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AQF Certification Document Standards – (Clause 3.2)

Posted
Updated
ByAlexander Mueller
Effective Date:  February 2024 Review Date: As Required
Document Status: PUBLISHED Original Version: 2012.1
Authorised by: Chief Executive Officer Document Owner:  Alexander Mueller

 

WARNING! – UNCONTROLLED WHEN PRINTED! – THE ORIGINAL/LATEST/CURRENT VERSION OF THIS DOCUMENT IS KEPT IN THE I.T.S POLICY AND PROCEDURES MANUAL LOCATED IN THE STAFF PORTAL. 

Clause 3.2 – All AQF certification documentation issued by an RTO meets the requirements of Schedule 5.

01. OBJECTIVE

 

To ensure that all certification documents meet the requirements of the Standards for RTOs 2015.

02. SCOPE

 

This policy and subsequent procedure ensure that all AQF certification documentation issued by Intelligent Training Solutions meets the requirements of Schedule 5.

Applicable to all staff involved in the design and development of certification documentation.

03. DEFINITIONS

 

AQF Australian Qualification Framework
Wise.Net The Student Management System that Intelligent Training Solutions uses.
VET Vocational Education and Training Sector
Testamur or Award Relates to Certification Documents such as Statement of Attainments (SOA), Certificate of Completion, and Record of Results.
RTO Registered Training Organisation
ASQA Australian Skills Quality Authority – ‘the regulator’

 

04. POLICY STATEMENT

 

Intelligent Training Solutions is committed to issuing AQF certification documentation that complies with the requirements of Scheduled 5.

05. PROCESS

 

  • The design of certification documents must meet the requirements of Scheduled 5 (Standards for RTOs 2015)
  • The ‘certification document designer’ must utilise the ASQA provided ‘Fact Sheet – Sample Forms of AQF Certification Documentation.pdf’ as a reference to measure each certification document against the Schedule 5 criteria. They must also use the certification document templates provided by Intelligent Training Solutions. These documents are located in the ‘MORETON SERVER’
    LINK: M:\RTO 22570 – Compliance\Awards and Certificates
  • The Chief Executive Officer, Compliance Coordinator, or General Manager must conduct a detailed review of each document template to ensure all elements are correctly included and presented as per Schedule 5 requirements before being uploaded to the Wise.Net Student Management System.
  • Each AQF Certification document must be signed off by either the Chief Executive Officer, General Manager, or Compliance Coordinator of Intelligent Training Solutions. This authorisation is a critical step in ensuring the legitimacy and accuracy of the information provided on the certification.

06. CERTIFICATION DOCUMENTATION SECURITY POLICY

 

  • All Certification Documents must be printed on specialty paper stock of between 160gsm to 180gsm that is branded with the I.T.S pattern throughout the entire page. Approved paper stock will have the I.T.S pattern bleed to the edges of the certification document. Certification documents not printed on approved I.T.S card stock may be identified by the whiteboard that is present on the edges of the paper.
  • Each Certification Document is to be embossed after printing with the RTO seal (see picture below) and the Chief Executive Officer’s signature.

  • Each Certification Document will include the AQTF logo (see picture below) and with the following statement. “Verify the authenticity of this Certificate by scanning this code“ followed by a QR code that directs the user to an authentication page hosted by our Wise.Net Student Management System.

07. RESPONSIBILITY

 

  • The Chief Executive Officer or Compliance Coordinator is responsible for to the maintenance of this policy and procedure.
  • The Chief Executive Officer will periodically review issued documents for compliance. This can be achieved during the ‘issuing’ process of hard copy certifications.
  • The Chief Executive Officer or Compliance Coordinator will maintain comprehensive records of all templates of AQF certification documents for a period of no less than 5 years.
  • The administration team is responsible for maintaining comprehensive records of all issued AQF certification documents on the Wise.Net Student Management System or on the student file.

08. STAFF TRAINING AND AWARENESS

 

  • The Chief Executive Officer or Compliance Coordinator is responsible for providing regular training and updates to relevant staff members, especially those involved in the creation and issuance of certification documents to ensure all staff involved are aware of and understand the requirements of Schedule 5.

09. PROCEDURE NOTES AND EXPLANATIONS

 

NIL

10. POLICY APPROVAL AND PUBLICATION

 

This policy has been approved for publication by the Chief Executive Officer, Alexander Mueller.

SIGNATURE | DATE: 27/02/2024

REVISION HISTORY

 

POLICY DOCUMENTATION REGISTER

ION  DATE DOCUMENT VERSION DESCRIPTION OF MODIFICATION
1 October 2012 2012.1
  • Original
2 June 2013 2013.1
  • Policy and Procedure Updated for Registration with ASQA
3 February 2024 2024.1
  • Minor update to document to align with current Standards for RTOs 2015
  • Re-naming of Testamur to Certification Documents
  • Moved the Testamur Reissing Policy to the Enrolment Terms and Conditions (Clause 6)
  • Re-formatted for web upload 

 

END POLICY & PROCEDURE

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