PNL 4WDriving Policies

Table of Contents

Access & Equity Policy

Purpose
Scope
Responsibilities
Definitions
Statement of Commitment
Rights & Responsibilities
In Practice

Assessment Policy

Purpose
Scope
Definitions
References
Responsibilities
Assessment Requirements
Student Requirements
Procedure

Assessment Validation & Moderation Policy

Purpose
Scope
Responsibilities
Definitions
Moderation
Validation
Validation Method
Assessment Validation Schedule
Assessment Validation Meetings
Assessment Moderation Process
Assessment Sampling
Relationship to the Continuous Improvement Process
Paperwork
Validation Checklist

Complaints & Appeals Policy

Purpose
Scope
References
Responsibilities
Definitions
Early resolution of complaints and appeals
Relationship to continuous improvement
Complaints & Appeals Handling
Process
Complaints Handling Procedure
Appeals Handling Procedure
Other Information

Continuous Improvement

Purpose
Scope
Responsibilities
Process

Declaration & Release Document

Fees & Refunds Policy

Purpose
Responsibilities
Fees & Charges
Course Payment Details
Fees Paid in Advance
Overdue Fees
Student Cancellation
Provider Cancellation
Procedure
What you get
Disclaimer
Books & Materials
Additional Fees
Refund Policy

Industry Engagement Policy

Purpose
Scope
Information
Process
Industry Evidence Reports
Application

Issuance of Certificates Policy

Purpose
Scope
References
Responsibilities
Procedure
Recording

Language, Literacy & Numeracy Policy

Purpose
Scope
Responsibilities
Support
Procedure
Self-Assessment
LLN Indicator Assessment
General Guide
Contact
LLN Assessment

Legal Obligations

Access to Legislation
Compliance with Registration
Business
4WDriving
Insurance

Marketing of Nationally Recognised Training (NRT) & Use of NRT Logo Policy

Purpose
Scope
References
Responsibilities
Ethical Marketing Practices
Accurate & Clear Marketing
Acknowledgement of National/State Recognition
Use of Nationally Recognised Training (NRT) Logo
Storage of Material

Table of Contents, Continued

Privacy Policy

Purpose
Scope
Responsibilities
Principles
Process
Personal Information
Procedure
Complaints

Professional Development Policy

Purpose
Scope
Responsibilities
Aim
Internal
External
Optional Activities are Encouraged
Process

Recognition of Prior Learning

Purpose
Scope
Responsibilities
Definitions
RPL/RCC
Credit Transfer/Mutual Recognition
Forms of Evidence for RPL
What do you get?
Recognition Guidelines
Procedure for RPL
RPL & RCC Process

Record Management Policy

Purpose
Scope
Responsibilities
Data
Other Records Required
Record Storage
Privacy & Security of Student Information
Access to Records
Archiving Procedure
Period of Retention

Sessional Teachers Policy

Purpose
Application

Students Training & Assessment Policy / Enrolments

Purpose
Scope
Responsibilities
Process
Application

Training Guarantee Policy

Purpose
Scope
Responsibilities
Course Cancellation
Qualification Cessation
Qualification Transition
Refunds

Training Package Transition Policy

Purpose
References
Scope
Process
Responsibilities
Definitions
Currently Enrolled Student
Previously Enrolled Student
New Student
Transition Arrangements
Endorsed Date
Superseded Date
Transition Date
Transition Period
Guidelines
Procedures

Unique Student Identifier Policy

Purpose
Scope
Responsibilities
Background
Procedure
Privacy of Personal Information
Applying for a USI

Version Control Policy & Procedure

Purpose
Scope
Definitions
Policy
Procedure

Workplace Health & Safety

PNL 4WDriving responsibility
Student & Staff responsibility

PNL 4WDriving Code of Practise

Our Code of Practice Exists to:
Our commitment to you:
Access & Equity
RTO Operations
Training & Assessment
Recognition of Prior Learning
Additional Information

Notes on Policy Documents

Assessment Validation & Moderation
Footnotes

Access & Equity Policy

Purpose

To provide the same services to all individuals and groups in society to develop knowledge and skills by creating an accessible, supportive, safe and inclusive learning environment for all students and staff.

Scope

All staff, trainers, contractors, business partners, clients and students should have access to non-discriminatory services.

Responsibilities

The CEO is responsible for ensuring all legislative requirements are met and obligations are explained to staff so that they can be met and vice-versa. All staff are responsible for maintaining a happy and discrimination-free work environment by recognising that access and equity means giving everyone a fair go in public life and that everyone has responsibilities under the act.

Definitions

The Victorian Anti-Discrimination legislation is about fairness. Fair treatment means:

  • Treating people as individuals with different skills and abilities, without making judgments based on stereotypes, or on characteristics.
  • This includes but is not limited to; age, gender, race, sexuality, marital status, physical disability, economic status.

Statement of Commitment

The management of PNL 4WDriving Pty Ltd has a firm commitment to fair treatment principles, and will ensure that no discriminatory policies, practices or procedures exist in any aspect of employment, and when:

  • Providing goods and services to our clients
  • Offering or providing education
  • Giving approval to qualifications

In addition, harassment of any type will not be tolerated.

Rights & Responsibilities

Anti-Discrimination legislation gives rights and responsibilities to potential employees, current employees and employers. Potential and current employees have:

  • The right for decisions about who should be offered a job to be made on merit.
  • The right not to be sexually harassed by other employees or by the employer.
  • The right to be protected by their employers from sexual harassment by the people to whom they provide goods and services.
  • The right to work in an environment free of discrimination and harassment
  • The responsibility not to discriminate against, or harass, other employees or clients.
  • The responsibility not to sexually harass other employees or people to whom they are providing goods or services.

People who are being offered or provided with goods or services have:

  • The right not to be sexually harassed, bullied or victimized by the providers of those goods or services.

Employers (and managers and supervisors) have:

  • The responsibility to ensure that the workplace and the services given to clients are free of discrimination and harassment.
  • The responsibility to ensure that the workplace is free of sexual harassment, and that clients are not sexually harassed while being provided with goods or services.
  • A legal responsibility to take all reasonable steps to make sure this happens.

In practice

This Policy is one of the steps taken to ensure respect of the commitment made by PNL 4WDriving Pty Ltd. The other steps are:

  • The Chief Executive Officer accepts day-to-day responsibility for implementing this policy.
  • Managers and supervisors have a direct responsibility to make sure that employees know about this policy and adhere to it.

Employees will know about this policy through:

  • Being given the policy at the time of employment
  • Reading the Policy
  • Discussing the policy at meetings
  • Attending any training as requested

Complaints of Discrimination or Harassment

Any complaints about breaches of this policy will be dealt with seriously, confidentially and quickly. For information on lodging a complaint see the Complaints and Appeals Policy.

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Assessment Policy

Purpose

This policy and related procedures ensure that assessment conducted is fair, flexible, valid and reliable.

Scope

This policy applies to:

  • All enrolments (qualifications or units of competency)
  • All staff undertaking assessment activity for/and on behalf of PNL 4WDriving Pty Ltd.

This policy is supported by assessment tools for students and assessors of PNL 4WDriving Pty Ltd.

Definitions

Assessment is the process of collecting evidence and making judgements on whether competency has been achieved to confirm that an individual can perform to the standard expected in the workplace, as expressed by the relevant endorsed industry/enterprise competency standards of a National Training Package.

References

  • National Vocational Education and Training Regulator Act 2011
  • Australian Skills Quality Authority VET Quality Framework (VQF)

Responsibilities

The Training Manager is responsible for ensuring that assessments are appropriately administered, recorded, marked and validated. The CEO is responsible for sign off on all new assessment tools.

Assessment requirements

PNL 4WDriving is committed to the standards of RTOs and aims to demonstrate that:

  1. Assessment meets the assessment requirements of the Training Package or course.
  2. Assessment meets workplace requirements and/or appropriately simulates workplace conditions.
  3. Instructors and assessors have the skills and expertise to conduct valid assessments.
  4. Students have enough time to undertake the repeated practice needed to demonstrate competence.
  5. Students have adequate access to, and supervision during work placements.
  6. Students are given an opportunity to resubmit or re-sit assessments where they are deemed NYC, within the requirements of their enrolment.
  7. Assessment is conducted in accordance with the principles of assessment and rules of evidence (see table below).
  8. The systematic validation of assessment materials.

To support this PNL 4WDriving Pty Ltd will:

  1. Provide students with relevant Learning materials and  Assessment Guides
  2. Explain the relevant Assessment tools
  3. Provide adequate time for students to complete their assessments and options that cater for individual needs (where possible).
  4. Provide credit services including recognition of prior learning (RPL).
  5. Provide an appeal policy for students to access if they have an issue with their academic result.
  6. Develop and deliver assessment tools.
  7. Develop appropriate and relevant assessment validation procedures.
  8. Record and reporting student results.
  9. Monitor and improving the quality of assessment.
  10. Monitor and reviewing assessment appeals procedures.
  11. Monitor instructors and assessors to ensure they remain competent and current in order to perform their duties.

Table 1.8-1: Principles of Assessment

FairnessThe individual learner’s needs are considered in the assessment process.Where appropriate, reasonable adjustments are applied by the RTO to take into account the individual learner’s needs. The RTO informs the learner about the assessment process, and provides the learner with the opportunity to challenge the result of the assessment and be reassessed if necessary.
FlexibilityAssessment is flexible to the individual learner by:

  • Reflecting the learner’s needs;
  • Assessing competencies held by the learner no matter how or where they have been acquired; and
  • Drawing from a range of assessment methods and using those that are appropriate to the context, the unit of competency and associated assessment requirements, and the individual.
ValidityAny assessment decision of the RTO is justified, based on the evidence of performance of the individual learner.Validity requires:

  • Assessment against the unit/s of competency and the associated assessment requirements covers the broad range of skills and knowledge that are essential to competent performance;
  • Assessment of knowledge and skills is integrated with their practical application;
  • Assessment to be based on evidence that demonstrates that a learner could demonstrate these skills and knowledge in other similar situations; and
  • Judgement of competence is based on evidence of learner performance that is aligned to the unit/s of competency and associated assessment requirements.
ReliabilityEvidence presented for assessment is consistently interpreted and assessment results are comparable irrespective of the assessor conducting the assessment.

Table 1.8-2: Rules of Evidence

ValidityThe assessor is assured that the learner has the skills, knowledge and attributes as described in the module or unit of competency and associated assessment requirements.
SufficiencyThe assessor is assured that the quality, quantity and relevance of the assessment evidence enables a judgement to be made of a learner’s competency.
AuthenticityThe assessor is assured that the evidence presented for assessment is the learner’s own work.
CurrencyThe assessor is assured that the assessment evidence demonstrates current competency. This requires the assessment evidence to be from the present or the very recent past.

Student requirements

It is the responsibility of the student to ensure that they complete assessments as requested and demonstrate  the relevant competencies. Any evidence of academic misconduct may result in an investigation and cancellation of enrolment. Students must sign all assessment to verify that it is their own work. Where an assessment is conducted via observation the assessor may sign that they have validated the identity of the student prior to commencement. Academic misconduct includes:

  1. Plagiarism of the work of others
  2. Cheating, including making available notes or answers related to the content of an assessment (in whatever form) to others or where individual work is required, receiving notes or answers related to the content of an assessment (in whatever form) from another student, or another source
  3. Collusion with another party or inciting other parties to cheat
  4. Failing to abide by any reasonable directions of a member of staff regarding individual responsibility for the submission of assessable work, including that for any group work submitted;
  5. Acquiring, or attempting to acquire, possessing, or distributing assessment materials or information without the approval of the trainer;
  6. Impersonating another student, or arranging for anyone to impersonate a student, in a class or assessment task;
  7. Falsifying or fabricating workplace evidence

Procedure

The CEO must be notified of all instances of academic misconduct and will conduct the investigation. This can be delegated if necessary. Students will be given the option to have a third party present in all meetings to discuss the matter. Decisions will be reached within 30 days of the issue arising. Penalties can include cancellation of enrolment or request to re-submit an assessment.

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Assessment Validation & Moderation Policy

Purpose

This is to ensure that assessment is valid, reliable, fair and flexible and based on sufficient and appropriate evidence.

Scope

This applies to all training courses, training materials, Training and Assessment Plans, and training staff.

Responsibilities

The Training Manager is responsible for assessment validation coordination.  The Training Manager is responsible for documenting the validation process and updating documents as required.

Definitions

Moderation (Now Validation of Assessment Decision)

Moderation is the process of bringing assessment judgements and standards into alignment. It is a process that ensures the same standards are applied to all assessment results within the same Unit(s) of Competency. It is an active process in the sense that adjustments to assessor judgements are made to overcome differences in the difficulty of the tool and/or the severity of judgements.[1]

Validation

Validation is a quality review process. It involves checking that the assessment tool produced valid, reliable, sufficient, current and authentic evidence to enable reasonable judgements to be made as to whether the requirements of the relevant aspects of the Training Package or accredited course had been met. It includes reviewing and making recommendations for future improvements to the assessment tool, process and/or outcomes.[2]

Validation method

Group validation[3] is one of the methods of validating assessment used by PNL 4WDriving Pty Ltd. It enables PNL 4WDriving Pty Ltd to use subject matter specialists as well as assessors to examine the instruments, processes and outcomes of assessment and to reach agreement about the use and effectiveness of these tools and the quality of evidence the tools support.

These sessions also provide an opportunity for assessors to discuss the sufficiency, validity, authenticity and currency of evidence being observed during assessment and how they apply their professional judgement to reach an assessment decision. This serves to moderate assessment across PNL 4WDriving Pty Ltd assessors.

This is achieved through these elements:

  1. Formulating an assessment validation schedule
  2. Facilitating assessment validation meetings
  3. Sampling assessment processes and outcomes
  4. Monitoring assessment moderation activities with assessors
  5. Conducting informal and formal discussions with assessors regarding validation and moderation.

Assessment validation schedule

In consultation with assessors, the Training Manager is the validation coordinator and will formulate a validation schedule that identifies:

  1. When validation meetings are to occur
  2. What units of competency or modules are to be included
  3. What percentage of assessed work is to be scrutinised
  4. How identified improvements will be made.

Validation will occur for each training product at least once every  5 years, with higher risk products being validated as first priority in the 5 year cycle.

Assessment validation meetings

The aim of a validation meeting is to provide the opportunity for assessors to:

  1. Discuss the assessment instruments that they have used
  2. Discuss the assessment decisions that they have made
  3. Scrutinise the evidence that has been presented by candidates
  4. Discuss any feedback provided by candidates
  5. Check that there has been consistent interpretation of the standards.

Assessment validation meetings are to occur when a new tool is released or once per quarter, whichever is first. These aim to include all assessors where possible either by telephone, email and video conferencing where available although face-to-face session for all assessors involved in the validation process is preferred.

Outcomes of the meetings will be recorded to provide a record for retrospective review. This is to include raising continuous improvement reports as required.

Assessment moderation process

The assessment validation meetings are also an opportunity to perform assessment moderation as the assessors are brought together. During this time assessors review the judgment of assessments in order to ensure consistency of approach.

Assessment sampling is used in this process.

Assessment sampling

Assessment sampling involves choosing a selection of assessed work from a sample of target units of competence or modules.

The aim of sampling is to:

  1. Determine that the evidence collected is appropriate and sufficient to demonstrate that competencies are achieved
  2. Ensure that assessment methods are used consistently
  3. Confirm performance criteria and standards are interpreted accurately
  4. Check assessors are applying performance criteria consistently.

Samples are to be selected using the following criteria:

  1. The assessment work of a range of learners in different training programs
  2. The assessment work of a range of assessors across different sites
  3. Any apparent anomalies or borderline cases.

To support a consistent approach to validation sampling, a validation checklist shall be used.

Relationship to the continuous improvement process

Often improvements will be identified as an outcome of both validation meetings and sampling. These are to be linked to the continuous improvement system by raising a continuous improvement report for the major validation outcomes. These items are then addressed at the next Continuous Improvement Meeting.

Paperwork

PNL 4WDriving has validation and Moderation Paperwork that we record the validation process on and then the results are reported to the PNL 4WDriving (monthly) meetings, and actioned with the continuous improvement.

Validation Checklist

Course No                Unit                Date of Assessment                         

AdequateMaterial covers all of the unit
Covers complete range
Enough questions
CurrentCurrent date
Course and assessment match
ValidThe participant has signed the assessment sheets
Compare signatures with enrolment forms
FairAsks Questions about the topic
Asks questions about material that has been taught
Taken into accounts the individual learners
Consistent / ReliableSame results obtained if someone else marks the assessment
FlexibleTailored to meet individual needs
Reasonable adjustment made if required
Covers material required for particular company

Assessors / Reviewers Signatures & Dates

Training Manager Signature & Date

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Complaints & Appeals Policy

Purpose

To provide a fair and inexpensive complaints and appeals process that leads to efficient and equitable resolution.

Scope

Each student has the ability to access their personal records if required. A request in writing is required to be sent to the CEO of PNL 4WDriving.  A small admin charge may be made to identify and reproduce records.

This policy applies to all staff, clients and students of PNL 4WDriving Pty Ltd.

References

  • National Vocational Education and Training Regulator Act 2011
  • Australian Skills Quality Authority VET Quality Framework (VQF)
  • Standards for Registered Training Organisations (RTO’s) 2015

Responsibilities

The CEO is responsible for ensuring updates and distribution of policy

The CEO is responsible for ensuring the policy is understood and followed by all RTO staff.

All clients and trainers will be provided with a copy of the Complaints and Appeals Procedure with their course information.  The information will also contain details of external authorities whom they may approach.

Definitions

What is a complaint?

A complaint is generally negative feedback about services or staff which has not been resolved at the time of occurrence. A complaint may be received by PNL 4WDriving Pty Ltd in any form and does not need to be formally documented by the complainant in order to be acted on. Complaints may be made by any person, including students and/or employers (for corporate bookings). Complaints include but are not restricted to:

  1. Allegations involving the conduct of the RTO, its trainers, assessors or other staff, third parties providing services, or another client.
  2. Discrimination; and harassment
  3. Learner training delivery and assessment; and/or the quality of training; student support and materials

Anyone who has a complaint has the right to raise the complaint and expect that every effort will be made to resolve it in accordance with this policy, without prejudice or fear of reprisal or victimisation.   PNL 4WDriving Pty Ltd will manage all complaints fairly, equitably and efficiently as possible. It will encourage the parties to approach the complaint with an open mind and to resolve problems through discussion and conciliation.  

What is an appeal?

An appeal is an application by a student for reconsideration of an unfavourable decision or finding during assessment. An appeal must be made in writing and specify the particulars of the decision or finding in dispute. Appeals must be lodged within 28 days of the decision or finding being received by the student.

Early resolution of complaints & appeals

In general, issues that arise during training and assessment that are the source of frustration or are in dispute should in the first instance be resolved at the time they occur between the persons involved.

PNL 4WDriving Pty Ltd will manage all complaints fairly, equitably and efficiently as possible.   It will encourage the parties to approach the complaint with an open mind and to resolve problems through discussion and conciliation.  

Where a complaint cannot be resolved through discussion and conciliation, PNL 4WDriving Pty Ltd acknowledges the need for an appropriate external and independent person to mediate between the parties.  The parties will be given the opportunity to formally present their case to the independent person.

Relationship to continuous improvement

At times, the complaints and appeals handling process will expose weaknesses in the training and assessment system that can flow into the continuous improvement system as opportunities for improvement.

Complaints & appeals handling

  1. PNL 4WDriving Pty Ltd undertakes to apply the following principles to its complaints and appeals handling:
  2. A written record of all complaints and appeals is to be kept by PNL 4WDriving Pty Ltd including all details of lodgement, response and resolution.
  3. A complainant or person lodging an appeal is to be provided an opportunity to formally present his or her case.
  4. Each complainant or person lodging an appeal may be accompanied and/or assisted by a support person at any relevant meeting.
  5. The handling of a complaint or appeal is to commence within 10 working days of the lodgement of the complaint or appeal and all reasonable measures are taken to finalise the process as soon as practicable.
  6. The complainant or person lodging an appeal is to be provided a written statement of the outcome, including details of the reasons for the outcome.
  7. The complainant or person lodging an appeal is to have the opportunity for a person or a body that is independent of PNL 4WDriving Pty Ltd.   I.e. Hon Neil Brown QC or nominee from the Institute of Arbitration and mediation Australia 03 9534 5436 or 044 123 254 to review his or her complaint or appeal following the internal PNL 4WDriving Pty Ltd complaint or appeals process. It is noted that a review of findings by an independent person or body will generally only relate to the appeals process and is less likely to be required in complaints handling.
  8. PNL 4WDriving Pty Ltd shall maintain the enrolment of the complainant or person lodging an appeal during the complaint or appeals process.
  9. Decisions or outcomes of the complaint or appeals process that find in the favour of the student shall be implemented immediately.
  10. Where a complaint will, in the opinion of PNL 4WDriving Pty Ltd, take longer than 60 days to resolve, the complainant will be advised in writing as to why PNL 4WDriving Pty Ltd considers that the matter will take more than 60 days for resolution.  The complainant will be regularly updated on the matter’s progress.
  11. Complaints and appeals are to be handled in the strictest of confidence. No representative of PNL 4WDriving Pty Ltd is to disclose information to any person without the permission of the Chief Executive Officer. A decision to release information to third parties can only to be made after the complainant has given permission for this to occur.
  12. Complaints and appeals are to be considered on the basis of procedural fairness and lead to opportunities for improvement as a Continuous Improvement Report.

Process

Complaints Handling Procedure

Matters that cannot be resolved at the time they occur should be referred to PNL 4WDriving Pty Ltd Training Manager for review. The following procedure is to be followed when a complaint is received:

  1. If a problem arises during training students are encouraged to approach an Instructor and notify them as soon as possible about it.  The instructor will attempt to immediately resolve the problem.
  2. If the complaint is not resolved by the instructor the senior instructor on site should be notified.
  3. If a resolution is not found then the student should document their complaint in writing and send it to the Training Manager at PNL 4WDriving Pty Ltd. The document should contain a description of the complaint; the steps already taken to address it; whether the complainant wishes to formally present the case and what would be a fair resolution to the problem and prevent any recurrence.
  4. If a complaint is raised by a staff member it should be handled by their manager in the first instance and if remains unresolved should be documented in writing. The document should contain a description of the complaint; the steps already taken to address it; whether the complainant wishes to formally present the case, and what would be a fair resolution to  the problem and prevent any recurrence.
  5. A Complaints should be notified to PNL 4WDriving within  7 days of the occurrence
  6. Complaints which are received by PNL 4WDriving Pty Ltd are to be recorded in the Complaints and Appeals Register.
  7. Within 10 days of receipt of the complaint a resolution should be found and presented to the complainant.
  8. The response to the complainant must include information that demonstrates that the matter was thoroughly reviewed and what actions and outcomes have been identified as a result of the complaint.
  9. The Complaints and Appeals Register is to be kept up to date at all times to accurately reflect how the matter was responded to and the duration from the date the complaint was received to the date the complaint was resolved.
  10. Opportunities for improvement that were identified as a result of the complaint are to be recorded in a Continuous Improvement Report and submitted for the next Continuous Improvement Committee meeting. The Chief Executive Officer may, at his or her discretion, follow-up with the complainant after consideration by the Continuous Improvement Committee to inform the complainant of the improvement actions identified.

