Transition and Teach-Out Policy

This procedure outlines the process for managing the transition from superseded training packages and removed/deleted training packages, qualifications, subjects of competency, skill set, subjects and modules.

Superseded Training Package Qualification

To remain current with training package reviews and updates, Strategix has designed an ongoing monitoring process as detailed in the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038642224.

Continuing Students

Students will be informed of the deletion or superseding of a training product and any subsequent actions that may be required to be performed. Students are given every opportunity to complete their course prior to the end date of the qualification. Those who cannot complete will be transitioned into the current qualification in line with the transition plan.

New Students

New students will be enrolled into the current qualification as per http://training.gov.au and the registered scope of Strategix.

Transition Plan

The transition plan is developed in consultation with the curriculum team, departmental managers and administrative assistants and will outline the actions required to be completed by each individual.

The scope management checklist tracks the process and ensures students are not disadvantaged in the transition process.

Timeline for Transition

Calendared checks of enrolments and student progression from the Student Management System to monitor continuing students enrolled in superseded qualifications and take the appropriate actions.

Transition and Teach-Out Procedure

Identify Need for Transition

In accordance with the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038642224, the Quality team will identify any changes to its scope of registration and training products.

Where a transition is identified, the Quality team will:

• Confirm the transition arrangements with the training package and notify the relevant department managers

• Update the Scope Management MASTER spreadsheet

  • Qualifications tab - The Teach-Out Date column

  • Ind/Imported Units tab - Search for any instances where the superseded qualification is being used for Implicit scope.

    • If there is more than one qualification noted in the Implicit Pulled From column, remove the superseded qualification.

    • If it is the last qualification left in the Implicit Pulled From column, do not remove. Instead, update the Notes and F/up columns. The date the next transition report is due for the Superseded Qualification should be added to the F/up column for any units affected (ie. 6 months out from the date)

    • When the teach-out date has been reached, the superseded qualification can no longer be used for scope and should be removed from the list in the Implicit Pulled From column. A subject transition report should be re-run to check all enrolments where the unit is used as an import have been finalised. Removal of scope procedure can then be followed.

• Update our website with the current status of the qualification as per training.gov.au so any prospective students can be informed of the status of the qualification. Quality should inform the marketing team of any changes to status to keep this information current. This update to the website is done by updating the Transition Statement

• Update the Qualification Review Date field in all aXcelerate qualifications - The marketing team use this field to identify the expiry date of a qualification, and to differentiate between the superseded and current qualifications

Identify Affected Students

Two (2) reports may be run in the aXcelerate to identify students with current enrolments in a training product (qualification or subject):

1. Transition report - Qualification

   1. You will need to select all versions of the qualification (including FOC, subject only).

2. Transition report - Subjects

The purpose of running the report and saving the data in the Transition List Google sheet is to:

• Identify all currently enrolled students

• Assess the progress of each student and the feasibility of them completing the course

• Ensure students complete their course of study where possible

• Transition students that are unlikely to complete within the 12 month teach-out period

• Monitor the progression of students

• Transition students before the training product is removed from scope

• Credit transfer, RPL and or Gap train subjects appropriately into the new qualification.

The above points will assist with determining the plan moving forward.

To run the report:

• In aXcelerate, navigate to Reports, Saved Reports

• Search Transition Report

• Press play button on report to run (either Transition report - Qualification or Transition report - Subjects)

• Enter either the subject or qualification code/s (enter every version, including ‘subject only’)

• Submit

• Export to Excel file and open in Excel

• For the Subjects transition report only -

  • Add a filter onto the top row

  • Identify which Qualification/s the Subject (shown in column A on the Scope Management spreadsheet) comes from i.e. any quals in which the subject was part of the training package (not just an imported subject). To identify follow steps below:

    • Column ‘O' on the Scope Management spreadsheet will show the qualification/s that the subject has come from

    • Column 'N’ will show the courses where the subject is being used as an imported subject

    • Also check training.gov.au:

    • Search for Subject code in the NRT search on training.gov.au

    • Find the ‘Qualifications that include this unit’ section, and update the ‘Items per page’ if needed

    • If the Qualification appears in this list, the Subject is part of the training package and can continue to be delivered as superseded under that Qualification only (these will be removed from the transition report)

    • Ensure details on the Ind/Imported Units tab on the Scope Management MASTER sheet), are up to date. Ensure you also read the notes in case there is important information to be aware of

  • Back on the report, using the filter, select any Qualification Codes where the Subject is NOT an import

  • Select all and delete

  • Using the filter again, select the Qualification Codes left (these should be the qualifications that the Subject is an Import in - listed in column N)

• Select all data, then Sort the sheet using the Sort & Filter - Custom Sort:

  • Sort by Domain Name

  • Then by Enrolment Status

  • Then by Course Descriptor

  • Then by Expected Completion Date

• Create a new tab on Transition List – Quals and Subjects sheet and title it Unit/Qual code Transition Date eg. TLIL1001 (21/11/22)

• Copy and paste report data into spreadsheet

• If this is not the first report run for this particular unit/qual, add in (2) or (3) to the sheet title

• For the Subjects transition report only - check for any duplicate enrolments already included in other reports, and remove them from the list. Superseded/deleted units will appear in both the subject report and qualification report. If the qualification is being transitioned/finalised, the whole enrolment should be actioned from that list, which will include the unit/s too.

