Feature Article: Why you need a staffing matrix in your TAS’s

Your RTO’s training and assessment strategies need to list the suitably qualified staff involved in the delivery of the training products on your scope of registration. You should identify your trainers and assessors including any third parties to demonstrate you have sufficient resources for the relevant training product as required in Clause 1.3a of the SRTOs 2015. Our advice explains why you need trainer matrixes and how to meet this compliance obligation.

Suitably qualified trainers and assessors:

You need to identify in your TAS’s the suitably qualified trainers and assessors delivering each unit of competency listed for the specific training product. By doing this you will evidence that your RTO has sufficient trainers and assessors for all training products on your scope of registration. You can document this by creating a staff matrix in the TAS or refer to where the information is located in an external document or system in the TAS. Your RTO should list each staff member involved in the training and/or assessment against each unit of competency. It is also advisable to confirm their currency status and reference any supervision arrangements in place. 

Trainers under supervision:

If you list trainers under a supervision agreement in your staff matrix you should refer to the arrangements in place so it is clear that they are only permitted to train in this instance. Referencing the location of the supervision agreements for the identified trainer/s in the TAS will ensure the arrangements are verifiable.

Recordkeeping:

You should ensure that your RTO’s trainer and assessor profile records reflect your TAS’s staff matrices.  The units that staff are listed against in the TAS should match the units they are mapped to in their competency and currency evidence on file. RTO’s can utilise staffing resources more effectively by recording this evidence at a unit of competency level.

Updating matrices: 

Your staff matrices should be updated routinely when changes are made to delivery staffing arrangements. Your TAS’s should accurately list the appropriately qualified staff each time trainers and assessors enter or exit your organisation. Implement a process that ensures you update your matrices in the relevant TAS’s as soon as practical.

Resourcing:

RTOs must be able to evidence for all training products on scope of registration that they have all resources required available all the time. This includes identifying sufficient trainers and assessors for the numbers of students in your programs. There are risks associated where you only have one suitably qualified trainer and assessor on staff for specific training products on scope of registration. Should the staff leave your organisation unexpectedly you would potentially be non-compliant with Clause 1.3a if you were unable to replace them easily. 

Other feature articles:

Pro tips for evidencing current industry skills of trainers and assessors 

FAQ’s about trainer and assessor competency and currency

How to document trainer and assessor equivalence of vocational competency requirements that will pass audit

Four-point checklist for compliant trainer and assessor profiles

Five questions you should ask before engaging contract trainers and assessors

References:

https://www.asqa.gov.au/standards/training-assessment/clauses-1.1-to-1.4-2.2

https://www.asqa.gov.au/resources/general-directions/resourcing-requirements-initial-registration-or-change-scope

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

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