12 _ Records management policy and procedure

Purpose of the policy

Allara Learning is committed to implementing best practice in its records management practices and systems to ensure data integrity is maintained. This policy is to provide guidance and direction on the creation and management of information and records and to clarify staff responsibilities.

Policy

In the creation and management of information and records Allara will ensure all staff employed by Allara Learning responsible for the maintenance of information and records:

Are conversant with its privacy and personal information policy and procedure; and
Comply with all commonwealth and state or territory regulatory requirements for the unique student identifier (USI) scheme; and
Maintain all student records within its AVETMISS capable Student Management System (aXcelerate).

Data handling

Data reporting requirements

All states and territories have specific data reporting requirements. The Administration Team Leader has the responsibility to record and report data according to these requirements.

Data processing procedures

All student enrolment, training and assessment records are to be submitted to the administration department weekly, no later than COB the Wednesday for the previous week and is inclusive of:

Enrolment application forms
Training record forms (attendance sheets and session plans)
Assessment tasks and tools
Recognition of Prior Learning and Credit Transfer applications.

Upon receipt of client, student or stakeholder records, the Allara Learning administration team will review and where required, record the relevant details into the relevant information system (HubSpot and/or aXcelerate), with all weekly data reporting finalised by COB Friday of each week.

Data reviews

The Administration Team Leader has the responsibility to conduct data reviews of all new enrolments monthly with the review to include verification that the following data has been populated appropriately:

Course type, start and end dates
Mandatory AVETMISS enrolment fields
National funding source
State and territory funding source
Concession identifiers
Training contract identifiers
State and territory funding contract numbers/codes
Unit fees and charges
Additional data fields as required by state and territory subsidised training contracts.

Where errors are identified, the Administration Team Leader is to:

Updated date fields in error; and
Provide the General Manager with a report on the identified data errors.

NOTE: Reviews are conducted using a Student Management System report. Each report has specific fields for the data fields required by the state and territory data reporting and provisions policies.

Data amendments

All stakeholders have the right to amend or update the data Allara Learning holds. Requests for amendments must be received in writing.

Upon receipt of an application or request to change details the Allara Learning staff member will:

Verify the changes with relevant stakeholders, and
Update the data within the relevant information system (HubSpot and/or aXcelerate).

Data reporting

Total VET activity

As required by the National VET Data Policy, Allara Learning collects and reports 'Total VET Activity' data through the submission of AVETMISS data quarterly. This is completed by:

VET activity data is generated from the student management system; and
Validated vis the NCVER AVETMISS validation tool.

Errors identified with activity data are to be corrected prior to re-validating.

Details of the total VET activity submission is recorded within the Quality Assurance schedule and the associated AVETMISS files stored within the Allara Learning secure file storage system. This includes:

A copy of the AVETMISS files
A copy of the NCVER validation summary
A screen-print or email verification of the data upload or provisions to NCVER or the state or territory authority.

Subsidised training activity

On a daily, weekly or monthly basis, as determined by the state or territory subsidised training contract data reporting requirements, the Administration Team Leader is to undertake the data validation and reporting process whereby:

VET activity data is generated from the student management system, and
Validated per state and territory requirements.

Regardless of the volume of training activity, validated data is submitted to each state and territory authority at least every 28 calendar days.

Records management

Records storage

All digital data records are retained within the student management system, aXcelerate or the customer relationship management system, HubSpot.

Digital copies of all physical (print-based) records will be stored within the relevant information system including but not limited to:

Enrolment application forms,
Enrolment variation forms,
Data variation forms,
Agreements,
Assessment tools,
Attendance records,
Training session plans,
Training plans.

Designated staff shall ensure that all student records are stored and maintained:

In digital format for a term no less than 30 years,
In physical (print-based) format, securely on-premises, or if removed from the premises for safe keeping, in a location agreed to by the CEO for a period of no less than 7 years.

The CEO must be provided with at least one week’s written notice prior to the destruction and/or deletion of records and data.

Records access

Only personnel directly involved with student welfare and or student results will have access to personal student details.

Details for the provision and access of records is provided within the Privacy and personal information policy and procedure.

Cessation of services

On cessation of services and the discontinuation of business the CEO shall ensure that all student records are made available to the Regulatory Authority, inclusive of:

Student enrolment records
Records for the attainment of individual units of competency
Records for the attainment of qualifications