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Issuing of AQF Qualifications (Clauses 3.1 and 3.3)

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 3.1 – The RTO issues AQF certification documentation only to a learner whom it has assessed as meeting the requirements of the training product as specified in the relevant training package or VET accredited course.

01. OBJECTIVE

This policy and procedure outlines clauses 3.1 and 3.3 of Standard 3.

The first objective is Intelligent Training Solutions requirement to ensure compliance with Standard 3, Clauses 3.1 of the RTO Standards 2015, which pertains to the issuance of AQF certification documentation. To achieve this, focus will be placed on the following three sub-objectives:

  1. To ensure a clear separation between the creation of assessment tools and the administration of the assessment tools.This separation guarantees objectivity and fairness in assessments while eliminating any complacency in the delivery of the assessment process (conducting the assessment).
  2. To ensure accurate and responsible recording of assessment outcomes.
  3. To verify assessment outcomes and issue certification documentation.

 

The second objective is Intelligent Training Solutions’ requirement to issue a learner with their certification documents within 30 calendar days of the learner being assessed as meeting the requirements of the training product. (Clause 3.3)

02. SCOPE

 

This procedure outlines the steps Intelligent Training Solutions follows to issue AQF certification documentation to students. It ensures compliance with the requirement that certification is only issued to learners who have been assessed as meeting the requirements of the training product, as specified in the relevant training package or VET accredited course and that Certification Documents are issued within a 30 calendar day period.

Applicable to all staff involved in the assessment, certification, and record-keeping processes of Intelligent Training Solutions.

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.

 

04. POLICY STATEMENT

 

Intelligent Training Solutions commits to issuing AQF certification documentation only to learners who have been assessed as meeting the requirements of their respective training product, as specified in the relevant training package or VET-accredited course.

05. PROCEDURE

 

PROCESS FOR OBJECTIVE 1

  • Qualified trainers and assessors with relevant vocational experience, but not directly involved in the assessment process, design and develop assessment tools for VET accredited courses/units.
  • Assessment tools must be validated against the relevant training package or VET accredited course to ensure compliance with the requirements.

 

PROCESS FOR OBJECTIVE 2

  • Qualified assessors conduct assessments for each student.
  • Upon completion of the assessment, the assessor is responsible for accurately recording the results on the student’s individual result sheet, which is located at the front of each assessment tool.
  • The assessor must ensure that all sections of the result sheet are completed comprehensively and legibly.
  • Assessors must then submit the completed result sheets to the administration office for processing.

 

PROCESS FOR OBJECTIVE 3

  • An approved administration officer verifies the accuracy of the result sheet. This involves checking that student details, and students course details on the result sheet match those in the Wise.Net Student Management System.
  • Once verified, the administration officer will enter the student’s result(s) in the Wise.Net system in preparation for issuing the certification documents to the learner.

 

PROCEDURE FOR ISSUING CERTIFICATION DOCUMENTS WITHIN 30 CALENDAR DAYS 

  • An administration officer is responsible for issuing the appropriate Certification Document to the student.
  • All electronic certification documents must be ‘protected’ by an Adobe Security Protocol that disables the editing of the document through software.
  • Certification documents must only be sent to a student once all agreed fees the learner owes to Intelligent Training Solutions have been paid in full.
  • The standard approach for Intelligent Training Solutions is that all Certification Documents must be first sent to the learner electronically through the Wise.Net Student Management System. This ensures the timely and secure delivery of the certification document to the learner while allowing Intelligent Training Solutions the ability to track the delivery and read receipts of the electronic mail.
  • Hard copies of Certification Documents are sent to learners who purchased a printed Certificate. There are a few exceptions to this requirement which can be found in the Enrolment Terms and Conditions (Clause 10)

 

06. RECORD KEEPING

 

Intelligent Training Solutions will maintain accurate records of all assessment tools, result sheets, and I.T.S issued certifications in accordance with regulatory requirements. Evidence of Participation via the completed Student Assessment Tools will be kept on the student file for a period no less than 2 years.

Evidence of Certifications issued to students will be kept on the Wise.Net Management System for a period no less that 30 years, or as required by the Regulator, whichever is the lesser amount of time.

07. RESPONSIBILITY

 

  • The Chief Executive Officer is responsible for the maintenance and review of this document.
  • The Chief Executive Office is responsible will be responsible for reviewing and auditing the assessment and certification issuance process to ensure ongoing compliance and improvement. The CEO is also responsible for ensuring that all administrative staff are trained in this policy and procedure.
  • The Compliance Coordinator (or Senior Administration Officer) is responsible for conducting periodic checks to ensure adherence to this procedure and to the relevant standards and regulations.
  • The General Manager is responsible for ensuring that all Trainers and Assessor are adequately trained in this policy and procedure.
  • VET Assessors are responsible for ensuring that they accurately observe and record the learners evidence ensuring that results are only entered once the full criteria of the assessment tools are achieved.

08. PROCEDURE NOTES AND EXPLANATIONS

 

NIL

09. 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-formatted for web upload 

 

END POLICY & PROCEDURE

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