A Snapshot of a Year as an RTO Manager Continued. Kerri Buttery

Transcription

1 A Snapshot of a Year as an RTO Manager Continued Kerri Buttery

2 Overview 1 Recap of key points in Annual tasks to be undertaken term by term 3 Planning the Continuous Improvement Schedule

3 Standards for RTOs 2015 Clause 7.1 The RTO ensures that its executive officers or high managerial agent: a. are vested with sufficient authority to ensure the RTO complies with the RTO Standards at all times; and b. meet each of the relevant criteria specified in the Fit and Proper Person Requirements in Schedule 3.

4 Users Guide Evidence to demonstrate compliance varies depending on the structure of the organisation: For a sole trader, it is obvious that the relevant authority is in place and no evidence would be required. For a larger RTO with multiple managers, providing organisational charts, position descriptions, duty statements and delegation documents are some ways to demonstrate that managers have sufficient authority. There is no requirement for policies or procedures to demonstrate compliance. Source: Users Guide to the Standards for RTOs 2015

5 How are you showing evidence of being vested with sufficient authority?

6 Suggested forms of evidence Letter providing authority Duty statement

7 Why have a duty statement? Formal evidence of the RTO s commitment to ensuring that it complies with the Standards through delegation by the CEO to the RTO Manager. It supports the concept of governance.

8 Why else would you have them? So you know what you need to do throughout the year! Use the duty statement to help build your compliance calendar.

9 As the RTO Manager What am I responsible for? Do I have a duty statement? What does it say? What should it say? Why should I have one?

10 Remember Systems and associated duties that RTOs put into effect will vary according to the RTO s size, complexity and scope of operations

11 Your turn! Your table will be allocated one of the following: Term 1 Term 2 Term 3 Term 4 Ensure you examine: Teacher checklist RTO Manager checklist Extra What do you do with question Use the handout to brainstorm any extra VET compliance related duties you undertake in that term that have not been included.

12 Term 1

13 Term 1 Teacher Checklist Check for HR updates PD Plan Industry Placement Plan Update trainer/assessor profiles Check training.gov.au Create/update the TAS Analyse and act on Quality Indicator data from previous year

14 Term 1 Teacher Checklist Review learning and assessment materials for Term 1: Hyperlinks Current unit requirements Changes from validation/reviews Check mapping of assessment Enrolment/induction processes Saving documentation in the correct location Prepare materials for any addition to scope

15 Term 1 RTO Manager Checklist Timetables qualified staff Staff induction (prepare and present) Student induction (prepare and present) Staff and student handbooks update Collect staff profiles and PD plans Check scope of registration

16 Term 1 RTO Manager Checklist Plan for changes to scope Submit change to scope application/documentation Annual declaration on compliance Obtain USIs for students Enrolment on SDCS Analyse Quality Indicator data Analyse other feedback

17 Term 1 RTO Manager Checklist Setup continuous improvement calendar Reviews Audits Validation Industry engagement Meetings Meet with CEO/Principal Update and sign any third party arrangements Provide up to date templates to staff

18 What do you do with Students changing subjects Responsibilities of the RTO Manager Responsibilities of the Teacher Responsibilities of other staff Key documentation & processes

19 Term 2

20 Term 2 Teacher Checklist Check for HR updates Undertake work placement Undertake an industry engagement session Update trainer/assessor profiles Check training.gov.au Conduct validation sessions Check and update marketing material Term 2 data update on student progress

21 Term 2 Teacher Checklist Conduct a progress survey with students Review learning and assessment materials for Term 2: Hyperlinks Current unit requirements Changes from validation/reviews Check mapping of assessment Saving documentation in the correct location

22 Term 2 RTO Manager Checklist Collate and report Quality Indicator data Communicate trends from QI data Follow up on applications to change scope Prepare internal review program for Term 3

23 Term 2 RTO Manager Checklist SDCS data and checking Updating marketing material for subject selection (online and hard copy) Follow up on PD for staff Meet with CEO/Principal Administer continuous improvement surveys Check staff are following 5 year validation plan

24 What do you do with Third Party Arrangements Responsibilities of the RTO Manager Responsibilities of the Teacher Responsibilities of other staff Key documentation & processes Marketing materials Formal agreements

25 Term 3

26 Term 3 Teacher Checklist Check for HR updates Undertake professional development Update trainer/assessor profiles Check training.gov.au Conduct internal reviews Finalise any updates to marketing material Term 3 data update on student progress

27 Term 3 Teacher Checklist Review learning and assessment materials for Term 3: Hyperlinks Current unit requirements Changes from validation/reviews Check mapping of assessment Saving documentation in the correct location Check that any transition requirements have been met Retention/disposal of student work

28 Term 3 RTO Manager Finalise any changes to scope Check status of training packages Finalise marketing material and conduct subject selection Review five year validation plan Follow through with industry engagement plans Follow up on staff PD and industry placement

29 Term 3 RTO Manager Finalise all internal reviews Start working on the 2017 budget, consider new qualifications and PD SDCS data submissions Prepare documents for QI surveys in Term 4 Retention/disposal of student work

30 What do you do with Staff Meetings Responsibilities of the RTO Manager Responsibilities of the Teacher Responsibilities of other staff Key documentation & processes

31 Term 4

32 Term 4 Teacher Checklist Check for HR updates Undertake professional development Participate in industry placement Update trainer/assessor profiles Create PD plan for 2018 Check training.gov.au Administer Quality Indicator Surveys Term 4 data update on student progress

33 Term 4 Teacher Checklist Finalise rectifications from internal reviews Review learning and assessment materials for Term 4: Hyperlinks Current unit requirements Changes from validation/reviews Check mapping of assessment Saving documentation in the correct location Begin amending materials for 2018 based on feedback Certification processes for 2017

34 Term 4 - RTO Manager Checklist Conduct internal audit Begin to analyse QI results Books dates in to 2018 school calendar Ensure all staff profiles and TAS documents are updated for 2018 Conduct surveys with students and staff

35 Term 4 RTO Manager Checklist Certification processes (templates, paper, ensuring USI is recorded, register, etc) Data submissions Timetabling for 2018 Start work on induction materials and handbooks

36 What do you do with Data and certification processes Responsibilities of the RTO Manager Responsibilities of the Teacher Responsibilities of other staff Key documentation & processes

37 Ongoing Communication channels Governance Updating data Checking currency of training packages Risk management Reviewing policies, procedures and templates Updating staff profiles Late enrolments and inductions (and credit transfer)

38 Ongoing Recording qualifications/soa issued as students leave Transition arrangements Meeting plans for: validation industry engagement professional development Ensuring approval of assessment by HODs Responding to complaints and appeals

39 Questions?