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RTO Business Planning

Changes To Register An RTO in 2018 – Part 4

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Become an RTO – Changes to register an RTO in 2018 – Part 4 of 6 (This is the 4th phase in the student’s journey).

Setup an RTO

Training and Assessment

 

Become an RTO – If you are considering applying to become an RTO there are a whole host of things you need to understand before you can make an informed decision about moving forward with your idea. IMPACT Workforce Training Group like to ur on the side of caution, particularly now The Regulator has made significant changes to the application process, (presented on the 1st May 2018 but take effect 1st July 2018), which in our opinion, are game changes. The impact this will have on those wishing to become an RTO maybe far more thought provoking than you had originally considered. So, we have provided you with a glimpse of what you could expect in the form of a series of blogs that will take you through the phases.

This will be a road map, it will allow you to understand how robust the process to become an RTO is, and what you really need to have in place to ensure you will be approved at audit. This is part 4 of a 6 part update.

Last week we looked at Support & Progression – The 3rd phase in the students journey.

This week we will look at Training & Assessment – The 4th phase in the student journey.

TRAINING & ASSESSMENT

This area focuses on having training and assessment strategies in place, that include the amount of training to be provided for each training product you intend to deliver ensuring it is sufficient for the intended student cohort.

Training and assessment strategies (TAS) are your individual Business Plan/Road Map for the WHO, WHAT, WHERE, WHEN, HOW & WHY of how you plan to deliver and assess each program you intend to place on scope.

This area also focuses on your venue, facilities, resources and training staff. The expectation is that you will be ready to operate as a training provider on your very first contact with ASQA – on submit of your initial application.

Please consider and ask yourself these questions:

  1. Have you developed a training and assessment strategy (TAS) for all programs you intend to place on scope?
  2. Can you show evidence to support you have a market for your intended services?
  3. Can you show evidence you have consulted with industry to develop your TAS?
  4. Have you considered a holistic approach for the delivery of training, taking into consideration the differing skill levels you may have in your learner cohort? Eg basic, intermediate, advanced.
  5. Have you checked the nominal hours for each training product is consistent with the nationally agreed hours eg dtwd.wa.gov.au
  6. Have you considered all pre-requisites or entry requirements for each program Eg some UOC/Qualifications suggest there are no pre-requisites; be aware that whilst the training package may suggest such, consider everything: For example HLTAID003 suggests there are no pre-requisites, which is correct, however in order for a learner to enroll your entry requirements might well look something like this:  a.Learners will be required to provide their Learner Identifier number prior to the commencement of the course (usi.gov.au to register). b.Learners will be required to show a photo id on the day of course commencement. c. Learners will require sufficient language and literacy skills to write a report of an incident. d.Learners must have the necessary health and fitness to carry out the assessment requirements which are to; complete continuous 2 minutes of CPR on an adult manikin kneeling on the floor and 2 minutes of continuous CPR on an infant manikin. (Some learners may find the physical aspects of this training strenuous and will be asked to discuss any injuries or physical limitations, with the RTO staff prior to enrolment). e. Learners MUST complete pre-course reading and an online theory learning and assessment module (via an online portal) prior to attendance of the classroom phase of the course. (This is a mandatory requirement). f. Learners are required to wear comfortable and loose-fitting attire including; enclosed flat shoes, slacks and loose fitting shirt/t-shirt for both males and females.    
  1.  What will be your review process for the review and update of your training and assessment strategies? How will you do it, who will be involved, how often and what will be the process?
Register an RTO

Review your RTO requirements

  1. How will you gain information and feedback from industry on how you plan to run your programs?
  2. Can you provide feedback from a range of industry representatives and show how this has been incorporated into the development of your training and assessment strategies
  3. Does any Industry feedback confirm that training and assessment strategies and intended practices are relevant to current and (where possible) future industry needs.
  4. When you develop and review your TAS it may include, but not limited to, the following:
  • Current units/Qualifications -should include both core and electives
  • Pre-requite or entry requirements
  • Sequencing of delivery and assessment
  • Amount of training
  • Modes of delivery – variables for differing learner cohorts
  • Venue and address of training and assessment
  • Work placement if relevant
  • Target market
  • Rational
  • How assessment will be conducted, including assessment during work placement
  • Timing of assessment
  • Assessment resources – learning – human – physical
  • Possible pathways
  • Training package version and release date
  • Unit/Qualification descriptor
  • Dress code
  • RPL
  • Course outline
  • Assessment and evidence gathering techniques
  • Assessment details and processes
  • Assessment tools and resources
  • Assessment rules and appeal process
  • Reasonable adjustment methods
  • Training and assessment staff
  • Information provided to the leaner prior to course commencement
  • Certification
  • Feedback
  • Validation
  • Industry consultation
  • Infrastructure requirements

12. Have you unpacked the training package assessment requirements and met the requirements of the entire training product. On audit; we find,       and  ASQA would attest to this, 85% of assessment instruments do not meet audit or training package requirements, so this is a key area to focus on.

13. Have you contextualised the learning resources for each client cohort?

14. Have you considered resources and support systems for learners who are undertaking distance or online training?

15. If you plan to conduct training and assessment at a specific employer’s premises, is this recorded in a contractual agreement with the employer?

16. If you plan to conduct training in a venue other than your own, do you have written consent or a lease to confirm?

17. Have you obtained necessary council approval (if appropriate) for all premises to be used as educational facilities?

18. Is the venue large enough to support the amount of learners you will accommodate in training?

19. Have you considered that all assessments conducted in a simulated environment replicates the workplace and meets the training package requirements.

20. Do you have sufficient staff, who are qualified in the most current Certificate IV in Training and Assessment (TAE40116 or upgrade by April 2019) and hold the relevant (or higher) qualifications/UOC they will deliver against.

21. Have you confirmed access to sufficient educational and support services to cover the amount of learners?

22. Is there a requirement to undertake work placement or workplace supervision, if so is there  how will you accommodate this process? How will you determine sufficient and appropriately skilled staff are available at the workplace venue to supervise, train and if necessary provide assessment advice for the number and type of learners?

23. Have you unpacked the training package to ensure you have all the relevant resources required to deliver and assess the product eg working at heights would require the use of an elevated platform.

This gives you an idea.

I think that’s a lot to consider for Part 4. More next week.

Call us now to assist you to Become an RTO on 1300 933 037

We would love to help! www.impactworkforce.com.au

 

Changes to Register An RTO in 2018 – Part 2

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RTO Enrolment

RTO Enrolment

 

Become an RTO – Changes to register an RTO in 2018 – Part 2 of 6 (This is the 2nd phase in the student’s journey).

Become an RTO – If you are considering applying to become an RTO there are a whole host of things you need to understand before you can make an informed decision about moving forward with your idea. IMPACT Workforce Training Group like to ur on the side of caution, particularly now The Regulator has made significant changes to the application process, (1st May 2018), which in our opinion, are game changes. The impact this will have on those wishing to become an RTO maybe far more thought provoking than you had originally considered. So, we have provided you with a glimpse of what you could expect in the form of a series of blogs that will take you through the phases.

This will be a road map, it will allow you to understand how robust the process to become an RTO is, and what you really need to have in place to ensure you will be approved at audit. This is part 2 of a 6 part update.

Last week we looked at Marketing and Recruitment – The first phase in the students journey.

This week we will look at Enrolment – The second phase in the student journey

ENROLMENT

As part of the enrolment process RTOs are responsible for informing and protecting students, protecting pre-paid fees by students, and providing credit for prior studies. It ensures  accurate advice is provided about a course to ensure it meets the needs before enrolment; that the student can understand all details associated with the course, their rights and obligations to make a more informed decision prior to enrolment.

