Australian Apprenticeship Traineeship Delivery (VET) Procedure · 2020-05-25 · • Employers/or...

Australian Apprenticeship TraineeshipDelivery (VET) ProcedurePolicy Code: LT1340

Table of ContentsPurpose ......................................................................................................................................................... 1Scope ............................................................................................................................................................ 1Definitions ...................................................................................................................................................... 2Actions ........................................................................................................................................................... 4

Notification of New Apprentice ................................................................................................................. 4Enrolment .............................................................................................................................................. 6Delivery of Training ............................................................................................................................... 11Completion of Training and Apprenticeship Contract ............................................................................... 14

Displaced (unemployed) Apprentices/Trainees ............................................................................................... 18What does this mean for FedUni VET Apprentices? ................................................................................ 18

Death of an Apprentice/ Trainee .................................................................................................................... 20Responsibilities ............................................................................................................................................ 20Policy Base .................................................................................................................................................. 20Associated Documents ................................................................................................................................. 20

Related Links ....................................................................................................................................... 21Implementation and Communication .............................................................................................................. 21Records Management ................................................................................................................................... 21

Purpose

This procedure describes the VET processes for the delivery of nationally accredited training to apprenticeship andtraineeship students in line with the

• Dual Sector VET Funding Contract Skills First Programbetween The State of Victoria through the Secretary of theDepartment of Education and Early Childhood Development and the University

• VRQA - Apprenticeship Administration Business Rules

• Standards for Registered Training Organisations 2015

Scope

This procedure applies to:

• All students or legal guardians of students enrolling in an Apprenticeship or Traineeship program;

• Employers/or host employers, Secondary School or other interested parties of students enrolling in anApprenticeship or Traineeship;

• University staff including administration and teaching staff involved with the commencement, delivery andcompletion of an Apprentice or Trainee enrolled in the University program;

• The procedure addresses the following activities associated with delivery of Apprenticeships and Traineeships;

University Procedure

Authorised by: Academic Board | Document Owner: Director, TAFE Learning, Teaching and Quality | Original Issue: 15/10/2002 | CurrentVersion: 25/05/2020 | Review Date: 25/03/2020 | Policy Code: LT1340

CRICOS 00103D RTO 4909Page: 1 of 22

• Confirm Training Details

• Mandatory First Visit

• Pre-Training Review

• Enrolment

• Delivery and Completion of Training

• Displaced (unemployed) Apprentice/Trainees

• Death of an Apprentice/Trainee

Definitions

Term Definition

AA: Australian Apprentice A person who has entered into a Training Contract with an Employer,administered by an Australian Apprenticeship Centre and lodged withHESG.

AASN: Australian Apprenticeship

Support Network

Centres located throughout Victoria to provide Apprenticeship andTraineeship services to Employers and Apprentices and Trainees.

https://www.australianapprenticeships.gov.au/

ACO: Apprenticeship ComplianceOfficer

Fed Uni contact for HESG publications, AASN, Staff, Employers andApprentices/Trainees.

Receives:- Updates from Australian Apprenticeships Traineeshipsinformation services

www.aatinfo.com.au/news.

AFO: Apprenticeship Field Officer The AFO is an officer of the State to regulate the Training agreementbetween Employers and Apprentices/Trainees within Victoria.

ATOM::Apprentice Training OnlineManagement

ATOM is a Fed Uni endorsed data base for managing and trackingApprentice’s and Trainees as per the:

The Dual Sector VET Funding Contract Skills First Program This data basedoes not replace CAMPUS SOLUTIONS but works in conjunction withCAMPUS SOLUTIONS. This custom design tool allows Fed Uni staff tomanage administrative tasks, File management, Training plan design andTraining Plan management associated with delivering Apprenticeship andTraineeship programs.

ASQA

Australian Skills Quality Authority

The Australian Skills Quality Authority (ASQA) is the national regulator forAustralia’s vocational education and training sector.

ASQA regulates courses and training providers to ensure nationallyapproved quality standards are met.

Campus Solutions: Federation University Australia's student management system.

CBC:

Competency Based Completion

Competency Based Completion is the system under which allApprenticeships and Traineeships now operate. This means thatApprenticeships are no longer set to time and are deemed complete whenthe RTO and Employer agree on competence (this must not exceed thenominal duration of the contract unless an extension has been formallynegotiated via the ASSN provider).




https://www.australianapprenticeships.gov.au/

http://www.aatinfo.com.au/news

Term Definition

DAAWS:

Disabled Australian ApprenticeWage Support

Disabled Australian Apprentice Wage Support (DAAWS)is an AustralianGovernment incentive payable to an employer who employs an AustralianApprentice who satisfies the disability eligibility criteria in an AustralianApprenticeship.

This wage support is also available to an employer who employs anAustralian Apprentice who becomes disabled during their apprenticeship ortraineeship.

DELTA: The software system used to register Apprentices and Trainees in Victoria.

DELTA Notification Form: Notification that a training contract has been signed by the Employer andApprentice/Trainee and that the University has been chosen as the Trainingprovider.

DEECD:

Department of Education andTraining

The Government Department has five main responsibilities:

• Provide policy advice to Ministers about education, early childhooddevelopment, children's services, higher education and training in general

• Implement Victorian Government policy on early childhood services

• Implement Victorian Government policy on school education for all schoolage students

• Implement Victorian Government policy on training and higher educationservices

• Manage and drive continuous improvement in the delivery of primary andsecondary education in Victorian government schools.

HESG:

Higher Education and Skills Group

The Higher Education and Skills Group facilitates participation andachievement in senior secondary and tertiary education and training bysupporting partnerships between providers, employers and the communityand advising on public funding and regulation. It manages the Government-funded training market, public provider governance and accountability, andthe apprenticeship system.

LL&N Assessment:

Language Literacy and Numeracy

LL&N Assessment is an evaluation used to measure the literacy andnumeracy levels of commencing Apprentices and Trainees in order toprovide learning support. This a requirement of the University's Agreementwith the State Government.

Pre-Training Review Pre-training review is conducted and completed on the first Mandatory visitwith the Employer and the Apprentice. This is completed on the University'sPre Training Review form.

RPL:

Recognition of Prior Learning

Means an assessment process that assesses an individual’s formal, non-formal and informal learning to determine the extent to which that individualmeets the requirements specified in the Training Package or VETaccredited courses.

Refer to: VET Recognition of Prior Learning (RPL) Assessment Procedure

RTO:

Registered Training Organisation

Training organisation registered by a registering body (eg ASQA) to delivertraining and/or conduct assessment and issue nationally recognisedqualifications in accordance with the AQF.

SBAT:

School Based Apprentice or Trainee

An Australian Apprentice that is undertaking a secondary school certificatesuch as VCE or VCAL and incorporating an Apprenticeship or Traineeshipas part of that program. The student must be released from secondary




Term Definitionschooling for 13 hours per week to undertake their Apprenticeship. (6 hourstraining and 7 hours in the work place)

Training Contract: An agreement between an Employer and Apprentice/Trainee detailingtraining conditions and the type of training the Apprentice/Trainee willreceive.

Training Plan: Details the training arrangements that have been negotiated between theapprentice/trainee, the employer and the RTO to facilitate the attainment ofcompetencies for a particular AQF qualification. These arrangementsinclude: the selection and sequencing of units of competency; timing;location; mode of delivery; and assessment details.

VASS:

Victorian Assessment SoftwareSystem

VASS is a web-based system that enables school-based users toadminister their students' study programs.

VRQA

Victorian Registration andQualifications Authority

The Victorian Registration and Qualifications Authority (VRQA), a statutoryauthority, is responsible for:

• The registration of education and training providers in:

• Vocational Education and Training (VET) - who deliver accreditedtraining to domestic students in Victoria only or Victoria and WesternAustralia only

• School education - including approval for registration on theCommonwealth Register of Institutions and Courses for OverseasStudents (CRICOS) for courses delivered by schools

• Senior secondary education - both school and non-school providers -including approval for registration on the Commonwealth Register ofInstitutions and Courses for Overseas Students (CRICOS) for coursesdelivered by schools

• Overseas Secondary Student Exchange Organisations.

• The registration of children for home schooling in Victoria.

• The accreditation of courses and the registration of qualifications forthose providers who are registered by the VRQA.

• The regulation of apprenticeships and traineeships in Victoria.

http://www.vrqa.vic.gov.au/Pages/default.aspx

Actions

Notification of New Apprentice

STEPS RESPONSIBLE ACTION

1. Import DELTA Notifications intoATOM

Notifications sent to relevantschools

ACO Importing of Delta into ATOM isconducted daily






2. Verify the Qualification is listed onthe University's scope ofregistration and it is the currentQualification

Education Manager or Nominee Staff are to check the qualificationstated on the DELTA notification isthe most current qualification andis not expired/superseded.

