rto guide to the application process, eligibility criteria ... · journey. this program may not...

RTO Guide to the application process,

Eligibility Criteria and Conditions

Skills Fund Program

These guidelines are to be used by Endorsed Registered Training Organisations (ERTOs/RTOs) applying

for funding under the Skills Tasmania Skills Fund Program.

LODGEMENT OF APPLICATION

All program documentation, can be accessed from http://www.skills.tas.gov.au/funding/skills_fund

ENQUIRIES ABOUT THIS PROGRAM SHOULD BE DIRECTED TO THE PROGRAM MANAGER

Deb Doherty: (03) 6165 6012 or [email protected]

Document number – D17/272051/V3

http://www.skills.tas.gov.au/funding/skills_fund

mailto:[email protected]

Introduced changes to Version 3

Capping of places revised and clearer information provided

Co-contribution – All government agencies will attract 60% rate

Alternative submissions updated

Funding Options – new section

All criteria reviewed and updated

Criteria 4 changed to required Value for Money. Trainer currency information added to Criteria 3.

Criteria Weighting updated

Training requested table simplified

Full Cost Per Learner information updated

Grant Process and Timeframes

How to use the Cost Calculator

February 2018

Skills Fund Program - Application Process, Eligibility Criteria and Conditions i

Contents

Skills Fund Program ..................................................................................................................................... 1

Skills Fund objectives ..................................................................................................................................................................... 1

Program overview........................................................................................................................................ 2

Demand led ...................................................................................................................................................................................... 2

Special release ................................................................................................................................................................................. 3

Learner eligibility ............................................................................................................................................................................ 4

Existing Worker Stream .......................................................................................................................................................... 4

Jobseeker and Mind the Gap Streams ................................................................................................................................... 4

Volunteer Stream ....................................................................................................................................................................... 4

The Grant Process and Timeframes .......................................................................................................... 5

Application conditions, requirements and processes ............................................................................... 6

Mandatory conditions .................................................................................................................................................................... 6

Registration ................................................................................................................................................................................. 6

Scope of registration ................................................................................................................................................................. 6

Skills Tasmania Endorsed RTO status................................................................................................................................... 6

Financial viability ......................................................................................................................................................................... 6

Relevant legislation ......................................................................................................................................................................... 6

Conflict of interest ......................................................................................................................................................................... 7

Application process ........................................................................................................................................................................ 7

SmartyGrants .................................................................................................................................................................................. 7

Alternative submissions ................................................................................................................................................................ 8

Late submissions ............................................................................................................................................................................. 8

Funding Options ............................................................................................................................................................................. 8

Sub-contractor details ................................................................................................................................................................... 8

Supporting documentation ........................................................................................................................................................... 9

Naming conventions ...................................................................................................................................................................... 9

Number of places - Evidence of Demand ............................................................................................................................... 10

Existing Worker ....................................................................................................................................................................... 10

Skills Fund Program - Application Process, Eligibility Criteria and Conditions ii

Jobseeker and Mind the Gap ................................................................................................................................................. 10

Volunteer ................................................................................................................................................................................... 10

Co-contributions .......................................................................................................................................................................... 12

Existing Worker Stream ........................................................................................................................................................ 12

Volunteer Stream ..................................................................................................................................................................... 13

Industry coverage ......................................................................................................................................................................... 14

Australian Qualifications Framework (AQF) ......................................................................................................................... 15

Work placements ......................................................................................................................................................................... 16

Risk Management Plan ................................................................................................................................................................. 16

Selection criteria ........................................................................................................................................................................... 17

Criteria weighting ......................................................................................................................................................................... 24

Training requested table ............................................................................................................................................................. 25

Assessment and selection process ............................................................................................................ 28

Selection process .......................................................................................................................................................................... 29

Post- assessment ........................................................................................................................................ 30

Funded submissions ..................................................................................................................................................................... 30

Arrangements for successful applicants .................................................................................................................................. 30

Unsuccessful applications ........................................................................................................................................................... 30

Payments ......................................................................................................................................................................................... 30

Training commencement ............................................................................................................................................................ 31

Completion of training ................................................................................................................................................................ 31

Benchmarks and reporting ....................................................................................................................... 32

Existing Worker Benchmarks ............................................................................................................................................... 32

Jobseeker Benchmarks ........................................................................................................................................................... 32

Mind the Gap and Volunteer Benchmarks ......................................................................................................................... 32

Reporting ........................................................................................................................................................................................ 33

Application tips ............................................................................................................................................................................. 33

Skills Fund Program - Application Process, Eligibility Criteria and Conditions 1

Skills Fund Program

This document provides Endorsed Registered Training Organisations (RTOs), intending to submit applications,

with information about the contractual requirements, obligations and conditions of applying for and receiving

funding under the Skills Fund Program. Skills Tasmania reserves the right to amend the contractual requirements,

obligations or guidelines at any time prior to the completion of the grant and the finalisation of contracts with

successful Endorsed RTOs.

The Skills Fund Program is for the purchase of nationally recognised training. The outcome of the grant process is

that the Department of State Growth enters into agreements with Endorsed RTOs for the delivery of training

and assessment services.

The specifications of the training being purchased are described in the nationally recognised training packages,

which detail the units of competence, qualifications and assessment requirements.

The Endorsed RTO, by its lodgement of the grant application, expressly authorises the Australian Skills Quality

Authority (ASQA) to release information to Skills Tasmania regarding the Endorsed RTO’s registration status,

including the results of any recent audits and subsequent sanctions that may have been applied.

Skills Fund objectives

The objectives of the program are to:

1. Encourage partnerships between industry, employers and Registered Training Organisations (RTOs) to

increase participation in VET-related activities that will better enable businesses to retain workers and

increase productivity, growth and sustainability.

2. Improve the quality of VET learning experiences and outcomes by promoting learning opportunities in new

and flexible ways.

3. Enhance the employment potential and opportunities for Tasmanians in areas of industry need by investing

in the skills base of people facing barriers to employment.

