vet program approval and maintenance procedure · vet accredited course an accredited vet...

VET Program Approval and MaintenanceProcedurePolicy Code: LT1334

Table of ContentsPurpose ......................................................................................................................................................... 1Scope ............................................................................................................................................................ 2Legislative Context ......................................................................................................................................... 2Definitions ...................................................................................................................................................... 2Options .......................................................................................................................................................... 4

Option One: Training Package Qualifications and Nationally Accredited Qualifications ................................ 4Option Two: FedUni VET Training Qualifications (consisting of units of competency / national recognisedmodules) ................................................................................................................................................ 4Option Three: Adding Units and Modules ................................................................................................. 5Option Four: Non-Award and / or Vendor Accredited Programs .................................................................. 5Option Five: Skill Set Training .................................................................................................................. 5

Section One: Training Packages / Nationally Accredited Qualifications ............................................................... 5A: Adding a New Qualification to Scope ................................................................................................... 6B: Adding a New Unit of Competency to Scope ...................................................................................... 13C: Transition Arrangements for Equivalent Superseded Qualifications ...................................................... 16D: Transition Arrangements for Non-Equivalent Superseded Qualifications .............................................. 22E: Removing a Qualification or Unit of Competency from Scope .............................................................. 29F: Notification of Commencement of Delivery Outside of Victoria (Interstate or International) ..................... 33G: Notification of Ceasing Delivery Outside of Victoria (Interstate or International) .................................... 34H: Regular Review of the Scope ............................................................................................................ 36I: Victorian Certificate of Applied Learning (VCAL) .................................................................................. 37J: Exceptions to the ASQA Delegate Status ............................................................................................ 45K: Changes to Existing Training and Assessment Strategies ................................................................... 45L: VET Loans Scheme .......................................................................................................................... 46

Section Two: University VET Training Programs (consisting of Units of Competency / Nationally Recognisedmodules) / Short Courses .............................................................................................................................. 46Section Three: Adding Units / Modules ........................................................................................................... 47Section Four: Non-Award and / or Vendor Accredited Programs ...................................................................... 47Section Five: Skill Set Training ...................................................................................................................... 49

Nationally Endorsed Skill Sets ............................................................................................................... 49Locally Endorsed Skill Sets ................................................................................................................... 52

Section Six: Schedule 5.1 / 5.1.1 ................................................................................................................... 54Section Seven: Skills Victoria Training System ............................................................................................... 54Responsibilities ............................................................................................................................................ 55Supporting Documents .................................................................................................................................. 55Records Management ................................................................................................................................... 56Promulgation ................................................................................................................................................ 56Implementation ............................................................................................................................................. 57

Purpose

University Procedure

Authorised by: Academic Board | Document Owner: Chair, Academic Board | Original Issue: 21/11/2001 | Current Version: 13/03/2018 | ReviewDate: 05/10/2020 | Policy Code: LT1334

CRICOS 00103D RTO 4909Page: 1 of 57

This procedure describes the processes required to extend, amend and review VET accredited and non-accreditedqualifications and units approved by the University for delivery. The University has a Scope of Registration whichdetails the VET qualifications the University is authorised to deliver in Victoria, interstate and overseas as approvedby ASQA and the VRQA

Scope

This procedure describes the process for obtaining approval for delivery of all VET Programs.

It details the selection and/or development processes for each of the following program types:

• Section 1: Training Package Qualifications / Nationally Accredited Programs - Scope of Registration

• Section 2: FedUni VET Training Program (consisting of Unit of Competency / Nationally Recognised Modules)

• Section 3: Adding Units / Modules

• Section 4: Non-Award and Vendor Accredited Programs

• Section 5: Skill Sets

• Section 6: Schedule 5.1 / 5.1.1

All programs for which the University will issue an award must be developed and approved in accordance withappropriate external or internal policies and procedures.

Legislative Context

Australian Qualifications Framework (AQF)

Standards for Registered Training Organisations (RTOs) 2015

Education Services for Overseas Student (ESOS) Act 2000

National Vocational Education and Training Regulator Act 2011

VET Funding Contract (Dual Sector)

VRQA Guidelines to Minimum Standards 2016

Definitions

Term Definition

Accredited Training A structured sequence of vocational education and training that has beenapproved by a National VET Regulator (NVR) and leads to an AustralianQualifications Framework (AQF) qualification or Statement of Attainment. Inthis procedure the word qualification will be used for an accredited program.

AQF Australian Qualifications Framework. A nationally consistent set ofqualifications for all post-compulsory education and training in Australia.

ASQA The Australian Skills Quality Authority. The national regulator for Australia'svocational education and training sector. ASQA regulates qualifications andtraining providers to ensure nationally approved quality standards are met.

Commencing Enrolment A student is considered to have a commencing enrolment if they areenrolled in a qualification or unit for the first time with the University.




http://www.aqf.edu.au/

http://www.comlaw.gov.au/Series/C2004A00757

http://www.vrqa.vic.gov.au/Documents/schoolguide.doc

Term Definition

Continuous Enrolment A student is considered to have a continuing enrolment in a qualification orunit if the qualification or unit was commenced in a previous year and hasnot yet been completed.

ESOS Education Services for Overseas (ESOS) the minimum standards thatAustralian Educational Institutes must adhere to when delivering educationto international students.

Non-Award Programs Non-award studies include programs for professional development,education development, general interest and preparation for study offeredby the University. Non-award studies cater for a range of educationalrequirements outside of the University’s award programs (as listed onSchedule 5.1)

NVR Standards Standards for National VET Regulator Registered Training Organisations.The objectives of the NVR Standards are to ensure nationally consistent,high-quality training and assessment services within Australia’s VETsystem.

Continual compliance with the Standards is a condition for all NVRregistered training organisations and for applicants seeking registrationunder the Act.

Qualification Accredited programs and National Training Package qualifications arereferred to as ‘qualification’ throughout this procedure.

RTO Registered Training Organisation. A training organisation listed on theNational Register, or by the relevant state based authority, as a registeredtraining organisation. FedUni's RTO number is 4909.

Scope The Scope of Registration details the nationally recognised training an RTOis approved to provide. FedUni's Scope can be viewed on thewww.training.gov.au website. In this procedure the University’s Scope ofRegistration will be referred to as "the Scope".

Skill Sets Single units or combinations of units which link to a licence or regulatoryrequirement, or defined industry need.

Statement of Attainment A Statement of Attainment is issued by a Registered Training Organisationwhen an individual has completed one or more units of competency fromnationally recognised qualification(s)/courses(s).

Statute 5.1 The Schedule The Schedule, Statute 5.1, lists all current sealed awards which can beawarded by the University. The Schedule is maintained by the Manager,Registrar Services and includes all qualifications listed on the Scope.

SVTS Skills Victoria Training System

Training Package Qualification A nationally endorsed, integrated set of competency standards,assessment requirements, Australian Qualifications Frameworkqualifications, and credit arrangements for a specific industry, industrysector or enterprise. In this procedure the word qualification will be used torefer to a training package qualification.

University Governance andManagement Committees

Relevant committees that support the academic, operational and qualitygovernance of the University's Vocational Education and Training andHigher Education programs.




Term DefinitionThese include, but not limited to, the following committees or theirreplacements: Academic Board, Curriculum Committee, Learning andTeaching Committee and VET Curriculum and Quality Committee.

Unit of Competency A unit of competency is the smallest component of achievement which canbe nationally recognised. In this procedure the word unit will be used torefer to units of competency from qualifications.

VCQC VET Curriculum and Quality Committee

Vendor Accredited Programs Vendor Accredited Programs are programs that are developed, accreditedand maintained by a vendor and delivered by the University through aformal arrangement.

VET Accredited Course An accredited VET (Vocational Education and Training) course is:

• a structured sequence of training developed to meet training needs thatare not addressed by existing training packages

• a course accredited by the national VET regulator or by a delegated bodyof the national VET regulator, and

• a course that has been assessed by ASQA as compliant with theStandards for VET Accredited Courses 2012 and the AustralianQualifications Framework (AQF).

VET Funding Contract VET Funding Contract is the means through which RTOs are contracted todeliver training services to eligible individuals that may be subsidised by theDepartment of Education and Training through the VET Funding Contract.

Options

Option One: Training Package Qualifications and Nationally AccreditedQualifications

Wherever Training Package qualifications / nationally accredited qualifications have already been developed(available at www.training.gov.au) these must be delivered where they meet the training needs of any specifiedgroup. Contextualisation or customisation allowed within the packaging rules of a Training Package or accreditedcurriculum should always be the first option considered in targeting any additional training needs to a specificgroup. These two options can be considered without pursing internal program approval.

In order to deliver a nationally accredited qualification or Training Package qualification, the qualification must belisted on the University's Scope of Registration. This procedure details the processes required to modify the Scopeof Registration.

Where contextualisation or customisation within the packaging rules of a Training Package are deemed insufficientfor the training needs of a specific group, the below options are available.

Refer to Section One of this procedure for further information.

Option Two: FedUni VET Training Qualifications (consisting of units ofcompetency / national recognised modules)




Programs or courses of study designed to meet the specific training needs of an industry or enterprise which do notmeet full vocational outcomes (AQF qualifications), but which are comprised solely of nationally endorsed units ofcompetency or nationally recognised modules.

Refer to Section Two of this procedure for further information.

Option Three: Adding Units and Modules

Endorsed units of competency and / or accredited modules can be added to the delivery of qualifications withoutseeking external accreditation / approval provided the units are on the Scope of Registration.

Refer to Section Three of this procedure for further information.

Option Four: Non-Award and / or Vendor Accredited Programs

This option is applicable where specific clients may require a training program that does not lead to a full vocationaloutcome (AQF qualification) and where national or state accreditation is not required. Where this training needcannot be met through the delivery of available nationally accredited units / modules, a program can be internallydeveloped and accredited by the Academic Board.

Similarly the University may have an arrangement with a vendor to deliver programs that are developed, accreditedand maintained by the vendor. An example of an arrangement to provide a program that has been designed andmaintained by a vendor is the Licenced Electricians Assessment Training.

Refer to Section Four of this procedure for further information.

Option Five: Skill Set Training

Nationally Endorsed Skill Sets

The Standards for Registered Training Organisations 2015 defines skill sets as single units or combinations of unitsof competency from a training package which link to a licensing or regulatory requirement, or defined industry need.They are not qualifications, but are a way of publicly identifying on a Statement of Attainment, groupings of units ofcompetency which meet an identified need or industry outcome.

Nationally Endorsed Skill Sets are recognised throughout Australia and are listed within each Training Package. These Skill Sets are eligible for government funding.

Locally Approved Skill Sets

Locally Approved Skill Sets are developed for either of the following reasons:

1. To meet a clearly defined local industry requirement

2. To have a specific statement included on a Statement of Attainment identifying the units as meeting therequirements for a particular purpose

Locally Approved Skill Sets are not eligible for government funding which means that students would be enrolled asfull fee paying. These Skill Sets are not recognised as Skill Sets outside of the University.

Refer to Section Five of this procedure for further information.

Section One: Training Packages / Nationally Accredited Qualifications




The University has a Scope of Registration which details the VET qualifications the University is authorised todeliver in Victoria, interstate and overseas as approved by ASQA.

The general compliance requirements for the Scope of Registration include:

• Faculties must ensure qualifications are registered on the Scope of Registration prior to commencing marketing(refer to Program Marketing Checklist), enrolment or delivery activities. It is an offence to undertake theseactivities for any qualifications not registered on the Scope.

• Faculties must not issue sealed awards or statements of attainment for qualifications not listed on Schedule 5.1or 5.1.1. It is an offence to do so and can result in the University being fined.

• Faculties must be able to demonstrate that they have the capacity to deliver and assess ALL of the qualificationson the Scope of Registration and meet the requirements of the Standards for Registered Training Organisations2015 and the VET Funding Contract, including the Quality Charter, at all times.

As ASQA may undertake an audit of the University at any time, and has indicated that planned audits may occurupon receipt of applications to extend the Scope of Registration, Faculties must ensure that records and evidenceof compliance with University policy and procedure are met at all times.

In accordance with the VET Funding Contract, HESG can audit the University at any time throughout the year toensure compliance with the current Funding Contract.

The University may also conduct audits of Faculties to confirm they have the capacity to deliver and assessqualifications on the Scope of Registration. It is the Faculties responsibility to ensure that all the evidencerequirements are met.

After the 12 month transition period, ASQA automatically removes superseded qualifications from the Scope ofRegistration.

A: Adding a New Qualification to Scope

Use this section to add new qualifications to the Scope and where qualifications have been supersededand not replaced.

ACTIVITY RESPONSIBILITY STEPS

A. Identify the qualification to beadded to the Scope.

Executive Director / Delegate 1. Ensure the qualification is notalready on the Scope

2. Refer: www.training.gov.au, theUniversity RTO number is4909.

B. Obtain current Training PackagePurchasing Guide or curriculumdocumentation.

Executive Director / Delegate 1. Curriculum documentation mayinclude

• Training Package.

• Purchasing Guide.

• Obtaining approval from thecopyright owner to use non-crown copyright curriculumdocuments.

2. Government funding forqualifications is not availableuntil it is included in theFunded Course List.




http://www.training.gov.au

ACTIVITY RESPONSIBILITY STEPS3. There are no licensing fees to

deliver Victorian crowncopyright qualifications withinVictoria. Where the State ofVictoria is the copyright ownerthe qualification documentationcan be download from theDepartment of Education andTraining - Training SupportNetwork or purchased fromCurriculum MaintenanceManager (CMM).

4. Non-crown copyrightqualifications may include alicence fee. Refer to Legal forlicense agreementrequirements.

C. • Complete the forms below todetermine capacity to deliverqualification: QualificationConcept & Business Case (VET)Form;

• Training and AssessmentStrategy – Part A

• Course Viability Analysis (CVA)(VET)Form; and

• ImpactStatements.

Executive Director / AssociateDirector / Education Manager

1. The Faculty must be able toprovide evidence as per theStandards for RegisteredTraining Organisations 2015and the VET Funding Contract.

2. Data Analysis and Reportingmay assist with providing loadand demand data for theQualification Concept &Business Case (VET) Form.

3. Finance may assist withdevelopment of financial datafor the Course ViabilityAnalysis (CVA) (VET) Form.

4. A qualification must beregistered on CRICOS before itcan be delivered tointernational students onshorein Australia. Refer to CRICOSRegistration of VET ProgramsProcedure.

D. • Distribute the following todetermine potential impacts onother areas of the University ifthe qualification is introduced:

• Qualification Concept &Business Case (VET) Form; and

• Impact StatementsThe CourseViability Analysis (CVA) (VET)Form and TAS is not required tobe distributed.


1. Distribute QualificationConcept & Business Case(VET) form and ImpactStatements to:

• Deans of Faculty Directors

• Executive Director,Information Technology andBusiness Solutions

• Director, Library Services

• Director, Facilities Services




http://policy.federation.edu.au/learning_and_teaching/general/standard_1/ch03.php

https://policy.federation.edu.au/learning_and_teaching/academic_progress/standard_11/ch02.php





ACTIVITY RESPONSIBILITY STEPS• Pro Vice-Chancellor, Centre

for University Partnerships(CUP)

• Director, Student Connect

• University Registrar

E. Respond to Qualification Concept& Business Case (VET) Form andImpact Statements.

Relevant Deans / ExecutiveDirectors / Directors / EducationManagers

1. Completed Impact Statementsshould be returned within 5working days.

F. Respond to any identified impacts. Executive Director / EducationManager

1. Any issues raised within theImpact Statements must beaddressed at this stage.

G. Faculty Board to considerapplication.

• Qualification Concept &Business Case (VET) Form;



• ImpactStatements

Faculty Executive Officer 1. If approved, Faculty tocomplete the submission toUniversity Program ApprovalCommittee.

2. If not approved, EducationManager to be notified ofreasons for rejection.

H. Endorse and forward completedapplication to the UniversityProgram Approval Committee forapproval:




• ImpactStatements

Executive Director 1. Documentation to be added toUPAC agenda forconsideration

I. The University Program ApprovalCommittee to consider application.

University Program ApprovalCommittee

1. Faculty to be notified within 3days of the outcome.

2. If approved, Faculty tocomplete the submission toFaculty Board and VETCurriculum and QualityCommittee.

3. If not approved, Faculty to benotified of reasons for rejection.

J. Complete the documents belowand submit to Faculty Board forapproval:

• Training and AssessmentStrategy – Part A and B

Executive Director / EducationManager

1. Education Managers areresponsible for the completionof their own qualificationdocumentation. This includesthe Training and AssessmentStrategy – Parts A and B, the




ACTIVITY RESPONSIBILITY STEPS• Trainer Skills Matrix (VET);

• Two completed AssessmentTools must be provided – thesetools must be from two differentunits within the qualification, oneunit should be, if possible, a highrisk unit.

• Schedule of proposedassessment tool development.

Trainer Skills Matrix (VET) andall Assessment Tools.

2. For each qualification beingpresented for approval, the unitassessment tools provided foreach qualification must bedifferent.

3. The TAS Part B – DeliveryPlan should be completed andsubmitted for the same twounits that the AssessmentTools are being provided.

4. Faculty Board to consider theapplication.

5. If approved, Faculty to submitthe completed applicationdocumentation and the FacultyBoard Minutes to the VETCurriculum and QualityCommittee for consideration.


Note: All VET Qualificationsdelivered at Federation Universitymust meet the minimum hoursoutlined in the Purchasing Guide orbe within a 5% tolerable threshold.

Any Qualifications presented toVETCQC under the 5% thresholdwill require a business case statingthe reason/s for variance in hourssupported by current statements(within the preceding 6 months)from Industry in support of thespecific electives selected.

*Refer to Section J: Exceptions tothe ASQA Delegate Status forfurther information on requirementswhere qualifications are excludedfrom ASQA’s Delegate status.

K. Submit the completed applicationto VET Curriculum and QualityCommittee for approval:

• Faculty Board Extract of Minutes

• Training and AssessmentStrategy – Parts A and B

Faculty Board Executive Officer 1. Documentation must besubmitted through theUniversity’s approved recordsmanagement system.

Note: Approved programs will beforwarded to Academic Board and




ACTIVITY RESPONSIBILITY STEPS• Trainer Skills Matrix (VET);


Council for addition to Schedule5.1

L. VET Curriculum and QualityCommittee to consider application.

VET Curriculum and QualityCommittee

1. Faculty to be notified whetherapplication has been approvedor not.

2. If not approved, will bereturned to Faculty withreasons for rejection.

M. VET Curriculum and QualityCommittee Executive Officer tonotify Quality Services ifapplication is approved.

Executive Officer, VET CurriculumQuality Committee

1. Send extract to QualityServices notifying of approvalof qualifications.

N. DVCA to sign:

• Delegate Report

• Authorisation Form

Quality Services / DVCA 1. Quality Services to arrange forDVCA to sign ASQA DelegateReport Authorisation Form.

O. Quality Services to processapplications for additions to Scopethrough ASQANet.

Quality Services 1. Any additions or deletions tothe University's Scope ofRegistration must beprocessed through ASQA's on-line registration system(ASQANet), which is accessedthrough the ASQA web site at:http://www.asqa.gov.au/.

2. The University has a registeredpassword for accessingASQANet which is held byQuality Services whichprocesses all applications foradding or deleting items fromthe University's Scope ofRegistration.

3. Applications should beprocessed in accordance withthe Quality Services‘ASQANET User Guide’. TheUser Guide provides step-by-step instructions on the addingor removing of qualificationsfrom the University's Scope ofRegistration.

P. The signed Delegate ReportAuthorisation Form to be submittedto ASQA.

Quality Services 1. The University has beengranted delegate status byASQA which allows the




https://federation.edu.au/staff/governance/academic-board/standing-committees/vet-curriculum-and-quality-committee


ACTIVITY RESPONSIBILITY STEPSUniversity to approveamendments to its own Scopeof Registration. ASQA muststill be notified of any additionsusing the Delegate ReportAuthorisation Form.