School Based Apprentices: -check the Qualification stated onthe DELTA notification is not onthe VRQA’s list of “Qualificationsnot available for SBAT’s. If this isthe case advise the ACO.

If the qualification stated on theDELTA notification is expired/superseded the ACO will notify theAASN provider and request theyaction a variation to the DELTAregistration to the most currentQualification. The University doesnot enrol students into supersededqualifications.

If the Employer and Apprentice donot agree to vary to the newqualification, the University shouldnot accept the DELTA contractenrolment, if accepted theUniversity will be required to havea plan in place to transition (ifapplicable to the Qualification) thestudent within the 12 monthtransition period to the mostcurrent Qualification.

Any enrolments in supersededqualifications will place theUniversity in breach of the ASQArequirements and the HESGfunding for the student at risk.

For further information on ASQA-Transition Teachout requirementsstaff are to refer to:

http://federation.edu.au/__data/assets/pdf_file/0009/185337/Transition-and-Teachout.pdf

VET Program Approval andMaintenance Procedure LT1334

3. Accept or decline the request fortraining

Education Manager or Nominee If declining training staff are tonotify Registrar Services and the




https://federation.edu.au/staff/governance/quality/resources-and-fact-sheets/forms-and-checklists/FACT-SHEET_VET_Student_Enrolment_Transition_and_Teach_Out-Quick-Reference.pdf



https://policy.federation.edu.au/learning_and_teaching/academic_programs_and_courses/scope_of_registration/ch01.php

https://policy.federation.edu.au/learning_and_teaching/academic_programs_and_courses/scope_of_registration/ch01.php

STEPS RESPONSIBLE ACTIONApprenticeship Compliance Officerwho will notify the AASN provider.

Complete the Apprentice changeof DELTA details Form and submitto Registrar Services.

This will action the AASN providerto change the Place of Learning to"unknown"

4 Allocate staff member for initialcontact

Education Manager or Nominee Contact with Employer and AAMUST occur within 1 week of thereceipt of the DELTA NotificationForm

5. Check Delta import into ATOM iscorrect

Education Manager or Nominee Check student information onATOM is correct - ATOM Link

Enrolment


1. Initial Contact: Education Manager or Nominee Make contact with the Employerand Apprentice.

Employer/Apprentice to confirm aface to face visit/appointmentwithin 2 weeks of receiving theATOM notification

Discuss with the Employerinformation in preparation for yourvisit.

• LLN, Pre Training review,customising the Training Plan -Units of Competency, oncampus structured training -timetabling

• Forward a confirmation email/letter with LLN link advising theApprentice must complete thisprior to staff meeting withEmployer and Apprentice.

• LL&N Assessment Tool

Full time Apprentice Under theAge of 17

Discuss with the Employer andApprentice guidelines anddocumentation required.




https://federation.edu.au/schools/federation-tafe/apprenticeships-and-traineeships/atom

STEPS RESPONSIBLE ACTION• Ascertain if the Apprentice has

not yet completed Year 10, if soyou must sight and retain a copyof correspondence or acertificate signed by aDepartment Regional Directorthat exempts that individual fromschool attendance that clearlyidentifies the Training Providerand the training to beundertaken; or

• clearly identifies the relevantemployer where the student is toundertake an apprenticeship ortraineeship

• If the Apprentice has completedYear 10, you must sight andretain a copy of a completed‘Transition From School Form’,or correspondence or acertificate signed by the schoolprincipal or a DepartmentRegional Director that exemptsthat individual from schoolattendance

Please note:- If the under 17years Apprentice is enrolled intraining on the basis that they havebeen granted an exemption fromschool attendance and stopsattending training and is at thattime still under 17 years, theTraining Provider should notify therelevant Regional Office of theDepartment that the individual isno longer attending training.

2. Check the Literacy & NumeracyAssessment has been completedand feedback provided to thestudent prior to the Face to Facevisit

Education Manager or Nominee Check the LL&N assessment hasbeen completed, using the LL&Nassessment tool

• This must be completed beforethe Pre Training review isconducted and training starts

• LL&N Assessment Tool• Record result on Pre-Training

Review

• Ensure that the proposedlearning materials and strategiesare appropriate.




