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RTO Guide to the application process,
Eligibility Criteria and Conditions
Skills Fund Program
These guidelines are to be used by Endorsed Registered Training Organisations (ERTOs/RTOs) applying
for funding under the Skills Tasmania Skills Fund Program.
LODGEMENT OF APPLICATION
All program documentation, can be accessed from http://www.skills.tas.gov.au/funding/skills_fund
ENQUIRIES ABOUT THIS PROGRAM SHOULD BE DIRECTED TO THE PROGRAM MANAGER
Deb Doherty: (03) 6165 6012 or [email protected]
Document number – D17/272051/V3
Introduced changes to Version 3
Capping of places revised and clearer information provided
Co-contribution – All government agencies will attract 60% rate
Alternative submissions updated
Funding Options – new section
All criteria reviewed and updated
Criteria 4 changed to required Value for Money. Trainer currency information added to Criteria 3.
Criteria Weighting updated
Training requested table simplified
Full Cost Per Learner information updated
Grant Process and Timeframes
How to use the Cost Calculator
February 2018
Skills Fund Program - Application Process, Eligibility Criteria and Conditions i
Contents
Skills Fund Program ..................................................................................................................................... 1
Skills Fund objectives ..................................................................................................................................................................... 1
Program overview........................................................................................................................................ 2
Demand led ...................................................................................................................................................................................... 2
Special release ................................................................................................................................................................................. 3
Learner eligibility ............................................................................................................................................................................ 4
Existing Worker Stream .......................................................................................................................................................... 4
Jobseeker and Mind the Gap Streams ................................................................................................................................... 4
Volunteer Stream ....................................................................................................................................................................... 4
The Grant Process and Timeframes .......................................................................................................... 5
Application conditions, requirements and processes ............................................................................... 6
Mandatory conditions .................................................................................................................................................................... 6
Registration ................................................................................................................................................................................. 6
Scope of registration ................................................................................................................................................................. 6
Skills Tasmania Endorsed RTO status................................................................................................................................... 6
Financial viability ......................................................................................................................................................................... 6
Relevant legislation ......................................................................................................................................................................... 6
Conflict of interest ......................................................................................................................................................................... 7
Application process ........................................................................................................................................................................ 7
SmartyGrants .................................................................................................................................................................................. 7
Alternative submissions ................................................................................................................................................................ 8
Late submissions ............................................................................................................................................................................. 8
Funding Options ............................................................................................................................................................................. 8
Sub-contractor details ................................................................................................................................................................... 8
Supporting documentation ........................................................................................................................................................... 9
Naming conventions ...................................................................................................................................................................... 9
Number of places - Evidence of Demand ............................................................................................................................... 10
Existing Worker ....................................................................................................................................................................... 10
Skills Fund Program - Application Process, Eligibility Criteria and Conditions ii
Jobseeker and Mind the Gap ................................................................................................................................................. 10
Volunteer ................................................................................................................................................................................... 10
Co-contributions .......................................................................................................................................................................... 12
Existing Worker Stream ........................................................................................................................................................ 12
Volunteer Stream ..................................................................................................................................................................... 13
Industry coverage ......................................................................................................................................................................... 14
Australian Qualifications Framework (AQF) ......................................................................................................................... 15
Work placements ......................................................................................................................................................................... 16
Risk Management Plan ................................................................................................................................................................. 16
Selection criteria ........................................................................................................................................................................... 17
Criteria weighting ......................................................................................................................................................................... 24
Training requested table ............................................................................................................................................................. 25
Assessment and selection process ............................................................................................................ 28
Selection process .......................................................................................................................................................................... 29
Post- assessment ........................................................................................................................................ 30
Funded submissions ..................................................................................................................................................................... 30
Arrangements for successful applicants .................................................................................................................................. 30
Unsuccessful applications ........................................................................................................................................................... 30
Payments ......................................................................................................................................................................................... 30
Training commencement ............................................................................................................................................................ 31
Completion of training ................................................................................................................................................................ 31
Benchmarks and reporting ....................................................................................................................... 32
Existing Worker Benchmarks ............................................................................................................................................... 32
Jobseeker Benchmarks ........................................................................................................................................................... 32
Mind the Gap and Volunteer Benchmarks ......................................................................................................................... 32
Reporting ........................................................................................................................................................................................ 33
Application tips ............................................................................................................................................................................. 33
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 1
Skills Fund Program
This document provides Endorsed Registered Training Organisations (RTOs), intending to submit applications,
with information about the contractual requirements, obligations and conditions of applying for and receiving
funding under the Skills Fund Program. Skills Tasmania reserves the right to amend the contractual requirements,
obligations or guidelines at any time prior to the completion of the grant and the finalisation of contracts with
successful Endorsed RTOs.
The Skills Fund Program is for the purchase of nationally recognised training. The outcome of the grant process is
that the Department of State Growth enters into agreements with Endorsed RTOs for the delivery of training
and assessment services.
The specifications of the training being purchased are described in the nationally recognised training packages,
which detail the units of competence, qualifications and assessment requirements.
The Endorsed RTO, by its lodgement of the grant application, expressly authorises the Australian Skills Quality
Authority (ASQA) to release information to Skills Tasmania regarding the Endorsed RTO’s registration status,
including the results of any recent audits and subsequent sanctions that may have been applied.
Skills Fund objectives
The objectives of the program are to:
1. Encourage partnerships between industry, employers and Registered Training Organisations (RTOs) to
increase participation in VET-related activities that will better enable businesses to retain workers and
increase productivity, growth and sustainability.
2. Improve the quality of VET learning experiences and outcomes by promoting learning opportunities in new
and flexible ways.
3. Enhance the employment potential and opportunities for Tasmanians in areas of industry need by investing
in the skills base of people facing barriers to employment.
