Wireless Institute of Australia

Wireless Institute of Australia EXAM SERVICE WIA LEARNING FACILITATOR INSTRUCTIONS REVISION 1 8 February 2009 PO Box 2042 Bayswater Vic 3153 Tel: (03) 9729 0400 Fax: (03) 9729 7325 Copyright The Wireless Institute of Australia 2007/2009 ABN 56 004 920 745

Contents PAGE Glossary 3 1. Introduction 5 2. The WIA Exam Service 2.1 The WIA Exam Service Structure 7 2.2 WIA Learning Facilitators 7 2.3 WIA Learning Organiser 8 3. WIA Learning Facilitators 3.1 Process for Registration 9 3.2 Role 10 3.3 The AIS and Assessor Alerts 10 3.4 Privacy 11 3.5 Discrimination 12 3.6 Insurance 12 3.7 WIA Obligations under Deed 13 4. WIA Learning Organisers 5. Audit and Re-registration 6. Complaints 14 15 16 7. Forms Application for training 17

GLOSSARY In this document and in other WIA documents relating to the WIA Exam Service assessment system certain terms are used consistently as follows: AIS Assessment Instructions Assessment Process means the Assessor Information System which is an electronic system accessible through the Internet managed by the Nominated RTO and is a part of the management of the WIA Exam Service assessment system; means the document WIA Exam Service Assessment Instructions ; means the document WIA Exam Service Assessment Process in Amateur Radio ; Examination Instructions means the various documents from time to time comprising the WIA Exam Service documents relating to the WIA system of conducting amateur examinations currently including the Assessment Instructions, these and the Assessment Process. means this document WIA Learning Facilitator Instructions ; Nominated Assessor means a person qualified by the WIA Nominated RTO and currently accredited and registered by the WIA as a Nominated Assessor and whose responsibilities include assisting WIA Assessors in carrying out assessments, auditing WIA Assessors and assessments, determining RPL assessments and undertaking Special Assessments including remote assessments; Remote Assessment Special Assessment means s Special Assessment using a telephone or video link or any other form of secure private electronic communication means the assessment by a Nominated Assessor of a candidate with a disability or the assessment by a Nominated Assessor of a candidate using telephone or video link or any other form of secure private electronic communication ; and also includes an assessment in accordance with the Assessment Instructions involving the Recognition of Prior Learning (RPL); 3

WIA Assessor WIA Learning Facilitator WIA Learning Organiser WIA Nominated RTO means a person qualified by the WIA Nominated RTO and currently accredited and registered by the WIA as a WIA Assessor in accordance with the Assessor Instructions; means a person nominated by a club or group of amateurs qualified by the WIA Nominated RTO and accredited and registered by the WIA as a Learning Facilitator in accordance with this document; means the WIA Assessor or WIA Learning Facilitator nominated by a club or group of amateurs as WIA Learning Organiser and who is the WIA s primary contact point for the club or group and who assists WIA Assessors conduct assessments and ordinarily a person who will be first point of contact for prospective radio amateurs; means the one or more Registered Training Organisations (RTO) or like organisation from time to time recognised by the WIA to provide Assessor qualification as required in the Assessment Process; In these the terms must and shall indicate a requirement that is mandatory and must always be followed and the term should indicates a preferable course of action which is not mandatory. The WIA has appointed TrainSafe Australia of 248 Johnston Street, Abbotsford, Victoria 3067 as its Nominated RTO. 4

1 INTRODUCTION The Wireless Institute of Australia (WIA) has conducted examinations for amateur radio service certificates of proficiency for some years under an agreement made in 1992 between it and the then Department responsible for matters now handled by the Australian Communications and Media Authority (ACMA). That agreement was terminated and replaced by a new Deed between ACMA and the WIA that came into effect on 2 February 2009. That Deed delegated to the WIA the power to issue certificates of proficiency to candidates who achieved the necessary qualifications on or after 2 February 2009. The Deed also imposes new obligations on the WIA including new reporting obligations. In addition, since 2 March 2009, the WIA is providing certain administrative functions in relation to the management of amateur call signs and an amateur callsign will not be issued without a Recommendation provided by the WIA. In October 2005 the structure of the Australian licensing and certification arrangements was changed. The core of these changes involved the introduction of the Foundation, Standard and Advanced licences. Importantly, since then the related certificates of proficiency involve the candidates being assessed in the practical elements of amateur radio operation. The WIA introduced a new system of assessment of competency for the qualifications for the new licences, relying on WIA Assessors, who provide the practical assessment and conduct the written assessments. A WIA Assessor is a person who has been qualified by a Registered Training Organisation (RTO) or like organisation that the WIA deems appropriate to manage the WIA assessment process registered in accordance with the Australian Quality Training Framework and who is accredited and registered by the WIA as a WIA Assessor. The system of assessment is fully described in the WIA Exam Service Assessment Process in Amateur Radio (Assessment Process) and the Assessment Instructions. The Assessment Instructions must be read in association with that document as amended from time to time. However, as the Assessment Instructions are regularly up-dated, a number of the fundamental provisions from the Assessment Process are repeated in the Assessment Instructions. ACMA has issued certificates of proficiency on the basis of assessments carried out by WIA Assessors and Nominated Assessors in accordance with the Assessment Instructions before 2 February 2009, and will continue to issue certificates of proficiency and replacement certificates of proficiency for qualifications achieved prior to 2 February 2009. 5

The WIA has issued certificates of proficiency and will issue replacement certificates of proficiency for qualifications achieved or accepted on and after 2 February 2009. Since 1 December 2007 the WIA has qualified, accredited and registered WIA Learning Facilitators, who assist in the conduct of assessments by WIA Assessors. Ordinarily the first point of contact for a prospective radio amateur is a WIA Learning Organiser who must be accredited and registered as WIA Assessors or WIA Learning Facilitators. As the WIA Learning Facilitators are required to interact with a wide range of the public and are identified as being accredited and registered by the WIA, the WIA has a duty of care to ensure that WIA Learning Facilitators are subject to the same rigour as WIA Assessors, in particular the requirement to hold the necessary clearance required to work with children, called different things in the different states or territories, or a police check where there is currently no such formal requirement. WIA Learning Facilitators will be subject to audit by the WIA Nominated RTO, usually acting through the Nominated Assessors. In these Instructions the process of assessing competency, including marking a written examination, may be referred to as the assessment. 6

2. THE WIA EXAM SERVICE 2.1 The WIA Exam Service Structure 1. All assessments (except Special Assessments) are conducted by a WIA Assessor or Nominated Assessor with a second WIA Assessor or Learning Facilitator present. 2. A WIA Learning Facilitator is a person nominated by a club or group of amateurs qualified by the WIA Nominated RTO and accredited and registered by the WIA as a Learning Facilitator in accordance with these. 3. A Learning Organiser is a WIA Assessor or WIA Learning Facilitator nominated by a club or group of amateurs as a WIA Learning Organiser and who is the WIA s primary contact point for the club or group. The Learning Organiser assists WIA Assessors with the organisation of assessments and training and ordinarily a person who will be the first point of contact for prospective radio amateurs and often the person responsible for the arrangement of examination events. 4. All Foundation qualification assessments, both written and practical, Standard Theory and Advanced Theory and Standard/Advanced Regulation written examinations and all Practical assessments taken alone and not as part of a Foundation assessment conducted under the procedures set out in the Assessment Instructions will be conducted by a WIA Assessor or Nominated Assessor, and assisted by another WIA Assessor or Learning Facilitator. The overall training and assessment process is often undertaken in cooperation with a Learning Organiser. 2.2 WIA Learning Facilitators 1. A WIA Learning Facilitator is required to: (a) (b) (c) (d) (e) hold either an Australian Standard or Advanced Licence; have access to the Internet; use email and have an email address; be nominated by a club or other group of radio amateurs, and be a member of the WIA. Membership of the WIA is required because the WIA Learning Facilitator is representing the WIA and also to protect the individual Learning Facilitator, as the WIA s public liability insurance policy and the WIA s indemnity policy will provide cover in the terms of the policies. 7

2. To be qualified by the RTO a candidate for Learning Facilitator must have successfully completed the subject MEM 15002A Apply Quality Systems, which is a unit of competency taken from a nationally accredited training program, or equivalent, and demonstrated a clear understanding of the WIA Assessment process, as set out in the Assessment Instructions. 3. Clubs are encouraged to require trainers to be accredited and registered as WIA Learning Facilitators. 2.3 WIA Learning Organiser 1. Learning Organisers have a special responsibility in the organisation of, assessments and in providing assistance for Assessors. 2. In particular, Learning Organisers are identified by the WIA as the first point of contact for those wishing to undertake training and assessment. 3. It is imperative that those undertaking this role are fully aware of and fully understand the WIA assessment system. 4. Accordingly, since 1 December 2007 all clubs and groups have been asked to ensure that a WIA Assessor or WIA Learning Facilitator is nominated to the WIA as that club s WIA Learning Organiser. The WIA will not accept as a Learning Organiser someone who is not a currently registered WIA Assessor or Learning Facilitator. 8

3. WIA LEARNING FACILITATORS 3.1 Process for Registration 1. A person wishing to undertake training, qualification, accreditation and registration as a WIA Learning Facilitator will complete the Application form, a copy of which is scheduled to this document, and forward the completed form to the WIA office. The form may be downloaded from the WIA s website or may be supplied by the WIA office. 2. The WIA office will check the form for any omissions, send an acknowledgement to the candidate, request any material omitted and provide the candidate with the necessary forms and information to apply for either a police check or clearance card as appropriate unless the candidate has provided evidence of holding an appropriate clearance card, and a copy of the current Assessment Instructions. 3. The WIA office will enter the relevant details on the Learning Facilitator/Learning Organiser database 4. The WIA office will retain the original application form but send a copy to the Nominated RTO together with a note of any additional information requested and a further copy to the Exam Service Committee member responsible for coordination. 5. The RTO will send to the candidate a web site address and a password to access the Learning Facilitator training program. The candidate will access the website and follow the instructions to complete the training program. This will include the check of understanding, reading and other documentation. The check of understanding will be submitted by the candidate to the RTO, and feedback will be provided by the RTO to the candidate. 6. When the RTO is satisfied that the candidate is competent he will inform the WIA office accordingly. 7. The Exam Service Committee member for coordination will make such inquiries as are reasonably practical to ascertain if there is any reason why the candidate should be refused registration, and if there is no such reason, then inform the WIA office accordingly. 8. If the office receives a negative police check, or is advised of a negative notice or similar, the WIA President and the Nominated RTO shall be advised. 9. When the office has been advised positively in accordance with paragraphs 6 and 7, and has either satisfactory evidence of a clearance card having been issued or a national police check revealing no matter of concern, then: 9

(a) a number (without any state or territory indication) shall be allocated to the individual; (b) (c) (d) the appropriate details shall be recorded on the database; a certificate shall be printed, showing the individuals name and number; the individual shall be advised and provided with the certificate; (e) the Nominated RTO shall be advised of the formal registration of the individual. 10. The registration of a Learning Facilitator may be suspended or withdrawn if he or she is considered to have failed to adhere to the procedures set out in these Instructions or otherwise fail to comply with WIA, ACMA or Nominated RTO requirements, ordinarily on the recommendation of the Nominated RTO but never without consultation with the Nominated RTO, and then only by Resolution of the WIA Board. 3.2 Role 1. The WIA Learning Facilitator shall assist the WIA Assessors in conducting assessments, in particular assisting as requested with the set up of the site, assisting candidates with the completion of forms and generally. WIA Learning Facilitators do not assess candidates. 2. In particular, the Assessment Instructions require all assessments by a WIA Assessor be conducted in the presence of another WIA Assessor or a WIA Learning Facilitator. 3. It is fundamental to the WIA amateur assessment system that all assessments are to the same standard, and so WIA Learning Facilitators must ensure that they do not do anything that could, or could be seen to, assist a candidate. 4. Responsibility for assessments lies with the WIA Assessor(s) responsible, and WIA Learning Organisers and WIA Learning Facilitators must take care not to interfere with that responsibility. 3.3 The AIS and Assessor Alerts 1. All WIA Assessors, Nominated Assessors and WIA Learning Facilitators are expected to retain access to e-mail. 2. It is important that the assessment system is consistent across the country, and because, particularly during times of change, issues will arise where the early sharing of information or early guidance from the RTO will be helpful, this information and advice will be recorded in sequentially numbered Assessor Alerts that will be sent to the email address of every WIA Assessor and ordinarily every WIA Learning Facilitator as the 10

