Australian Multicultural Community Services Inc RTO: 20008 AMCS RTO POLICY & PROCEDURES Copyright © 2012 Australian-Multicultural Community Services Inc. No part of this document may be reproduced without written permission from Australian-Multicultural Community Services Inc. Contents 1. 1.1. INTRODUCTION ................................................................................................................... 5 Scope ............................................................................................................................. 7 AMCS RTO Policy & Procedure v1.3 March 2012 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 2. 3. 4. 1.2. CODE OF PRACTICE.............................................................................................................. 8 Client Service ................................................................................................................. 8 1.3. Administrative Practices ................................................................................................. 9 1.4. Training and Assessment Standards................................................................................ 9 1.5. Issuance of Qualifications ............................................................................................... 9 1.6. LEADERSHIP AND COMMUNICATION .................................................................................. 9 Policy Statement ............................................................................................................ 9 1.7. Legislation affecting operations.................................................................................... 10 1.8. Responsibilities and authorities .................................................................................... 10 1.9. Insurance ..................................................................................................................... 10 1.10. Academic and Industry Advisory Committee (Academic Board) ................................ 10 1.11. The main objectives of the Academic Board are to: .................................................. 11 1.12. Duties and Responsibilities of the Academic Board ................................................... 11 1.13. Administration.......................................................................................................... 12 1.14. Quarterly Compliance Review................................................................................... 13 1.15. Business Planning ..................................................................................................... 13 1.16. Privacy Policy............................................................................................................ 14 1.17. RTO Organizational Chart ......................................................................................... 15 1.18. Student Learning Materials....................................................................................... 15 1.19. External Documents ................................................................................................. 16 CONTROL OF RECORDS...................................................................................................... 16 1.20. General Storage Requirements ................................................................................. 16 1.21. Retention of Student Records ................................................................................... 16 1.22. Records Maintenance ............................................................................................... 17 1.23. Training Records....................................................................................................... 17 1.24. Staff Records ............................................................................................................ 17 1.25. Storage of files and records ...................................................................................... 17 1.26. Archiving files ........................................................................................................... 18 1.27. Records Retained for Audit ....................................................................................... 18 1.28. Version Control ........................................................................................................ 18 1.29. Completed Assessment Items ................................................................................... 19 1.30. External Reporting Requirements ............................................................................. 19 1.31. Destruction of Records ............................................................................................. 19 1.32. Locating Records in the Event of Closure .................................................................. 19 1.33. Computer and Network Management ...................................................................... 20 AMCS RTO Policy & Procedure v1.3 March 2012 Page 2 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 5. 6. 1.34. Data Backup and Retrieval ........................................................................................ 20 1.35. Control of Software .................................................................................................. 21 1.36. Internet Use ............................................................................................................. 21 1.37. E-mail Use ................................................................................................................ 21 STAFF ................................................................................................................................ 21 1.38. Selection Criteria ...................................................................................................... 21 1.39. Staff Recruitment ..................................................................................................... 22 1.40. Induction and Orientation of New Staff .................................................................... 22 1.41. Identification of Professional Development needs .................................................... 22 1.42. Training & Professional Development ....................................................................... 22 1.43. Advertising and Marketing Materials ........................................................................ 23 1.44. Use of Logos ............................................................................................................. 23 STUDENTS ......................................................................................................................... 24 1.45. Policy........................................................................................................................ 24 1.46. Definitions ................................................................................................................ 24 1.47. Purpose .................................................................................................................... 25 1.48. Scope ....................................................................................................................... 25 1.49. References ............................................................................................................... 25 1.50. Responsibilities and Authorities ................................................................................ 25 1.51. Access and Equity ..................................................................................................... 25 1.52. Role of the Registrar ................................................................................................. 26 1.53. Student Training Inquiry ........................................................................................... 26 1.54. Recognition of Prior Learning.................................................................................... 27 1.55. Student Enrolment and Induction ............................................................................. 28 1.56. Recording Attendance and Performance .................................................................. 29 1.57. Student Performance ............................................................................................... 29 1.58. Assessment Appeals ................................................................................................. 30 1.59. Workplace Assessment............................................................................................. 31 1.60. Verification of Status ................................................................................................ 31 1.61. Issuing Certificates and Statements .......................................................................... 32 1.62. Re-Issue of Qualifications and Statements ................................................................ 32 1.63. Plagiarism and Cheating ........................................................................................... 32 1.64. Plagiarism ................................................................................................................. 33 1.65. Cheating ................................................................................................................... 33 AMCS RTO Policy & Procedure v1.3 March 2012 Page 3 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 7. LEARNING AND ASSESSMENT ............................................................................................ 34 1.66. Scope ....................................................................................................................... 34 1.67. Purpose .................................................................................................................... 35 1.68. References ............................................................................................................... 35 1.69. Responsibilities......................................................................................................... 35 1.70. Training Needs Analysis ............................................................................................ 35 1.71. Accredited Training Courses ..................................................................................... 35 1.72. Units of Competency ................................................................................................ 36 1.73. Competency Based Assessment................................................................................ 36 1.74. The Dimensions of Competency................................................................................ 36 1.75. Holistic Assessment .................................................................................................. 37 1.76. Interpreting Competency Standards ......................................................................... 37 1.77. Reasonable Adjustment............................................................................................ 38 1.78. Assessment Tools ..................................................................................................... 39 1.79. Facility Management ................................................................................................ 40 1.80. Learning and Assessment Strategies ......................................................................... 40 1.81. Assessment Validation.............................................................................................. 41 1.82. What is assessment validation? ................................................................................ 41 1.83. Objectives of validation ............................................................................................ 41 1.84. What is to be validated? ........................................................................................... 41 1.86. When should validation take place? ......................................................................... 42 1.87. Approaches will be used to validate assessment strategies....................................... 42 1.88. What documentation is required? ............................................................................ 43 1.89. Moderation of Assessment ....................................................................................... 43 1.90. Training Plans ........................................................................................................... 44 1.91. Training and Progress ............................................................................................... 44 1.92. Extension to Scope ................................................................................................... 44 1.93. Transitioning for New National Training Packages..................................................... 45 1.94. Currently Enrolled Student: ...................................................................................... 45 1.95. Previously Enrolled Student: ..................................................................................... 45 1.96. New Enrolment: ....................................................................................................... 45 1.97. Qualification: ............................................................................................................ 46 1.98. Coordinator of Training: ........................................................................................... 46 1.99. Principles.................................................................................................................. 46 AMCS RTO Policy & Procedure v1.3 March 2012 Page 4 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.100. 1. Teacher Assessment Process Flowchart .................................................................... 47 INTRODUCTION This Policy & Procedures Manual has been developed by AMCS RTO to support our mission. AMCS RTO is a community based organisation delivering a range of welfare and education based services and this document illustrates how we interpret and meet the standards that AMCS RTO Policy & Procedure v1.3 March 2012 Page 5 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 apply to the operation of our Registered Training Organisation for the delivery of high quality training outcomes. Hereafter we have referred to our Registered Training Organisation as AMCS RTO. The system has been developed by the Management Team to support their involvement in the provision of Training and Assessment services within Victoria. We will be the benchmark operation for Training and Assessment for Victoria. The Chief Executive Officer (CEO) hereafter referred to as CEO and the Coordinator of Training performs the duties as specified in the 2010 AQTF Standards. Individual position descriptions are available for the Chief Executive Officer position and the Coordinator of Training roles. Our scope of registration is: • CHC30208 Certificate III in Aged Care • CHC30308 Certificate III in Home & Community Care This manual is designed to coordinate our efforts to demonstrate that our operations comply with good corporate governance in meeting the requirements of Australian Quality Training Framework. In Victoria the Victorian Registration & Qualifications Authority (VRQA) is the caretaker of such legislation. Our management system consists of: 1. AMCS RTO General Policy & Procedures Manual 2. AMCS RTO Human Resource (HR) Policy & Procedures Manual 3. AMCS RTO Occupational Health and Safety (OHS) Policies and Procedures Manual & Guidelines 4. AMCS RTO Staff Induction Manual 5. This Policy and Procedures Manual (Education Program) 6. Student Handbook. 7. Staff Handbook. 8. Training materials and tools. 9. Assessment materials and tools. 10. Operational forms. 11. Code of Practice. These manuals are circulated by the Coordinator of Training/RTO Coordinator to those staff requiring access and understanding and as directed by the Chief Executive Officer. Their signatures on the AMCS RTO and Education Program Induction Checklists indicate they have read and understood the contents of the manual. Our documented systems are essential for our success as they focus staff on the key elements of successful performance and compliance as required by the AQTF and assist in AMCS RTO Policy & Procedure v1.3 March 2012 Page 6 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 the planning and implementation of our Business Plan. Our system has been developed to contain the following elements: • Customer Focus: This is essential because quality is defined in terms of the AQTF Standards, which in turn depend on the identification of customer needs and monitoring of customer satisfaction. Customer relationships are built externally and internally. • Maintaining Standards: It is essential that management and staff are aware of, and adhere to a Code of Practice to allow a common understanding and expectation of professional practice and behaviour that apply as accepted standards. • Logical Systems: Quality improvements depend on a planned and systematic approach to monitoring, reviewing and analysing performance, identifying opportunities for improvement, and implementing the necessary changes in order to comply with the AQTF requirements. • Process Management: Improvements to performance are achieved by changing the way that things are done, that is, by managing processes. It is not simply a matter of telling people to do things better. Rather they should be provided with the opportunity to contribute their knowledge and experience to changes in the way work is done. • Continuous Improvement: The cyclical process of “evaluation – review – action – evaluation” should be continuous. This ensures that the organisations maintains the currency and incrementally raise the standard of their services and products. (See AMCS RTO General Policy and Procedures Manual, Section 7: Continuous Improvement) • Employee Participation: System improvement depends on the detailed knowledge of the AQTF Standards by all staff in the RTO. In order to contribute this knowledge, staff must be encouraged and supported to communicate. 1.1. Scope AMCS RTO delivers training to local students. An individual’s competency is ascertained through evidence of prior qualifications, tests of underpinning knowledge and practical assessments and projects to determine skill and knowledge. With the accumulation of validated skills, students progress through appropriate levels to be assessed as competent or not yet competent. The system of documentation is based upon the following processes: Process AMCS RTO Policy & Procedure v1.3 March 2012 Page 7 of 47 Outputs OUTCOMES MEMBERS/ NTRACTING Inputs AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 Money Financial Management Receipts Students Training Graduate Equipment Purchasing Asset Trainers Induction Monitoring Training Packages and Ex-Employee Document Development Learning Instruments Document Development Assessment Tools Our processes are underpinned by management requirements for: • • • • 2. Document Control Records Management Computer hardware and software management Risk management and continuous improvement CODE OF PRACTICE The information below relates specifically to the Code of Practice for the AMCS RTO activities and should be read in conjunction with the AMCS RTO General Policy & Procedures Manual Section 1: Code of Practice 1.2. Client Service We have sound management and administrative processes to ensure delivery of an efficient client service. Students assessment results, Qualifications and Statements of Attainment are issued in a timely manner and competencies are recorded and certified in accordance with national guidelines. Our commitment to quality client service is also demonstrated by the following: • • a Recognition of Prior Learning Policy and Procedure; Plagiarism and Cheating Policy; AMCS RTO Policy & Procedure v1.3 March 2012 Page 8 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 • • • • a fair and reasonable Refund Policy; a Complaints and Appeals Policy; an Access and Equity Policy; and Language, Literacy and Numeracy Assistance Information. 1.3. Administrative Practices AMCS RTO guarantees the sound financial position of the business. All fees are paid on the day of the commencement of the course or according to the individual payment plan. Students’ records are managed to ensure confidentiality and security of all student information maintained. 1.4. Training and Assessment Standards All training staff has the appropriate qualifications and experience to deliver training and assessment relevant to the training products and services offered. We are committed to the ongoing professional development of our staff and we regularly conduct assessor monitoring and peer review to continually improve assessment methods and training delivery. Assessment is conducted in accordance with the requirements of the AQTF standards and the relevant National Training Package (including Mutual Recognition, Recognition of Prior Learning and Credit Transfer) and where necessary, arrangements for language, literacy or numeracy assistance are made. At all times, we will provide adequate facilities, equipment and materials to create an environment that is conductive to successful learning. 1.5. Issuance of Qualifications AMCS RTO RTO will issue either a full Certificate or Statement of Attainment to students who meet the requirements of the Performance Criteria of Units of Competency within the relevant training package or nationally accredited courses. 3. LEADERSHIP AND COMMUNICATION 1.6. Policy Statement The RTO is structured and co-ordinated to ensure maximum efficiency of the team and to ensure student satisfaction is maintained. AMCS RTO meets the needs of industry at all times and consults with relevant industry bodies to align current delivery practices with industry requirements. The Chief Executive Officer is the ultimate authority responsible for the safety of the workplace, workplace operations and injury management. AMCS RTO Policy & Procedure v1.3 March 2012 Page 9 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 The Chief Executive Officer is the ultimate authority responsible for the standard and content of all training and assessment delivered. The Coordinator of Training ensures that information is communicated to all those who must have it, so that all staff are kept informed. The Coordinator of Training has the power to enact a lot of the CEO role due to the particular nature of this business and the availability of the CEO at any given time. 1.7. Legislation affecting operations See AMCS RTO General Policy & Procedures Manual Appendix 6: Legislation relevant to AMCS RTO 1.8. Responsibilities and authorities The authority for the quality and standard of training lies with the Coordinator of Training. The authority for the safety of operational staff and students lies with the Chief Executive Officer. The Coordinator of Training is responsible for ensuring that policies and procedures are available for use by staff. Where appropriate, students may access policies and procedures by reference to relevant available copies. The Chief Executive Officer and / or the Coordinator of Training have responsibility for documentation, process management and the RTO’s compliance with current AQTF Standards. This responsibility is reflected in the relevant duty statements. When a person is absent, their responsibilities are delegated by the organisational position immediately below theirs. Authorities are taken up by the organisational position immediately above theirs on the organisation chart. Detailed authorities, responsibilities and tasks for each position are listed in job descriptions. The Chief Executive Officer oversees the organisation of audits on OH&S compliance on at least an annual basis. Such audits are conducted with accidents and injuries reported in accordance with such requirements. 1.9. Insurance See AMCS RTO General Policy & Procedures Manual: Insurance 1.10. Academic and Industry Advisory Committee (Academic Board) Mandate The Management Team as recommended by the Coordinator of Training agree to a committee or board be formed by each study area chaired by the Coordinator of Training AMCS RTO Policy & Procedure v1.3 March 2012 Page 10 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 and consisting of industry representatives and study area representatives. The composition, timing and agenda would be the responsibility of the Coordinator of Training however it should have a major focus on industry consultation. This would adequately show industry consultation as required under the standards. It would also show continuous improvement. 1.11. The main objectives of the Academic Board are to: 1. Provide advice and guidance in a wide range of skills and expertise to Australian Multicultural Community Services Inc RTO enhancing its ability to facilitate and support further education. 2. To act as a forum for debate of RTO-wide academic issues. 3. To foster excellence in teaching and learning in all taught programs 4. Protect and balance the interests of all stakeholders in Australian Multicultural Community Services Inc including, in particular, the management, students and employees of AMCS RTO; and 5. Oversee and enhance academic quality, capability, academic operations and development of courses that AMCS RTO delivers including advising the coordinator) and staff on compliance and policy and procedure. 6. To approve and monitor the AMCS RTO RTO’s Learning, Training and Assessment Strategy. 7. To annually monitor and benchmark academic standards via: a. Quarterly monitoring and benchmarking of student recruitment, achievement and retention b. Quarterly monitoring and benchmarking of student experience c. Quarterly monitoring of development of the curriculum. 8. To receive and approve reports in relation to course, program and training quality assurance and improvement processes 9. The Academic Board shall advise on matters relating to quality educational processes and the current industry requirements. 1.12. Duties and Responsibilities of the Academic Board Advice, Guidance & Expertise 1. On recommendation from Academic Board to approve new programs, the phasing out of programs and major amendments to existing programs. To recommend to the CEO establishment of new Divisions, or fields of study and the phasing out of existing Divisions, or fields of study. AMCS RTO Policy & Procedure v1.3 March 2012 Page 11 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 2. In particular, the Academic Board will provide advice and guidance to Coordinator of Training on issues relating to Courses, Programs 3. Advise on course development and taking part where required in assessment validation a. The Academic Board is also responsible in relation to continuous improvement and quality In particular: 4. 5. 6. 7. b. Ensure appropriate mechanisms are in place to collect regular, valid and reliable feedback from stakeholders such as students, graduates, staff and employers of graduates. Ensure appropriate mechanisms are in place to analyze and monitor the feedback collected and ensure it is acted upon to bring about organizational improvements. Ensure it collects; analyses; and acts on relevant data to ensure continuous improvement of its training, assessment and client services as well on the management of its operations. Ensure all clients receive the services detailed in their agreement. Use a systematic and continuous improvement approach to management of its operations. 1.13. Administration The Academic Board will consist of at least four, and no more than ten, members ("Members"), the majority of which must be independent (see 'Independence of Members' below). The Management of AMCS RTO believes the independence of the majority of Academic Board members is of fundamental importance in protecting and balancing the interests of all AMCS RTO stakeholders; and in the fair and equitable resolution of disputes between AMCS RTO stakeholders. Board Members will be approved annually by CEO of Australian Multicultural Community Services Inc (on the 1st July until the 30th of June of the following year) after selection and submission of candidates’ appropriate documentation by Coordinator of Training. To be appointed to the Academic Board a prospective appointee must have extensive experience in the Vocational Education and Training sector or/and has extensive experience as a professional in aged care sector. Upon appointment to the board members must supply to Coordinator of Training at AMCS RTO. 1. 2. 3. 4. Updated and current Curriculum Vitae Documentation of qualifications and experience Valid Police Check Signed Agreement to become a member of the Academic Board Any changes in qualifications experience or other relevant information is provided to Coordinator of Training to update the files. AMCS RTO Policy & Procedure v1.3 March 2012 Page 12 of 47 to be AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 Police Checks are to be renewed on regular basis and the results will be recorded in AMCS RTO Staff and volunteers Police Check Register. AMCS RTO Administrative Officer is responsible for keeping records up to date and to remind the renewal dates. 1.14. Quarterly Compliance Review The Management System is reviewed quarterly at the request of the Coordinator of Training by an external compliance consultant appointed by the RTO. Other resources are reviewed as required. The focus of quarterly reviews is ongoing compliance and continuous improvement. A detailed report will be produced for the Coordinator of Training as a part of the Quarterly Compliance Review. All compliance issues highlighted by the Quarterly Compliance Review will be delegated out by the Coordinator of Training to the appropriate person via a raised improvement request following the process outlined in the Continuous Improvement Policy and the Continuous Improvement Process Flowchart (Appendix 9) in the AMCS RTO General Policy and Procedures Manual. 1.15. Business Planning AMCS RTO develops a number of organisational wide plans and strategies, including a Strategic Plan, Service Access Strategy, Promotion and Networking Strategy and a range of strategies to improve the business of the organisation. An RTO Business Plan will build upon the directions provided in other organisational documents and reflect the directions of the RTO. The Education Team drafts a business plan annually for the upcoming year. In recognition that a source of strength and new business for AMCS RTO is our reputation and the relationships built over time, our business plan will reflect the professional courtesy due to competitors and new entrants to the market. The business plan includes as a minimum: • A description of AMCS RTO RTO operations. • The scope of registration and scale of operation. • Description of student needs and resources available. • Staffing priorities. • Goals and a timeframe for their achievement. The Chief Executive Officer, in conjunction with the Board of Management, will authorise the master copy of the business plan by signing it. This document will form the basis of budget material, resources and documentation supporting action. AMCS RTO Policy & Procedure v1.3 March 2012 Page 13 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 Business performance will be reviewed at least monthly by the Chief Executive Officer with input for this review will be sought from the Coordinator of Training and other key members of staff. A statement of accounts will be prepared each month. The report will include: • a profit & loss statement; • balance sheet; • projected expenses; • cash flow; • sales targets performance; • current account balances; and • any other financial information necessary to effectively review the AMCS RTO Education programs financial position. Following review, the report will be signed off by the Chief Executive Officer. 1.16. Privacy Policy See AMCS RTO General Policy & Procedures Manual Section 13.9: Privacy & Confidentiality AMCS RTO meets the requirements of the Federal Privacy Act and the Information Privacy Act (Victoria). The Coordinator of Training is in charge of privacy issues for the RTO. In the absence of the Coordinator of Training this becomes the responsibility of the Appointed Trainer & Assessor. All students are able to access their personal file held by AMCS RTO through written request to the Coordinator of Training. Students may also request that updates be made to information that is incorrect or out of date. Access may be given to an identified government officer from such agencies as the Community Services & Health Industry Skills Council (CS&HISC), Department of Employment, Education & Workplace Relations (DEEWR) or Victorian Registration & Qualifications Authority (VRQA) for the purposes of audit. Access to a copy of student or staff records by a third party can only be obtained by written permission of the relevant person whose file has been requested. Such permission will identify those sections of the file to be available. Personal information is collected solely for the purposes of our operation as a Registered Training Organisation. All reasonable steps are taken to protect personal information from misuse, loss, unauthorised access, modification or disclosure including restricted access to electronic files, secure storage of paper files and secure backup of data. AMCS RTO Policy & Procedure v1.3 March 2012 Page 14 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 Upon enrolment students are issued a unique ID number for the purposes of maintaining AMCS RTO electronic records or for collection of data by Commonwealth and State Government Departments and Agencies. 1.17. RTO Organizational Chart Directors/ Committee Members Chief Executive Officer Elizabeth Drozd RTO Coordinator Student Support Officer Compliance Trainers/ Assessors Administrative Officer RTO HR Manager Accountant 1.18. Student Learning Materials All learning materials available are listed on the Register of Learning and Assessment Materials and are subject to version control. Each Learning material, assessment tool and marketing guide will contain written instructions on how any given activity is to be taught or carried out and the records required. AMCS RTO Policy & Procedure v1.3 March 2012 Page 15 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 These materials are required to follow a pre-determined structure, and will meet the performance criteria and elements of competencies outlined in the National Training Package or other accredited courses. Where hard copies of learning or assessment materials have been purchased from a commercial source, a master copy shall be retained and marked as the “Master Copy”. The version date shall be the date the document was formally approved for use within AMCS RTO. 1.19. External Documents External documents are those documents created by external entities that directly impact on day to day operations of the RTO. All RTO related external documents are listed on the RTO Register of External Documents. The Coordinator of Training has the authority and responsibility to manage all external documents. Updates are communicated by the Coordinator of Training to those members of staff who should be informed, by email or other written means where appropriate. External documents are available electronically for all staff that needs access to them. 4. CONTROL OF RECORDS 1.20. General Storage Requirements All records are kept secure and all confidential information is safeguarded. All electronic documents and records pertaining to the RTO are kept on the R Drive of the AMCS RTO Server (RTO on ‘Server 1’ (R)). The Education server is only accessible to staff involved in the Education Programs and Senior Management of AMCS RTO. Electronic records are password protected where required. Hard copies of records are stored under lock and key. Student records of competency determination as well as enrolment data are to be retained in the relevant course and/or student file. Personal records of staff are kept in a personnel file with validated copies of qualifications and resume. Personnel files are managed by the Accounts Department and are maintained under lock and key. See Human Resource Management Policy & Procedures Manual Section 1.12.1 Privacy & Storage of Information 1.21. Retention of Student Records AMCS RTO Policy & Procedure v1.3 March 2012 Page 16 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.22. Records Maintenance AMCS RTO will maintain effective, accurate, relevant records and reporting systems. Records maintenance is the responsibility of the Administration Manager and administration staff. AMCS RTO will abide by the National Privacy Principles. Student information is not disclosed to anyone outside AMCS RTO without the student’s consent. Student records are confidential and available to the student only on request. However, information provided by the students to AMCS RTO may be made available to the Commonwealth and State Agencies and the Fund Manager of the ESOS Assurance Fund. AMCS RTO keeps all records of students‟ results for 30 years in electronic format. 1.23. Training Records These may include but are not limited to: • the items listed on the Student File Checklist; • records of fees paid and outstanding in relation to course duration; • written agreements made with students; • all correspondence and records of contact with student to date: and • sample copies of completed assessment activities. 1.24. Staff Records AMCS RTO reserves the right to verify qualifications presented by prospective staff by checking with the issuing body and/or contacting referees nominated by the applicant. Individual staff files are maintained. These contain records and/or copies of: • Application for employment including contact details • Verified qualifications and résumé Record of discussions in process of verifying qualification (where relevant) • Signed employment contract and induction checklist • Records of performance appraisal • Evidence of participation in professional development opportunities Staff files are confidential and may only be accessed by the individual staff member, the CEO and the Coordinator of Training. 1.25. Storage of files and records • All staff and student files are securely stored in locked filing cabinets and scanned upon completion • Student records are entered into the student database accurately and efficiently by the Administration Staff on to the student database management system. (Capabiliti) AMCS RTO Policy & Procedure v1.3 March 2012 Page 17 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 • Student electronic records are backed up daily • A copy of backed up records are stored securely off-site at the IT Company Computer Discounters located in High St Penrith • Records of student results are kept for thirty years. 1.26. Archiving files Completed hard copy files are separated from current files and archived alphabetically for a period of 2 years. After 2 years they are destroyed by shredding and disposed of in an appropriate manner. 