5.4.1 Principal/CEO
The school principal, known as the chief executive officer (CEO) of an RTO, is legally responsible and accountable for all operations. They sign a statutory declaration (available in the VET app in the QCAA Portal) indicating that they:
- have read and understood the VQF
- accept responsibility for ensuring the school RTO complies with the VQF and other applicable conditions of registration
- ensure that the school RTO will cooperate with ASQA as the national regulator, and the QCAA as delegate for ASQA
- acknowledge that ASQA may impose conditions, or administrative or financial sanctions, on the registration of the school RTO.
In delegating their governance responsibilities, principals/CEOs must ensure that staff are fully aware of their RTO-related roles and responsibilities.
These include, but are not limited to:
- provide leadership and advocate for the delivery of quality VET within the school curriculum
- ratify all policies and procedures for RTO operations
- ensure that the RTO has adequate and effective governance arrangements, including
- allocation of sufficient authority to the RTO manager for the management system to be responsive to student, staff and VET stakeholder needs
- the environment in which the RTO operates and complies with the Standards
- meet regularly with the RTO manager to stay informed of RTO operations
- complete the Annual declaration on compliance form, which is distributed to all school RTOs via the VET app in the QCAA Portal
- submit appropriate signed documentation by the dates published in the SEP calendar, via the VET app in the QCAA Portal
- ensure all VET student data is collected and reported accurately via the Student Management app in the QCAA Portal and kept up to date for all students engaged in VET in Years 10, 11 and 12 by the dates published in the SEP calendar
- ensure nil enrolment results across entire scope of registration over a 12-month consecutive period is reported through the National Centre for Vocational Education Research (NCVER) portal during the December–January reporting period each year
- ensure that risks are appropriately managed in all RTO areas of operation, including succession planning.
Enforcement
If an RTO does not operate in accordance with its conditions of registration, ASQA can apply enforcement powers. The National Vocational Education and Training Regulator Act 2011 (Cth) provides for real-cost civil and criminal penalties, and sanctions. Decisions about cancellations, sanctions, renewal rejections, registration conditions and other administrative conditions against RTOs are available on the ASQA website.
Schools can access details of ASQA’s regulatory decisions including the RTO’s details, the name of the principal/CEO and the type of regulatory decision imposed.
RTOs are required to be compliant at all times with the 2025 Standards for RTOs.
5.4.2 RTO manager
The principal/CEO usually delegates responsibility and sufficient authority for RTO operations to an RTO manager, also known as a high managerial agent.
The RTO manager’s responsibilities include, but are not limited to:
- systematically monitor and manage the RTO’s operations, ensuring consistent compliance with legislation and regulatory requirements
- ensure that training and assessment strategies and practices are monitored, including evaluation of outcomes that inform improvement decisions
- maintain a thorough working knowledge of the national VET system, including the national skills framework, training packages, the AQF and the VQF
- inform staff and students of any changes to legislative and regulatory requirements that affect the services delivered
- ensure accuracy of advertising, marketing and other information provided to staff and students
- meet requirements for VET student data reporting and issuing AQF certification documentation
- manage the Unique Student Identifier (USI) scheme requirements, including reporting this identifier to the QCAA
- sign written agreements, monitor third-party agreements conducted on behalf of the school RTO, and notify the QCAA if the school enters into third-party agreements
- manage and ensure that all staff meet human resource requirements for the delivery and assessment of training products on the current scope of registration
- notify the QCAA about changes to school RTO management and operations
- ensure that the RTO has a documented assessment system that covers all nationally recognised training products on the current scope of registration. This means having a coordinated set of documented procedures and assessment tools that ensure consistency with the training product, and are based on Principles of Assessment and the Rules of Evidence contained in the 2025 Standards for RTOs.
The QCAA provides additional information for RTO managers in the form of standardised policies, procedures, school management resources, assessment tool templates and online training courses located in the VET app in the QCAA Portal.
5.4.3 Trainers and assessors
VET teachers, known as trainers and assessors, must meet requirements outlined in the:
- Outcome Standards for NVR Registered Training Organisations
- Credential Policy (Standards for Registered Training Organisations)
Trainers and assessors must refer directly to these requirements, and any nationally recognised training product requirements, to ensure compliance as a trainer and assessor. School RTOs are responsible for establishing, verifying and monitoring that their trainers and assessors meet requirements.
These include, but are not limited to:
- create and maintain a current trainer and assessor profile, including maintaining industry competencies, skills and knowledge for the relevant nationally recognised training product
- develop training and assessment strategies and practices
- liaise with industry, employer and/or community representatives for advice about training and assessment processes and practices to ensure alignment with current industry practices
- develop assessment tools
- participate in systematic assessment validation.
Training and assessment strategy
Trainers and assessors are responsible for developing the training and assessment strategy (TAS) for each nationally recognised training product on the RTO’s scope of registration. This activity could be undertaken in collaboration with the RTO manager. The TAS is a working document, which must be updated when practices change. The RTO may share Sections 1–3 of the TAS with students before enrolment to help them make informed decisions about undertaking the training product.
When developing the TAS, school RTOs should work in consultation with industry, employers and/or community representatives who have an in-depth knowledge of the training product being delivered. Working in partnership ensures the program sequence, facilities, resources, training and assessment activities and time allocations reflect current industry practices and the requirements of the training product.
Trainer and assessor profiles
Staff in an RTO who are delivering nationally recognised training products are required to create a trainer and assessor profile. This profile contains evidence that trainers and assessors have the required training and assessment credentials, industry competencies, skills and knowledge and industry currency to deliver and assess the training product.
The trainer and assessor profile must be provided to the RTO manager and approved by the principal/CEO before commencing delivering a VET course.
Queensland school RTOs can use this document to assist with their quality assurance processes and systematic monitoring of RTO operations.
