VET - TIME LINES and FINANCIAL PROCEDURES for 2009

MONTH

/ TASK /

BY WHOM

FEB /

All VET fees should be collected

- Any student not enrolled is withdrawn
- If students have not paid by the February a meeting will be called with Principals, VET coordinators Business managers and maybe student welfare. On an individual case-by-case basis it will be decided whether students will be withdrawn from class
- Each school to notify each other of the list of students who have paid /
  • VET coordinators
  • Business Managers

END
FEB /

Class lists are finalised as per VASS deadlines

- Deposits / fees are NOT refunded after this deadline
- Final class lists are given to Business Manager
- If schools have not informed the Enrolment Business Manager of withdrawn students prior to this deadline, the school will be charged for that student

Vass Modules

- Coordinators to deliver all VASS module and codes to the FEB meeting /
  • VET coordinators
  • Class teachers

MAR / Email to Principals
- Principals informed of current situation
- Final budget for the previous year presented to Principals as an annual financial report /
  • Cluster facilitator
  • Business Managers

MAR
MAY / Department funding
- Circular sent to Principals outlining DEECD funding arrangements
- Current year’s budget confirmed /
  • Cluster facilitator
  • VET coordinators
  • Business Managers in consultation with Principals

JUN /

Setting charges

- Approximate charges for VET need to be determined for the school subject handbook /
  • Business Managers
  • Principals

JUN / Combined VCE/VET Subject Handbook
- Details on VET programs submitted including modules /
  • Cluster facilitator in consultation with school VET coordinators

JUL /

Information Sheets

- Individual course information sheets are prepared for counselling program and career expo /
  • Cluster facilitator in consultation with school VET coordinators

AUG /

Course Counselling

- Students are counselled and offered a range of VET programs /
  • VET coordinators

SEPT /

RTO Costs

- Quotes obtained from different RTO’s for comparison (if required) /
  • VET coordinators & class teachers
  • Business Manager

SEPT /

Memorandums of Understanding

- RTO’s approached to start arranging Memorandums of Understanding for next year highlighting the following
  • Negotiated student contact hrs
  • Negotiated price per student contact hrs
  • Hrs delivered under auspicing arrangements in the school
  • Number of hrs required for auspicing
  • Total auspicing fee
  • List of modules to be delivered
  • Request that one M of U be given to Cluster – not to individual schools
/
  • VET coordinators & class teachers in conjunction with RTO
  • Kurunjang Business Manager

SEPT /

Course Selections

- Student select courses and submit to coordinators /
  • Students and counsellors

SEPT / Class lists
- Students complete a VET enrolment form and pay $50 deposit to office
- Once the $50 deposit has been paid the VET coordinator informs VCC that the student is to be put on the list – phone calls should only come from VET coordinator not level coordinators
- Students who haven’t paid 1st yr fees will not be allowed to continue with 2nd yr
- If in 2nd yr they will only receive a statement of attainment – not full certificate until fees are paid
- Class size is determined annually by the VET Principals based on budget and enrolment numbers.
- Once a class has reached the maximum size – students will be put on a waiting list
- If this waiting list reaches the minimum, coordinators in consultation with Principal will determine if the school can accommodate another class
- Decision made on which VET programs to run based on numbers
- First preference is given to the students from the delivery school, followed by first in first paid basis
- The schools of individual students from outside the cluster are charged the full delivery cost per student
- Schools that refer groups of students of five or more are asked to join the cluster
- /
  • VET coordinators
  • Staughton Business Manager

SEPT / Program Budgets
- Required for all VET courses /
  • Business Managers
  • VET coordinators

SEPT /

Outstanding work

- VET teachers to be asked to clarify with students any work outstanding that is required for completion of competencies

- VET coordinators to be advised of any students at risk of non-completion and what is required
- Clarification of end date for VET classes and any catch-up work required /
  • VET coordinators of both home & delivery school to liaise with eachother

OCT /

Principals Meeting (A)

- Principals informed of current situation to determine which classes will run

/
  • Cluster facilitator
  • Principals

OCT / Principal Representative and Business Managers
Business managers present an annual draft budget to Principal Rep and Cluster facilitator before the final Principals meeting.
Banker school is nominated (to rotate every 3 years ) /
  • Business managers
  • Principal Rep
  • Cluster facilitator

OCT / Letters to parents
- Details on course charges are sent out - VCAL coordinators and counsellors to ensure that students selecting VCAL must pay the VET costs /
  • VET facilitator

NOV /

Principals Meeting (B)

- Draft budget delivered based on the Program Budgets set by teachers and M of U’s from TAFE /
  • Principals
  • Business Managers

NOV
DEC /

Course charges are collected

/
  • Business Managers
  • VET coordinators

NOV
DEC / Meet and Greet
- VET personnel for the new school year meet /
  • Cluster facilitator
  • VET coordinators
  • Class teachers
  • Business Managers

1

T Sacco VCF

Western Edge Melton – appendix 5

27/1/2009