RTO Managers Session 3
Webinar overview 1 2 3 4 5 6 7 8 Third party arrangements Marketing and transition planning Extension to scope application process Managing registration Guiding staff to conduct internal reviews Fee collection arrangements Educational and support services Key VET sector updates
Third Party Arrangements
Relevant Standards Clauses 2.1 2.4 Quality control of training and assessment Written agreement Resources Clauses 8.2 8.3 Written agreement Cooperation with the VET Regulator Notification within 30 calendar days or prior to the obligations taking effect
A third party is any organisation that provides services on behalf of the RTO Training and/or assessment Training and/or assessment support services Educational support services Learner recruitment activities
Features of a good third party arrangement Clear compliance requirements Defined roles & responsibilities Clear, achievable outcomes Revision of agreement Management commitment Effective communication A common vision Division of tasks Slide credit: Carol Hunter, 2015 Virtual VET Summit
Key components of written agreements Description of collaborating organisations Objectives and scope Nature of collaboration Definitions and interpretations Terms of agreement Organisation and management of agreement Slide credit: Carol Hunter, 2015 Virtual VET Summit
Key components of written agreements Resources and facilities Financial arrangements Quality assurance Communication and exchange of information Intellectual property Marketing and publicity Slide credit: Carol Hunter, 2015 Virtual VET Summit
Key components of written agreements Settlement of disputes Review and evaluation Further headings Effective dates and signature Schedules Slide credit: Carol Hunter, 2015 Virtual VET Summit
Systematic Monitoring RTO s responsibility Self-assessments Regular meetings and communication Independent audit RTO audit of third party
Notifying the Regulator 30 calendar days ASQA - asqanet TAC RTO3 notification of third party agreement form VRQA Form F Notification of third party arrangements
Marketing
Marketing Qualifications Standard 4 Accurate and accessible information about an RTO, its services and performance is available to inform prospective and current learners and clients.
Overall Processes Determine what will be offered by your RTO Apply for change to scope of registration as required Develop marketing material with Clause 4.1 requirements in mind Some items in Clause 5.2 may also be relevant Use a Marketing Material Checklist to ensure compliance Date stamp all marketing material Ensure it goes through an approval process Record on a Marketing Register
Marketing Audit Check current materials for accuracy Check training.gov.au to make sure qualifications have not been superseded Identify any units or qualifications that need updating on material Do not advertise anything that is not on your scope of registration
What to include The NRT logo only with the nationally recognised courses (if using a booklet put it on the particular page, not the front of the booklet) Accurate codes and titles for qualifications and units of competency along with their currency (current or superseded) Entry requirements and pre-requisites Requirements and obligations of the student Course outcomes Pathways Duration of the course and timetable information Mode of delivery and location Competency-based assessment information Fees involved, cooling off period and refund policy (or reference to this) Additional requirements such as work placement or extra time for functions or events Third party information if applicable (ie RSA or First Aid) and the student s rights Reference to the Complaints and Appeals policy (where to find it) Upon successful completion of the course students will receive a qualification and record of results Disclaimer that students will receive a Statement of Attainment if they do not achieve the full qualification (must be successful in at least one unit of competency) Disclaimer that the information is correct at the time of publication however it is subject to change If the qualification on offer is through a third party arrangement with another provider it must be made very clear that it is not being offered under the scope of registration of the RTO. The other provider, along with their RTO code and contact details, must be identified.
Further information ASQA Users Guide to the Standards for RTOs 2015 Standard 4 & Standard 5 ASQA Fact Sheet Marketing and advertising TAC Fact Sheet - Marketing
Transition Planning
Updating Registration Qualifications deemed as equivalent will automatically be added to scope Anything that is not equivalent will need to be applied for Check training.gov.au
General Direction Learner Transition Learner Transition Released 1 April 2015 Transition timeframes 12 months to transition to replacement qualifications/courses 2 years to complete deleted qualifications/courses
Interim 18 Month Transition Endorsed between 1 September 2015 and 31 March 2016 List of qualifications
General Direction Learner Transition Situation A training package, qualification or accredited course is replaced with a new version A training package, qualification or accredited course is deleted/expires without replacement A skill set, short course or unit of competency is deleted/expires without replacement A unit of competency is superseded or deleted, however it is listed as a core or named elective in another qualification Time allowed 12 months to complete or move across to the new version (or 18 months if applicable) 2 years to complete no new enrolments can be taken from the date of deletion/expiry Certificates/SoAs must be issued within the 2 year timeframe 12 months to complete no new enrolments can be taken from the date of deletion/expiry SoAs must be issued within the 12 month timeframe You must continue to deliver the unit of competency while it is named in the packaging rules until they are updated.
What do you need to do? Map the differences between the two qualifications Update enrolment forms and all documentation provided to learners Marketing material TAS documents Staff Profiles Assessment documentation & learning materials Validation plans Industry engagement Website information Apply to change scope (if needed) Communication strategy - advise learners (in writing) if they are to be transitioned and the implications for them
Transition Plan
Change of Scope Applications
Consider? Why do you want to add this training product to scope?? Have you conducted market research?? Is there demand from learners?? Is there demand from employers?? Have you considered timeframes?? Have you ensured you have sufficient resources?
For all regulators RTOs must ensure they meet the legislative and licensing requirements relevant to each training product http://www.asqa.gov.au/vet-registration/understand-the-requirements-forregistration/other-licensing-and-registration-requirements.html
When do you need to apply? New training product for your RTO Superseded but not equivalent Self-managed delegation
ASQAnet Applications Change Registration
Evidence to submit Training and assessment strategy Client group and how training will be delivered to meet client needs Industry engagement Trainer/assessor competence and currency Physical resources and venues Learning resources and sequence of delivery Evidence gathering techniques Validation outline All other requirements as per the Users Guide For additional TAE evidence requirements click here
Form E Standing Application Form E Guide Must be on scope already Form B Form B Guide Fees calculator (no fees for equivalent items) Evidence of readiness to deliver training Removal of training products Transition advice (FAQs) Additional Approvals
Evidence of readiness to deliver Trainers and Assessors Training and Assessment Strategies Facilities consistent with training package requirements Resources consistent with training package requirements Fully developed assessment tools Approval for accredited courses (if applicable)
Equivalent training products - automatic Non-equivalent - RTONet or RTO2 Form Application Process Flowchart Application Guide Fees Evidence of readiness to deliver
Evidence of readiness to deliver Trainers and Assessors Training and Assessment Strategies Facilities consistent with training package requirements Resources consistent with training package requirements Assessment instruments for 2 industry specific units of competency (high risk if applicable) Approval for accredited courses (if applicable)
Delivering Stand-alone Units Units must be on scope; or Listed as a core in packaging rules of a product on scope; or Listed as a named elective in packaging rules of a product on scope.
Key Point Have everything ready to go when you apply!
Managing registration
Scope of registration Monitoring your scope Addition of items Removal of items Transition Transition items on your scope Equivalent items (automatic addition) Not-equivalent items (must apply) https://www.asqa.gov.au/news-publications/publications/generaldirection-learner-transition https://www.asqa.gov.au/vet-registration/make-changesregistration/transition-items-your-scope-registration
Standard 7 The RTO has effective governance and administrative arrangements in place: executive officer or high managerial agent meets FPPR requirements and ensures that RTO complies with the Standards for RTOs at all times https://www.asqa.gov.au/sites/g/files/net2166/f/f/fit_and_proper_person_requirement s_declaration.doc?v=1500520173 satisfies the Financial Viability Risk Assessment requirements https://www.asqa.gov.au/vet-registration/apply-registration/demonstrate-financialviability
Standard 7 The RTO has effective governance and administrative arrangements in place: complies with Fee Protection requirements, where applicable https://www.asqa.gov.au/standards/about-standards-rtos-2015/standard-seven/clause- 7.3 holds Public Liability insurance provides accurate and current information as required by Data Provision Requirements https://www.asqa.gov.au/vet-registration/meet-data-provision-requirements
Standard 8 The RTO cooperates with the VET Regulator and is legally compliant at all times: accurate and truthful responses to information requests cooperates in the conduct of audits and other monitoring provides quality/performance indicator data as required
Standard 8 The RTO cooperates with the VET Regulator and is legally compliant at all times: provides information about substantial changes to RTO operation (within 90 calendar days) ensures that third parties are aware of their obligations to cooperate with Regulator notifies Regulator about implementation (and ending) of third party arrangements within 30 calendar days
Standard 8 The RTO cooperates with the VET Regulator and is legally compliant at all times: provides an annual declaration on compliance (when this comes into effect) complies with relevant Commonwealth, State or Territory legislation and regulatory requirements relevant to its operations ensures its staff and clients are informed of any changes to legislative or regulatory requirements
Some key components of managing registration Monitor scope of registration by adding and deleting as required Comply with transition arrangements Monitor Regulator requirements ASQA General directions; fact sheets; latest news VRQA Information Sheets TAC Policies and Guidelines
Training Product Reviews
Training Product Reviews As per your annual planning If you offer a qualification with 2 different streams then review both For each training product delivered Staff involved RTO Manager Curriculum Leaders Trainers Assessors
Standard 2.2 What do the Standards say? The RTO: systematically monitors the RTO s training and assessment strategies and practices to ensure ongoing compliance with Standard 1; and systematically evaluates and uses the outcomes of the evaluations to continually improve the RTO s training and assessment strategies and practices. Evaluation information includes but is not limited to quality/performance indicator data collected under Clause 7.5, validation outcomes, client, trainer and assessor feedback and complaints and appeals.
Systematic Should be planned Compliance Calendar Industry Engagement Validation Moderation Feedback / surveys Internal Reviews Internal Audit Use a checklist
What to review Training and Assessment Strategy Use a checklist Access training package and implementation guide Trainers and Assessors Qualifications & competence Currency Evidence of industry engagement and feedback Proformas Minutes of meetings, etc
What to review Validation schedule (and evidence of validation if applicable) Assessment Instruments & Tools Benchmarks Student work PLUS
Internal Reviews Standard 1 Training and Assessment Strategies (TAS) Staff Profiles Assessment (including assessor guides and student work) Evidence of industry engagement for TAS, assessment and staff currency Evidence of validation for TAS, assessment, judgements and physical resources need to analyse the outcomes and act on them Quality Indicator data Feedback from learners and trainers & assessors Complaints and appeals information Marketing material Qualification booklets Website information Flyers Transition arrangements
Fee Collection Arrangements
What do the Standards say? Clause 5.3 Where the RTO collects fees from the individual learner, either directly or through a third party, the RTO provides or directs the learner to information prior to enrolment or the commencement of training and assessment, whichever comes first, specifying: all relevant fee information including: fees that must be paid to the RTO; and payment terms and conditions including deposits and refunds; the learner s rights as a consumer, including but not limited to any statutory cooling-off period, if one applies; the learner s right to obtain a refund for services not provided by the RTO in the event the: arrangement is terminated early; or the RTO fails to provide the agreed services.
What do the Standards say? Clause 7.3 Where the RTO requires, either directly or through a third party, a prospective or current learner to prepay fees in excess of a total of $1500 (being the threshold prepaid fee amount), the RTO must meet the requirements set out in the Requirements for Fee Protection in Schedule 6.
What does this mean? 1 $1500 limit refers to fees collected from learners only If collected from the employer (to train their employees) then the $1500 limit does not apply 2 May need to set payment points if the total fees are more than $1500 Can never collect more than $1500 in advance at any time 3 If more than $1500 is going to be collected in advance then protection measures must be put into place (Schedule 6)
What does this mean? 4 Information about fees must be provided prior to enrolment or commencement of training (whichever is earliest) - EVIDENCE 5 Information provided must include all fees such as materials supplied by the RTO, enrolment fees, administration fees, etc - EVIDENCE 6 Students must be informed about how and when fees must be paid, how to request a refund and when they would be eligible for a refund, and all VSL information - EVIDENCE
What does this mean? 7 These rules also apply if fees are being collected by a third party your RTO is responsible for ensuring fees are protected (regardless of when the RTO receives the payment) 8 If you collect fees online (ie shopping cart), then it must be ensured your system does not allow learners to prepay more than the $1500 if you do not have other protection measures in place 9 Government entities and universities collecting more than $1500 in advance must have policies and procedures in place to protect students
Schedule 6 Unconditional Bank Guarantee Calculated based on the total amount of prepaid fees in excess of $1500 per learner the RTO would hold at any time Tuition Assurance Scheme ACPET (ASTAS) TAFE Directors Australia Regulator Approved Alternative Meets the principles underpinning appropriate fee protection measures (NQC 2011)
Educational & Support Services
Where does this fit in the Standards? Clause 1.7 The RTO determines the support needs of individual learners and provides access to the educational and support services necessary for the individual learner to meet the requirements of the training product as specified in training packages or VET accredited courses. Users' Guide to the Standards for RTOs
