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					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 re-
registration in May 2012.

An audit is expected in late May.
                                   SNR 15 all of its operations, as
The RTO provides quality training and assessment across
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.
             SNR 15
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 –      • Training and Assessment Strategy signed
Teaching methods – Training       by MEP
and Assessment Strategy
A2. Assessment – Assessment     • Assessment Validation year plan
Validation                      • Documents used in the assessment
                                  validation process
                                • Questions for industry representatives
A3. Teacher Education -         • TAFE NSW WSI Teacher Qualification
Qualifications                    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         RPL forms - Teaching section file or
   Learning                                student file.
                                           Keep records of validation of RPL
                                           assessment tools.
E. Record keeping requirements for         Additional record keeping
   TVET students                           requirements – refer to the WSI TVET
                                           Teachers handbook.


F. Evidence accepted to demonstrate        Evidence of participation must be
   student participation for integrated,   shown in the roll in CLAMS or SAM
   flexible and other forms of delivery    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.



11
      TRIM
       and
     EDRMS




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TRIM                                      EDRMS
Tower                                     Electronic
Records                                   Document and
Information                               Records
Management                                Management
Allows us to:                             System
     •   capture records                  - Is about moving from paper-based
     •   enable access to records over    information to a smart system that
         time                             keeps and manages all your
     •   secure records against           documents and official business
         tampering or unlawful deletion   records electronically, making them
                                          safe and secure, quick to find, cheap
     •   define how long records must     to store and easy to dispose of.
         be kept before destruction



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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


15
16
     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




17
Questions




   ?

				
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