Information
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Subject
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Conducted on
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Prepared by
Questions
1. Staff delivering training and/or assessment
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1.1 Maintain a list of all individuals providing training and/or assessment under the terms of the contract and maintain the currency of this list throughout the life of the contract. Note: No person can be engaged to conduct training and/or assessment under this Contract without prior approval from Wodonga TAFE.
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Responsibility
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1.2 Maintain copies of current Curriculum Vitaes (CVs) and certified copies of relevant qualifications for every person engaged in delivery or assessment under the terms of this Contract.
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Responsibility
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1.3 Ensure that no individual provides unsupervised training and/or assessment under the terms of this Contract without the qualifications/ experience as deemed required by the National Regulator (NR).
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1.4 Implement and document supervisory arrangements for any individuals who do not hold the qualifications/experience as deemed required by the NR so that they can conduct training or assessment under this Contract.
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1.5 Where there is any possibility that learners who undertake training and/or assessment under the terms of this Contract could be under the age of 18, retain evidence of a satisfactorily completed Working with Children Check (for the relevant state) for each staff member who will be involved in delivering training and/or assessment to those learners.
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Responsibility
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1.6 Periodically review/audit staff records (as specified above).
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Responsibility
2. Marketing/Promotion
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2.1 Ensure any marketing materials used to promote programs delivered under the terms of this Contract are approved in writing by Wodonga TAFE Marketing Department before distribution (including print based or electronic).
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Responsibility
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2.2 Ensure marketing materials meet the requirements as specified in the VET Quality Framework (VQF) (including provision of information about available student support and Recognition of Prior Learning) to prospective clients.
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2.3 Ensure all logos are used according to specifications.
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2.4 Ensure prospective participants are fully aware that Wodonga TAFE is the Registered Training Organisation that will issue the Statements of Attainment or Qualifications resulting from training and assessment under this Contract.
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Responsibility
3. Learner recruitment/enrolment/Program Planning
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3.2 Determine eligibility for a government subsidised training place prior to commencement of learning program, including confirmation of identity, copy of relevant concession cards, and adherence to any course commencement limits or similar criteria.
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Responsibility
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3.3 Process enrolments in a timely manner to achieve specified timeframes contained within this document.
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Responsibility
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3.4 Send “confirmation of enrolment” document to each learner.
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Responsibility
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3.5 Where the learners are trainees, sign and process the relevant form that confirms that Wodonga TAFE is the Registered Training Organisation (i.e. TPP, SRTO or equivalent).
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Responsibility
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3.6 Provide the learner with a full training plan. Where the learners are trainees, the plan for each trainee must be developed through consultation with the employer and the trainee. Ensure training plans are signed by all parties, prior to the commencement of training. As a minimum the training plan must include: • a detailed breakdown of proposed training delivery and assessment strategies (including detail about how workplace learning will be facilitated), and • a description of the resources to be used for training delivery and assessment. Note: The training plan format must be approved by Wodonga TAFE.
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Responsibility
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3.7 Where the learners are trainees, sign and process the 1237 Commencement Claim Form.
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Responsibility
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3.8 Where program extends longer than 12 months, timelines/fees/ processes for re-enrollment are clarified and documented.
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Responsibility
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3.1 Ensure learners complete and sign a Wodonga TAFE enrolment form prior to the commencement of the learning program (note that for trainees, the training agreement must be completed prior to enrolment) and provide to Wodonga TAFE no later than 10 working days from learner signing.
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Responsibility
4. Learner Support
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4.1 Ensure that learners are informed of: o the availability of support services such as language, literacy or disability support, and told how to access these services o delivery/assessment models to be implemented in the program o how to access key systems, for example, complaints, assessment appeals, dispute resolution etc. Note: Wodonga TAFE has a handbook that can be customised to this program and used for the purpose of meeting this requirement.
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Responsibility
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4.2 Review completed enrolment forms to identify learners who have self-declared as requiring language, literacy or disability support.
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Responsibility
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4.3 As per CP002 Enrolment Procedure, all applicants who have not previously completed a Certificate level IV or above qualification will be required to complete a CF087 Pre-training Review to determine whether literacy and numeracy skill levels are appropriate to the course of study to be undertaken.
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Responsibility
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4.4 Where the learner has been identified as requiring support, develop, monitor and amend learner support plans.
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Responsibility
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4.5 Make reasonable adjustments to learning and assessment strategies to accommodate the special needs of individual learners. Note: Where adjustments have been made in the assessment process or where additional support has been provided in the completion of the assessment, this must be clearly noted on the assessment record.
