(1) This Procedure: (2) This Procedure ensures Victoria University TAFE compliance with the Standards for Registered Training Organisations (RTOs) 2015 (Cth). In particular, this Procedure ensures compliance with Standard 1, Clause 1.26-1.27 – Managing transition from superseded training products. (3) This Procedure addresses VUP’s responsibilities under the Education Services for Overseas Students Act 2000 (Cth) (ESOS), Part 5, Division 2, Subdivision A – Provider Default. The processes and actions mandated in this Procedure mitigate the risk of VUP entering provider default when ceasing to offer VET courses of study. (4) This Procedure applies to: (5) This Procedure does not apply to: (6) (7) (8) (9) (10) (11) (12) (13) (14) Courses Lifecycle Policy. (15) The cessation of a course, specialisation or unit at VUP must comply with the following principles: (16) The cessation and transition planning of a course must comply as outlined for each course category: (17) Governance or the TAFE Manager may request to suspend a course or specialisation. (18) Courses or specialisations that are suspended will no longer accept new enrolments and will not be listed on Course Finder, but will continue to be taught to existing students (if any) without interruption. (19) If a suspension to a course or specialisation is requested, a Course Suspension Request must be completed and approved by the Chief TAFE Officer. (20) Courses and specialisations that are approved for suspension will be suspended for a maximum period of 12 months. (21) Course and specialisation suspensions are only permitted on one occasion in a course lifecycle. (22) During the 12-month suspension period, (but no later than 3 months prior to the suspension period ending) TAFE will determine, whether: (23) Courses, specialisations or units may commence cessation via two processes: (24) Changes to the National Register of VET that could trigger the cessation process include when a course, specialisation and/or unit status changes to: (25) Governance is advised of changes made to the National Register of VET via the current Government authoritative source and in turn, advise relevant TAFE Managers of these changes. (26) Governance, in conjunction with the TAFE Manager will complete the relevant Course Cessation Plan. (27) Through the TAFE Executive Team the TAFE will engage in a strategic review of the course profile: (28) As part of the strategic review of the course profile, the TAFE Executive Team are provided with detailed course data to assist in decision-making. (29) Based on the data and any other relevant considerations, the process may result in: (30) The VET Teaching Area may also decide to change strategic direction as part of their strategic planning processes. (31) If a decision is made, to discontinue offering a course, specialisation and/or unit, Governance in conjunction with the TAFE Manager, will complete the relevant Course Cessation Plan and seek approval of the applicable Executive Director. (32) The VET Cessation Plan is developed by Governance in conjunction with the TAFE Manager. (33) This Plan is provided to the relevant Executive Director for approval. (34) A VET Cessation Plan is submitted to Academic Quality and Standards at any time of the year and is tabled at the TAFE Courses Advisory Committee for endorsement. (35) Transition and Teach-out periods for VET Award courses, specialisations or units will align with those stipulated in the Standards for Registered Training Organisations (RTOs) 2015 (Cth), Standard 1, Clause 1.26-1.27 – Managing transition from superseded training products. (36) The Course Comparative Planning is only completed for courses or specialisations that are being replaced and/or will have students transitioning from one course or specialisation into another. (37) Once the VET Cessation Plan has been approved, the TAFE Manager will prepare the Course Comparative Analysis (if required). (38) The Course Comparative Plan will: (39) The Course Comparative Analysis is presented to the relevant VET Quality Partner for checking. (40) Once the Course Comparative Analysis has been checked by the relevant VET Quality Partner, the TAFE Manager will prepare the Individual Transition/Teach-out Plans. (41) Once the Course Comparative Plan has been approved by the Executive Director (if required), the TAFE Manager will develop a detailed Individual Transition/Teach-out Plan for each student enrolled in the course or specialisation to ensure students are informed and not disadvantaged. (42) The Individual Transition/Teach-out Plan will detail: (43) Transition and/or Teach-out periods will align with those stated in the Course Cessation Plan. (44) The Unit Transition Plan is developed by Governance in conjunction with the TAFE Manager. (45) This Plan is provided to the relevant Executive