The RTO has effective administrative and records management procedures in place.
| 4.1 |
The RTO must document and implement procedures to assure the integrity, accuracy and currency of records that include, but are not limited to: |
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i |
secure storage, including backup of electronic records; |
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ii |
retention, archiving and retrieval of student results for a period of 30 years and transfer consistent with state or territory registering body requirements; |
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iii |
retention, archiving, retrieval and transfer of all other records consistent with contractual and legal requirements and the requirements of the state or territory registering body that has registered the organisation; |
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iv |
compliance with external reporting requirements (for example the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS)); |
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v |
safeguarding any confidential information obtained by the RTO and committees, individuals or organisations acting on its behalf; |
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vi |
ensuring that, except as required under the Standards for Registered Training Organisations or by law, information about a client is not disclosed to a third party without the written consent of the client; and |
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vii |
access by clients to their personal records. |
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| 4.2 |
The RTO must maintain up-to-date records of: |
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i |
the verified qualifications and experience of all staff and persons working on behalf of the RTO as trainers and assessors; |
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ii |
enrolments and participation; and |
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iii |
fees paid and refunds given. |
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| 4.3 |
The RTO must develop and implement version control procedures for managing materials that relate to its scope of registration (including Training Packages, accredited course documents and learning/assessment materials) so that: |
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i |
materials are reviewed for currency by authorised and competent staff prior to issue or re-issue; |
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ii |
a list of materials with the respective issue and/or amendment status identified is maintained; and |
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iii |
all persons required to perform any function under the RTO’s scope of registration have ready access to all necessary current materials. |