Assessment Tool must be provided for one unit within each qualification.
Quality Services

The University will not submit any application that does not contain the required documents in an electronic format.

Any application that does not include this evidence will be returned by ASQA as incomplete and any application fee paid will be forfeited.

Processing of applications may take between one to four months depending on whether ASQA deems a site visit is required (this will be based on a risk assessment of the RTO). Faculties / Centres are encouraged to plan any additions to the Scope of Registration well in advance to ensure that any requests have been processed prior to the date that they will be required.

All applications for extending the Scope of Registration submitted to ASQA will incur a fee; no fee applies for the removing of items from the Scope. All costs will be incurred by the Faculties / Centres. Faculties / Centres must provide purchase card details when submitting applications to extend the Scope of Registration.

Documents to be filed by Quality Services and a copy to be returned to the School / Centre.

16. ASQA to notify University of extension. Quality Services

Notify:

  • Student Administration
  • Records Management Services
  • Manager, Data Reporting & Compliance (notify HESG)
  • School Dean / Centre Director
  • Skills Victoria Training System (apprenticeship / traineeship qualifications only)

If not approved, the Faculty / Centre will be notified of rejection.

17.

Update Statute 5.1 - The Schedule.

Refer to Section Seven.

Academic Secretariat

Action:

  • Vice-Chancellor and Chair Academic Board sign the Schedule 5.1 & 5.1.1 Additions / Deletions Listing.
  • Send Schedule 5.1 & 5.1.1 Additions / Deletions Listing to Curriculum Committee, Academic Board and Council for approval.
  • Once approved by Council, Update Schedule 5.1 and 5.1.1. 
18. Undertake qualification implementation processes. Head of School / Director
19. Undertake delivery to International Students Head of School / Director A qualification must be registered on CRICOS before it can de delivered to international students onshore in Australia. Refer to CRICOS Registration of TAFE Courses Procedure.

B: Adding a New Unit of Competency

A single unit of competency can be added to the Scope when a Statement of Attainment would be issued, upon request, 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 FedUni is approved to deliver all units in all qualifications on our Scope.
  • When the unit is going to be 'imported' from another Training package and it satisfies the packaging rules for importation of units.
  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Identify unit. Head of School / Director

It may be possible to use an existing unit from another qualification.

Check packaging rules, and if they allow for the unit to be "imported" it does not need to be added to the Scope.

2. Access unit from training package or curriculum document to determine capacity to deliver. Head of School / Director

Curriculum documentation may include:

  • Training Package.
  • Purchasing Guide.
  • Obtaining approval from the copyright owner to use non-crown copyright curriculum documents.

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 Training Support Network or purchase from Curriculum Maintenance Manager (CMM).

Non-crown copyright qualifications may include a licence fee. Refer to Legal for license agreement requirements.

3. Ensure prerequisites and co-requisites can be met. Head of School / Director  
4.

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

  • Trainer Skills Matrix (VET);
  • Training and Assessment Strategy;
  • A completed Assessment Tool must be provided for one unit within the qualification.
Executive Dean / Executive Director or Delegate

Program Co-ordinators are responsible for the completion of their own program documentation. This includes the Training and Assessment Strategy, the Trainer Skills Matrix (VET) and all Assessment Tools.

Faculty Board to consider the application.

If approved, Faculty / Centre to submit the complete application and the Faculty Board Minutes to Curriculum Committee for consideration.

5.

Submit the completed application to Curriculum Committee for approval:

  • Training and Assessment Strategy
  • Trainer Skills Matrix (VET)
  • A completed Assessment Tool must be provided for one unit within the qualification.
Faculty Board  
6. Curriculum Committee to consider application. Curriculum Committee

Faculty / Centre to be notified whether application has been approved or not.

If not approved, will be returned to Faculty / Centre with reasons for rejection.

7.

DVCA to sign:

  • ASQA CEO Declaration

Quality Services

DVCA

Quality Services to arrange for DVCA to sign ASQA CEO Declaration.
8.

Application to be submitted to ASQA:

  • Trainer Skills Matrix (VET);
  • Training and Assessment Strategy;
  • ASQA CEO Declaration signed.
  • A completed Assessment Tool must be provided for one unit within the qualification.
Quality Services

The University will not submit any application that does not contain the required documents in an electronic format.

Any application that does not include this evidence will be returned by ASQA as incomplete and any application fee paid will be forfeited.