4. Foster a dynamic and competitive training market in Tasmania.

5. Address training priorities identified by industry, employers and other stakeholders.

https://www.asqa.gov.au/



Program overview

The Skills Fund Program subsidises the cost of training across a range of nationally recognised qualifications, skill

sets and units of competency to build a productive and competitive workforce, focusing on priority industries and

employment outcomes. The Skills Fund has two programs which have a specific training focus:

1. Demand Led

2. Special Release.

Demand led

The demand led program is designed to support skills development for existing workers, jobseekers and

volunteers in priority industry areas. All Streams can use full qualifications and skill sets. RTOs are urged to

apply for existing need rather than speculative demand. Demand led incorporates the following Streams:

The Existing Worker Stream is designed to support employers and employees. The training helps build the

workforce skills needs of employers to increase their business productivity, growth and expansion and

improves employee retention rates.

The training also supports employees to attain skills to help them do their job better or to further their

careers.

The Existing Worker Stream requires a mandatory financial contribution based on the size of the employing

organisation.

The Existing Worker Stream supports three different partner types – employer, industry association/regional

groups and business/small business groups.

The supported qualification levels range from Certificate IV (or Certificate III for the telecommunications

industry) to Advanced Diploma.

Caps for the number of places are in place and are designed to ensure that only real demand and need is

funded.

The Jobseeker Stream supports individuals to attain skills they need to improve their employment

opportunities. Direct involvement from employers has resulted in employment outcomes. The preferred

outcome of this program is that the learner is job ready, employable and obtains employment.

There is no financial co-contribution requirement. Qualifications can be chosen from Certificate II to

Certificate IV. Single unit skill sets will not be accepted. Skill sets must relate to job entry requirements

and support employment outcomes.

The number of places applied for should reflect the potential employment opportunities and should be

validated by the industry partners. Typically there should be no more than 15 places per program with a

maximum of 100 places for each RTO. However, application for more than 100 places will be accepted subject

to evidence of demand and need.


Note: Independent validation of applications may be sought by Skills Tasmania to assist in the assessment of

the application.

The Mind the Gap Stream is a pre-employment program designed to give individuals an industry taster. The

expected outcome of this program is that the learner completes all the training and progresses to further

training or employment.

Single unit skill sets will not be accepted. The skill sets should reflect entry level skills or are designed to

support individuals who are not ready to undertake a full qualification or have significant barriers preventing

them from accessing employment opportunities. The preferred delivery structure is based on a practical

hands-on approach, incorporating work-based experiences.

Learners undertaking a Mind the Gap program may need additional wrap around support not provided by

Employment Services Providers. This should be reflected in the program overview, cost breakdown and Value

for Money criteria.

The number of places applied for should reflect the needs of the cohort. Typically there should be no more

than 15 places per program with a maximum of 100 places for each RTO.

There is no financial co-contribution requirement.

Note: Independent validation of applications may be sought by Skills Tasmania to assist in the assessment of

the application.

The aim of the Volunteer Stream is to support Volunteer Involving Organisations build a skilled volunteer

workforce through subsidised nationally recognised training. The intention is to provide the learner with skills

to assist the volunteer organisation to achieve its goals or to assist others on their learning/employment

journey. This program may not initially make the learner job ready, but will give them the confidence to

explore career opportunities.

The qualification levels range from Certificate I to Diploma. Number of places are not capped, but would need

to reflect the current need of the volunteer organisation.

There is an in-kind co-contribution requirement (see the Volunteer Organisation support template).

Special release

The Special Release program supports emerging or identified priority demand in line with Tasmanian Government

policy on Investing in Skills for Growth, the Department of State Growth’s Ministerial Priority for Training and

Workforce Development or in response to a workforce development plan or report.

Special Release programs are only run when there is a very specific, targeted need. Otherwise the General

Release grant rounds can cater for the majority of industry demand.


Learner eligibility

All learners accessing any of the streams under the Skills Fund program must be a Tasmanian resident aged 15

years or over. A Tasmanian resident is defined as a permanent resident of Australia living in Tasmania for a

minimum of six (6) months.

Existing Worker Stream

An existing worker is defined as someone who regularly works for pay, profit or commission.

Jobseeker and Mind the Gap Streams

A jobseeker is someone who is:

not a school student as defined by Sections 3 and 4 of the Education Act 1994; OR

registered with an Employment Service Provider (ESP) ; OR

an income support recipient who is not currently required to meet activity test or participation

requirements; OR

a participant in an Australian Government labour market program; OR

not currently working and seeking or intending to seek paid employment or self-employment after

completing the qualification; OR

not working and participating in volunteering activities; OR

a person currently employed whose contract of employment is classified as “casual” unless otherwise

specified in the documentation for each program.

Volunteer Stream

Individuals working as volunteers from a Not for Profit “Volunteer Involving Organisations” will be eligible for

training. Individuals can be existing workers or jobseekers who may need a new range of skills to participate as a

volunteer within their nominated volunteer organisation.


The Grant Process and Timeframes

The grant process normally takes between 8-10 weeks to finalise. This timeframe is based on the Skills Fund

receiving over 100 applications per grant round.

Program planning tasks and Program Initiation

Guidelines, grant documentation and online application developed using

SmartyGrants.

Internal

Grant round opens/closes 3 weeks

Advertisements in regional newspapers.

Skills Fund website updated.

Information session/s delivered via webinars.

Assessment and Selection Process 4-6 weeks

See the Assessment and Selection Process Section in this guide

Post-Assessment Process 1 week

See the Post-Assessment Process Section in this guide

Post-Grant Review

Evaluation processes is undertaken to look for efficiencies. Internal


Application conditions, requirements and processes

Mandatory conditions

The following conditions determine a RTO's eligibility to apply for subsidies through the Skills Fund Program.

Registration

RTOs must be registered in accordance with the requirements of the Australian Skills Quality Authority

(ASQA) to deliver nationally recognised training. ASQA is the national regulator for Australia’s vocational

education and training (VET) sector. For details go to the ASQA website www.asqa.gov.au.

Scope of registration

RTOs must only submit applications for training subsidies where the qualification(s) and/or units of

competency are included on their scope of registration for delivery in Tasmania at the time of lodging the

application. Scope of registration can be downloaded from training.gov.au.

Training.gov.au is the national register for training in Australia and contains the authoritative information

about Registered Training Organisations (RTOs), Nationally Recognised Training (NRT), and the approved

scope of each RTOs to deliver NRT as required in national and jurisdictional legislation within Australia.

Skills Tasmania Endorsed RTO status

RTOs must be an approved Skills Tasmania Endorsed RTO at the time of the grant round closing date. For

more details go to www.skills.tas.gov.au/providers/rtos/endorsedrtosystem

Financial viability

It is a requirement of all Endorsed RTOs who apply for a Skills Fund grant to declare at the time of

application that they are financially viable.

A financially viable entity is one that is NOT under external administration, been appointed a liquidator,

being wound up, dissolved or trading while insolvent.

In addition, by submitting an application, the applicant agrees to meet all conditions and requirements in the

2015-2017 Department of State Growth (Skills Tasmania) Agreement for all Programs and in this

document, Skills Fund RTO Guide.

Relevant legislation

All Tasmanian Government grants are administered in accordance with Treasurer’s Instruction 709: Grants

Management Framework (TI 709). An overview of TI 709 is provided at

http://www.treasury.tas.gov.au/Documents/FMTI-0709.PDF.


https://training.gov.au/

http://www.training.gov.au/

http://www.skills.tas.gov.au/providers/rtos/endorsedrtosystem

http://www.treasury.tas.gov.au/Documents/FMTI-0709.PDF


Personal information will be managed in accordance with the Personal Information Protection Act 2004. Information

provided to Skills Tasmania is subject to the provisions of the Right to Information Act 2009. These Acts can be

viewed in full at www.thelaw.tas.gov.au.

Skills Tasmania will respect the privacy and confidentiality of any information contained within the application,

including attachments, that is directly related to the business activities of the nominated grant recipient or

identified partner.

Conflict of interest

The RTO must declare that at the time of the application, no conflict of interest exists, or is likely to arise, in the

performance of the Contracted Services and that if, during the Term, a conflict of interest arises then the RTO is

to notify Skills Tasmania immediately in writing of that conflict or risk.

Application process

There are six stream types available for selection:

Employer

Industry Association/Regional Group

Business/Small Business

Jobseeker

Mind the Gap

Volunteer

Each application must relate to only ONE stream type, for example Employer.

SmartyGrants

Skills Fund applications must be completed on-line using the SmartyGrants Management System

www.smartygrants.com.au. The Help Guide for Applicants provides very useful advice, particularly on accessing

saved applications and printing the application out prior to submitting.

Applicants must register with SmartyGrants before making an online application. Registration gives secure access

to the application forms allowing them to be worked on over time rather than having to complete them all at

once.

Links to the Skills Fund Grant application form will be available on www.skills.tas.gov.au/funding/skills_fund.

A word copy of the application form can be provided on request to [email protected].

Applicants should ensure that all mandatory eligibility requirements are met and the Grant Application Checklist

completed prior to submitting the application.

Where mandatory criteria are not met, the application will be deemed ineligible and will not be assessed or

considered for grant funding.

http://www.thelaw.tas.gov.au/

http://www.smartygrants.com.au/


mailto:[email protected]


Alternative submissions

Alternative applications may be submitted if the request does not comply with the standard grant requirements.

Examples include:

other funding options are not appropriate and have been explored.

the proposed qualification level is outside of the identified levels in the Stream.

the industry is not listed under the Industry Coverage table.

the number of places exceeds the identified cap.

Where this is the case, an alternative application can be submitted detailing how the training still aligns with the

Stream aims and must include industry/employer support.

The employer/industry support must identify why the training is needed and why this training is more suitable for

the learner and for the organisation/employer.

The reason for making an alternative submission should be documented clearly in a separate document to the

application form and clearly labelled as such.

Late submissions

Late submissions will not be accepted unless Skills Tasmania is satisfied that:

3. circumstances beyond the applicants control caused the lateness, or

4. acceptance will not compromise the integrity of the application process or provide an unfair advantage to

the RTO lodging the late application.

Funding Options

Employer applications that include full qualifications, must consider if the individual learner is eligible for an

apprenticeship or traineeship and may be better suited to access funding through the Apprentice and Trainee

Training Fund (User Choice) prior to submitting application. It is recommended that RTOs consult with an

Apprenticeship Network Provider or read the Tasmanian Traineeships and Apprenticeships Committee Policies

and Guidelines. A declaration has been included in the application form designed to confirm that all the places

being applied for are not eligible for the Apprentice and Trainee Training Fund (User Choice) program.

Sub-contractor details

If the intention is to use sub-contractors in the delivery of the program, list their details and what their role will

be in the delivery of the program.

In addition, evidence of how the sub-contractor/s maintain their currency will need to be included in Selection

Criteria 4 – demonstrated capability and capacity to deliver the relevant training by the RTO’s trainers and

assessors.

http://www.skills.tas.gov.au/skillstas/systemtas/ttac

http://www.skills.tas.gov.au/skillstas/systemtas/ttac


Supporting documentation

Applicants should attach any relevant material to the application, including the partner support documents and

the risk management plan.

Other supporting documentation should be explicitly relevant to the application and may include data from similar

funded programs, satisfaction survey results, copies of Memorandums of Understanding or contractual

arrangements with partners that address work placement arrangements.

Assessors will be looking for evidence related to the application. Evidence that does not specifically relate to this

application should be avoided.

Naming conventions

All attached supporting documentation, the Training Requested Table and Risk Management Strategy should be

named to reflect the Application ID supplied by Smarty Grants, the name of the RTO applying, the section of the

submission that the documentation relates to and a brief description of the document.

