DEPLOYMENT STRATEGY

Table of contents

Step 1: Plan business direction and systems 3

Step 2: Engage clients 4
Step 3: Provide client services 6
Step 4: Deliver training 7
Step 5: Conduct assessment 8
Step 6: Record participation, progress and results 9
Step 7: Review and improve quality processes 10

The Deployment Strategy is about establishing the quality system, therefore it is important in the planning and approach phase. It sets out
the key actions, when they should be done, who has responsibility and documents that assist the action.

It is a mapping exercise to ensure that all the AQTF quality criteria have been addressed. The quality system has been designed to ensure
that all information in the Deployment Strategy is included in the suite of procedures and forms. Once the quality system is operational the
Deployment Strategy is useful as a reference point for Quality meetings and Review.

©ChalkPort 2007
The RTO Quality Framework™ may be adapted to suit the requirements of the organisation. It may not be shared with other organisations.

Disclaimer
ChalkPort does not give any warranty nor accept any liability in relation to the contents. If any law prohibits the exclusion of such liability, ChalkPort limits its
liability to the extent permitted by law.

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 STEP 1: PLAN BUSINESS DIRECTION AND SYSTEMS
Establishment and deployment of management systems:

EL Quality criteria WHAT: Key action WHEN: Schedule WHO: Key person WITH: Key documents
Business direction is clearly Conduct strategic planning session November/December RTO Manager RTO Strategic plan
articulated
3.1 Management systems are focused 1. Create/amend management systems for After reviews Quality group Electronic or folder system
on providing quality services each step of the Business process
Beginning of financial
2. Check compliance with all Conditions of
year RTO Manager Conditions of Registration risk
Registration
checklist

3.1 Management systems are
documented appropriately for size
and scope of operations
3.1 Management systems are
consistently implemented across
operations
3.1 Management systems are
monitored systematically
Create/amend operational procedures for Beginning of financial Contents of each management
each management system year/after quality review system
Ensure staff are aware of operational Staff induction Staff coordinator Staff induction procedures
procedures for each management system Change management plan
Check for non-compliances with operational As per monitoring and RTO Manager Monitoring checklists
procedures and ensure these are rectified review schedule Performance review

3.2 An agreement about T&A services
is in place with each partner
organisation
3.2 Partner organisation’s T&A services
are monitored and improved
Negotiate partnership agreements Prior to delivery of RTO Manager RTO Partnership agreement
services
Check for non-conformances with Every six months/after RTO Manager Monitoring checklist: partnerships
partnership agreement and ensure these are quality review reveals an
rectified issue

For each qualification/unit/course on Scope of Registration:

EL Quality criteria WHAT: Key action WHEN: Schedule WHO: Key person WITH: Key documents
1.2 Industry/enterprise is consulted Consult with industry/enterprise during Once decision made to Lead trainer
during development of Training and development and include feedback in TAS add to scope Lead assessor Training and Assessment Strategy
Assessment Strategy (TAS) (TAS)
1.2 Learner profile is clearly articulated Consider learner profile during development During development of Lead trainer
as part of TAS and include in TAS TAS Lead assessor
1.2 Human and physical resources are Consider human and physical resources During development of Lead trainer
specified in TAS during development and include in TAS TAS Lead assessor
1.2 TAS is clearly articulated and meets Develop Training and Assessment Strategy After consultation Lead trainer
Training Package requirements (TAS) Lead assessor

1.2 TAS is monitored and improved 1. Include in monitoring schedules Monitoring T&A systems RTO Manager Checklist: Monitoring training system
Checklist: Monitoring assessment
Annually system
2. Schedule Training program review
Training program review
3. Make improvements to T&A strategy
after Training Program review and
Noticeboard/meetings
quality meeting
4. Inform staff of changes

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RTO Quality Framework™: Deployment Strategy
Ver 2. Page 4 of 10

EL Quality criteria
2.2 Accurate information on services is
provided to clients
2.2 Clear and sufficient information is
provided to clients prior to
enrolment/contract
2.2 Improvements made in client
information
2.3 Workplace personnel are consulted
in development of workplace
training and assessment processes
2.3 Workplace personnel are aware of
their training and assessment roles
and responsibilities
2.3 Workplace personnel support for
each learner is monitored
2.3 Learner progress is monitored
2.3 Workplace personnel are consulted
as part of the review of training
and assessment
STEP 2. ENGAGE CLIENTS
WHAT: Key action WHEN: Schedule WHO: Key person WITH: Key documents
Include these in the Client Information: During development of RTO administration Enrolment form
• Course outcomes and pathways the booklet Credit transfer form
• Eligibility Course Information
• Any pre-requisites
• Training and assessment arrangements
• Fees, charges and refunds
• Client support services
• Complaints and appeals
• Disciplinary procedures
• Credit transfer/RPL
• Issuing of certification
1. Create/review Client Information Once T&A strategy has RTO administration Course information
been created NRT logo specifications
2. Create other marketing material Personal details release
3. Put same information on website, if Refund request
there is one
Review and make revisions to client As part of review of
information materials Client engagement
system
Arrange meeting with key workplace person Prior to training delivery Trainers Workplace learning consultation
and discuss items outlined in the Workplace Assessors
Learning Consultation record
Speak with key workplace personnel about Prior to training delivery Trainers
their roles and responsibilities Assessors
Make contact with workplace personnel to During workplace visit Trainer
check that learner is receiving support
previously agreed with workplace personnel
and document contact
Communicate regularly with learner, During enrolment Trainer
document contact and renegotiate Training
Plan if appropriate
Gather feedback using Workplace personnel During, and after, Trainers Workplace personnel feedback
feedback survey delivery of training Assessors survey
and/or assessment
RTO Quality Framework™: Deployment Strategy
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 STEP 3. PROVIDE CLIENT SERVICES

EL Quality criteria WHAT: Key action WHEN: Schedule WHO: Key person WITH: Key documents
2.4 Support services are consistent Scan T&A strategies to ensure required Prior to launch of Lead trainer
with TAS support services are in place and available to qualification
learners

2.4 Learner needs are systematically Profile each learner at enrolment time and Prior to delivery of Trainer Culturally inclusive information
assessed develop customised strategies, if required. training Credit transfer application
Especially consider if these are appropriate: Disability Infosheet
1. Credit transfer Inclusive good practice series
Indigenous learners information
2. RPL
LLN Indicator AQF Diploma
3. Reasonable adjustment
LLN Indicator AQF ll & lll
4. LL&N diagnostic assessment
LLN Indicator AQF lV
LLN Trainer guidelines
Reasonable adjustment Infosheet

2.4 Learners have access to relevant Provide learner with information on specific Prior to training delivery Trainer
learning support services learning support as appropriate

2.4 Training, assessment and support Include in monitoring and review schedules As per monitoring and RTO Manager
services are monitored review schedule

2.4 Improvements made in training, Make improvements in light of review After review RTO Manager
assessment and support services
2.5 Learners are informed about how Inform learner of process for accessing Prior to training delivery Trainer
to access their records records

2.6 Complaints and appeals are Create/amend complaints and appeals After review RTO Manager Complaints register
managed effectively procedures

2.6 Complaints and appeals are Resolve complaints and appeals within a Timing as included in RTO Manager
resolved satisfactorily realistic and fair timeline Complaints procedures

2.6 Complaints and appeals are Document details and outcomes of Monitoring of Client RTO Manager
monitored complaints and appeals services system

2.6 Improvements made on basis of 1. Make improvements to practices in light After review RTO Manager
complaints and appeals of complaints and appeals

2. Inform staff of changes Noticeboard/meetings RTO administration

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 STEP 4. DELIVER TRAINING

EL Quality criteria WHAT: Key action WHEN: Schedule WHO: Key person WITH: Key documents
1.3 Resources specified in TAS are used Check resources are listed on Trainer’s Monitoring of Training RTO Manager Session plan
by staff session plan system

1.3 Resources specified in TAS are used Check resources during scheduled Trainer Once a year RTO Manager
by learners Observations

1.3 Improvements made in staff, 1. Make improvements in staff, facilities, After review RTO Manager Improvements register
facilities, equipment and training equipment and training/assessment
and assessment materials materials in light of review

2. Inform staff of changes Noticeboard/meetings RTO administration

1.4 Trainer competence is established Check competencies and keep certified On recruitment RTO Manager Position description: Trainer
and verified copies of credentials on file Vocational competence list

1.4 Trainer supervision arrangements 1. Prepare session plan together Before training delivery Qualified trainer Trainer/assessor observation report
are effective
2. Debrief associate trainer and document After training delivery Qualified trainer
outcomes
As per monitoring and Lead trainer
review schedule
3. Conduct Trainer Observations

1.4 Trainers continuously develop their 1. Attend PD opportunities relevant to RTO Manager Professional development record
competencies vocational area and also training Throughout year
industry

2. Review professional development that As part of performance

has happened through the year and review
plan PD for following year

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 STEP 5. CONDUCT ASSESSMENT

EL Quality criteria WHAT: Key action WHEN: Schedule WHO: Key person WITH: Key documents
1.4 Assessor competence is established Check competencies and keep certified On recruitment RTO Manager Position description: Assessor
and verified copies of credentials on file Vocational competence list

1.4 Assessors continuously develop 1. Attend PD opportunities relevant to As part of performance RTO Manager Professional development record
their competencies vocational area review Assessor guidelines
Trainer/assessor observation report
2. Review professional development that
has happened through the year and
plan PD for following year

1.5 Assessment meets Training Check compliance with Training Package As part of assessment Lead assessor for Performance criteria exemplar
Package requirements validation the qualification

