Candidate’s Kit: Guide to assessment in New Apprenticeships

Candidate’s Kit:

Guide to assessment in

New Apprenticeships*

The Training Package Assessment Materials Project is an initiative of
the Australian National Training Authority with funding provided by
the Department of Education, Training and Youth Affairs.

The project has been established to support high quality and consistent assessment
within the vocational education and training system in Australia.

* (also know as apprenticeships or traineeships in some States and Territories)

This package was developed by:

PDF Management Services Pty Ltd, Learning Works Pty Ltd and EDA Pty Ltd

with support from the Department of Employment, Training & Youth Affairs (DETYA), the Australian National Training Authority (ANTA) and Vocational Education and Training Assessment Services (VETASSESS).

DEPARTMENT OF EDUCATION,

TRAINING AND YOUTH AFFAIRS

© Commonwealth of Australia 2001

This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced without prior written permission. However, permission is given to trainers and teachers to make copies by photocopying or other duplicating processes for use within their own training organisation or in a workplace where the training is being conducted. This permission does not extend to the making of copies for use outside the immediate training environment for which they are made, nor the making of copies for hire or resale to third parties. Requests and inquiries concerning other reproduction and rights should be directed in the first instance to the Director, Training Reform Section, Department of Education, Training and Youth Affairs, GPO Box 9880, ACT 2601.


The work has been produced initially with the assistance of funding provided by the Department of Education, Training and Youth Affairs through the Australian National Training Authority. However the views expressed in this version of the work do not necessarily represent the views of the Minister for Education, Training and Youth Affairs or the Commonwealth. The Commonwealth does not give any warranty nor accept any liability in relation to the contents of this work.

Published on demand by Australian Training Products Ltd (ATP)

Level 25/150 Lonsdale Street, Melbourne, VIC, Australia, 3000

Telephone: : + 61 3 9655 0600, Facsimile: +61 3 9639 4684, Email:

Printed by Document Printing Australia, Melbourne, Australia

ATP Stockcode: 1700105R

ISBN: 0 642 25441 9

First published in July 2001

Foreword

This guide is one of a suite of ten guides developed in the Training Package Assessment Materials Project. The project was one of several initiatives managed by the Australian National Training Authority (ANTA) and funded by the Department of Education, Training and Youth Affairs (DETYA) to facilitate the implementation of Training Packages and in particular New Apprenticeships.

The guides in this Training Package Assessment Materials Project aim to provide assessors and managers of assessment processes within the vocational education and training (VET) sector with a range of practical tools and resources for improving assessment practices in both on-and off-the-job situations. The ten guides are:

Guide 1:Training Package assessment materials kit

Guide 2:Assessing competencies in higher qualifications

Guide 3:Recognition resource

Guide 4:Kit to support assessor training

Guide 5:Candidate's Kit: Guide to assessment in New Apprenticeships

Guide 6:Assessment approaches for small workplaces

Guide 7:Assessment using partnership arrangements

Guide 8:Strategies for ensuring consistency in assessment

Guide 9:Networking for assessors

Guide 10:Quality assurance guide for assessment.

Each guide is designed to cover a broad range of industries and VET pathways, with relevance to workplace assessors as well as those working in off-the-job and VET in Schools programs.

The Training Package Assessment Materials Project was completed prior to the review and redevelopment of the Training Package for Assessment and Workplace Training. The project managers and writing teams worked closely with National Assessors and Workplace Trainers (NAWT), a division of Business Services Training, to ensure that the material contained in these guides is in line with future developments in the Training Package. Consequently the Guides do not make direct reference to the units of competency in the Training Package for Assessment and Workplace Training.

The project managers and the writing teams would like to thank all the individuals and organisations who generously provided advice, case study materials, assessment tools and their time to review and pilot these materials.

TABLE OF CONTENTS

Foreword......

1.About the Candidate’s Kit......

Introduction......

The Candidate’s Kit......

Benefits of using the Candidate’s Kit......

How to use the Candidate’s Kit......

When to use the Kit......

Plan who is going to provide the Kit......

Requests from candidates......

Using the CD-ROM to produce the Kit......

Standard (PDF) Candidate’s Kit......

Customised Candidate’s Kit......

2.Candidate’s Kit...... 21

Appendix A: Glossary......

© 2001 Department of Education, Training and Youth Affairs1

Candidate’s Kit: Guide to assessment in New Apprenticeships

1.About the Candidate’s kit

Introduction

This guide comprises two key sections:

  • how to use the Candidate’s Kit
  • an assessment guide for candidates undertaking New Apprenticeships (the Candidate’s Kit)

In addition, the Training Package Assessment Materials Project CD-ROM contains both sections of the guide as well as customisable versions of:

  • the front and back covers of the Candidate’s Kit (to allow ‘badging’ by the user)
  • the ‘Request to the RTO’ form from the back of the Candidate’s Kit.

