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VET

VET policies and procedures

The QCAA has developed 12 standardised management documents for use by school registered training organisations (RTOs). They can be used to provide evidence supporting the RTO’s capacity to ensure compliance at all times. The standardised documents cover mandatory requirements of the Standards for Registered Training Organisations (RTOs) 2015 (Cth).

Each policy and procedure follows a consistent format with succinct statements and checklists. By completing the approval statement on the cover page of each document, the principal endorses the policy as RTO practice, and delegates officers responsible for implementation and monitoring. Assigned policies and procedures become duty statements for officers. The RTO manager uses the individualised checklists to systematically monitor, evaluate and review the policies and procedures to ensure practice is consistent with the RTO’s quality management system.

The current standards remain in effect until 30 June 2025.

Download all (ZIP, 3.0 MB)

Using the policies and procedures

The documents should be used by all delegated RTO officers identified in the approval statement on the cover page of each policy and procedure.

These documents are provided by the QCAA for use in Queensland school RTOs. Other people or organisations wanting to use QCAA materials must obtain permission as stated in the QCAA’s copyright notice.

All officers delegated to implement any part must:

  • use the most current approved version
  • ensure familiarity with the contents
  • follow the relevant procedure checklist
  • report any non-compliances to the RTO manager.
The updated standards come into effect on 1 July 2025.

The below standardised policies and procedures have been updated by the QCAA for use by school registered training organisations (RTOs). They can be used to support evidence of the RTO’s capacity to ensure compliance with the Standards for RTOs at all times.

Each policy and procedure follows a consistent format with succinct statements and checklists. By completing the approval statement on the cover page of each document, the principal endorses the policy as RTO practice, and delegates officers responsible for implementation and monitoring. Assigned policies and procedures become duty statements for officers. The RTO manager can use the individualised guides to support self-assurance of systems, policies and practices.

Using the policies and procedures

The documents should be used by all delegated RTO officers identified in the approval statement on the cover page of each policy and procedure.

These documents are provided by the QCAA for use in Queensland school RTOs. Other people or organisations wanting to use QCAA materials must obtain permission as stated in the QCAA’s copyright notice.

All officers delegated to implement any part must:

  • use the most current approved version
  • ensure familiarity with the contents
  • undertake systematic monitoring and use outcomes to inform continuous improvements processes
  • report any non-compliances to the RTO manager.

Download all (ZIP, 2.9 MB)

Welcome to QCAA’s video about VET RTO management.

This video covers:

  • your RTO compliance delegation
  • reviewing your RTO compliance activities
  • and determining if your current RTO framework demonstrates compliance practice.

So here’s a quick review of what your RTO may have in place.

The 12 core policy and procedure documents, which demonstrate capacity to meet the Standards for RTOs 2015, are:

  • Governance and administration
  • Student information
  • Marketing
  • Complaints and appeals
  • Third party arrangements
  • Industry engagement
  • Trainers and assessors
  • the Training and assessment strategy also known as the TAS
  • the Assessment system
  • Validation
  • Data management and USI
  • and the AQF issuance and replacement document.

Here is a quick recap of the big picture for the standardised documents.

The principal, also known as the CEO, approves implementation of the policy and procedures and delegates authority to the RTO manager to implement and monitor RTO operations.

Authority is then delegated to RTO officers who conduct the school’s RTO operations in order to demonstrate capacity to ensure compliance.

These management documents are required to by the RTO to demonstrate capacity to meet the Standards for RTOs 2015.

For easily auditable records, each standardised document contains implementation and monitoring checklists. The checklists reduce the time the auditor and the RTO manager spend during the site audits, reviewing RTO administration management documents and practices.

This means site audits can focus on improving assessment practices rather than the administrative processes.

When you participate in a site audit with QCAA for internal registration, renewal of registration or for compliance matters, an auditor will review these standardised management documents to determine if the RTO demonstrates the capacity to ensure compliance and identify if a monitoring process is evident. It’s one thing to have the documents established and on file, but are you actually using them?

Make sure you are working with the current version of each policy and procedure document, which are found on the VET app on the QCAA Portal.

Go to the Resource section, located in the bottom left hand corner and select ‘Standardised Policies and Procedure documents with implementation guides and checklists’.

You will see a list of documents that are available to download.

If you are after more information about policy and procedures or a VET matter, then please use the ‘Ask a VET question’ feature of the VET app in the QCAA Portal.

Last updated:
13 June 2025

Creative Commons Attribution 4.0 International (CC BY 4.0)

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