Purpose

Oscar Academy will issue to persons whom it has assessed as competent in accordance with the requirements of the Training Package, a VET qualification or VET statement of attainment (as appropriate) that meets the requirement of Australian Qualifications Framework, that identifies the RTO by its national provider number from the National Register and includes the Nationally Recognized Training (NRT) logo, in accordance with the current conditions of use.

Scope

The policy applies to all the Training Manager, Student Service/Administration Manager and Chief Executive Officer. It covers the mechanisms to
  • Issue the qualifications and statements of attainment as per the Standards for RTOs 2015

Objective

The Qualification, Academic Results and Statements of Attainment are issued to students who are eligible and meet the course requirements. These documents must comply with the Standards for RTOs 2015 for all courses included on its scope of registration on the National Register.

Policy Details

  • Oscar Academy’s Certificate, Academic Results and Statements of Attainment documents should comply with the current AQF Implementation Handbook and examples are given by the Regulator.
  • Oscar Academy’s Certificate, Academic Results and Statements of Attainment documents should include the provider number (RTO Code 41405)
  • For registered Qualifications or Unit of Competency, the Oscar Academy’s Certificate and Statements of Attainment documents should include the NRT logo otherwise it must be omitted. The logo to conform to the specification that can be found at https://www.asqa.gov.au/sites/g/files/net3521/f/NRT_logo_specifications_NEW.pdf
  • A Statement of Attainment or testamur must NOT be issued to a learner who does not have a verified Unique Student Identifier (unless a special exemption is obtained and evidence of this is recorded on the student file).
  • AQF certification documentation must be issued within 30 calendar days of the learner’s final assessment being completed or their exiting their course, providing all fees have been paid.
  • AQF certification documentation should be issued directly to the learner, not to another party, such as an employee.
  • Learners who have completed all units or modules in the qualification should be issued with a testamur and a record of results.
  • Learner who has completed one or more units/modules (but not a full qualification) and has finished their training with Oscar Academy should be issued with a statement of attainment.

Roles and Responsibilities

  • Once training is complete, the records and assessment tools must be reviewed by the Training Manager to confirm completion and who is responsible for approving the Qualification (Certificate), Record of Results and Statements of Attainment.
  • The Student Service/Administration Manager is responsible for issuing the Qualification (Certificate), Academic Results and Statements of Attainment to the students once approved by the Training Manager.

Related Forms

  • Request for Issuing Qualification (Certificate) or Statements of Attainment Form.

Associated Documents

  • Qualification (Certificate) (together with Record of Results) Template.
  • Statements of Attainment Template.

Process and Procedure

Issuing Qualification (Certificate)

The student is required to fill the request form “Request for Issuing Qualification (Certificate) or Statements of Attainment Form” with the Student Administration office.  Once filed the qualification (assuming all requirements below are met) will be issued within 30 days. The Student Service/Administration Manager will process the request by checking the course status, fee and any dues to Oscar Academy and that the Student Identifier has been verified. If there are no fees outstanding, the application will be forwarded to the Training Manager for further processing. The Training Manager will go through the student’s records and if the student meets the course requirements, the Training Manager will prepare the Qualification (Certificate) and the Record of Results document with the list of units of competencies as per the course details. The student’s administration and academic files will be archived as per the Oscar Academy’s Records Management Policy by the Training Manager. The Training Manager updates the Certificate Issue Register, student status as “course completed” and forwards the Qualification (Certificate) and Record of Results documents to the Student Service/Administration Manager. The Student Service/Administration Manager will communicate with the student and issue the Qualification (Certificate) and Record of Results documents and updates the Certificate Issue Register.

Issuing Statements of Attainment

The student is required to fill the request form “Request for Issuing Qualification (Certificate) or Statements of Attainment Form” with the Student Administration office. The Student Service/Administration Manager will process the request by checking the course status, fee and any dues to Oscar Academy and that the Student Identifier has been verified. If there are no fees outstanding, the application will be forwarded to the Training Manager for further processing. The Training Manager will go through the student’s records and will prepare the Statement of Attainment with the list of units of competencies achieved. The student’s administration and academic files will be archived as per the Oscar Academy’s Record Management Policy by the Training Manager. The Training Manager updates the Certificate Issue Register and forwards the Statement of Attainment to the Student Service/Administration Manager. The Student Service/Administration Manager will communicate with the student and issue the Statement of Attainment and updates the Certificate Issue Register.

Testamur Templates

The templates used and the subsequent printing and endorsing of the documents must be created in a manner that helps to reduce fraud, as a minimum the documents should be watermarked or bear an embossed seal that would not be accurately reproduced if the document was copied. For guidance on this refer to the Users’ Guide to the Standards for Registered Training Organizations (RTOs) 2015 – “Fraud Alert” on page 52 (December 2014 version).

Re-issue of Documents

Oscar Academy retains information on record electronically (e.g. Student Management System or Cloud) to enable it to re-create a Certificate or Statement of Attainment for up to 30 years. If a former student requests a replacement document then Oscar Academy will recreate a copy of the document on payment of the appropriate fee, provided:
  • The student applies in writing and in person, and
  • Provides evidence to ensure the document is issued to the person for whom it is intended. Sufficient evidence will be provided by:– Equivalent to 100-point evidence criteria,– Equivalent evidence if the request is from overseas that has been endorsed as true and genuine by a Justice of the Peace (or equivalent     e.g. Notary)
  • Applications will NOT be accepted over the phone or via third parties

NOTES

Note: However, a testamur cannot be issued when:
  • It is identified that the Unique Student Identifier has not been obtained or verified. Steps must be taken with the student to correct this situation.
  • Fees are outstanding that form part of the agreed payment requirements. In which case the student must pay the backlog for issuance.
Note: A testamur for a superseded qualification may be issued to an eligible student until the expiry of the teach-out period applicable to the qualification. Upon expiry of the teach-out period, Oscar Academy can only issue a testamur for a superseded qualification as a replacement of a version previously issued.

Record Keeping

Oscar Academy will securely maintain records of all issued Testamur and Statement of Attainment in line with the Records Management Policy.

Roles and Responsibilities

Training Manager RTO Manager