Appeals Handling Procedure

Applications by students for reconsideration of an unfavourable decision or finding are to be treated with the highest importance. An appeal must be made in writing and specify the particulars of the decision or finding in dispute. Appeals must be lodged within 28 days of when the decision or finding is communicated to the student. The following procedure is to be followed when an application for appeal is received:

  1. An appeal must be received in writing and forwarded to the Chief Executive Officer who is to review the matter and make recommendation as to how to respond to the matter.   The appeal must be lodged within 7 days of the course conducted. The Chief Executive Officer may choose to consult with others within PNL 4WDriving Pty Ltd in determining his or her recommendation
  2. The Chief Executive Officer may choose to make inquiries about the matter or may task another person to research the matter against relevant policy. The Chief Executive Officer is to consider applications for appeal on the basis of procedural fairness. In most cases, this should include a careful examination of the system that the applicant is required to negotiate (such as the assessment system), the information they have been provided which has led to the disputed situation and the timeframes involved.
  3. The Chief Executive Officer is respond to the applicant within 10 working days from when the appeal is received at PNL 4WDriving Pty Ltd.
  4. The response to the applicant must include information that demonstrates that the appeal was thoroughly reviewed and what actions and outcomes have been identified as a result of the appeal.
  5. If the applicant is satisfied with the response, the appeal is to be closed in the Complaints and Appeals Register. If the applicant is not satisfied with the response, the applicant is to have the opportunity for a person or a body that is independent of PNL 4WDriving Pty Ltd. I.e. Hon Neil Brown QC or nominee from the Institute of Arbitration and mediation Australia 03 9534 5436 or 044 123 254 to review his or her complaint or appeal following the internal PNL 4WDriving Pty Ltd complaint or appeals process. The applicant is required to meet their own costs in relation to travel, time and any submission to an independent person or body.
  6. At the conclusion of the review, all parties involved will receive a written statement of the outcomes, including the reasons for the decision.
  7. Decisions or outcomes of the appeals process that find in the favour of the student or otherwise shall be implemented immediately.
  8. The Complaints and Appeals Register is to be kept up to date at all times to accurately reflect how the matter was responded to and the duration from the date the appeal was received to the date the appeal was resolved.
  9. Opportunities for improvement that were identified as a result of the appeal are to be recorded in a Continuous Improvement Report and submitted for the next Continuous Improvement Committee meeting. The Chief Executive Officer may, at their discretion, follow-up with the applicant after consideration by the Continuous Improvement Committee to inform the applicant of the improvement actions identified.

Other Information

Students completing formal training (a qualification or Unit of Competency) may lodge a complaint about PNL 4WDriving Pty Ltd at any time with the Federal Regulator, the Australian Skills Quality Authority (ASQA). Please note: in the first instance, ASQA will advise the student to manage the complaint locally before they get involved.

www.asqa.gov.au

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Continuous Improvement

Purpose

This is to ensure that PNL 4WDriving continues to improve its service products to the internal and external customers of the company.

Scope

This applies to all areas of the company.

Responsibilities

The CEO is responsible for monitoring the continuous improvement and it is the responsibility of all staff to bring up suggestions and ideas to assist the enhancement of the company.

Process

PNL 4WDriving is committed to continuous improvement in all sections of our business.  PNL 4WDriving have numerous procedures in place to encourage improvement in training and assessment, client services, business management and human resources. Procedures include numerous types of feedback, attending conferences and seminars, numerous accreditations and annual audits, updating skills and knowledge and reading industry newsletters and magazines.

Feedback sheets are distributed at each course and suggestions for improvements are brought to monthly meetings where if the suggestion is accepted, it is minuted and introduced into the company.

Other changes are also introduced and minuted at each meeting and a continuous improvement register is kept and forwarded annually to ATAP (Better Business Australia) as part of our accreditation process.

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Participant Declaration & Release Document

All course participants are required to execute the PNL 4WDriving Declaration & Release Document and submit to the instructor before the start of the course.  The document can be downloaded by clicking on the button below.

Declaration & Release Document

Fees & Refunds Policy

Purpose

To provide a standardised method for refunds and inform students of their rights and obligations regarding fees and refunds.

Responsibilities

The Training Manager is responsible for the approval of all refund requests.

The Training Manager is responsible for ensuring students have completed the appropriate request in writing and attached any supporting evidence.

Fees & Charges

PNL  4WDriving is committed to ensuring that fees paid by students are protected as specified by the Standards for Registered Training Organisations (RTOs) .

In accordance with applicable State legislation, PNL  4WDriving is entitled to charge fees for items or services provided to students undertaking a course of study. These charges are generally for items such as course materials or manuals, student services and training and assessment services. Students are informed of these fees and charged prior to course commencement.

Course Payment Details

For individuals client payment is required when you enrol in the Course to confirm your position.  Receipt of application will be acknowledged and applications will be processed in order received by PNL 4WDriving. For new clients and companies without an account, a non-refundable deposit of $500- is required to book and confirm course dates. Then, for companies with an account, a final Invoice will be sent on completion of the course.  Please ensure the full balance is forwarded no later than 14 days from date of Invoice. Monies can be Direct Debited into the ANZ Account of PNL 4WDriving BSB: 013-380. A/C: 2550 28312 or contact us for Credit Card payment (4% admin fee applies).

For longer courses and qualifications payment is preferred in three monthly payments or Pay As You Go ie Pay a bit at a time – each module or unit before you start it. Payment plans can also be arranged.

Receipt of application will be acknowledged and applications will be processed in the order received by PNL 4WDriving.

Fees Paid in Advance

PNL  4WDriving follows sound financial management practices to safeguard fees paid in advance. These may include:

  1. A budget for each training program
  2. Accurate and up-to-date financial records
  3. Regular monitoring of its financial positions
  4. Sufficient funds to cover expenses for each training program held in a deposit or trust account

PNL  4WDriving  employs financial management strategies to ensure it has sufficient funds to fulfil its training and assessment commitments. All financial transactions are managed by the CEO.

Overdue fees

All fees must be paid prior to commencement of the course/qualification or 14 days if issued an invoice.  PNL 4WDriving will not issue a qualification or Statement of Attainment to any student who has overdue fees.

Student cancellation

Non-attendance WITHOUT 48 HOUR’S NOTICE will incur the full course fee.  Cancellations by participants may incur a 20% administration fee.

Where a cancellation involves extenuating circumstances PNL 4WDriving may waive the administration fee if appropriate evidence is presented.

Provider cancellation

PNL 4WDriving reserves the right to refuse an application or cancel courses as published. In this event PNL 4WDriving will contact all participants and refund monies if alternative arrangements are not suitable.

Courses may be cancelled at short notice due to Code Red fire days declared that is outside PNL 4WDriving control and every effort will be made to reschedule these courses.

Keeping students informed

To ensure that students are well informed of the financial considerations of their enrolment, PNL 4WDriving undertakes to provide the following fee information to each student prior to enrolment:

  1. The total amount of all fees including course fees, administration fees, materials fees and any other charges;
  2. Payment terms, including the timing and amount of fees to be paid and any non-refundable fees;
  3. The nature of the guarantee given by PNL 4WDriving to complete the training and/or assessment once the student has commenced study in their chosen qualification or course;
  4. The fees and charges for additional services, including such items as issuance of a replacement qualification testamur and the options available to students who are deemed not yet competent on completion of training and assessment; and
  5. The PNL 4WDriving refund policy.

Procedure

When it has been determined that a student is eligible for a refund the monies will be paid back in the same manner as they were paid to PNL 4WDriving unless otherwise requested by the student.

Refunds will be processed within 30 days of the cancellation, whether it be provider or student cancellation.

What you get

Students successfully completing the unit/s will obtain a “Statement of Attainment” (SoA) listing the units in which they are competent.   Those students electing to do the additional modules and qualifications with obtain a SoA and certificate relevant to their enrolment.

Certificates are sent within 30 days of a competency mark being received from the assessor. If you need evidence before your certificate is sent out you have the paper copy of your record of assessment. This can be destroyed once you have your Statement of Attainment.  Please ensure you have provided your updated postal details and USI (Unique Student Identifying Number) to avoid delays.

A summary of the employability skills and skills sets developed through each qualification can be downloaded from http://training.gov.au

Disclaimer

Whilst PNL 4WDriving Pty. Ltd. takes every effort to ensure the safety of all vehicles and personnel PNL 4WDriving Pty. Ltd. can-not be held responsible for any incident that may occur.  Participants are required to have their drivers’ license with them and sign a full indemnity form before starting the course.

Books & Materials

Copies of class handouts and assignment sheets will be supplied at the time of attendance.  Students will need to supply their own writing materials and the occasional reference or text book.  Students will also need to supply their own vehicles, fuel, and camping equipment for practical classes.   At times throughout the course students may need to purchase, hire or borrow specialized equipment they need.  (E.g. Winches, Wheel chains, etc).

Additional fees

Aside from course fees and any materials fees that are not included in the course fee the following may apply:

TypeFee
Replacement course materialsCost plus postage
Replacement certificate or Statement of Attainment$50-
Assessment resit$300-
Assessment resubmission$150-
Recognition of prior learning$300-
Mutual Recognition$40-

Payment methods for these additional fees are the same as for course fees.

Refund Policy

Cancellation – PNL 4WDriving Pty. Ltd. reserves the right to cancel all arrangements should course payment details not be met, with the deposit being forfeited. In addition non-attendance of participants WITHOUT 48 HOURS NOTICE will incur the full course fee. Other cancellations by participants may incur a 20% administration fee. Courses may be cancelled at short notice due to Code Red fire days declared that is outside PNL 4WDriving control every effort will be made to reschedule these courses.

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Industry Engagement Policy

Purpose

To define and prescribe engagement with industry representatives to ensure training materials reflect the needs of industry and employers.

Scope

This applies to all accredited and non-accredited training conducted by PNL 4WDriving Pty Ltd.

Responsibilities

The Training Manager is responsible for engaging with relevant industry representatives.

Information

At PNL 4WDriving Pty Ltd we recognise that engagement with industry representatives is critically important to developing training and assessment strategies and resources that accurately reflect the needs of industry and the expectation of employees.

Process

PNL 4WDriving Pty Ltd will engage industry feedback on the appropriateness of training and assessment strategies and resources via the following:

  1. Attending industry related workshops.
  2. Client evaluation surveys after training courses have been conducted.
  3. Monitoring of environmental scans undertaken by Industry Skills Councils
  4. Direct industry engagement via meeting with relevant employers on and off site.
  5. Subscribing to relevant websites and associations such as industry skills boards, regulatory bodies, etc.
  6. Subscribing to relevant Journals and Magazines related to the industry.
  7. Feedback from course facilitators
  8. Student Feedback

All industry feedback is to be stored for review during continuous improvement activities.

