Education & training
support

Takes the application through to an enrolled record in aXcelerate, VETtrak or Wisenet: checks the form is complete, verifies the USI, confirms LLN results are on file, records the pre-training review, allocates the training plan, and issues the confirmation and fee schedule.

Verifies each student's USI against the Registry, works the mismatch list where a name, date of birth or document detail does not align exactly, contacts the student for the corrected detail, and clears the exceptions before the data goes anywhere near a NAT file.

Prepares the NAT files from the student management system, runs them through NCVER's AVETMISS Validation Software, and works the error and warning report: missing training plans, invalid outcome codes, funding source mismatches, incomplete addresses. Hands a clean file set to the person who submits it.

Builds and maintains course shells in Moodle or Canvas: enrols cohorts, sets release and due dates, uploads resources and assessment tools issued by the trainer, fixes access problems, and runs the engagement and submission reports trainers use to chase students.

Keeps each student file complete and retrievable: signed enrolment and fee agreement, USI record, pre-training review, training plan, assessment evidence with the assessor's judgement recorded, and the certification issued. Runs a file audit sample each month and chases the gaps.

Tracks students who have been assessed as competent in all units, prepares the AQF certificate or statement of attainment against the training.gov.au wording for the code and title, checks fees are settled, and gets it out inside the thirty calendar day window.

Maintains the trainer and assessor matrix: qualifications and statements of attainment, TAE credentials or the approved alternative, vocational competency evidence, current industry skills evidence and professional development records. Chases the evidence before it goes stale and flags scope gaps to the compliance manager.

Runs the validation schedule so every training product on scope is covered within five years: books the panel, pulls the assessment tools and the completed student samples, circulates the templates beforehand, and records the outcomes and rectification actions in the register afterwards.

Prepares claims under state funding contracts — Smart and Skilled, Skills First, Certificate 3 Guarantee and the like — checking eligibility evidence, concession status and commencement records match the contract rules, assembling the claim data for the RTO's authorised portal user to lodge, and reconciling the payment advice against what was claimed.

Runs the at-risk report: students past a due date, no LMS activity, unsubmitted assessments or an overdue resubmission. Sends the intervention sequence the RTO has documented, logs every contact attempt against the student record, and escalates to the trainer where it needs a conversation.

Assembles the evidence an ASQA audit will ask for: current policies with version control and review dates, complaints and appeals register, feedback and quality indicator data, third party agreements, marketing checked against the code and title on scope, and the continuous improvement register.

For CRICOS providers, maintains the enrolment record behind PRISMS: prepares the confirmation of enrolment data, tracks course progress and attendance against the National Code thresholds, keeps the written agreement and OSHC evidence on file, and drafts the reporting for the provider to lodge.