The Candidate’s Kit may be distributed and used by:

  • coordinators and assessors working in Registered Training Organisations (RTOs)
  • employment consultants and field staff in New Apprenticeships Centres (NACs)
  • advisors and client service personnel within State and Territory Registering Bodies
  • human resource personnel in enterprises that coordinate their own New Apprenticeships
  • assessors and personnel in Group Training Companies
  • employment consultants, working within the Job Network, who are supporting New Apprentices.

The Candidate’s Kit

The Candidate’s Kit is designed to help candidates understand the assessment process and requirements of their New Apprenticeship.

New Apprenticeships are also known as apprenticeships and traineeships in some States and Territories. The target audience for the Candidate’s Kit is New Apprentices and trainees who may be either existing workers, new employees or senior secondary school students in part time school based New Apprenticeships. The Candidate’s Kit will also be of use to employers and other workplace personnel who deal with New Apprentices and trainees, such as supervisors, coaches and team leaders.

The Candidate’s Kit provides the New Apprentice with clear, straightforward information on:

  • the meaning of competency based assessment within New Apprenticeships
  • competency standards, Training Packages and qualifications
  • the assessment process
  • evidence and how to gather evidence
  • getting feedback from the assessor and employer/supervisor.

The Candidate’s Kit focuses on assessment. It does not aim to provide all information on New Apprenticeship requirements and guidelines or the regulations concerning Training Agreements. The Kit is designed to follow the events relating to the assessment process that a candidate will encounter as the New Apprenticeship proceeds.

To provide a better understanding of assessment in New Apprenticeships, the Kit uses a simplified depiction of the process (see the diagram on the following page).

The Candidate’s Kit not only provides information to the candidate, it also encourages the candidate to play a proactive role in the assessment process. Suggestions regarding the action that can be taken or the questions that the candidate may ask are included throughout the Kit. The candidate is encouraged to:

  • show the Kit to employers/supervisors and use it to engage them in the assessment process
  • actively use the Kit at each stage of the assessment process
  • plan assessment and training collaboratively with the assessor and employers/supervisors.

The Kit has a section titled ‘Requesting action and information’ which details how a candidate can seek specific information from the RTO. This section aims to:

  • increase the candidate’s involvement in the assessment process
  • keep the RTO informed of the candidate’s progress
  • provide ongoing contact between the assessor and the candidate.

The following example is an extract from the Kit.

READ THROUGH THE CANDIDATE’S KIT

Take the time now to read through the Kit. Become familiar with its content and style. It is aimed at someone who does not yet understand New Apprenticeships or assessment.

Benefits of using the Candidate’s Kit

Benefits to the candidate

A candidate who asks questions, plans assessment with the assessor and actively gathers evidence will feel more confident about the assessment process and will have a greater sense of ‘ownership’ and commitment to the New Apprenticeship. This will set a foundation for lifelong learning, increased skills and abilities and increased confidence in the workforce.

Benefits to the RTO

The Kit provides a focus for the RTO and candidate to work together to make sure they have a common understanding of what is expected in the assessment process and the roles of those involved. It helps the RTO to structure and explain each stage of the assessment process including planning, organising on- and off-the-job activities, gathering evidence and providing feedback.

The Kit may also present some challenges to the RTO. As the candidate will be better informed about the assessment process after reading the Kit, there may be additional demands made on the RTO. Assessors should read the Candidate’s Kit thoroughly to ensure they can provide candidates with the necessary information.

Benefits to the NAC

The Candidate’s Kit provides information that can help the NAC to market and sell New Apprenticeships to potential candidates and employers. It can also be used by staff within the NAC to clarify their understanding of the assessment process.

The provision of the Kit early in the New Apprenticeship will help to explain the assessment process and may prevent some early withdrawals from New Apprenticeship programs. A greater number of completions means increased revenue and improved outcomes for the NAC.

GETTING STARTED

One RTO working nationally delivers New Apprenticeship programs to existing workers. The RTO plans the delivery arrangements with the employer before sign-up. After the employees are briefed and offered the opportunity to gain a qualification through a New Apprenticeship pathway, the NAC representative completes the sign-up procedures. On the same day, the employees who have signed up to a New Apprenticeship undertake an induction with the RTO. The induction covers selecting units of competency, providing Recognition starter kits and providing information about the RTOs policies and procedures (including their Code of Conduct and appeal procedures). The candidates then have eight weeks to review information they have received and undertake a self-assessment for the Recognition process prior to the next RTO visit.

The candidates report that the information they receive is timely and relevant. The feeling that all parties are working together encourages greater commitment to the New Apprenticeship. The benefits to the RTO and the NAC are reduced withdrawals, clearer understandings between all the parties and better use of the probationary period of the New Apprenticeship.

Benefits to the employer

An informed candidate is better able to work with supervisors/employers to ensure the assessment process runs smoothly. The Kit encourages the candidate to work with the assessor and supervisors/employers to plan and organise the timing and location of the assessment. This means less disruption in the workplace and avoids the risk of potential misunderstandings.

WHAT CAN BE ACHIEVED

A large Tasmanian community care organisation, providing aged and disability care to people in their homes, decided to have their support worker staff qualified by enrolling them in a New Apprenticeship program for Certificate III in Community Services (Aged Care Work).

After the RTO delivered the program, the employer noted a reduction in workplace injuries, improved customer feedback (about the quality of the care) and improved motivation of the staff. The employer is now able to promote the fact that the organisation has qualified staff to their funding bodies.

Who else might benefit from the Kit?

The Candidate’s Kit is also useful to anyone who is trying to gain an overview of assessment, especially from the candidate’s point of view. It is therefore useful for:

  • assessors, trainers and teachers who might not be fully familiar with all aspects of assessment
  • family members and mentors of the candidate
  • personnel working to support job seekers within the Job Network or related programs in New Apprenticeships
  • other staff supporting New Apprentices, eg administration support staff.

DEVELOPING RTO AND NAC STAFF

RTOs and NACs can take advantage of the Kit to develop greater awareness among their team about assessment – especially from the candidate’s perspective. Use the Kit as part of a professional development activity or as a discussion starter to analyse how your organisation currently deals with New Apprentices.

How to use the Candidate’s Kit

When to use the Kit

The Kit should be given to the candidate early in the New Apprenticeship. This could be:

  • at sign-up
  • at the induction – often when the RTO begins with the candidate
  • at the first assessment session – usually the initial Recognition (RPL/RCC) meeting.

Distributing the Kit at sign-up is a good idea because this means the candidate is informed about the assessment process from the start. It also builds on the candidate’s initial interest and enthusiasm. By providing the candidate with information as early as possible, problems can be raised and corrected quickly.

Plan who is going to provide the Kit

Signing up a candidate to a Training Agreement in a New Apprenticeship can be undertaken by a number of people and organisations. NACs, RTOs, brokerage services and Job Network members commonly act as sign-up agents and may give the Kit to the candidate. It is important to discuss the Kit with all parties and coordinate:

  • the customisation and badging required for the front covers
  • distribution details – who will do this and when?
  • the distribution of the Kit to the candidates including:
  • electronically – email/fax for candidates in remote locations
  • face–to–face – especially for candidates with language or learning difficulties
  • briefing sessions or workshops – ideal for larger numbers of candidates
  • the cost of production and distribution
  • the contact details that should be provided on the back cover.

ONE WAY TO DO IT

The RTO has secured a large employer with 50 existing workers to be signed up to New Apprenticeships in Civil Construction qualifications. The RTO arranges to meet the employer with the NAC and it is decided that the NAC will supply the Kit to the candidates at the sign-up session. The Kit will be badged with RTO and employer logos and RTO contact details. The HR Manager is keen to distribute quality documentation that includes the company logo to the employees.

The Kits are prepared by the RTO for the sign-up session and the RTO attends to brief the employees and to explain the process. The RTO induction session that includes the selection of units of competency is to be held in eight weeks’ time.

Requests from candidates

Updating resources

Within the Kit, candidates are encouraged to approach RTOs for information that will assist the assessment process. It is important that RTOs ensure that the information supplied to candidates is relevant and current.

  • Review all documents, handouts, marketing information, letters and record or log books to ensure that they are consistent with the advice provided in Training Packages and the Australian Quality Training Framework (AQTF).
  • Make sure the correct contact details for the NAC or RTO are made available to candidates and updated when required.

Dealing with the request form

The Candidate’s Kit contains a form that candidates can use to request action and information from RTOs. The request form is sent directly to the RTO (see the Kit for a copy of the request form). Be familiar with the requests and where they occur in the text of the Candidate’s Kit.

  • Ensure that all the information that the candidate is encouraged to ask for is available and the information is current. Some of these are:
  • details of re-assessment policies
  • details of the units of competency for specific qualifications
  • sample certificate for that qualification
  • RTO contact details sheet for the candidate – including coordinator/manager /head of department/assessors/other relevant contacts
  • advice on how to access the relevant Training Package or competency standards
  • RTO Code of Conduct
  • RTO appeals policy and procedure, including any application forms
  • RTO grievance procedures
  • a generic assessment plan
  • record and/or log books (these are may also be called Recognition Kits, Starter Kits, Evidence and Assessment Guides, Portfolios – whatever the RTO uses to record and organise evidence and assessment records)
  • any policies and procedures for applying for Recognition (RPL/RCC)
  • examples of the types of evidence that relate to that qualification or to each unit of competency in the qualification.
  • Receiving individual request forms from small workplaces is manageable. With large numbers of candidates, it may be desirable for the requests to be collated so that information can be provided back to the candidates in a more strategic way. The RTO may detect a common request from a number of candidates and possibly organise group meetings to disseminate the information.
  • Decide who will manage the requests and set up a recording system and a mechanism for responding to queries. Questions to consider include the following.
  • Who will monitor the arrival of requests?
  • Are administration staff aware of the request forms and the action required when they are received?
  • Who will respond to the requests?
  • Should records of request forms be filed?
  • What is the RTOs standard response time to a request?
  • How will assessors who are sessional staff or sub-contracted be informed of the request forms?
  • Ensure that responses are provided to candidates in a timely manner to encourage their ongoing participation in the assessment process.

Using the CD-ROM to produce the Kit