Third party agreements policy and procedure

Purpose of the policy

Allara is committed to establishing documented third party or sub contract agreements that establish the extent of mutually agreed conditions for training and assessment and providing all due diligence to monitoring their performance and progress on a regular basis.

Definitions

Allara - Allara Investments Pty Ltd, trading as Allara learning and is inclusive of; Tactical Training Group Pty Ltd, RTO provider No: 91054 (TTG) and W G learning Pty Ltd, RTO Provider No: 91178 (WGL).

TTG - Tactical Training Group Pty Ltd, RTO provider No: 91054 (TTG).

WGL - W G learning Pty Ltd, RTO Provider No: 91178 (WGL).

MOU - Memorandum of understanding is a written agreement outlining responsibilities of individual stakeholders.

Third party - An individual, organisation or RTO stakeholder providing training and/or assessment and/or other services on behalf of Allara.

Scope

The policy applies to all Allara Learning’s (Allara) operations inclusive of Tactical Training Group Pty Ltd, RTO provider No: 91054 (TTG) and W G Learning Pty Ltd, RTO Provider No: 91178 (WGL). It applies to all agreements entered into with third parties providing services on behalf of Allara Learning (Allara) and is inclusive of services provided on behalf of TTG and WGL.

Policy

Allara will prior to and upon entering into a third-party agreement:

Review the third-party;
Seek approval from the relevant national or state regulators, where required;
Document the mutually agreed conditions for training and assessment and providing all due diligence to monitoring their performance and progress; and
Notify the relevant national or state regulators within 30 days of entering an agreement, or prior to the obligations under the agreement taking effect, whichever occurs first.

Upon entering into a third-party agreement, Allara will systematically monitor the third party by:

Reviewing documentation and records provided by the third-party;
Conducting interviews with third party delegates; and
Observing of third-party delegates performing work or duties on behalf of Allara.
At cessation of the third-party agreement Allara will notify the relevant national or state regulators within 30 days of the agreement ending.

Establishing a third-party agreement

Reputable party

Prior to entering into a third-party agreement, Allara will evaluate the potential third-party and ensure that it:

Is reputable;
Is solvent; and
Has personnel with the skills and knowledge to undertake its obligations within the third-party agreement.

The CEO and General Manager shall seek approval of the national regulator or state or territory authorities prior to entering into an agreement, where required.

Written agreement

All agreements established with a third-party are entered into with the signing of a third party agreement that will clearly define the:

Responsibilities of each party; and
Duration of the agreement; and
Requirements for third parties to co-operate with the national regulator; and
Conditions for the termination of the agreement.

All third-party agreements are recorded on Allara’s register for third party and subcontract agreements.

Notification of third-party arrangements

Within 30 days of entering into a third-party agreement, or prior to the obligations under the agreement taking effect, whichever occurs first, Allara will notify in writing:

The national regulator, ASQA; and
state or territory regulatory authorities, where required.

Where the third party agreement involves the delivery of training and assessment or the recruitment of students, Allara will ensure that this is clearly identified in the marketing.

Third Party Monitoring

Systematic monitoring

Monitoring of third-parties will be undertaken through a systematic approach with regular monitoring visits conducted throughout the course of the agreement. Allara will monitor all third-party agreements by:

Review of documentation and records provided by the third party; and
Interviews with third party delegates; and
Observation of third-party delegates performing work or duties on behalf of Allara.

Monitoring and monitoring records

Monitoring activities will be recorded and stored in the Third party and subcontract agreements register.

Full reports on review findings are provided to the CEO detailing any issues or concerns with the third-party agreement, including but not limited to:

The third-parties’ overall performance; and
Compliance with the Standards for Registered Training Organisations 2015; and
The third-parties’ ability to provide the services as defined in the agreement.

Amendments to or termination of the agreement may be made based upon the report findings.

Cessation of agreements

Ending an agreement

All third-party agreements may be ended by a party to the agreement with the provision of four 4 weeks written notice.

At the end of the agreement all third-parties are to return any relevant materials, equipment and/or resources to Allara including but not limited to:

Marketing materials, brochures and flyers.
Training resources; learner guides, assessment tools and markers guides.
Computers, projectors and IT equipment.
Any other equipment and/or materials.

Notification of cessation

Within 30 days of ending a third-party agreement, Allara will notify in writing:

The national regulator, ASQA; and
State or territory regulatory authorities, where required.