2. Applications for any addition tothe Scope of Registration doesnot incur a fee.

3. Additions will usually takeapproximately 2 -3 days to beformally added to theUniversity Scope and appearon Training.gov.au.

*Refer to Section J: Exceptions tothe ASQA Delegate Status forfurther information on requirementswhere qualifications are excludedfrom ASQA’s Delegate status.

Q. ASQA to notify University ofextension to Scope.

Quality Services 1. Quality to notify:

• Executive Director

• Manager, Registrar Services

• Director (relevant Faculty)

• Education Manager

R. A confirmation of additions anddeletions of qualifications from theScope of Registration to beprepared and provided toAcademic Board for endorsing.

Quality Services 1. Quality Services to completethe Confirmation of Addition /Removal of QualificationsTemplate with the details asrequired.

2. Confirmation of Addition /Removal of QualificationsTemplate and the VCQCExtract of Minutes to beforwarded to Academic Boardfor endorsing.

S. Undertake qualificationimplementation processes

Education Manager / Co-ordinator 1. Load all qualificationdocumentation into ECM

2. Refer to VET QualificationDelivery Procedure.

3. All superseded documentationshould be retained as per theUniversity’s RecordManagement Procedure.

4. Update Course Finder andmarketing material.

T. Update Student ManagementSystem

Registrar Services 1. Refer to qualificationdocumentation in ECM, upload




https://policy.federation.edu.au/learning_and_teaching/academic_programs_and_courses/delivery_of_a_tafe_course/ch01.php


ACTIVITY RESPONSIBILITY STEPSprogram and unit data intoStudent Management System.

2. Liaise with Finance regardingapproved fees and updatesystem.

3. Notify relevant stakeholders,eg Marketing, Faculty,graduation.

4. Run queryUB_VET_COURSELIST_FORM (Group Data Form) andemail to School to requestteaching groups be set up forrelevant cohorts.

U. Update Statute 5.1 - The Schedule Registrar Services 1. Once endorsed by AcademicBoard, update Schedule 5.1and 5.1.1. Extract of Minutesforwarded to RegistrarServices by Academic BoardExecutive Officer.

2. Confirm approved programsare listed on the Scope ofRegistration. If a Program hasnot been added to the Scopecontact Quality Services forclarification.

3. Amend Schedule 5.1 / 5.1.1data spreadsheet.

4. Forward document to LegalServices for publication onLegislation webpage.

5. Send VET Schedule 5.1Amendments summary toVCQC for noting.

V. Add additional units to program Education Manager 1. Review qualification rules anddelivery requirements.

2. Identify units to be added forcredit transfer only. These unitwill not be delivered as part ofthe qualification.

W. Update Student ManagementSystem

Registrar Services 1. Confirm new unit is included inmost recent version of thedelivery plan in the ECM.

2. Add course to coursecatalogue.

3. Add course to Program MasterList.




ACTIVITY RESPONSIBILITY STEPS4. Do not add units identified as

credit transfer only to theMaster List. Create or add toCredit Transfer List.


B: Adding a New Unit of Competency to Scope

A single unit of competency can be added to the Scope when a Statement of Attainment would be issued after thesuccessful completion of the unit.

A single unit does not have to be added to the Scope it if is:

• Included in a qualification that is already on the scope. By default the University is approved to deliver all units inall qualifications on its Scope.

• When the unit is going to be 'imported' from another Training package and it satisfies the packaging rules forimportation of units.


A. Identify unit. Executive Director / Delegate 1. It may be possible to use anexisting unit from anotherqualification.

2. Check packaging rules, and ifthey allow for the unit to be"imported" it does not need tobe added to the Scope.

B. Access unit from training packageor curriculum document todetermine capacity to deliver.

Executive Director / Delegate 1. Curriculum documentation mayinclude:




2. There are no licensing fees todeliver Victorian crowncopyright qualifications withinVictoria. Where the State ofVictoria is the copyright owneryou can download thequalification documentationfrom the Department ofEducation Training - TrainingSupport Network or purchase




ACTIVITY RESPONSIBILITY STEPSfrom Curriculum MaintenanceManager (CMM).


C. Ensure prerequisites and co-requisites can be met.


1. Some units require other unitsto be completed either prior orat the same time, these mustbe taken into considerationwhen adding individuals unitsof competency to Scope.

D. Complete the forms below andsubmit to Faculty Board forapproval:

• Trainer Skills Matrix (VET);

• Training and AssessmentStrategy – Parts A and B;

• A completed Assessment Toolmust be provided for the unit.


1. Education Managers areresponsible for the completionof their own programdocumentation. This includesthe Training and AssessmentStrategy – Parts A and B, theTrainer Skills Matrix (VET) andall Assessment Tools.


3. If approved, Faculty to submitthe complete application andthe Faculty Board Minutes tothe VET Curriculum andQuality Committee forconsideration.


E. • Submit the completedapplication to the VETCurriculum and QualityCommittee for approval:


• Training and AssessmentStrategy – Parts A and B;

• A completed Assessment Toolmust be provided for the unit.


F. The VET Curriculum and QualityCommittee to consider application.







http://policy.federation.edu.au/forms.php?book_id=171




http://policy.federation.edu.au/forms.php?book_id=171




G. DVCA to sign:

• Delegate Report



H. Quality Services to processapplications for additions to Scopethrough ASQANet.



3. Applications should beprocessed in accordance withQuality Services 'ASQANetUser Guide'. The User Guideprovides step-by-stepinstructions on the adding orremoving of qualifications fromthe University's Scope ofRegistration.

I. The signed Delegate ReportAuthorisation Form to be submittedto ASQA.

Quality Services 1. The University has beengranted delegate status byASQA which allows theUniversity to approveamendments to its own Scopeof Registration. ASQA muststill be notified of any additionsusing the Delegate ReportAuthorisation Form.



J. ASQA to notify University ofextension to Scope.







ACTIVITY RESPONSIBILITY STEPS• Director (relevant Faculty)


K A confirmation of additions anddeletions of units from the Scopeof Registration to be prepared andprovided to Academic Board fornoting.

Quality Services 1. Academic Secretariat toprovide an extract of minutesfrom each VCQC meeting toQuality Services detailing anyunits that were added orremoved to / from the Scope ofRegistration at the meeting.

2. Quality Services to completethe Confirmation of Addition /Removal of Units Templatewith the details as required.

3. Confirmation of Addition /Removal of Units Templateand the VCQC Extract ofMinutes to be forward toAcademic Board for noting.

L. Update VET Unit / CourseRegister.

Registrar Services 1. Update VET Unit/CourseRegister.

2. (Units are not added toSchedule 5.1 but are listed onthe VET Unit/Course Register)

M. Update Student ManagementSystem

Registrar Services 1. Add course to coursecatalogue.


3. Run queryUB_VET_COURSELIST_FORM for Group data form to Exceland email to school.

C: Transition Arrangements for Equivalent Superseded Qualifications

This section applies when an existing qualification on Scope has been superseded by a new qualification which isdeemed equivalent to the existing qualification.

If the training package information indicates that a new qualification is non-equivalent to the superseded version,then the Faculty will need to follow the steps as set out in this procedure under Section D: Transition Arrangementsfor Non – Equivalent Superseded Qualifications.

Information on how to enrol continuing students in a superseded qualification refer to the VET EnrolmentProcedure.

ASQA will automatically add new equivalent qualifications to the University’s Scope of Registration. Newqualifications will not be available for enrolments until approval from the VET Curriculum and Quality Committee isreceived and the qualification has been added to the Student Management System.

The transition period for superseded / expired qualifications must not exceed 12 months without formal writtenASQA approval.




https://policy.federation.edu.au/student_services_and_administration/enrolment/enrolments/ch02.php



A. Identify the qualification to betransitioned on the Scope ofRegistration.

Executive Director / Delegate 1. Education Manager to obtaincopy of the new TrainingPackage demonstrating thesuperseded and newqualifications are equivalent.

2. If the Training Packagedemonstrates that thesuperseded and newqualifications are notequivalent, see Section D:Transition Arrangements forNon-Equivalent SupersededQualifications.

B. Quality Services will notifyFaculties when ASQA has addednew versions of equivalentsuperseded qualifications to theUniversity’s Scope of Registration.

Quality Services 1. Quality will send emailnotification to:

• Relevant Education Manager




2. The new qualification will notbe available for enrolmentsuntil approval from the VETCurriculum and QualityCommittee is received and thequalification is added toSchedule 5.1.

C. Obtain current Training PackagePurchasing Guide or curriculumdocumentation.


1. Curriculum documentation mayinclude:





3. There are no licensing fees todeliver Victorian crowncopyright qualifications withinVictoria. Where the State ofVictoria is the copyright owneryou can download thequalification documentationfrom the Department ofEducation and Training -Training Support Network or




ACTIVITY RESPONSIBILITY STEPSpurchase from CurriculumMaintenance Manager (CMM).


5. Education Managers mustconfirm the equivalency ofeach individual unit to ensurethe accurate mapping of theold qualification to the new.

D. If a qualification that has beenautomatically added to theUniversity’s Scope by ASQA isdeemed to be not required, theprocess to have it removed shouldcommence.


1. For the removal ofqualifications refer to SectionE: Removing a Qualification orUnit of Competency.

E. Commencing Enrolments Executive Director / EducationManager

1. Once the Training Packagehas been endorsed all newenrolments should be in thenew qualification. Facultiesmust not enrol new students orcommence delivery in anysuperseded qualifications.

F. Continuing Enrolments Executive Director / EducationManager

1. The Faculty is responsible forproviding students with timelyand adequate advice andguidance in relation totransition. Where possiblecurrently enrolled studentsshould be given the opportunityto transfer to the newqualification. However, beforemaking this decision, considerthe proportion of thequalification that has beencompleted by the student andthe degree of alignment. Further information onTransition and Teach-out canbe found in the VETQualification DeliveryProcedure.

G. Transition / Teach-out ofContinuing Students.


1. Faculties must begin theprocess of transition and teach-out as soon as a qualificationhas been superseded. Thisallows any student who wishesto continue in the old







ACTIVITY RESPONSIBILITY STEPSqualification 12 months tocomplete and the remainingstudents to be transferredimmediately into thereplacement qualification.

