Smart and Skilled Policy and Procedure
- Andrew Read (Unlicensed)
- Rebecca Smibert
- Claudia Dowling
OVERVIEW
Status | CURRENT |
|---|---|
Classification* | PUBLIC |
Department | ALL |
Review | Apr 30, 2024 |
Notes |
|
QUALITY INFORMATION
PUBLIC-FACING - FACT SHEET
Smart and Skilled Information
Eligibility
To be eligible for government-subsidised training under Smart and Skilled, the following general elibility requirements must be met:
15 years old or over
No longer at school or is home-schooled
Living or working in NSW
An Australian citizen, Australian permanent resident, New Zealand citizen, humanitarian visa holder** or partner visa holder whose sponsor is a humanitarian visa holder.
As a condition of eligibility, students must also:
Provide Strategix with their USI, and
Log into their USI Account and provide "Strategix Training Group" and "Training Services NSW" with access to their USI transcript. This enables Strategix and Training Services NSW to view a student’s USI Transcript to validate their eligibility for Smart and Skilled and determine any Credit Transfers and/or fees.
Specific Requirements -
Entitlement Apprenticeships and Traineeships Program (Full Qualifications)
To be eligible to receive funding under this program a person must also:
Be a NSW Apprentice or New Entrant Trainee* and have an approved Training Contract in NSW; and
Have the approved Qualification shown on their Training Contract and the qualification must be on the NSW Skills List.
*A New Entrant Trainee is an employee who is enrolled in a nationally recognised course of study, within three months of commencement of employment.
**If the student holds a Bridging Visa, the student must provide a document from the Department of Immigration and Border Protection acknowledging that the bridging visa is linked to an application for a humanitarian visa.
NSW Fee Free
Smart and Skilled eligible students that enrol in a Fee Free priority qualification between 13 November 2023 to the 30 June 2024 with a commencement date between 1 January 2024 to 30 June 2024 are eligible for a fee free place, subject to the availability of a training place and funding.
Fee free places are limited and therefore a place is not guaranteed.
Eligibility Evidence Guide
Students must provide at least ONE piece of evidence for EACH eligibility category that applies:
Evidence List | Date of Birth | Live or Work in NSW* | Aust/NZ Citizen or Permanent Resident |
|---|---|---|---|
USI | ✓ |
|
|
NSW Driver’s Licence | ✓ | ✓ |
|
Australian Passport | ✓ |
| ✓ |
New Zealand Passport | ✓ |
| ✓ |
Photo Card (Proof of Age Card) | ✓ | ✓ |
|
Australian Birth Certificate | ✓ |
| ✓ |
Other Birth Certificate | ✓ |
|
|
Any Commonwealth or NSW Government issued document providing evidence of living location |
| ✓ |
|
Citizenship Certificate |
|
| ✓ |
Permanent Humanitarian Visa AND a Visa Entitlement Verification Online (VEVO) check, which confirms current Visa and status |
|
| ✓ |
Current Medicare Card (green only) |
|
| ✓ |
Certificate of Evidence of Resident Status (CERS), which confirms status as Australian permanent resident |
|
| ✓ |
Visa Entitlement Verification Online (VEVO) check, which confirms status as Australian permanent resident |
|
| ✓ |
Current NSW Employer Letter |
| ✓ |
|
Current NSW Employment Payslip |
| ✓ |
|
*Additional requirement for an Aboriginal or Torres Strait Islander Person who lives in specific defined interstate NSW border areas - Must provide evidence of living location (Any Commonwealth or NSW Government issued document).
Notification of Enrolment
Once a student has completed an Enrolment Form, Strategix will notify the Department through the Notification of Enrolment Process (see below). Eligibility for funding can only be determined once a student has passed through the Notification of Enrolment Process. Please note: The Notification of Enrolment process must not be concurrently completed for the same qualification and/or the same units of competency for the same or other qualification(s).
Discontinuing Training
If at any stage you wish to discontinue your training, you must formally notify Strategix through:
Traineeships: Must complete the Department's Cancellation of an apprenticeship or traineeship
Non-Traineeships: Use the Strategix Withdrawal Form or email detailing the reasons why.
Co-Contribution Fees
Students receiving funding under the Smart and Skilled program must contribute towards the cost of their course/training. The fees may differ for each course; refer to the following table for pricing.
Please note, pricing may be different for delivery methods (online, campus and workplace). The price tables detail the fees and charges which are collected by Strategix.
Fees may be adjusted if Credit Transfers are applied. Credit Transfers must be supported by a copy of the certificate, statement of attainment or USI Transcript.
Fees may be paid on your behalf by an employer or another third party (but not by Strategix). If you are required to pay fees personally you will be given a payment advice that details the total amount due and a payment schedule.
Student fees are collected during the enrolment process. When a student withdraws or is cancelled, and they re-enrol into the course, they may be required to pay additional student fees for any units which require training and assessment.
Entitlement Apprenticeships and Traineeships Program^
Qualification | Delivery Method | Student Fee* | Fee Exemption** |
BSB30120 Cert III in Business | Online | $0.00 | $0.00 |
BSB50420 Diploma of Leadership and Management | Online | $0.00 | NA |
CHC33021 Cert III in Individual Support (Ageing) | Workplace | $0.00 | $0.00 |
CHC33021 Cert III in Individual Support (Disability) | Workplace | $0.00 | $0.00 |
FBP30121 Cert III in Food Processing | Workplace | $0.00 | $0.00 |
MSM30116 Cert III in Process Manufacturing | Workplace | $0.00 | $0.00 |
TLI31222 Cert III in Driving Operations | Workplace | $0.00 | $0.00 |
TLI30321 Cert III in Supply Chain Operations | Workplace | $0.00 | $0.00 |
^eligibilty criteria apply
*Previous qualifications do not affect eligibility; however, they may affect the student fee. Students with a post-school qualification, will pay a higher fee for their Smart and Skilled training than someone who does not have any qualifications.
**Students who meet the conditions outlined in the following table may be able to access the Fee Exemptions or receive an adjustment to their fee.
NSW Fee Free Program
Qualification | Delivery Method | Student Fee | TPFQ - Fee Exemption** |
TBD - Coming Soon^^ |
| $0.00 | $0.00 |
^^Subject to availability
Fee Exemptions and Variations
Where students are required to pay a student fee, they may be eligible for a partial or full fee exemption. Fee exemptions must be supported with evidence from the student to be eligible. Fee exemptions include:
Fee Exemption | Details / Evidence Required |
|---|---|
Australian Aboriginal and/or Torres Strait Islander | Australian Aboriginal and/or Torres Strait Islander students prove their status and eligibility for a fee exemption through self-identification, descent or community identification. Students will need to declare their status and be able to provide documentary evidence of community identification, if required. |
Disability or Dependant or partner of a Recipient of a Disability Support Pension | Students who seek a fee exemption for a disability will need to provide one of the following:
A student who is a dependent/partner of a person with disability will need to provide documentary evidence to show they are a dependant child, spouse or partner of someone who is receiving a Commonwealth Government Disability Support Pension. |
New Entrant | Under the NSW Government Fee Free Traineeship initiative, New Entrants who commence training on or after 1 January 2020 may be eligible for fee-free training. Fee-free is limited to a maximum of three traineeships. |
Concession or Dependant of said Person | The recipient of a specified Commonwealth benefit or allowance, must provide one of the following for proof of eligibility for a concession:
Those seeking concession as a dependent child, spouse or partner of someone who is receiving a specified Commonwealth benefit or allowance must provide documentary evidence that Centrelink recognises the individual as the dependant. Evidence must show the CRN of the benefit or welfare recipient. Note: There are no concessions for a student enrolling in a Diploma or Advanced Diploma. |
Live, work or train in the Lismore, Ballina, Byron, Kyogle, the Richmond Valley, Clarence Valley, and Tweed Local Government Areas | Fee waivers are available for all Smart and Skilled students that enrol in training between 1 July 2022 and 30 June 2023 and meet one or more of the following criteria:
|
Refugee or Asylum seeker (and eligible partners) | A refugee or asylum seeker (and their eligible partners) will be eligible for a fee exemption for training up to and including Certificate IV provided they hold or held one of the visas listed in the Smart and Skilled Student Eligibility Policy. These students will need to provide evidence of their visa documentation, or documentation such as an ImmiCard where appropriate. |
NSW Fee Free - Veteran |
|
NSW Fee Free - Veteran’s Recognised Partner |
|
Fee-Free Scholarships | A student undertaking a full qualification up to and including Certificate IV may be eligible for a Smart and Skilled Fee-free Scholarship if they are:
|
Recognition of Prior Learning (RPL) and Credit Transfer (CT) | Where student is granted CT or RPL, the qualification price will be adjusted and a new student fee determined. Refer to the Student Handbook for additional information. |
Targeted Priorities Part Qualifications | There are no fees attached to Targeted Priorities Part Qualifications. |
Support Needs
Where additional support needs are identified from the enrolment form, additional evidence will be required:
Enrolment Question | Details / Evidence Required |
|---|---|
Q5 - Disability status | If ‘I have a disability’ is selected, one of the following will need to be provided:
|
Q8 - Have you been unemployed for 52 weeks or more? | If 'yes' is selected, a letter from the Employment Service Provider confirming unemployed status and timeframe is required. |
Smart and Skilled Fee Administration Policy
The Smart and Skilled Fee Administration Policy for further information on fees.
Notification of Enrolment Process
This process outlines the steps that prospective students must take to access government funding.
