Guidance Notes for carrying out inspections at YATCs

Documentation

·         (YAGN) Yachting Australia Guidance Notes / Standards for Training Centres

·         (YAIR) Yachting Australia Inspection Report Form

·         Triplicate Action Plan books (optional)

·         Statistics on students enrolments and course packs purchased (to be supplied by YA)

Administration  

1.       YA will liaise with YATCs on their availability

2.       YA will allocate a list of Training Centres for each Inspector

3.       Adhoc appointment based on availability of inspectors

4.       Nominated inspector liaises with Training Centre regarding scheduling

5.       Inspector advises YA of inspection date for records

6.       Inspector completes inspection and issues Action Plan to YATC for completion

7.       Inspector submits YAIR, Action Plan, invoice and expenses details to YA

8.       YA and Inspector discuss any actions requiring follow up with the YATC that should be addressed at a later date

9.       Inspector will advise YA once all actions have been satisfied

10.   *YA accredits YATC (for initial inspections)

Pre-inspection communication with the YATC

1.       Send the YAIR to Principal and request that the shaded areas be completed in advance

2.       Ensure that the Principal and Senior/Chief Instructor will be available

3.       Ensure that all communications are clear regarding arrival time/pickups (email is better)

On the day of inspection

4.       Arrive on time and be cordial

5.       Wear a neutral (non branded) T-Shirt or YA Shirt

6.       All Centre documentation should be available for inspection including:

a.        previous course programmes

b.      copies of student feedback questionnaires

c.       samples of any near misses or incident reports

d.      details of instructor qualifications

7.       Training vessels should be set up, accessible and equipment laid out

8.       Observation of a training course is preferable although not essential – if going on the water ensure you wear a lifejacket

9.       Ensure that an Action Plan is left at the YATC on the day and includes a timeframe for completion

10.   Thank the Club / Training Centre.

Useful items to bring to YATC Inspections (all available from YA Website)

·         Current YAGN

·         myCentre quick reference guide

·         Relevant course packs for illustration purposes

·         Sample policy and procedure documents

·         Training Centre Flag

·         Yachting Australia Business Cards for distribution

·         A pen!

 Inspection Fees and Payment

·         Inspectors are paid a set rate per inspection based on a minimum of 3 hours per YATC inspection – max 2 inspections per day 

·         All receipts should be photocopied, numbered and attached to the YA13 Expenses Claim form

·         All expenses (travel, meals, accommodation etc) must be itemised on the Expense Claims form (FM13) using the following categories:

Inspections                                        2025

Travel                                                2850

Accommodation                              2850.1

Air Travel                                          2850.2

Car Expenses/Tolls/Fuel               2850.3

Ground Travel/Car Rentals            2850.5

Subsistence/Meals                        2850.8

·         Invoices should be generated for the total amount payable and made out to Yachting Australia 

·         Please ensure to include bank details for payment

·         Invoice and receipts should be mailed with completed YAIR within 2 weeks of inspection to

Yachting Australia Training, Locked Bag 806, Milsons Point, NSW 2061

training@yachting.org.au

Other Links
	YA13 Expenses Claim form