• Type in the date the report has been run into the top of the sheet for our reference (eg. Report as at 11/01/24 (warehoused))

• Update the sheet tab Colour according to the Instructions tab

• Hide the previous report for future reference

• Email the management team to action (they should send out to their teams when required)

• Continue running this report regularly until all identified student enrolments are actioned

• Once the report is clear, add a new tab on the Transition List and type “Clear as at [date]” and hide the sheet. Continue on to the Removal From Scope procedure found in https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038642224

• Do the next step, “Check International Students”, for each transitioning qualification that is on our “International” scope.

Check International Students

International students' information is also held on Prisms and their COEs will need to be updated to the new qualifications. To help the international team, do up a report of all the relevant students that will need to transition to ensure they get their details reported correctly.

• Log on to Prisms

• Go to Reports

• Select the CoE and Student Export Report

• In the Courses drop-down menu, select Single Course

• Type in the Course Code - use Cricos code, not ASQA code

• Select Generate Report

• Open excel document

• Apply a filter to the Column Headings

• Filter COE Status

• Unselect Cancelled, Expired and Finished

• Copy the essential/applicable information for each student on the list onto the Transitions spreadsheet under the heading COEs to be updated - let the International Team know. (Also put a note on the Scope Management sheet for the qual)

• Re-report after the teach-out date to ensure all students have been updated in Prisms.

Plan Transition

Transition plans are determined through discussions between Quality, Curriculum and the appropriate Managers. Usually, this means that Quality will come up with the preferred reporting and transitioning options, based on the report above and email this to management for approval/discussion. After approval, this can then be forwarded to the relevant course coordinators and management team.

The information discussed may include:

• Transition date

• Scope requirements

• Enrolled students

• Curriculum requirements

• Trainer requirements.

Transition of a Full Qualification (superseded qualification)

Prior to commencing the transition of students, the following is required of the Quality team:

• Ensures the new qualification is on scope

• Applies for the qualification to be added to applicable states for funding

• Create new qualification on aXcelerate

• Create a new course template on aXcelerate.

Queensland Enrolments

When transitioning to the new qualification, the course coordinator should:

1. Create a new course using the course template

2. Open old course in separate tab

3. Enrol* students into the new course (Refer to additional Trainee requirements highlighted below)

   1. Enrol student in the new course you created

   2. Copy enrolment date, commencement date and nominal completion date from old course

   3. Tick the box Apply Credit Transfers for each enrolment and check the proposed Credit Transfers

   4. Copy all enrolment details (traineeship details, funding details etc)

   5. If an invoice and payment are not attached to this enrolment, enter the relevant invoice # in the Student Contribution Invoice field. For example, “S0012345”

   6. Select Enrol

   7. On the finance page, add in the finance model and finance code

   8. Untick the ‘default fees' and remove any fees that show

4. Check the learning portal (Cloud Assess/ Moodle) to ensure all unit competencies have been pushed through to aXcelerate on the old course and none are in review

   1. Make note of any assessments completed if required for the trainer

5. In the old course:

   1. Result all units as per the table below

   2. Follow all instructions in the Action column as per the table below, including issuing a Statement of Attainment if the student has obtained any Competencies.

   3. Update enrolment status to Cancelled

6. In the new course:

   1. Result all units as per the table below

   2. Follow all instructions in the Action column as per the table below, including applying relevant Credit Transfers where transitioned subjects are equivalent and the previous outcome was Competent (20). Note: These subjects may have a different code, aXcelerate should have picked up any that had the same code

   3. If Cloud Assess, integrate new enrolment and then deactivate old enrolment

   4. Update learning portal (Cloud Assess/ Moodle) access to remove all Credit Transfers.

7. For traineeships, re-issue training plan as per normal procedure.

Please ensure you read the notes below

South Australia Enrolments

1. for South Australia-funded students, the new subject start date must be commenced on the same date as the end date of the old unit (can not be after this date)

to be continued..

New South Wales Enrolments

For NSW-funded students, the process you will follow will depend on whether any training activity in the enrolment has previously been reported or not.

If the enrolment has not yet been reported, the student’s Commitment ID is to be cancelled, and a new one is to be created for the new qualification. Follow the steps as per usual for a new enrolment.

If the enrolment has been reported, follow the steps below to report a combination of data from the superseded and the new qualification. The same Commitment ID is to be used.