We ask you to consider and ask yourself the following questions:

  1. Does your pre-enrolment information or enrolment agreement include the code, title and currency of the training product the student is or may be enrolled in as set out on training.gov.au?
  2. Does your pre-enrolment information include the expected duration time? (in all modes of delivery)
  3. Does your pre-enrolment information state all training and assessment locations? (all venues and delivery sites)
  4. Does your pre-enrolment information state all the delivery modes (a mix of delivery modes is required to accommodate for differing learner cohorts and experience levels)
  5. Does your pre-enrolment information state all work placement arrangements?
  6. Does your pre-enrolment information include information about any third-party arrangements for the delivery of the training and assessment and the contact details for the third parties. (only required if a 3rd party is utilized – Should you use a 3rd party to deliver your services, a robust 3rd party agreement should be developed and included on all enrolment information).
  7. Does your pre-enrolment information include information about educational and support services available to students: Considerations should include, developing an LLN Checklist/Test, Student Handbook, Support Services Policy, Code of Practice?
  8. Does your pre-enrolment information include information on potential implications for students accessing training subsidies or entitlement programs?
  9. Does your pre-enrolment information clearly state the organisation’s responsibilities to the students, including that the training organisation must; provide quality training and assessment, comply with the Standards for RTOs 2015, issue AQF certification?
  10. Does your pre-enrolment information include information on the rights of students, including; a complaints and appeals process, requiring a Complaints and Appeals Policy, Complaints and Appeals Register, Complaints and Appeals Form, a Complaints & Appeals Flowchart may be developed as an easy overview to educate your proposed staff on the process. Your Code of Practice should include this information, your Complaints & Appeals Policy should be placed on your website.
  11. Inability to deliver services – What happens if your organisation or a third party is unable to deliver the training and assessment? (What is your mechanism to safeguard this option?, what is your proposed RTO policy on your training and service guarantee, should a 3rd party not fulfill the service, the RTO closes or the RTO ownership changes hands?). Develop a Training Guarantee Policy, which should also be addressed, in part, in your Code of Practice
  12. Resources and Work placements – The pre-enrolment information or enrolment agreement includes information on resources and work placements including; anything a student needs to enrol in and complete the training and assessment (such as resources they will need to supply eg PPE, notepads, pens), whether students are required to source their own work placements (make it clear if work placements are required and who is responsible for sourcing, a comprehensive 3rd party/workplace supervisor agreement should be developed if this option is required).
  13. Does your organisation have a process for assessing whether each training product is appropriate for potential students. This includes if the mode of delivery is suitable for the students needs, if the level of the training product is appropriate for the students existing skills and abilities (Basic, intermediate or advanced skill level should be considered).
  14. Fees and refunds should address – all relevant fees a student will need to pay over the term of their enrolment, payment plan options, payment terms and conditions, including deposits and timeframes for payment (an RTO upfront learner fee threshold is $1,500, total fees can be taken but measures need to be in place for protection of fees. Payment plans may be considered as another option in this area).
  15. Refund terms and conditions, including if the student initiates the termination of enrolment, or the RTO is unable to provide the agreed services (Development of a refund policy including under what circumstances substantiate a refund and how administratively this will be affected).
  16. Learners’ rights as consumers including cooling-off periods. (A cooling off clause should be evident in your Learner Rights Policy).
  17. Fee and refund information considerations – What will your refund policy look like, what fees will be paid upfront, what happens on a cancellation of a course, what is the mechanism should a student be unable to complete a course due date, what circumstances will you consider a refund will be granted?
  18. Credit Transfer – who will authenticate AQF certification documentation from another RTO? What information will be presented to learners on this subject and what documents will it be included in? – eg Code of Practice, Enrolment Agreement)

Part 2 complete.

More next week.

Call us now to assist you to Become an RTO on 1300 933 037

We would love to help! www.impactworkforce.com.au

 

Changes To Register an RTO in 2018 – Part 1

By | Become an RTO, How to become an RTO, How to start an RTO, Register an RTO, RTO Business Planning, RTO Compliance, RTO Consulting, RTO set up | No Comments

Changes to register an RTO in 2018- Part 1  If you are considering applying to become an RTO there are a whole host of things you need to understand before you can make an informed decision about moving forward with your idea. IMPACT Workforce Training Group like to ur on the side of caution, particularly now The Regulator has made significant changes to the application process, (1st May 2018), which in our opinion, are game changes. The impact this will have on those wishing to become an RTO maybe far more thought provoking than you had originally considered. So, we have provided you with a glimpse of what you could expect in the form of a series of blogs that will take you through the phases.

