VETQMS Operational Cycle

The VETQMS Operational Cycle is based on the continuous improvement ADRI cycle: approach, deployment, review and improvement. It is aligned with the curriculum cycle: course planning, course accreditation, course implementation and course review. ADRI is the critical assessment methodology that allows for an organisational learning cycle from which CDU can examine its performance against each aspect of the curriculum cycle. Industry engagement, monitoring and gathering feedback is ongoing throughout each stage of the cycle.

VETQMS Operational Cycle Course Planning Course Registraion Course Review Course Implementation

Course Planning

The first stage of the VETQMS involves the initial planning of units, skill sets and qualifications from a Training Package or an accredited course. This stage involves industry engagement in selecting the most suitable qualifications including the electives, the initial development of Training and Assessment Strategies and an application for Resource and Planning Approval. The diagram below gives an overview of the steps in this process.

VETQMS Improvement Review/Change to CDU Scope of Registraion Establish Training Package Working Group (TPWG) Training Package Review Industry Validation of Qualification Suite Final Qualification Suite Proposal for Resource & Planning

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All Team Leaders and VET Lecturers should register at Training.gov.au to receive ongoing relevant notifications about changes to their Training Packages. This site is the official National Register of information on Training Packages, qualifications, accredited courses, units of competency and Registered Training Organisations (RTOs).

How to sign up for Notifications for Training Packages:

  • Sign into the website https://training.gov.au/Home/Tga to create and activate an account
  • Use ‘Search’ to navigate to the Training Package you want to subscribe to
  • In the top right hand corner of the Training Package page, click ‘Notify me of changes’. You will then be prompted to confirm your selection by checking a box and clicking ‘Save’
  • You should repeat this process for all Training Packages you deliver units from. For example, if you deliver a tourism qualification that includes business units, you should sign up for notifications from the Tourism, Travel and Hospitality and the Business Services Training Packages.

How to edit your Notification preferences and view which Notifications you have signed up for:

  • Log into the TGA website Sign in page
  • Click the “Notifications” button located in the tab buttons at the top of the page.
  • Edit or delete as necessary

If a unit or qualification has changed, there is 12 months before the current unit or qualification expires. However, it takes at least 2 months for a transfer (equivalent) to be approved by CDU and 6 months for an addition (non-equivalent) to gain ASQA approval, so it is important that the Resource and Planning Application, Training and Assessment Strategy and other supporting curriculum documents are prepared and submitted well before the expiry date.  Additions require more documentation than transfers, which will also need to be factored into the timeframe.

The tables below outline the estimated timeframes for preparing a transfer or addition. These timelines include each stage of the process and provide an estimated time for each. These times are a guide only and may vary depending on the qualification.

Be aware that all transfer and addition applications require internal approval and all additions to scope must also go to ASQA. Most of the committees that consider scope applications meet monthly and require all documents a week before the meeting. Check the meeting calendar for the scheduled meeting dates and the last date for submission.

The Accreditation and Registration Team may hold onto registration submissions for a short period of time in order to submit several at once and save on the registration costs.

Training Package Working Groups (TPWG) comprise staff members involved in the provision of units, skill sets or courses from a particular Training Package. It is important that these teams meet regularly to ensure there is a consistent approach to the planning, registration, implementation, and review of units and courses.

Establishing a TPWG for each Training Package or accredited course is intended to provide an organisation-wide approach and ensure consistency in the CDU’s approach to quality assurance and improvement of VET provisions.

TPWG members should include VET Lecturers, Team Leaders, Education Program Managers (EPM), a VET Developer and wherever possible industry representatives. The TPWG Chair is elected by the group.

The TPWG has a range of responsibilities throughout the VETQMS cycle, which include:

  • Identify units, skill sets and/or qualifications for registration or re-registration
  • Assess the risk level of units, skill sets and/or qualifications according to the VETQMS Risk Assessment Framework
  • Ensure the electives chosen as well as the strategies for training and assessment meet the requirements of the relevant Training Package or VET accredited course and have been developed through effective consultation with industry
  • Ensure the facilities, equipment and training and assessment materials meet the requirements of the Training Package or VET accredited course and are consistently used and accessed by all teams and units
  • Establish and maintain a Training Package Repository Site to store resources and evidence for staff access and to meet audit requirements
  • Apply for Resource and Planning Approval for units, skill sets and/or qualifications
  • Prepare applications and supporting documentation for submissions to ASQA
  • Ensure all assessments are regularly validated
  • Ensure that assessment moderation is regularly conducted
  • Collect student and industry feedback on course implementation
  • Conduct unit and qualification reviews
  • Update learning and teaching materials
  • Identify and communicate with OLT about professional development opportunities for VET Lecturers.