1.5 Assessment is consistent with TAS Check compliance with T&A strategy (TAS) Monitoring of Lead assessor for Monitoring checklist: Assessment
Assessment system and the qualification system
during Assessor
observation
1.5 Assessment is valid, reliable, Validate assessment tools to ensure they are As part of assessment Lead assessor for Assessment validation report
flexible and fair valid, reliable, flexible and fair validation the qualification RPL application

1.5 Judgement is made on basis of Monitor assessment practices to ensure that As part of moderation Lead assessor for
sufficient, valid, authentic and judgement is made on basis of sufficient the qualification
current evidence authentic and current evidence

1.5 Assessment is to workplace Prepare and use marking guides and Prior to deployment of Lead assessor for Marking guides
performance standard assessment exemplars to show appropriate assessment items the qualification Exemplars
standards
1.5 Judgements against same Conduct moderation sessions with assessors Minimum of once a year Lead assessor for Assessment moderation report
competency standard are per qual/course and the qualification
consistent when there is an issue

1.5 Improvements made in assessment 1. Make improvements in assessment After review RTO Manager Improvements register
systems, processes, tools and systems, processes, tools and practices
practices in light of review

2. Inform staff of changes Noticeboard/ meetings RTO administration

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 STEP 6. RECORD PARTICIPATION, PROGRESS AND RESULTS

EL Quality criteria WHAT: Key action WHEN: Schedule WHO: Key person WITH: Key documents
3.3 Records management system is in Design a transparent records management Prior to commencement Quality group Records system
place system that suits size and scope and covers: of operation
• Access to records
• Version control
• Backups
• Retention
• Archive and retrieval

3.3 AQTF compliance records are Identify AQTF compliance records and Prior to commencement RTO Administration
maintained document storage and retention procedures of delivery

3.3 Staff meet their responsibilities for Include records management responsibilities Part of performance RTO Manager
records management as an item in performance review review

3.3 Records management system is 1. Schedule monitoring of Records system Once a year RTO Manager
monitored 2. Conduct spot checks As required

3.3 Improvements made in records Make improvements in records management After monitoring and RTO Manager Improvements register
management system system in light of monitoring and review when there is significant
issue

2.5 Participation data is systematically 1. Enrol each learner and create learner Upon enrolment RTO administration Training record
collected, recorded and stored
record
Ongoing Trainers
2. Enter anecdotal notes in learner records
Ongoing Trainers
3. Record attendance

2.5 Progress data is systematically 1. Enter assessment results in learner Immediately after Assessors
collected, recorded and stored records assessment
2. Issue parchments Qualifications/Statements
3. Record in Certifications register Within 21 days RTO Administration Certifications register

2.5 Records management practices are 1. Schedule monitoring of Records system Once a year RTO Administration
monitored 2. Conduct spot checks As required

2.5 Improvements made in records Make improvements in records management After monitoring and RTO Administration Improvements register
management practices practices in light of monitoring and review when there is significant
issue

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 STEP 7. REVIEW AND IMPROVE QUALITY PROCESSES
EL Quality criteria
3.1 There is a systematic approach to
the establishment of the quality
system and the management of
operations
[A]
There is a systematic approach to
the implementation and
monitoring of the quality system
and the management of operations
[D]
There is a systematic approach to
the review of the quality system
and the management of operations
[R]
There are improvements made to
the quality system and the
management of operations in light
of monitoring and review
[I]
1.1 Data is collected, analysed
systematically and results used to
improve training and assessment
2.1 Data is collected, analysed
systematically and results used to
improve client services
WHAT: Key action WHEN: Schedule WHO: Key WITH: Key documents/forms
person
1. Use ‘Getting Ready Guide’ Prior to commencement Quality group Quality Approach document
2. Establish Quality group of operation or initially Electronic or folder system
3. Establish electronic/folder system
4. Establish 7 management systems
1. Ensure staff understand quality system Staff induction Quality group Deployment Strategy document
Annual schedule
and their roles and responsibilities
Monitoring checklists
Annual schedule for Risk management instrument
2. Create schedule of monitoring and
monitoring and review
review
1. Analyse results of reviews to determine After review of each Quality group Quality meeting review
any trends system Self Assessment Instrument
2. Conduct Self Assessment After first six months and
then annually
1. Make improvements to approach and After results have been Quality group Improvements register
deployment in light of reviews and Self discussed at Quality
Assessment group meeting
2. Inform staff of changes Noticeboard/meetings
Collect data from these sources and discuss Prior to quality review RTO Competency completion data
results at quality review: scheduled for Training administration Satisfaction surveys
• competency completion rate and Assessment systems Performance Summary
• assessment validation
• moderation meetings
• Training program reviews
Collect data from these sources and discuss Prior to quality review RTO Satisfaction surveys
results at quality review: scheduled for Client administration Performance Summary
• employers services system
• learners
• workplace personnel
• staff
RTO Quality Framework™: Deployment Strategy
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