1.27. Records Retained for Audit The following records shall be kept and maintained for each registration period and are subject to audit: • Policies and procedures • Training and assessment strategies • Assessment policies, tools and records • All RPL records • Complaints and Appeals and their outcomes • Evidence of continuous improvement • Samples of completed assessments • Evidence of staff internal professional development and assessment validation • Evidence of student participation as per contractual and prescribed requirements • Records of Professional Development 1.28. Version Control AMCS RTO manages and maintains currency of materials and documents through a Documentation Version Control System. This system covers the versioning of all documentation and forms that are produced. All documents and forms are upon creation entered into a Continuous Improvement Register. All documents carry a version number, month and a year of issue, the document name and page number. This is placed into the document footer and is to look like the example below. AMCS RTO Policies and Procedures Page 38 V1: July 09 2012 All previous versions of the document are placed into electronic storage under an „Old Version‟. Prior to the release of all new documents, forms and training materials they are forwarded to the Coordinator of Training for review. Once the document is cleared for release the older version is archived and all copies of the previous version are retrieved and destroyed. AMCS RTO Policy & Procedure v1.3 March 2012 Page 18 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.29. Completed Assessment Items The data kept is sufficiently detailed to allow independent assessors to form a valid opinion of the standard required by AMCS RTO and must include the: 1. Name of the assessor who assessed the student; 2. Date of the assessment; 3. Summary of assessment outcomes; 4. Result of the assessment; and 5. Feedback given to the student. A master electronic copy of the assessment tools and the assessor’s marking criteria and/or observation checklist is retained for a period of 30 years. Course completion date and course content list are retained by AMCS RTO for 30 years to support re-issue of a student qualification. The Coordinator of Training maintains the integrity of all databases with data input. 1.30. External Reporting Requirements State and Federal Government bodies may require student course data records to be submitted in a format to suit their systems. AMCS RTO will supply such data as required in the format determined by the State Authority. AMCS RTO currently utilises “Vettrak” student Management system to submit AVETMISS data. All records submission to State and Federal Government bodies is carried out using compliant reporting software, which dictates the data and format required for submission. The operator is to ensure that data submission has been effective. 1.31. Destruction of Records Records must be destroyed by industrial disposal only at the end of that period of time at the direction of the document “owner” defined in the table attached to the end of this document. Student records are not destroyed unless specifically directed by the Coordinator of Training or the Chief Executive Officer. 1.32. Locating Records in the Event of Closure All records to be kept in the event of closure are relocated to VRQA. These are provided as a readable soft copy. If the records are declined by VRQA, then they may be relocated to a facility as agreed between VRQA and the Chief Executive Officer. AMCS RTO Policy & Procedure v1.3 March 2012 Page 19 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 The location of the documents is to be formally agreed to by VRQA prior to the records relocation. 1.33. Computer and Network Management Software and other relevant resources will be available to RTO staff on the Education Server. This server is only accessible to RTO staff, relevant senior management and relevant identified administrative staff. Procedures relating to the operation of software are available for use by staff during day-to-day operations. RTO staff will also have access to the AMCS RTO General Server which contains relevant organisation-wide resources (eg. Continuous Improvement Register, various strategies, leaves planners, forms, etc). System capability is reviewed by the Coordinator of Training in conjunction with relevant IT personnel on an ongoing basis with a formal review at least quarterly to ensure that system capabilities are adequate. This information is presented to the quarterly compliance meeting. Acceptance of new hardware takes place only after the hardware has been checked for adequate operation and approved by the Coordinator of Training. Electronic data interchange of corporate data does not occur without due consideration of the sensitivity of the information. Equipment containing media or media itself that requires disposal, is checked for sensitive information. Such information is removed in a way that makes the data unrecoverable. Media is overwritten to make the data unrecoverable or the media itself is physically destroyed to make the data unreadable. Licensed virus checking and cleaning software has been installed onto all workstations attached to the local area network and the virus definition files are updated daily. Only authorised traffic as defined by security requirements is permitted to pass through a firewall. 1.34. Data Backup and Retrieval See AMCS RTO General Policy & Procedures Manual: Backup System Policy & Retrieval of Archived Electronic Records Policy An annual backup based on the calendar year will occur onto an external device (eg. external drive, CD). This backup will contain all documents and resources that are required to be maintained by the RTO for 30 years. Backups will be clearly labelled with the information contained on them and the calendar year they cover. The backup copies will be stored as per AMCS RTO backup requirements. AMCS RTO Policy & Procedure v1.3 March 2012 Page 20 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.35. Control of Software RTO specific software is maintained by the Coordinator of Training in accordance with AMCS RTO policies. RTO software will be installed on the Education Server or on computers utilised by the RTO staff as appropriate. 1.36. Internet Use See AMCS RTO General Policy & Procedures Manual: Internet Use Policy 1.37. E-mail Use See AMCS RTO General Policy & Procedures Manual: E-mail Use Policy 5. STAFF See Human Resource Management Policy & Procedures Manual 1.38. Selection Criteria Training and assessment staff must have: • Certificate IV in Assessment and Workplace Training (BSZ40198) or • Certificate IV in Training and Assessment (TAA40104); • Vocational qualifications to at least the level being trained and assessed; • A preference for a minimum 3 years experience in the relevant industry; If a person does not have all of the assessment competencies or the vocational competencies as defined above, one person with all of the assessment competencies will supervise and check all assessments undertaken. A person who does not hold qualifications as described above will be required to undertake a professional development / supervision plan that leads to the attainment of TAA40104. APD supervisions plan would consist of a. A timeframe to obtain TAA b. Regular supervision of class delivery c. Regular meetings with appointed TAA qualified supervisor d. All activities will be documented and placed on the staff members HR file by the appointed TAA qualified supervisor e. A person who does not hold qualifications as above is not eligible to provide final assessments determining competence of a student Training may also be delivered by a person who is under the direct supervision of a person who has the competencies specified above. The holder of the qualifications must sign off on the assessment tools at the time of marking. The Appointed Trainer & Assessor, under instruction from the Coordinator of Training, may allow an applicant to demonstrate their competency by completing a project or other assessment. Where demonstration of competence requires applicants to present course material, the observer will record observations on the Staff Observation Recording Sheet. All evidence of trainer competence will be included in their Personnel File. AMCS RTO Policy & Procedure v1.3 March 2012 Page 21 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.39. Staff Recruitment See AMCS RTO Human Resource Management Policy & Procedures Manual: Recruitment In addition to the documents outlined in the Human Resource Management Policy & Procedures Manual: Essential Documents for Commencing Employment, newly appointed RTO Staff must complete the Trainer Competency Mapping Form. 1.40. Induction and Orientation of New Staff In addition to the requirements and processes outlined in the Human Resource Management Policy & Procedures Manual: Induction & Orientation of New Staff, RTO staff will be provided with: • The Education Program Staff Induction Manual • Introduction to the Education Program server and resources • Staff hand book 1.41. Identification of Professional Development needs See Human Resource Management Policy & Procedures Manual: Staff Development and Training Policy AMCS RTO provides training for all staff to develop their understanding through work related training when it is deemed useful or appropriate. We accept that under the requirements of the AQTF, professional development must be offered by the RTO and undertaken by staff. All staff undergo an annual performance appraisal using the Staff Appraisal Form with the relevant first line supervisor. Training that has been considered as useful to both the staff member and management shall be agreed. Where appropriate, AMCS RTO may contribute to the cost of such training through allocated training budgets for the organisation. 1.42. Training & Professional Development All trainers are to attend: • Formal observation of other trainers training sessions; • Industry based workshops; • Industry based product launches and training sessions; • Safety training as required. Records of the professional development activities are recorded on the AMCS RTO Training Register and a copy of the training outline and Certificate of Attendance (or other relevant documentation issued) will be placed in the individual’s personnel file. See Human Resource AMCS RTO Policy & Procedure v1.3 March 2012 Page 22 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 Management Policy & Procedures Manual: Training Records Policy. Training and Professional Development may be delivered at each staff meeting. Training staff must continue to strive for excellence and to meet ever increasing skills and other standards within the appropriate skills area. 1.43. Advertising and Marketing Materials See AMCS RTO General Policy & Procedures Manual: Media Policy; Advertising, Sponsorship & Naming Rights Policy; Communications Policy; Privacy & Confidentiality Policy The marketing materials produced by Coordinator of Training accurately reflect the selling points that have been agreed to in the creation of the business plan and the marketing strategy. Accredited courses within the RTO’s scope of registration, as listed on the National Training Information Service website are delivered and result in issue of either an Australian Qualifications Framework Certificate or Statement of Attainment. Non-accredited courses delivered by AMCS RTO result in the issue of a Certificate of Attendance only. AMCS RTO will not promote any non-accredited courses with those that have been accredited under the Nationally Recognised Training requirements without very clear distinction of the two categories of courses. The terms: (a) (b) Nationally Recognised Training; and Registered to issue the following qualification … are used to describe the service being offered, but the materials in which such terms are used are unambiguous and only released with the approval of the Coordinator of Training. 1.44. Use of Logos The Nationally Recognised Training (NRT) logo and any regulators logo are used in accordance with their respective conditions of use. The VRQA logo is used on formal documents produced under delegation from the VRQA by registered education and training organisations, including: • qualifications issued by registered education and training organisations • certificates or Statements of Attainment issued by RTO’s for the completion of VRQA accredited courses • other formal documents produced under delegation from the VRQA, such as certificates of recognition and registration. AMCS RTO Policy & Procedure v1.3 March 2012 Page 23 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 The Nationally Recognised Training (NRT) logo is used for any training we deliver under our scope of registration. It is always depicted: • on certificates and Statements of Attainment issued for the completion of qualifications or units of competency from a Training Package; and • (in addition to the VRQA logo) on certificates and Statements of Attainment issued for the completion of VRQA-accredited qualifications, short courses and modules/units. The format of these documents containing the NRT logo is not changed without the express direction and approval of the Coordinator of Training. The AMCS RTO logo is used on all external documentation. 