The NSW government has launched “a new generation” of vocational high schools to help students find jobs in a post-corona-virus economy.
Skills Ministers met yesterday to advance priorities to support Australia’s critical skills and training needs in response to COVID-19 and to continue progressing long-term reforms that will deliver a strong vocational education and training (VET) system for students, employers and industry.
Some of Australia’s vocational training institutions, especially private colleges and Registered Training Organisations (RTOs) have emailed their students currently stranded overseas to deposit their fees or else their Certificate of Enrollment (CoE) may be cancelled
A good Quality Management System provides a centralised mechanism for managing an organisations policies and procedures. These quality documents are a collection of processes that outline how you do business and meet your customers’ expectations. A core function of a QMS is to manage its document control functions.
Quality Management System Framework:
The most commonly known framework used is ISO 9001 but unless your RTO is ISO accredited there is no need to create a QMS that reflects the requirements of these standards. At a minimum your QMS should meet what is required of the VET Quality Framework and any other legislative requirements or regulatory obligations you must adhere to. The main components of your system should incorporate your quality manual or policies and procedures; your organisational structure; your document control processes and your internal audit / continuous improvement processes.
In addition to policies and procedures your quality documents can consist of but are not limited to work instructions; guidelines; templates; plans and forms. Quality documents such as policies and procedures are usually approved by document owners who are typically in RTO management positions. Other staff can contribute to the development of the documents and provide feedback on the content as it is important to ensure buy in by staff who are going to have to adhere to processes or use the tools.
Document Control Procedure:
Your RTO should have a procedure that sets out the processes for managing your quality documents or your policy and procedure library. This includes how you categorize the documents; the naming conventions used and numbering systems assigned to documents. It should also provide instruction on version control and also detail how often the documents are reviewed and updated to ensure they are fit for purpose. Controlled documents are needed for regulatory compliance purposes and are critical in ensuring your RTOs meets all legislative requirements or regulatory obligations.
Setting up your QMS:
EDministrate can help your organisation design, create and implement a QMS and create an efficient and effective documentation system or help you update your existing QMS to ensure it is fit for purpose therefore ensuring your RTO delivers quality products /services to your customers. Our Compliance Plan and Compliance Plan Matrix Template provides a reference to critical quality documents in your business that you can use to map how your policies and procedures ensure you meet all RTO compliance obligations.
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RTOs when hiring contract trainers and assessors should ensure systems are in place to retain and verify evidence that shows they can demonstrate appropriate competency, currency and professional development. Even if they are going to be employed by your RTO for a short period of time you need to ensure your recordkeeping of their credentials and supporting documentation is sufficient so as to minimise any risk of creating non-compliances.
Do you have a current trainer profile that evidences your competency and currency:
If the contract trainer and/or assessor you want to employ doesn’t have a current profile and has recently been working for other RTOs that should raise concerns as it could mean they don’t have an awareness of their obligation to maintain their currency and it may end up costing your RTO time and money to develop them to the standard required by your organisation. Some may also have learned poor practices in other RTOs that you will need to retrain them in to ensure your processes are adhered to. Recruiting unqualified or inexperienced trainers and/or assessors is a risk to your business and bad hiring decisions can have serious consequences for your RTO.
Does your work history relate to employment outcomes of the training products we want you to deliver:
Let’s face it you don’t want to employ a trainer and/or assessor that has never worked in a job role relevant to the qualifications you are asking them to train and assess in. If they don’t have relevant industry experience they will not been seen as a credible source of information by both students and employers. While you may come across trainers and/or assessors who hold the qualifications you want them to train in, if they don’t also have work experience in the industry behind them it is questionable how they achieved their credentials. Make sure you seek industry feedback as to what credentials and experience are considered appropriate from the trainers and/or assessors you employ.
What have you done in the last 2 years to stay current in industry:
If the trainer and/or assessor you want to employ has not had a recent position in industry or does not currently have secondary employment in the sector they need to have been undertaking other activities to ensure they have been maintaining their industry currency. You should verify prior to employing them that they have records of relevant activities for each unit of competency they are training and assessing. Remember that your RTO should be consulting with industry to identify which activities your trainers and assessors should undertake and how often. Depending on the industry the frequency may need to be more often to stay on top of rapid changes in specific sectors e.g. IT. Your trainers and assessors records should reflect these requirements.
What professional development have you done in the last 12 months to maintain your knowledge and skills in vocational training and learning:
Many RTOs neglect to ensure that their trainers and/or assessors are undertaking regular professional development to maintain their VET currency. If they have undertaken PD in the last year to upgrade their TAE credentials then generally their VET knowledge and skills are still current. Your RTO should have a planned approach to professional development in vocational training and learning so as to ensure that all of your trainers and assessors are continuing to develop their knowledge and skill in the VET environment at least on an annual basis. Investing in having highly skilled and competent staff benefits your students and organisation and promotes quality education.
Are your occupational licences and/or industry accreditations current:
Often we see RTOs with expired records of trainers and/or assessors licences on file because they do not have a system of monitoring when these need to be renewed. No one prompts the trainer and/or assessor to provide a new record of their updated licence or industry accreditation. Before engaging a contract trainer and assessor you need to ensure you have their current records of licences and accreditations and you are able to verify they are on top of renewing these credentials else it may become a compliance issue for you. Having a system that identifies records needing to be updated before they lapse ensures you avoid non-compliance with the SRTOs 2015.