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Trainer Handbook 2018
A Complete Guide for RGIT Australia Trainers
Oakhill Education Group Australia Pty Ltd t/a Royal Gurkhas Institute of Technology (RGIT) Australia National Provider No.: 22088 | ABN: 68 127 999 | CRICOS Code: 03002G
Trainers Handbook 2018
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CONTENTS Overview 4
Welcome to RGIT Australia 4
Mission Statement 4
The Purpose of the Handbook 4
General Information 5
Academic Calendar 2018 5
Public Holidays 5
Dress Code and Staff ID Cards 6
Punctuality and Absences 6
HRMS Electronic Sign In/Out Procedure 7
Student Management System 7
Our Campuses 15
Campus Locations 15
Campus Facilities 15
Training Kitchen 15
Classrooms 15
Lounge & Café 15
Computer Rooms 16
Student Library & Resource Centre 16
Printing and Photocopying 16
Printing and Photocopying for your students 17
Student Support and Services 18
Student Orientation 18
Reception 18
Accounts 18
USI – Unique Student Identifier 19
Terminology related to training and assessment 19
Study Period 19
Stage 19
Batch 20
Training and Assessment Strategies (TAS) 20
Credit Transfer 20
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Recognition of Prior Learning (RPL) 20
Academic Integrity 20
Class Schedule 21
Course Delivery 21
Student Excursions 21
Training Package 21
Principles of Assessment 22
Fairness 22
Flexibility 22
Validity 22
Reliability 22
Rules of Evidence 22
Validity 22
Sufficiency 22
Authenticity 22
Currency 22
Training Resources 22
Student Assessment 23
Reassessment 23
Student Attendance 24
Satisfactory Course Progression 25
Intervention Strategy 25
Retaining Student Work 25
Result Recording 26
Validation of Assessments tools/judgements 27
Training and Assessment System 27
Work-Based Training and Assessment (WBT) 28
Preparation for Work Placement 28
Student Survey 30
Trainers/Assessors Competencies/Industry Currency 31
Your staff (trainer) file includes the following: 32
Professional Development 32
Trainer Meetings 33
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Policies and Procedures 34
Relevant Legislation & Regulatory Requirements 36
ESOS Framework 36
The National Code 2018 36
VET Quality Framework 36
Australian Skills Quality Authority 37
Australian Qualifications Framework (AQF) 37
Other Government Department Links 37
Acknowledgement Form 38
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OVERVIEW
Welcome to RGIT Australia
Welcome to Oakhill Education Group Australia Pty Ltd t/a RGIT Australia. We are proud you
have chosen to work for such a multicultural organisation that hopes to present you with many
opportunities.
This handbook is designed to introduce RGIT and its work to new VET Trainers. It must be read in
conjunction with the relevant policies and procedures that can be downloaded from the RGIT
website.
We are pleased to have you on board as a valued team member. We provide you with the
support you require to make sure you to have an intimate knowledge of the organisation’s
policies and procedures. Those which relate most directly to vocational education and training
(VET) are referred to in this handbook. We look forward to a productive and successful working
relationship. Please speak to your Course Coordinator if you have any questions or feedback.
We hope you enjoy your time at RGIT Australia.
Mission Statement
RGIT Australia is one of the leading VET Institutes. It is known for its quality and excellence in course
delivery and student outcomes. RGIT offers a wide variety of courses to both local and
international students, from traineeships, apprenticeships and short courses to Certificates,
Diplomas and Advanced Diplomas employing a range of delivery modes.
At RGIT Australia we work together to achieve our vision, mission and objectives. We are
passionately committed to delivering quality education experiences.
We respect our students and stakeholders by providing professional approaches in all we do. At
RGIT Australia we recognize with rights come responsibilities to ourselves, our clients and our
stakeholders. We act responsibly and honestly in all we do. We promote inter-cultural awareness
and understanding through authentic experiences. We strive for the highest quality in every
aspect of our work.
The Purpose of the Handbook
The Trainer Handbook provides guidelines, processes and support procedures to enable
Trainers to meet the Standards for Registered Training Organisations (SRTOs) 2015, National
Code 2018 and other applicable legislative and regulatory requirements. It also outlines the
responsibilities and obligations for all staff regarding their operational duties and academic
requirements to meet all Standards referred to above.
It is expected that all training staffs are fully familiar with the contents of this Handbook and the
related documents referred to in here, as a condition of their employment.
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GENERAL INFORMATION
Academic Calendar 2018
Term Duration Break
1 29 Jan – 08 Apr 9 Apr – 22 Apr
2 23 Apr – 01 Jul 02 Jul – 15 Jul
3 16 Jul – 23 Sep 24 Sep – 07 Oct
4 08 Oct – 16 Dec 17 Dec – 27 Jan
Public Holidays
Date Day Holiday States
2018 1 Jan Mon New Year's Day National
10 Jan Wed Devonport Cup TAS
26 Jan Fri Australia Day National
12 Feb Mon Royal Hobart Regatta TAS
28 Feb Wed Launceston Cup TAS
6 Mar Tue King Island Show TAS
12 Mar Mon Eight Hours Day TAS
12 Mar Mon Labour Day VIC
30 Mar Fri Good Friday National
31 Mar Sat Day following Good Friday National except TAS & WA
1 Apr Sun Easter Sunday NSW & VIC
2 Apr Mon Easter Monday National
3 Apr Tue Easter Tuesday * TAS
25 Apr Wed Anzac Day National
4 May Fri AGFEST TAS
11 Jun Mon Queen's Birthday National except QLD & WA
1 Oct Mon Labour Day NSW
5 Oct Fri Burnie Show TAS
11 Oct Thu Royal Launceston Show TAS
19 Oct Fri Flinders Island Show TAS
25 Oct Thu Royal Hobart Show TAS
5 Nov Mon Recreation Day TAS
6 Nov Tue Melbourne Cup Day * VIC
30 Nov Fri Devonport Show TAS
25 Dec Tue Christmas Day National
26 Dec Wed Boxing Day National except SA
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Dress Code and Staff ID Cards
RGIT issues all its staff with a staff ID card at the time of induction, which must be worn at all times
when on campus. Trainers are expected to dress neatly. Casual jeans, T-shirts or thongs are not
permitted. RGIT strives to project a professional image and requests that trainers reflect such
professionalism through their dress and conduct.
When representing RGIT Australia, appropriate business attire should be worn.
Punctuality and Absences
All trainers are expected to begin and end classes on time. From Monday to Friday, when a trainer is
running late or is absent, please contact HR by either phone or SMS (HR mobile: 0423 745 888).
If using SMS, please ensure your direct supervisor (Coordinator/Lead Trainer) is also included. For
weekend trainers, if you are running late or cannot attend class, please contact RECEPTION on 03-8639
9000.
You must notify personal (sick) leave to your direct supervisor (Course Coordinator/Lead Trainer) and
HR Department at least 2 hours before the class start time to allow alternative class arrangements.
If a trainer is sick (accompanied with Doctor’s Certificate) or taking leave, a leave application must be
completed via HRMS and approved by your reporting supervisor.
From time to time The Academic Principal may request to attend any training class to assess training
delivery and the attendance of trainers and students.
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HRMS Electronic Sign In/Out Procedure
The HRMS record is used to calculate your fortnightly pay.
You need to scan your finger every working day into the HRMS. Approval from your direct supervisor is
given every second Tuesday.
Please note that the Payroll Officer cannot
process your pay if they do not receive
approval from your Department Head on time.
If you have any queries of an academic
nature related to your training, you need to
contact your Department Coordinator who
will work with the Academic Principal to assist
you.
Trainers also need to make arrangements for
submitting their assessments through their
Coordinator.
*For current information Please see trainer
Invoice Policy and Sick or unwell Notification
policy.
STUDENT MANAGEMENT SYSTEM
RTO manager is RGIT’s student management system.
Student results, attendance and other essential information is recorded in RTO Manager.
The system also allows staff to communicate with students and retain evidence of these
communication(s).
All RGIT training staff must communicate to their students for any academic progress,
attendance, accounts related matters or any other academic concerns through RTO Manager
via email.
All the trainer/assessor must record their student’s attendance and results into the RGIT student
management system (RTO manager) in a timely manner.
Failure to record information is a serious breach of a trainer’s core responsibility.
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A step by step process for trainer/assessor/Coordinator use of RTOM
1. Log into the RGIT website
2. Click on the RTO manager tab on the page or alternatively type
https://git.rtomanager.com.au. into the browser.
3. Click on login and enter your User Name and Password as shown below
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4. Click on Home to Manage your Profile and course materials as shown below
5. Click on View documents to view and download Institute documents( staff access) as shown
below
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6. Result entry
a) Click on Result Management Tab and the page gives you information about the units: Year, Semester,
Term, Unit start date and end date and assessment type as shown below:
b) Click on Select assessment type. Once you select the assessment type, select the students you
wish to update the results and put a comment on the comment box and click on update and
save icon at the bottom of the page and follow the same process for other assessment type for
the unit as shown below.
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c) Once you have finished updating results for all assessment type for a unit proceed for another if
you have to and click on export button to export the results assessment wise to excel sheet to
keep yourself for future reference.
7. View timetable: You can view your time table by clicking view timetable tab as require (weekly,
monthly or between dates).
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8. Attendance entry: Click on attendance entry icon to update daily attendance or group attendance
9. Select day and week you wish to update the attendance and click on mark attendance icon,
a new screen pops up with students list as shown below. Tick the boxes right to the student’s
status those who are present in class and session and click on update attendance. You can also
edit the attendance by clicking action and edit button.
10. Communication: You can send an email to your students through RTO Manager
a) Click on Communication Icon and the communication page appears as shown below. In this
page you will find the semester, Term and select class. You can select the class to select the
student list to send the message. Once you select the class, the list of students appears. Select
from the list the student to whom you want to communicate.
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b) Click on select the template icon to select the subject heading. Once you select the template
(attendance or assessment template) the message appears in the message box and click send
mail icon at the bottom of the message box. You can attach three files at one time and can
send it to students if you have to. Please note that always tick the Add to student communication
log so that it gets store into the student’s diary note.
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c) For overdue assessment message you have to enter unit code , unit title and date before sending to
recipients as shown below:
Please enter
Unit code,
Unit title and
date here
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OUR CAMPUSES
Campus Locations
Our main campus is located in the heart of Melbourne’s Central Business District (CBD), with purpose-
built training facilities and intimate classrooms to cater to the learning needs of students which is our
primary goal as an education Institute. We are a growing Institute and in 2015 we opened our new
campus in Hobart, Tasmania.
RGIT Australia main campus is conveniently located at 28 -32 Elizabeth Street, VIC 3000, and Victoria
House Campus 43-53 Elizabeth Street (corner Flinders Lane) Melbourne, VIC 3000 in the heart of
Melbourne’s CBD. The main campus is a short distance from Flinders Street train station and the
Elizabeth Street tram terminal. The campus is spread across 7 floors of an 8-story building. All floors can
be accessed via lifts or staircase.
Hobart Campus located at 162 Macquarie Street, Hobart Tasmania. Our Hobart campus is located
in the CBD near the shopping precinct of City Mall. City accommodation and apartments for students
are nearby, which is advantageous for interstate and international students. This campus is also well
furnished with all the modern facilities and amenities.
Campus Facilities
Training Kitchen Melbourne: The purpose -built training kitchen, which is fully equipped to commercial kitchen
standards, is located on Level 1 of the Main Campus building. A second kitchen is based in South
Melbourne for hospitality students.
Hobart: The purpose-built training kitchen is located on level 4 in our Hobart and Level-1 at the
Melbourne main campus. It is fully equipped to commercial kitchen standards and is compatible with
both the patisserie and commercial cookery courses.
Classrooms The classrooms are modern, air -conditioned facilities that are well equipped for effective learning
with WIFI access to all the floors. These are accessed via elevator or stairs.
Trainers are responsible for setting up classrooms with the assistance of staff prior to commencement
of class. Please allow time prior to class to ensure your room is set up. Trainers are responsible for
leaving the classroom in a clean and tidy condition with the assistance of students. Any additional
equipment or materials required for course sessions need to be notified to staff well in advance to
allow staff to assist you and have requirements ready for your session.
Lounge & Café Main Campus: Our Staff/student lounge in the basement has a kitchen, billiard table, table tennis
board, televisions, showers and change room. A vegetarian café offering affordable meals is located
on Level 1.
Victoria House Campus: The Lounge / Recreation Room is located on Level 1. The recreation room is
equipped with lounge chairs, table tennis board, television, refrigerator along with a pantry on Level
2.
Hobart Campus: The students lounge/ Recreation Room is located on Level 3. The recreation room is
equipped with lounge chairs, television and refrigerator along with facilities for making hot beverages.
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There is also a pantry / kitchenette on Level 3 for use by students. Free Wi-Fi is available across all the
Campus.
Computer Rooms Main Campus: Our two computer rooms are located on Level 5. One is a general computer room for
use by all students. The other is a dedicated facility for students undertaking Information Technology
studies.
Victoria House Campus: There is a computer lab on level 2 for students’ use during campus hours.
Hobart Campus: Dedicated computer rooms are located on Level 3 and 4. In addition, other
computers are located in other part of the facilities including Library and Resources rooms. Free Wi-Fi
facility is available across the campus.
If you require any IT assistance, please send
an e-mail to: [email protected].
Student Library & Resource Centre Main Campus: The student library located on Level 8. Students and Trainers have access to a range
of textbooks, magazines, periodicals, newspapers, self-paced learning CDs and DVDs. This library is
maintained and updated regularly with appropriate materials.
Victoria House Campus: The student library is located on Level 2 and is equipped with free WI -Fi
internet access and a range of textbooks, magazines, periodicals, newspapers, self-paced learning
CDs and DVDs.
Hobart Campus: The Student Library in Hobart campus is equipped with a selection of textbooks,
magazines, periodicals, newspapers, self-paced learning CDs, access, DVDs and offers printing,
photocopying and collating facilities for students. The library is maintained and updated regularly
with appropriate material. Computers area are allocated in Library for students use.
Printing and Photocopying The staff ID card with bar code is required for printing and photocopying.
Please use paper efficiently, shrink pages and print double sided where possible, or use the unused
side of recyclable paper. Please make sure that unusable paper is placed in the paper recycle bin
located near the photocopier.
All training staff have a set monthly budget limit on the photocopying cards. This can be increased
as needed by short email request to [email protected] with a cc to your Course Coordinator. Your
staff card is also your photocopying card. Photocopy requests for large amounts must be approved
prior by the course Coordinator. Please ensure you attach the documents to the request for
checking.
Please note that the Australian Copyright regulations restrict the photocopying of hard copy materials
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to 10% of the number of pages or one chapter of a book, whichever is the greater. All photocopy
must be done out of class time teachers cannot leave their class unattended or send students to
photocopy for them.
Printing and Photocopying for your students Printing and photocopying facilities are available in the Library on Level 8. Re-chargeable
printing/photocopy cards are available from the library, and Student Administration on Level 2. The
cost is 10c per black-and-white page.
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STUDENT SUPPORT AND SERVICES
The Student Administration and Student Support Services are located on Level 2. A Student
Support Officer provides details about the services during the orientation program. Students
requiring special or intensive assistance must contact the Operations Manager or Student
Support Officers who may refer them to external support services if required. Otherwise, contact:
Reception: For all general course, enrolment and administrative queries.
Student Administration: For specific enrolment and course queries
Trainers: All specific subject and assessment issues.
Student Counsellor: Student counsellors’ onsite can assist your student’s issues such as stress,
financial difficulties, health, family, bullying, relationship issues, living-away-from-home and
cultural/social issues.
Student Orientation
Orientation is conducted in the week prior to course
commencement. The purpose is to fully inform new
students Institute life, attendance and classroom
behavior expectations. Students are provided with
detailed information about their course, funding and
course progress.
Reception
Receptionists are available from 9:00am to 5: 00 pm,
Monday to Friday at all the campuses.
Accounts
All queries and transactions regarding student’s tuition
fees, receipts, fines or private health insurance transfers
are handled by our Accounts Department on Level 7,
Main Campus for Melbourne.
In Hobart please contact Reception for all Accounts
queries.
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USI – Unique Student Identifier
All students undertaking VET must hold a Unique Student Identifier (USI) and provide it to the
Institute at enrolment. If students do not provide USI, the Training Providers are not able to issue
a Certificate, Statement of Attainment or Transcript for any completed training.
For details on USI, visit www.usi.gov.au
TERMINOLOGY RELATED TO TRAINING AND ASSESSMENT
Trainers must be familiar with the following terminology relating to the academic calendar and
other academic matters.
Semester
RGIT’s academic calendar is divided into 2 semesters. Each semester is sub-divided into two
terms.
Term
RGIT’s academic calendar is divided into 4 terms. Each term is 10 weeks in duration.
Study Period
RGIT defines a study period as one term, 10 week period.
ELICOS classes have a study period of 12 weeks
Stage
As most courses run for more than one term, each course has been divided into STAGES. These
stages are related to the units being delivered. For example, the Diploma of Business is comprised
of two stages, STAGE 1 units and STAGE 2 units. Each stage is delivered over one term. As there
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are no pre-requisite units in the Diploma course, students are able to enter the course at the start
of any term. Hence, students commencing in TERM 3, may be doing STAGE 2 units with students
who have already completed their STAGE 1 units in the previous term. At the end of the term,
these students graduate but those who commenced the course in TERM 3 only continue onto
TERM 4 to complete STAGE 1 units.
Batch
If student enrolment numbers for a particular course become too large to be accommodated
into one class, it is necessary to divide the group into batches. Hence, you may be teaching
BATCH 1 whilst another trainer take BATCH 2. These two batches study the same work during the
same term but with different trainers. We expect trainers to liaise to ensure consistency in delivery
and assessment. This is ensured by trainers/teachers undertaking regular validation.
Training and Assessment Strategies (TAS)
Training and Assessment strategies is the approach of, and method adopted by, RGIT Australia
with respect to training and assessment designed to meet the requirements of the training
package or accredited course. This is not just about having a document called a training and
assessment strategy. You must ensure that the training and assessment strategies are clearly
integrated with your practices. RTO Standards specify Industry engagement, Assessment
systems, Assessment practice, Capacity, resources and volume of learning.
Credit Transfer
VET Students who have completed identical units from their course at other institutions are given
recognition for these units on presentation of a verified transcript, Award or Statement of
Attainment. Application for credit transfer must be lodged in writing. The Application Form is
available during formal enrolment or from our website www.rgit.edu.au
Recognition of Prior Learning (RPL)
Students who believe they already have some of the competencies in the course may apply for
Recognition of Prior Learning (RPL). An essential requirement of RPL is proof that you currently
have the required competencies. An application must be made using the RPL Application form
that is made available during formal enrolment, or from our website www.rgit.edu.au.
Academic Integrity
RGIT has a rigorously monitored and executed compliance framework to ensure the Institute
meets compliance requirements of Commonwealth and State Legislations and Regulations but
not limited to the following:
• Standard for RTO 2015,
• The National Code of Practice for Providers of Education and Training to Overseas Students 2018
• The Australian Student Visa Program
• The Equal Opportunity Act
• The Occupational Health and Safety Act
• Accident Compensation Act
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• The Commonwealth Privacy Act see About Us, Governance www.rgit.edu.au
Class Schedule
RGIT runs classes across 7 days a week. Classes are scheduled between 8:30am and 5:30pm.
Students have two 15- minute tea beaks and a 30 -minute lunch break.
Course Delivery
RGIT uses a variety of course delivery methods. These include: teacher-led classroom delivery,
workshops, practical, seminars, E-Learning resources, tutorials and supervised self - study.
During class time, students are expected to participate by answering questions, giving opinions,
demonstrating tasks, working with others in groups, making presentations and role playing
situations aligned to their learning.
Student Excursions
RGIT has an active student excursion program for most courses to enhance the learning
experience and provide enjoyable social opportunities for students. Please consult with your
Course Coordinator for more up to date information.
Training Package
Training packages are developed by Service Skills Organisations (formerly by Industry Skills
Councils) to meet the training needs of an industry, or a group of industries. Training packages
do not suggest how a learner should be trained, rather, they specify the skills and knowledge
required to perform effectively in the workplace.
Each training packages is made up of three components:
• Units of competency: define the skills and knowledge to operate effectively and how they need
to be applied to perform effectively in a workplace context.
• Qualifications framework: groups of units of competency ranging from Certificate I to Graduate
Diploma level.
• Assessment guidelines: the industry's preferred approach to assessment, including the
qualifications required by assessors, the design of assessment processes and how assessments
should be conducted.
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Principles of Assessment
Fairness Everyone learns differently. The individual learner’s needs are considered in the assessment
process.
Where appropriate, reasonable adjustments are applied by the RTO to take into account the
individual learner’s needs.
The RTO informs the learner about the assessment process, and provides the learner with the
opportunity to challenge the result of the assessment and be reassessed if necessary.
Flexibility Assessment is flexible by reflecting the learner’s needs; assessing competencies held by the
learner no matter how or where they have been acquired; and drawing from a range of
assessment methods and using those that are appropriate to the context, the unit of
competency and associated assessment requirements, and the individual.
Validity Any assessment decision of the RTO is justified, based on the evidence of performance of the
individual learner. Validity requires:
• assessment against the unit(s) of competency and the associated assessment requirements
covering the broad range of skills and knowledge that are essential to demonstrate competent
performance;
• assessment of knowledge and skills is integrated with their practical application;
• assessment to be based on evidence that demonstrates that a learner could demonstrate these
skills and knowledge in other similar situations; and
• judgement of competence is based on evidence of learner performance that is aligned to the
unit/s of competency and associated assessment requirements.
Reliability Evidence presented for assessment is consistently interpreted and assessment results are
comparable irrespective of the assessor conducting the assessment.
Rules of Evidence
Validity The assessor is assured that the learner has the skills, knowledge and attributes as described in
the unit of competency and the associated assessment requirements.
Sufficiency The assessor is assured that the quality, quantity and relevance of the assessment evidence
enables a judgement to be made of a learner’s competency.
Authenticity The assessor is assured that the evidence presented for assessment is the learner’s own work.
Currency The assessor is assured that the assessment evidence demonstrates current competency. This
requires the assessment evidence to be from the present or the very recent past.
Training Resources
All trainers are responsible for ordering the required resources for each lesson. To order, send an
email to [email protected] with the items you need, quantity, location for them to be sent.
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The trainer receives soft copies via email as well as being posted out the resources if required.
Please allow up to 7 days for orders to be processed and allow for delivery time.
Student Assessment
Assessment approaches used by trainers may include: observation of performance in class,
practical demonstrations, workshops or laboratories, case studies, projects, assignments,
presentations, role plays, written tests and exams, and work place based assessment.
Students are notified in advance of the time and form of an assessment. Students are given the
opportunity of at least one re -assessment for any competencies not achieved on the first
attempt. Re-assessment fees may apply for subsequent attempts and for practical units where
applicable. Please refer to our Assessment Policy for full details on our website www.rgit.edu.au
Students are assessed according to the competencies and assessment requirements for a
specific course as well as minimum attendance of 80% is required for students to be deemed
competent. Trainers are required to provide individual assessments for each student, sometime
in conjunction with other trainers.
Trainers are responsible for completing a weekly report for their class that needs to be emailed
to your Course Coordinator for monitoring of student progress. If a student misses more than two
class in a row an intervention plan must be put in place for each student so this can be
monitored. Student services also must be notified if more than 5 days of class are missed to ensure
student follow up.
Trainers are responsible for maintaining their class results and student progress. Assessments are
to be submitted to the respective Department Coordinator no later than 7 days from the date
the assessments are received.
RGIT can revoke any assessment if it is deemed that a student has not met attendance
requirements or a trainer’s assessment decision is proven to be mistaken or based on false
information. A student is not competent just because they submit an assessment
Reassessment To maintain academic rigor and provide opportunities to students RGIT has introduced a robust
reassessment procedure.
Any student who has not attended at least 80% of scheduled classes for a unit and has obtained
an NYC (Not Yet Competent) result must book an appointment through Student Administration
to see a reassessment officer.
Such students are not to be assessed by the trainer during regular classroom time.
To reduce time pressures on trainers, RGIT has implemented the reassessment officer process
which ensures that reassessments are carried out systematically and with appropriate rigor to
ensure the student is ready to undertake the assessments.
Please refer to RGIT’s Reassessment Procedure. Trainers need to inform students to keep a copy
of all work submitted for assessment. In the event of there being a dispute about whether an
assessment has been submitted or not, the student can reproduce the assessment.
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Student Attendance
Student attendance is recorded daily, including late arrivals and early departures. Trainers
receive attendance lists to record student attendance at training sessions.
Trainers must update these in RTO Manager at the end of the session. If Trainers are training at
premises other than RGIT, they must keep attendance records secure, and return them to RGIT
staff as soon as possible.
Class attendance is mandatory and must be at 80 % or above in order to complete a course.
Non- attendance must be reported by Trainers to their Course Coordinator if a student misses
more than two weeks of class. The trainer must also follow up and put in place an intervention
strategy to support the student.
All ELICOS classes require students to attend at least 80% of classes. If students fail to meet the
attendance requirements, they are at risk of being reported to the Department of Home Affairs
for unsatisfactory attendance which result in the cancellation of their enrolment.
International students studying VET courses are expected to attend all classes. However, these
students are reported to the Department of Home Affairs only on the basis of unsatisfactory
course progress.
It is a key requirement of all trainers and ELICOS teachers that student attendance is recorded in
RTO Manager and on a hard copy document.
Please see RGIT’s Attendance Policy for more details.
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Code of Practice for Training Delivery
RGIT commits to the following Code of Practice.
• Adopt policies and management practices which maintain high professional standards in the
delivery of VET services, and which safeguard the interests and welfare of students.
• Ensure the availability and maintenance of a learning environment that is conducive to the
success of students.
• Provide support to students throughout their training program.
• Monitor and report on the, attendance, progress and performance of its students.
• Ensure training staff are suitably qualified to deliver course/s.
• Ensure training is conducted as per the delivery schedule (class timetable), i.e., from 8:30 am to
5 pm
Satisfactory Course Progression
RGIT provides reasonable opportunities for students to successfully complete their course,
ensuring that student course progress is monitored, support and intervene when a student is in
danger of not progressing their course satisfactorily as per the RGIT policy and Government
regulatory requirements.
Please refer to RGIT’s Satisfactory Course Progress Policy and Procedures for both VET and
ELICOS students.
Intervention Strategy
If a student is at risk of falling behind with their course work, attendance or assessment tasks, as
a trainer you need to meet with the student and complete an intervention strategy outlining how
you are going to support that student to complete their studies.
If you require assistance you can ask for support from your Lead Trainer or Course Coordinator.
Retaining Student Work
The current ASQA general direction requires that all original assessments of all students be kept
for a minimum of six months.
The ASQA assessment /audit process is multifaceted when original pieces of assessment are
audited. Everything from consistency with requirements of the unit of competency through
authenticity of work to meeting AQF requirements is examined. Consequently, RGIT requires
trainers and assessors to make sure that all assessments for each unit of competence are:
● complete and have been accurately and completely marked.
● consistent with and meet the requirements of the unit of competency and
● are consistent with those specified in any Learning and Assessment strategy or delivery and
assessment plan
RGIT also makes sure that the following information is also available in relation to assessment or
each unit of competency.
● A mapping of skills and knowledge and critical aspects of evidence against assessment tasks
● A mapping of employability skills against assessment tasks
● A mapping of performance criteria against assessment tasks
● A clear set of assessment criteria/model answers for each assessment task that relate to the
tasks
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● An indication within session plans of when assessments were/are to be initiated and when
finalized
● Clear advice to assessors on the process of assessment for the unit
● Clear advice to students of the assessment tasks to be completed and the specific
requirements of each assessment task, indicating that students need to satisfactorily complete
all specified assessment tasks. specifying the commencement and completion dates and any
specific times scheduled for assessments
● An assessment cover page for each assessment task that uses S and NYS as results
● An overall assessment record sheet (Unit Cover page) for the unit(s) of competence to show C
(Competent) NYC Not Yet Competent)
● Achievement of the participant against each of the specified assessment tasks a documented
assessment validation approach
If students submit assignments in hardcopy, students must ensure that all hardcopy submissions
for each unit are bound and clearly labelled with the unit name and code, trainer name, term
and year in which the unit was delivered and the stage of delivery. The hardcopies are to be
placed and filed and stored in the designated area details provided by Student Administration.
Result Recording
During induction, Course Coordinators show trainers how to access and fill in the Result Record
into the RTO manager and Spread Sheet.
Trainers must enter all student results into the RTO manager and spread sheet. The Result Record
Spread Sheet is kept in the Academic faculty folder in google drive. All results are to be entered
within one week of the unit’s completion date. This rule applies also to the last unit in a term
which means that the result must be entered by the end of the first week of the term break.
There must be no delays in result recording, as RGIT monitors student’s progress on a term-basis
and any international students who have failed more than 50% of their units during a term must
be contacted so that an intervention strategy can be implemented. It is imperative that all results
for all units during the term are recorded and saved on Trainers’ drive by the end of the first week
of the term break.
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Validation of Assessments tools/judgements
Validation is an assessment quality review process. RGIT validates units from each course every
year. A validation checklist is provided to trainers to assist them in the validation process.
Trainers delivering the same course but to different student batches meet to determine the
standards they work by when marking assessments are comparable. For example, is one trainer
more lenient in their assessment of certain tasks than another? Is one trainer’s estimation of
satisfactory student work different to that of another? Trainers meet to review sample student
assessments.
TRAINING AND ASSESSMENT SYSTEM
RGIT Australia aims to establish itself as the gateway to the skilled world.
“Learn well. Live well. Feel well.”
These words serve to remind all who teach, work and study at RGIT that learning should nourish
not just the mind but the person as a whole.
We recognize that learning should allow individualization and provide multiple delivery methods
which is why RGIT uses a number of approaches for course delivery. These may include: trainer-
led classroom delivery, workplace simulations, workshops, seminars, eLearning resources, tutorials
and self-supervised study.
We also have an active field trip program for many courses to enhance the learning experience
and to provide enjoyable social opportunities for students. These are generally free events and
within walking distance of the campus.
We include attendance records in our assessments not just as a compliance measure but to
ensure our students have the needed exposure to the training material and develop the
disciplines necessary for their employment success.
Assessments include a combination of: observation of performance in class, practical
demonstrations, workshops or laboratories, case studies, projects, assignments, presentations,
role plays, written tests and exams, and workplace-based assessment.
Feedback must be given to each student after assessments and whenever there is a danger that
students will not meet their attendance requirements.
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WORK-BASED TRAINING AND ASSESSMENT (WBT)
Work-based assessment, also referred to as practical placement, is a compulsory requirement
for completing hospitality, nursing, child care, individual support and community services
qualifications.
RGIT Australia arrange practical placement at a commercial enterprise for students. The number
of hours a student must work is determined by the course requirement. While working in the
commercial enterprise, students are supervised by host staff, and RGIT Australia staff.
Students are covered by Work Cover insurance for the time they spend on work -based
assessment.
As part of work-based assessment, students are required to maintain a log book that records
their experience and attendance at both the commercial enterprise and RGIT Australia. The log
book forms an essential part of course assessment and are monitored regularly. In situations
where a student’s log book does not show completion of the required workplace experience,
the student must undertake additional work–based experience to meet the assessment
requirements.
Preparation for Work Placement
Students receive induction training at both RGIT and their place of work before commencing
work placement. Occupational Health and Safety training is part of RGIT course content and
takes place at RGIT. RGIT trainers simulate work- place situations within the classroom so that
students can practice their knowledge and skills. Induction at the workplace allows students to
become familiar with the workplace, procedures and staff.
It is a trainers/assessor’s responsibility to inform their students and ensure that they understand
the process, work placement requirement and consequences about the must do Work-based
Training (WBT) Placement requirement of their course; at the beginning of session and/or each
term.
In case of any student not able to complete their placement as arranged by the Institute, the
student must find their own placement and complete their work placement on time as required
by their course unless otherwise, arranged with the Institute. The second placement arrangement
will only be provided in an extreme circumstance (i.e. medical condition, serious family issues)
with supporting evidence only.
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Process for the work base training placement
1. Information to staff and students
1.1 Course Coordinator/Communications Team to identify practical placement requirements on
marketing materials including any industry specific requirements, e.g.: uniforms, PPE, pre-
employment requisites, working with children and/or police checks and Immunisations.
1.2 Course Coordinator/WBT Coordinator to Inform training staff of practical placement
requirements
2. Setting up the Work placement
2.1 Course Coordinator/WBT Coordinator to Identify and liaise with suitable host employers in the
relevant industry
2.2 Determine suitability of potential host employer, including supervision and occupational health
and safety requirements
2.3 Conduct risk and facility assessment of the workplace conditions as require by the relevant
training package.
2.4 Workplace that satisfy the criteria identified above require a memorandum of understanding
(MOU) sign between the host Workplace and Institute and to be approved by designated
Course Coordinator.
2.5 Course Coordinator/trainer/assessor and student service department is responsible to provide
the information to the respective students in the student prospectus, handbook, student
orientation, and WBT induction sessions.
2.6 Students are not be placed on the program until they are assessed by the Institute as “work
ready” (which would generally be after successful completion of the pre-requisite units if any)
2.7 A student guide to WBT and a log book are distributed to the relevant students during the
orientation session.
2.8 WBT Coordinator/manger Ensure that students receive Occupational Health and Safety training
prior to commencement of placement
2.9 WBT Coordinator/manager discuss scope for reasonable adjustment for students with disabilities
2.10 WBT Coordinator/manager discuss hours of placement, payment and format of agreement with
host provider. And Complete triparty (host workplace, student and Institute) Work Placement
Agreement
2.11 WBT Coordinator/manager retain placement information such as copies of any contracts,
checklists must be filed either electronically or in hardcopy to allow access to this information by
all staff involved in arranging WBT
2.12 Ensure students have obtained necessary pre-placement checks and are responsible for
obtaining and paying for the cost of police check and/or the working with children check
2.13 WBT coordinator to provide all parties with a copy of the practical placement agreement form
prior to the commencement.
2.14 RGIT WBT Coordinator/manager to train students to acceptable standards, introduce students
to the work-based trainers, support students in the workplace and monitor attendance and
progress
2.15 The host workplace to provide students with work keeping with the requirements of the log book,
complete the log book properly, monitor and supervise student work, record attendance and
allow workplace visits and contact between the WBT trainer/assessor, the Workplace Supervisor
and the students.
2.16 WBT Coordinator to establish processes for recording student attendance on RGIT WBT logbook.
The start and finish time should be verified by workplace supervisor.
2.17 WBT Coordinator to establish processes to liaise with student and workplace supervisor to monitor
student progress. Details of each contact to be recorded in the logbook.
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Work-based assessment applies to the following qualifications
Hospitality Work Placements
Qualification code and title Duration / shifts
SIT31016 Certificate III in
Patisserie
160 hours consisting minimum of 12 complete service periods/shifts with
combination of breakfast, lunch, dinner and special function
SIT40716 Certificate IV in
Patisserie
160 hours consisting minimum of 12 complete service periods/shifts with
combination of breakfast, lunch, dinner and special function
SIT30816 Certificate III in
Commercial Cookery
280 hours consisting minimum of 48 complete service periods/shifts with
combination of: breakfast, lunch, dinner and special function
SIT40516 Certificate IV in
Commercial Cookery
280 hours consisting minimum of 48 complete service periods/shifts with
combination of: breakfast, lunch, dinner and special function
SIT30616 Certificate III in
Hospitality
200 hours consisting minimum of 36 complete service periods/shifts
SIT40416 Certificate IV in
Hospitality
200 hours consisting minimum of 36 complete service periods/shifts
SIT50416 Diploma of
Hospitality Management
200 hours consisting minimum of 36 complete service periods/shifts
SIT60316 Advanced
Diploma of Hospitality
Management (Patisserie
Stream)
200 hours consisting minimum of 36 complete service periods/shifts with
combination of: breakfast, lunch, dinner and special function
Early Childhood Education and Care/Community Services Work Placements
Qualification code and title Number of required hours of work placement
CHC30113 Certificate III in Early Childhood
Education and Care
120 hours in a regulated education and care service
CHC50113 Diploma of Early Childhood
Education and Care
240 hours in a regulated education and care service
CHC52015 Diploma of Community Services Minimum 100 hours in a community setting environment
For more up to date information please refer to the RGIT WBT policy and procedure and/or liaise
with your Course Coordinator.
STUDENT SURVEY
RGIT Australia conduct surveys amongst our students at the 8th week of every term. The student’s
survey is designed to provide student feedback on the provision of institution services.
The student’s surveys provide RGIT with important feedback from the student for planning,
delivering and improving student service.
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All trainers/assessors are expected to
assist this work. Each trainer receives two
survey forms (1. AQTF Learner’s
Questionnaire. 2. Student Satisfaction
Survey Form Form). It is the trainer’s
responsibility to conduct this feedback
survey using both the forms with every
student at the beginning of the last week
(week10) of each term and submit it to
your Course Coordinator within a week
after the term finished. Both the survey
forms as mentioned above are also send
out electronically to all RGIT current
students by Quality Assurance Team via RGIT student management system (RTO manager).
Students’ feedback are highly valued for the Institute.
The Quality Assurance Department collate and analyse feedback and provide the CEO with a
written report, including recommendations for any changes.
Key recommendations are implemented. Each change must be completed within 30-60 days
of the decision to implement. To ensure accountability, action steps and milestone targets are
published on the RGIT’s Intranet.
TRAINERS/ASSESSORS COMPETENCIES/INDUSTRY CURRENCY
As a trainer and assessor at RGIT you have been employed because you meet the requirements
for trainers and assessors in the Standards for Registered Training Organisations.
All trainers must maintain industry currency on a unit of competency basis for all the units you are
assigned to deliver and assess. It is a requirement that trainers and assessors continually improve
their:
● Industry currency
● VET knowledge
● Trainer and assessor competencies
Consequently RGIT takes a keen interest in the professional development of all trainers and
assessors. Please talk regularly to your Course Coordinator about any professional development
needs.
Under the Standards for NVR RTOs, RGIT must maintain a range of documents to provide
evidence that every trainer meets all the requirements of a trainer and assessor. These
documents are held in each trainer’s staff file.
Trainers can access your staff file at any time through your Course Coordinator.
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Your staff (trainer) file includes the following:
• CV that has been signed by you
• Skills matrix that has been signed by you
• Current position description
• Evidence of past professional development
• Future professional development Plan for the current year that has been signed by you
• Where necessary there is evidence of Australian recognition of overseas qualifications
• Current employment contract/agreement is in the file indicating your role of trainer assessor
• Copy of Trainer/assessor qualifications verified by RGIT or otherwise certified
• Copy of vocational qualifications verified by RGIT or otherwise certified
Your Course Coordinator expects each Trainer ensures all information in their staff file is up to
date and meets all requirements of ASQA as the regulator of the National Vocational
Education and Training Regulator Act 2011.
Professional Development
RGIT provides professional development opportunities for trainers to maintain their industry
knowledge.
This may be in the form of an invitation to attend a workshop, a meeting, a networking event of
interest, information sharing on new initiatives, training manuals and course curricula. Trainers
attending professional development are required to complete a Professional Development
Activity Evaluation for each activity, and submit it to RGIT administration for inclusion in their
personal trainer records.
● Ongoing and needs driven professional development is an obligation of all training
professionals, supported by The Academic Principal representing RGIT.
● A whole staff professional development plan is consulted, endorsed and provided to staff. The
professional development plan allows for both Institute identified needs, and those of a
personal interest.
● The Academic Principal and relevant Course Coordinator inform staff of professional
development opportunities. They also play a role in coordinating and organising professional
development activities for individuals and the whole Institute.
● A budget is allocated to professional development each year and adhered to. Budget
implementation allows, over time, for equity of resources amongst staff, and include an
amount for incidental professional development.
● Staff are encouraged to seek professional development from other staff members within or
outside the organization.
As part of our commitment to quality service, a code of practice has been developed. The code
provides an ethical framework that guides our service delivery. We endeavor to ensure that our
policies and management practices are in accordance with the code and that, at all times, our
actions safeguard the interests and welfare of our customers.
The role of the trainer involves a broad range of activities, which support learning through the
delivery of educational programs. These activities include:
● providing appropriate variety and flexibility in educational practice.
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● undertaking assessment and evaluation of learning outcomes.
● maintaining and developing professional relevance and expertise in educational and technical
disciplines.
● contributing to decision-making that affects the learning environment.
● liaising with local industry, other educational providers and the community to ensure that
education and training are relevant and responsive to needs.
● complying with appropriate legislative requirements, organizational policies and occupational
health and safety, ethical practice and equal opportunity in a culturally diverse society.
● participating cooperatively in the development and implementation of agreed quality
improvement processes by reflecting on experience, performance and an evaluation of
processes and program outcomes.
A trainer’s role is that of a professional educator. It is influenced by industrial, social, economic,
technological and political developments affecting VET at local, state and national levels.
The trainer as a professional educator supports, constructs, guides and enhances the educative
process. The trainer delivers educational programs and facilitates learning, enabling students to
achieve their desired outcomes.
Trainer Meetings
Trainers are required to attend Mandatory Trainer meetings at least once a month. If a trainer is
unable to attend due to teaching or other commitments, they need to inform their Department
Course Coordinator.
The Academic Principal will, from time to time attend these meetings and may request to view
a trainers’ classroom practice.
If you have any issues you wish to place on the meeting agenda, please forward it to your
Department Course Coordinator at least one day prior to the meeting.
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POLICIES AND PROCEDURES
Please read all the current RGIT’s policies and procedures on our website:
http://rgit.edu.au/policies
Please take time to familiarize yourselves and follow the relevant policies and procedures.
Policies and Procedures – Essential Reading
1. Access and Equity Policy and Procedure
2. Assessment Policy and Procedure
3. Complaints and Appeals Policy and Procedure
4. Computer & Internet Usage Policy
5. Course Transition Policy and Procedure
6. Credit Transfer Policy and Procedure
7. Identifying and Supporting Student Learning Needs Policy and Procedure
8. Issuing Certificates and Statements of Attainment Policy and Procedure
9. Language Literacy and Numeracy Policy
10. Library Collection Development Policy and Procedure
11. Marketing and Recruitment Policy
12. Plagiarism and Cheating Policy and Procedure
13. RPL Policy and Procedure
14. Student Code of Behaviour and Discipline Procedures
15. Student Safety and Security Policy
16. Student Selection and Recruitment Policy and Procedure
17. VET Entry Requirements (Int & Dom)
18. Work Based Training Policy and Procedure
19. Privacy Policy and Procedure
20. International Student Attendance Policy & Procedure (ELICOS ONLY)
21. International Student Attendance Policy & Procedure (VET ONLY)
22. Change of Address
23. Course Completion within Expected Duration Policy & Procedure
24. Deferring, Suspending or Cancelling the Student’s Enrolment Policy & Procedure
25. Enrolment Procedure
26. Fees Payment and Refund Policy
27. Reassessment Policy and Procedures
28. Satisfactory Course Progress Policy and Procedures (ELICOS)
29. Satisfactory Course Progress Policy and Procedures (VET)
30. Student Application and Selection Procedure
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31. Transfer of Students between Providers Policy & Procedure
32. Tuition Protection Service Policy
33. ESOS (Education Services for Overseas Students Act) Framework Factsheet.pdf
34. Offer Letter & Student Agreement
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RELEVANT LEGISLATION & REGULATORY REQUIREMENTS
There are a number of legislation and regulatory requirements that significantly affect staff duties
and are applicable to all staff. Staff members MUST ensure that they carry out their duties in
accordance to the current legislation and regulatory requirements. The Information on relevant
legislation and regulatory requirement can be found at the following websites.
ESOS Framework
The Education Services for Overseas Students Act 2000 (the ESOS Act) and related laws set out
the requirements for providers who deliver education services to international students on a
student visa.
These laws protect international students and also help ensure students meet student visa
conditions for attending classes and making satisfactory progress in their studies while in Australia.
Information on the ESOS legislation is available on the ESOS Act page.
The Education Services for Overseas Students (ESOS) Act 2000(current) governs:
● The registration process and obligations of registered providers
● The Tuition Protection Service; and
● Enforcement and compliance powers.
For more information, please refer to: https://internationaleducation.gov.au/Regulatory-
Information/Education-Services-for-Overseas-Students-ESOS-Legislative-Framework/ESOS-
Regulations/Pages/default.aspx
The National Code 2018
National Code of Practice for Providers of Education and Training to Overseas Students 2018 (the
National Code) provides nationally consistent standards for the conduct of registered providers
and the registration of their courses. The standards govern the protection of overseas students
and delivery of courses to those students by providers registered on the Commonwealth Register
of Institutions and Courses for Overseas Students (CRICOS).
The standards set out specifications and procedures to ensure that registered providers of
education and training courses can clearly understand and comply with their obligations under
the National Code.
This means that all staff members must ensure that they are aware of these obligations as they
relate to their work role.
The National Code 2018 contains:
● A description of the principles and guidelines that underpin the National Code 2018;
● A description of the roles and responsibilities of state and territory governments;
● Requirements for CRICOS registered providers; and
● Standards for CRICOS registered providers.
VET Quality Framework
The VET Quality Framework comprises:
● the Standards for Registered Training Organizations (RTOs) 2015 (including revisions)
● the Australian Qualifications Framework
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● the Fit and Proper Person Requirements
● the Financial Viability Risk Assessment Requirements, and
● the Data Provision Requirements.
Australian Skills Quality Authority
The Australian Skills Quality Authority (ASQA) is the national VET regulator. ASQA’s role includes:
● registering training providers as ‘registered training organizations’ (RTOs)
● registering organizations on the Commonwealth Register of Institutions and Courses for Overseas
Students (CRICOS) to deliver training to international students on student visas
● ensuring that organizations comply with the conditions and standards for registration, including
g by carrying out compliance audits
● accrediting VET courses.
The Standards for VET Regulators 2015 ensure:
● integrity of nationally recognized training by regulating RTOs and VET accredited courses
● consistency in the VET regulators’ implementation and interpretation of the standards applying
to RTOs and VET accredited courses, and
● accountability and transparency of VET regulators.
More information about the Standards for Registered Training Organizations (RTOs) 2015 is
available on the ASQA website: http://www.asqa.gov.au/
Australian Qualifications Framework (AQF)
The AQF is the national policy for regulated qualifications in Australian education and training. It
incorporates the qualifications from each education and training sector into a single
comprehensive national qualifications framework. http://www.aqf.edu.au/
Other Government Department Links
Department of Home Affairshttps://www.homeaffairs.gov.au/
OH&S –Work Safe Victoria http://www.worksafe.vic.gov.au/
Privacy –Office of the Privacy Commissioner https://www.oaic.gov.au/
EO - http://www.humanrightscommission.vic.gov.au/
It is the responsibility of all Training staff to ensure the requirements of relevant legislation are met
at all times. Use the websites indicated, or contact the Academic Principal if you require further
information.
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ACKNOWLEDGEMENT FORM
I, (please print name) ____________________________, have received this Trainer’s Handbook,
read it thoroughly and understand all of its content in full. I take full responsibility and
ownership in ensuring that I abide by the set instructions and guidelines and will understand
that I will be held accountable if I am found not to be following as required, during my
tenure as a Trainer and/or Assessor at RGIT Australia. I understand that this is part of the
academic compliance at RGIT Australia, in accordance with meeting with the requirement
of the National Code 2018, Standards for Registered Training Organizations (SRTOs) 2015,
and the regulator, the Australian Skills Quality Authority (ASQA). I acknowledge and agree
to the declaration made in this statement.
Full name: _______________________________________________
Signed:
Dated:
_______________________________________________
_______________________________________________
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Main Campus:
28-32 Elizabeth Street, Melbourne, VIC 3000, Australia
Phone: (+61 3) 8639 9000 | Fax: (+61 3) 8639 9001
Email: [email protected]
www.rgit.edu.au
Victoria House Campus:
43-45 Elizabeth Street, Melbourne, VIC 3000, Australia
Phone: (+61 3) 9662 8022 | Fax: (+61 3) 8639 9001
Hobart Campus:
162 Macquarie Street, Hobart, TAS, 7000, Australia
Phone: (+61 3) 6217 9000
Email: [email protected]
www.rgithobart.edu.au
Postal Address:
GPO Box 5466, Melbourne, VIC 3001, Australia
Oakhill Education Group Australia Pty Ltd trading as RGIT Australia. National Provider No. 22088 ABN 68 127 999 160 CRICOS Code 03002G
