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Queensland

The Department of Youth Justice, Employment, Small Business and Training (DYJESBTDESBT) provide provides funding to eligible students in Queensland. The following table is an overview of all funding options available.

*Required for determining credit transfers prior to enrolment (Not required for eligibility)

**Parental consent must be provided/obtained from all students under the age of 18 unless they are an Independent Youth (emancipated). Students who identify as Independent Youth, must inform Strategix and supply evidence (official letter from Centrelink) prior to commencing the enrolment process. Those who are unable to meet these requirements will not be able to be enrolled with Strategix or commence the course. SeeParent / Guardian Consent Form Procedure for details on how consent is obtained.

Note: All forms of eligibility evidence must be valid at the point of enrolment unless otherwise specified above. ‘Enrolment’ in this context refers to the date the student completed the Enrolment Form as part of the signup process. 

Eligibility Requirements

Skilling Queenslanders for Work

To be eligible for Skilling Queenslanders for Work Strategix must receive a document/letter of referral for the student from the funded organisation/community-based organisation (or from the department), under the applicable strategic initiative/project. This document/letter must identify the student by first name, surname and date of birth as eligible under the initiative/project. The letter must be presented on the funded organisation’s letterhead and be signed and dated by a representative of the organisation.

Certificate 3 Guarantee Plus (C3G Plus)

To be eligible for Certificate 3 Guarantee Plus, students provide Strategix with a document/letter of referral for the student from the Back to Work Officer. The student details on the letter must match that of the USI (their legal info). The letter will detail which courses are applicable to be enrolled in and funded under Certificate 3 Guarantee Plus.

VETiS Funding

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• Must be currently enrolled in Year 10, 11 or 12 and attending a Queensland school

• Must have Australian/New Zealand citizenship or Australian Permanent Residency or on pathway to permanent residency

• Must not have completed a qualification under VETiS funding previously.

Strategix uses the personal information and the declaration provided by the student during enrolment, and an Eligibility Letter provided by the student's school as eligibility evidence.

Other Required documents

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USI Creation and Verification - Where Strategix encounters issues with creating or verifying a students Unique Student Identifier (USI), students may be required to supply identification documents (i.e. Birth Certificate or Medicare card).

*Parents and students with queries about VETiS should approach their school in the first instance, and Strategix is willing to assist where required.

Higher Level Skills

User Choice

School-Based Traineeship

The eligibility requirements for School-Based Traineeships are the same as User Choice.

QLD JobTrainer - no new enrolments as at 31/12/22

Supporting Evidence Requirements

Evidence to Support Enrolment

The supplier is required to demonstrate their process and provide the evidence collected to support the student enrolment.

Evidence which we must collect to support the student’s enrolment includes:

• A signed enrolment form containing questions sufficient to identify ineligible candidates and seeking to identify previously achieved units of competency. Including Previous Surname/s, current enrolments etc.

• Student declaration/s

• All statements of attainment or copies of certificates (or USI Transcripts) for previously attempted or completed qualifications. Even when it does not impact eligibility.

Note: All forms of eligibility evidence must be valid at the point of enrolment unless otherwise specified above. ‘Enrolment’ in this context refers to the date the student completed the Enrolment Form as part of the signup process. 

Age (15 years or over)

Retain evidence to show the student is 15 years or older at the time of commencement, including:

• Queensland Driver Licence

• Queensland Adult Proof of Age Card

• Queensland Heavy Vehicle or Marine Licence

• Passport

• Birth Certificate (Commemorative birth certificates are not acceptable forms of evidence)

• Australian Citizen Certificate*.

*Approved/advised by contract management as acceptable evidence in addition to those listed in the PQS Audit Evidence Guide.

For students enrolled in Vocational Education and Training in Schools (VETiS), the supplier is not required to retain evidence the student was 15 years or over at the time of enrolment.

