Maintain training and assessment information

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.


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.

Elements and Performance Criteria



1. Provide initial and ongoing information and advice on training and assessment services

1.1. Provide potential learners with relevant information about the range of training and assessment services provided by the training and/or assessment organisation

1.2. Explain specific program content and assessment requirements to learners in a clear and concise manner

1.3. Confirm training schedule with relevant personnel and disseminate to learners

1.4. Access, provide and explain relevant organisational policies and procedures relating to training and/or assessment services to learners according to organisational and legal requirements

2. Complete training and assessment records

2.1. Collect, verify and record personal learner information on learner records management system

2.2. Collect, verify and record details of the specific learning strategy and learning program on the learner records management system

2.3. Confirm and record relevant additional requirements

2.4. Confirm and record learner progress and assessment outcomes in a timely manner

2.5. Organise certification processes according to national reporting requirements, where appropriate

2.6. Address custody and management requirements of training and/or assessment information and records

3. Complete reporting requirements

3.1. Complete and forward final results to appropriate personnel for signature, using systems to support reporting

3.2. Finalise, check and provide data for national reporting purposes to appropriate personnel for signature

3.3. Identify, document and address issues and irregularities in recording and reporting activities in a timely and effective manner

3.4. Refer issues and irregularities outside area of responsibility or expertise to appropriate personnel for resolution, if relevant

3.5. Finalise certification arrangements, send to learners and store copies according to organisational and legal requirements, where appropriate

Required Skills

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

Evidence Required

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).

Range Statement

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:



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.


Unit sector

Training advisory services

Employability Skills

This unit contains employability skills.

Licensing Information

Not applicable.