Completing an Apprenticeship or Traineeship or Cancelling a Completion Certificate

Version Number

1.4

Implementation Date

25/05/2016

Scope

All Training

Purpose

To provide the processes for completing an apprenticeship or traineeship and for issuing or cancelling a completion certificate.​​​​​​

Overview

​The Queensland Department of Education and Training (DET, Qld) will issue a completion certificate to a registered apprentice/trainee upon completion of the requirements of the Further Education and Training Act 2014 (FET Act).​

For school-based apprenticeships and traineeships, the minimum paid work requirement must also be completed before the apprenticeship or traineeship can be completed.  

DET, Qld may decide not to issue, or to cancel, a completion certificate if there is sufficient reason.

Responsibilities

​Employer and apprentice/trainee:
  • agree that the apprentice/trainee has completed all the training and assessment required under the training plan
  • give the supervising registered training organisation (SRTO) a signed completion agreement confirming this agreement.
Parent (of an apprentice/trainee, if applicable and appropriate):
  • sign the completion agreement.

Supervising registered training organisation (SRTO):

  • issue the qualification
  • upon receipt of a completion agreement signed by an employer and apprentice or trainee, promptly sign it and forward it to (DET, Qld) within 10 days after it is signed – the SRTO declares that the apprentice/trainee has completed all training and assessment required and validates their competency in the workplace
  • notify DET, Qld in writing if (1) an apprentice or trainee has completed all training and assessment under their training plan and (2) the employer or apprentice or trainee has completed and signed a completion agreement and given it to the SRTO and (3) the other party to the training contract has refused or neglected to sign a completion agreement after being requested to do so, or has not signed a completion agreement because they cannot be contacted.
DET, Qld:
  • decide whether or not to issue a completion certificate
  • decide whether or not to cancel a completion certificate
  • investigate proposed completions where the employer or apprentice/trainee has not signed a completion agreement, and decide whether or not to issue a completion certificate
  • send the prescribed written notifications (proposed completion process only)
  • maintain accurate details in the DELTA database
  • facilitate the automated distribution of pre-completion letters to the parties (9 month letter).

Process

​Pre-completion process:

DET, Qld:
  • facilitate an automated mail out of reminder letters alerting the employer and apprentice/trainee to the approaching nominal completion date for the apprenticeship/traineeship and actions they need to take to initiate the completion process.
    Note:  These letters will be generated only for those training contracts which have a nominal term of more than two years.  The letters will be produced nine months before the nominal completion date.

Process when all parties agree to complete:

Employer and apprentice/trainee:
  • agree on a proposed completion date of the apprenticeship/traineeship 
  • complete a completion agreement in the approved form – the agreed proposed completion date must not be more than 10 days into the future 
  • ensure the completion agreement is signed by an authorised person for the employer
  • ask the apprentice/trainee’s parent to sign the completion agreement, if applicable ​and appropriate
  • give the completion agreement to the SRTO.
Parent (of the apprentice/trainee, if applicable and appropriate):
  • sign a completion agreement in the approved form, indicating consent to the completion of the training contract.
 Supervising registered training organisation (SRTO):
  • verify the apprentice/trainee’s workplace competence with the employer or their authorised representative
  • ensure the apprentice/trainee has completed all training and assessment required under the training plan – including all training that the employer was required to provide, validating that the apprentice/trainee has achieved competence and can perform to the standard expected in the workplace, as expressed by the relevant endorsed industry/enterprise competency standards of a training package or by the learning outcomes of an accredited course
  • determine whether or not a school-based apprentice/trainee has completed all training and assessment, including the minimum paid work requirement as stated in the Guide to school-based apprenticeships and traineeships​
  • upon receipt of a completion agreement signed by both the employer and apprentice/trainee, and after determining that the apprentice/trainee has achieved all competencies required under their training plan (including workplace competence) successfully, promptly sign it and email it to DET, Qld at apprenticeshipsinfo@qld.gov.au within 10 days after it is signed.
Delegated officer - DET, Qld:
 
  • check that the agreed proposed completion date is not more than 10 days into the future – if it is more than 10 days, return the completion agreement to the employer requesting that they resubmit it when all training and assessment has actually been completed
  • seek any clarification or more information considered necessary to make a decision – CRM letter template is available for this purpose
  • decide whether or not the apprentice/trainee has completed the apprenticeship/traineeship in accordance with the FET Act
  • ascertain that school-based apprentices and trainees have completed the minimum paid work requirement.
  • ​Considerations which may lead to withholding the issue of a completion certificate include:
      1. ​​​issues involving an ASQA or Market Quality Unit investigation of the SRTO
      2. a school-based apprentice/trainee has not completed the minimum paid work requirement in accordance with the declaration for the apprenticeship or traineeship. 
  • Considerations in regard to expired training contracts:
    If a completion agreement is received after the nominal completion date, take the following actions —
    • If the actual completion date is pre-expiry, issue a completion certificate if appropriate
    • If the actual completion date is up to 90 days after expiry, and training and employment in the apprenticeship/traineeship continued up to that date, do an administrative extension and issue a completion certificate if appropriate
    • If the actual completion date is more than 90 days after expiry, and training and employment in the apprenticeship/traineeship continued up to that date, follow-up with the parties regarding an extension of the training contract - process the extension, then issue a completion certificate if appropriate.