Industry Evidence Reports

Where industry representatives are engaged to contribute toward assessment evidence, PNL 4WDriving Pty Ltd will use a standard approach to collect this evidence. This evidence is usually very current and valid and contributes to the assessment decisions made by a qualified assessor. We do not however advocate the use of industry evidence (also referred to as third party evidence) as a substitute for the gathering of direct evidence by an assessor. Industry evidence is only to be used to complement and support the evidence being gathered by an assessor.

All completed reports are to be given to the training manager to record and store in the Training Manager office.

Application

Industry engagement aims to keep training materials relevant by updating them to current trends and changes. This also applies to trainers and assessors who must update their knowledge to remain current.

Regular Continuous Improvement meetings are held by PNL 4WDriving Pty Ltd. As part of these all evidence of industry engagement that may inform training materials and trainers/assessors is presented by the Training Manager. Any changes to be made to materials are discussed here and then go through the normal content development process of review. Any impact on the Training and Assessment Strategy is discussed in relation to the new information from industry.

Trainers and Assessors record the participation in industry engagement activities in their Training matrix. This provides PNL 4WDriving Pty Ltd with a checkpoint to ensure all staff are up to date. This information is collected annually.

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Issuance of Certificates Policy

Purpose

Is to outline the policy and procedures for the preparation, issuance, and recording of qualifications and Statement of Attainments.

Scope

This procedure applies to the control of certificates provided to all students upon satisfactory completion of a Unit of Competency or qualification delivered by PNL 4WDriving Pty Ltd.

References

  • Standards for Registered Training Organisations (RTOs) 2015
  • Conditions of Use of NRT Logo
  • Student Identifiers Act 2014

Responsibilities

The Training Manager is responsible for:

  • The accurate control and proper issuing of qualifications and statements of attainment in accordance with the appropriate standards and regulations, including updates and changes made to these.
  • Data entry of successful competencies and qualifications into the database.
  • Ensuring that all required information is stored in the relevant file.

The CEO is responsible for delegating authority to use their signature in the issuance of qualifications and for setting the rules around this process.  

Procedure

The production and issuing of qualification and statements of attainment will follow the guidelines and requirements of the AQF Qualifications Issuance Policy and the Conditions of Use of NRT Logo, along with the Standards for RTOs.

Issuance of Certificates and Statements of Attainment follow the below protocols:

  1. Assessment results are noted as Competent, signed and dated by the assessor
  2. Training Manager/Administrator checks that all required components have been completed according to qualification/UOC criteria and training package
  3. Student has paid all fees and has a USI
  4. Student has confirmed address details
  5. Certificate/SoA template is verified as listing correct course information and student data (no USI to be listed)
  6. Printed certificate/SoA is checked for correct information
  7. Certificate and student details are recorded on the register
  8. Certificate/SoA is signed by the CEO
  9. One copy posted to student, one copy put on student file
  10. All actions completed within 30 days of competency being achieved (provided the USI has been supplied). 

Recording

A copy of the students Certificate is kept in the course file.

All student outcomes must be entered into to the database, in accordance with the specifications which enables an extract of all student completions to be accessed in the future.

All student outcomes is to be submitted according to AVETMISS standards on an annual basis. Student completions are to be submitted to the regulator in annual Competency Completion reporting.

Student Certification data is stored in a soft copy register on the PNL 4WDriving Pty Ltd hard drive for 30 years as well as a hardcopy on the course  file which is stored securely at the Head Office.

See Record Management Policy for more information.

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Language, Literacy & Numeracy Policy

Purpose

To outline the method and assessment for students who may be experiencing difficulties in language, literacy and/or numeracy based on the VQF guidelines.

Scope

This applies to all students who undertake training with PNL 4WDriving Pty Ltd.

Responsibilities

The Training Manager is to ensure that all staff and students are aware of this policy and can guide students to get the assistance they may require.

This may mean they are referred to an external provider.

Support

All students must answer a question regarding their English capability at the time of enrolment. If the answer indicates there is a need for LLN support PNL 4WDriving Pty Ltd will:

  1. Support students during their study with training and assessment materials and strategies that are easily understood and suitable to the level of the workplace skills being delivered;
  2. Provide clear information to students about the detail of the language, literacy and numeracy assistance available (where applicable);
  3. Refer students to external language, literacy and numeracy support services that are beyond the support available within PNL 4WDriving Pty Ltd and where this level of support is assessed as necessary; and
  4. Negotiate an extension of time to complete training programs if necessary.

Procedure

The following procedure is to be followed in order to assess a student’s language, literacy and numeracy skills:

Self-Assessment

All prospective students are asked on the enrolment form “Do you speak a language other than English at home?” and “How well do you speak English?”

  1. If the student ticks ‘Well’ or ‘Very Well’ to the level of English, it is to be assumed that the student will have the language, literacy and numeracy skills to undertake the training. This is checked during the course.
  2. If the student ticks ‘Not Well’ or ‘Not at all’ on the enrolment form, the student should be contacted and arrangements made for an interview to further assess their language, literacy and numeracy skills.
  3. The interview may be by phone. The purpose of the interview is to establish the background, motivation and general abilities of the student to determine what support PNL 4WDriving Pty Ltd may provide.

LLN Indicator Assessment

Depending on the information gained from the interview, it may be necessary to invite the student to undertake PNL 4WDriving Pty Ltd LLN Assessment. Tools used are based on industry recommended templates.

The assessment is not intended to cause anxiety but to determine where the student has specific language, literacy and numeracy deficits and to determine what support is required to undertake PNL 4WDriving Pty Ltd training, or of it would be better for the student to defer their enrolment  and gain support elsewhere before returning to PNL 4WDriving Pty Ltd.

Supporting students with language, literacy and numeracy deficits

Where it is determined that a student does have deficiencies with language, literacy or numeracy skills, PNL 4WDriving Pty Ltd is to adopt strategies which enable the student to progress in their desired training program.

The following strategies are to be considered and will be informed by the level of language, literacy or numeracy deficit determined during the assessment:

  1. Negotiate a training program that recognises additional time will be required to appropriately support the student to complete the training.
  2. Obtain a commitment from the student about the additional personal effort that is required to undertake the training program.
  3. If agreed to by the student, engage with the student’s employer to negotiate the additional time and effort required to appropriately support the student during the training program.
  4. Make arrangement for their assessor to speak with the student (via phone) to monitor their progress and adjust the support strategies.
  5. Recommend an external provider where the student can get expert assistance.

Where it is determined that a student has language, literacy or numeracy skills which are beyond the support available within PNL 4WDriving Pty Ltd, the student should be referred for dedicated language, literacy and numeracy training.

This training is available through most public training providers (TAFE). These courses have been designed to provide students with the opportunity to gain specific language, literacy and numeracy skills required in a vocational or work environment, which meet the requirements to gain entry into a range of vocational qualifications and gain language, literacy and numeracy related employability skills.

Any external training will be at the expense of the student. If the student is unemployed or receiving certain Commonwealth payments, they may be entitled to financial support from government agencies.

General guide

If the student does not currently possess the language, literacy and numeracy skills to perform the skills outlined in the target unit of competence, they should be referred for assistance which should occur prior to enrolment with PNL 4WDriving Pty Ltd.

If the student’s language, literacy and numeracy skills are adequate for the workplace but will hinder their participation in training, they should not be referred. Instead, PNL 4WDriving Pty Ltd may refer them for further skill development before enrolling in the qualification.

Contact

Concerns relating to LLN capability should be discussed with the Training Manager at PNL 4WDriving Pty Ltd before attending a course so that needs can be addressed.

Example LLN Assessment

Please write your given names & family / surname, date of birth, current residential street address, suburb, & postcode; complete the following: 107+15-69=   ; 34×2+36=   ; & write at least three sentences why you want to learn to 4-wheel drive.

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Legal Obligations

PNL 4WDriving  aims to remove barriers and to open up developmental opportunities for all , by creating a workplace and training environment that is free from discrimination, harassment, bigotry, prejudice, racism and offensive behaviour.

All persons will receive fair and equitable treatment in all aspects of training and employment without regard to political affiliation, race, colour, religion, national origin, sex, marital status or physical disability.

Access to Legislation

Victorian legislation is available from the Victorian Legislation and Parliamentary Documents website.

You may also view and download any of these Acts at the Australasian Legal Information Institute (Austlii) website which provides free online access to Commonwealth, State and Territory case law and legislation.

Compliance with registration

PNL 4WDriving complies with the relevant Commonwealth, State and Territory legislation and regulatory requirements relevant to the scope of registration. PNL 4WDriving ensures that all staff and compliance are fully informed of these requirements.

Procedure: A regular check is kept on the relevant websites and changes notified to staff via newsletters and minutes. Clients are advised on each course about the relevant legislation that applies. The following is a list of some of the relevant acts and regulations that apply:

Business

  1. Workplace Harassment, Victimisation and Equal Employment Opportunity
  2. Commonwealth Racial Discrimination Act 1975
  3. Commonwealth Sex Discrimination Act 1984
  4. Commonwealth Disability Discrimination Act 1992
  5. Commonwealth Racial Hatred Act 1995
  6. Victorian Equal Opportunity Act 1995
  7. Victorian Racial and Religious Tolerance Act 2001
  8. Standards for Registered Training Organisations 2015
  9. National Vocational Education and Training Regulator Act 2011
  10. Trade Practices Act 1974  http://www.comlaw.gov.au/comlaw/Legislation/ActCompilation1.nsf/0/566E7CD7589145FACA256FC5001A01EB/$file/TradePrac1974Vol1_WD02.pdf
  11. Fair Trading Act 1999 http://www.austlii.edu.au/au/legis/vic/consol_act/fta1999117/
  12. Anti-Discrimination Act and Regulations http://www.austlii.edu.au/au/legis/nsw/consol_act/aa1977204/
  13. Equal Opportunity Act 1995 http://www.austlii.edu.au/au/legis/vic/consol_act/eoa1995250/
  14. Company Law Review Act 1998 http://www.google.com.au/search?hl=en&client=firefox-a&channel=s&rls=org.mozilla%3Aen-GB%3Aofficial&hs=7NN&q=company+law+act&btnG=Search&meta=cr%3DcountryAU
  15. Commonwealth Racial Discrimination Act 1975 http://www.austlii.edu.au/au/legis/cth/consol_act/rda1975202/
  16. Commonwealth Sex Discrimination Act 1984  http://www.comlaw.gov.au/ComLaw/Legislation/Act1.nsf/framelodgmentattachments/532FB8425AA5872BCA256F7200158AFE
  17. Commonwealth Disability Discrimination Act 1992 http://www.comlaw.gov.au/ComLaw/Legislation/ActCompilation1.nsf/0/FC69105BAF504384CA2571400006FD7F?OpenDocument
  18. Commonwealth Racial Hatred Act 1995 www.comlaw.gov.au/ComLaw/Legislation/Act1.nsf/0/3124CD5C4C96ED2ACA256F7200186896?OpenDocument
  19. Victorian Racial and Religious Tolerance Act 2001  http://www.dms.dpc.vic.gov.au/Domino/Web_Notes/LDMS/PubStatbook.nsf/0/cbe6eadba4439759ca256e5b00213f28/$FILE/01-047a.pdf
  20. OH&S Act http://www.legislation.nsw.gov.au/fullhtml/inforce/act+40+2000+FIRST+0+N
  21. OH&S Act and Regulations http://www.austlii.edu.au/au/legis/nsw/consol_act/ohasa2000273/
  22. And other like documents

4WDriving

  1. Crown Lands Act 1978 and Regulations http://www.austlii.edu.au/au/legis/vic/consol_act/la195848/
  2. State Forest Act and Regulations http://www.austlii.edu.au/au/legis/vic/consol_act/fa1958116/
  3. National Parks Act 1975 http://www.austlii.edu.au/au/legis/vic/consol_act/npa1975159/
  4. Wildlife Act 1975 and Regulations http://www.austlii.edu.au/au/legis/vic/consol_act/wa197593/
  5. Kew and Heidelberg Lands Act 1933 and 1958 and Regulations http://www.austlii.edu.au/au/legis/vic/consol_act/kahla1933183/
  6. The Lands Act 1958, 1976, 1994 and Regulations http://www.austlii.edu.au/au/legis/vic/consol_act/la195848/
  7. Defence Act and Regulations http://www.austlii.edu.au/au/legis/cth/consol_act/da190356/ (Terrorism Actions 2006+)
  8. Adventure Activity Standards http://www.orc.org.au/aas/index.htm
  9. Queensland Recovery Strap Standard http://www.fairtrading.qld.gov.au/OFT/oftweb.nsf/Web+Pages/568BF300D27EBC894A257435002212F1?OpenDocument
  10. Telecommunications Act 1997 and Regulations http://www.austlii.edu.au/au/legis/cth/consol_act/ta1997214/
  11. Fisheries Act 1995 http://www.austlii.edu.au/au/legis/vic/consol_act/fa1995110/s4.html
  12. Marine Act 1988 http://www.austlii.edu.au/au/legis/vic/consol_act/ma198875/
  13. Water Act 1989 http://www.austlii.edu.au/au/legis/vic/consol_act/wa198983/
  14. Water Industry Act of 1994 and Regulations http://www.austlii.edu.au/au/legis/vic/consol_act/wia1994205/s3.html
  15. Radio Communications Act No 174 of 1992  http://legislation.gov.au/comlaw/Legislation/ActCompilation1.nsf/0/A0C7FA53CDC235FBCA2574FF0018D201?OpenDocument
  16. Relevant Federal State Road Transport Authority Requirements           
  17. And other like documents

Insurance

PNL 4WDriving in line with legislation holds Public Liability Insurance for all activities.

PNL 4WDriving hold $20,000,000 Public Liability Insurance through Allsure Insurance in Geelong (see Section 4 of Better Business; Insurance).

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Marketing of Nationally Recognised Training (NRT) & Use of NRT Logo Policy

Purpose

To establish a standard for the marketing and advertising of PNL 4WDriving Pty Ltd qualifications and the use of the Nationally Recognised Training (NRT) Logo

Scope

This procedure applies to all staff of PNL 4WDriving Pty Ltd. It ensures that all marketing and advertising is ethical, accurate and consistent. The NRT logo must be employed only in accordance with its conditions of use.

References

Nationally Recognised Training Logo Specifications

Responsibilities

The CEO is to ensure that all marketing and advertising of courses complies with the requirements of relevant RTO standards as well as ensure the terms of use for the NRT complies with the specifications.

The Training Manager is to ensure that all content for advertising is accurate prior to publication, including costs of courses.

The Training Manager is to ensure the accurate use of the NRT Logo on all material.

Ethical Marketing Practices

  1. PNL 4WDriving Pty Ltd will obtain written permission from any person or organisation for use of any marketing or advertising material, which refers to that person, or organisation and will abide by any conditions of that permission.
  2. PNL 4WDriving Pty Ltd will accurately represent recognised training products and services to prospective clients that lead to VQF qualifications or statements of attainment and ensure that advertised outcomes are consistent with these qualifications
  3. All advertising and marketing will identify training and assessment services leading to VQF qualifications and/or statements of attainment separately from any other training and assessment services
  4. PNL 4WDriving Pty Ltd will ensure clients are provided with full details of conditions in any contractual arrangements with the RTO.

Accurate & Clear Marketing

  1. Where advertisements refer to PNL 4WDriving Pty Ltd’s status as an RTO, the products and services covered by the recognised Scope of Registration will be clearly identified
  2. VQF qualifications will only be advertised if PNL 4WDriving Pty Ltd is registered to issue the qualifications and delivering to training package outcomes
  3. Advertisements will identify nationally recognised products separately from courses recognised by other bodies (e.g. industry bodies) or without recognised status.
  4. The names of training packages, qualifications and/or accredited courses listed in advertising materials will comply with the names/titles as endorsed or recognised by the relevant regulatory body.
  5. Clear articulation of Learning Objectives will be listed for all qualifications and courses delivered by PNL 4WDriving Pty Ltd in any marketing products.

Acknowledgement of National/State Recognition

  1. When PNL 4WDriving Pty Ltd offers recognised products and services the RTO may use any of the following statements in advertising, as appropriate;
  2. Nationally Recognised Training
  3. Training recognised by the registering body – Australian Skills and Quality Authority (ASQA).
  4. Registered by the ASQA to issues the following qualifications

Use of Nationally Recognised Training (NRT) logo

  1. When PNL 4WDriving Pty Ltd issues nationally recognised qualifications, the RTO may use the nationally recognised training logos in accordance with the NRT logo specifications, on relevant qualifications and statements of attainment.
  2. PNL 4WDriving Pty Ltd will use the NRT Logo in accordance with the NRT Logo Specifications as outlined in the Nationally Recognised Training Logo Specifications handout and the VQF – Essential Standards and Conditions for Continuing Registration.
  3. The NRT Logo will not be used on materials other than nationally accredited training materials and certificates.

Storage of Material

Copies of all advertising and media releases, including email will be kept as evidence so will be stored electronically in the shared drive or hard copies in a folder in the Training Manager’s office.

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Privacy Policy  

Purpose

To ensure personal information is kept in the strictest confidence and students are aware of the uses of their information.

Scope

This policy applies to all staff and students of PNL 4WDriving, including past students

Responsibilities

The Training Manager is responsible for ensuring all student data/records are kept securely.

The Training Manager is responsible for ensuring all client data/records are kept securely.

Principles

PNL 4WDriving will follow the ten national privacy principles in the handling of personal information of trainees / employees.

  1. Collection – The organisation will collect only the information necessary for one or more of its functions.   The individual will be told the purposes for which the information is collected.
  2. Use and disclosure – Personal information will not be used or disclosed for a secondary purpose unless the individual has consented or a prescribed exception applies. Examples of an exception are; regulatory bodies, the National Centre for Vocational Education and Research (NCVER).
  3. Data quality – The organisation will take all reasonable steps to make sure that the personal information it collects, uses or discloses is accurate, complete and up to date.
  4. Data Security – The organisation will take all reasonable steps to protect the personal information it holds from misuse and loss and from unauthorised access, modification or disclosure.
  5. Openness – The organisation will document how they manage personal information and when asked by an individual, will explain the information it holds, for what purpose and how it collects, holds, uses and discloses the information.
  6. Access and correction – The individual will be given access to the information held except to the extent that prescribed exceptions apply.   The organisation will correct and update information errors described by the individual.
  7. Unique Identifiers – Commonwealth Government identifiers (Medicare number or tax file number) will only be used for the purposes for which they were issued and for  identification requirements as needed for the RTO. The organisation will not assign unique identifiers except where it is necessary to carry out its functions efficiently.
  8. Anonymity – Wherever possible, the organisations will provide the opportunity for the individual to interact with them without identifying themselves.
  9. Trans-Border Data Flows – The individual’s privacy protections apply to the transfer of personal information out of Australia.
  10. Sensitive Information – The organisation will seek the consent of the individual when collecting sensitive information about the individual such as health information, or information about the individual’s racial or ethnic background, or criminal record.

Process

PNL 4WDriving takes the privacy of participants very seriously and complies with all legislative requirements. All information received from clients and students is kept securely at locked premises.

Information is only shared with external agencies such as registering authorities to meet our compliance requirements as an RTO as well as other organisations when required to meet licensing specifications.

All students can have access to their own personal records held by PNL 4WDriving (a small fee may apply) for copies of documents requested.

Personal Information

PNL 4WDriving advise learners that they have access to their own records and progress reports.

PNL 4WDriving will keep on file personal information such as your name, residential and postal address, date of birth, contact telephone numbers, email address, occupation, employer, individual learning needs, education, qualifications, and academic records and results. For some students, we will also keep on file their information about special learning requirements and needs.

This information will be disclosed to us through your completion of the course application form by discussion with any of our administration/enrolment officers or via written communication to PNL 4WDriving from you.

PNL 4WDriving will hold your outcomes and personal information for 30 years as per requirements.

Procedure

An Access database exists that is kept separate from other records, data is entered by one person. Access to the database is restricted to the managers of PNL 4WDriving and is password protected.  The system is backed up and father and grandfather copies are kept in different locations. Periodical checks are done to confirm integrity and correctness of data. Course results are forwarded to the client (often a manager organizing company staff who also pays for the training) to then be forwarded to the individual student. A letter goes to this manager encouraging them to keep a copy for personal files with the original certificate being forwarded to the participant. Hard copy records of personal information and databases are not accessible to the general public when they visit PNL 4WDriving. All records being kept either on a database or hard copy which are stored in folders or secured archive boxes.

Complaints

If you believe that your information has been disclosed in a manner not consistent with this policy you may lodge a complaint in writing to the Training Manager at PNL 4WDriving. See Complaints and Appeals policy

PNL 4WDriving manages all records to ensure their accuracy and integrity.

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Professional Development Policy

Purpose

To ensure all staff, trainers, and assessors working with PNL 4WDriving Pty Ltd maintain professional development, including competency and currency in their field and in the field of vocational education. PNL 4WDriving Pty Ltd support all staff and consultants in gaining professional development.

Scope

This applies to all staff, trainers, and assessors of PNL 4WDriving Pty Ltd.

Responsibilities

The CEO is responsible for ensuring all staff and contractors undertake professional development to maintain currency and competency in their designated roles.

The Training Manager is responsible for collecting and filing the evidence of completed professional development certificates, statements and records.

Trainers and Assessors are responsible for undertaking professional development on a regular basis and in ensuring they hold the most up to date Training and Assessment qualification as determined by the regulatory body.

Aim

The Professional Development (PD) policy of PNL 4WDriving Pty Ltd has the following aims:

  1. To ensure that trainers and assessors are up to date with research, trends and new ideas in their area of expertise, and in the field of education, and are able to apply these critically to their particular teaching context.
  2. To encourage an environment of continuous improvement in our training delivery.
  3. To meet the requirements of trainers and staff as designated by the regulatory body.

The professional development program involves the following:

Internal

  1. Observations of trainers and assessors by the CEO followed by a discussion of the lesson. The aim of these observations is to provide the trainer/assessor with constructive feedback, validate strengths in delivery, and provide management support and to encourage discussion of teaching methods and ideas and to facilitate refinement of teaching techniques.
  2. Peer observations in which trainers/assessors observe lessons conducted by fellow trainers/assessors.
  3. Sessions in which trainers/assessors share lesson ideas, insights, etc. with the other trainers/assessors.
  4. Presentations from the CEO (and/or any other trainer/assessor with specialist knowledge) on a variety of topics pertaining to project management training and delivery on areas such as education systems or adult learning styles.
  5. Mentoring, whereby experienced trainers/assessor will be encouraged to share information and knowledge of resources with other trainer/assessors informally.

