OVERVIEW

Table of Contents

Table of Contents
1.1 Student Records Management 2 Student Records Management Policy 2.1 Storage Method 2.2 Administration 2.3 Destruction of Information

Status	CURRENT
Classification*	PUBLIC
Department	ALL
Review	Mar 11, 2024
Notes	Need to check all the requirements for each state/funding and remove any that don’t apply any more

*See Information classification policy

PUBLIC-FACING

Student Records Management

Strategix is committed to maintaining complete and accurate records of its students’ administrative and academic activities. Strategix regards the authenticity, integrity and currency of its student records as paramount and has secured hardcopy and electronic systems in place to ensure student records are managed in an efficient and secure manner.

Student records may be in multiple formats including electronic, hard-copy, emails, spreadsheets, legal contracts and agreements. Student records pertaining to academic, financial and administrative requirements are recorded and stored securely on a web-based Student Management System, which is backed up daily.

Senior Management, in consultation with administration staff, are responsible for ensuring that entry of all student records is accurate. This includes student enrolment forms, fees paid, refunds made and assessment results. An internal audit of all operational procedures including student records is undertaken regularly.

POLICY

Student Records Management Policy

Strategix has a responsibility to maintain and store student records/information for the purposes of daily functions/use, re/issuing certifications, AVETMISS reporting, audit evidence etc. Strategix ensures its records are managed in line with the following governing/regulatory bodies:

The Standards for RTOs 2015
Australian Skills Quality Authority (ASQA)
Privacy Act and the Australian Privacy Principles
State Training Authorities.

Student related information held by Strategix may include:

Personal Details (Name, address, email address etc.)
Personal Documents (Drivers licence, concession card etc.)
Academic Records (Course details, assessments, results, certificates etc.)
Employer (Company name, MOU’s, agreements etc.)
Working with Children information (kept on the register) – See Working with Children Records Management (below).

Details surrounding the collection methods, use of and security of student information is outlined in Strategix’s Privacy Policy

For individuals (staff and students) who require clearance to work with children, the following information must be retained for up to 7 years.

Retain Evidence of	QLD	NSW	SA	VIC	WA

Retain Evidence of	QLD	NSW	SA	VIC	WA
Name	x	x	x	x	x
Date of Birth	x	x	x	x	x
Position Title			x	x	x
Employment Type	x	x		x	x
Is check/card required? (if no, state reason)	x			x	x
Type of card	x
Application receipt number				x	x
Check number				x
Card or Registration Number	x	x		x	x
Expiry Date	x	x	x	x	x
Validation date	x	x	x		x
Renewal Verification Date			x
Verification Outcome	x	x
Link Date	x				x
Card Status	x
Date Renewal submitted	x
Delinked Date	x
Start Date					x
WWC Check Status					x
Action Taken (if required)					x
Category/Categories of child-related work					x
Date position reviewed					x

Storage Method

Student records are stored in one or more of the following locations/methods:

Storage Method	Student Record
Strategix’s File Server	Scans of paper Enrolment forms and Declarations Scans of paper Assessments Training Plans Record Books Vocational Placement Agreements Historic Student Management System files.
aXcelerate	Enrolment evidence (enrolment form or enrolment notes, CRICOS items etc.) Eligibility Evidence (State funding, VSL, etc.) AVETMISS Data Attendance evidence Vocational Placement Agreements Working with Children evidence Communication with students Assessment outcome/results Certificates/Statement of Attainments Fee/Payment History and Evidence.
Cloud Assess	Assessments Participation evidence Vocational Placement Agreements Working with Children evidence.
Moodle	Assessments Participation evidence.
Physical Files	Enrolment Forms Enrolment Evidence State Forms/Evidence Training Plans Record Books Vocational Placement Agreements Diploma of Nursing students assessments and professional experience placement records.

Administration

Enrolment data entry may be carried out by the student through automation and/or by Administrative Assistants, as per the Enrolment Policy and Procedure
Assessments results are entered into aXcelerate, through automation (electronic assessments) or by an administrative assistant where automation is not available as per the Student Results Data Entry Procedure
Paper assessments are archived as per https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3121872931
Qualifications and Statements of Attainment are issued through automation as per the Issuance Policy and Procedure
Students may request access to their student records through the Student Authority to Release Information Form on aXcelerate as per the Student Information Request Policy and Procedure.

Destruction of Information

Physical/Paper documents are destroyed, and electronic files are deleted once the designated retention timeframe has passed. Storage and destruction timeframes/requirements are outlined in Storage and Destruction Requirements below.

Please note: Where state requirements are longer than ASQA’s, the state requirements supersede ASQA’s timeframes.