Upon deciding to issue a completion certificate:

  • update the training contract status in DELTA to “Completed”
  • send letters and the completion certificate.
Upon deciding not to issue a completion certificate:
  • send letters to the employer, apprentice/trainee and SRTO (and parent and school, if applicable and appropriate)
  • note the DELTA record accordingly, including the reasons for the decision.  

Process when the employer or apprentice/trainee has not signed a completion agreement:

Supervising registered training organisation (SRTO):
 
Upon receipt of a completion agreement which has not been signed by the employer, or the apprentice/trainee, the SRTO must:
  • determine whether or not the apprentice/trainee has completed all training and assessment under the training plan
  • check whether the employer has assessed the apprentice/trainee as having achieved workplace competence
  • endeavour to obtain a signed completion agreement from both the employer and apprentice/trainee
  • if all signatures have been obtained, email the completion agreement to DET, Qld at apprenticeshipsinfo@qld.gov.au
  • if the SRTO (1) has received a completion agreement completed and signed by either the employer or the apprentice/trainee and (2) the other party to the training contract has refused or neglected to sign a completion agreement, or cannot be located, and (3) the SRTO is reasonably satisfied that—
    • the apprentice/trainee has completed all training and assessment under their training plan, and
    • the apprentice/trainee has been, or is entitled to be, issued with the qualification or statement of attainment for the apprenticeship/traineeship,
—​the SRTO must notify DET, Qld in writing accordingly:
    • ​​​giving the reasons it is reasonably satisfied and
    • identifying which party has not signed a completion agreement.
​A Notice of intent to complete (ATF–033) form is available to assist SRTOs to provide this notification to DET, Qld.

Employer and apprentice/trainee:​
  • if written notice is received from DET, Qld stating that DET, Qld is considering whether to issue a completion certificate and inviting a response, provide any response within 21 days.
DET, Qld officer:
  • if an apprentice/trainee complains to DET, Qld that they have completed their apprenticeship/traineeship but their employer either (i) has refused or neglected to sign a completion agreement after being requested to do so, or (ii) has not signed a completion agreement because they cannot be located, advise the apprentice/trainee to contact their SRTO to resolve the matter.
Delegated officer - DET, Qld:
 
Upon receipt of a Notice of intent to complete (ATF–033) form (or alternative written notification providing the mandatory information as stated in the FET Act) from an SRTO:
  • investigate the facts and circumstances.
    Note:  If a party could not be located to sign a completion agreement, it is not necessary to send a notice that the chief executive is considering issuing a completion certificate to that party;  however, note the DELTA record accordingly.  If a party was locatable but refused or neglected to sign a completion agreement, send a notice to them.
  • in DELTA, insert a show cause identifier “Pending Completion Outcome” and change the training contract sub-status to “Show cause”.
If the employer and/or apprentice/trainee has not responded to DET, Qld’s notice that the chief executive is considering issuing a completion certificate by the due date stated in the notice, the delegated officer will decide the matter (unless exceptional circumstances warrant allowing the party more time).
  • Considerations in decision-making:
      1. what reason/s have the SRTO given as to why they consider the apprentice/trainee has completed all the training and assessment under their training plan and is entitled to a qualification?
      2. what reason/s have the employer and/or apprentice/trainee given, if any, in response to DET, Qld’s notice that the chief executive is considering issuing a completion certificate?
      3. has the apprentice/trainee, in fact, completed all training and assessment under the training plan, and been assessed by the employer as competent in the workplace?  If yes, determine the completion date
      4. for a school-based apprenticeship or traineeship, has the apprentice/trainee completed the minimum paid work requirement?
      5. is there good reason as to why a completion certificate should not be issued?
      6. in regard to expired training contracts, see the relevant section above.
Upon deciding to issue a completion certificate, immediately:
  • note the reasons for the decision and update the training contract status to “Completed” in the DELTA record, and remove the show cause identifier.
  • send letters to the employer, apprentice/trainee and SRTO (and parent, if applicable and appropriate), and issue the completion certificate.
Upon deciding not to issue the completion certificate, immediately:
  • return the training contract record in DELTA to the appropriate status and sub-status and remove the show cause identifier
  • send letters to the employer, apprentice/trainee and SRTO (and parent, if applicable and appropriate)
  • determine whether or not an extension to the nominal term of the training contract should be pursued

Process for cancelling a completion certificate:

There is no timeframe limiting when a completion certificate may be cancelled.
Cancellation of the qualification is not a pre-condition to cancelling a completion certificate.

Delegated officer - DET, Qld:
  • wait 14 days after sending a show cause notice before making the decision.  Even though the holder may respond earlier, they are entitled to make further submissions up to day 14 
  • a decision to cancel, or not cancel, a completion certificate is appealable.
Note: If DET has issued a completion certificate and then discovers that a data entry error was made in issuing it and training in the apprenticeship or traineeship is continuing, an officer may, in the first instance, attempt to retrieve the certificate from the apprentice or trainee without instituting a show cause process.  If the certificate is not returned however, a show cause process must be commenced.

Upon deciding to cancel the completion certificate:
  • send an information notice to the holder of the certificate, requiring that they return the completion certificate – the information notice will require the certificate be returned by registered post within 14 days
  • notify the cancellation on DET Qld’s website
  • update the status of the training contract in DELTA to “Expired”, sub-status "Cancellation of Comp Certificate"
  • ensure the hard copy completion certificate is returned
  • if the cancelled completion certificate is not returned, consider pursuing a penalty for this failure – this must be discussed with the Director, Training before initiating any such action
  • for a school-based apprenticeship/traineeship, if the cancelled completion certificate will affect the student’s allocation of credit points on their QCE (e.g.​ if competencies have not, in fact, been completed), contact QATO to develop a strategy for managing communication of this change.
Upon deciding not to cancel the completion certificate:
  • ​note the decision and reason/s in DELTA
  • notify the holder of the certificate of the decision.​

Online Resources

​Forms
Template
  • Certificate of Completion (DET, Qld employees only)
Online materials
Letters (DET, Qld employees only)
  • DELTA – Completion date letter (9 month letter) CAS
  • DELTA – Completion letter (A&T) – (s47) CAS
  • DELTA - Completion letter (Emp & Parent) - (s47) CAS
  • DELTA – Completion of training contract approved – s50
  • CRM - Request information from the parties to the training contract - EMP-APP
  • CRM - Completion - the Chief Executive is considering issuing a completion certificate - EMP-APP-Parent
  • CRM - Completion of training contract -NOT approved s47 - EMP-APP-Parent-SRTO
  • CRM - Completion of training contract -NOT approved s50 - EMP-APP-Parent-SRTO
  • CRM - Cancel completion certificate - show cause-APP-Parent
  • CRM - Cancel completion certificate - information notice -cancel -APP-Parent
  • CRM - Cancel completion certificate - Information notice - NOT cancel -APP-Parent

Review Date

1/07/2017
Attribution CC BY
​Approved form – a form approved by the chief executive
 
ASQA – Australian Skills Quality Authority, the national regulator for Australia’s vocational education and training sector.  ASQA regulates courses and training providers to ensure nationally approved quality standards are met.

CRM – Client Relationship Management system used to capture information on all client and stakeholder queries and correspondence
 
Delegated officer – an appropriately qualified person to whom the chief executive has delegated functions and powers
 
DELTA – Direct Entry Level Training Administration, DET, Qld's database of registered apprentices and trainees (DET, Qld employees only)

DET, Qld - Queensland Department of Education and Training
 
Expired training contract – a training contract which was active up until the nominal term elapsed, and is now ended
 
Nominal completion date – the date set by DELTA, which signifies the end of the nominal term of a registered training contract
 
Nominal term – the time taken by the majority of apprentices and trainees to complete the training required for an apprenticeship or traineeship
 
QATO – Queensland Apprenticeship and Traineeship Office, DET, Qld
 
SRTO – supervising registered training organisation (SRTO) – a registered training organisation that:
  1. accepts a nomination to deliver  training and assessment to apprentices or trainees as negotiated and agreed under individual training plans
  2. assesses whether the apprentice or trainee has completed the training and assessment required to be completed under a training plan
  3. when satisfied the apprentice or trainee has completed the training and assessment required, issues the qualification or statement of attainment stated in the training plan, and is a signatory on a completion agreement verifying that all training and assessment required under the training plan has been completed by the apprentice or trainee.
     
Market Quality Unit – audit Pre-Qualified Suppliers
 
Training and assessment – as defined in the User Choice 2010–2016 Policy.