Goulburn Ovens
Institute of TAFE
Procedure no. E2-P1b
Title: Training and Assessment Procedure – 2. Select and Enrol
Quality of Education Committee approved: 20/08/2013
Reviewed: 17/12/2013, 22/09/2014, 23/10/2014, 23/01/2015, 6/02/2015, 22/06/2015
Responsible Officer: Manager Educational Development
Authorising Officer: General Manager Education
Review: Biennial (22nd June 2016)
(Copy on Web Site)
Disclaimer: Printed hard copies of this document are uncontrolled. For the current version, please refer to the Intranet site.
TRAINING AND ASSESSMENT PROCEDURE –
2. SELECT AND ENROL
1.
PURPOSE
To describe the processes, responsible officers and relevant documentation required
to plan for high quality education, training and assessment services at Goulburn Ovens
Institute of TAFE (GOTAFE).
2.
SCOPE
This procedure:





3.
applies to all courses listed on the GOTAFE Scope of Registration
complies with all aspects of the Australian Skills Quality Authority
is informed by the GOTAFE Training and Assessment Policy [E2]
outlines the select and enrol phases of the entire Training and Assessment
process
has been developed in accordance with the continuous improvement cycle
Continuous Improvement Procedure [Q1-P70].
DEFINITIONS
Please refer to Glossary in the GOTAFE Training and Assessment Policy [E2].
4.
PROCEDURE
SELECT AND ENROL LEARNERS
Step
Responsibility
Required documentation
Note: The following procedure is for non- Apprentice, Trainee, VCAL or VCE candidates.
For Apprentices and Trainees, please refer to Steps 16 to 24 under “For Apprentices and
Trainees”, and
For VCAL candidates, please refer to Steps 25 to 31 under “For VCAL”.
1.
Refer to the TAS to
determine the
selection criteria.
Commercial
Manager
Course
Coordinator/TLO
Training and Assessment Strategy [TAS]
Course information form [FLA-49]
Disability Action Plan [ODSS-09]
Access and Equity Policy [E24]
Note: The Course Coordinator/TLO determines the course selection criteria eg. Language, literacy and
numeracy requirements; computer skills; First Aid certificate; National Police check; Working with Children
check; physical requirements.
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1
Procedure no. E2-P1b
Training and Assessment Procedure – 2. Select and Enrol
SELECT AND ENROL LEARNERS
Step
Responsibility
Required documentation
Conduct
2
course
information sessions
(optional) or provide
information/enrolment
pack on enquiry.
Course
Coordinator/TLO
Trainer and
Assessor
Enrolment Centres
Course information form [FLA-49]
Providing course information to clients
[SOI_06]
2.
Relevant information/enrolment pack
including the Application and course
selection form [FDUR-01]
Note: First contact with potential clients may be via the website, in person, by email, phone, or at a course
information session.
3.
4.
Interview
4
potential
clients to establish:

suitability of the
course

any learner needs
e.g. LLN support,
disability support

whether Skills
Recognition is
indicated.
Select learners
according to the
selection criteria.
Course
Coordinator/TLO
Trainer and
Assessor
Application and course selection form
[FDUR-01]
Access and Equity flowchart (Learning
Disability/Difficulty)
Course
Coordinator/TLO
Trainer and
Assessor
Course information form [FLA-49]
Note: Set up support or appointments as required, refer to steps 5, 6, and 7.
5.
If required undertake
learning support
evaluation for
language, literacy and
numeracy (LLN).
Learning Support
Unit (LSU) and
Multicultural
Education staff or
qualified delegates
Course Core Skills Profile for Adults [LLN]
Pre-training assessment (Multicultural only)
Note: After the results of the LLN assessment are recorded:


the learner could be offered support with the LSU
the LSU or Multicultural Education staff might offer suggestions to the trainer on in-class support.
6.
1
If there
is a disability
disclosed during the
interview, refer to the
Disability Liaison
Coordinator.
Course
Coordinator/TLO
Trainer and
Assessor
Student Access and Equity Policy
(Disability) [E20]
Disabilities Policy [E8]
Disabilities Procedure [E8-P29]
Reasonable Adjustment Plan (RAP) 20142017 [ODSS-14]
Disability Liaison Service Guidelines for
Students [ODSS-03]
7.
If indicated undertake
advanced standing
credit transfer or
recognition of prior
learning (RPL)
assessment.
Course
Coordinator/TLO
Trainer and
Assessor
Skills Recognition Kit [SRK]
Advanced Standing Credit Transfer and RPL
application form [FSA-100]
SOI_28 How to Create an Advanced
Standing Application and Record an
Outcome
Note 1: GOTAFE Managers are not permitted to conduct Recognition of Prior Learning (RPL) assessment for
their own staff for any qualifications or units of competency.
The Manager must either:
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2
Procedure no. E2-P1b
Training and Assessment Procedure – 2. Select and Enrol
SELECT AND ENROL LEARNERS
Step

Responsibility
Required documentation
use other Institute staff:
a. with the relevant vocational and training and assessment competencies to conduct the Skills
Recognition process, as well as
b. an EDS staff member (arranged via EDS Manager), or
 have the staff member complete their Recognition of Prior Learning (RPL) at another RTO.
Note 2: Use Advanced Standing Credit transfer and RPL application form [FSA-100].
Note 3: Unit planning documents are not required for Credit Transfer of units that are not listed in the TAS, but
which meet qualification packaging rules.
8.
Start student file.
Course
Coordinator/TLO
Trainer and
Assessor
Student file
9.
Notify in writing
successful and
unsuccessful
applicants.
Course
Coordinator/TLO
Currently manually completed
10.
Inform
7
successful
applicants of the
enrolment process
prior to the
commencement of
the course.
Course
Coordinator/TLO
Admissions Procedure [E10-P31]
11.
Provide
9
the applicant
with a study plan to
sign.
Enrolment Centres
Course
Coordinator/TLO
Trainer and
Assessor
Student Study Plan Agreement [EN-25c]
12.
Enrol
1 learners.
Course
Coordinator/TLO
Client Services
Officer
Enrolment form [FSA-21]
Fees and Charges Procedure [PRSA-158]
Fees and Charges Schedule [ODSA-01]
Enrolment and Fee Payment Procedure [E3P24]
Note: Enrolment might occur in person by the applicant at Enrolment Centres or by the relevant teaching
team. Once enrolment is complete an invoice is produced.
13.
For
1 learners who
change their initial
enrolment, complete
a Request to add
additional units form.
Commercial
Manager
Trainer and
Assessor
Request to add additional units form [FSA81]
14.
Produce an updated
study plan to be
signed by all parties
Trainer and
Assessor
Client Services
Officers
Student/Guardian
Student Study Plan Agreement [EN-25c]
15.
Add all student
documentation to
student file.
Course
Coordinator/TLO
Trainer and
Assessor
Student records management procedure
[PRSA-175]
Student file
ENROLMENT FOR LEARNERS OTHER THAN APPRENTICES, TRAINEES AND VCAL STUDENTS IS
COMPLETE.
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3
Training and Assessment Procedure – 2. Select and Enrol
Procedure no. E2-P1b
SELECT AND ENROL LEARNERS
Step
Responsibility
Required documentation
For Apprentices and Trainees
Note: Refer to the Apprentice Enrolment Flowchart for information about the selection and preenrolment procedure for Apprentices and Trainees.
16.
Receive notification of
referrals from the
Australian
Apprenticeship Centre
(AAC).
Commercial
Manager
Course
Coordinator/TLO
Australian
Apprenticeship
Relationship
Manager
Apprentice Enrolment Flowchart
17.
Allocate
1
staff to
apprentice or trainee.
Commercial
Manager
Trainer and
Assessor
18.
Receive enrolment
and induction
resources from
Enrolment Centre.
Trainer and