2. Any students who have electedto continue in the supersededqualification who do notcomplete within the 12 monthtransition period must betransferred to the newqualification.

3. After the 12 month transitionperiod, ASQA automaticallyremoves supersededqualifications from theUniversity’s Scope ofRegistration.

H. Complete the documents below:






1. The Faculty must be able toprovide evidence as per theStandards for NVR RegisteredTraining Organisations 2015and the VET Funding Contract.





I. Submit the documents below toFaculty Board for approval:






http://www.asqa.gov.au/about-asqa/national-vet-regulation/vet-quality-framework.html

http://www.asqa.gov.au/about-asqa/national-vet-regulation/vet-quality-framework.html

ACTIVITY RESPONSIBILITY STEPS• Training and Assessment

Strategy – Part A and B




Faculty Board 2. If approved, Faculty to submitthe complete application andthe Faculty Board Minutes tothe VET Curriculum andQuality Committee forconsideration.


J. Submit the completed applicationto VET Curriculum and QualityCommittee for approval:






2. Note: Approved programs willbe forwarded to AcademicBoard and Council for additionto Schedule 5.1.

K. The VET Curriculum and QualityCommittee to consider application.




3. The VET Curriculum andQuality Committee adviseQuality Services of outcome.

L. Undertake qualificationimplementation processes.

Education Manager 1. A qualification with equivalentsuperseded qualifications mustbe registered on CRICOS as anew qualification before it canbe delivered to internationalstudents onshore in Australia.Refer CRICOS Registration forVET Programs Procedure.

2. Load all qualificationdocumentation into ECM


4. All superseded documentationshould be retained as per the












ACTIVITY RESPONSIBILITY STEPSUniversity’s RecordManagement Procedure.


M. Expired Qualifications. Quality Services / RegistrarServices

1. When a qualification has beensuperseded, Quality Serviceswill forward the details toRegistrar Services where thatqualification will be restricted toprevent any new enrolmentstaking place without writtenpermission from the DVCA.

N. Quality Services to adviseRegistrar Services when newqualifications can be added to theStudent Management System forenrolments.

Quality Services 1. Qualifications are not availablefor enrolment until such time asRegistrar Services has beenadvised that documentation ofany new qualifications hasbeen approved through theappropriate Committee.

O. Update Student ManagementSystem

Registrar Services 1. Refer to qualificationdocumentation in ECM, uploadprogram and unit data intoStudent Management System.



P. A confirmation of additions anddeletions of qualifications from theScope of Registration to beprepared and provided toAcademic Board for endorsing.



Q. Update Statute 5.1 - The Schedule Registrar Services 1. Once endorsed by AcademicBoard, Update Schedule 5.1and 5.1.1. Extract of Minutesforwarded to RegistrarServices by Academic BoardExecutive Officer.

2. Confirm approved programsare listed on the Scope ofRegistration. If a Program has




ACTIVITY RESPONSIBILITY STEPSnot been added to the Scopecontact Quality Services forclarification.



R. Add additional units to program Education Manager 1. Review qualification rules anddelivery requirements.


S. Update Student ManagementSystem


2. Add course to coursecatalogue.


4. Do not add units identified ascredit transfer only to theMaster List. Create or add toCredit Transfer List.


D: Transition Arrangements for Non-Equivalent Superseded Qualifications

This section applies when a qualification has been superseded and the new qualification is deemed non-equivalent. In these circumstances the curriculum needs to be reassessed to ensure it can still be delivered.

The transition period for superseded / expired qualifications must not exceed 12 months without formal writtenASQA approval.


A. Identify the qualification to betransitioned on the Scope ofRegistration.


1. Education Manager / Co-ordinator to obtain copy of thenew Training Packagedemonstrating the supersededand new qualifications are notequivalent.




ACTIVITY RESPONSIBILITY STEPS2. If the superseded and new

qualifications are deemedequivalent, see Section C:Transition Arrangements forEquivalent SupersededQualifications

B. Ensure the qualification is notalready on the Scope.


1. Refer: www.training.gov.au, theUniversity RTO number is4909.

C. Obtain current Training PackagePurchasing Guide or curriculumdocumentation.


1. Curriculum documentation mayinclude:





3. There are no licensing fees todeliver Victorian crowncopyright qualifications withinVictoria. Where the State ofVictoria is the copyright owneryou can download thequalification documentationfrom the Department ofEducation and Training -Training Support Network orpurchase from CurriculumMaintenance Manager (CMM).


D. Complete the documents belowand submit to Faculty Board forapproval:



• Two completed AssessmentTools must be provided – thesetools must be from two differentunits within the qualification, one


Faculty Board

1. Education Managers areresponsible for the completionof their own programdocumentation. This includesthe Training and AssessmentStrategy, the Trainer SkillsMatrix and all AssessmentTools.

2. The TAS Part B – DeliveryPlan should be completed andsubmitted for the same two





ACTIVITY RESPONSIBILITY STEPSunit should be, if possible, a highrisk unit.


units that the AssessmentTools are being provided.


4. If approved, Faculty Board torefer too Faculty to submit thecompleted application and theFaculty Board Minutes to VETCurriculum and QualityCommittee for consideration.




E. Submit the completed applicationto the VET Curriculum and QualityCommittee for approval:


• Training and AssessmentStrategy;

• Faculty Board Minutes; and




Note: Approved programs will beforwarded to Academic Board andCouncil for addition to Schedule5.1.

F. The VET Curriculum and QualityCommittee to consider application.












G. Executive Officer, VET Curriculumand Quality Committee to notifyQuality Services of approval.

Executive Officer, VET Curriculumand Quality Committee

1. Send extract to QualityServices notifying of approval.

H. DVCA to sign:

• Delegate Report



I. Quality Services to processapplications for additions to Scopethrough ASQANet.




J. The signed Delegate ReportAuthorisation Form to be submittedto ASQA.








K. ASQA to notify University ofextension to Scope.






L. A confirmation of additions anddeletions of qualifications from theScope of Registration to beprepared and provided toAcademic Board for endorsing



M. Undertake qualificationimplementation processes

Education Manager / Co-ordinator 1. Load all qualificationdocumentation into ECM



4. A qualification with non-equivalent supersededqualifications must beregistered on CRICOS as anew qualification before it canbe delivered to internationalstudents onshore in Australia.Refer CRICOS Registration ofVET Programs Procedure.


N. Expired Qualifications. Quality Services / RegistrarServices

1. When a qualification has beensuperseded, Quality Serviceswill forward the details toRegistrar Services where thatqualification will be restricted toprevent any new enrolmentstaking place without writtenpermission from the DVCA.

O. Quality Services to adviseRegistrar Services when newqualifications can be added to theStudent Management System forenrolments.

Quality Services 1. Qualifications are not availablefor enrolment until such time asRegistrar Services has beenadvised that documentation ofany new qualifications has










ACTIVITY RESPONSIBILITY STEPSbeen approved through theappropriate Committee.

P. Update Student ManagementSystem

Registrar Services 1. Refer to qualificationdocumentation in ECM, uploadprogram and unit data intoStudent Management System

2. Liaise with Finance regardingapproved fees and updatesystem

3. Notify relevant stakeholders,eg Marketing, Faculty,graduation


Q. Update Statute 5.1 - The Schedule Registrar Services 1. Once endorsed by AcademicBoard, Update Schedule 5.1and 5.1.1. Extract of Minutesforwarded to RegistrarServices by Academic BoardExecutive Officer

2. Confirm approved programsare listed on the Scope ofRegistration. If a Program hasnot been added to the Scopecontact Quality Services forclarification

3. Amend Schedule 5.1 / 5.1.1data spreadsheet

4. Forward document to LegalServices for publication onLegislation webpage

5. Send VET Schedule 5.1Amendments summary toVCQC for noting

R. Add additional units to program Education Manager 1. Review qualification rules anddelivery requirements.

2. Identify units to be added forcredit transfer only. These unitswill not be delivered as part ofthe qualification.

S. Update Student ManagementSystem





ACTIVITY RESPONSIBILITY STEPS2. Add course to course

catalogue.


4. Do not add units identified ascredit transfer only to theMaster List. Create or add toCredit Transfer List.

5. Run queryUB_VET_COURSELIST_FORM for Group data form to Exceland email to school.

T. Commencing Enrolments. Executive Director / EducationManager

1. Once the Training Packagehas been endorsed all newenrolments should be in thenew qualification. Facultiesmust not enrol new students orcommence delivery in anysuperseded qualifications.

U. Continuing Enrolments. Executive Director / EducationManager

1. The Faculty is responsible forproviding students with timelyand adequate advice andguidance in relation totransition. Where possiblecurrently enrolled studentsshould be given the opportunityto transfer to the newqualification. However, beforemaking this decision, considerthe proportion of thequalification that has beencompleted by the student andthe degree of alignment.

V. Transition / Teach-out ofContinuing Students.


1. Faculties must begin theprocess of transition and teach-out as soon as a qualificationhas been superseded. Thisallows any student who wishesto continue in the oldqualification 12 months tocomplete and the remainingstudents to be transferredimmediately into thereplacement qualification.

2. Any students who have electedto continue in the supersededqualification who do notcomplete within the 12 monthtransition period must be




ACTIVITY RESPONSIBILITY STEPStransferred to the newqualification.

3. After the 12 month transitionperiod, ASQA automaticallyremoves supersededqualifications from theUniversity’s Scope ofRegistration.

E: Removing a Qualification or Unit of Competency from Scope

ASQA will not automatically amend an RTO's Scope of Registration in response to changes to qualifications. Theexceptions are:

• Superseded qualifications are automatically removed after the 12 month transition period from theUniversity’s Scope of Registration

• New equivalent qualifications are automatically added to the University’s Scope of Registration.

Use this section to remove current qualifications / units of competency the Faculty / Centre no longer intends todeliver.


A. Identify the qualification or unit tobe removed from the Scope andcomplete the following:

• Removal from Scope ofRegistration (VET) Form; and

• Removal from Scope ofRegistration Impact Statementsfor All Schools & Centres (VET)


1. Qualifications / units may beremoved at any time during theyear.

2. Registrar Services to confirmthat there are no currentenrolments in the qualificationprior to submitting anapplication for removal.

B. Distribute to all Faculties thefollowing to determine potentialimpacts if the qualification isremoved from Scope:

• Removal from Scope ofRegistration Impact Statementsfor All Schools & Centres (VET).


1. Distribute Removal from Scopeof Registration ImpactStatements for All Faculties &Centres (VET) to all Faculties.

C. Respond to Removal from Scopeof Registration Impact Statementsfor All Schools & Centres (VET)

Relevant Deans / ExecutiveDirectors

1. Completed Impact Statementshould be returned within 5working days.

D. Respond to any identified impacts. Dean / Executive Director 1. Any issues raised within theImpact Statements must beaddressed at this stage.

E. Complete qualification / unitadministration processes to ceasedelivery.


1. Remove qualification fromCourse Finder.

2. Qualification / unit records areto be stored in accordance with




ACTIVITY RESPONSIBILITY STEPSthe University’s RecordManagement Procedure.

F. Submit the forms below to FacultyBoard for approval:





2. If approved, Faculty / School tosubmit the completeapplication and the FacultyBoard Minutes to VETCurriculum and QualityCommittee for consideration.

3. If approved and qualification isdelivered to internationalstudents onshore in Australia,contact CUP with a request towithdraw the qualification fromthe CRICOS Register.Qualifications must bewithdrawn from the CRICOSRegister before an applicationfor removal from Scope ofRegistration can be submittedto ASQA.

4. Confirmation from CUP thatCRICOS registration has beenremoved for the qualification.

G. Submit the completed applicationto the VET Curriculum and Quality Committee for approval:


• Removal from Scope ofRegistration Impact Statementsfor All Schools & Centres (VET);and

• Faculty Board Minutes.

Faculty Board 1. Documentation must besubmitted through theUniversity’s approved recordsmanagement system.

H. VET Curriculum and QualityCommittee to consider application.



2. Registrar Services to confirmwhether qualification has anyactive enrolments.


4. If approved, qualification / unitto be closed to futureenrolments in the studentmanagement system.




http://policy.federation.edu.au/information_management_and_infrastructure/records_management/records_framework/ch02.php







I. Executive Officer, VET Curriculumand Quality Committee to notifyQuality Services if application isapproved.


1. Send extract to QualityServices and RegistrarServices notifying of approval.

J. DVCA to sign:

• Delegate Report



K. Quality Services to processapplications for additions to Scopethrough ASQANet.




L. The signed Delegate ReportAuthorisation Form to be submittedto ASQA.


2. Applications for anyamendment to the Scope ofRegistration does not incur afee.

3. Amendments will usually takeapproximately 2 -3 days to beformally added to the




ACTIVITY RESPONSIBILITY STEPSUniversity Scope and appearon Training.gov.au.

M. ASQA to notify University ofamendment to Scope.






N. A confirmation of additions anddeletions of qualifications from theScope of Registration to beprepared and provided toAcademic Board for endorsing.

Quality Services 1. Academic Secretariat toprovide an extract of minutesfrom each VCQC meeting toQuality Services detailing anyqualifications that were addedor removed to / from the Scopeof Registration at the meeting.

2. Quality Services to completethe Confirmation of Addition /Removal of QualificationsTemplate with the details asrequired.


O. Update Statute 5.1 - TheSchedule.

Registrar Services 1. Once endorsed by AcademicBoard, Update Schedule 5.1and 5.1.1. Extract of Minutesforwarded to RegistrarServices by Academic BoardExecutive Officer.

2. Confirm approved programshave been removed from theScope of Registration. If aProgram has not beenremoved contact QualityServices for clarification.



5. Send VET Schedule 5.1Amendments summary toVCQC for noting.

P. Update Student ManagementSystem

Registrar Services 1. Update last admit term, teachout dates and other AIR items




ACTIVITY RESPONSIBILITY STEPSto reflect program has beenremoved from Scope.

F: Notification of Commencement of Delivery Outside of Victoria (Interstate orInternational)

The University can deliver a qualification / unit in other states and territories in Australia and overseas if it is on itsScope. The University must notify ASQA within a reasonable time frame of commencing delivery or assessmentoutside of Victoria.

This procedure outlines the process for informing ASQA of delivery outside of Victoria, it does not detail Universityprocesses for ensuring compliance with the NVR Standards for RTOs or ESOS.


A. Check qualification / unit is onScope and determine capacity todeliver qualification / unit interstateor overseas.


1. Refer: www.training.gov.au, theUniversity’s RTO number is4909.

B. Complete and forward thefollowing form to the ExecutiveDirector to endorse:

• Notification of Amendment toDelivery Locations


1. International registration ofqualifications requiresCRICOS, refer to the CRICOSRegistration of VET ProgramsProcedure.

C. Submit the form below to FacultyBoard for approval:




2. If approved, Faculty to submitthe application and the FacultyBoard Minutes to DVCA forconsideration.

D. Submit the following to the VETCurriculum and Quality Committeefor approval:

• Notification of Amendment toDelivery Locations; and


Faculty Board Executive Officer 1. VET Curriculum and QualityCommittee to consider theapplication.

2. If approved, VCQC to forwardthe documentation to QualityServices for processing.

E. Submit the following to DVCA forapproval and signing:

• Notification of Amendment toDelivery Locations;

• Faculty Board Minutes; and

• Declaration by Chief ExecutiveOfficer

Quality Services 1. DVCA to consider theapplication.

2. If approved, DVCA to forwardthe documentation to QualityServices for processing.

F. Forward approved documents toQuality Services for processingwith ASQA:

DVCA 1. Quality Services to check toensure documentation hasbeen completed appropriately.








ACTIVITY RESPONSIBILITY STEPS• Notification of Amendment to

Delivery Locations; and


G. Quality Services to processapplications for amendments toScope through ASQANet.

Quality Services 1. Any amendments to theUniversity's Scope ofRegistration must beprocessed through ASQA's on-line registration system(ASQANet), which is accessedthrough the ASQA web site at:http://www.asqa.gov.au/.

2. The University has a registeredpassword for accessingASQANet which is held byQuality Services whichprocesses all applications foradding / deleting or amendingitems on the University's Scopeof Registration.


H. ASQA to notify University ofamendment to Scope.






I. Update Student ManagementSystem

Registrar Services 1. Update to add new deliverylocation to teaching groups.

G: Notification of Ceasing Delivery Outside of Victoria (Interstate or International)

The University must inform ASQA within a reasonable time frame of ceasing delivery or assessment outside ofVictoria.


A. Determine the qualification /unit that is no longer beingdelivered or assessed outside ofVictoria.


1. All stakeholders should beconsulted to determine whetherthe qualification / unit is no




ACTIVITY RESPONSIBILITY STEPSlonger being delivered orassessed outside of Victoria.

B. Complete the following andindicate on the form the deliverylocations that are to be removedfor the qualification / unit:



1. The completed form should beforwarded to the ExecutiveDirector to be endorsed.

C. Once endorsed by the ExecutiveDirector, the form is forwarded tothe DVCA for approval andsigning:



Executive Director 1. Documentation should be sentto Faculty Board for noting.

2. DVCA to consider theapplication.

3. If approved, DVCA to forwardthe documentation to QualityServices for processing.

D. Forward approved documents toQuality Services for processingwith ASQA:

• Notification of Amendment toDelivery Locations; and


DVCA 1. Quality Services will confirmreceipt of documentation.

E. Quality Services to processapplications for amendments toScope through ASQANet.

Quality Services 1. Any amendments to theUniversity's Scope ofRegistration must beprocessed through ASQA's on-line registration system(ASQANet), which is accessedthrough the ASQA web site at:http://www.asqa.gov.au/.

2. The University has a registeredpassword for accessingASQANet which is held byQuality Services whichprocesses all applications foradding / deleting or amendingitems on the University's Scopeof Registration.






F. ASQA to notify University ofamendment to Scope.






2. Interstate or internationaldelivery locations will beremoved from qualification /unit listing on the University’sScope onwww.training.gov.au.

G. Update Student ManagementSystem

Registrar Services 1. Ensure no teaching groups areset up for delivery location.

H: Regular Review of the Scope

Faculties should continually monitor and review all qualifications on the Scope.

To assist with this, Quality Services provides a regular status update on the University’s Scope of Registration.


A. Scope of Registration StatusReport, available through ECM.

Quality Services 1. Status Report includes:

• Current status ofqualifications; and

• Current enrolment data.

B. Recommendations for action byExecutive Directors / EducationManagers.

Faculty Board 1. Proposed amendments toScope to be forwarded to theFaculty Boards for approval.

C. Complete paperwork to extend,amend or remove from the Scope.


1. Section A: Adding a NewQualification.

2. Section B: Adding a New Unitof Competency.

3. Section C: TransitionArrangements for EquivalentSuperseded Qualifications.

4. Section D: TransitionArrangements for Non –Equivalent SupersededQualifications.

5. Section E: Removing aQualification or Unit ofCompetency.

6. Section F: Transition andTeach-out.

7. Section G: Notification ofCommencement of Delivery





ACTIVITY RESPONSIBILITY STEPSOutside of Victoria (Interstateor International).

8. Section H: Notification ofCeasing Delivery Outside ofVictoria (Interstate orInternational).

I: Victorian Certificate of Applied Learning (VCAL)

The University also has a State Register which is administered by the Victorian Registration & QualificationsAuthority (VRQA). This State Register provides details of units / qualifications that are authorised by the VRQA fordelivery only in Victoria and the campuses that these units / qualifications are registered at.

Currently the only qualifications listed on the VRQA State Register are for VCAL as these are state based andissued qualifications.

The State Register can be amended similarly to the National Scope of Registration through ASQA. Qualificationscan be added or removed by lodging a request with the regulatory body.

All amendments to the State Register need to be submitted using Form B: Amending the Scope of Registration,these amendments include:

1. To add new scope items or non-equivalent training package products or accredited course to scope.

2. To add equivalent training package products without a standing application to scope.

3. To remove items from scope.

VCAL qualifications are not issued by the University and are not added to Schedule 5.1

Adding New Scope Items - Non-equivalent / Equivalent Training PackageProducts or Accredited Courses


A. Identify the qualification to beadded to the State Register.

Executive Director / Delegate 1. Ensure the qualification is notalready on the State Register.

