09 _ Marketing, advertising and sales policy and procedure

Purpose of the policy

To ensure Allara Learning develops marketing and advertising materials that provides accurate information relative to its training products and services offered.

Policy

Allara Learning is committed to ensuring information with regards to its training and assessment services whether provided by Allara Learning or on its behalf by another organisation or person:

accurately represents the services it provides and the training products on its scope, and
is ethical and responsible, and
ensures that all clients and potential students are provided with timely and necessary information relating to a training product prior to enrolment.

In all cases Allara Learning does not warrant or provide guarantee that:

a student will successfully complete a training product on its scope of registration, or
a training product can be completed in a manner which does not meet the requirements of Clause 1.1 and 1.2 of the Standards for RTOs, 2015, or
a student will obtain a particular employment outcome where this is outside the control of the RTO.

Marketing and advertising procedures

Promotional and marketing material

Promotional and marketing materials may include but is not limited to:

RTO website
RTO social media accounts
Course brochures and information flyers
Digital and print advertisements
Email signatures and banners

Development of marketing collateral

The marketing team will ensure that all marketing materials developed to advertise and promotes training services provided by Allara Learning are compliant with the Standards for RTOs 2025, specifically Part 2 – Compliance Requirements, Division 1 – Information and Transparency, Cause 7 of the National Vocational Education and Training Regulator (Compliance Standards for NVR Registered Training Organisations and Fit and Proper Person Requirements) Instrument 2025.

Additionally, the marketing team will ensure compliance with relevant state or territory subsidised training contracts including:

ACT Training Initiative Funding Agreement (User Choice)
NSW Smart and Skilled
Skills Assure Supplier

Distribution of marketing collateral

Draft versions of marketing collateral are available in Allara Learnings content development software, Canva.

All print ready marketing collateral is stored within Allara Learnings Customer Relationship Management software (HubSpot)

Quality assurance reviews

Quality assurance reviews of marketing collateral and activities are conducted as part of Allara Learnings continuous improvement schedule. See the Continuous improvement policy and procedure for more details.

Material recall

In the event of a promotional or marketing material item, either digital or print, being identified as non-compliant with the standards and/or state or territory regulations by which Allara Learning is governed, the General Manager will:

Recall the material by way of instant message notification to all stakeholders. This notification will include:
- document / material number as recorded in the material register, and
- date of publication of the document / material, and
- details of the identified non-compliance.
Record the non-compliance in the marketing register
Develop an action plan to rectify the non-compliance

Sales procedures

Sales leads are generated and received through various marketing activities. These are recorded within HubSpot, and an Allara Learning Sales representative is assigned the lead.

Training needs analysis

Prior to the provision of information to the client regarding Allara Learning’s services, the sales representative conducts a training needs analysis with stakeholders of the prospective client or individual student to:

Determine the specific training needs of the client or student; and
Identify any additional areas of development not previously identified by the client or student; and
Determine training programs aligned to the identified training needs.

Note: The training needs analysis may be completed by an external organisation, such as an AASN, with the required training tender information being provided to Allara Learning.

Training Proposal

Information on the prospective training product is provided to prospective students and/or clients of Allara Learning via email and/or documented training proposal. The email or proposal whichever applies will include at a minimum:

Overview of the training services to be provided services offered,
Proposed fee structures, invoicing arrangements, payment plans, and refund conditions,
Access to government subsidised training,
Information on Allara Learning policies and procedures including the terms and conditions for enrolment, and
Any third-party arrangements that may apply to the training product.

Training services agreement (clients only)

Upon the client acceptance of the training proposal, the Allara Learning sales representative will:

Issue and execute a Training Services Agreement within the HubSpot,
Complete a resource checklist applicable to the training program/s to delivered,
to assign a training facilitator
Allocate a Client Relationship Manager (CRM) to manage the client account, and
Coordinate with the Head of Training and Development for allocation of a training facilitator and client onboarding.

All documentation completed are to be uploaded and recorded against the client profile in HubSpot.

Program commencement (Client or individual student)

Upon acceptance of the training proposal (Individual students) or the signing of the Training Service Agreement (Clients), the Client Relationship Manager (CRM will execute the ‘Enrolment procedures’ as provided within the Access, equity and enrolment policy and procedure.