Organizational structure

Organizational structure

 

Members' meeting (Elects Board members)

|

Board The Board makes strategic and policy decisions.

|

Executive Committee Principal, Academic Dean, and other Board appointees. The Executive Committee makes Board decisions outside Board meetings, either when matters cannot be delayed to the next Board meeting, or when authorized by the Board.

|

Central office Teaching, assessment, and administration done by the central ACAS office

Member colleges Teaching, assessment, and administration done by member colleges under the auspices of ACAS

Governance

Governance

1. The Board shall be a board of governance, with the following duties:
1. Maintain compliance with legislation and other legal requirements (regulations, etc.)
2. Oversee chief officers.
3. Develop and update policy.
4. Report to members’ meetings.
5. Conduct business requiring the use of the common seal.
6. Conduct strategic planning
7. Identify and manage strategic business risks.
8. Develop in it effectiveness as board members.
2. Executive authority shall be vested in the Principal as Chief Executive Officer.
3. The Principal shall:
1. Implement and manage the activities of ACAS according to the decisions of the board.
2. Manage contingencies as they arise.
3. Report to the Board as requested by the Board.
4. Establish such committees as may be necessary to perform his/her role.

Location

1. The location of ACAS as a Registered Training Organisation shall be the address that is given on its website.
2. All agreements authorizing member colleges are enacted in the state of Western Australia.
3. These policies shall be interpreted first of all by the parties they affect, and then by the Board of ACAS
4. Terms of agreements with member colleges shall ultimately be interpreted according to laws in the state of Western Australia.

 

Records

Records

Maintenance

1. Students shall retain the right to view their own statement of academic record and file contents during semester in normal office hours. A fee may be payable and an appointment during normal office hours may be required.
2. The Centre or member college shall maintain up-to-date records of enrolments and participation, assessment records, fees paid, and refunds given.
3. All staff required to perform any function under the RTO’s scope of registration shall have ready access to all necessary current materials. This will normally include via the website.
4. The Centre or member college shall ensure the integrity, accuracy, and currency of records.
5. Electronic records shall be backed up at least monthly.
6. All records (including archives) will be kept in good condition in a safe place in a way that:
1. they are retrievable at short notice
2. confidentiality of information is maintained
7. Movement of records between sites shall be risk-managed.
8. Backups of electronic records shall be stored either off-site or in a fireproof safe.
9. Student results shall be kept in perpetuity.
10. All other records shall be retained consistent with contractual, legal and accreditation requirements.

Version control

1. Documents shall normally be dated to maintain version control, unless another version control system is employed. (e.g. number of edition, pathname).
2. Materials shall be reviewed for currency by authorized and competent staff prior to issue or re-issue.
3. Authorization shall be determined by:
1. The Principal or
2. The Academic Secretary
3. Principal or administrator of member colleges
4. The Centre and each college shall maintain a list of materials with the respective issue and/or amendment status identified.
5. The document version on the website is the current version unless otherwise indicated.

Financial records

1. The Treasurer is responsible to the Executive Committee and the Board although he/she may delegate authority to the bookkeeper and other persons.
2. Actual expenses and income are recorded.
3. Except for petty cash, all finances are transacted through the bank account with sufficient detail provided for accurate accounting to be maintained.
4. Full, audited financial reports are prepared for the Annual General Meeting.
5. Financial reports will be made for Board meetings.
6. The finances shall be audited annually.
7. Fees and charges are approved annually by the Executive Committee.
8. Payments are made within the terms allowed by supplier on signed authorization of two officers of the Executive Committee.
9. Copies of receipts and invoices are kept in the records.
10. Reimbursement of out-of-pocket expenses is made on presentation of receipt or appropriate documentation.
11. Sufficient funds are retained in designated bank accounts to cover liabilities, and the bank accounts are regularly reconciled to outstanding liabilities.
12. The AGM will appoint a financial auditor.

Archives

1. Student records will be kept in perpetuity sufficient for giving academic transcripts of students, and verifying graduates' qualifications with third parties. This normally only includes identifying information, lists of units, and  qualifications and statements of attainment issued.
2. Assessment evidence and tools will be kept for whichever of the following is the longer:
1. the student's enrolment period
2. possibility of appeal against assessment results
3. up to one year afterwards if there will be an AQTF external audit in that time.
4. there remain identified risks of litigation.
5. indefinitely, if legally required.
3. Records that are no longer kept shall be destroyed and a record made.