2. Refer: http://www.vrqa.vic.gov.au

B. Obtain current curriculumdocumentation.

Executive Director / Delegate 1. Current VCAL curriculumdocumentation and informationis available from the VictorianCurriculum and AssessmentAuthority (VCAA).


C. Complete the forms below todetermine capacity to deliverqualification:


1. The Faculty must be able toprovide evidence as per theStandards for Registered




http://www.vrqa.vic.gov.au/StateRegister/Search.aspx/Search?SearchType=0

http://www.vrqa.vic.gov.au/StateRegister/Search.aspx/Search?SearchType=0

http://www.vcaa.vic.edu.au/



ACTIVITY RESPONSIBILITY STEPS• Qualification Concept &

Business Case (VET) Form;


• Course Viability Analysis (CVA)(VET) Form; and

• Impact Statements.

Training Organisations 2015and the VET Funding Contract.

2. Data Analysis and Reportingmay assist with providing loadand demand data for theQualification Concept &Business Case (VET) Form.

3. Finance may assist withdevelopment of financial datafor the Course ViabilityAnalysis (CVA) (VET) Form.

4. A qualification must beregistered on CRICOS before itcan be delivered tointernational students onshorein Australia. Refer to CRICOSRegistration of VET ProgramsProcedure.

D. Distribute the following todetermine potential impacts onother areas of the University if thequalification is introduced:

• Qualification Concept &Business Case (VET) Form; and

• Impact Statements.

The Course Viability Analysis(CVA) (VET) Form and TAS is notrequired to be distributed.


1. Distribute QualificationConcept & Business Case(VET) form and ImpactStatements to:





• Pro Vice-Chancellor, Centrefor University Partnerships(CUP)



E. Respond to Qualification Concept& Business Case (VET) Form andImpact Statements.



F. Respond to any identified impacts. Executive Director / EducationManager


G. Faculty Board to considerapplication.




Faculty Executive Officer 1. If approved, Faculty tocomplete the submission toUniversity Program ApprovalCommittee.








ACTIVITY RESPONSIBILITY STEPS• Impact Statements

H. Endorse and forward completedapplication to the UniversityProgram Approval Committee forapproval:




• Impact Statements

Executive Director 1. Documentation to be added toUPAC agenda forconsideration.

I. The University Program ApprovalCommittee to consider application.

University Program ApprovalCommittee

1. Faculty to be notified within 3days of the outcome.

2. If approved, Faculty tocomplete the submission toFaculty Board and VETCurriculum and QualityCommittee.

3. If not approved, Faculty to benotified of reasons for rejection.

J. Complete the documents belowand submit to Faculty Board forapproval:

• Form B: Amending the Scope ofRegistration





1. Education Managers areresponsible for the completionof their own qualificationdocumentation. This includesthe Training and AssessmentStrategy – Parts A and B, theTrainer Skills Matrix (VET) andall Assessment Tools.




5. If approved, Faculty to submitthe complete applicationdocumentation and the FacultyBoard Minutes to the VETCurriculum and QualityCommittee for consideration.




ACTIVITY RESPONSIBILITY STEPS6. If not approved, Education

Manager to be notified ofreasons for rejection.

K. Submit the completed applicationto VET Curriculum and QualityCommittee for approval:

• Form B: Amending the Scope ofRegistration

• Faculty Board Extract of Minutes





L. VET Curriculum and QualityCommittee to consider application.




M. VET Curriculum and QualityCommittee Executive Officer tonotify Quality Services ifapplication is approved.

Executive Officer, VET CurriculumQuality Committee

1. Send extract to QualityServices notifying of approvalof qualifications.

N. DVCA to sign Form B: Amendingthe Scope of Registration

Quality Services / DVCA 1. Quality Services to arrange forDVCA to sign Form B:Amending the Scope ofRegistration.

O. Quality Services to lodgeapplications for additions to Scopeto the VRQA.

Quality Services 1. The forms listed below to besubmitted to VRQA -

• Form B: Amending theScope of Registration



• Two completed AssessmentTools must be provided –these tools must be from twodifferent units within thequalification, one unit shouldbe, if possible, a high riskunit.

2. This documentation must besubmitted to:Victorian








ACTIVITY RESPONSIBILITY STEPSRegistration and QualificationsAuthority, GPO Box2317,Melbourne Victoria 3001

3. This documentation must besubmitted electronically in PDFformat on a USB drive.

P. Upon receipt of Form B andsupporting evidence, the VRQAwill send out an invoice for theapplication.

Quality Services 1. The invoice for the addition ofqualifications will be sent toQuality’s email address.

2. Fees are due and payablewithin 14 days.

3. Application fees are non-refundable.

4. Applications will not beassessed until invoices havebeen paid.

5. No fees are charged forapplications to add equivalentqualifications and no evidenceof readiness to deliver trainingis required to be submitted withthe application as long as theapplication is made within thetraining package transitionperiod.

Q. Once payment for the applicationhas been received, applicationsare assessed using a proportionalrisk-based approach.

Quality Services 1. An assessment may involve adesk review or a site auditdepending on the risk profileand / or the qualification beingapplied for.

2. The desk review process cantake approximately four to sixweek from the date the VRQAreceives payment.

3. If it is determined that a siteaudit is required, a VRQAauditor will contact QualityServices to schedule an auditdate.

R. VRQA to notify University ofextension to Scope.






S. A confirmation of additions anddeletions of qualifications from theState Register to be prepared and

Quality Services 1. Quality Services to completethe Confirmation of Addition /Removal of Qualifications




ACTIVITY RESPONSIBILITY STEPSprovided to Academic Board forendorsing.

Template with the details asrequired.


T. Add additional units to program Education Manager 1. Review qualification rules anddelivery requirements.


U. Undertake qualificationimplementation processes

Education Manager 1. Load all qualificationdocumentation into ECM




V. Update Student ManagementSystem

Registrar Services 1. Refer to qualificationdocumentation in ECM, uploadprogram and unit data intoStudent Management System.




Removing Scope Items


A. Identify the qualification or unit tobe removed from the Scope andcomplete the following:


1. Qualifications / units may beremoved at any time during theyear.






ACTIVITY RESPONSIBILITY STEPS• Form B: Amending the Scope of

Registration


2. Registrar Services to confirmthat there are no currentenrolments in the qualificationprior to submitting anapplication for removal.

B. Distribute to all Faculties thefollowing to determine potentialimpacts if the qualification isremoved from Scope:

• Removal from Scope ofRegistration Impact Statementsfor All Schools & Centres (VET).


1. Distribute Removal from Scopeof Registration ImpactStatements for All Faculties &Centres (VET) to all Faculties.

C. Respond to Removal from Scopeof Registration Impact Statementsfor All Schools & Centres (VET)

Relevant Deans / ExecutiveDirectors

1. Completed Impact Statementshould be returned within 5working days.

D. Respond to any identified impacts. Dean / Executive Director 1. Any issues raised within theImpact Statements must beaddressed at this stage.

E. Complete qualification / unitadministration processes to ceasedelivery.


1. Remove qualification fromCourse Finder.

2. Qualification / unit records areto be stored in accordance withthe University’s RecordManagement Procedure.

F. Submit the forms below to FacultyBoard for approval:

• Form B: Amending the Scope ofRegistration; and




2. If approved, Faculty to submitthe complete application andthe Faculty Board Minutes toVET Curriculum and QualityCommittee for consideration.

G. Submit the completed applicationto the VET Curriculum and Quality Committee for approval:

• Form B: Amending the Scope ofRegistration;

• Removal from Scope ofRegistration Impact Statementsfor All Schools & Centres (VET);and


Faculty Board 1. Documentation to be added tothe VCQC agenda forconsideration.









ACTIVITY RESPONSIBILITY STEPS2. Registrar Services to confirm

whether qualification has anyactive enrolments.


4. If approved, qualification / unitto be closed to futureenrolments in the studentmanagement system.

I. Executive Officer, VET Curriculumand Quality Committee to notifyQuality Services if application isapproved.


1. Send extract to QualityServices and RegistrarServices notifying of approval.

J. DVCA to sign Form B: Amendingthe Scope of Registration

Quality Services / DVCA 1. Quality Services to arrange forDVCA to sign Form B:Amending the Scope ofRegistration.

K. Quality Services to lodgeapplications for additions to Scopeto the VRQA.

Quality Services 1. The completed Form B:Amending the Scope ofRegistration should besubmitted to:[email protected]

2. Application fees do not applyfor the removal of items fromthe Scope.

L. VRQA to notify University ofextension to Scope.






M. A confirmation of additions anddeletions of qualifications from theScope of Registration to beprepared and provided toAcademic Board for endorsing.



N. Update Student ManagementSystem

Registrar Services 1. Update last admit term, teachout dates and other AIR itemsto reflect program has beenremoved from Scope.




mailto:[email protected]

J: Exceptions to the ASQA Delegate Status

The University has been granted delegate status from ASQA, which allows self-approval of amendments to itsScope of Registration. ASQA must be notified of any additions or deletions using the Delegate ReportAuthorisation Form.

There are exceptions to the authority the University has in its delegate status which means that there arequalifications that require approval by ASQA prior to being added to its Scope of Registration.

Due to the inherent risk involved with particular qualifications ASQA has removed the delegate status from thesequalifications and additional application conditions have been included.

If applying for any qualifications that are not included in the University’s ASQA Delegate authority, Faculty staffshould contact Quality Services to ascertain whether there are any additional application conditions imposed byASQA prior to submitting any application for addition to Scope. These applications to Scope should be treated as ifthey are new and non-equivalent, irrespective of whether they are replacing an existing qualification or not.

K: Changes to Existing Training and Assessment Strategies

A Training and Assessment Strategy (TAS) must be developed for every qualification that is listed on theUniversity’s Scope of Registration; this includes any units or skill sets that have been registered with ASQAindependently to a qualification. A separate TAS is also required for each student cohort.

