Job Search Training Session Booklets | Policies | Forms
Job Search Training Session Booklets
Trainer Assessor Manual
Conventions for Staff Conduct
Code of Practice
Access and Equity Policy
Managing Diversity Policy
Fees and Charges Policy
Complaints and Appeals Handling Policy
Managing Clients under the Influence Policy
Continuous Improvement Policy
Risk Management Policy
Authority to Invoice
Application for Fee Concession
Accident/Incident Report Form
Application for Annual Leave
1. Class Supervision - Tutors are expected to be in the classroom at all times during class sessions. Therefore preparation, which requires the tutor to be outside of the classroom, must not be undertaken during class times.
2. Heating / Cooling – Heating and cooling is provided in the classrooms for the comfort of all – both students and tutor/trainer/assessors. Please ensure that heating and cooling settings are maintained at a comfortable level. As a general guide 19º - 22º is a comfortable range.
3. Teaching Strategies – WorkSkills recognises that there are many effective teaching strategies and tutor/trainer/assessors may adopt their preferred approach. However, WorkSkills also recognises the benefits of class/group interaction and encourages tutor/trainer/assessors to incorporate group/class activities into courses rather than solely a “work individually at your own pace” approach.
4. Support – WorkSkills prides itself on being different to other training providers in the level of support provided to students. Tutor/trainer/assessors are expected to be readily available and approachable for support at appropriate times.
5. Mobile Phones – should be turned off during class times. Messages for tutor/trainer/assessors (and students) may be left with reception on 5523 1645.
1. Our clients - service purchasers such as State and Federal Government departments, employers, learners, participants, team members and jobseekers our reason to be. We must deliver services according to contract guidelines and strive to supply value for money. All relationships to be managed effectively, ethically, professionally and with common sense.
2. Expectations of learner/participant/jobseeker clients – we expect them to conform to program codes of conduct and other written agreements, to pursue learning or employment to the best of their ability, to dress appropriately and participate safely and to the best of their ability. They in turn are entitled to be treated with respect and to receive the services we are contracted to deliver to them.
3. Programs and services - know your program or service well. Where appropriate, know our other programs and services so that we can provide quality advice and guidance. If you don’t know, don’t bluff - find out and advise.
Staff roles - all roles are as outlined in individual, detailed
If you are uncertain about any aspect of your of role, seek clarification from the Coordinator or the Executive Officer.
5. WorkSkills - other agency relations - are dealt with by Executive Officer unless of a routine or day-to-day matter, or unless authority is delegated. In particular, all matters relating to dealings with ATO, DEWR, Green Corps, ACFE, Jobs Australia, Job Futures, OTTE or other relevant bodies are to be referred to the Executive Officer.
6. Copyright issues - this organisation adheres to all copyright, patent, intellectual property and related conventions. Kindly impress these conventions on our clients by word and example. Conventions apply equally to staff as well as to jobseeker and employer clients.
7. Correspondence - all correspondence leaving the organisation to be under the Executive Officer’s signature, unless of a routine nature or unless authority has been delegated in writing. Any correspondence generated must conform to standard correspondence/grammar/spelling/addressing conventions are adhered to. We conform to the Style manual. You should also use your correct title.
8. Access to premises - to be within normal working hours. Access outside normal working hours to be authorised in advance by manager.
9. Use of organisation’s resources for personal use – generally not permitted. May be permitted under certain circumstances, on a hire basis or a quid-pro-quo basis. To be organised in advance.
10.Purchases - all purchases should be made via Administrative Officer, unless authority is delegated. Purchases must be supported by a Purchase Order number/receipts etc. Purchase Order Books to be completed as per directions at front of PO Book.
11.Dress - our organisation is judged, amongst other things, by its personnel. We are also role models for our learners, participants and jobseekers. Dress appropriately. Unconventional extremes are to be avoided.
12.Personal Work - work done at WorkSkills is to be WorkSkills related. Personal assignments, personal income earners and suchlike should be done at home or elsewhere. There should be no personal material on organisational computers. This also includes personal use of organisational of Email and Internet
13.Use of photocopier/phone/fax/email - reasonable local phone calls acceptable. Please log STD phone calls in diary and declare to Admin Officer for reimbursement when phone account received.
14.Punctuality - is of utmost importance. You are expected to be at work and able to start work at the nominated start time. Aim to finish activities on time, deal with employer and jobseeker appointments on time, and finish the day on time.
15.Public Comment/Press releases - all public releases are to be made by Executive Officer, the Chairperson or designated officer. Likewise, any media requests for opinion, interview or observation to be dealt with by Executive Officer/ Chairperson/ Designated officer.
