South Australia Upfront Assessment of Needs (UAN) Procedure

Important Information Overview

*students may apply for an extension where required.

Enrolment

Students complete the electronic enrolment form, ensuring details are represented as displayed on their identification.

Enrolment declarations and information directly update the Student Management System.

You will first need to establish if a student is eligible or may have any credit transfers. This should always be done first. The student will either mention possible CTs on their enrolment form or you will see them when looking on the Work Ready portal:

• Search student in the ‘Work Ready’ portal

• Check if they have any active training accounts (max 1 pre existing training account is allowed. If you see more than 1 then the student will need to contact the applicable RTO to close the training account)

Open

• Check if student has credit transfers. If they do, then follow this procedure and make note of these credit transfers on the student’s aXcelerate profile. Sometimes the credit transfers might not be easy to see (if a student has mentioned checking for Cts). The units could be superseded/equivalent. Training.gov will help identify these. - Credit transfer policy and procedure

Pre-Induction

Students are sent an individual South Australian Induction Email from aXcelerate, titled Academy Induction - SA. Note: This same template can also be used for Workplace.

This email includes:

• Induction - video

• Participant agreement form - Docuseal form

• CSPA quiz - link

• Student questionnaire

• Induction checklist - link for Cloud Assess

• Information for an induction interview.

Induction Day

The following steps are to be followed on Induction Day:

1. Mark Attendance

As students arrive, ensure they are marked present on the attendance register.

2. Welcome and Introduction

Welcome students and introduce yourself

3. Introduction to Course

Discuss the following:

• Is the course right for them?

• Are they here for the right reasons and committed to the process

• Course, attendance and physical requirements of the course

• What to expect from the UAN process.

4. CSPA Login

• Allocate a CSPA login to each student

• Student MUST be physically in front of you to send this template

• Student to login to emails and locate the induction email

5. Induction Information

Induction – Video and Checklist: The induction of students into Strategix must include the following information:

• Course details and requirements

• Site induction - safety

• Security

• Student support

• Complaints/appeals

• Access to student information and records

• Fees and refund policy

• Legislation (Privacy, Anti-discrimination, etc.)

• Assessment policy and procedures

• Plagiarism/Copyright

• RPL and credit transfer

• Vocational Industry Placement (where required)

• Required clearance checks - criminal history checks and DCSI checks.

This information can also be found on our website and in the Student Handbook. Both are available to all students upon enrolment, included in all enrolment information emailed to every student, and each class must have a copy on hand.

6. Participant Agreement Form

Students must read and acknowledge the Participant Agreement. Once done, the signed Participant Agreement is to be saved onto the student’s aXcelerate portfolio, in the following format.

Note: Students enrolled under a Training Priority Project (eg. Fee Free Program) will need to complete the Skilling South Australia Projects Participant Agreement Form. Online signing link for each form:

• Skilling SA Projects - Participant Agreement Form

All other students will need to complete the standard Participant Agreement Form for accredited training. Docusign links:

• South Australia - Participant Agreement (over 18)

• South Australia - Participant Agreement (under 18).

Completed forms go to the South Australian folder within the enrolments@strategix.edu.au inbox.

Learner Needs Analysis (LNA)

The LNA is required for all prospective participants seeking access to a subsidised training place in a full qualification. The LNA process occurs prior to the confirmation of enrolment and includes the following:

• Snapshot, Reading and Numeracy Indicator (SRNI tool)

• Core Skills Profile for Adults (CSPA)

• Student questionnaire

• Interview with student.

When SRNI and CSPA are not required

The only instances where a student doesn’t need to do the SRNI or the CSPA assessment is when one of the following occur:

• Student is enrolled solely in a skill set

• Option 1: Student has completed a Certificate IV or higher-level AQF qualification in the last five years if there is no industry alignment between the prior qualification, current employment and qualification student wants to enrol in or,

• Option 2: They have completed a Certificate IV or higher-level AQF qualification (regardless of when it was completed) provided there is industry alignment between the prior qualification, current employment and the qualification the student wants to enrol in.

