Queensland

The Department of Employment, Small Business and Training (DESBT) provides funding to eligible students in Queensland. The following table is an overview of all funding options available.

*Required for determining credit transfers prior to enrolment (Not required for eligibility)

**Parental consent must be provided/obtained from all students under the age of 18 unless they are an Independent Youth (emancipated). Students who identify as Independent Youth, must inform Strategix and supply evidence (official letter from Centrelink) prior to commencing the enrolment process. Those who are unable to meet these requirements will not be able to be enrolled with Strategix or commence the course. See Parent / Guardian Consent Form Procedure for details on how consent is obtained.

Note: All forms of eligibility evidence must be valid at the point of enrolment unless otherwise specified above. ‘Enrolment’ in this context refers to the date the student completed the Enrolment Form as part of the signup process. 

Eligibility Requirements

Skilling Queenslanders for Work

To be eligible for Skilling Queenslanders for Work Strategix must receive a document/letter of referral for the student from the funded organisation/community-based organisation (or from the department), under the applicable strategic initiative/project. This document/letter must identify the student by first name, surname and date of birth as eligible under the initiative/project. The letter must be presented on the funded organisation’s letterhead and be signed and dated by a representative of the organisation.

Certificate 3 Guarantee Plus (C3G Plus)

To be eligible for Certificate 3 Guarantee Plus, students provide Strategix with a document/letter of referral for the student from the Back to Work Officer. The student details on the letter must match that of the USI (their legal info). The letter will detail which courses are applicable to be enrolled in and funded under Certificate 3 Guarantee Plus.

It usually takes 5-10 business days for a BTW officer to get back to the applicant by email/phone. If they're eligible, a 30-minute phone interview will be scheduled with the applicant and they'll be notified about the outcome soon afterwards. Applications may be fast-tracked at the BTW officer's discretion if the applicant calls the BTW team after they've applied online. Some Course Coordinator's have had their student receive their approvals within a couple days, and others have taken 2+ weeks.

Once approval letter is received the student has 3 months from the issue date to have a unit placed in CA.

VETiS Funding

Other Required Documents

Higher Level Skills

User Choice

School-Based Traineeship

The eligibility requirements for School-Based Traineeships are the same as User Choice.

Supporting Evidence Requirements

Proof of Enrolment

The supplier is required to demonstrate their process and provide the evidence collected to support the student enrolment. Evidence that we must collect to support the student’s enrolment includes:

• A completed, signed and dated enrolment form containing questions sufficient to identify:

  • The highest qualification completed, any partially completed qualifications, and any currently enrolled courses (evidence must be requested and retained)

  • Previous names

  • Age at the time of enrolment

  • Permanent residency in Queensland

  • Australian or New Zealand citizenship, permanent residency or visa status

  • Eligibility for concession

  • If the candidate is enrolled in secondary school

  • The highest level of schooling completed.

• Student Declaration/s

• All statements of attainment or copies of certificates (or USI Transcripts) for previously attempted or completed qualifications. Even when it does not impact eligibility.

Note: All forms of eligibility evidence must be valid at the point of enrolment unless otherwise specified.

Proof of Age (15 years or over)

Retain evidence to show the student is 15 years or older at the time of commencement including:

• Driver Licence, heavy vehicle or marine licence (any issuing State)

• Adult Proof of Age Card or photo identification card (any issuing State)

• ImmiCard (Australian Migration Status) - only can be used for proof of age

• Passport (any issuing country)

• Birth Certificate or birth extract

• Australian Citizen Certificate*

• Approved/advised by contract management as acceptable evidence in addition to those listed in the PQS Audit Evidence Guide.

For students enrolled in Vocational Education and Training in Schools (VETiS), the supplier is not required to retain evidence the student was 15 years or over at the time of enrolment.

Permanent Residency in QLD

The copy retained as evidence must clearly show the prospective student’s current address, which should match any other address information provided by the student (i.e. enrolment form). Where the student’s address differs across information, the administrative assistant must retain a range of evidence to support the student’s eligibility as a Queensland resident.

Evidence to show the student’s permanent residency in Queensland includes:

• Queensland Driver Licence

• Queensland Adult Proof of Age Card or photo identification card

• Queensland Heavy Vehicle or Marine Licence

• Passport

• Birth Certificate

• Australian Citizen Certificate*

• Pensioner Concession Card - both sides

• Health Care Card - both sides

• Commonwealth Seniors Health Card - both sides

• Australian Electoral Commission document (e.g. acknowledgement of electoral enrolment letter or electoral enrolment card)

• Contract of property purchase, lease / rental document, mortgage/land ownership certificate

• Electricity, gas or telephone account issued in the last six (6) months

• Queensland local government rates notice

• Queensland Driver Licence or Queensland Driver Licence Receipt

• Bank statement issued within the last six (6) months

• Official letter from Centrelink or the Australian Government Department of Human Services

• Australian Taxation Office assessment / Tax-file number confirmation notice

• Notice from the Court issued the last six (6) months (must contain seal/stamp)*.

*Approved by contract management as acceptable evidence in addition to those listed in the PQS Audit Evidence Guide

Note: All forms of eligibility evidence must be valid at the point of enrolment unless otherwise specified above.

Australian Citizenship/Permanent Residency Status

Retain evidence to show the student’s Australian citizenship, Australian permanent residency (includes humanitarian entrant), temporary residency status with the necessary visa and work permits on the pathway to permanent residency, or New Zealand citizenship. Refer to the list of eligible visa subclasses to determine eligibility.

Evidence of visa status to be documented, recorded and retained could include:

• Australian or New Zealand passport

• Australian or New Zealand birth certificate or birth extract

• Student’s permanent visa label on their passport and/or documents from the Department of Home Affairs showing approval of a permanent visa subclass (this includes a VEVO check)

• Temporary residency visa and work permits with copies of correspondence to and from the Department of Home Affairs indicating progress toward permanent residency

• Current Medicare card (usually green Medicare card – coloured copies required)

• Australian residency documents, blue Medicare card (coloured copy) and required visa and work permits as set out in the Audit Evidence Requirements.

AISS Checks

Conduct a search prior to enrolment (no more than 30 days) on all variations of the student’s name using the Apprenticeships Info Self Service (AISS) tool/search facility refer to the /wiki/spaces/QD/pages/3038576779 for instructions on how to conduct an AISS check. Retain a screenshot as evidence.

The purpose of the AISS check is:

• To help confirm whether prospective students have previously attained a certificate III or higher-level qualification; and/or

• To help confirm that prospective students are not already enrolled in certificate III or higher qualification; and

• To determine eligibility for applicable credit transfer/s (CT)

• To help determine a VETiS student's eligibility for access to the program (Refer to the No Prior Access to VETiS - AISS Check Results).

Note: The AISS check is not sufficient evidence to apply CTs, a copy of the relevant AQF certification/s must be obtained. AISS checks must also be conducted in previous surnames. Where an AISS check shows a current enrolment steps must be taken to determine how it may affect a student’s eligibility. Refer to the following section “No Post School Certificates or Current Enrolments” for direction.

No Post-School Certificates or Current Enrolments

Retain evidence to confirm that prospective students do not hold a post-school certificate III qualification (Certificate 3 Guarantee) or higher-level qualification (Certificate 3 Guarantee and Higher Level Skills). And or, retain evidence to ensure prospective students are not already enrolled in certificate III or higher qualification.

When a student is identified as being currently enrolled with another RTO or University and/or they have completed a Certificate III, IV or higher, an assessment must be performed to determine if the student is eligible or not. There are a number of factors/indicators to assist with the decision or actions which must occur first.

The following sections stand as a guide for the following situations:

1. The AISS check shows a current enrolment (incomplete qualification)

2. The AISS check shows a completed Cert III or IV.

Current Enrolment (Incomplete Qualification) Identified on AISS

Where AISS indicates a student is currently enrolled or deferred in a certificate III or higher qualification, this renders the student ineligible unless the conditions are met for each of the applicable situations and supporting evidence is retained:

After all situations are reviewed and where a student encounters all green boxes or whose cancellation has been confirmed through supporting evidence, are to be deemed eligible. The administrative assistant must retain all evidence and upload it to the student’s profile with the supporting rationale for the outcome.

Rationale for the Eligibility Determinations

Evidence to show the student does not have a current enrolment includes:

• Screenshots of the qualification and/or scope of the RTO from Training.gov showing, either:

  • The qualification has passed the teach-out period and there is no current enrolment into the new qualification

  • The withdrawn units are core units and the qualification cannot be completed without the completion of those subject/s

  • The RTO’s registration is no longer current

  • The RTO does not have the qualifying on scope.

• A copy of the check to be uploaded:

  • A student enrolled into a traineeship or apprenticeship has not had data reported for over 2 years on their AISS check (unless extended)

  • The student never enrolled into a qualification for their apprenticeship or traineeship

  • Showing the amended data by the RTO.

• Email/Letter from the RTO stating that the student is no longer enrolled or does not have a current enrolment

• Email from the student to the RTO requesting to be withdrawn.

Completed Qualification

Where AISS indicates a qualification (cert III or higher) has been previously attained, this renders the student ineligible, irrespective of the number of units of competency reported as being achieved. However, the student can be deemed eligible if the data reported was incorrect and/or one of the following conditions are met (where applicable):

A green outcome or incorrectly reported data (which has been amended) and which includes supporting evidence, will provide sufficient demonstration of student eligibility. Please note, that in all situations, there must be supporting evidence.

Evidence that may need to be obtained to show the student does not hold a previous certificate includes:

• QCE or Senior Statement (issued by QCAA) and a copy of the qualification showing that it was completed while in school

• Email/Letter from the RTO stating that the student did not complete the qualification and complete another screenshot of AISS showing the amended data by the RTO

• For foundation skills training – If the qualification is not listed on the spreadsheet, email compliance with the qualification in question stating that it needs to be checked by DESBT. Compliance will be submitted to the department and once cleared it will be added to the spreadsheet

• A copy of the qualification showing it was issued prior to 1995

• Written notification from ASQA confirming that the qualification is cancelled or was not undertaken.

Concession

Retain evidence of the student’s eligibility for concession, if applicable. The student’s eligibility for concessional status must be confirmed at the time of the student’s enrolment.

The following may be accepted:

• A Department of Veterans’ Affairs or Pensioner Concession Card; Health Care Card or Commonwealth Seniors Health Card

• Evidence the candidate is the partner or a dependant of a Health Care Card or Concession Card holder and is named on the card. Obtain both sides of the card

• Documentation verifying the candidate has a disability, e.g. Pensioner Concession Card (both sides) or other documentation verifying the holder has a disability

• A First Nations self-declaration – a self-declaration on a signed enrolment form is sufficient

• Formal signed confirmation from the place of incarceration where the candidate is an adult prisoner. Must retain the following forms from the correctional facility: Form 1 C3G Eligibility Evaluation and Form 2 Offender ID Letter

Please note: The concession card must be valid at the time of enrolment. Expired cards will not be accepted. You must also obtain both sides of the card.

Police Check, Blue or Yellow Card (where applicable)

Where a qualification requires a security clearance (e.g. police check, blue card and/or yellow card) for the student to be deemed competent for vocational placement within an industry, that document must be retained by Strategix prior to the commencement of vocational placement for audit purposes.

Any of the following:

• Letter from the relevant governing body approving the security clearance

• Copy of the student’s police check

• Copy of the student’s blue card

• Copy of the student’s yellow card.

Whilst the attainment of the security clearance, prior to or at the time of enrolment, is not mandatory, students must be made aware of this requirement accordingly. Should a supplier enrol a student who cannot obtain the relevant security clearance in order to achieve the qualification, recovery of funds for unit/s of competency claimed may occur.

Letter of Referral

Retain evidence of the student’s participation in a specific cohort-targeted initiative. A document/letter of referral for the student from the funded organisation/community-based organisation (or from the department), under the applicable strategic initiative/project.

This may include programs such as:

• Skilling Queenslanders for Work (SQW)

• Certificate 3 Guarantee Boost.

This document/letter must identify the student by first name, surname, and date of birth and identify the student as eligible under the initiative/project. The letter must be presented on the funded organisation’s letterhead and be signed and dated by a representative of the organisation.

Please note: All other aspects of eligibility, such as previously held qualifications, will have been addressed by the organisation accessing the strategic initiative. AISS checks must still be completed to identify the possibility of credit transfers.

Strategix must are not permitted to market the project or the additional support services.

