RTOs should have processes in place to ensure compliance with all requirements of the Standards for Registered Training Organisations (RTOs) 2015 when managing scope of registration. This includes transitioning learners from superseded training products within specified timeframes to ensure current training products are delivered as required. RTOs must be ready to deliver and have all resources in place by the time superseded training products expire and replacement training products must be delivered. Here are some important considerations for RTOs to note when managing transitions and overall scope of registration :

Using project management methodology:

To manage registration and transition processes successfully RTOs should develop project plans that allow you to co-ordinate multiple sub-projects within your registration and transition project. Your planning should consider aspects such as your additions to scope of registration; learning and assessment resource development; marketing collateral development; creating pre-enrolment materials; communication strategies; staffing and capability; TAS development and student transition mapping. One of the key benefits achieved by using a project management approach in managing your registration and transition processes is effective coordination and efficient utilisation of RTO resources.

Transition plan:

A mapping exercise should be undertaken to analyse replacement units of competency and identify any changes to requirements in comparison to superseded versions so gaps can be addressed in your updating of resources. This needs to be done regardless of whether units of competency are equivalent or not. By completing this exercise you will be able to determine if your RTO needs to just update the existing resources of your superseded units of competency or fully develop new learning and assessment materials. It will also inform you as to what sequence of delivery you need to implement for the replacement units of competency to allow students to transition if necessary.

Changes to scope of registration:

RTOs are notified of any changes to their scope of registration on the National Register including automatic additions of training products that have replaced the superseded and equivalent versions on scope. If you intend to deliver replacement training products automatically added to scope of registration you must implement processes for confirming all required resources are available. The most effective way to do this is by developing a project plan outlining priorities such as learning and assessment resource development; marketing material; trainer and assessor currency requirements and procurement of essential equipment and training aids. RTOs should remove replacement training products automatically added to scope of registration if you decide you do not want to deliver them so you do not have to provide the required resources and meet the compliance obligations.

Updating scope of registration:

RTOs must apply to add a non-equivalent replacement training product to scope of registration and should have a procedure in place to undertake this process. The first step undertaken should be evaluating the training product and your capacity to provide the course including industry, market, legal, financial and commercial viability considerations. When planning to add a new training product to scope you should determine the relevant delivery modes to be offered and the learner cohorts by creating a new training and assessment strategy (TAS). You can identify in your TAS what existing learning and assessment resources for the units of competency need to be redeveloped and include a plan that outlines what timeframes materials will be developed by.

Completing existing students:

Existing students enrolled in superseded training products should be completed within the transition period. RTOs need to identify if they are able to complete all training and assessment and ensure they can issue these students with a qualification or statement of attainment prior to the transition end date. A mapping exercise can be undertaken for students enrolled in superseded training products to determine how they should transition into the replacement training products if you have identified they will not complete in time. Students affected by the change should be informed of what if any changes may need to be implemented as soon as practically possible so they are not disadvantaged in any way. RTOs who need to transition international students should be aware of any impact on CRICOS requirements. Similarly, for apprentices and trainees other implications on training contracts need to be considered when being transitioned into replacement courses.