Privacy

Privacy

1. ACAS and its member colleges are committed to protecting the privacy of personal information of staff and students. ACAS understands and seeks to comply with the information privacy principles set out in Section 14 of the Privacy Act 1988 in respect of personal information:
1. Information should only be used and disclosed for the purpose for which it was collected unless the person has consented.
2. ACAS staff will take reasonable steps to ensure personal information collected, used or disclosed is accurate, complete and up to date.
3. ACAS staff will take reasonable steps to protect information from misuse, loss, unauthorised access or disclosure.
4. ACAS staff will not adopt, use or disclose identifiers assigned by a Commonwealth government agency other than those specifically assigned to training. Other agencies include, for example, Medicare and the ATO.
5. Non-students have the option to interact anonymously with ACAS.
6. ACAS only transfers personal information if there is appropriate privacy protection in the recipient country.
2. ACAS collects personal information only by lawful and fair means.
3. Personal information collected will be used only for ACAS's internal purposes and administrative processes:
1. providing its courses and related services,
2. data that is required by government agencies to be collected (e.g. AVETMISS).
3. reporting that is required by government agencies (e.g. quality indicator reporting and the Tuition Assurance Scheme.
4. Personal information will not be disclosed to third parties, unless:
1. stated in ACAS policies to which students and/or staff have agreed
2. the person provides prior, written consent to release information to other parties, or,
3. government organizations require details on enrolled students for the purpose of surveying and statistical management, or,
4. disclosure is required by legislation.
5. Students may apply for and receive a copy of their personal information held by ACAS.
6. ACAS qualifications are verifiable:
1. Privacy laws allow information to be used for the primary purpose for which it is obtained, that is, so that students can graduate with a qualification or statement of attainment, and have it recognized by potential employers and other institutions to which they might want to continue studies.
2. ACAS will verify students' qualifications and statements of attainment third parties that already have adequate identifying information on the individual. However, ACAS shall not disclose any information other than the verification.
7. Student's names and qualifications or Statements of Attainment may be announced at graduation ceremonies and published in graduation literature.
8. Theses are public documents unless ACAS agrees in writing to keeping them confidential.
9. As there are inherent risks associated with transmission of information via the Internet, ACAS cannot ensure the confidentiality of information during electronic transmission.
10. The Internet Service Provider for ACAS web sites may record visits and may log the following information for statistical purposes:
1. visitors' server address (which includes your top level domain name (e.g .com, .gov, .org);
2. the date and time of visitors' visit to the site;
3. the pages visitors' accessed and documents downloaded;
4. the previous site visitors have visited;
5. the kind of browser visitors are using.
11. ACAS will not attempt to identify users or their browsing activities or through cookies. However, law enforcement agencies or other government agency may exercise their legal authority to inspect our Internet Service Provider's logs.
12. In the case of persons enquiring to ACAS by email, their e-mail address will only be used for the purpose for which it was provided and it will not be provided to third parties or used for any other purpose without the sender's consent.
13. Student records shall be confidential and available only to the officers and staff of the Centre or college, duly authorized auditors, and duly authorized officers of Australian government departments. Until the time of the student’s death, those records may only be made available to other parties with the prior, written consent of the student involved. This shall not include the inclusion of such data in statistical information where the content and identity of individual student records remains confidential.
14. Records may be used for staff training purposes.

Risk management

Risk management

Based on ISO 9001

1. ACAS manages risk across all its activities.
1. Risk is defined as the possibility of something happening that will impact on organisational objectives. Risk arises out of uncertainty and comprises (a) frequency or likelihood of something happening and (b) Severity or impact of the consequences resulting from the event.
2. Risk Management is the culture and process for systematically applying policies and procedures to identify, assess, treat, monitor and communicate risks. The purpose is to effectively manage potential opportunities and adverse effects.
2. The purpose is to:
1. to implement risk management within ACAS according to best practice guidelines
2. to integrate risk management into the management culture of ACAS
3. to foster an environment where staff assume responsibility for managing risks
3. Each ACAS location shall:
1. identify and record risks
2. determine the priority of risk by assessing the extent of harm and the likelihood of occurrence
3. take actions to manage significant risks, and
4. monitor the effectiveness of actions taken.
4. Risk management may be integrated into quality management and continual improvement.
5. Risk management is reported to the Academic Council.

Antiterrorism policy

Antiterrorism policy

Introduction

1. ACAS renounces all forms of terrorism and will never knowingly support, tolerate or encourage terrorism or the activities of those who embrace terrorism and will make every effort to ensure that its resources are not used to facilitate terrorist activity.
2. This policy sets out ACAS’s response to the risk of dealing with individuals and organisations associated with terrorism and Australia Government legislation associated with this.
3. Failure to comply with Government requirements could significant impact the reputation of ACAS as well as expose the organisation to potential penalties.

