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Can a non-RTO in a partnering arrangement with an RTO issue a testamur or statement of attainment?

No—the student must enrol with one registered training organisation (RTO). The RTO that the student is enrolled with must issue the statement of attainment or testamur. The RTO issuing the statement of attainment or testamur must have all the relevant items on their scope of registration.

Can a trainer or assessor sign a testamur or statement of attainment?

The AQF Qualifications Issuance Policy requires that testamurs and statements of attainment include the authorised signatory. In most cases, that is the Chief Executive Officer (CEO). The CEO is able to delegate that authority; however, there needs to be a formal delegation of that authority.

Can I put other logos such as those of funding bodies on testamurs or statements of attainment?

Yes—however, it must be clear which body is the issuing provider.

Can I put the ASQA logo on testamurs or statements of attainment?

No—the Commonwealth Coat of Arms is used by Australian Government departments and agencies, statutory and non-statutory authorities, the Parliament and Commonwealth courts and tribunals.

The only logo required on testamurs and statements of attainment is the Nationally Recognised Training (NRT) logo. The NRT logo is not to be used on the record of results.

You can request the NRT logo by emailing ASQA at enquiries [at] asqa.gov.au

Can I put the logo of a partnering organisation on my testamurs or statements of attainment?

Yes—however, it must be clear which body is the issuing provider.

If an employer engages an RTO to train its employees, to whom does the RTO issue the testamur or statement of attainment?

Standard 3.1 of the Standards for Registered Training Organisations 2015 require that an ASQA-registered provider must issue to persons whom it has assessed as competent a vocational education and training (VET) qualification or statement of attainment.

Further, the Australian Qualifications Framework (AQF) Qualifications Issuance Policy (2.1.1) states that graduates are entitled to receive certification documentation.

This requirement of the Standards, and the entitlement granted by the AQF, apply regardless of:

  • which party entered into an agreement with the provider, and
  • who paid for the training.

If an employer engages a provider to deliver training and/or assessment to its employees, it is the employee who undergoes the assessment process.

Therefore, the employee would be the person the provider has ‘assessed as competent’. The provider must issue the qualification or statement of attainment to the employee (rather than to the employer).

Is a testamur or statement of attainment valid if issued by a cancelled provider prior to the date that their RTO registration was cancelled?

Yes—so long as its prior to the date on which registration was cancelled, this training is valid.

Should the unique student identifier (USI) be recorded on a qualification or statement of attainment?

In accordance with the Student Identifiers Act 2014, RTOs must not include the learner’s unique student identifier on a statement of attainment or testamur.

Which logos need to be published on testamurs and statements of attainment?

Registered training organisations (RTOs) must include the Nationally Recognised Training (NRT) logo on testamurs. (However, the NRT logo is not to be used on the record of results).

To obtain the NRT logo, send a request from a registered contact from your organisation to enquiries [at] asqa.gov.au

Can ASQA verify if my training and assessment strategies are compliant before I submit them with my application?

ASQA cannot teach providers specifically how to comply with the standards and cannot provide private rulings. This is because it is important for training providers to design tools and systems that meet their specific business needs and for each unique business to demonstrate to ASQA how the standards are being met.

ASQA assesses the compliance of your training and assessment strategies through the application process. If your strategies are not compliant, ASQA will provide you with 20 working days to rectify the situation and provide evidence that you have done so.

Can I deliver an AQF qualification or unit of competency in a language other than English?

Yes―however, the statement of attainment and testamur needs to include the language in which the course was delivered.

The registered training organisation delivering the qualification or unit would also need to provide ASQA auditors with access to an interpreter.

In addition, there may be further requirements set by licensing bodies regarding what language a specific course can be delivered in.

Can I deliver VET in schools?

A training provider interested in delivering VET in schools will need to contact the relevant department of education in that state or territory.

Can I offer a unit from a qualification on my scope as a stand-alone unit?

If an ASQA registered training organisation (RTO) intends to offer/deliver a unit that is not a core unit of competency, or a named elective unit of competency within the packaging rules of a qualification on its scope of registration, the RTO cannot offer/deliver/issue a statement of attainment for the unit unless:

  • it has applied to ASQA to have that unit explicitly listed on its scope of registration, and 
  • ASQA has approved that application.
  • Find more information in the fact sheet—Delivering elective units.

Can I use generic training and assessment strategies provided by a third party?

ASQA’s position is to give providers the opportunity to present evidence that they have met the required outcomes. Regardless of the source of training and assessment resources, be it commercial or otherwise, providers are responsible for undertaking effective quality assurance, including validation and contextualisation, on any training and assessment resources they choose to use.

Providers are obliged to demonstrate that materials used are consistent with the requirements of the training package or vocational education and training (VET) accredited course, as required in the Standards.

Do I need to map learning resources to the assessment requirements of the units of competency for audit purposes?

ASQA does not prescribe the methodology registered training organisations (RTOs) should use to meet the requirements of the relevant standards, training packages and accredited courses.

RTOs must demonstrate the validity of their assessment tools, but they can choose to do this in a variety of ways.

Does ASQA require trainers and assessors to complete working with children checks?

While ASQA does not have a specific requirement for trainers and assessors to complete working with children checks, ASQA requires registered training organisations (RTOs) to comply with all relevant state, territory and commonwealth legislation.

RTOs should contact the occupational health and safety agency in their state or territory to determine requirements for trainers and assessors to complete working with children checks.

How can I demonstrate that I have maintained the currency of my industry skills and my trainer/ assessor competencies?

There is a range of evidence that registered training organisations (RTOs) can provide to demonstrate that they are contributing to:

  • the continuous development of a trainer’s or assessor’s vocational education and training knowledge and skills, and
  • the trainer’s or assessor’s industry currency and competence.

It is important to remember that it is an RTO that must demonstrate compliance with the standards, rather than individual trainers and assessors.

RTOs seeking to prove that they are serious about the quality of their training and assessment should:

  • support their trainers/assessors in meaningful industry engagement
  • support their trainers’/assessors’ professional development in teaching and learning methods and in understanding the requirements of the vocational education and training (VET) sector, and
  • foster a culture of critical evaluation and innovation.

Evidence to demonstrate the currency of trainer/assessor skills might include documentation related to:

  • attendance at relevant professional development activities
  • participation in networks, communities of practice or mentoring activities
  • participation in industry release schemes
  • personal development through the reading of journals
  • participation in projects with industry, and
  • shadowing or working closely with other trainers and assessors.

RTOs should be able to demonstrate how development activities contribute towards:

  • trainers’/assessors’ understanding of the requirements of the VET environment
  • trainers’ vocational skills and knowledge (so that they are providing learning programs that are in line with current industry requirements)  
  • assessors’ vocational skills and knowledge (so that they are assessing to the standards required by industry), and
  • improving the way in which trainers/assessors train and assess.

Vocational competency must be considered on an industry-by-industry basis and with reference to any guidance provided in the relevant training package or accredited course.

How can I demonstrate that my students have completed workplace assessment?

An assessor must collect and consider a range of evidence from a variety of sources. This evidence can include third-party reports provided by supervisors, trainers, team members, clients or consumers who can report what they see or hear to the assessor.

Evidence may be:

  • direct (such as an observation of workplace performance by an assessor)
  • indirect (such as a portfolio of evidence), or
  • supplementary (such a supervisor reports).

Registered training organisations (RTOs) must ensure that the assessments are valid, reliable, fair and flexible and the evidence collected is valid, sufficient, current and authentic and that the judgement of competence is made by a person/s who meets the requirements of the Standards for RTOs 2015, specifically Clauses 1.13 - 1.15, 1.17, 1.18 and 1.21 - 1.25.

What student assessment items do I need to keep and how long do I need to keep them for?

A registered training organisation (RTO) is required to securely retain—and to produce at audit, if requested—all completed student assessment items for each student for a period of six months from the date on which the judgement of competence for the student has been made. Completed student assessment items include the actual work completed by a student or evidence of that work, including evidence collected for a Recognition of Prior Learning (RPL) process.

If you are unable to retain a student’s actual work, an assessor’s completed marking guide, criteria, and observation checklist for each student may be sufficient. However, this evidence must have enough detail to demonstrate the assessor’s judgement of the student’s performance.

Qualifications, courses or units of competency that lead to regulated/licensed outcomes may also impose specific records retention requirements. RTOs should refer to specific regulatory requirements relating to that delivery.

Do providers get a reminder if they have not submitted the annual declaration on compliance, and what action does ASQA take if the annual declaration has not been submitted by the due date?

While ASQA typically includes information on pending deadlines (such as the deadlines to submit data) on the ASQA website and in the ASQA Update, a reminder is not sent to each RTO. It is up to every RTO to ensure they comply with Clause 8.4 of the Standards for Registered Training Organisations 2015.

As a condition of registration, RTOs are required to ensure continued compliance with the VET Quality Framework, which includes the Standards for Registered Training Organisations and Data Provision Requirements. Failure to report full and accurate data as and when required can result in ASQA taking regulatory action.

Does ASQA send providers a reminder before the 30 June due date to submit quality indicator data?

While ASQA typically includes information on pending deadlines (such as the deadlines to submit data) on its website and in newsletters, ASQA does not send individual reminders. It is a condition of RTO registration that quality indicator data is submitted in accordance with Clause 8.1 of the Standards for Registered Training Organisations 2015.

I didn't enrol any students last year, do I still need to report to ASQA

If you provided any nationally recognised training or assessment services throughout the calendar year you need to provide a statutory declaration to ASQA.

If graduates are self-employed, how does this affect my submission of the ‘Employer satisfaction’ quality indicator?

If graduates from your organisation are self-employed you should inform ASQA when submitting your quality indicator data.

If I am an Enterprise RTO, do I need to submit annual reporting to ASQA?

Yes—all registered training organisations (RTOs), including enterprise RTOs, are required to submit their annual quality indicator data to ASQA.

If I am an Enterprise RTO, do I need to submit quality indicator data to ASQA?

Yes—all registered training organisations (RTOs), including enterprise RTOs, are required to submit their annual quality indicator data to ASQA.

If our RTO did not deliver any training and assessment for the previous calendar year, who do we notify?

RTOs which conducted no training and assessment activity throughout 2016 are required to notify ASQA by submitting a statutory declaration to qidata [at] asqa.gov.au by 30 June 2017.

Does our RTO still need to submit CCOS data if we have submitted AVETMISS data?

If your RTO submitted 2016 delivery activity data directly or through a state authority to the AVETMISS national collection, your RTO has met its competency completion reporting requirements and will not be able to access CCOS.

RTOs that had been granted exemptions from reporting 2016 data to the AVETMISS national collection must report their aggregated activity data through CCOS by 30 June 2017.

RTOs that conducted no delivery activity in 2016 MUST submit a statutory declaration to qidata [at] asqa.gov.au testifying to this fact by 30 June 2017, if they have not already done so.

All RTOs will receive an email in coming weeks informing them of their individual obligations.

Our RTO was granted the 12 month grace period exemption from reporting AVETMISS data. Do we still need to submit CCOS data?

Yes. RTOs that claimed the 12 month grace period or another exemption from reporting AVETMISS data need to report competency completion data via CCOS.

What are the deadlines for data submission?

Quality Indicator data reporting or learner engagement and employer satisfaction data must be submitted to qidata [at] asqa.gov.au and competency completion data to CCOS by 30 June 2017.

Total VET Activity data is due to NCVER or your relevant State Training Authority by no later than the end of February each year.

What data requirements do RTOs have?

As a registered training organisation (RTO), you must collect and report a range of accurate and complete data about your business and operations, including: