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Traineeships and Apprenticeships Management Guidelines

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Section 1 - Purpose

(1) These Guidelines describe how to create and manage traineeships and apprenticeships within Charles Sturt University (the University). Apart from some points in Part F, they are not applicable to appointments made through the Group Training Scheme.

(2) Traineeships and apprenticeships are utilised at the University to recruit and train new staff, to provide employment opportunities for particular cohorts such as Indigenous people, people with a disability or school leavers, or to support existing staff to obtain or upgrade a nationally recognised vocational qualification.

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Section 2 - Glossary

(3) For the purpose of these Guidelines:

  1. A traineeship combines training in the workplace with formal vocational training, generally at certificate level. Formal training may be classroom based at the site of the Registered Training Organisation or delivered in the workplace, utilising work books and on site assessment. The duration of a traineeship is generally one to two years, either full-time or part-time.
  2. An apprenticeship provides the practical and theoretical training for an appointee to attain a trade certificate. The duration of an apprenticeship is generally three or four years full-time.
  3. A new entrant traineeship supports a newly recruited staff member to gain the competencies required to perform effectively in the position, through a combination of on the job and formal training.
  4. An existing worker traineeship supports an existing staff member to obtain or upgrade a nationally recognised vocational qualification. Existing worker traineeships are generally restricted to courses at certificate 3 or 4 level which have a nominal two year term and a few specified diploma level courses.
  5. Australian Apprenticeship Centre (AAC) is the organisation responsible for registering the trainee/apprentice with the relevant state training authority, assisting in the identification of an appropriate course and training provider, and administering incentive payments.
  6. Registered Training Organisation (RTO) is the organisation responsible for providing the formal training component of the traineeship/apprenticeship.
  7. State training authority (STA) is the division of the relevant state Department of Education and Training responsible for the administration and quality assurance of vocational education and training in that state. The STA funds and administers a range of vocational education and training programs, including apprenticeships and traineeships. In NSW traineeships are approved and registered by State Training Services and in ACT by the Training and Tertiary Education Directorate
  8. Group training is an arrangement whereby a Group Training Company employs a trainee or apprentice and hires them to other businesses while they are undertaking the work-based component of their training.
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Section 3 - Policy

(4) Nil.

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Section 4 - Procedures

(5) Nil.

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Section 5 - Guidelines

Part A - Principles

(6) Trainees/apprentices are provided with meaningful work and learning experiences that enhance their future employment prospects.

(7) On the job and formal training activities are planned and integrated to provide a coherent learning pathway.

(8) Work tasks and work relationships are structured to provide a learning experience that actively supports the trainee/apprentice to obtain the required competencies.

Part B - Administration of Traineeships/Apprenticeships

(9) Traineeships/apprenticeships will be administered by the Section/School in which they are located, with the exception of Indigenous traineeships which will receive administrative support from the Indigenous Employment Coordinator.

(10) The central contact point for receipt of external mail documents will be the HR Service Centre, which will forward any documentation received to the relevant supervisor or the Indigenous Employment Coordinator.

(11) The supervisor is responsible for keeping on file all documentation associated with the traineeship and ensuring that the employer obligations of the training contract are met.

Part C - Conditions Applying to New Entrant Traineeships/Apprenticeships

(12) New entrant traineeships/apprenticeships will normally be introduced for General Staff positions at Levels 1-4. In some circumstances a traineeship may be established at a higher level.

(13) A traineeship/apprenticeship may be established in an existing or supernumerary (above establishment) position.

(14) New entrant traineeships and apprenticeships are exempt from the salary ceiling (which applies to Divisional budgets) for the term of the traineeship or apprenticeship.

(15) The term of new entrant traineeships/apprenticeships generally will be on a contract basis for a period of one or more years, depending on the level of the position, the expected duration of formal training and the current competencies as assessed by the registered training provider.

(16) In most cases, new entrant trainees will be remunerated at a minimum of 75% of the base salary of the position for which they are being trained in the first year and 80% in the second year (in the case of a nominal two year traineeship).

(17) Apprentices will be remunerated at the following percentages applied to Level 3, Step 1:

  1. Four year apprentice at each year:
    1. junior rates (i.e. below 21 years of age) 55%, 65%, 80%, and 98%;
    2. adult rates - 86%, 90%, 94% and 98%; and
  2. Three year apprentice at each year:
    1. junior rates - 55%, 75%, 90%;
    2. adult rates - 86%, 90%, 94%.

(18) The percentage remuneration for a traineeship/apprenticeship must always be equal to or higher than the national training wage or minimum award rate applicable to a particular trainee/apprentice.

