Assessor Resource

TAETAS401A
Maintain training and assessment information

Assessment tool

Version 1.0
Issue Date: April 2024


In smaller training and/or assessment organisations, this unit will typically be used by trainers, facilitators, assessors, and training and assessment consultants. In larger training and/or assessment organisations, this unit will typically be used by personnel where this function is a major part of their work.

This unit describes the performance outcomes, skills and knowledge required to maintain the training and assessment information requirements of the organisation and other relevant bodies, including the timely dissemination of accurate information to learners on training and assessment services and the recording and reporting of training and assessment service data.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)

Employability Skills

This unit contains employability skills.



Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Assessment must address the scope of this unit and reflect all components of the unit. A range of appropriate assessment methods and evidence-gathering techniques must be used to determine competency. A judgement of competency should only be made when the assessor is confident that the required outcomes of the unit have been achieved and that consistent performance has been demonstrated.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the ability to:

provide initial and ongoing advice on training and/or assessment services, programs and specific information requirements to a range of learners

manage records relating to a range of learners

organise certification processes for a range of learners

complete AVETMISS and in-house reporting documentation for a learning program, covering a range of learners.

Context of and specific resources for assessment

Evidence must be gathered in the workplace wherever possible. Where no workplace is available, a simulated workplace must be provided.

Assessment must ensure access to:

range of electronic equipment and/or resources for recording and reporting requirements

supervisors or appropriate personnel.

Method of assessment

Guidance information for assessment

For further information about assessment of this and other TAE units, refer to relevant implementation guidance published on the IBSA website (www.ibsa.org.au).

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

Required skills

language and literacy skills to:

elicit appropriate and critical information from learners in order to complete recording requirements

prepare national and state or territory reporting information

liaise with personnel, including managers and supervisors, from the training and/or assessment organisation

liaise with appropriate external authorities

analyse a wide range of documents

self-management and organisational skills relating to planning, and meeting deadlines and organisational and regulatory requirements

Required knowledge

organisational policies and procedures relating to records and reporting procedures, and disseminating information to learners

established training and assessment information systems

training and assessment services provided by the organisation

requirements for collecting, recording and reporting vocational education and training information

Australian Quality Training Framework and AVETMISS requirements, covering:

records management

reporting requirements

relevant policy, legislation, codes of practice and national standards, including commonwealth and state or territory legislation, for example:

copyright and privacy laws in terms of electronic technology

security of information

recording information and confidentiality requirements

OHS responsibilities associated with maintaining training and/or assessment information requirements

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Training schedule may include:

program start dates and end dates

what areas training will address

dates and times when training is scheduled

venue where training will take place

trainers, facilitators and assessors responsible for delivery and assessment.

Relevant personnel may include:

trainers, facilitators and assessors

program coordinators

supervisors and managers

personnel responsible for analysing statistics and data to ensure the training and/or assessment organisation complies with relevant standards across all operations and training and/or assessment activities

users of training information, such as finance personnel, human resource personnel, and employers

contract managers

union and employee representatives.

Organisational and legal requirements may include:

registration requirements, as defined in the AQTF Standards for Registered Training Organisations

state or territory legislation and regulations governing registration and accreditation

requirements of endorsed training packages

requirements set by commonwealth and state or territory legislation relating to:

OHS

anti-discrimination

workplace and industrial relations

workers' compensation.

Records management system provides:

administrative tool to manage learner progress from enrolment to completion.

Details of specific learning strategy and learning program may include:

training and/or assessment organisation details and training and assessment location

program of training, unit of competency or module

learner information, such as enrolment form details

enrolment, including start date, end date and outcome/results

qualification completed

internal or local learning program coding.

Additional requirements may include:

fees to be paid

payment scheduling

legal and contractual agreements

training contract information.

Certification processes may include:

using correct certification form

entering critical details, for example:

name of learner

name of learning program successfully completed

assessment result

processes relating to qualification, Statement of Attainment or internal organisational award, such as:

dating and signing

forwarding to learner

sending copy to relevant authority

storing copy according to organisational and legal requirements.

Custody and management requirements may include:

secure physical and electronic storage of training and assessment records and information

authorised access to training and assessment records and information

secure disposal or return of training and assessment records and information.

Systems to support reporting may include:

electronic student management system that complies with Student Statistical Collection Guidelines

internal organisational recording and reporting systems

arrangements for issuing qualifications or Statements of Attainment

arrangements for recognising and recording current competencies

record-keeping policies and procedures.

Issues and irregularities may include:

inaccuracies or inconsistencies

lost information and records

not meeting timelines for reporting

OHS issues.

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Provide potential learners with relevant information about the range of training and assessment services provided by the training and/or assessment organisation 
Explain specific program content and assessment requirements to learners in a clear and concise manner 
Confirm training schedule with relevant personnel and disseminate to learners 
Access, provide and explain relevant organisational policies and procedures relating to training and/or assessment services to learners according to organisational and legal requirements 
Collect, verify and record personal learner information on learner records management system 
Collect, verify and record details of the specific learning strategy and learning program on the learner records management system 
Confirm and record relevant additional requirements 
Confirm and record learner progress and assessment outcomes in a timely manner 
Organise certification processes according to national reporting requirements, where appropriate 
Address custody and management requirements of training and/or assessment information and records 
Complete and forward final results to appropriate personnel for signature, using systems to support reporting 
Finalise, check and provide data for national reporting purposes to appropriate personnel for signature 
Identify, document and address issues and irregularities in recording and reporting activities in a timely and effective manner 
Refer issues and irregularities outside area of responsibility or expertise to appropriate personnel for resolution, if relevant 
Finalise certification arrangements, send to learners and store copies according to organisational and legal requirements, where appropriate 

Forms

Assessment Cover Sheet

TAETAS401A - Maintain training and assessment information
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

TAETAS401A - Maintain training and assessment information

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: