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Stay Compliant Without Complaint

December 2, 2020

As we begin to head into the New Year, Registered Training Organisations (RTOs) across Australia have one goal in mind: To ensure that they are compliant. Yet, for some RTOs, compliance may be a bit of a sore point, sparking negative emotions relating to past audits. 

With end of year reporting stress taking a front seat, it can be hard to always feel positive about the compliance process, especially if you’re still suffering from the ghost of your compliance-Christmas past. So, with a little bit of guidance, we hope these tips can help your training organisation move from complaints to compliance.

Create a culture of compliance

It’s never too late to create a culture of compliance in your training organisation, even if there’s a resounding groan when you suggest it to your team. The thing is, compliance needs to play an intrinsic part of your everyday processes – it should be considered at all stages of your RTO’s day-to-day, rather than a box to tick at the end. 

Embracing compliance starts with connecting with ASQA and NCVER via social media and emails, networking at VET conferences (or perhaps online) and keeping up with your reading on important documents like AVETMISS reporting guidelines and ASQA’s trainer and assessor requirements

Sharing your up-to-date learnings with your team is invaluable for developing a culture of compliance. It feels great to be part of a supportive team that can work together to tackle any trials and tribulations, especially when you are all well-informed. Consequently, instilling consistent collaboration will in turn help support a culture of continuous improvement for your RTO. 

Practice compliance before writing policies and procedures

Training your RTO to be compliant and practicing compliance before writing policies and procedures is the best strategy to passing audits. Auditors want to see your compliance through your practices, and that your daily operations align with their standards. If you’ve started creating a culture of compliance in your training organisation, you’re well on your way to having consistently successful audits. 

Therefore, weaving compliance into your RTO’s job descriptions, policies and procedures can improve quality and reputation, create better training, reduce the stress of audits and create a capable Australian workforce. It’s a win-win for everyone. 

It’s all about that Tech 

Putting effective and reliant technology in place for your RTO will simplify your compliance. There’s only so far a spreadsheet can go in tracking your compliance reliably before you start struggling with scalability. 

Compliance technology solutions, such as an advanced student management system, can alleviate a lot of the burden your RTO may be facing when ensuring compliance consistency. 

Automate your reporting

We know fixing errors can easily become frustrating and repetitive, especially when finding the error is like finding a needle in a haystack… or multiple haystacks. With process-driven compliance, automation can minimise human error, provide efficiency and ensure you can focus on other tasks. 

Report-output task automation simply means you can set up a range of custom reports to save and use in workflows. You could send scheduled reports to trainers, managers or compliance staff relating to their specific role and requirements or, manage business risk, with specifically designed risk factor filters, such as student activity levels, assessment and unit progression, or attendance. 

With your workflow automation doing the grunt work for you, it will be almost impossible to get to a place of non-compliance. 

Map your assessments

A very common non-compliance relates to an RTO’s learning materials and assessment tools not accurately addressing training package requirements. Although assessment mapping is not a mandatory methodology from ASQA, it will definitely help mitigate the risk of non-compliance. 

When using online assessments, undertaking mapping should be simple and systematic. Mapping assessments to qualification training components and unit criteria is one of the most effective things you can do to save time on compliance. 

Viewing the assessment question content against criteria can help in creating mapping relationships and provide direct visual feedback about elements such as the number of components mapped to each assessment criterion or question. 

Using a student management system for assessment mapping is much more efficient compared to mapping spreadsheets. This AVETMISS season is a great time to say goodbye to your spreadsheets forever, and say hello to a more sophisticated assessment compliance tool. 

Ready to take your compliance to the next level for the New Year? With AVETMISS reporting rapidly approaching there’s never been a better time to make the switch to aXcelerate. For more info, visit: LMS Essentials, SMS Essentials

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