Authority / Funding	Requirement	Storage	Archiving (hard copy to digital)	Archiving (soft copy)	Destruction Timeframe	Reference
ASQA	Assessment items/files	Individual Files	Shred X (6 months after completion)	Allowable	6 months from competent date	RTO Standards
ASQA	Must keep Records of qualifications or SOA’s Issued	aXcelerate	Not required	Automatic	30 years	RTO Standards
ASQA	Must keep sufficient data to be able to reissue qualifications or SOA’s	aXcelerate	Not required	Automatic	30 years	RTO Standards
Queensland
Trainees	Must keep all documents	Employer files	Shred X (6 months after completion)	Allowable	6 years after student completion	RTO Standards
User Choice	Must keep all documents	Employer files	Shred X (6 months after completion)	Allowable	7 years after Contract Term	SAS Agreement
PPP	Must keep all documents	Employer files	Shred X (6 months after completion)	Allowable	7 years after Contract Term	PPP VET Services Agreement
Community Learning	Must keep all documents	Electronic Scan	Shred X	Allowable	6 years after student completion	Supply Management - Trinh advised on scanning
VET Investment Programs	Must keep all documents	Electronic Scan	Shred X	Allowable	7 years after Contract Term	SAS Policy
New South Wales
Trainees	Must keep all documents	Employer files	Not required	Allowable	6 years after student completion	RTO Standards
Smart and Skilled	Must keep all documents	Electronic Scan	Shred-x	Allowable	3 years after Completion, Issuance of cert or withdrawal	Smart and skilled Operating guidelines
Western Australia
Trainees	Must keep all documents	Employer files	Not required	Allowable/not required	6 years after student completion	RTO Standards
Skills Ready	Must keep all documents	Axcelerate	Yes	Allowable	5 years after end of contract	General Provisions
Australian Capital Territory
Trainees	Must keep all documents	Employer files	Yes	Allowable	7 years after student completion	RTO Standards
User Choice	Must keep all documents	Employer files	Yes	Allowable	6 years after issuance of qualification or cancellation date	2012 Australian Apprenticeship Requirements
Northern Territory
Trainees	Must keep all documents	Employer files	Yes	Not Allowed	7 years after student completion	RTO Standards
Victoria
Trainees	Must keep all documents	Employer files	Yes	Not Allowed	7 years after student completion	RTO Standards
South Australia
Trainees	Must keep all documents	Employer files	Shred X (6 months after completion)	Allowable	7 years after student completion	RTO Standards
User Choice	Must keep all documents	Employer files	Yes	Allowable	6 years after issuance of qualification or cancellation date	SAS Policy
Skills for All	Must keep all documents	Electronic Scan	Not required	Allowable	6 years after student completion	S4A contract and email from DFEEST (Calum Park)
PPP	Must keep all documents	Individual file	Shred X (6 months after completion)	Allowable	7 years after student completion	PPP VET Services Agreement
NWDF	Must keep all documents	Employer files	Shred X (6 months after completion)	Allowable	7 years after issuance of qualification or cancellation date	NWDF Contract
Skilling Queenslanders for Work
Ignition 2012 (SQW5)	Must keep all documents	Individual file	Shred X (6 months after completion)	Allowable	6 years after student completion	SNR
Transition	Must keep all documents	Individual file	Yes	Allowable	6 years after student completion	SNR
Transaction	Must keep all documents	Individual file	Yes	Allowable	6 years after student completion	SNR
SQW1-4	Must keep all documents	Individual file	Yes	Allowable	6 years after student completion	SNR
PPP
Federal	Must keep all documents in file	Individual file	Shred	Allowable	7 years after issuance of qualification or cancellation date	Program guidelines - 2008
MSIT
Work Skill Vouchers	Must keep all documents in file except for assessment tools.	Individual file	Shred (6 months after completion)	Allowable	7 years after issuance of qualification or cancellation date	WSV Guidelines, ASQA Guidelines
EST
EST	Must keep all documents	Individual file	Yes	Allowable	7 years after student completion	Managing Employability Skills Training Guidelines
International
CRICOS	Must keep all documents	Individual file	Yes	Allowable	2 years	CRICOS standards
ELICOS	Must keep all documents	Individual file	Yes	Allowable	2 years	ESOS Act
National
Full Fee	Must keep all documents				30 years
Forklift	Must keep all documents	Individual file	Yes	Allowable	2 years	Conditions of accreditation as an assessor for high risk work classe

Authority	List here	See Funding
Regulatory Documents	SNR 1 & 3 ESOS 21 S&S 17.7 SAS AA.1 U/C 11.1
Approved By	Name here	Details / Decisions: