Definitions for vocational education compliance instructions

Definitions for instructions on compliance in vocational education program management and academic administration

Purpose of this document

Many terms and acronyms are used in provision of Vocational Education (VE), and this terminology changes from time to time. This document provides a single source of definitions of terms and acronyms used in compliance instructions and guidelines for staff who manage, or provide academic services for, vocational education programs. Having a single Definitions document ensures that terms are not defined differently in different texts, and can be added/updated in a single place as terminology changes.


Actual date of completion for CBC – the actual completion date specified by the employer in the final confirmation – completion of qualification section of the training plan. This date must be used as the completion date recorded in the Completions Application and must match the latest graded date in SAMS. It will be used to complete the training agreement for the student in the DELTA database

Actual date of completion for time based apprentices – date the assessment for the last competency is finalised by RMIT. This date must be used as the completion date recorded in the Completions Application and must match the latest graded date in SAMS. It will be used to record the POL completion for the student’s training agreement in the DELTA database.

Apprenticeship Administration Branch (AAB) - Document (Business Rules) supplied by Higher Education and Skills (HES) outlining the principal processes defined in the registration of data within the DELTA system in Victoria that RMIT, AAC have to abide by.

Apprentice/Trainee - A student who combines employment with structured training in a contract of training to achieve a nationally recognised qualification.

Apprenticeship/Traineeship – a system of training regulated by law or custom which combines on-the-job training and work experience while in paid employment which form off-the-job training. The apprentice/trainee enters into a contract of training or training agreement with an employer that imposes mutual obligations on both parties. Traditionally, apprenticeships were in trade occupations (declared vocations) and were of four years’ duration. Traineeships follow the same model and are generally of a shorter duration in non-traditional service areas.

Approved Training Scheme - Classification of courses into categories for the purpose of tuition fee calculation and funding rate.

Approved Training Scheme - Classification of courses into categories for the purpose of tuition fee calculation and funding rate.

ARC - Australian Red Cross.

ASRC - Asylum Seeker Resource Centre.

AS waiver - asylum seeking and human trafficking waiver.

Asylum seeker - must be confirmed as asylum seekers by the Asylum Seeker Resource Centre.

Australian Apprenticeship Support Network (AASN) – a network contracted by the Australian Government to provide advice and assistance to apprentices/trainees and employers.

Australian Field Officer (AFO) - government-appointed officer with responsibility to a provide information, answer queries, counsel, investigate disputes between apprentices/trainees and employers, support apprentices/trainees who are victims of workplace violence and harassment, and assist training providers to resolve issues between employer and institute.

Automotive Supply Chain workers – employees of the automotive manufacturing supply chain.

Cease engagement – student stops participating in training or assessment (without formal withdraw) as part of a training course or qualification provided by RMIT prior to receiving competency.

Competency Based Completion (CBC) - Competency based training and completion is an approach to vocational education that places emphasis on what a person can do in the workplace as a result of completing a program of training. Competency based training programs are comprised of competency standards set by industry which each apprentice/trainee is assessed against to ensure all the outcomes have been achieved.

DEECD – Victorian State Government Department of Education and Early Childhood Development

DELTA - the central government database used to record Training Agreements for all Victorian Apprentices and Trainees. It is also the name used to describe all L-Profile enrolments at RMIT.

Document Tracking System (DTS) - An RMIT web-based system used to track RMIT forms and paperwork that are sent to Student Administration for processing.

Employment Services Providers (ESP) - comprise Job Services Australia providers, Disability Employment Network providers and Vocational Rehabilitation Service providers. Access Program providers may also refer Job Seekers.

Engagement – student participation in training or assessment as part of a training course or qualification provided by RMIT.

Evidence of participation (EOP) - means evidence of apprentices'/trainees' participation in a training course or qualification provided by RMIT, which has to meet the requirements of the Service Agreement for which funds are paid.

Group Training Organisation (GTO) - employ apprentices/trainees and place them with 'host' employers for work and on-the-job training. They also screen and recruit applicants, handle wages, payroll tax and workers compensation and monitor the progress of the apprentice/trainee.

Higher Education and Skills (HES) - is an office of the Department of Education and Early Childhood Development (DEECD) which supports and facilitates access to training and tertiary education opportunities (formerly Skills Victoria).

