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Information for RTOs
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Required Reading
It is critical that you read and understand the following documents which relate to your responsibilities under a User Choice contract.
Draft Funding Agreement Template
Variation to Contract Request
How -To Guide for the Contracted Provider List (Traineeship Contracts only)
EFT Application Form
Manual for Payments and Reporting for Publicly Funded RTOs
Text File Specification for Electronic Reporting
Delivery Regions
Invalid Enrolment Audit Guidelines
Apprenticeship & Traineeship Policy Guidelines
Fees and Charges Policy
Training Accreditation Council Audits – About Auditing
RTONet Application Form
Corporate Systems Exit Form
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Eligibility to Receive Funding
To deliver apprenticeship/traineeship training in WA, RTOs must be registered through the Training Accreditation Council (TAC) to deliver the particular qualification. To receive State government funding private RTOs must be contracted through the User Choice Branch. For further information contact (08) 9264 4172.
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What is currently funded?
All of the apprenticeships and traineeships available for private RTOs to deliver in Western Australia are listed on a "Payments Table" found on the link:Payments Table
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Regions
The Payments Table shows what the Department will pay for each qualification in each of the ten regions of the State. The regions are:
| Perth |
Mid West |
| South West |
Gascoyne |
| Peel |
Pilbara |
| Great Southern |
Kimberley |
| Goldfields-Esperance |
Wheatbelt |
A map showing the regions can be downloaded at this link: Delivery Regions
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Contracted Provider List (CPL)
The Contracted Provider List shows which RTOs are contracted to deliver apprenticeships and traineeships. To see the current Contracted Providers List click on: Contracted Provider List
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Apprenticeships
Currently, User Choice arrangements for apprenticeships are opened to private RTOs where there are more than 100 annual commencements in a particular trade (for non metropolitan regions less the 50 are required). All other trades with annual commencements below these numbers are deemed a ‘thin market’ and will be serviced by TAFE.
A review of these arrangements was undertaken in 2007 resulting in a decision to remove the ‘thin market’ policy. The Department is currently developing a comprehensive contracting and management framework with the intention of opening up the apprenticeship market in 2009.
Click here to download a copy of the review report entitled “User Choice: An examination of market management and the thin markets policy”
While the market will become open the Department will retain the right to strategically manage the entrance of RTOs into the market ensuring that investment in existing infrastructure is maximised and State priorities met.
In recognition of the significant commitment required to deliver apprenticeship training RTOs are contracted for up to 3 years with annual performance reviews.
A list of the RTOs currently contracted to deliver apprenticeships can be viewed in the
Contracted Provider List.
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Traineeships
Any RTO with the appropriate scope can apply to deliver traineeships within Western Australia. The only reason that an RTO would not secure a contract is if there were issues relating to their registration or their performance related to current or past contracts held with the Department. Securing a contract is the easy bit, retaining it will be based on a number of performance benchmarks.
A new RTO entering the market will be allocated 12 places per trade category. The opportunity to increase these numbers will be based on demonstrated demand, RTO performance in relation to existing trainee places and available funding.
A list of the RTOs currently contracted to deliver traineeships can be viewed in the
Contracted Provider List.
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Applying for Funding
In Western Australia User Choice funding is managed through an annual process called ‘An Invitation to Register'. Advertisements are placed in local and national newspapers and this website will also highlight when the process is open. RTOs will be able to access application packages from this website and also by calling the Training Markets Branch on
08 9264 4172.
Just as employers think about their business needs before taking on an apprentice or trainee, an RTO should also think about the implications of having a User Choice contract. Before you apply for funding make sure you are aware of your obligations – impacts such as monthly reporting, compulsory fees and charges, auditing and your legal obligations to the employer/apprentice/trainee take time and are often viewed as hidden costs to your business.
When the Invitation to Register is advertised take time to read all the material in the package to help you make an informed choice about committing to User Choice contracts.
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How much funding is provided?
Apart from the funding incentives for employers, contracted Registered Training Organisations (RTOs) receive funding for the formal training component of the apprenticeship or traineeship. For information about the funding paid to RTOs refer to the Payments Table, which lists the maximum payment per trainee or apprentice. For a list of Registered Training Organisations (RTOs) that have been approved for funding to provide nationally recognised training services for apprentices and trainees in WA visit the Contracted Provider List.
The price shown in the Payments Table should meet the costs of delivering the base level requirements to achieve the qualification. An employer is only liable for any costs associated with any additional delivery or competencies outside the standard qualification.
There is a fees and charges policy for Vocational Education and Training in Western Australia, which specifies the fees that can be charged to the apprentice/trainee (or their employer).
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Now you have a Funding Agreement
Once RTOs have a User Choice contract the next question relates to how to get access to funds.
Claims for payment can only be made once the actual delivery of training has commenced and the trainee or apprentice is registered on the Department's Training Registration System (TRS).
RTOs need to ensure the data on their database is current and correct, otherwise errors may occur in the validation process, resulting in delayed or withheld payments.
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RTONet Access
RTONet is a direct link to all systems within the Department of Education and Training through one gateway that shows all your activities. Before an RTO can upload data into the Resource Allocation Program for Training (RAPT) system they must first complete the application form available on the Training Accreditation Council website and fax to Corporate Systems Development on 08 9229 5407.
An RTONet Exit Form must be completed and faxed to 08 9229 5407 when an RTO staff member with RTONet access leaves your organisation.
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Responsibility of the RTO
The RTOs responsibilities are stated in the Australian Quality Training Framework (AQTF). Information is also clearly documented in the Training Accreditation Council website. RTO responsibilities depend on the conditions under which the relevant State or Territory government provides User Choice funding. In summary, RTOs are required to:
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Help employers choose the right nationally recognised qualification and how the training will be delivered;
- Ensure the workplace is safe and suitable and is evaluated in line with Occupational Health and Safety Guidelines;
- Customise the training to the requirements of the business and the trainee or apprentice;
- Conduct a skills assessment of each trainee/apprentice to identify competencies already held and those yet to be attained;
- Ensure the Training Plan is completed;
- Deliver, or arrange delivery of, the structured training, which may be at the RTO, the workplace, or a combination of both;
- Provide workplace support to the employer and apprentice/trainee, including assisting with scheduling structured training and planning the assessment process;
- Negotiate assessment arrangements with the employer and apprentice/trainee and validate final assessment; and
- Issue the Certificate or Statement of Attainment in compliance with Australian Qualifications Framework guidelines.
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Auditing Requirements
The Funding Agreement between the Department and the contracted RTO gives the Department the capacity to undertake audits of the RTO's compliance with the Australian Quality Training Framework (AQTF) and the Agreements. Audits are undertaken by the Department in collaboration with Training Accreditation Council (TAC).
As the Registering/Course Accrediting Body, TAC is also responsible for auditing RTOs' compliance with the Australian Quality Training Framework (AQTF) standards for RTOs.
To minimise the impact on RTOs, audits for compliance with the Funding Agreements are, where possible, integrated with audits for compliance with the AQTF standards for RTOs.
The Commonwealth's Department of Education, Employment and Workplace Relations (DEEWR) annually undertakes a national audit of RTOs in relation to module/Unit of Competence enrolments for which they have been funded. Contracted RTOs captured in this process will be required to provide evidence of training for any modules/Units of Competence nominated in the audit.
The Department may also undertake audits in relation to Units of Competence and enrolments reported.
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Fees and Charges
Each year the Department publishes the ‘Fees and Charges Policy Guidelines and administration procedures for Publicly Funded Registered Training Organisations' document.
All RTOs contracted to deliver apprenticeship and traineeship training will be required to collect fees in accordance with this document.
To download the current Fees and Policy document follow this link: Fees and Charges Policy
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Related Information
Payments Table
Contracted Provider List
Australian Quality Training Framework
TAC - Operating as an RTO
TAC - About Audits
Fees and Charges Policy
The New National Training System
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