If any of the above apply, then do not have the student do the SRNI or the CSPA

7a. The Snapshot, Reading and Numeracy Indicator (SRNI tool)

The SRNI is the initial assessment that the student must undertake. On average this assessment takes the student 15-20 minutes to complete. The SRNI will identify whether further assessment is needed. Further assessment is only needed if the student doesn’t meet the exit level 2 on completion of their SRNI. The training provider must then use the CSPA to further assess (see next section).

7b. Core Skills Profile for Adults (CSPA)

The CSPA is an assessment tool that can individually assess a learner’s capabilities in: Reading, numeracy and writing (writing is optional). This assessment may take the student around 30 minutes to complete, however there is no time limit. Keep in mind that the CSPA is only used if the student doesn’t meet the minimum exit level 2 from their SRNI. This applies to all qualifications.

Note: Students who are not required to complete the CSPA must still complete the rest of the UAN process.

CSPA Login

• Login details: Create CSPA - anonymous candidates

• URL: https://oars.acer.edu.au/strategix-training-group-workready

• Username: first initial.surname (eg. t.mouton)

• Password: As set by the individual.

Supervised Assessment of CSPA

All LLN testing must be supervised and must not be emailed to an individual to complete on their own. The supervisor must maintain visibility of the screens of the individuals undertaking the assessment to ensure they do not have any other websites or web pages open. Individuals are also not permitted to have a mobile phone on their person when undertaking the testing.

In compliance with the UAN Guidelines Strategix only email the CSPA login details to students once they attend the induction and are physically present. In most circumstances, the CSPA should be undertaken during induction on campus. Where the student is unable to attend due to genuine barriers, the CSPA can be undertaken:

• At the student’s workplace or similar environment, with a nominated third party performing the role of the supervisor. The supervisor must complete the CSPA Supervision Checklist (SA) and return it to Strategix to verify that the supervision requirements were met

• Online, using Zoom (or similar) with a trainer or support person acting as the supervisor. The supervisor must always maintain visibility of the individual and their screen to ensure that no other websites or web pages are open during the online assessment.

Minimum ACSF Exit Level Requirements

Students who achieve the minimum exit level 2 requirements are determined as suitable and may continue with the enrolment process. This applies for all Certificate courses, a minimum exit level is to be achieved.

Students who do not achieve the minimum exit level 2 requirements listed below must be referred to the Learning Support Service (LSS) to conduct a CSPA Interpretation Report - See further instructions below.

All assessment results must be saved to the student’s aXcelerate profile.

8. Student Questionnaire and Interview

Questionnaire

All students must complete the student questionnaire online.

Note: Students who did not complete the CSPA are still required to complete the questionnaire.

Interview

The interviews can start to occur once the first student completes their CSPA and Student 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:

• Go to the SA - Learner Needs Analysis (Responses)

• Learner needs assessment:

  • Confirm student responses and LLN ability by going through questions verbally and observing student

  • Review, explore, and confirm the student’s learning needs, referring to the Learner Support Policy and Procedure - Learner Needs Assessment and Learner Support Policy and Procedure - LNA Analysis

  • Discuss any barriers noted and support needs as per the Learner Support Policy and Procedure. Advise the student about how Strategix can help meet their needs, e.g. referrals to other agencies, foundation skills courses, or other qualifications that may be suitable

  • Based on the above and your observation of the student, evaluate whether the student is suitable to study their chosen course

  • Complete the MAPPING tab on the spreadsheet by entering the following:

9. Academy Induction Checklist

• Student enrollment email sent upon enrollment contains link ‘Confirm My Account’ (Cloud Assess platform)

• Students need to login in their account and go to ‘My Tasks To Do’ and select the ‘Induction Checklist’

• Students are to complete the checklist and select Save and Submit

• Trainer to mark Satisfactory.

