This Handbook provides important information regarding HPOTS Training’s policies and procedures and vocational courses. The information is important and we urge you to take the time to familiarise yourself with its contents.
At the end of this Handbook is a copy of an Agreement acknowledging your understanding of this information and your willingness to abide by the policies and procedures contained herein.
In providing you with this information our aim is to ensure you are informed about your rights and responsibilities while undertaking training with us to ensure that the time that you, and others, spend with us at HPOTS Training is beneficial.
Thank you for choosing HPOTS Training to undertake your course.
We are committed to maintaining high standards in vocational education and training and a happy, congenial atmosphere. We’re proud of the international reputation we’ve gained for training operators of heavy construction and mining equipment and other related training services.
We will take all reasonable steps to ensure that you will receive every opportunity to fulfil your personal potential during your training, and every endeavour will be made by staff to accommodate your individual needs.
We sincerely hope your time with us is a memorable and productive learning experience.
CODE OF ETHICS
1.HPOTS Training shall at all times act in an ethical manner and deal with integrity while providing services to all course participants and members of the community.
2. HPOTS Training shall adopt and maintain policies and practices that ensure the quality of vocational education and training programs offered is relevant and in accordance with the statutory and regulatory requirements of:
(a)Australian Skills Quality Authority (ASQA) and the Standards for Continuing Registration (SNR) for Registered Training Organisations.
(b)Commonwealth/State legislation and regulatory requirements as are appropriate.
HPOTS Training will ensure that:
(a) All activities will be carried out honestly, fairly and accurately so as to give value to our course participants
(b) The provision of adequate facilities and quality resources in which to conduct training programs
(c) The employment of qualified staff and maintenance of staff training sufficient to deliver programs on an on-going basis
(c)The accuracy of any marketing and promotional advertising material
(d)High standards of financial probity
(f) Compliance with an acceptable refund policy
(g) Compliance with current EEO, OHS, Duty of Care, Harassment, Discrimination and Grievance requirements
(h) The maintenance of adequate records and security of all current and archival records
(i) Client access to their records upon request
(j) The maintenance and continual improvement of a Quality Assurance System
3 HPOTS Training undertakes to deliver quality training and to uphold the highest ethical standards.
4 HPOTS Training undertakes to ensure that all employees, agents and representatives are familiar with and agree to comply with this code of ethics.
5 HPOTS Training shall refrain from associating with any enterprise which could be regarded as acting in breach of this Code of Ethics.
CLIENT POLICIES & PROCEDURES
Our policies and management procedures are designed to maintain high professional standards in the marketing and delivery of vocational education and training services. Such policies and procedures are designed to safeguard your interests and welfare. We are committed to maintaining an environment conducive to learning for all course participants.
Any enrolment change is subject to program availability. An enrolment change will not normally be considered after your program starts unless there is a compelling reason.
Cancellation & Refund Policy
Places on our courses are limited. We do this to provide you with maximum “seat time” and instructor attention to your individual needs. Because of our low numbers policy and to ensure other participants are not disadvantaged unnecessarily refunds can only be offered under the following circumstances:
A full refund may apply when;
·HPOTS Training cancels a program and an acceptable alternative program cannot be offered.
·You provide a minimum of 10 working days notice of your inability to attend prior to the commencement date of your course
We may provide a partial refund when;
You provide a minimum of 3 working days notice prior to the commencement date. We may refund the fee paid less an amount equal to 5% of the applicable course fee.
You provide less than 3 working days notice prior to the commencement date. We may refund the fee paid less an amount equal to 10% of the applicable course fee.
If you advise on or after the commencement date of your course no refund can be given.
Please Note: HPOTS reserves the right to charge and additional fee to cover the cost of all books and/or equipment provided to you unless they are returned in their original condition.
We are committed to ensuring that you receive training that meets the program objectives. In the unlikely event that program objectives are not met during the scheduled course period, due to our failure or oversight, we will provide supplementary training at no charge.
If you are assessed as “not yet competent” in any skill area, we will endeavour to provide you with additional training on a cost recovery basis. If you are a trainee enrolled under a Contract of Training we will work with you, and your employer to ensure you receive any additional training you require.
Induction & Orientation
An induction and registration will be conducted at the commencement of every program. It is essential for course participants to attend this session to understand HPOTS Training’s academic system and to familiarise yourself with our facilities. This session will include time for any questions regarding course structure and timetables with time for individual consultation if required.
HPOTS Training applies the principles of flexible delivery in developing its programs. We aim to maximise your opportunity for access and participation and minimise disadvantages through self-paced learning, flexible timetabling, and individualised learning, oral assessment where possible.
Today’s workplace requires employees to use their initiative; work as a team member; and be honest, loyal, tactful and courteous. We expect that you will treat others and our staff with appropriate consideration
We strive to apply the following principles of interpersonal behaviour:
·Focus on the situation, issue or behaviour, not on the person.
·Uphold the self-confidence and esteem of others.
·Maintain constructive relationships with staff and fellow course participants.
·Take the initiative to make things better.
·Lead by example.
·Respect the property of the HPOTS Training and others.
·The use of inappropriate language will not be tolerated.
·Mobile phones are to be turned off during classes.
We ask that you join with us in living up to these principles at all times.
Bullying, intimidation, threats, abuse and violent behaviour will not be tolerated. Offenders will be reported to the police and their employer or other sponsoring agency and will have their participation in the program cancelled without refund of any fee paid.
We understand the needs of smokers but like most workplaces have adopted the following smoking policy to ensure everyone’s opportunity to participate and safety is assured.
Employees, visitors and course participants of HPOTS Training. are:
1.prohibited from smoking in all buildings owned or used by the School as part of its business activities.
2.prohibited from smoking while training activities are current whether in a classroom or an outdoor location.
3.prohibited from smoking in all vehicles and plant used by the Company for training and transport and in a 10-metre zone around the vehicle when stationery.
4.prohibited from smoking in an area where flammable fuels are being decanted or used.
5.prohibited from smoking in 10-metre zone around all buildings at the Company’s Aberdare East site and in the sheds, machinery compound, wash bay and hard-stand area between the machinery compound and the main storage shed at this site.
Employees, visitors and course participants of HPOTS Training. who wish to smoke during their morning tea, lunch or other designated break may choose to light-up in an area that is outside the designated zones in Clauses 1 to 5 above and further, where other employees, visitors or course participants are not affected by the cigarette smoke.
Registering and licensing bodies such as the Australian Skills Quality Authority, and as applicable Roads and Maritime Services (RMS Licence applicants only) and WorkCover (High Risk Work Licence applicants only) may be provided access to your training records for the purposes of auditing, quality assurance of HPOTS services, or investigating complaints.
Where State or Commonwealth funding supports training, we are obliged to submit your enrolment details for statistical purposes and we may, with your consent, release information on enrolment, attendance and performance to a third party (e.g. sponsor such as employer, rehabilitation provider etc.). This authorisation will only be valid for the duration of prescribed enrolled course/unit.
RECORDS & REPRINTS
HPOTS Training is required to retain records relating to your achievements in our training programs. We retain records relating to WorkCover Licence and short, non-accredited, course programs for 5 years. Records relating to National Training Package Qualifications and Units of Competency are retained for 30 years. You have the right to inspect your record at any time. If you wish to view your records please contact our office. Please note that a nominal charge may be levied to cover costs to retrieve archived records.
If you require reprints of Statements of Attainment or Qualifications during these retention periods please contact our office. Please note that a reprint fee of $30.00 applies to all reprinted certificates and statements.
If you are unable to attend any session of your program due to illness, we ask that you advise the Administration Office immediately. A medical certificate may be required if you are absent for more than three days and are in a sponsored program.
Drugs & Alcohol
HPOTS Training is a drug and alcohol free college. To ensure the integrity of HPOTS Training, the consumption, use, sale or distribution of alcohol and/or prohibited drugs by any person on our premises is strictly forbidden. Anyone who becomes affected by the use of substances whilst attending training may have their participation suspended or cancelled without refund.
Workplace Health & Safety
HPOTS Training recognises its obligations under the Workplace Health and Safety Act to provide and maintain a safe and healthy environment for the benefit of all employees, contractors, course participants and visitors. HPOTS Training operates with the philosophy that
“ALL ACCIDENTS ARE PREVENTABLE –
– NONE ARE ACCEPTABLE”
We will make every effort in the areas of accident prevention, hazard control and removal, injury protection, health preservation and promotion, to achieve a safe and healthy workplace.