Processing of applications may take between one to four months depending on whether ASQA deems a site visit is required (this will be based on a risk assessment of the RTO). Schools / Centres are encouraged to plan any additions to the Scope of Registration well in advance to ensure that any requests have been processed prior to the date that they will be required.

All applications for extending the Scope of Registration submitted to ASQA will incur a fee; no fee applies for the removing of items from the Scope. All costs will be incurred by the Faculties / Centres. Faculties / Centres must provide purchase card details when submitting applications to extend the Scope of Registration.

Documents to be filed by Quality Services and a copy to be returned to the Faculties / Centre.

9. ASQA to notify University of extension. Quality Services

Notify:

  • Student Administration
  • Records Management Services
  • Manager, Data Reporting & Compliance (notify HESG)
  • Faculty Executive Dean / Centre Director

If not approved, the Faculty / Centre will be notified of rejection.

10. Update Academic Board Register. Academic Secretariat

Action:

  • Vice-Chancellor and Chair Academic Board sign the Schedule 5.1 & 5.1.1 Additions / Deletions Listing.
  • Send Schedule 5.1 & 5.1.1 Additions / Deletions Listing to Curriculum Committee, Academic Board and Council for approval.
  • Update TAFE Unit/Course Register.

(Units are not added to Schedule 5.1 but are listed on the VET Unit/Course Register)

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 / Centre will need to follow the steps as set out in this procedure under Section D: Transition Arrangements for Non – Equivalent Superseded Qualifications.

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

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Identify the qualification to be transitioned on the Scope of Registration. Head of School / Director

Head of School/Director to obtain copy of the new Training Package demonstrating the superseded and new qualifications are equivalent.

If the Training Package demonstrates that the superseded and new qualifications are not equivalent, see Section D: Transition Arrangements for Non-Equivalent Superseded Qualifications.

2.

ASQA will automatically add the new equivalent qualifications to the Scope of Registration.

ASQA

The new qualification will not be available for enrolments until Curriculum Committee approval is received and the qualification is added to Schedule 5.1.

The University RTO number is 4909

Refer: www.training.gov.au

3. Obtain current Training Package Purchasing Guide or curriculum documentation. Head of School / Director

Curriculum documentation may include:

  • Training Package.
  • Purchasing Guide.
  • Obtaining approval from the copyright owner to use non- crown copyright curriculum documents.

Public funding for qualifications is not available until it is included in the Purchasing Guide.

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 Training Support Network or purchase from Curriculum Maintenance Manager (CMM).

Non-crown copyright qualifications may include a licence fee. Refer to Legal for license agreement requirements.

4.

Complete the forms below:

  • Training and Assessment Strategy
  • Trainer Skills Matrix
  • A completed Assessment tool must be provided for one unit within the qualification
Executive Dean / Executive Director The Faculty / Centre must be able to provide evidence as per Data Provision Requirements 2011, Part 3, 5.1 (m – v).
5.

Submit the forms below to Faculty Board for approval:

Executive Dean / Executive Director or Delegate

Faculty Board

Faculty Board to consider the application.

If approved, Faculty / Centre to submit the complete application and the Faculty Board Minutes to Curriculum Committee for consideration.

If the qualification is an apprenticeship / traineeship, the Skills Victoria Training System Addition / Deletion Form is required to be completed. The SVTS Listing is utilised by Apprenticeship Centres, employers and prospective apprentices / trainees to obtain details on the availability of current qualifications offered by the University.

6.

Submit the completed application to Curriculum Committee for approval:

  • Training and Assessment Strategy
  • Trainer Skills Matrix
  • A completed Assessment Tool must be provided for one unit within the qualification.
Faculty Board  
7. Curriculum Committee to consider application. Curriculum Committee

Faculty / Centre to be notified whether application has been approved or not.

If not approved, will be returned to Faculty / Centre with reasons for rejection.

Curriculum Committee advise Quality Services of outcome.

8.

Update The Schedule, Statute 5.1,

Refer to Section Seven

Academic Secretariat

Action:

  • Vice-Chancellor and Chair Academic Board sign the Schedule 5.1 & 5.1.1 Additions / Deletions Listing.
  • Send Schedule 5.1 & 5.1.1 Additions / Deletions Listing to Curriculum Committee, Academic Board and Council for approval.
  • Once approved by Council, Update Schedule 5.1 and Schedule 5.1.1.
9. Undertake qualification implementation processes. Head of School / Director
10. Expired Qualifications. Quality Services / Student Administration When a qualification has been superseded, Quality Services will forward the details to Student Administration where that qualification will be made restricted to prevent any new enrolments taking place without permission from the authorising Departments.
11. Quality Services to advise Student Administration the new qualifications can be added to the Student Management System for enrolments. Quality Services  
12. Commencing Enrolments. Head of School / Director Once the Training Package has been endorsed all new enrolments should be in the new qualification.  Faculties / Centres must not enrol new students or commence delivery in any superseded qualifications.
13. Continuing Enrolments. Head of School / Director The Faculty / Centre 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.
14. Transition / Teach-out of Continuing Students. Head of School / Director

Faculties / Centres 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.

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.

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

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 be delivered.

The transition period for superseded / expired qualifications must not exceed 12 months without approval from ASAQ.

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Identify the qualification to be transitioned on the Scope of Registration. Head of School / Director

Head of School / Director to obtain copy of the new Training Package demonstrating the superseded and new qualifications are not equivalent.

If the superseded and new qualifications are deemed equivalent, see Section C: Transition Arrangements for Equivalent Superseded Qualifications.

2. Ensure the qualification is not already on the Scope. Head of School / Director

Refer: www.training.gov.au, the University RTO number is 4909

3. Obtain current Training Package Purchasing Guide or curriculum documentation. Head of School / Director

Curriculum documentation may include:

  • Training Package.
  • Purchasing Guide.
  • Obtaining approval from the copyright owner to use non- crown copyright curriculum documents.

Public funding for qualifications is not available until it is included in the Purchasing Guide.

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 Training Support Network or purchase from Curriculum Maintenance Manager (CMM).

Non-crown copyright qualifications may include a licence fee. Refer to Legal for license agreement requirements.

4.

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

Executive Dean / Executive Director or Delegate

Faculty Board

Program Co-ordinators 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.

Faculty Board to consider the application.

If approved, Faculty Board to refer too Faculty / Centre to submit the completed application and the Faculty Board Minutes to Curriculum Committee for consideration.

If the qualification is an apprenticeship / traineeship, the Skills Victoria Training System Addition / Deletion Form is required to be completed. The SVTS Listing is utilised by Apprenticeship Centres, employers and prospective apprentices / trainees to obtain details on the availability of current qualifications offered by the University.

5. Submit to UPPC for approval Faculty Board If approved to be forwarded to Executive Officer, Curriculum Committee.
6.

Submit the completed application to Curriculum Committee for approval:

  • Trainer Skills Matrix (VET);
  • Training and Assessment Strategy;
  • Faculty Board Minutes; and
  • Skills Victoria Training System Addition / Deletion Form (apprenticeship / traineeship qualifications only)
  • A completed Assessment Tool must be provided for one unit within the qualification.
Faculty Board If the qualification is an apprenticeship / traineeship, the Skills Victoria Training System Addition / Deletion Form is required to be completed. The SVTS Listing is utilised by Apprenticeship Centres, employers and prospective apprentices / trainees to obtain details on the availability of current qualifications offered by the University. This form is not reviewed by Curriculum Committee however it is processed by Quality Services, if approved by ASQA.
7. Curriculum Committee to consider application. Curriculum Committee

Faculty / Centre to be notified whether application has been approved or not.

If not approved, will be returned to Faculty / Centre with reasons for rejection.

8. Executive Officer, Curriculum Committee to notify Quality Services of approval. Executive Officer, Curriculum Committee Send extract to Quality Services notifying of approval.
9.

DVCA to sign:

  • ASQA CEO Declaration.

Quality Services

DVCA

Quality Services to arrange for DVCA to sign ASQA CEO Declaration.

10.

Application to be submitted to ASQA:

  • Trainer Skills Matrix (VET);
  • Training and Assessment Strategy;
  • ASQA CEO Declaration signed.
  • A completed Assessment Tool must be provided for one unit within the qualification.
Quality Services

The University will not submit any application that does not contain the required documents in an electronic format.

Any application that does not include this evidence will be returned by ASQA as incomplete and any application fee paid will be forfeited.

Processing of applications may take between one to four months depending on whether ASQA deems a site visit is required (this will be based on a risk assessment of the RTO). Faculties / Centres are encouraged to plan any additions to the Scope of Registration well in advance to ensure that any requests have been processed prior to the date that they will be required.

All applications for extending the Scope of Registration submitted to ASQA will incur a fee; no fee applies for the removing of items from the Scope. All costs will be incurred by the Faculties / Centres. Faculties / Centres must provide purchase card details when submitting applications to extend the Scope of Registration.

Documents to be filed by Quality Services and a copy to be returned to the Faculties / Centre.