16.Potential or actual conflicts of interest - examples include being on Board of Management of potentially competing organisations, working for competing organisations, performing work on a personal basis that could be performed by our organisation etc. Staff to ensure that no conflicts of interest exist. If unsure, declare the potential conflict.
17.Instructional notices in workplace – adhere to, highlight and reinforce by example for jobseekers and learners.
18.Personal business - should be conducted in own time. Unavoidable commitments to be met by leave or a time in lieu arrangement negotiated with Executive Officer.
19.Absence – advise organization as soon as possible. The Executive Officer can be contacted up to 10.00pm or after 8.00am to be informed of absences. An indication of your appointments, commitments etc would be greatly appreciated.
20.Materials/courses /works etc produced with WorkSkills resources and within WorkSkills time - remain the property of Portland WorkSkills Inc. Personal or external use requires authorisation.
21.Privacy – a key consideration. The organisational Information Privacy Principles must be signed and adhered to. Privacy agreements relating to specific programs must also be signed and adhered to. No client information to be visible during working day: all client information to be locked away on completion of working day. Be guided by legislation, commonsense and ethics.
22.Extra Time - to be worked only with the prior, written authorisation of the manager or deputy.
23.Administration Computer and Filing Cabinets/Managers Files - access is restricted to designated staff.
24.Drugs, Alcohol and suchlike - the taking of prohibited substances or substances which reduce levels of performance or judgement is unacceptable and is subject to disciplinary action.
25.Rights of other staff - please respect integrity of workplaces, records, and possessions. On the other hand, program participant and other files to be readily accessible to relevant staff.
26.Tidiness/good order - personal desks notice boards etc are to be kept tidy. If you generate a mess, clean it up. Workspaces should be well maintained, free of poor-taste or discriminatory notices etc. Workspace to be presentable and of professional appearance.
27.Messages - please record carefully and pass on verbal or phone messages
28.Phone calls - personal inward and outward calls to be kept to a minimum. User-pays system to operate. Refer Item 13.
29.Visitors - social and family visitors to be kept to a minimum. Personal visitors generally should not access staff spaces. General visitors to be dealt with efficiently and courteously.
(1) If last out, ensure all equipment is switched off, doors locked, and, if applicable, security system activated.
(2) Personal valuables/equipment are not covered by Jobs Australia insurance policy. Please ensure valuables are locked away/not on show.
(3) Keys - return all keys to keyboard immediately after use. Security of keys to be maintained.
31.Law of the Land/Privacy/OH&S/Bullying/Harassment/Racism/Discrimination and related workplace matters - the spirit and letter of all legislation to be adhered to. If unclear on such matters, seek guidance.
32.Vehicles - refer to individual policy document. Essentially, the driver of a WorkSkills vehicle is responsible for any fines or sanctions incurred.
33.Guiding principles - fairness and reasonableness should guide our words and actions. We are a community-based, not-for-profit organisation with a vision statement, which we should strive for to the best of our abilities.
I have read and understood the staff conventions and expectations, and agree to abide by them. If I am uncertain as to the appropriateness of a course of action or am unclear as to a policy or a practice, I will seek clarification and direction from the Executive Officer.
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At all times our priority is to achieve the best outcomes for our stakeholders and clients. We will deliver services to the best of our ability and with adherence to relevant legislation, contracted requirements and service guidelines.
Portland WorkSkills will:
1. comply with all relevant Australian laws, including privacy, anti-discrimination and Occupational Health & Safety
2. act with honesty, due care and diligence
3. behave ethically and professionally and be openly accountable for our actions
4. treat all clients fairly and with respect
5. consider clients’ individual needs and provide value for money
6. ensure that the information we collect about clients is relevant and necessary and is kept confidentially
7. make clients’ records available to them on request
8. communicate accurate information about services we provide
9. ensure that clients are aware of their rights and responsibilities
10. provide feedback to clients about decisions that could affect them
11. have an effective complaints process
12. encourage feedback from clients with the aim of continuous improvement
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The Portland WorkSkills Directors and the Board of Management will be responsible for ensuring access and equity principles and practices apply within the organisation when dealing with:
§ The community;
§ Fee-for-Service Clients; and where appropriate,
§ Employment services clients.
Clients will be individually interviewed and assessed on their eligibility for the service being provided. Selection will comply with equal opportunity legislation.
Clients will not be denied access to services where they are deemed eligible for such a service and where the organisation has the appropriate resources to provide high quality services.
Any enquiries in relation to childcare arrangements will be referred to an appropriate community agency.
Complaints procedures have been put in place to ensure any concerns during training or employment placements, are dealt with immediately and appropriately (refer to the Complaints Handling Policy) As an Equal Opportunity Employer Portland WorkSkills and its staff will treat every client fairly and without discrimination in the training environment and/or in the workplace.
Staff, and clients are bound by the Victorian Equal Opportunity Act (covering Disability Discrimination, Sex Discrimination and Race Discrimination) For more information visit the Equal Opportunity Commission website at http://www.standuptoracism.com.au/index.asp
Training and employment services will be made available to all clients (and potential clients) regardless of race, gender, religion, age, marital status, physical or intellectual impairment, or sexual orientation.
In accordance with the Sex Discrimination Act, 1984, sexual harassment will not be accepted in the workplace, or in the training environment.
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Portland WorkSkills is committed to ensuring that equality of opportunity and respect for diversity is manifest and developed across all programs and practices. Diversity will be valued and promoted.
Portland WorkSkills will work towards an environment that is based on meritocracy and inclusiveness, where all employees and clients can develop their full potential, irrespective of their race, gender, marital status, age, disability, religious belief, political opinion, or sexual orientation.
This policy applies to all employees and clients of Portland WorkSkills.
Portland WorkSkills will actively seek to enhance the understanding and practice of all staff and clients with regard to equal opportunity and the management of diversity.
Portland WorkSkills strives to:
§ Conform to the letter and intent of the current legislative requirements [Disability Discrimination Act (1992), Racial Discrimination Act (1975), Sex Discrimination Act (1984), Age Discrimination Act (2004), Victorian Equal Opportunity Act (1995)]
§ Develop appropriate strategies to manage diversity across all programs and projects and practices
§ Create a culture within Portland WorkSkills of openness and trust that recognises the diversity and value of individuals
§ Adopt mechanisms for dealing with bullying, harassment and discrimination
§ Adopt and maintain standards of good practice
§ Regularly monitor and review this policy and practice
Managing diversity is the principle that people are valued and treated fairly as individuals for business, social and moral reasons. People from different backgrounds bring fresh ideas and perceptions into the workplace and learning arena, adding value to our work and the learning environment.
Managing diversity involves challenging such issues as direct and indirect discrimination, harassment and bullying. These may be on the grounds of sex or marital status, pregnancy, racial grounds, or grounds of disability, age, sexual orientation, language or social origin, religious beliefs, political opinions or other personal attributes.
Portland WorkSkills will:
§ Value diversity in our workforce as a means of broadening Portland WorkSkills’ talent base, achieving the highest levels of performance, and enabling all employees to reach their full potential.
§ Adopt non-discriminatory practices when dealing with staff – advertising, recruitment, interviewing, selection, promotion, training opportunities
§ Dispel the myth that only certain types of people are suitable for certain types of jobs or training.
§ Make ‘reasonable adjustments’ to our practices and/or facilities to manage diversity
§ Encourage and support all employees to take responsibility in monitoring the application of the Managing Diversity Policy, and working towards eliminating any discriminatory practices which may be limiting Portland WorkSkills’ ability to achieve its objectives.
§ Aim to maintain our reputation as a fair and responsible employer in the eyes of Portland WorkSkills employees, committee of management, clients, and the public at large.
Portland WorkSkills strives to value the skills and abilities of all its individual clients and will continue to strive to:
§ Enhance the diversity of the client base
§ Provide a broad range of support and channels for communication
§ Challenge stereotypical attitudes including gender, race, culture, age, sexual orientation, ability and geographical location
§ Value clients’ contributions and achievements and create an environment of trust and support
§ Encourage and support a variety of interest groups
§ Identify strengths of all clients and utilise this expertise for the benefit of all
§ Support a wide variety of activities and services.
§ Actively encourage staff to develop programs for clients that are inclusive and in which differences are celebrated. Equality of opportunity is not achieved through “one size fits all” but by recognising and meeting the needs of individuals and – by managing their diversity, thus enabling access for all.
§ Provide opportunities for clients through the belief that learning is a lifelong process and should therefore be accessible throughout life
Grievance and Discipline
If any employee or client believes that they have been unfairly discriminated against they should make a complaint using Portland WorkSkills’ Complaints Procedure.
Likewise, if any employee or client is found to have breached Portland WorkSkills’ Managing Diversity Policy they may be subject to disciplinary action.
Any patterns of under representation (for example, where one gender appears to have a
consistently reduced rate of participation) should be investigated, and, if possible, any discriminatory practices identified and eliminated.
The Managing Diversity Policy will be reviewed each year.
The Managing Diversity Policy is communicated (verbally and in writing) to staff through:
and clients through:
The Executive Officer is has overall responsibility for the Managing Diversity Policy. However, responsibility for implementing the Managing Diversity Policy lies with the coordinators of the various programs within Portland WorkSkills. Advice, guidance and support is available from the Executive Officer.
It is the responsibility of all working for or participating in any Portland WorkSkills programs to work in a fair manner and to constructively challenge discrimination, harassment and bullying.
Ultimately, a successful Managing Diversity Policy requires the genuine commitment of all – employees and clients.
Definition of Terms
Discrimination is treating a person less favourably because of things such as gender, pregnancy, marital status, disability, ethnic origin or race. It can be either direct or indirect. It is illegal to discriminate in the workplace and the training arena.
Direct discrimination occurs when a person is treated less favourably for a reason unconnected with their ability.
Indirect discrimination occurs where an unjustifiable requirement or condition is applied which, although in theory applies to everyone,
in practice is more difficult for one particular group of people to meet or fulfill.
Harassment is behaviour the recipient finds unacceptable and unwelcome. It can be verbal, non-verbal, or physical.
Bullying is persistent, offensive, abusive, intimidating, malicious or insulting behaviour, which amounts to an abuse of power or position and leaves the recipient feeling upset, humiliated or vulnerable. Bullying undermines a target’s self-confidence and may cause stress.
Whenever it is necessary, possible and reasonable, appropriate adjustments should be made to accommodate a person's disability or to manage diversity. Reasonable adjustments may include changes to work practices, alterations to facilities, or staff training.
If the required adjustment will result in 'unjustifiable hardship' it is not unlawful or discriminatory to not make the adjustments. From a legal perspective, the area of 'unjustifiable hardship' does not have a strict definition. Each specific case is considered on the basis of the cost of the adjustment required, the organisation's financial situation, and the potential benefits of the adjustment to others who do not have a disability/diverse needs.
Adjustments can create a better environment for all staff and clients.
Overall, an employer or service provider has a legal obligation to provide what is deemed a 'reasonable adjustment' to accommodate the needs of a person with a disability or to manage diversity.
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In accordance with the Privacy Amendment (Private Sector) Act 2000, Portland WorkSkills is committed to protecting all individuals’ privacy and personal information.
Our respect for our staff, volunteers and clients right to privacy of their personal information is paramount. All personal information, no matter how or where it is obtained, is handled sensitively, securely, and in accordance with the National Privacy Principles.
matters of which you should be aware regarding information we may collect about you
our policies on the management of personal information, and
generally, what sort of information we hold, for what purposes, and how we collect, hold, use and disclose that information
Why do we collect information?
Portland WorkSkills collects information from clients (staff, students and employers) primarily to deliver services for which the information is required.
Staff are required to provide information so:
appropriate payment may be made for services delivered
records of employment can be maintained
WorkSkills meets AQTF guidelines for staff qualifications and record keeping
Students and learners are required to provide information on enrolment
which is required by organisations receiving government funds
to maintain training records
for statistical purposes
to deliver services to the students/learners
Employers are required to provide information
which is required by organisations receiving government funds
to deliver services required by the employer
How is information stored?
Portland WorkSkills adheres to guidelines regarding the length of time records must be maintained and ensures that all confidential information is collected, maintained, stored and disposed of appropriately. To achieve this, the following procedures are in place
§ all staff are inducted in confidentiality matters and sign a general confidentiality clause as well as specific ones for specific programs
§ confidential information will not be disclosed for secondary purposes without the consent of the person
§ Portland WorkSkills premises are maintained securely and an electronic security system is activated outside business hours
§ all electronic data is password protected – a password is required to access the network and each specific database is also password protected
§ all data on the server is automatically backed-up 3 times per week
§ statistics are uploaded to the OTTE website at least twice per year
§ hard copy records are maintained in lockable filing cabinets
§ appropriate measures are taken when transporting confidential information
§ archived records are securely stored in a locked facility
§ confidential materials are disposed of by shredding or through South West Document Destruction – a business which ensures confidential records are disposed of appropriately.
What personal information do we collect and store?
Staff / Tutor/trainer/assessors
So that we can employ you and/or provide services to you, we may ask for personal details such as your name, address, telephone number or e-mail address.
Staff records contain the following types of information:
§ Curricula vitae / résumé
§ Bank account details,
§ Personnel Record (including work and home addresses, phone and fax number and e-mail addresses, licence number, First Aid quals), and
§ Tax File Numbers.
If at any stage a tutor/trainer/assessor’s personal details change, the tutor/trainer/assessor should inform the manager or the WorkSkills Office Administrator so that their details can be amended. Individuals have the right to request access to their personal information recorded at any time and provide any necessary corrections.
