1. Purpose

This policy is established to define the processes that Artibus Innovation (the ‘Company’) will apply when managing proposed changes to training package products put forward by industry stakeholders.

2. Objective

The objective of this policy is to ensure that proposed changes to training package components already in the National Register (training.gov.au)are processed:

3. Scope

This policy covers issues/requests raised with the Company regarding:

  • errors, omissions or proposed changes to training package components.

This policy does not cover issues/requests received regarding decisions made by the Australian Industry and Skills Committee (AISC) in relation to training packages and associated materials of its allocated IRCs.

4. Principles

In handling issues/requests to modify any training package component, the Company will apply the following principles:

Fairness/impartiality

a) fair treatment for all parties is paramount
b) the issue will be handled fairly and in good faith
c) all issues will be investigated before a decision is made
d) issues will be ‘triaged’ in accordance with this policy.

Compliance with the TPDEPP policy regarding making minor changes:

'An SSO may make a minor change to a training package and associated Companion Volume Implementation Guide, where that change meets one or more of the criteria outlined in section 6.2 of the TPDEPP and is authorised by a decision of the IRC (in consultation with appropriate stakeholders) with responsibility for that training package. This will be identified as a minor release on the National Register of VET.

The SSO must:

  • keep a record of the minor change, setting out the date the change was made, a detailed description of the change, the reason for the change, and evidence of IRC support for the change
  • provide this information to the AISC Secretariat prior to the change being actioned on the National Register of VET
  • advise relevant stakeholders of the minor change.

In extenuating circumstances, minor changes can be made to a training package product without a minor release. In these circumstances, the SSO must seek the AISC Secretariat’s agreement. In making its decision, the AISC Secretariat will consider the following factors:

  • the impact of the error to be corrected
  • the complexity and size of the training package product
  • the number of RTOs with the training package product on scope
  • the level of uptake of the training package product
  • the time since the last release of the training package product
  • the impact on current students
  • licensing and regulatory implications.

If unclear whether a change to a training package product is a minor change or requires endorsement, clarification must be sought from the AISC Secretariat, and consultation with state and territory governments may be required regarding potential impacts.’

5. How proposed changes can be raised

If a stakeholder is dissatisfied with the training products on the National Register, they should in the first instance consider communicating directly with an Artibus Innovation staff member/s.

If they consider the relevant staff member/s is unable to address their concerns, they can lodge their proposed change request with the Company in one of the following ways by:

  1. telephone or in person
  2. writing to the Company
  3. emailing to enquiries@artibus.com.au.

The Company will request that verbal issues be confirmed in writing.

6. Information Required to Process Requests

To properly examine a request, the Company will rely on information provided by the issuer and information the Company may already hold.

To help the Company examine the issue quickly and efficiently, issuers are requested to provide the following initial information:

  1. the issuer’s name and contact details
  2. the code and title of training package component (e.g., qualification, unit or skill set)
  3. the recommendation or resolution to the issue raised or proposed change being nominated
  4. a rationale as to why a change is required
  5. details of any steps the issuer has already taken to resolve the issue with Company and industry stakeholders
  6. provide any existing industry support for the nominated request.

7. Proposed Changes Register

The details of request(s)received by the Company will be entered into the Proposed Changes Register (the ‘Register’).

In addition to the information specified in Section 6 of this policy, the following will be recorded on the Register:

  • the outcome and any actions taken following the investigation of the request
  • all dates relating to actions taken to resolve the issue/request and communications between the Company and the Industry Reference Committee.

As part of the Company’s on-going operations, the Register will be monitored by management for any identifying trends and rectification/remedial action taken to mitigate any identified issues.

8. Resolving Issues/Requests

Once received and acknowledged, the Company will undertake an initial review of an issue.

Broadly, the issues process involves the following steps:

Table 1. Steps in Issues Process

Action Description
Knowledge Acknowledge receipt of an issue within three business days.
Appoint The investigation of the issue will be assigned to an Artibus Innovation staff member.
Review An initial review of the issue/request will be undertaken and a determination of what, if any, additional information or documentation may be required to complete a review. A request for clarification or additional information will be made to the issuer where necessary.
Investigate

Artibus Innovation will investigate the issue/request objectively and impartially by considering the information provided and the relevant actions by the Company or the IRC in relation to the issue/request. Where necessary, discussions will be arranged with the issuer and other parties affected by the complaint.

Artibus Innovation will use their best endeavours to:

  • respond to issue/request within 15 business days of the issue/request being acknowledged, however, this may not always be possible, particularly if clarification or further information is requested
  • provide a response that will resolve the issue/request to the satisfaction of the issuer/request and relevant IRC.

Triage

Following investigations, Artibus Innovation will triage the issue/request in accordance with the following table:

Criteria Action

1. Training package product does not comply with policy e.g., equivalency

Note in register.

Apply policy ruler and AISC decisions. Seek IRC and AISC advice.

2. Typo with zero impact on unit outcome.

Note in register for correction at next release.

3. Correction to component content in line with AISC decision(e.g., Addition of text to Application, Elements, PCs, Mapping, Performance Evidence, Knowledge Evidence, Assessment Conditions).

Note in registerfor correction at next release.

Advise IRC and AISC Secretariat of required change.

4. Change to component contentnot in linewith AISC decision (e.g., Addition of text to Application, Elements, PCs, Mapping, Performance Evidence, Knowledge Evidence, Assessment Conditions).

Note in register.

For IRCand AISC advice.

5. Incorrect/ unclear/ out of date term/ phrase -making delivery problematic

Note in register.

Check validity and forward to IRC for decision on minor change.

Take action

Where appropriate the Company or the relevant IRC will schedule action, such as a minor release, in a manner that minimises churn and disruption, for example through batch processing minor changes to coincide with a major release

Training package Releases

The Company will endeavour to align most, if not all, agreed minor changes to the training package with a major release (e.g., major release occurs when the AISC approval a Case for Endorsement).

This approach supports minimal disruption to the National Register and training providers.

Stakeholders will be advised of changes to the training package via the Company’s communication channels.

The Register will be publicly available on the applicable project page of the Artibus Innovation website. The issuer will be unidentified but their industry sector, eg. RTO, employer, peak body etc will be noted.

Record

All issues/request will be recorded on the Register and provided as a standing agenda item at each IRC meeting.

The AISC’s secretariat will also be kept abreast of any changes to components on the National Register prior to undertaking any training package release.

9. Compliance with this Policy

Management personnel who have employees reporting to them should take all necessary steps to ensure their employees know and follow the policy. In this connection, all managers should periodically consult with their staff members to determine that appropriate procedures for implementation of the policy have been developed and are being followed.

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