We believe that health and safety at work is a shared responsibility and that the success of any health and safety program ultimately relies on the willingness of everyone to work cooperatively and with a team spirit.
All employees will be consulted through an agreed consultation process to ensure Workplace Health & Safety policies and procedures are communicated and managed effectively.
Managers and Supervisors will prepare, communicate, implement and supervise safety plans, including appropriate safety training as required. They will consider safety as the prime factor when designing and implementing all work systems.
All employees are also responsible for their own safety and the safety of their fellow employees and visitors. They will comply with policy and procedures and take immediate action to minimise the danger from any unsafe condition and ensure that, where such a condition exists, the Supervisor or Manager is advised accordingly.
Access & Equity
HPOTS Training is committed to access and equity principles and processes in the delivery of its services, as well as the elimination of all forms of discrimination. If you feel that you are discriminated against or suffer any barrier to your participation in your program please report the situation to a staff member.
HPOTS Training will not tolerate any harassment, victimisation, bullying or any such conduct that has the purpose or effect of interfering with an individual’s work performance which could create an intimidating, hostile, or offensive learning environment. This includes harassment, victimisation, or bullying because of sex, race, national origin, religion, disability, sexuality or age.
Examples of harassment may include:
¨ unwelcome physical contact;
¨ repeated unwelcome invitations;
¨ insulting or threatening language or gestures;
¨ continual unjustified comments about a client’s work or work capacity;
¨ jokes and comments about someone’s ethnicity, colour, race; or
¨ pictures, posters, graffiti, electronic images, which are offensive, obscene or objectionable.
Examples of victimisation may include:
¨ unfavourable treatment like aggression;
¨ refusing to provide information to someone;
¨ ignoring a person;
¨ mocking customs or cultures; or
¨ lower assessment of course participants’ work.
Examples of bullying may include:
¨ a person who uses strength or power to coerce others by fear;
¨ behaviour that intimidates, degrades or humiliates a person;
¨ aggression, verbal abuse and behaviour which is intended to punish;
¨ personality clashes and constant ‘put-downs';
¨ persistent, unreasonable criticism of client work performance; or
¨ client violence both physical and threatened against teachers.
You should be aware that differing social and cultural standards may mean behaviour that is acceptable to some may be perceived as offensive by others. Such conduct, when experienced or observed, should be reported to a staff member for investigation. The privacy of all parties will be respected by us.
Hunter Plant Operator Training School Ltd recognises that differences and grievances can arise from time to time and therefore has a fair and equitable process for dealing with employee/client complaints. There is a separate policy for a client to seek review/appeal of an assessment.
We are committed to a process of continual improvement and your feedback is welcome on all aspects of program administration and delivery. Our course Feedback Questionnaire is a source of advice on strengths and weaknesses of our service delivery. However, in some situations you may feel it necessary to make a formal complaint in writing.
The quick settlement of any grievance that may occur is in the best interest of all parties concerned. Therefore the following steps are implemented to ensure this happens.
Receipt of a Complaint
1.As soon as a formal complaint is received in writing, it will be recorded in our database.
2.Any Complainant must be given due respect and their action must not be the subject of inappropriate discussion throughout the company.
3.On receipt of the complaint and if appropriate the parties will be invited to discuss the issues in an open and positive manner, in order to find a solution agreeable to
4.If matters cannot be resolved efficiently and professionally, the employee/client may contact their Trainer’s Manager forThe Manager may see the parties individually, or as a group, with a view to resolving any outstanding matters.
5.If a solution cannot be found Management will further mediate the matter until all parties have agreed upon a
6.Where a resolution fails to evolve, the Manager of the staff member, trainer and/or Management will enforce a solution and/or action to be implemented by all parties.
7.During the course of the resolution, both parties may seek guidance and/or support from a peer, orThese people will have no influencing or implementation power, other than to assist the process through its natural course.
8.If the staff member’s and/or trainer’s Manager is party to the grievance, they will not take part in any discussions or decisions made by Management.
9.All stages will be documented and file notes provided to all parties involved and are accessible by those concerned only by contacting Management.