Policy

1. ACAS acknowledges that Australian Government legislation prohibits dealing with listed terrorist organizations and/or proscribed persons or entities. ACAs will at all times adopt measures intended to facilitate compliance with this legislation.
2. ACAS will confirm the identity, credentials and good standing of the people or organisations it supports and will check that these people or organisations are not on the lists maintained by the Australian Government.
3. ACAS will not knowingly remit any funds to known or suspected terrorist organisations or individuals.
4. ACAS will report any known or suspected terrorist links to the relevant national authority.
5. ACAS will use its best endeavours to ensure that overseas recipients of ACAS’s funds will adopt policies and procedures that enable them to comply with relevant Australian anti-terrorist legislation.
6. Responsibilities
1. The ACAS Board is committed to compliance with Australian anti-terrorist legislation to avoid dealing with individuals and organisations associated with terrorism.
2. The Principal will be responsible for ensuring that ACAS employees carry out the following procedures at least annually to minimise the risk of dealing with terrorist organisations.

Procedures

1. ACAS staff members must know the identity, credentials and good standing of their partners and recipient organisations (i.e. what they do, where they operate, who are their key decision makers and staff).
2. Care will be taken to only transmit ACAS funds using reputable banks and other financial institutions for this purpose.
3. To the extent possible, all ACAS’s ministry and project partners will be made aware of ACAS’s obligations under Australian law and undertake to adopt similar measures in respect of funds from Australian sources.
4. ACAS will immediately withdraw all support, including provision of resources, if it has reason to believe that a ministry or project partner has breached the requirements of this policy.
5. As far as practicable, any funding agreement will include wording that requires the recipient organisation to adopt policies and procedures consistent with Australian Government requirements. DFAT suggested wording is:
• "ACAS acknowledges that the Australian Government has adopted a policy and laws consistent with relevant international counter-terrorism Treaties and UN Security Council Resolution 1373 (2001) of not providing direct or indirect support or resources to organisations and individuals associated with terrorism.
• ACAS must use its best endeavours to ensure that funding provided under this Agreement is expended in a manner consistent with the UN Security Council Resolution and related Australian laws. If, during the course of this Agreement, the Organisation discovers any link whatsoever with any organisation or individual associated with terrorism it must inform the Australian Federal Police and/or AusAID immediately."

References

1. Relevant legislation can be found in Part 5.3 of the Criminal Code Act 1995 (‘the Criminal Code’); and Part 4 of the Charter of United Nations Act 1945 ('the UN Charter Act')
2. Other source: "Guidelines for Strengthening Counter-Terrorism Measures In the Australian Aid Program" (AusAID, September 2004)
1. Funding recipients will be required to provide detailed accounting report(s) showing how funds have been spent, at least annually. The accounting report(s) should be subject to an independent review or audit to to confirm truth and accuracy of the accounting report.
2. Prior to funding any organisation, details of funded entities and their office bearers will be compared to Australian Government lists of terrorists and proscribed organisations. The relevant lists can be obtained from: http://www.dfat.gov.au/icat/UNSC_financial_sanctions.html
3. Where the number of fund recipients is large consider applying to use LinkMatchLite software to partially automate this task (see link above for information on LinkMatchLite)
4. Where recipient organisations or individuals are found to be on either list, forwarding funds will cease and the national security hotline on 1800 123 400 will be informed immediately.
5. Other related documents
1. Guidelines for Strengthening Counter-Terrorism Measures in the Australian Aid Program, found at:
2. http://aid.dfat.gov.au/Publications/Pages/3068_5667_7689_8674_4936.aspx
3. UK Charity Commission - Compliance Toolkit: Protecting Charities from Harm, found at: http://www.charitycommission.gov.uk/Our_regulatory_activity/Counter_terrorism_work/Compliance_toolkit_index.aspx

Consultancy

Consultancy

1. Consultation services shall be made available to member colleges and other clients.
2. The first hour consultation to member colleges is free, except if the consultancy derives from the member college's failure to attend a Council meeting.
3. Although advice will be based on requirements at the time, ACAS cannot guarantee in any way that advice will accord with that of any specific future decisions of the relevant government departments and auditors. Clients are advised to check with the relevant government department making decisions, and shall be responsible to obtain any independent legal advice relevant to the case.
4. A separate scale of fees shall apply to consultancy.
5. The areas of consultancy shall include:
1. Compliance with the Standards for National Recognition, including internal audits, policy development, and compliance systems (including website-based systems).
2. Designing and establishing new programs, including incorporation, advising on program design, writing and consulting proposals, and related staff training.

Logo

Logo

1. The logo may be used:
1. on advertising
2. on forms for RTO business
3. on literature with government logos when required by that government department.
2. ACAS member and practicum colleges may only use the Nationally Recognised Training logo if:
1. its use follows the guidelines for use and
2. is accompanied by the ACAS logo and the words "ACAS Member College".
3. If the ACAS logo is placed contiguous to or in the same heading or letterhead as the member college logo, then it must be at least two thirds the size of the other logo, as measured by area in the final form.
4. ACAS logo usage must:
1. comply with the logo's specifications.
2. comply with the policies of the Nationally Recognised Training logo.
3. not suggest that other non-member organizations are in any way acting under the auspices of ACAS (e.g. placing non-member logos on literature of ACAS programs).

Accrediting new courses

Accrediting new courses

1. A member college wanting a new course to be accredited must first discuss the proposal with ACAS.
2. Subject to a satisfactory discussion outcome, the member college shall then apply to ACAS in writing using the prescribed form. The form shall contain:
1. Identification of the member college
2. A statement that the application is pursuant to the terms of the ACAS General Policies Handbook
3. The proposed course:
1. Its purpose and target population
2. An outline of units
3. Demonstration that the member college has a sustainable number of prospective students for the proposed course
4. Agreement to the policies below.
5. Signature of an authorized representative of the member college.
3. The member college agrees that it:
1. will comply with accreditation requirements at the time
2. will cooperate with other ACAS member colleges wanting to develop similar or related courses
3. will offer the program if and when accredited
4. accepts that the level of qualification and/or the contents of the course may eventually be changed during the program development process
5. accepts that ACAS cannot guarantee that the accreditor will accredit the program.
6. Agrees to pay all accreditation fees.
7. The ACAS Executive Committee will either accept or reject this proposal or accept it with specified conditions.
8. ACAS will submit the accreditation submission when it is complete.
9. The member college may do as much of the proposal development as it wishes.
10. The accreditation submission shall be submitted in ACAS's name.
11. The member college will pay the Centre for work done on the accreditation proposal at the normal consultancy rate for member colleges.
4. The ACAS Executive Committee may:
1. approve the proposal as is
2. negotiate any necessary changes prior to approval, or
3. reject the proposal, stating the reasons for doing so.
5. Subject to approval by ACAS the member college will:
1. conduct all industry consultations necessary for accreditation
2. draft all materials required for submission
3. submit soft copies of the final drafts
6. ACAS will:
1. provide any such advice and training as is necessary
2. approve the final draft
3. submit the final draft to the accreditor
4. conduct all necessary liaison with the accreditor
5. hold the original of the accreditation certificate
6. provide the member college a copy of the accreditation certificate

Programs run by the Centre

Programs run by the Centre

1. In consultation with the Chairperson, the Principal may authorize other parties to run programs directly under the Centre. They may be either individuals or organizations with inadequate numbers of students to become member colleges.
2. Those programs will not have the rights of member colleges.
3. The conditions of the authorization shall be set down in writing at the time in a formal letter.
4. If course fees differ from the advertised rate (e.g., due to market conditions), the fees shall be stated in the letter of authorization.
5. The authorized person or organization shall:
1. be subject to all other ACAS policies and procedures
2. collect fees from students
3. forward 10% of all collected fees to ACAS.

Licensing accredited qualifications to other RTOs

Licensing accredited qualifications to other RTOs

1. Only the Principal may conduct the licensing of accredited qualifications to other Registered Training Organisations.
2. ACAS will
1. clarify the nature of the prospective licensee's Registered Training Organisation, usually by interview or correspondence with CEO
2. informs the prospective licensee all relevant details
3. identify nature, purpose and activities
4. identify key administrative personnel and organizational structure
5. identify prospective member college's needs
1. kinds of training needs
2. current and/or prospective students
3. relevant qualification levels
4. needs for adaptation to specific situations (contextualization)
3. ACAS will:
1. verify its own bona fides as an RTO if necessary
2. determine the license type that brings maximum optimum income to ACAS according to the schedule of fees at the time.
4. If the standard ACAS license agreement is to be used with the maximum optimum income income to ACAS, the ACAS Principal (or a person whom he/she authorizes) may sign the licensing agreement on behalf of ACAS.
5. If the standard ACAS license agreement must be modified in any way (e.g. different fee structure, moderation/ validation of assessment, use of training and or assessment materials), the policy is as follows:
1. The matter shall be referred to the Executive Committee, by circulation if necessary.
2. The Executive Committee:
1. may approve any variations to the contract and
2. may approve the signing of the license agreement and
3. shall inform the Board at the next following Board meeting.