Higher Education and Skills

State Government of Victoria

Department of Education and Early Childhood Development

Competency Based Completion Frequently Asked Questions

The frequently asked questions about competency based completion have been divided into the following categories:

General questions

Does competency based completion affect my trade?   

Yes. Competency based completion affects all trades under all apprenticeship arrangements, including existing worker and school-based apprenticeships.

Haven’t some trades already been using competency based completion?

Yes. A number of industries have already had competency based apprenticeships operating.

For the Engineering industry this arrangement started 1 January 2008. A number of trades moved to the competency based completion model in July 2010, and the automotive, electrical, plumbing, carpentry and joinery, refrigeration and air-conditioning, and floristry trades all moved to competency based completion on 1 January 2011. 

Does it apply to traineeships?   

Yes. Competency based completion arrangements have always been in place for traineeships.

There are additional arrangements to support competency based completion apprenticeships, notably that the registered training organisation (RTO) must contact the employer a minimum of four times per year about the apprentice’s progress.

Are wages affected by competency based completion?   

In some industries the achievement of specific competencies will result in wage increases. For information on these industries, or any other terms and conditions, contact the Fair Work Ombudsman.

Fair Work infoline
Tel: 13 13 94
Additional information is available from the Fair Work Ombudsman website.

How does competency based completion differ from the previous system of completion?   

Previously, apprentices had to complete the required training and prove their competency. However they were unable to complete their apprenticeship until they had finished the period of time specified in their Training Contract or sought approval from their employer to complete at a different point in time.

For all Victorian apprentices commencing training from 1 January 2011, the apprenticeship will be completed when:

  • the training provider assesses the apprentice as competent; and
  • the apprentice’s employer confirms that the apprentice has demonstrated those competencies in the workplace necessary to complete their qualification, and by doing so complete their training contract.

This means the apprentice’s training can be more individualised to meet the specific needs of the apprentice and their employer, and the apprentice will be able to complete at their own rate based on their demonstrated abilities.

The key change to the process is that the employer will be periodically asked by the RTO to confirm the apprentice’s ability to perform competencies in the workplace - which have been taught and assessed by the RTO through the apprentice’s training.

Before completing the contract, the RTO is also required get written confirmation from the employer that the apprentice has demonstrated any remaining competencies and that they understand that their confirmation of the final competencies will end the apprenticeship.

The process for competency based training and completions can be found on the Competency Based Training and Completion page.

What if the apprentice is not considered competent under competency based completion?

If the apprentice is not assessed by the RTO as competent then further training or experience in the relevant competencies may be required – either on or off the job – before the apprentice is considered competent.

Similarly, if the employer does not think that the apprentice has demonstrated the competencies necessary to complete their qualification, then the RTO and apprentice may agree with the employer on further training or experience in the relevant competencies.

Failing agreement on a way to demonstrate competency to the satisfaction of the RTO and employer, the employer or apprentice should contact an Apprenticeship Field Officer by calling the Higher Education and Skills service:

Apprenticeship Administration Information Line, Higher Education and Skills
Tel: 1300 722 603

The process for competency based training and completions, including issue resolution, can be found on the Competency Based Training and Completion page of this website.

What if the apprentice doesn’t complete all the competencies within the nominal duration in the training contract?

To support planning, training contracts still have a notional completion date, termed a ‘nominal duration’.

Training contracts can be extended by mutual consent if the apprentice does not attain all the competencies during the nominal duration of the training contract.

This can be arranged the employer contacting their Australian Apprenticeships Centre.

Is there a minimum duration for an apprenticeship?

No. For all Victorian apprentices commencing training from 1 January 2011, the apprenticeship will be completed when:

  • the training provider assesss the apprentice as competent; and
  • the apprentice’s employer confirms that the apprentice has demonstrated those competencies in the workplace necessary to complete their qualification, and by doing so complete their training contract.

What is my role in implementing competency based completion?

For registered training organisations

You will need to conduct a pre-training review with the apprentice and develop and implement a training plan with the employer and the apprentice. As part of this you will agree on methods for contacting the employer to discuss the progress of their apprentice, and have agreed timeframes for their confirmation of the apprentice’s workplace performance. You will then need to implement these agreed actions.

An important aspect of this is to confirm with employers who are not directly supervising the apprentice’s work each day, who will be responsible for supervising the apprentice for the purposes of confirming competence. RTOs may need to remind employers to confirm how the workplace will internally communicate the apprentice’s progress.

For employers

You will need to ensure that your apprentice is enrolled in their training with an RTO, and work with the RTO to develop and implement a Training Plan to meet the needs of your apprentice and your business. You will need to agree with the RTO on the method that they will use to contact you to discuss or confirm your apprentice's progress and workplace performance. You should also agree on how long it will take you to provide that feedback to your RTO.

It is important to establish your internal business communication processes for confirming your apprentice’s progress so the apprentice, RTO and your administration staff share a common understanding of all requirements leading to the completion of the apprenticeship.

For apprentices

You will need to participate in a pre-training review and assist in the development of a Training Plan that your employer, registered training organisation and you will sign. You will then need to participate in training as agreed.

Why does the Training Contract still nominate a time for completion?   

Training Contracts will continue to include a notional completion date, termed a ‘nominal duration’. The nominal duration assists the planning process for apprenticeships.  However, under competency based completion this duration is not binding. Some apprentices will complete earlier, some later than the nominal duration.

The actual end date for the contract is whatever is the date that the employer confirms in writing that the apprentice has demonstrated in the workplace the final competencies required for the qualification. If the apprentice needs time to achieve competency beyond the nominal duration, the contract can be extended on the agreement of all parties. 

For more information contact the Higher Education and Skills service:

Apprenticeship Administration Information Line, Higher Education and Skills
Tel: 1300 722 603

Can I still get time credit for my previous training or experience?

Yes. Time credit can still be granted against the nominal duration where this is agreed between the apprentice and the employer at the start of your new contract. The amount of credit should be noted in calculating the nominal duration, so that everyone is in agreement about your entitlements. 

For advice regarding any possible wage implications you will need to contact Fair Work Australia.

Fair Work infoline
Tel: 13 13 94
Additional information is available from the Fair Work Ombudsman website.

How will pre-apprenticeship credits be applied in competency based completion arrangements?

Existing time based credits will continue to apply on the nominal duration and noted at the start of the apprenticeship. 

What credit arrangements apply to school-based apprenticeships and traineeships (SBATs)?

Where a student has completed a Certificate II as an SBAT and then wants to start a Certificate III apprenticeship or traineeship then normal credit transfer arrangements apply.

Students undertaking a Certificate III School Based Apprenticeship will also receive a time credit of 50% of the time served in their SBAT towards completion of a full time apprenticeship in the same qualification. This should assist in establishing their progress towards achieving their first year.

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Training plan

A Training Plan is developed and agreed at the start of an apprenticeship setting out the apprentice’s training and assessment arrangements. It is an important document that the employer, apprentice and RTO must sign and provides a record of intent and progress during the apprenticeship.

This is a different document to the Training Contract which is the formal agreement between the employer and the apprentice.

What is a Training Plan?   

Anyone commencing an apprenticeship must have a Training Plan that is developed by the RTO in negotiation with the employer and the apprentice.

The Training Plan details the agreement between the RTO, the employer and the apprentice about the apprentice’s training. It forms the basis of the methods and timing of contact between employer and RTO in order to determine the apprentice’s progression against competencies.

When does the Training Plan have to be developed?   

The apprentice’s training should be commenced as soon as possible after enrolment and a Training Plan must be completed preferably before training commences but no later than four weeks after training commences.

What is my role in developing the Training Plan?   

Each of the three parties involved in an apprenticeship have a role in developing the Training Plan.

For RTOs

You are responsible for the development of the Training Plan. This means conducting a pre-training review, consulting with the employer and apprentice to find the best possible program to meet both the employer and apprentice’s needs. You are also required to sign the Training Plan documenting your agreement.

For employers

You are responsible for working with the RTO and the apprentice to develop a Training Plan that meets the apprentice and your needs, and are required to sign the plan to signal your agreement.

For apprentices

You are required to discuss the Training Plan with your employer and RTO and to sign the plan to signal your agreement.

What does signing the Training Plan mean?   

It means that all parties (RTO, employer and apprentice) have agreed to all of the details contained in the plan.

For employers, it means that you have agreed to the details in the training plan and have committed to provide feedback to the RTO when they contact you as agreed. It also signifies that you have understood that when the apprentice has completed the final competencies, and you have confirmed their competence in writing to the RTO, they have completed their apprenticeship.

What is a pre-training review?

