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Home > About Training Queensland  > Training policies and procedures  > Apprenticeships and Traineeships (policies & procedures)  > Apprenticeship and Traineeship Operational Policies and Procedures  > Training plans and training records

Training plans and training records

Version 12 - November 2013 (Uncontrolled document when printed)

Authority
Legislation

Vocational Education, Training and Employment Act (the Act) (PDF, 1.2MB) available on the Office of the Parliamentary Counsel website
Section 13 - What is a training plan
Section 70 - Definition of discipline
Section 79 - Employer to provide facilities
Section 80 - Employer to comply with training plan
Part 2 - Supervising registered training organisations
Part 3 - Training plans for apprentices or trainees
Section 304 - Existing decisions under former VETE Act
Section 312 - When training plan required

Regulation

Vocational Education, Training and Employment Regulation 2000 (PDF, 519KB) available on the Office of the Parliamentary Counsel website
Section 17 - Changing training plan for an apprentice or trainee
Section 18 - Signing changed training plan for apprentice or trainee
Section 19 - Copies of signed changed training plan
Section 20 - Keeping training record
Section 21 - Falsifying training record

Associated documents:

Guideline 10 - Requirements of a training plan for an apprentice or trainee
Example of training plan

Purpose

To ensure a consistent state wide approach to the development and use of training plans and training records.

Objectives

The objectives of this policy and procedure document are to:

Operational procedure

1. Training plans

1.1 Parties and responsibilities
The parties to the training plan (s.97) are:

The parent or guardian is not a party to the training plan and so will not be required to sign or witness the training plan or changed training plan.

A SRTO must be a party to the training plan even if it does not deliver any training under the plan (s.97).

There must be a training plan for every apprentice and trainee (s.96) and, if the person is under more than one training contract, there must be a training plan for each apprenticeship and traineeship.

The training plan must be negotiated and agreed by all the parties (s.98).

A person must not coerce or attempt to coerce a person to become a party to, or change, a training plan (s.99).

A person must not state anything in a training plan that the person knows is false or misleading (s.102).

The SRTO must take all reasonable steps to ensure the training plan is signed by all parties by the end of the apprentice's or trainee's probationary period (s.100).

The SRTO must ensure a copy of the signed plan is given to the apprentice or trainee and the employer within 7 days after the parties sign it (s.101).

The parties to the training plan must comply with the training requirements specified in the signed training plan (s.70; s.80; s.93).

1.2 Content of training plan

The training plan must contain information prescribed in Section 13 of the Act, as well as particulars approved under Guideline 10.

1.2.1 The training plan must contain the following prescribed information:

1.2.2 In addition a training plan shall identify:

Will detail:

Will have:

Will provide:

1.3 Format for training plans

An SRTO may use any format in a training plan provided the format covers, as a minimum, all the mandatory information under Section 13 of the Act and Guideline 10 (see sections 1.1 and 1.2 above.)

In addition, a best practice training plan would include:

2. Changing and preparing a new training plan

2.1 Changed training plan with the same SRTO

The parties to a training plan (original training plan) may change the training plan only if all parties agree and the qualification to be issued under the changed training plan is the same as would have been delivered and issued under the original training plan (refer to Section 17 of the regulation.)

The SRTO must take all reasonable steps to have the parties sign the changed training plan within 14 days after the parties agree to the change.

The SRTO must ensure that a copy of the signed, changed training plan is given to the apprentice or trainee and the employer within 7 days after the parties sign it.

2.2 New training plan with same SRTO

The parties to a training contract may agree to an amendment to the contract that, upon approval, would require a new training plan. For example: a change to the qualification.

2.3 New training plan required with a new SRTO

The parties to a training contract (including the guardian) may agree to replace an SRTO with another SRTO, using the process in Section 94 of the Act.

The training contract does not become void if the SRTO is replaced. The department must be advised in order to update the Direct Entry Level Training Administration (DELTA) database record.

The replaced SRTO must give the apprentice or trainee a statement of attainment stating the training completed under the training plan up to the "replacement day" (the day stated in the notice when the replacement becomes effective) (s.95).

When there is a change of SRTO, a new training plan must be drawn up and signed by the parties within 14 days of the effective "replacement day" (s.100).

3. Training record

The SRTO is responsible for providing each apprentice and trainee with an appropriate training record which must be issued within 14 days of the parties signing the training plan (s.20 of the Regulation).

The training record may be kept in any way the SRTO considers appropriate. For example, the training record may be a printed booklet or may be provided electronically.

Under an apprenticeship or traineeship the SRTO has an obligation to provide any necessary structured/off-the-job training, and the employer has an obligation to provide the necessary training in the workplace (on-the-job/workplace tasks). The purpose of a training record is to record this training.

Once the apprentice or trainee has undertaken structured/off-the-job training in the underpinning knowledge and skills relevant to a unit of competency, the SRTO must, at reasonable intervals of not more than 3 months, update the training record.

Once the employer supports that the apprentice or trainee has consistently demonstrated competent performance in the workplace tasks relevant to a unit of competency (i.e. the on-the-job training component), at reasonable intervals of not more than 3 months, the employer must update the training record.

A best practice training record would not only record the relevant information from the training package for the qualification such as the units of competency and elements, but also record the required workplace tasks expected of the apprentice or trainee.

A training record would include signatures and dates for each unit of competency.

The apprentice or trainee must keep the training record in their possession except when it is required for inspection or updating.

The SRTO and employer must give reasonable notice to the apprentice or trainee of the requirement to produce the training record.

The apprentice or trainee must produce the training record when required.

Once the apprentice or trainee has acquired the underpinning knowledge and skills (i.e. completed the structured/off-the-job component), and the employer is satisfied of the apprentice's or trainee's competence to industry and company standards (i.e. completed the on the job component/workplace tasks), the SRTO is responsible for making a judgement on whether competency has been achieved by undertaking an assessment process.

An SRTO must not award competence or, for those under a pre qualified supplier agreement, report a 20 or 30 AVETMISS Outcome Identifier Code, until the structured/off the job training has been delivered, the on the job component has been achieved, and assessment has occurred.

Authorisation

The information in this document accurately reflects the policy and procedures that apply to the obligations of the parties to the training plan and training records.

Original signed by Director, Training Services on 01/07/2006.

................................................
Director
Queensland Apprenticeship and Traineeship Office

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This page was last updated at Friday, December 20, 2013