Australian Apprenticeship Support Network
(Network Provider)
Supervision webinar transcript
Slide 1
Welcome to today’s webinar on the role of the Australian Apprenticeship Support Network Providers in
relation to supervision.
The aim of today is to equip you with knowledge and understanding of your role in regards to supervision
and provide you with valuable tips.
This webinar and associated material and links will be available to be used as a reference and/or training
source.
There will be opportunities to ask questions through the session.
Today’s session will be recorded.
Slide 2
Broadly speaking, the Network Provider assists parties to navigate the apprenticeship/traineeship
system.
In relation to supervision, the Network Provider specifically:
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provides “information” to the employer, so the employer understands their supervision
obligations under the Further Education and Training Act 2014 and Section 3 of the Further
Education and Training Regulation 2014 to enable the employer to make an informed
decision about the supervision they must provide, and
to select the most appropriate qualification for the outcome they, the employer, is looking for.
Today we will be looking at what information the Network Provider provides to the employer.
Slide 3
Making a determination the employer is meeting their obligations regarding the provision of adequate
supervision, happens at various times over the life of an apprenticeship/traineeship.
Specifically:
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at sign-up and permanent transfer – where the Network Provider conducts an induction
identifying issues through the Network Provider’s monitoring role
the department may identify through monitoring
if a complaint is received
if the Network Provider, the department or supervising registered training organisation
(SRTO) becomes aware of a change of circumstance, e.g. change of business ownership,
tradesperson resigns, temporary transfer which was negotiated as part of the Employer
Resource Assessment (ERA) etc, and
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the SRTO determines supervision as part of developing the training plan and conducting the
ERA, which is completed within three months of the start or at transfer of the
apprenticeship/traineeship.
Slide 4
To enable the employer to make an informed decision about the supervision, the employer must
understand the meaning of ‘qualified’.
The Declaration of apprenticeships and traineeships - Policy (table 16) provides the full definition of a
qualified person for apprenticeships and traineeships.
Today we will discuss two common questions. The first - What is documented evidence?
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Documented evidence is an official document giving information about a qualification and
associated record of results or a statement of attainment as recognised under the Australian
Qualifications Framework.
This document is proof that the supervisor has achieved all the competencies to supervise the
apprentice’s/trainee's training under the training plan. It does not matter if the qualification was
achieved through RPL or training pathway. A supervisor MUST have documented evidence if
supervising an apprentice. There is no exception.
A question that may be asked is: Can a person supervise if they hold a higher qualification than the one
being undertaken by the apprentice/trainee?
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Competencies in a higher qualification don’t always map across to a lower qualification. For
example, if signing up apprentice in Certificate III Electrician – and the supervisor holds
Certificate IV in Electrotechnology, these may not map across.
The onus is on the employer to understand the requirements. The employer can refer to the
training package to check, and if the employer remains uncertain, they can ask the registered
training organisation for verification.
Slide 5
The second question - How is demonstrated competence proved and what is required to provide the
proof?
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Demonstrating competence is ONLY for traineeships. Proving competence can be done in a
variety of ways, which does not necessarily involve having to undertake a recognition of prior
learning process. For example, if the Network Provider was signing up a trainee in an office
qualification at a mechanical workshop, and the owner of the business has been running the
business, both mechanical and the completing of all the office functions by himself for a number
of years, the owner could provide proof through his accountant, business records, or have a
competency conversation with the Network Provider. As the onus is on the employer, the
employer may refer to the training package; however, if unsure the employer may ask the
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registered training organisation for verification.
Slide 6
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We have discussed and understand ‘qualified’. We can discuss the employer selecting an
appropriate qualification.
Queensland Training Information Service (QTIS) outlines a Job Summary, as well as listing other
requirements, including supervision.
QTIS is a valuable source of information for the employer to select the most appropriate
qualification for the outcome they are looking for.
At induction, it is important for the Network Provider to ensure the employer understand their
obligations under the qualification because there are occasions when a third party has ‘marketed’
a particular qualification to the employer, which sometimes is not the outcome the employer is
looking for.
We will now discuss a specific case about selecting the most appropriate qualification.
Slide 7
Case study
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For 17 years James has owned a landscaping business.
James has no formal qualifications.
James was marketed the Certificate III Parks and Gardens apprenticeship by a registered
training organisation.
James is seeking is to have his son undertake some formal training as this seems to be what
‘people are asking for nowadays’, in order to ‘take over’ the business.
