RTO - CODE OF PRACTICE

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1 RTO - CODE OF PRACTICE Activ Pathways has developed a Code of Practice to address and establish our commitment to the maintenance of high standards in the provision of vocational education and training. This Code of Practice underpins all policies and procedures and it is a requirement that all staff and contractors agree to and abide by it.

2 Table of Contents INTRODUCTION... 4 Strategic Plan... 5 Our Purpose... 5 Mission... 5 Our Consciousness... 5 High level objectives... 5 Key Success Factors... 5 Key Challenges... 6 Guiding principles to prioritise growth... 6 Key Related Policies and Documents... 6 TRAINING AND ASSESSMENT Provision of Training Delivery General Operations Trainer Recruitment and Competence Cancellation of a Training Programs Assessment Assessment Principles Assessment Methods and Options Re-Assessment Assessment Results Feedback Recognition of Prior Learning National Recognition Issuance of Qualifications Nationally Recognised Training Non-Nationally Recognised Training Lost and Replacement Certificates Moderation Validation PARTICIPANTS Recruitment and Enrolment of Participants Recruitment of Participants Enrolment of Participants Access and Equity Access and Equity Principles Language, Literacy and Numeracy Monitoring and review Participant Support and Progress Complaints, Grievances and Appeals Complaints/Grievances Appeals RTO BUSINESS Privacy and Records Management Information collected Confidentiality Disclosure of Information Use of Participant Information Provision of Information Information Brochures Page 2 of 25

3 13.2 Other Information Record Keeping Rights and Responsibilities Occupational Safety and Health Prevention of Harassment and Bullying Participant Behaviour Disciplinary procedures Copyright and Intellectual Property Quality Control Marketing of Services Financial Standards Fees Payment of fees Refunds Legislation and Standards STAFF GUIDELINES What staff can expect from Activ Pathways Team support Structure of policies, procedures and processes Induction program Safety framework Human Resources services Grievance procedure Professional development What Pathways expects from staff Professional conduct as outlined in Code of Conduct and Ethics Training qualifications, vocational competency and industry currency Commitment to personal and professional excellence Demonstration of Activ values Page 3 of 25

4 INTRODUCTION This Code of Practice established by Activ Pathways establishes our commitment to ethical and transparent delivery of quality vocational education and training. The Code of Practice underpins all policies and procedures and it is a requirement that all staff and contractors agree to and abide by it. The Code of Practice provides the basis for good practice in the administration of honest and ethical training delivery and assessment services. It sets out the access and equity principles in the general operations; including financial, marketing, participant information and health and safety by Activ Pathways, a Registered Training Organisation registered in Western Australia by the Training Accreditation Council. Activ Pathways functions as a separate entity within Activ Foundation. Financial management, human resources, audit and risk, information services, health and safety and communications are all services that Pathways access from the broader organization. Page 4 of 25

5 Strategic Plan Our Purpose To provide a range of training and development opportunities for staff in supporting roles and people with disability helping them and their families pursue a better life. Mission To be a strong, diversified, sustained provider of high quality services To enable our clients and participants to participate in work and community life to their fullest, as valued and contributing members of the community. Our Consciousness Service Services characterised by understanding and commitment. Community A training organisation that respects and engages connectivity between all stakeholders and the wider community. Responsibility and accountability Organisational and individual responsibility that aspires to meet our performance standards and to continuously improve. Organisational growth and personal development Engaging complexity and encouraging organisational and individual growth and personal and professional development. Ethics Morality and a duty of care towards those we serve. High level objectives Strengthen agency Customer centric focus Growth, diversification and sound finance Pursue business options move externally if advantageous Expand to include programs for Staff Growth by expansion, new funding, acquisition, outsourced services etc. Key Success Factors Organisational ethos, commitment, communication, shared vision, mission Quality services Improvement of service models Retention of labour Availability of skills Competency of systems Commercial strategies Diversification Organisational strategy unit Continuous improvement Page 5 of 25