6. STUDENTS 1.45. Policy The Coordinator of Training enrols all students using an ethical marketing and selling approach and ensures they are aware of both their responsibilities and privileges and of our offering to them. Training and assessment will be delivered in a planned, controlled manner that ensures the achievement of defined competencies consistent with the requirements of both the National Training Package and of the Australian Quality Training Framework. All students will be traceable using a unique ID Number recorded on student records and recorded on the Easy Stats Database or other AVETMISS compliant student management system that the RTO may implement in the future. AMCS RTO does not enrol students under the age of 18. 1.46. Definitions Access and Equity ― responding to the diverse needs of individual students, including people who face barriers due to age, gender, cultural difference, disability, language, literacy and numeracy, unemployment, imprisonment or isolation and any other clients who are experiencing barriers in relation to access, participation and outcomes. National Recognition ― acceptance of valid qualifications issued by other RTO’s in a state or territory of Australia. Recognition of Prior Learning (RPL) ― the recognition of skills and knowledge acquired through formal education courses, on-the-job training and work or life experience and demonstrated through the provision of appropriate evidence. Credit Transfer ― The acceptance of courses or units completed at other RTO’s in the granting of exemptions from part of a course. AMCS RTO Policy & Procedure v1.3 March 2012 Page 24 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 Student ― an individual who enters into an agreement with AMCS RTO, and notionally pays for the work AMCS RTO performs, to derive benefit from our training program. 1.47. Purpose To describe the management responsibilities for the finding, engaging, processing and training of students. 1.48. Scope This procedure is limited to the acquisition, induction and training of students for nationally recognised and accredited courses. 1.49. • • • References Student Handbook Australian Qualifications Framework National Training Package 1.50. Responsibilities and Authorities The Coordinator of Training has the responsibility for ensuring that all policies and procedures are made available for use by staff and where appropriate students by reference to this policy and procedures manual. The Coordinator of Training has overall responsibility for the induction, training, assessment and certification of students. The Coordinator of Training is the approval authority for accepting claims made under Recognition of Qualifications issued by other RTO’s (Mutual Recognition), Recognition of Prior Learning (RPL) and Credit Transfer. All access or equity issues are to be referred to the Coordinator of Training who has the authority to ensure that all such issues are resolved through negotiation and mutual acceptance of the outcome. 1.51. Access and Equity See also AMCS RTO General Policy & Procedures Manual Access & Equity Policy AMCS RTO is firmly committed to achieving best practice in the provision of vocational education and training. The Coordinator of Training is in charge of access and equity issues. In the absence of the Coordinator of Training, the Appointed Trainer & Assessor takes this responsibility. AMCS RTO recognises that particular groups of people in society have experienced, and continue to experience, institutional disadvantage and unequal educational outcomes. AMCS RTO Policy & Procedure v1.3 March 2012 Page 25 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 Our access and equity practices ensure non-discriminatory admittance to courses and the achievement of comparable educational outcomes by all groups in society. Our admission processes are friendly and objective assessment by the Coordinator of Training or their delegate ensures that students are admitted in an appropriate way and based only upon their existing educational standing. Student access is not limited by physical or other disadvantage. By providing accessible and equitable vocational education our students develop knowledge and skills to enhance life and work opportunities. Once enrolled all students are trained and assessed equally. However, in certain cases reasonable adjustment provisions may be made consistent with the practices of the RTO. AMCS RTO programs and services are relevant, accessible, fair and inclusive. We promote programs and services in a manner that includes and reflects the diverse population. All prospective students are well informed of the options available to meet their individual training needs and the development of their skills base by providing training that is industry focussed. 1.52. Role of the Registrar The Coordinator of Training fulfils the role of the Registrar. Administration will: (a) Maintain the currency of student administration information; (b) Report student academic performance as required; (c) Issue and maintain copies in student files, of standard counselling / warning letters to students that occur as a result of breaches of attendance or performance requirements or in the code of conduct; (d) (e) Record and maintain evidence of course money the student has paid or has not yet paid; and Include copies of written agreements between AMCS RTO and the student in individual student files. 1.53. Student Training Inquiry Student training enquiries are coordinated by the Coordinator of Training. Training inquiries are directed to Coordinator of Training for processing. Students can access information on the following prior to enrolment, by request for a hardcopy through the Coordinator of Training. (i) Student Handbook AMCS RTO Policy & Procedure v1.3 March 2012 Page 26 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 (ii) (iii) (iv) (v) course information, including content and vocational outcomes for courses on the scope of registration; fees and charges, including AMCS RTO refund policy; appeals and complaints procedures; and Recognition of Prior Learning (RPL) arrangements and credit transfer. Information on the following is available to students prior to enrolment by request for a Student Handbook from the Coordinator of Training. (i) client selection, enrolment and induction/orientation procedures; (ii) (iii) (iv) (v) (vi) (vii) provision for language, literacy and numeracy assistance; client support, including any external support; flexible learning and assessment procedures; welfare and guidance services; disciplinary procedures; and staff responsibilities for access and equity. 1.54. Recognition of Prior Learning The Australian Qualifications Framework Certificates and Statements of Attainment are recognised at enrolment through the Recognition of Prior Learning process. RPL applications should not be submitted until the Coordinator of Training authorises the student’s enrolment. A general RPL Information Kit is available prior to enrolment through the website or via request to the Coordinator of Training. Certificate III in Aged Care & Certificate III in Home & Community Care RPL Kits are available for students who: • have worked in the aged care and/or community care sectors and wish to upgrade their qualifications; • have completed 12 months work experience in the aged care and/or community care sectors. The return of an RPL application with all supporting documentation triggers assessment overseen by the Coordinator of Training. AMCS RTO recognises relevant existing qualifications issued by a bona-fide RTO. An application for Credit Application of an existing qualification is checked by the Coordinator of Training to ensure that: (a) The qualification has been issued by a bona fide RTO (where possible); (b) The applicant has been enrolled in that RTO; and (c) The applicant did achieve competency in the course or unit concerned. AMCS RTO Policy & Procedure v1.3 March 2012 Page 27 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 The Coordinator of Training checks existing qualifications against the current National Training Package, to determine whether the applicant’s skills, as represented by the Certificates and/or Statements of Attainment, match the units of competency and critical evidence of the proposed course. Where any competency is found to be lacking recognition an approval for exemption from course work will not take place. Further training and/or assessment is required to gain full recognition. The student’s study plan and course costing may be adjusted to reflect the modules granted. For Recognition of Current Competencies where life’s experiences provide the skills, the validated resume demonstrates that those experiences reflect the performance criteria and elements of the unit of competency the training package lists. When students lodge a Recognition of Prior Learning Application, Administration provides a Recognition of Prior Learning Feedback Form to input into the process. 1.55. Student Enrolment and Induction Students are informed prior to enrolment that they will be required to undertake a police check prior to any student placements required for their course of study. Once a student has agreed to this condition, the student may proceed to enrolment. Once all participants have completed the enrolment session they will complete an induction program which will cover: • Training and Assessment Plan / Course Time Table • Student Handbook • Relevant Policies and Procedures/ Plagiarism/ Student Welfare/ Complaints and Appeals • Employment Outcomes • learning and assessments materials • Recognition of Prior Learning (RPL) and Credit transfer • Absenteeism options and self-study • Student Info Kit • Evidence of student eligibility and student declaration Form • Enrolment Form and Student Enrolment Agreement Form • Fees and Charges/ Payment plan/Refund Policy • Police Check • English Test LLN (Learning, Literacy and Numeracy Test) • Work Placement Confirmation that all the above information was provided and handouts were distributed is required to be acknowledged by the participant. AMCS RTO Policy & Procedure v1.3 March 2012 Page 28 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 There is also a Student Induction Checklist Form that is to be completed, signed and returns to AMCS RTO Coordinator during the Induction session. Students are required to sign the Enrolment Agreement Form and receive a copy of this document. Upon enrolment students are required to pay a course deposit in accordance with the amount stipulated on the Fee Schedule to secure a place in the chosen course. A receipt for payment of fees will be issued by the Accounts Department. Students are inducted into the course on the first day that the course commences, with the issue and discussion of the contents of the Student Handbook. The student will sign an acknowledgement of receipt of the Student Handbook and return it to AMCS RTO for inclusion in their student file. The inducting staff member invites students to provide feedback on their enrolment and induction experience using the Student Enrolment and Induction Feedback Form. 1.56. Recording Attendance and Performance All training is delivered as flexible workplace training or institution based training as defined in the learning and assessment strategy. Students are expected to progress through the course during the term. Such progress will be determined by their weekly work hours in the role relating to their training program. Trainers and Assessors will record in student files the details of time spent with students as face-to-face meetings. Students attending institution based training are required to sign in on the Student Attendance Sheet. 1.57. Student Performance Courses are delivered using learning tools either sourced externally or created in-house by AMCS RTO training and assessment staff. Course training files contain assessment tools utilised to assess competencies associated with individual courses. Assessments incorporate verbal, written and practical components and are retained in student files. Each assessment has the purpose listed on the front of the document with instructions to the students. All assessment tasks are completed by the student who will be provided with formal feedback on their assessment sheet and the determination of them being Competent or Not-Yet-Competent. AMCS RTO Policy & Procedure v1.3 March 2012 Page 29 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 The assessment tasks are each signed by both the trainer and the student. The appeals process may be triggered from this point. A final record of competency is recorded in a student’s file using Assessment Coversheet & Feedback Form. 1.58. Assessment Appeals AMCS RTO maintains a supportive and fair environment allowing students to appeal assessments and recognition decisions. AMCS RTO will deal in a constructive and timely manner with student complaints and appeals against decisions made. Appeals must be submitted within two weeks of the original assessment decision being advised to the student. Discuss the assessment outcomes with the relevant trainer. If this does not resolve the matter, or if the trainer is an active respondent to the appeal, then the appeal is recorded on an Appeals Form and submitted to the Coordinator of Training. The dispute is recorded in the RTO Appeals Register. Where the complaint identifies an opportunity for a Continuous Improvement action, the activity will be recorded in the Continuous Improvement Register by the Coordinator of Training and written notification is included on the student’s file. The Coordinator of Training assembles the following information or documents: • Past Student record; • Attendance registers; • Assessment tools and assessment data; and • Any other supporting documents. The Coordinator of Training is an independent mediator to whom the appellant may deliver their own version of the problem and request a support person be present. NOTE: If the Coordinator of Training is deemed unacceptable to the Student, the CEO may be used. The independent mediator should then consider the issues raised and attempt to resolve the appeal to the satisfaction of the appellant. The submission and the final outcome of the appeal is recorded and communicated to all parties in writing. The communication must contain the outcome of the appeal and the reasons for the decisions made. A copy of the communication is placed in the student file. AMCS RTO Policy & Procedure v1.3 March 2012 Page 30 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 If the dispute has not been resolved to their satisfaction, then the student may make a formal submission to the CEO for a review by a mutually agreed independent mediator. This will occur at the student’s expense. No appeal mechanism exists beyond this point in the appeals process. The submission and the final outcome of the appeal must be recorded and communicated to all parties in writing. The communication must contain the outcome of the appeal and the reasons for the decisions made. 1.59. Workplace Assessment Workplaces must be accessible and provide the resources necessary to complete the training as per requirements. The Coordinator of Training or a delegated person contacts the student and their employer and arranges a meeting time. The student, employer and appointed Trainer & Assessor draft a Training and Assessment Plan. The training and assessment plan identifies institution based training and assessment requirements and on the job training and assessment requirements. Where necessary, for institution based training, the training and assessment plan specifies the employer’s permission to release the student for training purposes. The training and assessment plan is signed by all parties and a copy given to the employer and student and a copy is placed in the student’s file. Training and assessment is provided in accordance with the training and assessment plan. The training and assessment plan will be reviewed from time to time by the student, Appointed Trainer & Assessor and employer. 1.60. Verification of Status Upon completion of training (or withdrawal from the course), a student’s file is reviewed by the Coordinator of Training. Provided at least three forms of evidence are available for each required unit of competency, a Qualification is approved by the Coordinator of Training. The relevant certificate and student file is forwarded to the Coordinator of Training for review and signing. The CEO or the Coordinator of Training are the only people with the authority to issue a Qualification on behalf of AMCS RTO. AMCS RTO Policy & Procedure v1.3 March 2012 Page 31 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.61. Issuing Certificates and Statements AMCS RTO issues nationally recognised Qualifications and Statements of Attainment from courses within our current scope of registration as listed on the National Training Information Service website. The CEO and/or the Coordinator of Training are responsible for signing and issuing of Qualifications and Statements of Attainment. The RTO Administrator is responsible for the updating and recording of the Qualifications and Statements of Attainment in the appropriate register and for the preparation of issuing Qualifications and Statements of Attainment using their respective templates. The format for the issuing of Australian Qualifications Framework Certificates and Statements of Attainment is prescribed in Australian Qualifications Framework Implementation Handbook. All Qualifications and Statements of Attainment are issued in accordance with the guidelines and rules within the relevant training package and the Australian Qualifications Framework Implementation Handbook with the individual modules identified by codes and titles on the back of the Certificates and Statements of Attainment. A record of the Qualification is placed in the student’s file and listed in the relevant Register. The signed original Certificate or Statement of Attainment is sent to the student, and a copy is kept in the student file. Where the full qualification has not been completed, a Statement of Attainment may be issued at the discretion of the Chief Executive Officer or the Coordinator of Training. 1.62. Re-Issue of Qualifications and Statements Before an Australian Qualifications Framework Certificate or Statement of Attainment can be re-issued, students must provide a letter of request stating the date and name of the course and their personal details including date of birth and address. Where necessary, photo ID may be required. The letter of request is forwarded with the student’s file to the Coordinator of Training for approval. The Coordinator of Training reviews the re-issue application to ascertain that the qualification requested was issued. Once checked the Coordinator of Training will note on the letter of request that the qualification can be re-issued. 1.63. Plagiarism and Cheating AMCS RTO Policy & Procedure v1.3 March 2012 Page 32 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.64. Plagiarism Refers to the practice of using someone else`s ideas or work and presenting them as your own. Plagiarism is a form of cheating and is not permitted at AMCS RTO. Acts of plagiarism include: • Copying the work of another student, whether that student is in the same class, from an earlier year of the same subject or course, or from another educational institution altogether. • Copying any section, no matter how brief, from a book, journal, article or other written or electronic sources, without duly acknowledging it as a quotation. • Copying any map, diagram, table or figures without duly acknowledging the source • Paraphrasing or otherwise using the ideas of another author (verbal, written or electronic) without due acknowledgement • Claiming someone else`s practical work for a observation assessment 1.65. Cheating Cheating is behaving in a fraudulent way in training coursework and examinations. Cheating includes passing off work done by someone else as your own work, or otherwise trying to gain an unfair advantage. Examples of cheating include, but are not limited to: • Impersonating someone else in a test or examination, or arranging such impersonation; • Copying from another student during a test or examination; • Referring to notebooks, papers, or any other materials during a closed-book exam; • Submitting work for which credit has already been received in another course without the express consent of the instructor; • Helping others to cheat in these ways is also a form of cheating; • Falsifying data. This means manipulating research materials or processes, or changing or omitting data or results, such that the research is not accurately represented in the research record. While there is considerable leeway in interpreting data, the data itself must not be manipulated or distorted Actions to prevent plagiarism and cheating: AMCS RTO aims to minimize plagiarism by: • Making Students aware of the Plagiarism Policy and Procedure including consequences of Plagiarism through the student induction process. Students are required to: • be aware of their responsibility in regard to Plagiarism as per the Student Handbook • Reference all assignments for submission appropriately • Seek advice and support from AMCS RTO RTO Trainers. Penalties of Plagiarism and Cheating AMCS RTO Policy & Procedure v1.3 March 2012 Page 33 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 Students who are found cheating or guilty of plagiarism on any form of assessment will be deemed Not Yet Competent for the relevant Unit of Competence. The student will then need to re-submit, re-sit assessment. See Assessment Policy and Procedure. Students who are found cheating or guilty of plagiarism for a second time will need to re-enroll and repeat the entire Unit of Competence and pay applicable fees. Students who are found cheating of guilty of plagiarism for a third or subsequent time, the matter will be referred to the Acting RTO Coordinator/CEO. Students will also be issues an official written warning which will be placed in the students file. Continued behaviour of this kind may result in students being expelled from the Institute. See Complaints and Appeals Policy and Procedure. The re-issued Qualification or Statement is forward to the CEO or the Coordinator of Training for signing and sent to the student. A file note stating the re-issue date and the original letter of request will be added to the student’s file. All re-issued Qualifications and Statements of attainment will attract a fee unless otherwise decided at the discretion of the CEO 7. LEARNING AND ASSESSMENT 1.66. Scope AMCS RTO has the following scope: • • CHC30208 Certificate III in Aged Care CHC30308 Certificate III in Home & Community Care The traceability is as follows: Training Package Assessment Guidelines Competency Outcome Critical Evidence Training and Assessment Activities AMCS RTO Policy & Procedure v1.3 March 2012 Page 34 of 47 Approved Workbooks and Activities Training and Assessment Tools AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.67. Purpose The purpose of this procedure is to describe how AMCS RTO will design learning and assessment instruments. The development of a learning and assessment strategy is described and this underpins the requirement for the delivery and assessment of courses. 1.68. References National Training Packages and Accredited Courses AQTF Standard 1 element 1.5 – RTO assessments AQTF Standard 1 element 1.2 – Learning and assessment strategies 1.69. Responsibilities The Coordinator of Training is responsible for: • • • Sourcing the training package and related learning and assessment materials. Completing and maintaining the learning and assessment strategy. Keep all learning and assessment materials current. Trainers/Assessors ensure that all assessment tools utilised are assessing the requirements specified within the training package. 1.70. Training Needs Analysis The training needs of the students are directed by the ongoing needs of the relevant industry sectors through discussion with the Industry Skills Councils, State ISC and other industry associations. The individual needs of students may be discussed between the Appointed Trainer & Assessor and the student whenever the need arises. This may form part of the ongoing Continuous Improvement process but also represents the level of support offered to all students. The methods used to identify student learning needs will be documented and filed in the student file. 1.71. Accredited Training Courses These describe the critical skills, knowledge and attitudes or competencies which individuals acquire for employment. AMCS RTO Accredited Courses are a set of nationally endorsed competency standards and qualifications for recognising and assessing people's knowledge and skills. AMCS RTO Policy & Procedure v1.3 March 2012 Page 35 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.72. Units of Competency The competency standards within the accredited courses describe the required learning outcomes. Each unit of competency describes a specific work activity, the conditions under which it is conducted and the range of evidence that may be gathered in order to determine whether the activity is being performed in a competent manner. By examining performance criteria, trainers/assessors will be able to determine: • The work activity; • Skills required; • Level of skill; • Conditions in which work activity is undertaken; and • Range of possible evidence needed to prove that a person is competent in the work activity. 