Post on 03-Dec-2020
A Snapshot of a
Year as an RTO
Manager Continued
Kerri Buttery
Overview
• Recap of key points in 20161
• Annual tasks to be undertaken term by term2
• Planning the Continuous Improvement Schedule3
Standards for RTOs 2015
Clause 7.1
The RTO ensures that its executive officers or high managerial agent:
a. are vested with sufficient authority to ensure the RTO complies with
the RTO Standards at all times; and
b. meet each of the relevant criteria specified in the Fit and Proper
Person Requirements in Schedule 3.
Users’ Guide
“Evidence to demonstrate compliance varies depending on the structure of the organisation:
• For a sole trader, it is obvious that the relevant authority is in place and no evidence would be required.
• For a larger RTO with multiple managers, providing organisational charts, position descriptions, duty statements and delegation documents are some ways to demonstrate that managers have sufficient authority.
There is no requirement for policies or procedures to demonstrate compliance.”
Source: Users’ Guide to the Standards for RTOs 2015
How are you showing evidence
of being vested with sufficient
authority?
Suggested forms of evidence
Letter providing authority
Duty statement
Why have a duty statement?
It supports the concept of ‘governance’.
Formal evidence of the RTO’s commitment to ensuring that it complies with the
Standards through delegation by the CEO to the RTO Manager.
Why else would you have them?
So you know what you need to do
throughout the year!
Use the duty statement to help
build your compliance calendar.
As the RTO Manager…
What am I responsible
for?
Do I have a duty
statement?
What doesit say?
What should it
say?
Why should I have one?
Remember
Systems and associated duties that RTOs put into
effect will vary according to the RTO’s size, complexity and
scope of operations
Your turn!
Your table will be allocated one of the following:
Term 1
Term 2
Term 3
Term 4
Use the handout
to brainstorm any
extra VET
compliance
related duties you
undertake in that
term that have not
been included.Ensure you examine:
• Teacher checklist
• RTO Manager checklist
• Extra “What do you do with…” question
Term 1
Term 1 – Teacher Checklist
Check for HR updates
PD Plan
Industry Placement Plan
Update trainer/assessor profiles
Check training.gov.au
Create/update the TAS
Analyse and act on Quality Indicator data from previous year
Term 1 – Teacher Checklist
Review learning and assessment materials for Term 1:
Hyperlinks
Current unit requirements
Changes from validation/reviews
Check mapping of assessment
Enrolment/induction processes
Saving documentation in the correct location
Prepare materials for any addition to scope
Term 1 – RTO Manager Checklist
Timetables – qualified staff
Staff induction (prepare and present)
Student induction (prepare and present)
Staff and student handbooks – update
Collect staff profiles and PD plans
Check scope of registration
Term 1 – RTO Manager Checklist
Plan for changes to scope
Submit change to scope application/documentation
Annual declaration on compliance
Obtain USIs for students
Enrolment on SDCS
Analyse Quality Indicator data
Analyse other feedback
Term 1 – RTO Manager Checklist
Setup continuous improvement calendar
• Reviews
• Audits
• Validation
• Industry engagement
• Meetings
Meet with CEO/Principal
Update and sign any third party arrangements
Provide up to date templates to staff
What do you do with…
Students changing subjects
• Responsibilities of the RTO Manager
• Responsibilities of the Teacher
• Responsibilities of other staff
• Key documentation & processes
Term 2
Term 2 – Teacher Checklist
Check for HR updates
Undertake work placement
Undertake an industry engagement session
Update trainer/assessor profiles
Check training.gov.au
Conduct validation sessions
Check and update marketing material
Term 2 data update on student progress
Term 2 – Teacher Checklist
Conduct a progress survey with students
Review learning and assessment materials for Term 2:
Hyperlinks
Current unit requirements
Changes from validation/reviews
Check mapping of assessment
Saving documentation in the correct location
Term 2 – RTO Manager Checklist
Collate and report Quality Indicator data
Communicate trends from QI data
Follow up on applications to change scope
Prepare internal review program for Term 3
Term 2 – RTO Manager Checklist
SDCS data and checking
Updating marketing material for subject selection (online and hard copy)
Follow up on PD for staff
Meet with CEO/Principal
Administer continuous improvement surveys
Check staff are following 5 year validation plan
What do you do with…
Third Party Arrangements
• Responsibilities of the RTO Manager
• Responsibilities of the Teacher
• Responsibilities of other staff
• Key documentation & processes
• Marketing materials
• Formal agreements
Term 3
Term 3 – Teacher Checklist
Check for HR updates
Undertake professional development
Update trainer/assessor profiles
Check training.gov.au
Conduct internal reviews
Finalise any updates to marketing material
Term 3 data update on student progress
Term 3 – Teacher Checklist
Review learning and assessment materials for Term 3:
Hyperlinks
Current unit requirements
Changes from validation/reviews
Check mapping of assessment
Saving documentation in the correct location
Check that any transition requirements have been met
Retention/disposal of student work
Term 3 – RTO Manager
Finalise any changes to scope
Check status of training packages
Finalise marketing material and conduct subject selection
Review five year validation plan
Follow through with industry engagement plans
Follow up on staff PD and industry placement
Term 3 – RTO Manager
Finalise all internal reviews
Start working on the 2017 budget, consider new qualifications and PD
SDCS data submissions
Prepare documents for QI surveys in Term 4
Retention/disposal of student work
What do you do with…
Staff Meetings
• Responsibilities of the RTO Manager
• Responsibilities of the Teacher
• Responsibilities of other staff
• Key documentation & processes
Term 4
Term 4 – Teacher Checklist
Check for HR updates
Undertake professional development
Participate in industry placement
Update trainer/assessor profiles
Create PD plan for 2018
Check training.gov.au
Administer Quality Indicator Surveys
Term 4 data update on student progress
Term 4 – Teacher Checklist
Finalise rectifications from internal reviews
Review learning and assessment materials for Term 4:
Hyperlinks
Current unit requirements
Changes from validation/reviews
Check mapping of assessment
Saving documentation in the correct location
Begin amending materials for 2018 based on feedback
Certification processes for 2017
Term 4 - RTO Manager Checklist
Conduct internal audit
Begin to analyse QI results
Books dates in to 2018 school calendar
Ensure all staff profiles and TAS documents are updated for 2018
Conduct surveys with students and staff
Term 4 – RTO Manager Checklist
Certification processes (templates, paper, ensuring USI is recorded, register, etc)
Data submissions
Timetabling for 2018
Start work on induction materials and handbooks
What do you do with…
Data and certification processes
• Responsibilities of the RTO Manager
• Responsibilities of the Teacher
• Responsibilities of other staff
• Key documentation & processes
Ongoing
Communication channels
Governance
Updating data
Checking currency of training packages
Risk management
Reviewing policies, procedures and templates
Updating staff profiles
Late enrolments and inductions (and credit transfer)
Ongoing
Recording qualifications/SOA issued as students leave
Transition arrangements
Meeting plans for:
• validation
• industry engagement
• professional development
Ensuring approval of assessment by HODs
Responding to complaints and appeals
Questions?