Policies

Issuing Statements of Attainment

Document ID No.:
ATP0015
Authorised by:
Wayne Tonner - Chief Executive Officer
Last Reviewed:
April 10, 2018

Policy Statement

This Policy & Procedure has been intended
to ensure that Asset Training issues all qualifications and Statements of
Attainment, in agreement with the required standards and protocols in place.

The procedure outlines the required
information and format applied to all Qualifications and Statements of
Attainment issued by Asset Training.

All students are entitled to receive correct
statements of attainment for the successful completion of any nationally
recognised training.

All students are entitled to receive correct
statements of attendance for the successful completion of any non- accredited
training.

This policy applies to Standard 3 of the
Standards for Registered Training Organisations. Whereby the RTO issues,
maintains and accepts AQF certification documentation in accordance with these
Standards and provides access to learner records.

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.

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

3.3.   AQF
certification documentation is issued to a learner within 30 calendar days of
the learner being assessed as meeting the requirements of the training product
if the training program in which the learner is enrolled is complete, and
providing all agreed fees the learner owes to the RTO have been paid.

3.4.   Records
of learner AQF certification documentation are maintained by the RTO in
accordance with the requirements of Schedule 5 and are accessible to current
and past learners.

3.6.   The
RTO meets the requirements of the Student Identifier scheme, including:

a)  Verifying
with the Registrar, a Student Identifier provided to it by an individual before
using that Student Identifier for any purpose;

b)  Ensuring
that it will not issue AQF certification documentation to an individual without
being in receipt of a verified Student Identifier for that individual, unless
an exemption applies under the Student Identifiers Act 2014;

c)  Ensuring
that where an exemption described in Clause 3.6 (b) applies, it will inform the
student prior to either the completion of the enrolment or commencement of
training and assessment, whichever occurs first, that the results of the
training will not be accessible through the Commonwealth and will not appear on
any authenticated VET transcript prepared by the Registrar; and

d)  Ensuring
the security of Student Identifiers and all related documentation under its
control, including information stored in its student management systems.

Procedure

1. Information to be included on all Certification

All certification
issued by Asset Training will comply with the requirements of the AQF
Qualification Issuance Policy and include any additional information specific
to the VET sector as per Schedule 4 and 5 of the Standards for Registered
Training Organisations (RTOs) 2015.

All SOA’s will
include:

A.    
Asset Training’s
name, RTO code and logo;

B.   
A list of units
of competency (or modules where no units of competency exist) showing their
full title and the national code for each unit of competency;

C.   
The authorised
signatory;

D.   
The NRT Logo;

E.    
The issuing
organisation’s seal, corporate identifier or unique watermark;

F.    
The words ‘A
statement of attainment is issued by a Registered Training Organisation when an
individual has completed one or more accredited units’;

The Director,
Learning and Organisational Development is responsible for ensuring that Asset
Training maintains the most current version of the AQF Implementation Handbook
to ensure all certificates contain the appropriate wording and information:

For information
on the AQF Implementation Handbook see the Australian Qualifications Framework
for information: http://www.aqf.edu.au/

Whereby the
training is delivered in partnership, the Asset Training logo is to be positioned
on the right hand side and the partnership organisation on the left hand side
with the words “in partnership”

For information
on the NRT logo, see the: Nationally Recognised Training Logo specifications
guide: http://www.asqa.gov.au/qualifications/issuing-qualifications.html

For information
on the AQF logo/ wording, see the: Conditions of use of the Australian
Qualifications Framework Logo guide:
http://www.asqa.gov.au/qualifications/issuing-qualifications.html

2. Issuing of Certification

  • Statements of
    Attainment (SOA) will be issued to students who have been enrolled, have
    successfully been assessed in one or more Units of Competency and have a
    valid  USI (Unique Student Identifier).
  • The Statement of
    Attainment will be issued within 30 days of the student being assessed
    competent in the Unit/s of Competency/ Qualification provided they have a USI.
  • A Statement of
    Attainment will normally consist of a single page, however it may run on to a
    further page (the back of the document) where there is a long list of Units of
    Competence.

3. Quality Control and Record Keeping

Prior to printing
a Statement of Attainment the following steps must be completed by the RTO
Compliance Officer and noted on the Issuing Statements of Attainment checklist.

Step 1

A.    
The student has a valid USI

B.   
The student has paid all fees

C.   
The Student File must be checked and completed to ensure all required
paperwork is contained within the file and the student has successfully
completed all Units of Competency that are included in the Testamur/ Statement
of Attainment.

D.   
The documentation must be checked for accuracy, ensuring all assessments
are on the Student File.

E.    
Student files on Student Management System to be updated

Step 2

The Statement of
Attainment must be issued a number and these details are to be recorded on the
Student Management System

Step 3

The Asset
Training Compliance Officer is to issue a copy of the Statement of Attainment
by use of the Student Management System and the use of the specific Statement
of Attainment Template saved.

The template for
Statement of Attendance shall be updated when there are changes in the AQF
Policy and/or Standards for RTO’s.

Step 4

Once the Asset
Training Compliance Officer has had the CEO sign the Statement of Attainment
either in person or by using an electronic signature, the Compliance Officer
will make a copy or scan the issued document and file it in the Student File.

Step 5

Certification
will be posted to the student via registered post within 30 days of it being
issued

Step 6

SOA record retention is 30 years.

4. Issuing duplicate Statements of Attainment

  • All students wanting a
    duplicate Statement of Attainment should complete an application in writing to
    the Compliance Officer using a Student Record Request Form.
  • Prior to re-issue, the Compliance Coordinator must approve all duplicate Statements of
    Attainment.
  • All duplicates are to
    be issued within 2 weeks from receipt of payment
  • The written request
    and copy of duplicate Statement of Attainment will be filed with the original
    student record.

Related Documents

  • Schedule 5 of
    Standards for RTO’s
  • Schedule 4 of
    Standards for RTO’s
  • Student Record Request
    Form
  • Issuing Statements of
    Attainment Checklist

Responsibility

It shall be the
responsibility of the Chief Executive Officer to ensure that the requirements
of this policy are complied with. This policy shall be reviewed on a regular
basis to ensure that it continues to comply with relevant state or federal
legislation or regulation.