1.73. Competency Based Assessment Assessment is the process of collecting evidence and making judgments on whether competency has been achieved and confirmation that an individual can perform the standard expected within the workplace, as expressed in the relevant endorsed industry or enterprise competency standards. Key features of competency based training are: • Identifying pathways; • Making competency meaningful; • Actively engaging industry or enterprise; • Target the audience; • Evaluate and judging evidence; and • Record and feedback. 1.74. The Dimensions of Competency People are considered to be competent when they are able to apply their knowledge, skills and attitude to successfully complete work activities in a range of situations and environments, in accordance with the standard of performance expected in the workplace. Competency involves successful work performance through application of the four dimensions of competency. In the drafting of learning materials these four dimensions as detailed below are to be taken into account: • Task Skills - undertaking a specific workplace task; • Task Management Skills - Managing a number of different tasks to complete a specified project (such as creating a multimedia project to develop a marketing AMCS RTO Policy & Procedure v1.3 March 2012 Page 36 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 strategy) to determine skills in leadership and management and direction of all in the team; • Contingency Management Skills – responding to problems and irregularities such as: o Equipment breakdown; o Changes in routine including product changes and customer support activities; o Unexpected or a typical result or outcome when expected performance has not been met; and • Job/Role Environment Skills - dealing with the responsibilities and expectations when undertaking a particular work activity, such as: o Working with other staff; o Interacting with students and suppliers; o OH&S; o Complying with normal industry performance standards; and o Observing enterprise policy and procedures. All developed learning and assessment materials are designed to the required AQF outcome level. 1.75. Holistic Assessment AMCS RTO focuses on the assessment of whole work activities rather than specific tasks or components of a work activity. Each student must practically demonstrate the skills discussed and observed in the classroom during demonstrations or undertake a project that encompasses a range of skills discussed and observed. The trainer records the evidence that the student needs to show competence and the techniques that would be used to gather the evidence. Using this information the assessor reviews the evidence and decides whether the student is competent. 1.76. Interpreting Competency Standards The competency standards in the relevant National Training Package define the skills, knowledge and attitude required for effective performance in the workplace. Standards are expressed in outcome terms and have a common format comprising of the: • unit title; • unit descriptor; • elements of competency; • performance criteria; • range statement; and • evidence guide. AMCS RTO Policy & Procedure v1.3 March 2012 Page 37 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 They are the descriptions of the competencies required for effective performance in the workplace, both in the routine conduct of the job role and in the ability to adapt to changing role definitions. Competency standards relate to industry as a whole, but are required to be interpreted in terms of a specific workplace. In other words, assessors are required to take the information contained within the competency standards, relate this to the particular workplace situation, then use or customise that information to inform the assessment process. Within the national vocational education and training system, competency standards form the benchmarks for assessment and the basis for nationally recognised qualifications. 1.77. Reasonable Adjustment There is a range of legislation and policies which promote access and equity within the national vocational education and training system. In keeping with these policies, assessors ensure that candidates are not disadvantaged in the assessment process due to cultural or linguistic background, age, religion, gender or disability. Assessors are aware of the ways in which candidates might be disadvantaged in the assessment process and what steps can be taken to ensure that assessment policies and practices take account of the individuals needs. “Reasonable adjustment” involves carrying the assessment process to take into account the special characteristics of the student while ensuring the validity, fairness and reliability of assessment decisions. Adjustments are considered 'reasonable' if they do not impose an unjustifiable hardship upon AMCS RTO. In determining whether an adjustment would impose an unjustifiable hardship, we will take the following factors into account: • The nature of the benefit or detriment likely to be experienced by the person concerned; • The effect of the disability or disadvantage on the person concerned; and • The financial circumstances and the estimated amount of expenditure required to be made by the organisation claiming unjustifiable hardship. Adjusting the assessment process may involve varying the procedures for conducting the assessment, for example allowing additional time for the completion of tasks, extending deadlines for assignments, varying the venue, date or times for assessment. We shall vary the evidence gathering techniques, for example, using an assignment instead of an exam, oral rather than written questioning, and short answers instead of multiple choice and varying question and response modalities. AMCS RTO Policy & Procedure v1.3 March 2012 Page 38 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.78. Assessment Tools All assessments comply with the requirements of the relevant National Training Package and accredited courses. The assessment tools have been developed by the Appointed Trainer & Assessor and the relevant trainer/assessors and can be mapped against the units of competency within the training package. To ensure our assessment tools comply with the principles of validity, reliability, fairness and flexibility, we will ensure they have: • Student’s Name • Indication of the competency to be assessed, traceable to the Unit of Competency (UOC) code • Mapping against the relevant units of competency; • Instructions for application; • Reasonable adjustment noting; • Conditions of assessment (e.g. number of clients, interruptions, etc) noting; • Tasks, questions, etc targeting the correct AQF Level Descriptor (i.e. assessment tasks will be appropriate to the Certificate Level being assessed); • Indication of the decision point either “competent” or “not yet competent”; • Document control, with a date, page build status and unit of competency; • Indication that the student has passed the assessment or otherwise; • Sign off, dating and feedback by the assessor; and • Sign off, dating and feedback by the student. Where the assessment tool forms only part of the required three pieces of evidence to demonstrate competency, the assessment outcome must be placed in the Student File to allow correlation of other pieces of evidence. Assessment must cover the dimensions of competency listed above and allowing for diversity in culture, learning ability and style and language. The assessment tool, in following the requirements of this clause will allow for reassessment on appeal. The assessments lead to the issuing of a Statement of Attainment or qualification under the AQF when a person is assessed as competent against nationally endorsed unit(s) of competency in the applicable accredited course or modules specified in the applicable accredited course. Students will be provided with guidance on future options in relation to their assessment outcomes. AMCS RTO Policy & Procedure v1.3 March 2012 Page 39 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.79. Facility Management The Coordinator of Training / Appointed Trainer & Assessor maintains a complete list of equipment and training aids available in their vocational area in the Register of Learning Materials and Assessment Tools (Form26). The Register is updated and resubmitted after such update occurs. 1.80. Learning and Assessment Strategies The training package forms the basis for the development of the learning and assessment strategy. An individual learning and assessment strategy is required for each qualification on our scope of registration. In detailed discussions with key stakeholders, we have identified negotiated, planned and implemented appropriate learning and assessment strategies to meet the needs of each of our students. Learning and assessment strategies will summarise the following for each course: • Target group; • Entry requirements; • Relevant legislation; • Trainer requirements; • Packaging arrangements; • • • • • • • • • • • • Delivery period; Delivery arrangements; Assessment arrangements; Evidence gathering methods; Organisation of units of competence (i.e. summary of clusters); Delivery and assessment staff; Table summarising units of competence, core/elective, clustering, nominal hours, assessment methods for each unit and trainer and assessors for each unit; Infrastructure requirements; Assessment validation process; Industry Consultation; Pathways; and Authority signoff. AMCS RTO will make sure that all customisation / contextualisation meets the requirements specified in the relevant Training Package or, for accredited courses, meets ANTA’s Guidelines for Course Developers: A guide to developing VET courses for accreditation under the AQTF: Part 4. Where assessment or training is conducted in the workplace, AMCS RTO will negotiate the learning and assessment strategy with the employer and learners work with the employer AMCS RTO Policy & Procedure v1.3 March 2012 Page 40 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 to integrate any on-the-job training and assessment; and schedule workplace visits to monitor/ review the training and assessment. 1.81. Assessment Validation 1.82. What is assessment validation? Assessment validation involves ‘reviewing, comparing and evaluating assessment processes, tools and evidence contributing to judgements made by a range of assessors against the same standards’ (Learning and Assessment Strategies Resource Guide, Australian National Training Authority, p 101). Standard 9.2 of the Australian Quality Training Framework Standards for Registered Training Organisations states that a registered training organisation must validate its assessment strategies at least annually. To comply with this standard, document any action taken to improve the quality and consistency of assessment'. 1.83. Objectives of validation Assessment validation facilitates processes leading to consistent and valid assessment. In particular, validation activities: • • • • • • • ensure that assessment strategies meet the needs of clients; facilitate the professional development of assessors; enable enterprises and other stakeholders to contribute to assessment processes; provide a means of gathering feedback and identifying ways of improving assessment processes; facilitate consistent interpretation of competency standards; foster the development of informal networks and provide assessors with access to up-to-date information about what is happening in their industry; help assessors working across the industry to apply consistent standards and make consistent judgements. These processes build AMCS RTO assessors' confidence and industry acceptance of the outcomes of the training. 1.84. What is to be validated? Assessment process • enrolments; • assessments; • recording; • reporting; • appeals. Assessment tools • specific assessment tasks; • instructions for candidates; • instructions for AMCS RTO Policy & Procedure v1.3 March 2012 Page 41 of 47 Evidence • third party; • simulation; • sources: indirect, direct and supplementary. AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 • • • • assessors; evidence guides, checklists; assessment criteria; rules of judgement; examples of acceptable responses and descriptions of typical, competent performance. 1.85. Who should be involved? All assessors who undertake assessment within AMCS RTO should be involved in some form of an assessment validation process. According to Standard 9.2 of the Standards for Registered Training Organisations validation processes 'may be internal processes with stakeholder involvement or external validation with other providers and/or stakeholders'. Therefore, validation activities will be managed and conducted by AMCS RTO with the involvement of key stakeholders from industry at least twice a year. Additionally once a year will take place, an external validation involving personnel from an industry area or from a number of registered training organisations. It may involve specialist assessors, external validators and representatives of the relevant industry training advisory body, or professional or industry associations and networks. 