4. Foster a dynamic and competitive training market in Tasmania.
5. Address training priorities identified by industry, employers and other stakeholders.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 2
Program overview
The Skills Fund Program subsidises the cost of training across a range of nationally recognised qualifications, skill
sets and units of competency to build a productive and competitive workforce, focusing on priority industries and
employment outcomes. The Skills Fund has two programs which have a specific training focus:
1. Demand Led
2. Special Release.
Demand led
The demand led program is designed to support skills development for existing workers, jobseekers and
volunteers in priority industry areas. All Streams can use full qualifications and skill sets. RTOs are urged to
apply for existing need rather than speculative demand. Demand led incorporates the following Streams:
The Existing Worker Stream is designed to support employers and employees. The training helps build the
workforce skills needs of employers to increase their business productivity, growth and expansion and
improves employee retention rates.
The training also supports employees to attain skills to help them do their job better or to further their
careers.
The Existing Worker Stream requires a mandatory financial contribution based on the size of the employing
organisation.
The Existing Worker Stream supports three different partner types – employer, industry association/regional
groups and business/small business groups.
The supported qualification levels range from Certificate IV (or Certificate III for the telecommunications
industry) to Advanced Diploma.
Caps for the number of places are in place and are designed to ensure that only real demand and need is
funded.
The Jobseeker Stream supports individuals to attain skills they need to improve their employment
opportunities. Direct involvement from employers has resulted in employment outcomes. The preferred
outcome of this program is that the learner is job ready, employable and obtains employment.
There is no financial co-contribution requirement. Qualifications can be chosen from Certificate II to
Certificate IV. Single unit skill sets will not be accepted. Skill sets must relate to job entry requirements
and support employment outcomes.
The number of places applied for should reflect the potential employment opportunities and should be
validated by the industry partners. Typically there should be no more than 15 places per program with a
maximum of 100 places for each RTO. However, application for more than 100 places will be accepted subject
to evidence of demand and need.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 3
Note: Independent validation of applications may be sought by Skills Tasmania to assist in the assessment of
the application.
The Mind the Gap Stream is a pre-employment program designed to give individuals an industry taster. The
expected outcome of this program is that the learner completes all the training and progresses to further
training or employment.
Single unit skill sets will not be accepted. The skill sets should reflect entry level skills or are designed to
support individuals who are not ready to undertake a full qualification or have significant barriers preventing
them from accessing employment opportunities. The preferred delivery structure is based on a practical
hands-on approach, incorporating work-based experiences.
Learners undertaking a Mind the Gap program may need additional wrap around support not provided by
Employment Services Providers. This should be reflected in the program overview, cost breakdown and Value
for Money criteria.
The number of places applied for should reflect the needs of the cohort. Typically there should be no more
than 15 places per program with a maximum of 100 places for each RTO.
There is no financial co-contribution requirement.
Note: Independent validation of applications may be sought by Skills Tasmania to assist in the assessment of
the application.
The aim of the Volunteer Stream is to support Volunteer Involving Organisations build a skilled volunteer
workforce through subsidised nationally recognised training. The intention is to provide the learner with skills
to assist the volunteer organisation to achieve its goals or to assist others on their learning/employment
journey. This program may not initially make the learner job ready, but will give them the confidence to
explore career opportunities.
The qualification levels range from Certificate I to Diploma. Number of places are not capped, but would need
to reflect the current need of the volunteer organisation.
There is an in-kind co-contribution requirement (see the Volunteer Organisation support template).
Special release
The Special Release program supports emerging or identified priority demand in line with Tasmanian Government
policy on Investing in Skills for Growth, the Department of State Growth’s Ministerial Priority for Training and
Workforce Development or in response to a workforce development plan or report.
Special Release programs are only run when there is a very specific, targeted need. Otherwise the General
Release grant rounds can cater for the majority of industry demand.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 4
Learner eligibility
All learners accessing any of the streams under the Skills Fund program must be a Tasmanian resident aged 15
years or over. A Tasmanian resident is defined as a permanent resident of Australia living in Tasmania for a
minimum of six (6) months.
Existing Worker Stream
An existing worker is defined as someone who regularly works for pay, profit or commission.
Jobseeker and Mind the Gap Streams
A jobseeker is someone who is:
not a school student as defined by Sections 3 and 4 of the Education Act 1994; OR
registered with an Employment Service Provider (ESP) ; OR
an income support recipient who is not currently required to meet activity test or participation
requirements; OR
a participant in an Australian Government labour market program; OR
not currently working and seeking or intending to seek paid employment or self-employment after
completing the qualification; OR
not working and participating in volunteering activities; OR
a person currently employed whose contract of employment is classified as “casual” unless otherwise
specified in the documentation for each program.
Volunteer Stream
Individuals working as volunteers from a Not for Profit “Volunteer Involving Organisations” will be eligible for
training. Individuals can be existing workers or jobseekers who may need a new range of skills to participate as a
volunteer within their nominated volunteer organisation.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 5
The Grant Process and Timeframes
The grant process normally takes between 8-10 weeks to finalise. This timeframe is based on the Skills Fund
receiving over 100 applications per grant round.
Program planning tasks and Program Initiation
Guidelines, grant documentation and online application developed using
SmartyGrants.
Internal
Grant round opens/closes 3 weeks
Advertisements in regional newspapers.
Skills Fund website updated.
Information session/s delivered via webinars.
Assessment and Selection Process 4-6 weeks
See the Assessment and Selection Process Section in this guide
Post-Assessment Process 1 week
See the Post-Assessment Process Section in this guide
Post-Grant Review
Evaluation processes is undertaken to look for efficiencies. Internal
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 6
Application conditions, requirements and processes
Mandatory conditions
The following conditions determine a RTO's eligibility to apply for subsidies through the Skills Fund Program.
Registration
RTOs must be registered in accordance with the requirements of the Australian Skills Quality Authority
(ASQA) to deliver nationally recognised training. ASQA is the national regulator for Australia’s vocational
education and training (VET) sector. For details go to the ASQA website www.asqa.gov.au.