Priority Skills List - Training Subsidy and Industry Requirements

Requirements to support eligibility are outlined in the Priority Skills List. See the Priority Skills List for specific requirements. Evidence may be required to show the candidate:

• Is an existing worker within a specific industry

• Is a business owner or self-employed; and if required

• Holds the required qualification in the relevant industry. Where a candidate holds a qualification, the SAS must contact their Contract Manager to determine if the candidate has previously accessed funding.

For example, Cert IV in Disability - students must be existing workers in the industry.

Existing worker means a current employee who has a one-month or more employment relationship with their employer and has actively fulfilled work duties for this period. The one-month working relationship could be full-time or on a part-time/casual employment equivalent basis. Existing workers have access to employee entitlement and therefore do not include volunteers. Registration with a Labour Hire Company does not satisfy the ‘existing worker’ requirement, unless at the commencement of the training the prospective student has been engaged in employment for a period of one month or more and is currently employed.

Evidence includes:

• An official letter or email (with signature block) from the employer listed within the student’s enrolment form. This letter or email must include statements confirming the student’s employment status (part-time, full-time, etc.), job role and duties, the length of current employment and confirmation the student has been actively fulfilling work duties for this period. This evidence from the nominated employer is able to be obtained by the Supplier up to 7 calendar days before or after the student’s enrolment into the qualification

• Evidence of an Australian Business Number (ABN), invoicing and client list for self-employed candidates.

Eligibility Requirements

VETiS Specific

VETiS Eligibility requirements are set out by the department as follows:

1. Retain evidence to support the student is currently enrolled in secondary school, in Years 10, 11 or 12, and,

2. Retain evidence to support each student’s eligibility for the program prior to enrolment.

As per the requirements outlined by DESBT, to meet the above two requirements Strategix obtains a School Letter with the following details:

• Student name, date of birth, and Australian or New Zealand citizenship

• School year currently enrolled

• Statement from the school concerning all VET qualifications previously attempted and outcomes (which includes obtaining copies of statements of attainment or qualifications issued etc.)

• If the previous qualification was completed, the letter from the school must include how it was funded

• Correspondence where the authorised signatory uses an official stamp, detailing their position and name of school or detention centre, next to their printed name and signature.

A single letter could be used to evidence a student cohort, however, it must list each student individually by name and a copy must be located in the respective student’s file.

The sales department and administrative assistants are to work with schools to obtain the school letter prior to enrolment, in order to determine eligibility.

No Prior Access to VETiS – AISS Check Results

Where an AISS check result displays current enrolment in or completion of a Cert II or above, the administrative assistant must determine if the AISS result could possibly affect the student’s eligibility. Prior to sending it off for confirmation to compliance (who will request confirmation by DESBT).

The administrative assistant must access the department's “Priority Skills List” and check to see if the qualification in question is funded under VETiS (a price be displayed in the VETiS Column), and either:

1. If the qualification is not funded through VETiS, continue with enrolment as it does not affect the student’s eligibility, or

2. If the qualification is funded through VETiS funded, submit the student's name, date of birth and qualification in question (along with other students assessed on that day) to compliance. Compliance will correspond with DESBT who will advise if the student’s current enrolment or previously completed qualification was completed through VETiS funding or not. The response from DESBT will advise of the required action to be completed by the administrative assistant. A copy of the response is to be retained as evidence.

User Choice Specific

A maximum of two government contributions will be funded per participant under the User Choice 2020-21 program. Qualifications that do not contribute to the government contribution count are:

• Qualifications funded outside of the User Choice 2010–16, 2016–17, 2017–20, and 2020-21 program

• User Choice funded qualifications that commenced but were not completed

• User Choice funded qualifications undertaken as part of the Skilling Queenslanders for Work – Work Skills Traineeships program.

For the purposes of determining multiple government contributions, SATs are treated in the same way as other apprentices and trainees. The second government contribution must meet the priority requirements below.

Priority Level Eligibility

A second government contribution is approved for participants who have previously commenced and completed one funded qualification under the User Choice 2010–16 program or User Choice 2016–17 program or User Choice 2017–20 program or User Choice 2020-21 program, and the second qualification is:

• A Priority One qualification

• A higher priority than the first qualification

• Undertaken subsequent to a student having completed a qualification under the Skilling Queenslanders for Work initiative.