It is necessary for Portland WorkSkills to collect personal information about students and does so by getting students to complete an Enrolment form. Portland WorkSkills, the Barwon South Western Regional Council of Adult, Community and Further Education, the Apprenticeship Traineeship Training Program, Green Corps, VET Priority Places Programme, BITES, JOBfutures and relevant State and/or Commonwealth statutory bodies will use the information gathered for statistical and reporting purposes. It may also be used to claim State and/or Commonwealth Government funding for training. We will not disclose, sell or pass on any personal details in any way other than the purposes stated, without an individual’s consent.
If at any stage an individual’s personal details change throughout the course of their training, the student should inform their trainer/assessor or the WorkSkills Office Administrator so that their details can be amended. Individuals have the right to request access to their personal information recorded at any time and provide any necessary corrections. This can be done by contacting their trainer/assessor or the WorkSkills Office Administrator.
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Enrolment & Fees
All students must complete an Enrolment Form. Enrolments are confirmed only upon payment of fees, which must be paid (or arrangements for payment made) prior to commencement of the course. Itemised costs will be provided.
Where a student makes arrangement for another entity to pay for the course, an Authority to Invoice must be completed before the commencement of the course. An invoice will subsequently be sent to the nominated entity.
Tuition fees are charged at $1.31 per Student Contact Hour (SCH).
The minimum charge in respect of the total enrolments by a student in government-funded courses is $52.00 in any calendar year. eg. A student enrolling in a government–funded short course will be charged $52.00 even though this equates to more than $1.31 per student contact hour.
The maximum charge in respect of the total enrolments by a student in government-funded courses in any calendar year is $839. Therefore a student enrolling in course/s totalling more than 640 SCHs in one calendar year will only pay $839 in respect of tuition fees.
Materials and Amenities Fees
Course fees may include materials and/or amenities fees. These are compulsory non-academic fees. The amount charged is dependent on several factors including
§ Materials supplied
§ Resources needed for the class/classes
§ Travel expenses
§ Cost of activities
§ Facilities needed for the class/classes
§ Other costs incurred by WorkSkills to hold the class
Any Materials and/or Amenities Fees will be advised prior to enrolment.
Concession of Fees for Students Holding a Valid Concession Card
Where a student holds a valid concession card, the student will be eligible for the concession rate in government-funded courses. The maximum amount payable in respect of tuition fees for the total enrolments by a student in government funded courses in any calendar year is $52.00. Therefore if a student has enrolled in a course and paid $52.00 for a government-funded course, then on enrolment in all future government-funded courses in the same calendar year, the student will only have to pay the amenities and materials fees.
Eligible Concession Cards
§ Health Care Card
§ Pensioner Concession Card
§ Veterans Gold Card
Other Students / Classes Eligible for Concession
The tuition fee in respect of government-funded courses will be $52.00 for
§ Indigenous students
Fee Exemption/Concession for Students Facing Financial Hardship
A form, “Application for Fee Concession/Exemption”, is available for students facing financial hardship. After submitting the application, the request will be assessed and a decision communicated to the student. A concession or exemption of tuition fees and/or materials and amenities fees will be granted where it is considered that the collection of fees would impose extreme hardship.
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Refunds will be made in the following circumstances:
Portland WorkSkills reserves the right to retain an administrative fee for students who have enrolled in a course but failed to attend without notifying WorkSkills.
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Assessment is the process of collecting evidence and making judgments about whether a student has demonstrated competency as defined in a Training Package, or achieved the learning outcomes in an accredited curriculum.
Where a non-accredited curriculum is being used, a student will be assessed as having achieved successful completion of the course when they have participated in all the learning outcomes of the curriculum and/or demonstrated competency relevant to those learning outcomes. If a student does not successfully complete a non-accredited course, a certificate of participation may be issued.
Assessment will be based on the principles of validity, reliability, flexibility and fairness.
To ensure this, assessment processes will:
§ be declared in advance and be transparent and accessible
§ test the competencies described in the relevant Training Package or curriculum
§ integrate knowledge and skills with practical applications
§ be conducted by qualified assessors. Qualified assessors must have TAAASS401A Plan and Organise Assessment, TAAASS402A Assess Competence and TAAASS404A Participate in Assessment Validation or be able to demonstrate equivalent competencies (A person who holds BSZ401A Plan Assessment, BSZ402A Conduct Assessment and BSZ403A Review Assessment from the Assessment & Workplace Training Training Package will be considered qualified) and demonstrate relevant competencies at least at the level being assessed. Where an assessor does not have all the competencies required to be qualified, that person must work under supervision of other/s who do.
§ be equitable for all individuals
§ provide timely and appropriate feedback
§ provide an appeals process for challenging assessment decisions
§ provide recognition of current competencies and other relevant learning
§ provide recognition of qualifications provided by other RTOs
§ be moderated/validated to ensure consistency in the interpretation of evidence
Assessment of skills
Assessment will be flexible and centred around work tasks. Assessment is used to give feedback on progress and measures skills and knowledge against the training qualification requirements and those of the industry.
Assessment will usually take place in the training area, however, there may be instances when assessments may take place in the workplace eg. Children’s Services students on work placements. The tutor/trainer/assessor will observe progress and sign off on competencies as they are demonstrated. The assessment process may include but is not limited to:
§ Review and discussion about any documents gathered as evidence eg. references from supervisors;
§ Discussions on any workplace projects the student has been involved in and their role in planning and organising project events with the team;
§ Submission of written work/projects
§ Demonstration/role play of set tasks
§ Observation of students, both on and off-the-job
The trainer will
§ Monitor students’ progress throughout the training plan;
§ Assess skills during the term of the training program and ask students/trainees (and employers) to sign off when assessments are undertaken;
§ Record students’ progress on file and store this information confidentially;
§ Arrange access to students’ files at their request;
§ Provide details to the training coordinator so achievements can be entered in our trainee database; and,
§ Provide details to the training coordinator so a “certificate” may be issued to students/trainees on completion of the training program.
Certificates and Qualifications
For all Clients, on the successful completion of an accredited training program Portland WorkSkills (RTO) will issue a Certificate. This Qualification will record the student’s name, date of completion, the full name of the Qualification acquired and a list of the competencies achieved. The national training logo (ANTA) on the certificate indicates the course qualification is recognised throughout Australia. Therefore the skills are transferable.
If the student is unable to achieve the full qualification (or if only a part of the full qualification was offered at the time) a Statement of Attainment will be issued. This will include results of the competencies achieved.
For students undertaking other training (non-accredited) a Portland WorkSkills Certificate of Completion or Certificate of Participation will be issued.
Credit Transfer Policy
This policy details Portland WorkSkills commitment to the recognition of AQF Certificates and Statements of Attainment issued by any other RTO and the procedures that are applied to ensure such recognition occurs.
1. At induction, students are advised that Portland WorkSkills recognises AQF qualifications and that credit transfer may apply
2. Where a student believes that credit transfer may apply, Portland WorkSkills will explore the existence of AQF qualifications with the student
3. Students supply copy of the AQF qualification or Portland WorkSkills assists the student to obtain a copy of certificate/s or statement/s of attainment which may have been lost
4. Portland WorkSkills will verify the bona fides of the qualification/s with the issuing RTO
5. Portland WorkSkills will map the AQF qualifications against the qualification/s being sought
6. Portland WorkSkills will advise the student of the outcome of the credit transfer including the right to appeal if not satisfied with the outcome.
Recognition of Prior Learning
All students will be advised that they may apply for Recognition of Prior Learning (RPL) on accredited courses. WorkSkills acknowledges skills and knowledge gained through life experiences, work experiences, other courses and on-the-job training through its Recognition of Prior Learning process.
Our staff will measure these experiences against the competencies/learning outcomes to be gained from the course units of competency to see if students can be exempt from doing parts or all of those units of competency.
Advantages of gaining “Recognition of Prior Learning”
§ It may mean the student completes the course sooner or that they have more time to spend on other subjects.
§ The student will not be repeating learning they have already undertaken.
§ The student will be given formal recognition of knowledge they have gained in other situations.
Process of applying for Credit Transfer and/or Recognition of Prior Learning
In considering the application, the following may be considered:
§ Original or verified copies of Certificates or Statements of Attainment. The student may be assisted to gain or verify this information.
§ The student’s degree of knowledge as evident in discussion at interview.
§ References from people who can verify the student’s claims.
§ A demonstration of the skill/competency in question.
§ Assignment/course work done in previous course/s
§ Samples of work from other situations eg. employment
The student may also bring a support person to verify their skills/competencies.
Advising the student
At the end of the process, the student will be advised if they were successful or not. Sometimes the staff may require further information and the student will be advised if this is the case.
If a student is successful in gaining Credit Transfer or Recognition of Prior Learning for a unit of competency, a pass (CT or RPL) will be recorded against their name and will be included with their other results on their certificate at the end of the course.
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Complaints & Appeals Handling Policy
WorkSkills will address complaints and appeals immediately, effectively, professionally and confidentially to ensure a fair and equitable outcome.
§ Each complaint and appeal and its outcome will be recorded in writing.