Scope of registration
RTOs must only submit applications for training subsidies where the qualification(s) and/or units of
competency are included on their scope of registration for delivery in Tasmania at the time of lodging the
application. Scope of registration can be downloaded from training.gov.au.
Training.gov.au is the national register for training in Australia and contains the authoritative information
about Registered Training Organisations (RTOs), Nationally Recognised Training (NRT), and the approved
scope of each RTOs to deliver NRT as required in national and jurisdictional legislation within Australia.
Skills Tasmania Endorsed RTO status
RTOs must be an approved Skills Tasmania Endorsed RTO at the time of the grant round closing date. For
more details go to www.skills.tas.gov.au/providers/rtos/endorsedrtosystem
Financial viability
It is a requirement of all Endorsed RTOs who apply for a Skills Fund grant to declare at the time of
application that they are financially viable.
A financially viable entity is one that is NOT under external administration, been appointed a liquidator,
being wound up, dissolved or trading while insolvent.
In addition, by submitting an application, the applicant agrees to meet all conditions and requirements in the
2015-2017 Department of State Growth (Skills Tasmania) Agreement for all Programs and in this
document, Skills Fund RTO Guide.
Relevant legislation
All Tasmanian Government grants are administered in accordance with Treasurer’s Instruction 709: Grants
Management Framework (TI 709). An overview of TI 709 is provided at
http://www.treasury.tas.gov.au/Documents/FMTI-0709.PDF.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 7
Personal information will be managed in accordance with the Personal Information Protection Act 2004. Information
provided to Skills Tasmania is subject to the provisions of the Right to Information Act 2009. These Acts can be
viewed in full at www.thelaw.tas.gov.au.
Skills Tasmania will respect the privacy and confidentiality of any information contained within the application,
including attachments, that is directly related to the business activities of the nominated grant recipient or
identified partner.
Conflict of interest
The RTO must declare that at the time of the application, no conflict of interest exists, or is likely to arise, in the
performance of the Contracted Services and that if, during the Term, a conflict of interest arises then the RTO is
to notify Skills Tasmania immediately in writing of that conflict or risk.
Application process
There are six stream types available for selection:
Employer
Industry Association/Regional Group
Business/Small Business
Jobseeker
Mind the Gap
Volunteer
Each application must relate to only ONE stream type, for example Employer.
SmartyGrants
Skills Fund applications must be completed on-line using the SmartyGrants Management System
www.smartygrants.com.au. The Help Guide for Applicants provides very useful advice, particularly on accessing
saved applications and printing the application out prior to submitting.
Applicants must register with SmartyGrants before making an online application. Registration gives secure access
to the application forms allowing them to be worked on over time rather than having to complete them all at
once.
Links to the Skills Fund Grant application form will be available on www.skills.tas.gov.au/funding/skills_fund.
A word copy of the application form can be provided on request to [email protected].
Applicants should ensure that all mandatory eligibility requirements are met and the Grant Application Checklist
completed prior to submitting the application.
Where mandatory criteria are not met, the application will be deemed ineligible and will not be assessed or
considered for grant funding.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 8
Alternative submissions
Alternative applications may be submitted if the request does not comply with the standard grant requirements.
Examples include:
other funding options are not appropriate and have been explored.
the proposed qualification level is outside of the identified levels in the Stream.
the industry is not listed under the Industry Coverage table.
the number of places exceeds the identified cap.
Where this is the case, an alternative application can be submitted detailing how the training still aligns with the
Stream aims and must include industry/employer support.
The employer/industry support must identify why the training is needed and why this training is more suitable for
the learner and for the organisation/employer.
The reason for making an alternative submission should be documented clearly in a separate document to the
application form and clearly labelled as such.
Late submissions
Late submissions will not be accepted unless Skills Tasmania is satisfied that:
3. circumstances beyond the applicants control caused the lateness, or
4. acceptance will not compromise the integrity of the application process or provide an unfair advantage to
the RTO lodging the late application.
Funding Options
Employer applications that include full qualifications, must consider if the individual learner is eligible for an
apprenticeship or traineeship and may be better suited to access funding through the Apprentice and Trainee
Training Fund (User Choice) prior to submitting application. It is recommended that RTOs consult with an
Apprenticeship Network Provider or read the Tasmanian Traineeships and Apprenticeships Committee Policies
and Guidelines. A declaration has been included in the application form designed to confirm that all the places
being applied for are not eligible for the Apprentice and Trainee Training Fund (User Choice) program.
Sub-contractor details
If the intention is to use sub-contractors in the delivery of the program, list their details and what their role will
be in the delivery of the program.
In addition, evidence of how the sub-contractor/s maintain their currency will need to be included in Selection
Criteria 4 – demonstrated capability and capacity to deliver the relevant training by the RTO’s trainers and
assessors.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 9
Supporting documentation
Applicants should attach any relevant material to the application, including the partner support documents and
the risk management plan.
Other supporting documentation should be explicitly relevant to the application and may include data from similar
funded programs, satisfaction survey results, copies of Memorandums of Understanding or contractual
arrangements with partners that address work placement arrangements.
Assessors will be looking for evidence related to the application. Evidence that does not specifically relate to this
application should be avoided.
Naming conventions
All attached supporting documentation, the Training Requested Table and Risk Management Strategy should be
named to reflect the Application ID supplied by Smarty Grants, the name of the RTO applying, the section of the
submission that the documentation relates to and a brief description of the document.
For example:
00001-RTO_SC3_Program Overview
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 10
Number of places - Evidence of Demand
The Skills Fund budget is limited and priority will be given to the identified priority industries (see page 13). The
number of places requested for a partner (ie employer, industry association/regional group or business/ small
business group), even if that partner applies with different RTOs, will need to be based on evidence of demand.
In order to provide guidance, indicative caps are provided below. If there is a valid reason or an urgent need to
exceed the indicative cap, evidence justifying that need will need to be strongly supported and justified by the
industry partner as well.