need arises. 3. Learning Facilitators and Learning Organisers should log onto the Assessor Information System (the AIS) on a regular basis to ensure currency in relation to assessment activities. A reminder will be generated for those who have not logged in for over a 4 week period. 4. Assessor Alerts will be circulated through the AIS. 5. Learning Facilitators must maintain the Assessor Information System on line log. 6. Learning Facilitators must ensure that their current e-mail address is recorded in the WIA Exam Service records and the AIS. 3.4 Privacy 1. The Deed requires the WIA to abide by the Privacy Act 1988, including the Information Privacy Principles, as if it were an agency of the Commonwealth. 2. That Act defines Personal Information as meaning information or an opinion (including information or an opinion forming part of a database), whether true or not, and whether recorded in a material form or not, about a natural person whose identity is apparent, or can reasonably be ascertained, from the information or opinion. 3. The WIA is obliged to ensure that WIA Assessors and Learning Facilitators are informed that they must not access, use, disclose or retain Personal Information except in performing their function as Assessors or Learning Facilitators or when acting pursuant to any requirements of or directions given by ACMA on behalf of the Commonwealth; and that failure to comply with this requirement may be a criminal offence, and may also lead the WIA to take disciplinary action against them. 4. The WIA must, in respect of any Personal Information held in connection with the WIA Exam Service, immediately notify ACMA where the WIA becomes aware of a breach of these obligations. 5. Because of the seriousness of these obligations Assessors must take great care in recognising what is personal information and the handling of personal information. Assessors, Learning Facilitators and others assisting in the conduct of assessments should not reveal any examination information including the results of a particular candidate to anyone other than the candidate. 6. Even a person s telephone number may be personal information. If asked for someone s phone number, an Assessor who checks an Assessment Sheet is taking a grave risk of breaching the Privacy legislation. Far better to say I will ask him/her to call you. 11

7. All Assessors should ensure that no candidate can ever have access to any documents containing any information relating to any other candidate. All WIA and ACMA documents containing any personal information must be kept secure at all times. 8. Nominated Assessors, WIA Assessors and Learning Facilitators must immediately inform the WIA Exam Service of any circumstances that may amount to a breach of these obligations or of any complaint by any person alleging an interference with the privacy of an individual. 3.5 Discrimination 1. All involved in the WIA Exam Service must be aware of the laws against discrimination on the basis of age, race, sex or disability. 2. Nominated Assessors, WIA Assessors and Learning Facilitators must immediately inform the WIA Exam Service of any circumstances that may amount to discrimination or of any complaint by any person alleging discrimination. 3.6 Insurance 1. The WIA and WIA Assessors and WIA Learning Facilitators, as members of the WIA, are indemnified against liability, including liability to another member of the same club and also including liability for costs, in respect of personal injury or property damage caused by an event that happens in connection with the WIA Exam Service. 2. Any Assessor or Learning Facilitator becoming aware of circumstances that may give rise to a liability in respect of personal injury or property damage must inform the WIA Exam Service immediately. 3. The WIA, its officers and employees and WIA Assessors and Learning Facilitators are the Insured under a policy of insurance that indemnifies them against their legal liability to third parties for any sum or sums which they may become legally liable to pay arising from any claim or claims made against the Insured, in effect, for something they have done in relation to an assessment. A claim includes any written or oral demand for compensation received by the Insured which a reasonable person may believe might result in a claim for compensation, damages or other relief. 4. Any Assessor or Learning Facilitator becoming aware of any claim circumstances that may give rise to a claim must inform the WIA Exam Service immediately. 5. Two conditions of the policy of particular importance are as follows: a) The Insured shall not disclose to any person without Our written consent the nature of or terms and conditions of this Policy. 12

