Skills Ready (WA) Policy and Procedure
- Andrew Read (Unlicensed)
- Rebecca Smibert
- Claudia Dowling
OVERVIEW
Status | CURRENT |
|---|---|
Classification* | INTERNAL |
Department | ALL |
Review | Mar 11, 2024 |
Notes | Update with VET pricing policy and procedure once its released. Check whether we can deliver online in WA under new contract |
PUBLIC-FACING & POLICY INFORMATION
Eligibility
From 1 January 2023 until 31 December 2024, the following eligibility criteria will apply to Lower Fees Local Skills, Participation - Work Readiness and Fee Free (Free in '23 and 24):
To be eligible for free training, reduced-fee qualifications or a subsidised training place; you must:
Have left school*
Have your primary place of residence in Western Australia, and are either:
An Australian citizen or permanent resident; or
A permanent visa holder or holder of visa subclass 309, 444, 449, 785, 786, 790, or 820; or
A dependent or spouse of the primary holder of a visa subclass 457 or 482**; or
A bridging visa holder who has made a valid application for a visa subclass 866; or
A bridging visa E holder (subclasses 050 and 051) who has made a valid application for a visa subclass 785 or 790.
Have a valid Unique Student Identifier (USI)
Be unemployed or under-employed** and
Have a written referral from an Approved Participation Referral Agent for Job Seekers OR be self-referred or recruited by Strategix.
*Year 12 school students who are leaving school and are under 18 years of age can access a subsidised training place if they have a DOE Notice of Arrangement (min of 20 hours/week training).
**Under-employed is an individual working less than 20 hours a week with one or across multiple employers.
First Nations people, young people, people out of work or receiving income support, unpaid carers, people with disability, and women facing economic insecurity are particularly encouraged to take advantage of this opportunity for reduced fee and fee-free training.
Please note that existing worker trainees are not eligible for the fee-free arrangements.
Fees and Charges
Student Tuition Fees - Fee Free Training*
The WA State Government, through Jobs and Skills - Skills Ready, subsidises vocational education and training (VET) courses in priority areas, to reduce or remove the fees and make training more accessible to all Western Australians. The following courses are currently fee-free for eligible students:
Qualification Code | Qualification Name | Concession | Non-Concession |
CHC33021 | Certificate III in Individual Support (Ageing and Disability) | $0.00 | $0.00 |
CHC40421 | Certificate IV in Youth Work | $0.00 | $0.00 |
CHC30121 | Certificate III in Early Childhood Education and Care | $0.00 | $0.00 |
CHC50121 | Diploma of Early Childhood Education and Care | $0.00 | $0.00 |
Additional fees may apply such as resource fees and other fees.
Fees and Charges LFLS
Student Tuition Fees - Lower Fees and Local Skills*
DTWD requires students receiving funding under the Lower Fees and Local Skills program (Targeted fee relief courses) to contribute towards the cost of their course/training. The fee may be paid on the student’s behalf by a third party (but not by Strategix). Where the student is required to pay fees personally they will be given an itemised invoice.
Qualification Code | Qualification Name | Concession | Non-Concession |
CHC52015 | Diploma of Community Services | $412.80* | $1,393.20* |
CHC50121 | Diploma of Community Services | $492.00* | $1,660.50* |
The Student tuition fees are indicative only and are subject to change given individual circumstances at enrolment. Additional fees may apply such as resource fees and other fees.
*The maximum course fee for non-concession students undertaking a Lower Fees and Local Skills course in 2024 is $1,200. For concession students and youth, the maximum course fee for undertaking a Lower Fees and Local Skills course in 2024 is $400.
Students receive an invoice at the commencement of each Unit of Study for the portion of fees relevant to the subjects included in the Unit of Study. Invoices only include the subjects commenced in that unit of study. Where a qualification delivery runs over multiple years, a student will receive an updated invoice at the recommencement of study. Fees are calculated as per the Nominal Hours at the subject level. Student fees may increase or decrease as per the Department’s instructions in subsequent years. Students may withdraw at any point and where applicable refunds may be due for fees paid in advance. See below.
For example, CHCCOM005 is 50 hours, the tuition fee applicable to a Non-Concession student will be $0.48 x 50 hours = $24.00.
Fee Exemptions
Students not enrolled at school are exempt from course and resource fees if they:
Are under the care of the Chief Executive Officer of the Department of Communities; and
Are a secondary school-aged person; or
Are under 18 years of age.
Concession Rate
Students must be at least one (1) of the following (at the time of enrolment) to be eligible for the Lower Fees Local Skills concession rate:
Persons born on or after 1 July 2004, who are aged 15 years or older and have left school
Persons and dependents of persons in receipt of services from one of the following Commonwealth support or employment services programs*:
Workforce Australia
ParentsNext.
Persons and dependents of persons receiving the Youth Allowance, AUSTUDY or ABSTUDY
Persons and dependents of persons holding:
A pensioner concession card or Health Care Card; or
A Repatriation Health Benefits Card issued by the Department of Veterans' Affairs
Dependents of persons who are inmates of a custodial institution.
*For the following Commonwealth programs, Workforce Australia or the ParentsNext program, appropriate evidence of a student’s eligibility for concession is a letter from the Commonwealth services provider confirming the student’s participation in the program.
Financial Hardship Criteria
Students may access a fee waiver if they are experiencing severe financial hardship for courses. Students must provide evidence of their reasoning in line with the departments criteria for financial hardship. A fee waiver cannot be given unless ALL of the following Criteria for Severe Financial Hardship are met:
1 | The student’s income must not exceed the Department of Human Services income thresholds for the low income health care card, as outlined below. | Status | Weekly Income | Total Income in the 8 Week Period Prior to Applying |
Single, no children | $656 | $5,248 | ||
Couple combined, no children | $1,127 | $9,016 | ||
Single, one dependent child | $1,127 | $9,016 | ||
Couple combined, one child | $1,161 | $9,288 | ||
For each additional child add | $34 | $272 | ||
2 | The student does not have the disposable income to pay the fees via instalments without compromising their ability to meet their basic living needs or those of their dependents. | |||
3 | There is no basis for concluding that the student’s financial circumstances are likely to change within a reasonable period (e.g. 12 months). | |||
PIT Fees - fees have not been updated (Archived for now until ready to use after Fee Free finishes up)
Student Tuition Fees - PIT? Work Readiness*
DTWD requires students receiving funding to contribute towards the cost of their course/training. The fee may be paid on the students behalf by an employer or another third party (but not by Strategix). If the student/s are required to pay fees personally they will be given an itemised invoice.
Qualification Code | Qualification Name | Concession | Non-Concession |
CHC30121 | Certificate III in Early Childhood Education and Care | $1,015.59 | $3,402.75 |
CHC52015 | Diploma of Community Services | $1,496.40 | $4,979.40 |
CHC50121 | Diploma of Early Childhood Education and Care | $2,310.72 | $7,689.12 |
*The Student tuition fees are indicative only and are subject to change given individual circumstances at enrolment. Additional fees may apply such as resource fees and other fees.
*For secondary school-aged persons not enrolled at school, the maximum course fee chargeable in 2022 is $420. The maximum is the total fee for all courses the student is enrolled in.
Students receive an invoice at the commencement of each Unit of Study for the portion of fees relevant to the subjects included in the Unit of Study. Invoices only include the subjects commenced in that unit of study. Where a qualification delivery runs over multiple years, a student will receive an updated invoice at the recommencement of study. Fees are calculated as per the Nominal Hours at the subject level. Student fees may increase or decrease as per the Department’s instructions in subsequent years. Students may withdraw at any point and where applicable refunds may be due for fees paid in advance. See below.
For example, CHCCOM005 is 50 hours, the tuition fee applicable to a Non-Concession student will be $0.97 x 50 hours = $48.50.
Fee Exemptions
Students not enrolled at school are exempt from course and resource fees if they:
Are under the care of the Chief Executive Officer of the Department of Communities; and
Are a secondary school-aged person; or
Are under 18 years of age.
Fee Waiver
Students may access a Fee Waiver if they are experiencing severe financial hardship for courses. Students must provide evidence of their reasoning in line with the department's criteria for financial hardship.
Financial Hardship Criteria
Students may access a fee waiver if they are experiencing severe financial hardship. A person is considered to be in severe financial hardship only where they are unable to provide food, accommodation, clothing, medical treatment or other basic necessities for themselves and/or their dependants.
Students must provide evidence of their financial hardship as per the Department's criteria. A fee waiver cannot be given unless ALL of the following criteria for Severe Financial Hardship are met:
1 | The student’s income must not exceed the Department of Human Services income thresholds for the low income health care card, as outlined below. | Status | Weekly Income | Total Income in the 8 Week Period Prior to Applying |
Single, no children | $656 | $5,248 | ||
Couple combined, no children | $1,127 | $9,016 | ||
Single, one dependent child | $1,127 | $9,016 | ||
Couple combined, one child | $1,161 | $9,288 | ||
For each additional child add | $34 | $272 | ||
2 | The student does not have the disposable income to pay the fees via instalments without compromising their ability to meet their basic living needs or those of their dependents. | |||
3 | There is no basis for concluding that the student’s financial circumstances are likely to change within a reasonable period (e.g. 12 months). | |||
Concession
Students may access the concession rate for subjects whilst the concession is valid. Where the concession is not valid, the full fees are payable for the relevant subjects. Concession is only available to those subjects commenced while the concession card/evidence is valid. Any subject commenced after expiry will be charged at the non-concession rate.
Note: This only applies for the Priority Industry Training (PIT), not Work Readiness - Fee Free or Work Readiness - Priority Industry Qualification (Lower Fees Local Skills)
Student who hold the following may be entitled to the concession rate on course fees while valid:
Persons and dependants of persons holding:
A Pensioner Concession Card
A Repatriation Health Benefits Card issued by the Department of Veterans’ Affairs
A Health Care Card.
Persons and dependants of persons in receipt of services from the following Commonwealth support or employment services programs*:
Workforce Australia
ParentsNext.
Persons and dependants of persons in receipt of AUSTUDY or ABSTUDY
Persons and dependants of persons in receipt of Youth Allowance
Persons and dependants of persons who are inmates of a custodial institution
Secondary school-aged persons, not enrolled at school.
*Appropriate evidence of a student’s eligibility for concession under Workforce Australia or the ParentsNext program is a letter from the Commonwealth services provider confirming the student’s participation in the program.
Course Information
Code | Qualification Name | Face to Face Training | Vocational Placement | Special Requirements |
CHC33021 | Certificate III in Individual Support | 20 weeks** | 120 Hours | Students require a federal police check to complete Individual Support. Students are not required to pay the fee for the check. Persons accessing NDIS clients will also require a Disability clearance, this is completed with the host or employer. |
CHC30121 | Certificate III in Early Childhood Education and Care | 24 Weeks** | 160 Hours | Students are required to obtain the relevant Working With Children Check prior to attending Vocational Placement. |
CHC40421 | Certificate IV in Youth Work | 24 weeks** | 80 Hours | Students are required to obtain the relevant Working With Children Check prior to attending Vocational Placement. |
CHC52015 | Diploma of Community Services | 52 Weeks** | 100 Hours | Students may be requested to obtain organisation-specific clearances and police checks and WWCC. |
CHC52021 | Diploma of Community Services | 40 Weeks* | 100 Hours | Students may be requested to obtain organisation-specific clearances and police checks and WWCC. |
CHC50121 | Diploma of Early Childhood Education and Care | 40 Weeks* | 280 Hours | Students are required to obtain the relevant Working With Children Check prior to attending Vocational Placement. |
*2 days per week + additional work external to the face to face classes required
**3 days per week + additional work external to the face to face classes required
Vocational Placement
Vocational Placement (VP) is where a student is placed in a workplace to receive practical training and experience that is required under, and is an assessable part of, a student's course, leading to the issuing of a qualification or statement of attainment.
POLICY
Skills Ready
Requirements:
Notify the department within 10 business days of any changes to registration or audit outcomes
Take out and maintain insurance and provide it to the department
Notify the department of any insurance claims
Organising mandatory work placements, including a training plan that details workplace training activities and responsibilities for supervision, training and assessment
Where the training package requires a unit to be assessed in the workplace, the assessor must visit the student’s workplace in person to carry out the assessment
Report all UoCs for each qualification that a student is doing
Provide an annual report of the extent to which the Disability Access and Inclusion Plan has been implemented - The department will send details
Nominal hours for qualification should not exceed 15% of the suggested hours listed on TAMS.
Participation - Work Readiness Training Information
The Participation program aims to assist people to become job ready so they can participate fully in the workplace. The program is divided into two sub-programs, Participation-Work Readiness and Participation- Equity. The Participation – Work Readiness program focuses on providing institutional-based training to unemployed or under-employed people who are ready to work, but who are seeking relevant skills and experience to access meaningful work. The Participation Work Readiness program is for Job Seekers only.
50% of the nominal hours of training must be face-to-face training. There may be online and self-paced training but this must be in addition to the 50% delivered face-to-face.
Additional Information:
Fee Free in 23 and 24
From 1 January 2023 to 31 December 2024, a number of full qualifications and short course skill sets across a range of priority industry areas will be Fee-free.
Additional Student Eligibility
Open to all students that are eligible for public funding, except enrolled secondary school students
All new start traineeships are included in this program
Existing Worker Traineeships are excluded from this program
Continuing students can access fee-free settings from 1 January 2023.
Additional Information:
Skills Ready (WA) Procedure
Steps | Person Responsible | |
|---|---|---|
| 1 | Pre-Enrolment Administrative Tasks | Administration |
| 2 | Enrolment/Engagement | Sales, administration, student |
| 3 | Notice of Arrangements (NOA) and Exemptions | Administration, student |
| 4 | Enrolment Administrative Tasks | Administration |
| 5 | Contract Variation | WA Manager |
| 6 | Tuition fees/invoicing | Administration, student |
| 7 | Commencement | Trainer, administration, student |
| 8 | Training and Assessment | Trainer |
| 9 | AVETMISS Reporting | Compliance team |
| 10 | Completion/Withdrawal | Trainer, administration |
Pre-Enrolment Administrative Tasks
Prior to students being able to enrol on a course, the “intake” must be created by the Administrative assistant. Once created it is displayed on the website for the potential student to enrol. Intakes are created using the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3039133745.
Where a workshop is required for a particular course, it is created at the same time the intake is created in aXcelerate. Students are not linked to the workshop until later in the enrolment process.
Where a course is delivered on Cloud Assess, intakes are created using the Intakes Policy and Procedure (Cloud Assess).
Enrolment/Engagement
Places in the courses are controlled via a Contracted Program of Study (CPS) agreement. The CPS agreement is available in TAMS and is updated with numbers after variations are approved or denied. A variation can only be requested when 75% of allocated places are used. Variations must be submitted by the 21st of every month, so advance planning is necessary.
Students must:
Meet eligibility criteria
Enrol using enrolment link
Submit their eligibility evidence
Identify concession eligibility
Participate in language, literacy and numeracy (LLN) testing
Complete student induction.
Where students have been enrolled and insufficient places are available, the student cannot be commenced. The student must be informed in writing of our intent to commence after a variation has been submitted.
Students are enrolled using the prescribed enrolment link/form in accordance with the Enrolment Policy and Procedure. Students will receive a booking email as confirmation once they have completed the enrolment form. If the student does not complete the form in full, they will not receive the booking email.
Each student is issued a Tentative Enrolment Email (automatically sent by aXcelerate) prior to commencement detailing the course and details of their enrolment.
The eligibility criteria and requirements can be found in the WA - Skills Ready Fact Sheet. Eligibility evidence must be uploaded to the student's Portfolio Checklist ‘WA - Skills Ready (LFLS & FEE FREE)’ as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038871683.
Student USI transcripts must be accessed to check the eligibility for the course (have they completed it before) and for any potential Credit Transfers. The student must give Strategix permission to access their transcript. This must be completed prior to commencement.
Notice of Arrangements (NOA) and Exemptions
Young people of compulsory school age (Year 11 and 12) must have an NOA or exemption approved by the Department of Education to be eligible for training.
To enrol a school-aged student:
Obtain referral for student from an Approved Participation Referral Agent -Jobs & Skills WA contracted providers
Must be engaged for a minimum of 20 hours/week in training
Submit NOA or request exemption approval from Department of Education.
If you are unable to get the form signed by the parent/guardian after the student has commenced, contact the Participation Unit by email at participation.co@education.wa.edu.au. Where a NOA or Exemption has not been processed, Strategix must retain evidence to confirm they have attempted to meet the requirements, i.e. upload a copy of the incomplete form as well as correspondence/notes detailed attempts to get it completed.
Obtain NOA:
Complete NOA - Alternatives to full-time schooling - Department of Education
Submit to DoE Participation unit - participation.co@education.wa.edu.au and mail to Department of Education, 151 Royal Street, EAST PERTH WA 6004.
Obtain Exemption:
An exemption is only available for students in (or about to begin) Year 10 or above or who will reach the age of 15 years 6 months or more in the year for which an exemption is sought. An exemption permits a student to pursue an alternative option to full-time schooling:
Obtain exemption before starting training
If a student is enrolled at a public school, advice should be sought from the School Principal or the Education Regional Office. Exemption forms for non-government schools are available on the DoE website Alternatives to full-time schooling - Department of Education and must be lodged with the relevant school for their input before being submitted to the Director General of DoE and should be forwarded by mail to: Department of Education, PO Box 1766, OSBORNE PARK WA 6916
Obtain from the student’s school, parent or legal guardian a copy of the Certificate of Approval letter signed by an authorised DoE representative indicating that the Exemption has been approved. The Certificate of Approval must be on a School or Regional Office Letterhead and have the following details:
Student’s full name and date of birth
Details of Service Provider delivering training
Course details
Period of Exemption
The Service Provider can then start training
NOTE: Do not start training until the exemption has been approved.
Enrolment Administrative Tasks
The Administrative Checklist below outlines the subject outcomes and administrative information required for the enrolment.
Important - For Diploma / LFLS Enrolments, refer to the next procedure for additional steps.
Lower Fees Local Skills (LFLS) / Diploma Enrolment Procedure
Student enrols in the qualification. Contact to discuss the payment options, funding eligibility, entry requirements and concession
Student needs to meet the entry requirements:
The student provides all relevant ID to confirm eligibility for LFSL. Note: if using VSL the student must also provide proof of Australian Citizenship (refer to https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3093233687)
After the student provides eligibility documents and meets entry requirements you can put the student ‘in progress’. If the student is not accessing State funding it’s easier to follow the enrolment instructions found in the Student Liaison Officer Manual. For anyone using WA state funding, this is the process. DO NOT proceed with the rest of this process until the previous steps are completed.
Phase 1
Click the “Confirm Enrolment and Schedule” button
Change the Enrolment Date to ‘Today’s Date’
You’ll see a list of the subjects in the course. leave all of the default checkboxes ticked
Make sure you tick the “Send Moodle Registration Details” checkbox
Update the VET Student Loans Fields. These fields must be recorded even if the student is not accessing VSL. You will need the answers recorded in the notes at the time of their enrolment to be able to answer some of these questions
Update the student's payment method and concession type as appropriate. The two standard options are as follows:
VSL or upfront payment only
LFLS eligible (with or without VSL).
Update the Course Source and Sales rep fields. Refer to the contact notes at the time of the enrolment to record the answer to these questions accurately
Click ‘Confirm Enrolment’.
Phase 2
Record the finance model (only required for funded students
At the bottom of the screen select the option ‘View the enrolment summary’ and click ‘Submit’.
Phase 3
The start dates of every subject will now all align with the Workshop Start Dates. The subject end dates will also align with the workshop end dates, however, we should change the end dates to the end of the Unit of Study by using the “Set All Subjects” option. Doing this will reduce the number of extensions you’ll need to provide to students over the duration of their course
When changing the subject end dates you’ll also need to update the delivery modes, change the status of the subjects and calculate the cost. For campus students, the delivery mode should have C – Local Classroom listed. Subjects that are dependent on VP also need to include A – Workplace Assessment. Circled below are all of the items that need to be adjusted
Click ‘Submit'.
Phase 4
Scroll to the bottom of the page and tick the edit icon next to VET Student Loans and adjust the following fields and then click ‘Submit’:
Student Status
Unit of Study Cost
Student Contribution (which will automatically adjust the deferred amount field.
The following notes will help you know how to accurately complete the above fields:
If the student is not using VSL, the deferred amount should always be $0
If the student is not using VSL, the completion status should be 507
If the student is using VSL, the completion status should be 407
If the student is using VSL, the deferred amount should be greater than $0 (it will usually be equal to the unit of study cost)
If the student is accessing LFLS, the Unit of Study cost will be equal to the sum value of a unit of study subject nominal hours x nominal hour fee. This is automatically calculated for you, you just need to click the ‘Set to XYZ’ button next to the Unit of Study Cost
If the student is not accessing LFLS the unit of study cost will be the total full fee amount divided by the number of units of study. This should already be calculated for you and you shouldn’t need to make any changes. But as an example, each Unit of Study cost is worked out as follows:
Total Fee = $11,130
Total Units of Study = 3
11,130 / 3 = $3,710 per unit of study.
Phase 5
At the top of the enrolment, click the Upload to TCSI button. Doing so should result in a green tick being placed beside the button. If this is anything other than green, try clicking it 2 or 3 more times. If it still persists please contact Calvin
Click ‘Update Enrolment’.
Phase 6 (Invoicing)
If the student is accessing LFLS, generate an invoice in the following manner:
Click the edit icon in the Finance Details section at the bottom of the enrolment
Choose Invoice for: Select subjects with the value calculated by finance model and cap by calendar year (WA) and select the current calendar year
Create invoice
Send the invoice using the ‘WA – College Invoice’ template
Before sending the template you may need to record the census date of each subject. The census date will be either:
Diploma - needs to be manually recorded as 2 weeks after the start date of each subject. One method for doing this is to copy the start dates from the invoice into a spreadsheet and then use a formula to calculate the census date and paste each census date next to the relevant subject
Certificate III - needs to be calculated at no less than 20% of the start to end date of each subject. This can be calculated using the in-built function in the Update Course screen:
Select Add New Unit of Study Data
Enter Start and End Dates into the relevant fields
Leave the Census Date field empty, and select Calculate
At the beginning of every calendar year need to do a search for all ‘in progress’ students enrolled in a course in WA and issue any invoices for the new year.
Refunds
If a student withdraws prior to the end of the course you need to process a refund. To determine the refund you need to look at the invoice template that was sent and determine the census date for every subject. The student is due a refund for any paid amounts greater than the sum of subjects with a past unit of study. For example:
The total value of student contribution is $400
Student withdraws on the 30 August
As of 30 August, the student has made $300 in payments
The sum value of all census dates prior to 30 August is $200
The student is due a refund of $100
Any direct debit plans must be cancelled as of 30 August.
Contract Variations
To make an application for a new program, new qualification or additional allocations of training places, Service Providers must complete the Request on TAMS RTO Portal and address the relevant criteria. A login account is required. Service Providers can access the form to request a login account at https://tamsrtoportal.dtwd.wa.gov.au, click on Access and Exit Forms.
Applications can be made at any time each month, unless otherwise notified by the Corporation. All applications close on the 21st of each month (or the next business day if the 21st is on a weekend or WA public holiday) and are assessed as per below:
ROUND | APPLICATIONS CLOSE | DECISION BY* |
|---|---|---|
January | 23 January 2024 | 8 February 2024 |
February | 21 February 2024 | 8 March 2024 |
March | 21 March 2024 | 8 April 2024 |
April | 22 April 2024 | 8 May 2024 |
May | 21 May 2024 | 10 June 2024 |
June | 21 June 2024 | 8 July 2024 |
July | 22 July 2024 | 8 August 2024 |
August | 21 August 2024 | 9 September 2024 |
September | 23 September 2024 | 8 October 2024 |
October | 21 October 2024 | 8 November 2024 |
November | 21 November 2024 | 9 December 2024 |
December | Not Applicable | Not Applicable |
Guidance to complete the variation can be found in the DTWD Variation Guidelines (below). Approved variations will be published on TAMS under Contracts, My Contracts.
Extensions to Contracts
At times a student may be in error because the unit start and end dates are outside of the CPS contract end dates. If the student is still completing, you can request an extension through the variations application process. These can be requested at any time, not just at the variation submission dates.
Contract dates should be reviewed regularly and requests to extend should be made at least a month before the current end date.
Instructions:
Open new Variation Request from TAMS main page - Variation requests must be made on the latest Corporation’s Variation Form downloadable from https://tamsrtoportal.dtwd.wa.gov.au (under TAMS RTO Portal Announcements on the front page).
Enter details into the Cover tab
New Request
Enter all details as prompted
Save to Shared Server
Submit via email.
Tuition Fees/Invoicing
Identify the student’s current eligibility for Fee Exemptions, Lower Fees or Concessions. Student fees are charged as the student commences the course and are broken down into Unit of Study (UoS).
See the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037364270 for the invoicing sequence. See the https://team-1597131381081.atlassian.net/l/cp/36BUEduf and the Funding Details spreadsheet for further information.
Fees are calculated as per the Nominal Hours at the subject level. For example, CHCCOM005 is 50 hours, the tuition fee applicable to a non-Concession student will be $4.88 x 50 hours = $244.
Each subject is included in a Unit of Study, in UoS 1 there may be three (3) subjects.
Code | Unit name | Nominal Hours | Total Non-Concession |
CHCCOM005 | Communicate and work in health or community services | 50 | $244.00 |
CHCLEG001 | Work legally and ethically | 50 | $244.00 |
CHCDIV001 | Work with diverse people | 30 | $146.40 |
UoS 1 total | $634.40 | ||
A dashboard widget is to be used by the Course Coordinator to monitor expiring concession cards (for students enrolled under the Priority Industry Training (PIT) funding only) and obtain new cards throughout the duration of the student's enrolment in the course. The name of the report is Dashboard - WA expired concession cards.
Fees may be paid by an employer. Note, students must receive an individual copy of their enrolment invoice/receipt containing all the relevant information for record-keeping purposes where they leave their employment prior to completing.
Invoice
Invoices must include:
First and last name of student
Course name and code
Concession status
Skills Ready WA category, i.e. targeted fee relief courses, diploma and above qualifications, priority industry qualifications, general industry training, fee free courses etc.
Enrolment date
List of all enrolled UoCs with:
Withdrawal/ census date
Nominal hours
UoC fee
Resource fee
Fee for RPL, if applicable.
Additional itemised fees
Total invoice amount.
Fee Free Invoicing
Students who are enrolled under the Fee Free funding will still require an invoice to be sent, with $0 entered. A workflow has been set up to email the invoice automatically at 10pm each night, when the following criteria is met:
Enrolment Status = In Progress
Course Start Date = Last 20 days
Funding State Source Code = State specific purpose programs
Fee Exemption / Concession Type = F - Fee Exempt
Commencement
Students cannot commence training unless they have been approved for a place under the CPS agreement. The student will receive a Confirmation of Enrolment email, finalising their enrolment, serving as the final acceptance into the course.
The Administrative Assistant will enter a result of P+E (training with evidence) once the student is confirmed as attending and all other evidence and communication requirements have been met. Refer to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037724913/Student+Results+and+Outcomes+Policy+and+Procedure#WA-ENROLMENTS.
The Course Coordinator is responsible for recording students' attendance/participation and recording start dates for applicable units. Refer to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037724913/Student+Results+and+Outcomes+Policy+and+Procedure#Administrative-Process for further instructions.
A dashboard widget is to be used by the Course Coordinator to keep track of those students who have attended a workshop but have NoSt or N.R. listed against the commenced units. The name of this report is Coordinator Dashboard - NoSt/N.R report.
Training and Assessment
The trainer will be responsible for ensuring students receive a sufficient amount of training and that the student is ready for assessment. Session plans outline the course learning structure.
Assessment is performed in line with the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037167658 using the:
Course Release Schedule
Session plans
Assessment activities (CloudAssess)
Marking Guides.
Each course is given a Release Schedule, this is made available to the Trainers and students through their respective learning management systems. The LMS and SMS will be used to manage the commencement, sequence and completion of training and assessment activities.
Students' attendance must be marked using aXcelerate according to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037168259.
AVETMISS Reporting
Reporting will be completed bi-monthly by the Quality Team. It will be communicated by two (2) reports:
Student enrolment information, and
Student course information and progress.
Completion/Withdrawal
Completions are processed in accordance with the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038150887. Students who complete all course requirements (including Vocational Placement and payment of fees) are issued with a certificate.
Students must be assessed for eligibility for a withdrawn outcome via the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038281729. Withdrawn students must only receive a Statement of Attainment.
Induction
Steps | Person Responsible | |
|---|---|---|
| 1 | Preparation | Facilitator, Course Coordinator |
| 2 | Induction | Facilitator |
| 3 | Above the Line, Below the Line - Group Activity | Facilitator |
| 4 | Learner Needs Analysis | Facilitator |
| 5 | Learner Needs Analysis Review | Facilitator |
| 6 | Interview | Facilitator |
| 7 | Finalise and Training & Support Plan | Facilitator, Course Coordinator |
| 8 | Skills for Work Program Delivery | Trainer |
Preparation
Each Facilitator involved in induction must ensure they have:
Sufficient devices and Wi-Fi access (1 per student with sufficient Wi-Fi connection availability)
Sent the “Academy Induction - WA” email template (located in aXcelerate) to all students on the morning of the Induction before the students arrive. The email provides students with the links they need to complete their activities with the facilitator.
The Course Coordinator sets up the Course and Workshop as per https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3039133745, which triggers the “Strategix assessapp – Account Confirmation” email to be sent to all students and releases the “Academy Induction - Induction Checklist” for students to complete after the induction.
Induction
During the induction, the facilitator marks attendance in the induction workshop on aXcelerate. If any students are in attendance but not in the workshop, please advise the course coordinator. This is to be done as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037168259.
The Facilitator performs the induction by covering the content in the induction:
The induction may include a tour of the training facilities.
After the induction is completed, the students complete the “Academy Induction - Induction Checklist” through Cloud Assess.
Above the Line, Below the Line – Group Activity
This step is a group activity for all campus-based students. It sets Strategix’s expectations for student behaviour, effort and attitude. The activity should relate to the disciplinary procedure, and it is suggested that the facilitator creates a list of options/ideas with the class. This activity and the list of options/ideas will be used to set the tone and assist the trainers in maintaining appropriate behaviours during the course.
EMPOWERMENT | Ownership Accountability Responsibility Selfless | Respectful | “You must take personal responsibility. You cannot change the circumstances, the seasons, or the wind, but you can change yourself” ~ Jim Rohn | Victor / Results |
Honest | ||||
Responsible | ||||
Safe | ||||
Choice | ||||
DISEMPOWERMENT | Blame Excuses Denial Selfish | Disrespectful | “All blame is a waste of time. No matter how much fault you find with another, regardless of how much you blame him, it will not change you.” ~ Wayne Dyer | Victim / Reasons |
Dishonest | ||||
Irresponsible | ||||
Unsafe | ||||
Justify |
Learner Needs Analysis
For students to complete the Learner Needs Analysis, the Facilitator:
Helps the students confirm their account on Cloud Assess by directing them to the “Strategix assessapp – Account Confirmation” email:
Troubleshoots issues: If a student has:
Not received the Account Confirmation email have the student check if their email on aXcelerate is correct. If not, contact the course coordinator immediately
Forgotten or lost their password to their email have them submit a ‘forgot password’ request using their secondary contact email or phone number
Forgotten their Assessment Platform password, ensure they can log into their email and submit the ‘Forgot Password’ request. It is advisable that the student is patient and waits for the email to reset the password and does not re-submit as it can create confusion.
Directs the students to complete the Learner Needs Analysis: Students are required to complete the Learner Needs Analysis form in full. This information will be accessed and discussed with the Facilitator during the interview stage of this process
Have the students complete LLN Quiz. The Facilitator must emphasise to the students that it is important for the LLN Quiz to be their own work. Results of the quiz will vary between participants and the results will assist in determining the support requirements of students. Note: If a student has previously completed an LLN test with Strategix they may choose not to re-sit and use the results from their previous assessment.
Learner Needs Analysis Review
Certificate-Level Courses
For certificate-level courses, the LLN results will be automatically pulled into the Learner Needs Analysis spreadsheet for you to review:
Go to the WA - Student Questionnaire (Responses), locate the student
Review the student’s LLN results and responses prior to interviewing the student:
If the LLN exit level scores have not been added to the mapping document it could be for one of the following reasons:
The email address they used in the LNA and the LLN are different or spelt incorrectly
The information updates every 5 minutes, not enough time may have lapsed for the scores to be updated
The student hasn't completed the LLN yet.
If the scores aren’t coming across you can still access them manually by logging into the LLN robot - see the instructions below.
LLN Robot Logon Procedure (only if scores aren’t coming across automatically)
Log onto the LLN robot:
Username: elearning@strategix.edu.au
Password: zudu1715!
Search for the student using the search field
Click on the badge icon (do not use the numbers displayed on the results screen or the popup screen)
On the popup screen, scroll down to and click on Export Profile Report
Open the PDF and scroll to the bottom and obtain the Exit Level value (not working level value) for Reading, Numeracy and Oral
Go to the WA - Student Questionnaire (Responses), locate the student and enter the scores for LLN Reading, LLN Numeracy and LLN Oral next to the student’s name.
LLN Interpretation
Diploma-Level Courses
For Diploma-Level courses, you will need to access BKSB and enter the student’s results into the WA - Student Questionnaire (Responses):
Review the student’s LLN results on BKSB and enter the scores for LLN Reading, LLN Numeracy and LLN Oral next to the student’s name.
Review the LLN results and responses prior to interviewing the student.
LLN Interpretation
Interview
The interviews can start to occur once the first student completes their Learner Needs Analysis and LLN Quiz.
At the beginning of the student interview, ensure that the student has submitted their eligibility evidence, where they have not, make the necessary arrangements before continuing with the interview.
During the interview ensure the following is addressed and completed:
Confirm student responses and LLN ability in the questionnaire:
Navigate to the Mapping tab and if required, complete the “Other Comments / Additional Assistance Required” column
If student requires, extra support, record this information in the Support Requirements Column on the Mapping tab of WA - Student Questionnaire (Responses) and in a note on Axcelerate - include their trainer in the note so they are aware of the student’s needs
Record the date the interview was completed.
Marketing Procedure - Western Australia
As a Service Provider, Strategix is responsible for their own marketing and student recruitment. Strategix must:
Publish information relating to Jobs and Skills WA funded qualifications on their website
Provide the department with a completed Course Information Template within 30 days of being issued a new CPS. See below and send to Lucretia.Radhakrishnan@dtwd.wa.gov.au
Strategix’s marketing must:
Clearly differentiate between publicly funded and fee for service training
Be clear, accurate and not misleading
Include:
The relevant logos:
If funded it must include the Jobs and Skills WA logo
If funded under a Skills Ready initiative, which includes Lower Fees, Local Skills qualifications, Job ready skills sets and infection control skills sets, it must include the Skills Ready logo
If funded under Lower fees, local skills, it must include the Lower Fees, local Skills logo.
Go to https://tamsrtoportal.dtwd.wa.gov.au/styleguides/ for the logos and Style Guide.
The indicative fee/s for all qualifications and skill sets
The caveat “The Student tuition fees are indicative only and are subject to change given individual circumstances at enrolment. Additional fees may apply such as resource fees and other fees”
For posts on Social Media regarding publicly funded training, the post either needs to include the above information OR include a hyperlink to the relevant section of the Strategix website (where the training is described in accordance with the above)
Any fee cap information that applies.
Not suggest, or allow there to be any misunderstanding, that subsidised training is discounted or subsidised by Strategix or any other third party
Not induce students to choose Strategix based on price or other benefits, e.g. fee free course.
Note: The “Jobs and Skills WA style guide for contracted private RTOs (July 2020)” and Logos are included in the following zip folder (downloaded from TAMS, Current as of 03/08/22).
Logo for Fee Free
Authority |
| See Funding |
|---|---|---|
Regulatory Documents |
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Approved By |
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