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: Federation University 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: AwardCourses Technical and Further Education / Non-Current Award Courses Technical and Further Education

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.

Legislative Context

Australian Qualifications Framework AQF

Standards for Registered Training Organisations (RTOs) 2015

Education Services for Overseas Student (ESOS) Act 2000

National Vocational Education and Training Regulator Act 2011

VET Funding Contract (Dual Sector)

VRQA Guidelines to Minimum Standards

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.
Course Approval Committee (CAC)	The principal functions of the TAFE Course Approval Committee are— (a) to assess the financial viability of the University’s Scope of Registration; Federation University Australia (Operations) Regulations 2022 Part 4 — Intellectual Property 6 (b) to confirm that there is capability, capacity and resources to deliver a proposed course; (c) to recommend to the Curriculum Committee any additions to or removals from the Scope of Registration.
CRICOS	Commonwealth Register of Institutions and Courses for Overseas Students.
Curriculum Committee	The Curriculum Committee is a standing committee of the Academic Board of Federation University Australia. It is responsible for reviewing and recommending the approval of proposed new programs and of all University and TAFE qualifications leading to a formal award under the AQF to the Academic Board.
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 Current Award Courses Technical and Further Education)
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. Federation University's RTO number is 4909.
Scope	The Scope of Registration details the nationally recognised training an RTO is approved to provide. Federation University's Scope can be viewed on the https://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).
The Schedule	The Schedule, Current Award Courses Technical and Further Education, lists all current sealed awards which can be awarded by the University. The Schedule is maintained by the Senior 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.
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.
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 https://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:

To meet a clearly defined local industry requirement
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's Scope of Registration 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:

Federation TAFE must ensure qualifications are registered on the Scope of Registration prior to commencing marketing (refer to Course Finder Information Document), enrolment or delivery activities. It is an offence to undertake these activities for any qualifications not registered on the Scope.
The University must not issue sealed awards or statements of attainment for qualifications not listed on Current AwardCourses Technical and Further Education. It is an offence to do so and can result in the University being fined.
Federation TAFE 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, all TAFE Program Areas 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 TAFE Program Areas to confirm they have the capacity to deliver and assess qualifications on the Scope of Registration. It is the Program Areas 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 unless ASQA advise of an approved teach out extension.

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.	Head of Centre or Program Manager	Ensure the qualification is not already on the Scope Refer: https://training.gov.au, the UniversityRTO number is 4909.
B.	Obtain current Training Package Purchasing Guide or curriculum documentation.	Head of Centre or Program Manager	Curriculum documentation may include Training Package. Purchasing Guide. Obtaining approval from the copyright owner to use non- crown copyright curriculum documents. Government funding for qualifications is not available until it is included in the Skills First - Funded Course List. Review the Skills First - Funded Courses List prior to the development of the program to confirm the qualification is listed on the Skills First - Funded Courses list if the program is intended to be delivered to utilising government funding. Programs not listed on the Skills First - Funded Courses List are not eligible for government funding until such time as the Program listed. 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). Non-crown copyright qualifications may include a licencing fee. Refer to Legal for license agreement requirements.
C.	Complete the form below to provide a high level strategy for the proposed new course: New Course Approval Executive Summary.docx	Program Manager	Program Manager completes Course on a page. Obtains Endorsement by their Head of Centre Submits to the Office of DVC, and Director, Skills and Education Delivery for table at TAFE Executive. TAFE Executive review: If approved, Program Manager to complete Concept & Business Case (VET) Form If not approved, Program Manager and Head of Centre to be notified of reasons for rejection.
D.	Complete the form below to provide a the high level strategy for the proposed new course: Qualification Concept & Business Case (VET) Form.docx	Program Manager	Program Manager completes Qualification Concept & Business Case (VET) Form.docx Data Analysis and Reporting may assist with providing load and demand data for the Qualification Concept & Business Case (VET) Form. Obtains Endorsement by their Head of Centre Obtains Endorsement by the Director, Skills and Education. Program Manager submits to the Office of DVC, Head of Centre, and Director, Skills and Education Delivery for table at TAFE Executive. TAFE Executive review and approve or reject. If approved, Head of Centre and Program Manager advised to commence developing qualification documentation.
E.	Complete the forms below to determine capacity to deliver qualification: Training and Assessment* Strategy – Part A* Course Viability Analysis (CVA) (VET)Form; and ImpactStatements.	Head of Centre/Program Manager/ Delegate	The Program Areas must be able to provide evidence as per the Standards for Registered Training Organisations 2015 and the VET Funding Contract. Finance may assist with development of financial data for the Course Viability Analysis (CVA) (VET) Form. 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.
F.	Distribute the following to determine potential impacts on other areas of the University if the qualification is introduced: Qualification Impact Statement	Director, Skills and Education Delivery/Program Manager	Distribute Qualification Impact Statement to: Dean, Global Professional School Director, Information Technology Services Director, University Library Director, Property and Infrastructure Chief Learner Experience Officer (CXO) Senior Manager, Registrar Services
G.	Respond to Qualification Impact Statements.	Relevant Deans / Executive Directors / Directors / Program Managers	Completed Impact Statements should be returned within 5 working days.
H.	Respond to any identified impacts.	Director, Skills and Education Delivery / Program Manager	Any issues raised within the Impact Statements must be addressed at this stage.
I.	Qualification is added to the agenda of a schedule Course Approval Committee	Head of Centre Learner Excellence/Chair of Course Approval Committee	Email request is sent to TAFE compliance and Head of Centre requesting addition of qualification to Course approval Schedule.
J.	Program area are notified that all approvals have gone through and to commence work on Qualification documentation	Head of Centre Learner Excellence/Head of Centre/Program Manager	Program areas are advised of position on Course Approval Schedule and associated deadlines for reviews and Committees. Program Manager to determine and communicate who will be working on developing Qualification application documentation.
K.	Submit the completed application documentation to Quality Assurance Services for review prior to submission to the Course Approval Committee for approval: Training and Assessment Strategy – Part A Trainer Skills Matrix (VET); Course Finder Information Document Curriculum documents for two Unit of competency including: Training and Assessment Strategy Part B Pre training Review (PAV) Assessment tools (Student + Assessor) Competency mapping Unit outline Record of assessment outcome Schedule of proposed Qualification resource and assessment development Note: These documents must be from two different units within the qualification, one unit should be, if possible, a high-risk unit.	Curriculum Quality Leader / Quality Assurance Services	Quality Assurance Services will review the application documentation to ensure that it meets all necessary regulatory requirements prior to it being presented to the Course Approval Committee. If documentation is compliant, Quality Assurance Services will notify TAFE Compliance, and appropriate Program Manager and Curriculum Quality Leaders and provide a memo for the Course Approval Committee. If documentation is non-compliant, Quality Assurance Services will notify TAFE Compliance, appropriate Program Manager and Curriculum Quality Leaders and provide a memo outlining the non-compliances that require rectification prior to the documentation being resubmitted for consideration. Any non-compliant application documentation must be resubmitted through ServiceNow with rectifications to Quality Assurance Services. Prior to submitting to Course Approval Committee, documentation must be compliant and any recommendations from Quality Assurance Services incorporated.
L.	Submit the completed application to Course Approval Committee for approval: Qualification Concept & Business Case (VET) Form.docx Training and Assessment Strategy Part A Trainer Skills Matrix (VET) Course Finder Information Document Curriculum documents for two Unit of competency including: Training and Assessment Strategy Part B Pre training Review (PAV) Assessment tools (Student + Assessor) Competency mapping Unit outline Record of assessment outcome Schedule of proposed Qualification resource and assessment development	TAFE Compliance/Federation TAFE Executive Officer	TAFE Compliance to submit the completed application to TAFE Executive Officer. TAFE Executive Officer add’s application to Course approval Committee agenda. Course Approval Committee to consider the application. If approved, the TAFE Compliance to submit the completed application documentation and the Course Approval Committee minutes to the University Curriculum Committee for consideration. If not approved, Program Manager, and Curriculum Quality Leader, Head of Centre 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.
M.	Submit the completed application to the University Curriculum Committee for approval: Course Approval Committee Extract of Minutes Approval from TAFE Executive Training and Assessment Strategy – Part A and B Trainer Skills Matrix (VET) Course Finder Information Document 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 Qualification resource and assessment development.	TAFE Compliance/ Federation TAFE Executive Officer	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 Current Award Courses Technical and Further Education Note: All VET Qualifications delivered at Federation University must meet the minimum hours outlined in the Purchasing Guide or be within a 5% tolerable threshold. Any Qualifications presented to Curriculum Committee under the 5% threshold will require a business case stating the reason/s for variance in hours supported by current statements (within the preceding 6 months) from Industry in support of the specific electives selected.
N.	Curriculum Committee to consider application	Curriculum Committee	Program Area and TAFE Compliance Department to be notified whether application has been approved or not. If not approved, will be returned to Program Area Department with reasons for rejection.
O.	Curriculum Committee Academic Secretariat Mailbox to notify: Quality Assurance Services TAFE Compliance if application is approved.	Executive Officer, Curriculum Committee Academic Secretariat Mailbox	Send extract of minutes to Quality Assurance Services notifying of approval of qualifications.
P.	DVC (VET) to sign: Delegate Report Authorisation Form	Quality Assurance Services / DVC(VET)	Quality Assurance Services to arrange for DVC(VET) to sign ASQA Delegate Report Authorisation Form.
Q.	Quality Assurance Services to process applications for additions to Scope through ASQANet.	Quality Assurance Services	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 Assurance Services which processes all applications for adding or deleting items from the University'’s Scope of Registration. Applications should be processed in accordance with the Quality Assurance 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. If the qualification is part of a Third PartyArrangement, this activity must be registered separately through ASQANet; refer to the Third Party Delivery of VET Training and Assessment Procedure for more detailed information.
R.	The signed Delegate Report Authorisation Form to be submitted to ASQA.	Quality Assurance Services	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. Applications for any addition to the Scope of Registration does not incur a fee. 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.
S.	ASQA to notify University of extension to Scope.	Quality Assurance Services	Quality Assurance Services to notify: Duty Vice-Chancellor (VET) Manager, Students and Registrar Services Director, Skills and Education Delivery Director, Learner Excellence and Experience Education Manager Program Manager Curriculum Quality Leader TAFE Compliance ATOM Support Team Head of Centre – Learner Excellence Program Management and Completions FedUni TAFE AASN Head of Centre
T.	Undertake qualification implementation processes	Program Manager / Delegate	All qualification documentation must be available through the University’s approved records management system Refer to VET Qualification Delivery Procedure. All superseded documentation should be retained as per the University’s Records Management Procedure. Update Course Finder and marketing material.
U.	Update Student Management System	Student and Registrar Services	Refer to qualification documentation in University’s approved records management system, upload program and unit data into Student Management System. Liaise with Finance Services regarding approved fees and update system. Notify relevant stakeholders, e.g. Marketing, Department, Graduation.
V.	Update Current Award Courses Technical and Further Education	Student and Registrar Services	Once endorsed by Academic Board, update Current Award Courses Technical and Further Education and Non-Current Award Courses Technical and Further Education. Extract of Minutes forwarded to Student and Registrar Services by Academic Board Executive Officer. Confirm approved programs are listed on the Scope of Registration. If a Program has not been added to the Scope contact Quality Assurance Services for clarification. Amend Current Award Courses Technical and Further Education / Non-Current Award Courses Technical and Further Education data spreadsheet. Forward document to Legal Services for publication on Legislation webpage. Send Award Courses Technical and Further Education Amendments summary to Curriculum Committee for noting.
W.	Add additional units to program	Program Manager	Review qualification rules and delivery requirements. Identify units to be added for credit transfer only. These unit will not be delivered as part of the qualification.
X.	Update Student Management System	Students and Registrar Services	Confirm new unit is included in most recent version of the delivery plan in the University’s approved records management system. Add course to course catalogue. Add course to Program Master List. Do not add units identified as credit transfer only to the Master List. Create or add to Credit Transfer List. Run query UB_VET_COURSELIST_FORM (Group Data Form) and email to Program Area to request teaching groups be set up for relevant cohorts.

