WSI Record Keeping
March 2012
ASQA - The NEW VET Regulator
As of 1 July 2011 – ASQA became the new
VET regulator
Both OTEN and WSI due for RTO reregistration in May 2012.
An audit is expected in late May.
SNR
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The RTO provides quality training and assessment across all of its operations, as
follows:
15.1 The RTO collects, analyses, and acts on relevant data for continuous improvement
of training and assessment.
15.2 Strategies for training and assessment meet the requirements of the relevant
Training Package or VET accredited course and have been developed through effective
consultation with industry.
15.3 Staff, facilities, equipment and training and assessment materials used by the RTO
are consistent with the requirements of the Training Package or VET accredited course
and the RTO’s own training and assessment strategies and are developed through
effective consultation with industry
15.4 Training and assessment is delivered by trainers and assessors who:
a) have the necessary training and assessment competencies as determined by the National Quality Council or its successors
and
b) have the relevant vocational competencies at least to the level being delivered or assessed and
c) can demonstrate current industry skills directly relevant to the training/assessment being undertaken and
d) continue to develop their vocational education and training (VET) knowledge and skills as well as their industry currency and
trainer/assessor competence.
15.5 Assessment including Recognition of Prior Learning (RPL):
a) meets the requirements of the relevant Training Package or VET accredited course and
b) is conducted in accordance with the principles of assessment and the rules of evidence and
c) meets workplace and, where relevant, regulatory requirements and
d) is systematically validated.
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SNR
Summarised
15.1
Continuous improvement
15.2
Training and Assessment
15.3
Resources
15.4
Qualifications
15.5
Assessment
Risk areas for WSI
• Training and Assessment Strategy
• Teacher qualifications/skills matrix
• Assessment and assessment validation
• Industry Engagement – Assessment validation
Minimising Risk – Record Keeping
WSI Procedure
Record Keeping for Teaching Sections
WSI Guidelines
Record Keeping Guidelines Teaching Sections
– Colleges and OTEN
Record Keeping Guidelines
Teaching sections – Colleges and OTEN
A. TRIM Files to be Managed in Teaching Sections
B. Training and Assessment & Learning and Assessment
Strategies and Tools
C. Records of Student Participation
D. Records of Recognition – Granted/Not Granted
E. Record Keeping Requirements for TVET Students
F. Evidence accepted to demonstrate student participation for
integrated, flexible and other forms of delivery
TRIM FILES
A1. Educational Delivery –
Teaching methods – Training
and Assessment Strategy
• Training and Assessment Strategy signed
by MEP
A2. Assessment – Assessment
Validation
• Assessment Validation year plan
• Documents used in the assessment
validation process
• Questions for industry representatives
A3. Teacher Education Qualifications
• TAFE NSW WSI Teacher Qualification
Matrix
• Verified copies of qualifications.
A4. OTEN ONLY
• Panel Review Plan
Educational Delivery –
• Documents used in the panel review
Teaching methods –Panel
process
Review
File to be kept in the Teaching Section for the duration of the
qualification.
Training and Assessment & Learning and
Assessment Strategies and Tools
B1. Training and Assessment Strategy
B2. Learning and Assessment Strategy
B3. Student Assessment Guidelines
B4. Assessment tools, marking guides, observation guides
B2, B3 and B4 may be stored electronically on teaching section
shared drive.
Records
C. Records of Student Participation
CLAMS or SAM
D. Records of Recognition of Prior
Learning
RPL forms - Teaching section file or
student file.
Keep records of validation of RPL
assessment tools.
E. Record keeping requirements for
TVET students
Additional record keeping
requirements – refer to the WSI TVET
Teachers handbook.
F. Evidence accepted to demonstrate
student participation for integrated,
flexible and other forms of delivery
Evidence of participation must be
shown in the roll in CLAMS or SAM
for every unit in which participation
has occurred.
Where to start to be compliant with
Record Keeping
1. Read the WSI procedure WSI Record Keeping for Teaching
Sections
2. Print out the Record Keeping Guidelines Teaching Sections –
Colleges and OTEN
3. Update TRIM files – Review current documentation against the
Record Keeping Guidelines
4. Review all records being kept in the teaching section against the
Record Keeping Guidelines
5. Attend an Assessment and Record Keeping update workshop
6. Ask for help if required natalie.gardam@tafensw.edu.au or
92089375
Assessment and Record Keeping Update
Workshops
OTEN
Tuesday 17 April
9am – 1pm
Kingswood
Friday 27 April
9am – 1pm
Blacktown
Tuesday 1 May
9am – 1pm
OTEN
Wednesday 9 May
1pm – 5pm
Baulkham Hills
Friday 11 May
9am – 1pm
Mt Druitt
Tuesday 15 May
9am – 1pm
Penrith
Tuesday 22 May
1pm – 5pm
These workshops will explore strategies for best practice in designing and
developing assessment tools and will also look at recordkeeping requirements for
the upcoming ASQA audit for assessment. Register on PD Online.
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TRIM
and
EDRMS
12
TRIM
EDRMS
Tower
Records
Information
Management
Electronic
Document and
Records
Management
System
Allows us to:
•
•
•
•
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capture records
enable access to records over
time
secure records against
tampering or unlawful deletion
define how long records must
be kept before destruction
- Is about moving from paper-based
information to a smart system that
keeps and manages all your
documents and official business
records electronically, making them
safe and secure, quick to find, cheap
to store and easy to dispose of.
By 30 June 2012 TAFE NSW must be compliant with the
NSW Government Standards on Digital Recordkeeping.
WHAT IS A DIGITAL RECORD?
A digital record is digital information, captured at a specific
point in time that is kept as evidence of business activity.
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EDRMS BENEFITS
• Reduced storage, retrieval, courier and
postage costs
• Time Saving
• Increased in efficiency
• Scanning
• Document sharing
• Management of electronic documents
• Security
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EDRMS COMING SOON TO WSI!
•
•
•
•
April and May Training of EDRMS to 122 nominated staff
June - Teaching Sections (training – implementation maturity level 3)
June - Remaining Institute’s Business Units, College and OTEN
Administration (training – implementation maturity level 4)
August - Teaching Sections (training – implementation maturity level 4)
Who to contact?
1. Change Network Member
2. Louise Adam – LMBR Manager - Phone: 9208 9357
3. Milabel Estrera – A/Coordinator Records Management and
Administrative Services
Phone: 9208 9245
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Questions
?