Job seeker - for the purpose of accessing a fee waiver a job seeker is a person registered with an Employment Services Provider (ESP) or a participant in the Australian Apprenticeship Access Program.

Judy Lazarus Transition Centre (JLTC)The Judy Lazarus Transition Centre provides a supervised pathway back into society for selected prisoners nearing the end of their sentence.

L-Profile - Government-subsidised Apprenticeships and Traineeships - RMIT fund sources 22 and 23.

LLN - language, literacy and numeracy.

New Enterprise Incentive Scheme (NEIS) - a scheme of the Commonwealth Government to help job seekers who are receiving a Social Security allowance to become self-employed in a new business.

P-Profile – Government-subsidised vocational education students other than apprentices and trainees.

Place of Learning (POL) completions - for non-competency-based completion students the Place of Learning is marked as complete to indicate that the off the job component of their training has been completed.

Productivity Places Program - a national partnership for the delivery of training places as part of the Commonwealth Government's Skilling Australia for the Future initiative. Victoria has agreed to deliver 138,000 productivity places over four years, and the delivery of these places will be incorporated into existing arrangements for the delivery of places under the new Victorian Training Guarantee.

Recognition of prior learning (RPL) - government-funded training and further education is granted when a provider gives recognition to a person for part of a course, or the whole course, without having to do the study for that course. This is because the person is able to show that they have already undertaken the learning, through previous experience (but not previously completed formal training).

Record Management Services (RMS) - the team within Enrolment and Records, Academic Registrar's Group, who are responsible for onshore student records. The TAFE Records team within RMS is responsible for vocational education student records.

Registered Training Organisation (RTO) - an organisation registered by a State or Territory recognition authority to deliver training and/or conduct assessments and issue nationally recognised qualifications in accordance with the Australian Quality Training Framework.

School Based Apprenticeship Traineeship (SBAT) - combines part-time, practical experience in the workplace, recognised structured training with a Registered Training Organisation and school studies. It involves the student undertaking VCE or VCAL as well as being employed.

Skills Victoria Training System (SVTS) - Training system used by Higher Education and Skills (HES) to report all training and assessment that has been delivered and funded by the government.

SEC – Stopped Engagement in Course.

Student Administration Management System (SAMS) – RMIT’s student management system, used to record the student lifecycle details from enrolment, training delivery and completions of all students.

Student Attendance Tracking System (SATS) – is a web based attendance system used to record attendance for students at the individual class level. The Student Interaction module is used to record individual interactions by teachers in communication with students by various methods (e.g. email, telephone, workplace visit etc).

Student Audit File – a file based upon the academic student file that is prepared specifically to be sighted by an auditor or reviewer. It must only contain copies and never original documentation.

TPC indicator - third party contract student indicator.

Training Organisation Identification (TOID) - RMIT Training organisation identifier.

Training Agreement - An agreement signed by an employer, apprentice/trainee and the Australian Apprenticeship Centre (AAC) to undertake an Apprenticeship or Traineeship.

Training Contract - An agreement between an employer and apprentice/trainee detailing training conditions and the type of training the apprentice/trainee will receive.

Training Plan - Detailed information on training and assessment agreed to by the employer, the apprentice/trainee and RMIT. The document ensures that all parties are making informed decisions about the services required and the respective obligations in the delivery of these services. A Training Plan provides details of the arrangements and underpins the Training Contract. It must be signed by the employer, apprentice/trainee and RMIT and provides a record of intent and progress during the apprenticeship/traineeship.

TAFE Student Qualification Report (TSQR) - This report can be used for vocational engagement student advisement and to validate whether students have met the requirements of their program, as specified in SAMS. The report also highlights missing or 'In Progress' results.

Victorian Training Guarantee (VTG) - A government initiative, where eligibility for access to government subsidised places will depend on certain factors such as age and prior educational history. There will also continue to be a citizenship/residency aspect to eligibility. This allows government funding to be focused on the Victorian workforce and the areas of greatest need. For further information refer to TAFE Eligibility for a government subsidised place.

Victim of human trafficking - must be confirmed as victim of human trafficking by the Australian Red Cross (ARC).

Vocational Education Employer Self-Service (VEES) – an RMIT online system to support employer sign-off of students’ completion of competencies in work-based training.

Workers in transition – applicants confirmed as a retrenched worker by the DEECD.