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What records of learner AQF certification documentation do I need to keep? (Clause 3.4)

Your RTO must:

  • maintain a register of all Australian Qualifications Framework (AQF) qualifications that it is authorised to issue
  • maintain a register of all AQF qualifications and statements of attainment it has issued, and
  • retain records of any AQF certification documentation that has been issued for a period of 30 years.

Regardless of the storage method you use, you must retain sufficient data to reissue a qualification or statement of attainment. As such, the information you retain should be consistent with the information recorded on a qualification, statement of attainment, and record of results. The data retained should also include information to allow authentication of the learner, such as their USI, date of birth, or address.

Retaining full Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) data is sufficient.

An RTO must ensure that current and past learners are able to access records of their achievements. All learners who hold a verified unique student identifier (USI), and whose results have been reported into the USI system, will be able to access their records through the USI system. If a learner’s achievements have not been recorded through the USI system, you will need to have processes in place to ensure that this learner can access their records in another way.

If your organisation ceases being an RTO, you will be required to provide the records of learner AQF certification documentation to ASQA in digital form.

Section: 
Standards