Preparing your RTO for re-registration – Part 4A

Key items to look out for (Part 4A)

By now, you should have gone through a checklist of items to prepare yourself. Part 4 is divided into two parts. This first article focuses on the following items to look a bit more closely into:

  • Assessment system and tools
  • Industry engagement
  • Validation
  • Trainer and Assessor files.

Assessment Systems and Tools

One of the most risky areas for a re-registration. Auditors will be checking that you have assessed students correctly.  This list is not exhaustive. Obviously with your training and assessment strategies you need to make sure the details of the course are accurately described.

  • Conduct a validation of your assessment tools and systems – randomly sample a few units.
  • Check that the unit is appropriately and sufficiently covered by the tools.
  • Rules of evidence and principles of assessment.
  • Right to appeal.
  • Acceptable levels of performance.
  • Do the assessment methods used, align with the TAS?

Consequences of not conducting assessment properly can be big – recalling of qualifications, re-assessing all your students, PR, and logistical nightmare.  I have seen ASQA require re-assessment for a few RTOs recently, and even some where the RTO was required to recall issued qualifications.

Check that the unit is appropriately and sufficiently covered. Check the mapping!

Compare how a unit is mapped to the actual tasks and see that the tasks do actually cover what is mapped. Often I find that a task has been mapped to a unit requirement because it partially covers that requirement. The task doesn’t fully cover the unit requirement, and nothing else does. So go though a few units with a fine tooth comb.

Check rules of evidence and principles of assessment are accounted for in the tools.

Do you inform students of their right to appeal? Many auditors are looking for reference to this in  the tools, not just in handbook.

Do your recording tools / marking guides describe the levels of acceptable performance – what does a Competent person look like?

Do the assessment methods used, align with the TAS?

You may have updated some assessment tools etc and forgotten to update this in the TAS. This is one of the first things auditors check in a TAS in relation to your assessments.

Industry Engagement

  • Do you have evidence of recent industry engagement?
  • You need to demonstrate a systematic approach to industry engagement – consistent, ongoing.
  • Demonstrate how it has been used to inform the delivery of the course – what changes did you make based on feedback?
  • Make sure you are collecting information about:
  • Approach to training and assessment delivery
  • Training and assessment resources
  • Trainers and assessors and their current industry skills
  • This is best documented on the Training and Assessment Strategy.

Do you have evidence of recent industry engagement?

Many RTOs have consultation records from when they first set up the course but haven’t maintained this. Make sure you have current/ recent industry engagement evidence.

You need to demonstrate a systematic approach to industry engagement – consistent, ongoing.

Many RTOs ask me how to maintain industry engagement and there are many ways. They need to find an approach that works for their RTO.

Industry engagement panels

If your trainers are visiting students in the workplace for practical assessments – ask trainers to take some time to talk to the owner/supervisor and ask them some questions about what they think about the way the course is delivered, the resources etc. Do they have any feedback? Is what the student being taught – relevant to their job, and can the workplace notice improvements in the student’s performance?  Does the course:

  • Workplace based training – employer/ workplace surveys
  • Meetings with industry reps at a senior level
  • Employer preferences about the way a course is delivered.

Demonstrate how it has been used to inform the delivery of the course. What changes have you made based on feedback?

Make sure you are collecting information about:

  • Approach to training and assessment delivery
  • Training and assessment resources
  • Trainers and assessors and their current industry skills
  • This is best documented on the Training and Assessment Strategy.

 

Validation

Make sure you are telling the students what they need to know prior to enrolment to make an informed decision.

Refer back to Clause 4.1 and check off against the standards compared to your course outlines/ information.

Review course information and course outlines provided to students before enrolment.

Is the information accurate and in line with the TAS?

Does this information align with information on your website?

If you have brokers/ agents etc – what information are they using to ‘sell; the course. Review their websites, make sure they are doing things in line with your agreements, and the standards.

ASQA requires that you validate every training product once every five years, with at least 50% in first three years.

 

Trainer and Assessor Files

Qualifications

  • Make sure qualifications and record of results on file
  • Certified/ sighted original
  • Verify information with provider who issued qual.
  • Plans for meeting new TAE requirements next year

Vocational competence

  • Verified and certified qualifications on file
  • Skills mapping – detailed mapping demonstrating their experience against the unit
  • Where they don’t hold the qualification – more comprehensive verified mapping is recommended.

Professional Development

  • Regular ongoing PD
  • Vocational education and training – Knowledge and practice
  • Learning and assessment
  • Industry skills and knowledge.

Current Industry skills

  • How are they keeping up to date with industry skills and knowledge?
  • Professional development to maintain currency.

 Part 4B looks at the last five items of things to look out for in your preparations.

Is your RTO up for re-registration? It can be an overwhelming process but we are here to help! Contact us for a friendly discussion with one of our expert consultants.

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