If at any time following approval of a qualification’s documentation any of the below are amended or modified theTAS must be updated to reflect these alterations:

• the identified cohort or an additional cohort

• the units of competency to be undertaken

• mode of delivery

• the structure of how the qualification will be facilitated

• the assessments to be undertaken to achieve competency (other than assessment content)

• the materials and resources to be used; eg. Introduction of new equipment requiring purchase or change /update to facilities

The TAS Part A and B must be updated to reflect the modifications to training, assessment and delivery. If theteaching staff have changed from the original submission, the Trainer Skills Matrix should also be updated toinclude staffing changes.


A. Identify the Training andAssessment Strategy that requiresreviewing and modifying.

Associate Director / EducationManager

1. Modifications may include:

• the identified cohort or anadditional cohort

• the units of competency tobe undertaken

• mode of delivery

• the structure of how thequalification will be facilitated

• the assessments to beundertaken to achievecompetency (other thanassessment content)




ACTIVITY RESPONSIBILITY STEPS• the materials and resources

to be used; eg. Introductionof new equipment requiringpurchase or change / updateto facilities

B. Relevant amendments to the TASto be incorporated.


1. If the amendments affect thedelivery of the qualification /units then the TAS – Part Bshould also be revised.

2. If the teaching staff havechanged due to anyamendments to the training,assessment or delivery thenthe Trainer Skills Matrix shouldbe updated to include staffingchanges.

C. Amended documentation to besubmitted to the relevant FacultyBoard for approval.


1. A summary of changes to thequalification to be provided withan updated copy of TAS.

D. Approved documentation to beloaded into ECM

Faculty Staff 1. Registrar Services to beprovided with an updated copyof TAS and summary ofchanges to the qualification.

E. Update Student ManagementSystem


L: VET Loans Scheme

VET Student Loans are income contingent loans designed to provide financial support to students to undertakequality training for skills that are aligned to workplace needs.

The Commonwealth government currently determines which qualifications are eligible for the Student LoanScheme and these approved qualifications appear on the VET Student Loans eligible courses list.

It is possible that a student may enrol in a qualification that does not appear on the VET Student Loans eligiblecourses list and may wish to apply for a VET Student Loan. In this case the University would need to submit anapplication to have a particular qualification added to the eligible courses list.

Any queries regarding program approval for the VET Student Loan Scheme should be referred to the Manager,Registrar Services.

Section Two: University VET Training Programs (consisting of Units ofCompetency / Nationally Recognised modules) / Short CoursesPrograms of study designed to meet the specific training needs of an industry or enterprise which do not meet fullvocational outcomes (AQF qualification), but which are comprised solely of nationally endorsed units ofcompetency or nationally recognised modules. Such arrangements must be approved by the relevant Executive




Director of Faculty/School and the VET Curriculum and Quality Committee using the 'FedUni VET ProgramsRegistration Form'.

Relevant units must fit within the packaging rules for qualifications that appear on the University's Scope ofRegistration. Any pre-requisites still must be met as part of any short course consisting of nationally recognisedmodules / units.

Where this option is adopted the group of units / modules should be marketed as a 'Training Program' eg 'TrainingProgram in Header Operations'. These programs should be reviewed on a regular basis to ensure currency.

A student who successfully completes this training option will receive a Statement of Attainment for the nationallyendorsed units of competency or nationally recognised modules. The designated title for the Training Program mayalso be included on the Statement of Attainment.

Refer: FedUni VET Training Program Registration Form.

Section Three: Adding Units / Modules

Endorsed units of competency and / or accredited modules can be added to the delivery of courses or TrainingPackage qualifications without seeking accreditation / approval either at the state or local level provided the unitsare on the University's Scope of Registration. It may be possible to use an existing unit from another qualification;packaging rules should be confirmed to see if they allow a unit to be ‘imported’. If this is the case the unit does notneed to be added to the Scope of Registration.

These additions are not a requirement of the qualification and are optional for student enrolment. Approval for thisoption must be sought from the Executive Director of Faculty/School as there may be funding implications. AStatement of Attainment will be issued for any additional endorsed units of competency and / or accreditedmodules completed.

Refer to Section One, B: Adding a new Unit of Competency.

Section Four: Non-Award and / or Vendor Accredited Programs

Specific clients may require a training program that does not lead to a full vocational outcome (AQF qualification)and where national or state accreditation is not required. Where this training need cannot be met through thedelivery of available nationally accredited units / modules, a program can be internally developed and accredited bythe Academic Board.

Similarly the University may have an arrangement with a vendor to deliver programs that are developed, accreditedand maintained by the vendor. An example of an arrangement to provide a program that has been designed andmaintained by a vendor is the Licenced Electricians Assessment Training.

These programs do not lead to an AQF qualification.


A. Consult with enterprise to discusstraining needs and developrequired program.


1. Determine whether programwill be a Vendor Accredited orNon-Award Program.

B. If decision is to proceed with aVendor Accredited Program, it maybe necessary consult with Legal


1. Formal agreement should be inplace, however maybe initiatedby other party.




ACTIVITY RESPONSIBILITY STEPSOffice to arrange formal agreementfor training delivery.

2. If the University enters into anew Vendor AccreditedProgram Agreement, for aprogram that has notpreviously been delivered,Registrar Services will create anew program code in theStudent Management Systemto enable enrolments.

C. Either the Non-Award or VendorAccredited Program ApprovalForm to be completed anddistributed along with ImpactStatements to determine potentialimpacts on others areas of theUniversity if the qualification isintroduced.


1. Distribute the Non-Award orVendor Accredited ProgramApproval Form with the ImpactStatements to:





• Pro Vice-Chancellor, Centrefor University Partnerships(CUP)



D. Respond to Non-Award or VendorAccredited Program ApprovalForm and the Impact Statements.



E. Respond to any identified impacts. Executive Director / EducationManager


F. Faculty Board to considerapplication.

Faculty Executive Officer 1. If not approved, EducationManager to be notified ofreasons for rejection.

G. Program delivery must beapproved by Faculty Board.

Faculty Board 1. Notification of approval to beforwarded to the VETCurriculum and QualityCommittee


VCQC Executive Officer 1. If not approved, EducationManager to be notified ofreasons for rejection.

I. Program delivery must beapproved by the VET Curriculumand Quality Committee.


1. Documentation to be added tothe VCQC agenda forconsideration.

J. A confirmation of the addition ofany Non-Award and / or VendorAccredited Programs to theUniversity Register to be prepared

Quality Services 1. Academic Secretariat toprovide an extract of minutesfrom each VCQC meeting toQuality Services detailing any




http://policy.federation.edu.au/forms/Vendor-Accredited-Course-Registration-Form_v2_20140416.docx



ACTIVITY RESPONSIBILITY STEPSand provided to Academic Boardfor noting.

Non-Award and / or VendorAccredited Programs that wereadded to the UniversityRegister.

2. Quality Services to completethe Confirmation of Addition ofNon-Award and / or VendorAccredited Programs Templatewith the details as required.

3. Confirmation of Addition ofNon-Award and / or VendorAccredited Programs Templateand the VCQC Extract ofMinutes to the UniversityRegister be forward toAcademic Board for noting.

K. Registrar Services to update theNon-Award Program / VendorAccredited Program Register onthe website.

Executive Officer, VET Curriculumand Quality Committee / RegistrarServices

1. All students must be enrolled inthe University's approvedStudent Management Systemprior to the commencement oftraining.

L. Update Student ManagementSystem





Section Five: Skill Set Training

Nationally Endorsed Skill Sets

Nationally endorsed skill sets are identified in a training package or accredited program.

Training packages include nationally endorsed skills sets which compliment full AQF qualifications. These skill setscan be developed from one or more training packages and are supported by industry before they are nationallyendorsed by the Industry and Skills Council.




If the Training Package containing the required Skills Set is not on Scope, refer to Section One, A. Adding a newqualification.


A. Identify if there is a suitablenationally endorsed skill set.

Associate Directors / EducationManager

1. Refer to relevant trainingpackage

B. Ensure skill set units are withinqualifications on the University’sScope of Registration.



C. Complete Nationally Endorsed SkillSet Registration Form.

Completed form to be forwarded toFaculty Board for approval.


1. Wording for Statement ofAttainment identified onRegistration Form cannot bechanged after registration. Anyamendments require re-registration.

D. Forward approved form andmeeting minutes to ExecutiveOfficer – VET Curriculum andQuality Committee.

Executive Officer - Faculty Board 1. Documentation to be added tothe VCQC agenda forconsideration.

E. The VET Curriculum and QualityCommittee to approve the skill set.

VET Curriculum and QualityCommittee / Registrar Services

1. The skill set to be registered byRegistrar Services.

F. The skill set will be given anapproval number which will beused to process unsealed awards.

Registrar Services 1. Registrar Services will emailthe approval number to theExecutive Director of Faculty.

G. A confirmation of the addition ofany Nationally Endorsed Skill Setsto the University Register to beprepared and provided toAcademic Board for noting.

Quality Services 1. Academic Secretariat toprovide an extract of minutesfrom each VCQC meeting toQuality Services detailing anyNationally Endorsed Skill SetPrograms that were added tothe University Register.

2. Quality Services to completethe Confirmation of Addition ofNationally Endorsed Skill SetPrograms Template with thedetails as required.

3. Confirmation of Addition ofNationally Endorsed Skill SetPrograms Template and theVCQC Extract of Minutes to theUniversity Register be forwardto Academic Board for noting.

H. The approved skill setdocumentation will be placed onthe Skill Sets Register on theUniversity website.

Registrar Services 1. Registrar Services will updatethe Register and forward toAcademic Secretariat to placeon the appropriate website.

I. Update Student ManagementSystem

Registrar Services 1. Refer to qualificationdocumentation in ECM, upload





ACTIVITY RESPONSIBILITY STEPSprogram and unit data intoStudent Management System.