(19) A traineeship/apprenticeship contract may be extended for a limited period if the trainee/apprentice has been unable to complete training requirements in the initial specified period and there is a reasonable expectation of successful completion by the agreed new contract date.

(20) Where a trainee has been unable to complete a one year traineeship in the nominated time frame and the traineeship contract is extended, salary progression will not apply.

Part D - Recruitment of New Entrant Trainees and Apprentices

(21) Prior to any recruitment action, the position description (including selection criteria) for the substantive position for which the trainee/apprentice is being trained must be created or updated. Documentation on the competencies and skills which the trainee is expected to achieve by the completion of the traineeship/apprenticeship should be derived from this position description and selection criteria to inform the training plan.

(22) The substantive position description is then amended to create the trainee position description, by taking into account progression through the traineeship and reframing selection criteria to reflect trainee status.

(23) A Recruitment Action Form must be completed and submitted to the HR Service Centre together with both position descriptions (unless a trainee/apprentice is appointed under the Group Training Scheme).

(24) Recruitment for traineeships/apprenticeships (except where appointment is made through the Group Training Scheme) will be undertaken through one or more of the following options:

  1. publication on the University website;
  2. advertisement in the local press or other media; and/or
  3. promotion through employment service providers, schools, TAFE or other community networks.

Part E - Registering a Trainee/Apprentice

(25) Once a suitable candidate has been selected, a local Australian Apprenticeship Centre (AAC) must be contacted and a Training Contract negotiated and signed. (A copy of the training plan should be kept on file.)

(26) If an apprentice or trainee is under 18 years of age, their parent or guardian must sign the training contract on their behalf.

(27) The Training Contract is a legal document and the manager/supervisor should ensure that they are aware of the contractual obligations outlined within it, including notification requirements if the Training Contract becomes jeopardised in any way.

(28) The AAC can provide information on eligibility for government employer incentive payments and any incentive payments for which the trainee/apprentice may be eligible.

(29) The manager/supervisor should keep a record of dates when incentives are due to be claimed and ensure that claim forms are completed and the Division of Finance (deposit@csu.edu.au) is informed of the incoming payment, the name of the trainee and appropriate account code for deposit of funds.

(30) The appropriate University account details for incoming funds for traineeships should be checked with the ledgers section of Division of Finance (deposit@csu.edu.au).

Part F - Developing and Implementing a Training Plan for a New Entrant Trainee/Apprentice

(31) The manager/supervisor will normally undertake the following steps to establish a successful work-based training framework. (Note: for Indigenous traineeships, the Indigenous Employment Coordinator will co-ordinate liaison with external bodies in Parts E, F and G):

  1. determine the most appropriate course and certificate level for the vacancy type and identify the most appropriate RTO (Note: the AAC can assist with this prior to, or at the time of, registration);
  2. develop a training/induction plan that identifies how, when and by whom the trainee/apprentice will be trained in the workplace in the competencies identified in clause 10 above and how attainment of these competencies will be measured;
  3. assign the staff member/s responsible for providing on the job coaching and/or who will act as a mentor and support person to the trainee/apprentice (this may be more than one person, for example the trainee may be rotated through different work areas with different staff members responsible for training in different competencies or training may be undertaken by one person and another colleague may provide mentoring support for day to day questions);
  4. meet with the RTO assessor and trainee to discuss the formal training component and negotiate the elective modules most appropriate for the position;
  5. once the training provider forwards a copy of the formal training plan, identify a timeline for completion of modules and amend the workplace training plan to incorporate any elements that can be provided in the workplace to assist formal learning and support assessment;
  6. discuss the final training plan and timelines for completion of modules and achievement of competencies with the trainee/apprentice;
  7. ensure that the trainee/apprentice has time release to undertake formal training and assessment (generally equivalent to 1 day per week). This may involve attendance at a training institution, formal training in the workplace or self-paced learning;
  8. sign the trainee's/apprentice's competency record book or work evidence guide (if applicable) as competency based tasks are completed to the required standard;
  9. monitor the trainee/apprentice's progress and liaise regularly with the RTO to ensure that modules are being completed and assessed in a timeframe that supports completion by the end of the training contract;
  10. review the training plan regularly with the trainee/apprentice and RTO and adjust where necessary; and
  11. where a traineeship/apprenticeship exceeds 12 months, progress through the training plan will form the basis of performance management and development objectives.

Part G - Finalising a Traineeship/Apprenticeship

(32) The manager/supervisor will normally be responsible for the following steps associated with the finalisation of a traineeship.

