Training Plan

The Training Plan Proposal (TPP) details the vocation, qualification title and qualification level to be undertaken by the apprentice or trainee, the mode of training delivery and other preliminary training information. The signed TPP confirms acceptance by the Registered Training Organisation (RTO) of its nomination by the parties to deliver the training. In signing the TPP, the RTO also confirms that it has the nominated qualification on its scope of registration and provides the expected start date for the delivery of training.

By signing a TPP the RTO gives an undertaking to develop a Training Plan (TP) as per the requirements of the Apprenticeship and Traineeship Act, 2001 (the Act), the Vocational Training Order (VTO) and this Vocational Training Guideline (VTG).

The TPP will not be necessary in instances where Training Services requires a TP to be developed and lodged with the Training Contract. These instances may include applications for selected apprenticeship and traineeship vocations.

The TPP is developed by the employer, apprentice/trainee and nominated RTO, with the help of their Apprentice Connect Australia Provider (ACAP), at the commencement of an apprenticeship or traineeship. The completion of the TPP is the first step in the development of the training relationship between the employer, apprentice/trainee and the RTO.

Where an RTO experiences delays in the acceptance of the TPP the RTO must ensure they liaise with stakeholders i.e. employer, apprentice/trainee, school sector representative and/or ACAP, to advise the reasons for the delay and identify a resolution.

If the RTO does not have the ability to accept the apprentice/trainee within their current delivery timetable, they must contact the employer to discuss an alternate date. Delays in delivery affect the progression of the apprentice/trainee on the job and impact the Training Contract, the Commissioner expects the apprentice/trainee to commence training with their RTO as soon as possible.

Delays of more than 5 months must be discussed with the relevant Training Services office prior to acceptance of the TPP by the RTO. Where the delay in delivery will impact the successful completion of the Training Contract within the specified term, the ACAP must work with the employer, apprentice/trainee to select an alternate RTO.

Once the RTO has accepted the TPP they must return a signed copy to the ACAP.

1.2.1 Full Time or Part Time Training Contracts

As a part of the signup process the ACAP works with the employer and the apprentice/trainee to select and appropriate RTO. Barring no delays in the signup process the TPP will be sent to the nominated RTO. The RTO reviews the TPP against their delivery schedule and returns the TPP to the ACAP. By signing the TPP the RTO also gives an undertaking to develop the TP within 12 weeks of approval of the Training Contract.

Download the Training Plan Proposal proforma.

1.2.2 School Based Apprentices or Trainees

Prior to a referral of a school based apprenticeship or traineeship school sector representatives, ACAPs and RTOs must ensure they adhere to the SBAT Guidelines and SBAT Policy and Procedures before a TPP is completed.

A TPP for a School Based Apprentice or Trainee is developed by a school sector representative, or ACAP, in conjunction with the apprentice or trainee and the employer. This may be prior to the commencement of the Training Contract or once the learner has commenced with the employer.

If completed by a school sector representative the SBAT TPP must be emailed to the RTO and ACAP (to ensure they are aware of the proposed application). If the ACAP develops the SBAT TPP they must ensure they email a copy to the RTO and the relevant school sector representative.

The RTO completes and signs the SBAT TPP confirming that they have availability for the apprentice/trainee to undertake training. The RTO must forward the SBAT TPP to both the ACAP and the school sector representative.

Important: Where two (2) RTOs will be delivering training, both RTOs must liaise with each other to confirm acceptance of the SBAT TPP.

The return of the signed TPP, to the ACAP, will initiate the signup process of the Training Contract. The ACAP will obtain the signatures of the employer and apprentice/trainee on the TPP and email a copy to the RTO and school sector representative. A copy of the SBAT TPP must also be provided to the employer and the apprentice/trainee, together with a copy of the Training Contract.

The Training Plan Proposal, together with the Training Contract, is electronically lodged with Training Services by the employer’s Apprentice Connect Australia Provider. The Training Plan Proposal and Training Contract are assessed by Training Services, and the parties are advised regarding approval or dismissal of the application. The RTO is notified of all approved apprenticeships and traineeships for which it is the nominated training provider through IVETS, the Training Services database.

The Training Plan provides details of the formal training and assessment to be undertaken as part of an apprenticeship or traineeship. Information captured in the Training Plan includes:

• essential employer, learner and RTO details of the apprenticeship/traineeship;
• units of competency (training) to be undertaken, and how, when and by whom, training and assessment will be delivered/undertaken;
• training materials, resources, facilities and supervision arrangements that will support the training; and
• an addendum, used to capture additional information required for school based apprenticeships and traineeships.

The Training Plan must:

• comply with the requirements of the Vocational Training Order (VTO)
• specify Units of Competency that meet Training Package requirements for the issue of the appropriate qualification
• comply with Training Package requirements relating to training delivery and assessment
• be customised to the nature of the employer’s business
• be used to record the support of the work supervisor, on behalf of the employer, for the RTO competency assessments
• support and reflect the apprentice or trainee’s workplace activities; and
• be used for the duration of the training contract and updated as necessary to reflect the current status of training.

The Training Plan is signed by the RTO, employer, and the apprentice or trainee. A copy of the Training Plan, including any agreed changes, must be provided to the employer and apprentice/trainee by the RTO. Download the mandatory Training Plan proforma.

General

For full-time or part-time apprentices or trainees the Training Plan must be developed within 12 weeks from the date on which the Training Contract has been approved, unless otherwise determined by Training Services or specified in the Commissioner’s Information Bulletin.

School Based Apprenticeships/Traineeships

In the case of school based apprenticeships and traineeships , the Training Plan must be developed in conjunction with the apprentice/trainee, employer and school sector representative within 6 weeks from the date on which the Training Contract has been approved. It is the RTO’s responsibility to obtain all signatures on the Training Plan. Once completed and signed by all parties, a copy of the Training Plan must be provided to the employer, apprentice/trainee and school sector representative.

The Apprenticeship and Traineeship Act requires a Training Plan to be developed for all apprenticeships and traineeships. The Training Plan must be developed as required under these Guidelines and in the format approved by the Commissioner for Vocational Training. Download the mandatory Training Plan proforma [Pdf (PDF 1.81MB)] [Word (DOCX 199.26KB)].

2.4.1 Who develops the Training Plan?

The Training Plan is developed by the RTO in consultation with the employer and apprentice/trainee. For school based apprenticeships/traineeships, the school sector representative must also be involved to ensure the NESA requirements are being met for the HSC. See Section 2.4.3 for further information regarding School Based Apprenticeships.

2.4.2 How is the Training Plan Developed?

Generally, the Training Plan will be developed after an apprenticeship or traineeship has been established and approved.

When developing the Training Plan, the RTO must be satisfied that the employer has the necessary range of work, equipment, and facilities to support delivery of the nominated training. During the development of the Training Plan this may involve the RTO visiting the workplace to meet with both the employer and apprentice/trainee and view available facilities. Or, if the employer (and their facilities) is known to the RTO, the Training Plan may be developed with the parties virtually or over the phone.

Practicalities such as distance (e.g. employer’s workplace is significant distance from RTO location) may also impact how a Training Plan is developed. Reasonable alternatives to visiting the workplace should be applied.

The RTO will discuss with the employer and apprentice/trainee, and record in the Training Plan, the units of competency to be undertaken, the sequence in which they will be delivered, and how, when, where and by whom training and assessment will be delivered. The unit delivery dates must be inline with the term of the Training Contract i.e. the start date of a unit can not be prior to the Training Contract Commencement Date.

In a case where the employer may not be in a position to provide the on the job training for a particular unit of competency, the RTO, in consultation with the employer must outline alternative arrangements agreed to, to support the on the job component of the required training against that unit. They will also discuss and record training resources that will be provided to support both the apprentice/trainee and the employer.

Where an RTO finds that the employer does not have the capacity to training for the vocation being undertaken by the apprentice/trainee the RTO has 14  days to report the matter to the Commissioner  via the Training Services RTO Notification form. Where an RTO requires specialist advice regarding the obligations of RTOs, employers and apprentices/trainees they are to contact the relevant Training Services regional office directly.

2.4.3  School Based Apprenticeships RTO 1 & RTO 2 - Role and Responsibilities

In some cases there may be two RTOs involved in the delivery of training for a School Based Apprenticeship (SBA). The following are details of which RTO is responsible for the development and maintenance of the training plan and delivery of training for each stage (school and post school) of these SBA training arrangements.

Developing and updating the Training Plan

RTO 1 must:

• Develop the full Training Plan in consultation with RTO 2.
• Ensure that the workplace has the necessary facilities, range of work and supervision to support delivery of the apprenticeship.
• Meet RTO obligations under the A&T Act, including updating the Training Plan and providing a current copy to parties at least every six months.
• Provide an updated and completed Training Plan to RTO 2 on completion of formal training for the school based component.
• Liaise with RTO 2 to ensure the seamless transition into post school apprenticeship formal training.

RTO 2 must:

• Liaise with RTO 1 on the development of the full Training Plan.
• Secure an enrolment for post school formal training following completion of Stage1/school based component.
• Meet RTO obligations under the A&T Act following completion of the school based component, including updating the Training Plan and providing a current copy to parties at least every six months.

Training

RTO 1 is responsible for:

• Delivering formal training for the school based component of school based apprenticeship:
  • at the correct AQF level and in accordance with unit of competency (UoC) assessment requirements and relevant vocational training order for the nominated apprenticeship
  • in accordance with the approved NESA syllabus/course for the relevant school based apprenticeship pathway.

Note: Whilst the UoC has to be delivered at the correct AQF level, there is no requirement for RTO 1 to hold the qualification on scope if the UoC from a lower level qualification in the same vocation is the same as the higher qualification.

• Completing delivery of school based component of formal training by the end of Term 3 of the HSC year
• Providing timely evidence to RTO 2 to facilitate credit transfer. This evidence should ideally be provided shortly after Term 3 Year 12 and include the UoC agreed during development of the Training Plan.

RTO 2 is responsible for:

• Commencing delivery of post school formal training at the beginning of Term 1 of the year following the HSC
• Awarding the qualification.

2.4.4 Hosting Arrangements

Where an employer such as a Group Training Organisation (GTO) will be placing apprentices or trainees with a host employer, the RTO must develop the Training Plan in consultation with the GTO and, where appropriate, with the first host employer. They should also discuss any proposed arrangements for hosting the apprentice or trainee with other host employers who may provide a different range of training opportunities. When confirming achievement of competence, the RTO must obtain the confirmation and support of the GTO being the legal employer of the apprentice or trainee in conjunction with the Host Employer.

Copies of the Training Plan, including any updates/variations are provided by the RTO. They must be kept by the RTO the employer and apprentice/trainee. In the case of school based apprenticeships/traineeships, a copy must also be kept by the school sector representative.

The employer’s copy of the Training Plan should be kept in the workplace. When Training Services training officers conduct workplace monitoring visits they will ask to see a copy of the current Training Plan.

The Training Plan must be prepared and lodged with Training Services, together with a Training Contract with applications for apprenticeships and traineeships in specific vocations or in circumstances as determined from time to time by Training Services.

Training Services may ask an RTO to provide a copy of a Training Plan for any apprentice or trainee at any time from 12 weeks after approval of the training contract.

The Training Plan (and Training Contract) may be varied at any time with the agreement of the employer and apprentice/trainee. However, there are some changes that are subject to approval by Training Services and for which an application must be submitted. These include:

• change of vocation or qualification
• change of registered training organisation
• change of mode of delivery
• competency based completion
• amendment of term.

Endorsement of Individual Units of Competency

The employer representative (i.e. the qualified workplace supervisor) is required to confirm the apprentice’s or trainee’s competence by signing against the relevant unit on the Training Plan. This must occur before an RTO can deem that a learner is competent in that unit of competency.

Exception:

Some workplaces require apprentices and trainees to hold a white card before they can access the workplace. To obtain a white card, apprentices and trainees must complete one of the units of competency (UoC) listed below:

• CPCCWHS2001 – Apply WHS requirements, policies and procedures in the construction industry,
• CPCCWHS2001 – Apply WHS requirements, policies and procedures in the construction industry,
• CPCPCM2043 – Carry Out WHS Requirements, and
• UEECD0007 – Apply work health and safety regulations, codes and practices in the workplace.

Whilst these units of competency may be completed outside of an apprenticeship or traineeship, often they form part of the apprenticeship and traineeship, and are included in the Training Plan. To reduce delays in the apprentice or trainee being able to access the workplace, RTOs are NOT required to obtain employer confirmation before deeming the learner competent in these specific units of competency.

Note: Employer endorsement of competency for the listed UoC’s must be obtained at the next most feasible opportunity. This may be at the same time as the next batch of UoCs on the training plan are signed off by the employer.

Endorsement of Vocational Competency

In recognition of the RTO and employer collaborative approach to the training and achievement of competency, the apprentice or trainee must not to be deemed competent in the vocation by the RTO, and issued a certificate, until the employer has confirmed competency in the whole vocation, please refer to Part 6 of the Policy and Procedure Training Plan - Completing the Plan.

For further information regarding individual fields within the Training Plan or how to complete/maintain the Training Plan, see Policy & Procedure Completing the Training Plan.