STEPS RESPONSIBLE ACTION• Intervention support to be

provided if results indicate.Possible support neededthrough Federation College.

To discuss options for relevantsupport needed to achievecompetencies, contact:

• Federation College: 53278240

• Fed College will advise onsupport/course available.

• For Apprentices with adiagnosed or medicallysupported disability, referApprentice to: their AASNprovider

• The AASN provider will discussthe DAAWS information andsupport available. And providethem with the necessary form tocomplete.

• Disabled Australian ApprenticeWage Support (DAAWS) is anAustralian Government incentivepayable to an employer whoemploys an AustralianApprentice who satisfies thedisability eligibility criteria in anAustralian Apprenticeship.

For Students wishing to pursuefurther LL&N skills anddevelopment external to FedUni,staff are to provide the:

"Reading and Writing" hotlinenumber to the Apprentice - 1300655 506. The operator will adviseon the programs available to theApprentice

3. Pre Training review: MandatoryFace to Face visit.

Conduct the face to face Pre-Training review with the Employerand the Apprentice

Education Manager or Nominee Conduct formal Pre-TrainingReview using the University's Pre-training review form:

• Discuss with the Employer andApprentice the online ATOMsystem demonstrating thefunctions of ATOM and therequirements of the Employerand the Apprentice.ATOM Link





STEPS RESPONSIBLE ACTIONDiscuss with the Employer/Apprentice RPL:

• If RPL is requested this must beconducted by a qualifiedassessor

Refer to: VET Recognition of PriorLearning (RPL) AssessmentProcedure LT1290

Credit Transfers:

• Discuss with the Employer andApprentice any qualifications theApprentice may hold to ascertainany competencies that may beeligible for a credit transfer.Apprentice must supply anofficial Testamur with a fullTranscript of results

4. Training Plan: Discuss andcomplete the Training Plan inATOM

Education Manager or Nominee The following must occur whenmeeting with the Employer andApprentice:

• Outline the supervisor’sresponsibilities

• Discuss Competency Base /progression with the Employerand Apprentice

• Discuss all Qualification units ofcompetency with the Employerand Apprentice.

• Develop the Training Plan withthe Employer and Apprentice

• Agreement of the Training Planis by way of signing the TrainingPlan, this must be undertakenwithin 90 days of thecommencement date of TrainingContract (DELTA)

• Signing of the Training Planmust be signed either online inATOM or off line as a printedATOM paper based TrainingPlan

• Printed ATOM paper basedTraining Plans must be attachedin the students ATOM file.

ATOM Link







School Based Apprentice Education Manager or nominee • IF SBAT Negotiation andagreement by signing theTraining Plan must beundertaken within 60 days ofthe commencement date ofTraining Contract (DELTA)

• Must be prior to thecommencement of any trainingby the RTO.

• A copy of the training plan mustalso be provided to the homeschool (Secondary School)Allresults must be submitted to theFed Uni: Coordinator - VETisand School BasedApprenticeship Training - by the20th October each year to meetthe VASS deadline

5. Distribute Training Plan Education Manager or nominee Advise Employer and Apprentice ofthe Training plan is now sitting inATOM to view at any time.

If a paper based Training Plan hasbeen created/completed:

• Upload as attachment intoATOM and advise the Employerand Apprentice to view in ATOM,place original in student file.

6 Enrol student:

Must be enrolled and Trainingcommenced within 90 days of theDelta commencement date.

Education Manager or Nominee Complete enrolment form:

• Check all identification has beenprovided

• Check all information provided iscorrect

• Check all E-Selection Unit Startand End dates are correct.Check LLN has been completed

• Check USI has been provided

• Check students eligibility tofunding – Eligibility Check-page7 enrolment form

• Print and attach current DELTAnotification to the enrolment form

• TAFE Enrolment Procedures

7. Non recoverable errors

Each unit enrolment must beprocessed and reported to HESG /

Education Manager or Nominee For SVTS Error advice contactManager Data Reporting andCompliance?




STEPS RESPONSIBLE ACTIONSVTS error free otherwise theUniversity foregoes funding

8. DELTA Errors – Apprentices andTrainees

Education Manager or Nominee Unit start and end dates must bewithin the DELTA AgreementCommencement and Nominalcompletion dates for allapprentices and trainees.

• The University does not receivefunding for any student wherethe unit dates fall outside theDELTA Contract dates.

• Default Campus Solutions unitstart and end dates must bechanged for all Apprentices /Trainees to reflect actualdelivery for that student.

9. Completing 1237 Forms Education Manager or Nominee When request is received-checkcurrent Training plan is completedin ATOM or in Student file:

• Complete and sign 1237 formand return the form to the ASSNprovider this confirms thattraining has commenced.

• This will enable the Employer toclaim the commencementincentive.

Delivery of Training


1. Commence training as stated onthe Training Plan

Training must commence on theUnit start date.

Education Manager or Nominee Training is to commence as perthe Training Plan

Monitor attendance at Tradeschool for training is occurring asagreed on the Training Plan:

• Absence and late arrival ofApprentice - a notification is tobe sent to the Employer

• ATOM will send an absencenotification via Email to theEmployer once attendance hasbeen recorded.

• Employers occurrence ofunexplained or unjustified nonrelease of Apprentice to training




STEPS RESPONSIBLE ACTION- a notification is to be sent tothe Employer

For Full on-campus baseddelivery of Training and Blendeddelivery of Training ensure that:

A minimum of 4 contacts occureach year (ONE must be face-to-face)

if undertaking some Workplacebased delivery proportionaladditional face-to-face visits tooccur eg: additional face-to- facevisit per 25% of Nominal ContactHours delivered on the job.

Education Manager or Nominee For Fully Workplace Delivery ofTraining ensure that:

1. A minimum of 4 face to faceworkplace visits per year arecarried out as required. (Thisdoes not include the initial signup visit)

2. Monthly contact is occurringand logged to monitor progressagainst the Training Plan

3. All delivery of training on thejob from the RTO must bescheduled and given to theApprentice/Trainee andEmployer to advise on when toexpect the RTO

4. RTO is to deliver training to theApprentice/Trainee as pertraining schedule/Training Plan

5. Weekly withdrawal from normalwork duties is occurring andlogged using the WorkplaceWithdrawal Log

6. Learning Resources areprovided

Absence and Non ComplianceNotification Form

• All Employer non-compliance ofnon-release of Apprentice to




STEPS RESPONSIBLE ACTIONtrade school (as per TrainingPlan) are to be reported to:

• VRQA - ApprenticeshipAdministration Unit -1300 722603 or go to:

Victorian Registration andQualifications Authority (VRQA)

2. Provide Employer and Apprenticewith resources

Education Manager or Nominee Each AA and Employer to beprovided with a Training Plan PartI, II and the cycle (Part III), thisoutlines the training they will beundertaking to successfullycomplete the Qualification theyhave been registered in.

3. Manage Training Plan Cycles Education Manager or Nominee To manage the Training PlanCycles the following is required:

• Once the Apprentice/Traineehas completed all requiredAssessment work for the Unit ofCompetency, record apreliminary grade “AC” in ATOM,a notification is then sent to theEmployer requestingconfirmation of the Apprentice/Trainee competency on the job,an “AC” indicates the RTO isawaiting employer confirmation.

• Once the Employer confirms theCompetency of the Apprentice/Trainee a CY final Grade will beautomatically recorded in ATOM.

• The final CY grade recorded inATOM will automaticallyintegrate into Campus Solutionsand record the final Grade forthe Apprentice/Trainee.

• A CY grading code will not berecorded in Campus Solutionsuntil Employer confirmation hasoccurred.

• Units of Competency notperformed in the work place canbe resulted by the Trainer only ifthe Agreement has been madeat the initial negotiation of theTraining Plan with the Employer.

• All updates and changes to theTraining Plan are to benegotiated & agreed to by the






STEPS RESPONSIBLE ACTIONTrainer, Employer andApprentice/Trainee.

• Updated copies of training plansare to be provided to theApprentice/Trainee andEmployer to ensure they areinformed of all changes.

• If the Training Plan includes anyWorkplace Based Delivery: TheRTO is to inform the Employer oftheir obligation to:

• Release the Apprentice/Traineefrom regular duties to undertaketraining: Three hours per weekminimum averaged over a fourweek cycle for Certificate III andabove for full time Apprentice/Trainee

• Pro-rata for part time (1.5 hours)Apprentice/Trainees: Only forthe duration of the cycle thatincludes Workplace BasedDelivery.

• Copies of all sent and receivedcorrespondence to bemaintained in the ATOM studentfile

• Employers and Apprentice/Trainee are to be informed atprogression points/cycles of theTraining Plan when reached.