§ Each appeal will be heard by an independent person or panel
§ Each appellant will have an opportunity to formally present his or her case
§ Each appellant will be given a written statement of the appeal outcomes, including reasons for the decision
§ Portland WorkSkills will act upon the subject of any complaint found to be substantiated
It is WorkSkills’ policy to encourage the parties to approach a complaint with an open view and to attempt to resolve the situation through discussion and conciliation. Where the complaint cannot be resolved amicably through discussion and conciliation, WorkSkills recognises the need for the appeal to be heard by an appropriate, external and independent person or panel.
Complaints and Appeals Handling Procedures
Portland WorkSkills’ Complaints Handling Procedure provides the framework for complaints to be addressed. Each case will be addressed on its merits.
1. The complainant is to be provided with a Complaints Reporting and Action Form.
2. The completed record of the complaint is to be maintained in the Complaints and Appeals Register and a copy of the form is to be filed in the client’s file.
3. The complaint will be investigated in line with Portland WorkSkills standard operating procedures.
4. The outcome of the complaint will be communicated to the complainant.
5. Where the subject of a complaint is found to be substantiated, Portland WorkSkills will review relevant policies and procedures and implement changes where deemed appropriate.
Portland WorkSkills has an appeals procedure for any decisions made by, or on behalf of, Portland WorkSkills. The Appeals procedure is to reassure clients that any concerns about such decisions will be taken seriously, and handled professionally and confidentially in order to achieve a speedy resolution.
The procedure is implemented where:
§ A client disagrees with a decision made by, or on behalf of, Portland WorkSkills
§ A learner disagrees with an assessment decision made by a trainer/assessor
An Appeals Form is to be completed and submitted to the Training &
Employment Services Coordinator and/or the Executive Officer.
2. The evidence and decision will initially be reviewed by the Training Coordinator and/or the Executive Officer, then by an independent person or panel.
For appeals of a general nature, the Board of Management Review Panel will be used
For assessment appeals, a suitably qualified trainer/assessor from another RTO such as South West SEAL will be used.
3. The learner will be invited to present his or her case.
4. The learner will be advised, in writing, of the appeal outcome including reasons for the decision.
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Portland WorkSkills adheres to Occupational Health & Safety, anti-discrimination and equal opportunity legislation.
The Welfare Policy is underpinned by the Occupational Health & Safety policy and the Access and Equity policy.
The Executive Officer and/or the Training & Employment Services Coordinator are the nominated representatives for welfare support to both staff and students. The nominated representatives will provide information to all complainants on the Portland WorkSkills procedures for handling complaints and due process will be followed.
In areas of welfare which fall outside the area of expertise for the nominated representative/s (eg. financial management, drug/alcohol abuse), Portland WorkSkills utilises a system of referral to outside agencies to cater for specific issues.
Portland WorkSkills maintains a referral book of current contact details of support services available in and around Portland and makes this freely available and accessible to both staff and students. This may also be used for self referral.
Tutor/trainer/assessor & Client Rights
You are entitled to an environment that is free from discrimination based on:
§ sex, age, race, sexuality, pregnancy, transsexuals, marital status, status as a parent, religious or
political conviction, member of a profession or calling, or impairment.
A tutor/trainer/assessor/ client of Portland WorkSkills has the right to:
§ be treated with courtesy and respect and to be free from mental and physical abuse
§ be treated in a manner that respects his or her dignity
§ be treated in a manner that recognizes his or her individuality or differences
§ be informed about the services available to him or her and to be told who will be providing the community services
§ raise concerns or recommend changes in connection with the community services provided to him or her
§ be informed of the laws, rules and policies affecting the operation of the service provider
§ be informed in writing about the procedures for initiating complaints about the service provider
§ have his or her records be kept confidential in accordance with the law
§ have every effort undertaken to provide support for clients to use the Appeals Process
Portland WorkSkills is committed to equity in education and employment, and supports the right of all students and staff to study and work in an environment free from intimidation, bullying and sexual harassment. Sexual harassment is unprofessional and unacceptable behaviour, and will not be tolerated by Portland WorkSkills.
§ inappropriate remarks with sexual connotations
§ sexual jokes
§ display of offensive material
§ leering, patting, pinching, touching
§ offensive hand and body gestures and inappropriate posturing
§ comments and questions about another persons sexuality, sexual conduct or private relationships
§ persistent unwelcome invitations
§ gender based bullying or intimidation
§ requests for sexual favours
§ offensive written, telephone or electronic mail or similar communications
§ sexual assault
Students are provided with information on the WorkSkills’ Welfare policy as well as a Code of Conduct covering a range of specific issues and computer/internet usage.
Staff are to sign a document “Conventions for Staff Conduct” prior to employment with WorkSkills.