Existing Worker
Stream Indicative capped number
of places
qualifications
Indicative capped number
of places
skill sets
Existing Worker – Employer 30 100
Existing Worker – Industry Association or
Regional Groups*
40 250
Existing Worker – Business/Small Business** 20 100
* Industry Association or Regional Group is any independent body that can describe and validate the skill needs of an
industry sector or Tasmanian region.
** Business/Small Business is defined as businesses with less than 20 employees including sole traders, contractors and
non-employing businesses that have a common training need. As the group has been identified, they should be named in
the qualification/skill set table.
Jobseeker and Mind the Gap
The indicative cap for Jobseeker stream is a maximum of 100 places (qualifications and skill sets combined) per
RTO, per grant round.
The indicative cap for Mind the Gap stream is a maximum of 100 places (qualifications and skill sets combined)
per RTO, per grant round.
The number of places for qualifications and skills sets applied for should reflect the potential employment
opportunities.
If there is a valid reason or an urgent need to exceed the indicative cap, evidence justifying that need will need to
be strongly supported and justified by the industry partner as well. In the case of a Jobseeker application this may
be an urgent or immediate demand from an employer to grow their existing business or open up a new business
and has a genuine need to train a large number of people for this specific purpose.
Volunteer
There is no cap attached to this Stream, however the training requested must be in response to building skills in
individuals to assist the organisation to achieve its goals or to assist others on their learning/employment journey.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 11
The training cannot be in relation to:
an individual’s personal goals or direct family responsibilities, for example as a carer to a family member
highly structured programs that have fixed volunteer requirements and provide options of volunteering
type activities but with limited choice and/or varying types of in-built financial or reward outcomes.
Examples include:
o Compulsory educational service learning (where students are required to volunteer as part of a
course).
o Mandated court orders including community service and fines.
o Internships.
o Formal work experience / vocational placements.
o Mandatory government programs, for example Work for the Dole.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 12
Co-contributions
Co-contributions relate only to the Existing Worker and Volunteer Streams.
Existing Worker Stream
The co-contribution financial payment must be paid by the business owner/employing organisation.
Whilst training is heavily subsidised, contributions for full qualifications and skill sets will be required based on the
size of any organisation named in the application process, as follows:
All State and Australian Government
Departments, agencies, GBEs, State
Owned Companies and Local
Government
60 per cent contribution
> 1000 FTEs 50 per cent contribution
200-999 FTEs 30 per cent contribution
20-199 FTEs 20 per cent contribution
1-19 staff FTEs 10 per cent contribution
For Not-for-profit organisations who have an FTE >1000, the contribution rate is 30 per cent.
Industry Association/Regional Group applications - where places applied for are “General Industry” a 20 per
cent contribution will apply. Where possible list the individual employers who are applying via Industry
Association or Regional Groups. By naming them in the application (qualification or skill set table), they may
attract a lower co-contribution rate.
As the Business/Small Business Groups are businesses with less than 20 employees including sole traders,
contractors and non-employing businesses they will attract a 10 per cent contribution.
Licensing skill sets will attract a 50 per cent contribution rate.
An FTE (Full-time equivalent) is the hours worked by one employee on a full-time basis. The concept is used to
convert the hours worked by several part-time employees into the hours worked by full-time employees. On an
annual basis, an FTE is considered to be 2,080 hours, which is calculated as: 8 hours per day x 5 work days per
week.
Organisation is defined as a legal entity. A legal entity can be an association, corporation, partnership,
proprietorship, trust, or individual that has legal standing in the eyes of law. A legal entity has legal capacity to
enter into agreements or contracts, assume obligations, incur and pay debts, sue and be sued in its own right, and
to be held responsible for its actions.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 13
It is important to read the 2015-2017 Department of State Growth (Skills Tasmania) Agreement for
all Programs with regard to the payment and collection of the co-contribution. Schedule 2.1 – Service
Obligation 1 – Fees and Charges outlines the process. Note: this agreement has been extended to include new
contracts entered in 2018.
Volunteer Stream
There is no financial contribution aligned to this Stream.
This Stream requires an in-kind contribution from the Volunteer Involving Organisation. In-kind contribution
could include recruitment of learners, development of the program, work placements, providing on-site mentors
in work placements or employment opportunities.
Volunteer Involving Organisations will be required to identify the in-kind contribution. This will be incorporated
into their support document.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 14
Industry coverage
All industries will be considered in the application assessment process, however the industry sectors listed below
have been identified as high growth sectors and may be given priority. Skills Tasmania's Workforce Plans and
Reports (http://www.skills.tas.gov.au/employersindustry/workforceplans) are a useful reference tool.
Agriculture, forestry and fishing, specifically:
o grape growing
o fruit growing
o wool industry
o dairy
o other agriculture
o aquaculture/fishing
o forestry
Defence manufacturing
Manufacturing specifically:
o wine making, distilling, brewing
o printing and graphic arts
o food processing
o other manufacturing
Construction
Mining
Civil construction
Accommodation and food services
Travel attractions and guiding services
Transport and logistics
Information technology
Engineering
Early childhood education and care
Aged services
Disability services
Creative industries
Note:
The Industry sector for Existing Worker stream, which includes Employer, Industry Association/Regional Group
or Business/Small Business Group, and the Volunteer stream should be relevant to the partner. For example if the
partner grows apples, then the industry sector is Fruit Grower.
The Industry sector for the Jobseeker stream which includes Mind the Gap should be relevant to the
qualification/skill set. For example if the qualification is Certificate II in Individual Support (Aged Services) then the
industry should be Aged Services.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 15
Australian Qualifications Framework (AQF)
There are ten AQF levels ranging from Certificate I to Doctoral Degree. AQF levels and the AQF levels criteria
are an indication of the relative complexity and/or depth of achievement and the autonomy required to
demonstrate that achievement. AQF level 1 has the lowest complexity and AQF level 10 has the highest
complexity.
