ACT Standards for Delivery of Training - Version 3.2

Introduction to the Standards

The ACT Standards for the Delivery of Training are known as the ACT Standards.

The ACT Standards outline mandatory standards for registered training organisations (RTOs) in the management and delivery of training in the ACT. They apply equally to all RTOs, including RTOs delivering ACT Government training initiatives (training initiatives), and RTOs with an ACT Funding Agreement (ACTFA) offering Australian Apprenticeships training on a fee-for-service basis.

The ACT Standards form a schedule to the ACTFA and operate in conjunction with:

  • The VET Quality Framework (VQF)
  • Relevant Commonwealth, State/Territory legislation and regulatory requirements

For each ACT training initiative, the ACT Standards also operate in conjunction with:

  • ACT Standards Compliance Guides (also schedules to the ACTFA)
  • Audit Sanctions Matrix

In the event of any inconsistency between an ACT Standards Compliance Guide for a specific training initiative and these Standards, to the extent of any inconsistency, the ACT Standards Compliance Guide will prevail.

The ACT Standards were introduced 1 January 2014.

All RTOs that hold an ACTFA will be audited by the Chief Minister, Treasury and Economic Development Directorate (the Directorate) to ensure they comply with the ACT Standards, including program specific requirements outlined within Compliance Guides. RTO sanctioning will be based on an assessment of the RTO’s overall level of compliance in accordance with the Audit Sanctions Matrix.

The audit conducted will be in accordance with the Directorate’s audit schedule. The frequency of audit may be influenced by the level of government funding received, type of qualifications delivered, complaints received and/or other performance indicators determined by the Directorate.

For a print version please refer to the ACT Standards for Delivery of Training - Version 3.2 (PDF 598KB).

General Standards

All information and services provided by the RTO should be fully disclosed so the student and/or employer can determine if the services advertised match what is being sought. The published material must contain accurate information about the RTO.

1.1.1.

The RTO must ensure all publicity relating to training initiatives, including publications, promotional and advertising materials, public announcements and activities or any products or processes developed, is ethical, accurate and consistent.

1.1.2.

Publications and promotion of training initiatives must:

  1. identify the RTO’s legal entity and/or trading name and RTO National Code
  2. include the indicative fees for each course/qualification it offers under the specific training initiative
  3. include an acknowledgement of any government funding as required under the specific training initiative.

1.1.3.

Where the RTO subcontracts any part of its training services to an RTO or other organisation that does not hold an agreement with the Territory, the RTO must apply for subcontracting arrangement approval and have a written agreement with the subcontracted party outlining the mandatory terms and conditions of the arrangement.

1.1.4.

Where the RTO subcontracts any part of its student recruitment services to a recruitment agent or broker, the RTO must:

  1. advise the Directorate in writing
  2. have a written agreement with the subcontracted party that ensures recruitment information and activities meet the specifications for each training initiative
  3. ensure the subcontracted party is restricted from collecting personal information for the purpose of enrolment, conducting the initial skills assessment and collecting student tuition fees.

The RTO must meet national and ACT reporting and recordkeeping obligations.

1.2.1.

The RTO must ensure responses to all mandatory ACT Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) enrolment questions are sought during the enrolment process for each student.

1.2.2.

The RTO must ensure there is a valid enrolment for each student. A valid enrolment is a complete, signed and dated AVETMISS compliant enrolment form.

1.2.3.

The RTO must manage student enrolments and record student results using an AVETMISS compliant student management system.

1.2.4.

The RTO must ensure the student management system contains full, correct and current information against mandatory AVETMISS fields as per the ACT AVETMISS requirements.

1.2.5.

The RTO must report all training activity as specified in the ACT AVETMISS requirements and as required under the specific training initiative. Where certification is withheld from the student due to non-payment of fees or any other outstanding obligations to the RTO, training activity must still be reported.

The RTO must have systems in place to ensure records are systematically managed and maintained. This includes ensuring records are complete, accurate and current.

1.3.1.

The RTO must establish a file record for each enrolled student. This may be paper-based or electronic.

1.3.2.

The RTO must comply with all relevant legislative requirements relating to records management, including the Territory Records Act 2002 and record retention requirements in line with the Standards for Registered Training Organisations (RTOs) 2015.

1.3.3.

The RTO must retain and make available to the Directorate, all records relating to these Standards and the delivery of training and assessment services, for each student, for a period of seven years after completion of, or withdrawal from, training.

The RTO must participate in audit activities notified by the Directorate. The RTO response to the audit must be timely, complete and co-operative

1.4.1.

The RTO must conduct an annual internal review of its compliance with the ACTFA.

1.4.2.

The RTO must use the RTO Internal Review Tool template provided by the Directorate to complete the annual internal review

1.4.3.

The RTO must submit the completed RTO Internal Review Tool and any required evidence on request from the Directorate within the required timeframe.

1.4.4.

The RTO must provide access to relevant files and student records on request and for the conduct of an on-site or desktop audit.

1.4.5.

The RTO must submit further evidence to address non-compliant audit findings to the Directorate if requested, within the required timeframe.

2. Service Standards

The RTO must manage its scope of registration on the national register (training.gov.au (TGA)), including, but not limited to, the transition to replacement training packages/qualifications within 12 months of publication, to ensure it delivers qualifications from currently endorsed training packages.

2.1.1.

The RTO must have current scope of registration for the nominated training delivery and assessment services it advertises.

2.1.2.

The RTO must have a documented strategy to ensure active students are transitioned into new/replacement training package qualifications within a period of one year from the date the new/replacement training product was released on TGA. Where the transition period is extended by ASQA, the transition must occur within the approved extension timeframe.

2.1.3.

The RTO must ensure new students are not enrolled into a superseded qualification once the transition period has lapsed.

2.1.4.

The RTO must ensure students, employers (if applicable) and other stakeholders affected by changes to training packages, are advised how the change will impact them.

2.1.5.

The RTO must have a documented strategy to manage its operations when ceasing to deliver qualifications in the ACT, including student enrolments affected.

The RTO must ensure that prospective students meet the eligibility requirements for the specific training initiative before finalising enrolment. The determination of eligibility includes student criteria and where applicable, covers specific requirements for the workplace location.

2.2.1.

The RTO must have a documented process that ensures students are assessed against the specific eligibility criteria for each training initiative.

2.2.2.

The RTO must ensure evidence to support the assessment of eligibility is collected prior to the finalisation of enrolment.

The RTO must ensure all fees and charges related to the provision of training services are outlined to all parties prior to enrolment. Information provided is to be clear, accurate and sufficient to enable an informed choice.

2.3.1.

The RTO must publish all fees and charges.

2.3.2.

The RTO must detail its fees and charges including, but not limited to:

  1. compulsory fees
  2. additional charges or co-contributions
  3. application process for exemptions and concessions
  4. methods of collection
  5. refund information

2.3.3.

The RTO must ensure students, and where applicable the employer, are provided with information relating to fees and charges prior to enrolment.

2.3.4.

The RTO must ensure students are provided with information regarding eligibility for the completion payment prior to enrolment.

2.3.5.

The RTO must charge students at least the minimum tuition fee in accordance with the specific training initiative.

2.3.6.

The RTO must collect, record and retain all evidence relating to fee transactions. Where a fee concession, waiver, exemption or refund is granted, the RTO must retain all supporting evidence relating to the decision for each student.

2.3.7.

The RTO must have a formal process in place to support the assessment of student eligibility for waiving any remaining fees and charges, after concessions have been applied.

2.2.8.

The RTO must only permit a fee concession or exemption for a student where evidence supporting the eligibility for concession or exemption is obtained from the student prior to the finalisation of enrolment process.

For each eligible student, the RTO must conduct an initial skills assessment comprising of an assessment of Language, Literacy and Numeracy (LLN) skills to ascertain the proposed qualification, learning program, strategies and materials are appropriate for the student.

The RTO must ensure students are made aware of opportunities for recognition prior to commencing training and that adequate information, support and opportunities are provided to students to engage in the Recognition of Prior Learning (RPL) process.

2.4.1.

The RTO must conduct and document an initial skills assessment for each student prior to the commencement of training.

2.4.2.

The initial skills assessment for each student must:

  1. offer RPL, explain credit transfer obligations and identify any relevant competencies previously achieved
  2. ascertain the most suitable qualification for the student, based on the student’s existing educational attainment and capabilities
  3. assess LLN skills to determine whether the level of the qualification and proposed learning strategies and materials are appropriate
  4. assess the need for additional support
  5. identify any actions or strategies to be implemented to address identified needs for the student, including any adjustments required to the learning program, delivery strategy or materials.

2.4.3.

The RTO must have a documented process for conducting the LLN assessment, including determining and documenting the Australian Core Skills Framework (ACSF) level (1 – 5) of the student.

2.4.4.

The RTO must align the results of the LLN assessment with the ACSF. The ACSF level (1 – 5) of the student must be recorded on the LLN assessment.

The RTO must recognise qualifications and statements of attainment issued by other RTOs.

Where a student has extensive workplace experience or has undertaken prior studies in a field related to the current training program they may also be eligible for RPL.

2.5.1.

The RTO must apply a systematic and organisation-wide approach for offering and assessing RPL and credit transfer, including a documented policy and procedure to support and govern its application.

2.5.2.

The RTO must ensure credit transfer and RPL is applied where applicable.

2.5.3.

When assessing an application for credit transfer and RPL the RTO must:

  1. follow its documented processes
  2. accurately record and report credit transfer and RPL outcomes.

2.5.4.

Where the credit transfer and/or RPL process results in the student already holding 80% or more of the required competencies, the RTO must, in consultation with the student and where applicable, the employer, reassess the suitability of the qualification level and:

  1. select a higher level or different qualification, or
  2. document the decision to continue with the enrolled qualification. Evidence of the discussion and decision must be retained.

2.5.5.

The RTO must retain evidence to support all credit transfer and RPL awarded.

Information on training and assessment is to be documented in a training plan for all students. The training plan must be developed by the RTO and agreed with the student and, where required by the specific training initiative, the employer.