Director for approval. (46) Unit Transition Plans can be submitted at any time of the year. (47) Transition and Teach-out periods for accredited units will align with those stipulated in the Standards for Registered Training Organisations (RTOs) 2015 (Cth), Standard 1, Clause 1.26-1.27 – Managing transition from superseded training products or advice received by the Victorian Registration and Qualifications Authority (VRQA) at time of unit replacement. (48) Once a course or specialisation has been approved for cessation by the relevant Executive Director the course or specialisation’s status can be changed in CAMS after endorsement by the Chief TAFE Officer or delegate to: (49) Courses or specialisations approved for cessation as a result of a TAFE Strategic Management decision will have their status changed immediately following approval of the VET Cessation Plan. (50) Courses or specialisations approved for cessation as a result of a change made to the National Register of VET will have their status changed as per the date provided on the VET Cessation Plan, which will align with the requirements stipulated in the Standards for Registered Training Organisations (RTOs) 2015, Standard 1, Clause 1.26-1.27 – Managing transition from superseded training products. (51) Courses approved for cessation as a result of a change made on the State Register will have their status changed as per the date provided on the VET Cessation Plan which will align with the transition and teach-out directive received from the VRQA. (52) Once a unit has been approved for cessation by the relevant Executive Director the VET Unit is tagged as superseded and provided a transition end date. (53) Once the unit has passed its transition end date, it is removed from the course or specialisation structure. (54) Students will receive two formal letters of communication from the TAFE upon a course, specialisation or unit being approved by the Chief TAFE Officer (or delegate) for cessation: (55) Students will be advised of the TAFE's intention to cease the VET Course, specialisation or unit within two (2) weeks after the approval by the Executive Director/Director of the VET Cessation Plan. (56) Governance will provide the letter to be issued to the TAFE Manager, who will ensure the letter is provided to enrolled students. (57) Each student will be advised the following: (58) Once the Course Comparative Analysis (if required) and Individual Transition/Teach-out Plans have been completed, each student will be advised of their individual plan including: (59) Employers will be informed in writing of teach-out and transition arrangements. (60) Schools of VETDSS students will be informed in writing of teach-out and transition arrangements by the Manager of VETDSS programs. (61) TAFE Manager will provide the letter to enrolled student advising them of their individual teach-out/transition plan. (62) Where a course, specialisation or unit has been replaced with another, details of transition arrangements to the replacement course, specialisation or unit can only be released once the replacement course, specialisation or unit has been added to the TAFE's Scope of Registration maintained by ASQA or the VRQA. (63) Students will be informed at the application stage if their course, specialisation or unit is approved for cessation. (64) Where a course or specialisation ceases to accept enrolments, the TAFE will advise any students who have been offered a place that the course or specialisation will no longer be on offer and offer the replacement course (where applicable) as an alternative option. (65) Details of a course or specialisation that has been approved for cessation will be removed from future editions of all publications. (66) The TAFE Course Advisory Committee will monitor the progress of all transitioning courses, specialisations and units via the maintenance of a risk register, which is reviewed at each sitting of the Committee. (67) Details of student numbers and outstanding results will be gathered by Governance to be tabled for discussion at the TAFE Course Advisory Committee. (68) TAFE Manager to ensure that students’ Training Plans are amended to reflect changes in enrolment arising from cessation, transition and teach-out. (69) Governance review all teach-out courses and specialisations. (70) If the course or specialisation has no enrolments and there are no pending international students including those on a packaged or pathway arrangement, the course or specialisation is deactivated in CAMS. (71) Governance review all active and non-active units. (72) Once a state/nationally accredited unit has been approved for cessation within a course or specialisation by the relevant Executive Director, Governance will: (73) Once a local unit has been approved for cessation within a course or specialisation by the relevant Executive Director, Governance will deactivate the unit in CAMS. (74) The VET Course Advisory Committee meets and reviews items presented and makes recommendations in the minutes. (75) If relevant, Senior Coordinator, Governance prepares the ASQA Scope of Registration submission, which is approved by the Chief TAFE Officer. (76) Chief TAFE Officer approves course, specialisation and/or unit to be placed into teach-out or deactivated and noted at the University Courses Committee. (77) Governance prepares the report and supporting evidence to the University Courses Committee. (78) Governance deactivates courses, specialisations and/or units as necessary. (79) Governance prepares the VET Declaration for approval. (80) VET Declaration is checked by the Senior Coordinator, Governance to ensure the course, specialisation and/or unit aligns with the Scope of Registration. (81) VET Declaration is endorsed for approval by the Director, Academic Quality and Standards and Chief TAFE Officer. (82) Senior Coordinator, Governance forwards approved VET Declaration to Academic Quality and Standards (AQS) requesting course and/or specialisation be final versioned in CAMS (for those items moving to teach-out). (83) AQS obtains Chief TAFE Officer or delegate approval and moves course and/or specialisation to final version in CAMS (for those items moving to teach-out). (84) Course, specialisation and/or unit is noted at the University Courses Committee. (85) Governance sends communication to relevant internal stakeholders (Business Support and Reporting, Marketing, Future Students, Data Management Services, VU Global, Pathways) on change of course status.Courses Lifecycle - Course Cessation and Student Transition (VET) Procedure
Section 1 - Summary
Top of PageSection 2 - TEQSA/ASQA/ESOS Alignment
Section 3 - Scope
Top of PageSection 4 - Definitions
Section 5 - Policy/Regulation
Section 6 - Procedures
Part A - Summary of Roles and Responsibilities
Roles
Responsibilities
Governance
Initiates course/specialisation suspensions/cessations based on advice from Training.Gov.au and with TAFE Managers.
Works collaboratively with TAFE Managers and Quality and Compliance in the preparation of Course Cessation Plans, Course Comparative Analysis’ and Individual Transition/Teach-out Plans and communication to students.
Reviews courses and specialisations identified as teaching-out as well as active/non-active units and deactivates courses, specialisations and units as required.
Inform ASQA(National Regulator) to meet regulatory requirements.
TAFE Managers
Initiates course/specialisation suspensions/cessations with Governance.
Works collaboratively with Governance and Quality and Compliance in the preparation of Course Cessation Plans, Course Comparative Analysis’ and Individual Transition/Teach-out Plans.
Using TAFE Communication templates provided, prepares and sends communications to students and employers regarding cessation, transition and teach-out arrangements.
Ensures that students’ Training Plans are amended to reflect changes in enrolment arising from cessation, transition and teach-out.
Manager, VET Delivered to Secondary Students (VETDSS)
Communicate regarding cessation, transition and teach-out with schools for all VETDSS students.
Executive Directors, TAFE
Approves course/specialisation cessation requests via the Teach Out Plan.
Course Advisory Committee
Monitors the progress of all transitioning courses, specialisations and units via the maintenance of a risk register, which is reviewed at the Course Advisory Committee.
Chief TAFE Officer
Reviews and endorses Course/specialisation suspension/and or cessations requests via minor amendments at Courses Advisory Committee held within the TAFE.
Reviews and approves:
- Scope of Registration submissions;
- Course, specialisation and/or unit cessations to be noted at the University Courses Committee;
- VET Declaration.
Director, Academic Quality and Standards
Reviews and endorses for approval the VET Declaration.
Academic Quality and Standards
Work collaboratively with Governance to meet internal regulatory requirements.
Part B - General
Part C - Suspension of a VET Course or Specialisation
Part D - Deciding to Commence the VET Cessation Process
As part of a change made to the National Register of VET
VU TAFE Strategic Management
Part E - VET Cessation Plan
Part F - Course Comparative Planning
Part G - Individual Transition/Teach-out Plan
Part H - Unit Transition Plan
Part I - Status Change
Part J - Communications with Students
Communication 1 - Notification of cessation
Communication 2 - Notification of teach-out/transition
Part K - Monitoring Course Transition
Part L - Devactivation of Courses and Specialisations
Part M - Deactivation of Units
Part N - Approval of Teach-out/Deactivation
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