A pre-training review is a meeting between the RTO and apprentice that considers the current skills and abilities that an apprentice brings into the apprenticeship and informs the development of the Training Plan by the RTO.

It may involve the employer, but is often a meeting between the RTO and the apprentice to identify specific skills that need to be included to meet the employer’s workplace needs and the apprentice’s qualification requirements. The pre-training review will help decide the training and assessment options available to the apprentice in order to complete their qualification.

This could include building an understanding of specific training that may need to be provided by the RTO if the apprentice’s workplace does not offer coverage of particular work functions required as part of the qualification.

Should the RTO and employer agree on how and when feedback will be given on the competency of the apprentice?

Yes. This agreement should be made as part of the Training Plan.

Specific detail for each party is included below:

For registered training organisations

You should ensure that you have negotiated an agreed time for the employer’s feedback on an apprentice’s competence and may note this time in the relevant section on the Training Plan prior to the Plan being signed.

The purpose of agreeing to a time for feedback to the RTO on the competency of the apprentice is to allow for a reasonable period for the employer to confirm the competence of the apprentice. Prompt feedback allows both the employer and the RTO to make adjustments to the apprentice’s training if necessary.

For employers

You should ensure that you have negotiated an agreed time for your feedback on an apprentice’s competence and have this time noted in the relevant section on the Training Plan prior to the Plan being signed.

The purpose of agreeing to a time for feedback to the RTO on the competency of the apprentice is to allow for a reasonable period for you to confirm the competence of the apprentice. Prompt feedback allows both the employer and the RTO to make adjustments to the apprentice’s training if necessary.

For apprentices

Apprentices should be aware of the agreed timeframe for their employer to provide feedback on their competency to the RTO as outlined in their Training Plan.

Does the Training Plan have to be signed after the completion of every unit of competence? 

No. The Training Plan does not have to be signed after each unit of competence is completed. However it can be signed at key stages or clusters of units, and at completion of the last unit required for the qualification as evidence of agreement of the achievement of competence by the apprentice.

Alternatively, RTOs and employers may agree to confirm the apprentice’s workplace performance at the end of clusters as part of their four contacts per year and note this on the Training Plan or in written records. 

Before completing the Training Plan and Training Contract, RTOs must receive written advice from an employer confirming the apprentice has achieved competence in the units required in the workplace.

Who keeps the Training Plan?

RTOs are responsible for keeping the Training Plan and the employer and apprentice should also retain a copy.

Can the Training Plan be changed?

Yes. If circumstances change (for example the apprentice is ill, or the workplace access to equipment changes) the Training Plan will need to be updated to accommodate the changes. The changes will have to be agreed to and signed by all parties.

Is there a sample Training Plan for my trade?   

The Training Support Network (TSN) website has free resources for RTOs to use – this includes a substantial number of sample Training Plans for apprenticeship qualifications.  Free templates on the TSN can be used to create a customised Training Plan to meet RTOs, employers’ and apprentices’ needs.

Visit the TSN website

Do the rules differ for school-based apprenticeships under competency based completion?

No. Competency based completion requirements apply to all apprenticeships including those under school-based arrangements. 

However RTOs in conjunction with employers and apprentices need to consider the capacity of a school based apprentice in developing, practicing and achieving complex skills to the required industry standard within the time frame available as part of school based arrangements. This means that the Training Plan should reflect a selection of units that all three parties think is reasonable for the apprentice to demonstrate in the workplace so that the employer can confirm achievement, within the time frames for reporting as part of the relevant senior secondary certificate.

The Victorian Curriculum and Assessment Authority (VCAA) advises that in order to ensure that vocational education and training (VET) unit completion results are included in a students final result for the current year the results will need to be entered on the VASS (Victorian Assessment Software System) of the home school of the student by the date of the Enrolment 5 file (November 21, 2011).

Changes or additions to unit results may be made after this date by applying for an amendment on the appropriate form, however it should be noted that they may not be included in the students Statement of Results. This may impact on the awarding of the Victorian Certificate of Education (VCE) or Victorian Certificate of Applied Learning (VCAL) and subsequent calculation of their ATAR (Australian Tertiary Admission Rank) by VTAC (Victorian Tertiary Admissions Centre).

Processing of an application for amendment for late results will be undertaken as quickly as possible by the VCAA however no actual time can be provided.

Schools will need to monitor a student undertaking a school based apprenticeship from an early stage to ensure that they are not relying on the completion of all identified VET units within a current year’s training plan in order to satisfy the requirements of the VCE or VCAL.

