Qualification Testamur Issuance and Records Policy

version Jan 2015; revised June 2016; updated Dec 2016 and March 2017

Qualification Testamur Issuance Policy Statement

The College will issue a Testamur (Certificate) for completed qualifications, and a Statement of Attainment for partial qualifications, in accordance with the Australian Standards for Registered Training Organisations.

Qualification Testamur Issuance Policy Details

  • Timeframe for Issuance of Qualification Documents

    a) Testamurs and Statements of Attainment will be issued within 5 days of a student completing the qualification, subject to the payment of all course fees.

    b) Documents will be issued by standard post to the home address of the student; or where an employment based enrolment to the work address.

  • Re-issuing Qualification Testamurs

    Testamurs and Statements of Attainment will be re-issued within 5 days of a student making a request for re-issue and paying the re-issue fee. Each re-issued document will include its print date.

    An option allows for a electronic copy to be sent by email.

    Complete this Application Form and provide payment details.

  • Authenticating College Testamurs Without Student Consent

    a) Testamurs or Statements of Attainment can be authenticated by a copy being provided to the College by any party and requesting that the College confirm the authenticity of that document; or by providing details such as document identifier, name and qualification and completion date and requesting these to be verified (eg on a reference form request).

    b) The approval of the student is NOT required to authenticate a Testamur or Statement of Attainment.

    c) Information will be limited to confirming that the information matches our records or advising that the details do not fully match our records. Student approval is required before any other information is however provided.

  • Revoking Qualification Testamurs

    Testamur and Statements of Attainment will be officially revoked if subsequent to issue a major breach of policy or error is detected eg student plagiarism.

  • Issued in Legal Name At Completion of Enrolment

    a) Qualification Testamurs and Statements of attainment will be issued in the legal name of the student as at the completion of the qualification subject to the student also amending its legal name to match at the USI Registrar.

    b) The names under which a student completed the qualification will NOT be changed subsequent to completion of the qualification. Re-issued documents will remain in the name of the originally issued document.

  • Withholding Qualification Testamurs and Statements of Attainment

    a) Where Fees payable are not paid on time the College will withhold formal results and documents such as Qualification Testamurs and Statements of Attainment.

    b) Where a student cancels their enrolment and has not paid for the proportion of the course, or time of the course that they have undertaken, they will be liable to continue payments until this proportion is met. Statements of Attainment will not be issued until the payment is made that reflects the proportion of the course undertaken.

  • No Obligation to Issue Qualification with Significant External RPL

    The College will not issue a qualification that is fully or mainly achieved by Credit Transfer results from other RTOs.

    As a guide the College will not automatically issue a full qualification where a student has completed less than 30% of the subject units with the College.

    Students may still enrol in the required units of Competency and be issued a Statement of Attainment.

    Where the College, at its discretion, agrees to issue a qualification the Dual Qualification Testamur Fee applies in addition to subject fees.

     

  • Qualifications will not be Issued Based on Credit Transfers

    a) The College will not issue a Qualification Testamur based solely or mostly on Credit Transfers obtained at other RTOs.

    b) At least 30% of units in a course must be undertaken at the College or awarded as RPL by the College (as distinct from Credit Transfer).

    c) Students may still enrol in a Statement of Attainment course and complete specific units, noting that only a Statement of Attainment will be issued.

    d) If the College, at its discretion, agrees to issue a qualification the Dual Qualification Testamur Fee applies in addition to subject fees.

  • Approved Electronic Copies of Qualification Testamurs

    From 1 October 2016 the College implemented a system of also issuing a electronic / PDF copy of Qualification Testamurs and Statements of Attainment.

    These PDFs look identical to a printed document except that they include the words: "This is an approved electronic copy of the original."

    Students seeking the re-issue of qualifications may ask for an electronic version only.

Records Management Policy

The College will maintain required records including Testamurs (Certificates) for completed qualifications, and Statements of Attainment for partial qualifications, in accordance with the Australian Standards for Registered Training Organisations.

Although the Standards (Schedule 5 Clause 4) specify a 30 year retention duration the College has in place a permanent data retention system that means records in a data format that is capable of recreation of key documents will be retained to perpetuity.

The College also ensures that all student data is correctly lodged with the relevant state/territory authority and/or NCVER on a quarterly basis so that students will be able to access their transcripts via the USI Registry as the government continues to implement this service.

Although it has no intention to close, the College acknowledges the current obligation should any RTO close to provide up to date student data to ASQA in accordance with the Standards.

The College also acknowledges the obligation to retain student assessments, assessment records and assessment evidence, student ID proof, amongst other things for specific periods as outlined in state and territory contracts, under a ASQA General Direction and the Standards for RTOs. As the College retains all such files in data format these obligations are exceeded.