• Section 1 - Summary
• Section 2 - HESF/ASQA/ESOS ALIGNMENT
• Section 3 - Scope
• Section 4 - Definitions
• Section 5 - Policy Statement
• Section 6 - Procedures
• Part A - Summary of Roles and Responsibilities
• Part B - Procedures
• Section 7 - Guidelines

Section 1 - Summary

(1) This Procedure outlines the responsibility for, and processes involved in, engaging third parties to deliver and/or assess vocational education and training (VET) qualifications on behalf of Victoria University, (VU) Polytechnic. The Procedure addresses the 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) VET Funding Contract.

Section 2 - HESF/ASQA/ESOS ALIGNMENT

(2) Standards for Registered Training Organisations (RTOs) 2015 (Cth): Standards 2, 4, 5 and 6.

Section 3 - Scope

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

Section 4 - Definitions

(4) Nil

Section 5 - Policy Statement

(5) See Third Party Arrangements Policy.

Section 6 - Procedures

Part A - Summary of Roles and Responsibilities

Part B - Procedures

(6) Victoria University 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 in writing (Business Case and Costing tool) to the Deputy Vice-Chancellor, Vocational Education.

(7) A due diligence review of the proposed partnership is undertaken by the Manager or Centre Director and reported to the Senior Leadership Team. Legal Services are consulted as part of the due diligence review and probity check.  The VU Legal Due Diligence Checklist is to be used as a guide to this process and decision making, not as an exclusive indicator.

For projects whose projected revenue is up to $500,000, due diligence checks to be completed within 5 working days. For projects with projected revenue of $500,000 or above, due diligence checks to be completed within 10 working days of the request.

The Deputy Vice-Chancellor, Vocational Education with the Senior Leadership Team, will assess the recommendations (Business Case, Costing Tool, due diligence evidence) to engage with a third party for the delivery and/or assessment of education and training services in line with the relevant regulatory requirements.

(8) The Deputy Vice-Chancellor, Vocational Education to notify regulatory bodies - ASQA and VRQA - in writing of all new third-party arrangements and seek prior approval from the Victorian Department of Education and Training (DET) 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 made within 30 days of program commencement.
2. To obtain prior written approval to proceed from the Victorian Department of Education and Training for subcontracting of training and assessment by a third party in compliance with Clause 6 of the VET Funding Contract.

(9) The Deputy Vice-Chancellor, Vocational Education to notify DET of Brokering Services entered into within 30 days of entering into any arrangement.

(10) The Pro Vice-Chancellor, Vocational Education and Pathways will ensure that any changes to obligations and reporting requirements by regulatory bodies are reflected in the Agreement or Responsibilities Matrix.

(11) The VU Polytechnic Directors will liaise with VU International senior officers about all international delivery contract execution and management matters.

(12) Before finalisation of the Agreement, the VU Polytechnic Manager will liaise with the relevant partner Project Manager and complete the Victoria University 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, VU Polytechnic Managers will finalise costing/pricing for the project taking into consideration the responsibilities allocated to the Polytechnic and use of Polytechnic copyrighted documentation and templates for the program. Directors will manage the contract execution process.

(14) VU Polytechnic Directors will liaise with the relevant Contract Manager to provide direct contact with third parties and monitor activities in line with the 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 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., about third-party arrangements.

(18) The Contract Manager will ensure relevant training to third-party staff 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) The 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, VRQA and DET; complying with the Education Services for Overseas Students Act 2000, meeting the requirements for CRICOS registration, 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 Polytechnic Directors and Contract Manager are responsible for the ongoing monitoring of contract and associated reporting requirements. In particular:

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

Section 7 - Guidelines

(22) Nil