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.
to be 'imported' from another Training package and it satisfies the packaging rules for importation of units.

	Activity	Responsibility	Steps
A.	Identify unit.	Head of Centre or Program Manager 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.
B.	Access unit from training package or curriculum document to determine capacity to deliver.	Head of Centre or Program Manager 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 Department of Education Training - 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. Refer to the Third Party Delivery of VET Training and Assessment Procedure for additional requirements, if there are plans to offer the units as part of a Third PartyArrangement.
C.	Ensure prerequisites and co-requisites can be met.	Head of Centre or Program Manager	Some units require other units to be completed either prior or at the same time, these must be taken into consideration when adding individual units of competency to Scope.
D.	Complete the forms below and submit to Course Approval Committee (CAC) for approval: Trainer Skills Matrix (VET); Training and Assessment* Strategy – Parts A and B;* A completed Assessment Tool must be provided for the unit.	Head of Centre or Program Manager	Program 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. Course Approval Committee (CAC) to consider the application. If approved, the Program Area to submit the complete application and the CAC Minutes to the Curriculum Committee for consideration. If not approved, Head of Centre and Program Manager to be notified of reasons for rejection.
E.	Submit the completed application documentation to Quality Assurance Services for review prior to submission to the Curriculum Committee for approval: Federation CAC Extract of Minutes Training and Assessment Strategy – Parts A and B Trainer Skills Matrix (VET); A completed Assessment Tool must be provided for the unit.	Curriculum Quality Leader/CAC Executive Officer / Quality Assurance Services	Quality Assurance Services will review the application documentation to ensure that it meets all necessary regulatory requirements prior to it being presented to the Curriculum Committee. If documentation is compliant, Quality Assurance Services will notify TAFECompliance, appropriate Program Manager and Curriculum Quality Leaders and provide a memo for the Curriculum Committee. If documentation is non-compliant, Quality Assurance Services will notify TAFE Compliance, appropriate Program Manager and Curriculum Quality Leaders and provide a memo outlining the issues that require rectification prior to the documentation being resubmitted for consideration. Any non-compliant application documentation must be resubmitted with rectifications to Quality Assurance Services through ServiceNow. Prior to submitting to Curriculum Committee, documentation must be compliant and any recommendations from Quality Assurance Services incorporated.
F.	Submit the completed application to the Curriculum Committee for approval: CAC Extract of Minutes Training and Assessment Strategy – Parts A and B Trainer Skills Matrix (VET); A completed Assessment Tool must be provided for the unit.	CAC Executive Officer	Documentation must be submitted through the University’s approved records management system.
G.	The Curriculum Committee to consider application.	Curriculum Committee	Program Area to be notified whether application has been approved or not. If not approved, will be returned to Program Area with reasons for rejection.
H.	DVC(VET) to sign: Delegate Report Authorisation Form	Quality Assurance Services / DVC(VET)	Quality Assurance Services to arrange for DVC(VET) to sign ASQA Delegate* Report Authorisation Form*.
I.	Quality Assurance Services to process applications for additions to Scope through ASQANet.	Quality Assurance Services	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 Assurance Services which processes all applications for adding or deleting items from the University's Scope of Registration. Applications should be processed in accordance with Quality Assurance 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. If the units are part of a Third Party Arrangement, this activity must be registered separately through ASQANet; refer to the Third Party Delivery of VET Training and Assessment Procedure for more detailed information.
J.	The signed Delegate Report Authorisation Form to be submitted to ASQA.	Quality Assurance Services	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. Applications for any addition to the Scope of Registration does not incur a fee. 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 Assurance Services	Quality to notify: Deputy Vice-Chancellor (VET) Manager, Students and Registrar Services Director, Skills and Education Delivery Director, Learner Experience and Excellence Program Manager Curriculum Quality Leader TAFE Compliance Head of Centre - Learner Excellence Program Management and Completions FedUni TAFE AASN
L.	Update VET Unit / Course Register.	Students and Registrar Services	Update VET Unit/Course Register. (Units are not added to Award Courses Technical and Further Education but are listed on the VET Unit/Course Register)
M.	Update Student Management System	Students and Registrar Services	Add course to course catalogue. Add course to Program Master List. Run query UB_VET_COURSELIST_FORM for Group data form to Excel and email to Program Area.

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 Department 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 Curriculum 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.	Director, Skills and Education Delivery / Program Manager	Program Manager 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.
B.	Quality Assurance Services will notify Departments when ASQA has added new versions of equivalent superseded qualifications to the University’s Scope of Registration.	Quality Assurance Services	Quality Assurance Services will send email notification to: Relevant Program Manager Director, Skills and Education Delivery Director, Learner Experience and Excellence Deputy Vice-Chancellor (VET) Manager, Students and Registrar Services Curriculum Quality Leader TAFE Compliance Head of Centre - Learner Excellence Program Management and Completions FedUni TAFE AASN The new qualification will not be available for enrolments until approval from the Curriculum Committee is received and the qualification is added to AwardCourses Technical and Further Education.
C.	Obtain current Training Package Purchasing Guide or curriculum documentation.	Director, Skills and Education Delivery / Program Manager	Curriculum documentation may include: Training Package. Purchasing Guide. Obtaining approval from the copyright owner to use non- crown copyright curriculum documents. Government funding for qualifications is not available until it is included in the Funded Course List. 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). Non-crown copyright qualifications may include a license fee. Refer to Legal for license agreement requirements. Program 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.	Director, Skills and Education Delivery / Program Manager	For the removal of qualifications refer to Section E: Removing a Qualification or Unit of Competency.
E.	Commencing Enrolments	Director, Skills and Education Delivery / Program Manager	Once the Training Package has been endorsed all new enrolments should be in the new qualification. Departments must not enrol new students or commence delivery in any superseded qualifications.
F.	Continuing Enrolments	Director, Skills and Education Delivery / Program Manager	The Department 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.	Director, Skills and Education Delivery / Program Manager	Departments 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 removes superseded qualifications from the University’s Scope of Registration unless an extension has been approved by ASQA.
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.	Director, Skills and Education Delivery / Program Manager	Regardless of new qualifications being automatically added to the University’s Scope of Registration by ASQA, Departments must be able to provide evidence as per the Standards for NVR Registered Training Organisations 2015 and the VET Funding Contract in relation to training and assessment requirements. For each qualification being presented for approval, the unit assessment tools provided for each qualification must be different. The TAS Part B – Delivery Plan should be completed and submitted for the same two units that the Assessment Tools are being provided. Note: All VET Qualifications delivered at Federation University must meet the minimum hours outlined in the Purchasing Guide or be within a 5% tolerable threshold. Any Qualifications presented to Curriculum Committee under the 5% threshold will require a business case stating the reason/s for variance in hours supported by current statements (within the preceding 6 months) from Industry in support of the specific electives selected.
I.	Submit the documents below to Course Approval Committee (CAC) 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.	Curriculum Quality Leader/Program Manager	Course Approval Committee (CAC) to consider the application. If approved, the Department to submit the complete application and the extract of Minutes to the Curriculum Committee for consideration. If not approved, Program Manager to be notified of reasons for rejection.
J.	Submit the completed application documentation to Quality Assurance Services for review prior to submission to the Curriculum Committee for approval: Federation CAC 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.	TAFE Compliance/Federation CAC Executive Officer / Quality Assurance Services	Quality Assurance Services will review the application documentation to ensure that it meets all necessary regulatory requirements prior to it being presented to the Curriculum Committee. If documentation is compliant, Quality Assurance Services will notify Federation TAFE and provide a memo for the University Curriculum Committee. If documentation is non-compliant, Quality Assurance Services will notify TAFE Compliance, appropriate Program Manager and Curriculum Quality Leaders and provide a memo outlining the issues that require rectification prior to the documentation being resubmitted for consideration. Any non-compliant application documentation must be resubmitted with rectifications to Quality Assurance Services. Prior to submitting to Curriculum Committee, documentation must be compliant and any recommendations from Quality Services incorporated.
K.	Submit the completed application to Curriculum 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.	Federation CAC Executive Officer	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 Award Courses Technical and Further Education.
L.	The Curriculum Committee to consider application.	Curriculum Committee	Department to be notified whether application has been approved or not. If not approved, will be returned to Department with reasons for rejection. The Curriculum Committee advise Quality Assurance Services of outcome.
M.	Undertake qualification implementation processes.	Program Manager	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. Load all qualification documentation into the University’s approved records management system. Refer to VET Qualification Delivery Procedure. All superseded documentation should be retained as per the University’s Record Management Procedure. Update Course Finder and marketing material.
N.	Expired Qualifications.	Quality Assurance Services / Students and Registrar Services	When a qualification has been superseded, Quality Assurance Services will forward the details to Students and Registrar Services where that qualification will be restricted to prevent any new enrolments taking place without written permission from the Deputy Vice-Chancellor (VET).
O.	Quality Assurance Services to advise Students and Registrar Services when new qualifications can be added to the Student Management System for enrolments.	Quality Assurance Services	Qualifications are not available for enrolment until such time as Students and Registrar Services has been advised that documentation of any new qualifications has been approved through the appropriate Committee.
P.	Update Student Management System	Students and Registrar Services	Refer to qualification documentation in the University’s approved records management system, upload program and unit data into Student Management System. Liaise with Finance regarding approved fees and update system. Notify relevant stakeholders, eg Marketing, Department, graduation.
Q.	Update Award Courses Technical and Further Education	Students and Registrar Services	Once endorsed by Academic Board, Update Award Courses Technical and Further Education and Non-Award Courses Technical and Further Education. Extract of Minutes forwarded to Students and Registrar Services by Academic Board Executive Officer. Confirm approved programs are listed on the Scope of Registration. If a Program has not been added to the Scope contact Quality Assurance Services for clarification. Amend Award Courses Technical and Further Education / Non-Current Award Courses Technical and Further Education data spreadsheet. Forward document to Legal Services for publication on Legislation webpage. Send Award Courses Technical and Further Education Amendments summary to Curriculum Committee for noting.
R.	Add additional units to program	Program Manager	Review qualification rules and delivery requirements. Identify units to be added for credit transfer only. These unit will not be delivered as part of the qualification.
S.	Update Student Management System	Students and Registrar Services	Confirm new unit is included in most recent version of the delivery plan in the University’s approved records management system. Add course to course catalogue. Add course to Program Master List. Do not add units identified as credit transfer only to the Master List. Create or add to Credit Transfer List. Run query UB_VET_COURSELIST_FORM (Group Data Form) and email to Program Area to request teaching groups be set up for relevant cohorts.