The AQF level summaries are statements of the typical achievement of graduates who have been awarded a
qualification at a certain level in the AQF.
AQF Level AQF qualification
1 Certificate I
2 Certificate II
3 Certificate III
4 Certificate IV
5 Diploma
6 Advanced Diploma, Associate Degree
7 Bachelor Degree
8 Bachelor Honours Degree, Graduate Certificate, Graduate Diploma
9 Masters Degree
10 Doctoral Degree
For more information access the AQF website at; www.aqf.edu.au/aqf-levels.
The Skills Fund supports qualification levels Certificate I to Advanced Diploma and skill sets.
Skill sets are defined as one or more units of competency or combinations of units of competency from a
nationally endorsed Training Package, which link to a licence or regulatory requirement, or a defined industry
need. They do not align to a specific AQF qualification level.
Existing Worker Jobseeker Mind the Gap Volunteer
AQF levels 4-6
and skill sets
AQF levels 2-4
and skill sets
AQF levels 1
and skill sets
AQF levels 1-6
and skill sets
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 16
Work placements
As a minimum the evidence submitted to describe the workplace arrangements for the application should include:
A register of identified host employers for the identified project/training.
A placement agreement template which should include at least minimum details such as rights and
responsibilities of all parties, duration of the placement, insurance information, key tasks and sign off pages.
A placement procedure document which outlines the processes undertaken when administering a work
placement. Information within this document could include legal checks, record keeping requirements,
process flow chart, managing special student or host employer requirements, monitoring arrangements and
breakdown between parties.
The Work Placement Resources Kit ( workplacement-tastafe.wikispaces.com), jointly funded by Skills Tasmania
and TasTAFE, is provided as a good practice example of how VET Work Placements might be organised,
undertaken and reviewed. It is available under a creative commons attribution share-alike 3.0 licence which means
it can be customised. Credit must be given to the original developers.
Risk Management Plan
Consider the risks to the viability and completion of this training program and complete the Risk Management
Plan Template. The contingency/mitigating actions provided will be used to as part of Skills Tasmania’s assessment
of any Skills Fund grant application, variation requests (if the application is successful) and in applications in future
grant rounds.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 17
Selection criteria
The selection criteria requires that applicants demonstrate the skills, networks and organisational capacity to
meet the needs of their clients and the requirements of the training packages.
Criteria 1: Demonstrated performance of training and assessment services delivered by the
endorsed RTO.
This criteria examines the RTO’s contract take up, completions and withdrawals from previous Skills Tasmania
funded programs. This can be evidenced by:
statistical data of contract take up, completions and withdrawals from previous Skills Tasmania funded
programs. Skills Tasmania will use AVETMISS reporting data for this purpose.
recent learner and employer satisfaction survey results.
reasons for lack of take up and withdrawals in previously funded programs.
RTOs who have not delivered in Tasmania previously under a Skills Tasmania funding program, can attach
evidence of data from other programs delivered in Tasmania or other funded programs delivered in their home
state that is relevant to this application.
Evidence can be provided by extracting data from their AVETMISS or student management systems. The data
should be no older than the previous 12-18 months.
If the training is a flow on from other Skills Tasmania funding programs, for example a Training and Work
Pathways program or a Workforce Development Program, provide a description of the program and the
outcomes and why this submission is the next step.
Additional notes:
Jobseeker/Mind the Gap/Volunteer Streams
Preferred benchmark rates: contract take-up rates should be more than 70 per cent.
Existing Worker Stream
Preferred benchmark rates: contract take-up rates should be more than 90 per cent.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 18
Criteria 2: Demonstrated partner support for the training and assessment service and evidence
that the training aligns with any of the identified priority industries.
This criteria is designed to ensure the application is based on a real need, verified through the submission of
partner support documentation and reflects priority industry as defined in the "Industry Coverage" section of
this document.
Existing worker
Employer Support – The submission must verify that the training requested reflects the needs of the
employer and their commitment to the program.
The employer support should demonstrate the business imperative whether it’s in response to their business
plan or strategy and how they determined the need. The support should also demonstrate their relationship
with the RTO and if they are satisfied with the proposed training plan.
The employer support must be in their own words.
Industry Support – The submission must verify that the training requested reflects the needs of the industry.
Preference will be given where the names of the individual employers who have nominated to participate under
the industry association or business group applications are provided.
The industry support should demonstrate that the proposed training reflects the industry’s workforce plan,
whether the training is in response to a growth or expansion of their industry and that the industry is
recognised by the government as a high priority industry as referenced in the Skills Fund Program Grant –
Conditions, Requirements and Guidance.
Additional notes:
Industry support from employers should reference:
their business or workforce plan
whether the training is in response to a growth or expansion of their business
whether the industry has been identified as high priority industry.
Industry support from associations or regional groups should reference:
the industry’s workforce plan
whether the training is in response to a growth or expansion of the industry
whether the industry has been identified as high priority industry.
Preference is given to applications which name up the individual employers who will be participating via the industry
association application.
Industry support from small/business groups should be treated the same as employer support. Each participating
business should complete the employer support form.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 19
Criteria 2: Demonstrated partner support for the training and assessment service and evidence
that the training aligns with any of the identified priority industries (cont).
Employment Service Provider (Job Active / DES)
The application should be supported by a relevant industry association, at least one employment provider and
at least one employer willing to employ people once they have completed the program.
Employer Support – must verify that the training requested reflects the needs of the employer and their
commitment to the program.
Industry Support – must verify that the training requested reflects the needs of the industry and the training
will not result in an oversupply of individuals where jobs are not available.
Employment Service Provider Support – must identify known employment opportunities and in which
particular region. In addition, if the Employment Service Provider is in partnership with this program, they
should identify the participation support they are willing to provide to the learner.