Permanent Residency in QLD

The copy retained as evidence must clearly show the prospective student’s current address, which should match any other address information provided by the student (i.e. enrolment form). Where the student’s address differs across information, the administrative assistant must retain a range of evidence to support the student’s eligibility as a Queensland resident. Evidence to show the student’s permanent residency in Queensland includes:

• Queensland Driver Licence

• Queensland Adult Proof of Age Card

• Queensland Heavy Vehicle or Marine Licence

• Passport

• Birth Certificate

• Australian Citizen Certificate*

• Pensioner Concession Card

• Health Care Card

• Commonwealth Seniors Health Card

• Australian Electoral Commission document (e.g. acknowledgement of electoral enrolment letter or electoral enrolment card)

• Contract of property purchase, lease / rental document, mortgage/land ownership certificate

• Electricity, gas or telephone account issued in the last six (6) months

• Queensland local government rates notice

• Queensland Driver Licence or Queensland Driver Licence Receipt

• Bank statements issued within the last six (6) months

• Official letter from Centrelink or the Australian Government Department of Human Services

• Australian Taxation Office assessment / Tax-file number confirmation notice

• Notice from the Court issued the last six (6) months (must contain seal/stamp)*.

*Approved by contract management as acceptable evidence in addition to those listed in the PQS Audit Evidence Guide.

Note: All forms of eligibility evidence must be valid at the point of enrolment unless otherwise specified above. ‘Enrolment’ in this context refers to the date the student completed the Enrolment Form as part of the signup process. 

Australian Citizenship/Permanent Residency Status

Retain evidence to show the student’s Australian citizenship, Australian permanent residency (includes humanitarian entrant), temporary residency status with the necessary visa and work permits on the pathway to permanent residency, or New Zealand citizenship. Refer to the list of eligible visa subclasses to determine eligibility.

Evidence of visa status to be documented, recorded and retained could include:

• Student’s permanent visa label on their passport and/or documents from the Department of Home Affairs showing approval of a permanent visa subclass (this includes a VEVO check)

• Temporary residency visa and work permits with copies of correspondence to and from the Department of Home Affairs indicating progress toward permanent residency

• Current Medicare card (usually green Medicare card); however, in some cases the blue Medicare card can be used with sufficient additional documentation (eg. must also have a letter from the Department of Home Affairs) – coloured copies of evidence is required.

AISS Checks

Conduct a search prior to enrolment (no more than 30 days) using the Apprenticeships Info Self Service (AISS) tool/search facility. Refer to the /wiki/spaces/QD/pages/3038576779 for instructions on how to conduct an AISS check.

The purpose of the AISS check is:

• To help confirm whether prospective students have previously attained a certificate III or higher-level qualification; and/or

• To help confirm that prospective students are not already enrolled in a certificate III or higher qualification relevant to the specific program under which training is being funded; and

• To determine eligibility for applicable credit transfer/s (CT)

• To help determine a VETiS student's eligibility for access to the program ( Refer to the No Prior Access to VETiS - AISS Check Results).

Note: The AISS check is not sufficient evidence to apply CTs, a copy of the relevant AQF certification/s must be obtained. AISS checks must also be conducted on previous surnames. Where an AISS check shows a current enrolment steps must be taken to determine how it may affect a student’s eligibility. Refer to the following section “No Post School Certificates or Current Enrolments” for direction.

No Post School Certificates or Current Enrolments

Retain evidence to confirm that prospective students do not hold a post-school certificate III qualification (Certificate 3 Guarantee) or higher-level qualification (Certificate 3 Guarantee and Higher Level Skills). And or, retain evidence to ensure prospective students are not already enrolled in another qualification.

When a student is identified as being currently enrolled with another RTO or University and/or they have completed a Certificate III, IV or higher, an assessment must be performed to determine if the student is eligible or not. There are a number of factors/indicators to assist with the decision or actions which must occur first.

The following sections stand as a guide for the following situations:

1. The AISS check shows a current enrolment (incomplete qualification)

2. The AISS check shows a completed Cert III or IV.

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Where AISS indicates a student is currently enrolled or deferred in a qualification this renders the student ineligible unless the conditions are met for each of the applicable situations and supporting evidence is retained:

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Guide to Table

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Continue with checks

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Collect cancellation evidence

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A Green box indicates - The AISS check does not affect the student’s eligibility. Evidence must still be retained.

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A Blue box indicates - That the administrative assistant must collect complete the appropriate action/s, collect applicable evidence.

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1

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All outstanding units have a withdrawn status (in line with packaging rules)

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Yes

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No

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2

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The qualification has at least one core subject showing a cancellation or withdrawal status

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Yes

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No

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3

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The qualification has been superseded for at least 18 months (unless extended)

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Yes

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No

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4

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The qualification has been deleted for at least 24 months (unless extended)

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Yes

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No

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5

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The RTO’s registration is current

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No

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Yes

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6

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The RTO is only registered to deliver units (it has no full quals on scope). Generally reported as “Subject only” but not always the case.

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Yes

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No

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7

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It’s been over 24 months since the latest activity reported to AISS

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Yes

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No

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8

Foundation Skills Training – Refer to the below list of confirmed courses. If not listed, advise compliance for advice from DESBT before continuing

• 10364NAT - Certificate III in Spoken and Written English

• 91423NSW - Certificate III in Spoken and Written English

• 90991NSW - Certificate IV in Spoken and Written English - Jobseeking

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Yes

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No

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9

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The traineeship/apprenticeship displayed on AISS is cancelled, and the student did not enrol with an RTO

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Yes

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No

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10

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Qualification withdrawn dates all fall inside the traineeship/apprenticeship cancellation date

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Yes

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No

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11

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An incomplete traineeship, of which it has been at least 24 months (full time) or 48 months (Part time) since the last date reported

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Yes

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No

After all situations are reviewed and where a student encounters all green boxes or their cancellation has been confirmed through supporting evidence, a student is deemed eligible. The administrative assistant must retain all evidence and upload it to the student’s profile with the supporting rationale for the outcome.

Rationale for the Eligibility Determinations Listed Above

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No.

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Rationale

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1 & 2

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As per the Standards for RTO’s, all courses must meet packaging rules. It is impossible for a student to complete a course where there is one or more withdrawn core subject.

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3 & 4

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The Standards for RTO’s (Clauses 1.26 to 1.27) - Students must then either be completed or transferred out before the end of the transition period. From that date no enrolments, training or issuance of new qualifications may occur.

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5

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As per the Standards for RTO’s, an RTO can only award AQF certification documentation while they hold a current registration. This is evidenced by the National Register

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6

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As per the Standards for RTO’s can only award AQF certification documentation according to its Scope of Registration. This is evidenced by the National Register

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7

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As per the Standards for RTO’s (1.1 to 1.4 and 2.2) - A student undertaking a Cert level III or IV qualification which is not linked to an traineeship/apprenticeship is expected to complete within 2 years. If no progress has been made/reported for 2 years, it is safe to assume that the maximum duration of the course has elapsed and the student is no longer enrolled.

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9

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A Student cannot complete or a traineeship/apprenticeship without an enrolment into the qualification. If traineeship/apprenticeship is cancelled and the student never enrolled with an RTO, there is no qualification or enrolment to go against their eligibility.

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10

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As per the process for cancellations for traineeship/apprenticeship, if the qualification is cancelled this affects the students traineeship/apprenticeship.

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As per the requirements for traineeship/apprenticeships and the Standards for RTO’s (1.1 to 1.4 and 2.2) – A traineeship/apprenticeships is expected to be complete within 24 months (full time) or 48 months (part time). If no progress has been made/reported within those durations, it is safe to assume that the maximum duration of the course and the traineeship/apprenticeships has elapsed and the student is no longer enrolled.

Evidence to show the student does not have a current enrolment includes:

• Screenshots of the qualification and/or scope of the RTO from Training.gov showing, either:

  • The qualification has passed the teach-out period and there is no current enrolment into the new qualification

  • The withdrawn units are core units and the qualification cannot be completed without the completion of those subject/s

  • The RTO’s registration is no longer current

  • The RTO does not have the qualification on scope.

• A copy of the check to be uploaded:

  • A student enrolled into a traineeship or apprenticeship has not had data reported for over 2 years on their AISS check (unless extended)

  • The student never enrolled into a qualification for their apprenticeship or traineeship

  • Showing the amended data by the RTO

• Email/Letter from the RTO stating that the student is no longer enrolled or does not have a current enrolment

• Email from the student to the RTO requesting to be withdrawn.

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Where AISS indicates a qualification (cert III or higher) has been previously attained, this renders the student ineligible, irrespective of the number of units of competency reported as being achieved. However, the student can be deemed eligible if the data reported was incorrect and/or one of the following conditions are met (where applicable):

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Guide to Table

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Continue with checks

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Collect evidence

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Request RTO to remove amend data

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A Green box indicates - The AISS check does not affect the student’s eligibility. Evidence must still be retained.

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A Blue box indicates - That the administrative assistant must collect complete the appropriate action/s, collect applicable evidence.

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1

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A “Date Completed” is displayed in the AISS (for a qualification that is not completed)

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No

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Yes

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Yes

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2

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The RTO has reported sufficient subjects to meet packaging rules, however there is no completion date reported

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Yes/No

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Yes/No

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3

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The qualification was completed at School

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Yes

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No

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No

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4

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Foundation Skills Training – Refer to the Spreadsheet for a list of confirmed course. If not listed on the spreadsheet, advise compliance for advice from DESBT

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Yes

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No

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No

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5

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The qualification was issued Prior to 1995 (Cert I to Advanced Diploma only)

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Yes

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No

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No

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6

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The qualification was gained and awarded overseas (not an Australian qualification)

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Yes

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No

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No

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7

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The qualification is cancelled by ASQA

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Yes

A green outcome or incorrectly reported data (which has been amended) and which includes supporting evidence, will provide sufficient demonstration of student eligibility. Please note, that in all situations, there must be supporting evidence.

Evidence that may need to be obtained to show the student does not hold a previous certificate includes:

• QCE or Senior Statement (issued by QCAA) and a copy of the qualification showing that it was completed while in school

• Email/Letter from the RTO stating that the student did not complete the qualification and complete another screenshot of AISS showing the amended data by the RTO

• For foundation skills training – If the qualification is not listed on the spreadsheet, email compliance with the qualification in question stating that it needs to be checked by DESBT. Compliance will be submitted to the department and once cleared it will be added to the spreadsheet

• A copy of the qualification showing it was issued prior to 1995

• Written notification from ASQA confirming that the qualification is cancelled or was not undertaken.

Concession

Retain evidence of the student’s eligibility for concession, if applicable. The student’s eligibility for concessional status must be confirmed at the time of the student’s enrolment. The following may be accepted:

• Evidence the student is the partner or dependant of a person who holds a Health Care and/or Concession Card and is named on that card

• Evidence the student is an Aboriginal or Torres Strait Islander – self-declaration on the signed enrolment form by the student will suffice

• Evidence the student has a disability – Pensioner Concession Card or other documentation verifying the holder has a disability

• Evidence the student is an adult prisoner – formal, signed confirmation from the place of incarceration.

Please note: The concession card must be valid at the time of enrolment. Expired cards will not be accepted. Both sides must be copied and retained. ‘Enrolment’ in this context refers to the date the student completed the Enrolment Form as part of the signup process. 

Police Check, Blue or Yellow Card (where applicable)

Where a qualification requires a security clearance (e.g. police check, blue card and/or yellow card) in order for the student to be deemed competent for vocational placement within an industry, that document must be retained by the Strategix prior to the commencement of vocational placement for audit purposes. Evidence includes any of the following:

• Letter from the relevant governing body approving the security clearance

• Copy of the student’s police check

• Copy of the student’s blue card

• Copy of the student’s yellow card.

While the attainment of the security clearance, prior to or at the time of enrolment, is not mandatory, students must be made aware of this requirement. Should a supplier enrol a student who cannot obtain the relevant security clearance to achieve the qualification, recovery of funds for unit/s of competency claimed may occur.

Letter of Referral

Retain evidence of the student’s participation in a specific cohort-targeted initiative. A document/letter of referral for the student from the funded organisation/community-based organisation (or from the department), under the applicable strategic initiative/project. This may include programs such as:

• Skilling Queenslanders for Work (SQW)

• Certificate 3 Guarantee Boost.

This document/letter must identify the student by first name, surname, and date of birth and identify the student as eligible under the initiative/project. The letter must be presented on the funded organisation’s letterhead and be signed and dated by a representative of the organisation.

Please note: All other aspects of eligibility, such as previously held qualifications, will have been addressed by the organisation accessing the strategic initiative. AISS checks must still be completed to identify the possibility of credit transfers.

Strategix must are not permitted to market the project or the additional support services.

Training Subsidy and Industry Requirements

See the Priority Skills List for specific requirements.

Evidence must be retained that meets the specific requirements on the Priority Skills List. For example, Cert IV in Disability - students must be existing workers in the industry.

Existing worker means a current employee who has a one-month or more employment relationship with their employer and has actively fulfilled work duties for this period. The one-month working relationship could be full-time or on a part-time/casual employment equivalent basis. Existing workers have access to employee entitlement and therefore do not include volunteers. Registration with a Labour Hire Company does not satisfy the ‘existing worker’ requirement, unless at the commencement of the training the prospective student has been engaged in employment for a period of one month or more and is currently employed.

Evidence includes:

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An official letter or email (with signature block) from the employer listed within the student’s enrolment form. This letter or email must include statements confirming the student’s employment status (part-time, full-time, etc.), job role and duties, the length of current employment and confirmation the student has been actively fulfilling work duties for this period. This evidence from the nominated employer is able to be obtained by the Supplier up to 7 calendar days before or after the student’s enrolment into the qualification

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It usually takes 5-10 business days for a BTW officer to get back to the applicant by email/phone. If they're eligible, a 30-minute phone interview will be scheduled with the applicant and they'll be notified about the outcome soon afterwards. Applications may be fast-tracked at the BTW officer's discretion if the applicant calls the BTW team after they've applied online. Some Course Coordinator's have had their student receive their approvals within a couple days, and others have taken 2+ weeks.

Once approval letter is received the student has 3 months from the issue date to have a unit placed in CA.

VETiS Funding

Other Required Documents

Higher Level Skills

User Choice

School-Based Traineeship

The eligibility requirements for School-Based Traineeships are the same as User Choice.

Supporting Evidence Requirements

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Eligibility Requirements

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• A Priority One qualification

• A higher priority than the first qualification

• Undertaken subsequent to a student having completed a qualification under the Skilling Queenslanders for Work initiative.

Entered into a Training Contract

To be eligible to receive a government contribution, the apprentice or trainee must have entered into a Training Contract for a qualification that is funded by the department. The administrative assistant must ensure this happens prior to enrolment.

Registered on DELTA

To be eligible to receive a government contribution, the apprentice or trainee be registered on DELTA with a commencement date or recommencement date.

Concession or Free Apprenticeships for Under

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25’s

The price of the qualification may be adjusted as required, the following areas of the document outline the requirements surrounding Concession rates and Free Apprenticeships.

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The administrative assistant must upload the evidence of the above exemption to the student’s portfolio checklist.

Free Apprenticeships for Under

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25’s

Strategix must not charge a student contribution fee to a student who:

• Meets the participant eligibility in 2.2.2, to receive a government contribution and is eligible for Free apprenticeships for under 21s25s

• Enrols in a high priority qualification identified by the department for Free apprenticeships on the current User Choice Price List.

The student contribution fee for Free apprenticeships for under 21s 25s will now be met by the department as outlined in the User Choice Program Policy 2020-21 Table 3 — payment codes (except for qualifications where the student contribution fee is met by Construction Skills Queensland for continuing students only with a unit of competency start date before 1 October 2015; refer to www.csq.org.au for list of qualifications). The SAS must retain evidence of students’ eligibility for Free apprenticeships.

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