ADMINISTRATION MANUALA guide to the administration of a Registered Training OrganisationRTO Assistant Pty Ltd

RTO

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Training Manual for RTO Administrators - A guide to the administration of a Registered Training OrganisationPublished by: RTO Assistant Pty Ltd, PO Box 663 Rochedale South, QLD 4123 info@rtoassistant.com.au www.rtoassistant.com.au

© RTO Assistant Pty Ltd, 2013. Except as provided by the Copyright Act 1968, no part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means without the prior written permission of the publisher.

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CONTENTS

5 INTRODUCTION5 RTO OVERVIEW - Packaging Rules - Scope 12 KEY RESpONSIBILITIES14 ADMINISTRATION COMpLIANCE - VET Quality Framework - AVETMISS - Funding - Australian Apprenticeships24 STUDENT FILES - Fee for Service - Fee for Service Student File Checklist - Apprentices & Trainees - Apprentices & Trainees Student File Checklist32 ADMINISTRATOR pROCESS CHART - Completion Checklist - Cancellation Checklist36 pROCESSING - Result Type - Start and End Dates - Delivery Mode Identifier42 FUNDING SUBMISSIONS - Validation Errors48 RECORD RETENTION50 QUALITY INDICATORS62 CERTIFICATES AND STATEMENTS72 HR FILES - Checklist for Trainers and Assessors78 SUpERSEDED QUALIFICATIONS - Teach-out Period - Processing Transitioning Students - Transition Checklist - Mapping84 QUICKLINKS86 AQTF86 RECOMMENDATIONS91 AppENDICES

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WE UNDERSTANDYOUR BUSINESS

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RTOOVERVIEW

In Australia, training which provides skills and knowledge specifically for work is called Vocational Education and Training, often referred to as VET. Vocational education and training offers qualifications at the levels of:

• Certificate I • Certificate II • Certificate III • Certificate IV • Diploma • Advanced Diploma • Vocational Graduate Diploma• Vocational Graduate Certificate

INTRODUCTION

MANAGING administration correctly is an integral and multifaceted role for any Registered Training Organisation (RTO). This guide has been developed to assist you in understanding your key responsibilities as an RTO Administrator and provides you with set procedures to follow, to ensure these responsibilities are met.

By implementing this guide, combined with your ability to show attention to detail, and a strong work ethic, you will quickly become an RTO Administrator who builds the core of your organisation and lays the foundation for quality. With references to key terminology, contacts in the VET sector, schedules for administration obligations and clear explanations, this guide will see your role not as one of uncertainty but of confidence, knowledge and unique skill. Your role as an RTO Administrator will be rewarding as you provide efficient services and products to your students, clients and promote the rating of your RTO.

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5. QUALITY INDICATORS

OverviewEvery RTO is required under both the VET Quality Framework and the AQTF to collect and report their performance against the following three Quality Indicators (QI):

1. Learner Engagement (source: Learner Questionnaires)

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5. QUALITY INDICATORS 2. Employer Satisfaction (source: Employer Questionnaires)

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QUALITY INDICATORS

3. Competency Completion (source: student enrolment and completion data)

The three QI’s must be submitted to your Registering Body (ASQA, VRQA or TAC) by the 30th of June each year for data pertaining to the calendar year previous.

Therefore, in 2013 your three quality indicators will need to be submitted for the data collected between 1 January 2012 – 31 December 2012.

All source information, resources and links can be found athttp://www.acer.edu.au/tests/aqis/resources-manuals

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REPORT 1 - TIME 16:02:20 May 12 2013

Enrolments and completions by Qualifications

Year 2012, Offshore flag: N

Qualification Qualification Description Accreditation Enrolments Completions

BSB60407 Advanced Diploma of Management national 50 28

BSB60507 Advanced Diploma of Marketing national 86 64

FNS60210 Advanced Diploma of Accounting national 40 15

CHC40312 Certificate IV in Disability national 97 66

CHC50612 Diploma of Community Services Work national 65 22

CHC51712 Diploma of Counselling national 30 12

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How to Submit the Data

Quality Indicator’s #1 & 2 There are four options to submitting the first two Quality Indicators, these are:

Option 1 - SMART

1. Using the SMART software system if it was downloaded in previous years. Enter all RTO details under Manage Surveys

2. Enter all questionnaires using the codes from the Master Surveys available at http://www.acer.edu.au/tests/aqis/resources-manuals

3. Under Learner Survey and Employer Survey enter the specific numbers from what field of education students come from and what level of training they have achieved. Top total and bottom totals should be the same figure or you will see a red cross on the page.

4. Under Manage Surveys provide Administration Feedback.

5. Once everything is entered under Manage Surveys select the following report: General Reports – Administration Feedback & Registering Body Report

6. Select PDF report and save to an appropriate location.

7. Email the report with your RTO Name and Registration Number to your Registering Body.

8. You will receive a confirmation email.

Registery Body QI Emails:

ACT Australian Skills Quality Authority (ASQA) Email: qidata@asqa.gov.au

NSW Australian Skills Quality Authority (ASQA) Email: qidata@asqa.gov.au

NT Australian Skills Quality Authority (ASQA) Email: qidata@asqa.gov.au

QLD Australian Skills Quality Authority (ASQA) Email: qidata@asqa.gov.au

SA Australian Skills Quality Authority (ASQA) Email: qidata@asqa.gov.au

TAS Australian Skills Quality Authority (ASQA) Email: qidata@asqa.gov.au

VIC Victorian Registration and Qualification Authority (VRQA) Email: vet.qi@edumail.vic.gov.au

WA Training Accreditation Council (TAC) Email: tac@des.wa.gov.au

AUST Australian Skills Quality Authority (ASQA) Email: qidata@asqa.gov.au

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1. Log in to http://rto.ncver.edu.au/Home/html

2. The username is the email address as set on Training.gov.au beside ‘Registration Enquiries’. To find your RTO’s details search under Organisation/RTO by name and then select your Organisation’s RTO Code and click on the Contacts tab. A password can be reissued if it has been lost by selecting the ‘Forgotten Password’ button. N.B If your RTO submits AVETMISS data monthly to your registering body, this data is automatically forwarded on to NCVER and you will notice that your figures for the calendar year you are submitting for are already pre-populated. After reviewing the data, complete steps 6 -9 below only.

Option 2Use your Student Management System and submit to the relevant authority as listed on page 53. Speak to your software vendor for further instructions.

Option 3Use the AQIS reporting services. Register with them at http://www.acer.edu.au/tests/aqis/data-collection-reporting-benchmarking or contact them on aqis@acer.edu.au. AQIS will only process AQTF survey forms if they have been purchased through AQIS. Photocopied or printed surveys cannot be processed through their scanning software. If you have already collected your survey data, your RTO can enter the surveys into the excel template available at the above website. This template can then be emailed to AQIS team and they will generate your AQTF Quality Indicator and Benchmark reports.

Option 4RTO Assistant can submit the reports on your behalf, even completing the data-entry if this is required. Contact us on info@rtoassistant.com.au for a customised quote.

If your RTO has already entered its data into the Manual Entry Template available at http://www. acer.edu.au/tests/aqis/resources-manuals, RTO Assistant can generate your report for: •$165includingGSTforsmalltomediumRTOs •$385includingGSTforlargeinstitutes

Submitting Quality Indicator #3

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3. Export data from your Student Management System. Select the Calendar Year of 2012 and then select Export

4. Select Import Files from the blue toolbar on the left-hand-side of the screen of http://rto.ncver.edu.au/Home/html

5. Select the States you deliver training in from the top row of checkboxes.

6. Browse for the three text files you have just exported from your Student Management System and select Import.

7. Under Qualifications & Units of Competency on the left-hand-side of the screen confirm the Enrolment and Completion Figures and adjust as necessary. Provide an explanation under ‘Additional Information’ such as “Students complete the qualification over 3 years, therefore enrolment and completion figures will not be exactly the same”.

8. Select Save

9. Once you are happy with the entered figures select Report and preview each of the 4 reports before selecting ‘Send Directly to Your Registering Body’. Send all 4 reports.

10. A confirmation email will be received for each of the 4 submitted reports.

11. For all Competency Completion enquiries, RTOs are advised to contact NCVER aqtf2007@ncver.edu.auorphone0882308468

12. Additional Information can be found at

• http://www.nssc.natese.gov.au/vet_standards/quality_indicators_for_rtos/fact_sheets

• http://www.asqa.gov.au/verve/_resources/General_direction_-_Quality_indicators_24_April_2012.pdf

If your RTO did not provide any nationally recognised training or assessment services in the previous calendar year you will need to provide ASQA with a statutory declaration.

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ADMINISTRATION MANUAL

RTO