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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):

Fees and Charges

 

Fees and Charges LFLS

 

PIT Fees - fees have not been updated (Archived for now until ready to use after Fee Free finishes up)

Course Information

 

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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:

• https://www.dtwd.wa.gov.au/vet-jswa

• 2021 Participation - equity Program Referral Agents

• Fact Sheet and EOI Form for Participation Program Referral Agents

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:

• http://jobsandskills.wa.gov.au/skillsready

 

Skills Ready (WA) Procedure

 

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 .

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 . 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 . Eligibility evidence must be uploaded to the student's Portfolio Checklist ‘WA - Skills Ready (LFLS & FEE FREE)’ as per the .

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 -

• 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 -

• 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 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 )

• 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.

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 , 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:

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 (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 for the invoicing sequence. See the 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.

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 .

The Course Coordinator is responsible for recording students' attendance/participation and recording start dates for applicable units. Refer to the 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 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 .

AVETMISS Reporting

Reporting will be completed bi-monthly by the Quality Team. It will be communicated by two (2) reports:

1. Student enrolment information, and

2. Student course information and progress.

Completion/Withdrawal

Completions are processed in accordance with the . 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 . Withdrawn students must only receive a Statement of Attainment.

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Induction

 

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 , 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 .

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.

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.

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Marketing Procedure - Western Australia

 

 

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