Note: This process does not apply to the School-Based Apprenticeship and Traineeship Programs.
STEP 1: Complete Enrolment Form
The first step is to complete an enrolment form which provides us (Strategix) with the necessary information about you and obtains your consent for us to undertake the Department's “Notification of Enrolment Process”.
STEP 2: Notification of Enrolment
Once we receive an enrolment form and your consent*, we start the Notification of Enrolment Process with the Department to inform them that you wish to access funding and to determine your eligibility and entitlements. This includes:
Inputting your details and validating your eligibility
Inputting any details of Credit Transfer (CT) or Recognition of Prior Learning (RPL) – Providing Strategix and the NSW department access to your online USI record is mandatory to help us to complete this step. Refer to the Providing USI Transcript Access for a guide.
Using the fee calculator to determine your student fees
Generating a quote which will be provided to you.
Successful completion of the Notification of Enrolment Process will result in the issue of a Commitment ID. This Notification of Enrolment Process must be completed before any training is delivered to you.
*Note: if you do not provide consent, we cannot proceed with the Notification of Enrolment Process.
STEP 3: Training Plan
Once the Notification of Enrolment Process is complete, we will:
Work with you to create a Training Plan. Where applicable, this also includes working with your employer to creating a Training Plan Proposal and Contract ID
Commence your training on the Planned Start Date*.
*Note: If you do not commence on this date, your Commitment ID must be cancelled and we will need to go through the Notification of Enrolment Process again to create a new Commitment ID for the new start date.
Consent Wording
I understand and agree that, under the National Vocational Education and Training Regulator (Data Provision Requirements) Instrument 2020, Strategix Training Group is required to collect personal information (information or an opinion about me), collected from me, my parent or guardian, such as my name, Unique Student Identifier, date of birth, contact details, training outcomes and performance, sensitive personal information (including my ethnicity or health information) and other enrolment and training activity-related information (together Personal Information) and disclose that Personal Information to the National Centre for Vocational Education Research Ltd (NCVER).
My Personal Information (including the personal information contained on my enrolment form and my training activity data) may be used or disclosed by Strategix Training Group for statistical, regulatory and research purposes. Strategix Training Group may disclose my personal information for these purposes to third parties, including:
School – if I am a secondary student undertaking VET, including a school-based apprenticeship or traineeship;
Employer – if I am enrolled in training paid by my employer;
Commonwealth and State or Territory government departments and authorised agencies, including the NSW Department of Education (Department);
NCVER;
Organisations (including the Department) conducting student surveys; and
Researchers.
Personal Information disclosed to NCVER may be used or disclosed for the following purposes:
Issuing a VET Statement of Attainment or VET Qualification, and populating Authenticated VET Transcripts;
Facilitating statistics and research relating to education, including surveys;
Understanding how the VET market operates, for policy, workforce planning and consumer information; and
Administering VET, including program administration, regulation, monitoring and evaluation.
I may receive an NCVER student survey which may be administered by an NCVER employee, agent or third party contractor. I may opt out of the survey at the time of being contacted.
NCVER will collect, hold, use and disclose my Personal Information in accordance with the Privacy Act 1988 (Cth), the VET Data Policy and all NCVER policies and protocols (including those published on NCVER’s website at http://www.ncver.edu.au).
The Department may disclose my Personal Information to other Australian government agencies, including those located in States and Territories outside New South Wales.
The above government agencies may use my Personal Information for any purpose relating to the exercise of their government functions, including but not limited to the evaluation and assessment of my training, the determination of my eligibility to receive subsidised training or for any Fee Exemptions or Concessions. My Personal Information may also be disclosed to other third parties if required by law.
I also acknowledge and agree that the Department may contact me by telephone, email or post, during or after I have ceased subsidised training with Strategix Training Group for the purposes of evaluating and assessing my subsidised training.
I declare that the information I have provided to the best of my knowledge is true and correct.
I consent to the collection, use and disclosure of my Personal Information in the manner outlined above.
Smart and Skilled Policy
To be eligible for government-subsidised training under Smart and Skilled, a student must meet the eligibility requirements.
Traineeships
Note, the Smart and Skilled Policies do not allow Strategix to charge the employer or student additional fees for travel or workplace visits.
Participated in Subsidised Training
Under the Smart and Skilled Terms and Conditions, Participated in Subsidised Training means:
The Enrolled Student has interacted and participated in the Subsidised Training with a trainer/assessor and/or student/learner management system in a manner that exceeds induction, mere attendance and/or accessing training materials; and
The Provider has documented this interaction and participation.
The key word above is exceeds, meaning that the interaction and participation in Subsidised Training with a trainer/assessor and/or student/learner management system must be more than induction, mere attendance and/or accessing training materials.
Examples include:
Workbook of an Enrolled Student containing relevant learning text for the UoC, with at least one written response to a question in that text by the Enrolled Student that is marked and/or contains feedback from a trainer/assessor
Quiz completed by an Enrolled Student in face-to-face training based on the UoC content delivered (e.g. to revise key points learned in the session) that is marked and/or contains feedback from a trainer/assessor
Recording of a training session that shows the Enrolled Student asking a question and being answered by the trainer, or the trainer asking a question and the Enrolled Student providing an answer, regarding the UoC content being delivered (includes questions asked and answered in the chat function of a lesson delivered via video-conferencing technology)
Record or document created by a trainer/assessor where the trainer/assessor has documented a verbal question asked and the answer provided in an interaction with the Enrolled Student regarding the UoC content in a training session
Extract from an online learning system that shows an Enrolled Student’s response to an online question asked in the course of the Enrolled Student’s progression through the UoC material; the online system should also capture other details such as date, time, duration of log in, and IP address of the computer
Record of the Enrolled Student’s completed assessment, such as:
Knowledge assessment for the UoC, e.g. written answers to written questions that have been marked by the assessor; or
Practical assessment for the UoC, e.g. observation report detailing the Enrolled Student’s performance marked by the assessor.
Smart and Skilled Procedure
The aim of this procedure is to ensure compliance with the Smart and Skilled contract between NSW Department of Industry, Skills and Regional Development and Strategix. This procedure outlines the process from the point of enrolment to the point of completion for students who will be completing their studies under the Smart and Skilled program.
Throughout this procedure, the term Client is used to refer to the employer of a student who will be undertaking a course as part of their employment (Traineeships and Existing Worker).
Steps | Person Responsible | |
|---|---|---|
| 1 | Client Engagement | Business Development Officer |
| 2 | Enrolment and Course Set Up | Administrative Assistant |
| 3 | Fee Collection | Administrative Assistant |
| 4 | Process/Finalise Enrolment | Administrative Assistant |
| 5 | Training and Assessment | Trainer, Assessor |
| 6 | Change to Status of Concession or Disability after Commencement | Administrative Assistant |
| 7 | Training Plan Review | Trainer, Assessor |
| 8 | Completions | Administrative Assistant |
| 9 | Cancellations/Withdrawals | Administrative Assistant |
| 10 | Data Reporting | Compliance |
| 11 | Industry Engagement | BDOs, Trainers |
Client Engagement
New Clients and Part Qualifications
When an employer wishes to have their employee/s undertake a traineeship or part qualification, Strategix must work with the employer to gather information about the course and determine the employer’s and industry’s needs. The standard information that is discussed with the client is outlined in Strategix’s https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3043819619.
Where the client would like their employees to undertake a part qualification, a Training Needs Identification (TNI) Application needs to be submitted by Strategix to the Department for approval. The development of the TNI must be done during the consultation with the employer and the BDO. This is done as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038576677/Smart+and+Skilled+Policy+and+Procedure#TNI-Procedure.
Where a TNI is required, no enrolments can occur until after the TNI application has been approved by the Department and the course has been developed by management and curriculum.
Enrolment and Course Set Up
The enrolment process is as follows:
Traineeships | Part or Full Qualifcation | |
|---|---|---|
| 1 | Course Set Up | Course Set Up |
| 2 | Enrolment Form | Enrolment Form |
| 3 | Eligibility Checks | Eligibility Checks |
| 4 | Notification of Enrolment and Committment ID | Notification of Enrolment and Committment ID |
| 5 | Training Plan Proposal | Training Plan |
| 6 | Contract ID |
|
| 7 | Training Plan |
|
The student must wait until after the enrolment process is completed before commencing their course. The https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3043819619 for more details surrounding the enrolment process for Traineeships.
Course Set Up
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 and Workshops for attendance are created using the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3039133745, and following the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038150933/Enrolment+Policy+and+Procedure#Enrolment-Procedure (specifically, the Enrolment Admin Tasks).
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.
Enrolment Form
Students are to enrol via the enrolment links available on the Strategix website. The administrative assistant is responsible for creating the enrolment links as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038150933.
Eligibility Checks
Ensure all student eligibility checks are completed. Including but not limited to:
Funding
Training contract is completed (if applicable)
Previous study and previous work history, credit transfers and recognition of prior learning
Eligibility documents are to be provided by the student and uploaded as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038904409.
Notification of Enrolment and Commitment ID
Students accessing funding in NSW must be taken through the Notification of Enrolment process on the department’s portal (STS Online). To undertake the Notification of Enrolment process, the administrative assistant logs onto STS Online, goes to Student Enrolment Notification and completes the following steps:
Select Enquiry and notification - one at a time
Select Next on the Preparatory information screen
Select the activity period in which the student will commence their course
Type the Qualification Code (for full qualifications) or select “PAS” for Part Qualifications and click search
Select the qualification or course the student will be completing
Fill out all mandatory fields (including the USI). All information is collected through the enrolment form and can be found on the student’s profile and within their enrolment file notes.
If enrolled under a Waiver (eg. Fee Free Traineeship Initiative 01/01/2020-30/06/2024), select Yes to this question. Then select the name of the Waiver from the drop-down in Type of Waiver.
If enrolled under a Strategy/Initiative, select Yes to this question. Then select the name of the Strategy/Initiative in Type of Strategy.
Progress through the Provider Calculator following the department's Calculating the Fee and subsidy for RPL and CT procedure. Strategix must have access to the student's VET transcript to complete this step.
The Provider Calculator will return one of four results:Notified – for prospective students enrolling
Eligible – where the prospective student is eligible, and a fee and subsidy is quoted
Ineligible – where the student is ineligible
Rejected – data is invalid
If there is an ineligible result, the uploaded data must be edited or have any additional information completed. The data will need to be resubmitted to complete the Notification of Enrolment process.
The student is to be emailed the Student Copy of the quote and the Provider Copy is to be uploaded to the portfolio on their profile
The NOE contains the student's Commitment ID, this is to be recorded against the student's enrolment on aXcelerate.
Fee Collection
Fees must be collected prior to completion of the course. Fees are to be collected as per the payment arrangement determined with the student and/or employer. The fees charged should match the price calculated during the creation of the Commitment ID, while also reflecting any concession or fee exemption status.
Process/ Finalise Enrolment
Students' enrolments are set to ‘In Progress’ after they have met the funding and course requirements in full. Only when a student’s enrolment is set to ‘In Progress’ and the student has attended the course can they be issued with a Confirmation of Enrolment (CoE) that they can provide to their Job Active Provider, Centrelink or Employer as evidence they are actively enrolled in and attending a course.
Students who have not provided all required evidence are to remain as Tentative. A Tentative student is not to be provided with a Confirmation of Enrolment prior to their enrolment being completed and their enrolment being finalised.
After ensuring the following is completed, the enrolment is to be processed:
Performing any specific Enrolment Admin Tasks as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038150933 for each individual funding agreement via the specific procedure AND
Checking all evidence of eligibility is uploaded against the Student Portfolio Checklist, and the student’s Unique Student Identifier (USI) is obtained
The Administrative Assistant processes the enrolment by:
Updating all Enrolment Administration Details data, including but not limited to:
Traineeship details (if applicable)
Funding Source (National) = 11, Funding Source (State) = Blank, Contract/ Schedule = Blank
Commitment ID = As per the notification of enrolment/ STS online portal
Enrolment status = In Progress
Using the Set All Subjects tool:
Update all subject statuses, according to the https://team-1597131381081.atlassian.net/l/cp/FCS06AB4
All subjects which are yet to be commenced (which have future proposed start dates) to be set as 85 - Not Yet Started (NYS)
All subjects with evidence for commencement to be set as 70 - Continuing Activity (CA)
Update all subject’s Activity Start Dates and Activity End Dates, according to the https://team-1597131381081.atlassian.net/l/cp/FCS06AB4
Send the Confirmation of Enrolment, if it is not set to send automatically (refer to Email Triggers)
Training and Assessment
Training must commence within 10 weeks of the commitment ID being created.
Induction (Part and Full Qualifications ONLY)
Before starting training with Strategix, it is compulsory for all students to participate in induction to ensure they have all information supplied before the course commences. The individual conducting the induction will be referred to as the “Facilitator” throughout this Procedure.
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 Review | Facilitator |
| 6 | Interview | Facilitator |
| 7 | Update aXcelerate, Send Training Plan | Facilitator, Course Coordinator |
| 8 | Commence Training | Trainer |
1. Preparation
Each Facilitator must ensure they have:
Sufficient devices and Wi-Fi access (1 per student with sufficient Wi-Fi connection availability)
Sent the “Academy Induction” 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.
2. 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.
3. 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 |
4. Learner Needs Quiz
For campus-based students to complete the Learner Needs Quiz, 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 completed in their own time. Results of the quiz will vary between participants and the results will assist in determining any additional support that may be required. Note: If a student has previously completed a LLN Quiz with Strategix, they may choose not to re-sit the test and use the results from their previous assessment.
5. Learner Needs Analysis Review
Access results of the LLN Quiz by logging into the LLN robot:
Username: elearning@strategix.edu.au
Password: zudu1715!
Once logged into LLN robot, the Facilitator:
Locates the student's LLN Quiz results
Navigate to the Form Responses tab of the NSW Student Questionnaire (Responses) spreadsheet and locate the student
Enter the scores for LLN Reading, LLN Numeracy, LLN Writing and LLN Oral next to the student’s name. See below for the interpretation of the scores*
6. Interview
The interviews can start to occur once the first student completes their LLN Quiz and Learner Needs Questionnaire.
