Student Handbook

All students please read the Student Handbook

If you have any questions or require more information that will assist you, please ask the trainer and he will be able to supply you with advice and all Train Safe NT policies and procedures.

Learner Questionnaire - Policy 2 (version 3)

Purpose

Train Safe NT collects data from students and uses the information to improve training and assessments activities and client services. A minimum of 20% of all students enrolled at Train Safe NT must complete the Learner Questionnaire. The purpose of the surveys are to collect opinions, views and data from the students to ascertain what aspects of the training and assessment activities or client services can be improved.

The survey results that identify any ‘problem areas’ will be acknowledged in an objective and unbiased manner. Train Safe NT will attempt to modify and improve policies or procedures that will result in a client focussed outcome and improve the training and assessment strategy. Some processes such as those regulated by registering bodies, i.e. Commonwealth, State or Territory legislation cannot be changed.

Procedure

1.The trainer will supply at least 20% of the students with the survey at the end of the workshop and all completed surveys will be analysed within twenty (20) days.

2.Train Safe NT will analyse surveys after each workshop. If the survey results are answered as ‘strongly disagree’ these issues maybe recorded on the Problem Areas Identified by Students form. However, this is dependent on the severity of the issue and these “problem areas” may require a review.

3.All reviews undertaken must be documented in the Problem Areas Identified by Students form and any changes made to the training, assessment, learning strategy or client services procedures must also be documented.

4.Students may receive feedback however this is dependent on the severity of the issue.

5.Train Safe NT must submit the results of the survey to NVR via the ASQA Quality Indicator Annual Summary Report template. 2023 surveys are to be submitted prior to 30^th. June 2024.

Assessment Methods

Assessment is the process of collecting evidence and making judgements about whether an individual can perform to the standards expected in the workplace, the assessment confirms that the individual has the skills and knowledge to pass the Unit of Competency.

Assessments can be the following:

• Written tests
• Verbal tests
• Practical performance
• Operation of machinery
• Demonstration of the use of tools & equipment
• Workplace demonstration
• Carry out tasks in the workplace

or a combination of the above assessment methods.  For more information ask the trainer.

Assessment Including RPL Policy 6 (version 3)

Purpose

All assessment tools are to be implemented according to the Assessment Guidelines in the following training packages:

• Agriculture, Horticulture, Conservation and Land Management Training Package (AHC)
• Forest and Forest Products Training Package (FWP)
• Transport and Logistic Training Package (TLI)
• Automotive Retail, Service and Repair (AURT)
• Health 07 (HLT)

Train Safe NT uses resources that are consistent with the regulatory bodies requirements i.e Agricultural and Veterinary Chemical (control of use) Act 2011 NT.

Procedure

1.Train Safe NT trainers must deliver and assess all units of competency according to the Training and Assessment Strategy. These can be found on the Training and Assessment Strategy file (current version).

2.Trainers need to take into account that individual learner’s needs will vary and these learning styles may relate to:

• language, literacy and numeracy levels
• cultural or ethnic background
• physical or intellectual ability
• Indigenous learners

Trainers will have to be flexible with delivery methods and ascertain the most successful teaching style, this will vary and depend on individual student groups. The trainer will have to identify barriers to learning and develop methods that overcome any difficulties i.e. by employing interpretative services for various ethnic backgrounds. Interpreting Services NT phone 8999 8506.

Implementation of Assessment Tools Policy 7 (version 4)

Purpose

Assessment is the process of collecting evidence and making judgements on whether competency has been achieved, to confirm that an individual can perform to the standards expected in the workplace, as specified in a Training Package or VET accredited course.

All assessments must be implemented with the following principles and rules:

• Fairness
• Flexibility
• Validity
• Reliability

Rules of Evidence:

• Validity
• Sufficiency
• Authenticity
• Currency

Pathways

1. Learning and Assessment Pathway – learning and assessment are integrated with assessment being collected and feedback provided at anytime.
2. Assessment Only or Recognition of Prior Learning (RPL): the student provides current evidence against the competency standards and if the evidence can demonstrate that they have met all the criteria the RPL determines if the student is competent. Using the assessment only pathway may identify gaps in their competencies and the student will require further training in these areas. A structured training and assessment pathway is required to fill the gaps.

