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Courses Lifecycle - Non-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) Non-Award Course to Victoria University's course offering and;
  2. Details the endorsement and approval steps to be undertaken for new and replacement VET Non-Award Courses.
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Section 2 - Accountability

Accountable / Responsible Officer

Role
Accountable Officer Interim Deputy Provost (Students & Academic Services)
Responsible Officer Pro Vice-Chancellor, Vocational Education and Pathways
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Section 3 - Scope

(2) This Procedure applies to:

  1. All new and replacement VET Non-Award Courses offered by Victoria University (VU).

(3) This Procedure does not apply to:

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

(4) Accredited Courses

(5) Accredited Unit

(6) AQF (Australian Qualifications Framework)

(7) ASQA (Australian Skills Quality Authority).

(8) Non-Award Course

(9) Non-Accredited Course – A type of Non-Award Course that has not been through a formal accreditation process.

(10) Non-Accredited Unit – A unit that forms part of a Non-Award Course which has not been approved through a formal accreditation process.

(11) Scope of Registration

(12) Skill Set – A Skill Set is defined as single units of competency or combinations of units of competency from a nationally endorsed Training Package, which link to a licence or regulatory requirement, or a defined industry need. Training Package Skill Sets are a way of formally recognising a collection of skills and are not designed to replace qualifications.

(13) Training Packages

(14) Victorian Certificate of Applied Learning (VCAL)

(15) Victorian Certificate of Education (VCE)

(16) Victorian Purchasing Guide (VPG)

(17) Victorian Registration and Qualifications Authority (VRQA)

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Section 5 - Policy

(18) Refer to Courses Lifecycle Policy.

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Section 6 - Procedures

Part A - Roles and Responsibilities

Roles

Responsibilities
Academic Quality and Standards (AQS) Works collaboratively with VET Governance to meet internal regulatory requirements as well as obtain Vice-Chancellor approval in order to move the VET Non-Award Course to final version.
Business Manager Reviews and provides approval for each course costing and Training Product Costing Exemption application. 
Director, Academic Quality and Standards Reviews and endorses for approval the VET New/Amendment Declaration.
Governance Officer Works within VET Governance providing support to the VET delivery areas in the development of internal course approval documentation.
Senior Coordinator, Governance Works within VET Governance providing support to the Governance Officer and the VET delivery areas to ensure that all regulatory and compliance requirements are adhered to in the development of VET Non-Award courses.
University Courses Committee Responsible for monitoring, reporting and advising 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.
VET Course Advisory Committee Responsible for monitoring and making 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.
VET Delivery Area Manager Works collaboratively with VET Governance to prepare course approval documentation.

Works collaboratively with VET Quality and Compliance to develop required quality documentation.
VET Delivery Centre Director Reviews and approves:
- course costing and Training Product Costing Exemption applications; 
- course approval documentation as appropriate.
 
VET Governance Works collaboratively with Academic Quality and Standards (AQS) and the VET delivery areas in Victoria University Polytechnic to assist in the:
- development of internal course approval documentation; 
- alignment with regulatory requirements, and; 
- completion and submission of Scope of Registration documentation as required by ASQA.
Deputy Vice-Chancellor, Vocational Education and Pathways Reviews and approves:
- Scope of Registration submissions;
- VET Non-Award course to be tabled/noted at the University Courses Committee;
- VET New/Amendment Declaration.
Vice-Chancellor Provides approval to move VET Non-Award course to final version.
Victoria University Polytechnic Senior Leadership Group Reviews and approves each Business Case for Adding a Training Product.

Part B - Overview

(19) VU offers a wide range of VET Non-Award Courses across many disciplines and fields.

(20) A VET Non-Award course is a course offered and/or developed by the University for educational, personal, or professional development purposes, which does not result in issuing of a VU testamur.

(21) VET Non-Award Courses are based on:

  1. Nationally endorsed training packages and externally accredited courses. VU delivers these courses according to the requirements specified in the relevant nationally endorsed training package or externally accredited curricula; and
  2. Short courses developed by the University which address a specific skill/knowledge upgrade, professional development or leisure activity.

Part C - Categories of VET Non-Award Courses

(22) There are seven (7) distinct categories of VET Non-Award Courses that can be approved. The differences between the categories are based on decisions related to:

  1. Regulatory requirements;
  2. Whether the course is externally accredited;
  3. Government reporting requirements;
  4. Proposed funding sources, and/or
  5. Proposed course outcomes, specifically how the VET Non-Award Course will be assessed.

(23) VET Non-Award Courses may be of varying duration and may be delivered in a variety of modes.

(24) The table below summarises the seven (7) categories of VET Non-Award Courses.

Category

Code

Regulator

State Funding

State Reporting

Assessed

Course Endorsed by:
1. Single/multiple unit/s enrolment in a VET Award Course VET Award Course code ASQA Yes Yes Yes University Courses Committee
2. VCE/VCAL State code VRQA Yes Yes Yes University Courses Committee
3. Accredited short course ‘Course in ...’ National code ASQA Yes Yes Yes University Courses Committee
4. Nationally accredited skill sets National code ASQA No Yes Yes VET Course Advisory Committee
5. Non-accredited course with accredited units TNxxx ASQA No Yes Yes VET Course Advisory Committee
6. Non-accredited course with non-accredited units 
(Professional Development)
 		 TQxxx Not applicable No No Yes VET Course Advisory Committee
7. Non-accredited course with non-accredited units 
(Professional Development / Leisure / Hobby)
 		 THxxx Not applicable No No Yes

Assessment equates to attendance		 VET Course Advisory Committee

Part D - Notification of Intention to Offer a VET Non-Award Course

(25) New VET Non-Award course:

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

(26) Replacement VET Non-Award course:

  1. When notification is received via the National Register of VET or the VRQA that a particular training product has been replaced, the Delivery Area Manager of the delivery area must determine if the superseding course will be offered.
  2. Delivery Area Manager to provide intention to offer superseding VET Non-Award Course to VET Governance within one (1) week.
  3. Formal communication with currently enrolled students to occur informing students of the training product being replaced and the relevant transition period within three (3) weeks of intention to offer VET Non-Award course being received.

(27) Senior Coordinator, Governance to assign one of the seven (7) categories of VET Non-Award Courses.

(28) Delivery area to complete quality documentation. This quality documentation must be completed:

  1. Prior to the training product being added to scope of registration, if application to ASQA/VRQA is to be made; or
  2. Prior to internal course approval if application to ASQA/VRQA not necessary.

Part E - VET Non-Award Course Approval (Category 1)

(29) Refer to Courses Lifecycle - Award Course Approval (VET) Procedure.

Part F - VET Non-Award Course Approval (Category 2 and 3)

Business Case

(30) Delivery Area Manager to prepare the following documentation within three (3) weeks of notification of intention to offer a VET Non-Award Course being received or if relevant, three (3) weeks from when the Curriculum is released:

  1. Business Case for Adding a Training Product;
  2. For New and Replacement (not-equivalent) training products:
    1. Course Costing;
  3. For Replacement (equivalent) training products:
    1. Course Costing; or
    2. Training Product Costing Exemption application.

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

(32) Course Costings/Training Product Costing Exemption are approved by the relevant Delivery Centre Director and the Business Manager.

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

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

Course Approval (New VET Non-Award Course)

(35) 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 three (3) weeks of this approval being received and forward to VET Governance.

(36) The VET Course Advisory Committee meets and reviews items presented and makes recommendations in the minutes.

(37) If relevant, the Delivery Area Manager, Delivery Centre Director, VET Governance and VET Quality and Compliance prepare the VRQA application, which is approved by the Deputy Vice-Chancellor, Vocational Education and Pathways.

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

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

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

(41) University Courses Committee meets and reviews items presented and makes recommendations in the minutes.

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

(43) VET New/Amendment Declaration is checked by the Senior Coordinator, Governance to ensure VET Non-Award Course has been approved for delivery/assessment by ASQA/VRQA.

