Feature Article: Four ways to check trainer and assessor profiles to determine if they are compliant

Trainers and assessors are dual professionals who must have industry qualifications/experience and an approved training and assessment qualification. RTOs are responsible for ensuring trainers and assessor’s records of their credentials are evidenced and authenticated. Maintaining appropriate record keeping systems to routinely manage trainer and assessor profiles is a critical compliance consideration for VET providers. Here is some advice for RTOs to help with confirming compliance with the SRTOs 2015 and Clauses 1.13 – 1.16. You can also download our free Trainer and Assessor Profile Review Checklist to assist with your checks.

Table of Contents

Demonstrating vocational competency:

Maintenance of current industry skills:

Educational qualifications

VET currency and professional development:

Other feature articles:

References:

Demonstrating vocational competency:

Trainers and assessors can demonstrate vocational competencies by holding the exact units of competency that they are delivering training and assessing. This should be evidenced by providing statements of attainment or certification of accredited training completed. If they do not hold the exact units they will need to provide a documented analysis e.g. mapping that demonstrates equivalence of superseded units held and/or other credentials held as well as relevant work history (industry knowledge and skills). This mapping should be at a minimum to the element level of each unit of competency being delivered. Other evidence to be provided could include occupational licences and/or accreditations as required by specific training packages. Supporting documentation that evidences credentials held and verifies claims of work history such as statements of services or references should also be on file. Copies of vocational qualifications must be authenticated with the issuing organisation and records of verification retained on file.

Maintenance of current industry skills:

Evidencing concurrent employment in industry for a job role relevant to what trainers and assessors are delivering is an effective way to demonstrate current industry skills. Supporting documentation such as an employment contract or statement of service should be supplied to verify claims of work history. Other evidence that can demonstrate industry currency include:

Records of undertaking professional development such as workshops; conferences, forums etc. relevant to the specific industry and units of competency delivered.
Records of active participation in professional associations or memberships / subscriptions relevant to the specific industry and units of competency delivered.
Evidence of professional readings directly related to the units of competency currently being delivered.

ASQA is very clear in stating that training and assessing in the workplace does not contribute to the demonstration of industry currency.

Educational qualifications

Trainer and assessor credential requirements in the SRTOs 2015 specify they must hold the minimum training and assessment credential TAE40116 or TAE40110 with TAELLN411/TAELLN401A and TAEASS502/TAEASS502A/TAEASS503B or; hold a diploma or higher qualification in adult education. Your RTO should have a process in place to confirm any higher qualifications in adult education presented by staff are deemed suitable to meet the requirements of Clause 1.14. The evidence provided must be authenticated with the issuing organisation and records of verification retained on file.

VET currency and professional development:

RTOs need to ensure that trainers and assessors are regularly undertaking professional development to maintain VET currency. Participation in training courses; events; conferences; webinars; or workshops relevant to vocational training or learning and assessment specifically about competency based training and assessment (CBT) will sufficiently evidence current knowledge and skills in VET.

While the SRTOs 2015 do not state how frequent this must occur it is generally accepted that to be considered current it should have been undertaken in the last 2 – 3 years. RTOs should also ensure they have consulted with industry to confirm their expectations in relation to maintenance of trainer and assessor industry and VET currency.

References:

https://www.asqa.gov.au/standards/training-assessment/clauses-1.13-to-1.16

https://www.asqa.gov.au/resources/fact-sheets/meeting-trainer-and-assessor-requirements

https://www.asqa.gov.au/faqs/be-considered-be-vocationally-competent-does-trainer-and-assessor-need-hold-qualification-and

https://www.asqa.gov.au/rto/focus-compliance/series-1-trainers-and-assessors

January 7, 2022

Feature Article: Top 5 tips to future proof your RTO in 2022

With the new year already upon us and the pandemic enduring both in business and the wider community now is the perfect time to set your sights on the year ahead and refresh your RTOs direction. Here are a few tips to help you plan your RTOs priorities and objectives that will sustain your business in 2022.

Preparing for the unexpected:

Recent events have taught businesses not to get complacent with COVID-19 normality. As seen lately everything can change once a new strain emerges or case numbers start rising, which highlights why RTOs should get comfortable with the uncomfortable. RTOs must be constantly prepared for change, whether that means rapidly adjusting your delivery due to restrictions, increasing your online presence, or continuing to service your clients during uncertain times. RTOs can strengthen their resilience by implementing strategic and operational plans for 2022 that account for the unexpected.

Develop and refine your COVID-19 crisis strategies:

If you haven’t already developed a Business Continuity Plan for your RTO now is the time. Have you got a clear strategy or operational direction on how to handle on-going restrictions, lockdowns or new COVID-19 situations? Having a clear plan in place that ensures your RTO continues to operate in the event of a crisis or other disruptive event is essential these days. The plan ensures that your staff and assets are protected, and your RTO is able to function quickly in the event of a crisis. If you have an existing plan in place, ensure you review it now to reflect the current pandemic state and seek feedback from your staff on its effectiveness.

Planning RTO strategies and goals:

Business confidence is shaky at present and economic recovery uncertain surrounding the impact from the Omicron strain coupled with concerns over the inflation and interest outlook. A lot of industries that RTO’s service are operating in ‘survival mode’ and, as such, are reluctant to invest in skills training or professional development due to their conservative spending habits and cashflow management priorities right now. Your RTO planning for 2022 should provide a system for aligning priorities that prevent COVID-19 impacting your strategies and business imperatives.

Take care of your talent:

RTO staff have endured many challenges during COVID-19 with job uncertainty at an all-time high, work hours extended, and workloads increasing. As such, many are feeling fatigued and burned out, with too few holidays due to border restrictions. Now is the time to invest in your talent. RTOs should consider the importance of staff mental health and well-being this year. With social isolation and anxiety running high, it’s important for workplaces to create environment’s that have a strong emphasis on emotional care and wellbeing to negate the threat of the Great Resignation. With many people facing mental health issues, due to COVID-19, it’s important for businesses to genuinely show care and concern for their staff.

Embrace technology:

An important goal RTOs should consider includes ensuring your organisation stays up to date with the latest technology, applications and programs relevant to your operations. One of the biggest lessons from the pandemic has been the importance of having data and applications accessible in the cloud. RTOs who continue to resist implementing remote work options will continue to struggle during the on-going COVID disruptions and risk further impacts to business sustainability and longevity. Your customers also expect you to have up-to-date online practices, to ensure your RTO operates efficiently. The start of the year is a good time to do an IT systems audit in your RTO to see where you could be saving time and/or money by using better programs or processes. Reach out to VET suppliers for advice and assess what your competitors are using. While it may cost you initially, the return on investment in the long run will create smoother, faster, and easier processes that will improve your business exponentially. Remote work is likely here to stay and now is as good a time as any to begin your transformation especially for back-end systems.

References:

https://www.asqa.gov.au/news-events/news/webinar-recording-available-moving-and-staying-online

https://www.business.qld.gov.au/running-business/covid-19-restrictions/current

https://www.abc.net.au/news/2022-01-06/australia-businesses-forced-covid-closure-as-cases-climb/100740866

https://www.abc.net.au/news/2022-01-07/covid-food-supply-chain-woes-hit-hospitality-businesses/100742134

https://www.smh.com.au/business/workplace/how-badly-is-australia-missing-international-students-20211026-p593f8.html

December 16, 2021

Feature Article: Pro tips for effective management of RTO registration and transitions

RTOs should have processes in place to ensure compliance with all requirements of the Standards for Registered Training Organisations (RTOs) 2015 when managing scope of registration. This includes transitioning learners from superseded training products within specified timeframes to ensure current training products are delivered as required. RTOs must be ready to deliver and have all resources in place by the time superseded training products expire and replacement training products must be delivered. Here are some important considerations for RTOs to note when managing transitions and overall scope of registration :

Using project management methodology:

To manage registration and transition processes successfully RTOs should develop project plans that allow you to co-ordinate multiple sub-projects within your registration and transition project. Your planning should consider aspects such as your additions to scope of registration; learning and assessment resource development; marketing collateral development; creating pre-enrolment materials; communication strategies; staffing and capability; TAS development and student transition mapping. One of the key benefits achieved by using a project management approach in managing your registration and transition processes is effective coordination and efficient utilisation of RTO resources.

Transition plan:

A mapping exercise should be undertaken to analyse replacement units of competency and identify any changes to requirements in comparison to superseded versions so gaps can be addressed in your updating of resources. This needs to be done regardless of whether units of competency are equivalent or not. By completing this exercise you will be able to determine if your RTO needs to just update the existing resources of your superseded units of competency or fully develop new learning and assessment materials. It will also inform you as to what sequence of delivery you need to implement for the replacement units of competency to allow students to transition if necessary.

Changes to scope of registration:

RTOs are notified of any changes to their scope of registration on the National Register including automatic additions of training products that have replaced the superseded and equivalent versions on scope. If you intend to deliver replacement training products automatically added to scope of registration you must implement processes for confirming all required resources are available. The most effective way to do this is by developing a project plan outlining priorities such as learning and assessment resource development; marketing material; trainer and assessor currency requirements and procurement of essential equipment and training aids. RTOs should remove replacement training products automatically added to scope of registration if you decide you do not want to deliver them so you do not have to provide the required resources and meet the compliance obligations.