External

  1. Staff members attending conferences and external professional development sessions such as those organised by Velg Training, Vecci, ACPET, VET Development Centre; ASQA; as well as private providers who offer professional development
  2. Attainment of qualifications in their field of expertise or the latest Training & Assessment qualification
  3. Any other activity an individual trainer/assessor may personally wish to pursue to maintain their vocational competency.

Optional activities are encouraged

  1. Participation in industry forums, e.g. presenting at conferences, participation at trainer meetings, etc.
  2. Obtaining further qualifications relevant to teaching
  3. Conducting research (formal or informal).
  4. Furthering their professional development in other areas relevant to RTO activities.

Process

Staff and trainers of PNL 4WDriving Pty Ltd have the opportunity to participate in professional development at any time throughout the year. There is also an opportunity to request professional development at the time of performance appraisal (for staff) or when reporting competency currency (for trainers/assessors).

For any activity that is to be partially paid or fully paid by PNL 4WDriving Pty Ltd CEO approval must first be obtained.

All trainers/assessors are to record their professional development for submission at the time of the PNL 4WDriving Pty Ltd internal audit. Where evidence is insufficient a plan will be discussed between the Training Manager and the trainer.

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Recognition of Prior Learning

Purpose

To implement a standard process for identification and assessment of Recognition of Prior Learning (RPL) applications and provide students with the information required to apply for RPL or Credit Transfer.

Scope

This policy applies to all students of PNL 4WDriving

Responsibilities

The Training Manager is responsible for the approval and sign off of RPL for all students.

The Training Manager is responsible for the collation and storage of all evidence and forms.

Definitions

There are different terms used to refer to the recognition of an individual’s learning and skills.  These include Recognition of Prior Learning (RPL) and Recognition of Current Competencies (RCC) as well as credit transfer.

RPL/RCC

It is recognition of an individual’s skills and knowledge gained through:

  1. Work experience
  2. Life experience
  3. Informal training
  4. Non recognised training

If an individual can demonstrate that he/she has the skills and knowledge required to do a competency then a recognised training provider may grant a credit or exemption.

Credit Transfer/Mutual Recognition

PNL 4WDriving will recognise all qualifications/units of competencies issued by any other RTO upon receiving evidence in the form of:

  1. A parchment or Statement of Attainment clearly demonstrating the RTO government issued number and logo
  2. An academic statement clearly demonstrating the RTO course codes and competency achieved

PNL 4WDriving  reserve the right to seek further clarification from the issuing RTO where there is some ambiguity about verification and authenticity.

A five year time limit applies to all formal training presented for credit transfer.

Forms of evidence for RPL

The extent of a person’s prior learning must be assessed and the assessment methods may include:

  1. Practical demonstration
  2. Oral assessment
  3. Written tests
  4. Third party reports
  5. Projects
  6. Preparation of a portfolio
  7. Work records
  8. Assessment of current skills/knowledge
  9. Observation by an assessor in the workplace

What do you get?

If you pass the assessment for RPL or your competencies are recognised for credit transfer you will be given the relevant Qualifications or Statements of Attainment.

If you don’t pass but the assessor believes you have the ability to pass he/she may recommend you be reassessed after some constructive feedback and coaching.

If you don’t pass the assessor may recommend you attend a formal training course.

Recognition Guidelines

The following guidelines are to be followed when an application for recognition is received:

  1. Any student is entitled to apply for recognition in a course or qualification in which they are currently enrolled.
  2. Students may not apply for recognition for units of competence or a qualification which are not included in PNL 4WDriving’s scope of registration.
  3. Whilst students may apply for recognition at any time, they are encouraged to apply before commencing a training program. This will reduce unnecessary training and guide the student down a more efficient path to competence.
  4. Students who are currently enrolled in a training program are eligible to apply for recognition in that program at no additional charge.
  5. Assessment via recognition is to apply the principles of assessment and the rules of evidence.
  6. Recognition may only be awarded for whole units of competency.

Procedure for RPL

At the time of enrolment apply in writing to PNL 4WDriving  for RPL for the award you are seeking.

PNL 4WDriving will contact you to make arrangements to discuss your RPL application. (timing of assessment, contacts names and details)

On application for RPL, and payment of relevant fee, PNL 4WDriving  will issue assessment sheets listing all competencies for the award you are seeking.

You will demonstrate your skills and knowledge to an assessor appointed by PNL 4WDriving

PNL 4WDriving will issue the relevant Qualifications or Statements of Attainment or:

  • Advise reassessment / courses to attend.
  • Assistance

A very useful website for assistance is www.training.gov.au to look at the units and qualifications involved.

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Record Management Policy

Purpose

This policy relates to all records kept either on paper or electronically by PNL 4WDriving.

Scope

This policy is available to all PNL 4WDriving staff for information and direction.

Responsibilities

The Training Manager is to ensure that all records are kept in accordance with this document.

Trainers are to keep all documentation which records information about the evidence collected during assessment either hard copy or electronic copy.

Students are to keep a copy of all evidence submitted towards an assessment.

AQF Standard requirements demand that accurate and orderly records are kept of student outcomes and these records must be kept for 30 years.

Student assessments must be kept on file for a period of 6 months after completion of the qualification.

Data

The following data must be maintained and archived for a prescribed period:

  1. Certification – copies of certificates and Statement of Attainment (SoA)
  2. Register of certificates and SoAs issued
  3. Record of the training course commencement and completion dates.
  4. Record of all enrolments and completions in qualifications/Units of Competency (UoCs)
  5. Training and Assessment Strategies
  6. Assessment records or log books, observation and assessment results.
  7. Assessor notes of student outcomes for each unit in each qualification.
  8. Moderation, validation and continuous improvement records for assessment, training and delivery.
  9. AVETMISS statistical information record (where appropriate)
  10. Organisational documentation regarding compliance with the VQF standards.

Other records required

  1. Students’ enrolment form
  2. Copies of receipts or receipt number traceable through trust fund accounts and financial records, or where it applies, statement of exemption re administration fee
  3. Communications with students that may impact on the outcome of assessments or student participation in training and assessment.
  4. Emails or communication notes regarding changes to enrolment status
  5. Communication and formal notifications from and to the regulator
  6. Complaints and Appeals that are open or closed.
  7. Versions of training materials and training package transition materials (where applicable).

Record storage

All hard copy student records are to be kept in the course completed folders in PNL 4WDriving office.

Electronic copies of results and qualifications issued will be backed up to the shared drive on a regular basis and stored independently to the training and administrative records.

It is important that our auditors, internal and external, are able to track a single student through each course, subject and class, and locate records of outcomes.

Uniformity in record storage includes:

  1. Trainer and assessor records
  2. AVETMISS statistics collected (where relevant)
  3. Qualifications issued, certificate or statements of attainment.
  4. Fees and charges applied, refunds given and other financial dealings with clients.
  5. Collected stakeholder feedback, opportunity for improvement systems inputs and other feedback on the operation of the organisation.
  6. Actions taken to address feedback on operational and other matters.
  7. Our database and other registers will collect most of the above information and archive it electronically.
  8. Back-up records will be created from that software for all plans, attendance records, assessment results and other student information.
  9. All documentation stored should demonstrate that the organisation has implemented the requirements of the Training Package, Purchasing Guides and VQF Guidelines.

Internal audits will verify that this requirement is being met.

Privacy & Security of Student information

All records will be kept in a manner that will ensure privacy of students’ information. Staff  are not to distribute any information about a student to others unless with written approval from the student concerned. The students’ privacy will be protected at all times. All student files are confidential and for use within the organisation only.

Certain circumstances such as audits, AVETMISS data reporting, or funded student requirements may require the disclosure of student information. These circumstances will be preceded with written notification from the relevant authority or have been acknowledged by the student at the time of enrolment.

Access to records

Students may seek access to their files at any time with a written request. Students will be notified that it may take up to  4 weeks for retrieval of data, as these may be archived and stored offsite.

All requests to see files need to be made in writing to the Training Manager or PNL 4WDriving office. There is usually an admin charge for locating and reproducing records.

Archiving Procedure

  1. All records which record information about the evidence collected during assessment must be collected. Work submitted in an electronic version must also be retained and is to be gathered on a suitable electronic storage media such as a flash-drive for archiving.
  2. The Training Manager is to check all students records submitted to ensure all evidence and assessment records (including electronic files) correspond with the units of competence being issued to the student.
  3. Produce the appropriate qualification and produce two copies of each, one for the student and one for the archiving with the course details.
  4. Update PNL 4WDriving database to record the completion of the student’s training and enrolment.
  5. Move the course file to courses completed file and
  6. Annually move this file to the archive boxes in the secure storage area.

Period of retention

The following time periods are to apply to the retention of student records:

  1. Student results / Qualifications / Statements of Attainment:  100% are to be retained for a minimum of thirty (30) years.
  2. Completed assessment resources:  100% are to be retained for a minimum of seven (7) years.
  3. Assessment tools:  100% are to be retained for a minimum of seven (7) years.
  4. Assignments and/or Workplace based Evidence per Unit of Competency:  100% for 6 months after completion of qualification.
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Sessional Teachers Employment Policy  

Purpose

The purpose of this policy is to explain the requirements and teaching qualifications necessary to employ sessional staff.

Application

As necessary PNL 4WDriving will employ qualified sessional teachers/assessors, or sessional experts as required to assist with student numbers. If a sessional expert is employed they must be supervised by a qualified teacher/assessor.  The definition of a qualified teacher /assessor is one who has the qualifications as outlined in Schedule 1 of the Standards for RTOs 2015.

The CEO of PNL 4WDriving will assure themselves that the teachers/assessor or industry expert used is properly qualified and current as per the standards for RTOs 2015.   Industry experts will be properly supervised by a PNL 4WDriving teacher/assessor for that session. These additional staff can come from the existing TAFE section, 4wdrive industry, or relevant industry depending on what is being taught, provided they also have the necessary currency and qualifications skills, knowledge and are supervised as necessary.

The teacher/assessor or industry expert will be thoroughly familiar with the running, teaching practices, and assessment practices of the course they are participating in before running the course on behalf of PNL 4WDriving. They will be employed by PNL 4WDriving.

A duty statement will be issued at time of employment and agreed to by the participant.   Uniform for the session will be supplied and is to be returned at the end of the session. Pay rates will be as agreed with the sessional teacher and will be listed in their employment agreement.

Should Sessional Teachers not be available classes shall be rescheduled.

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Students Training & Assessment Policy / Enrolments

Purpose

To describe the way each of PNL4WDriving’s students are trained and assessed.

Scope

This applies to all accredited and non-accredited training conducted by PNL4WDriving

Responsibilities

It is the responsibility of each trainer (whether full time, casual, part-time or sessional) to treat students in the following way. It is the training managers responsibility to ensure that staff fulfil this role.

Process

Students undergo a pre-enrolment interview. This is designed to determine the students LL&N skills, any reasonable adjustment required and any RPL or RCC skills are identified (Needs analysis).  These skills or other requirements are noted for the trainer so adjustments can be made to training and assessment to cater for the individual should they be required. Each student is to be treated as an individual and classes and assessments tailored somewhat to meet the individual needs. Should major modifications be required to training or assessment procedures, tools or delivery, it should be noted on the course job sheets.

Application

For short courses (1-4 days) the pre-enrolment interview is generally conducted via telephone and when filling out the enrolment form. It also occurs during introductions at the beginning of each course.  PNL4WDriving staff are expected to use this information to tailor their training and assessment techniques whilst conducting these short courses.

