Reporting and record keeping

Regulatory requirements – informing ASQA

Where the change to delivery mode is permanent, your RTO is required to notify ASQA within 90 days of beginning delivery by distance, including online. This can be done via asqanet.

Record-keeping and distance delivery

RTOs are required to have documented training and assessment strategies that align to actual practice. Where delivery modes change from face-to-face to distance delivery, the strategies must also be updated–refer to Before you begin for more information. It is important to maintain records of these changes to monitor and review your RTO’s practices and to continuously improve how you deliver.

Regardless of the assessment mode, you must securely retain all completed assessment items relating to each unit or module for six months from the date the decision on competence for the individual unit or module was made.

Where evidence of this assessment is retained in an LMS or cloud-based system, ensure you retain ownership and control over those records for the duration required.

Your RTO must also retain a record of qualifications and statements of attainment issued for 30 years. If you have gathered and retained full Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) data, this would suffice.

You must retain sufficient data to be able to reissue a qualification or statement of attainment during this 30‑year period, regardless of the storage method used.

It is important to retain records of students’ online activity and attendance. This is particularly important for demonstration that international students have undertaken their 20 scheduled course contact hours per week.

Issuing testamurs electronically

There is no specific requirement in the Australian Qualifications Framework (AQF) regarding printing testamurs and statements of attainment. An RTO may decide it is more suitable to issue testamurs electronically.

RTOs must still ensure the document is protected against fraudulent issuance and that the person who has issued the testamur is authorised to do so.

Including a unique identifier (such as a document number) that is mapped to a qualifications issuance register allows an RTO to keep record of all testamurs issued. PDF documents can also be marked with a digital signature to maintain integrity and authenticity of the document.

RTOs may consider also sending a printed copy of the testamur in addition to the electronic version.

Sector insights

See examples and insights into this area of distance learning, shared with ASQA by members of the Australian VET sector.

View insights from the sector

A student accessing a course online
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