Award Processing in Surfguard

Document/PROCEDURE Change

NEW PROCEDURE

IMPLEMENTATION DATE OF CHANGE

CMF 1 no longer required to be completed and/or submitted

Club/Entities to create New Assessment Request in Surfguard

For all new courses from Monday 13^th August 2012

CMF 3 no longer required to be completed and submitted

Club’s/Entities to print and use ‘Enrolment Form’ from within surfguard (found within Assessment Request screen) and submit completed

For all new courses where training starts from Monday 13^th August 2012.

Any course that is currently being conducted, continue to use previous process.

CMF6 – page 2 – to be removed

Clubs/Entities to print and use ‘Attendance Sheet’ (found within Assessment Request Screen) and submit completed

For all new courses starting from Monday 13^th August 2012

Recording of Probationary Training Officers, Assessors and Facilitators – surfguard does not have a specific field to attach a probationary TAF’s to an assessment request

Probationary Trainers, Assessors and Facilitators names are to be recorded in the ‘Comments’ field found within the Assessment Request.

Probationary TAFs should also be listed on the CMF6.

For all courses – new or old.

1.

Surfguard uses the terminology of ‘Assessment Request’ however SLSQ will be using the ‘Assessment Request’ process as a ‘Course Request’ whereby clubs will be required to create ‘New Assessment Request’ in surfguard, instead of completing a CMF1 form.

2.

Clubs must record the Course Start Date in the ‘Comments’ field in the ‘Assessment Request’.  This is required so Branches, and clubs, know when the ‘Assessment Request’ needs to be submitted by Branch by.

3

Importance of Archiving Members

It is important the clubs archive those members who are not financial for the current season on a regular basis.  By doing this, it will ensure that when creating a ‘New Assessment Request’, if the club does have to tick the ‘Include non-financial members’ box (as they are creating an assessment request between 1^st July and 30^th September) this will increase the chance of actual financial members only being listed.

This risk of not archiving members regularly is that when this box is ticked, members who are not actually financial with the club could be listed and if they participate in the course may not be covered by insurance.

Q.1.

What is the difference between CR and RCC/RPL found within the New Assessment Request form in Surguard

A.1.

·     CR stands for Credit Transfer whereas RCC/RPL stands for Recognition of Current Competence/Recognition of Prior Learning. 

·     Select CR when a member already holds exactly the same unit of competency as required by SLSQ usually obtained from an external organisation i.e. Apply First Aid unit of competency HLTFA301C – Apply First Aid.

·     Select RCC/RPL when a member does not hold exactly the same unit of competency as required by SLSQ and does not complete a full course including both training and assessment – usually completes an assessment only RPL procedure.  For example – Certificate II Upgrade process would require RCC/RPL to be selected

Q.2.

What if I can’t find/forget the Course Number (Course ID) that Surfguard Provides

A.2.

You can search for a course number by navigating to ‘Assessments’ à ‘Assessment Request List’ and complete the following fields:
‘Assessment status’ – make sure it reads ‘All Assessment Status’

‘Award’ – select which award you are trying to find a course number for

‘Assessment Date’ – make sure the date range listed will include the course assessment date

Q.3.

How do I record Probationary Trainers, Assessors, Facilitators

A.3.

Surfguard does not include a specific field allowing you to record Probationary Assessors.

New Procedure - ALL Probationary Trainers, Assessors and Facilitators of a course are to be recorded in the ‘Comments’ field found within the Assessment Request.

IMPORTANT – please ensure this field is updated according to actual Probationary Trainers, Assessors, and Facilitators actually participate in the course as compared to who was originally nominated but may not have.

Q.4.

How do I record the course Direct Supervisor in Surfguard?

A.4.

The Direct Supervisor listed on the CMF1 must be recorded within the ‘Comments’ field in the Assessment Request and clearly identified.  For Example: Direct Supervisor = John Smith

Q.5.

How do I record the course Facilitator in Surfguard?

A.5.

Surfguard does not have a specific Facilitator field in the ‘Assessment Request’.

As a result, where a Facilitator has been named on the CMF1, the Branch will be required to check that person’s/peoples Surfguard award list manually to ensure they are an endorsed Facilitator for the award listed on the CMF 1.

Where the member is qualified, their name should be added to both the ‘Trainers’ and ‘Assessors’ fields in the ‘Assessment Request’.  In addition, it should be recorded in the ‘Comments’ box who was a facilitator.  For example: Facilitator = John Smith. 

Q.6.

Does the ‘Enrolment Source Details’ field need to be completed?

A.6.

Not for SLSQ Member Education courses

Q.7.

How does Surfguard manage the proficiency of SLSQ Training Officers, Assessors and Facilitators (TAFs)

A.7.

Surfguard has a proficiency time frame of 2 years for TAFs however SLSQ requires TAFs to be proficient on an annual basis.

NEED TO DISCUSS THIS PROCEDURE

Q.8.

What if a member listed on the ‘Assessment Request’ does not show up for the planned assessment date?

A.8.

Process the Assessment Request and the member/s who did not attend will need to be added to separate ‘Assessment Request’.

Q.9.

What if the candidate name doesn’t show up in the ‘available’ list when searching for candidates when adding names in an assessment request list?

A.9.

You may have to tick the ‘Include Non Financial Members’ box if the name doesn’t show up.

Surfguard makes members non financial as of the 1^st July each year even though a member is generally financial until 30^th September of each year.

IMPORTANT: recommend that the person creating the assessment request does check each candidates individual profile to ensure that they are eligible.  This step is not required as long as clubs are ‘ARCHIVING’ members profiles who are not proficient.

A.10. 

Once an Assessment Request has been submitted (by the Branch) names listed on the assessment request cannot be altered.

If after the Assessment Request has been submitted in Surfguard and a member wants to join the course after this date, the club will need to create another separate Assessment Request in Surfguard, and subsequently print off the 'Attendance Sheet' and 'Enrollment Sheet' for the course course and completed.

As a result, the person responsible for the course will need to ensure that 'Attendance Sheets' and Enrollment Sheets' from both courses are kept with the course paperwork and submitted.

In this case, you only need to complete 1 Course Report Form (CMF6) - please note both course numbers in the appropriate area.

  A.11.

No.

The Apply First Aid award is required to be completed every 3 years.

NOTE: For the Apply First Aid award to remain current within the 3 year period, a member needs to maintain their Resuscitation proficiency either through completing their Bronze Medallion proficiency or Resuscitation proficiency each year.

To process members who are completing an Apply First Aid update course (due to it expiring) where they already hold an Apply First Aid award in Surfguard, follow the steps below:

1. Create a New Assessment Request for an 'Apply (Senior) First Aid' award and select 'Proficiency' as the 'Assessment Type'
2. Create a 2nd 'New Assessment Request', select 'Award' as the 'Assessment Type', then in the 'Award' drop down list, select 'Apply First Aid (HLTFA301C)' ensuring that you select the C version.

For a pictorial presentation of these steps, CLICK HERE.

SLSQ is aware of the difficulties that clubs/branches are facing in regards to raising assessment requests for the Advanced Resuscitation Techniques award.  SLSQ is awaiting SLSA to implement a change in surfguard that we have request which will fix this problem.

Until the change has occurred, if you find you cannot place a member's name in an assessment request, ADD their name to the assessment request in the 'Comments Box' and state why their name/s are in this box. 

SLSQ will inform all clubs, via this page, when the change has been implemented.

If you want to find exactly why you can't add a member to an assessment request, there is a neat function in Surfguard to let you know why.

Under the 'Assessment's tab, you will find an option titled 'Assessment Candidate Qualification Check'.  Click on this and complete the required fields and when you click 'Check' button on the bottom, below this it will list why you can't add a candidate to a particular award assessment request.

Please refer to SLSQ Circular 116.09.12 - Surfguard award processing changes - proficiency and new awards First Aid and Bronze Medallion.

CLICK HERE to view the circular

Please refer to SLSQ Circular 116.09.12 - Surfguard award processing changes - proficiency and new awards First Aid and Bronze Medallion

CLICK HERE to view the circular

Q.1.

What will happen to open assessments that have been created in Surfmate?

A.1.

The open assessments should be transferred over to Surfguard of which the club will be able to search for the assessment under ‘Assessments’ Menu tab then click on ‘Assessment Request List’.

IMPORTANT: For all assessment requests that were transferred over from Surfmate, and that aligned to a Nationally Recognised Unit of Competency or Qualifications, BRANCH will need to UNTICK the ‘Allocate/Update Equivalent Award’ box found under the ‘Award Details’ section of the assessment request.

Any NEW Assessment Request created in Surfguard can allow this box to be ticked to allocate the equivalent unit of competency.