At sign-up it appears that James may not have been informed about the supervision
requirements, because it is a father and son business and there is no other supervisor for the
apprenticeship.
James is not interested in going through an RPL process or assessment as he is getting
ready to retire.
Slide 8
Discussion and feedback provided by participants:
1. Can’t proceed as is as there is no supervisor and it is an apprenticeship.
2. Look at options and guide to a more appropriate training pathway.
In this case:
 The training contract was registered, however, on review, once education on the
apprenticeship system versus obtaining the qualification under Certificate 3 Guarantee was
provided, both James and his son felt that the apprenticeship pathway was not the
appropriate pathway and looked at a direct student pathway with a pre-qualified supplier.
 This training contract resulted in a cancellation.
 The Network Provider should flag these types of issues with the department. The department
can address these types of issues with third parties who are marketing inappropriate
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qualification through other channels.
Slide 9
The difference in supervision between an apprenticeship and traineeship is that in:
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an apprenticeship the supervisor must have documented evidence, and
in a traineeship the supervisor must prove competence.
QTIS and the Declaration Policy provide an overview of the minimum requirements in regards to
supervision and should always be checked.
We will now discuss a traineeship and an apprenticeship.
Slide 10
Case Study
 The Network Provider arrives at a sign-up for Certificate III in Telecommunications.
 The sign-up is for existing workers, some appear to be office staff.
 The Network Provider has some doubts about the appropriateness of the sign-up due to the
work that may or may not be carried out by these workers, and is uncertain about who will be
the supervisor and supervision in general.
Slide 11
Discussion between participants exploring the questions the Network Provider may ask:
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What is the job role, job description and what duties do they perform on a day to day basis?
Does the supervisor have the qualification?
Are any telecommunications duties being undertaken?
Why are they seeking this qualification, have they been marketed the incorrect qualification?
Slide 12
To confirm the questions the Network Provider may ask:
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Need to ensure that the staff are engaged in the qualification they are signing up to and is
relevant to their job. So need to ask what is there job to determine relevance to their job and
workplace?
Is there existence of appropriate range of work, and if not how will the trainee be trained in
the gaps?
Does the supervisor hold documented evidence, or are they able to demonstrate their
competence in the relevant competencies they will be supervising?
Is there an alternative pathway?
Additionally, if the trainee is to be trained in the gaps identified, ask the question about how does the
SRTO and employer plan to provide the training to gain the qualification, e.g, simulated, temporary
transfer.
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Slide 13
Case study of an apprenticeship:
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The Network Provider arrives at a sign-up for Certificate III in Carpentry.
On arrival it appears by the business name the sign-up is for a company specialising in
formwork.
The sign-up is at a location that is a high rise.
The Network Provider has some doubts about the range of work a carpenter may be
exposed to on a high rise complex site.
Discussion and feedback about the actions a Network Provider may take, or questions the Network
Provider may ask:
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Ask about the range and scope of work.
Determine relevance to workplace.
Ask for supervisor qualifications.
Cannot proceed if only undertaking formwork – different to carpentry.
Slide 14
Apprenticeship specific actions/questions:
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Does the intending supervisor hold documented evidence as discussed earlier?
Is the apprentice going to be undertaking the work of a carpenter – in a high rise?
Are there appropriate tools that a carpenter would use?
Check with the employer to see if the apprentice will be constructing wall and ceiling frames,
pitching roofs, eaves, stairs, floors etc? Check Queensland Training Information Service for
more information:
o If not – you may ask how the employer plans to provide the range of work required to
achieve the qualification.
o If the employer is planning on expanding their business to add this type of work, you may
need to determine timelines when likely to happen, as it might be better to wait until
closer to that time to conduct a sign-up.
In the end – if the qualification is not appropriate, provide the employer the options that will achieve the
outcome they are looking for.
Slide 15
When completing the training contract, a question relates to the number of supervisors to
apprentice/trainees (the ratio). Answering this question is more than just writing in a number on the
training contract.
The Network Provider needs to be ‘satisfied’ the employer understands:
1. the definition of ‘qualified’ person
2. their responsibilities in providing enough adequate and appropriately qualified supervisors to
supervise the apprentices and/or trainees for the qualification being undertaken
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3. ensure they understand the difference between apprenticeships and traineeships
4. any specific qualification details
5. the qualification is appropriate for the workplace and is the outcome they are seeking.
Employer must understand the supervisor:
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is designated to train the apprentice or trainee
must be permanently engaged at the same workplace
is predominantly employed during the same working hours as the apprentice or trainee.
If the employer states he understands supervision requirements, the number the employer has provided
is inserted. If the employer has provided false information, the department can take other actions against
the employer.
To summarise, as there is no documented ratio, at point of sign-up the Network Provider can consider a
number of factors to determine if the arrangements look and feel right, including requesting additional
information and seek advice from the department.
Note: The SRTO does make the final determination on adequate supervision.
Slide 16
Yes, the Network Provider should ensure the employer understands that between the prospective
supervisors:
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they hold the necessary competencies to supervise the apprentice or trainee for the units of
competency the apprentice or trainee is required to undertake
a supervisor is available to supervise at the necessary times – e.g in a fabrication plant that
operates 24 hours, and the apprentice is on day shift, the supervisor is also on the same
shift.
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Slide 17
To answer this question, consider if an apprenticeship or traineeship.
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If an apprenticeship – YES
If a traineeship – depends on the qualification. For example, if five trainees are working at
different sites for one employer and they are undertaking Frontline Management; one
supervisor is able to supervise each of the five trainees who are working across different
sites. However, no one size fits all, each case must be determined individually.
Slide 18
Are there any specific industry arrangements for supervision?
 Yes, approved supervision arrangements exist in the Specified Community Care and
Specified Swimming Pool and Spa Industries, although not available for school-based
trainees. Refer to procedure: Adequate Training Arrangements at
www.ppr.det.qld.gov.au/training/apprentices/Pages/current-procedures.aspx
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 Additionally, the employer must understand specific supervision requirements for
electrotechnology and other licensed trades.
Slide 19
Can a sub-contractor be the supervisor?
Yes. The sub-contractor must be engaged in the same workplace as the apprentice or trainee, only if the
registered training organisation:
 documents the arrangement on the employer resource assessment
 agree to monitor the continuance of supervision by the sub-contractors
 agree to notify the department if the arrangement changes or ceases.
Slide 20
Case Study about supervision and the RPL process - Can this sign-up occur?
 Certificate III in Civil Plant Operations – RII30809 (Apprenticeship)
 No qualified supervisors
 Intending supervisor/s is undertaking an RPL process.
Discussion and feedback provided by participants:
 The employer must understand the difference between an apprenticeship and traineeship
and what a qualified person is.
 If the employer is unable to provide suitable supervisors, then no sign-up should occur.
 The registered training organisation should be engaged to put ‘prospective supervisors’
through a recognition of prior learning process first, then once they are competent in the
competencies they are required to supervise, then and only then, can the sign-up occur.
 Note: The intending supervisor only needs to hold the competencies for the competencies
they will be supervising.
Slide 21
Summary - The Network Provider can proceed with the registration of a training contract, if based on the
information provided at sign-up/induction, the employer appears to be meeting the obligations of an
employer of apprentices under the Further Education and Training (FET) Act 2014; and if all other
requirements are met.
The department has given the Network Provider the delegation to register or refuse to register the
registration. If the Network Provider has any concerns about appropriateness of the qualification being
undertaken, or the supervision arrangements, the Network Provider may:
1. seek additional information in writing as per the FET Act
2. rather than wait for the SRTO to undertake the employer resource assessment (ERA) contact the
department to seek guidance and assistance with the sign-up.
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It is beneficial to capture issues early, preferably at sign-up as signing of the contract is not always
driven by the employer and the employer may not completely understand what their obligations are when
they sign the training contract.
When the SRTO accepts their role, they are accepting to undertake completing the ERA and developing
the training plan. This occurs within three months of the start of the apprenticeship or traineeship. The
SRTO will assess the employer’s capacity to provide the supervision. If the SRTO identifies issues with
the employer’s capacity to fulfil its obligations, the SRTO is obligated to notify the department and
cancellation of the training contract may be an outcome.
Depending on the situation, there are consequences if a training contract is cancelled for false or
misleading, which may include:
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restrictions on registration and/or funds recovery from either the employer and/or Network
Provider
loss of pre-qualified supplier status and funds recovered and possible referral to Australian Skills
Quality Authority for the SRTO
imposing disciplinary actions such as a reprimand, fine, and/or declaring prohibited status for an
employer.
Slide 22
Need more help?
Contact OPRA@dete.qld.gov.au for any assistance or to provide feedback.
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