This will be a road map, it will allow you to understand how robust the process to become an RTO is, and what you really need to have in place to ensure you will be approved at audit.

It will allow you to:

  1. review  your organisation’s systems and processes against key requirements of the Standards for Registered Training Organisations (RTOs) 2015 (the Standards) relating to, each of the five phases of the student journey (marketing and recruitment; enrolment; support and progression; training and assessment; and completion), regulatory compliance and governance
  2. ensure you are prepared to deliver quality training and assessment
  3. provide evidence and information that ASQA will use to assess your

Phase 1 – Why Do You Want To Become An RTO? 

  1. Why did you decide to apply for RTO registration?
  2. How will you determine the type of clients to be targeted (e.g. existing workers, general public) and the delivery mode (e.g. face to face, online)?
  3. What relevant vocational education and/or industry experience do the managerial staff and executive officers of the organisation hold?

Phase 2 – Marketing & Recruitment (This is known as the 1st phase of the students journey)

We will now start to look at the 1st phase of the student journey

Marketing and Recruitment is known as the 1st phase of the student journey. This area focuses on a student’s experience of marketing and recruitment into the courses and programs you will offer. RTOs are responsible for providing accurate and accessible information to prospective and current students about RTO services and performance. This includes when these are published or distributed by third parties, such as educational agents or trainers and assessors who work on your organisation’s behalf.

 In this part you should review your proposed organisation’s marketing and advertising materials, and the processes that you have in place to ensure your marketing and advertising materials are appropriate and the student has been informed via clear, accurate and readily accessible information to allow them to make informed choices about the training that may best suit their needs.

Here are some considerations and questions to ask yourself on the 1st phase of the student journey (Marketing & Recruitment)

  1. Does your marketing material accurately represent the organisation and the services provided to all students? (eg Website, Social Media, Your Student Information & Enrolment Form, Flyers, Brochures).
  2. Does your marketing material identify a space where the RTO code will be inserted if registration is granted? (eg already developed student information and enrolment forms, brochures, flyers, website).
  3. All marketing material only includes testimonials, photos and references to other organisations or people if their consent has been recorded. (eg consent forms from people whose image you may use in the brochures, social media and flyers you have developed) (Do you have a consent form???)
  4. Does all your marketing material only use the Nationally Recognised Training (NRT) logo in accordance with Schedule 4 of the Standards for RTOs 2015. (eg this logo is restricted in its usage therefore this must be demonstrated that it will be used correctly, where, how and when, possibly in a sample marketing plan and a specific policy for NRT usage). You will also be required to read schedule 4 to become familiar with the requirements.
  5. Does all your marketing material clearly identify all third parties used by the organisation and their role (i.e. if the third party is used for recruitment, training and assessment, and so on – If you plan to use a 3rd party you must show evidence that you have developed a comprehensive 3rd party agreement.
  6. Does all your marketing material make it clear where training and assessment is being delivered on your behalf (eg should you be using a 3rd party to deliver your services this is noted in your marketing material ie flyers, website, student information brochures).
  7. Does all your marketing material only advertise current training products with the correct title and code as published on training.gov.au? (points to note: who will be responsible for checking and reviewing the currency of the units of competence?, what is the process method should changes in the training package occur?, Who will be informed and how? )
  8. Your marketing material should not guarantee:· a licensing outcome, unless this outcome has been confirmed as appropriate by relevant industry regulators in the jurisdiction, an employment outcome, successful completion of the training product. A ‘Guarantee Policy’  should be developed to accommodate for this area, A Policy and Procedures Manual, Code of Conduct and Training & Assessment Strategy and possible Student Handbook, Information Brochure should be developed and highlighted in these pieces of documentation.
  9. All your marketing material includes details of any government or financial support arrangements the student will be required to access during enrolment. (eg flyers and brochures, student information brochures should be developed to incorporate this information to ensure that the student has all the appropriate information prior to the course).
  10. Describe the review process you will have in place to ensure that any marketing, promotional or advertising material that your organisation will publish or distribute is current, factual and appropriate for your intended clients and how it will be managed? A Marketing Review Policy may need to be developed in your Policy and Procedure Manual. This should include the process used to monitor material published and distributed on your behalf by other organisations. Consider who will review, who will approve the material and how you will disseminate this information to your team. Consider when changes are made to your Training and Assessment Strategy how does that feed back into the marketing materials and vice versa?
  11. What staff member will be responsible for checking the accuracy and currency of information before it is published?
  12. Who will be responsible for approving all new materials and promotional materials?
  13. Have you considered a marketing materials register, that will show all approvals and changes made?
  14. What form of method do you use to collect data, information and feedback from clients/students to say they have/will receive the services you will / have provided?
  15. Develop and review a course evaluation form/Stakeholder evaluation form
  16. Permission slips/consent forms may need to be developed to show evidence should you use a name, company or person on your website or flyer. (Testimonials must show evidence of permission)