Additional notes:
High levels of participation by the employer/s would strengthen the application. Participation could range from
recruitment of learners, development of the program, work placements, providing on-site mentors in work placements or
employment opportunities.
Ideally the industry support should reflect the industry’s workforce plan, whether the training is in response to a growth
or expansion of their industry and that the industry is recognised by the government as a high priority industry (see
Ministerial Priorities – www.skills.tas.gov.au/skillstas/policiesstrategies/ministerialpriorities).
Mind the gap
Employer Support – the submission must verify that the training requested reflects a job role or task and
there are job opportunities available. It would be beneficial to identify if the employer is participating in
program and in what capacity.
Industry Support – the submission must verify that the training requested reflects industry standards and
there are job opportunities available.
Additional notes:
High levels of participation by the employer/s would strengthen the application. Participation could range from
recruitment of learners, development of the program, work placements, providing on-site mentors in work placements or
employment opportunities.
Ideally the industry support should reflect the industry’s workforce plan, whether the training is in response to a growth
or expansion of their industry and that the industry is recognised by the government as a high priority industry (see
Ministerial Priorities – www.skills.tas.gov.au/skillstas/policiesstrategies/ministerialpriorities).
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 20
Criteria 2: Demonstrated partner support for the training and assessment service and evidence
that the training aligns with any of the identified priority industries (cont).
Volunteer
The submission must verify that the training requested reflects the needs of the volunteer organisation and
their commitment to the program.
The volunteer organisation support should demonstrate the business imperative, linkages to their business plan
or strategy and how they determined the need. The volunteer organisation support should also demonstrate
their relationship with the RTO and if they are satisfied with the proposed training plan.
As there is no co-contribution payment involved, the organisations are requested to provide evidence of in-
kind support. This could involve recruitment of learners, work placements or mentoring support.
Additional notes:
Support from the volunteer organisation should reference:
the organisation's documented goals or strategic plan or a skills needs analysis
what benefits will be realised as a result of this training? This could include recruitment of additional volunteers,
to address a new area of need, reduce injuries, increased employment opportunities or to meet the organisation’s
documented goals or strategic plan
what will the in-kind level of participation be in the program? Participation could range from recruitment of
learners, development of the program, work placements, providing on-site mentors in work placements or
employment opportunities
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 21
Criteria 3: Demonstrated approach to the provision of training and assessment services.
Provide a program overview which has been validated by the industry partner/s and reflects training package
requirements. The overview should include:
a description of the learning outcomes of the program
the training and assessment methodology (taking into considerate the student cohort)
delivery timetables
duration of training
entry requirements
learner support mechanisms
equipment and facilities
industry participation*.
recent activity of the nominated trainers/assessors to demonstrate their industry and VET currency**
*The industry participation requirement is only relevant to the Mind the Gap and Volunteer Streams. These
programs may not require a work placement or experience, but should involve interactions with
employers/industry. This could be in the form of industry visits and/or presentations. A simulated environment
may also be useful to give the participants exposure to the job/occupation.
** Evidence of Industry and VET Currency could demonstrate;
participation in industry professional development activities
currently working in industry
member of a recognised industry association
return to industry program
industry references.
working towards a Diploma or higher qualification in adult learning
participation in professional development activities, for example VELG or ACPET workshops or conferences
focussing on training and assessment related topics
member of a recognised association, for example ACPET, VETIG or AVETRA.
The trainer’s experience in delivering training to specific cohorts could include training learners facing disadvantage with
various barriers, existing workers and jobseekers.
Additional notes:
If the intention is to provide a holistic training experience, that is the learner is to be trained and assessed in a number
of units at the one time and that totals more than 25 per cent of the program, then the overview should provide a
justification for undertaking this approach and include a withdrawal strategy for ensuring the learner is given the
opportunity to attain formal recognition of some of the training they have undertaken.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 22
Criteria 4: Demonstrated value for money.
Government policy requires the Skills Fund must show that the contracted training services provides value for
money.
Value for money can be demonstrated via the cost of training (see Cost Calculator), what is provided for the
money (budget breakdown) and the proposed outcomes (partner support).
Additional information can be added to justify the costs/breakdown and to describe the proposed outcomes.
This might include regional/remote delivery, wrap around services (eg behaviour support, soft skills, migrant
support, high resource usage, etc ). These needs must be in addition to the actual cost of the training service.
Where a subcontractor is used include any costs associated with this arrangement.
Mind the Gap Stream ONLY - if wrap around support services are to be provided to the learner by the RTO, provide
a breakdown of the costs and how this will contribute to the value for money
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 23
Criteria 5: Demonstrated work placement/experience arrangements are in place.
Work placement/experiences must be conducted in accordance with the Training Package requirements of the
qualification. If the application is to deliver skill sets, a simulated environment may be more practical as long as
it is supported by the partners of this application and the Training Package requirements.
It is expected that as part of their training Jobseekers are given access to real life experiences. Ideally, the work
placement/experience should occur on the supporting employer’s premises.
RTOs are encouraged to utilise the Work Readiness Resource
http://www.skills.tas.gov.au/__data/assets/pdf_file/0003/136155/Qualities_Employers_are_looking_for_in_Empl
oyees.pdf as part of preparing the learners for work placement/experience.
The work placement/experience evidence provided should include:
signed MOU between the host employer and the RTO or a register of host employers; and
a detailed work placement/experience program and procedure.
The work placement/experience program should include the rights and responsibilities of all parties, duration
of the placement, insurance information and tasks to be achieved during the placement and sign off pages.
The procedure should outline the processes to be undertaken to administer and manage the work
placement/experience.
For more information please access the TasTAFE Work Placement Resources Kit
workplacement-tastafe.wikispaces.com.
OR
Where work placement/experience is not appropriate or accessible, outline how the learner might be provided
with a learning and assessment experience that exposes learners to accurately simulated workplaces.