Note: this email frequently goes to spam and some students may not have confirmed their account yet, they will need to create themselves a password for ongoing access to this platform.

10. CSPA Interpretation Report

When students' CSPA results do not meet the minimum levels, they must be referred to SYC to conduct a CSPA Interpretation Report:

• Attach the CSPA assessments, and any other relevant information

• Email to SYC Foundation Skills (foundationskills@syc.net.au) and cc melissa.barnett@strategix.edu.au and craig.haines@strategix.edu.au.

Once a student has been referred to LSS, a CSPA Interpretation Report will be conducted to identify the needs of the student and recommend support strategies. The CSPA Interpretation Report identifies what literacy and numeracy support is required as a condition of access to the qualification. A CSPA Interpretation Report may recommend foundation skills bridging units, foundation skills qualifications or other informal supports.

The Interpretation Report is the evidence base for determining what foundation skills support the individual student’s needs. The identified actions the Report makes, become the condition of access to the qualification of choice.

After receiving a copy of the CSPA Interpretation Report:

• Trainers must:

  • Review the report for recommendations, including the support the trainer has been asked to provide. If you are unsure as to whether or not you can provide the support listed, please contact your manager to discuss before continuing

  • Discuss the results and recommendations of the interpretation report with the affected student

  • Inform the student that SYC can assist the student with all support needs identified in the report including LLN courses.

• If the student wishes to proceed with the training, they must agree to undertake the learner support recommendations before a training account is established. Any foundation skills course recommendations may be completed:

  • Before commencing the vocational qualification

  • Integrated into the delivery of the vocational qualification or

  • Delivered concurrently alongside the vocational qualification or

  • Some variation of the above.

• Once the support plan is finalised, the student can reengage with Strategix.

For students who undertake further testing, SYC will invoice Strategix for $200 per person. This is to be paid in accordance with the invoice terms. Reimbursement of these fees will be paid directly to Strategix by DIS quarterly (Q3 January – March, Q4 April – June, Q1 July – September and Q2 October – December) after the Learner Support Service Provider has submitted the CSPA Interpretation Report (electronically). A list of students can be obtained from DIS by emailing DIS SkillsContracts - DIS.SkillsContracts@sa.gov.au.

Referral to Learner Support Services (LSS)

Strategix currently has a partnership with SYC (Ph. 8405 8500) to provide Learner Support Services for our students. Contact details for SYC:

Administrative Tasks

Potential students who have completed the Learner Needs Analysis process and are deemed suitable for the course are able to move forward to the next stage of the enrolment process.

Participant Account

After the student has agreed to and signed the Participant Agreement Form, each student must be searched for on the https://portal.statedevelopment.sa.gov.au/WorkReady/ portal.

Where a student does not have a previous participant record, create a new participant on the https://portal.statedevelopment.sa.gov.au/WorkReady/. This is created by entering the basic contact information for the student (full name, date of birth, address and contact details) as per the instructions in the guides found on the https://portal.statedevelopment.sa.gov.au/WorkReady/polices_forms2 website:

• Standard enrolments - Create Participant Profile and Training Account Guide

• Training Priority Projects - Fee Free enrolments - Skilling South Australia Projects Skills & Employment Portal.

Eligibility and Entitlement Check

After verifying or creating the participant, the student is assessed to determine eligibility for, and their entitlement to subsidised training. Once the participant is located on the Skills and Employment Portal, select View History and screenshot this page. Save a screenshot of the History onto the student’s aXcelerate portfolio.

Eligibility criteria are included in the SA - South Australia Funding Fact Sheet. Attach identification to the student’s aXcelerate profile.

Add Participant Profile to the Project (Fee Free enrolments only)

• Select ‘Projects’

• Double click or select the Project and click ‘Next’

• Click on the ‘Add Participant’ button

• Search existing Participant Profile in the portal by entering either:

  • The first name AND last name AND date of birth AND gender OR

  • A Participant Number.