• The onus is on the candidate to provide sufficient evidence to satisfy the assessor (Agriculture Horticulture Land Management and Conservation Training Package Release 11 Companion Volume (2).
• Or a combination

1. Credit transfer pathway - Credit is the value assigned for the recognition of equivalence in content between different types of learning and/or qualifications which reduces the volume of learning required to achieve a qualification. Refer to Provide Credit for Prior Studies - Policy 10

Procedure

1.Follow Pre-enrolment Procedure with Clients and Employers - Policy 18

2.Train Safe NT trainers and assessors must conduct assessments according to the Training and Assessment Strategy, these can be found on the Training and assessment strategy file.

Recognition of Statement of Attainments Issued by Other RTOs

Train Safe NT recognises AQF statements of attainment issued by other Registered Training Organisations.

National Recognition:

a) Recognition by an RTO of the AQF statement of attainments issued by other RTOs, thereby enabling national recognition of the statement of attainments issued to any person

b) Recognition by each state and territory’s registering body of the training organisations registered by any other state or territory’s registering body and of its registrations decisions

c) Recognition by all state and territory’s course-accrediting bodies and registered bodies of the courses accredited by each state or territory’s course-accrediting body and of its accreditation decisions.

Provide Credit for Prior Studies - Policy 10 (version 3)

Purpose

The RTO accepts and provides credit to learners for units of competency and/or modules (unless: licensing or regulatory requirements prevent this) where these are evidenced by:

• AQF certification documentation issued by any other RTO or AQF authorised issuing organisation; or
• Authenticated VET transcripts issued by the Registrar.

Procedure

1. Use Credit For Prior Studies Form
2. Train Safe NT will contact the organisation that issued the document to confirm the content is valid.
3. To ensure currency greater scrutiny will be required for qualifications and statement of attainments issued over ten (10) years ago.
4. Students will have to supply a certified photocopy of original qualification or statements of attainment or VET transcripts issued by the Registrar (USI transcript). Train Safe NT will access the USI transcript online or contact the organisation that issued the document to confirm the content is valid. This will be used as evidence and filed in the students file.
5. Where a unit of competency is not deemed “equivalent” on the national register, Train Safe NT will complete a mapping exercise to determine that the initial course is equivalent to the required learning outcomes or standards. This will determine that only the learners who hold the requisite skills and knowledge are certified as competent. The mapping exercise will be filed in the student file.

Recognition of Prior Learning

RPL is the recognition of a person’s skills and knowledge gained through life experience, paid work, voluntary work, adult education or hobbies, regardless of how this knowledge is attained it maybe used to contribute to the assessment requirements of a Unit of Competency.

RPL is an assessment that correlates skills acquired through life experience with current Elements of Competency contained in the relevant training package.  The onus is on the student to provide evidence for the assessor to determine that the student has the relevant knowledge and skills for the Unit of Competency.  The student must provide sufficient evidence for an RPL, the following is a list of evidence however this list is not limited:

• Qualifications
• Certificates
• Licenses
• Permits
• Letters from employers stating work experience
• Letters from employers stating equipment & machinery used
• Photographic evidence
• Minutes from meetings
• Invoices & receipts
• Written literature
• Sporting achievements records
• Financial statements

Consult the trainer prior to any Recognition of Prior Learning Assessment.

Recognition of Prior Learning Policy 12 (version 4)

Purpose

Recognition of Prior Learning (RPL) means an assessment process that assesses the competency/s of an individual that may have been acquired through formal, non-formal and informal learning to determine the extent to which that individual meets the requirements specified in the training package or VET accredited courses. (Users Guide to the Standards for RTOs 2015).

The onus is on the candidate to produce sufficient evidence demonstrating competence in accordance with the requirements of the Training Package.

Procedure

1.Train Safe NT consults with the applicant prior to enrolment and explains the RPL process and ascertains which units they wish to apply for an RPL

2.The trainer gives the applicant paper copies of the unit of competency

3.The trainer explains the RPL process, evidence requirements, assessment guidelines, appeals process and costs (a minimum of one hour will be allowed for the consultation)

4.The applicant will submit RPL evidence and enrolment form

5.The trainer will assess the RPL evidence and determines the results

6.The trainer will contact applicant and provide feedback and result sheet must be signed by student. Rolls & result, results sheet will be filed, refer Students Records Policy 22.

7.The trainer will archive the evidence in student’s file.

8.The trainer will participate in any appeals process if necessary, refer Policy 14.

Complaints Policy 13 (version 2)

Purpose

All complaints are to be considered in a transparent, objective and unbiased manner. The Complaints Policy 13 incorporates the principles of justice and fairness. This policy can be accessed by the students in the Student Handbook. Train Safe NT policies and procedures adhere to the Northern Territory of Australia Anti-Discrimination Act 2007. All complaints are made available to NVR to ensure transparency, accountability and confidence.

Train Safe NT will investigate a complaint to the level warranted by the severity of the issue and attempt to change or improve any policies or procedures. However, some processes cannot be modified as they maybe regulated by registering bodies, Commonwealth, State or Territory legislation.

If the complainant is not satisfied with the outcome of their complaint they can phone ASQA 1300 701801.

Procedure

1.The complainant is requested to document the issue on the Complaints Form and Train Safe NT will acknowledge receipt of a Complaint Form within seven (7) days in writing.

2.The Director of Train Safe NT will address every complaint and the complainant will be informed of the outcome by email or mail within fourteen (14) days of lodging the Complaints Form. Every complainant will be informed and advised of how to contest the decision, if they are not satisfied with the outcome.

3.Any policy changes that are made to the operation or function of Train Safe NT must be documented on the Complaints Form.

4.If the complainant is not satisfied with the outcome of their complaint they can contest the decision.

5.The complainant is requested to document their specific concerns with the outcome of their complaint on the original Complaint Form.

6.Train Safe NT may assemble a panel (arbitrators) of two (2) individuals from industry or another RTO within twenty one (21) days. The panel will assess the situation and a decision will be made, the complainant and Train Safe NT must be informed of the panel’s decision by mail within fourteen (14) days.

7.A total of less than fifty (50) days will be adhered to for resolving all complaints and appeals. If for some unforeseeable reason, this timeframe is not able to be adhered to, the complainant will be notified in writing and advised of the reasons and an adjusted timeline for resolution.

8.The panel’s letter will be filed within five (5) days of the event. If the complainant is not satisfied with the panel’s decision they can phone ASQA 1300 701801.

9.All records and correspondence will be filed, refer Student Records - Policy 22.

Student Appeals Result Policy 14 (version 1)

Purpose

If a student is not happy with the results that they have received from the Train Safe NT assessor, the student can appeal the decision. The Student Appeals Result policy 14 incorporates the principles of justice and fairness and all appeals are to be considered in an objective and unbiased manner.

Procedure

1. The student is requested to document their dissatisfaction with the result within twenty one (21) days, on the Student Appeals Result Form policy 14.
2. Train Safe NT will review all the assessment evidence and the appeal information within fourteen (14) days.
3. If required Train Safe NT will organise and re-assess the student.
4. The student will be informed of the result by email, mail or in person within seven (7) days, the result will be recorded and filed within five (5) days.
5. If the student is not satisfied with the re-assessment outcome Train Safe NT may engage an external assessor or industry expert to re-assess the student.
6. The student will be informed of the re-assessment result by email, mail or in person within seven (7) days, the result will be recorded and filed within five (5) days.
7. All records and correspondence will be filed, refer Student Records - Policy 22.

Fees and Charges Policy 15 (version 3)

Purpose

To provide students and clients with clear and accurate information about the fees or charges prior to enrolling or entering into an agreement with Train Safe NT. The Fees and Charges policy 15 adheres to the principles of fairness, honesty and the Northern Territory of Australia Consumer Affairs and Fair Trading Act 2013 and Competition and Consumer Act 2010 (Cth).

Procedure

1.Train Safe NT does not collect fees in advance of training activities greater than $1500 per student.

2.Train Safe NT will provide a written quote for all training programs prior to the commencement of training activities. The quote will document all costs, government subsidies (if any), refunds and terms & conditions for the client.

3.Corporate clients to negotiate a contract agreement prior to enrolment and training activities.

4.The quote will document all the following:

• Equipment & materials that the learner or employer must provide
• Duration, location, times
• Numeracy, literacy or license requirements
• Relevant information for Government subsidy or funding
• Unit title, code and mode of delivery

1. Website booking payments document the following information: All fees, charges, government subsidies (if any), refunds and terms & conditions.
2. Where there are any changes to agreed services, Train Safe NT will advise the learner or client or corporate client as soon as practicable, including any third party arrangements or a change of ownership.

Refunds Policy 16 (version 3)

Purpose

To provide students and clients with clear information about the refund policy and procedures prior to enrolling or entering into an agreement with Train Safe NT. The Refund policy 16 adheres to the principles of fairness and honesty.

Procedure

1.Individual students who withdraw from workshops after they have attended will not be refunded fees or charges.