2.6.1.

The RTO must have a documented process to ensure a training plan is completed and maintained for each student.

2.6.2.

The RTO must ensure the training plan is consistent with the specifications for each training initiative.

2.6.3.

The training plan must be:

  1. consistent with the qualification or competencies to be attained
  2. consistent with the proposed delivery and assessment strategies
  3. customised as required, for the needs of the employer where applicable, and the student or student group, including the needs identified in the initial skills assessment
  4. signed and dated by all relevant parties.

2.6.4.

The RTO must ensure a fully executed copy of the training plan is provided to the student and where applicable, to the employer within 14 days of its completion and evidence of its provision is retained. The original and any updated versions of the training plan must be held by the RTO for each student.

2.6.5.

The RTO must review the training plan and update where necessary, to take into account student progress and any changes, within the timeframes specified under the specific training initiative.

2.6.6.

The RTO must update the training plan with any mutually agreed changes to training and assessment details. Changes must be made within the timeframes specified under the specific training initiative and be endorsed by all required parties.

The delivery of structured training should be designed to maximise the opportunity for the student to achieve high quality outcomes. All training delivery must be supported by evidence of participation in each unit of competency.

2.7.1.

customised to meet student, industry and where applicable, employer needs

  1. in accordance with the training commencement date and training modes identified on the training plan. Where changes are required, the changes should be reflected on a compliant revised training plan
  2. in line with the delivery strategy for the qualification.

2.7.2.

Evidence of participation in each unit of competency must be collected and retained and contain the student’s name or identification number, a unit of competency identifier and a date.

2.7.3.

The evidence collected by the RTO must validate that participation has occurred in the unit of competency for each student.

2.7.4.

Evidence required must meet the following criteria:

  1. One point of evidence of participation per unit of competency if the elapsed time for delivery of the unit of competency is one (1) month or less.
  2. Two points of evidence of participation per unit of competency if the elapsed time for delivery of the unit of competency is greater than one (1) month.

The RTO must provide students with learning resources that are relevant to support the development of underpinning knowledge required for the units of competency and monitor that the skills and knowledge outcomes are being achieved and any additional support has been provided as required.

2.8.1.

The RTO must monitor the progress of the student consistent with the specifications for each training initiative.

2.8.2.

The RTO must retain dated records of contacts, matters discussed, actions taken and outcomes achieved.

2.8.3.

The RTO must provide any required additional support as identified in the initial skills assessment or through the monitoring of student progress and retain evidence of its provision.

Assessment practices and tools used by the RTO to determine competence must be consistently applied and evidence retained to support the assessment judgement.

2.9.1.

The RTO must ensure the assessment methods used are consistent with the student’s training plan. Where changes to the assessment methods are required, the changes should be reflected on a compliant revised training plan.

2.9.2.

The RTO must develop and retain master copies of all assessment tools for each unit of competency or cluster of units, including mapping of assessment tasks to each unit of competency.

2.9.3.

The RTO must ensure the assessment tools are used for each student.

2.9.4.

The RTO must retain evidence (in accordance with Standard 1.3.3.) of completed assessment items for each student for each unit of competency or cluster of units.

2.9.5.

The RTO must, at any time, be able to produce an up-to-date summary assessment record for each student, identifying progress against each unit of competency on the training plan.

Student completion must be conducted in accordance with the requirements of the training intiative.

2.10.1.

The RTO must report completion of training for each student via the method specified in the training initiative.

2.10.2.

The RTO must report completion of training for each student within the timelines required under the training initiative.

RTOs must issue an AQF compliant qualification certificate to students who successfully complete a qualification or, where a student withdraws from the program prior to completing, the RTO must issue an AQF compliant statement of attainment for units of competency achieved.

2.11.1.

The RTO must have a documented process that ensures the issuance of an AQF compliant qualification certificate or statement of attainment to students who have been assessed as competent, in accordance with the requirements of the training package.

2.11.2.

The qualification certificate or statement of attainment issued must include all elements required under the specific training initiative.

2.11.3.

The RTO must retain evidence of qualifications and statements of attainment issued to each student.

Version Control

Version Effective Date Status Details

3.0

1 Janaury 2016

Neww Release

Content change

 

3.1

 

1 July 2016

 

Modification

 

Definition added

  • Formal training
  • Informal trainingand learning
  • Supervisory staff

ACT Standard added

  • 1.1. Promotion and publications (1.1.4.)

3.2

1 Janaury 2017

 

Modification

 

Definition added

  • Cancellation date (Australian Apprenticeships)
  • Cancellation date (Skilled Capital)
  • Completion (Training Plan)
  • Date Deemed Competent (Skilled Capital)
  • Employer
  • Substantive visa

Definition amended

  • Alternative Training Program
  • Delivery Mode
  • Transition

ACT Standard added

  • 2.4. Initial skills assessment (2.4.4. and 2.4.5.)
  • 2.5. Recognition (2.5.4. and 2.5.5.)

ACT Standard amended

  • 2.6. Training plan (2.6.4.)
  • 2.7. Training delivery and participation (2.7.1.b.)