Your trainer and assessor files (Part 4 of 5)

May 28, 2019

In the last newsletter, we discussed the following:

  • ASQA Guidelines on “industry currency.”

  • How to stay up to date in terms of “industry currency.”

  • Factors that influence “industry currency.”

  • What is “industry current or currency period.”

  • The definition of vocational education and training currency.

  • Licensing requirements for trainers and assessors.

 

In part 4 of the series, we will discuss how to complete a compliant trainer matrix, trainer file and trainer files checklists.

 

Your RTO must maintain compliant and complete trainers and assessors file and records. It may take a substantial amount of time to develop a detailed staff matrix for the first time, but you will find it very useful to demonstrate compliance with the regulatory requirements after that.

 

The definition of a trainer matrix

 

The trainer matrix feature allows trainers and RTO administration to track and manage evidence that will support the requirements of vocational competencies, current industry skills, VET knowledge and skills and professional development (clauses 1.13 – 1.16 under Standards for RTOs 2015).

 

The trainer matrix, therefore, provides evidence of the qualifications and industry currency of trainers involved in program delivery, mapped to each unit they deliver and assess. A trainer’s matrix should be developed when a trainer is initially assigned to deliver and assess a unit/s. Existing trainer assigned should update their matrixes at least annually to record additional industry experience, trainer qualifications changes/upgrades and relevant professional development.  

 

ASQA Guidelines on “trainer matrix”:

 

There is no prescribed way of recording evidence of verification of trainer and assessor qualifications; this is an operational decision for each RTO. For example, RTO’s may choose to record the verification within their RTO’s trainer and assessor matrix. (FAQs https://www.asqa.gov.au/topic/trainers-and-assessors)

 

What must be included in a ”trainer’s matrix.”  

 

From the explanation above, it is evident that a skills matrix must include sufficient and unambiguous information:

 

(1) The document should be appropriately labelled and version controlled.

 

(2) The RTO’s name, code and contact details should be included

 

(3) Trainer name and contact details
 

(4) Department name and contact details, if applicable

 

(5) Information if it is for “initial registration or appointment as a trainer/assessor” or “annual update”.

 

(6) Information and details about the qualifications or unit/s of competency the trainer/assessor is training and/or assessing at the RTO.

 

(7) The Trainer/Assessor must include their work experience and qualifications that enable them to train and assess each unit of competency delivered. This information should be verified by bona fide qualification documentation, a resume, references and information which may be checked to confirm authenticity.   

  • Vocational competencies at least to the level being delivered and assessed;

  • Current industry skills directly relevant to the training and assessment being provided; and

  • Current knowledge and skills in vocational training and learning that informs their training and assessment

 

(8) You must record your vocational education and training (VET) work experience. Details and description of the duties, the name of the employer or organisation, the position held, and date/s and time worked.

 

(9) You must record your vocational education and training qualification and equivalence. Name of the course achieved, the institution from where it is obtained, and the dates received. This section can also be used for writing down other certificates and licenses obtained.

 

(10) You must record your training and assessment (TAE or equivalent) credentials and qualifications (according to clause 1.14 and clause 1.15). Please also include the following information:

 

Training and Assessment Credentials Required - Trainers

 

On or prior to 30 June 2019 (no equivalence)

  • TAE40110 or TAE40116* or

  • TAE40110 + one of the following Units of Competency: TAELLN401A/TAELLN411 and

  • one of the following Units of Competency: TAEASS502A/TAEASS502B/TAEASS502 or a diploma or higher-level qualification in adult education OR

  • Diploma related to adult education OR

  • Higher qualification in adult education

 

From 1 July 2019 (no equivalence)

  • TAE40116* or TAE40110 + one of the following Units of Competency: TAELLN401A/TAELLN411 and

  • one of the following Units of Competency: TAEASS502A/TAEASS502B/TAEASS502 or a diploma or higher-level qualification in adult education OR

  • Diploma related to adult education OR

  • Higher qualification in adult education

 

Training and Assessment Credentials Required - Assessors

 

On or prior to 30 June 2019 (no equivalence)

  • Assessor Skill Set (TAESS00001 or TAESS00011 Assessor Skill Set) or

  • TAE40110 or TAE40116* or

  • TAE40110 + one of the following Units of Competency: TAELLN401A/TAELLN411 and

  • one of the following Units of Competency: TAEASS502A/TAEASS502B/TAEASS502 or a diploma or higher-level qualification in adult education OR

  • Diploma related to adult education OR

  • Higher qualification in adult education

 

From 1 July 2019 (no equivalence)

  • Assessor Skill Set (TAESS00001 or TAESS00011 Assessor Skill Set) or

  • TAESS00001 plus one of the following Units of Competency: TAEASS502A/TAEASS502B/TAEASS502 or

  • TAE40116* or TAE40110 + one of the following Units of Competency: TAELLN401A/TAELLN411 and

  • one of the following Units of Competency: TAEASS502A/TAEASS502B/TAEASS502 or a diploma or higher level qualification in adult education OR

  • Diploma related to adult education OR

  • Higher qualification in adult education

 

You must, therefore, have a Training and Assessment Qualifications section on your skills matrix and options to select the checkboxes or let the Trainer/Assessor write the training and assessment qualification/s they have acquired.

 

(11) Provide details of how you meet the vocational competence requirements of each unit you are delivering or assessing. This may be through holding the same unit of competency, holding an older version of the same unit and verifying there are no gaps, holding an older version of the same unit and providing details of how gaps have been addressed, other formal qualifications, professional development activities, evidence from work in the industry, etc.

Please ensure all areas of the unit of competency are addressed through the evidence provided. Provide examples and explain each criterion to ensure you have addressed all areas of the unit of competency. If the units are not equivalent (e.g. a Statement of Attainment for the specific unit/course has not been submitted), a mapping document must be provided to demonstrate how the units have been mapped to ensure vocational competency. In some cases, such mapping document may be provided by the RTO.  

 

(12) You must have a section to comply with the professional development requirements mentioned under Vet Quality Framework (VQF) Reference: SRTO 1.16

 

Professional development means activities that develop and/or maintain an individual’s skills, knowledge, expertise and other characteristics as a trainer or assessor. This includes both formal and informal activities that encompass vocational competencies, the currency of industry skills and knowledge and practice of vocational training, learning and assessment, including competency-based training and assessment. Examples of professional development activities include: