Document Control

Document Control (TAFE) Procedure

Policy Code: IM1342

Purpose

This procedure describes the identification and control processes used to ensure that current Training Packages, Purchasing Guides, Curriculum documents, Educational Materials and Reference documents are clearly marked.

Where documents are stored electronically, processes must be in place to identify the currency of the versions of these documents.

Legislative Context

Definitions

Curriculum Maintenance Manager (CMM): Support the strategic objectives of the Victorian Government by providing advice on the implementation of national training packages and curricula for all RTOs in Victoria. CMMs provide advice on Training Packages, Training Product implementation and maintenance of curricula documentation in the industry area.  Listings can be found at the Skills Victoria Training Support Network (TSN) website - http://trainingsupport.skills.vic.gov.au/cmminf.cfm
Educational Materials: Materials used for teaching purposes sourced externally or developed internally.
Reference Materials:

These are documents that are sourced externally to the University and where version control is of critical importance - i.e. if the wrong version of the document is used there is a risk to the educational services of the organisation. The documents include, but are not limited to:

  • Material Safety Data Sheets
  • Acts of Parliament
  • Standards
  • Codes of Practice
  • Machine Operating Procedures
  • Industry based documentation.
RTO: Registered Training Organisation
Skills Victoria: Skills Victoria provides information on education and training options to the community including apprentices, trainees, students, teachers, trainers, businesses and employers.
TGA (training.gov.au) The official website to access information on current Training Packages, Qualifications, Courses, Units of Competency and Registered Training Organisations (RTOs).
Training Support Network (TSN):

A Skills Victoria initiative to support the delivery of Vocational Education and Training (VET). The Training Support Network provides access to Purchasing Guides, CMMs, and Teacher Networks.

http://trainingsupport.skills.vic.gov.au/cmminf.cfm

Actions

Identifying and Controlling Training Packages, Purchasing Guides and Curriculum Documents

  STEPS WHO IS RESPONSIBLE? COMMENTS
1.

Use TGA (training.gov.au) website and Skills Victoria Training Support Network to check current version of Training Packages and Purchasing Guides.

OR

Establish appropriate copyright and/or licensing arrangements for Curriculum documents.

Head of Department / Deputy Dean / Associate Dean, Learning & Teaching / nominated staff member

Heads of Department/Deputy Deans/Associate Deans, L&Q should ensure that they are on the CMM and TSN mailing lists and can use the TGA website.

Crown copyright courses do not require formal licensing arrangements.  Private copyright holders will require permission to conduct and may require fees to be paid.

  • TGA - http://training.gov.au/
  • TSN - http://trainingsupport.skills.vic.gov.au/cmminf.cfm
2.

Ensure hard copies of Training Packages, Purchasing Guides and Curriculum documents are clearly marked with the correct sticker.

Ensure electronic versions of Training Packages, Purchasing Guidelines and Curriculum documents have current version control mechanisms in place.

Head of Department / Deputy Dean / Associate Dean, Learning & Teaching / nominated staff member

Hard Copies:

Apply Sticker to hard copy Training Packages and Purchasing Guides and Curriculum documents:

(Green Sticker available from Quality Services)

or

Ensure that electronic versions have current version control.

Maintenance of Training Packages, Purchasing Guides and Curriculum Documents

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Subscribe to CMM mailing list and receive Training Package/ Purchasing Guide and Curriculum document amendments and updates, where available. Head of Department / Deputy Dean / Associate Dean, Learning & Teaching / nominated staff member
  • Electronic or hard copy newsletters are available from CMMs.
  • Subscribe to Training Support Network updates.
  • Refer to website links as stated above.
2. Update and/or replace current Training Package, Purchasing Guides and Curriculum documents, when notified and as required. Head of Department / Deputy Dean / Associate Dean, Learning & Teaching / nominated staff member

Establish process to ensure updates to Training Packages, Curriculum, Purchasing Guides and Curriculum documents replace outdated documents and are correctly identified as such.

Hard copies of new new documents need to be identified by the green sticker:

(Green Sticker available from Quality Services)

or

Ensure that electronic versions have current version control.

3. Keep obsolete Training Packages/ Curriculum Purchasing Guide documents for reference purposes, and maintain in such a way as to prevent unintended use. Head of Department / Deputy Dean / Associate Dean, Learning & Teaching / nominated staff member

A hard copy of each obsolete Training Package/ Curriculum and Purchasing Guide must be held for a minimum of 10 years identified with following wording:

(Orange Sticker available from Quality Services)

or

Ensure electronic versions are archived (eg. CD or USB Stick).

Control and Identification of Educational Materials

  STEPS WHO IS RESPONSIBLE? COMMENTS
1.

Include document control details in documents developed for teaching and assessment purposes. As a minimum, documents should include the following on each page:

  • the University branding
  • Author: School, Department and/or Program Area and/or Individual.
  • Date of current version - this is essential.
  • Page numbering (eg. 2 of 10)
  • CRICOS provider number (00103D)
  • A review date to prompt review.
Head of Department / Deputy Dean / Associate Dean, Learning & Teaching / nominated staff member

Examples of documents developed for learning and assessment purposes include:

  • course delivery timetable;
  • unit/module outline;
  • school/program information handbooks;
  • assessment tools;
  • training plans;
  • induction materials, and
  • any documentation provided to students.

NB.

  • The FedUni logo (or branding) should always appear in a lock up with the 'the University' title and the tag line 'Learn to succeed'
  • In rare cases there may be a need to use the logo without the word mark or to use the flat version. However, prior written approval must be sought from Public Relations. In all other instances the standard FedUni logo will be provided.

Refer to FedUni logo & guidelines - the University Brand Guidelines.

Also refer to Public Relations Department for further clarification.

2. Review documents developed for teaching & assessment purposes to ensure currency. Head of Department / Deputy Dean / Associate Dean, Learning & Teaching / nominated staff member Show evidence of review by amending the date on the header and/or footer of the document. It is recommended that documents are reviewed at least annually or more frequently, if required.

Control and Identification of Reference Materials

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Identify reference materials. Head of Department / Deputy Dean / Associate Dean, Learning & Teaching / nominated staff member

Identify Reference Materials with following wording:

(Pink sticker available from Quality Services.

If a number of hardcopy documents are stored within a folder, the folder may be stickered, not each document.

However caution must be used if documents are removed from this folder - the document needs to remain in a controlled state.

Note: All nationally and state accredited/recognised qualifications delivered by the University must be included on the University’s Scope of Registration. For information on adding or amending the Scope of Registration - Refer to the Scope of Registration (TAFE) Procedure. All locally developed qualifications must be accredited through the Academic Board - Refer to the Selection and/or Development of TAFE Courses/Qualifications Guidelines.

General Documentation

It is imperative that all general documentation, for both internal and external use, in the course of duties provided on behalf of the University have the correct FedUni Branding within its headers and current version control within its footers.

For example:

  • Letters
  • Memorandums
  • Forms

NB.

  • The FedUni logo (or branding) should always appear in a lock up with the 'the University' title and the tag line 'Learn to succeed'
  • In rare cases there may be a need to use the logo without the word mark or to use the flat version. However, prior written approval must be sought from Public Relations. In all other instances the standard FedUni logo will be provided.

Refer to FedUni logo & guidelines - the University Brand Guidelines.

Also refer to Public Relations Department for further clarification.

Responsibilities

  • The Manager, Quality Services has responsibility for the maintenance of this procedure.
  • Specific responsibilities are included under Actions.

Promulgation

The Document Control (TAFE) Procedure will be communicated throughout the University via:

  1. an Announcement Notice under ‘FedNews’ on the ‘the University Home’ website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure;
  2. inclusion on the University's online Policy Library; and
  3. communication to all School Deans / Deputy Deans / Heads of Department / Associate Deans, Learning & Teaching.

Implementation

The Document Control (TAFE) Procedure will be implemented throughout the University via:

  1. Information Sessions conducted via School Planning Days.
  2. Training Sessions for the Department Delivery and Management Plan (DDAMP) and Teacher Delivery and Assessment Checklist (TDAC).

Forms/Record Keeping

Title Location Responsible Officer Minimum Retention Period
Obsolete Versions of Training Packages, Purchasing Guides or Curriculum Documents. Within the Department Head of Department / Deputy Dean / Associate Dean, Learning & Teaching 10 years