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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 - TEQSA/ASQA/ESOS Alignment

(2) Standards for RTOs: Standard 1; 4; Schedule 6.

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Section 3 - Scope

(3) This Procedure applies to:

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

(4) This Procedure does not apply to:

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

(5) Accredited Courses

(6) Accredited Unit

(7) AQF (Australian Qualifications Framework)

(8) ASQA (Australian Skills Quality Authority).

(9) Non-Award Course

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

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

(12) Scope of Registration

(13) 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.

(14) Training Packages

(15) Victorian Certificate of Applied Learning (VCAL)

(16) Victorian Certificate of Education (VCE)

(17) Victorian Purchasing Guide (VPG)

(18) Victorian Registration and Qualifications Authority (VRQA)

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Section 5 - Policy/Regulation

(19) Courses Lifecycle Policy.

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Section 6 - Procedures

Part A - Summary of 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.
Coordinator Industry Strategy and Planning Maintenance of the Business Case Template and Course Costing Tool
Coordinator Business Growth, Short Courses Reviews the course costing to ensure accuracy of information.
Finance Business Partner Reviews and approves accuracy of information provided including checking cost centre codes.
Director, Academic Quality and Standards Reviews and endorses for approval the VET New/Amendment Declaration.
Governance VET Governance provides support to the VET delivery areas to ensure that all regulatory and compliance requirements are adhered to in the development of VET Non-Award courses.

Works collaboratively with Academic Quality and Standards (AQS) and the VET delivery areas in Victoria Univeristy 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.
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.
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.
Quality and Compliance Quality and Compliance provides support to the  VET delivery areas to ensure that all regulatory and compliance requirements are adhered to in the development of VET Non-Award courses Training and Assessment Strategies.
Dean Reviews and approves:
- course costing; 
- course approval documentation as appropriate.
 
Victoria University Polytechnic Senior Leadership Group Reviews and approves each Business Case for Adding a Training Product.
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.

Part B - Overview

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

(21) 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 the issuing of a VU Award.

(22) 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

(23) 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.

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

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

Category

Code

Regulator

State Funding

State Reporting

Assessed

Issuance of Completion Documentation

Course Endorsed by:

1. Single/multiple unit/s enrolment in a VET Award Course VET Award Course code ASQA Yes Yes Yes Statement of Attainment University Courses Committee
2. VCE/VCAL State code VRQA Yes Yes Yes Statement of Attainment and VCAA Certificate University Courses Committee
3. Accredited short course ‘Course in ...’ National code ASQA Yes Yes Yes Statement of Attainment University Courses Committee
4. Nationally accredited skill sets National code ASQA Yes, where applicable Yes Yes Statement of Attainment VET Course Advisory Committee
5. Non-accredited course with accredited units TNxxx ASQA No Yes Yes Statement of Attainment VET Course Advisory Committee
6. Non-accredited course with non-accredited units 
(Professional Development)
 
TQxxx Not applicable No No Yes Certificate of Participation 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
Certificate of Participation VET Course Advisory Committee

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

(26) New VET Non-Award course:

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

(27) 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.

(28) Governance to assign one of the seven (7) categories of VET Non-Award Courses.

(29) Delivery area to complete the training and assessment strategy with a quality and compliance check and approval:

  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)

(30) Refer to and follow the Courses Lifecycle - Award Course Approval (VET) Procedure.

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

Business Case

(31) 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. Course Costing.

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

(33) Course Costings are approved by the relevant Dean, Coordinator Business Growth, Short Courses and Deputy Vice-Chancellor, Vocational Education and Pathways.

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

(35) 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.

Course Approval (New VET Non-Award Course)

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

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

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

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

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

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

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

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

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

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

(46) 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).

(47) 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)

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

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

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

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

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

(53) Governance prepares the report to the University Courses Committee.

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

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

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

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

(58) 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.

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 Dean.

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

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

(66) If relevant, 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 prepares the report and supporting evidence to the University Courses Committee.

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

(70) VET New/Amendment Declaration is checked by 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) 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.

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Section 7 - Supporting Documents and Information

(74) 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

Forms

(75) Click here to view these references

  1. Business Case for Adding a Training Product
  2. Course Costing
  3. Training Product Costing Exemption Application
  4. Short Course Costing