Parks Victoria Competency Assessment Project

1. Parks Victoria Competency Assessment Project Prepared by Fiona Cross August 2010

2. What will be covered: • Overview of project • Main Steps in the Process – in the field and the office • Tools to help with Assessment Process

3. Overview • Contract until 2012 with Parks Victoria • Fixed amount $ per year • Grade 2 level staff in PV need to complete a Competency Assessment Process (CAP) to go up a pay level

4. Overview • Team of 3 part time assessors & 2 PT admin/support • Workplace Assessments Statewide • Covering 200+ units over 5 qualifications • RPL for whole qualification (11 – 17 units) unless Credit transfer applies • Occasionally recommend gap training (often workplace) • All meetings and assessments done at the clients workplace (or other preferred meeting place) • Nearly all clients are employed full time

5. Main Steps in the Process

6. Back at the Office • Before the Initial Meeting • Get application from PV HR – training record, contact details and grade level • Evidence kit prepared for applicant • Personal information recorded on our systems/emails • Allocated an assessor • Applicant notified their application has been received and an assessor will contact them (PV HR is notified at the same time)

7. Initial Meeting At the meeting: Inform the candidate and manager about the CAP Identify skills and knowledge of the candidate (Detail sheet filled out) Clarify candidates role & experience in organisation, and outside organisation Choose a qualification that suits the candidate’s role/skills/knowledge Pick units for this qualification (Units ticked/written on selection sheet) Outline next stage of the process Discuss queries, answer questions • Swinburne Assessor, PV Candidate, Manager • 1 ½ -2 hours duration • At candidates workplace (or other preferred meeting place)

8. Initial Meeting Assessor brings: Assessor Folder inc. enrolment form, credit transfer form, and third party report Candidate Competency Assessment Folder Candidate brings: Work plans and reviews Copies of qualifications, certificates, statement of results Their manager

9. Back at the Office • After the Initial Meeting • Units are checked against packaging rules • Units sent to manager for approval • Once units approved: • Evidence guide, descriptors & RPL form are prepared and sent to applicant (hard copy and electronic) • Units linking documentation is prepared and submitted if required • Enrolment documents prepared and submitted including credit transfers • Details of most stages are documented

10. Progress Meeting At the meeting: Run through the evidence guide with the candidate: Underpinning knowledge 2-3 examples for each element Discuss the evidence they might use for each unit based on their skills, experience and roles Sample fill out a few units so they know how much to write Look through evidence that candidate has prepared to see which units it matches Third party report is discussed and completion organised Sign off any completed units Discuss queries, answer questions • Swinburne Assessor, PV Candidate • 2+ hours duration • At candidate’s workplace (or other preferred meeting place)

11. Back at the Office • Between progress meetings • Make sure client contact logs filled out in assessor folder and correspondence is filed • Update master progress report (shared) • Swinburne sends monthly progress report to PV • Clients contacted every two weeks • Unit linking progress is checked • Periodic meetings with Swinburne internal PV team, and PV HR/Swin admin

12. Progress Meeting Assessor brings: Assessor Folder Copy of participants unit descriptors Copy of participants detail sheet Candidate brings: Evidence guide Paper evidence Third Party Report

13. Final Competency Assessment At the meeting: Outline the Final Assessment Process Run through evidence guide unit by unit, looking at workplace evidence as we go Sign off each unit as it is deemed competent Talk to any 3rd party referees Outline next stage of process to candidate and manager • Swinburne Assessor, PV Candidate, Manager • 3-8 hours duration • At candidates workplace (or other preferred meeting place)

14. Final Competency Assessment Assessor brings: Assessor Folder Copy of unit descriptors RPL form Candidate brings: Evidence guide Paper evidence Their manager (for 10-15 minutes min)

15. Back at the Office • After final assessment • RPL form completed • Congratulations email sent • Applicant and their managers and PV HR notified of completion • Detailed report sent to PV HR so their units can be recorded and pays can be updated • Certificates awarded at industry awards day, or sent • Information archived

16. Tools • Tools to Help with the Assessment Process • Quarterly PV assessor team meetings • Shared email folders • Shared Calendars for team of assessors • Shared address book • Hard copy filing system • Progress report (recording all assessment stages) • G: drive network inc. hyperlinked client participation record sheets • Internet e.g. access to NTIS, TSN, etc. • Feedback database (MS Access)

17. Assessor Folder • Assessor Information – claim forms • Unit Selection Information – packaging rules & units • Assessment Related Forms – 3rd party report, , Assessor Tool, on the job training form, Enrolment forms, credit transfer forms • Current Applicants – initial meeting and contact notes • Applicant Information – Sample Evidence guide, Industry Competency Program/agreements • Descriptors – most commonly chosen units

18. Candidate Competency Assessment Folder • Copy of Initial Application • Initial Meeting and Contact Notes form • 3rd party report – for two units • Feedback form for applicant and their manager

19. Evidence Guide • List of applicant units • Welcome - types of evidence and guidelines • Samples of filled out evidence (relevant to industry) • Blank unit pages for applicant to write in their evidence – space for underpinning knowledge and skills evidence for each element • Assessor Tool for two units • Declaration • RPL form

20. Unit Descriptors • Standard Descriptors Descriptions of units, main elements, performance criteria (from training package), overview of types of evidence that could be used. Copy sent to applicant and on industry website. • Developing industry specific unit guidelines Descriptions of units, elements (from training package), examples of PV evidence (training and qualifications, general evidence, relevant PV forms), for each unit – types of evidence we are looking for. For each element – types of evidence.

21. Challenges • Skills Reform • Training Package Rules • New training package and reduction in flexibility • Perceptions of RPL process • Level of support from managers