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.	Director, Skills and Education Delivery / Program Manager	Head of Centre/Program Manager 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*
B.	Ensure the qualification is not already on the Scope.	Head of Centre/Program Manager	Refer: www.training.gov.au, the UniversityRTO number is 4909.
C.	Obtain current Training Package Purchasing Guide or curriculum documentation.	Director, Skills and Education Delivery / Program Manager	Curriculum documentation may include: Training Package. Purchasing Guide. Obtaining approval from the copyright owner to use non- crown copyright curriculum documents. Government funding for qualifications is not available until it is included in the Funded Course List. 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). Non-crown copyright qualifications may include a licence fee. Refer to Legal for license agreement requirements. Refer to the Third Party Delivery of VET Training and Assessment Procedure for additional requirements, if there are plans to offer the qualification as part of a Third Party Arrangement.
D.	Complete the documents below and submit to Federation Course Approval Committee (CAC) 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.	Director, Skills and Education Delivery / Program Manager CAC	Program 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. The TAS Part B – Delivery Plan should be completed and submitted for the same two units that the Assessment Tools are being provided. CAC to consider the application. If approved, CAC to refer to Department to submit the completed application and the Federation CAC Minutes to Curriculum Committee for consideration. If not approved, Program Manager to be notified of reasons for rejection. Note: All VET Qualifications delivered at Federation University must meet the minimum hours outlined in the Purchasing Guide or be within a 5% tolerable threshold. Any Qualifications presented to Curriculum Committee under the 5% threshold will require a business case stating the reason/s for variance in hours supported by current statements (within the preceding 6 months) from Industry in support of the specific electives selected.
E.	Submit the completed application documentation to Quality Assurance Services for review prior to submission to the Curriculum Committee for approval: CAC 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.	TAFE Compliance, CAC Executive Officer / Quality Assurance Services	Quality Assurance Services will review the application documentation to ensure that it meets all necessary regulatory requirements prior to it being presented to the Curriculum Committee. If documentation is compliant, Quality Assurance Services will notify Federation TAFE and provide a memo for the Curriculum Committee. If documentation is non-compliant, Quality Assurance Services will notify Federation TAFE and provide a memo outlining the issues that require rectification prior to the documentation being resubmitted for consideration. Any non-compliant application documentation must be resubmitted with rectifications to Quality Assurance Services.
F.	Submit the completed application to the Curriculum Committee for approval: Trainer Skills Matrix (VET); Training and Assessment Strategy; Federation CAC 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.	Federation CAC Executive Officer	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 Award Courses Technical and Further Education.
G.	The Curriculum Committee to consider application.	Curriculum Committee	Program Area to be notified whether application has been approved or not. If not approved, will be returned to Program Area with reasons for rejection.
H.	Executive Officer, Curriculum Committee to notify Quality Assurance Services of approval.	Executive Officer Curriculum Committee	Send extract to Quality Assurance Services notifying of approval.
I.	DVC(VET) to sign: Delegate Report Authorisation Form	Quality Assurance Services / DVC(VET)	Quality Assurance Services to arrange for DVC(VET) to sign ASQA Delegate* Report Authorisation Form*.
J.	Quality Assurance Services to process applications for additions to Scope through ASQANet.	Quality Assurance Services	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 Assurance Services which processes all applications for adding or deleting items from the University's Scope of Registration. Applications should be processed in accordance with Quality Assurance 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. If the qualification is part of a Third Party Arrangement, this activity must be registered separately through ASQANet; refer to the Third Party Delivery of VET Training and Assessment Procedure for more detailed information.
K.	The signed Delegate Report Authorisation Form to be submitted to ASQA.	Quality Assurance Services	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. Applications for any addition to the Scope of Registration does not incur a fee. Additions will usually take approximately 2 -3 days to be formally added to the University Scope and appear on Training.gov.au.
L.	ASQA to notify University of extension to Scope.	Quality Assurance Services	Quality to notify: Deputy Vice-Chancellor (VET) Manager, Registrar Services Director, Skills and Education Delivery Director, Leaner Experience and Excellence Program Manager Curriculum Quality Leader TAFE Compliance Head of Centre - Learner Excellence Program Management and Completions FedUni TAFE AASN
M.	Undertake qualification implementation processes	Program Manager	Load all qualification documentation into the University’s approved records management system Refer to VET Qualification Delivery Procedure. All superseded documentation should be retained as per the University’s Records Management Procedure. 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 Higher Education and VET Programs Procedure. Update Course Finder and marketing material.
N.	Expired Qualifications.	Quality Assurance Services / Students and Registrar Services	When a qualification has been superseded, Quality Assurance Services will forward the details to Students and Registrar Services where that qualification will be restricted to prevent any new enrolments taking place without written permission from the DVC(VET).
O.	Quality Assurance Services to advise Students and Registrar Services when new qualifications can be added to the Student Management System for enrolments.	Quality Assurance Services	Qualifications are not available for enrolment until such time as Students and Registrar Services has been advised that documentation of any new qualifications has been approved through the appropriate Committee.
P.	Update Student Management System	Students and Registrar Services	Refer to qualification documentation in the University’s approved records management system , upload program and unit data into Student Management System Liaise with Finance regarding approved fees and update system Notify relevant stakeholders, e.g. Marketing, Department, graduation Run query UB_VET_COURSELIST_FORM (Group Data Form) and email to Program Area to request teaching groups be set up for relevant cohorts.
Q.	Update Award Courses Technical and Further Education	Students and Registrar Services	Once endorsed by Academic Board, Update Award Courses Technical and Further Education and Non-Current Award Courses Technical and Further Education. Extract of Minutes forwarded to Registrar Services by Academic Board Executive Officer Confirm approved programs are listed on the Scope of Registration. If a Program has not been added to the Scope contact Quality Assurance Services for clarification Amend Award Courses Technical and Further Education / Non-Current Award Courses Technical and Further Education data spreadsheet Forward document to Legal Services for publication on Legislation webpage Send Award Courses Technical and Further Education Amendments summary to Curriculum Committee for noting
R.	Add additional units to program	Program Manager	Review qualification rules and delivery requirements. Identify units to be added for credit transfer only. These units will not be delivered as part of the qualification.
S.	Update Student Management System	Students and Registrar Services	Confirm new unit is included in most recent version of the delivery plan in the University’s approved records management system. Add course to course catalogue. Add course to Program Master List. Do not add units identified as credit transfer only to the Master List. Create or add to Credit Transfer List. Run query UB_VET_COURSELIST_FORM for Group data form to Excel and email to Program Area.
T.	Commencing Enrolments.	Director, Skills and Education Delivery / Program Manager	Once the Training Package has been endorsed all new enrolments should be in the new qualification. Departments must not enrol new students or commence delivery in any superseded qualifications.
U.	Continuing Enrolments.	Director, Skills and Education Delivery / Program Manager	The Department 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.
V.	Transition / Teach-out of Continuing Students.	Director, Skills and Education Delivery / Program Manager	Departments 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 removes superseded qualifications from the University’s Scope of Registration, unless an extension has been approved by ASQA.

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 unless the transition period is extended by ASQA.
New equivalent qualifications are automatically added to the University’s Scope of Registration.

Use this section to remove current qualifications / units of competency Federation TAFE / the Department no longer intends to deliver.