2.Individual students who attend but leave due to illness and supply a medical certificate to Train Safe NT will be offered another workshop at no extra cost.

3.If students cancel within five (5) days prior to the workshop the client will incur a fee equal to the contract price or quoted price per person, this does not apply if a medical certificate is supplied to Train Safe NT.

4.If the student is deemed not yet competent they will not be refunded fees or charges.

5.Corporate clients will not be refunded fees or charges once training has commenced.

6.If Corporate clients cancel within five (5) days prior to the workshop the client will incur a fee equal to 50% of the contract price or quoted price.

7.In the event that Train Safe NT delay a course, participants are entitled to a refund of any fees or monies paid.

8.If Train Safe NT does not or cannot provide the training for whatever reason 100% of fees or charges will be refunded.

9.The Refunds policy is made available to students or prospective students in the Student Handbook and website, prior to enrolment.

Withdrawal Policy 17 (version 2)

Purpose

Students can withdraw from a workshop or unit of competency at any time. Train Safe NT will respect the student’s decision to withdraw from training activities.

Procedure

1. Student to fill in Withdrawal Form.
2. Trainer to refer student to Refunds Policy 16 in Student Hand Book.
3. Train Safe to amend electronic student enrolment with fourteen (14) days. If they “withdrew” after participation or commencement of training, evidence of must be retained, refer Student Records Policy 22.
4. Withdrawal Form to be file in Student file.

Pre-enrolment Procedure with Clients Policy 18 (version 4)

Purpose

Clients must be provided with accurate and sufficient information to assist them in making an informed choice about the training, skill set and unit of competency.

Procedure

1.Train Safe NT will attempt to interview prospective students and corporate clients to ascertain the student’s previous experience, knowledge, skill level, relevant attributes and determine what skill set and the duration of the training is suitable for their needs.

2.Train Safe NT will provide the following information prior to enrolment:

• Locations, dates, times, PPE and any equipment that student must provide
• RPL, credit transfers and pathways
• Skill set and statement of attainment
• Assessment methods
• Fees and refunds
• Literacy and numeracy skills required to complete training program
• Literacy, language and workplace support services
• Complaints and appeals processes
• Student’s code of conduct, rights, responsibility and obligations
• Unit code, title and currency as published on the National Register
• USI requirements

3.All individuals and corporate clients will be issued with the Train Safe NT Student Hand Book and enrolment forms prior to enrolment.

Literacy and Numeracy Requirements

The Training Packages have been developed to accommodate varying language, literacy and numeracy capabilities. For a person with low levels of language, literacy and numeracy the assessment maybe any of the following:

• Verbal tests
• Practical performance
• Demonstration of the use of tools & equipment
• Carry out tasks in the workplace

• An interpreter maybe used to assist with the verbal part of assessment.

The chemical workshop at AQF level 3 has a requirement for average level language, literacy and numeracy.

Literacy Support Services

Train Safe NT can assist students with basic levels of literacy and numeracy.

Train Safe NT trainers can negotiate with employers to provide some of the following services to students in the workplace.

• The employer can identify a suitable mentor for the learner
• Provide extra time for studying
• Ensure the learner has access to internet
• Gathering evidence of the on-the-job performance

For more information ask the trainer or consult Workplace Student Support for Students Policy 19 and 19.2.

Workplace Support for Students Policy 19 (version 4)

Purpose

Students can receive support from their employer and all parties engaged in the delivery of training and assessment. Workplace personnel are consulted and informed of their roles and responsibilities and utilised to monitor the learner’s progress.

Procedure

1. Train Safe NT will negotiate with employers or associated bodies to provide some or all of the following services to students in the workplace.

• The employer can identify a suitable mentor for the student
• Provide extra time for studying
• Ensure the student has access to internet facilities
• Gathering evidence of the on-the-job performance
• Workplace policies may need to be integrated into learning strategy

1. This will be identified in the training agreement signed by the employer.
2. Provide feedback on Training and Assessment strategies (TAS) used by Train Safe NT (continuous improvement).

Student Support Services Policy 19.2 (version 1)

Purpose

Train Safe NT will ensure that students have every reasonable opportunity to complete their training program. Student’s learning styles are assessed and the student has access to services that they require to complete their training program. Train Safe NT policies and procedures adheres to the Northern Territory of Australia Anti-Discrimination Act 2007.