For example:

00001-RTO_SC3_Program Overview


Number of places - Evidence of Demand

The Skills Fund budget is limited and priority will be given to the identified priority industries (see page 13). The

number of places requested for a partner (ie employer, industry association/regional group or business/ small

business group), even if that partner applies with different RTOs, will need to be based on evidence of demand.

In order to provide guidance, indicative caps are provided below. If there is a valid reason or an urgent need to

exceed the indicative cap, evidence justifying that need will need to be strongly supported and justified by the

industry partner as well.

Existing Worker

Stream Indicative capped number

of places

qualifications

Indicative capped number

of places

skill sets

Existing Worker – Employer 30 100

Existing Worker – Industry Association or

Regional Groups*

40 250

Existing Worker – Business/Small Business** 20 100

* Industry Association or Regional Group is any independent body that can describe and validate the skill needs of an

industry sector or Tasmanian region.

** Business/Small Business is defined as businesses with less than 20 employees including sole traders, contractors and

non-employing businesses that have a common training need. As the group has been identified, they should be named in

the qualification/skill set table.

Jobseeker and Mind the Gap

The indicative cap for Jobseeker stream is a maximum of 100 places (qualifications and skill sets combined) per

RTO, per grant round.

The indicative cap for Mind the Gap stream is a maximum of 100 places (qualifications and skill sets combined)

per RTO, per grant round.

The number of places for qualifications and skills sets applied for should reflect the potential employment

opportunities.

If there is a valid reason or an urgent need to exceed the indicative cap, evidence justifying that need will need to

be strongly supported and justified by the industry partner as well. In the case of a Jobseeker application this may

be an urgent or immediate demand from an employer to grow their existing business or open up a new business

and has a genuine need to train a large number of people for this specific purpose.

Volunteer

There is no cap attached to this Stream, however the training requested must be in response to building skills in

individuals to assist the organisation to achieve its goals or to assist others on their learning/employment journey.


The training cannot be in relation to:

an individual’s personal goals or direct family responsibilities, for example as a carer to a family member

highly structured programs that have fixed volunteer requirements and provide options of volunteering

type activities but with limited choice and/or varying types of in-built financial or reward outcomes.

Examples include:

o Compulsory educational service learning (where students are required to volunteer as part of a

course).

o Mandated court orders including community service and fines.

o Internships.

o Formal work experience / vocational placements.

o Mandatory government programs, for example Work for the Dole.


Co-contributions

Co-contributions relate only to the Existing Worker and Volunteer Streams.


The co-contribution financial payment must be paid by the business owner/employing organisation.

Whilst training is heavily subsidised, contributions for full qualifications and skill sets will be required based on the

size of any organisation named in the application process, as follows:

All State and Australian Government

Departments, agencies, GBEs, State

Owned Companies and Local

Government

60 per cent contribution

> 1000 FTEs 50 per cent contribution

200-999 FTEs 30 per cent contribution

20-199 FTEs 20 per cent contribution

1-19 staff FTEs 10 per cent contribution

For Not-for-profit organisations who have an FTE >1000, the contribution rate is 30 per cent.

Industry Association/Regional Group applications - where places applied for are “General Industry” a 20 per

cent contribution will apply. Where possible list the individual employers who are applying via Industry

Association or Regional Groups. By naming them in the application (qualification or skill set table), they may

attract a lower co-contribution rate.

As the Business/Small Business Groups are businesses with less than 20 employees including sole traders,

contractors and non-employing businesses they will attract a 10 per cent contribution.

Licensing skill sets will attract a 50 per cent contribution rate.

An FTE (Full-time equivalent) is the hours worked by one employee on a full-time basis. The concept is used to

convert the hours worked by several part-time employees into the hours worked by full-time employees. On an

annual basis, an FTE is considered to be 2,080 hours, which is calculated as: 8 hours per day x 5 work days per

week.

Organisation is defined as a legal entity. A legal entity can be an association, corporation, partnership,

proprietorship, trust, or individual that has legal standing in the eyes of law. A legal entity has legal capacity to

enter into agreements or contracts, assume obligations, incur and pay debts, sue and be sued in its own right, and

to be held responsible for its actions.


It is important to read the 2015-2017 Department of State Growth (Skills Tasmania) Agreement for

all Programs with regard to the payment and collection of the co-contribution. Schedule 2.1 – Service

Obligation 1 – Fees and Charges outlines the process. Note: this agreement has been extended to include new

contracts entered in 2018.

Volunteer Stream

There is no financial contribution aligned to this Stream.

This Stream requires an in-kind contribution from the Volunteer Involving Organisation. In-kind contribution

could include recruitment of learners, development of the program, work placements, providing on-site mentors

in work placements or employment opportunities.

Volunteer Involving Organisations will be required to identify the in-kind contribution. This will be incorporated

into their support document.


Industry coverage

All industries will be considered in the application assessment process, however the industry sectors listed below

have been identified as high growth sectors and may be given priority. Skills Tasmania's Workforce Plans and

Reports (http://www.skills.tas.gov.au/employersindustry/workforceplans) are a useful reference tool.

Agriculture, forestry and fishing, specifically:

o grape growing

o fruit growing

o wool industry

o dairy

o other agriculture

o aquaculture/fishing

o forestry

Defence manufacturing

Manufacturing specifically:

o wine making, distilling, brewing

o printing and graphic arts

o food processing

o other manufacturing

Construction

Mining

Civil construction

Accommodation and food services

Travel attractions and guiding services

Transport and logistics

Information technology

Engineering

Early childhood education and care

Aged services

Disability services

Creative industries

Note:

The Industry sector for Existing Worker stream, which includes Employer, Industry Association/Regional Group

or Business/Small Business Group, and the Volunteer stream should be relevant to the partner. For example if the

partner grows apples, then the industry sector is Fruit Grower.

The Industry sector for the Jobseeker stream which includes Mind the Gap should be relevant to the

qualification/skill set. For example if the qualification is Certificate II in Individual Support (Aged Services) then the

industry should be Aged Services.

http://www.skills.tas.gov.au/employersindustry/workforceplans


Australian Qualifications Framework (AQF)

There are ten AQF levels ranging from Certificate I to Doctoral Degree. AQF levels and the AQF levels criteria

are an indication of the relative complexity and/or depth of achievement and the autonomy required to

demonstrate that achievement. AQF level 1 has the lowest complexity and AQF level 10 has the highest

complexity.

The AQF level summaries are statements of the typical achievement of graduates who have been awarded a

qualification at a certain level in the AQF.

AQF Level AQF qualification

1 Certificate I

2 Certificate II

3 Certificate III

4 Certificate IV

5 Diploma

6 Advanced Diploma, Associate Degree

7 Bachelor Degree

8 Bachelor Honours Degree, Graduate Certificate, Graduate Diploma

9 Masters Degree

10 Doctoral Degree

For more information access the AQF website at; www.aqf.edu.au/aqf-levels.

The Skills Fund supports qualification levels Certificate I to Advanced Diploma and skill sets.

Skill sets are defined as one or more units of competency or combinations of units of competency from a

nationally endorsed Training Package, which link to a licence or regulatory requirement, or a defined industry

need. They do not align to a specific AQF qualification level.

Existing Worker Jobseeker Mind the Gap Volunteer

AQF levels 4-6

and skill sets

AQF levels 2-4

and skill sets

AQF levels 1

and skill sets

AQF levels 1-6

and skill sets

http://www.aqf.edu.au/aqf-levels


Work placements

As a minimum the evidence submitted to describe the workplace arrangements for the application should include:

A register of identified host employers for the identified project/training.

A placement agreement template which should include at least minimum details such as rights and

responsibilities of all parties, duration of the placement, insurance information, key tasks and sign off pages.

A placement procedure document which outlines the processes undertaken when administering a work

placement. Information within this document could include legal checks, record keeping requirements,

process flow chart, managing special student or host employer requirements, monitoring arrangements and

breakdown between parties.

The Work Placement Resources Kit ( workplacement-tastafe.wikispaces.com), jointly funded by Skills Tasmania

and TasTAFE, is provided as a good practice example of how VET Work Placements might be organised,

undertaken and reviewed. It is available under a creative commons attribution share-alike 3.0 licence which means

it can be customised. Credit must be given to the original developers.

Risk Management Plan

Consider the risks to the viability and completion of this training program and complete the Risk Management

Plan Template. The contingency/mitigating actions provided will be used to as part of Skills Tasmania’s assessment

of any Skills Fund grant application, variation requests (if the application is successful) and in applications in future

grant rounds.

https://workplacement-tastafe.wikispaces.com/


Selection criteria

The selection criteria requires that applicants demonstrate the skills, networks and organisational capacity to

meet the needs of their clients and the requirements of the training packages.

Criteria 1: Demonstrated performance of training and assessment services delivered by the

endorsed RTO.

This criteria examines the RTO’s contract take up, completions and withdrawals from previous Skills Tasmania

funded programs. This can be evidenced by:

statistical data of contract take up, completions and withdrawals from previous Skills Tasmania funded

programs. Skills Tasmania will use AVETMISS reporting data for this purpose.

recent learner and employer satisfaction survey results.

reasons for lack of take up and withdrawals in previously funded programs.

RTOs who have not delivered in Tasmania previously under a Skills Tasmania funding program, can attach

evidence of data from other programs delivered in Tasmania or other funded programs delivered in their home

state that is relevant to this application.

Evidence can be provided by extracting data from their AVETMISS or student management systems. The data

should be no older than the previous 12-18 months.

If the training is a flow on from other Skills Tasmania funding programs, for example a Training and Work

Pathways program or a Workforce Development Program, provide a description of the program and the

outcomes and why this submission is the next step.

Additional notes:

Jobseeker/Mind the Gap/Volunteer Streams

Preferred benchmark rates: contract take-up rates should be more than 70 per cent.


Preferred benchmark rates: contract take-up rates should be more than 90 per cent.


Criteria 2: Demonstrated partner support for the training and assessment service and evidence

that the training aligns with any of the identified priority industries.

This criteria is designed to ensure the application is based on a real need, verified through the submission of

partner support documentation and reflects priority industry as defined in the "Industry Coverage" section of

this document.

Existing worker

Employer Support – The submission must verify that the training requested reflects the needs of the

employer and their commitment to the program.

The employer support should demonstrate the business imperative whether it’s in response to their business

plan or strategy and how they determined the need. The support should also demonstrate their relationship

with the RTO and if they are satisfied with the proposed training plan.

The employer support must be in their own words.

Industry Support – The submission must verify that the training requested reflects the needs of the industry.

Preference will be given where the names of the individual employers who have nominated to participate under

the industry association or business group applications are provided.

The industry support should demonstrate that the proposed training reflects the industry’s workforce plan,

whether the training is in response to a growth or expansion of their industry and that the industry is

recognised by the government as a high priority industry as referenced in the Skills Fund Program Grant –

Conditions, Requirements and Guidance.

Additional notes:

Industry support from employers should reference:

their business or workforce plan

whether the training is in response to a growth or expansion of their business

whether the industry has been identified as high priority industry.

Industry support from associations or regional groups should reference:

the industry’s workforce plan

whether the training is in response to a growth or expansion of the industry

whether the industry has been identified as high priority industry.

Preference is given to applications which name up the individual employers who will be participating via the industry

association application.

Industry support from small/business groups should be treated the same as employer support. Each participating

business should complete the employer support form.



that the training aligns with any of the identified priority industries (cont).

Employment Service Provider (Job Active / DES)

The application should be supported by a relevant industry association, at least one employment provider and

at least one employer willing to employ people once they have completed the program.

Employer Support – must verify that the training requested reflects the needs of the employer and their

commitment to the program.

Industry Support – must verify that the training requested reflects the needs of the industry and the training

will not result in an oversupply of individuals where jobs are not available.

