• Section 1 - Purpose / Objectives
• Section 2 - Scope / Application
• Section 3 - Definitions
• Section 4 - Policy Statement
• Section 5 - Procedures
• Part A - Roles and Responsibilities
• Part B - Procedures
• Section 6 - Guidelines
• Section 7 - References
• Section 8 - Forms

Section 1 - Purpose / Objectives

(1) This procedure outlines the responsibility for, and processes involved in, engaging third parties to deliver vocational education and training qualifications on behalf of Victoria Polytechnic. It addresses Victoria Polytechnic's responsibilities in relation to:

1. the National Vocational Education and Training Regulator (Australian Skills Quality Authority - ASQA), including the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS);
2. the Victorian Registration and Qualifications Authority (VRQA); and
3. the Victorian Department of Education and Training (DET) 2014 - 2016 Funding Contract.

Section 2 - Scope / Application

(2) This procedure is applicable across the University's TAFE operations including when establishing and managing third party arrangements for the delivery and/or assessment of Vocational Education programs in Australia and offshore.

Section 3 - Definitions

(3) Nil

Section 4 - Policy Statement

(4) Nil

Section 5 - Procedures

Part A - Roles and Responsibilities

Part B - Procedures

(5) Victoria Polytechnic Managers and/or Directors will identify business opportunities, public benefits and associated risks of working in partnership with a third party and make recommendations to the Vice President - Vocational Education, using the Partnership for Training Delivery and/or Assessment Proposal.

(6) The Vice President - Vocational Education will assess the recommendations to engage with a third party for the delivery of education and training services in line with the relevant regulatory requirements.

(7) The Vice President - Vocational Education to notify regulatory bodies - ASQA, VRQA and DET - in writing of all new third party arrangements and seek prior approval as required:

1. To notify ASQA, use the Third Party Service Notification Form which is accessed and submitted via ASQAnet/Notifications/Third Party Arrangements. Notification must be made within 30 days of program commencement.
2. To notify DET within 30 days of entering into an agreement with a subcontractor arrangement with another RTO that holds a 2014-2016 VET Funding Contract if seeking funding under the Victorian Training Guarantee (VTG) for any individual/s in the program.
3. Permission to proceed to be sought from the Victorian Department of Education and Training (DET) where the proposed third party is -
   1. an RTO that does not hold a 2014-16 VET Funding Contract; and/or
   2. an entity that is not an RTO.
      
      Application is made through the Skills Victoria Training System (SVTS). This application is only required if students undertaking learning and/or assessment with the third party are eligible to receive funding under the Victorian Training Guarantee. Application must be made prior to program commencement, and delivery and assessment activities with the third party cannot commence until DET approval has been received.

(8) The Vice President - Vocational Education to notify DET of Brokering Services entered into within 30 days of entering into any arrangement.

(9) Director responsible for Victoria Polytechnic Quality will ensure that any changes to obligations and reporting requirements by regulatory bodies are reflected in the Agreement or Responsibilities Matrix.

(10) A due diligence review of the proposed partner must be undertaken by the Senior Manager National Planning and Business Growth. For projects whose revenue is projected to be $500,000 or above, Legal Services must be consulted as part of the due diligence review and probity check.

1. For projects whose projected revenue is up to $500,000, due diligence checks will be completed within 5 working days.
2. For projects with projected revenue of $500,000 or above, due diligence checks will be completed within 20 working days of the request.

(11) Victoria Polytechnic Directors will liaise with VU International senior officers in relation to all international delivery contract execution and management matters.

(12) Prior to finalisation of the Agreement, the Victoria Polytechnic Manager will liaise with the relevant partner Project Manager and complete the Victoria Polytechnic - Quality Responsibilities Matrix; Third Party Agreements for Training and/or Assessment of Nationally Recognised Programs, clearly articulating responsibilities for each aspect of the program.

(13) After completing the matrix, Managers will finalise costing / pricing for the project taking into consideration the responsibilities allocated to Victoria Polytechnic and use of Victoria Polytechnic copyrighted documentation and templates for the program. Directors will manage the contract execution process.

(14) Victoria Polytechnic Directors will appoint a Contract Manager to provide direct contact with third parties and monitor activities in line with Victoria Polytechnic's quality system and regulatory bodies' requirements.

(15) The Contract Manager will be responsible for the oversight of the third party arrangements, including identification of potential risks and corrective actions required to manage risk, as well as ensuring regulatory bodies' requirements are met and provide regular reports to the relevant Victoria Polytechnic Director.

(16) The Contract Manager will liaise with Finance and manage the payment schedule.

(17) The Contract Manager will liaise with VU services, e.g. Marketing, Enrolments etc., in relation to third party arrangements.

(18) The Contract Manager will ensure the relevant third party staff are provided with training in relation to VU procedures, e.g. Authorised Enrolment Officer training, resulting etc., along with relevant notifications from regulatory bodies.

(19) The Contract Manager will ensure third party arrangements are published and potential/existing students are fully aware of such arrangements.

(20) Victoria Polytechnic Directors are responsible for all services delivered by third parties - both on and off shore - including: providing data; co-operating with regulatory bodies such as ASQA and DET; complying with advertising and marketing standards; informing prospective students about courses and course admissions requirements; dealing with complaints and appeals; collecting fees; and recordkeeping.

(21) The Victoria Polytechnic Directors and Contract Manager are responsible for the ongoing monitoring of contract and associated reporting requirements. In particular -

1. Set up a monitoring schedule that will include at least one audit of activity at the partner organisation each semester and at least one site visit each year.
2. Conduct systematic monitoring, taking corrective action as necessary.
3. Ensure that the partner understands and complies with the requirement to make themselves and course / staff / student documentation available at short notice to Victoria Polytechnic, DET and the national VET regulator.

Section 6 - Guidelines

(22) Nil

Section 7 - References

(23) CRICOS Registration Requirements - ASQA

(24) Standards for Registered Training Organisations (RTOs) 2015, made under the National Vocational Education and Training Regulator Act 2011

(25) User's Guide to the Standards for RTOs 2015 - ASQA

(26) 2014-2016 VET Funding Contract (Dual Sector) VTG Program

(27) Non-school Senior Secondary Education Providers: Minimum Standards for Registration - VRQA

(28) TAFE Marketing Procedure

Section 8 - Forms

(29) PO06-F01 TAFE Partnership for Training Delivery and or Assessment Proposal

(30) PO06-T01 Victoria Polytechnic Quality Responsibilities Matrix; Third Party Agreements for Training and/or Assessment of Nationally Recognised Programs Guidelines

(31) TAFE Third Party Arrangements Procedure Summary