Additional notes:
Evidence supplied should include the memorandum of understanding created with the volunteer organisation. If the
workplacement organisation is not the volunteer organisation, a list of alternative workplaces are provided, including
contact details.
The detail work placement arrangement and the procedure should reference:
induction processes
how the learner’s progress will be recorded
the level of skill development being achieved in the workplace by the learner
the nature of the tasks being undertake on the job
the relationship of the tasks to the qualification requirement
any training and assessment resource requirements of the employer
how additional support, if required, can be provided to the learner.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 24
Criteria weighting
Criteria Weighting
Employer/Industry
Association/Regional
Group/Business/Small
Business Groups
Weighting
Jobseeker/Mind the
Gap/Volunteer
1. Demonstrated performance of training and
assessment services delivered by the Endorsed RTO.
30% 30%
2. Demonstrated partner support for the training and
assessment service and evidence that the training aligns
with any of the identified priority industries.
30% 20%
3. Demonstrated approach to the provision of training
and assessment services.
20% 20%
4. Demonstrated value for money 20% 20%
5. Demonstrated work placement/experience
arrangements are in place.
(Note; This criteria is not applicable for the Existing
Worker Stream).
0% 10%
100% 100%
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 25
Training requested table
The Training requested document/template outlines the list of qualifications and/or skill sets being applied for, the
costs and delivery region. The details provided must be rechecked for accuracy prior to uploading to Smarty
Grants.
The Nominal hours per unit listing can be accessed at; laureldw.education.tas.gov.au/trainingpackages.
Total program nominal hours per person should reflect a typical qualification or skill set program. This figure is
the total of the actual nominal hours for the requested unit(s).
Full Cost Per Learner. The Cost Calculator, which calculates the subsidy price Skills Tasmania pays under the
Apprentice and Trainee Training Fund (User Choice), is available on the Skills Fund website.
For the purposes of the Skills Fund program, it provides a guide to determine the base price for comparison with
your proposed cost per person. The base price, which does not include the co-contribution amount, calculates
the cost of the qualification or skill set using a cost of $7.00 per hour and multiplies the Field of Education
Weighting. Each qualification level attracts a different subsidy price. For skill sets, the subsidy price aligns to the
identified qualification.
If your cost per person is higher or lower than the base price, by a margin of more than 15%, a justification must
be submitted under the Value for Money criteria. The justification may relate to the delivery model, cohort type,
resource usage, additional services or regional delivery.
To determine the FULL cost per learner, the co-contribution rate is added.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 26
RTOs are to provide a cost breakdown, listing the main factors contributing to the individual cost per person.
Categories could include:
delivery
assessment
resources
administration
other (specify).
The budget must be broken down against each qualification and skill set that has a different price structure.
The Total Cost is calculated by multiplying the number of places times by full cost per learner less Co-
contribution percentage. For example:
5 (number of places) * $1000 (full cost per person) * .9 (10% co-contribution) = $4500 (Total cost per program).
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 27
How to use the Cost Calculator
Step 1 - The total nominal hours are the hours calculated by adding up the nominal hours of the unit/s selected
for the qualification or skill set in the application. The Nominal hours per unit listing can be accessed at:
laureldw.education.tas.gov.au/trainingpackages.
Step 2 – The Field of Education Cost Weighting is designed to recognise the complexity and effort required to
deliver training and assessment for that particular field and determines the cost variation between the different
fields.
Example:
Using Certificate IV in Business as an example, the nominal hours are 408 and the Field of Education is Business
and Management which has a weighted cost of .91. This results in a qualification price of $1949.22. THIS IS THE
BASE PRICE.
Step 3 - Apply the 15% margin. In the example above the cost range is $1657-$2,242. Should the program cost
more than this, then provide a justification in the Value for money criteria.
Regions – please use the Local government areas map
http://www.lgat.tas.gov.au/contentFile.aspx?filename=Local_Govt_Area_A4_map.pdf to identify each Tasmanian
region that the training services will be delivered in.
Step 2 – Enter the FOED
weighting
Step 1 - Enter the total nominal hours
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 28
Assessment and selection process
All applications received are assessed according to Treasurer's Instruction 709, Item 6 (b) where all applications
are assessed in an open, transparent and consistent manner, and Item 6 (d) where grant funds are allocated in
accordance with publicly available eligibility and selection criteria.
All eligible applications will be assessed and ranked through a three-stage process consisting of:
1. An initial merit assessment of applicant responses against the selection criteria.
2. A selection panel review of recommendations based on the initial merit assessment.
3. A final ranking of applications, funded to the total program value available.
To be considered in the above assessment process and be eligible to receive grant funding, all applications must
meet the minimum standards set out in the selection criteria.
Applications will be scored against the selection criteria as follows:
Scoring Points
Does not address this criterion 0
Very poor/poor 2-9
Satisfactory 10-15
Exceeds 15-20
Each criterion is weighted. Using the scoring table above and applying the relevant weighting, a matrix
spreadsheet is used to convert the scores. The aggregated score is averaged to produce a final score out of 20.
This score is the basis on which the ranking of all submissions are determined.
Submissions which score less than 10 weighted points in total will not be considered for funding.
As part of the assessment process applications will be monitored for excessive requests for training by any one
organisation. If this occurs, Skills Tasmania reserves the right to negotiate to adjust the application. Negotiations
will be based on the RTO’s endorsement history and previous Skills Tasmania funded training activity.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 29
Selection process
The selection process has a number of checks to ensure equitable outcomes:
All applications are scored against the selection criteria by individual assessor/s.
A selection panel will be convened to review the submissions and scores against industry priority, current
industry supply, future workforce skills demand and value for money.
Each panel member is required to sign a confidentiality and conflict of interest form. Any individual
involved in the selection process who has declared a conflict of interests will not participate in any
decisions involving a potential conflict.
The recommendations will be endorsed and approval is received from the Minster's Delegate to release the
funds.
Successful and unsuccessful applicants will be advised of the outcome.