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Portland WorkSkills is committed to fostering an organisational environment and providing a physical environment, which ensures safe and healthy working conditions for staff, students and visitors.
Statement of Intent
The Health and Safety Policy of Portland WorkSkills aims to protect clients and others at our workplace or training venues from work-caused injury and ill health and complies with all relevant safety legislation. When delivering training and assessment in the workplace, the employer is responsible for safety issues and has to abide by workplace safety responsibilities.
Portland WorkSkills Staff will carry out this Policy, in any operation under their control. They will ensure that Trainers who report to them are provided with the necessary instruction, training and resources to implement the Policy and will hold them accountable.
Trainers and all persons directing the work of others will share responsibility for the safety of all persons in their charge. They will actively take steps to identify hazards, which could cause harm to persons in their area of control or operation and take prompt action to remove or control, or alternatively report them to another person who has the authority and capability to do so.
Staff and Trainers may delegate safety duties or activities to others, but responsibility remains with them.
Implementing the Policy
This Policy will be carried out through an OHS Program, which includes:
§ Active involvement and commitment of Staff;
§ Identification and control of hazards;
§ Investigation and reporting of all accidents and dangerous incidents;
§ Participation of, and consultation with, others on safety matters;
§ Provision of first aid and emergency procedures;
§ Provision of information, training and supervision as necessary for safety; and,
§ Implementation of specific OHS policies
To achieve policy objectives, resources are directed towards providing for:
§ elimination of hazards/procedures in the workplace which can cause death, injury or occupational disease
§ appropriate and adequate accident prevention measures and reporting procedures
§ appropriate and adequate occupational health and safety training and educational programs
§ overall safe and healthy working environments and procedures, and safe plant and equipment.
Although the prime responsibility for health and safety rests with the employer, it is the responsibility of all employees, contractors, volunteers and clients to ensure their own and others' health and safety by observing safe systems of work and reporting potential hazards in all areas within or around Portland WorkSkills and its campuses and outreach centres.
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Policy and overview
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Portland WorkSkills is committed to operating efficiently and effectively in order to meet the needs of clients and stakeholders. Continuous improvement in all activities is vital for Portland WorkSkills continued success.
Portland WorkSkills undertakes ongoing quality control and evaluation of all its operations to ensure maintenance of standards appropriate to the expectations of the community, including examining and licensing authorities where relevant.
Quality and continuous improvement at Portland WorkSkills
Portland WorkSkills approach to quality encompasses all its operations including governance, academic services, student services, financial operations, facilities, human resources and occupational health and safety.
Portland WorkSkills quality system is based on adherence to the following principles:
a commitment by all staff to continuous improvement of processes, courses, products and services
input and involvement of all staff and students in identifying and implementing quality improvements
systematic use of qualitative and quantitative feedback as the basis for identifying and prioritising improvement opportunities.
Portland WorkSkills adheres to all relevant external standards imposed by government agencies and regulatory authorities.
Continuous improvement processes
Portland WorkSkills uses the following processes and strategies to improve overall performance.
monitoring and review of Portland WorkSkills processes and procedures
monitoring and implementation of standards
induction of tutor/trainer/assessors/trainers
staff attendance at moderation/validation sessions
Every user of the services of Portland WorkSkills has the right to provide feedback about the programs and services of Portland WorkSkills. Indeed most users of the services are provided with Satisfaction Surveys. This includes surveys of
students - classroom based and trainees
Portland WorkSkills also welcomes unsolicited / informal feedback
Portland WorkSkills also examines its performance against relevant published comparative and benchmarking data.
Internal and external audits are conducted to measure performance against internal and external standards and improvement opportunities are identified and acted upon.
Management regularly reviews and refines Portland WorkSkills activities through:
regular reporting to Board of Management
annual planning and budget setting
Minuted meetings (approx. weekly) between Training & Employment Services Coordinator and Executive Officer or as needed
Monthly reports from tutor/trainer/assessors, program coordinators, team leaders, etc
Quarterly ACE reporting
AVETMISS reporting four times per year
§ close supervision
§ close liaison with tutor/trainer/assessors/trainers and students
§ observation of classes, other events etc.
§ informal discussions with students and tutor/trainer/assessors/trainers
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Portland WorkSkills identifies and manages risks concerned with compliance with the Standards for RTO’s and corrects and prevents any failure to comply through a range of processes, procedures and organisational documents.
Areas of Potential Risk include:
Strategies to prevent/overcome
Contract default – under performance
Strategies to prevent/overcome
Tutor under performance
Poor quality training
Strategies to prevent/overcome
Poor quality record keeping
Strategies to prevent/overcome
Health & Safety issues
Strategies to prevent/overcome
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