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Courses Lifecycle - Award Course Approval (VET) Procedure

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Section 1 - Summary

(1) This Procedure:

  1. provides direction regarding the process to be followed in adding a Vocational Education and Training (VET) Award Course to Victoria University's course offering;
  2. details the endorsement and approval steps to be undertaken for new and replacement VET Award Courses and;
  3. details the outcome of the VET Award Course approval process by confirming the VET Award Course has been added to the Register of Awards.
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Section 2 -  TEQSA/ASQA/ESOS Alignment

(2) Standards for RTOs: Standard 1; 2; Schedule 4.

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Section 3 - Scope

(3) This Procedure applies to: 

  1. all new and replacement VET Award Courses offered by Victoria University.

(4) This Procedure does not apply to:

  1. VET Non-Award Courses and;
  2. any Higher Education (HE) Courses.
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Section 4 - Definitions

(5) Accredited Courses

(6) ASQA (Australian Skills Quality Authority)

(7) Award Course

(8) Scope of Registration

(9) Training Packages

(10) Victorian Purchasing Guide (VPG)

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Section 5 - Policy/Regulation

(11) See Courses Lifecycle Policy

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Section 6 - Procedures

Part A - Summary of Roles and Responsibilities

Roles Responsibilities
Governance Works collaboratively with Academic Quality and Standards (AQS), VET Quality and Compliance and the delivery areas in Victoria University Polytechnic to assist in the:
- development of internal course approval processes and documentation; 
- alignment with regulatory requirements.
 
Support delivery areas in the development of internal course approval documentation.

Completes and submits Scope of Registration documentation as required by ASQA and for CRICOS registration.

Monitors and communicates to the teaching areas on the status of course and unit of competency transition and teach out details.

Builds the course level details in the Course Approvals Management System (CAMS).

Coordinates and provides executive support to the Courses Advisory Committee (CAC).

Provides broad communication to the key service areas on status of courses.
Coordinator Industry Strategy and Planning Maintenance of the Business Case Template and Course Costing Tool

Reviews and recommends course costing.
Quality and Compliance Quality and Compliance provides support to the VET delivery Managers to ensure that all regulatory and compliance requirements are adhered to in the development of Training and Assessment Strategies for the new courses.
Delivery Area Manager
Works collaboratively with VET Governance to prepare course approval documentation.
Works collaboratively with VET Quality and Compliance to develop and endorse the Training and Assessment Strategy.
Deans Reviews and approves:
- initial intent using the Recommendation to deliver a training product application (new courses only);
- Business case and course costing.
Finance Business Partner Reviews and approved accuracy of information provided including checking cost centre codes.
Victoria University Polytechnic Senior Leadership Group Reviews and approves each Business Case for Adding a Training Product.
Deputy Vice-Chancellor, Vocational Education Reviews and approves:
- Scope of Registration submissions.
- VET Award course to be tabled/noted at the University Courses Committee.
- VET New/Amendment Declaration.
- Costings where relevant.
Director, Academic Quality and Standards Reviews and endorses for approval the VET New/Amendment Declaration.
Academic Quality and Standards Work collaboratively with VET Governance to meet internal regulatory requirements as well as obtain Vice-Chancellor approval in order to move VET Award Course to final version.
Vice-Chancellor Provides approval to move VET Award Course to final version and to add VET Award Course to the Register of Awards.
VET Course Advisory Committee Monitors and makes recommendations to the University Courses Committee regarding VET courses in accordance with university legislation and policies, internal and external quality indicators and external regulatory requirements.
University Courses Committee Monitors, reports to and advises the Academic Board on the quality and standards of courses in accordance with University legislation and policies on courses against internal and external quality indicators; advising on related policies and monitoring their implementation.

Part B - Overview

(12) Victoria University offers a wide range of VET Award Courses across many disciplines and fields.

(13) VET Award Courses are based on nationally endorsed training packages and accredited courses, Victoria University delivers these courses according to the requirements specified in the relevant training package or accredited curricula.

Part C - Notification of Intention to Offer a VET Award Course

(14) New Award course:

  1. Delivery Area Manager notifies VET Governance of their intention to offer a New VET Award course.

(15) Replacement Award course:

  1. When notification is received via the National Register of VET that a particular training product has been replaced, the Manager of the teaching area must determine if the replacement course will be offered.
  2. Delivery Area Manager to provide intention to offer superseding award course to VET Governance within 1 week of notification on the National Register.
  3. Formal communication with currently enrolled students to occur informing students of the training product being replaced and the relevant transition period within 3 weeks of intention to offer VET Award course being submitted to VET Governance.

(16) Delivery area to complete the Training and Assessment Strategy ensuring quality and compliance check and approval prior:

  1. to the training product being added to scope of registration if application to ASQA to be made.
  2. to internal course approval if application to ASQA not required.

Part D - Business Case

(17) Delivery Area Manager to prepare the following documentation within 3 weeks of notification of intention to offer a VET Award Course being submitted to VET Governance or if relevant, 3 weeks from when the Victorian Purchasing Guide (VPG)/VET Accredited Curriculum is released:

  1. Business Case for Adding a Training Product
  2. Course costing for New and Replacement training products.

(18) Business Cases for Adding a Training Product are approved at the Victoria University Polytechnic Senior Leadership meeting.

(19) Course Costings are reviewed, recommended and approved by the relevant Dean, Coordinator Industry Strategy and Planning, Finance Business Partner and Deputy Vice-Chancellor, Vocational Education where relevant.

(20) If the Business Case for Adding a Training Product and Course Costing are approved, they are forwarded to VET Governance.

(21) If the Business Case for Adding a Training Product and Course Costing are not approved, Business Case and Course Costing to be reviewed and reconsidered for approval, otherwise the process stops at this point.

Part E - Course Approval New VET Award Courses

(22) If the Business Case for Adding a Training Product and Course Costing are approved, the Delivery Area Manager must prepare the relevant course approval documentation within 3 weeks of this approval being received and forward to VET Governance.

(23) The VET Course Advisory Committee meets and reviews submissions for new VET Award course approval and makes recommendations.

(24) Governance prepares the ASQA Scope of Registration submission (where applicable), which is approved by the Deputy Vice-Chancellor, Vocational Education.

(25) Deputy Vice-Chancellor, Vocational Education approves VET Award course to be tabled at the University Courses Committee.

(26) Governance Officer prepares the report and supporting evidence to the University Courses Committee.

(27) University Courses Committee meets and reviews submissions for new VET Award course approval and makes recommendations.

(28) Governance Officer prepares the VET New/Amendment Declaration for approval.

(29) VET New/Amendment Declaration is checked by Governance to ensure the VET Award Course is appearing on Victoria University’s Scope of Registration.

(30) VET New/Amendment Declaration is endorsed for approval by the Director, Academic Quality and Standards and Deputy Vice-Chancellor, Vocational Education.

(31) Governance forwards approved VET New/Amendment Declaration to Academic Quality and Standards (AQS) requesting VET Award Course be final versioned in the Course Approvals and Management System (CAMS).

(32) AQS obtains Vice-Chancellor approval and moves VET Award Course to final version in CAMS.

(33) Award course is placed on Register of Awards.

Part F - Course Approval Replacement VET Award Courses

(34) If the Business Case for Adding a Training Product and Course Costing/Training Product Costing Exemption are approved, the Delivery Area Manager must prepare the relevant course approval documentation within 3 weeks of this approval being received and forward to VET Governance.

(35) The VET Course Advisory Committee meets and reviews submissions for new VET Award course approval and makes recommendations.

(36) If relevant, Governance prepares the ASQA Scope of Registration submission, which is approved by the Deputy Vice-Chancellor, Vocational Education.

(37) Deputy Vice-Chancellor, Vocational Education approves VET Award course to be noted at the University Courses Committee.

(38) Governance Officer prepares the report and supporting evidence to the University Courses Committee.

(39) Governance Officer prepares the VET New/Amendment Declaration for approval.

(40) VET New/Amendment Declaration is checked by Governance to ensure the VET Award Course has been added to our Scope of Registration.

(41) VET New/Amendment Declaration is endorsed for approval by the Director, Academic Quality and Standards and Deputy Vice-Chancellor, Vocational Education.

(42) Governance forwards approved VET New/Amendment Declaration to Academic Quality and Standards (AQS) requesting VET Award Course be final versioned in CAMS.

(43) AQS obtains Vice-Chancellor approval and moves VET Award Course to final version in CAMS.

(44) Award course is placed on Register of Awards.

(45) Replacement VET Award Course is noted at the University Courses Committee.

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Section 7 - Supporting Documents and Information

(46) Click here to view these references -

  1. Transition Formal Communication with Students
  2. Transition Formal Communication with Employers
  3. Transition – Individualised transition plan
  4. Add a VET Award Course (New)
  5. Add a VET Award Course (Replacement)

Forms

(47) Click here to view these references -

  1. Recommendation to delivery a training product
  2. Business Case for Adding a Training Product
  3. Course Costing