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Chartered Accountants Program

Employment Details Form


(Letter of Agreement / Change of Employment / Application for Approved Training Employer)
Please fill in your Identification Number, if known (please use a BLACK pen)

Please TICK the appropriate box/es to indicate why you are completing this form:
Letter of Agreement (current employment). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . complete Sections 1 and 2
Change of mentor details (current employment). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . complete Sections 1 and 2
Change of employment details (current & previous employment). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . complete Sections 1, 2 and 3
Out of approved employment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . complete Sections 1, 3 and 4
Application to be an Approved Training Employer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . complete Section 5

Please complete the relevant sections as ticked above, and return to the Institutes office (see page 7 for contact details). Please print in BLOCK LETTERS.
Please note: Incomplete forms may cause delays.

Section 1 Personal details (to be completed by candidate)


^Please note: Your employer must be an Approved Training Employer (ATE) with the Institute. If this is not the case, please have your Employer Representatitive
complete Section 5 and submit with this form.
Title

Mr

Mrs

Miss

Ms

Given name/s (in full)

Other

Family name

Preferred name

Date of birth

//

Address (home)
State

Postcode

Country

Email
Phone (home)

Mobile (personal)

Mobile (business)

Company details
Position title

(relevant accounting role)

Company name^
Department
Email
Phone (direct)
Street address
State
Reception phone

Postcode

Date you commenced employment with this company

//
Important note: If the terms/hours of employment have varied since
commencement with this employer, please provide details in a Service Letter.
Please contact the Institute for further information (see Section 6 for details).
1114-50 FORMS_CT-05 (11/14)

Country
Reception fax

Employment type:
Full time

Part time*

at

hours per week

*Part time must be at least 17.5 hours per week and a minimum of three months
duration to be counted pro-rata towards the three (3) years required for membership.

Employment Details Form | 1

Candidate name

Identification Number (if known)

Section 2 Mentor details (to be completed by mentor)


Please note: Approved employment must be conducted under the supervision and guidance of a mentor who is an Australian Chartered Accountant or
member of a fully recognised overseas body.
Title

Mr

Mrs

Miss

Ms

Dr

Given name/s (in full)

Identification (Member) Number


Family name

Fully recognised overseas body


(if not a member of the Institute)
Position title

Department

Email
Date you commenced mentoring candidate

//

Are you working at the same company and site as the above-named candidate?
Yes

Please confirm your details on the website is up-to-date by ticking the box:

Yes, I confirm that my details are current?

No

If No, please provide details of the external mentors company and candidates employer representative below:

External mentors company details


Company name
Street address
State
Reception phone

Postcode

Country
Reception fax

Please note: where the mentor is external to the organisation, a representative from the candidates employer must also be nominated to sign the
Practical Experience Agreement below (e.g. Manager/Partner/GM/HR/CEO). Please provide details below:

Candidates employer representative details


Full name

(Given name/Family name)

Position title

Phone (direct)

Department

Email

Practical Experience Agreement


The Institute of Chartered Accountants in Australia (the Institute) confirms the agreement made
between the prior-mentioned parties regarding the conduct and completion of the practical
experience requirements of the Chartered Accountants Program.
The Practical Experience Guidelines outline the roles and responsibilities of each party within the
Practical Experience component of the Chartered Accountants Program and each of the signatories
to the right, acknowledges they have read and understood the guidelines relevant to them.
In accordance with the Institutes Practical Experience requirements, by signing this form the
candidate and mentor signatories confirm that they have not nor will in future enter into a fee
for service mentoring arrangement with each other.
The candidate will also notify the Institute when any change is made to the conditions prevalent
at the time of signing.
Note: Candidates will only be eligible if they have been in a relevant accounting role mentored by a recognised
Chartered Accountant or a member of a fully recognised overseas accounting bodies.

Signed as acknowledgement of the agreement:


Candidates signature

Mentors signature

Employer representatives signature (if mentor is external)

It is important to note that mentoring will not be backdated where the mentor is external to the organisation.
I hereby confirm that I have read and understood the information contained in the Practical Experience
Agreement and Explanatory Notes in this Employment Details Form, and the information recorded herein
is a true record of my employment history.

Date

//
Employment Details Form | 2

Candidate name

Identification Number (if known)

Section 3 Change of employment details (to be completed for previous employer)


The following sections need to be completed if the Candidates mentor was:
Internal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . complete A and B
External, or became external during the employment period . . . . . . . . complete A, B and C

A. Candidates employment details


Employment type

Full time

Duration of
employment

(Section to be completed by candidate)

Part time

//

to

at

hours per week

//

Years

Months

Candidates position
Company name
Company
street address
State
Reception phone

Postcode

Country

Company fax

B. Mentors details* (Section to be completed by candidates mentor in previous employment)


Title

Mr

Mrs

Miss

Ms

Dr

Given name/s (in full)

Identification (Member) Number


Family name

Fully recognised overseas body


(if not a member of the Institute)
Email
Phone (direct)

Fax

* Note: Mentored employment is approved employment conducted under the supervision of an Australian Chartered Accountant or member of a fully recognised overseas body.

I certify that the above candidate was employed with this organisation
and mentored by a Chartered Accountant in accordance with the
Chartered Accountants Program Regulations (please refer to the
Chartered Accountants Program Regulations R1 in the Members
Handbook at charteredaccountants.com.au/handbook)

C. Employer representatives details


Title

Mr

Mrs

Mentors
signature

//

Date

(Section to be completed by candidates previous HR or Manager if the mentor was external at the time of mentoring)

Miss

Ms

Dr

Given name/s (in full)

Family name

Position/title
Company name
Email
Phone (direct)

I certify that the above candidate was employed with this organisation
and mentored by a Chartered Accountant in accordance with the
Chartered Accountants Program Regulations (please refer to the
Chartered Accountants Program Regulations R1 in the Members
Handbook at charteredaccountants.com.au/handbook)

Employer
representatives
signature
Date

//
Employment Details Form | 3

Candidate name

Identification Number (if known)

Section 4 Out of Approved Employment (to be completed by mentor, and signed by both mentor and candidate)
Purpose of the Out of Approved Employment provision
To become a Chartered Accountant, in addition to passing the program
modules, you also need to complete three (3) years of approved
employment mentored by a Chartered Accountant. Some of this is
done before you start your modules. It is a requirement that you are
in approved, mentored employment while studying the modules.

(Mentors
full name)

I,

(Mentors member
body number)

hereby agree to mentor the above candidate during the module of

There may be times when you are not currently employed while you
are studying a module, and so the Chartered Accountants Program
regulations allow you to undertake a maximum of two technical modules
(26 weeks) while out of approved employment.

in accordance with the Chartered Accountants Program Regulations.

Please note: You must be in approved employment at registration for


the Chartered Accountants Program.

We propose the following mentoring arrangements:

Who can be my mentor while Im out of approved


employment?

(Module title)

Type
of contact

Frequency
of contact

Duration
of contact

Face to face

Weekly

30 minutes

You are required to nominate a mentor while you are out of approved
employment who will be available to provide guidance in your
module study.

Email

Fortnightly

1 hour

Phone

Monthly

> 1 hour

Your mentor is required to be an Australian Chartered Accountant


OR a current member of one of the Institutes fully recognised
overseas bodies.

Other

Candidates signature

When do I need to apply for Out of Approved Employment?


1. If you are enrolled in a technical module that is about to commence
and you are not currently working or not in approved employment
2. If you are currently enrolled in a technical module, but:
a) Will / have ceased approved employment and you do not have
another position
OR

Date

//

Mentors signature

b) Your new position is not with an Approved Training Employer.


Date

//

Employment Details Form | 4

Candidate name

Identification Number (if known)

Section 5 Application to be an Approved Training Employer (ATE) (to be completed by an authorised senior employer representative)
An ATE is an organisation that meets the Institutes standards for offering the type of work experience that fulfils the practical experience requirements of the
Chartered Accountants Program. An organisation must obtain Approved Training Employer (ATE) status before a candidate in their employ can be registered
for the Chartered Accountants Program. Note: Current employers with candidates in the program do not need to re-apply.

Employer details: Please provide employer details including all branch locations (if applicable) below:
Company name
(if applicable)

Institute Identification
Number (if known)

Trading/
Business name

ACN / ABN

Company
street address
State

Postcode

Country

Company name
(if applicable)

Institute Identification
Number (if known)

Trading/
Business name

ACN / ABN

Company
street address
State

Postcode

Country

Company name
(if applicable)

Institute Identification
Number (if known)

Trading/
Business name

ACN / ABN

Company
street address
State

Postcode

Country

Company name
(if applicable)

Institute Identification
Number (if known)

Trading/
Business name

ACN / ABN

Company
street address
State

Postcode

Country

Company name
(if applicable)

Institute Identification
Number (if known)

Trading/
Business name

ACN / ABN

Company
street address
State

Postcode

Country

Continued overleaf

Employment Details Form | 5

Candidate name

Identification Number (if known)

Section 5 Application to be an Approved Training Employer (ATE) (continued)


I, the undersigned, being authorised on behalf of
(Company name)

wish to apply for approval to be recognised as an Approved Training Employer


(ATE) with the Institute of Chartered Accountants Australia.
I have read the Explanatory Notes (pages 8 9) and confirm that
(Company name)

meets the Institutes standards for offering the type of work experience that fulfils
the practical experience requirements of the Chartered Accountants Program.
In support of this application, I agree that the organisation will
(please cross each box):
Provide structured practical experience by establishing a documented
and regularly monitored work experience program for all candidates
undertaking their practical experience requirements for admission to
the Institute
Conduct a reasonable mix of accounting work, so the candidates can
obtain the appropriate range of practical experience
Provide appropriate resources and procedures to provide quality staff
development, including training

Provide quality assurance processes including nomination of person/s


responsible for the program, recruiting, developing and monitoring the
progress of candidates
Provide internal procedures for regular monitoring and supervision of
candidates practical experience, including appropriate on-the-job training,
counselling and development of Institute logbook competencies
Be committed to professional development and to ensuring all staff
remain up-to-date technically and with matters affecting the wider
economic community
Display a professional approach to accounting with a supportive senior
management attitude towards modern systems, compliance with best
practice, and continuous improvement
Provide sufficient access to members of the Institute who are willing
to act as mentors (Note: mentors are encouraged to have no more
than four candidates each at any one time)
Provide time during and outside working hours to enable candidates
to successfully complete the Chartered Accountants Program (Note:
there is a requirement for candidates to sit a final exam for each module
on a Tuesday morning and for them to attend three mandatory face-toface workshops in the final Capstone module. Each module offers other
opportunities (usually outside standard working hours) for candidates
to attend face to face or virtual presentations on specific topics)
Provide staff with reasonable access to the internet and the required
computer resources to complete the Chartered Accountants Program.

Full name
Position/title
Email (Business)

Signature

Date

//

Employment Details Form | 6

Candidate name

Identification Number (if known)

Section 6 Submitting your application form


Please submit your completed application forms to:
(Please submit only one copy of the required form)

For further enquiries or additional information please contact


the Chartered Accountants Service Centre on:

