Management of the Contract for Government-subsidised vocational education procedure

Intent

To support sound and consistent management practices with respect to the VET Funding Contract 2014-16 (“the Contract”) between RMIT University and the State Government of Victoria.

Objectives

  • To ensure that obligations under the Contract are performed.
  • To support communication and monitoring of responsibilities that have been delegated to senior managers / organisational units within the University.
  • To advise on the management of the Contract and support compliance with the Contract’s terms and conditions.
  • To document processes for managing and monitoring:
    • Contract variations; and
    • rectification of identified areas non-compliance.

Scope

The procedure applies to:

  1. The current VET Funding Contract 2014-16, associated Schedules, Guidelines and any contract variations;
  2. Related previous agreements, for example the 2013 TAFE Performance Agreement (the “Service Agreement”) and associated Schedules, Guidelines and contract variations;
  3. Any other agreements between RMIT University and the State Government of Victoria to delivery government-subsidised Vocational Education and training.

Exclusions

Contracts relating to the delivery of Vocational Education and training that are not subsidised by the State or Commonwealth governments.

Procedure steps and actions

Procedure (including key points)

Responsibility

Timeline

Step 1: Incoming contracts / documents

1. Management of the Contract is delegated to the Executive Director Vocational Education. The Contracts and related correspondence from the State Government of Victoria are received by different areas within the University:

  • The three-year VET Funding Contract is addressed to the Vice Chancellor and President and is received by Chancellery.
  • Contract Notifications (CNs) are published on the SVTS website on an ongoing and irregular basis.
  • Letters from the Deputy Secretary, DEECD, are addressed to different officers of the University, depending on the content of the letter.

2. The recipient of the correspondence is responsible for:

(a) complying with the University’s documents and records management procedures and instructions;

(b) creating a new record in TRIM;

(c) creating a PDF file, generated from the complete, original contract/document signed by the executive or management and attaching this PDF file to the record in TRIM;

(d) notifying the Executive Director Vocational Education of the contract/document;

to enable the Office of Executive Director Vocational Education to meet contractual obligations.

The recipient, including:

  • Secretariat;
  • Chancellery;
  • Office of Executive Director Vocational Education (OEDVE);
  • any other area of the University, as applicable.

Within 2 working days of receiving the contract or document.

3. Monitor SVTS twice weekly for any newly-published requirements relating to:

(a) the overall operation of VET at RMIT;

(b) student and academic administrative operations including: enrolment procedures, scope of registration and enrolment reports.

(c) University statistical data, enrolment reports and data submission / data error issues.


(a) OEDVE

(b) Academic Registrar’s Group (ARG)

(c) Statistics and Reporting Unit (SRU)


(a) Twice per week

(b) Twice per week

(c) Twice per week

4. Where a new requirement is published on SVTS, capture an electronic copy (e.g. print as a PDF or take a screenshot) and store this in TRIM.

OEDVE / ARG / SRU

5. When lodging any new of amended document within the scope of this procedure in TRIM, the person lodging the record is required to relate the new TRIM record to the primary contract (if applicable).

Step 2: Internal consultation and communication

Upon receipt of a contract or related correspondence:

  • Review the contract/document, in particular noting any new requirements and other significant changes from previous years.
  • Communicate with and provide advice to the Vice Chancellor’s Executive (VCE) and other areas and committees of the University as appropriate. In particular, to the VE Executive.
  • Assess if an action is required. Where an action is required, consult with the relevant area(s) within the University to determine who will be assigned responsibility for completing the action.
  • Identify which service groups are required to support the area that has been assigned responsibility.

OEDVE

Within two weeks of receipt of Contract

Step 3: Delegation of responsibilities

1. Create a “Delegation of Responsibilities” register to record which executive manager and organisational unit has been assigned responsibility for sections of the Contract or specific clauses in the Contract.

OEDVE

2. Communicate the Delegation of Responsibilities to all managers who have been assigned a responsibility.

OEDVE

3. Update the Delegation of Responsibilities register as appropriate, especially where a Contract Notification creates new contractual requirements.

OEDVE

4. Monitor the implementation of the Contract through the University’s governance processes (University policies and procedures) and the University’s committee structure.

OEDVE

Step 4: Contract compliance

1. Conduct the internal audit self-assessment process (as is required by the Contract) to identify any areas of non-compliance with contractual requirements.

Global Quality Regulation and Compliance Group (GQRCG)

Annually, as required by the Contract

2. For any areas of non-compliance that are identified through the internal audit, identify appropriate rectification actions and assign responsibility for each action to the appropriate executive or senior manager (the ‘responsible agent’). These assignments shall be consistent with the Delegation of Responsibilities register.

GQRCG

Upon completion of the internal audit

3. In the event that DEECD conducts an audit or review (Clause 10 of the Contract), coordinate the University’s participation in the audit, including liaison with the auditor and consulting with and briefing relevant University staff. Coordinate the University’s response to the auditor’s report following a DEECD audit or review.

GQRCG

As required

4. Request regular progress/status reports from responsible agents in relation to any rectification actions arising from internal and external audits; arrange for presentation of these to VET Committee.

VET Committee secretary

Quarterly or as requested by VET Committee

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