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 to the questionnaire and check/confirm learner support needs. If the spreadsheet has highlighted any areas of concern, discuss with student and select whether support is needed. Where support is needed, record the support needed in the relevant column of the spreadsheet
Navigate to the Mapping tab and if required, complete the “Other Comments / Additional Assistance Required” column
Reinforce the importance of attendance - this is a course that develops work and employability skills and is part of the course
Advise the student that they will receive a training plan outlining the dates they will need to class
Go through the questions and answers in the Learner Needs Questionnaire. Adjust answers as required based on your interview with the student
Discuss any potential learner difficulties with the student
Where needed, record any learner support needs the student may have and how these will be addressed
Tick the Induction and interview completed box.
7. Update aXcelerate, Send Training Plan
The Facilitator creates a note on Axcelerate with any special information regarding the student e.g., students’ special needs etc. and emails this information to the Course Trainer and Course Co-ordinator
The Facilitator sends eligibility evidence to Co-ordinator
The Facilitator returns money and receipts to head office
A Training Plan must be developed for each student and qualification. The Training Plan template is generated in aXcelerate, the appropriate template is to be selected depending upon the student type (Campus). The Training Plan template pulls information obtained during the enrolment to identify relevant steps to be taken with the student and if applicable, the employer, to create the Training Plan. Update the Training Plan with any additional information on student needs etc. Then send it to the student. The Training Plan must be signed by the student and Strategix and a copy uploaded to the student’s portfolio.
8. Commence Training
Training and assessment occur as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037167658
9. Record Attendance
Trainers/assessors are required to record attendance based on the student’s participation in all contact hours each week. The administrative process for recording attendance is outlined in the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037168259.
Attendance must be accurately recorded by:
11am for Face to Face classes
3pm for Blended classes
Within 24 hours for Workplace visits.
aXcelerate sends automated email notifications to a student if their attendance is unsatisfactory. If a trainer/assessor neglects to record attendance on time or incorrectly, a student may receive a notification where it is not due.
A student is to be marked as absent when:
The student missed contact hours for a day
The student attends minimal contact hours during a day
Change to Status of Concession or Disability After Commencement
If a student acquires a disability or concession status during their training, the administrative assistant must discontinue the enrolment against the current Commitment ID and create a new enrolment under a new Commitment ID and CT all applicable subjects. Refer to Smart and Skilled Declaring Students Status after Enrolment Policy (accessible through the documents area of STS Online). Note: the student may be due a refund, this will be identifiable by determining the difference in price between the old and new quote generated through STS online. Students must be provided with a refund of fees if applicable.
Training Plan Review (Traineeships only)
The Training Plan must be reviewed at least every 6 months. Refer to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3043623041.
Completions
Part and Full Qualifications: Upon completion, the student is awarded their qualification as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038150887
Traineeships: Upon completion:
The employer completes the “Employer Endorsement of Competence” section of the Training Plan. This must be done before the student's enrolment is set to complete or they are issued with a qualification
The trainer, student and employer complete the “Request for Competency-Based Completion” form. The form along with the final assessment/s and completed Training Plan, is handed into the administrative assistant to be entered into aXcelerate
The administrative assistant sets the qualification to Completed in aXcelerate
The student is awarded their qualification as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038150887.
Cancellations/Withdrawals
Full withdrawal information is located in the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038281729. If applicable, refunds will be processed as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037364246.
Part and Full Qualification: Those undertaking training that is not a Traineeship, must advise Strategix if they wish to withdraw. This can be done through an email or by completing Strategix’s Withdrawal Form
Traineeships: For those who are undertaking a Traineeship, they must complete the Department's cancellation form. The form can be located on the department’s website
Enrolled students who discontinue or defer their training after commencement must be reported as TNC (training not completed) or D (Deferred).
Data Reporting & Financial Caps
Data is to be reported by the Compliance Team as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3053879297.
Financial caps will also need to be monitored regularly. Set in the Compliance calendar for a monthly check however Compliance will only need to send to Management when there are changes or concerns with the figures i.e getting close to the cap amount.
Login to STS NSW portal
Go to RTO Contract Services heading
Scroll down to 'Smart and Skilled eReporting' section (left hand menu)
Select Financial Information Files
Click ‘Regenerate File’ at bottom of the page
Click the FinCapEstimateFile (should be 2nd file link from the bottom of the page)
Download file
Open the previous/most recent report found in Quality> Funding Sources> NSW Smart and Skilled 23-24> Financial Cap Estimates. You will then need to Save as a new workbook and change the date to today’s date in the title. Your file should be saved something like this: NSW - Financial Cap Estimate 23-24 (today’s date).
Copy the new data from the downloaded file. Ensure you only copy up to the end of column (AO). If you copy past this column the data won’t paste correctly and will show with an error message (see screenshot below on where to copy to.)
Paste this date into your Saved Excel worksheet in the ‘Data and Calculations’ tab. Paste data in the current activity period column in cell B2. This will collate the data into the pivot table which is on the ‘Summary’ tab.
Once new data is pasted delete any existing data that is in the rows below.
Go to the Summary Tab. You will see the pivot table. Right click anywhere on the pivot table and select ‘Refresh’. It will now automatically pull over the data from the Data and Calculations tab. Below is a image of the pivot table.
Send email with up-to-date figures to management - Search for previous email that was sent to see what to say. In sent emails search: ‘Update on NSW financial cap’
Payment of Funding
Note, NSW pays funding in instalments:
Certificates, Prevocational & Part Qualifications:
20% of subsidy payable - one UOC is reported with 20 (C), 30 (CNA), 40 (W), 51 (RPL) or 70 (CA)
40% of subsidy payable - 50% of the UOC are reporting with 20, 30, 40, 51 or 60 (CT) & at least one is 20, 30, 40 or 51
Remaining (40%) payable - 100% of the UOCs are reported with 20, 30, 40, 51 or 60.
Diploma or Advanced Diplomas:
10% of subsidy payable - one UOC is reported with 20 (C), 30 (CNA), 40 (W), 51 (RPL) or 70 (CA)
20% of subsidy payable - 25% of the UOC are reporting with 20, 30, 40, 51 or 60 (CT) & at least one is 20, 30, 40 or 51
25% of subsidy payable - 50% of the UOC are reporting with 20, 30, 40, 51 or 60 (CT)
20% of subsidy payable - 75% of the UOC are reporting with 20, 30, 40, 51 or 60 (CT)
Remaining (25%) payable - 100% of the UOCs are reported with 20, 30, 40, 51 or 60.
Apprenticeships:
10% of subsidy payable - one UOC is reported with 20 (C), 30 (CNA), 40 (W), 51 (RPL) or 70 (CA)
10% of subsidy payable - 16% of the UOC are reported with 20 (C), 30 (CNA), 40 (W), 51 (RPL) or 60 & at least one is 20, 30, 40 or 51
16% of subsidy payable - 33% of the UOC are reporting with 20, 30, 40, 51 or 60
16% of subsidy payable - 49% of the UOC are reporting with 20, 30, 40, 51 or 60
16% of subsidy payable - 66% of the UOC are reporting with 20, 30, 40, 51 or 60
16% of subsidy payable - 83% of the UOC are reporting with 20, 30, 40, 51 or 60
Remaining (16%) payable - 100% of the UOCs are reported with 20, 30, 40, 51 or 60.
Refer to the Smart and Skilled Contract Terms and Conditions (Section 17.3) for further information on payment of subsidies.
Industry Engagement and Assessment Validation
Strategix is expected to engage with industry, which includes engaging with employers industry associations and/or specific enterprises. Engagement:
Confirms training and assessment are current and relevant
Supports vocational competence and complies with the RTO Standards.
It is expected that Strategix participate actively in industry networks and partnerships. Evidence must be retained to demonstrate engagement with industry. Engagement and evidence are covered in Strategix’s Professional Development Program, specifically in the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038543876.
As part of Strategix’s Professional Development Program, Strategix also engages employers to independently validate assessments through Industry Consultation.
TNI Procedure
Steps | Person Responsible |
|---|---|
Find Employer | Business Development Officer |
Complete TNI Details Collection Form and Include Supporting Evidence | Business Development Officer |
Submission of TNI Application | Administrative Assistant, Senior Management or Compliance |
Department Review and Approval or Denial | Training Services NSW |
Course Development and Course Creation | Management, Compliance and Administrative Assistant |
Enrolment Process | Administrative Assistant |
Find Employer
The Business Development Officer (BDO) is responsible for:
Finding and identifying employers who wish to employ individuals who meet specific knowledge and skill levels (the employers need, AKA the industry need);
Consulting with the employer/s to identify how Strategix can meet the employer/industry need through running a course that will provide individuals with the knowledge and skills required to make them prime candidates for the employer to hire.
The discussion with the employer should include:
Reasons for the need for the course
If the training is targeting a specific industry
How the potential student(s) have been identified
The proposed enrolment and completion period/dates
The number of potential students
The delivery mode
The delivery location
The name and contact details for the organisation and any partner organisation
How the training will enable the potential student(s) to transition to a higher qualification or employment
The intended outcome of the training, i.e. employment opportunities, traineeships, further training
If there any special needs or requirements of the students
What the intended outcome of the training is (Apprenticeship, traineeship, employment, upskilled work and/or further training).
Do not promise enrolments at this stage - there is no guarantee that the course will happen until after the TNI has been assessed and approved by the department.
