ACAS course procedure

This version: 2019, rev. 2020

Purpose

This procedure outlines the steps involved to authorize the enrolment of students in ACAS qualifications in an ACAS qualification.

• Its purpose is to maintain compliance with some organization protocols (e.g. outstanding debts) and with the SRTO.
• It is almost the same whether the qualification is offered by the Centre or by another site.
• It is under continual review.

N.B. The proposed new audit procedure will simplify many of these requirements.

Trainers/assessors

1. All trainers/assessors must fill in/update the staff form (Approval to deliver) and provide copies of required credentials, unless recently done in an audit. E.g.
   1. CV
   2. Testamurs/transcripts of qualifications
   3. Evidence of 1) current industry skills and 2) training and assessment skills kept up to date
2. ACAS checks staff information.
   1. If it is correct, go to next step.
   2. If possible/necessary, verify qualifications/credentials.

Training and assessment strategy

1. If the program/site does not have a current Training and Assessment Strategy specifically for the version of the course it offers, the program/site administrator fills it in or updates it. It proposes course training and assessment and provides various compliance information for that particular program. The approval of a Training and Assessment Strategy indicates that the proposed program has been approved as meeting the requirements that it addresses.

Checking procedure

1. Does that site have outstanding debts to ACAS Centre?
   1. If no, don’t approve until debts are paid.
   2. If yes, continue to next step.
2. Is the agreement current with that particular site?
   1. If no, is a new agreement necessary? If so, don’t approve until a new agreement is completed.
3. Was the program/site audited in the last 12 months for this qualification?
   1. If no, is a new audit necessary? If so, don’t approve until a new audit is completed.
   2. If yes, have all non-compliances been fixed? If not fixed, don’t approve until all non-compliances have been fixed.
4. If the program/site was audited in the last 12 months for this qualification, and compliant:
   1. Are all instructor-assessor records up to date?
   2. Are all training and assessment resources up to date?
   3. If applicable, are lists of required equipment up to date and verified?
   4. What new publicity literature has been issued? Has it been checked?
5. ACAS checks whether the information on the TAS form and its enclosures meets relevant standards. (E.g. packaging, current scope and version of qualification, industry consultation, SRTO requirements, sufficient trainers/assessors).
6. Compare the skills of instructors/assessors with the units to be taught/assessed. Is everything covered?
7. Are trainers and assessors sufficient? The criteria for sufficient trainers are as follows:
   1. Past experience in that program as an indicator
   2. The anticipated number of students
   3. The schedule
   4. Whether personnel will be doing both training and assessment, or whether different people are needed for both functions
   5. Whether personnel are qualified to teach and assess all proposed units
   6. The known risk of specific personnel becoming unavailable
   7. Number of assistants with skillsets
   8. Risk relating to only one qualified trainer/assessor (e.g. government schools always employ a qualified replacement)
8. If the TAS and its enclosures do not meet relevant standards, get the person who wrote it to make corrections and resubmit it.
9. If approved, go to next step.
10. The database manager sets up the course database.
11. Do students need Austudy?
    1. If yes, check that ACAS has applied for it for the current year.
12. ACAS responds to staff:
    1. It issues the each program/site administrator a set of unique student enrollment numbers.
    2. It issues staff passwords if needed.
13. Put relevant information on the website.

Note: Some items are audited separately: e.g. Information and websites.

 

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