Rto Partnership Agreements by afw44716

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									 RTOs partnering with other
 organisations
                                                                                                                     Version 5
                                                                                                              15 October 2010
                                                                                             Training and International Quality
This resource
(Ref: AQTF Essential Conditions and Standards for Registration – Element 3.3)

This checklist is to assist registered training organisations (RTOs) in developing agreements with, and monitoring
the performance of, other organisations which provide training and/or assessment on their behalf; and in
understanding their responsibilities under the Australian Quality Training Framework (AQTF) Essential Conditions
and Standards for Registration. The resource is in two parts: Section A provides a checklist of issues to be
considered before entering a partnership, Section B provides a checklist to determine the responsibilities of each
organisation within a partnership.


What is a partnership in the vocational education and training context?

In the vocational education training sector a partnering arrangement is an agreement between an RTO and another
organisation, such as a school, enterprise, industry body, professional association or another training organisation,
for the provision of training and/or assessment services. This allows an organisation that is not registered to
partner with an RTO to have the outcomes of its training recognised. It also allows an RTO to use another
organisation to deliver training and/or assessment on its behalf.

Note: Contract trainers and/or assessors engaged by an RTO are not considered partners in this context.


What is required by the Australian Quality Training Framework Essential
Conditions and Standards for Registration?
An RTO is accountable for the quality of training and assessment provided on its behalf. Therefore, documented
agreements are required with each organisation that provides training and/or assessment on an RTO’s behalf to
formalise the parties’ agreed quality assurance strategies. The agreements describe the responsibilities of each
party and the management strategies to be implemented, including monitoring arrangements.

It is a condition of registration that an RTO’s chief executive ensures that it complies with the AQTF Essential
Conditions and Standards for Registration and any other national guidelines approved by the National Quality
Council or its successors. This applies to all of the operations in its scope of registration as listed on the National
Training Information Service, including those operations provided by a partner organisation. An RTO cannot
absolve itself of this obligation.

To ensure full compliance with the AQTF Essential Conditions and Standards for Registration, any RTO
considering negotiating and developing partnership agreements, where another organisation will provide training
and/or assessment on its behalf, should use the following checklist to assess the need for a partnership
arrangement and the issues to be considered in its formation.




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Section A – Issues to be considered before organisations enter a
partnership arrangement
Indicate with a tick if you have considered the following issues and covered them in your discussions with the
potential partner organisation/s. The complexity of the partnership arrangement will determine which of these
issues are relevant and influence the form of the agreement.

                                                                        Issue
    Issues to be considered in the formation of a partnership                          Action to be taken
                                                                      considered
The reason for entering this arrangement is valid

How this arrangement will benefit each organisation

The likely strengths and weaknesses of such an arrangement
Does each party understand its obligations under the VETE Act and
AQTF Essential Conditions and Standards for Registration?
How the partnership agreement will be monitored and improved

The resources, skills and information this partner has to offer
Whether a fair and equitable input of resources (personnel, money,
materials, space and equipment) from each partner can be negotiated
Whether there is a sense that all partner representatives can work
together
Compatible and effective ways of communicating e.g. face-to-face
meetings, teleconferences, emails
Clear and agreed goals by both/all partners

Risks and barriers to progress
Whether there is a willingness by both partners to accommodate
differing organisational cultures
Whether the current organisational climate of both parties is
favourable to establishing a partnership arrangement
Commitment from relevant managers and staff in both organisations
There is a person from each organisation who would be responsible
for the day to day maintenance of the arrangement
Whether it is necessary to form a committee or working group to
oversee the establishment of the partnership and provide
direction/support throughout its life
Whether legal advice about the viability of the partnership
arrangement is required
Consultation about the most suitable form of agreement to use
intellectual property rights on any resources, materials or tools
developed during the term of the partnership
Start and completion dates for the agreement
The need for compromise and/or change during the life of the
partnership and for strategies to facilitate the change/compromise
Processes for dispute resolution


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                                                                              Issue
    Issues to be considered in the formation of a partnership                                 Action to be taken
                                                                            considered
Whether the partner understands the compliance requirements of the
AQTF and the need for records to be accessible to auditors from the
state registering body
Other legislation or licensing requirements etc. that may impact on the
agreement, the way the partners work together
What training and/or assessment is to be provided including the
competencies/modules each partner is responsible for providing
The availability of suitably qualified personnel to deliver and/or assess
in the competencies/modules specified above
How the quality of training outcomes is to be monitored and measured

How to verify the competence of trainers and assessors

How the competence of trainers and assessors will be developed

How learners’ needs will be identified and adequate support provided

How all necessary records of operations will be retained

How complaints and appeals will be managed

How ethical marketing will be monitored

Location, mode and nature of delivery and assessment

Any industrial relations issues
Whether the proposed partnering arrangement will meet the
conditions specified in the partnership clause of the User Choice
contract
What contingencies are available if the agreement ceases
unexpectedly

If it is agreed the partnership arrangement will proceed, both/all organisations should be involved in completing the
following checklist so that it is clear which organisation has responsibility for which aspects of the partnership. If
there are more than two organisations involved, the checklist can be adapted accordingly.




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Section B: Nominating the roles each organisation will be responsible for in
a partnership arrangement
Indicate with a tick the agreed roles of each partner. Remember that functions can be shared, so certain roles may
be adopted by more than one partner.

Note: The lead RTO is responsible for the quality of the training and/or assessment conducted on its behalf and is
therefore responsible for the quality assurance mechanisms.

                                                                                                       Partner
                            Area of responsibility in partnership                       Lead RTO
                                                                                                     organisation
 Who is the lead RTO (where both parties are RTOs)?
 Who will be responsible for developing a clearly articulated agreement?
 The agreement will cover at a minimum:
     period of agreement
     responsibilities of lead RTO
     responsibilities of partner organisation
     names of people from each organisation legally responsible for the agreement
     lifespan of the agreement
     terms for terminating agreement
     action required where the agreement terms are not met
     names of people from each organisation responsible for day-to-day
     management of agreement
     resources, facilities and equipment
     fees and charges
     managing complaints and appeals
     reporting
     monitoring and improvement
     records management
     developing and implementing management systems
      issuing qualifications and statements of attainments.
 Who will monitor progress against goals in the agreement?
 Who will be responsible for developing communication strategies and setting
 regular meeting times?
 Who will develop conflict resolution strategies?

 Who will market & promote training? (marketing must include name of lead RTO)

 Who will coordinate resources, facilities & timeframes?

 Who will develop, monitor and review strategies for training and assessment?

 Who will develop learning resources & training plans?

 Who will develop session plans?

 Who will develop assessment procedures & tools?

 Who will validate assessment procedures & tools?

 Who will be responsible for Recognition of Prior Learning processes (RPL)?

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                                                                                                   Partner
                            Area of responsibility in partnership                     Lead RTO
                                                                                                 organisation
 Who will employ trainers/assessors if necessary?

 Who will be responsible for induction procedures for new/existing staff?
 Who will be responsible for ongoing professional development of trainers/assessors
 if appropriate?
 Who will verify trainers/assessors’ competence?

 Who will be responsible for quality assurance?

 Who will manage enrolments?
 Who will collect fees and be responsible for the associated administrative
 arrangements? (fees collected in advance must be protected)
 Who will approve and administer refunds?

 Who will deliver training?

 Who will provide learner support?

 Who will gather evidence from candidates?

 Who will make assessment judgements?

 Who will validate assessment judgements?

 Who will maintain learner records?

 Who will maintain course records?
 Who will issue qualifications and statements of attainment? (documents must
 reference lead RTO)
 Who will manage complaints and appeals?

 Who will carry out internal audits?

 Who will make improvements resulting from the internal audits?
 Who will be responsible for monitoring the partnership to ensure all parties are
 meeting their obligations, services being provided to comply with the AQTF
 Essential Conditions and Standards for Registration?
 Who will be responsible for reviewing the partnership at selected intervals?
 Who will be responsible for making improvements to the agreement where
 required?
 Who will be responsible for evaluating the partnership at the completion of the
 agreement?

Once this checklist has been completed and legal advice has been sought (if necessary) this may form the basis
for developing a partnership agreement and may be used as an addendum to that agreement.




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