This unit applies to individuals who manage and facilitate a range of international education events and programs in an international education provider context. They could work in the administration of education programs and projects in organisations from one or more international education sectors (schools, English language training organisations, vocational education and training, higher education, postgraduate education). These organisations could be onshore or offshore and could be public or private.

ELEMENT

PERFORMANCE CRITERIA

1. Make event and program decisions

1.1. Research industry and organisational needs for events and programs

1.2. Consult clients and stakeholders for ideas and to establish priorities for events and programs

1.3. Make decisions on proposed event and program with relevant personnel based on identified requirements and financial viability

1.4. Establish and clarify with team, role of team members and work roles

1.5. Determine and schedule events and programs to be presented over an agreed period

1.6. Conduct risk assessment and apply risk management strategies in relation to specific events and programs

2. Develop a strategic plan for international education events and programs

2.1. Refer to organisational policies and procedures for involvement in international education events and programs

2.2. Apply cross-cultural communication strategies in planning events and programs

2.3. Establish and confirm dates for specific events and programs

2.4. Plan for activities and include events planning within the strategic or other overarching organisational plan

2.5. Arrange required contracts and insurance with relevant personnel, monitoring progress and finalisation

2.6. Communicate to relevant personnel and ensure compliance with, relevant legislation, regulations and codes applicable to events and programs, including in relation to occupational health and safety (OHS) and security

3. Allocate resources for specific events and programs

3.1. Identify or appoint coordinators and development and delivery teams to be involved in specific events and programs

3.2. Clarify and record coordinator and team roles in relation to specific event or program

3.3. Consult with relevant personnel and key stakeholders for input into plans for specific event or program

3.4. Ensure specific events and programs are planned by selected teams, under appropriate leadership as appointed

3.5. Identify required information, check specific plans and ensure resource requests from teams are fulfilled

3.6. Ensure plans are approved and resources allocations made

4. Monitor preparations for events and programs

4.1. Identify and apply organisational approval processes for inclusion of, and contact with, key stakeholders in a range of roles for events and programs

4.2. Receive reports regarding contact and arrangements made with and for, relevant clients and other stakeholders

4.3. Provide assistance and support to coordinators and teams during the preparation phase

4.4. Provide assistance and support to marketing personnel in relation to promotional activities

4.5. Monitor resources provision and use by team for specific events and programs through meetings and organisational reporting processes

5. Facilitate and deliver presentations for events and programs

5.1. Prepare own and others' presentations for delivery at specific event or program

5.2. Approve others' presentations for delivery at events and programs

5.3. Deliver presentations at events and programs, in relation to international education

5.4. Receive feedback on presentations and review performance of self and others to improve delivery

6. Facilitate and monitor events and programs

6.1. Monitor on time provision of required materials and equipment to clients and other stakeholders at specified destinations

6.2. Monitor compliance with relevant legislation, regulations and codes in relation to the provision and distribution of goods and information

6.3. Manage communication and process flow to ensure on time supply and receipt of required resources to specified persons and destinations

6.4. Monitor activities to facilitate supply of information and smooth flow of presentations during events and programs

6.5. Monitor, and facilitate where necessary, assistance and support to clients and other stakeholders during events and programs

6.6. Make decisions and communicate to relevant personnel regarding departure from regular practices to meet contingencies arising during events and programs

7. Facilitate continuous improvement processes for events and programs

7.1. Monitor compliance with organisational policies and procedures for planning and conducting events and programs

7.2. Establish communication and reporting lines to inform relevant personnel regarding progress and outcomes

7.3. Facilitate evaluation of client and other stakeholder satisfaction regarding processes and outcomes

7.4. Use feedback from clients and stakeholders to promote continuous improvement in planning and conducting events and programs

7.5. Make adjustments to work practices and organisational policies and procedures for planning and conducting events and programs, in line with organisational procedures

Required knowledge

financial administration related to contract receipts and payments

internal and external clients, presenters and support persons involved in managing and participating in events and programs

international education industry environment

legislative and regulatory compliance issues in relation to facilitating international education events and programs e.g. developing contracts, supplying goods and services and consumer protection, OHS, Education Services for Overseas Students (ESOS) Act 2000 and associated codes

resource requirements for international education events and programs, information provision and distribution strategies

risk management

stakeholders in international education events and programs

types of contracts applicable to an international education organisation, contractual and legal agreement documentation, parties to contracts

types, purposes and formats of international education events and programs.

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

applying appropriate cross-cultural communication skills and knowledge in facilitating international education events and programs

coordinating, planning, facilitating and managing international education events and programs

knowledge of legislative and regulatory compliance issues in relation to facilitating international education events and programs.

Context of and specific resources for assessment

Assessment must ensure:

access to opportunities to participate in a range of practical exercises and projects

access to relevant documents.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

evaluation of supervisor's reports on how the candidate facilitates events

analysis of projects, case studies, completed records and reports developed by the candidate

review of research into industry and organisational needs for events and programs

review of contracts and insurance arranged

observation of presentations delivered at events and programs

oral or written questioning to assess knowledge of resource requirements for international education events and programs

evaluation of assistance and support provided to coordinators and teams during the preparation phase

evaluation of decisions made and communicated to relevant personnel regarding departure from regular practices to meet contingencies arising during events and programs.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

other educational administration units.

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Events and programs may include:

briefings and social activities for student pre-departure

careers fairs, events and exhibitions

cultural festivals and religious celebrations e.g. Chinese New Year, Diwali

functions for welcoming agents and clients to the country

graduation and alumni events, dinners, award ceremonies

internal open days and information days

memorial services

multicultural days and activities

orientation sessions

overseas exhibitions and agent briefings

professional development orientation sessions, workshops, seminars, conferences

professional network events

recreational, social and educational activities

religious observances

social events connected to specific groups such as postgraduate dinners

trips and tours

various forums for disseminating information

visits to other international education organisation's open days and information days

Clients and stakeholders may include:

internal clients such as section, department or faculty staff

international students

other clients of the organisation such as parents of students, homestay providers, consular staff, overseas agents, government and private organisations, departments and agencies, other educational organisations

Relevant personnel may include:

coordinators, managers

in some cases, the presentation audience

other stakeholders involved with facilitating events and programs

team members

Work roles may include:

coordinating and managing the work of others

participation in a management team

participation in an event or program team

Planning for activities includes considering:

contingencies

financial and resource allocations

marketing and operational strategies

resources

Relevant legislation, regulations and codes may include:

current relevant legislation, regulations, industry codes of practice and policy (commonwealth and state/territory) relating to:

anti-discrimination including equal opportunity and equal employment opportunity, disability discrimination, racial intolerance

business compliance relevant to work roles

child protection legislation and regulations

ESOS Act, subsequent amendments and related legislation

consumer legislation such as that relating to trade practices

employment, education and training - relevant to onshore and offshore provision

environmental issues

ESOS Assurance Fund requirements

immigration related policies and procedures for example from commonwealth government departments such as Department of Education, Science and Training (DEST), Department of Immigration and Citizenship (DIAC), Department of Health and Ageing (DOHA), Department of Foreign Affairs and Trade (DFAT )

National Code of Practice for Registration Authorities and Providers of International Education and Training

OHS

privacy and confidentiality

Transnational Quality Strategy (2005)

quality assurance guidelines set by particular organisations e.g. cultural diversity, equity and access, critical incidents and workplace practices

Information may include:

information for students, staff, agents, presenters, support persons and other stakeholders covering:

contact lists and details of students, personnel, participants

organisational, educational, social, tourist and environmental information

program activities

programs, timetables, schedules and details for event presentations and delivery

relevant legislative, regulatory, standards information, including for OHS and security

travel information and advisories

information specific to agents and other clients:

course and campus information

educational standards and qualifications

English language requirements for prospective applicants

fees, refunds and grievance procedures

government guidelines and regulations relating to the ESOS Act

marketing and recruitment information

partner institution information

student services information

study tour schedules and agreements

travel schedules

updated agreements and renewals of contracts

information specific to conference, seminar or workshop facilitators, presenters, attendees and support personnel including:

available resources

contacts

event and program details including times, dates and venue

papers and presentation or facilitation requirements

Presentations may include:

audio or video taped presentations

face-to-face delivery

information reports at team meetings

OHS workplace requirements

orientation information

presentation software or other presentation materials and electronic equipment

program information

Unit sector

Administration - Educational Administration

This unit contains employability skills.