• When the participant appears on the list, select ‘Add’. You will then be returned to the Project page and the participant you added will be listed

• Continue on to Create Training Account.

Training Account and Other Administrative Tasks

Create a Training Account on the Skills and Employment Portal and screenshot the training account summary. Then:

• Check for credit transfers. Access the Skills & Employment website to view student’s study history:

  • Go to Participant

  • Participant Search

  • Insert student’s Participant ID number or other personal details

  • Search. Relevant student’s details should appear

  • Select View History

  • Look through courses completed previously to determine whether there are any Credit Transfers

  • Apply CTs in Axcelerate, as per Credit Transfer Policy and Procedure, ensuring evidence is obtained.

• Process any co-contribution fee

• Setup the student and enrolment on the learning portal (Cloud Assess or Moodle)

• Enter funding source codes into aXcelerate (National: 11, State: WRG)

• Enter Contract/Schedule if required, as per the current SA Fund Source Indicators Final document on https://providers.skills.sa.gov.au/tools#categories=reporting:

  • STL Qualifications (standard enrolments) - Leave Contract/Schedule blank unless otherwise directed

  • Training Priority Projects – Fee Free Program - Enter Contract Code: JF-001706 (Training Priority Projects - Fee Free - SA)

  • Do not use any deactivated Contracts, eg. Code: SFAAPP0461 (S4A SA)

• Obtain a criminal history check (where required).

Enrolment Confirmation

Students will be set to ‘in progress’ on aXcelerate and issued with a confirmation of enrolment once the following has occurred:

• Completed all induction tasks (participant agreement form)

• Successful registration on the Skills and Employment Portal

• Eligibility check (history check and requirements met)

• Submitted all required evidence (ID)

• Finalised co-contribution fees or accepted payment plan conditions

• Verification of USI

• Student has attended their first actual class day (confirm by checking attendance progress bar in aXcelerate)

Commencement

The student must:

• Commence within 30 days* of training account creation

• Complete a unit within 90 days of commencement

• Complete a Work Placement declaration (where required).

Individual Support – During the training process, the students must complete 120 hours of Vocational Placement. An agreement must be signed with an organisation to complete the hours over a specified duration. This agreement must be uploaded onto the student’s aXcelerate portfolio.

Invoicing

Issue invoices using the finance model for the relevant course. Invoices are to be generated and sent to the student or JAP/ESP within 30 days of the commencement of the course. Payment terms are as per the

Fees and Charges Policy and Procedure.

Completion of Theory Subjects in Full Qualifications

For units that require both off-the-job (theory) and on-the-job assessment (VP), Strategix can claim full payment once the theory has been completed. The department refers to these as AP-70’s. To claim:

• The trainer notifies the Course Coordinator that a student or intake has completed ALL their theory in a course, i.e. there are only VP assessments left to be completed

• Course Coordinator updates the Competency - Internal field for all VP subjects in Axcelerate for the applicable students to AP, ensuring the subject is set to Continuing Activity (70)

• This information will then be reported to the department under the usual Reporting timeframes

• If a student wishes to withdraw from the course and has completed the theory component, the Course Coordinator should first update the relevant subjects to include AP in the Competency - Internal Field, and then notify Quality so they can report the student’s data

• Once the data has been reported, the student can then be withdrawn from the subject, as per normal procedures. The AP in the Competency - Internal Field should then be removed when the subject outcome is updated to a Withdrawn (40)

• Once the student has completed their VP and the subject has been marked competent, AP in the Competency - Internal Field needs to be removed and re-reported.

Completion

Students who were required to complete FSK bridging units as a prerequisite to enrolling in the vocational course with Strategix, must complete their FSK units prior to completing the vocational qualification.

Upon completion, Strategix must:

• Close training account off 20 days after completion or withdrawal

• Complete the student as per the Issuance Policy and Procedure

• Survey students using the prescribed template.