Assessor
Client Services
Officer
Enrolment form [FSA-21]
Training Plan (VIC TAFE) [EN-15]
NSW Apprenticeship/Traineeship - Training
Plan
Apprentice -Trainee Induction Pack Checklist
[FSA-72]
Apprentice or Trainee Induction Packs [SOI_9]
19.
Conduct
1
Trainee and
Apprentice induction.
Trainer and
Assessor
Induction booklet – Apprentices and
workplace based students brochure
Apprentice-Trainee file checklist [FSA-71]
Apprentice-Trainee induction pack checklist
[FSA-72]
20.
If indicated
undertake learning
support evaluation for
language, literacy and
numeracy (LLN).
Learning Support
Unit (LSU) staff or
qualified delegates
Course Core Skills Profile for Adults [LLN]
Application and course selection form
(Apprentices/Trainees) [FDUR-02]
Note: After the results of the LLN assessment are recorded:
 the student could be offered support with the LSU
 the LSU might offer suggestions to the trainer on in-class support.
21.
1
If there
is a disability
disclosed during the
interview, refer to the
Disability Liaison
Coordinator.
Course
Coordinator/TLO
Trainer and
Assessor
Student Access and Equity Policy
(Disability) [E20]
Disabilities Policy [E8]
Disabilities Procedure [E8-P29]
Disability Action Plan 2010 – 2013
[ODSS-09]
Disability Liaison Service Guidelines for
students [ODSS-03]
22.
Negotiate
1
and
develop
Apprentice/Trainee
training plan with
employer and
trainee/apprentice.
Trainer and
Assessor
Employer
Trainee/Apprentice
Training plan (VIC TAFE) [EN-15]
NSW Apprenticeship/Traineeship – Training
Plan
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4
Procedure no. E2-P1b
Training and Assessment Procedure – 2. Select and Enrol
SELECT AND ENROL LEARNERS
Step
Responsibility
Required documentation
Note: Where an apprentice/trainee is under the age of 18, parent/guardian signatures are required. If they are
undertaking their training as a school-based apprentice GOTAFE also requires the school’s signature.
23.
Enrol
2
Apprentices/Trainees
in accordance with the
Australian
Apprenticeship
Enrolment process
prior to the
commencement of
the course.
Commercial
Manager
Trainer and
Assessor
Enrolment form [FSA-21]
Training Plan (VIC TAFE) [EN-15]
NSW Apprenticeship/Traineeship - Training
Plan
Enrolment and Fee Payment Procedure [E3P24]
24.
Add all
apprentice/trainee
documentation to
student file.
Course
Coordinator/TLO
Trainer and
Assessor
Student records management procedure
[PRSA-175]
Student file
Note: Monitor trainee and apprentice referrals, commencements and overdue commencements to ensure timely
completion of enrolment.
ENROLMENT FOR APPRENTICES AND TRAINEES IS COMPLETE.
For VCAL APPLICANTS
Refer to steps 10 – 15
25.
Complete all
GOTAFE
requirements as per
steps 10- 15
Commercial
Manager
26.
Meet
2 with Principals of
secondary schools to
discuss selection of
VCAL applicants.
Commercial
Manager
27.
Ensure
2
procedures
are in place to identify
students who require
special provision, in
accordance with VCAA
requirements.
Commercial
Manager
28.
Develop
documentation to
inform staff and
students about VCAA
requirements and
qualification
requirements.
Commercial
Manager
29.
Implement policies
and procedures for
workplace learning
arrangements
consistent with VCAA
and GOTAFE
procedures.
Commercial
Manager
Course
Coordinator/TLO
VCE and VCAL Administrative Handbook
Practical Placement Procedure [E14-P34]
30.
Distribute VCAA
enrolment forms to
learners and return to
the Registrar when
completed.
Commercial
Manager
Course
Coordinator/TLO
VCE and VCAL Administrative Handbook
VCAA enrolment form (hard copy)
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Procedure no. E2-P1b
Training and Assessment Procedure – 2. Select and Enrol
SELECT AND ENROL LEARNERS
31.
Step
Responsibility
Required documentation
Add all student
documentation to
Student file.
Course
Coordinator/TLO
Trainer and
Assessor
Student records management procedure
[PRSA-175]
Student file
ENROLMENT FOR VCAL LEARNERS IS COMPLETE.
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6