Issuing and Revocation of Certificates Issuing and Revocation of Certificates Policy and Procedures | Gold Coast Learning Centre

Purpose

The purpose of this policy is to outline how Gold Coast Learning Centre will ensure it issues qualifications and statements of attainment (as appropriate) to persons whom it has assessed as competent in accordance with the requirements of a Training Package or National accredited course, in accordance with regulatory requirements. This policy ensures compliance with the AQF Qualifications Issuance Policy.

This procedure describes the processes whereby GCLC controls and manages the issue and revocation of certificates to students on completion of a course or partial completion of a course.

Scope

Gold Coast Learning Centre has a responsibility as a Registered Training Organisation to issue to students whom it has assessed as competent in accordance with the requirements of the training package or VET accredited course, a VET qualification or a statement of attainment (as appropriate).
The Standards for Registered Training Organisations (RTOs) 2015 (Standard 3).

GCLC has further responsibilities to revoke or recall certificates in certain circumstances. This procedure applies to all students and persons employed by GCLC for the provision of training and assessment services and the administration of training records and documents.

Definitions

Qualification/ Certificate documents include a qualification certificate, record of results.

Statement of attainments may accompany a record of results.

Responsible parties

The admin team is responsible for the management, control and issue of this policy.

Policy Statement

Qualifications Issuance GCLC entities issue AQF certification documentation only to a Student whom it has assessed as meeting the requirements of the training product as specified in the relevant training package or VET accredited course.

GCLC has robust controls in place to ensure qualifications, statements of attainment and records of results are not issued unless the Student has completed all requirements. Certification is only issued to Students after they have fully demonstrated competence, with a Completion Form Checklist completed on each Student file prior to documentation issuance.

Australian Qualifications Framework Requirements

GCLC ensures:

Qualifications Pathways

Unique Student Identifier (USI)

GCLC ensures that it meets the requirements of the Student Identifier scheme always, including:

Issued Documentation Requirements

All AQF certification documentation issued by GCLC meets the following requirements:

Issuing AQF Qualifications Requirements

All GCLC Students who have completed a program of learning that leads to the award of an AQF qualification are entitled to receive the following certification documentation on award of the qualification:

Students who complete part of the requirements of an AQF qualification in which they are enrolled are also entitled to receive a record of results. Students are entitled to retain testamurs and records of results once they have been issued.

GCLC certificate documentation contains sufficient information to identify correctly the:

Issuing Statements of Attainment Requirements

Students are entitled to retain the statement of attainment once it has been issued.

The following elements are also included on the GCLC statements of attainment as applicable:

Fraud Prevention

GCLC Certificates Register entities:

Reissue of Certificate Documentation GCLC ensures that current and past Students are able to access records of their achievements. All GCLC Students who hold a verified USI, and whose results have been reported into the USI system, will be able to access their records through the USI system.

Where a Student’s achievements have not been recorded through the USI system, GCLC has certificate issuance register to ensure that this student can access re-issues of their testamur documentation via a Request for Reissue Form.

A small fee per request might apply to all re-issue of documentation requests. All documentation re-issues occur within twenty-one (21) calendar days of receipt of the Request for Reissue Form with accompanying fee payment. All fess are published in the student handbook and subject to an annual review.


Procedure

Issuing of Certificates

The trainer and assessor is to download and submit to the admin team.

Certificates, together with the completion report are to be presented to the manager for verification and signature.

Signed certificates are to be copied. A copy is to be placed in the students file. Original certificates are to be mailed to the student within 30 calendar days of completion.

Revocation of Certificates

GCLC may require the return of a certificate, a record of results or a statement of attainment in the following circumstances:

Reissue/replacement of Certificates

Replacement certificates, records of results or statements of attainment may be approved if the applicant provides evidence that the original documents have been:

The CEO may approve the reissue or replacement of a testamur, record of results or statement of attainment upon the receipt of a written application which includes:

Note:

  1. The prescribed fee is reviewed annually and published in the Student Handbook.
  2. Replacement documents may take up to 21 days to approve, prepare and print.
  3. Appeals against a decision not to reissue or replace a qualification testamur, record of results or statement of attainment may be lodged with the RTO Manager within 30 calendar days using complaints and appeals form published on GCLC website.
  4. Re-issued certificates are to display the original certificate number, new date and the words “Reissued in lieu of original dated……”
  5. In the AQF register a line is to be inserted under the original information recording the new date of issue. In the adjacent column “H” the words “Reissued in lieu of original dated (insert date)……” is to be noted.

Standard 3

The RTO issues, maintains and accepts AQF certification documentation in accordance with these Standards and provides access to learner records Standards for Registered Training Organisations (RTOs) 2015

Standard 4

Accurate and accessible information about an RTO, its services and performance is available to inform prospective and current learners and clients Standards for Registered Training Organisations (RTOs) 2015

Standard 7

The RTO has effective governance and administration arrangements in place.

Standard 8

The RTO cooperates with the VET Regulator and is legally compliant at all times.

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