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Responsibility
5. Skills Recognition
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5.1 At the commencement of the program, ensure that learners are offered access to a process that will formally recognise their current skills/ qualifications and experience.
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Responsibility
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5.2 Conduct skills recognition assessments as appropriate and process results in a timely manner.
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5.3 Retain evidence gathered as part of skills recognition processes.
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5.4 Notify learner in writing about the outcome of a skills recognition application.
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Responsibility
6. Assessment tools and Assessment Process
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6.1 Assessment strategies must be developed in consultation with industry to ensure their relevance and validity and records must be retained about such consultations.
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Responsibility
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6.2 Learners to be advised in advance about the requirements for assessment, and given fair time to prepare for assessments or to complete set tasks.
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Responsibility
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6.3 Copies of all assessment tools used throughout the program must be provided to Wodonga TAFE before the commencement of the program.
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6.4 Ensure assessment tools are appropriately documented and include: o national code and title for unit of competency o date (or date due) o assessor name o learner name or identifier o clear instructions for the learner and assessor o opportunity to record assessment evidence and findings (no “tick sheets” without supporting information/evidence).
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Responsibility
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6.5 Ensure that assessment tools and processes comply with the requirements of the VQF and the relevant national training package. Specifically: o evidence gathered from the assessment process must be valid, authentic, sufficient and current o appropriate feedback is provided to the learner after assessment and records of feedback and/or records of discussions about further training or assessment options are retained o both learner and assessor sign and date the above records (per unit or cluster).
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Responsibility
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6.6 Assessment tools must be version controlled on a “master list” or similar document control methodology to ensure the latest approved version is consistently applied.
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6.7 Develop and follow a validation plan for e-assessment tools and strategies, involving all stakeholders. Retain records of validation and actions.
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6.8 Periodically validate (or moderate) assessment evidence between different assessors.
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Responsibility
7. Records of training and assessment
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7.1 Maintain records of each contact, workshop attendance, training/ assessment activity or monitoring visit to learners. Wherever possible, verify these records by the learner and the workplace supervisor.
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Responsibility
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7.2 Each engagement with learners is clearly linked to one or more units of competency, with details of the learning and/or assessment recorded in detail on an approved contact register. Note: For trainees it is recommended that engagement in at least one unit of competency is recorded at the “sign up” visit.
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Responsibility
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7.3 Accurate records are maintained of learner progress against units of competency. Note: A summary of these to be provided monthly to Wodonga TAFE. Note: Trainee withdrawals are to be reported to Wodonga TAFE as early as possible.
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Responsibility
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7.4 Results entered onto student management system as appropriate as records of training and/or assessment are provided. Note: The “cut off” date for resulting each year must be communicated to all parties.
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7.5 Retain evidence gathered during the assessment process, either in original form, certified copies or digitally recorded (scanned documents, photographs, video etc.). Evidence to be stored appropriately in learner files.
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7.6 Process established for notifying learner/employer/AAC or relevant State Training Authority of unsatisfactory progress (for Australian Apprentices).
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7.7 Records must be maintained for at least two years after the completion of training and made readily available upon request.
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7.8 Records must be managed to ensure the privacy of all participants is protected.
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7.9 Issue Statements of Attainment and qualifications once all assessments have been completed and results processed.
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7.10 A Statement of Attainment and qualifications may be reissued upon request from the student at a future date (fees may apply).
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Responsibility
8. Continuous Improvement
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8.1 Feedback from learners in relation to the quality of training and assessment, and the effectiveness of individual support services is systematically collected.
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Responsibility
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8.2 Feedback from employers in relation to the quality and effectiveness of training and assessment, and their satisfaction with the administration of the training programs overall is systematically collected.
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8.3 Complaints or issues raised by learners, employers or either party to this Contract are documented and resolved.
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8.4 Feedback is analysed and used as the basis for improvement in practice and process.
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8.5 Conduct audits (covering any/all aspects of this framework) at periodic intervals over the period of the Contract, with dates for audit to be agreed by both parties.
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Responsibility
9. Additional requirements
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9.1
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9.2
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9.3
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9.4
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9.5
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9.6
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Responsibility
On-site visits
On-site visits by Wodonga TAFE staff
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A minimum of four (4) on-site visits will be undertaken in a calendar year by Wodonga TAFE Staff to monitor the progress of this program and to identify/assist with continuous improvement opportunities that will enhance this partnership/program.
The following dates are indicative of when the visits will take place and as such may change as the program progresses: -
Visit 1
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Visit 2
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Visit 3
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Visit 4
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Visit 5
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Visit 6
Sign off
Approvals and sign off
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Partner representative name and signature
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Wodonga TAFE representative name and signature