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Implementation and progress

Under their agreement to deliver government subsidised training, the RTO must make a minimum of four contacts per year with the employer to discuss the apprentice’s progress and obtain confirmation from the employer (in writing) that they agree with RTO assessments of competency which have been conducted. These contacts can be documented in the Training Plan.

If the training is fully workplace based the RTO must make four face to face visits per training year, and these must be verified by the signature of the employer/workplace supervisor and apprentice/trainee and dated.

What happens during training delivery?   

Under their agreement to deliver government subsidised training, RTOs are required to:

  1. provide training in the Approved Training Scheme nominated on the Training Contract to full time or part time Apprentices/Trainees;
  2. make a minimum of four contacts per year with the employer to discuss the Apprentice/Trainee’s progress against the training plan; and obtain employer confirmation in writing (including e-mail or a written record of a conversation) that they agree with any RTO assessments of competency which have been conducted. The assessments should be grouped around completions of logical clusters of competencies rather than for completion of any individual competency (if the employer is a Group Training Organisation (GTO), final sign-off must be from the GTO, not the host employee);
  3. make all reasonable provisions for the Apprentice/Trainee to achieve all competencies required for the Structured Training identified in the Approved Training Scheme within the nominal duration of the Training Contract;
  4. advise the Apprentice/Trainee and their employer, that an application for an extension to the term of the Training Contract must be made if they are unable to complete the Structured Training prior to the nominal completion date of the Training Contract (this application should be lodged via the relevant AAC);

Who is responsible for ensuring the apprentice is enrolled with an RTO and when is enrolment due?   

The employer is responsible – and has three months after the date of commencement of the Training Contract to ensure the apprentice is enrolled at an RTO. The training can then commence either on or off the job to suit the needs of the business and the apprentice.

How many times will the RTO contact an employer?

The RTO must make a minimum of four contacts per year with the employer to discuss the apprentice’s progress and obtain their confirmation in writing that they agree with any RTO assessments of the apprentice’s competency which have been conducted.

These contacts will be documented in the Training Plan. If the training is fully workplace based, the RTO must make four face to face visits per training year verified by the signature of the employer/workplace supervisor and apprentice/trainee and dated.

How and when will feedback be given on the competency of the apprentice?

The RTO must contact the employer a minimum of four times per year to provide information on the progress of the apprentice and/or seek confirmation of their competence. This contact can be in a number of ways (for example in writing, a visit, or by telephone).

The employer will be asked to confirm the competency of the apprentice against a group or cluster of units of competency. The final confirmation from the employer must be provided in writing from the employer and confirm that the employer understands that their confirmation of the final competencies will end the apprenticeship.

What do I do if the employer hasn’t responded to RTO queries about an assessment decision after the agreed time has elapsed?   

The RTO should continue to try to contact the employer, if there is still not a response initiate the issue resolution process outlined below.

What do I have to do if I am a host employer for a group training organisation (GTO)?   

The GTO is responsible for providing confirmation of workplace performance of the apprentice. To do this they will need to discuss the performance of their apprentice with their host employers. This arrangement needs to be confirmed as part of the Training Plan discussion at the start of the apprenticeship.

What record does the employer have to keep about the contacts made by the RTO?   

The employer doesn’t have to keep a record of the contacts made by the RTO however it is good practice to retain copies of letters concerning competency of their apprentice or Training Plan updates. In addition it can be helpful to note down any phone calls or meetings that the employer has with the RTO.

What rules apply if I am delivering a competency based apprenticeship program fully in the workplace?

RTOs providing fully workplace based delivery of apprenticeships are required to follow the rules for competency based completion and for fully workplace based programs. This means making monthly contacts, including at least four face to face visits per year with the employer and apprentice. Any of these visits/contacts can be used to meet the requirement of four contacts per year for feedback concerning the apprentice’s progress for competency based completion purposes.

What information is available to help me?   

Skills Victoria has a number of useful documents available that outline how apprenticeships work. These include:

For RTOs

The Training Support Network (TSN) website has free resources for RTOs to use – this includes a substantial number of sample Training Plans for apprenticeship qualifications. Free templates on the TSN can be used to create a customised Training Plan to meet RTOs, employers and apprentices’ needs.

