Accurate and Accessible Information Policy – (Clause 4.1)
| Effective Date: | February 2024 | Review Date: | As Required |
| Document Status: | PUBLISHED | Original Version: | 2012.1 |
| Authorised by: | Chief Executive Officer | Document Owner: | Alexander Mueller |
WARNING! – UNCONTROLLED WHEN PRINTED! – THE ORIGINAL/LATEST/CURRENT VERSION OF THIS DOCUMENT IS KEPT IN THE I.T.S POLICY AND PROCEDURES MANUAL LOCATED IN THE STAFF PORTAL.
01. Objective
The objective of this policy is to ensure that all information regarding the services and performance of Intelligent Training solutions is transparent, accurate, and readily accessible to both prospective and current learners and clients. This policy aims to facilitate informed decision-making by all stakeholders concerning their training and/or assessment needs.
02. Scope
This policy applies to all information distributed, published, or otherwise made available by Intelligent Training Solutions about its training services, performance metrics, and any other relevant aspects of its operations. It includes information disseminated through our website, promotional materials, reports, and communications by staff or representatives.
03. Definitions
N/A
04. Policy Statement
Intelligent Training Solutions is committed to:
- Transparency and Accuracy: Providing up-to-date, clear, and accurate information about our services and, when requested, performance. This encompasses but is not limited to course offerings, accreditation details, fees, financial assistance options, entry requirements, learning outcomes, assessment methods, and pathways to further study or employment.
- Accessibility: Ensuring that information is accessible to all individuals, regardless of their background or abilities. This includes, when possible, providing information in various formats and languages as necessary and ensuring our digital content is accessible to individuals with disabilities.
- Responsiveness to Client Needs: Regularly reviewing and updating our information to reflect the evolving needs of our clients and the communities we serve. We recognise that the relevance of information can vary among different RTOs and client groups.
- Accountability for Information Distribution: While Intelligent Training Solutions may engage third parties to disseminate information on our behalf, we retain ultimate responsibility for the accuracy and transparency of the information provided.
05. Procedures
- Review and Approval: All information to be published or distributed must undergo a thorough review process to ensure accuracy and compliance with relevant standards and legislation. This process is overseen by Chief Executive Officer or Compliance Coordinator.
- Regular Updates: Information will be reviewed and updated at regular intervals, or when significant changes to services or performance occur, to ensure ongoing relevance and accuracy.
- Accessibility Standards: Intelligent Training solutions will adhere to best practices in accessibility, ensuring that information is available in formats that meet the needs of diverse audiences, including those with disabilities. We believe that this is best achieved through electronic means (direct publication on our website).
- Feedback and Continuous Improvement: We welcome feedback from learners, clients, and other stakeholders on the accessibility and usefulness of our information. Such feedback will be regularly reviewed and used to drive continuous improvement in our information dissemination practices.
06. Marketing Materials Review Process
To uphold the integrity and compliance of all marketing materials, whether in print or digital format, the Chief Executive Officer (CEO) or the Compliance Coordinator is entrusted with the responsibility of their review and approval. This process will be facilitated through the use of a ‘Marketing Material Review Tool’. This tool is designed to methodically evaluate each piece of marketing material to ensure:
- Alignment with Policy Standards: All marketing materials must accurately reflect the services, performance, and ethos of Intelligent Training Solutions as outlined in our Accurate and Accessible Information Policy.
- Regulatory Compliance: Materials must be in strict adherence to relevant educational standards (Clause 4.1 of the Standards for RTOs 2015), marketing regulations, and consumer protection laws.
- Consistency and Accuracy: Ensuring that the information is consistent across all platforms and channels, and is up-to-date and factually accurate.
- Brand Representation: All marketing communications should align with our brand guidelines, upholding the integrity and professional image of Intelligent Training Solutions.
- Accessibility and Inclusivity: Materials should be designed to be accessible to a diverse audience, including those with special needs, and should reflect the inclusive nature of our organisation.
The CEO or Compliance Coordinator will maintain a log of all reviewed materials, noting the date of review and any actions taken. This log will be audited periodically by the CEO to ensure ongoing compliance and effectiveness of the review process.
07. Engagement of a Third Party for Recruitment of Prospective Learners
Intelligent Training Solutions does not authorise the use of a third party for the recruitment of prospective learners.
08. Enrolment Procedure for Courses Offered by I.T.S
Enrollment for Short Courses (e.g., First Aid):
- Prospective learners are required to enrol exclusively through the Intelligent Training Solutions website.
- The website ensures that all necessary information, along with the terms and conditions relevant to the course, are presented clearly and consistently to all prospective learners.
- This approach guarantees that learners receive standardised and controlled information essential for making an informed decision about their enrollment.
Enrollment for Qualification Courses (e.g., Certificate IV Courses):
- Prospective students must engage in a personal consultation with an Enrollment Officer. This meeting can be conducted either face-to-face or through a live video conference, providing flexibility while maintaining a high standard of personal interaction.
- During this consultation, the Enrollment Officer will guide prospective learners through the Product Disclosure Statement (PDS), the Agreed Program Delivery, and the Statement of Fees. This process is crucial to ensure that students fully understand the course structure, content, requirements, and expectations before enrolling.
- This step is fundamental in ensuring that learners are well-informed and their educational needs are aligned with what the course offers.
09. Responsibility
- The Chief Executive Officer is responsible for the scheduled review and maintenance of this policy and any associated procedures.
- The General Manager is responsible for the administration support and the operational implementation of this policy.
- Intelligent Training Solutions staff are responsible for ensuring that information sent to students and clients is clear, transparent, and in line with the requirements of this policy.
10. Monitor and Review
This policy will be reviewed as required to ensure its continued relevance and effectiveness, taking into account feedback from stakeholders and changes in regulatory requirements or industry best practices.
11. Policy Approval and Publication
This policy has been approved for publication by the Chief Executive Officer, Alexander Mueller.
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SIGNATURE | DATE: 23/02/2024
Revision History
POLICY DOCUMENTATION REGISTER
| ION | DATE | DOCUMENT VERSION | DESCRIPTION OF MODIFICATION |
| 1 | October 2012 | 2012.1 |
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| 2 | June 2013 | 2013.1 |
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| 3 | October 2023 | 2023.41 |
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| 4 | February 2024 | 2024.1 |
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END POLICY