Email

assessment@charteredaccountantsanz.com

EMAIL

service@charteredaccountantsanz.com

OR

Phone

Australia 1300 137 322 Overseas +61 2 9290 5660

If you have a digital signature


simply click the submit button

WEBSITE

charteredaccountants.com.au

Privacy Policy
IMPORTANT: Your consent to disclosure
By providing personal information to us in this form you consent to the Institute:
(a) Disclosing to third parties your (current or former) status as a member or candidate of the Institute;
(b) Disclosing to regulators, law enforcement bodies, professional associations and government or statutory
bodies the details of any final adverse determinations (including sanctions) in relation to your professional
and/or ethical conduct that are made by the Institutes Professional Conduct Tribunal or Appeal Tribunal
(or as they may be reconstituted or renamed from time to time); and
(c) Collecting from third parties information relating to your membership of a trade or professional
association or union, your criminal record (if any), your health, religious beliefs or affiliation, racial or
ethnic origin and any other sensitive information to the extent that it is reasonably necessary for one
or more of the functions or activities of the Institute.
We collect, use and disclose your personal information in connection with your application, the
management and administration of members and/or programs, the provision of products and services and/
or to communicate with you. If you do not provide your personal information, we may be unable to process
your application. We may disclose your information to agents, contractors and service providers such as
where we outsource functions and to other third parties such as local and international professional bodies,
ASIC and other regulators and government bodies. By completing this form, unless you opt-out, you consent
to us also using and disclosing your information for promotional and marketing purposes. You can opt-out by
contacting us at privacy@charteredaccountants.com.au or on 1300 137 322. We may also have collected
information about you from a third party, for instance from other professional bodies with which we have
reciprocal arrangements. Your information will also be used and disclosed as set out in the Institutes Privacy
Policy, available at www.charteredaccountants.com.au/privacy. It is likely that your personal information
will be disclosed to overseas recipients (as provided in our Privacy Policy, including the location of those
entities). The Privacy Policy sets out how the Institute handles your personal information including how you
can seek to access and correct your information or raise a privacy concern with us and how it will be dealt
with as well as details about the disclosure of your information to entities overseas.
The Institute of Chartered Accountants in Australia. Formed in Australia. Members of the Institute are not
liable for the debts and liabilities of the Institute. ABN 50 084 642 571

Employment Details Form | 7

Explanatory Notes to Employment Details Form


This information is provided to help you complete the form and guide you through the application process.
Once you have completed your form please keep a copy for your records.
The Employment Details Form is designed for the Practical Experience component of the Chartered Accountants Program, and is to be completed for below reasons:
To record your current employment & mentor details (Sign in)
To have your previously registered employment details verified (Sign off)
To record any changes in employment and/or mentor, including mentor becoming external
Out of approved employment
An employer to apply to be recognised as an Approved Training Employer (ATE) with the Institute.
Circumstances in which candidates are required to submit an Employment Details Form include but are not limited to the following:

Circumstance

Requirement

Change of relevant accounting roles within the same organisation,

Complete Sections 1 and 2 of the Employment Details Form

or

Your mentor will need to complete and sign Section 2.

Change of internal mentor.


Change of relevant accounting role within the same organisation,

Complete Sections 1 and 2 of the Employment Details Form

or

Your external mentor and employer representative will need to


complete and sign Section 2.

Change of external mentor,


or
Change of employer representative.
Your internal mentor has left the organisation, however continues
to be your mentor.*

You have changed employing organisation, however retain your


current mentor as an external mentor.*

Complete Sections 1 and 2 of the Employment Details Form


Your mentor and a new nominated employer representative will need
to complete and sign Section 2.
Complete Sections 1, 2 and 3 of the Employment Details Form.
Your new nominated employer representative will need to complete
and sign Section 2.
Your mentor will need to complete and sign Sections 2 and 3.
It is preferable that you find an approved mentor in your new location.

You have the same accounting role, employing organisation and mentor,
but have moved to a different organisation office/location.

Complete Sections 1, 2 and 3 of the Employment Details Form.


Your mentor and employer representative (if your mentor is
external) will need to complete and sign Sections 2 and 3.
It is preferable that you find an approved mentor in your new location.

You wish to apply to undertake a technical module Out of approved


employment.

My employer needs to apply to be recognised as an


Approved Training Employer.

You will need to nominate an approved mentor.


Complete Section 1 (personal contact details) and Sections 3 and 4
of the Employment Details Form.
An authorised employer representative will need to complete and sign
Section 5 to be returned with this form.

* It is important to note that periods of approved employment will not be backdated where the mentor is external to the organisation.

For circumstances that fall outside the above, please contact the Chartered Accountants Service Centre on the details provided in Section 6 of this form.

Continued overleaf

Employment Details Form | 8

Explanatory Notes to Employment Details Form (continued)

What are the employment requirements for a candidate registering for


the Chartered Accountants (CA) Program from 1 November 2012?
Applicants wishing to register as a candidate for the Chartered Accountants
Program from 1 November 2012 must be in approved employment with an
Approved Training Employer (ATE) under the guidance of a mentor.
Refer to Section 1.2 of the Chartered Accountants Program regulations
for all candidate registration requirements.

What is an Approved Training Employer (ATE)?


An ATE is an organisation that meets the Institutes standards for offering
the type of work experience that fulfils the practical experience requirements
of the Chartered Accountants Program.
What criteria must an organisation meet for approval to be recognised
as an ATE?
The Institute has established criteria that all ATEs are required to meet.
The criteria can be divided into four categories:

Structured practical experience


An organisation must:
Have a strong commitment to provide appropriate work experience for
membership of the Institute
Establish a documented and regularly monitored work experience program
for all candidates, undertaking their practical experience requirements for
admission to the Institute. Some organisations may find it efficient to
merge resources with another organisation to meet this requirement
Conduct a reasonable mix of accounting work, so the candidates can obtain
the appropriate range of practical experience. Some smaller organisations
may co-operate with one another or with a larger organisation to ensure
this requirement is fully met.

Quality assurance processes


An organisation must have:
A nominated office or person responsible for the program
A senior person, or a team of people (depending on the size of the
organisation), who is/are responsible for recruiting, developing and
monitoring progress of accounting candidates
Internal procedures to provide regular monitoring and supervision of
candidates practical experience. The procedures should include appropriate
on-the-job training, counselling and development of professional skills and
individual attributes such as:
Intellectual skills
Technical and functional skills
Personal skills
Interpersonal and communication skills
Organisational and business management skills.

Staff training and development


An organisation must:
Have appropriate resources and procedures to provide quality staff
development, including training
Be committed to professional development and to ensuring all staff remain
up-to-date technically and with matters affecting the wider economic
community.

Other resources
An organisation must:
Provide time during and outside working hours to enable candidates to
successfully complete the Chartered Accountants Program (Note: there is a
requirement for candidates to sit a final exam for each module on a Tuesday
morning and for them to attend three mandatory face-to-face workshops in
the final Capstone module. Each module offers other opportunities (usually
outside standard working hours) for candidates to attend face to face or
virtual presentations on specific topics.)
Provide sufficient access to members of the Institute who are willing to
act as mentors (Note: mentors are encouraged to have no more than four
trainees each at any one time)

How does an organisation apply for ATE status?


An organisation wishing to become an ATE will complete Section 5 (page 5)
of the Employment Details form to be assessed by the Institute.
Who is authorised on behalf of the employer to apply for ATE status?
A person who holds a senior position within the employer organisation for
example: Partner, Senior Manager, Director, CFO, CEO, General Manager or
Senior Executive.
Do current employers who have been previously accredited by the
Institute to offer practical experience for candidates in the program
need to re-apply?
No. Employer accredited prior to 1 November 2012, have had their status
updated to Approved Training Employer.
How does an Approved Training Employer maintain ATE status?
To maintain ATE status, all ATEs will be required to complete an online
annual report confirming up to date information about the organisation
and to demonstrate that an appropriate workplace training environment
continues to exist.

Employment Details Form | 9