	Activity	Responsibility	Steps
A.	Identify the qualification or unit to be removed from the Scope and complete the appropriate Removal from Scope memo as follows: Memo Template - Removal from Scope - Non-transitioning Qualifications Memo Template - Removal from Scope - Programs automatically removed from scope Memo Template - Removal from Scope – Transitions	Program Manager	Qualifications / units may be removed at any time during the year. Program Manager to determine potential impacts of the removal with Program areas and High Education institute (as required) Program Manager to confirm there are no students enrolled If the qualification/s to be removed involving an existing Third PartyArrangement, refer to the Third Party Delivery of VET Training and Assessment Procedure for additional requirements.
B.	Complete qualification / unit administration processes to cease delivery.	Director, Skills and Education Delivery / Program Manager	Remove qualification from Course Finder. Qualification / unit records are to be stored in accordance with the University’s Records Management Procedure.
C.	Submit the forms below to CAC for approval: Memo Template - Removal from Scope - Non-transitioning Qualifications Memo Template - Removal from Scope - Programs automatically removed from scope Memo Template - Removal from Scope – Transitions	Program Manager	TAFE Compliance to submit the completed application to TAFE Executive Officer. TAFE Executive Officer add’s application to Course approval Committee agenda. Course Approval Committee confirms there are no students enrolled in the Qualification Course Approval Committee to consider the application. If approved, the TAFE Compliance to submit the completed application documentation and the Course Approval Committee minutes to the University Curriculum Committee for consideration. If not approved, Program Manager, and Curriculum Quality Leader, Head of Centre to be notified of reasons for rejection. If approved and qualification is delivered to international students onshore in Australia, contact the Manager, International and Strategic Compliance 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. Confirmation from the Manager, International and Strategic Compliance that CRICOS registration has been removed for the qualification
D.	Submit the completed application to the Curriculum Committee for approval: Course Approval Committee Extract of Minutes Memo Template - Removal from Scope - Non-transitioning Qualifications Memo Template - Removal from Scope - Programs automatically removed from scope Memo Template - Removal from Scope – Transitions	TAFE Compliance	Documentation must be submitted through the University’s approved records management system. Note: Approved will be forwarded to Academic Board and Council for removal from Award Courses Technical and Further Education and addition to Non-Current Award Courses Technical and Further Education.
E.	Curriculum Committee to consider application.	Curriculum Committee	Program Area and TAFE Compliance to be notified whether application has been approved or not. If not approved, will be returned to Program Area with reasons for rejection. Students and Registrar Services to confirm whether qualification has any active enrolments. If approved,qualification / unit to be closed to future enrolments in the student management system.
F.	Curriculum Committee Academic Secretariat Mailbox to notify: Quality Assurance Services TAFE Compliance if application is approved.	Executive Officer, Curriculum Committee Academic Secretariat Mailbox	Send extract to Quality Assurance Services and Students and Registrar Services notifying of approval.
G.	DVC(VET) to sign: Delegate Report Authorisation Form	Quality Assurance Services / DVC(VET)	Quality Assurance Services to arrange for DVC(VET) to sign ASQA Delegate* Report Authorisation Form*.
H.	Quality Assurance Services to process applications for deletions to Scope through ASQANet.	Quality Assurance Services	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 Assurance Services which processes all applications for adding or deleting items from the University's Scope of Registration. Applications should be processed in accordance with Quality Assurance 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 Assurance Services	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 amendments using the Delegate Report Authorisation Form. Applications for any amendment to the Scope of Registration does not incur a fee. Amendments 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 amendment to Scope.	Quality Assurance Services	Quality to notify: Deputy Vice-Chancellor (VET) Manager, Students and Registrar Services Director, Skills and Education Delivery Director Learner Experience and Excellence Program Manager Curriculum Quality Leader TAFE Compliance Head of Centre – Learner Excellence Program Management and Completions FedUni TAFE AASN
K.	Update Award Courses Technical and Further Education	Students and Registrar Services	Once endorsed by Academic Board, Update Award Courses Technical and Further Education and Non-Current Award Courses Technical and Further Education. Extract of Minutes forwarded to Students and Registrar Services by Academic Board Executive Officer. Confirm approved programs have been removed from the Scope of Registration. If a Program has not been removed contact Quality Assurance Services for clarification. Amend Award Courses Technical and Further Education / Non-Current Award Courses Technical and Further Education data spreadsheet. Forward document to Legal Services for publication on Legislation webpage. Send Current Award Courses Technical and Further Education Amendments summary to Curriculum Committee for noting.
L.	Update Student Management System	Students and Registrar Services	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.

The below process is not to used for Third Party Arrangements, refer to the Third Party Delivery of VET Training and Assessment Procedure for the requirements for Third Party delivery.

	Activity	Responsibility	Steps
A.	Check qualification / unit is on Scope and determine capacity to deliver qualification / unit interstate or overseas.	Director, Skills and Education Delivery / Program Manager	Refer: www.training.gov.au, the University’s RTO number is 4909.
B.	Complete and forward the following form to the DVC(VET) to endorse: Notification of Amendment* to Delivery Locations*	DVC(VET) / Program Manager	International registration of qualifications requires CRICOS, refer to the CRICOS Registration of VET Programs Procedure.
C.	Submit the form below to Federation Course Approval Committee for approval: Notification of Amendment to Delivery Locations	Program Manager	Federation Course Approval Committee to consider the application.
D.	Submit the following to the Curriculum Committee for approval: Notification of Amendment to Delivery Locations; and Federation CAC Minutes.	Federation Course Approval Committee Executive Officer	Curriculum Committee to consider the application. If approved, Curriculum Committee to forward the documentation to Quality Assurance Services for processing.
E.	Submit the following to DVC(VET) for approval and signing: Notification of Amendment to Delivery Locations; Federation Course Approval Committee Minutes; and Declaration by Chief Executive Officer	Quality Assurance Services	DVC(VET) to consider the application. If approved, DVC(VET) to forward the documentation to Quality Assurance Services for processing.
F.	Forward approved documents to Quality Assurance Services for processing with ASQA: Notification of Amendment to Delivery Locations; and Declaration by Chief Executive Officer	DVC(VET)	Quality Assurance Services to check to ensure documentation has been completed appropriately.
G.	Quality Assurance Services to process applications for amendments to Scope through ASQANet.	Quality Assurance Services	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/. The University has a registered password for accessing ASQANet which is held by Quality Assurance Services which processes all applications for adding / deleting or amending items on the University's Scope of Registration. Applications should be processed in accordance with Quality Assurance 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 Assurance Services	Quality to notify: Deputy Vice-Chancellor (VET) Manager, Registrar Services Director, Skills and Education Delivery Program Manager
I.	Update Student Management System	Registrar Services	Update to add new delivery location to teaching groups.

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.	Director, Skills and Education Delivery / Program Manager	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*	Director, Skills and Education Delivery / Program Manager	The completed form should be forwarded to the DVC(VET) to be endorsed.
C.	Submit the following to the DVC(VET) for approval and signing: Notification of Amendment to Delivery Locations Declaration by Chief Executive Officer	Director, Skills and Education Delivery	Documentation should be sent to Faculty Board for noting. DVC(VET) to consider the application. If approved, DVC(VET) to forward the documentation to Quality Assurance Services for processing.
D.	Forward approved documents to Quality Assurance Services for processing with ASQA: Notification of Amendment to Delivery Locations; and Declaration by Chief Executive Officer	DVC(VET)	Quality Assurance Services will confirm receipt of documentation.
E.	Quality Assurance Services to process applications for amendments to Scope through ASQANet.	Quality Assurance Services	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/. The University has a registered password for accessing ASQANet which is held by Quality Assurance Services which processes all applications for adding / deleting or amending items on the University's Scope of Registration. Applications should be processed in accordance with Quality Assurance 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 Assurance Services	Quality to notify: Deputy Vice-Chancellor (VET) Manager, Registrar Services Director, Skills and Education Delivery Program Manager 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	Ensure no teaching groups are set up for delivery location.

H: Regular Review of the Scope

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

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

	Activity	Responsibility	Steps
A.	Scope of Registration Status Report, available through the University’s approved records management system.	Quality Assurance Services	Status Report includes: Current status of qualifications; and Current enrolment data.
B.	Recommendations for action by Director, Skills and Education Delivery / Program Managers.	Federation Course Approval Committee	Proposed amendments to Scope to be forwarded to the Federation Course Approval Committee for approval.
C.	Complete paperwork to extend, amend or remove from the Scope.	Director, Skills and Education Delivery / Program Manager	Section A: Adding a NewQualification. 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).

I: Victorian Certificate of Education (VCE) Vocational Major

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

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 VCE-VM as these are state based 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:

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

Victorian Certificate of Education (VCE) Vocational Major qualifications are not issued by the University and are not added to Award Courses Technical and Further Education.

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.	Head of Centre or Program Manager	Ensure the qualification is not already on the State Register. Refer: http://www.vrqa.vic.gov.au
B.	Obtain current curriculum documentation.	Head of Centre or Program Manager	Current VCE curriculum documentation and information is available from the Victorian Curriculum and Assessment AuthorityVCAA. 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: Training and Assessment Strategy – Part A Course Viability Analysis (CVA) (VET)Form; and Impact Statements.	Head of Centre or Program Manager/Delegate	The Program Area must be able to provide evidence as per the Minimum Standards for Registration to Provide an Accredited Senior Secondary Course VRQA and the VET Funding Contract in relation to compliance with training and assessment requirements. Finance may assist with development of financial data for the Course Viability Analysis (CVA) (VET) Form. 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 ???	Director, Skills and Education Delivery / Progam Manager	Distribute Qualification Impact Statements to: Deans, Global Professional Schools Director, Information Technology Services Director, University Library Director, Property and Infrastructure Chief Learner Experience Office (CXO) Senior Manager, Registrar Services
E.	Respond to Qualification Impact Statement.	Relevant Deans / Executive Directors / Directors / Program Managers	Completed Impact Statements should be returned within 5 working days.
F.	Respond to any identified impacts.	Director, Skills and Education Delivery / Program Manager	Any issues raised within the Impact Statements must be addressed at this stage.
G.	Qualification is added to the agenda of a schedule Course Approval Committee	Director, Skills and Education Delivery/Program Manager	Email request is sent to TAFECompliance and Head of Centre requesting addition of qualification to Course Approval Committee.
H.	Submit the completed application to Quality Assurance Services for review and endorsement prior to submission to the Course Approval Committee for approval: Training and Assessment Strategy – Part A Trainer Skills Matrix (VET) Course Finder Information Document Curriculum documents for two Units of Competency including: Training and Assessment Strategy Part B Pre-training Review (PAV) Assessment tools (Student & Assessor) Competency Mapping Matrix Unit outline Record of Assessment Outcome Schedule of proposed qualification resource and assessment development Note: these documents must be from two different units within the qualification, one unit should be, if possible, a high-risk unit	Curriculum Quality Leader/Quality Assurance Services	Quality Assurance Services will review the application documentation to ensure that it meets all necessary regulatory requirements prior to it being presented to the Course Approval Committee. If documentation is compliant, Quality Assurance Services will notify TAFE Compliance and appropriate Program Manager and Curriculum Quality Leaders and provide a memo for the Course Approval Committee. If documentation is non-compliant, Quality Assurance Services will notify TAFE Compliance, appropriate Program Manager and Curriculum Quality Leader and provide a memo outlining the non-compliances that require rectification prior to the documentation being resubmitted for consideration. Any non-compliant application documentation must be resubmitted through Service Now with rectifications to Quality Assurance Services. Prior to submitting to Course Approval Committee documentation must be compliant and any recommendations from Quality Assurance Services incorporated.
I.	Submit the completed application to Course Approval Committee for approval: Qualification Concept & Business Case (VET) Form Training and Assessment Strategy Part A Trainer Skills Matrix (VET) Course Finder Information Document Curriculum documents for two Units of Competency including: Training and Assessment Strategy Part B Pre-Training Review (PAV) Assessment tools (student & Assessor) Competency Mapping Matrix Unit Outline Record of Assessment Outcome Schedule of proposed Qualification resource and assessment development	TAFE Compliance/Federation TAFE Executive Officer	TAFE Compliance to submit the completed application to TAFE Executive Officer TAFE Executive Officer adds application to Course Approval Committee to consider application: If approved, TAFE Compliance to submit the completed application documentation and the Course Approval Committee minutes to Curriculum Committee for consideration If not approved, Program Manager and Curriculum Quality Leader, Head of Centre to be notified of reasons for rejections
J.	Program area are notified that all approvals have gone through and to commence work on qualification documentation	Head of Centre/ Learner Excellence/Head of Centre/Program Manager	Program areas are advised of position on Course Approval Schedule and associated deadlines for reviews and Committees Program Manager to determine and communicate who will be working on developing qualification application documentation.
K.	Curriculum Committee to consider application.	Curriculum Committee	Program Area to be notified whether application has been approved or not. If not approved, will be returned to Program Area with reasons for rejection.
L.	Curriculum Committee Academic Secretariat Mailbox to notify: Quality Assurance Services TAFE Compliance If application is approved	Executive Officer, Curriculum Committee Academic Secretariat Mailbox	Send extract to Quality Assurance Services notifying of approval of qualifications.
M.	DVC(VET) to sign Form B: Amending the Scope* of Registration*	Quality Assurance Services / DVC(VET)	Quality Assurance Services to arrange for DVC(VET) to sign Form B: Amending the Scope of Registration.
N.	Quality Assurance Services to lodge applications for additions to Scope to the VRQA.	Quality Assurance Services	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. This documentation must be submitted to:Victorian Registration and Qualifications Authority, GPO Box 2317, Melbourne Victoria 3001 This documentation must be submitted electronically in PDF format on a USB drive.
O.	Upon receipt of Form B and supporting evidence, the VRQA will send out an invoice for the application.	Quality Assurance Services	The invoice for the addition of qualifications will be sent to Quality’s email address. Fees are due and payable within 14 days. Application fees are non-refundable. Applications will not be assessed until invoices have been paid. 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.
P.	Once payment for the application has been received, applications are assessed using a proportional risk-based approach.	Quality Assurance Services	An assessment may involve a desk review or a site audit depending on the risk profile and / or the qualification being applied for. The desk review process can take approximately four to six week from the date the VRQA receives payment. If it is determined that a site audit is required, a VRQA auditor will contact Quality Services to schedule an audit date.
Q.	VRQA to notify University of extension to Scope.	Quality Assurance Services	Quality to notify: Deputy Vice-Chancellor VET Manager, Registrar Services Director, Skills and Education Delivery Program Manager
R.	Add additional units to program	Program Manager	Review qualification rules and delivery requirements. Identify units to be added for credit transfer only. These unit will not be delivered as part of the qualification.
S.	Undertake qualification implementation processes	Program Manager	Load all qualification documentation into the University’s approved records management system. Refer to VET Qualification Delivery Procedure. All superseded documentation should be retained as per the University’s Records Management Procedure. 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)	Head of Centre / Program Manager	Qualifications / units may be removed at any time during the year. Registrar Services to confirm that there are no current enrolments in the qualification prior to submitting an application for removal.
B.	Distribute to all Program Areas 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).	Director, Skills and Education Delivery / Program Manager	Distribute Removal from Scope of Registration Impact Statements for All Faculties & Centres (VET) to all Program Areas.
C.	Respond to Removal from Scope of Registration Impact Statements for All Schools & Centres (VET)	Relevant Deans / Directors / Program Manager	Completed Impact Statement should be returned within 5 working days.
D.	Respond to any identified impacts.	Director, Skills and Education Delivery / Program Manager	Any issues raised within the Impact Statements must be addressed at this stage.
E.	Complete qualification / unit administration processes to cease delivery.	Director, Skills and Education Delivery / Program Manager	Remove qualification from Course Finder. Qualification / unit records are to be stored in accordance with the University’s Records Management Procedure.
F.	Submit the required forms below to Course Curriculum Committee for approval: Memo Removal from Scope Non-Transitioning Qualification Memo Removal from Scope Programs automatically removed from Scope Memo Removal from Scope Transitioning	Program Manager	TAFE Compliance to submit the completed application to TAFEExecutive Officer. TAFE Executive Officer adds application to Course Approval Committee agenda. Course Approval Committee confirms there are no students enrolled in the qualification. Course Approval Committee to consider the application: If approved the TAFE Compliance to submit the completed application documentation and the Course Approval Committee minutes to the Curriculum Committee consideration If not approved Program Manager, Curriculum Quality Leader, Head of Centre to be notified of reasons for rejection.
G.	Submit the completed application to Curriculum Committee for approval: Course Approval Committee Extract of Minutes. Memo Removal from Scope Non-Transitioning Qualifications Memo Removal from Scope Programs automatically removed from Scope Memo Removal from Scope Transitions	TAFE Compliance	Note: Approved will be forwarded to Academic Board and Council for removal from Award Courses Technical and Further Education and addition to Non-Current Award Courses Technical and Further Education.
H.	Curriculum Committee to consider application.	Curriculum Committee	Program Area and TAFE Compliance to be notified whether application has been approved or not. Registrar Services to confirm whether qualification has any active enrolments. If not approved, will be returned to Program Area with reasons for rejection. If approved, qualification / unit to be closed to future enrolments in the student management system.
I.	Curriculum Committee Academic Secretariat Mailbox to notify: Quality Assurance Services TAFE Compliance If application is approved	Executive Officer, Curriculum Committee Academic Secretariat Mailbox	Send extract to Quality Assurance Services and Registrar Services notifying of approval.
J.	DVC(VET) to sign Form B: Amending the Scope of Registration	Quality Assurance Services / DVC(VET)	Quality Assurance Services to arrange for DVC(VET) to sign Form B: Amending the Scope of Registration.
K.	Quality Assurance Services to lodge applications for deletions to Scope to the VRQA.	Quality Assurance Services	The completed Form B: Amending the Scope of Registration should be submitted to: qar@edumail.vic.gov.au Application fees do not apply for the removal of items from the Scope.
L.	VRQA to notify University of extension to Scope.	Quality Assurance Services	Quality Assurance Services to notify: Deputy Vice-Chancellor (VET) Manager, Registrar Services Director, Skills and Education Delivery Program Manager
M.	Update Student Management System	Registrar Services	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, Federation TAFE staff should contact Quality Assurance 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; e.g. Introduction of newequipment 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.	Curriculum Quality Leader / Program Manager	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; e.g. Introduction of new equipment requiring purchase or change / update to facilities
B.	Relevant amendments to the TAS to be incorporated.	Curriculum Quality Leader / Program Manager	If the amendments affect the delivery of the qualification / units then the TAS – Part B should also be revised. 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 Course Approval Committee for approval.	Curriculum Quality Leader / Program Manager	A summary of changes to the qualification to be provided with an updated copy of TAS.
D.	Approved documentation to be loaded into the University’s approved records management system.	TAFE Compliance	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	Refer to qualification documentation in the University’s approved records management system, 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

These programs of study designed to meet the specific training needs of an industry or enterprise which do not meet full vocational outcomes (AQF qualification), and are comprised solely of nationally endorsed units of competency or nationally recognised modules. Such arrangements must be approved by Federation Course Approval Committee and the Curriculum Committee using the 'Federation University 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' e.g. '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: Federation University 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 Director, Skills and Education Delivery, Federation TAFE 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.	Director, Skills and Education Delivery / Program Manager	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 to consult with the Legal Office to arrange a formal agreement for training delivery.	Director, Skills and Education Delivery / Program Manager	Formal agreement should be in place, however maybe initiated by other party. 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 Qualification Impact Statements to determine potential impacts on others areas of the University if the qualification is introduced.	Director, Skills and Education Delivery / Program Manager	Distribute the Non-Award or Vendor Accredited Program Approval Form with the Qualification Impact Statements to: Deans of Schools Director, Information Technology Services Director, University Library Director, Property and Infrastructure Chief Learner Experience Officer (CXO) Senior Manager, Registrar Services
D.	Respond to Non-Award or Vendor Accredited Program Approval Form and the Qualification Impact Statements.	Relevant Deans / Executive Directors / Directors / Program Managers	Completed Impact Statements should be returned within 5 working days.
E.	Respond to any identified impacts.	Director, Skills and Education Delivery / Program Manager	Any issues raised within the Impact Statements must be addressed at this stage.
F.	Federation Course Approval Committee to consider application.	Federation Course Approval Committee Executive Officer	If not approved, TAFECompliance and Program Manager to be notified of reasons for rejection.
G.	Program delivery must be approved by Course Approval Committee	Federation Course Approval Committee	Notification of approval to be reviewed by Quality Assurance Services prior to being forwarded to the Curriculum Committee
H.	Submit the completed application documentation to Quality Assurance Services for review prior to submission to the Curriculum Committee for approval.	Federation Course Approval Committee Executive Officer / Quality Assurance Services	Quality Assurance Services will review the application documentation to ensure that it meets all necessary regulatory requirements prior to it being presented to the Curriculum Committee. If documentation is compliant, Quality Assurance Services will notify Federation TAFE Compliance, Program Manager and Curriculum Quality Leader and provide a memo for the Curriculum Committee. If documentation is non-compliant, Quality Assurance Services will notify Federation TAFE Compliance, Program Manager and Curriculum Quality Leader and provide a memo outlining the issues that require rectification prior to the documentation being resubmitted for consideration. Any non-compliant application documentation must be resubmitted with rectifications to Quality Assurance Services. Prior to submitting to Curriculum Committee, documentation must be compliant and any recommendations from Quality Assurance Services incorporated.
I.	Curriculum Committee to consider application.	Curriculum Committee Executive Officer	If not approved, TAFE Compliance and Program Manager to be notified of reasons for rejection.
J.	Program delivery must be approved by the Curriculum Committee.	Executive Officer, Curriculum Committee	Documentation to be added to the Curriculum Committee agenda for consideration.
K.	If approved by the Curriculum Committee, Executive Officer Curriculum Committee will notify Registrar Services to update the Non-Award Program / Vendor Accredited Program Register on the website.	Executive Officer, Curriculum Committee / Registrar Services	All students must be enrolled in the University's approved Student Management System prior to the commencement of training.
L.	Update Student Management System	Registrar Services	Refer to qualification documentation in the University’s approved records management system, upload program and unit data into Student Management System Liaise with Finance regarding approved fees and update system Notify relevant stakeholders, e.g. Marketing, Federation TAFE, 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.	Director, Skills and Education Delivery / Program Manager	Refer to relevant training package
B.	Ensure skill set units are within qualifications on the University’s Scope of Registration.	Director, Skills and Education Delivery / Program Manager	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 Federation Course Approval Committee for approval.	Director, Skills and Education Delivery / Program Manager	Wording for Statement of Attainment identified on Registration Form cannot be changed after registration. Any amendments require re-registration.
D.	Submit the completed application documentation to Quality Assurance Services for review prior to submission to the Course Approval Committee for approval.	Federation Course Approval Committee Executive Officer / Quality Assurance Services	Quality Assurance Services will review the application documentation to ensure that it meets all necessary regulatory requirements prior to it being presented to the Curriculum Committee. If documentation is compliant, Quality Assurance Services will notify Federation TAFECompliance, Curriculum Quality Leader and Program Manager and provide a memo for the Curriculum Committee. If documentation is non-compliant, Quality Assurance Services will notify Federation TAFE Compliance, Curriculum Quality Leader and Program Manager and provide a memo outlining the issues that require rectification prior to the documentation being resubmitted for consideration. Any non-compliant application documentation must be resubmitted with rectifications to Quality Assurance Services. Prior to submitting to Curriculum Committee, documentation must be compliant and any recommendations from Quality Assurance Services incorporated.
E.	Forward approved form and meeting minutes to Executive Officer – Curriculum Committee.	Executive Officer, Curriculum Committee Academic Secretariat Mailbox	Documentation to be added to the Curriculum Committee agenda for consideration.
F.	The Curriculum Committee to approve the skill set.	Curriculum Committee / Registrar Services	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	Registrar Services will email the approval number to the Program Manager.
H.	The approved skill set documentation will be placed on the Skill Sets Register on the University website.	Registrar Services	Registrar Services will update the Register and forward to Academic Secretariat to place on the appropriate webpage.
I.	Update Student Management System	Registrar Services	Refer to qualification documentation in the University’s approved records management system, upload program and unit data into Student Management System. Liaise with Finance regarding approved fees and update system. Notify relevant stakeholders, e.g. Marketing, Federation TAFE, graduation
J.	Undertake skill set implementation processes.	Program Manager	Steps for setting up TAFE teaching groups; Run query UB_VET_COURSELIST_FORM for Group data form to Excel – Responsible Program Area Staff Fill out Group Data Form including teaching group description, year, start dates, end dates, campus and delivery type - Responsible Program Area Staff Email to PMC@federation.edu.au - Responsible Program Area Staff 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 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 Run Course/Unit enrolment sheet run control – PMC@federation.edu.au run the Course/Unit enrolment sheet run control and email teaching group to Program Area – 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 Program Area 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.	Director, Skills and Education Delivery / Program Manager	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.
B.	Confirm skill set units and wording on statement of attainment with enterprise/ organisation.	Director, Skills and Education Delivery / Program Manager	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.	Director, Skills and Education Delivery / Program Manager	Refer: www.training.gov.au, the University’s RTO number is 4909. To add qualifications to Scope refer to Section A.
D.	Complete Locally Approved Skill Set Form	Director, Skills and Education Delivery / Program Manager	Wording for Statement of Attainment identified on Registration Form cannot be changed after registration. Amendments to enterprise/organisation name or wording requires re-registration.
E.	Forward completed form to Course Approval Committee for approval.	Director, Skills and Education Delivery / Program Manager	Approved form and minutes are forwarded to Executive Officer – Curriculum Committee for approval.
F.	Submit the completed application documentation to Quality Assurance Services for review prior to submission to the Course Approval Committee for approval.	Federation Course Approval Committee Executive Officer / Quality Assurance Services	Quality Assurance Services will review the application documentation to ensure that it meets all necessary regulatory requirements prior to it being presented to the Curriculum Committee. If documentation is compliant, Quality Assurance Services will notify Federation TAFECompliance, Curriculum Quality Leader and Program Manager and provide a memo for the Curriculum Committee. If documentation is non-compliant, Quality Assurance Services will notify Federation TAFE Compliance, Curriculum Quality Leader and Program Manager and provide a memo outlining the issues that require rectification prior to the documentation being resubmitted for consideration. Any non-compliant application documentation must be resubmitted with rectifications to Quality Assurance Services. Prior to submitting to Curriculum Committee, documentation must be compliant and any recommendations from Quality Assurance Services incorporated.
G.	The Curriculum Committee to approve the skill set.	Curriculum Committee	The skill set to be registered by Registrar Services.
H.	The skill set will be given an approval number which will be used to process unsealed awards.	Registrar Services	Registrar will email the approval number to the Program Manager.
I.	The approved skill set documentation will be placed on the Skill Sets Register on the University website.	Registrar Services	Registrar Services will update the Register and forward to Academic Secretariat to place on the appropriate webpage.
J.	Update Student Management System	Registrar Services	Refer to qualification documentation in the University’s approved records management system, upload program and unit data into Student Management System Liaise with Finance regarding approved fees and update system Notify relevant stakeholders, e.g. Marketing, Federation TAFE, Graduation
K.	Undertake skill set implementation processes.	Program Manager	Steps for setting up TAFE teaching groups; Run query UB_VET_COURSELIST_FORM for Group data form to Excel – Responsible Program Area Staff Fill out Group Data Form including teaching group description, year, start dates, end dates, campus and delivery type - Responsible Program Area Staff Email to PMC@federation.edu.au - Responsible Program Area Staff 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 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 Run Course/Unit enrolment sheet run control – PMC@federation.edu.au run the Course/Unit enrolment sheet run control and email teaching group to Program Area– Responsible

Section Six: Award Courses Technical and Further Education / Non-Current Award Courses Technical and Further Education

The University can only issue awards that are listed on Award Courses Technical and Further Education and Non-Current Award Courses Technical and Further Education. As a result, all award programs listed on the Scope of Registration must go through the process of becoming listed on Award Courses Technical and Further Education.

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

Responsibility

The Pro Vice-Chancellor, VET and Pathways and Chief Executive, TAFE (as the Approval Authority) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
The Chair, Curriculum Committee (as the Document Owner) is responsible for maintaining the content of this procedure as delegated by Approval Authority.
Specific responsibilities are designated throughout the procedure.

Supporting Documents

VET Qualification Delivery Procedure
Vocational Education and Training (VET) Awards Procedure
CRICOS Registration of Higher Education and VET Programs Procedure
Records Management Procedure
VET Enrolment Procedure
My SC User Guides – Setting Up A Teaching Group

Forms

Federation University VET Training Program Registration Form (DOC 108.5kb)
Impact statement (DOCX 85.6kb)
Locally Approved Skill Set Form (DOCX 64.8kb)
Nationally Approved Skill Set Form (DOCX 64.5kb)
New Course Approval Executive Summary (DOCX 826.2kb)
Non award Vendor Accredited Program Approval Form (DOCX 196.3kb)
Notification of Amendment to Delivery Locations Form (DOCX 231.2kb)
Qualification Concept & Business Case (VET) Form (DOCX 69.8kb)
Removal from Scope of Registration (VET) Form (DOCX 173.6kb)
Removal from Scope of Registration Impact Statements for All Schools & Centres (VET) (DOCX 98.4kb)
Request for Enrolment in Transitioning Expired Qualification Form (PDF 114.4kb)

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	Program Area Administration	2 years from last date of delivery
Qualification Impact Statements	The University’s approved records management system	Federation TAFE	2 years from last date of delivery
Notification of Amendment to Delivery Locations	The University’s approved records management system	Federation TAFE	2 years from last date of delivery
Qualification Concept & Business Case (VET) Form	The University’s approved records management system	Federation TAFE	2 years from last date of delivery
Removal from Scope of Registration (VET) Form	The University’s approved records management system	Program Area 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	Federation TAFE	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	Federation TAFE	2 years from last date of delivery
Training and Assessment Strategy (TAS)	The University’s approved records management system	Federation TAFE	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:

an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure;
distribution of e-mails to Head of School / Head of Department / University staff; and/or
documentation distribution, e.g. posters, brochures
Notification to Faculties

Implementation

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

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;
Staff induction sessions
Training sessions

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VET Program Approval and Maintenance		Glossary

Policy Glossary

Approval Authority:	Pro Vice-Chancellor, VET and Pathways		Original Issue	21/11/2001
Policy Sponsor:	Chair, Curriculum Committee		Current Version:	08/01/2025
CRICOS Provider Number	00103D		Review Date:	22/07/2027
TEQSA Provider ID:	PRV12151		Provider Category:	Australian University
RTO Code	4909	Policy Code	AG1334

Warning - Uncontrolled when printed! The current version of this document is kept on the FedUni website.

Approval Authority:	Pro Vice-Chancellor, VET and Pathways	Original Issue	21/11/2001
Policy Sponsor:	Chair, Curriculum Committee	Current Version:	08/01/2025
CRICOS Provider Number	00103D	Review Date:	22/07/2027
Policy Code	AG1334

Policy code:	AG1334
Policy owner:	Chair, Curriculum Committee
Approval authority:	Pro Vice-Chancellor, VET and Pathways
Approval date:	08 January 2025
Next review date:	22 July 2027

University governance document

VET Program Approval and Maintenance Procedure

Policy code: AG1334 Policy owner: Chair, Curriculum Committee Approval authority: Pro Vice-Chancellor, VET and Pathways Approval date: 08 January 2025 Next review date: 22 July 2027

Purpose