1.86. When should validation take place? Validation will occur after assessment takes place. Procedures for checking methods, evidence requirements and benchmarks of performance take place before any assessment is carried out. The implementation of a new or revised training package is time to begin the validation process. 1.87. Approaches will be used to validate assessment strategies Assessment validation strategies that a registered training organisation may implement include the use of: • • • • meetings, where groups of assessors have the opportunity to compare and discuss their assessment processes; external assessment panels or teams of assessors; external and written assessment tasks where markers’ results are compared statistically; benchmarking exercises with other organisations to compare assessment AMCS RTO Policy & Procedure v1.3 March 2012 Page 42 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 • • • • processes and practices; common assessment tasks used by a number of assessors; a ‘Coordinator of Training’ to manage or oversee the assessment process; an assessment panel to oversee or monitor the assessment process; a mentoring system for assessors. This list is by no means exhaustive or mandatory. The Learning and Assessment Strategies Resource Guide provides a description of the range of assessment validation strategies, as well as links to the Training Package Assessment Materials Kit which contains more detailed information. 1.88. What documentation is required? Regardless of the assessment validation method used, AMCS RTO will maintain records of the validation processes to satisfy the requirements of Standard 9.2. The forms of evidence that show validation has taken place may include: records of meetings where validation is covered (agendas, minutes, action plans); feedback from clients (student and/or employer satisfaction surveys: notes recording feedback from face-to-face or telephone interviews); position descriptions for specialist or lead assessors; terms of reference for assessment panels; records of benchmark activities; records of professional development activities that focus on improving assessment strategies; examples of materials used in reviewing, comparing and evaluating tools (quality criteria, review checklists). 1.89. Moderation of Assessment Moderation is an interchange of judgement, a process designed to ensure that the levels of documented achievement match the requirements of the courses on offer. It requires a system of reviewing and confirming judgments by assessors. The purpose of moderation is to ensure consistency for all learners who undertake the same assessment across different locations and with different assessors, i.e. to meet a standard which ensures comparability and consistency. The AQTF standards particularly refer to the principles of assessment, i.e. validity, reliability, fairness and flexibility. Students are provided the information on the context and purpose of assessment and the assessment process before assessment. The Appointed Trainer & Assessor conducts regular trainer meetings at which student outcomes are assessed and recorded in the minutes. AMCS RTO Policy & Procedure v1.3 March 2012 Page 43 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 Should a student have been dealt with unfairly, then a reassessment shall be completed by a second assessor. The final outcome will be agreed by the RTO Coordinator. 1.90. Training Plans For each student, AMCS RTO will conduct a pre-training review of current competencies including literacy and numeracy skills to identify competencies previously acquired and to ascertain that the proposed learning strategies and materials are appropriate. The student will normally commence training within one month of signing the Student Enrolment and the individual training plan is complete. Limited literacy and numeracy support is available if there is a discrepancy between the Student's skills and the skills required to successfully undertake the approved training scheme. We can test the standard of English and of arithmetic using our LLN Assessment. Where it is identified that the student requires additional support around language, literacy and numeracy, we will provide the student with information about available pre-accredited and accredited LLN options available to them. 1.91. Training and Progress AMCS RTO is required to provide literacy and numeracy support to students where it is deemed there is a gap in the skills they will require to successfully undertake the approved training scheme. AMCS RTO makes all reasonable provisions for the students to achieve all competencies of the structured training during the term of the training program. Any units not completed by the expiration date can be completed as a catch up activity. 1.92. Extension to Scope It is the Coordinator of Training’s responsibility to apply for an extension to scope by completing the application electronically on the regulators’ website. The Coordinator of Training submits the material listed on the website under “Extension to Scope”. After the final results of the AQTF compliance audit have been supplied, the Coordinator of Training monitors the NTIS website until the change to the scope of registration has been posted. When the change to scope been posted on the NTIS website, we commence advertising the newly accredited course(s). AMCS RTO Policy & Procedure v1.3 March 2012 Page 44 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.93. Transitioning for New National Training Packages Transition Arrangements: Transition Arrangements provide details for managing the phasing out of a superseded or expired training package qualification or accredited course. This includes arrangements and timelines for the transfer of students to the new training package or course, and if appropriate, arrangements for students to complete the superseded or expired qualification or course. Transition arrangements are usually specified by the Coordinator of Training in the relevant Purchasing Guide or accredited course documentation. A date will be specified after which no new enrolments are to be taken in the superseded or expired training package qualification or accredited course. These arrangements may also specify the period of time that the superseded qualification or expired course may continue to be delivered. Where necessary, Coordinator of Training will determine the appropriate transition period and other transition details to apply at AMCS RTO taking into account the best interests of students and the existing delivery modes for the qualification or course. The transition period should not be longer than the normal duration of the qualification or course in existing delivery modes. Transition arrangements need to be made at course group level. Whilst individual students may need to be provided with advice and guidance, transition plans for individual students should not generally be needed. 1.94. Currently Enrolled Student: A student who is enrolled in a particular training package qualification or accredited course, at the AMCS RTO, in the enrolment period immediately prior to the date from which the training package or course is superseded or expires. 1.95. Previously Enrolled Student: A student who has been enrolled in the past, at the AMCS RTO or at another RTO, in the qualification or course which is being superseded or is expiring but who has a gap in their enrolment history, including in the enrolment period immediately prior to the date from which the training package or course is superseded or expires. 1.96. New Enrolment: A person who wishes to enrol in a particular training package qualification or accredited course for the first time and has never previously been enrolled in this qualification or course at either the AMCS RTO or at any other RTO. They may have been enrolled in other qualifications or courses. AMCS RTO Policy & Procedure v1.3 March 2012 Page 45 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 1.97. Qualification: For the purpose of these guidelines, the term qualification will be used to refer to training package qualifications and accredited courses. 1.98. Coordinator of Training: The role of the Coordinator of Training is to maintain the curriculum and provide advice on training packages and accredited courses and to act as the interface between government bodies, industries and RTOs. 1.99. Principles Transition arrangements for students must be consistent with the following principles. 1. Where possible, students should have the opportunity to transfer to the most recent qualification. When making the decision to transfer to the new qualification the following should be considered: • proportion of the qualification that has been completed, • the degree of alignment with the new qualification, and • potential advantage or disadvantage to student. 2. A student must be allowed to complete the course in which they originally enrolled or be transferred to the replacement course with minimum disadvantage to the student. 1. Transition arrangements that are published in Purchasing Guides and curriculum documentations must be followed. 2. Where necessary, additional transition arrangements must be developed and documented by Coordinator of Training. 3. No New Student can be enrolled in an accredited course after its accreditation or expiry date has passed or in a training package qualification after the date prescribed in the Purchasing Guide for no new enrolments 4. Currently Enrolled Students and, where appropriate, Previously Enrolled Students should be transitioned into the new/revised qualification as soon as possible after its publication on the National Training Information Service. 5. The transition period for superseded/expired qualifications should not exceed 12 months, except in special circumstances. Transition arrangements lasting for more than 12 months must be approved by the CEO. 6. Transition arrangements should include AMCS RTO approved credit transfer details as well as those contained in the relevant Purchasing Guide or curriculum document. 7. Only Currently Enrolled Students and Previously Enrolled Students can be re-enrolled in the superseded/expired qualifications during the transition period. No new enrolments are permitted. 8. Only Currently Enrolled Students and Previously Enrolled Students who are able to fully complete the superseded/expired qualification during the transition period should be enrolled in the superseded/expired qualification. 9. A student wishing to re-enrol in a superseded/expired qualification can only enrol in units approved by The CEO for delivery during the transition period. Special arrangements should not be made if the Department has ceased to deliver particular units. AMCS RTO Policy & Procedure v1.3 March 2012 Page 46 of 47 AUSTRALIAN M ULTICULTURAL COMMUNITY SERVICES (AMCS RTO) RTO: 20008 10. The CEO should advise full-time and part-time Currently Enrolled Students of proposed transition arrangements as early as possible and ensure that individual advice and counselling is available if needed. 11. The CEO should attempt to advise previously enrolled part-time UB students of the transition arrangements. 12. Coordinator of Training will ensure that transition arrangements are documented for each course and group, and provide details to relevant stakeholders in a timely manner, especially Students and Student Services. 1.100. Teacher Assessment Process Flowchart Teacher issues outline of assessments at the beginning of unit of competency to students Students applies on the prescribed form for a extension After student have viewed assessments teacher obtains the signed assessment agreement from the student Students hand in the assessments on the due date Teacher assesses the task and povides feedback to the student on a student feedback form (SFBF) Teacher considers the extension application & advises student Teacher advises the student of the outcome and if extension is granted advising in writing of the new due date Teacher or student Requests a re- submission Teacher collates the results from student feedback forms and places the results on a competency based assessment form (CDA) at the end of the unit Teacher collates all documentation including all student feedback forms (SFBF), extentions, competency based assessment (CDA), Student assessment agreement (SAA) and each assessment task submitted by the student and submits to administration Teacher advises the student in writing of the new due date Teacher assesses the task and provides feedback to the student on a student feedback form Administration file documents in student file and record results on the student data base AMCS RTO Policy & Procedure v1.3 March 2012 Page 47 of 47 Three Re-assessment opportunities are provided to a student at no charge A Student who has attendance less than 60%, may not be given a re-assessment opportunity due to missing in class activities and essential knowledge that enable them to become competent A Student that has not handed in an assessment by the due date or applied for an extension prior to the due date, will not be given the opportunity for a reassessment
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