13 _ Third party agreements policy and procedure

Purpose of the policy

This policy set outs the process that Allara learning will undertake to establish and execute third-party agreements.

Policy

Allara Learning is committed to establishing documented third party or subcontract agreements that establish the extent of mutually agreed conditions for the provision of training and assessment services and how the delivery of services and performance standards of the third-party will be monitored.

Allara Learning will only enter third-party arrangements with reputable organisations that have aligned organisational objectives and company values.

Third-party agreement procedures

Pre-agreement

Prior to and upon entering into a third-party agreement, Allara Learning conduct a review of the proposed third-party to confirm the organisation:

Is aligned to Allara Learning’s business objectives, purpose, and core values; and
is reputable; and
Is solvent; and
Has personnel with the skills and knowledge to undertake its obligations within the third-party agreement.

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

Agreement establishment

To establish a third-party agreement Allara Learning will document and mutually sign an agreement which will clearly defines 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 Learning’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 Learning 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 Learning will ensure that this is clearly identified in marketing materials for the relevant training product.

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 Learning 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 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 Learning will notify in writing:

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