Procedure

1. Any barriers to completing the training program such as literacy, numeracy, cultural background, physical needs and language are to be identified at the pre-enrolment interview (policy 18) or these barriers are to be identified by questions 7, 9, 12 and 13 on the enrolment form.
2. Train Safe NT maybe able to organise or provide the following services however this will be dependent on location, student numbers and logistics.

• One-on-one tutoring
• Organise workplace work place mentoring and support (policy 19)
• Interpretive service (policy 6)
• Adult English Migrant Program (AMEP) ph 8946 6578
• Literacy and numeracy courses CDU or Bachelor College
• Emergency medical treatment RDH ph 8922 888
• Counselling Service EAS ph 8941 1752

Student Access to Records Policy 20 (version 4)

Purpose

Students have timely access to current records of their results, students are informed of how to access records. Records are accurate and current.

Procedures

1. Train Safe NT trainers must complete the Rolls of Attendance on a daily basis for each unit of competency, workshop or training activity. The rolls must be 100% accurate and up dated on a daily basis, this will ensure integrity.

2. Train Safe NT trainers must assess and process the results for all students within fourteen (14) days of delivering the unit of competency.

3. All students that have met all the requirements of the unit of competency will be posted a statement of attainment within thirty (30) days of completing the unit. Paper copies of the results sheets will be compared with enrolment database (Vet Trak) reports to ensure all statement of attainments are processed, printed and posted. This will be completed on a weekly basis.

4. Statement of Attainments shall be printed according to the protocols documented in the Schedule 5, of the RTO Standards 2015 (version 2).

5. Students are informed of this policy in the Student Handbook.

Replacement of Statement of Attainment Policy 21 (version 1)

Purpose

Students need to know how they can replace their statement of attainment if required.

Procedures

1.Students can order their replacement statement of attainment by writing to Train Safe NT PO Box 1187 Nightcliff NT or email. These will be posted to students within thirty (30) days.

2.Students are informed of this policy in the Student Handbook.

Student Records Policy 22 (version 4)

Purpose

To ensure that records are accurate, current, easily accessible and are systematically collected, recorded and stored in a safe and pest free environment. Information is collected in accordance with Personal Privacy Principles (Information Act 2013 NT) and the Australian Privacy Principles Privacy Act 1988 / Privacy Amendment (Private Sector) Act 2000 (Cth). Confidentiality is maintained.

Procedures

1. The records are to be stored in the following formats:

• Policy and Procedure manual – electronic version
• Enrolment database (Vet Trak) – electronic version backed up on server
• Enrolment Forms – paper copy in the student’s number file
• Rolls and Results - electronic version in roll and results file
• Evidence of students work – original paper copy in student work box
• Students Questionnaire – paper copy in questionnaire file
• Problem areas identified by student surveys – paper copy in problem areas student file
• Employers Questionnaire – paper copy in employers questionnaire file
• Problem areas identified by employers’ surveys – paper copy in problem areas employers file
• Complaints Forms and correspondence from independent panel (arbitrator) – paper copy in complaints file
• Appeals Forms and correspondence from industry expert or assessor – paper copy in appeals file
• Credit For Prior Studies – paper copy stapled to student’s enrolment form
• Recognition of Prior Learning - paper copy stapled to student’s enrolment form
• Industry Consultation meetings and minutes - paper copy in industry meetings file and electronic version in Train Safe NT & Business file
• Staff Qualifications – photocopies in staff file
• Professional Development – paper copy in staff file
• Police Checks, Ochre Card or Working with Children – paper copy in staff file
• Validation assessment practise & assessment judgement – paper copy in assessment validation file
• RPL Validation – paper copy in validation file
• Training and Assessment Strategies – electronic version in training and assessment strategy file
• Risk Assessment forms – original paper copy in risk assessment file
• Withdrawal Form – paper copy in student file.
• Service Agreement – paper copy in staff file
• Quotes, employer agreements or contracts – electronic copy in quotes 2018 file

All records are to be recorded under file name and academic year eg. Learner Questionnaire 2017

1. All filling cabinets and office area are to be treated annually with insecticide to control paper eating pests.
2. Office is to be locked when area is not supervised.
3. All electronic records are to be ‘backed up’ onto a USB memory stick every month and all records for each academic year are to be stored in Records USB Memory 2008.
4. The Enrolment Forms paper copies are stored for two (2) years.
5. The following records are to be archived electronically for thirty (30) years:

• Enrolment, results database (Vet Trak)
• Enrolment forms

1. The following records are to stored and protected for seven (7) years:

• Training and Assessment strategies
• Rolls and Results
• Service Agreement – paper copy in staff file
• Quotes employer agreements or contracts