Educational and Support Services May include, but are not limited to: pre-enrolment materials study support and study skills programs language, literacy and numeracy (LLN) programs or referrals to these programs equipment, resources and/or programs to increase access for learners with disabilities and other learners in accordance with access and equity learning resource centres mediation services or referrals to these services flexible scheduling and delivery of training and assessment Users' Guide to the Standards for RTOs
Educational and Support Services Continued counselling services or referrals to these services information and communications technology (ICT) support learning materials in alternative formats, for example, in large print learning and assessment programs contextualised to the workplace, and any other services that the RTO considers necessary to support learners to achieve competency. Competency means the consistent application of knowledge and skill to the standard of performance required in the workplace. It embodies the ability to transfer and apply skills and knowledge to new situations and environments. Users' Guide to the Standards for RTOs
What do you need to do? Identify any support individual learners need prior to their enrolment or commencement (whichever is earliest), advising of any costs that may be incurred by the student for the extra support (if any) Provide access to that support throughout that training Information to learners must outline any limitations to the support available through the RTO
Specifically Have a process for identifying support requirements for individual students prior to enrolment or on commencement Testing Self-assessment/identification Quizzes
Third Party Arrangements What if you need outside help to provide the support? Written agreement Does not include: Student counselling Mediation ICT support (see page 88 of Users Guide) Users' Guide to the Standards for RTOs
Key VET sector updates
Key VET sector updates ASQA Updates Student-centred audit approach Third Party Arrangements Amendments to Standards and Key legislative changes Review of legislation
ASQA Update ASQA Update - Issue 46, July 2017 Extended transition period HLT41412 Certificate IV in Cast Technology Reminder: Notifying ASQA of third-party arrangements Annual ASQA Survey 2017 Updates to trainer and assessor credential requirements to come into effect from April 2019 ASQA releases findings of national strategic review into course duration Government announces review of VET legislation
ASQA s Student-centred audit approach Student experience Practices and behaviours Systems and processes Risk based
Third Party Arrangements Written agreement Notify ASQA 30 days Online form
Amendments to the Standards Standards for Registered Training Organisations (RTOs) Amendment 2017 Strengthening trainer/assessor skills Implications for trainers and assessors, individuals working under supervision and persons conducting validation
Key legislative changes By 1 April 2019 trainers/assessors: A diploma or higher level qualification in adult ed; OR TAE40116 Certificate IV in Training and Assessment; OR TAE40110 Certificate IV in Training and Assessment and one of the following: TAELLN401A/TAELLN411 Address adult language, literacy and numeracy skills AND One of the following: TAEASS502A/TAEASS502B/TAEASS502 Design and develop assessment tools For further information, and updates to the RTO Standards http://www.karenandrewsmp.com.au/newsroom/media/ ID/975/Strengthening-trainer-and-assessor-skills
Review of vocational education regulation Independent review Led by Professor Valerie Braithwaite Expert Advisory Panel Assess suitability of NVETR legislative framework (NVETR Act 2011) Public submissions invited Report by end of 2017 Terms of Reference www.education.gov.au/nvetr-act-review
What we covered 1 2 3 4 5 6 7 8 Third party arrangements Marketing and transition planning Extension to scope application process Managing registration Guiding staff to conduct internal reviews Fee collection arrangements Educational and support services Key VET sector updates
Next session 1 2 3 4 5 6 7 Human Resource Requirements Physical resource requirements Complaints & appeals Quality indicator & continuous improvement surveys Internal audit Data gathering, checking, submission and certification Key VET sector updates Released 13 November 2017
Live Q&A session with Carol Hunter 21 August 2017 11.00am 12.00pm (AEST: QLD)
Contact us 1/52 Jeffcott Street Wavell Heights QLD 4012 P 07 38660888 F 07 38660899 E webinar@velgtraining.com W velgtraining.com