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

Transcription

1 End of Term reports to Director from College to cover the last term activities FOR COMPLIANCE College Name: Date Term no: done by:. END OF TERM REPORTS/Copies Report Names (which feed into continuous improvement compliance folder & CI LOG) signature 1. Note; if there is no updates, add date and put nothing to update in the log for the record, that you checked the log register each term 2. RPL Folder Log Register 3. External Appeal Folder Log Register 4. Industry Consultation Folder Log Register, include industry unit monitoring log/qual 5. Student Satisfaction Surveys Folder Log Register & Stats.& advise mkting re agents 6. Trainer Evaluation Surveys Folder Log Register & Stats & advise staff of negatives 7. Unit Surveys Folder Log Register & Stats, use input into validations 8. Orientation Survey Log Register & Stats, review orientation slide & attendees sign in 9. Internal Audit Folder Log Register & responses to audits, review all items closed off 10. Trainers Meeting Folder Log Register, review all items closed off 11. Trainers Performance Appraisals Folder Log Register, are they all done & PD/current 12. Class Observation Folder Log Register, seen AM and PM 13. Assessment Validations & Moderations Folder Log Register, one unit per year 14. Cancellation Reports for last three months, review types & advise mkting, agents 15. Class Allocations for last three months, review numbers/capacity 16. Prisma vs data base checks report per month & myob checks all coe s valid, if student has no coe, escalate to admissions, marketing manager cc;neda 17. Complaints Folder Log Register, all items closed off 18. Leave of absence Folder Log Register, review why there is & what are they 19.Continuous Improvement Folder Log Register, are all items closed off 20. Academic Intervention Folder Log Register, are all items closed off 21. Certificate Issue Folder Log Register, review completion rates 22. Professional Development Folder Log Register, review recent PD & output 23. Appeals Academic Folder Log Register, all items closed off 24. Early Intervention Folder Log Register, review if there is a pattern 25. Trainer Induction Folder Log, add-ons by unit evidence/work experience for new trainer 26. Non Commencement Folder Log Register, review by type of agents 27. update notice boards & updates student contact details from students updates 28. Trainer matrix folder, BIG matrix, timetables with trainers names against units/check 29. sends NYC letters to students for unsatisfactory progress for the previous term 30. file all assessments into its hanging files & update wisenet

2 31. Archive student files & take to warehouse 32. Appeals Attendance Folder Log Register, review types marketing on status 33. sends FINAL ITR list to marketing to get final appeals with date of to report & do manual check that all appeals are correct and all students on the list should be on the list, check with Academic Manager too. 34. report students for low attendance via prisms 35. gives to accounts receivable list of students to confirm delete from MYOB 36. Welfare create timetable for new term and allocate students 37. academic data enter the Quality Indictors student exit surveys 38. Conduct ISANA tutorials on new staff 39. check your business insurance, financial accounts, leases 40. Capacity Management Folder see the graph and projections 41. Marketing/ Advertising, check web, pre enrolment has correct unit codes and college codes. 42. Agents Surveys, done annually ask for feedback 43. Agent Performance,send agent list of all current students for cross check that a current agreement is in place and an annual review form, ask for this report back to you for next end of term reports to be completed and updated. 44. Agent agreements sample 45. Wisenet implementation, review if any staff training needed 46. check to remove any ex staff from prisms access, wisenet, intranet, close off account 47. have you had CIC, MEETING this term, IAB meeting 48. run a stats on how many students bought their textbooks this month (IBSA) of website 49. collections of 2 nd ongoing tuition fees of students how do you have outstanding: $ 50. was there any WHS committee this term, all signs are up, notices, fire drill,first aid officer photos etc 51. do you have a project on the intranet to close off, print and file in CI compliance folder 52. have you checked your policies and forms at random and if any immediate reviews needed 53. is your asset inventory register verified for any additions or deletions and send to facilities copy 54. if end of year, for next year set up internal audit schedule,pd schedule, validation schedule, observation schedule, performance appraisal schedule, timetables, intakes, trainer renew contracts, trainer meeting schedule, review business plan, guest speaker schedule, CIC schedule, IAB schedule, 55. Print out & & marketing policy listing from intranet and initial (by AM,,GpMkt) you have read them and send as evidence with this checklist 56. submit with this checklist the end of term administration checkpoints& sample admin files report 57. Submit with this report a copy of the agent current listings that is on the website with a notation of their renewal date, annual review & date it was done or blank if not done 58. Read your Job descriptions for you and your staff and see they are current, see org chart they are current, any updates request changes, verify daily checklists are current, inductions checklists are current 59. update and submit RISK MANAGEMENT checklist annually in December, but check was there any risk assessment task that occurred during the term, you can tick this during the year and finalise at end of the year. 60. check and make sure the college website has the correct unit names for delivery and pre enrolment info back Return this page by scan neda@teg.com.au or deliver in person by the first Friday of the first week of Term break