Employment Service Provider Support – must identify known employment opportunities and in which

particular region. In addition, if the Employment Service Provider is in partnership with this program, they

should identify the participation support they are willing to provide to the learner.

Additional notes:

High levels of participation by the employer/s would strengthen the application. Participation could range from

recruitment of learners, development of the program, work placements, providing on-site mentors in work placements or

employment opportunities.

Ideally the industry support should reflect the industry’s workforce plan, whether the training is in response to a growth

or expansion of their industry and that the industry is recognised by the government as a high priority industry (see

Ministerial Priorities – www.skills.tas.gov.au/skillstas/policiesstrategies/ministerialpriorities).

Mind the gap

Employer Support – the submission must verify that the training requested reflects a job role or task and

there are job opportunities available. It would be beneficial to identify if the employer is participating in

program and in what capacity.

Industry Support – the submission must verify that the training requested reflects industry standards and

there are job opportunities available.

Additional notes:

High levels of participation by the employer/s would strengthen the application. Participation could range from

recruitment of learners, development of the program, work placements, providing on-site mentors in work placements or

employment opportunities.

Ideally the industry support should reflect the industry’s workforce plan, whether the training is in response to a growth

or expansion of their industry and that the industry is recognised by the government as a high priority industry (see

Ministerial Priorities – www.skills.tas.gov.au/skillstas/policiesstrategies/ministerialpriorities).

http://www.skills.tas.gov.au/skillstas/policiesstrategies/ministerialpriorities

http://www.skills.tas.gov.au/skillstas/policiesstrategies/ministerialpriorities



that the training aligns with any of the identified priority industries (cont).

Volunteer

The submission must verify that the training requested reflects the needs of the volunteer organisation and

their commitment to the program.

The volunteer organisation support should demonstrate the business imperative, linkages to their business plan

or strategy and how they determined the need. The volunteer organisation support should also demonstrate

their relationship with the RTO and if they are satisfied with the proposed training plan.

As there is no co-contribution payment involved, the organisations are requested to provide evidence of in-

kind support. This could involve recruitment of learners, work placements or mentoring support.

Additional notes:

Support from the volunteer organisation should reference:

the organisation's documented goals or strategic plan or a skills needs analysis

what benefits will be realised as a result of this training? This could include recruitment of additional volunteers,

to address a new area of need, reduce injuries, increased employment opportunities or to meet the organisation’s

documented goals or strategic plan

what will the in-kind level of participation be in the program? Participation could range from recruitment of

learners, development of the program, work placements, providing on-site mentors in work placements or

employment opportunities


Criteria 3: Demonstrated approach to the provision of training and assessment services.

Provide a program overview which has been validated by the industry partner/s and reflects training package

requirements. The overview should include:

a description of the learning outcomes of the program

the training and assessment methodology (taking into considerate the student cohort)

delivery timetables

duration of training

entry requirements

learner support mechanisms

equipment and facilities

industry participation*.

recent activity of the nominated trainers/assessors to demonstrate their industry and VET currency**

*The industry participation requirement is only relevant to the Mind the Gap and Volunteer Streams. These

programs may not require a work placement or experience, but should involve interactions with

employers/industry. This could be in the form of industry visits and/or presentations. A simulated environment

may also be useful to give the participants exposure to the job/occupation.

** Evidence of Industry and VET Currency could demonstrate;

participation in industry professional development activities

currently working in industry

member of a recognised industry association

return to industry program

industry references.

working towards a Diploma or higher qualification in adult learning

participation in professional development activities, for example VELG or ACPET workshops or conferences

focussing on training and assessment related topics

member of a recognised association, for example ACPET, VETIG or AVETRA.

The trainer’s experience in delivering training to specific cohorts could include training learners facing disadvantage with

various barriers, existing workers and jobseekers.

Additional notes:

If the intention is to provide a holistic training experience, that is the learner is to be trained and assessed in a number

of units at the one time and that totals more than 25 per cent of the program, then the overview should provide a

justification for undertaking this approach and include a withdrawal strategy for ensuring the learner is given the

opportunity to attain formal recognition of some of the training they have undertaken.


Criteria 4: Demonstrated value for money.

Government policy requires the Skills Fund must show that the contracted training services provides value for

money.

Value for money can be demonstrated via the cost of training (see Cost Calculator), what is provided for the

money (budget breakdown) and the proposed outcomes (partner support).

Additional information can be added to justify the costs/breakdown and to describe the proposed outcomes.

This might include regional/remote delivery, wrap around services (eg behaviour support, soft skills, migrant

support, high resource usage, etc ). These needs must be in addition to the actual cost of the training service.

Where a subcontractor is used include any costs associated with this arrangement.

Mind the Gap Stream ONLY - if wrap around support services are to be provided to the learner by the RTO, provide

a breakdown of the costs and how this will contribute to the value for money


Criteria 5: Demonstrated work placement/experience arrangements are in place.

Work placement/experiences must be conducted in accordance with the Training Package requirements of the

qualification. If the application is to deliver skill sets, a simulated environment may be more practical as long as

it is supported by the partners of this application and the Training Package requirements.

It is expected that as part of their training Jobseekers are given access to real life experiences. Ideally, the work

placement/experience should occur on the supporting employer’s premises.

RTOs are encouraged to utilise the Work Readiness Resource

http://www.skills.tas.gov.au/__data/assets/pdf_file/0003/136155/Qualities_Employers_are_looking_for_in_Empl

oyees.pdf as part of preparing the learners for work placement/experience.

The work placement/experience evidence provided should include:

signed MOU between the host employer and the RTO or a register of host employers; and

a detailed work placement/experience program and procedure.

The work placement/experience program should include the rights and responsibilities of all parties, duration

of the placement, insurance information and tasks to be achieved during the placement and sign off pages.

The procedure should outline the processes to be undertaken to administer and manage the work

placement/experience.

For more information please access the TasTAFE Work Placement Resources Kit

workplacement-tastafe.wikispaces.com.

OR

Where work placement/experience is not appropriate or accessible, outline how the learner might be provided

with a learning and assessment experience that exposes learners to accurately simulated workplaces.

Additional notes:

Evidence supplied should include the memorandum of understanding created with the volunteer organisation. If the

workplacement organisation is not the volunteer organisation, a list of alternative workplaces are provided, including

contact details.

The detail work placement arrangement and the procedure should reference:

induction processes

how the learner’s progress will be recorded

the level of skill development being achieved in the workplace by the learner

the nature of the tasks being undertake on the job

the relationship of the tasks to the qualification requirement

any training and assessment resource requirements of the employer

how additional support, if required, can be provided to the learner.

http://www.skills.tas.gov.au/__data/assets/pdf_file/0003/136155/Qualities_Employers_are_looking_for_in_Employees.pdf

http://www.skills.tas.gov.au/__data/assets/pdf_file/0003/136155/Qualities_Employers_are_looking_for_in_Employees.pdf

https://workplacement-tastafe.wikispaces.com/


Criteria weighting

Criteria Weighting

Employer/Industry

Association/Regional

Group/Business/Small

Business Groups

Weighting

Jobseeker/Mind the

Gap/Volunteer

1. Demonstrated performance of training and

assessment services delivered by the Endorsed RTO.

30% 30%

2. Demonstrated partner support for the training and

assessment service and evidence that the training aligns

with any of the identified priority industries.

30% 20%

3. Demonstrated approach to the provision of training

and assessment services.

20% 20%

4. Demonstrated value for money 20% 20%

5. Demonstrated work placement/experience

arrangements are in place.

(Note; This criteria is not applicable for the Existing

Worker Stream).

0% 10%

100% 100%


Training requested table

The Training requested document/template outlines the list of qualifications and/or skill sets being applied for, the

costs and delivery region. The details provided must be rechecked for accuracy prior to uploading to Smarty

Grants.

The Nominal hours per unit listing can be accessed at; laureldw.education.tas.gov.au/trainingpackages.

Total program nominal hours per person should reflect a typical qualification or skill set program. This figure is

the total of the actual nominal hours for the requested unit(s).

Full Cost Per Learner. The Cost Calculator, which calculates the subsidy price Skills Tasmania pays under the

Apprentice and Trainee Training Fund (User Choice), is available on the Skills Fund website.

For the purposes of the Skills Fund program, it provides a guide to determine the base price for comparison with

your proposed cost per person. The base price, which does not include the co-contribution amount, calculates

the cost of the qualification or skill set using a cost of $7.00 per hour and multiplies the Field of Education

Weighting. Each qualification level attracts a different subsidy price. For skill sets, the subsidy price aligns to the

identified qualification.

If your cost per person is higher or lower than the base price, by a margin of more than 15%, a justification must

be submitted under the Value for Money criteria. The justification may relate to the delivery model, cohort type,

resource usage, additional services or regional delivery.

To determine the FULL cost per learner, the co-contribution rate is added.

http://laureldw.education.tas.gov.au/trainingpackages.aspx



RTOs are to provide a cost breakdown, listing the main factors contributing to the individual cost per person.

Categories could include:

delivery

assessment

resources

administration

other (specify).

The budget must be broken down against each qualification and skill set that has a different price structure.

The Total Cost is calculated by multiplying the number of places times by full cost per learner less Co-

contribution percentage. For example:

5 (number of places) * $1000 (full cost per person) * .9 (10% co-contribution) = $4500 (Total cost per program).


How to use the Cost Calculator

Step 1 - The total nominal hours are the hours calculated by adding up the nominal hours of the unit/s selected

for the qualification or skill set in the application. The Nominal hours per unit listing can be accessed at:

laureldw.education.tas.gov.au/trainingpackages.

Step 2 – The Field of Education Cost Weighting is designed to recognise the complexity and effort required to

deliver training and assessment for that particular field and determines the cost variation between the different

fields.

Example:

Using Certificate IV in Business as an example, the nominal hours are 408 and the Field of Education is Business

and Management which has a weighted cost of .91. This results in a qualification price of $1949.22. THIS IS THE

BASE PRICE.

Step 3 - Apply the 15% margin. In the example above the cost range is $1657-$2,242. Should the program cost

more than this, then provide a justification in the Value for money criteria.

Regions – please use the Local government areas map

http://www.lgat.tas.gov.au/contentFile.aspx?filename=Local_Govt_Area_A4_map.pdf to identify each Tasmanian

region that the training services will be delivered in.

Step 2 – Enter the FOED

weighting

Step 1 - Enter the total nominal hours

http://laureldw.education.tas.gov.au/trainingpackages.aspx

http://www.lgat.tas.gov.au/contentFile.aspx?filename=Local_Govt_Area_A4_map.pdf


Assessment and selection process

All applications received are assessed according to Treasurer's Instruction 709, Item 6 (b) where all applications

are assessed in an open, transparent and consistent manner, and Item 6 (d) where grant funds are allocated in

accordance with publicly available eligibility and selection criteria.

All eligible applications will be assessed and ranked through a three-stage process consisting of:

1. An initial merit assessment of applicant responses against the selection criteria.

2. A selection panel review of recommendations based on the initial merit assessment.

3. A final ranking of applications, funded to the total program value available.

To be considered in the above assessment process and be eligible to receive grant funding, all applications must

meet the minimum standards set out in the selection criteria.

Applications will be scored against the selection criteria as follows:

Scoring Points

Does not address this criterion 0

Very poor/poor 2-9

Satisfactory 10-15

Exceeds 15-20

Each criterion is weighted. Using the scoring table above and applying the relevant weighting, a matrix

spreadsheet is used to convert the scores. The aggregated score is averaged to produce a final score out of 20.

This score is the basis on which the ranking of all submissions are determined.

Submissions which score less than 10 weighted points in total will not be considered for funding.

As part of the assessment process applications will be monitored for excessive requests for training by any one

organisation. If this occurs, Skills Tasmania reserves the right to negotiate to adjust the application. Negotiations

will be based on the RTO’s endorsement history and previous Skills Tasmania funded training activity.