6 Key Challenges Profitable business services and cost management Competition Internal and external image to attract customers Access to funding to provide fully funded services Defining our services Strategic objectives Internal capabilities Guiding principles to prioritise growth Purpose the option is aligned to Activ s Purpose and Mission Market leadership the option enhances Activ s competitive position in the marketplace through diversity of services, growth and/or quality Customer the option attracts new customers without negatively impacting existing customers experiences with Activ Foundation Finance the option assists Activ to remain financially sustainable Funding the option increases Activ s relevance to existing and new funding providers Risk Management the risk profile of doing or not doing the option (i.e. The opportunity cost) and implantation consideration Key Related Policies and Documents RTO - Training and Assessment Development, Review and Expiration Procedure (AQuA 1540) RTO - Training and Assessment Procedure (AQuA 1542) RTO Recognition of Prior Learning Procedure (AQuA 1532) RTO Issuance and Recognition of Qualifications Procedure (AQuA 1517) Activ s Service Access Policy (AQuA 183) RTO Continual Improvement Procedure (AQuA 1511) RTO - Participant Disciplinary Procedure (AQuA 1521) Activ s Complaints Handling Procedure (AQuA 1589) RTO - Re-Assessment and Appeals Procedure (AQuA 1520) Activ s Privacy Policy (AQuA 111) Activ s Records Management Procedure for Staff (AQuA 1634) RTO Risk Management Procedure (AQuA 1533) Activ s Style Guide (AQuA 1387) Activ s Media and Public Comment Policy (AQuA 562) Activ s H&S Contractors and Visitors Management (AQuA 1749) Activ s Contractors Pre-Qualifications Questionnaire (AQuA 1752) RTO - Payment in Advance Refund Procedure (AQuA 1526) Page 6 of 25

7 TRAINING AND ASSESSMENT 1. Provision of Training Delivery Activ Pathways has developed procedures and practices which maintain high professional standards in the delivery of customised training and assessment services. For further information regarding the Training and Assessment Development, Review and Expiration processes refer to Training and Assessment Development, Review and Expiration Procedure located on Activ s Intranet. 1.1 General Operations Activ Pathways provides training services to all Activ staff, employees in Activ workplaces and the general public. Activ Pathways has the capacity to deliver and assess the vocational qualifications for which it has been registered, provide adequate facilities, and use methods and materials appropriate to the learning and assessment needs of participants and the outcomes to be achieved. Activ Pathways maintains a learning environment that is conducive to the success of all participants and clients. Activ Pathways is committed to access and equity principles and processes in the delivery of its services. Activ Pathways monitors and assesses the performance and progress of its participants. All Activ Pathways training programs incorporate the principles of adult learning with a strong focus on programs developed for and to support people with disability Learning is facilitated through the use of various delivery methods including, but not limited to; group discussion and interactions, individual and group activities, practical case studies and scenarios, trainer-led presentations and demonstrations, workplace learning and projects. Activ Pathways will provide honest and constructive feedback throughout training programs and activities. Activ Pathways conducts a regular review of policies and procedures, course content, delivery and assessment strategies, and client satisfaction. 1.2 Trainer Recruitment and Competence Activ Pathways ensures that trainers are competent and suitably qualified to conduct training. Trainers hold nationally recognised training qualifications and maintain competence in the subject area/s they deliver. Activ Pathways trainers have: Demonstrated competencies to the level being delivered Qualification in the TAE40110 Certificate lv in Training and Assessment from the TAE10 Training and Education Training Package or are able to demonstrated equivalent competences Page 7 of 25

8 Original certificates for qualifications, training participation etc are sighted by Activ People Services prior to uploading information to the Human Resources System. Through this practice, Activ Pathways in receiving documentation from Activ People Services is assured that it is true and correct. Where documentation is received directly by Activ Pathways staff, the RTO representative will sight the original certificate then sign and date copy accordingly. Activ Pathways ensures its trainers are aware of and understand the obligation to national recognition and skills recognition (RPL) requirements. Activ Pathways ensures trainers undergo formal induction, performance management and professional development. Trainers must complete a satisfactory Working with Children Check prior to the delivering of training. 1.3 Cancellation of a Training Programs Activ Pathways may cancel or postpone training programs scheduled to run, due to unforeseen circumstances arising, or where insufficient numbers of participants have been confirmed. Should it be necessary for Activ Pathways to cancel a training program, participants will be advised immediately by telephone, fax or and offered a place on that training program on another date. Should a participant decide not to accept the offer, or for some reason the offer cannot be made, Activ Pathways will provide a full refund of all monies paid within 30 days. 2. Assessment Activ Pathways is committed to ensuring valid, flexible, fair and reliable assessment of achievements against industry competency standards and all assessment undertaken by Activ Pathways remain consistent with the National Assessment Principles. 2.1 Assessment Principles Activ Pathways ensures that all assessments conducted within the organisation: Are valid, reliable, fair, and flexible; Meet the endorsed components of the relevant Training Package; Meet the requirements of the Australian Quality Training Framework (AQTF), including the dimensions of competency, the appropriate Australian Qualification Framework (AQF) level and the rules of evidence; and Meet with the principles of access and equity. Activ Pathways makes no guarantee that all participants will achieve a successful outcome following training and/or assessment. Activ Training Service trainers and assessors will however, make every reasonable effort to enable participants to achieve competency. Page 8 of 25

9 Participants undergoing assessment will be provided with all the necessary equipment and resources to allow them the best opportunity for a successful outcome. 2.2 Assessment Methods and Options To accommodate the needs of individuals, Activ Pathways offers various assessment methods including, but not limited to: Recognition of Prior Learning (RPL), direct observation, questioning, structured assessment activities (projects, presentations, role plays), evidence complied by participant (portfolio, journals or log books, work samples), third party feedback (reports from employers and supervisors, evidence of training) Assessors will choose the most appropriate assessment method by following the guidance of the unit of competency, the Assessment Guidelines of the Training Package, the needs of participants and the requirements of the workplace. 2.3 Re-Assessment Activ Pathways will provide opportunity for re-assessment where participants have been unable to demonstrate competency to meet appropriate standards. 2.4 Assessment Results Activ Pathways maintains a copy of all participant results, records of qualifications and Statements of Attainments in accordance with the AQF. Should Activ Pathways cease to be a Registered Training Organisation; Activ Pathways will transfer all Assessment records and results to the Training Accreditation Council. 2.5 Feedback Activ Pathways will provide honest and constructive feedback throughout assessment activities. Participants will be informed of their attainment of each Unit of competency, either verbally or in writing using appropriate documentation. Participants will receive feedback regarding their result (either Competent or Not Yet Competent ), as well as guidance on future options and progress. For further information refer to the Training and Assessment Procedure 3. Recognition of Prior Learning Recognition of Prior Learning (RPL) and Recognition of Current Competencies (RCC) also known as Skills recognition is acknowledged and accepted as one of the assessment options made available to participants by Activ Pathways. Page 9 of 25

10 RPL provides an opportunity to receive consequent advanced standing through the provision of evidence in relation to a course/qualification. The main focus of RPL is what has been learned rather than how, where or when it was learned. Participants who consider they already possess the competencies identified in all or part of any course/qualification offered by Activ Pathways will be encouraged to seek recognition of them. RPL is determined on an individual basis through evaluation of the evidence provided. Evidence may include: Previous in-formal and formal training work experience, and/or life experience. Activ Pathways ensures that it provides adequate support to all potential applicants throughout the process. RPL assessments are bound by the same principles as those outlined in Section 2.1 : Assessment Principles. For further information refer to the RTO Recognition of Prior Learning Procedure. 4. National Recognition Under NATIONAL recognition obligations, Activ Pathways recognises the AQF qualifications and Statements of Attainment awarded by any other RTO. All qualifications and Statement of Attainment presented by applicants/participants from other RTOs for recognition are to be verified for authenticity on the National Training Information Service (NTIS). 5. Issuance of Qualifications Activ Pathways offers training and assessment against both accredited training and non-accredited training programs. Accredited training is aligned to national competency standards from Training Packages. For additional information regarding issuance of qualifications refer to RTO Issuance and Recognition of Qualifications Procedure located on Activ s Intranet. 5.1 Nationally Recognised Training Activ Pathways issues qualifications and/or Statements of Attainment according to the specifications detailed in the AQF Implementation Handbook to participants who meet the required outcomes of a qualification or unit of competency in accordance with the Australian Quality Training Framework. Activ Pathways will ensure that the qualification or Statement of Attainment reflects the qualifications or industry competency standards of Nationally Recognised Training (i.e. nationally endorsed Training Package or accredited course). Page 10 of 25

11 Nationally recognised certification includes both the national (NRT) logo and the Training Accreditation Council (TAC) logo and Employability Skills mandatory sentence. Qualifications and Statements of Attainment will be issued at the successful completion of all of the requirements. 5.2 Non-Nationally Recognised Training Activ Pathways issues certification to participants who meet the required outcomes of a non-nationally Recognised Training program with an Activ certificate to note their achievement. 5.3 Lost and Replacement Certificates Activ Pathways will provide a replacement for a lost certificate. Fees may apply. Persons wanting to receive a replacement certificate will need to contact Activ Pathways. Request must be in writing and include relevant payment. 6. Moderation Moderation is the process by which assessment processes, tools and evidence is validated. Validation is the confirmation that something is fit for a purpose. Moderation is an opportunity to share ideas, opinions and interpretations in a constructive manner. The goal of moderation is to reach a common understanding of assessment requirements. Moderation meetings will be held for each Industry area, every 6 months and focus on at least 3 participants and 3 units of competency. For additional information regarding Moderation refer to RTO Moderation Process/Record located on Activ s Intranet. 7. Validation Effective validation processes ensure that assessment strategies meet the needs of participants are benchmarked against relevant standards provide outcomes that are accepted by enterprises and other key industry stakeholders consistently interpret competency standards assist Assessors to develop their professional judgement The validation strategy is comprehensive and will focus on: Assessment processes (includes enrolment, assessment recording and reporting cycle) Employability Skills mandatory sentence: A summary of the employability skills developed through this qualification can be downloaded from Page 11 of 25