A selection panel will meet to consider whether the submissions best meet the criteria. Based on their
determinations, the findings and any recommendations will be used as the basis for a selection report.
During the selection process, officers within the Department of State Growth (represented by Skills Tasmania)
may seek further details from the applicant. Skills Tasmania as the purchasing body will make the final decision.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 30
Post- assessment
Funded submissions
The Skills Fund Grant program is a competitive process where applications will be assessed on their merit and
ranked accordingly.
This means that not all submissions will be successful.
The final decision will be made based on the applications that meet the criteria to the strongest degree taking into
consideration industry priority, current industry supply, future workforce skills demand and value for money.
Applicants are encouraged to discuss their application with Skills Tasmania prior to submitting an application.
Applicants should also ensure that the information provided in the application form complies with all identified
conditions in the Skills Tasmania Agreement, these guidelines and the Skills Fund application form/s.
The details of all successful applicants will be posted on the Skills Fund website;
www.skills.tas.gov.au/funding/skills_fund.
Arrangements for successful applicants
All successful applicants will be required to enter into a funding agreement with the Department of State Growth,
on behalf of the Crown in Right of Tasmania.
The Conditions of Contract for this grant are contained in the 2015-2017 Department of State Growth (Skills
Tasmania) Agreement for all Programs and of the General Terms and Conditions, Program Specific Terms and
Conditions and the schedules outlined in clause 3.0 of that agreement.
Note: this agreement has been extended to include new contracts entered in 2018..
Unsuccessful applications
Applicants will be deemed unsuccessful if they cannot meet all of the eligibility requirements outlined in these
guidelines and/or do not adequately address the assessment criteria or are ranked less competitive.
Unsuccessful applicants will be given the opportunity to receive feedback on their application.
Payments
Details on payment arrangements can also be found in 2015-2017 Department of State Growth (Skills Tasmania)
Agreement for all Programs.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 31
Training commencement
It is a condition of the Skills Fund program that training in all places must commence within a defined timeframe.
The 'training commence by date' is identified in the Schedule agreement and is based on the date of acceptance by
the General Manager, Skills Tasmania. Delivery of training cannot start earlier than that date. Each Stream has a
defined period:
Existing workers – six months from date of acceptance.
Jobseekers and Volunteer Streams – twelve months from date of acceptance.
These timeframes could be extended on request to the Skills Fund Program Manager.
Completion of training
Most training will be completed within a four year period. However if an additional period is required, RTOs are
to obtain permission from the Skills Fund Program Manager to extend the contract.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 32
Benchmarks and reporting
This Skills Fund has benchmarks which reflect the Stream and the learner cohort.
Existing Worker Benchmarks
High take up rates
The take up of contracted places benchmark is 90 per cent or higher of the contracted places. Evidence will be in
the form of AVETMISS data relating to learner enrolment and training commencements numbers.
Training satisfaction
The satisfaction benchmark is 80 per cent or higher and will be based on employer feedback. Evidence will be in
the form of follow up surveys on completion of the training.
Jobseeker Benchmarks
High take up rates
The take up of contracted places benchmark is 70 per cent or higher of the contracted places. Evidence will be in
the form of AVETMISS data relating to learner enrolment and training commencements numbers.
Employment rates
Employment is a key objective of this program. The employment benchmark rate is 50 per cent or higher of the
take up of places. Evidence will be in the form of learner follow up surveys following completion of their training.
Training satisfaction
The satisfaction benchmark is 80 per cent or higher and will be based on employer feedback. Evidence will be in
the form of follow up surveys on completion of the training.
Mind the Gap and Volunteer Benchmarks
High take up rates
The take up of contracted places benchmark is 70 per cent or higher of the contracted places. Evidence will be in
the form of AVETMISS data relating to learner enrolment and training commencements numbers.
Training satisfaction
The satisfaction benchmark is 80 per cent or higher and will be based on employer feedback. Evidence will be in
the form of follow up surveys on completion of the training.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 33
Reporting
Accurate progress reports that show evidence of how the program is meeting the benchmarks are an important
part of identifying whether the program is achieving its outcomes.
This evidence forms the justification for providing funding for further support to the Tasmanian community, VET
providers and workplaces.
RTOs must report training activity in accordance with the AVETMISS data requirements outlined on Skills
Tasmania website http://www.skills.tas.gov.au/funding/paymentandreporting.
Failure to report will result in the cessation or withholding of funding until any outstanding reports are provided
and accepted by the Department of State Growth, unless a specific prior extension has been agreed to in writing.
Application tips
Write in clear simple English and avoid jargon wherever possible.
Keep acronyms at a minimum. Always assume that we do not know what they mean and write them out
fully the first time they are used.
Ensure that the figures add up – check and check again.
We try to make our objectives and guidelines as clear as possible, so please read the program objectives
carefully to ensure the application is in with a chance!
Write in specific terms rather than generalisations. Write in clear simple English and avoid jargon wherever
possible.
Make sure the application is based on facts. Claims should be substantiated.
Where possible, provide examples and evidence that support the claims. Do not assume that the assessor
will know the context and history of the RTO or partner organisation.
Supporting documentation, such as a signed Memorandum of Understanding, written agreements,
procedures or templates should be relevant to the application.
Read these guidelines prior to and when completing the application form. This form has been designed in
such a manner as to ensure that if all relevant components are completed, that the application will have
provided a response to the appropriate selection criteria.
Don’t forget that the application will be assessed against the selection criteria in its entirety. Review the
application carefully ensuring all requirements have been met.
The Risk Management Plan has been reviewed and is relevant to this submission.
Check that all supporting documents and files, including the Risk Management Plan, are uploaded and
attached prior to submitting your application.
Skills Fund Program - Application Process, Eligibility Criteria and Conditions 34
Department of State Growth, Skills
Tasmania
Salamanca Place
GPO Box 536
HOBART TAS 7001
03 6165 6012
www.skills.tas.gov.au