1. The following records are to be stored and protected for five (5) years:

• Complaints and correspondence from independent panel (arbitrator)
• Appeals and correspondence from independent industry expert or assessor
• Credit transfers and evidence
• Recognition of prior learning and evidence
• Correspondence with NVR
• Validation assessment practise & assessment judgement (students work)
• RPL validation
• Risk assessment forms
• All paper correspondence with students, clients and other parties engaged with Train Safe NT.
• Industry consultation meetings and minutes
• Enterprise consultation meetings and minutes
• Professional development activities
• Learner questionnaire
• Employer questionnaire
• Engage regulatory bodies meetings and minutes
• Withdrawal Form

1. The following records are to be stored and protected for a period of six (6) months:

• Evidence of students work, except for the sample of assessment judgement required for validation

General direction: Retention requirements for completed student assessment items for a period of six months. (2/2013)

Privacy Protection Policy 23 (version 3)

Purpose

To protect the privacy of personal information in accordance with the Information Privacy Principles set out in the Northern Territory of Australia Information Act 2013 and the Australian Privacy Principles Privacy Act 1988 / Privacy Amendment (Private Sector) Act 2000 (Cth).  This applies to the information collected and held by Train Safe NT, students, former students, employees and associates of Train Safe NT.

Personal information is only disclosed in the following:

• The individual has given written consent
• Too avoid a threat to the individuals health or safety
• Disclosure is required by law to Government departments or statutory bodies
• Disclosure is required by specific law
• The individual is engaged or suspected of being involved in unlawful activities.
• Student Identifier Act 2014
• Data Provisional Requirements (AVETMISS and Quality Indicator data clause 7.5)

Procedure

1.All records are to be accessed and used only by employees of Train Safe NT.

2.The Privacy Protection Policy 23 is to be reviewed once (1) a year so that any changes to the Information Act 2013 (NT) and the Privacy Act 1988 can be considered and may result in amendments to the Privacy Protection policy 23.

Results Are Confidential Policy 23.1 (version 1)

Purpose

Protect and maintain the confidentiality of student’s results or progress. It applies to the assessment outcomes and results achieved by individual students and former students. The results can only be disclosed in the following:

• The student or former student has given written consent.
• Disclosure is required by Northern Territory Government and NVR however information is protected by the Information Act 2013 (NT).
• Disclosure is required by Australia Vocational Education and Training Management Information Statistical Standard (AVETMISS). The information that is required cannot identify individuals or the RTO and is protected by the Confidentiality Guarantee (AVETMISS Standard for VET Providers).
• If the student’s employer requires the results for their professional development records the employer will have to provide written consent from the employee (student).

Procedure

1. All records are to be accessed and used only by employees of Train Safe NT.  
2. The Results Are Confidential policy 23.1 is to be reviewed once (1) a year (see Policy 26.1 for reviewing legislation).

Work Health and Safety 25.1 (version 1)

Purpose

Train Safe NT is committed to providing a safe and healthy working environment and to providing safe systems of work.

Procedure

1.Train Safe NT will remain informed of Work Health and Safety (WHS) legislation and best practice and follow all relevant Codes of Practice and Standards.

2.Train Safe NT will create a ‘safety culture’ in name (Train Safe NT) and in practice i.e. through staff uniforms with safety colours (red and yellow).

3.Train Safe NT will be accessible to and be informed by Train Safe NT workers and students.

4.Train Safe NT will maintain a safe workplace through regular safety checks, maintaining workplace equipment and tools, providing workers with easy to understand information and training, having an incident/injury reporting process and planning for emergencies e.g. fire, medical or chemical leaks.

5.Train Safe NT will keep records of WHS activities to monitor and improve health and safety performance and meet legal requirements i.e. on incidents and injuries (including near misses), hazardous chemicals; maintenance of all plant and equipment and training.

Responsibilities

a) Director:

The Director will consult workers when decisions are made regarding their health and safety, ensure workers receive sufficient information, instruction and training in the work that the worker will be required to perform and enable the worker to perform the work with minimal risk to the health and safety of the worker, or any other person.

b) Workers:

The Workers will participate in and appropriately contribute to consultations initiated by the employer, take into consideration suggestions made by the employer on health and safety issues, follow safety instructions and notify the employer of any risk to health or safety in the workplace. If workers do not follow all policy and procedures termination of employment will be considered

1. Train Safe NT is committed to the ‘seven steps for small business’ and the ‘SAFE approach’ to managing hazards:

Step 1 – Setting up a safe workplace

Step 2 – Consulting

Step 3 – Managing hazards

Step 4 – Informing, training and supervising

Step 5 – Maintaining a safe workplace

Step 6 – Keeping records

Step 7 – Monitoring, reviewing and improving

S A F E approach

Spot the hazard – find anything that could cause injury, illness or damage.

Assess the risk – determine the likelihood that a hazard may cause an injury, illness or death.

Fix it Early – prevention is the key. Take action to fix identified hazards by trying to eliminate the hazard first or, if this is not possible, find ways to minimise it. Make sure that control measures used to reduce the risk do not create new hazards or increase the risk of existing ones.  NT WorkSafe website 2014.

Contingency Plan and Changes to Servcie - Policy 27 (version 2)

Purpose

Train Safe NT must notify all parties that will be affected by any changes to circumstances, ownership or any reason. If Train Safe NT cannot deliver training and assessment activities due to any of the following:

• Sickness, flight cancellations, vehicle breakdown, flooded rivers, bushfire, cyclone, house fire
• Sale of RTO
• any other reason

Train Safe NT must inform all students, clients and relevant bodies ASAP.

Procedure

1.Train Safe NT will email or phone all students ASAP.

2.Train Safe NT will email or phone employers and stakeholders ASAP.

3.Train Safe NT will negotiate with students, employers and all parties involved and ensure that all services are provided so that no individual is disadvantaged.

4.Students or employers can be referred to the Refunds Policy 16.

Copyright - Policy 29 (version 2)

Purpose

Copyright law is set out in the Copyright Act 1968, this is federal legislation, and applies throughout Australia.

There are provisions in the Copyright Act that allow educational institutions such as registered training organisations to use copyright material for educational purposes without permission from the copyright owner. This allows copying of print resources such as books and digital material. The amount of a work that can be used is, in most cases, limited to a “reasonable portion” (usually 10% or 1 chapter). If a copy is sold, or used for a purpose other than education, it is deemed to be an infringing copy. Source Australian Copyright Council Information Sheet, 2013.

Procedure

1. Trainers and students can photocopy or copy books, newspapers or electronic media but this copy cannot exceed 10% of the original work.
2. Trainers and students cannot sell the copied materials, work or assignments. This may result in infringing copyright.
3. All materials or resources used from other sources will be refenced and acknowledge.

Sexual Harassment and Discrimination – Policy 30 (Version 2)

Purpose

It is expected that all Train Safe NT trainers, contractors, staff and students will be respectful of others, adhere to WHS requirements and show consideration for all regardless of race, religion, gender, sexual preference, educational background, parental status, political affiliation, marital status or physical appearance.

Sexual harassment extends from unwelcome actions such as gestures, inappropriate or dirty jokes, persistent, unwelcome invitations, the display of offensive pictures and implicit or explicit demands for sexual activity, through to physical contact such as patting, pinching or groping.

Procedure

1. Train Safe NT is committed to providing a learning and work environment that is free from sexual harassment and discrimination. If you believe you are a victim of sexual harassment or discrimination contact James Gorrie, Director Train Safe NT.
2. The complaints policy is on the website and the Student Hand Book.
3. A complaint form can be used to identify grievances or issues. Refer Complaints Policy 13.

Unique Student Identifier (USI) – Policy 31 (Version 1)

Purpose

To generate a USI for students or encourage students to create their own USI for the purposes of maintaining the students VET training history. There are three (3) ways this can be achieved.

1. Student creates USI. All efforts will be made to support students to create USI.
2. Train Safe NT generates USI via Vettrak on behalf of student with identification and permission. Refer Enrolment Form.
3. Train Safe NT generates USI via Vettrak on behalf of student with DVS override. This method is only used in rare circumstances. Refer Enrolment Form.

Procedure

1.Train Safe NT informs students, potential students and employers of the need for a USI and encourages employers to generate USIs prior to training.

2.The trainer must inform students of the requirement for the USI and issue the Enrolment Form prior to training. This is conducted by the trainer, face-to-face and the student has an opportunity to ask questions. Trainer can explain the USI to student.

3.Student must complete the Enrolment Form and supply USI. Or student signs the Privacy Notice (Consent) and provides suitable identification. Trainer must view the identification and ensure the details recorded are accurate.

4.Trainer can photocopy identification, attach to enrolment form and return to Train Safe NT within three (3) days of completion of training activities.