Entered into a Training Contract

To be eligible to receive a government contribution, the apprentice or trainee must have entered into a Training Contract for a qualification that is funded by the department. The administrative assistant must ensure this happens prior to enrolment.

Registered on DELTA

To be eligible to receive a government contribution, the apprentice or trainee be registered on DELTA with a commencement date or recommencement date.

Concession or Free Apprenticeships for Under 25’s

The price of the qualification may be adjusted as required, the following areas of the document outline the requirements surrounding Concession rates and Free Apprenticeships.

Partial Exemption — Tuition Fees

Students must be charged 40 per cent of the student contribution fee where the participant falls into one or more of the following exemption categories:

• The participant was or will be under 17 years of age at the end of February in the year in which the SAS provides training, and the participant is not at school and has not completed year 12. Evidenced through one of the following:

  • Queensland Drivers Licence

  • Passport

  • Birth Certificate

  • Australian Citizen Certificate.

• The participant holds a Health Care Card or Pensioner Concession Card issued under Commonwealth law or is the partner or a dependant of a person who holds a Health Care Card or Pensioner Concession Card, and is named on the card

• The participant issues the SAS with an official form under Commonwealth law confirming that the participant, his or her partner or the person of whom the participant is a dependant, is entitled to concessions under a Health Care Card or Pensioner Concession Card

• The participant is an Aboriginal or Torres Strait Islander person. Acceptable evidence is as stated on the Training Contract and Enrolment Form.

The administrative assistant must upload the evidence of the above exemption to the student’s portfolio checklist.

Full Exemption — Tuition Fees

Strategix may apply a full exemption from the student contribution fee where the participant falls into one or more of the following exemption categories:

• Where payment of the student contribution fee would cause extreme financial hardship, then the SAS may waive these fees.

  • The fee waiver process should be in place at the time of the participant’s enrolment

  • The SAS must have a reasonable internal process to manage an appeal about the outcome of an application under financial hardship.

• Where the Queensland Government, as represented by the departmental officer responsible for the User Choice budget, advises in writing that fees are optional. On receipt of such advice, the SAS may choose not to collect the student contribution fee. In this circumstance, any decision by the SAS not to collect fees does not create a liability for the department. The SAS may not apply for reimbursement by the department of fee revenue foregone. Refer to the User Choice 2020-21 Qualification and Price List, as published on the department’s website, for information on where fee exemptions are applicable.

The SAS must apply a full exemption from the student contribution fee where the participant falls into one or more of the following exemption categories:

• Where credit transfer/national recognition has been applied to a unit of competency/module

• The participant is a school-based apprentice or trainee

• The participant is undertaking a qualification as part of the Skilling Queenslanders for Work – Work Skills Traineeship program.

The administrative assistant must upload the evidence of the above exemption to the student’s portfolio checklist.

Free Apprenticeships for Under 25’s

Strategix must not charge a student contribution fee to a student who:

• Meets the participant eligibility in 2.2.2, to receive a government contribution and is eligible for Free apprenticeships for under 25s

• Enrols in a high priority qualification identified by the department for Free apprenticeships on the current User Choice Price List.

The student contribution fee for Free apprenticeships for under 25s will now be met by the department as outlined in the User Choice Program Policy 2020-21 Table 3 — payment codes (except for qualifications where the student contribution fee is met by Construction Skills Queensland for continuing students only with a unit of competency start date before 1 October 2015; refer to www.csq.org.au for list of qualifications). The SAS must retain evidence of students’ eligibility for Free apprenticeships.

School-Based Traineeship

Strategix must ensure it retains on file evidence for the following for a School-based apprenticeship or traineeship:

• Current school enrolment

• Parent consent*: Students are automatically sent the Parent Consent Form as part of the enrolment process - See Parent / Guardian Consent Form Procedure.

Both of the above requirements are identified and evidenced through the Education, Training and Employment Schedule (ETES) for school-based apprenticeships and traineeships (SATs) form.

*Unless they are an Independent Youth (emancipated): Students who identify as Independent Youth, must inform Strategix and supply evidence prior to commencing the enrolment process. Those who are unable to meet these requirements will not be able to be enrolled with Strategix or commence the course.

Strategix Programs

The Department for Innovation and Skills provides funding to eligible students who live or work in SA. The following table is an overview of all funding options available.

Eligibility Requirements

VETiS Plus