11. ASQA to notify University of extension. Quality Services

Notify:

  • Student Administration
  • Record Management Services
  • Manager, Data Reporting & Compliance (notify HESG)
  • Faculty Executive Dean / Centre Director
  • Skills Victoria Training System (apprenticeship / traineeship qualifications only)

If not approved, the Faculty / Centre will be notified of rejection.

12.

Update The Schedule, Statute 5.1,

Refer to Section Seven

Academic Secretariat

Action:

  • Vice-Chancellor and Chair Academic Board sign the Schedule 5.1 & 5.1.1 Additions / Deletions Listing.
  • Send Schedule 5.1 & 5.1.1 Additions / Deletions Listing to Curriculum Committee, Academic Board and Council for approval.
  • Once approved by Council, Update Schedule 5.1 and Schedule 5.1.1.
13. Undertake qualification implementation processes. Head of School / Director
14. Expired Qualifications. Quality Services / Student Administration When a qualification has been superseded, Quality Services will forward the details to Student Administration where that qualification will be made restricted to prevent any new enrolments taking place.
15. Commencing Enrolments. Head of School / Director Once the Training Package has been endorsed all new enrolments should be in the new qualification. Faculties / Centres must not enrol new students or commence delivery in any superseded qualifications.
16. Continuing Enrolments. Head of School / Director The Faculty / Centre 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.
17. Transition / Teach-out of Continuing Students. Head of School / Director

Faculties / Centres 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.

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.

18.

Exceptional Circumstances

Head of School / Director

ASQA has advised that when assessing compliance with the transition / expiration of a qualification, the overarching principle that will be applied is an RTO must deliver the current training product to a student, unless the student would be genuinely disadvantaged in undertaking that product.

For the University to be able to demonstrate exceptional circumstances to ASQA, Faculties / Centres are required to complete a Request for Enrolment in Expired Qualification (VET) Form

Once the appropriate signatures have been obtained, this form should be returned to Quality Services and enrolment in the specified qualification for the listed students will be allowed.

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

E: Request to enrol in superseded qualifications

ASQA requires the University to keep a record of all enrolments in qualifications that have entered the transition period or that have expired.

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Quality Services notify Student Administration once a qualification becomes superseded. Student Administration lock the qualification to ensure no further enrolments can be processed without written notification from Quality Services. Quality Services / Student Administration This is to ensure a auditable paper trial exists.
2. Identify students that require enrolment into a superseded or expired qualification Trainer/Program Coordinator For all apprentices and trainees, enrolments in superseded or expired qualifications must be first approved by the Apprenticeship Office.
3. Request for Enrolment in Superseded and Expired Qualifications (VET) Form must be completed Program Coordinator

ASQA has advised that when assessing compliance with the transition / expiration of a qualification, the overarching principle that will be applied is an RTO must deliver the current training product to a student, unless the student would be genuinely disadvantaged in undertaking that qualification.

For the University to be able to demonstrate exceptional circumstances to ASQA, Faculties / Centres are required to complete a Request for Enrolments in Superseded and Expired Qualification (VET) Form.

4. Once the appropriate signatures have been obtained, this form should be returned to Quality Services and enrolment in the specified qualification for the listed students will be allowed. Program Coordinator  
5. Quality Services enter details into the Superseded/Expired Enrolments Register Quality Services  
6. Student Administration access the Superseded/Expired Enrolments Register and enrols students as requested by Faculty/Centre, provided the students are listed on the Register Student Administration  
7.

Continuing students who are enrolled in a superseded qualification during its 12 month transition period must complete during this time or be transferred into the new qualification.

No additional time will be allowed to completed a superseded qualification.

Program Coordinator Refer to ASQA Transition / Teachout General Direction

F: Removing a Qualification or Unit of Competency

ASQA will not automatically amend an RTO's Scope of Registration in response to changes to qualifications. Use this section to remove current qualifications / units of competency the Faculty / Centre no longer intends to deliver.

  STEPS WHO IS RESPONSIBLE? COMMENTS
1.

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

Head of School / Director Qualifications / units may be removed at any time during the year.
2.

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

Head of School / Director Distribute Removal from Scope of Registration Impact Statements for All Faculties & Centres (VET) to all Faculties / Centres.
3. Respond to Removal from Scope of Registration Impact Statements for All Schools & Centres (VET). Relevant Executive Deans / Executive Directors Completed Impact Statement should be returned within 5 working days.
4. Respond to any identified impacts. Executive Dean / Executive Director  
5. Complete qualification / unit administration processes to cease delivery. Head of School / Associate Director
  • Close qualification / unit to future enrolments in student management system.
  • Remove qualification from Program Finder.
  • Qualification / unit records are to be stored in accordance with FedUni Record Management Procedure.
6.