12 Assessment tools (includes the specific questions, activities, methods, instruction and information) Assessment evidence (includes evaluating sources, currency and quality of evidence and monitoring if it meets the requirements of the Training Package.) Assessment judgement (to ensure consistency and fairness) The validation process is inclusive and includes all stakeholders. Validation will occur: Before assessment: to ensure the units of competency have been correctly interpreted in relation to the endorsed National Training Package, to develop a common understanding of standards, to identify evidence required. During assessment: Assessor will evaluate assessment materials, processes and their role on a continuous basis. After assessment: to determine the effectiveness of the assessment material and processes, the standard of performance, the validity of the evidence and the accuracy and consistency of the assessment judgement. Documentation of validation processes will include: Records of meetings where validation is covered Feedback from participants Position descriptions for Assessors Samples of evidence including exemplars Internal audits/self-assessment Benchmark activities such as visits to other RTO s and exchange activities Records of professional development Guidelines, templates Records of changes made to assessment material Validation methods include: Maintaining a bank of assessment exemplars and benchmarks Summary of evaluations of various feedback Field trials and piloting programs Information for assessors Assessor File Internal audits/self Assessment Lead Assessor mentoring/guidance/support Professional development Moderation meetings Peer review Team assessment For further information refer to the Training and Assessment Procedure located on Activ s Intranet. Page 12 of 25

13 PARTICIPANTS 8. Recruitment and Enrolment of Participants All clients and participants are enrolled non-discriminately and are clearly informed of the enrolment process and the following enrolment conditions. 8.1 Recruitment of Participants Activ Pathways conducts recruitment of participants at all times in an ethical and responsible manner. Activ Pathways ensures that participant application and selection processes are advertised ethically and comply with access and equity principles. 8.2 Enrolment of Participants Enrolment into training programs will be conducted at all times in an ethical and responsible manner, ensuring fairness and compliance with equal opportunity legislation. Participant enrolments are subject to availability of places on the training program. If a training program is fully booked at the time of enquiry the client will either be placed on a waiting list or offered a place on the first available course. 9. Access and Equity 9.1 Access and Equity Principles Activ Pathways provides equal opportunity for all participants regardless of their gender, pregnancy, race, marital status, sexuality, age, family/carer responsibilities, disability, transgender, political conviction, cultural background, linguistic background, religious belief, geographic location or socio-economic background. Activ Pathways is committed to providing programs to assist members of EEO (Equal Employment Opportunity) groups to overcome past or present disadvantage. EEO groups are people affected by past or continuing disadvantage or discrimination. These groups are; Women. Aboriginal people and Torres Strait Islanders. Members of racial, ethnic, and ethno-religious minority groups. People with a disability. Equal opportunity is about good business practices and Activ Pathways integrates equal opportunity principles within all decisions and operations. Activ Pathways seeks to create the environment where all staff, contractors and participants are respected and can develop to their full potential. The above procedure applies to the advertisement of vacancies, recruitment and training, conditions of employment and pay and is Page 13 of 25

14 subject to exemptions, to all other aspects of employment. The procedures also applies equally to the treatment of clients, participants and contractors/consultants. For further information refer to Activ s Service Access Policy located on Activ s Intranet. 9.2 Language, Literacy and Numeracy Each Training Package sets a minimum requirement in language, literacy and numeracy skills of participants, with which Activ Pathways must abide. Activ Pathways makes appropriate concessions for language, literacy and numeracy issues of participants where these concessions do not compromise the requirements of the relevant Training Package and the integrity, equity and fairness of assessment. Where a participant is deemed, either at enrolment or throughout the training program, to possess a lower level of language, literacy or numeracy than is the minimum requirement of the Training Package, Activ Pathways will provide appropriate advice or support to the participant regarding further learning options. 9.3 Monitoring and review Activ Pathways documentation and materials are subject to monitoring processes to ensure it remains free of discriminatory bias. This monitoring and review process is linked to the Activ Continuous Improvement process. For further information refer to the RTO Continual Improvement Procedure located on Activ s Intranet. 10. Participant Support and Progress The individual needs of all participants will be supported as much as is reasonably possible through the following means or processes: Friendly, co-operative advice; Support on training and assessment issues; Advice on language, literacy or numeracy issues; and Counseling on personal issues, that are impacting on learning if considered appropriate. Participants that experience difficulty attending or participating despite support will be notified that their continuation in the course is at risk. This notification is to be confirmed in writing. Refer to RTO - Participant Disciplinary Procedure. Participants that continue with significant absence or lack of participation may be withdrawn from the course. 11. Complaints, Grievances and Appeals Activ Pathways has policies and procedures in place for the fair and equitable handling of complaints, grievances and appeals. Participants are advised of these prior to commencement of the program. Page 14 of 25

15 11.1 Complaints/Grievances Complaints will be treated seriously and dealt with promptly, impartially, sensitively and confidentially. Activ Pathways ensures that participants have access to a fair and equitable process for dealing with grievances concerning training or assessment issues. Activ will attempt to resolve complaints and grievances on an individual case basis, as they arise. All participants have the right to express a concern or problem or lodge a complaint/grievance if they are dissatisfied with the training and assessment services that they have been provided while undergoing training. The complaint resolution procedure is based on the understanding that initially discussion, cooperation and conciliation will be used to informally resolve the issue. In some instances however mediation and more formal procedures and disciplinary action may be required In the interest of confidentiality, the number of people involved in the resolution process will be kept to a minimum. All parties have the right to representation or an advocate during the complaint resolution process. Victimisation of complainants, respondents or anyone one else involved in the complaint resolution process will not be tolerated. For further information refer to Activ s Complaints Handling Procedure located on Activ s Intranet Appeals Activ Pathways ensures that participants have access to a fair and equitable process for dealing with appeals against assessment decisions. Participants have the right to lodge an appeal against an assessment decision if they feel they were unfairly treated. Every effort is made to settle the appeal to both the participant s and Activ Pathways satisfaction. Should this not be possible then a suitably qualified person, approved by both parties, from another organisation will be asked to make an independent assessment. Every effort is made by Activ Pathways to resolve participants appeal in a timely manner. Activ Pathways will attempt to resolve an appeal on an individual case basis, as they arise. All appeals will be treated with confidentiality and will in no way be of detriment to the initiator. All appeals must be lodged within 14 days of the date of the assessment result notification to the participant. For further information refer to RTO - Re-Assessment and Appeals Procedure Page 15 of 25

16 RTO BUSINESS 12. Privacy and Records Management Activ Pathways is bound by privacy legislation, and respects the rights of trainers, staff and participants to privacy Information collected Collection of information is fair, lawful, unobtrusive and necessary for the organisational functions. Activ Pathways advises clients, staff and trainers of the purpose for collecting information, how it is used and how they can gain access to their personal information held by Activ Pathways Information may be collected from clients or participants for enrolment purposes. Assessment records are kept as required Personal and professional information is collected from staff and trainers to enable Activ Pathways to assess the professional standards of staff and trainers Confidentiality Activ Pathways will ensure the safeguarding of any confidential information obtained regarding participants and staff Disclosure of Information Activ Pathways will ensure that participants have access to their personal records. Information will only be disclosed directly to the individual participant on request by that individual. Exceptions apply, such as where this would pose a serious threat to life or health, it impacts on another person s privacy, there are legal proceedings, is prejudicial to a police investigation or, vocational education and training reporting in compliance with the Australian Quality Training Framework (AQTF). Activ Pathways will not disclose information about a participant to a third party without prior written consent of the participant. An exception to this is the provision of participant achievement to the Training Accreditation Council for the Client Qualification Register Use of Participant Information Activ Pathways will provide participant information to training staff or consultants on a need-to-know basis only. Activ Pathways only uses information collected for the expressed purpose for which it was collected, unless prior consent is obtained from the person. Activ Pathways does not use personal details (specifically photographs or names) in direct marketing without obtaining prior expressed permission from the person concerned. Page 16 of 25

17 Activ Pathways may use personal details to advise clients or participants of forthcoming events and training courses, for direct marketing and research purposes, however only where individuals have provided their consent to receiving such information. For further information refer to Activ s Privacy Policy located on Activ s Intranet 13. Provision of Information 13.1 Information Brochures Information brochures have been developed for each training program and are available to all participants and prospective participants. Activ s Marketing Style Guide and, the Nationally Recognised Training Logo Specifications and, the Training Accreditation Council Logo Guidelines will be adhered to when designing information brochures and other marketing products Other Information Activ Pathways provides accurate, relevant and up-to-date information to clients, participants and staff regarding their training and assessment program and options so that they make informed choices regarding their study. This will include, but is not limited to: A copy of this Code of Practice Client selection, enrolment and induction/orientation procedures Course information, including content and vocational outcomes Fees and charges Refund policy Provision for language, literacy and numeracy assessment Participant support, Flexible learning and assessment options Appeals, complaints and grievances procedures Disciplinary procedures Staff responsibilities for access and equity Recognition of Prior Learning (RPL) National recognition Participant responsibilities and expected standards of behaviour 14. Record Keeping Activ Pathways keeps complete and accurate records of the attendance and progress of participants, as well as financial records that reflect payments and charges and the balance due. Copies will be provided to participants on request. All training and assessment achievements are recorded on Activ Pathways training database. Page 17 of 25

18 Full security in accordance with AQTF Standards is provided for participant records including assessment results and Statements of Attainment or Qualifications issued. Records (hard copies) will to be held on-site in a locked cabinet for the duration of the training then transferred to Activ Pathways at 41 Bishop Street Jolimont. These documents will be stored (in a locked cabinet) for 1 year then archived off-site in secure storage for a further 29 years. Course details and outcomes will be maintained on Activ Pathways training database for a period of 30 years. This is to ensure that reissue of a qualification or statement of attainment may be processed. All documentation will be securely destroyed after this period. For further information refer to Activ s Records Management Procedure for Staff located on Activ s Intranet 15. Rights and Responsibilities 15.1 Occupational Safety and Health Activ Pathways is committed to providing a safe and healthy work environment for its staff, clients, participants, consultants and visitors alike. Activ Pathways encourages all trainers, staff and participants to regard accident prevention and working safely as a collective and individual responsibility. Activ Pathways recognises its corporate responsibility under the appropriate legislation and related regulations and its duty of care for all persons undertaking training and assessment activities. Activ Pathways is committed to regular consultation with staff to ensure that the Occupational Health and Hygiene Policy operates effectively and that all issues are regularly reviewed. Activ Pathways staff, consultants and participants have a responsibility under duty of care to ensure the safety and wellbeing of themselves and others, and to conform to the policies implemented by Activ Prevention of Harassment and Bullying Activ has policies and procedures in place for the prevention of harassment, victimisation and bullying. Activ Pathways are guided by these policies in its operations. Activ Pathways is committed to providing an environment which recognises and respects the diversity of staff, consultants and participants within the department. Activ Pathways is committed to providing a work and learning environment free from harassment and bullying and supports the rights of all staff, contractors and participants to work and learn in a safe and healthy environment free from such behaviour. This right is associated with everyone s responsibility to: Respect the rights of others; Respect difference and diversity; and Respect people s rights to privacy and confidentiality. Participants have a responsibility to: Page 18 of 25

19 Observe site rules or behaviour guidelines set by Trainers/Assessors or other Activ representatives; Behave in a manner that does not interfere with the learning of others; Conduct them self in a responsible manner while in training. The rights of participants to have their say is balanced with the responsibility to listen to others and allow others to have their say; All complaints of discrimination will be treated seriously and investigated promptly, confidentially and impartially. Activ Pathways ensures that complainants to harassment and bullying will not be victimised for making a complaint. A full complaint mechanism is in place and formal grievance procedures exist for any participant, trainer or member of staff who is the victim of harassment or bullying. Activ Pathways recognises that harassment and bullying demeans and infringes the rights of individuals and groups, damaging the work and study environment Participant Behaviour Activ Pathways uses specified procedure which all participants must abide. This procedure includes rights and responsibilities against duty of care and antidiscrimination, harassment and bullying legislation. Activ Pathways provides information surrounding these procedures on enrolment and at orientation. Unacceptable behaviours include, but are not limited to: Disobeying any reasonable direction by Activ Pathways Staff or representative Trainers/Assessors Discrimination and harassment Bullying and intimidation Making racist or sexist comments, suggestions or jokes Stealing Physically assaulting or attempting to assault anyone while on Activ premises or meeting with Activ Pathways staff Behaving in a disruptive manner such as swearing, yelling or using offensive language. Viewing or distributing offensive material via the Internet, or other means Illegal use of drugs or alcohol Vandalising or causing willful damage to Activ property Endangering the safety of themselves or others. Cheating or copying Disciplinary procedures Activ Pathways have procedures in place for dealing with inappropriate or disruptive behaviour by participants. Participants are advised of these prior to the commencement of the program. Where behaviour is disruptive or unacceptable the disciplinary procedure will take effect. This may include: Page 19 of 25