The course coordinator should:

1. Check the learning portal (Cloud Assess/ Moodle) to ensure all current unit competencies have been pushed through to aXcelerate on the old course and none are in review

   1. Make note of any assessments completed (if required for the trainer)

2. Create a new course in aXcelerate using the course template

3. Open the old course in a separate tab

4. Enrol* students into the new course (*If traineeship, refer to additional requirements highlighted below before continuing):

   1. Enrol student in the new course created (do not transfer enrolment)

   2. Copy enrolment date, commencement date and nominal completion date from old course

   3. Tick the box Apply Credit Transfers for each enrolment and check the proposed Credit Transfers

   4. Copy all enrolment details (traineeship details, funding details, commitment ID etc)

   5. If an invoice and payment are not attached to this enrolment, enter the relevant invoice # in the Student Contribution Invoice field. For example, “S0012345”

   6. Select Enrol

   7. On the finance page, add the finance model and finance code

   8. Untick the ‘default fees' and remove any fees that show.

5. In the old course:

   1. Result all units as per the table below

   2. Issue Statement of Attainment if the student has obtained any Competencies.

6. In the new course:

   1. Result all units as per the table below

   2. If Cloud Assess, integrate new enrolment and then deactivate old enrolment

   3. Update learning portal (Cloud Assess/ Moodle) access to remove all Credit Transfers.

7. For traineeships, re-issue training plan as per normal procedure.

Western Australia Enrolments

1. For WA-funded students, the start date must be after the end date of the old unit.

to be continued..

Transition of Subject/s (superseded import)

This section outlines what is required when a qualification contains an imported subject or a subject is included within a short course and has been superseded.

Before commencing the transition of students, the following is required of the Quality team:

• Ensures the new subject is on scope if being delivered in a short course

• Adds the new subject to the short course and/or qualification

• Updates the course template on aXcelerate

• Liaise with the Curriculum team to ensure the new subject is available for use on the relevant learning portal

When transitioning a superseded unit, the course coordinator completes the actions as per the options below.

For all states following AVETMISS reporting standards (QLD, SA, NSW), refer to the AVETMISS Fact Sheet - Superseded training.

Option 1 - All students - Complete full qualification

Complete all possible students who can complete the course and have the SOA or Qualification issued before the teach-out date of the imported subject.

Option 2 - For students who commenced the subject in the same year and did not complete

• Add the new replacement subject to the Course

  • Select course

  • Update

  • Add subjects: click on relevant subjects at the bottom of the screen

  • Update course

• Refresh student enrolment

• Add the new subject/s to the enrolment, with the activity start date updated to date of transition

• Set the superseded subject to Not Reported (0), and remove the subject from the enrolment

  • If cannot remove due to finance error, leave a note on the transition spreadsheet to let the finance department know

• Update the learning portal to add the new subject and remove the old subject

• Refer to State Funding Requirements for further instructions

Option 3 - For students who commenced the subject in the previous year and did not complete

When transitioning to a new replacement subject for the superseded subject, this cannot be processed until the student has commenced the replacement subject.

• Add the new replacement subject to the enrolment

• Set up student’s access to the new subject on the learning portal

• Once commenced, the new subject can be set as Continuing Activity (70), with the activity start date updated (see specific state requirements below)

• Outcome the superseded subject to Superseded Subject (61), and update the activity end date to the date the transition has been processed

See the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037724913 for more information on Subject Outcome Requirements.

Option 4 - For those who have completed the subject

Ideally, these students need to complete the qualification before the teach-out date as no qualifications can be issued with that unit included after that time.

Or,

The curriculum team may need to complete mapping between the old and new subjects, and the coordinator will set the old subject to Superseded (61) and the new subject may be set to competent only when any gap training and assessment has taken place or not (gap training and assessment is dependent on mapping).

Option 5 - For those who have not commenced the subject

The old subject can be removed from the course and the new subject added.

Option 6 - For those who have a credit transfer in the old subject

The old subject must be removed and the new subject can only be credit transferred if equivalent. If not the student will need to complete the new subject.

State Funding Requirements

South Australia -

• The new subject start date must be commenced on the same date as the end date of the old subject (can not be after this date)

• Nominal hours - update the following fields in the Training Account: Course delivery hours for this participant and Course fee for this participant (before any concessions)

• Student fees - check and adjust to reflect the new nominal hours

Queensland -

• The new subject start date must be on or after the end date of the superseded subject

New South Wales - TBD

Western Australia -

• The start date must be after the end date of the superseded subject

Equivalent Imported Units Replacement in Cloud Assess Procedure

For imported units that are transitioning before a qualification transitions, we may need to map to the new unit to determine whether it is equivalent so that continuing students can have their work recognised under the new units.

The transitioning unit must be mapped by Curriulcum to the new unit and the mapping filed in the relevant curriculum folder.

To enable this process, we may administratively, re-name the assessments to represent both the transitioning unit and the new unit.

To facilitate this in Cloud Assess:

• Search for the assessment for the transitioning unit on Cloud Assess

• Open each assessment in a new tab

• Duplicate the current revision of the assessment

• Add the new unit onto the revision, including the most up to date release number and the relevant paths (copy from the transitioning units path)

• Use the edit button (Top right hand corner) to record the reason for the new revision

• Save

• Use the back button (top-left hand corner) to go back to the starting page of the assessment

• Select Edit (Top right hand corner) and edit the title of the assessment to include the new unit code, e.g. FBPOPR1010/FBPOPR2074 Part B

• Save

• Activate the latest revision.

To facilitate this in Moodle:

• Select the transitioning unit in Moodle

• Select Edit Settings

• Add course code to Course Full Name

• Save

• Update the links in Axcelerate for the new unit to link with this subject.