That completes Part 1

More next week

 

RTO Business Plan

By | RTO Business Planning | No Comments
RTO Business Planning

RTO Business Plan

One of the key components for initial application to become an RTO is a comprehensive RTO business plan. It allows the governing body to really get a feel for your proposed business. It will also aid in gaining finance should your require. It should outline the Who, What, Where, When, How and Why of your proposed business.

Some people may suggest they can have their business plan complete in a few days, in all honesty it can weeks, even months to get it right. Heres a few things to following:

  • Do your research – You will need to make quite a few decisions about your business including structure, marketing strategies and finances before you can complete your plan. By having the right information on hand you can also be more accurate in your forecasts and analysis.
  • Determine who the plan is for – Does it have more than one purpose? Will it be used internally or will third parties be involved? Deciding the purpose of the plan can help you target your answers. Remember you are developing an RTO Business Plan, not only for yourself and your bank, but also as a key component for initial application. Your Business Plan will be risk assessed by the governing body, so make sure it is quite comprehensive.
  • Do not attempt to complete your business plan from start to finish – First decide which sections are relevant for your business and set aside the sections that don’t apply. You can always go back to the other sections later.
  • Get some help – If you are not confident in completing the plan yourself, you can enlist the help of your support group; friends, family, accountant and business advisors such as ourselves. However, in essence you are the one that knows your business best.
  • Actual vs. expected figures – Existing businesses can include actual figures in the plan, but if your business is just starting out and you are using expected figures for turnover and finances you will need to clearly show that these are expected figures or estimates.
  • Write your summary last – Use as few words as possible. You want to get to the point but not overlook important facts. This is also your opportunity to sell yourself. But don’t overdo it.
  • Review. Review. Review – Your business plan is there to make a good impression. Errors will only detract from your professional image so ask a number of impartial people to proofread your final plan.
  • What to include in a business plan?
    A business plan provides direction, keeping you on track and is usually a requirement when you seek finance. Depending on your business type, your plan could include the following sections:

  • Title page – This describes what the plan is for and includes general information on your business.
  • Business Summary – A one-page overview written after your business plan is finalised.
  • About your business – This is typically called the management plan or operations plan. It covers details about your business including structure, registrations, location and premises, staff, and products/services.
  • About your market – This is the marketing plan. It should outline your marketing analysis of the industry you are entering, your customers and your competitors. This section should also cover your key marketing targets and your strategies for delivering on these targets. Dont forget a SWOT! Stengths, weaknesses, Opportunities & Threats. A SWOT shows you have really considered your market and you have done your research.
  • About your future – This section covers your plans for the future and can include a vision statement, business goals and key business milestones.
  • About your finances – The financial plan includes how you’ll finance your business, costing and financial projections.
  • Supporting documentation – List all of your attachments under this heading in your plan for referral. For example:financial tables.
  • When you have finished your business plan

  • Review it regularly. Business planning is an ongoing business activity. As your business changes many of the strategies in your plan will need to evolve to ensure you business is still heading in the right direction. Having your plan up to date can keep you focused on where you are heading and ensure you are ready when you need it again.  Remember a Business Plan is a live document so it really does require to be reviewed at a minimum every 12 months.
  • Distribute your plan. A business plan is a blueprint for how your business will run and reveals what future direction your business will take. Understandably you will want to be careful who you show your plan to and avoid your competition seeing it.
  • Contact us to email you out a Business Plan template in word format to start the process.