b) The Insured shall not admit liability, or incur any Costs or Expenses, or make any admission, arrangement, offer, promise or payment without Our written consent, such consent not to be unreasonably withheld. The Insured includes all Assessors and Learning Facilitators. 3.7 WIA Obligations under Deed 1. The Introduction refers to the Deed between the WIA and ACMA pursuant to which the WIA is delegated certain statutory functions under the Radiocommunications Act 1992 which include the provision of examinations as an approved body and the issue of certificates of proficiency. 2. The WIA is required to meet certain defined service levels, must charge a fee for the services it provides that is related to the expenses incurred by the WIA to provide the services, and cannot charge more or less than that amount, is subject to a complete review of its charges after the first year, and thereafter must submit audited information in relation to its costs, and must provide extensive reports to ACMA, including its performance against the service levels set, numbers of papers and assessments conducted, audits and certificates issued and extensive data about complaints, including the time taken to respond to a complaint. 3. Accordingly all involved in the WIA Exam Service including Nominated Assessors, WIA Assessors and Learning Facilitators must immediately report to the WIA Exam Service full details of any complaint about any aspect of the WIA Exam Service. A complaint means any written or oral communication in which a person expresses dissatisfaction or grievance with the provision of the examination services, including any allegation of dishonesty or impropriety. However, it does not include an Assessment Complaint, which is a complaint about a particular assessment or examination and which is dealt with in accordance with the Assessment Instructions. 4. The WIA Exam Service means the national office of the WIA, but if the WIA national office is closed, then the information must be conveyed to either the WIA Nominated RTO, or the WIA Secretary, and preferably both by email. 13

4. WIA LEARNING ORGANISERS 1. A WIA Learning Organiser is the WIA Assessor or WIA Learning Facilitator nominated by a radio club or group of amateurs as WIA Learning Organiser and is the WIA s primary contact point for the club or group. The WIA Learning Organiser assists WIA Assessors conduct assessments and is ordinarily the person who will be first point of contact for prospective radio amateurs 2. A club or group may nominate in writing to the WIA any WIA Assessor or WIA Learning Facilitator as that club or group s WIA Learning Organiser, and may withdraw that nomination and nominate another WIA Assessor or WIA Learning Facilitator as that club or group s WIA Learning Organiser. 3. By accepting the position of WIA Learning Organiser the individual concerned shall be deemed to have consented to the publication of his or her name and contact details. 4. Responsibility for assessments lies with the WIA Assessors, and WIA Learning Organisers must take care not to interfere with that responsibility. 14

5. AUDIT AND RE-REGISTRATION 1. WIA Learning Facilitators are subject to on-going monitoring through auditing, and are required to re-register every five years. 2. Each WIA Learning Facilitator will be audited at least three times in every five years. 3. The monitoring will be undertaken by the Nominated Assessors who are responsible for all aspects of the training and assessment quality system. 4. WIA Learning Facilitators are expected to accept suggestions and guidance offered through this process. 5. WIA Learning Facilitators who are considered to be unsuitable through these processes will have their registration withdrawn and will be no longer be supported by this WIA infrastructure until they are re-registered by the WIA. 6. Before re-registration a WIA Learning Facilitator will need to show: (a) (b) On going involvement with the WIA Exam Service; Satisfactory audit; and (c) As required by the WIA or any applicable law, renewal/or satisfactory continuation with any working with children clearance or a further police check. 15

6. COMPLAINTS 1. All disputes in relation to assessments, including a complaint involving a WIA Learning Facilitator will be resolved using the appeals process set out in the Assessment Instructions. 2. The need for a complaint process is driven by three requirements: The need for justice for candidates who believe they have been unfairly treated in any way; Assurance to candidates of the integrity and objectivity of the assessment system, and Feedback to the WIA (via consultative processes) and other interested parties about the functioning of the assessment system. 3. Participants will be able to initiate complaints when they believe that any aspect of the amateur radio learning and development system has been compromised in any way. 4. Both the rights of WIA Learning Facilitators and the rights of participants must be protected. For WIA Learning Facilitators this means that they must be informed when they are the subject of a complaint, being kept informed throughout the complaint process and to have access to support and training when appropriate. 5. The important obligation to report complaints is set out in paragraph 3.7, 3 of these. 16

ABN 56 004 920 745 PO Box 2042 Bayswater Victoria 3153 THE WIRELESS INSTITUTE OF AUSTRALIA Assessment of Competency in Amateur Radio Application for training or Recognition of Prior Learning and registration as a WIA Assessor or Nominated Assessor or Application for training and registration as a WIA Learning Facilitator [Tick one box] I apply to undertake Amateur Radio Competency Assessment Training on behalf of the WIA conducted by a Registered Training Organisation, and if successful, registration as a WIA Assessor, or registration as a WIA Nominated Assessor or as a WIA Learning Facilitator and provide the following information: Part A. Personal/Contact details. In this section it is essential that you provide your FULL NAME. / / Title Given names Date of Birth Family Name Residential Address Suburb/Town State Postcode Postal Address (if the same as residential address write - As Above) Suburb/Town State Postcode Telephone (Home) Work Mobile Email Address Occupation Yes No Amateur Radio Certificate e.g. Advanced/Unrestricted Callsign Are you a WIA member? Name of Affiliated Club Sponsoring this application Signature of officer of Sponsoring Club Print Name Print position in club Will you be conducting or assisting with assessments in Queensland? Yes No If you answered Yes complete the declaration in Part B. If You answered No go to Part C. Part B. Declaration with respect to Disqualified Persons I hereby declare that I am NOT a Disqualified Person as defined by the Commission for Children and Young People and Child Guardian Act 2000 (Queensland). / / Signature Print Name Warning: It is an offence for a disqualified person to sign a Blue Card application form. For more information on how this law affects you including the disqualifying offences telephone the Blue Card contact centre on 1800 113 611 or visit the website www.bluecard.qld.gov.au Date Rev 3 April 2009 Please return this form with all pages and attachments to the the WIA Office Page 1 of 4

Part C. Education and Qualification details Level achieved at secondary school Do you have any tertiary qualifications? Yes No If Yes, please list, Name(s) of institution. (university, TAFE, or other) If Yes, please list, qualifications with year of completion Do you hold any accredited workplace qualifications or certificates? Yes No If Yes, please list, accredited workplace qualifications and certificates IMPORTANT: If you are applying for Recognition of Prior Learning each document must be attached to this form and certified as a true copy of the original by a JP or other person qualified to make such certification. Do you have any other relevant qualifications? Yes No If Yes, please list, type of qualification and year of successful completion. Please attach any additional information you consider may be helpful. Please return this form with all pages and attachments to the the WIA Office Page 2 of 4

Part D. Employment and related details Name and address of your current or last employer if retired, or if self employed, details of your business. Number of years employed by this or your last employer or conducting your own business described above Position held with this or your last employer If you are applying for Recognition of Prior Learning it will be of assistance if you attach a CV to this application. Have you attached a CV to this application? Yes No Part E. Personal Referee details Please provide (above) the Name, Address, Position and Contact telephone details your nominated as a Referee. Part F. Amateur Radio Training and Assessment Are you currently registered by the WIA as an Assessor or Learning Facilitator? If Yes please provide your Assessor or Learning Facilitator number Yes No Have you participated in Amateur Radio Training programs in the last 5 years? If so please describe your training participation above along with name(s) of clubs and your role in training. Have you participated in Amateur Radio Assessments last 2 years? If so please describe your participation above along with name(s) of clubs and your role in assessing Please return this form with all pages and attachments to the the WIA Office Page 3 of 4

Part G. Working with Children A. If you expect to conduct assessments in a State or Territory in which the law requires clearance before you can work with children do you agree to obtain such clearance before being registered by the WIA?. Yes No B. If you answered Yes to A and you have, or are in the course of satisfying such requirements, please provide full details. C. If you expect to conduct assessments in a State or Territory in which the law does not require clearance before you can work with children, do you consent to the WIA obtaining a Police Check prior to being registered by the WIA? Yes No Applicants Declaration I certify that all the information that I have provided in this application or appended to this application is true and correct and I acknowledge that I may not be accepted for training by the WIA / / Signature of Applicant Date WIA Privacy Policy The information you have provided on this application and attached to this application will only be used to assess your application for training, accreditation and registration as a WIA Assessor, Nominated Assessor or WIA Learning Facilitator. This information will only be made available for that purpose to persons acting for the RTO or the WIA or as required by law and will otherwise be kept confidential This section left BLANK Please return this form with all pages and attachments to the the WIA Office Page 4 of 4