Submit the forms below to Faculty Board for approval:

Executive Dean / Executive Director or Delegate

Faculty Board to consider the application.

If approved, Faculty / Centre to submit the complete application and the Faculty Board Minutes to Curriculum Committee for consideration.

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.

If the qualification is an apprenticeship / traineeship, the Skills Victoria Training System Addition / Deletion Form is required to be completed. The SVTS Listing is utilised by Apprenticeship Centres, employers and prospective apprentices / trainees to obtain details on the availability of current qualifications offered by the University.

7.

Submit the completed application to Curriculum Committee for approval:

Faculty Board If the qualification is an apprenticeship / traineeship, the Skills Victoria Training System Addition / Deletion Form is required to be completed. The SVTS Listing is utilised by Apprenticeship Centres, employers and prospective apprentices / trainees to obtain details on the availability of current qualifications offered by the University. This form is not reviewed by Curriculum Committee however it is processed by the Quality Services, if approved by ASQA.
8. Curriculum Committee to consider application. Curriculum Committee

Faculty / Centre to be notified whether application has been approved or not.

If not approved, will be returned to Faculty / Centre with reasons for rejection.

9. Executive Officer, Curriculum Committee to notify Quality Services if application is approved. Executive Officer, Curriculum Committee Send extract to Quality Services notifying of approval.
10.

DVCA to sign:

  • ASQA CEO Declaration

Quality Services

DVCA

Quality Services to arrange for DVCA to sign ASQA CEO Declaration.
11.

Application to be submitted to ASQA:

  • ASQA CEO Declaration signed.
Quality Services

ASQA do not charge a fee for removing qualifications / units from the Scope.

Documents to be filed by Quality Services and a copy to be returned to the Faculty / Centre.

12. ASQA to notify University of removal. Quality Services

Notify:

  • Student Administration
  • Record Management Services
  • Manager, Data Reporting and Compliance (notify HESG)
  • Faculty Executive Dean / Centre Director
  • Skills Victoria Training System (apprenticeship / traineeship qualifications only)

If not approved, the Faculty / Centre will be notified of rejection.

13.

Update Statute 5.1 & 5.1.1 - The Schedules.

Refer to Section Seven

Academic Secretariat

Action:

  • Vice-Chancellor and Chair Academic Board sign the Schedule 5.1 & 5.1.1 Additions / Deletions Listing.
  • Send Schedule 5.1 & 5.1.1 Additions / Deletions Listing to Curriculum Committee, Academic Board and Council for approval. 
14. Monitor The Schedule. Academic Secretariat Schedule 5.1 is updated when the qualification is no longer current and accepting enrolments; non-current courses are moved to Schedule 5.1.1.

G: Transition and Teach - Out Arrangements

Transition and Teach-out arrangements must be completed in accordance with the ASQA General direction: Transition and Teach-out (http://www.asqa.gov.au/about-asqa/general-directions.html) and any FedUni guidance.

H: 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. FedUni 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.

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Check qualification / unit is on Scope and determine capacity to deliver qualification / unit interstate or overseas. Head of School / Director

Refer: www.training.gov.au, the University RTO number is 4909

2.

Complete and forward the following to the Executive Dean / Executive Director to endorse:

  • Notification of change of provider details form.
Head of School / Director

Notification of change of provider details form is available from the ASQA website

http://www.asqa.gov.au/forms.html

3.

Submit the form below to Faculty Board for approval:

  • Notification of change of provider details form.
Head of School / Director

Faculty Board to consider the application.

If approved, Faculty / Centre to submit the application and the Faculty Board Minutes to DVCA for consideration.

4.

Submit the following to DVCA for approval:

  • Notification of change of provider details form; and
  • Faculty Board Minutes.
Faculty Board  
5.

Approve and return to Executive Dean / Executive Director:

  • Notification of change of provider details form.
DVCA  
6.

Submit to Quality Services for processing with ASQA:

  • Signed Notification of change of provider details form.
Executive Dean / Executive Director  
7.

Application to be submitted to ASQA:

  • Notification of change of provider details form.
Quality Services Interstate or international delivery location will be added to qualification / unit listing on FedUni Scope on the website www.training.gov.au.
8. Notify of amendment. Quality Services

Notify:

  • Executive Dean / Executive Director

I: 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.

