WSI Record Keeping

1. WSI Record Keeping

2. 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.

3. SNR 15 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.

4. SNR 15

5. Risk areas for WSI • Training and Assessment Strategy • Teacher qualifications/skills matrix • Assessment and assessment validation • Industry Engagement – Assessment validation

6. Minimising Risk – Record Keeping • WSI Procedure • Record Keeping for Teaching Sections • WSI Guidelines • Record Keeping Guidelines Teaching Sections – Colleges and OTEN

7. Record Keeping GuidelinesTeaching 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

8. TRIM FILES File to be kept in the Teaching Section for the duration of the qualification.

9. 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.

10. Records

11. 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

12. Assessment and Record Keeping Update Workshops 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.

13. TRIM and EDRMS

14. TRIM EDRMS Electronic Document and Records Management System - 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. • Tower • Records • Information • Management • Allows us to: • capture records • enable access to records over time • secure records against tampering or unlawful deletion • define how long records must be kept before destruction

15. WHAT IS A DIGITAL RECORD? • By 30 June 2012 TAFE NSW must be compliant with the NSW Government Standards on Digital Recordkeeping. • A digital record is digital information, captured at a specific point in time that is kept as evidence of business activity.

16. EDRMS BENEFITS • Reduced storage, retrieval, courier and postage costs • Time Saving • Increased in efficiency • Scanning • Document sharing • Management of electronic documents • Security

18. 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? • Change Network Member • Louise Adam – LMBR Manager - Phone: 9208 9357 • MilabelEstrera – A/Coordinator Records Management and Administrative Services • Phone: 9208 9245

19. Questions • ?