Webinar Recording: What Auditors are Looking for in Completed Student Files

Recorded on 21/08/2020 this webinar looked at a student file from the auditors lens. What are the must have documents to meet your regulatory obligations, what are the maybe documents and the nice to have documents in a student file.

Please note that the revised Standards for Registered Training Organisations were publicly released on 1 October 2024 and will come into full regulatory effect from 1 July 2025.

The Standards for Registered Training Organisations (RTOs) 2015 will continue to apply until then.

This webinar recording refers to, and is based on, the requirements for the current regulatory environment.

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Topic overview:

Our students are at the core of the Vocational Education and Training ecosystem. Student administration and specifically the contents of the student files are critical to the success of the student, the teacher and the Registered Training Organisation.

This session looked at a student file through the auditor's lens. What are the must-have documents to meet your regulatory obligations, what are the maybe documents and the nice to have documents in a student file? What is a student administration file verses a student assessment file? Which approach and tools are best to manage student files and how do we encourage a culture of inclusivity where everyone is responsible for student files.

How long do we need to keep student files, and what is the best approach for preparing our student files for an internal audit and an external audit. What are the differences in audits and preparation, and how do you ensure ongoing compliance and quality processes.

 You will leave this session with a clear understanding of the requirements and regulatory obligations for student files, including advice and tools on how to prepare a student file as a best practice to support the student experience and best practice outcomes.

What was covered in the session:

• What is a Student File?
• Student Administration File vs Student Assessment File, key differences and why I need both files
• Which approach and tools are best for student file management?
• What must be in a student administration file and student assessment file?
• How does the Auditor know what is missing?
• How to rectify missing student file documents?
• Next steps, how do I prepare for our student file audit?

Webinar content targeted towards:

• CEO/Owners
• RTO/Compliance Managers
• Operational Managers
• Heads of Faculty/Department/Area Managers
• Training Managers
• Trainers and Assessors

Webinar duration: 60 minutes

Bio of presenter:

Kevin Ekendahl is the Managing Director of Audit Express, Kevin is passionate about Australian training and education, specialising in the provision of quality training, compliance consulting and internal audit. He has been a vocal and energetic campaigner for the reduction of regulation and red tape in the VET sector, and frequently provides advice to Ministers and Departments at state and Commonwealth levels. Kevin was previously a board member of the Victorian Board of the Medical Board of Australia and also publishes regularly on the topic of regulation and industry best practice. Prior to his work with Audit Express, he was the General Manager of Social Enterprises for a not-for-profit organisation and he also worked in the advertising sector in print and radio.

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