AUSTRALIAN ULTIMATE TRAINING COLLEGE

Level 2, 11 Spring Street Chatswood NSW 2067

Policy and Procedures Manual

Section 1
Leadership and Communication
SECTION 1: LEADERSHIP AND COMMUNICATION

TABLE OF CONTENTS

LEADERSHIP AND COMMUNICATION POLICY......................................................................................2

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

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SECTION 1: LEADERSHIP AND COMMUNICATION

LEADERSHIP AND COMMUNICATION POLICY

The management of Australian Ultimate Training College 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.
RTO Name 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 Director must ensure that information is communicated to all those who must
have it, so that staff members are kept informed.
The Director 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 delivered.
We subscribe to the National Privacy Principles, as prescribed by the National
Privacy Commissioner through the control of the Director 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
Collefein 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 2015
(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 businesses
operations.

3. REFERENCES
3.1 Australian Ultimate Training College is governed by the following regulations and legislation:

 Work Health and Safety Act 2011 (Commonwealth)

 Work Health and Safety Regulation 2011 (Commonwealth)
 Human Rights & Equal Opportunity Commissions Act 1986 (Commonwealth)
 Human Rights Legislation Amendment Act 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 2015
 VET Regulator Act 2011 (Commonwealth)
 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 (Cwth)

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4. RESPONSIBILITIES AND AUTHORITIES

4.1 The authority for the quality and standard of training lies in the Director.
4.2 The authority for the safety of operational staff and students lies in the Director.
4.3 The Director are 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 Director has overall responsibility for documentation, process management and Australian
Ultimate Training College’s compliance with the Standards for Registered Training Organisations
2015. 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 WH&S compliance, as per current State legislation, are
conducted with accidents and injuries reported in accordance with such requirements.
4.7 The Director of Australian Ultimate Training College 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 Director 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 upon 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 Director and occur on a minimum
monthly basis but at the discretion of the Director. 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
6.3 Minutes of these meetings are recorded on Staff Meeting Minutes (Form 39) and are distributed
to all attendants in hardcopy to those onsite 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 that explains
the process in detail. This work instruction shall be disseminated as prescribed by our document
control process.
6.5 Should a request be received by ASQA for evidence of financial viability, then Australian Ultimate
Training College 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 Director shall draft a two-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 market place with industry
consultation.
7.3 The content of the business plan will at a minimum cover the following areas:
 Description of the business’ operations as an 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’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 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 Director 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 Director shall review the business performance at least monthly with the input of designated
staff and/ or external Accountant.
7.7 The profit & 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
Director.

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8. PRIVACY POLICY
8.1 Australian Ultimate Training College must meet the requirements of the Federal Privacy Act
1988. The Director 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 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 Australian Skills
Quality Authority (‘ASQA’) for the purposes of audit. Permission is obtained for this through a
wavier 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 operation 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 electronic records or for collection of data by Government Departments and
agencies.

9. COMPLIANCE WITH LEGISLATION

9.1 The Director will ensure that Australian Ultimate Training Colelge 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 or records consistent with ASQA’s requirements.
9.2 The following websites may be accessed for the information on the latest legislation:
 http://www.austlii.edu.au
 http://www.comlaw.gov.au
9.3 Legislation relevant to plant and equipment training is specified in the Training and Assessment
Strategy for each of the qualifications that are on our scope of registration.
9.4 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, 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.
9.5 Safety issues are considered as part of the Australian Ultimate Training College’s safety
obligations.
9.6 The procedures contained in this procedures 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.

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9.7 Staff professional development sessions provided through Government Agencies and through
Australian Ultimate Training College address more specific needs of legislative obligations

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ORGANISATION CHART

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

Director

Compliance
Officer

Administration Trainers /
Manager Assessors

Students

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