For longer courses (2 months – 2 years)  the pre-enrolment interview is conducted face-to-face at PNL4WDriving’s office (2/6 Daniel Drive, Carrum Downs, VIC) It is more in depth where discussions of previous life experience and education expectations are raised. A full needs analysis is conducted and a learning program is designed and agreed to by the prospective student and their trainer. At this stage the enrolment process can proceed.

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Training Guarantee Policy

Purpose

This policy aims to ensure that students receive training as per their enrolment/registration in a qualification or short course.

Scope

This procedure applies to all students who enrol with PNL 4WDriving or attend training programs.

Responsibilities

The Training Manager is responsible for ensuring all trainers and staff understand and implement this policy to ensure compliance with the VQF.

The Training Manager is responsible for ensuring all trainers have the correct materials to conduct the training course, such as handouts, evaluation forms, attendance list and other relevant course materials.

Course Cancellation

PNL 4WDriving reserves the right to cancel or change course locations and times, but as much notice will be given as possible.  

In the event that PNL 4WDriving cancels a course due to force majeure or other unforeseeable circumstances (for example, in the case of accident or illness of the instructor) alternative course dates or alternative trainer will be offered to students. PNL 4WDriving is not liable for any travel and accommodation expenses of students travelling to a location and will not credit or refund an order under these circumstances.

The Training Manager will arrange communication of the cancellation with the students/client prior to scheduled course commencement.

Qualification cessation

In the event that PNL 4WDriving is no longer able to offer a particular qualification all students will be notified in writing of the situation. Rules that will apply in this event:

  1. Any student who has been assessed as competent for part of the qualification will receive a Statement of Attainment.
  2. Any student who has been assessed as competent for all of the qualification will receive a Statement of Attainment and Testamur.
  3. All students who wish to continue in the qualification will be assisted to another provider.
  4. All students transferring to another provider will have their records and progress reports sent to the new provider.

Qualification transition

In the event that a training package or qualification has been superseded the transition and teach out arrangements will be put in place.

PNL 4WDriving have internal policies that relate to this scenario.

Refunds

Please see Fees & Refund Policy

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Training Package Transition Policy

Purpose

To provide guidelines for the transition of students from a superseded training package qualification or accredited course to a new or revised training package qualification or accredited course.

References

ASQA General Direction – Transition and Teach Out – January 2014

Scope

This policy applies to full qualifications, Units of Competency (UOC), Skills Sets, and accredited short courses that are listed on Training.gov.au.

Process

Where a Training Package has been reviewed, the new training products should be released no later than twelve months from the approval date as listed on Training.gov.au.

Responsibilities

The Training Manager has responsibility to ensure that Transition Arrangements are in place and followed.

Definitions

Currently Enrolled Student

A currently enrolled student is a student who is enrolled in a particular training package qualification or accredited course at PNL 4WDriving in the enrolment period immediately prior to the date from which the training package or course is superseded or expires. Completion dates have not yet been reached.

Previously Enrolled Student

A student who has been enrolled in the past at PNL 4WDriving, in the qualification which is being superseded or is expiring but who has a gap in their enrolment history, including in the enrolment period immediately prior to the date from which the training package or course is superseded or expires. This includes students who have an expired completion date.

New Student

A person who wishes to enrol in a particular training package qualification or accredited course for the first time and has never previously been enrolled in this qualification or course at PNL 4WDriving or at any other RTO. They may have been enrolled in other qualifications or courses.

Transition Arrangements

Transition Arrangements provide details for managing the phasing out of a superseded or expired training package qualification or accredited course. These are to be documented in a Transition Plan and should include:

  1. A qualification/competency transition mapping table showing the relationship between the old qualification/competencies and the new qualification/competencies (or courses).
  2. Arrangements and timelines for the transfer of students to the new training package or course,
  3. Arrangements for students to complete the superseded or expired qualification or course, if appropriate
  4. The date after which no new enrolments are to be taken in the superseded or expired training package qualification or accredited course
  5. The period of time that the superseded qualification or expired course may continue to be delivered considerations for the best interests of students and the existing delivery modes for the qualification or course.
  6. Notifications to be provided to all currently enrolled students of proposed transition arrangements as early as possible, explaining the effects of the transition arrangements
  7. Advice, guidance and transition plans to be provided for individual students
  8. Credit Transfer and Skills Recognition arrangements for transition

Endorsed Date

The date the Training Package is endorsed by the national authority.

Superseded Date

The date the Training Package is published on Training.gov.au or an alternative date as specified by a regulatory body, either State or Federal or industry skills council or board.

Transition Date

The final transition date is the date prescribed in the Purchasing/Implementation Guide or by the relevant Training Authority/Registering Body.

Transition Period

Transition from superseded training package qualifications to new training packages qualifications must be completed within 12 months of the date the revised package or qualification is released on the Training.gov.au website or the date approved by the Federal regulatory body or industry skills council or board.

The transition period is specified as 12 months from the endorsement of the new Training Package. Current students are allowed a further 6 months in which to complete the qualification if they will be genuinely disadvantaged by completing the new qualification (i.e. Additional units of competency, further fees required). This is considered the Teach Out period.

Guidelines

  1. Transition dates that are published in Purchasing Guides and provided by National Registering Authorities, Industry Skills council or board must be followed.
  2. The transition period for superseded/expired qualifications should not exceed 12 months from the new training package approval date except in special circumstances. Transition arrangements lasting for more than 12 months must be approved by the CEO/or Training Manager.
  3. Where possible, students should have the opportunity to transfer to the most recent qualification. When making the decision to transfer to the new qualification the following should be considered:
    1. Proportion of the qualification that has been completed,
    2. The degree of alignment with the new qualification, and
    3. A student must be allowed to complete the course in which they originally enrolled or be transferred to the replacement course with minimum disadvantage to the student.
  4. No New Student can be enrolled in an accredited course after its accreditation expiry date or be enrolled in a Training Package qualification from 12 months after the Training Package superseded date has passed.
  5. Currently Enrolled Students and, where appropriate, Previously Enrolled Students are entitled to complete the qualification in which they were enrolled, however students who have completed 50% or less of their qualification should be encourage to transfer into the new/revised qualification.
  6. No Currently Enrolled Students student should be disadvantaged by being transferred to a new qualification.
  7. Previously Enrolled Students who have an expired completion date and have not notified PNL 4WDriving of their completion intentions will be managed on a case by case basis by the Training Manager. Transition to the new training package will not be automatically granted, it will be dependent on assessor progress reports. Shorter timeframes will be noted for completion and extension fees applied.
  8. A Previously Enrolled Student wishing to re-enrol in a superseded/expired qualification during the transition period can only enrol in units approved by the Training Manager for delivery during the transition period. Special arrangements should not be made if PNL 4WDriving has ceased to deliver particular units.
  9. The Training Manager or delegate will ensure that transition arrangements are documented for each course and group, and provide details to relevant stakeholders in a timely manner, especially Students and Student Services.
  10. Only Currently Enrolled Students and Previously Enrolled Students who are able to fully complete the superseded/expired qualification during the transition period should be enrolled in the superseded/expired qualification during this period.

Procedures

  1. Identify if course needs to be added to Scope of Registration (equivalent or non-equivalent) and apply through ASQANet
  2. Prepare a qualification/competency mapping table to show relationship from old to new qualification, and develop relevant Skills Recognition template if required
  3. Revise Training & Assessment strategy, including:
    1. number and title of qualification & UOCs
    2. qualification requirements – i.e. Core and elective UOCs
    3. UOC nominal hours
    4. delivery structure
    5. clusters/skills set
    6. pre-requisites
    7. pathways to and from qualification
    8. trainers/assessors
    9. industry consultation
    10. venue requirements & student resources i.e. If workplace assessment added)
    11. assessment types/format
    12. special needs, LLN & reasonable adjustment
  4. Consult with marketing and prepare or update relevant marketing materials to accurately reflect the new/revised course
  5. Prepare relevant applications for addition to Scope as required
  6. Develop and implement a Transition Plan as per this Policy to advise stakeholders and to identify affected students
  7. Set appropriate cut-off and commencement dates for old and new qualifications
  8. Establish “teach-out” requirements and quota
  9. Prepare suitable notifications for students, staff and other stakeholders
  10. Undertake relevant PD with staff and trainers
  11. Check Registration Status and if course/qualifications are successfully added to registration continue as follows
  12. Introduce and commence enrolments in new course/qualification
  13. Complete “teach out” of old course/qualification
  14. Close off and cancel registration (if required) of old course/qualification
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Unique Student Identifier Policy

Purpose

To provide students with and understanding of the Unique Student Identifier (USI) and how this impacts their enrolment and continuing studies, along with the process they need to follow.

Scope

This policy applies to all qualification students of PNL 4WDriving who are current or new as of 1 January 2015; this includes single Unit of Competency (UOC) students.

Responsibilities

The Training Manager is responsible for ensuring updates and distribution of policy. The Training Manager is responsible for ensuring the policy is available to all students prior to enrolment if enrolment date is after 1 January 2015.

Background

Per information from the Department of Industry:

For the first time, every student who undertakes nationally recognised Vocational Education and Training (VET) in Australia (or overseas from an Australian-registered provider) will be able to use a Unique Student Identifier (USI) to access their enrolment and achievement record from a single online source.

Students often need to provide evidence of their academic achievements, for example when applying for a job or to undertake further study.

Once USIs become available, new and continuing students undertaking nationally recognised VET courses will need to have a USI to receive their statement of attainment or qualification.

Under the new initiative, students will be able to get a full transcript of all of the accredited VET training they have undertaken from the time the USI comes into effect, or an extract of it that shows the particular achievements they want it to. An individual can apply for a USI which then must be provided to their training provider before the person can receive a statement of attainment or qualification. [4]

Procedure

As of 1 January 2015 students who are already enrolled in a qualification with PNL 4WDriving but who have not yet completed (i.e. Current students) will need to have a USI before their qualification can be issued.  PNL 4WDriving will contact the students to request that they apply for the USI themselves and provide this to PNL 4WDriving for verification, however if it is not received by the time assessment has been marked the qualification issuance will be delayed.

Students who enrol after 1 January 2015 will need to apply for a USI themselves through the USI website and supply the required ID. They will then need to enter the USI into PNL 4WDriving enrolment form at the time of enrolment. If a USI is not received at the time of enrolment it can be sent at a later date but may cause delay in the issuance of certificates.

Under legislation, PNL 4WDriving cannot issue a statement of attainment or a qualification to a student without a verified USI. Once the USI has been entered on the enrolment form this will be verified as part of the enrolment process.

Privacy of Personal Information

According to the Department of Industry and the Student Identifiers Bill 2014:

Using the USI, the personal information would only be linked to the educational information when a student asks to see his or her own records or when a student authorises someone else to do so (such as a training organisation) or as otherwise authorised by Commonwealth legislation.[5]

PNL 4WDriving as a Registered Training Organisation (RTO) has an obligation to report student data on an annual basis to the VET regulators; the USI will form part of this reporting. Further details on RTO reporting are in THE PNL 4WDriving Privacy & Personal Information Policy.

Applying for a USI

The USI system accepts any one of the following valid forms of Australian ID:

  1. Driver’s Licence
  2. Medicare Card
  3. Australian Passport
  4. Visa (with Non-Australian Passport)
  5. Birth Certificate (Australian)
  6. Certificate Of Registration By Descent
  7. Citizenship Certificate.

Names entered into the USI system must match the ID presented.

Without one of these documents a USI cannot be issued and enrolment may not be possible. In this situation it is recommended to contact PNL 4WDriving and they can discuss with the USI Registrar.

Note that there is no charge to apply for a USI.