For the full TPWG Terms of Reference  please click on link.

The TPWG is responsible for reviewing Training Packages when notified of a change to units or qualifications. The TPWG should consider the feedback gathered from all the relevant stakeholders during the Course Review phase and other market research to determine which units, skill sets and/or qualifications will be offered by CDU.

Once the TPWG has agreed on a preliminary set of units, skill sets and/or qualifications, it then determines which electives will be appropriate considering the availability of staff, facilities, equipment and resources. The TPWG prepares a draft suite of units, skill sets and /or qualifications, and then seeks further formal industry feedback.

During the course planning stage the TPWG will consult with industry stakeholders to determine the need for offering a particular unit, skill set, qualification or accredited course. The TPWG will also undertake market research.

'Industry' means the employers and bodies that have a stake in the training and assessment provided by CDU. These can include:

  • specific enterprise/industry clients, e.g. employers;
  • group training organisations;
  • industry organisations;
  • industry regulators;
  • industry skills councils or similar bodies;
  • industry training advisory bodies;
  • training advisory councils
  • occupational licensing bodies and
  • unions.

Industry engagement is an ongoing activity where the information obtained is systematically used to develop and review the training and assessment strategies used in VET provisions. Strategies may include, but are not limited to:

  • partnering with local employers, regional/national businesses, relevant industry bodies and/or enterprise RTOs
  • involving employer nominees in industry advisory committees and/or reference groups
  • embedding staff within enterprises
  • networking in an ongoing way with industry networks, peak bodies and/or employers
  • developing networks of relevant employers and industry representatives to participate in assessment validation; and
  • exchanging knowledge, staff, and/or resources with employers, networks and industry bodies.

During the course planning phase of the VETQMS, the Training Package Working Group (TPWG) plans the strategy for industry advice on contexts, methods, resources and current industry skills to deliver training and conduct assessment. It is critical that the proposed training and assessment strategy for units or qualifications within a Training Package are aligned to current methods, technology, products and performance expectations for specified workplace tasks. Industry should also provide advice on the selection of elective units.

Industry engagement involves stakeholders across all sites where units, skill sets and qualifications are offered by CDU. It is the role of Heads of School and Team Leaders to ensure that the industry engagement strategy seeks to represent a broad range of industry stakeholders, taking into account regional, geographical and community differences between delivery sites. At a minimum, industry engagement involves the NT Training Advisory Council (represented by the Executive Officer), or the equivalent peak industry body, and at least three local employers from each Team which represent a range of enterprise types.

As industry engagement is an ongoing activity throughout the VETQMS cycle, the TPWG retains evidence of recent and historic engagement. Such evidence must show both industry engagement activities and outcomes. Such documentation demonstrates that CDU consistently engages with industry across all Training Packages.

Once the final suite of units, skill sets or qualifications has been validated by industry, the TPWG chair should notify the relevant Team Leaders and VET Lecturers so they can start to draft the Training and Assessment Strategy (TAS) for each unit/s, skill set/s and/or qualification/s from the Training Package or Accredited Course. The electives chosen for each qualification should reflect industry requirements as identified during consultations. The TPWG must use the TAS found in the Curriculum Approval Proposal System (CAPS). Individuals gain access to CAPS via an application through the eCentre.

Training for CAPS can be arranged through contacting the ART team at arteam@cdu.edu.au

Once the final qualification suite is determined the TPWG completes a Proposal for Resource and Planning Form in the Curriculum Approval Proposal System (CAPS).  Individuals gain access to CAPS via an application through the eCentre. If a Learnline site is required for online delivery a Request for VET Learnline Site Form must be completed and attached to the Resource and Planning Form.

Training for CAPS can be arranged through contacting the ART team at arteam@cdu.edu.au

Faculty and University management is responsible for the planning and resourcing of VET provisions (corporate governance). This means that management must approve all proposals for units, skill sets, qualifications and accredited courses before they can be updated or added to scope or submitted for registration with ASQA. Management uses the VETQMS Risk Assessment Framework to determine the approval process. The table below shows risk categories.

Risk Categories

Course Planning (Resource and Planning)
Type of Application Risk Level Delegation
Qualifications, Skill Sets or Accredited Courses
Transfer of qualifications, skill sets or accredited courses where the previous superseded qualification is on CDU scope and the full qualification is deemed equivalent to the previous superseded qualification on CDU scope. Low PVC Faculty
Addition of qualifications, skill sets or accredited courses where the previous superseded qualification is on CDU scope but more than 50% of core and elective units are deemed equivalent and the delivery of previous superseded qualification has occurred in the past two years. Medium VCAG - VC
Addition of qualifications, skill sets or accredited courses where the previous superseded qualification is on CDU scope but more than 50% of core and elective units are not deemed equivalent or the delivery of previous superseded qualification has not occurred in the past two years. High VCAG - VC
Addition of qualifications, skill sets or accredited courses where the previous superseded qualification is NOT on CDU scope. High VCAG - VC
Standalone Units
Transfer of a standalone (explicit) unit where the previous superseded unit is on CDU scope, as an individual (explicit) unit, and is deemed equivalent to new unit. Low PVC
Addition of a standalone unit where the previous superseded unit is NOT on CDU scope as individual unit but has previously been offered as part of a qualification. Low PVC
Addition of a standalone unit where the previous superseded unit is NOT on CDU scope as individual unit and has not previously been offered as part of a qualification. Medium VCAG - VC
International Offering
Transferof qualifications, skill sets or accredited courses where the previous superseded qualification/accredited course had CRICOS registration. (continuation of international offering) Low PVC Faculty
PVC VET
Additionof qualifications, skill sets or accredited courses where the previous superseded qualification/accredit course did NOT have CRICOS registered (new international offering). High VCAG - VC
Transfer or additionof qualifications, skill sets or accredited courses where there is International Offshore Delivery. High VCAG - VC
Third Party Agreements
Transfer of qualifications, skill sets, accredited courses or units with previous partner or ongoing agreements. Low PVC
Transfer of qualifications, skill sets, accredited courses or units with previous partner or ongoing agreements. Low PVC
Addition of qualifications, skill sets, accredited courses or units with previous partner or ongoing agreements. Medium VCAG - VC
Addition of qualifications, skill sets, accredited courses or units with a NEW partner. High VCAG - VC
Licencing
Transfer or additionof qualifications, skill sets, accredited courses or units where there are any Licensing outcomes. High VCAG - VC


Course Planning (Resource and Planning)
Type of Application Risk Level Delegation
Unnamed Electives within a Qualification
Unnamed elective from the same Training Package as the qualification and is on CDU scope. Low Head of School
Unnamed elective from the same Training Package as the qualification and is on CDU scope. Low Head of School
Unnamed elective from the same Training Package as the qualification and is on CDU scope. Medium VCAG
Unnamed elective from the same Training Package as the qualification and is on CDU scope. High VCAG

 

The following table outlines the delegations for the Resource and Planning phase of the approval process

Risk Delegation: Resource and Planning
High Medium Low
VCAG - VC VCAG - VC PVC Faculty responsible for delivery

 

Where Resource and Planning applications are deemed medium to high risk, the delivery sites are subjected to a Resource Capacity Evaluation to consider the:

  • appropriateness of the resources for all the proposed site/s listed in the Resource and Planning Approval Form
  • suitability of facilities and equipment at the proposed site/s listed in the Resource and Planning Approval Form; and
  • evidence of Staff Qualifications, Staff Experience and Matrix Forms and Professional Development (PD) Records for all the staff that will be named in the Training and Assessment and Strategy (TAS).

The Resource Capacity Evaluation is undertaken by the Director VET Programs with another Team Leader from a Team that does not deliver the units or qualifications being evaluated. The Director, VET Programs is responsible for maintaining a register of suitable staff that have completed the appropriate training.

The proposal for Resource and Planning is submitted via CAPS to the senior executive of the Faculty. If the proposal is approved as a low risk unit, skill set or qualification, the TPWG may proceed with an application for a transfer to scope or an application for an addition to scope with ASQA.  If the proposal is approved as a medium/high risk unit, skill set or qualification the TPWG Chair must submit the Resource and Planning proposal with the Resource Capacity Evaluation to the Vice Chancellor's Advisory Group (VCAG) via CAPS. VCAG membership comprises the Vice-Chancellor and Deputy Vice -Chancellor, Directors, Executive Directors and Pro-Vice Chancellors.

Once the proposal is approved by management, the TPWG may proceed with an application for a transfer to scope or an application for an addition to scope with ASQA.

Course Registration

The second stage of the VETQMS requires the TPWG and other relevant staff to develop and finalise the Training and Assessment Strategy (TAS) and supporting curricula documentation prior to an application for a transfer or addition to scope with ASQA.

VETQMS Approach OLT Submission to ASQA CDU Learning & Teaching Committee Vet Learning & Teaching Committee Industry Validation of TAS Preparation of Application for Registration

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The TPWG should develop a Training and Assessment Strategy (TAS) for each skill set and qualification that teams will deliver from a Training Package. A TAS should also be developed for any unit that will be registered for delivery as a stand-alone unit. An existing TAS can be found in the Curriculum Approval Proposal System (CAPS) and a new TAS can also be developed in CAPS. Individuals gain access to CAPS via an application through the eCentre.

Training for CAPS can be arranged through contacting the ART team at arteam@cdu.edu.au

In developing the TAS, the TPWG should ensure that the information provided reflects the different delivery and assessment strategies for each cohort of students at all campus sites as well as online.

In the development of the TAS, the nominal hours will need to be included. The NT Department of Business requires these hours be set using the Victorian Purchasing Guide, which includes the nominal hours for each unit and qualification (the nominal hours are linked to funding arrangements). The Victorian Purchasing Guides are available on the Training Support Network (TSN) website.

As part of the transition or addition to scope process, the TPWG must also prepare a Course Information Flyer for each unit, skill set and qualification. The Course Information Flyer is one of the main communication tools, which provides information about the course to potential students to make an informed choice prior to enrolment. The Course Information Flyer must be completed using the CDU template and can be found in VET Resources and Forms, under (2) VET Course Registration. This is then uploaded as an attachment in CAPS. The template is designed to ensure that students are given information about the training they will receive, the assessments they will undertake, the support services available to them, and fees incurred. There should also be separate Course Information Flyers where the delivery or assessment is different for particular cohorts or sites/campuses.

The Team Leaders should also prepare a Course Unit Delivery Schedule and a Transition Action Plan which can be found in VET Resources and Forms. The Course Unit Delivery Schedule should list the entire core, elective and unnamed elective units with the dates when they will be delivered to students. This form needs to be submitted to the VETLTC and throughout the year Team Leaders must initial the form to verify that all the CDU required unit materials have been prepared before delivery. The Transition Action Plan must also be submitted to the VETLTC as it outlines how teams intend to transition from the old qualification to the new one so as not to disadvantage students.

For additions to scope the TPWG must also prepare unit curriculum materials for one core unit for submission to ASQA. This should commence once the TAS and Course Information Flyers are completed. VET Lecturers and other relevant teaching staff across campuses, teams and work units should work together as a Resource Team to review and evaluate existing learning and teaching resources and, where necessary, amend or further develop resources for the delivery of units. These curriculum documents include:

  • Unit Outline (mandatory form)
  • Session Plans (mandatory form)
  • Assessor Guide
  • Student Assessment Guide
  • Continuous Assessment Validation Report – Pre and Post Validation (mandatory form)
  • RPL Guides (mandatory form)
  • Work Placement Arrangements
  • Supervision Information
  • Logbooks and Checklists (if applicable).

Finally, a Learnline site check must be conducted for units where they are delivered online.

Details on VET Lecturers teaching the selected courses must also be provided to ASQA. This includes:

  • VET Lecturer Qualification and Experience Matrix Form (mandatory form)
  • Supervision Plans (where applicable) (mandatory form)
  • Professional Development Records (mandatory form)
  • Copies of Staff Qualifications.

All the mandatory forms can be found in VET Resources and Formsand should be filled in and then uploaded to CAPS after VETLTC approval. All documents should also be kept on the Training Package Repository Site. The Chair of the TPWG should work with their VET Developer if they require assistance. It is extremely important that the naming conventions for documents and files are followed so that the appropriate files can be assembled for ASQA and found for audit purposes. This convention requires that every document starts with the Course or Unit code. More information can be found in the instructions located on the form.

During the course registration phase of the VETQMS the TPWG gathers all the documented evidence of industry engagement and provides this to ASQA with other course registration documents. This evidence must demonstrate that CDU has used the outcome of industry engagement over time to ensure the relevance of the training and assessment strategies, practices and resources and the current industry skills of VET lecturers.

Given that industry engagement methods or approaches differ from industry to industry, the types of evidence submitted to ASQA will vary; however ASQA will not accept generic templates that are signed off by industry representatives as adequate demonstration that the training and assessment strategy was informed by industry.

As industry engagement is an ongoing activity throughout the VETQMS cycle, the TPWG retains evidence of recent and historic engagement. Such evidence must show both industry engagement activities and outcomes. Such documentation demonstrates that CDU consistently engages with industry across all Training Packages.

All applications for transfers to scope and registration of additions with ASQA must be submitted to the VET Learning and Teaching Committee (VETLTC). If the application is coming from a Higher Education Faculty it must be approved by its Faculty Learning and Teaching Committee prior to submission to the VETLTC.