Complete TNI Application and Include Supporting Evidence
The BDO must record the discussed information in the TNI Application and collect and collate any supporting evidence. All fields/areas in the TNI Application are mandatory and an application cannot be submitted to the department if it is not fully completed. Supporting evidence must be obtained to be included in the application, if an application does not have supporting evidence it will be denied by the department. Supporting evidence includes:
At minimum, a letter from the employer
Copies of email communication between the BDO and the employer.
To complete the TNI Application:
Log in to the portal using a personal MyGov login
Click on Training Needs Identification Search
Click on New TNI Application
Fill out all required fields using the information obtained during the consultation stage and the TNI Application Questions (below) and the TNI Admin Details (below)
Attach applicable documents (this should include evidence of conversations or support letters with/from the organisation/employer/industry)
Complete the Declaration
Click Save Progress and notify the Course Coordinator, Workplace Manager and Quality and Compliance Manager that it is ready for review.
Check TNI Application
The Course Coordinator logs into STS Online (the department's portal) and reviews the TNI application.
Submit Application
The Quality and Compliance Manager reviews the TNI Application and submits, where appropriate:
Review course details
Confirm correct cohorts and regions have been selected
Confirm correct letter of support has been uploaded
Read the paragraphs on consultation and partnerships etc to confirm is correct for submission
Check dates - should try to give leeway with dates - i.e. give 4-8 weeks between enrolments and finishing to provide options for completing more students or to do another intake during that time
Ensure it meets the requirements for TNI/part qualifications - refer to most recent Part Qualifications Guidelines on the STS portal.
Department Approval
The department will either approve or deny the TNI application. The BDO may need to obtain more information from the STS agent and adjust the TNI or collect supporting evidence to strengthen the application. Ideally, by submitting as much detail and information the first-time round will eliminate the need to take this extra step.
Strategix Acceptance
After the Department has reviewed it, the Authorised Representative on STS Online must accept the Application on the STS portal (Quality and Compliance Manager will need to email the request for approval to the Authorised Representative).
Following this, the approved TNI will be available on STS online for download and sent to the Quality and Compliance Manager. The Quality and Compliance Manager will forward the approved TNI to the relevant Course Coordinator, Manager and BDO for their reference.
Course Development and Course Creation
Once approved, a Training and Assessment Strategy (TAS) is to be created for the course, and it is taken through the development stages on the Scope Management Checklist.
Enrolment Process
After the development stage has been completed, the administrative assistant creates the course in aXcelerate and obtains the enrolment link. Enrolments are processed by following the full https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038576677/Smart+and+Skilled+Policy+and+Procedure#Smart-and-Skilled-Procedure above and https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3043819619 (if applicable).
Induction Process
Add the Induction subject to enrolment. - The enrolment status is to be updated to ‘In Progress’ (only for the purpose of adding the Induction, and then put back to tentative). Send relevant Induction email template from aXcelerate. If enrolment is on Cloud Assess, Integrate and Pull Enrolments to bring in the Induction unit.
As part of the induction each student must participate in a Learner Needs Analysis (LNA).
For short courses, the LNA consists of the LLN Short Answer Questions assessment within the induction unit on Cloud Assess. This assessment must be completed by all students. Depending on the outcome, trainers may make recommendations for further support for a student.
TNI Outcomes
Once the course is completed, the TNI Outcomes forms needs to be filled in to provide feedback and employment outcomes. The completed form must be submitted within 6 weeks from the course completion. Failure to submit this may delay or impact future applications for funding.
After the approval email, there will be a separate email received with the subject “Mandatory Reporting Outcomes”. This will have the TNI Outcomes form attached, with the relevant TNI number and dates etc. pre-filled. Once the form is completed, submit it as per the instructions in the email.
An example TNI Outcomes form can be viewed here: .
Quality then updates the TNI Outcomes Spreadsheet with the details. This information can be used for future tenders to provide information on our outcomes.
Marketing Guidelines for Smart and Skilled
Marketing Material:
Must display our legal name and RTO code
Must include subsidies
Must use the statement “This training is subsidised by the NSW Government”
Cannot use the words ‘free of charge’, discounted, or subsidised by Strategix*
Cannot use logos etc without permission from NSW.
Website:
Homepage must contain a direct link to the Smart and Skilled Website
List our approved Qualifications
Outline the Notification of Enrolment Process and provider’s enrolment process (inc consents, declarations the student must make) and when info is required. This is included in the Smart and Skilled Fact Sheet
Provide information on how to get a USI. This is included in the Student Handbook
Student information – i.e. fees, RPL, VSL, Consumer protection, withdrawals, support, contact details, etc. This is included in the Student Handbook
Additional support – i.e. learner support. This is included in the Student Handbook.
Authority |
|
|
|---|---|---|
Regulatory Documents |
|
|
Approved By | Name here | Details / Decisions: |