  1. After completion of the formal qualification requirements, ensure that the apprentice/trainee receives their certificate from the RTO.
  2. Forward a scanned copy of the certificate to the HR Service Centre for inclusion on the trainee's/apprentice's TRIM file and update of qualification record on Web Kiosk.
  3. Advise the apprentice to apply for a licence if required by the industry in which they work.
  4. Check with the AAC to determine entitlement to any incentive payments on completion of the traineeship/apprenticeship.
  5. The relevant STA will forward a completion letter once the traineeship/apprenticeship is nearing completion. Sign the completion letter confirming whether or not the trainee/apprentice has successfully completed the on-the-job and formal training components and attach a copy of the Certificate, Statement of Attainment or transcript of results issued by the RTO.
  6. If more time is needed to complete the traineeship/apprenticeship, contact the STA or the AAC immediately to arrange an extension. An extension must be requested before the scheduled completion date. Check whether the contract of employment needs to be extended to accommodate an extended training contract, check funding and advise the HR Service Centre.
  7. If the trainee/apprentice completes their qualification early and their supervisor deems them competent to industry standard, an application may be made through the AAC for completion of the traineeship/apprenticeship before the scheduled completion date. The trainee/apprentice remains in the employ of the University until the conclusion of their contract of employment.
  8. If a trainee/apprentice leaves the University before completing their training or wishes to discontinue the traineeship/apprenticeship, make a request to the STA through the AAC for cancellation of the training contract and advise the HR Service Centre of the staff member's resignation.

Part H - Appointment on Completion of a Traineeship/ Apprenticeship

(33) If the option for continuing employment exists or if a similar position at the same level becomes available close to the end of the traineeship/apprenticeship or after its completion, a direct appointment may be made, provided that the trainee/apprentice meets the competencies required in the position.

(34) A Direct Appointment Action Form is completed, along with documentation indicating the suitability of the trainee/apprentice for appointment to the position.

(35) Suitability of appointment may be documented by:

  1. enumerating the competencies required under each duty outlined in the position description and assessment of the trainee/apprentice's status in meeting each competency requirement; and
  2. indicating how the trainee/apprentice meets the selection criteria for the position.

(36) If the trainee has not yet completed the formal training qualification associated with the traineeship at the time that an appropriate vacancy arises which she/he is deemed competent to fill, completion of the qualification will be a requirement of their subsequent contract of employment. (Note: in the case of a trade qualification where there are licensing requirements, the apprentice cannot be appointed to a trade position until the trade certificate is received and the license obtained).

Part I - Existing Worker Traineeships

(37) Existing worker traineeships can be set up where there is a benefit to the area to support staff to obtain further training and qualifications in a particular field. They can also be used to take advantage of government subsidised vocational training specifically targeted for existing workers.

(38) The option to set up an existing worker traineeship may be initiated by the supervisor or the staff member as part of the performance management and development process.

(39) Both the staff member and the supervisor must reach agreement on the training proposal and how it will be supported

(40) A training contract is negotiated and signed through liaison with a local Australian Apprenticeship Centre, which can also provide information on eligibility for employer incentive payments (a copy should be kept on file).

(41) The Training Contract is a legal document and the manager/supervisor should ensure that they are aware of the contractual obligations outlined within it, including notification requirements if the Training Contract becomes jeopardised in any way.

(42) The manager/supervisor should keep a record of dates when any incentives are due to be claimed and ensure that claim forms are completed and the Division of Finance (deposit@csu.edu.au) is informed of the incoming payment and appropriate account code for deposit of funds.

(43) The manager/supervisor should ensure that the staff member has the opportunity to undertake suitable work based projects that support their training and assessment throughout the traineeship.

(44) The trainee should be given time to undertake training and assessment tasks during work hours through the Study Time Scheme (if eligible) or an equivalent amount of time allocated as part of the traineeship.

(45) An existing worker traineeship should be finalised in accordance with the provisions listed under Part G above.

Part J - Group Training

(46) A trainee placed through a group training scheme is not a University employee. However, the University still has a duty of care and all trainees should be inducted in the same way as University staff and have access to the University policies online.

(47) Once the placement has been arranged with the group training organisation, the manager of the section should complete a Group Training Traineeship/ Apprenticeship Form to activate online access.

(48) Once the trainee commences, time should be allocated for them to undertake the Charles Sturt University online induction program in addition to any workplace induction.

(49) Like all other trainees, trainees appointed through a group training organisation should be provided with meaningful work and a training plan that supports the learning and assessment tasks covered by the formal training program.