(which feed into continuous improvement compliance folder & CI LOG)

(1)

End of Term reports to Director from VET College to cover the last term activities FOR COMPLIANCE College Name:……… Date………… Term no:…… done by:……….

END OF TERM REPORTS/Copies

(which feed into continuous improvement compliance folder & CI LOG)

Report Names signature

1. Note; if there is no updates, add date and put “nothing to update” in the log for the record, that you checked the log register each term VET

2. RPL Folder Log Register VET

3. External Appeal Folder Log Register SSO

4. Industry Consultation Folder Log Register, include industry unit monitoring log/qual VET

5. Student Satisfaction Surveys Folder Log Register & Stats.& advise mkting re agents VET

6. Trainer Evaluation Surveys Folder Log Register & Stats & advise staff of negatives VET

7. Unit Surveys Folder Log Register & Stats, use input into validations VET

8. Orientation Survey Log Register & Stats, review orientation slide & attendees sign in VET

9. Internal Audit Folder Log Register & responses to audits, review all items closed off VET

10. Trainers Meeting Folder Log Register, review all items closed off VET

11. Trainers Performance Appraisals Folder Log Register, are they all done & PD/current VET

12. Class Observation Folder Log Register, seen AM and PM VET

13. Assessment Validations & Moderations Folder Log Register, one unit per year VET

14. Cancellation Reports for last three months, review types & advise mkting, agents SSO

15. Class Allocations for last three months, review numbers/capacity VET

16. Prisma vs data base checks report per month & myob checks all coe’s valid, if student has no coe, escalate to admissions , marketing manager cc;Neda

SSO

17. Complaints Folder Log Register, all items closed off SSO

18. Leave of absence Folder Log Register, review why there is & what are they SSO

19.Continuous Improvement Folder Log Register, are all items closed off VET

20. Academic Intervention Folder Log Register, are all items closed off VET

21. Certificate Issue Folder Log Register, review completion rates SSO

22. Professional Development Folder Log Register, review recent PD & output VET

23. Appeals Academic Folder Log Register, all items closed off VET

24. Early Intervention Folder Log Register, review if there is a pattern VET

25. Trainer Induction Folder Log, add-ons by unit evidence/work experience for new trainer VET

26. Non Commencement Folder Log Register, review by type of agents SSO

27. SSO update notice boards & updates student contact details from students updates VET

28. Trainer matrix folder, BIG matrix, timetables with trainers names against units/check VET

29. SSO sends NYC letters to students for unsatisfactory progress for the previous term SSO

(2)

31. SSO Archive student files & take to warehouse SSO

32. Appeals Attendance Folder Log Register, review types email marketing on status SSO

33. SSO sends FINAL ITR list to marketing to get final appeals with date of to report & do manual check that all appeals are correct and all students on the list should be on the list, check with Academic Manager too.

SSO

34. SSO report students for low attendance via prisms SSO

35. SSO gives to accounts receivable list of students to confirm delete from MYOB SSO

36. SSO Welfare create timetable for new term and allocate students SSO

37. SSO academic data enter the Quality Indictors student exit surveys SSO

38. Conduct ISANA tutorials on new staff VET

39. check your business insurance, financial accounts, leases VET

40. Capacity Management Folder see the graph and projections VET

41. Marketing/ Advertising, check web, pre enrolment has correct unit codes and college codes. VET

42. Agents Surveys, done annually ask for feedback VET

43. Agent Performance,send agent list of all current students for cross check that a current agreement is in place and an annual review form, ask for this report back to you for next end of term reports to be completed and updated.

VET

44. Agent agreements sample VET

45. Wisenet implementation, review if any staff training needed VET

46. check to remove any ex staff from prisms access, wisenet, intranet, close off email account VET

47. have you had CIC, MEETING this term, IAB meeting VET

48. run a stats on how many students bought their textbooks this month (IBSA) of website VET

49. collections of 2nd ongoing tuition fees of students how do you have outstanding: $ VET 50. was there any WHS committee this term, all signs are up, notices , fire drill ,first aid officer photos etc VET

51. do you have a project on the intranet to close off, print and file in CI compliance folder VET

52. have you checked your policies and forms at random and if any immediate reviews needed VET

53. is your asset inventory register verified for any additions or deletions and send to facilities copy VET

54. if end of year, for next year set up internal audit schedule ,PD schedule, validation schedule, observation schedule, performance appraisal schedule, timetables, intakes, trainer renew contracts, trainer meeting schedule, review business plan, guest speaker schedule, CIC schedule, IAB schedule,

VET

55. Print out VET & SSO & marketing policy listing from intranet and initial (by AM,SSO,GpMkt) you have read them and send as evidence with this checklist

VET

56. submit with this checklist the end of term SSO administrationcheckpoints& sample admin files report VET

57. Submit with this report a copy of the agent current listings that is on the website with a notation of their renewal date, annual review & date it was done or blank if not done

VET

58. Read your Job descriptions for you and your staff and see they are current, see org chart they are current, any updates request changes, verify daily checklists are current, inductions checklists are current

VET

59. update and submit RISK MANAGEMENT checklist annually in December, but check was there any risk assessment task that occurred during the term, you can tick this during the year and finalise at end of the year.

VET

60. check and make sure the college website has the correct unit names for delivery and pre enrolment info back VET Return this page by scan email [email protected] or deliver in person by the first Friday of the first week of Term break

(3)

New Term CHECKLISTS to Director from VET College to cover Preparation Time College Name:………Date………… New Term no:…… done by:……….

New Term Preparations (if applicable): signature

1. Finalise any open appeals or complaints or release letters, certificates, refusals, LOA VET 2. finalise any academic interventions OR special needs VET

3. prepare for orientation VET

4. schedule the events for next term as per events calendar/PD, & inform staff VET 5. prepare course folders, lesson plans, tools for next term VET 6. schedule induction if new trainers are needed after approval & attendance reporting VET 7. archive old evidence from trainers course folders into reference compliance folders VET 8. verify student admin and academic files have been archived boxed labelled & put away SSO 9. review the timetable and T & A strategies if applicable from feedback VET 10. commence your continuous improvement tasks as per end of term reports surveys and

feedbacks

VET

11. set the roster for next term for evening coverage for observation and student support services

VET

12. conduct performance appraisals with trainers from class observations /surveys & ensure there is currency evidence of work experience for every unit in their folder.

VET

13. All compliance folders evidence filed away from last term VET 14. purchase orders, books, resources, library books, stock required, purchase order is placed VET 15. schedule reports on students due fees , overdue fees plan of how to collect SSO 16. prepare class allocations for trainers ration students to trainers 32 students/class VET 17. any WHS issues addressed and followed and resolved VET 18. review audit report done on admin/academic files for recording keeping & respond to

non compliance

SSO

19. review on PRISMS COURSES/site are valid & current at each term VET 20. complete your monthly spot check internal audit re assessed by you, or your co

Academic Manager

VET

(4)

Continuous Improvement Checklist /summary of events for end of term for improvement items and actions Date of report done:………….Done by………College Name……….…..

Type of continuous improvement Yes has items for CI No, nothing to add to CI Meetings with trainers, PEO,Staff

Assessment validations

Surveys by Students satisfaction Surveys by Trainers evaluations by students

Surveys by Trainer feedback Surveys by orientation sessions Performance Appraisals & Trainer

inductions & trainer currency of evidence by unit ie JD,reference letters per unit Complaints

Leave of absences Cancellations

Industry feedback by unit for each course and update T & A, this is annual task to cover all units for all courses.

Verify delivery resources have not changed versions on training.gov.au and update accordingly.

(5)

Academic Manager’s Annual Task Checklist

The Academic Manager is responsible for ensuring all tasks are satisfactorily completed by each month. YEAR:

MONTH AREA/FUNCTION ACTION/COMMENT

January

February New trainer class observation

Check assessment marking for any new trainers Review trainer files for updated information and PD Plan

March Review Complaints & Appeals register for trends and close out

April Undertake student file review Check assessment marking

Conduct validation and moderation sessions Conduct Trainer meetings

Issue Student surveys and collate and analyse data Complete end of term report

Attend Continuous Improvement Committee

Please note: the information from the first quarters listed activities is to be presented to the CIC

May Action student feedback as required

Review Agents performance and contracts with marketing co-ordinator

Participate in Course Review Committee June Check assessment marking

Issue Student surveys and collate and analyse data Submit Quality Indicators

Complete end of term report

Participate in annual Industry Advisory Committee meeting

Please note: the information from the second

quarters listed activities is to be presented to the CIC July Review RPL/Course Credit & Student

Enrolment Load

August Undertake performance appraisals Checking assessment documentation September Verify integrity of data in Student files

Check assessment marking

(6)

Conduct Trainer meetings

Please note: the information from the third quarters listed activities is to be presented to the CIC

October Review Complaints & Appeals register for trends and close out

November Participate in Course Review Committee and review of learning and assessment materials & review of policies on the intranet and update them on the intranet,

ensuring staff are aware of these policies as well December Action results of Course Review Committee

Check assessment marking

Please note: the information from the final quarters listed activities is to be presented to the CIC

(7)

Industry Consultation by Unit Monitoring Register for each course, done through the year & unit code changes:

CERTIFICATE III BUSINESS

CONFIRM WHICH UNITS YOU HAVE INDUSTRY LETTER WITH A DATE NEXT TO THE UNIT CODE(BOX A) & VALIDATION DATE OF THIS UNIT (BOX B)

UNIT CODE A B DESCRIPTION

BSBADM311A Maintain business resources BSBCMM301B Process customer complaints

BSBCUS301B Deliver and monitor a service to customers BSBDIV301A Work effectively with diversity (online)

BSBFLM303C Contribute to effective workplace relationships BSBINN301A Promote innovation in a team environment BSBITU302B Create electronic presentations

BSBITU304A Produce spreadsheets (online)

BSBITU306A Design and produce business documents

BSBWHS302A Apply knowledge of OHS legislation in the workplace

BSBWOR301B Organise personal work priorities and development (online) BSBWRT301A Write simple documents (online)

CERTIFICATE IV BUSINESS

BSBRES401A Analyse and present research information

BSBWHS401A Implement and monitor WHS policies, procedures and programs to meet legislative requirements BSBHRM405A Support the recruitment, selection and induction of staff BSBMGT402A Implement operational plan

BSBMKG413A Promote products and services

BSBCUS403B Implement customer service standards BSBWOR402A Promote team effectiveness

BSBPMG522A Undertake project work

BSBMGT403A Implement continuous improvement BSBFIA402A Report on financial activity

(8)

DIPLOMA MANAGEMENT

BSBMGT502B Manage people performance BSBWOR502B Ensure team effectiveness BSBCUS501C Manage quality customer service BSBWHS501A Ensure a safe workplace

BSBMGT516C Facilitate continuous improvement

BSBHRM506A Manage recruitment, selection and induction process BSBFIM501A Manage budgets and financial plans

BSBHRM503B Manage performance management systems

DIPLOMA OF IT

CONFIRM WHICH UNITS YOU HAVE INDUSTRY LETTER WITH A DATE NEXT TO THE UNIT CODE(BOX A) & VALIDATION DATE OF THIS UNIT (BOX B) (C)training.gov.au for unit version changes updates

UNIT CODE A B DESCRIPTION C)

New code Release date Update @ college

ICAB4137B Produce basic client side script for dynamic WebPages ICAB5165B Create a dynamic WebPages

ICAT4185B Create a website testing procedure

CUFANM01A Develop and implement designs for animation CUFANM301A Create 2 D digital animation

CUFDIG303A Produce and prepare photo images ICPMM321B Capture a digital image

ICAA5035C Research and review hardware Technology options ICPMM581B Manage multimedia production

BABPMG505A Manage project quality

CUFMEM10A Design and create a multimedia interface ICAS5102B Established and maintain client user liaison ICPMM582B Manage multimedia projects

PSPPM502B Manage complex projects ICAS5202B Ensure privacy for users CUFDIG401A Author interactive media CUFDIG302A Author interactive sequence ICPPP411B Undertake a complex design brief ICAW4214B Maintain Ethical conduct

Supply of additional documents with this end of term reports for:

1. STUDENT SURVEYS SATISFACTION PIE CHARTS HERE AND Continuous improvement ACTIONS

2. CURRENCY UPDATES FOR TRAINERS

3. WHAT Professional development DONE IN YOUR CAMPUS IN THIS TERM………..

4. Cancellations breakdown for this term (how many cancelled in total for each section for this term;

• Non commencements:…………Voluntary cancellations;……….Cessation of studies;………

(9)

REVISIONS OF Business COURSE UNIT VERIFICATIONS AND UPDATES AT COLLEGE LEVEL

CERTIFICATE

III BUSINESS Check training.gov.au & ibsa.org.au

RELEASE UPDATE@

UNIT CODE DESCRIPTION NEW CODE DATE COLLEGE

BSBADM311A Maintain business resources

BSBCMM301B Process customer complaints

BSBCUS301B Deliver and monitor a service to customers BSBDIV301A Work effectively with diversity BSBFLM303C Contribute to effective workplace relationships BSBINN301A Promote innovation in a team environment BSBITU302B Create electronic presentations

BSBITU304A Produce spreadsheets

BSBITU306A Design and produce business documents BSBOHS301B Apply knowledge of WHS legislation in the workplace BSBWHS302A 18-Dec-12 BSBWOR301A Organise personal work priorities and development BSBWOR301B 28-Nov-11 BSBWRT301A Write simple documents

CERTIFICATE

IV BUSINESS Check training.gov.au & ibsa.org.au RELEASE UPDATE@

BSBRES401A Analyse and present research information BSBOHS407A Monitor a safe workplace BSBWHS401A 18-Dec-12 BSBHRM402A Recruit, select and induct staff BSBHRM405A 18-Mar-13 BSBMGT402A Implement operational plan BSBMKG413A Promote products and services BSBCUS403A Implement customer service standards BSBCUS403B 18-Dec-12 BSBWOR402A Promote team effectiveness BSBPMG510A Manage Projects BSBPMG522A 18-Mar-13 BSBMGT403A Implement continuous improvement BSBFIA402A Report on financial activity

DIPLOMA

MANAGEMENT Check training.gov.au & ibsa.org.au RELEASE UPDATE@

BSBMGT502B Manage people performance

BSBWOR502B Ensure team effectiveness

BSBCUS501B Manage quality customer service BSBCUS501C 14-Nov-11 BSBOHS509A Ensure a safe workplace BSBWHS501A 18-Dec-12 BSBMGT516B Facilitate continuous improvement BSBMGT516C 10-Mar-09 BSBHRM506A Manage recruitment, selection and induction process BSBFIM501A Manage budgets and financial plans BSBHRM503A Manage performance management systems BSBHRM503B 10-Mar-09