Visit the TSN website

For employers

Industry Associations may have documentation available to employers and apprentices. Australian Apprenticeship Centres are able to supply an employer booklet that explains apprenticeship arrangements. RTOs often have work log books that assist the apprentice and the employer document the apprentice’s progress in the workplace.

Does an RTO have to obtain employer confirmation of competency where the training and assessment of a module/unit was fully undertaken at an RTO via simulations?   

No. In this case the employer is not required to provide confirmation of competency as they do not cover these work activities.

The Training Plan details the expectations of where the training for each unit of competence within the apprentice’s qualification will take place.

If a workplace cannot provide training on the job for a unit of competence then the Training Plan should show that the unit will be delivered and assessed in a simulated setting at the RTO. 

How will competency be assessed?   

Competency can be assessed by the RTO in a variety of ways including a mix of practical exercises, work observation and theoretical tests.

It is critical that employers also consider how and when they will provide the apprentice with the opportunity to demonstrate their competence in the workplace.

Does an RTO need to chase a previous employer to get their sign off?   

Maybe. If an apprentice changes employer, but stays with the same RTO then that RTO will have to obtain confirmation of competence from the previous employer if the apprentice is seeking credit transfers for skills already achieved and recognised by a previous training provider.

However, if the apprentice changes employer and RTO, the new RTO will not have to obtain confirmation of competence from the previous employer.

Changing employers and RTOs during an apprenticeship will require a new Training Contract to be developed. As part of this process an Apprenticeship Field Officer will contact the employer and apprentice to help ensure that the new arrangements are suitable to meet the apprentice’s skill needs to achieve the competencies for the qualification. 

Does the RTO need to confirm competence of the apprentice with the employer if the apprentice undergoes recognition of prior learning (RPL) or credit transfer into the trade qualification?   

In the case of a credit transfer there is no requirement to seek confirmation of competency from the previous employer as this should have been undertaken by a previous RTO.

However, employer confirmation of competency is required for RPL because this is an assessment conducted by the RTO within an apprenticeship.

Both credit transfer and RPL assessment should be discussed between the RTO, employer and apprentice in developing the Training Plan.

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Completion of an apprenticeship

A key feature of the implementation of competency based completion in Victoria is a strengthening of the collaboration between registered training organisations and employers in supporting an apprentice’s progress and jointly confirming their achievement of competence.

When and how is the apprenticeship completed?

Completion occurs when the RTO receives written confirmation from the employer that the apprentice has demonstrated any remaining competencies and they understand that their confirmation of the final competencies will end the apprenticeship.

There is no set form to complete for this final confirmation, although it can be done by signing off on the Training Plan.

For RTOs

RTOs must ensure that clear advice has been provided to the employer that this confirmation completes the training contract (Apprenticeship/Traineeship). When the RTO has received the confirmation from the employer, the RTO will enter the information into the apprenticeship database, known as DELTA.

Skills Victoria will then write to both the employer and the apprentice, confirming that the apprenticeship is completed.

The qualifications issued must include the words "obtained under an approved Victorian Government Apprenticeship or Traineeship training scheme”, and that DELTA is updated to the status of 'completed' and the date of completion entered. The completion date is the date of confirmation by the employer.

What does it mean if the apprenticeship is completed (on DELTA)?

Completion has wage implications for the apprentice and the employer.

Completion of the apprenticeship means the apprentice is entitled to employment conditions as detailed in the relevant Award. 

For information on the relevant Award contact Fair Work Australia:

Fair Work Infoline 
Tel: 13 13 94
Further information is available from the Fair Work Ombudsman website.

Is there a wage implication on completion of the apprenticeship?

Yes. On completion of the apprenticeship, the apprentice is entitled to the conditions for a qualified tradesperson as detailed in the relevant Award. 

For information on the relevant Award contact Fair Work Australia:

Fair Work Infoline 
Tel: 13 13 94
Further information is available from the Fair Work Ombudsman website.

What if the apprentice does not develop competence before the nominal completion of the Training Contract?

If the apprentice/trainee has not obtained competence by the nominal completion date the RTO should advise the employer and apprentice/trainee and they may agree to extend the term of the training contract.

This can be arranged by the employer contacting their Australian Apprenticeships Centre.

RTOs are able to run a report from DELTA of all their apprentices/trainees nearing their nominal completion date.

Does finishing structured training/trade school complete the apprenticeship?

No. The apprenticeship cannot be completed until all the competencies of the structured training have been achieved and the employer has returned written confirmation of the apprentice’s competence as an employee in the workplace to the RTO.

What if all parties don’t agree about the apprentice being competent?

As would have happened prior to competency based completion, if the apprentice is not assessed by the RTO as competent then further training or experience in the relevant competencies may be required – either on or off the job – before the apprentice is considered competent.

Similarly, if the employer does not think that the apprentice has demonstrated the competencies necessary to complete their qualification, then the RTO and apprentice may agree with the employer on further training or experience in the relevant competencies.

Failing agreement on a way to demonstrate competency to the satisfaction of the RTO and employer, the employer or apprentice should contact an Apprenticeship Field Officer by calling th Higher Education and Skills service:

Apprenticeship Administration Information Line, Higher Education and Skills
Tel: 1300 722 603.

The process for competency based training and completions, including issue resolution, can be found on the Competency Based Training and Completion page of this website.

How will I know when the apprenticeship is completed?

For employers

Employers will receive a letter from Higher Education and Skills confirming the completion of the apprenticeship. 

For apprentices

Apprentices will receive a certificate from their RTO that details the relevant Australian Qualifications Framework (AQF) qualification including the words "obtained under an approved Victorian Government Apprenticeship or Traineeship training scheme”.

Apprentices will also receive a letter from Higher Education and Skills confirming the completion of the apprenticeship. Apprentices can receive a Confirmation of Completion Certificate which identifies their trade if they apply to VETASSESS.

For more information visit the VETASSESS website.

What if the apprentice loses the job before completion of the apprenticeship?

The apprentice can continue their structured training with their RTO.

If the apprentice completes their training outside an apprenticeship their certificate can be issued for the qualification but without the words "obtained under an approved Victorian Government Apprenticeship or Traineeship training scheme”. This means they have attained the same qualification as a completing apprentice but are not counted as having completed an apprenticeship.

If the apprentice finds a new employer a new Training Contract is required.

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Issue resolution process

The Victorian Skills Commission has approved a mechanism for addressing issues where the RTO, employer or apprentice have different views of an apprentice’s progress and competence.

This issue resolution process allows all parties to present their information and negotiate an agreed outcome.

Apprenticeship Field Officers are available to help resolve issues, can be contacted by calling the Skills Victoria service:

Apprenticeship Administration Information Line, Higher Education and Skills Tel: 1300 722 603

Who do I contact if there is a dispute about an apprentice’s competence?

As would have happened prior to competency based completion, if the apprentice is not assessed by the RTO as competent then further training or experience in the relevant competencies may be required – either on or off the job – before the apprentice is considered competent.

Similarly, if the employer does not think that the apprentice has demonstrated the competencies necessary to complete their qualification, then the RTO and apprentice may agree with the employer on further training or experience in the relevant competencies.

Failing agreement on a way to demonstrate competency to the satisfaction of the RTO and employer, the employer or apprentice should contact an Apprenticeship Field Officer by calling the Higher Education and Skills service:

Apprenticeship Administration Information Line, Higher Education and Skills
Tel: 1300 722 603

What opportunity is there for the employer to present their position on the apprentice’s competence and/or completion?

RTOs are required to obtain written confirmation of the apprentice’s competence in the workplace before the apprenticeship can be completed.

Employers will be contacted regularly by the RTO throughout the apprentice’s training to determine their competence. The final part of this involves the employer writing to the RTO confirming the apprentice’s competence.

This process is agreed to by both the employer and the RTO when the Training Plan is developed.

Apprentices will have a number of opportunities to discuss their progress and competency development with their RTO and employer throughout the apprenticeship. If there is difference of opinion regarding competence, an issue resolution process is available.

What is the role of an Apprenticeship Field Officer in an issue resolution process?

If agreement on a way for the apprentice to demonstrate competency to the satisfaction of the RTO and employer cannot be reached, any party can contact an Apprenticeship Field Officer to facilitate further discussion and manage options for resolution. Contact the Higher Education and Skills service:

Apprenticeship Administration Information Line, Higher Education and Skills
Tel: 1300 722 603

If the issue is not resolved by working with an Apprenticeship Field Officer, the parties will be referred to either an independent third party such as VETASSESS or to a Victorian Skills Commission delegate to conduct a proceeding to resolve the issue.

Proceedings to resolve apprenticeship Issues are designed to reach a decision on the status of the training contract. More information on Proceedings can be found on the How to Deal With Problems page of this website.

The process for competency based training and completions, including issue resolution, can be found at on the Competency Based Training and Completion page of this website.

How long does the issue resolution process take?

It depends on the nature of the issue.

The issue resolution process can vary from three days to four to six weeks if the issue needs to be resolved by a Proceeding.

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Competency based wage progression

In some industries parties have agreed through their Award that apprentices will receive a wage increase when they reach an identified competency based wage progression point.

The employer must then increase the apprentice’s wages in accordance with the provisions of their Award, which is the industrial agreement under which employment conditions are defined.

The progression arrangement has been agreed in the Engineering and Automotive industries and may relate to other industries as their Awards change.

What are competency based wage progressions?

Competency based wage progressions are when an apprentice completes a progression point by achieving a number of competencies, and they may be entitled to a wage increase.

Where competency based wage progressions exist, the RTO is required to notify employers when the apprentice reaches any of the identified competency based wage progression points. The employer may then increase the apprentice’s wages in accordance with the provisions of the Modern Award.

Are there competency based wage progressions in my trade?

Maybe. In Victoria, competency based wage progression arrangements have been agreed in the Engineering and Automotive industries and may relate to other industries as their Awards change.

Time based wage progressions remain applicable in any industry that does not have competency based wage progression in their Award. Time based wage progressions remain may also be available as a fall back for slower performing apprentices in trades with competency based wage progression.

For information about the Awards visit Fair Work Australia website or call:

Fair Work Australia
Tel: 1300 363 264 

More information is available on the Fair Work Ombudsman website or call:

Fair Work Infoline
Tel: 13 13 94 or through your Industry Organisation.

How does competency based completion operate where there are competency based wage progressions arrangements?

For apprenticeships where competency based wage progression arrangements apply, the RTOs must:

  1. Notify the employer immediately, in writing, when the Apprentice / Trainee attains any point of progression linked to a competency progression point;
  2. Provide clear advice to the employer that final confirmation of the final competencies for the qualification completes the Training Contract.

This same advice may be provided from time to time if other industries elect to adopt competency based wage progression.

Do any different documents need to be signed?

The same documents apply as other apprenticeships, however the RTO will notify the employer in writing when the apprentice/trainee attains any point of progression linked to a wage progression point.

Who can give advice on wage progression?

RTOs can only refer the employer and the apprentice to Fair Work Australia or their relevant Industry association as detailed in the sample Training Plans.    

More information is available on the Fair Work Ombudsman website or call:

Fair Work Infoline
Tel: 13 13 94

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Reporting by registered training organisations

Competency based completion training activity needs to be reported correctly by RTOs contracted to provide government subsidised training.

How should I report Enrolment Activity End Dates for unit of competency which have competency based completion requirements?

When developing the Training Plan for an individual student’s enrolment in a qualification or course, RTO's are required to describe training activity end dates for each unit of competency being delivered. These end dates are reported to Higher Education and Skills as part of the Victorian VET Student Statistical Collection through the Skills Victoria Training System (SVTS) and are reported in the “Enrolment Activity End Date” data element. Consistent with national and Victorian data requirements including the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS), each Enrolment Activity End Date must include all training delivery and all assessment activities. For apprentices, this includes employer confirmation of RTO assessment decisions. The Training Plan that is agreed between the employer, RTO and apprentice at the start of the apprenticeship should ensure that there is reasonable time within the reported end date for this employer confirmation process. 

Providers may vary the Enrolment Activity End Date as delivery progresses as the provider has a more accurate estimation of the final end date. The Enrolment Activity End Date can be bought forward if competency and sign off is achieved earlier than originally reported. Or, if through regular contact with an employer, the RTO has received feedback that the apprentice skills are developing at a pace slower than anticipated, then the Training Plan can be amended and the Enrolment Activity End Date reported for each unit adjusted accordingly.

What Outcome Identifier – National code should I report for a unit requiring  competency based completion?

While delivery is progressing, RTOs should use either Outcome Identifier – National code 90 if the anticipated Enrolment Activity End Date is in the current year, or Outcome Identifier – National code 70 if the Enrolment Activity End Date is a following year.

Where competency based completion arrangements are in place, a final outcome (eg 20 Competent or 30 Not Competent) should only be submitted after employer sign off is provided.

RTOs should also ensure that they do not provide results of final outcomes to apprentices prior to receiving employer confirmation in consideration of action they may need to take if an employer responds negatively to the confirmation request.

What do I report if the Enrolment Activity End Date has passed and the apprentice has not yet been assessed as competent?

If the anticipated Enrolment Activity End Date is approaching, or has passed, and employer sign off has not yet occurred, you will need to determine what action is needed to help the student achieve competency. This may require an extension to the  Enrolment Activity End Date for the unit of competency to allow further time for the student to develop and demonstrate the skills required to be confirmed by the employer and to receive employer confirmation. The Enrolment Activity End Date can continue to be updated so that it reflects when competency is confirmed.

  1. If the revised Enrolment Activity End Date  is still in the current year, you would report the unit with Outcome Identifier – National code 90 until the final outcome for the competency (including both RTO assessment and employer confirmation) is determined. From that time, for the remainder of the current collection year, report the final Enrolment Activity End Date and report the final outcome for the unit, usually “Competency Achieved” (code 20) or “Competency not achieved” (code 30).
  2. If the revised Enrolment Activity End Date  is in a future year, you would report the student with Outcome Identifier – National code 70 for the remainder of the current collection year. When you reach the collection year relevant to the revised Enrolment Activity End Date, you need to follow the reporting arrangements outlined in (i) above.

Changes to Enrolment Activity End Dates will need to be reflected in the student’s Training Plan. You should discuss this action with the employer and the apprentice and record their agreement.

More detail on Skills Victoria Training System (SVTS) reporting requirements can be found in the Business Rules published in the current version of the Victorian VET Student Statistical Collection Guidelines available on our Corproate website.

What codes do I use for the final annual data submission if the employer has not yet confirmed competency? 

In the final data submission to SVTS for any given year, all unit enrolments must be reported with a “valid” final outcome.

If employer sign off has not occurred by the date on which you submit your  final submission for the collection year, then the Enrolment Activity End Date needs to be extended into the next year to allow time for employer signoff. In this scenario, you would need to revise the end date to the following collection year, and change the Outcome Identifier – National to code 70 in your final submission for the current year to indicate that the unit has not yet been finalised.

If you report a unit in your final submission for a collection year with an Enrolment Activity End Date in the current collection year, and with a final outcomes are “Competency Achieved” (code 20) or “Competency not achieved” (code 30), in the absence of employer confirmation your information will be incorrect. Given that it is the final submission for a collection year you will not be able to correct  this via the SVTS in the following year.

What additional learning can an apprentice undertake to develop competence and how should this be reported?

If an apprentice needs an additional learning program to support their competency development, then an RTO can extend the hours delivered for the unit within the maximum nominal hours for the qualification or re-enrol the apprentice in the required unit in accordance with the qualification rules.

Note: SVTS will pay for re-enrolments in units which have previously been attempted and assessed as “Competency not achieved” (code 30) providing that the additional hours do not cause the total hours to be paid for the apprentice’s enrolment in the qualification to exceed the maximum nominal hours payable for that qualification.

In extreme circumstances, where further re-enrolment will result in the apprentice’s overall enrolment in the qualification exceeding the maximum nominal hours payable for that qualification, the option remains for the RTO to conclude the enrolment in the qualification, and offer the individual the opportunity to commence a new enrolment (involving relevant credit transfer arrangements and the levying of fees).

Report additional units using the same business rules as used for all other enrolments consistent with the Victorian VET Student Statistical Collection Guidelines.

Does the evidence required to pass the Invalid Enrolment (IE) Audit include the evidence collected by RTOs from employers of their apprentice's workplace performance?

No. Invalid Enrolment audits are designed to ensure that the documented learning program was conducted by the RTO and that the RTO has evidence of participation in the reported training. 

Accepted types of evidence of participation are as described in the Service Agreement. Whilst not included as a stand alone form of evidence of participation, employer confirmation of competence may however assist an auditor in forming a judgement as to the broader engagement of an individual in training and assessment activity. 

Will RTOs be audited for competency based completion arrangements?

All government funded training will be audited for compliance with the Service Agreement between Higher Education and Skills and the RTO. This includes training associated with competency based completion arrangements for delivery under a contract of training. This currently includes a requirement for RTOs to make a minimum of four contacts per year with the employer in person, in writing or electronically to discuss the apprentice’s progress against the Training Plan and obtain employer confirmation in writing (including email) of the apprentice’s competence in the workplace..

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Last Updated: 28 March 2012

 

 

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