Registering a Training Contract

Version Number

1.3

Implementation Date

1/07/2015

Scope

All Training

Purpose

This procedure details the requirements for delegated officers, stakeholders and clients to register a training contract.​​

Overview

​The procedure outlines the requirements of all parties to register a training contract for an apprenticeship or traineeship.

Responsibilities

​Employer:

  • contact an Australian Apprenticeship Support Network (AASN) provider to facilitate signing the training contract and for the provision of an induction
  • if a school-based apprenticeship/traineeship (SAT), obtain pre-approval before commencing the apprenticeship/traineeship if the student is not in years 10, 11 or 12
  • if a SAT, participate in the development of a schedule of school studies, training and employment.

Apprentice/trainee:

  • if a SAT, obtain approval of the school and if applicable and appropriate, the parent,  before entering into a training contract
  • if a SAT, participate in the development of a schedule of school studies, training and employment
  • if entering the electrotechnology industry and the training contract is for a school-based or part-time apprenticeship/traineeship, ensure the minimum qualification requirements of a pass in Year 10 English, Maths and Science are met.

Queensland Department of Education and Training (DET, Qld):

  • resolve any data issues with training contracts in DELTA
  • approve or not approve SAT business case submissions prior to registration of training contracts
  • register or refuse to register training contracts for interstate based AASN providers that do not have delegation.

Australian Apprenticeship Support Network (AASN) providers:

  • register or refuse to register training contracts
  • for school-based traineeship training contract recommencements, determine the minimum number of days that must be worked with the new employer before completion can be contemplated.

Supervising Registered Training Organisation (SRTO):

  • accept or not accept the role of SRTO and inform the AASN provider
  • if a SAT, participate in the development of a schedule of school studies, training and employment.

School:

  • support or not support the proposed SAT and inform the AASN provider
  • participate in the development of a schedule of school studies, training and employment.

Process

Employer:

  • contact an AASN provider to process a training contract
  • lodge a business case with DET, Qld and obtain pre-approval supporting the arrangements before a school student who is not in years 10, 11 or 12 undertakes a school-based apprenticeship/traineeship
  • participate in an induction provided by the AASN provider
  • select an RTO in consultation with the apprentice/trainee
  • sign the training contract within 14 days of the start of the apprenticeship/traineeship and forward to the AASN provider within 28 days after the start of the apprenticeship/traineeship
  • if a SAT, participate in the development of a schedule of school studies, training and employment.

Apprentice/Trainee:

  • participate in an induction provided by the AASN provider
  • select an RTO in consultation with the employer
  • complete the training contract
  • if a SAT, before entering into a training contract, obtain the school’s approval
  • if a SAT, participate in the development of a schedule of school studies, training and employment
  • if entering the electrotechnology industry in a school-based or part-time apprenticeship/traineeship, obtain student records and provide to the AASN provider for validation against the minimum qualification requirements for this industry. Refer to the Queensland Training Information Service website.

Parent:

  • provide signed consent when an apprentice/trainee is under the age of 18 (if appropriate)
  • if a SAT, participate in the development of a schedule of school studies, training and employment (if applicable and appropriate).

Australian Apprenticeship Support Network Provider (AASN):

  • complete training contract - for instructions refer to the Guide to completing the national apprenticeship/traineeship training contract
  • reference the Declaration of Apprenticeships and Traineeships Policy for additional apprenticeship/traineeship requirements
  • electronically lodge the training contract with DET, Qld
  • Where an AASN provider and a Pre-qualified Supplier Registered Training Organisation (RTO) agree to an arrangement in which the RTO automatically accepts the role of SRTO, this arrangement:
    • must be documented,
    • outline the circumstances when the agreement takes effect, and
    • if requested by DET, Qld, provide evidence of the agreement.
  • if a SAT, when seeking the school’s approval verbal confirmation is acceptable provided details of the discussion are recorded which include but are not limited to the date, the school representative’s name and position, and if supported or not supported
  • if a SAT, ensure a schedule of school studies, training and employment is developed with the employer, apprentice/trainee, parent, school and training provider. Document that this occurred and, for the Independent and Catholic school sectors, ensure the Education, Training and Employment Schedule (ETES) (ATF-023) is used for this purpose
  • if a school-based traineeship recommencement, contact the previous employer/s and ascertain how many days the trainee has actually worked, then determine the minimum number of days that remain to be worked before completion can be contemplated, and inform the new employer and trainee accordingly. This activity is not required for school-based apprenticeships
  • if relevant, request an extract of service for an apprentice/trainee record in NSW or Victoria by completing the relevant ‘Request for Extract’ form and forwarding to the Queensland Apprenticeship and Traineeship Office at: OPRA@dete.qld.gov.au

Supervising Registered Training Organisation:

  • complete the SRTO notification to accept or not accept the nomination
  • if a SAT, participate in the development of a schedule of school studies, training and employment.

School (for school-based apprenticeships and traineeships only):

  • return the completed school notification form to the AASN provider or provide verbal confirmation supporting or not supporting the proposed SAT
  • participate in the development of a schedule of school studies, training and employment. Independent and Catholic school sectors must ensure the Education, Training and Employment Schedule (ETES) (ATF-023) is used for this purpose.

Online Resources

​Forms

Supporting documents 

Letters (DET, Qld employees only)
  • CRM - Request information from parties to the training contract
  • CRM - Intray refusal of registration - EMP-APP-Parent-School
  • CAS/DELTA - T/C Approved 

Letters/Agreements (AASN providers only)

  • Request additional registration information from parties to a training contract
  • Performance and Funding Agreement between DET, Qld and the AASN providers
Online materials

Review Date

1/07/2017
Attribution CC BY
​Australian Apprenticeship Support Network (AASN) provider – AASN providers, also known as Apprenticeship Network providers, are contracted by the Queensland Department of Education and Training (DET, Qld) to provide targeted services which deliver tailored advice and support to employers, apprentices and trainees. The AASN provider is the first point of contact for the administration of all training contracts.

CRM  Client Relationship Management system used to capture client and stakeholder queries. 

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 (for internal use only) 

Employer  for the purposes of this procedure, an employer also includes an employer that is a Group Training Organisation (GTO) and a Principal Employer Organisation (PEO).

Pre-Qualified Supplier (PQS) – Registered Training Organisation approved by DET, Qld as a PQS to deliver publicly-funded User Choice training and assessment services.

School Based Apprenticeship and Traineeship (SAT)  A contract reflecting a combination of paid work, training and school study leading to the award of a Queensland Certificate of Education or its equivalent and progress towards a vocational qualification.

Supervising Registered Training Organisation (SRTO) – is 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; and
  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.

TYIMS – Commonwealth Government's Training and Youth Internet Management System (TYIMS).