I. Undertake skill set implementationprocesses.

Education Manager Steps for setting up TAFE teachinggroups;

1. Run queryUB_VET_COURSELIST_FORM for Group data form to Excel– Responsible Faculty Staff

2. Fill out Group Data Formincluding teaching groupdescription, year, start dates,end dates, campus anddelivery type - ResponsibleFaculty Staff

3. Email [email protected] -Responsible Faculty Staff

4. Add teaching group to Campus– [email protected] information from GroupData Form into Campus in theAcademic Item Registry (AIR)- [email protected]

5. Attach teaching group toprogram –[email protected] the teaching group toprogram in the Academic ItemRegistry (AIR) - [email protected]

6. Run Course/Unit enrolmentsheet run control –[email protected] runthe Course/Unit enrolmentsheet run control and email




ACTIVITY RESPONSIBILITY STEPSteaching group to Faculty –Responsible

Locally Endorsed Skill Sets

It is University preference to use nationally endorsed skill sets. However, if the relevant training package does notprovide skill sets, or they do not meet an identified enterprise/organisation need, the Faculty can develop a skill set.

As the wording on the Statement of Attainment will relate to a specific enterprise/organisation and skill set, theregistration process below must be followed for each locally developed skill set for each enterprise/organisation.


A. Consult with enterprise/organisation to develop skill set forenterprise/organisation need.


1. Locally developed skill setsshould meet an identifiedenterprise/ organisation need.

2. There are no limits on thenumber of units in a skill set;however developers must notdevelop a full qualification.

3. Skill sets may consist of unitsfrom more than one trainingpackage

4. Skill sets must be made up ofcomplete units.

5. Skill sets must be made ofspecific groups of units and notinclude unit options.

6. All pre-requisites and co-requisites requirements forunits in the skill set must beincluded in the skill set.

B. Confirm skill set units and wordingon statement of attainment withenterprise/ organisation.


1. Confirmation could becontained in trainingagreement, contract, or otherdocumentation confirmingtraining arrangements.

C. Ensure skill set units are withinqualifications on the University’sScope of Registration.



2. To add qualifications to Scoperefer to Section A.

D. Complete Locally Approved SkillSets Registration Form.


1. Wording for Statement ofAttainment identified onRegistration Form cannot bechanged after registration.

2. Amendments to enterprise/organisation name or wordingrequires re-registration.





http://policy.federation.edu.au/forms/Locally-Approved-Skill-Set-Form.docx



E. Forward completed form to FacultyBoard for approval.


1. Approved form and minutesare forwarded to ExecutiveOfficer – VET Curriculum andQuality Committee forapproval.

F. The VET Curriculum and QualityCommittee to approve the skill set.


1. The skill set to be registered byRegistrar Services.

G. The skill set will be given anapproval number which will beused to process unsealed awards.

Registrar Services 1. Registrar will email theapproval number to theExecutive Director of Faculty.

H. A confirmation of the addition ofany Locally Endorsed Skill Sets tothe University Register to beprepared and provided toAcademic Board for noting.

Quality Services 1. Academic Secretariat toprovide an extract of minutesfrom each VCQC meeting toQuality Services detailing anyLocally Endorsed Skill SetPrograms that were added tothe University Register.

2. Quality Services to completethe Confirmation of Addition ofLocally Endorsed Skill SetPrograms Template with thedetails as required.

3. Confirmation of Addition ofLocally Endorsed Skill SetPrograms Template and theVCQC Extract of Minutes to theUniversity Register be forwardto Academic Board for noting.

I. The approved skill setdocumentation will be placed onthe Skill Sets register on theUniversity website.

Registrar Services 1. Registrar Services will updatethe Register and forward toAcademic Secretariat to placeon the appropriate website.

J. Update Student ManagementSystem








http://federation.edu.au/staff/governance/academic-board/program-documents/registers/Skills_Set_Register_June_2014-.pdf


K. Undertake skill set implementationprocesses.

Education Manager Steps for setting up TAFE teachinggroups;

1. Run queryUB_VET_COURSELIST_FORM for Group data form to Excel– Responsible Faculty Staff

2. Fill out Group Data Formincluding teaching groupdescription, year, start dates,end dates, campus anddelivery type - ResponsibleFaculty Staff

3. Email [email protected] -Responsible School Staff

4. Add teaching group to Campus– [email protected] information from GroupData Form into Campus in theAcademic Item Registry (AIR)- [email protected]

5. Attach teaching group toprogram –[email protected] the teaching group toprogram in the Academic ItemRegistry (AIR) - [email protected]

6. Run Course/Unit enrolmentsheet run control –[email protected] runthe Course/Unit enrolmentsheet run control and emailteaching group to Faculty –Responsible

Section Six: Schedule 5.1 / 5.1.1

The University can only issue awards that are listed on Statue 5.1: Academic Awards and Courses; Schedule 5.1current and 5.1.1 non-current Higher Education and VET Programs. As a result, all award programs listed on theScope of Registration must go through the process of becoming listed on Schedule 5.1.

The University's Schedules cannot be amended to add or remove VET qualifications until ASQA has amended theUniversity's Scope of Registration.

Section Seven: Skills Victoria Training System




The Victorian Government through the Skills Victoria Training System (SVTS) provides information to all AustralianApprenticeship Centres (AAC) on VET programs offered by RTOs. To ensure that Australian ApprenticeshipCentres are accessing current VET program information for the University, it is necessary to update the dataseveral times a year.

If out-of-date information is left on this system, an AAC may refer apprentices / trainees into old programs that havebeen superseded and a DELTA notification would be issued for that program.

Quality Services will refer a copy of the listing to the Apprenticeship Office three times a year, February, June andOctober. The University's Apprenticeship Office should check this list to confirm the currency of the programs andnotify Quality Services of any programs that need to be removed, added or modified.

Quality Services will carry out any required amendments to SVTS using the 'FedUni SVTS User Guide'.

Responsibilities• Chair of Academic Board has responsibility for the maintenance of this procedure.

• Specific responsibilities are designated throughout the procedure.

Supporting Documents• VET Qualification Delivery Procedure

• Commercial Activities Procedure

• Vocational Education and Training (VET) Awards Procedure

• CRICOS Registration of VET Programs Procedure

• Record Management Procedure

• VET Enrolment Procedure

• My SC User Guides – Setting Up A Teaching Group

Forms.

• Course Viability Analysis (CVA) (VET) Form (XLSX 370.1kb)

• Impact Statement - CUP (DOCX 38.1kb)

• Impact Statement - Facilities Services (DOCX 36.8kb)

• Impact Statement - ITS (DOCX 37.5kb)

• Impact Statement - Library Services (DOCX 71.4kb)

• Impact Statement - Student Connect (DOCX 158.1kb)

• Impact Statement - Student HQ Services (DOCX 37.7kb)

• Locally Approved Skill Set Form (DOCX 50.2kb)

• Nationally Approved Skill Set Form (DOCX 50.2kb)

• Non award Vendor Accredited Program Approval Form (DOCX 250.4kb)

• Notification of Amendment to Delivery Locations Form (DOCX 225.9kb)

• Qualification Concept & Business Case (VET) Form (DOCX 2321.8kb)

• Removal from Scope of Registration (VET) Form (DOCX 222.3kb)

• Removal from Scope of Registration Impact Statements for All Schools & Centres (VET) (DOCX 63.3kb)

• Request for Enrolment in Transitioning Expired Qualification Form (PDF 218.6kb)

• Skills Victoria Training System Addition / Deletion Form (DOCX 215.2kb)





http://policy.federation.edu.au/corporate_governance/parterships_and_agreeements/commercial_activities/ch01.php

https://policy.federation.edu.au/student_services_and_administration/graduation/certificates/ch01.php



http://policy.federation.edu.au/forms/Course_Viability_Analysis.xlsx

http://policy.federation.edu.au/forms/Impact-Statement-for-Centre-for-University-Partnerships--CUP-.docx

http://policy.federation.edu.au/forms/Impact-Statement-for-Facilities-Services.docx

http://policy.federation.edu.au/forms/Impact-Statement-for-Information-Technology-Services--ITS-.docx

http://policy.federation.edu.au/forms/Impact-Statement-for-Library-Services.docx

http://policy.federation.edu.au/forms/Impact-Statement-for-Student-Connect.docx

http://policy.federation.edu.au/forms/Impact-Statement-for-Student-HQ-Services.docx


http://policy.federation.edu.au/forms/Nationally-Approved-Skill-Set-Form.docx

http://policy.federation.edu.au/forms/Non-award-Vendor-Accredited-Program-Approval-Form.docx

http://policy.federation.edu.au/forms/Notification-of-Amendment-to-Delivery-Locations-Form.docx

http://policy.federation.edu.au/forms/Qualification-Concept---Business-Case-form---VET-2018.docx

http://policy.federation.edu.au/forms/Removal-from-Scope-of-Registration--VET--Form.docx

http://policy.federation.edu.au/forms/Impact-Statement---Removal-from-SoR---VET.docx

http://policy.federation.edu.au/forms/Request_for_Enrolment_in_Transitioning_Expired_Qualification_Form-Aug-2016-.pdf

http://policy.federation.edu.au/forms/SVTS-Listing-Form.docx

Records Management

Document Title Location Responsible Officer Minimum Retention Period

ASQA CEO Declaration The University’sapproved recordsmanagement system

Quality Officer 2 years from last date of delivery

Course Viability Analysis (CVA)(VET) Form

The University’sapproved recordsmanagement system

FacultyAdministration

2 years from last date of delivery

Impact Statements The University’sapproved recordsmanagement system



Notification of Amendment toDelivery Locations




Qualification Concept & BusinessCase (VET) Form




Removal from Scope ofRegistration (VET) Form




Removal from Scope ofRegistration Impact Statementsfor All Schools & Centres (VET)




Registration Form: NationallyEndorsed skill sets


Registrar Services Permanent

Registration Form: LocallyEndorsed skill sets


Registrar Services Permanent

Request for Enrolment in ExpiredQualification (VET) Form


Quality Services 2 years from last date of delivery

Trainer Skills Matrix (VET) The University’sapproved recordsmanagement system



Training and AssessmentStrategy (TAS)




VET Internal Program Application The University’sapproved recordsmanagement system


Permanent

Promulgation

This Procedure will be communicated throughout the University community in the form of:




1. an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of theapproved Procedure;

2. distribution of e-mails to Head of School / Head of Department / University staff; and/or

3. documentation distribution, eg posters, brochures

4. Notification to Faculties

Implementation

The VET Program Approval Procedure will be implemented throughout the University via:

1. an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of theapproved Procedure;

2. Staff induction sessions

3. Training sessions


