Managing apprenticeships and traineeships instruction

Instruction statement

The Australian Federal Government and the State Government of Victoria require RMIT University as a Registered Training Organisation (RTO) to satisfy regulatory requirements in its delivery of apprenticeships and traineeships. This instruction:

1) establishes how the University meets these requirements; and

2) sets out which activities need to be undertaken, and by whom, in order to meet these requirements.

Failure to comply with regulatory requirements may have serious consequences for the University. Staff must comply with their obligations pursuant to this instruction.

Exclusions

This instruction applies only to apprentices and trainees.

Instruction steps and actions

Instruction (including key points)

Responsibility

Timeline

1. Program development

1.1. For program development requirements specific to apprentices and trainees, refer to the Vocational education program approval instruction.

School

2. Evidence of eligibility for a government-subsidised place

2.1. Apprentices and trainees seeking a government-subsidised place must provide evidence of their eligibility for a place. Refer to the Evidence of student eligibility for a government-funded place in a vocational education program instruction.

Academic Registrar’s Group: Enrolment and student records

Before enrolment

3. Pre-training review

3.1. Conduct a pre-training review for every new apprentice and trainee. Refer to the Vocational education student pre-training review to determine language literacy and numeracy support needs instruction.

School

Before training starts

4. Actions to be taken before commencement of structured training

4.1. Run a report to identify all new apprentices and trainees who have nominated RMIT University as their RTO, and all existing apprentices/trainees who have made changes to their Training Agreement status.

ARG: Vocational Education (VE) Records

Weekly

4.2. Create a new record on SAMS for the new apprentices/trainees, and update the Training Agreement details on SAMS for the apprentices/trainees who have made changes to their Training Agreement status.

ARG: VE Records

Weekly

4.3. The University must not commence an apprentice/trainee’s structured training before:

    4.3.1. the commencement date of the Training Contract; and

    4.3.2. the apprentice/trainee’s DELTA record has been created; and

    4.3.3. the University has contacted the employer/workplace supervisor to:

      4.3.3.1. outline the supervisor’s responsibilities;

      4.3.3.2. outline the purpose of further contacts; and

      4.3.3.3. develop the Training Plan.

School

As soon as possible before commencement of structured training

4.4. Tailor the template letter “your supervisor responsibilities” and send it to the employer to ensure the employer/workplace supervisor is informed of their supervisor responsibilities. Place a copy on the student file.

School: Program manager/ Program coordinator

As soon as possible before commencement of structured training

5. Training plan

5.1. The Dean/Head of School (D/HoS), Deputy Dean/Head of School, Vocational Education (DD/HoS, VE), or industry group manager must nominate a list of staff responsible for preparing training plans.

D/HoS, DD/HoS, VE, industry group manager

5.2. Ensure that an agreed training plan is in place for each apprentice/trainee.

Head of School/Deputy Dean Vocational Education

5.3. Document a training plan for each apprentice and trainee.

School: Program manager/ Program coordinator

Before training starts

5.4. Use the current approved version of the official RMIT University Training Plan template. This template contains the information that must be included in a Training Plan. Access the template through the Student Administration Management System (SAMS) to ensure that the current approved version is used.

School: Program manager/ Program coordinator

Before training starts

5.5. Ensure the training plan is signed by the apprentice/trainee, the employer, an RMIT University representative, and for school-based apprentices and trainees, the secondary school representative.

School: Program manager/Program coordinator

Before training starts

5.6. The RMIT representative signatory to the training plan will be the relevant subject matter expert, being either the program manager or program coordinator.

School: Program manager/Program coordinator

Before training starts

5.7. Retain the original copy of the training plan on the student file.

School

Before training starts

5.8. Ensure the training plan is signed not later than four weeks after training starts. Note: the training plan may be signed before training starts.

School executive

Within 4 weeks of training commencing

6. Maintaining the training plan

6.1. Continuously maintain the training plan to reflect the current status of the student’s training and to facilitate competency based progression and completion.

School executive

Ongoing throughout the apprentice/ trainee’s enrolment

6.2. Ensure that any changes to the training plan are agreed to by all signatories to the training plan (refer to 5.6).

School: Program manager / Program coordinator

6.3. If any changes to the training plan are agreed to by all signatories, update the plan accordingly and send it to the employer and student to endorse the changes.

School: Program manager / Program coordinator

Ongoing as required

6.4. Once all signatories have signed and dated the revised training plan, retain the revised training plan on the student file.

School: Program manager / Program coordinator

6.5. Keep the apprentice/trainee and the employer informed of the apprentice/trainee’s progress towards completing their qualification.

School: Program manager / Program coordinator

Ongoing throughout the apprentice/ trainee’s enrolment

7. Evidence of participation in training

7.1. Ensure that evidence of the apprentice/trainee’s participation in training is recorded. Refer to the Evidence of vocational education student participation instruction.

School

Ongoing throughout the apprentice/ trainee’s enrolment

8. General administrative practices: correct qualification

8.1. Once the apprentice/trainee’s DELTA re4cord is received, ensure that the qualification listed on DELTA is the correct, current version.

School: Program manager/ Program coordinator or delegate

Once the student has enrolled

8.2. If the apprentice/trainee’s DELTA record displays an incorrect qualification:

    8.2.1. notify the relevant Australian Apprenticeship Support Network (AASN) immediately using the relevant government form; and

    8.2.2. write to the student and the employer requesting them to vary the Training Contract to reflect the correct qualification.

School: Program manager/ Program coordinator

If an error is identified

9. General administrative practices: enrolment

9.1. Once an apprentice/trainee appears on DELTA, they may enrol.

9.2. If a student attempts to enrol before they appear on DELTA, mark DELTA ‘part-time attending school’ until the training plan has been signed by all parties.

School

10. General administrative practices: enrolment and class scheduling

10.1. Enrol the apprentice/trainee in classes scheduled to start after the start of the training agreement.

Ensure the apprentice/trainee is not enrolled in classes scheduled outside the period of the training agreement (these classes cannot be reported to the government and therefore the University will not receive funding for their delivery).

School: Program team

10.2. Monitor enrolments to identify any apprentices/trainees enrolled in classes outside the dates of the training agreement and notify program team as appropriate. (Students cannot enrol in classes scheduled after the nominal completion date listed in the training agreement.)

ARG: VE Records

10.3. When scheduling classes, allow sufficient time for employer sign-off, and ensure classes fit within training agreement dates.

School: Program team

10.4. Monitor the apprentice/trainee’s progress against the training agreement. Amend the dates in the training plan if an extension is required because:

    10.4.1. a student fails a unit and needs to repeat it;

    10.4.2. employer sign-off is not obtained in time.

Do not enrol apprentices/trainees in classes outside the training agreement dates.

School: Program team

11. General administrative practices: non-enrolment

11.1. If an apprentice/trainee fails to enrol by the commencement date provided to the student the School must notify VE Records in the ARG to set the DELTA record to ‘POL unknown’ and notify the AASN.

School

Within two weeks of the failure to enrol

11.2. Negotiation with the employer must be within 3 months of the student's record appearing on DELTA for setting of the training commencement date.

School

Within three months of the student’s record appearing on DELTA

12. General administrative practices: withdrawal/non-start

12.1. If an apprentice/trainee fails to start, or withdraws from the program, notify the AASN.

School

Within two weeks of the failure to start/ withdrawal

13. General administrative practices: situation affecting the Training Contract

13.1. If a situation occurs, including absences, which has the potential to affect completion of the Training Contract, contact the apprentice/trainee and the employer and attempt to rectify it. Record evidence of these attempts on the student file in the form of email/postal correspondence and notes of telephone conversations.

13.2. If the matter cannot be resolved notify the Apprenticeship Administration Unit of the Victorian Registration and Qualifications Authority (VRQA).

School: Program manager/ Program coordinator

Within two weeks, after making an effort to resolve the matter

14. General administrative practices: change of address

14.1. If an apprentice/trainee changes their address, update DELTA.

ARG

Within two weeks

15. General administrative practices: change of employer

15.1. If the School receives notification from the apprentice/trainee or the employer that the apprentice/trainee has changed employers, notify the ARG.

15.2. Notify the AASN of the change.

School


ARG

Within two weeks

16. General administrative practices: employer incentives

16.1. Sign claim forms for government employer incentives as appropriate for progression and completion claims.

School: Program manager/ Program coordinator

When and as received from the AASN

17. Discontinuation of programs

17.1. If one training package is replaced by another, manage the transition of students from the superseded program into the new program.

School

17.2. Notify the AASN of the transition

School

Immediately

17.3. If the training package is replaced while a student is an apprentice or trainee and the student will not be able to complete the program within 18 months, transition the student into the new program.

School: Program manager/ Program coordinator

Within 18 months

18. Delivery of training

18.1. Ensure that it is possible for all training to be completed within the duration of the Training Contract.

School: Program manager/ Program coordinator

Within time to complete the training within the duration specified in the Training Contract

18.2. Make all reasonable provisions for the apprentice/trainee to achieve all competencies required for completion of training.

School

18.3. If an apprentice/trainee is identified as being at risk of not finishing within the duration of the Training Contract, advise the apprentice/trainee and employer that they must apply, through their employer, to the AASN for an extension to the term of the Training Contract.

School: Program manager/ Program coordinator

18.4. Contact the employer at least four times per year to discuss the student’s progress against the Training Plan, and obtain written confirmation from the employer of the apprentice’s competence in the workplace. This confirmation from the employer must be recorded on the student file.

Contact may be made in person, in writing or electronically. Record evidence of each contact on the student file.

School: Program manager/ Program coordinator

At least four times per year

19. Workplace-based structured training: additional requirements

19.1. For workplace-based structured training programs, conduct a workplace induction with the apprentice/trainee, sign the Training Plan with the employer, then document the induction and record it on the student file.

School: Program manager/ Program coordinator

At commencement of the student’s program

19.2. Depending on the proportion of training and assessment in the workplace, the program manager/program coordinator must conduct a minimum number of additional workplace visits, as follows:

    19.2.1.one visit if the workplace proportion is 25% or less of the nominal hours of the qualification;

    19.2.2.two visits if the workplace proportion is 26-50% of the nominal hours of the qualification;

    19.2.3.three visits if the workplace proportion is 51-75% of the nominal hours of the qualification;

    19.2.4.four visits if the workplace proportion is more than 75% of the nominal hours of the qualification.

School: Program manager/ Program coordinator

Ongoing throughout the apprentice/ trainee’s enrolment

19.3. During each workplace visit:

    19.3.1.meet with the apprentice/trainee to discuss progress in relation to the Training Plan;

    19.3.2.deliver training and/or assessment in accordance with the Training Plan; and

    19.3.3.document the training/assessment provided using the RMIT Training Plan for workplace delivery (part III document) template.

School: Program manager/ Program coordinator

During the workplace visit

19.4. At the conclusion of each workplace visit obtain the dated signatures of the employer and the apprentice/trainee verifying the visit. These must be placed on the student file.

School: Program manager/ Program coordinator

At conclusion of each visit

19.5. Ensure that the employer is allowing the apprentice/trainee withdrawal time from routine work duties for structured training activities, in accordance with the following rules in the 2015 Guidelines about apprenticeship/traineeship training delivery:

    19.5.1.in Certificates III and above, a minimum of three hours per week, averaged over a four week cycle (pro rata for part-time trainees and only for the duration of competencies delivered and assessed in the workplace if the training program combined off-the-job structured training and workplace based structured training);

    19.5.2.in Certificates I and II a minimum of one and half hours per week, averaged over an eight week cycle (pro rata for part-time trainees and only for the duration of competencies delivered and assessed in the workplace if the training program combines off-the-job structured training and workplace based structured training); and

    19.5.3.a maximum of 40 hours of the annual withdrawal time may be delivered as block training within the first three months of training for all certificates. This training should focus on compliance and regulatory units and generic skills.

School: Program manager/ Program coordinator

Ongoing throughout the apprentice/ trainee’s enrolment

19.6. If the employer is not allowing the apprentice/trainee the requisite withdrawal time from routine work duties, consult with the employer and attempt to resolve the issue.

School: Program manager/ Program coordinator

As necessary

19.7. If the issue cannot be resolved, report the employer’s non-compliance to the Manager of Apprenticeships Administration at the VRQA and the AASN within 14 days of initial consultation with the employer.

School: Program manager/ Program coordinator

Within 14 days

19.8. Make contact monthly with both the apprentice/trainee and the employer. The purpose of these contacts is to:

    19.8.1. monitor and document the progress of training against the Training Plan;

    19.8.2. monitor and document the training/learning activities undertaken during the withdrawal time for the previous month; and

    19.8.3. document the dates and time periods logged as withdrawal time in the previous month.

School: Program manager/ Program coordinator

Monthly

19.9. This contact can be via the Vocational Education Employer Self Service (VEES), phone or email. The program manager/program coordinator must record these contacts on the student file.

School: Program manager/ Program coordinator

Monthly

20. School-based apprenticeships/traineeships: additional requirements

20.1. The training must meet the requirements specified in the Approved Training Scheme and the Guidelines on part-time and school based apprenticeship and traineeship arrangements in Victoria.

School Executive

20.2. Identify the apprentice/trainee in DELTA as ‘part-time attending school’.

School

Upon receipt of DELTA record

20.3. Contact the secondary school to initiate completion of the Training Plan.

School

Before training starts

20.4. Ensure that the Training Plan is signed by an authorised representative of the secondary school, the student, the employer and an RMIT representative within two months of signing the Training Contract.

School: Program manager/ Program coordinator

Within two months of signing the Training Contract

20.5. Provide a copy of the signed Training Plan to the AASN.

School

20.6. Consult with the secondary school and report the student’s results in a timely manner.

Note: The University must supply the results to the secondary school one week before the relevant cut-off date to provide the secondary school with sufficient time to enter results on the Victorian Assessment Software System (VASS). Check the VCE and VCAL Administrative Handbook for the exact date.

School

In consultation with the secondary school

20.7. If the student’s Training Plan is amended, notify the secondary school.

School

Following amendment

21. Unemployment of apprentice/trainee prior to completing qualification

21.1. If an apprentice/trainee notifies the University that they have become unemployed before completing their qualification, the University must continue to provide structured training under a relevant apprentice/trainee funding source document as outlined in the Victorian VET Student Statistical Collection Guidelines.

School

Following advisement of unemployment

21.2. For trainees, the University must continue to provide structured training for three months or to the end of the enrolment period for which the trainee’s tuition fees have been paid, whichever is greater.

School

For three months or to the end of the enrolment period for which the trainee’s tuition fees have been paid, whichever is greater

21.3. For apprentices, the University must continue to provide training until completion of the qualification, subject to the apprentice’s tuition fees being paid.

School

21.4. If an apprentice/trainee completes their structured training while continuing to be unemployed, the University can issue the qualification but the words ‘achieved through Australian Apprenticeship arrangements’ should be omitted from the certificate. Alternatively, at the apprentice’s request, the University can withhold the certificate to allow for the apprentice’s re-employment and completion of the training contract.

ARG: Exams, Awards and Graduations

Before graduation

21.5. Encourage the apprentice/trainee to seek new employment by:

    21.5.1. registering on the Need An Apprentice website;

    21.5.2. notifying the AASN who can assist with recruitment through gateway services; and

    21.5.3. asking teaching staff to contact the Business Development Manager, Apprenticeships and Traineeships for assistance.

School

Following notification of unemployment

22. Completion

22.1. At the end of each stage of training, ensure the results are verified by the course assessment committee, then the program assessment board, and that the results are then recorded on the Training Plan.

School

22.2. Once an apprentice/trainee has completed their training, refer to the following completions instructions:

School

22.3. For apprentices/trainees with an employed status, once completion has been confirmed and processed, ensure that the statement “achieved through Australian Apprenticeship arrangements” is added to the Vocational Education certificate.

ARG: Exams, Awards and Graduations

Before graduation

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