4. Report changes of AA details Education Manager or Nominee Advise Student HQ of:

• Changes to DELTA contract,forward updated DELTAnotification to Student HQ

• Changes to enrolment

• Changes of students personaldetails, VET Personal DetailsAmendment Form

Completion of Training and Apprenticeship Contract

No. STEPS RESPONSIBLE ACTION

1. Prepare for completion ofTraining contract

Education Manager or Nominee To complete the Training Contractand the Apprenticeship in full, thefollowing must occur:




No. STEPS RESPONSIBLE ACTION• Check the Apprentice's current

Delta is still active (in date) andnot expired (If expired refer topoint 6.)

• Check the last cycle in ATOMhas been assessed and is at ACstatus.

• Contact Employer to arrange ameeting to discuss final sign offof all documentation and theCompletion of the TrainingContract.

• IF the Employer is a GTO(Group Training Organisation)the Final sign off of the Trainingplan must be signed by the GTOand not the Host Employer.

• Advise the Employer the finalcycle in Part III of the TrainingPlan in ATOM is now completeand awaits the Employer'sconfirmation the Apprentice hasreached competence.

• Request the Employer to confirmlast Units sitting in ATOM (CycleIII) as "complete" in preparationfor your visit.

• Disputes of Completion from theApprentice or Employer; Refer topoint 5.

2. Meet with the Employer face toface for final Completion ofTraining and the TrainingContract.

Final Completion of this mustnot be sent out in the mail.

Education Manager or Nominee Meeting the Employer andApprentice the following needs tooccur:

• Advise the Employer and theApprentice all competencieshave now been achieved,therefore this now completes thetraining and the training contractas an Australian Apprentice.

• Request the Employer and theApprentice to sign the signatoryareas of Part II of the TrainingPlan. RTO staff member is alsorequired to sign this.

• Final completion date must beon or before nominal completiondate. All dates for finalcompletion of Part II should bethe same.




No. STEPS RESPONSIBLE ACTION• Completion date should not be

forwarded dated in preparationof completion.

• Advise the Employer andApprentice: as of the date statedas the "completion date", nowcompletes the Training Contractas of that date. (The Employer orthe Apprentice may have wageinquiries.)

• Wage inquiries from Employersor Apprentices: Staff are to referparties to Fairwork Australia: 1394 94 or http://www.fairwork.gov.au

3. Entering final results onCampus Solutions

Education Manager or Nominee Enter all final results on CampusSolutions when final signing ofTraining Contract has occurred(Part II of the Training Plan.)Ensure date of actual completion isentered.

4. Final RTO completion Education Manager or Nominee Submit to Student HQ thecompleted Part II of the TrainingPlan.

Completion details must beentered on DELTA within twoweeks of course completion.

You must ensure before submittingPart II of the training plan thefollowing:

• The Nominal Completion date onthe current DELTA notification isnot before the completion date ofthe Training Plan. (Completionsof Training Contracts must bewithin the Term of the contract)

• All completed units stated onPart II are dated and signed bythe staff member allocated tothat Unit.

• All signatories have signedwhere required.

• Note: Part II of the TrainingContract is the only form ofcompletion accepted to completethe Training and the TrainingContract at the RTO.




http://www.fairwork.gov.au/home/Home

http://www.fairwork.gov.au/home/Home

No. STEPS RESPONSIBLE ACTION• Applications for Award of

Qualification refer to:Vocational Education andTraining (VET) AwardsProcedure SS1710

5. Manage disputes Education Manager or Nominee Where a dispute arises:

1. Request a meeting with theApprentice and the Employerto discuss the Completion ofthe Training Contract.

2. RTO staff member is toreiterate the CBC system to allparties.

3. If no resolution is reached fromthis meeting refer Employerand Apprentice to: VRQA -AAU 1300 722 603 to seekadvice from an AFO.

4. If required use the FedUnidispute resolution process:- Student Appeal Policy

- Student Appeal Procedure

- Student Grievance Policy

- Student Grievance Procedure

6. The Training Contract willrequire an extension of term tocomplete training

Education Manager or Nominee If AA is not able to complete by theNominal Completion date: Thisneeds to be discussed with theEmployer & Apprentice eight (8)weeks prior to the nominalcompletion date

• Contact Employer and advisethe term of the Apprentices/Trainees contract will expirebefore training is completed.

• Advise the Employer to lodge arequest an: Application forapproval to vary a trainingcontract with their AASNProvider.

• Advise the Employer the timeframe required for theApprentice/Trainee to completesuccessfully, this should berelayed to the AASN Provider toindicate how much time is




https://policy.federation.edu.au/student_services_and_administration/graduation/certificates/ch01.php



https://policy.federation.edu.au/learning_and_teaching/academic_progress/standard_10/ch01.php


No. STEPS RESPONSIBLE ACTIONrequired for the extension ofcontract.

• Staff will need to check DELTAto ensure: the extension hasbeen processed and is reflectedin DELTA, changes to theNominal Completion date.

• Staff are to notify Student HQ ofextension to the DELTA trainingagreement via the Apprenticechange of DELTA details form

• This request and informationmust be file noted and added tothe student file.

7. Apprentice Non- Completion ofCourse

Education Manager or Nominee The Apprentice/Trainee orEmployer has stated to you theywill not be completing thequalification they are enrolled in asan Australian Apprentice/Traineeat Fed Uni.

• Check and ensure all results onCampus Solutions are up to dateon the student’s record.

• Complete the "ApprenticeNotification of Non Completionform", and submit to RegistrarServices for processing.Registrar Services will notify theAASN Provider.

Displaced (unemployed) Apprentices/Trainees

What does this mean for FedUni VET Apprentices?

The Dual Sector VET Funding Contract Skills First Programbetween The State of Victoria through the Secretary of theDepartment of Education and Training and the University states:

• Displaced (unemployed) Apprentices/Trainees

7.1 In instances of Apprentice/Trainee unemployment, a Training Provider must continue the Structured Training,under a relevant Apprentice/Trainee funding source code as outlined in the Victorian VET Student StatisticalCollection Guidelines for the following periods:

• until completion of the qualification (subject to tuition fees being paid) for an Apprentice; and/or

• for three (3) months, or to the end of the enrolment period for which tuition fees have been paid (whichever is thegreater), for a Trainee.

• In this instance of an Apprentice being unemployed, a Training Provider may provide a result for outstandingUnits of Competency after at least two attempts, one verbal and one written, have been made to gain the former




employer’s confirmation against outstanding Units of Competency. Evidence of this must be kept on file forauditing purposes.

Note:- this is a change to the former rules that stated that an apprentice could only continue until the end of theenrolment period.

No. Steps Responsibility Action

1. Weekly report of DELTAregistrations with a statusof "Cancelled"

ACO Apprenticeship Compliance Officer will:

• Forward the weekly list of cancelledApprentices to the relevant Departments

2. Contact the Apprenticeswith the "cancelled" status.

Education Manager orNominee

Contact by telephone and discuss with theApprentice the provision available to continueschooling as an "Out of Trade Apprentice"

• ie:"an Apprentice may continue to receivetraining toward the qualification named onthe Training Contract, subject to tuition feesbeing paid, until completion of thequalification"

• This also applies to School BasedApprentices

• If the Apprentice is not able to be contactedby phone, contact by mail refer to:Displaced (unemployed) Apprentice/Traineeletter

• If the Apprentice indicates to continue withtraining, he/she should not be withdrawn onCampus Solutions and Training shouldcontinue as per Off the Job Training stated intheir Training Plan.

3. Apprentice is absent fromclass with no contact toadvise of intentions

Education Manager or

Nominee

Contact by telephone to the Employer andApprentice to ascertain their status.

• If indicated by either party the Apprentice is/will no longer be contracted (cancelled) asan Apprentice, staff are to refer to the "Out ofTrade" training option to the Apprentice.

• If the Apprentice chooses to continue as anDisplaced (unemployed) Apprentice/Trainee,staff are to notify Registrar Services usingthe: Change of DELTA details form.

Apprentice change of DELTA details Form

4. Completing a Displaced(unemployed) Apprentice/Trainee

Education Manager orNominee

An Apprentice is able to complete the Training/Qualification as a Displaced (unemployed)Apprentice/Trainee

• Staff are to advise the Apprentice onCompletion of the Qualification, the Awardwill have the following words "obtained underan approved apprenticeship trainingscheme" removed from the Award OR:




No. Steps Responsibility Action• at the Apprentices request, he/she can

withhold the Award to allow for re-employment and completion of the TrainingContract.

• This is the Apprentices decision on receivinga Certificate at the end of the structuredtraining or not.

• Complete the Apprentice as per completionof Part II of the Training Plan: the words"Displaced (unemployed) Apprentice/Trainee" must be entered in the signatorysection where the Employer wouldtraditionally sign to complete.

Death of an Apprentice/ Trainee

The Dual Sector VET Funding Contract Skills First Programbetween The State of Victoria through the Secretary of theDepartment of Education and Training and the University states:

• The RTO must notify the Manager of Apprenticeship Administration at the Victorian Registration andQualifications Authority (VRQA) by Email within 24 hours of being notified of the death of an Apprentice/Trainee.

Federation University staff are to notify the Fed Uni Apprenticeship Compliance Officer immediately via Email ifthey have been advised an Apprentice/Trainee has passed away.

• The ACO will check all information and officially advise the VRQA.

• The ACO will conduct notifications as per the University's:- “Deceased Student procedure”

Responsibilities• Apprenticeship Compliance Officer has responsibility for the maintenance of this procedure.

• Specific responsibilities are included under Actions.

Policy Base• Standards for Registered Training Organisations 2015.

• The Dual Sector VET Funding Contract Skills First ProgramDepartment of Education and Training and the University

Associated Documents• Student Appeal Policy

• Student Appeal Procedure

• Student Grievance Policy

• Student Grievance Procedure

• Vocational Education and Training (VET) Awards Procedure

• VET Recognition of Prior Learning (RPL) and Credit Transfer Assessment Procedure







https://policy.federation.edu.au/learning_and_teaching/assessment/recognition_of_prior_learning_he/ch02.php

• Scope of Registration (VET) Procedure

• Victorian Registration and Qualifications Authority (VRQA)

• VET Assessment Procedure

• VET Information Guide

• VET Enrolment Procedures

Forms.

• Absence and Non Compliance Notification (VET) (PDF 48.1kb)

• Apprentice change of EPSILON details form (PDF 367.4kb)

• Apprentice Notification of Non Completion (DOCX 213.3kb)

• Apprentice Trainee File note (VET) (PDF 45.8kb)

• Student Contact Record (VET) (PDF 178.7kb)

• Training Withdrawal Log (VET) (PDF 49.5kb)

Related Links

Apprentice Training Online Management (ATOM)

Federation College - Literacy and Numeracy

Fair Work Australia

Victorian Registration and Qualifications Authority

Implementation and Communication

The policy will be implemented and communicated throughout the University via:

1. Announcement on the University's News webpage;

2. Inclusion in the University Policy Library;

3. Referral in Staff inductions;

4. Annual professional development including assessment activities and workshops.

Records Management

Title Location Responsible Officer Minimum RetentionPeriod

DELTA Notification Form StudentAdministration

Manager - Student Administration 7 years after contract hasexpired

Enrolment Form Student

Administration

Manager - Student Administration 7 years after enrolment

has expired

Individual Student Filecontains:

• Training Plan

School Education Manager 7 years after completion

of training period





https://policy.federation.edu.au/learning_and_teaching/assessment/assessment/ch02.php

https://federation.edu.au/students/essential-info/publications/handbook

http://policy.federation.edu.au/student_services_and_administration/enrolment/enrolments/ch02.php

https://policy.federation.edu.au/student_services_and_administration/enrolment/enrolments/ch02.php

http://policy.federation.edu.au/forms/FedUni_VET_Absence_Non_Compliance_Notification_2018_V2.pdf

http://policy.federation.edu.au/forms/2020_Notification_Apprentice_Change_of_EPSILON-Details.pdf

http://policy.federation.edu.au/forms/Notification_-of-_Non_-Completion_Australian_Apprentice_at_RTO-2018.docx

http://policy.federation.edu.au/forms/FedU_TAFE_AppTrainee_FileNote_2018_V2.pdf

http://policy.federation.edu.au/forms/FedU_TAFE_ContactRecord_2018_V2.pdf

http://policy.federation.edu.au/forms/FedU_TAFE_WithdrawalLog_2018_-V2.pdf


http://www.fairwork.gov.au/Pages/default.aspx


Title Location Responsible Officer Minimum RetentionPeriod

• Pre Training Review-Apprentice andEmployers

• Attendance requireddates (Campus Delivery)

• Evidence of visits &contact (WorkplaceDelivery)

• Progressive assessmentresults

Student items:

Retention of all completedstudent Assessment items

School Education Manager 7 years

Final Assessment Results(Campus Solutions)

Student

Administration

Manager - Student Administration Permanent




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