For more information on applying for a USI please visit http://www.industry.gov.au/skills/RegulationReformsAndInitiatives/UniqueStudentIdentifierForVET/Pages/default.aspx

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Version Control Policy & Procedure

Purpose

This policy and procedure requires all training documents produced by PNL 4WDriving Pty Ltd and commercial training documents used by PNL 4WDriving Pty Ltd to be registered as per the procedure so that the latest version of a particular document can be identified.

Scope

This policy covers all training documents used by PNL 4WDriving Pty Ltd

Definitions

PNL 4WDriving Pty Ltd Training Documents covers all training and assessment documents and forms developed by PNL 4WDriving Pty Ltd for the training function.

Commercial Training Documents covers all training and assessment documents purchased by PNL 4WDriving Pty Ltd.   It includes all the Training Package and any learning and assessment documents purchased for the training function.

Partners would cover industry enterprises that have Partnership Agreements with PNL 4WDriving Pty Ltd.  And Partnership Agreements would cover the letters of agreement specifying the responsibilities of both parties that PNL 4WDriving Pty Ltd has with enterprises for training and assessment activities.  There are no partnership’s at this stage

Policy

All training documents whether designed and developed by PNL 4WDriving Pty Ltd or purchased commercially will be registered by PNL 4WDriving Pty Ltd’s Training Manager and given a version number as per the Version Control Procedure. For ease of control and management separate Version Control documents exist within PNL Info for; Instructors Course and then balance of PNL 4WDriving documents,as well as for the RTO and Letters folders.

Procedure

  1. A Document is produced / modified or purchased by PNL 4WDriving Pty Ltd.
  2. Modifications to documents need to be approved by PNL 4WDriving Pty Ltd’s Training Manager before they are implemented.
  3. The Training Manager is contacted and a version number requested.
  4. The Training Manager records the following information in the Version Control Register:
    1. Document Title
    2. Description of the document
    3. Version number and date
    4. Location of the document
    5. Contact person
  5. The Training Manager provides a version number for the document
  6. The Training Manager archives superseded version for audit purposes
  7. The procedure requires the Date and Version Number to be typed in the document footer.   Note that the Insert function should not be used as this will cause the date to change to the actual date whenever the document is printed.
  8. The Training Manager will ensure that all documents on the register are reviewed at least annually for currency and accuracy.
  9. Access to the Register and information on the current version of a document is via PNL 4WDriving Pty Ltd’s Training Manager
  10. Information on access to the Register is to be included in the documentation provided to Trainers and Assessors.
  11. This policy was last reviewed Sept 2015
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Workplace Health & Safety

PNL 4WDriving Staff and Clients attempt in all cases to comply with OH&S requirements and legislation.  In no way do we condone workplace harassment, victimization, bullying, discrimination or racial vilification of any description.

All employees and clients/students have the responsibility to:

  1. Adhere to safe work practices, instructions and rules;
  2. Immediately report any unsafe work condition or equipment to management;
  3. Not misuse, damage, refuse to use, or interfere with anything provided in the interest of occupational health and safety;
  4. Perform all work duties in a manner which ensures individual health and safety and that of all other employees;
  5. Encourage fellow employees to create and maintain a safe and healthy work environment;
  6. Cooperate with all other employees to enable the health and safety responsibilities of all employees be achieved.

PNL 4WDriving responsibility

PNL 4WDriving is committed to providing a safe and healthy work environment for all. The relevant act in Victoria is the Occupational Health and Safety Act 1985. Its policy is to make every reasonable effort to prevent accidents, protect staff and students from injury and promote the health, safety and welfare of all. Routine checks of the work environment including risk and hazard identification are undertaken by PNL 4WDriving.  OH&S problems are brought to the attention of staff at the Monthly meetings and a decision and relevant action minuted.

Student & Staff Responsibility

Please report all cases to the Instructor/Management or outside Rep who will investigate.  All incidents will be recorded in an incident report form and kept on file with the training documentation for that course.

In the interests of safety all instructors have the right to refuse a student to drive if they appear fatigued or generally unwell or under the influence of drugs/alcohol.  In the event of this occurrence students will be asked to rebook their course at their own expense unless there are extenuating circumstances that can be proven. A Disciplinary Policy is not normally required, however clients / staff being a nuisance or danger to themselves or others will be asked, if necessary, to leave, or restricted in the activities they may participate in.  Local police may be called if necessary.

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PNL 4WDriving Pty Ltd Code of Practise

Our Code of Practice exists to:

  1. Encourage participants to fulfil their potential.
  2. Maintain a friendly, professional approach in all aspects.
  3. Encourage clients to be careful and responsible drivers.
  4. Promote care for the environment.
  5. Promote safety above all else.
  6. Understand clients & staff requirements / needs and their expectations and reply promptly to their requests.
  7. Endeavour to update our skills and knowledge of vehicles and driving techniques on a regular basis.
  8. Continually review, develop and update courses to maintain the highest standard of training.
  9. Respect other professionals with referrals to assist and encourage client’s satisfaction.

Our commitment to you:

PNL 4WDriving is focused on meeting the needs of each person and business we work with and to ensure the rights of clients as consumers are protected through:

  1. The provision of sufficient, relevant, accurate and clear information relating to training and qualifications prior to enrolment through our Student Handbook and course information online.
  2. Our Documentation includes: the rights and responsibilities of participants, costs of training and assessment services and issuance of qualifications, payment arrangements, complaints, refund conditions and any other matters that place obligations on PNL 4WDriving, participants or clients.
  3. All our marketing and advertising to prospective clients is ethical, accurate and consistent.
  4. Our clients will be informed before their enrolment of all the fees, costs and charges they will incur throughout their course.
  5. Our refund policies are fair, documented and available to each client prior to enrolment.
  6. We ensure that all academic, financial and other records that are maintained by us are complete and accurate. These records are managed to maintain confidentiality and will not be given away to third parties unless authorised by you or under law.
  7. You may view your own records to confirm their accuracy and completeness.

Access & Equity

PNL 4WDriving adheres to the principles of access and equity, meets its legal obligations and maximizes outcomes for each client through the provision of all relevant information being made available prior to enrolment and payment.

  1. We comply with all Commonwealth and State Legislation related to how we operate as a Registered Training Organisation (RTO).
  2. We are committed to ensuring there are no unlawful discrimination practices within PNL 4WDriving perpetrated by learners, staff or consultants.
  3. We provide adequate protection for our students to protect their health, safety and welfare and ensure as far as possible that learning experiences are positive and free of discrimination or harassment.
  4. Our policies and procedures ensure that you are treated fairly and receive all reasonable assistance to successfully complete your course once accepted for enrolment.
  5. We deal fairly and constructively with your concerns and complaints about our services.
  6. We support individual learning needs where practicable through student support services, including flexible assessment practices, LLN need identification, and one-on-one trainer support.
  7. You will be informed of your rights, responsibilities and obligations prior to enrolment.

RTO Operations

PNL 4WDriving engages the industry and employers in the development and monitoring of all nationally accredited programs we deliver:

  1. PNL 4WDriving trainers are industry current practitioners and engage in continuous professional development activities within the VET, industry and training and assessment sectors. This ensures that our graduates hold the required skills and knowledge to the standard of performance required in the workplace,
  2. Our training and assessment strategies are developed in consultation with industry to ensure that they are relevant to current needs. Where your training occurs in a workplace, evidence of your performance may contribute to your assessments.
  3. Our training and assessment staff continuously engage with the industry to ensure their knowledge and skills reflect current industrial practice.
  4. All staff attend professional development seminars and workshops to ensure that we remain up-to-date with regulations, legislative and industry requirements.
  5. All Trainers/facilitators have as a minimum, the Certificate IV in Training and Assessment (TAE40110) as well as the qualification at least to the level they are teaching in or relevant vocational currency as required by ASQA.  

Training & Assessment

PNL 4WDriving assures the quality of training and assessment provided across all of its operations as it continuously improves its services on offer by:

  1. Monitoring of client satisfaction level with services provided through robust and systematic feedback mechanisms at all stages of the program.
  2. The collection and meaningful analysis of data and information by conducting evaluation surveys during and on completion of courses and gathering feedback from our trainers, assessors, employers and enterprises and learners.
  3. Gathering feedback from industry and other stakeholders, including students and employers.
  4. Conducting internal and external audit results, recording any concerns, complaints or assessment appeals and their resolution; and by organising professional development activities.

PNL 4WDriving is a Registered Training Organisation (RTO) that is authorised under legislation to offer nationally recognised training. We ensure that at all times our operations comply with relevant legislation and the national registration standards.

Recognition of Prior Learning

PNL 4WDriving ensures individual learner needs are identified prior to and at the point of enrolment to allow individualised support services/training plans to be developed when required and as far as practicable. Should students request RPL this will be provided:

  1. We make sufficient, clear, concise and accurate information readily available pre-enrolment to allow individual learners to decide whether the program and the methods we use to deliver this program will meet individual needs.  Once engaged, we regularly review learner progress to ensure the methods in which we engage are meeting individual learner needs.
  2. We recognise that you may hold skills and knowledge that are relevant to your course outcomes. We will assist you to gain recognition for these skills and knowledge through a process called Recognition of Prior Learning.
  3. If you have completed relevant units of competency with another RTO we will automatically credit these towards completion of your qualification once it is verified that the units match current competencies.
  4. We offer learning and assessment services that as far as practicable meets your individual learning needs.
  5. We adopt the principles of Adult learning, tailoring our training and assessment services where practicable to meet your individual learning needs and legislative requirements.

Additional Information

Students attending a course will be asked to sign an Indemnity Form stating that they are an Adult and freely consent to doing the tasks requested by Staff of PNL 4WDriving. They have the right to refuse but may not gain their qualification if they cannot show evidence that they are competent at a task.  As the driver of the vehicle is a responsible adult PNL 4WDriving will not take responsibility for accidents that may occur during training. PNL 4WDriving will not ask students to undertake activities that the instructors do not deem safe nor that the participant would be incapable of completing successfully.   If anyone has any queries about any of the information supplied in this Handbook, please do not hesitate to call us (03) 9786 8490.

Thank you.

PNL 4WDriving 2/6 Daniel Drive Carrum Downs  VIC 3201

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Notes on Policy documents

Assessment Validation & Moderation

PNL 4WDriving maintains a validation and moderation schedule with TAE assessors to check and update all units and adjust assessment materials as necessary, as follows: Jan – Mar, TAE Units; Apr – Jun, SISO Units; Jun – Sep, SIT Units; Oct – Dec, Units from other training packages. The staff and consultants involved in this process are instructors and assessors within PNL 4WDriving who are responsible for teaching and assessing these units.  Where possible at least one outside assessor or trainer may be involved and units and assessments are taken to validation days often set up from network and industry bodies. Assessment tools are often reviewed with clients when setting up training.

Footnotes

[1] National Quality Council, 2009, Implementation Guide: Validation and Moderation, p6

[2] Ibid

[3] NCVER, 2002, Maximising Confidence in Assessment Decision-Making, Resource Kit for Assessors

[4] Department of Industry, 2014, Information for Students and Parents, http://www.industry.gov.au/skills/RegulationReformsAndInitiatives/UniqueStudentIdentifierForVET/Pages/Informationforstudentsandparents.aspx

[5] Department of Industry, 2014, Privacy and Security http://www.industry.gov.au/skills/RegulationReformsAndInitiatives/UniqueStudentIdentifierForVET/Pages/PrivacyAndSecurity.aspx

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