Completing contracts and preparing for delivery
Schools must use the correct contract or agreement document when purchasing Vocational Education and Training (VET). The contract or agreement needs to be completed before starting delivery.
The contract or agreement must be signed by an authorised representative of the school council, usually the principal.
Select and complete the correct contract
The 4 purchasing contract and agreement templates are listed below.
| Contract/agreement | When schools must use it | Notes |
|---|---|---|
| Standard VET purchasing contract (DOCX)(opens in a new window) | Schools must use this contract when purchasing direct registered training organisation (RTO) delivery from an RTO other than a government school-based RTO. This is where the RTO’s own staff deliver the training, regardless of the delivery location. This includes non-government school-based RTOs. | If delivery happens at another government school (a host school), the school must add the host school's details into the Contract Details section. This shows the delivery site. Also, the host school needs a current Standard VET purchasing contract with the RTO. |
| School to government school-based RTO VET purchasing agreement (DOCX)(opens in a new window) | Schools must use this contract when purchasing VET from a government school-based RTO. | If a school is buying from a non-government school-based RTO, use the Standard VET contract. |
| Standard VET auspicing contract (DOCX)(opens in a new window) | Schools must use this when setting up an auspice arrangement with an RTO. This is when the training and assessment happen at the school, done by its own staff, with RTO supervision. | This applies to auspicing arrangements where the school’s staff deliver and assess the training. |
| School to auspicing school VET access agreement (DOCX)(opens in a new window) | Schools must use this when they purchase VET from another government school that has an auspice agreement with an RTO. Under this agreement, the accessing school sends its students to a host school. The host school’s staff deliver the training and assessment. | The school must check that the host school has a Standard VET auspicing contract with the RTO. |
The standard contracts and agreements for use by schools are available on the Resources tab.
The standard contracts and agreements do not cover a government school that wants to access VET through a non-government school, which isn't a RTO. In these situations, the parties should enter into a suitable agreement. Schools must email the Legal Division at legal.services@education.vic.gov.au to review or discuss a proposed agreement with a non-government school.
Prepare for students to start
Before students begin VET, schools must make sure the arrangements needed for safe and effective participation are in place.
For all delivery arrangements
Schools must make sure that:
- the correct contract or agreement is signed
- school and RTO contacts are confirmed
- students, parents or carers have been given relevant information about the course and delivery arrangements
- students, parents and carers have been given information on how to raise any safety concerns or other concerns with the school
- attendance and communication expectations are clear
- course requirements, equipment and any permitted costs are clear
- relevant student information has been collected and shared with appropriate consent
- required student supports and reasonable adjustments have been discussed and agreed
- reporting responsibilities and timelines are understood.
For RTO delivery not at a school
Schools must also make sure that:
- an offsite VET readiness check has been completed for each student
- travel and, where relevant, contract transport arrangements are confirmed
- students know the RTO’s attendance and behaviour expectations
- students know who to contact at the RTO and their school if they need help or feel unsafe
- the school and RTO understand how absences, changes to return arrangements, incidents and emergencies will be communicated
- relevant emergency contact information has been provided.
RTOs must ensure they are compliant with requirements in the contract, including relevant staffing checks for working with school students.
For RTO delivery at a school (including Trade Training Centres)
When an RTO is delivering at a school, the school should prepare to induct the RTO’s trainer.
A key requirement for delivering at a school is that the RTO trainer must have Permission to Teach VET (PTT (VET)(opens in a new window) or teacher registration from VIT. Registered teachers and PTT holders are exempt from a Working with Children Check under the Worker Screening Act 2020 (Vic). PTT (VET) allows someone to teach their approved subjects at any Victorian secondary school.
To check if an RTO trainer holds PTT (VET) schools must search the Victorian Institute of Teaching register(opens in a new window). If an RTO trainer does not hold PTT (VET) the school must officially launch and endorse the process on their behalf in the VIT portal.
For auspice delivery
Schools and RTOs must also make sure that:
- the RTO has confirmed the school is ready to deliver
- trainer and assessor requirements have been confirmed
- required facilities, equipment and learning resources are available
- school staff have access to the approved training and assessment materials
- quality-assurance, site visit and reporting arrangements are agreed.
Parent/carer consent and information sharing
Schools must obtain parent or carer consent to share important information with the RTO using the parent/carer consent form, such as:
- student safety information. This includes health and wellbeing details. It also includes medical information, student plans, and safety plans
- any changes, steps, or other needs, including those for a child's disability or extra support
- literacy/numeracy testing results.
Schools must ensure that consent is in place for the RTO to share important relevant information with them, such as:
- information to help keep the child safe and healthy at school. This includes incidents, behaviour issues, and medical events at the RTO
- information about the student’s attendance and engagement in the program
- information about a child’s results and certification from the VET program.
If a student is a mature minor for this purpose or over the age of 18, the school may seek consent from the student.
You can access the consent form on the Resources tab.
Updated