5.The photocopy of identification must be destroyed once the USI is created.

6.All USIs are verified by Vet Trak

Student Induction - Policy 32 (version 4)

Purpose

All students are to be informed about their rights, obligations, responsibilities, student code of conduct and current Commonwealth, State and Territory legislation, Acts, Regulations or Guidelines that are relevant to the students training activities.

Procedure

1. The Student Induction is conducted prior to enrolment.
2. The trainer must inform the students of the following information that is relevant to the particular unit of competencies or workshop.
3. The trainer issues all students with the Student Hand Book, the trainer explains the following:

• USI requirements
• Training methods, assessment requirements, complaints and appeals processes
• Student’s code of conduct, rights, responsibility and obligations
• Fees and refunds
• Workplace health & safety, fire & emergencies
• Clothing, footwear & PPE, house keeping
• RPL, credit transfers and pathways
• Skill set and statement of attainment
• Literacy and numeracy skills required to complete training program
• Literacy, language and workplace support services
• Relevant policies and procedures or any information
• Unit code, title and currency as published on the National Register

1. This is conducted by the trainer, face-to-face and the student has an opportunity to ask questions, talk with the trainer and discuss options.
2. Student must read the enrolment form and sign various pages to confirm acknowledgement of Student Handbook.
3. Trainer must visually check Enrolment form and sign the Student Induction page in the Enrolment Form.

Student’s Code of Conduct - Rights and Responsibility – Policy 35 (version 1)

Purpose

The adult learning environment at Train Safe NT encourages and supports the participation of people from diverse backgrounds. Our aim is for each student to have an equal opportunity to learn in a supportive environment.

Student’s Rights

Train Safe NT recognise that students have the right to:

• Expect the RTO to provide training of a high quality that recognises and appreciates their individual learning styles and needs,
• Have access to all the RTO services regardless of educational background, gender, marital status, sexual preference, race, colour, pregnancy, national origin, ethnic or socio-economic background, physical or intellectual impairment, and religious or political affiliation,
• Have their prior learning, acquired competencies, and experience appropriately recognised in determining their requirements for training and assessment,
• Be advised of the learning outcomes and prescribed assessment tasks for the training program of their choice prior to its commencement,
• Appeal for a review of the results of an assessment,
• Expect to achieve the published learning outcomes from their training program, if they, in turn, devote the necessary time and diligence to it,
• Learn from fully qualified, competent and diligent Trainers who observe their responsibility to address student’s learning needs, assist them to achieve the course outcomes, and assess their student’s work fairly.
• Learn in an appropriately appointed, safe and clean learning environment, free of all forms of harassment and discrimination,
• Be treated with dignity and fairness,
• Expect the RTO will be ethical and open in their dealings, their communications and their advertising,
• Expect the RTO will observe their duty of care to them,
• Efficient handling of administrative matters and in the processing of fees, concessions, refunds etc,
• Privacy and confidentiality, and secure storage of student records in accordance with the organisation’s policies, to the extent permitted by law.

Student’s Responsibilities

• Students are responsible for:
• Understanding and accepting the enrolment conditions for the courses they undertake.
• Providing accurate information about themselves at the time of enrolment, and to advise Train Safe NT of any personal changes to their address or phone numbers within 7 days.
• Paying of all fees and charges associated with their course and providing their own course requirements where applicable
• Abide by the dress code of Train Safe NT
• Not cheat / plagiarizes in course work/ assessments submitted for assessment
• Recognising the rights of staff and other students to be treated with dignity and fairness and behaving in an appropriate and acceptable manner towards them.
• Regular and punctual attendance.
• Ensuring they attend classes sober and drug free, and smoke in designated areas
• The security of their personal possessions while attending a course.
• Promptly reporting all incidents of harassment or injury to Train Safe NT Director.
• Respecting the RTO property and observing policy guidelines and instructions for the use of equipment.
• Seeking clarification of their rights and responsibilities when in doubt.
• Sexual harassment extends from unwelcome actions such as gestures, inappropriate or dirty jokes, persistent, unwelcome invitations, the display of offensive pictures and implicit or explicit demands for sexual activity, through to physical contact such as patting, pinching or groping.
• Train Safe NT is committed to providing a learning and work environment that is free from sexual harassment, If you believe you are a victim of sexual harassment contact James Gorrie, Director Train Safe NT.

For more information consult Sexual Harassment and Discrimination – Policy 30