Selection process

The selection process has a number of checks to ensure equitable outcomes:

All applications are scored against the selection criteria by individual assessor/s.

A selection panel will be convened to review the submissions and scores against industry priority, current

industry supply, future workforce skills demand and value for money.

Each panel member is required to sign a confidentiality and conflict of interest form. Any individual

involved in the selection process who has declared a conflict of interests will not participate in any

decisions involving a potential conflict.

The recommendations will be endorsed and approval is received from the Minster's Delegate to release the

funds.

Successful and unsuccessful applicants will be advised of the outcome.

A selection panel will meet to consider whether the submissions best meet the criteria. Based on their

determinations, the findings and any recommendations will be used as the basis for a selection report.

During the selection process, officers within the Department of State Growth (represented by Skills Tasmania)

may seek further details from the applicant. Skills Tasmania as the purchasing body will make the final decision.


Post- assessment

Funded submissions

The Skills Fund Grant program is a competitive process where applications will be assessed on their merit and

ranked accordingly.

This means that not all submissions will be successful.

The final decision will be made based on the applications that meet the criteria to the strongest degree taking into

consideration industry priority, current industry supply, future workforce skills demand and value for money.

Applicants are encouraged to discuss their application with Skills Tasmania prior to submitting an application.

Applicants should also ensure that the information provided in the application form complies with all identified

conditions in the Skills Tasmania Agreement, these guidelines and the Skills Fund application form/s.

The details of all successful applicants will be posted on the Skills Fund website;

www.skills.tas.gov.au/funding/skills_fund.

Arrangements for successful applicants

All successful applicants will be required to enter into a funding agreement with the Department of State Growth,

on behalf of the Crown in Right of Tasmania.

The Conditions of Contract for this grant are contained in the 2015-2017 Department of State Growth (Skills

Tasmania) Agreement for all Programs and of the General Terms and Conditions, Program Specific Terms and

Conditions and the schedules outlined in clause 3.0 of that agreement.

Note: this agreement has been extended to include new contracts entered in 2018..

Unsuccessful applications

Applicants will be deemed unsuccessful if they cannot meet all of the eligibility requirements outlined in these

guidelines and/or do not adequately address the assessment criteria or are ranked less competitive.

Unsuccessful applicants will be given the opportunity to receive feedback on their application.

Payments

Details on payment arrangements can also be found in 2015-2017 Department of State Growth (Skills Tasmania)

Agreement for all Programs.


http://www.skills.tas.gov.au/funding/2015-2017_skills_tasmania_agreement





Training commencement

It is a condition of the Skills Fund program that training in all places must commence within a defined timeframe.

The 'training commence by date' is identified in the Schedule agreement and is based on the date of acceptance by

the General Manager, Skills Tasmania. Delivery of training cannot start earlier than that date. Each Stream has a

defined period:

Existing workers – six months from date of acceptance.

Jobseekers and Volunteer Streams – twelve months from date of acceptance.

These timeframes could be extended on request to the Skills Fund Program Manager.

Completion of training

Most training will be completed within a four year period. However if an additional period is required, RTOs are

to obtain permission from the Skills Fund Program Manager to extend the contract.


Benchmarks and reporting

This Skills Fund has benchmarks which reflect the Stream and the learner cohort.

Existing Worker Benchmarks

High take up rates

The take up of contracted places benchmark is 90 per cent or higher of the contracted places. Evidence will be in

the form of AVETMISS data relating to learner enrolment and training commencements numbers.

Training satisfaction

The satisfaction benchmark is 80 per cent or higher and will be based on employer feedback. Evidence will be in

the form of follow up surveys on completion of the training.

Jobseeker Benchmarks

High take up rates



Employment rates

Employment is a key objective of this program. The employment benchmark rate is 50 per cent or higher of the

take up of places. Evidence will be in the form of learner follow up surveys following completion of their training.




Mind the Gap and Volunteer Benchmarks

High take up rates







Reporting

Accurate progress reports that show evidence of how the program is meeting the benchmarks are an important

part of identifying whether the program is achieving its outcomes.

This evidence forms the justification for providing funding for further support to the Tasmanian community, VET

providers and workplaces.

RTOs must report training activity in accordance with the AVETMISS data requirements outlined on Skills

Tasmania website http://www.skills.tas.gov.au/funding/paymentandreporting.

Failure to report will result in the cessation or withholding of funding until any outstanding reports are provided

and accepted by the Department of State Growth, unless a specific prior extension has been agreed to in writing.

Application tips

Write in clear simple English and avoid jargon wherever possible.

Keep acronyms at a minimum. Always assume that we do not know what they mean and write them out

fully the first time they are used.

Ensure that the figures add up – check and check again.

We try to make our objectives and guidelines as clear as possible, so please read the program objectives

carefully to ensure the application is in with a chance!

Write in specific terms rather than generalisations. Write in clear simple English and avoid jargon wherever

possible.

Make sure the application is based on facts. Claims should be substantiated.

Where possible, provide examples and evidence that support the claims. Do not assume that the assessor

will know the context and history of the RTO or partner organisation.

Supporting documentation, such as a signed Memorandum of Understanding, written agreements,

procedures or templates should be relevant to the application.

Read these guidelines prior to and when completing the application form. This form has been designed in

such a manner as to ensure that if all relevant components are completed, that the application will have

provided a response to the appropriate selection criteria.

Don’t forget that the application will be assessed against the selection criteria in its entirety. Review the

application carefully ensuring all requirements have been met.

The Risk Management Plan has been reviewed and is relevant to this submission.

Check that all supporting documents and files, including the Risk Management Plan, are uploaded and

attached prior to submitting your application.

http://www.skills.tas.gov.au/funding/paymentandreporting


Department of State Growth, Skills

Tasmania

Salamanca Place

GPO Box 536

HOBART TAS 7001

03 6165 6012

www.skills.tas.gov.au

http://www.skills.tas.gov.au/