20 The participant being asked to leave the training area or refused entry to a training area if behaviour is considered disruptive or dangerous; A participant being withdrawn from an Activ Pathways training program by the Manager Employment Services. The police may be contacted in cases of extreme or possible criminal behaviour. For further information refer to RTO Participant Disciplinary Procedure available on Activ s Intranet. 16. Copyright and Intellectual Property All learning and assessment materials developed by or on behalf of Activ Pathways by any person will remain the intellectual property of Activ Pathways. Unless otherwise negotiated, all learning materials provided by Activ Pathways are copyright and are subject to all copyright provision unless the express written agreement of Activ Pathways is sought and obtained. 17. Quality Control Activ Pathways seeks feedback from its participants, employers and others regarding their satisfaction with services they have received and seeks to improve its services in accordance with their reasonable expectations. Activ Pathways conducts internal auditing against quality standards, namely the Australian Quality Training Framework (AQTF), for all policies and procedures, and training and assessment products and services offered to participants on an annual basis. Activ Pathways is audited externally against quality standards on a regular basis. For further information on Activ s Quality and Risk Management Procedures refer to RTO Risk Management Procedure located on Activ s Intranet. 18. Marketing of Services Activ Pathways markets its products and services in an ethical manner with integrity, accuracy and professionalism, avoiding vague and ambiguous statements. In the provision of this information, no false or misleading comparisons or information will be drawn with any other provider or course. Activ Pathways gains written permission from a client or participant before using information in any marketing materials. Activ Pathways will comply with the requirements of the Nationally Recognised Training Logo Specifications and Training Accreditation Council Logo Guidelines when designing information brochures. All marketing material is approved by the Strategy and Planning Department to ensure the integrity of all materials. Staff must adhere to Activ s Style Guide and Media and Public Comment Policy. Page 20 of 25

21 19. Financial Standards Activ Pathways under the auspice of Activ has sound and effective financial management measures in place to ensure the financial viability of the organisation. Activ Pathways ensures that the contractual and financial relationship between the participant and Activ Pathways is fully and properly documented, and that copies of the documentation are made available to the participant. Rules and principles associated with the financial rights and responsibilities of participants, costs of training services and issuance of qualifications, payment arrangements, refund conditions and any other matters that place financial obligations on clients or participants are clearly set out in appropriate pre-enrolment documentation. Copies of that documentation are made available to the participant. Activ Pathways will maintain adequate and appropriate insurance including public liability, professional indemnity, building and contents and workers compensation for the protection of staff, clients and participants. Activ Pathways will ensure all sessional trainers and assessors; not employed directly by Activ have public liability and professional indemnity insurance. Refer to Activ s H&S Contractors and Visitors Management procedure and Contractor Pre-Qualification Questionnaire available on Activ s Intranet. 20. Fees Activ Pathways has measures in place to protect fees paid in advance by participants, including a fair and equitable refund procedure. This information is available to all clients and participants prior to enrolment. For further information refer to RTO Payment in Advance Refund Procedure 20.1 Payment of fees Generally, no fees will be charged to individual participants Were fees for training programs are payable, these fees will be invoiced for within 2 weeks of commencing the program but may be requested in advance. A % fee for administration costs may be charged where a participant withdraws from a program. Flexible payment arrangements, such as instalments, credit card, cheques are available to accommodate the varying financial circumstances of participants and potential participants. Activ Pathways reserves the right to consider applicable fees during hardships without setting a general precedent. Page 21 of 25

22 20.2 Refunds While Activ Pathways has refund procedures in place for cancellation of enrolments participants are first encouraged to enrol on a subsequent training program. A % for administration costs is payable for all enrolments. This amount will be deducted prior to refund. Where a participant withdraws from a training program, they must provide written notification of their intention to withdraw and apply for a refund for the course. Penalties may apply. If Activ Pathways cancels a course, participants do not have to apply for a refund, Activ Pathways will process the refunds automatically and immediately. In normal circumstances, refunds will be forwarded to participants /Employers within 7 working days of their eligibility being established. 21. Legislation and Standards Activ Pathways is governed by a range of legislation and standards to ensure that our practices are fair, equitable and of the highest standard. The following lists legislation which directly impacts on how we undertake our training and assessment services. Please note that this list is not exhaustive; AQTF Standards for Registered Training Organisation 2007 Disability Discrimination Act 1992 (Federal) Commonwealth Disability Service Standards Disability Standards for Education 2005 Disability Services Amendment Act 2004 (West Australian) Racial Discrimination Act 1975 Sex Discrimination Act 1984 Equal Opportunity Act 1984 Privacy Act 1988 National Occupational Health and Safety Commission Act 1985 Occupational Safety and Health Act 1984 Australian National Training Authority Act 1992 Western Australian Vocational Education and Training Act 1996 STAFF GUIDELINES Staff employed by Activ Pathways specialize in the provision of vocational training and assessment services to people with a disability and individuals employed in the disability and community services industry. 22. What staff can expect from Activ Pathways 22.1 Team support Activ Pathways most valuable resource by far are its staff and participants. Staff will receive support, guidance and direction to meet Pathways goals and in return are expected to work cooperatively and positively with others to meet outcomes. Page 22 of 25

23 22.2 Structure of policies, procedures and processes Staff operate within a quality framework of policies and practices that align with legislation, are fair and equitable and in keeping with current best practice. Relevant legislation and standards are listed in the Code of Practice. Policies and Procedures are located on Activ s Intranet. Activ Pathways follows a schedule of internal audits to maintain compliance with the Standards for RTO registration under the Australian Quality Training Framework Induction program Staff employed by Activ Pathways on a permanent, temporary or casual basis will receive an Activ Pathways induction in addition to the standard Activ induction. This will include a structured overview of all policies, procedures and processes as well as visits to a variety of training and service sites to promote an understanding of the breadth of Pathways operations Sessional staff Prior to commencement, staff hired by Activ Pathways must complete a Subcontractor Information & Assessment Form and provide copies of specified documentation (including a National Police Clearance, Working with Children s check, insurances and qualifications). A Memorandum of Understanding will be negotiated between both parties prior to the commencement of hired period. Sessional staff will receive an Activ Pathways Induction Safety framework Staff can expect a safe work environment and processes to manage hazards and risks as detailed in Activ s Health and Safety Policy and safety procedures. Staff are expected to identify and report hazards, risks, accidents and incidents to their supervisor using the documentation forms in the Orange H & S file and available on Activ s Intranet. Either the supervisor or the Health and Safety department will respond and investigate Human Resources services Staff have access to the services of the People Services team who provide human resource policy and advice. The Ask HR online facility enables staff to access pay slips, view leave balances and submit leave requests Grievance procedure Policies are in place for the fair and equitable handling of complaints, grievances and appeals for staff and participants. For further information refer to Activ s Workplace Issues Resolution Policy and Procedure and Complaints Policy and Procedure Page 23 of 25

24 22.7 Professional development Activ Pathways supports skill development for all staff members. Whilst some training programs are available within the organization, programs from other training providers are also used to meet the training needs of individual staff members. It is the responsibility of staff to provide evidence of any relevant training programs completed outside of the organization. This evidence may be used by Pathways to demonstrate vocational competence, industry currency and professional development. Through Activ s performance maintenance systems staff have the opportunity to discuss work performance in relation to the Job Description Form and set goals to achieve. 23. What Pathways expects from staff 23.1 Professional conduct as outlined in Code of Conduct and Ethics Professional conduct and the demonstration of ethics such as duty of care, access and equity are detailed in the Code of Conduct and Ethics. Staff are expected to maintain the highest possible standards of professionalism and conduct while representing Activ Pathways Training qualifications, vocational competency and industry currency Staff employed or contracted by Activ Pathways must provide a National Police Clearance, Working with Children s check and evidence of relevant qualifications prior to commencing employment or contracted period. Proof of training qualification (Certificate lv in Training and Assessment TAE40110 or equivalent as specified in the AQTF 2010) must be provided. Original certificates must be sighted by an Activ staff member prior to the copy being accepted. Where Activ staff do not sight the original copy, a certified copy is required. All accredited training must be facilitated by qualified staff holding the Certificate lv in Training and Assessment TAE 40110, or be working towards gaining this qualification. Staff still in the process of achieving this qualification will work under direct supervision as detailed on the Direct Supervision Plan. Staff also need to be able to demonstrate vocational competence through relevant qualifications together with industry currency by way of recent relevant work experience Commitment to personal and professional excellence Staff are expected to provide informal and formal opportunities for participants to give feedback about standard of delivery, content and assessment processes. Evaluation of this feedback is critical and staff are expected to contribute to continuous improvement opportunities and record items on the Continuous Improvement Log. Refer to RTO Continuous Improvement Procedure for further information. Page 24 of 25

25 23.4 Demonstration of Activ values Staff are expected to demonstrate the Activ values of teamwork, persistence, pragmatism, compassion and respectfulness towards participants, colleagues and all internal and external customers Name: Signed: Manager Activ Pathways Name: Signed: Training and Assessment Manager Activ Foundation (Inc) T/A Activ Pathways Dated: / / Page 25 of 25

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