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

(45) Senior Coordinator, Governance forwards approved VET New/Amendment Declaration to AQS requesting VET Non-Award Course be final versioned in the Course Approvals and Management System (CAMS).

(46) AQS obtains Vice-Chancellor or delegate (see Courses Lifecycle Policy for relevant Vice-Chancellor delegation, if any) approval and moves VET Non-Award Course to final version in CAMS.

Course Approval (Replacement VET Non-Award Course)

(47) 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 three (3) weeks of this approval being received and forward to VET Governance.

(48) The VET Course Advisory Committee meets and reviews items presented and makes recommendations in the minutes.

(49) If relevant, the Delivery Area Manager, Delivery Centre Director, VET Governance and VET Quality and Compliance prepare the VRQA application, which is approved by the Deputy Vice-Chancellor, Vocational Education and Pathways.

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

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

(52) Governance Officer prepares the report to the University Courses Committee.

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

(54) VET New/Amendment Declaration is checked by the Senior Coordinator, Governance to ensure the VET Non-Award Course has been approved for delivery/assessment by the VRQA or ASQA.

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

(56) Senior Coordinator, Governance forwards approved VET New/Amendment Declaration to AQS requesting VET Non-Award Course be final versioned in CAMS.

(57) AQS obtains Vice-Chancellor or delegate (see Courses Lifecycle Policy for relevant Vice-Chancellor delegation, if any) approval and moves VET Non-Award Course to final version in CAMS.

(58) Replacement VET Non-Award Course is noted at the University Courses Committee.

Part G - VET Non-Award Course Approval (Category 4 to 7)

Business Case

(59) Delivery Area Manager to prepare the following documentation within one (1) week of notification of intention to deliver a VET Non-Award Course being received or if relevant, one (1) week from when the VPG/Curriculum is released.

  1. Business Case for Adding a Training Product; and
  2. Short Course Costing.

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

(61) Short Course Costings are approved by the Delivery Centre Director.

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

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

Course Approval

(64) If the Business Case for Adding a Training Product and Short Course Costing are approved, the Delivery Area Manager must prepare the relevant course approval documentation within one (1) week of this approval being received and forward to VET Governance.

(65) The VET Course Advisory Committee meets and reviews items presented and makes recommendations in the minutes.

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

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

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

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

(70) VET New/Amendment Declaration is checked by the Senior Coordinator, Governance to ensure the VET Non-Award Course has been approved for delivery/assessment by the ASQA (if relevant).

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

(72) Senior Coordinator, Governance forwards approved VET New/Amendment Declaration to AQS requesting VET Non-Award Course be final versioned in CAMS.

(73) AQS obtains Vice-Chancellor or delegate (see Courses Lifecycle Policy for relevant Vice-Chancellor delegation, if any) approval and moves VET Non-Award Course to final version in CAMS.

(74) University Courses Committee meets and reviews items presented and makes recommendations in the minutes.

(75) VET Non-Award Course is noted at the University Courses Committee.

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Section 7 - Guidelines

(76) Click here to view these references –

  1. Formal Communication with Students
  2. Add a VET Award Course (New)
  3. Add a VET Award Course (Replacement)
  4. Guide for adding VCE, VCAL and Nationally accredited short courses (New)
  5. Guide for adding VCE, VCAL and Nationally accredited short courses (Replacement)
  6. Guide for adding non-accredited courses with accredited units
  7. Guide for adding non-accredited courses with non-accredited units
  8. VET Non-Award Course/Unit Codes and Titles Protocol
  9. Categories of VET Non-Award Courses
  10. Approval of VET Non-Award Courses
     
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Section 8 - Related Documents

Procedures

(77) TAFE Management of Scope of Registration Procedure

(78) Courses Lifecycle Policy

(79) Courses Lifecycle - Non-Award Course Approval (HE) Procedure

(80) Courses Lifecycle - Award Course Approval (VET) Procedure

Forms

(81) Click here to view these references

  1. P004-F02 Business Case for Adding a Training Product
  2. P004-F05 Course Costing
  3. P004-F06 Training Product Costing Exemption Application
  4. P004-F12 Short Course Costing