1. Purpose
The purpose of this Procedure is to outline the approach taken by Lumify learn, in ensuring that all RTOs manage their student records and administration, including data reporting, effectively. In turn, it outlines how the RTOs determine student eligibility to receive their Australian Quality Framework (AQF) nationally accredited qualification.
2. Scope
This Procedure covers all of Lumify Learn’s training and assessment services across all campuses and all training/academic, student services, and governance staff members.
3. Responsibilities
The RTO Manager is responsible for ensuring this Procedure is implemented. The Compliance Coordinator is responsible for ensuring this Policy is maintained and up to date in line with scheduled revisions. Managerial staff are responsible for ensuring their teams are up-to-date with this Policy.
4. Procedure
ALL STUDENTS
Lumify learn:
Will maintain sound administrative practices and processes to ensure secure and effective management of student records
Has established processes for managing student records – this includes processes for managing course applications and enrolments, student files, results and attendance, course completions and withdrawals
Will maintain an electronic file for each enrolled student that is stored securely in a commercial online system, aXcelerate, that only authorised staff have access to. Each student file contains copies of all relevant documents relating to a student’s application, enrolment, course delivery and completion
Will record all student information on its AVETMISS-compliant student management systems
Will regularly conduct internal audits of student files to ensure the records are accurate and complete and meet all requirements including funding requirements. Any issues identified during a student file audit will be rectified and root cause of the issue identified to avoid re-occurrence
Information stored in these systems includes mandatory statistical enrolment questions, class attendance and progression, course enrolment information, results, correspondence and issuance of AQF certification
Student records are kept for the minimum periods of time as outlined in the relevant legislation, ASQA Directions and funding requirements (refer below)
Student records are all stored and disposed of in line with the Privacy Principles and Public Records Act as outlined in Lumify Learn’s Privacy Policy.
Appendix A: Storage and Destruction Requirements by Legislation, Regulator or Funding Source
Regulator and/or Funding Source | Record Type | Retention Requirement | Reference |
|---|---|---|---|
ASQA
| Registration – vocational education and training -Applications -Certificates of registration -Compliance assessments against mandated standards or conditions -Licences -Notices -Performance monitoring and auditing
| Retain for 30 years after registration ceases or is refused. | SNR 3.4 |
Enrolment, USI and AVETMISS information | Retain for 30 Years | SNR 3.4 | |
AQF qualifications and statements of attainment | Retain for 30 Years | SNR 3.4 | |
Training and Assessment Strategies | Retain for 12 months following cessation of Course Offering | SNR 1.8 and ASQA General Direction – Record Retention | |
| Master Set Training and Assessment Tools | Retain for 3 years following cessation of Course Offering | SNR 1.8 and ASQA General Direction – Record Retention |
Direct Entry | Student Completed Assessment Tools and Completed RPL | 6 months after student completion or cancellation date | SNR 1.8 and ASQA General Direction – Record Retention |
5. Related Documents
QA_DOC_03-01 Student Handbook
QA_POL_19 Data and Record Management Policy
QA_POL_02 Marketing Policy
QA_PRO_02 Marketing Procedure
QA_REG_02 Marketing Register
QA_FRM_02_06 Marketing Guide
QA_FRM_19_01 Completeness of student file checklist
QA_FRM_19_05 Change in personal details form
QA_REG_25 Continuous improvement register
QA-POL-01 Meeting Legislative and Regulatory Requirements Policy
QA_REG_01_01 Master Register: policies & procedures, documents