SECTION 1: LEADERSHIP AND COMMUNICATION

Policy and Procedures Manual

Section 1
Leadership and Communication

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SECTION 1: LEADERSHIP AND COMMUNICATION

TABLE OF CONTENTS

LEADERSHIP AND COMMUNICATION POLICY......................................................3

1. PURPOSE............................................................................................................4
2. SCOPE................................................................................................................. 4
3. REFERENCES.....................................................................................................4
4. RESPONSIBILITIES AND AUTHORITIES..........................................................5
5. INSURANCES......................................................................................................5
6. TEAM MEETINGS................................................................................................6
7. BUSINESS PLANNING....................................................................................... 7
8. PRIVACY POLICY...............................................................................................8
9. COMPLIANCE WITH LEGISLATION..................................................................8
10. ORGANISATION CHART...............................................................................10

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SECTION 1: LEADERSHIP AND COMMUNICATION

LEADERSHIP AND COMMUNICATION POLICY

The management of Australian Ultimate Training College Pty Ltd will observe all corporate
governance requirements with a clear compliance of the relevant laws and in recognition of
all corporate responsibilities and requirements under legislation.
The company is structured and coordinated to ensure maximum efficiency of the team and to
ensure that student satisfaction is maintained and exceeds expectations.
Australian Ultimate Training College Pty Ltd meets the needs of industry at all times and shall
consult with the relevant industry bodies to align current delivery practices with industry
requirements through extensive industry consultation.
The CEO must ensure that information is communicated to all those who must have it, so
that staff members are kept informed.
The CEO is the ultimate authority responsible for the safety of the workplace, workplace
operations and injury management along with the standards and content of all training and
assessment being delivered.
We subscribe to the Australian Privacy Principles, as prescribed by the Australian Privacy
Commissioner, through the control of the CEO, who is our Privacy Officer.

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 SECTION 1: LEADERSHIP AND COMMUNICATION

1. PURPOSE
To describe the responsibilities and the process of implementation of Australian Ultimate
Training College Pty Ltd in ensuring that its management system is maintained and, where
necessary, improved to meet:
(a) the requirements and expectations of students
(b) Standards for Registered Training Organisations (RTOs) 2015 (the Standards)
(c) all appropriate legislation and regulations.

2. SCOPE
This procedure is limited to the safety and compliance responsibilities of personnel with all
appropriate legislation and regulations that have been determined as affecting the
business’s operations.

3. REFERENCES
3.1 Australian Ultimate Training College Pty Ltd:

is governed by the following regulations and legislation:

 Work Health and Safety Act 2011 (Commonwealth)

 Human Rights and Equal Opportunity Commission Act 1986 (Commonwealth)
 Human Rights Legislation Amendment Act (No. 1)1999 (Commonwealth)
 Racial Discrimination Act 1975 (Commonwealth)
 Sex Discrimination Act 1984 (Commonwealth)
 Disability Discrimination Act 1992 (Commonwealth)
 Disability Discrimination Amendment (Education Standards) Act 2005 (Commonwealth)
 Age Discrimination Act 2004 (Commonwealth)
 Standards for Registered Training Organisations (RTOs) 2015
 Privacy Act 1988 (Commonwealth)
 Privacy (Private Sector) Regulations 2001 (Commonwealth)
 Family Law (Child Protection Convention) Regulations 2003 (Commonwealth)
 Commission for Children and Young People Act 1998 (NSW)
 Child Protection (Prohibited Employment) Act 1998 (NSW)
 Child Protection (Prohibited Employment) Regulation 2004 (NSW)
 Child Protection Legislation Amendment Act 2003 (NSW)
 Workers Compensation Act 1987 (NSW)
 Copyright Act 1968 (Commonwealth)
 Corporations Act 2001 (Commonwealth)
 Student Identifiers Act 2014(Commonwealth)

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 SECTION 1: LEADERSHIP AND COMMUNICATION

4. RESPONSIBILITIES AND AUTHORITIES

4.1 The authority for the quality and standard of training lies in the CEO.

4.2 The authority for the safety of operational staff and students lies in the CEO.

4.3 The CEO is responsible for ensuring that policies and procedures are available for
use by staff. Where appropriate, students may access policies and procedures by
reference to relevant available copies.

4.4 The CEO has overall responsibility for documentation, process management and
Australian Ultimate Training College Pty Ltd compliance with the Standards. This
responsibility is reflected in the relevant position descriptions.

4.5 When a person is absent, their responsibilities are delegated to the organisational
position immediately below theirs. Authorities are taken up by the organisational
position immediately above theirs on the organisation chart. Detailed authorities,
responsibilities and tasks for each position are listed in each position description.

4.6 On at least an annual basis, audits on work health and safety (WHS) compliance, as
per current state legislation, are conducted, with accidents and injuries reported in
accordance with such requirements.

4.7 The CEO of Australian Ultimate Training College Pty Ltd will appoint a Compliance
Officer to assist with compliance. This includes the raising and allocation of
improvement requests, conducting quarterly compliance reviews and an annual
internal audit, providing staff compliance training and updating the management
system as required.

5. INSURANCES
5.1 The CEO will ensure that all the relevant insurances are maintained and the level of
insurance cover is reviewed at least annually. Certificates of currency are available
on request for:
(a) workers compensation
(b) public liability.