Updating scope of registration:

RTOs must apply to add a non-equivalent replacement training product to scope of registration and should have a procedure in place to undertake this process. The first step undertaken should be evaluating the training product and your capacity to provide the course including industry, market, legal, financial and commercial viability considerations. When planning to add a new training product to scope you should determine the relevant delivery modes to be offered and the learner cohorts by creating a new training and assessment strategy (TAS). You can identify in your TAS what existing learning and assessment resources for the units of competency need to be redeveloped and include a plan that outlines what timeframes materials will be developed by.

Completing existing students:

Existing students enrolled in superseded training products should be completed within the transition period. RTOs need to identify if they are able to complete all training and assessment and ensure they can issue these students with a qualification or statement of attainment prior to the transition end date. A mapping exercise can be undertaken for students enrolled in superseded training products to determine how they should transition into the replacement training products if you have identified they will not complete in time. Students affected by the change should be informed of what if any changes may need to be implemented as soon as practically possible so they are not disadvantaged in any way. RTOs who need to transition international students should be aware of any impact on CRICOS requirements. Similarly, for apprentices and trainees other implications on training contracts need to be considered when being transitioned into replacement courses.

References:

https://www.asqa.gov.au/standards/training-assessment/clauses-1.26-1.27

https://www.asqa.gov.au/standards/compliance-governance/clauses-2.1-8.4-to-8.6

https://www.asqa.gov.au/rto/change-scope/transition-items

https://www.asqa.gov.au/resources/general-directions/learner-transition

https://www.asqa.gov.au/resources/guides/self-assessment-rto-change-scope

https://www.asqa.gov.au/resources/faqs/registration

https://www.asqa.gov.au/resources/faqs/training-and-assessment

December 3, 2021

Feature Article: What RTOs need to do to prepare for registration renewal successfully

Renewing your RTO’s registration successfully prior to expiration is essential for your business to continue operating. Without your licence to operate as a Registered Training Organisation you will not be able to offer nationally accredited training programs. Here is some advice for RTOs in managing the registration renewal application process effectively and successfully.

Use a project management approach:

The benefits of using a project management approach in preparing your RTO for renewal of registration includes mitigation of risks and clear objectives that will ensure you secure your licence to operate. Depending on the size of your RTO and the time passed since your last regulatory audit you may need to include a review of your RTOs systems and processes to determine your current compliance status and regulatory risks. This should be done well in advance of your submission of the renewal application. Your re-registration project plan should include an examination of the RTO’s policy and procedure library and a focus on strategic areas where RTO’s commonly have systemic non-compliances such as trainer and assessor files; assessment tools; marketing material; and training and assessment strategies.

Develop a resource plan:

RTO senior management should stress the importance of registration renewal with staff and their roles and responsibilities in securing your licence to operate. Part of your re-registration project plan should include identifying staff critical to ensuring project objectives are achieved. Don’t set them up for failure by expecting them to manage project activities off the sides of their desks. By developing a project resource plan you are determining what staffing you will need to obtain the results you require. Your project may identify that you will need the assistance of a RTO consultant to help drive your re-registration project and provide expert advice as needed.

Prepare and submit your renewal application:

RTOs must apply to renew registration and pay the application lodgement fee at least 90 days prior to the expiry date of RTO registration listed on TGA. If you fail to apply by this deadline ASQA may not renew the RTO’s registration. ASQA advises that prior to RTOs submitting their applications they should be certain that:

The RTO is meeting all obligations to learners and clients
The RTO has arrangements in place that ensures effective governance and administration
The RTO’s training and assessment meets the needs of industry and learners
The RTO is compliant with the required standards and can demonstrate this in an audit

Preparing for an ASQA renewal performance assessment:

In anticipation of ASQA conducting a performance assessment as part of the RTO registration renewal process you can assess your RTO’s preparedness by utilising the ASQA self-assessment tool. Whether you get audited or not will depend on factors such as your RTOs risk profile and compliance history. If you have training products on scope of registration that ASQA have identified as high risk in their regulatory strategy it is likely that they will want to undertake a performance assessment with your RTO prior to approving your application for renewal. Your RTO should be ready for a site visit once your application has been submitted should ASQA decide they want to review your compliance with the VET Quality Framework.

References:

https://www.asqa.gov.au/resources/faqs/renewing-rto-registration

https://www.asqa.gov.au/rto/become-rto/prepare-your-application

https://www.asqa.gov.au/cricos/renew-registration