Training Operations Manual

18. AWARD PROCESSING PROCEDURE

STEP DETAILS – NEW AWARDS
1 Club creates “New Assessment Request” on Surfguard (minimum 14 days prior to Course Start Date)
  1. Complete all fields as required.
  2. Under “Assessment Details” complete the boxes as follows:
    1. Assessment Type – generally will only be Award or Proficiency.
    2. Time (24hr) – the time the Assessment will commence.
    3. Activity Start Date – the date the course is commencing; and
    4. Proposed Assessment Date – the date the course is due to be assessed.
  3. Under “Award Details” complete the boxes as follows:
    1. Award Type – generally will only be SLSA Education or Other;
    2. Award – which award your course is for
    3. Delivery Mode/Funding Source – leave as is
    4. QUALIFICATIONS & UNITS OF COMPENTENCY – ALL units of competencies MUST remain in Selected field of UNITS OF COMPENTENCY – DO NOT REMOVE – Leave Allocate/Update Equivalent Award box ticked. (SLSQ to remove prior to processing award).
  4. Club to add the following information into the “Comments” box:
    1. Direct Supervisor Name (ie the full Cert IV holder if Training Officer/s do NOT hold Cert IV);
    2. Any Probationary Trainer/Assessor/Facilitator Names;
    3. Any related Course Numbers (ie related Radio Operator Award with Bronze Medallion course); and
    4. Any other related Course information (ie IRBD UOC Upgrade etc)
  5. Press SAVE and record the Assessment ID onto Training Course Report.
NB Prior to completing Step 2 below the following items need to be checked:
  1. All candidates have an SLS Members Area Account SLS Members Area
  2. Club to allocate online resources to candidates (where applicable)
  3. Club to ensure all members over 18 yrs have applied or hold a valid Working With Children Blue Card and have completed CYRM and CSA requirements. Members cannot commence training until this has occurred.
    Members cannot complete assessment until they hold a valid Working With Children Blue Card.
2 Club enters course candidate names (a minimum 3 days prior to the course Start Date and once online resources have been allocated):
  1. To enter candidate names, click “UPDATE” under the “Action” column.
  2. Check Training Officer and Assessor names listed to ensure that they are accurate.
  3. Search for candidate names in the “Candidates” section:
    • Move required candidates across to the “Selected” box;
    • If a candidate’s name doesn’t show up in the “Available” list, Club should conduct an “Assessment Candidates Qualification Check” on candidate (HINT: Open the ACQC in a new tab/window on browser to keep the Assessment Request open at the same time).
  4. Once all candidates selected, click “Update” at bottom of page.
  5. Print enrolment form and attendance sheet from Surfguard for Trainers
  6. DO NOT CLICK “SUBMIT” UNDER THE “ACTION” COLUMN – this is a step for Branch.
3 Club to collate ALL course resources. Refer to the relevant Training Course Reports/documentation included in Section 4 of the TOM. Resources to be printed from the SLS Members Area Library, SLS Members Area
4 Assessors to be Appointed (refer to Branch requirements)
  1. This step is either coordinated at a Club or Branch level depending upon award/Branch requirements.
  2. Assessor should be appointed at least 5 days prior to the Assessment Date and entered into Surfguard.
5 EMDC Pre-requisite checks and assessment request submission
  1. 14 days prior to the assessment date EMDC’s perform pre-requisite checks on candidates and TAFs (Blue Card, CYRMS, CSA & Online Enrolment) and click ‘SUBMIT’.
  2. Clubs are notified of any unfulfilled pre-requisites and advised to complete.
  3. Clubs cannot alter the assessment request at this stage, however changes can be made by contacting the EMDC.
IMPORTANT: For IRB Courses, EMDC’s will click ‘SUBMIT’ 2 business days prior to course START date.
6 Assessment conducted and Form 14 completed
  1. Form 14 to be printed from Surfguard (if not already done) and completed on the day of Assessment by:
    • Chief Assessor to list all attending Assessors on Course Training Report;
    • Chief Assessor to mark if candidates were C/NYC/DNA/DNC; and
    • Chief Assessor to PRINT full name, sign and date at the bottom of the Form 14 (in the “Board of Assessors Endorsement” section). The date indicated must be the date the assessment occurred.
  2. Assessors to ensure all course paperwork is completed accurately.
7 Club delivers course paperwork to Branch (within 7 days of the Assessment Date)
  1. Club to ensure all paperwork is completed correctly according to the Paperwork Checklist contained on page 2 of the relevant Training Course Report.
  2. Once paperwork completed in full, Club to “Submit” Assessment Request (Submit Button under the “Action” column).
8 BEFORE Branch presses the “APPROVE” button under the “Action” column, Branch should:
  • Review the details the Club has entered and check the following:
  • All fields completed as required;
  • Under “Assessment Details” the “Date” boxes are completed as following:
    • Time (24hr) – the time the Assessment will commence;
    • Activity Start Date – the date the course is commencing; and
    • Proposed Assessment Date – the date the course is due to be assessed.
    • Under “Units of Competency” ensure no Units of Competency/Qualifications are selected;
    • Under “Trainers” – at least one Trainer has been selected;
    • Under “Enrolment Source Details” – nothing is entered here;
    • The following information has been added to the “Comments” box:
    • Direct Supervisor Name (ie the full Cert IV holder if Training Officer/s do NOT hold Cert IV);
    • Any Probationary Trainer/Assessor/Facilitator Names;
    • Any related Course Numbers (ie related Radio Operator Award with Bronze Medallion course); and
    • Any other related Course information (ie IRBD UOC Upgrade etc)
    • Any Trainer/Assessor/Facilitator name that appears in this box needs to be manually checked to ensure that they are qualified; and
    • Under “Candidates” – names are listed.
  • If some details are not correct – Branch to contact Club to discuss incorrect/non-complete details and determine if Assessment Request needs to be amended/rejected/deleted. If the Assessment Request is rejected/deleted, please make note of why in the “Comments” box before completing action.
  • Branch then must also click “APPROVE” button (within 10 days of Course Commencement Date).
9 Branch processes course in Surfguard (within 7 days of receipt of Course Paperwork)*
  1. BEFORE Branch processes results in Surfguard, Branch needs to check that all paperwork required is submitted and correct according to Paperwork Checklist. Branch should also ensure receipt/date stamp is affixed.
  2. If all paperwork is correct, Branch clicks on “PROCESS RESULTS” and should check the following information listed in Surfguard against the Course Training Report and other paperwork and amend as required:
    • Assessment Date;
    • Trainers and Assessors listed in Surfguard match what is listed on the Training Course Report and Form 14; and
    • All details in “Comments” box are still accurate.
  3. Branch to complete Candidate Results according to Form 14.
    Legend of abbreviations:
    • C = Competent – select this if all paperwork is accurate and the Assessor has deemed the individual “Competent”
    • NYC = Not Yet Competent – select this if the candidate completed all assessment tasks, however did not meet the benchmark requirements
    • DNC = Did Not Complete – select this if the candidate did not complete all training required OR did not complete all assessment activities
    • DNA = Did Not Attend – select this if the candidate did not attend any training (ie registered for the course but did not start the training)
    • RNG = Recognition Not Given – not used by SLSQ
      NOTE: Branch to enter Pool Swim Times and Run Swim Run Times in Surfguard for SRC and Bronze Medallion Courses.
  4. Branch clicks on the “Process Results” button at the bottom of the screen when all details are accurate and completed.
  5. Branch then clicks on the “APPROVE CANDIDATES” button under the “Action” column and subsequently clicks on the “Approve Candidates” button at the bottom of the screen.
*Branch to commence above process within 7 days of receipt of Course Paperwork. The process should be completed within the 7 day period where possible. This timeframe may be altered if the paperwork received by Branch is not complete and requires further attention.
10A AWARD ALLOCATION (NON-ACCREDITED AWARDS)
  1. Branch clicks on the “ALLOCATE AWARD” button under the “Action” column and subsequently clicks on the “Allocate” button at the bottom of the screen.
  2. Branch to print certificates for distribution (only if ordered by Club).
10B AWARD ALLOCATION (NATIONALLY ACCREDITED AWARDS ONLY) (within 7 days of receipt of Course Paperwork)* (all courses where a new qualification or unit/s of competency to be issued) Once course is processed, deliver paperwork for nationally accredited courses to SLSQ (in Brisbane) for award allocation. Branches/Services DO NOT need to send any paperwork to SLSQ (in Brisbane) for non-accredited awards. SLSQ RESPONSIBILITIES:
BEFORE SLSQ allocates the award in Surfguard, SLSQ needs to check that all paperwork required is submitted and correct according to Course Training Report. SLSQ should also ensure:
  • Receipt/date stamp is affixed;
  • All paperwork is present in accordance with Paperwork Checklist;
  • All assessment/s linking with course are identified on Training Course Report and in Surfguard;
  • Training dates on paperwork are eligible and align with the details on Surfguard;
  • Candidates have signed/Trainer ticked attendance against each date on the Attendance Sheet;
  • All workbooks are marked in their entirety;
  • All paperwork is signed by candidates and/or Trainer/Assessor;
  • Direct Supervisor has been identified (if required) and Trainers/Assessors are proficient/hold the required awards; and
  • Probationary Trainers/Assessors have been noted on paperwork and on Surfguard.
11 Finalisation of file
Once awards have been allocated, State is to email candidates’ certificates directly to candidates. An email will be forwarded to Branches so organisation of engraving of medallions (where applicable) can occur. The final step is to “ARCHIVE” the award, once all other steps have been completed.