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6. TEAM MEETINGS
6.1 Team meetings are attended by staff as directed by the CEO and occur on a
minimum monthly basis but at the discretion of the CEO. Teams may mean
management, training or any other collection of staff.

6.2 The team meeting agenda (Form 38) items include as a minimum:
 Review previous meeting minutes
 General business
 Financial analysis and viability metrics
 Review of student performance
 Moderation of student outcomes (if necessary)
 Operational matters
 Safety matters/risk matters/consultation
 Continuous improvement activities
 Audit schedule and feedback
 Data analysis and metrics of performance
 Significant changes to the organisation
 Retention archiving retrieval and transfer of records prescribed by ASQA
(Australian Skills Quality Authority).

6.3 Minutes of these meetings are recorded on Staff Meeting Minutes (Form 39) and are
distributed to all attendants in hard copy to those on site and by fax or email to those
absent.

6.4 Where necessary, any detailed changes that require a systematic approach for
implementation will be addressed through issue of a work instruction/standard
operating procedure by our document control process.

6.5 Should a request be received by ASQA for evidence of financial viability, then
Australian Ultimate Training College Pty Ltd will engage a local independent
accountant who is approved for financial audit to provide independent certification of
financial viability.

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7. BUSINESS PLANNING
7.1 The CEO shall draft a 2-year rolling business plan for each future year of operation to
set the direction of the RTO.

7.2 This is derived from a review of the micro and macroeconomic marketplace with
industry consultation.

7.3 The content of the business plan will at a minimum cover the following areas:
 description of the business’s operations as a RTO
 the context that the business operates within, in relation to the scope of
registration and scale of operation
 description of customer needs and resources available
 staffing priorities
 timeframe for achieving goals
 a description of Australian Ultimate Training College Pty Ltd.’s operations
 the scope of registration and scale of operation
 a review of the existing documentation and its relevance to operations
 description of student needs and resources available
 staffing priorities
 goals with strategies and timeframes for their achievement.

7.4 Our competitors and any new entrants to the same niche market area as that
serviced by Australian Ultimate Training College Pty Ltd shall be treated
professionally at all times. We accept that the greatest power is that derived by our
reputation and by the relationships that have been built over the period of time that
the company has been in operation.

7.5 The CEO will sign off on the master copy of the business plan. This document will
then be used to generate the budget material and any other necessary
documentation to support any change in direction.

7.6 The CEO shall review the business performance at least monthly with the input of
designated staff and/or external accountant.

7.7 The profit and loss, balance sheet, projected expenses, cash flow, sales targets
performance and current account balances shall be reviewed as a minimum.

7.8 The company accountant shall prepare a statement of accounts to enable an efficient
review of the company’s financial performance.

7.9 The report will be prepared on the company accounting software and digitally signed
off by the CEO.

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8. PRIVACY POLICY
8.1 Australian Ultimate Training College Pty Ltd must meet the requirements of the
federal Privacy Act 1988. The CEO has been designated as the Privacy Officer.

8.2 All students are able to access their own personal file held by Australian Ultimate
Training College Pty Ltd and may also request that updates be made to information
that is incorrect or out of date.

8.3 Access is given to an identified government officer from such agencies as ASQA for
the purposes of audit. Permission is obtained for this through a waiver signed at
enrolment.

8.4 A copy of student or staff records by a third party can only be obtained by written
permission of the relevant person whose file has been requested. This permission
must be provided in writing for such access to occur.

8.5 Personal information is collected solely for the purposes of operating as a registered
training organisation.

8.6 All reasonable steps must be taken to protect personal information from misuse, loss,
unauthorised access, modification or disclosure including password protection of
electronic files, secure storage of paper files and secure backup of data.

8.7 Students will be allocated a unique number for the purposes of maintaining Australian
Ultimate Training College Pty Ltd electronic records or for collection of data by
government departments and agencies.

9. COMPLIANCE WITH LEGISLATION

9.1 The CEO will ensure that Australian Ultimate Training College Pty Ltd will cooperate
with its registering body ASQA:
 in the conduct of audits and the monitoring of its operations
 by providing accurate and timely data relevant to measures of its performance
 by providing information about significant changes to its operations
 in the retention, archiving and transfer of records consistent with ASQA’s
requirements.

9.2 The following websites may be accessed for information on the latest legislation:
 austlii.edu.au
 comlaw.gov.au

9.3 The wisdom from these pieces of legislation are circulated to all relevant students via
the Student Handbook and for staff members of Australian Ultimate Training College
Pty Ltd, via the Staff Handbook. In addition, the teaching ethos will ensure that the
intent of the legislation is reflected in the session planning and the teaching
pedagogy for the courses on offer.

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SECTION 1: LEADERSHIP AND COMMUNICATION

9.4 Safety issues are considered as part of the Australian Ultimate Training College Pty
Ltd safety obligations.

9.5 The procedures contained in this manual reflect the requirements of individual pieces
of legislation and these are reviewed as part of the trainer and student induction
processes, conducted on the first day that they are involved with Australian Ultimate
Training College Pty Ltd.

9.6 Staff professional development sessions provided through government agencies and
through Australian Ultimate Training College Pty Ltd address more specific needs of
legislative obligations.

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10. ORGANISATION CHART

The proposed organisation structure of Australian Ultimate Training College Pty Ltd is shown
below.

CEO
Bronwyn
Hodgekiss

Compliance
Officer

Administration Trainers/
Manager Assessors

Students

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