To establish responsibilities for the ensuring that the College, and third parties who deliver services on behalf of the College, respond appropriately to the Regulator, the VET funding authority, and any other government authority.
These procedures apply to the Chief Operations Officer, Registrar, and the Dean of Academic Administration.
Responsibilities of the Chief Operations Officer
- Ensure that any Memorandum of Understanding with a third party for delivery of services on behalf of the College will commit the third party to providing the following to the VET and Higher Education Regulators:
- Accurate responses to information requests relevant to the delivery of services
- Access to their premise for the purpose of conducting audits and monitoring operations
- Ensure co-operation with any VET regulatory, funding, or other government authority.
Responsibilities of the Registrar
- Provide prompt and accurate responses to any request for information by the Regulator and VET Funding Authority.
- Provide quality and performance indicator data upon request by a Regulator.
- Provide information to the Regulator and VET Funding Authorityabout substantial changes to its operations or any event that would significantly affect the College’s ability to comply with the regulatory standards within 90 calendar days of the change occurring.
- Ensure that all records relating to the training and assessment of students are retained and then archived.
- Ensure that all records can be retrieved and will transfer records upon request to the Regulator and VET Funding Authority.
- Collect data on the employment status of each eligible individual completing or withdrawing from training. Submit this data to the VET Funding Authority in the format, and by the date specified by the Department.
- Ensure all AVETMISS fields are correctly filled.
- Verify the residential address of individuals eligible for Skills Vic funding to ensure they are meeting residency requirements.
- Provide an annual declaration to the VET Regulator of the following:
- The College complies with the Standards across its scope of registration.
- The College has met the Standards for issuing AQF certification documentation issued in the previous twelve months.
- The College has training and assessment strategies in place to ensure all learners will be trained and assessed in accordance with the requirements of the Standards.
Responsibilities of the Dean of Academic Administration
- The Dean of Academic Administration (or delegate) shall facilitate Regulator and VET Funding Authority access to the College site for the purpose of conducting audits and monitoring the College’s operations.
- Notify the Regulator and VET Funding Authority of any written agreement with a third party to deliver services on its behalf within 30 calendar days of that agreement being entered into or prior to the obligations under the agreement taking effect, whichever occurs first.
- Notify the Regulator and VET Funding Authorityof any agreement coming to an end within 30 calendar days.
- Provide information to the Regulator and VET Funding Authority about substantial changes to its ownership within 90 calendar days of the change occurring.
- Publish on the College's website a copy of the most recent Quality Indicators.
- Publish a summary of the College's latest registration audit information in a prominent position on the College's website.