The VETLTC reviews and recommends all VET units, skill sets, qualifications or accredited course transitions or additions to the scope of registration offered by any part of the University. The Committee is chaired by the Director of VET Programs and comprises Heads of Schools, some Team Leaders, Manager, Vocational Education and Training Development, General Manager VET Business Improvement and Educational Program Managers. This committee reviews the application against the requirements set out in the VET Quality Framework, the Standards for Registered Training Organisations (RTOs) 2015, the Standards for Accredited Courses, Training Package requirements and CDU policies, procedures and guidelines.

The VETLTC meets monthly and all applications for transfers and additions to scope must be submitted by the Chair TPWG to the Director of VET Programs at least six working days prior to the meeting. If the TPWG requires a final review of an application by the VET Developer then this needs to be submitted at least seven working days for a transfer and at least thirteen working days for an addition. The documentation must be correctly named and uploaded to the Training Package Repository Site according to the instructions found on the templates.

The VETLTC may approve, reject or ask for improvements to an application. If the VETLTC identifies that the application needs additional work it is returned to the TPWG Chair with recommendations for improvement. Once the improvements are made by the TPWG it may be resubmitted to the VETLTC. After the VETLTC recommends an application for an addition to scope it is then uploaded to CAPS for submission to the CDULTC and/or ASQA by the Accreditation and Registration (ART) team.

High risk additions for registration and accreditation with ASQA are submitted to the CDU Learning and Teaching Committee (CDULTC). This committee is a sub-committee of the Academic Board which oversees the academic governance of the university. The CDULTC comprises the PVC Academic, a number of Directors, some Associate Deans, Chair Academic Board, some Heads of School, elected academic staff and three students. The CDULTC meets monthly and the Chair of VETLTC must list high risk Applications for Registration and Accreditation with ASQA on the agenda with the Accreditation and Registration Team (ART) (which acts as the secretariat to the CDULTC) at least 4 working days prior to the meeting.

The CDULTC considers the application to ensure it promotes the interests of the University including meeting legislative and professional requirements, the maintenance of academic standards and fostering high quality learning. 

The CDULTC may approve, reject or ask for improvements to an application. If the CDULTC identifies that the application needs additional work it is returned to the Chair VETLTC with recommendations for improvements. The Chair VETLTC follows these recommendations up with the TPWG Chair and after the changes are made it is then re-submitted to the CDULTC. Once the CDULTC finally approves an Application for Registration and Accreditation it is sent to the Accreditation and Registration (ART) team for submission to ASQA.

Once the VETLTC and/or CDULTC approve an Application for Registration and Accreditation, the documentation is finalised for submission by the Accreditation and Registration Team (ART) to send to ASQA. If required, ART will notify the Office of International Services of the ASQA application number for CRICOS processing.

On receiving approval notification from ASQA, ART then loads the unit, skill set, qualification or accredited course details on Callista for student enrolments and the CDU website for marketing purposes.  

Course Implementation

The third stage of the VETQMS is where the teaching and learning occurs for students.  This stage comprises many steps that are not necessarily sequential.

VETQMS Deployment Student Results Assessment Unit/Course Delivery Student Enrolmentv Course Scheduling

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Course scheduling requires Team Leaders and Educational Program Managers (EPMs) to work with VET Lecturers to develop a delivery plan which sets out how and when a unit or cluster of units will be delivered to address all the requirements of the Training Package. This includes identifying the resources that students will need to participate in the training and assessment activities.

A number of units of competency may also be clustered together to provide a holistic, efficient and meaningful learning experience. A good approach to clustering is to look at units with similar or complementary knowledge and skills. It is important however, when units are clustered, that all elements of competency and performance criteria are addressed and that the delivery schedule and assessment plan documents how each criteria is addressed.

It is advisable to develop a delivery schedule for each unit or cluster of units which identifies:

  • Learning activities
  • Delivery sequence, identifying units, elements and performance criteria
  • Assessment methods
  • Assessment tasks, identifying units, elements and performance criteria along with foundation skills
  • Resources required.

While it is often necessary to develop training and assessment tools and resources, a large range of resources have already been developed for a number of Training Packages. Some are free to use but others are available for purchase. A large proportion of resources developed for and by the Australian vocational training sector can be customised to your specific needs. However, be aware of and adhere to any copyright conditions of use. You may also be able to source materials through RTO practitioner networks and communities of practice.

Once the course schedule is designed, Team Leaders should prepare the student and VET Lecturer timetables.

When a student wishes to enrol in a unit, skill set or qualification they must fill in an enrolment form (VET101 Enrolment Form) or apply online. It is the responsibility of the Lecturer/Team Leader to check all student documentation is completed legibly and with all mandated fields correctly filled in before submitting to the Customer Service Officer (CSO) for processing.

VET Lecturers should check the following details are correct:

  • Student surname and given name
  • Date of birth ( note that age restrictions apply to VET for Secondary Students)
  • Postal address and home address
  • For fee exemption - ensure correct box is ticked and relevant evidence attached (for 'remote area 2' delivery exemption the course delivery location must be 50km from all CDU campuses and centres)
  • If student is sponsored, and not a CDU staff member, ensure Section 8 is completed.
  • If student is a CDU staff member, a journal transfer must be attached
  • Course code and title match
  • Team code is correct (this is a 3 digit number e.g. 111)
  • Delivery location
  • If the student is a VET for Secondary Student, ensure the name of the school is correct and the "report to school" box is ticked.
  • Credit Transfer / RPL boxes are ticked if applicable
  • Unit code and title match
  • Teaching period start and end dates are provided - the start date must fall within the teaching period nominated
  • Unit delivery location
  • If the unit is delivered through Learnline, ensure the box is ticked to allow correct processing and enrolment into Learnline unit
  • Funding source
  • Ensure Section 5 is signed and dated by VET Lecturer
  • Ensure all Section 6 questions are answered
  • Discuss all points under Section 7 with the student before they sign the enrolment form
  • Ensure Section 8 is completed and signed by student and sponsor (if a third party is making payment)
  • Releasing results to employer.

Prior to commencing delivery of the unit, skill set, qualification or accredited course, the Team Leader must check all facilities, resources, equipment, materials and staff to ensure:

  • CDU website is correct and accurate
  • Course Information Flyer is correct and accurate
  • Training materials are current (including session plans, PowerPoints, etc.)
  • VET Lecturers have the current C IV in TAE or above, industry relevant qualifications, current PD Record and they are matriced against units to be delivered
  • Learnline site check has been completed (if applicable).

VET Lecturers should ensure they have all the current training materials and assessments prepared for teaching. VET Lecturers are also responsible for maintaining evidence of student attendance and participation. Depending on the mode of delivery there are several different roll books available on the intranet at VET Resources and Forms, under (3) VET Course Implementation. Discuss with your Team Leader which roll is the most appropriate for you student cohort.

The Training and Assessment Strategy (TAS) sets the assessment arrangements for a unit, skill set or qualification. The assessment items are developed by the Training Package Working Group (TPWG) in consultation with industry.

VET Lecturers should make sure that they have:

  • Completed a Unit Assessment Summary located in the Assessor Guide and a Unit Assessment Feedback Form (mandatory form) for each unit/assessment item
  • Obtained copies of the validated assessment tools and marking guides
  • Obtained a copy of the completed Assessment Matrix Form (mandatory form)
  • Obtained a copy of the completed Continuous Assessment Validation Report Form – Pre and Post Validation (mandatory form)
  • Scheduled their attendance at validation and moderation meetings
  • Appropriate qualifications to assess that unit (current industry knowledge)

All the mandatory forms can be found in VET Resources and Forms

The TPWG also plans assessment validation and moderation processes. There are mandatory forms for Assessment validation and moderation which are found on the intranet at VET Resources and Forms, under (1) VET Course Registration (3) VET Course Implementation (4) Course Review.

Student grades should be recorded on a continuing basis by VET Lecturers and students notified in writing of their results. This reporting is a mandatory requirement to comply with the Australian Vocational and Training Management Information Statistical Standard (AVETMISS). VET Lecturers should ensure that class lists have been downloaded from Callista and reconciled with students who have attended class.

At the end of the unit, the VET lecturer should finalise the assessment and check the attendance record prior to a final result being determined. Seven days after the delivery end date VET Lecturers should download from Callista a final candidates list, and reconcile it with the class list, and then enter final grades. Finally, VET Lecturers should submit the Final Candidates List, documentation of student participation and the unit outline, to the CSO. The CSO will enter the results into Callista based on this documentation. A memorandum of grades is sent to the student within seven days.

If assessments are undertaken within Learnline, VET Lecturers can store student results in Gradebook. Scores from assessments delivered through Learnline are automatically recorded in the Gradebook. The Gradebook supports custom grading scales, grade weighting, item analysis and multiple Gradebook views. With the correct permissions, students can view their own grades in Gradebook. However Learnline is not the official resulting area for CDU.  Results displayed in Learnline are not final.  For more information, have a look at this Gradebook tutorial (this is a Flash file and may take a little while to download).

For more information on setting up Gradebook, contact a VET Developer or the Learnline Staff Support Desk.

 

Course Review

The fourth stage of the VETQMS is where the teaching and learning is reviewed and evaluated for continuous improvement of teaching, assessment and upgrading VET Lecturers’ skills and knowledge.

VETQMS Results Unit Review Qualification Review Update Learning & Teaching Materials Plan Professional Development Implement Professional Development

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Unit reviews must be conducted at least annually. As part of the unit review VET Lecturers should meet to evaluate the appropriateness and effectiveness of the teaching and learning strategies. At this meeting feedback from stakeholders as well as student results should be considered, and modifications made to the teaching and learning strategy if necessary.

All changes should be updated on the Unit Outline, Session Plans, Assessor Guide, Student Assessment Guide, Continuous Assessment Validation Report – Pre and Post Validation, Scheduled Assessment Validation Report, Work Placement Arrangements, Supervision Information, Logbooks and Checklists. They should then be made available for all teaching staff on the Team Training Package Repository site.

Courses in VET should be reviewed at the end of every teaching period. As part of the course review the TPWG should meet to evaluate the appropriateness and effectiveness of the Training and Assessment Strategy. The Training and Assessment Strategy (TAS) Review Form is available for this purpose and can be accessed in VET Resources and Forms, under (4) VET Course Review. This meeting should consider feedback from stakeholders as well student results and where necessary, modifications made to the teaching and learning strategy. Such feedback might include: student feedback, employer feedback, VET Lecturer feedback, outcomes of assessment validation and moderation, student results, student completion rates, student progression to Higher Education, learner questionnaire summary, employer questionnaire summary, recommendations for Review and Validation Sessions (internal audits), external audits, third party feedback and evidence from meetings with industry. All changes should be updated on the TAS and Course Information Flyer. These documents, including evidence of industry engagement, should then be made available for teaching staff on the Team Intranet site.

The outcomes of the review may include changes to:

  • unit/s offered in a course
  • course delivery such as locations or modes
  • teaching resources
  • assessment methods and or assessment tools
  • equipment.

The TPWG may even make a recommendation to discontinue the course to the Head of School.

Once every five years a more formal process of scheduled post assessment validation will occur for all standalone units and qualifications on CDU’s scope of registration. A Schedule of Assessment Validation which sets out the timetable for post-assessment validation of all qualifications on CDU’s scope of registration over a period of five years is managed by VETLTC. 

Once a qualification is scheduled for a formal post-assessment validation the Manager ART, selects a statistically valid sample of students’ for post-assessment validation from the student population in the previous six month teaching period. During the post-assessment validation the ValidationTeam must check that the assessment practices and judgements adhered to the Rules of Evidence. Any third party materials, as well as RPL assessments must also be included in the process.

The Chair of the TPWG works closely with Team Leaders to ensure that post-assessment validation meetings comprise persons collectively who have the following attributes:

  • vocational competencies and current industry skills relevant to the assessment being validated
  • current knowledge and skills in vocational teaching and learning; and
  • the training and assessment qualification or TAESS00001 Assessor Skill Set or its successor.

Industry experts may be involved in validation to ensure there is the combination in expertise as set out above.

The  EPMs ensure that the formal post-assessment validation is scheduled at a set a time, date and location and includes the population and sample size for the unit/qualification.. Once a Validation Team conducts the post-assessment validation, a Scheduled Assessment Validation Report is completed. Changes must be made as required to the assessment tools, methods and assessment matrix, unit outline and the TAS. The Chair of TPWG must file the updated forms in the VET Intranet, Training Package Repository Site for compliance purposes. If the TAS is changed it must be approved and dated by the required delegates listed on the form.

Scheduled assessment validation for all units and qualifications, except for TAE, is undertaken by:

  • one or more persons who are not directly involved in the particular instance of delivery and assessment of the training product being validated
  • persons who collectively have: 
    • vocational competencies and current industry skills relevant to the assessment being validated
    • current knowledge and skills in vocational teaching and learning; and
    • TAE40110 Certificate IV in Training and Assessment Training and Assessment qualification or TAE00001 Assessor Skill Set or successors.

Industry experts may be involved in validation to ensure there is the combination of expertise.

All units and qualifications from the Training and Education Training Package are subject to an independent validation of the assessment system, tools, processes and outcomes.

For TAE units and qualifications already on CDU’s scope of registration an independent validation considers:

  • the assessment system for delivery of the training and assessment qualification or assessor skill set; and
  • the assessment tools, processes and outcomes in relation to the training and assessment qualification or assessor skill set.
  • When new TAE training products are applied for as an addition to scope, an independent validation is required as part of the submission to ASQA. This independent validation will consider the:
    • assessment tools, processes and outcomes in relation to other AQF qualifications and/or units of competency on its scope of registration, as directed by the VET Regulator; and
    • assessment system to be adopted in the delivery of the training and assessment qualification or assessor skill set.

Independent validation means that the validation is undertaken by a validator/s who:

  • are not employed or subcontracted by the CDU to provide training and assessment; and
  • have no other involvement or interest in the operations of CDU.

Independent validators of AQF qualifications or the assessor skill set from the TAE Training Package (or its successor) must be conducted by one or more persons who collectively have:

  • current knowledge and skills in vocational teaching and learning; and
  • the training and assessment qualification or assessor skill set at least to the level being validated.

TPWG’s can use the Training and Assessment Review Form to evaluate a qualification. Any changes to the qualification should be updated in the Training and Assessment Strategy (TAS) on CAPS. Responsibility for storing and maintaining the current TAS on CAPS remains with the TPWG Chair. Changes may also need to be made to the Course Information Flyer.

Where changes are required to a qualification or accredited course following a course review, use the Request to Amend a Registered Qualification UNITS and DELIVERY Form –found in VET Resources and Forms, under (4) VET Course Review.

The Request to Amend a Registered Qualification UNITS and DELIVERY Form is used to approve and action amendments to the delivery of a registered qualification, accredited course or explicit unit/s, including changes to delivery location, mode or student cohort. It should also be used when supplying a new Course Flyer for a specific delivery location or client group. If the amendments apply across a number of qualifications in the same Training Package, then one form can be submitted with all relevant qualifications listed. Note that these amendments must be the same for all qualifications listed. When this form is completed the TPWG Chair sends to the VET Developer with relevant attachments. If Learnline site/s are required, then a Request for a Learnline Site Form must also be submitted. Once these forms have been checked by the VET Developer these will be sent to Course Systems Support (CSS) who will action accordingly.

The Request to Amend a Registered Qualification UNIT and DELIVERY Form is also used to approve and action amendments to units within a qualification/s after registration.This form may be necessary as a result of a Training Package version change or due to a requirement to add or remove a unit/s from a current qualification or accredited course. If the amendments requested on this form are equivalent across a number of qualifications in the same Training Package, then one form can be submitted with all relevant qualifications listed. These amendments must be the same for all qualifications listed. This form cannot be used to amend a qualification or accredited course that requires re-registration.

Where a substantial number of electives are being added the TPWG Chair must ensure that the appropriate industry engagement has been conducted and documented for audit purposes. When this form is completed the TPWG Chair sends this to the VET Developer with the relevant attachments. The VET Developer checks the submitted documents to ensure changes are made to the TAS and Course Information Flyer and signed and dated by the required delegations. Once this check is completed the VET Developer requests Course Systems Support (CSS) to update website and Calista as necessary.

The Request to Remove a Unit or Course from Scope Form must be completed by the TPWG Chair and emailed to the respective VET Developer. Once the check is completed the form is sent to Course Systems Support (CSS) who will log into ASQAnet and remove the unit or course. Once acknowledgement has been received ART will notify the TPWG Chair and VET Developer of the outcome. CSS will de-publish the course and remove from scope.

On completion of the unit and course reviews, the Chair of the TPWG and the EPM should meet to ensure that all learning and teaching materials have been updated and stored on the Team Intranet site. Particular attention should be paid to assessment validation reports and ensuring that assessment tools have been modified as per these reports. Where Learnline is used to deliver courses or units online, the TPWG Chair and EPM should also review materials on the Learnline site to ensure currency of materials.

As part of the unit and course reviews the TPWG should consider the learning that has taken place for VET Lecturers throughout the VETQMS cycle and identify any professional development requirements. These should be discussed with individual VET Lecturers through their PDRS and/or the VET Development Team to provide or develop relevant professional development programs. VET Lecturers can also review the professional development opportunities provided by OLT.

After the TPWG has identified the professional development needs of VET Lecturers, it may also look at the opportunities detailed on the OLT Professional Development Calendar

  • Introduction to Learnline: Assisting students
  • Introduction to Learnline: Creating units
  • Blackboard Collaborate
  • Creating and Moderating Online Discussions
  • Giving Students feedback
  • Building Groupwork Skills
  • My TPWG Rules
  • Recognition of Prior Learning (RPL)
  • Assessment in VET
  • VET Assessment Moderation
  • VET Online: Design
  • VET Online: Facilitated
  • VET Assessment Validation
  • VET Assessment Moderation
  • Industry Engagement
  • My TPWG Rules

All online units are available through registration on the OLT Professional Development Calendar. Training sessions on any aspect of the VETQMS can also be organised for VET Lecturers at any CDU campus. VET Lecturers should contact their VET Developer to organise training.