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Training plans and records
When you employ an apprentice or trainee, you must be involved in their training, so they can fulfill their 'competency' requirements for completing their chosen qualification.
Two documents are used to manage your apprentice's or trainee's training progress:
- the training plan
- the training record.
The training plan specifies what training and assessment will be delivered during their apprenticeship or traineeship. Your registered training organisation (RTO) helps you and your apprentice or trainee develop and maintain it. You must deliver any workplace tasks listed in the training plan.
The training record records evidence of your apprentice's or trainee's progress. You are responsible for signing off each workplace skill or 'competency' once it can be demonstrated.
This guide outlines your specific obligations regarding the training plan and the training record. This includes dates and processes for making changes to these documents.
Training plan
A training plan is a formal, working document which describes what training and assessment will be carried out during your apprentice’s or trainee’s training contract.
The training plan specifies:
- how, when and where training will be delivered
- what assessment methods will be used.
Each apprentice or trainee has their own training plan, which is developed collaboratively by:
- you
- your apprentice or trainee
- the supervising registered training organisation (SRTO).
What's in a training plan
It includes:
- all units of competency needed to complete a chosen qualification
- 'delivery mode' (e.g. workplace, classroom, online) and responsibilities for each unit of competency
- dates for any classroom or off-the-job learning
- recognition of prior learning
- assessments (methods, outcomes, signatures to indicate competency)
- support services for apprentices and trainees with special needs.
Employer's responsibilities
You are responsible for:
- negotiating and signing the training plan
- having your own copy
- providing any workplace tasks listed in the training plan
- working together with your apprentice or trainee and the SRTO to support your apprentice's or trainee's progress
- giving written and signed notice to the department, if you don't think your apprentice or trainee will complete their training in time.
SRTO's responsibilities
The SRTO is responsible for, but not limited to:
- negotiating (and developing) the training plan with you and your apprentice or trainee
- having their own copy of the training plan
- advising you how all competency units can be completed (different ways they can be delivered and assessed)
- providing training and assessment (as listed in the training plan)
- notifying you and the apprentice or trainee of any issues that will affect the training plan.
Apprentice's or trainee's responsibilities
Your apprentice or trainee is responsible for:
- having their own copy of the training plan
- carry out all learning and assessment as listed in the training plan
- working jointly with you and the SRTO to achieve competency in all units.
Training plans for school students
If you employ a school-based apprentice or trainee, the student's school is not a party to the training plan.
However, the school must be involved in negotiating the work and study arrangements of the apprenticeship or traineeship and how it affects the student's timetable.
Change the training plan
The training plan is a flexible document and can be changed to suit, if your situation changes.
Key dates relating to the training plan
Action | Time frame |
---|---|
You must sign the training plan | within 3 months of the start of the apprenticeship/traineeship |
You and your apprentice or trainee should receive a copy of the signed training plan from the SRTO | within 14 days of it being signed |
You must sign any agreed changes to the training plan | within 14 days of agreement |
If the SRTO makes a minor change to the training plan, you and your apprentice or trainee should receive a copy of the changed training plan from them | within 14 days of the SRTO making the change |
Training record
The training record is your apprentice’s or trainee's learning diary which documents their progress and achievement of competencies outlined in the training plan.
It provides an opportunity for all parties to gauge how the apprentice or trainee is progressing.
The training record:
- may be kept in any format that the supervising registered training organisation (SRTO) considers appropriate
- corresponds to the competencies (skills, knowledge) in the training plan.
Employer's responsibilities
You are responsible for inspecting and signing off the training record at least every 3 months.
Apprentice's or trainee's responsibilities
Your apprentice or trainee is responsible for:
- looking after their training record
- regularly updating it with completed training details
- signing off completion of workplace tasks when they believe that can competently perform them
- taking it with them when switching to a new employer.
SRTO's responsibilities
The SRTO is responsible for:
- providing the training record to the apprentice or trainee within 14 days of the training plan being signed
- updating the training record at least every 3 months
- signing off workplace 'competencies' when they believe your apprentice or trainee can demonstrate these skills
- immediately resolving any issues that may be hindering progress.
Delivering and monitoring training
Learn more about the responsibilities of the SRTO, including delivering training, monitoring progress, reviewing the training plan and updating the training record.
Inspecting the training record
We regularly check training records to make sure:
- that they are up to date
- that your apprentice or trainee is being properly trained.
Key dates relating to the training record
Action | Time frame |
---|---|
Your apprentice or trainee is given a training record | within 14 days of the training plan being signed |
Ask your apprentice or trainee to produce their training record | at least every 3 months |
All parties separately sign off each 'competency unit' | when the apprentice or trainee is considered competent and preferably every 3 months |
© The State of Queensland 1995–2024
- Last reviewed: 08 Sep 2021
- Last updated: 08 Sep 2021