10.Hunter Plant Operator Training School Ltd. is bound by its Code of Practice and if a solution has not been reached to the benefit of all parties the complainant has the right to representation and appeal under the relevant State or Federal
11.Regardless of the outcome of any grievance the appellant will be provided with a written decision on the agreed outcome.
12.The outcome of all formal complaints will be recorded together with follow-up actions (if required).
1.In some circumstances a client may submit an unjustified or vexatious
2.The above procedure will be followed until the complaint is clearly identified as unjustified.
3.A report will be prepared for the General Manager outlining the complaint and the reasons for it being classed as unjustified.
4.The General Manager will inform the complainant in writing of the decision and, if appropriate will issue warnings or sanctions if the complaint is assessed as being mischievous.
5.The complainant will also be informed that the Company may seek legal advice if the complaint is damaging to the Company or its agents.
6.A record will be kept of all complaints deemed as unjustified together with the consequent actions and correspondence.
Counseling Services & Support
HPOTS Training caters for diverse learning needs and aims to identify and respond to individual learning needs as disclosed. We endeavour to provide suitable resources to help course participants to identify their learning needs. Our staff may be provided with information on your particular learning needs for use in designing your training and assessment strategy. Additionally, whilst designing and adapting training and assessment products we will do our best to ensure they are relevant to industry needs
We are committed to providing you with additional support, advice or assistance during training. To achieve this, and to ensure quality delivery of training and education, HPOTS Training provides:
·Vocational Counselling to improve and extend training outcomes.
Language, Literacy and Numeracy (LLN) Support to course participants as well as advice and support services in the provision of language, literacy and numeracy assistance services. Course participants needing (LLN) support are identified on enrolment. Many Trainers have a background in language learning and teaching and are able to offer course participants case by case support in this area.
·Literacy and Numeracy skills are generally included, and identified, in Training Packages and accredited course programs. In identifying literacy and numeracy requirements, course participants need to:
a.count, check and record accurately;
b.read and interpret; and
c.estimate, calculate and measure.
Where formalised LLN support is required by the client, extra curricula assistance is available and can be accessed by contacting the Administration Office for more information.
Recognition of Prior Learning & Credit Transfer
HPOTS Training recognises the Australian Qualifications Framework qualifications and statements of attainment issued by any other Registered Training Organisation. Valid documents will be recognised as part of our enrolment and recognition of prior learning process.
Recognition of Prior Learning (RPL) refers to learning that has taken place outside of formal education and training. This includes different kinds of learning, for example, knowledge, skills, competencies, and attributes. This learning may have taken place at work, through involvement with community organisations or activities or sporting groups and activities, or through general life experience.
RPL is used to gain credit for previous studies and life experience. The process of recognition of these skills is RPL. The RPL process will measure your previous informal training and practical experiences against pre-determined performance standards, which have been determined by industry, from a learning module, unit or element of competency listed in an accredited training package or course. In many instances the evidence of currency of the application of the skill will be important to the RPL process, for example, a person who has not driven a crane for 6 years is unlikely to be able to evidence knowledge of current standards, practices and equipment usage quite apart from actual proficiency in operating a crane.
Credit Transfer refers to credit that is awarded on the basis of prior formal learning or study. This learning could have occurred at school, at a community centre, at a TAFE institute or college, and at a university. It can also include formal learning that occurred at work, in a community organisation (for example, St John’s Ambulance), or in a private training or education college or institution.
Credit transfer can be used to gain credit in a course or qualification. For example, if you have completed a carpentry trade certificate at TAFE you may be able to obtain credit for subjects in a Certificate III in Civil Construction. This means you will not have to undertake study for those subjects, and you may be able to finish the Certificate III program in a shorter time.
To prepare for recognition you should indicate your decision to apply for it during the enrolment procedure or as soon as possible afterwards.
Then, in consultation with your trainer you should:
§obtain a copy of the RPL/RCC Procedure and Application Form from the Administration office;
§decide which module(s) you wish to apply for recognition or credit for;
§provide an Evidence Portfolio in line with the Assessment Criteria in the module information.;
§arrange for a direct practice observation of your competence, if applicable; and
§arrange a formative assessment to challenge relevant underpinning knowledge and skills, if required.
Evidence for recognition of prior learning may include:
·Performance, demonstration, or skills test
·Workplace or other pertinent observation
·Portfolio, logbook, task book, projects or assignments
Evidence for credit transfer may include:
·Statement of attainment or a certificate from a nationally registered training organisation
·Evidence of training from another organisation that is clearly equivalent or greater than the requirements of a nominated competency standard e.g. a First Aid Certificate from the St Johns Ambulance may qualify for a credit transfer for a module called “Carry out first-aid procedures on the job site”
RPL/Credit Transfer is available for all subject modules. The learning outcomes of each module provide the RPL benchmarks. You may receive full recognition or high standing for the competencies required for a course or module. High standing recognises attainment of some, but not all, competencies for the course or module.
If you require further information please ask your trainer and/or the Administration Office.
Attendance is an essential element of your program, whether you are attending full-time, or a part-time program.
It is important that you attend your sessions on time, including returning from morning/afternoon tea and lunch breaks, as lateness interrupts others and valuable work is missed. Training time should be seen as a high priority during term time. Attendance is recorded in the appropriate roll for each session.
TRAINING DELIVERY & ASSESSMENT
Training is delivered ‘face-to-face’ by qualified trainers and you are required to attend each scheduled class and the trainer will moderate the learning pace, method and sequence appropriate to the learning needs. Learning methods will vary and can include case study scenarios, field trips, ‘hands-on’ practical classes, role play techniques, discussions, presentations and assignments.
Assessment tasks and strategies cover a wide range of methods and may include the creation of specific written documents, projects or reports, formal questions (multiple choice, short and long answer), practical demonstrations, small or large group tasks, oral presentations, problem solving tasks, case studies and discussions. Broadly, classroom assessments have two or three assessment tasks for each unit of competency or module.
As a general rule, for major assessments, you will be provided with task assessment instructions including the date the task is due for completion.
Some programs contain mandatory workplace training, which is assessed in the workplace using a variety of assessment methods.
ASSESSMENT APPEALS PROCESS
You have the right to seek a review of any assessment decision made by HPOTS Training if you:
¨ believe that the assessment is invalid and/or
¨ feel that the process was invalid, inappropriate or unfair.
Before making an appeal, we ask that you discuss the matter with us in an attempt to reach a decision.
If you are still not happy, you are then entitled to lodge a formal Assessment Appeal Form (available from the administration office) within 7 days of the initial discussion. Once a formal appeal is lodged a third party will be appointed in an attempt to resolve the issue. However, their recommendation is not binding on either party involved in the dispute.
If you are still not satisfied another registered provider in the same curriculum area will be appointed to arbitrate and reassess participants.
ISSUING OF CERTIFICATION
Vocational education and training undertaken at HPOTS Training is competency based. Assessments determine whether you can be considered competent/not yet competent according to an industry benchmark. At the completion of your program you will be issued with a statement listing modules or units of competency undertaken and stating whether competency has been achieved.
WHAT ARE COMPETENCIES?
A competency is a statement about the skills, knowledge and attitudes a learner needs and such statements are contained in each UNIT, which is often made up of several ELEMENTS.
The assessment of your competency means you must be able to “Show, Tell and Apply” evidence and skills, which match and meet these units and elements against a set of key performance competencies and nationally set standards. This could include:
¨ Collecting, analysing and organising information
¨ Communicating ideas and information
¨ Planning and organising activities and tasks
¨ Working with others and in teams
¨ Leading teams
¨ Using mathematical ideas and technological tools
¨ Solving problems
¨ Demonstrating understanding
YOUR RESPONSIBILITIES IN ASSESSMENTS
You will be provided with a description for each unit of competency and its elements, together with a proposed list of “Show, Tell and Apply” evidence.
Competency Assessment Processes
There are three types of assessment that occur at different stages for each Unit.
a.Initial assessments to identify what competencies you already have. (Overall self-assessment.) From this, a learning plan can be designed to develop the remaining or outstanding competencies.
b.On-going assessments to provide feedback about your progress and to identify any outstanding unit and/or element you need to focus upon.
c.Final assessments when you indicate you are ready to complete the assessment for any remaining
How are Competencies Assessed?
Assessment of competencies may attract both direct (ie when assessor observes candidate actually perform in the workplace), and indirect (ie when it is not possible or desirable for the candidate to be assessed in the workplace eg simulations, projects and role-plays) assessment methods. This means that you will be required to produce evidence and/or demonstrate a unit of competency and apply related knowledge associated with that unit of competency.
While demonstration of skills can be seen, underpinning skills such as problem solving, working inteams and understanding etc. can only be assessed through indirect and supplementary assessment (eg oral or written questioning, third party reports from peers and/or supervisors, tests done off-the-job).
Your trainer/assessor may also ask you questions related to the competency unit.
The level of your performance is assessed against national standards. This means that the evidence you provide and the competencies you demonstrate must meet the standard of performance already set.
During assessment your assessor reviews your evidence and observes the demonstration of your competencies. They record your evidence and/or demonstrations as “C” – Competent or “NYC” – Not Yet Competent”. Competencies are neither ‘scaled’ nor ‘marked’.
Broadly it is simply a matter of whether you can (‘C’) or cannot (‘NYC’) demonstrate your skills and provide supporting evidence to the performance standard.
If your evidence fails to demonstrate the level of competency for any Unit or Performance Criteria appropriate to the qualification, the assessor can design a flexible training plan/pathway.
What if you successfully demonstrate competencies in some areas and not in others?
If you are enrolled in a qualification and can only demonstrate competencies in some and not all Units of learning a certificate for the qualification cannot be issued.
You can, however, receive recognition for the competencies and units of learning you have successfully completed. This recognition is a Statement of Attainment and will identify the qualification name, Unit numbers and national identification number. If you elect to continue and complete the full qualification, or any outstanding Units, your assessor will work with you and together a training pathway/plan can be developed to complete the outstanding learning units.
YOUR TRAINER’S RESPONSIBILITIES
1.Your Trainer will provide clear instructions about what is expected from you during your training.
2.Training may consist of group/action learning activities and projects, self-paced learning, assignments, case studies, presentations, discussions, workbook activities, research and reportsEach unit of learning is clearly outlined and indicates what is expected of you during the learning phase.
3.Your trainer will provide you with their contact details and you can contact them betweenThis provides additional support for your self-paced and “take home” learning activities.
4.When the total requirements have been signed off, an initial mechanism can begin towards final assessment by the approved Trainer/
5.During assessment the learner must be able to Show, Tell and Apply the evidence. The Trainer/Assessor records your evidence and/or skill demonstrations as “C” – Competent or “NYC” – Not YetCompetencies are not scaled or marked.
HPOTS Training will provide you with all reasonable assistance and support to prepare you for assessment. Our 25 years experience in providing quality training and assessment services indicates that those who seek and access additional assistance to overcome difficulties at an early stage in their program can and do achieve an appropriate level of competency. We encourage you to work with us and let us know if you are having difficulty in your program.
If you are unable to demonstrate competency in your assessment, or you fail to attend for assessment, and require subsequent reassessment(s) you, or your sponsoring agent, will be required to pay additional fees to cover the additional costs such as assessor fees and machine hire. A reassessment fee of $150.00 will apply if you require reassessment. In addition to the reassessment fee a charge of $100.00 may apply if you require to be reassessed on a machine or practical component. We will of course attempt to help you minimise additional costs where possible.
HPOTS TRAINING has established a set of minimum Personal Protective Equipment requirements for participants on our courses.
You will need to bring the appropriate PPE for your workplace when attending your HPOTS course. If your workplace does not have a PPE requirement you must bring with you the following equipment.
All Programs including
·Working at Heights
Steel Cap Workboots
Hi Viz Long Sleeve Shirt or safety vest,
LR, MR, HR, HC
Enclosed Shoes, Boots
Hi Viz Long Sleeve Shirt or safety vest,
Trousers or Shorts
Classroom Based Courses including
Enclosed Shoes, Boots
Shirt, Long Trousers
Gloves, safety vests, hardhats and safety glasses are available for purchase from our administration office if required.
You will not be permitted to participate in the practical elements of your course unless you are wearing correct PPE.
Out of Bounds Areas
The following areas are out of bounds to all course participants, unless invited in or supervised by a staff member:
All training areas defined by barriers or witches hats and signage
Equipment and Tool Storerooms
Administration Staff Offices
Training Rooms to which they are not assigned