STEP DETAILS – INDEPTH PROFICIENCY or AWARD UPDATING (Missing UOC or superseded qualification)
1 Club creates “Proficiency” Request on Surfguard (minimum 14 days prior to Course Start Date)
  1. Complete all fields as required.
  2. Under “Assessment Details” complete the boxes as follows:
    • Assessment Type – Proficiency.
    • Time (24hr) – the time the Assessment will commence.
    • Activity Start Date – the date the course is commencing; and
    • Proposed Assessment Date – the date the course is due to be assessed.
  3. Under “Award Details” complete the boxes as follows:
    • Award Type –SLSA Education;
    • Award – which award your course is for
    • Delivery Mode/Funding Source – leave as is
  4. Club to add the following information into the “Comments” box:
    • Direct Supervisor Name (ie the full Cert IV holder if Training Officer/s do NOT hold Cert IV);
    • Any Probationary Trainer/Assessor/Facilitator Names;
    • Any related Course Numbers (ie related Radio Operator Award with Bronze Medallion course); and
    • Any other related Course information (ie IRBD UOC Upgrade etc)
  5. Press SAVE and record the Assessment ID onto Training Course Report.
2 Club enters course candidate names (a minimum 3 days prior to the course Start Date and once online resources have been allocated):
  1. To enter candidate names, click “UPDATE” under the “Action” column.
  2. Check Training Officer and Assessor names listed to ensure that they are accurate.
  3. Search for candidate names in the “Candidates” section:
    • Move required candidates across to the “Selected” box;
    • If a candidate’s name doesn’t show up in the “Available” list, Club should conduct an “Assessment Candidates Qualification Check” on candidate (HINT: Open the ACQC in a new tab/window on browser to keep the Assessment Request open at the same time).
  4. Once all candidates selected, click “Update” at bottom of page.
  5. DO NOT CLICK “SUBMIT” UNDER THE “ACTION” COLUMN – this is a step for Branch.
3 Club to collate ALL course resources. Refer to the relevant Training Course Reports/documentation included in Section 4 of the TOM. Resources o be printed from the SLS Members Area Library, SLS Members Area
4 Assessors to be Appointed (refer to Branch requirements)
  1. This step is either coordinated at a Club or Branch level depending upon award/Branch requirements.
  2. Assessor should be appointed at least 2 days prior to the Assessment Date and entered into Surfguard.
5 Assessment conducted and Form 14 completed
  1. Form 14 to be printed from Surfguard (if not already done) and completed on the day of Assessment by:
    • Chief Assessor to list all attending Assessors on Course Training Report;
    • Chief Assessor to mark if candidates were C/NYC/DNA/DNC; and
    • Chief Assessor to PRINT full name, sign and date at the bottom of the Form 14 (in the “Board of Assessors Endorsement” section). The date indicated must be the date the assessment occurred.
  2. Assessors to ensure all course paperwork is completed accurately.
6 Club delivers course paperwork to Branch (within 7 days of the Assessment Date)
  1. Club to ensure all paperwork is completed correctly according to the Paperwork Checklist contained on page 2 of the relevant Training Course Report.
  2. Once paperwork completed in full, Club to “Submit” Assessment Request (Submit Button under the “Action” column).
7 BEFORE Branch presses the “APPROVE” button under the “Action” column, Branch should:
  • Review the details the Club has entered and check the following:
  • All fields completed as required;
  • Under “Assessment Details” the “Date” boxes are completed as following:
    • Time (24hr) – the time the Assessment will commence;
    • Activity Start Date – the date the course is commencing; and
    • Proposed Assessment Date – the date the course is due to be assessed.
    • Under “Units of Competency” ensure no Units of Competency/Qualifications are selected;
    • Under “Trainers” – at least one Trainer has been selected;
    • Under “Enrolment Source Details” – nothing is entered here;
    • The following information has been added to the “Comments” box:
    • Direct Supervisor Name (ie the full Cert IV holder if Training Officer/s do NOT hold Cert IV);
    • Any Probationary Trainer/Assessor/Facilitator Names;
    • Any related Course Numbers (ie related Radio Operator Award with Bronze Medallion course); and
    • Any other related Course information (ie IRBD UOC Upgrade etc)
    • Any Trainer/Assessor/Facilitator name that appears in this box needs to be manually checked to ensure that they are qualified; and
    • Under “Candidates” – names are listed.
  • If some details are not correct – Branch to contact Club to discuss incorrect/non-complete details and determine if Assessment Request needs to be amended/rejected/deleted. If the Assessment Request is rejected/deleted, please make note of why in the “Comments” box before completing action.
  • Branch then must also click “APPROVE” button .
8 Branch processes course in Surfguard (within 7 days of receipt of Course Paperwork)*
  1. BEFORE Branch processes results in Surfguard, Branch needs to check that all paperwork required is submitted and correct according to Paperwork Checklist. Branch should also ensure receipt/date stamp is affixed.
  2. If all paperwork is correct, Branch clicks on “PROCESS RESULTS” and should check the following information listed in Surfguard against the Course Training Report and other paperwork and amend as required:
    • Assessment Date;
    • Trainers and Assessors listed in Surfguard match what is listed on the Training Course Report and Form 14; and
    • All details in “Comments” box are still accurate.
  3. Branch to complete Candidate Results according to Form 14.
    Legend of abbreviations:
    • C = Competent – select this if all paperwork is accurate and the Assessor has deemed the individual “Competent”
    • NYC = Not Yet Competent – select this if the candidate completed all assessment tasks, however did not meet the benchmark requirements
    • DNC = Did Not Complete – select this if the candidate did not complete all training required OR did not complete all assessment activities
    • DNA = Did Not Attend – select this if the candidate did not attend any training (ie registered for the course but did not start the training)
    • RNG = Recognition Not Given – not used by SLSQ
NOTE: Branch to enter Pool Swim Times and Run Swim Run Times in Surfguard for SRC and Bronze Medallion Courses. Branch clicks on the “Process Results” button at the bottom of the screen when all details are accurate and completed. Branch then clicks on the “APPROVE CANDIDATES” button under the “Action” column and subsequently clicks on the “Approve Candidates” button at the bottom of the screen. *Branch to commence above process within 7 days of receipt of Course Paperwork. The process should be completed within the 7 day period where possible. This timeframe may be altered if the paperwork received by Branch is not complete and requires further attention.
9 AWARD ALLOCATION (NATIONALLY ACCREDITED AWARDS ONLY) (within 7 days of receipt of Course Paperwork)* (all courses where a new qualification or unit/s of competency to be issued)
Once course is processed, Branch to deliver paperwork for nationally accredited courses to SLSQ for award allocation. SLSQ RESPONSIBILITIES:
BEFORE SLSQ allocates the award in Surfguard, SLSQ needs to check that all paperwork required is submitted and correct according to Course Training Report. SLSQ should also ensure:
  • Receipt/date stamp is affixed;
  • Candidate has completed their SLSQ Education Registration online;
  • All paperwork is present in accordance with Paperwork Checklist;
  • All assessment/s linking with course are identified on Training Course Report and in Surfguard;
  • Training dates on paperwork are eligible and align with the details on Surfguard;
  • Candidates have signed/Trainer ticked attendance against each date on the Attendance Sheet;
  • All theory assessments are marked in their entirety or Certificate of Completion attached;
  • All paperwork is signed by candidates and/or Trainer/Assessor;
  • Direct Supervisor has been identified (if required) and Direct Supervision forms attached and Trainers/Assessors are proficient/hold the required awards; and
  • Probationary Trainers/Assessors have been noted on paperwork and on Surfguard with forms attached.
10 Finalisation of file
Once awards have been allocated, State is to email candidates’ certificates directly to candidates. An email will be forwarded to Branches so organisation of engraving of medallions (where applicable) can occur. The final step is to “ARCHIVE” the award, once all other steps have been completed.

Notes :
The terms, “Club”, “Branch” and “SLSQ” have been used in this document as generic terms and should be taken to include and be interchangeable with each of the following groups/services:

“Club” – All affiliated Surf Life Saving Clubs, each Operations Support Service, Australian Lifeguard Services/Lifeguard Supervisors, Brisbane Lifesaving Services and the like.

“Branch” – All affiliated Surf Life Saving Branches, Regions, Operations Support/Lifeguard Services Assistants, Lifesaving Development Officers and the like.

“SLSQ” – Surf Life Saving Queensland, Surf Rescue House (Brisbane), SLSQ Education Hub, Education Development Coordinators and the like.


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