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Determine the qualification / unit that is no longer being delivered or assessed outside of Victoria. Head of School / Director  
2.

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

  • Notification of change of provider details form.
Head of School / Director

Notification of change of provider details form is available from the ASQA website

http://www.asqa.gov.au/forms.html

3.

Submit to Executive Dean / Executive Director to endorse:

  • Notification of change of provider details form.
Head of School / Director  
4.

Endorse and forward to DVCA for approval, and to Faculty Board for noting:

  • Notification of change of provider details form.
Executive Dean / Executive Director  
5.

Approve and return to Executive Dean / Executive Director:

  • Notification of change of provider details form.
DVCA  
6.

Submit to Quality Services for processing with ASQA:

  • Signed Notification of change of provider details form.
Executive Dean / Executive Director  
7.

Application to be submitted to ASQA:

  • Notification of change of provider details form.
Quality Services Interstate or international delivery location will be removed from qualification / unit listing on FedUni Scope on the website www.training.gov.au
8. Notify of amendment. Quality Services

Notify:

  • Executive Dean / Executive Director

J: Regular Review of the Scope

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

To assist with this, the University Governance and Management Committees will regularly receive and review a Scope of Registration Status Report.

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Scope of Registration Status Report produced by Quality Services. Executive Officer, Quality Services

Status Report to include:

  • Current status of qualifications; and
  • Summary of new additions and deletions for information of the Committee.
2. Make recommendations for action by Executive Deans / Executive Directors. Chair, University Governance and Management Committees Executive Deans / Executive Directors to action recommendations.
3. Complete paperwork to extend, amend or remove from the Scope. Executive Dean / Executive Director
  • Section A: Adding a New Qualification.
  • Section B: Adding a New Unit of Competency.
  • Section C: Transition Arrangements for Equivalent Superseded Qualifications.
  • Section D: Transition Arrangements for Non – Equivalent Superseded Qualifications.
  • Section E: Removing a Qualification or Unit of Competency.
  • Section F: Transition and Teach-out.
  • Section G: Notification of Commencement of Delivery Outside of Victoria (Interstate or International).
  • Section H: Notification of Ceasing Delivery Outside of Victoria (Interstate or International).

K: ASQANet

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/.

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.

  STEPS WHO IS RESPONSIBLE? COMMENTS
1.

Once approval has been received from the Curriculum Committee for the addition of new qualifications to the Scope, electronic copies of the following documents must be forwarded to Quality Services:

  • Training and Assessment Strategy;
  • Trainer Skills Matrix (VET); and
  • A completed Assessment Tool must be provided for one unit within the qualification.
Executive Officer, Curriculum Committee

Program Coordinators are responsible for the completion of their own program documentation. This includes the Training and Assessment Strategy, the Trainer Skills Matrix (VET) and all Assessment Tools.

The electronic version of these documents must be in pdf format and be collated into one file per qualification for submission on ASQANet.

2. Once approval has been received from the Curriculum Committee for the removal of qualifications from the Scope, the Executive Officer must forward a copy of the extract of minutes from Curriculum Committee to Quality Services for processing. Executive Officer, Curriculum Committee No paperwork is required from the Faculty for submission to ASQA for the removal of qualifications from Scope.
3.

Quality Services to obtain a signed copy of the:

  • ASQA CEO Declaration

Quality Services

DVCA

Quality Services, to arrange for DVCA to sign ASQA CEO Declaration.

This is required for both additions and deletions.

4.

Quality Services to process applications through ASQANet. The login for this system is kept within Quality Services.

Applications should be processed in accordance with Quality Services 'ASQANet User Guide'.

Quality Services

The 'ASQANet User Guide' provides step-by-step instructions on the adding or removing of qualifications from the University's Scope of Registration.
5.

Any requests for addition to Scope require payment of a fee upon submission of the request.

The Executive Officer Faculty Board must provide purchase card details with the documents to be submitted to ASQA to Quality Services. If this is not provided the application cannot be processed

Executive Officer, Faculty Board

A listing of current ASQA fees and charges can be found at: http://www.asqa.gov.au/about/fees-and-charges/fees-and-charges-overview.html

6. ASQA to notify University of extension. Quality Services

Notify:

If not approved, the Faculty / Centre will be notified of rejection.

Section Two: FedUni VET Training Programs (consisting of Units of Competency / Nationally Recognised Modules)

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 Dean/Executive Director of Faculty/Centre and Curriculum 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.

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: Non-Award 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.

Refer: Non-Award Programs Procedure for further details

Section Four: 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. 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 Dean/Executive Director of Faculty/Centre as there will 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 Five: Vendor Accredited Programs

This option is applicable where the University has an arrangement with a vendor to deliver programs that are developed, accredited and maintained by the vendor. Examples of vendors where arrangements currently exist include Microsoft, CISCO and Red Hat.

The Vendor Accredited Program Registration Form must be completed and approved by the University's Curriculum Committee, along with the agreement documentation. Once the appropriate contractual arrangements are signed and in place, details of the program are to be registered by Academic Board on the Vendor Accredited Course Register.

All students must be enrolled in the University's approved Student Management System prior to the commencement of training.

If the University enters into a new Vendor Accredited Program Agreement, for a program that has not previously been delivered, Student Administration will create a new program code in the Student Management System to enable enrolments.

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Consult with enterprise to discuss training needs and develop required program. Program Coordinator  
2. If necessary consult with Legal Office to arrange formal agreement for training delivery. Program Coordinator
  • Formal agreement should be in place, however maybe initiated by other party.
3. Complete Vendor Accredited Program Registration Form and forward to Executive Officer Faculty Board. Program Coordinator  
4. Program delivery must be approved by Faculty Board Faculty Board
  • Notification of approval to be forwarded to Curriculum Committee
5. Program delivery must be approved by Curriculum Committee Executive Officer, Curriculum Committee  
6. If approved by Curriculum Committee, Executive Officer Curriculum Committee will notify Academic Secretariat to update the Vendor Accredited Program Register on the Academic Board website. Executive Officer, Curriculum Committee  

Section Six: 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 National Quality Council.

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

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Determine if there is a suitable nationally endorsed skill set. Program Coordinator
  • Refer to relevant training package
2. Ensure skill set units are within qualifications on FedUni Scope of Registration. Program Coordinator
3. Complete Nationally Endorsed Skill Set Registration Form. Program Coordinator
  • Wording for Statement of Attainment identified on Registration Form can not be changed after registration. Any amendments require re-registration.
4. Completed form to be forwarded to Faculty Board for approval Program Coordinator  
5. Forward approved form and meeting minutes to Executive Officer - Curriculum Committee Executive Officer - Faculty Board  
6. Approve and register skill set.

Curriculum Committee

  • The skill set will be given an approval number which will be used to process unsealed awards.
  • The approved skill set documentation will be placed on the Skill Sets register on the Academic Board website.
  • Executive Officer Curriculum Committee will email the approval number to the Executive Dean/Executive Director of Faculty/Centre.
7. Undertake skill set implementation processes. Program Coordinator
8. Complete and authorise Application for Unsealed Award. Program Coordinator
  • A Statement of Attainment (unsealed award) is issued after the successful completion of a skill set, upon application by the Trainer.

Refer to:

9. Complete processes to issue an unsealed award. Student Administration

Refer to:

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 Department 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.

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Consult with enterprise/organisation to develop skill set for enterprise/organisation need. Program Coordinator
  • Locally developed skill sets should meet an identified enterprise/ organisation need.
  • There are no limits on the number of units in a skill set; however developers must not develop a full qualification.
  • Skill sets may consist of units from more than one training package
  • Skill sets must be made up of complete units.
  • Skill sets must be made of specific groups of units and not include unit options.
  • All pre-requisites and co-requisites requirements for units in the skill set must be included in the skill set.
2. Confirm skill set units and wording on statement of attainment with enterprise/ organisation. Program Coordinator
  • Confirmation could be contained in training agreement, contract, or other documentation confirming training arrangements.
3. Ensure skill set units are within qualifications on FedUni Scope of Registration. Program Coordinator
4. Complete Locally Approved Skill Sets Registration Form. Program Coordinator
  • Wording for Statement of Attainment identified on Registration Form can not be changed after registration.
  • Amendments to enterprise/organisation name or wording requires re-registration.
5. Forward completed form to Faculty Board for approval. Program Coordinator  
6. Approved form and minutes are forwarded to Executive Officer - Curriculum Committee for approval Executive Officer - Faculty Board  
7. Approve and register skill set. Curriculum Committee
  • The skill set will be given a registration number which will be used to assist with certification.
  • The approved skill set documentation will be placed on the Skill Sets register on the Academic Board website.
  • Executive officer Curriculum Committee to notify Dean/Director of Faculty/Centre via email of approval number.
8. Undertake skill set implementation processes. Program Coordinator Refer to Setting Up Groups on APTUS (TAFE) Procedure.
9. Complete and authorise Application for Unsealed Award Program Coordinator
  • A Statement of Attainment (unsealed award) is issued after the successful completion of a skill set, upon application.

Refer to:

  • Awards - Unsealed (VET) Procedure
  • Awards - Unsealed (TAFE) Application Form
10. Complete processes to issue an unsealed award. Student Administration

Refer to:

  • Awards - Unsealed (VET) Procedure.

Section Seven: 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 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.

  Steps Who is responsible? Comments
1. Following notification of approval from ASQA of approvals or deletions from the Scope of Registration, Academic Secretariat will prepare the Addition/Deletion Listing. Academic Secretariat Support Officer The Additions/Deletions Listing is a summary of all Additions/Deletions to the Scope of Registration since the previous Curriculum Committee meeting.
2. The Additions/Deletions Listing is submitted to the Chair of Academic Board and the Vice Chancellor in accordance with Statue 5.1 Academic Secretariat  
3. Additions/Deletions Listing forwarded to Curriculum Committee for approval. Academic Secretariat  
4. Additions/Deletions Listing is forwarded by the Academic Secretariat Support Officer, Curriculum Committee to Academic Board for approval. Academic Secretariat Support Officer, Curriculum Committee  
5. Additions/Deletions Listing is forwarded by Academic Secretariat Support Officer, Academic Board to Council for approval. Academic Secretariat Support Officer, Academic Board  
6. Executive Officer, Council notifies Academic Secretariat of approval of the Additions/Deletions Listing. Executive Officer, Council Once Council approves the Additions/Deletions Listing, this amends the University's Legislation.
7. Academic Secretariat updates and publishes Schedule 5.1 and 5.1.1 spreadsheets. Academic Secretariat These spreadsheets are turned into PDF files, and promulgation dates added.
8. The PDF spreadsheet files are then forwarded to the Executive Officer Council for publishing as part of the University's Legislation. Academic Secretariat and Executive Officer Council.  

Section Eight: 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.

Title Location Responsible Officer Minimum Retention Period
ASQA CEO Declaration ECM Dean / Director 2 years from last date of delivery
Course Viability Analysis (CVA) (VET) Form Faculty/ECM Dean / Director 2 years from last date of delivery
Qualification Training and Assessment Management Plan (QTAMP) Moodle/ECM Dean / Director 2 years from last date of delivery
Impact Statements Faculty/ECM Dean / Director 2 years from last date of delivery
Notification of change of provider details Faculty/ECM Dean / Director 2 years from last date of delivery
Qualification Concept & Business Case (VET) Form Faculty/ECM Dean / Director 2 years from last date of delivery
Removal from Scope of Registration (VET) Form Faculty/ECM Dean / Director 2 years from last date of delivery
Removal from Scope of Registration Impact Statements for All Schools & Centres (VET) Faculty/ECM Dean / Director 2 years from last date of delivery
Registration Form: Nationally Endorsed skill sets Faculty/ECM Chair - Academic Board. Permanent
Registration Form: Locally Endorsed skill sets Faculty/ECM Chair - Academic Board. Permanent
Request for Enrolment in Expired Qualification (VET) Form Faculty/ECM Dean / Director 2 years from last date of delivery
Scope of Registration Transition Arrangements for Equivalent Superseded Qualifications (VET) Form Faculty/ECM Dean / Director 2 years from last date of delivery
Trainer Skills Matrix (VET) Faculty/ECM Dean / Director 2 years from last date of delivery
Training and Assessment Strategy (TAS) Faculty/ECM Dean/Director 2 years from last date of delivery
VET Internal Program Application Faculty/ECM and TAFE Internal Programs Register Executive Officer (Academic Board) Permanent Record

Implementation

The Procedure is to be implemented, or rolled out, throughout the University community. This implementation could take the form of:

  • Once the final version is available on PAMS, procedure to be distributed to Deans of Faculty / Centre Directors, Associate Deans Learning and Teaching, Faculty / Centre Business Managers, Faculty Board Executive Officers for immediate action.

Promulgation

The Procedure will be communicated throughout the University via:

  1. an Announcement Notice under 'FedNews' on the 'FedUni' website and through the University Policy - 'Recently Approved Documents' webpage to alert the University-wide community of the approved Policy;
  2. inclusion on the University's online Policy Library; and/or
  3. distribution of e-mails to Dean of Faculty / Centre Director / Faculty Business Manager.