3 New Term CHECKLISTS to Director from College to cover Preparation Time College Name: Date New Term no: done by:. New Term Preparations (if applicable): 1. Finalise any open appeals or complaints or release letters, certificates, refusals, LOA 2. finalise any academic interventions OR special needs 3. prepare for orientation 4. schedule the events for next term as per events calendar/pd, & inform staff 5. prepare course folders, lesson plans, tools for next term 6. schedule induction if new trainers are needed after approval & attendance reporting 7. archive old evidence from trainers course folders into reference compliance folders 8. verify student admin and academic files have been archived boxed labelled & put away 9. review the timetable and T & A strategies if applicable from feedback 10. commence your continuous improvement tasks as per end of term reports surveys and feedbacks 11. set the roster for next term for evening coverage for observation and student support services 12. conduct performance appraisals with trainers from class observations /surveys & ensure there is currency evidence of work experience for every unit in their folder. 13. All compliance folders evidence filed away from last term 14. purchase orders, books, resources, library books, stock required, purchase order is placed 15. schedule reports on students due fees, overdue fees plan of how to collect 16. prepare class allocations for trainers ration students to trainers 32 students/class 17. any WHS issues addressed and followed and resolved 18. review audit report done on admin/academic files for recording keeping & respond to non compliance 19. review on PRISMS COURSES/site are valid & current at each term 20. complete your monthly spot check internal audit re assessed by you, or your co Academic Manager signature Return this page to Director by scan

4 Continuous Improvement Checklist /summary of events for end of term for improvement items and actions Date of report done:.done by College Name... Type of continuous improvement Yes has items for CI No, nothing to add to CI Meetings with trainers, PEO,Staff Assessment validations Surveys by Students satisfaction Surveys by Trainers evaluations by students Surveys by Trainer feedback Surveys by orientation sessions Performance Appraisals & Trainer inductions & trainer currency of evidence by unit ie JD,reference letters per unit Complaints Leave of absences Cancellations Industry feedback by unit for each course and update T & A, this is annual task to cover all units for all courses. Verify delivery resources have not changed versions on training.gov.au and update accordingly. Continuous improvement checklist end of termv1.1

5 Academic Manager s Annual Task Checklist The Academic Manager is responsible for ensuring all tasks are satisfactorily completed by each month. YEAR: MONTH AREA/FUNCTION ACTION/COMMENT January February New trainer class observation Check assessment marking for any new trainers Review trainer files for updated information and PD Plan March April Review Complaints & Appeals register for trends and close out Undertake student file review Check assessment marking Conduct validation and moderation sessions Conduct Trainer meetings Issue Student surveys and collate and analyse data Complete end of term report Attend Continuous Improvement Committee Please note: the information from the first quarters listed activities is to be presented to the CIC May June Action student feedback as required Review Agents performance and contracts with marketing co-ordinator Participate in Course Review Committee Check assessment marking Conduct validation and moderation sessions Conduct Trainer meetings Issue Student surveys and collate and analyse data Submit Quality Indicators Complete end of term report Participate in annual Industry Advisory Committee meeting Attend Continuous Improvement Committee Please note: the information from the second quarters listed activities is to be presented to the CIC July August September Review RPL/Course Credit & Student Enrolment Load Undertake performance appraisals Checking assessment documentation Verify integrity of data in Student files Check assessment marking Conduct validation and moderation sessions

6 Conduct Trainer meetings Issue Student surveys and collate and analyse data Complete end of term report Attend Continuous Improvement Committee Please note: the information from the third quarters listed activities is to be presented to the CIC October November December Review Complaints & Appeals register for trends and close out Participate in Course Review Committee and review of learning and assessment materials & review of policies on the intranet and update them on the intranet, ensuring staff are aware of these policies as well Action results of Course Review Committee Check assessment marking Conduct validation and moderation sessions Conduct Trainer meetings Issue Student surveys and collate and analyse data Complete end of term report Attend Continuous Improvement Committee Please note: the information from the final quarters listed activities is to be presented to the CIC This checklist is minimum requirements for the Academic Manager to undertake throughout the year.

7 Industry Consultation by Unit Monitoring Register for each course, done through the year & unit code changes: CERTIFICATE III BUSINESS CONFIRM WHICH UNITS YOU HAVE INDUSTRY LETTER WITH A DATE NEXT TO THE UNIT CODE(BOX A) & VALIDATION DATE OF THIS UNIT (BOX B) UNIT CODE A B DESCRIPTION BSBADM311A Maintain business resources BSBCMM301B Process customer complaints BSBCUS301B Deliver and monitor a service to customers BSBDIV301A Work effectively with diversity (online) BSBFLM303C Contribute to effective workplace relationships BSBINN301A Promote innovation in a team environment BSBITU302B Create electronic presentations BSBITU304A Produce spreadsheets (online) BSBITU306A Design and produce business documents BSBWHS302A Apply knowledge of OHS legislation in the workplace BSBWOR301B Organise personal work priorities and development (online) BSBWRT301A Write simple documents (online) CERTIFICATE IV BUSINESS CONFIRM WHICH UNITS YOU HAVE INDUSTRY LETTER WITH A DATE NEXT TO THE UNIT CODE(BOX A) & VALIDATION DATE OF THIS UNIT (BOX B) UNIT CODE A B DESCRIPTION BSBRES401A Analyse and present research information BSBWHS401A Implement and monitor WHS policies, procedures and programs to meet legislative requirements BSBHRM405A Support the recruitment, selection and induction of staff BSBMGT402A Implement operational plan BSBMKG413A Promote products and services BSBCUS403B Implement customer service standards BSBWOR402A Promote team effectiveness BSBPMG522A Undertake project work BSBMGT403A Implement continuous improvement BSBFIA402A Report on financial activity

8 DIPLOMA MANAGEMENT CONFIRM WHICH UNITS YOU HAVE INDUSTRY LETTER WITH A DATE NEXT TO THE UNIT CODE(BOX A) & VALIDATION DATE OF THIS UNIT (BOX B) UNIT CODE A B DESCRIPTION BSBMGT502B Manage people performance BSBWOR502B Ensure team effectiveness BSBCUS501C Manage quality customer service BSBWHS501A Ensure a safe workplace BSBMGT516C Facilitate continuous improvement BSBHRM506A Manage recruitment, selection and induction process BSBFIM501A Manage budgets and financial plans BSBHRM503B Manage performance management systems DIPLOMA OF IT CONFIRM WHICH UNITS YOU HAVE INDUSTRY LETTER WITH A DATE NEXT TO THE UNIT CODE(BOX A) & VALIDATION DATE OF THIS UNIT (BOX B) (C)training.gov.au for unit version changes updates UNIT CODE A B DESCRIPTION C) ICAB4137B Produce basic client side script for dynamic WebPages ICAB5165B Create a dynamic WebPages ICAT4185B Create a website testing procedure CUFANM01A Develop and implement designs for animation CUFANM301A Create 2 D digital animation CUFDIG303A Produce and prepare photo images ICPMM321B Capture a digital image ICAA5035C Research and review hardware Technology options ICPMM581B Manage multimedia production BABPMG505A Manage project quality CUFMEM10A Design and create a multimedia interface ICAS5102B Established and maintain client user liaison New code Release date college ICPMM582B Manage multimedia projects PSPPM502B ICAS5202B Manage complex projects Ensure privacy for users CUFDIG401A CUFDIG302A Author interactive media Author interactive sequence ICPPP411B Undertake a complex design brief ICAW4214B Maintain Ethical conduct Supply of additional documents with this end of term reports for: 1. STUDENT SURVEYS SATISFACTION PIE CHARTS HERE AND Continuous improvement ACTIONS 2. CURRENCY UPDATES FOR TRAINERS 3. WHAT Professional development DONE IN YOUR CAMPUS IN THIS TERM.. 4. Cancellations breakdown for this term (how many cancelled in total for each section for this term; Non commencements: Voluntary cancellations;.cessation of studies; By low attendance;..non payment of fees:.

9 REVISIONS OF Business COURSE UNIT VERIFICATIONS AND UPDATES AT COLLEGE LEVEL CERTIFICATE III BUSINESS Check training.gov.au & ibsa.org.au RELEASE UNIT CODE DESCRIPTION NEW CODE DATE COLLEGE BSBADM311A Maintain business resources BSBCMM301B Process customer complaints BSBCUS301B Deliver and monitor a service to customers BSBDIV301A Work effectively with diversity BSBFLM303C Contribute to effective workplace relationships BSBINN301A Promote innovation in a team environment BSBITU302B Create electronic presentations BSBITU304A Produce spreadsheets BSBITU306A Design and produce business documents BSBOHS301B Apply knowledge of WHS legislation in the workplace BSBWHS302A 18-Dec-12 BSBWOR301A Organise personal work priorities and development BSBWOR301B 28-Nov-11 BSBWRT301A Write simple documents CERTIFICATE IV BUSINESS Check training.gov.au & ibsa.org.au RELEASE UPDATE@ UNIT CODE DESCRIPTION NEW CODE DATE COLLEGE BSBRES401A Analyse and present research information BSBOHS407A Monitor a safe workplace BSBWHS401A 18-Dec-12 BSBHRM402A Recruit, select and induct staff BSBHRM405A 18-Mar-13 BSBMGT402A Implement operational plan BSBMKG413A Promote products and services BSBCUS403A Implement customer service standards BSBCUS403B 18-Dec-12 BSBWOR402A Promote team effectiveness BSBPMG510A Manage Projects BSBPMG522A 18-Mar-13 BSBMGT403A Implement continuous improvement BSBFIA402A Report on financial activity DIPLOMA MANAGEMENT Check training.gov.au & ibsa.org.au RELEASE UPDATE@ UNIT CODE DESCRIPTION NEW CODE DATE COLLEGE BSBMGT502B Manage people performance BSBWOR502B Ensure team effectiveness BSBCUS501B Manage quality customer service BSBCUS501C 14-Nov-11 BSBOHS509A Ensure a safe workplace BSBWHS501A 18-Dec-12 BSBMGT516B Facilitate continuous improvement BSBMGT516C 10-Mar-09 BSBHRM506A Manage recruitment, selection and induction process BSBFIM501A Manage budgets and financial plans BSBHRM503A Manage performance management systems BSBHRM503B 10-Mar-09 V2.2