Trainer and Assessor Requirements Policy

1. Purpose

The purpose of this policy is to outline the minimum requirements for trainers and assessors engaged by Academus Training Institute to deliver and assess nationally recognised training for domestic students.

Academus Training Institute recognises that the quality, credibility and compliance of training and assessment depend on the competence, currency, integrity and professional conduct of its trainers and assessors.

This policy ensures that all trainers and assessors engaged by Academus Training Institute:

• Hold the required training and assessment credentials.
• Hold appropriate vocational competency.
• Maintain current industry skills and knowledge.
• Maintain current knowledge and skills in vocational education and training.
• Deliver and assess only within their approved areas of competence.
• Meet any licensing, regulatory or approval requirements relevant to the course.
• Participate in professional development and industry currency activities.
• Maintain evidence of competency, currency and professional development.

This policy supports the integrity of nationally recognised training and ensures that students receive training and assessment from suitably qualified and competent personnel.

2. Scope

This policy applies to all trainers, assessors and other personnel engaged by Academus Training Institute to deliver, assess, support or contribute to nationally recognised training.

This includes:

• Full-time trainers and assessors
• Part-time trainers and assessors
• Casual trainers and assessors
• Contract trainers and assessors
• Practical skills trainers
• Workplace assessors, where applicable
• Guest trainers or industry presenters, where applicable
• Any approved third-party or contracted personnel involved in training or assessment

This policy applies to all nationally recognised training products delivered by Academus Training Institute within its approved scope of registration.

This policy applies only to domestic student delivery. It does not apply to international student, CRICOS or overseas student delivery arrangements.

3. Policy Statement

Academus Training Institute will only engage trainers and assessors who are suitably qualified, vocationally competent, current and appropriate for the training products they deliver and assess.

Academus Training Institute will ensure that trainers and assessors:

• Hold required training and assessment credentials.
• Hold vocational competency at least to the level being delivered and assessed.
• Have current industry skills relevant to the training product.
• Maintain current VET knowledge and training and assessment practice.
• Understand the requirements of the relevant training package or accredited course.
• Follow the approved Training and Assessment Strategy.
• Use approved learning and assessment resources.
• Conduct assessment fairly, validly, reliably and with integrity.
• Maintain accurate training and assessment records.
• Participate in validation, moderation and continuous improvement activities.
• Maintain professional conduct and comply with ATI policies and procedures.

4. Trainer and Assessor Competency Principles

4.1 Competency

Trainers and assessors must have the required training and assessment competency and vocational competency for the units they deliver and assess.

4.2 Currency

Trainers and assessors must maintain current industry skills and current VET practice relevant to their delivery and assessment responsibilities.

4.3 Suitability

Trainers and assessors must be suitable for the course, student cohort, delivery mode, assessment requirements and any licensing or regulatory expectations.

4.4 Evidence-Based Approval

Trainer and assessor approval must be based on verified evidence, not verbal claims or assumptions.

4.5 Ongoing Monitoring

Trainer and assessor competence and currency must be monitored regularly, not only at initial engagement.

4.6 Integrity

Trainers and assessors must act honestly, protect assessment integrity and avoid any practice that undermines nationally recognised training.

5. Training and Assessment Credential Requirements

Trainers and assessors must hold training and assessment credentials that meet current regulatory requirements.

Accepted credentials may include:

• TAE40122 Certificate IV in Training and Assessment, or
• A qualification in adult education at diploma level or higher, or
• Other credential accepted under applicable Standards for RTOs requirements.

Where a trainer or assessor holds an older training and assessment qualification, Academus Training Institute must confirm whether that qualification remains acceptable under current regulatory requirements.

Where upgrade units, skill sets, bridging requirements or additional credentials are required, the trainer or assessor must provide evidence before being approved to deliver or assess independently.

Academus Training Institute must retain verified copies of training and assessment qualifications in the trainer file.

6. Vocational Competency Requirements

Trainers and assessors must hold vocational competency in the area they deliver and assess.

Vocational competency means the trainer or assessor has the skills and knowledge required by the training product and can demonstrate competence in the industry area being delivered.

Vocational competency may be demonstrated through:

• Holding the same qualification being delivered.
• Holding a higher-level qualification in the relevant field.
• Holding relevant units of competency.
• Holding current industry licences or approvals.
• Demonstrating equivalent competency through industry experience and documented mapping.
• Providing evidence of workplace experience directly relevant to the units being delivered or assessed.

Where a trainer or assessor does not hold the same qualification or unit, Academus Training Institute must complete a documented vocational competency equivalence assessment before approval.

The equivalence assessment must show how the trainer’s qualifications, experience and skills meet the requirements of each unit they are approved to deliver and assess.

7. Industry Currency Requirements

Industry currency means the trainer or assessor has current knowledge and skills in the relevant industry and understands contemporary workplace practice.

Trainers and assessors must maintain industry currency relevant to the units they deliver and assess.

Industry currency evidence may include:

• Current or recent employment in the relevant industry.
• Industry consultation.
• Industry site visits.
• Shadowing or workplace observation.
• Participation in industry workshops or forums.
• Completion of relevant short courses or skill sets.
• Holding current licences, registrations or approvals.
• Membership of relevant industry associations.
• Attendance at industry briefings or regulatory updates.
• Review of current legislation, codes of practice or industry guidelines.
• Participation in practical industry activities.
• Engagement with employers or industry representatives.
• Evidence of security, hospitality, first aid or other relevant workplace practice, where applicable.

Industry currency must be relevant, recent and linked to the units being delivered or assessed.

8. VET Currency Requirements

Trainers and assessors must also maintain current knowledge and skills in vocational education, training and assessment.

VET currency evidence may include:

• Professional development in training and assessment.
• Assessment validation participation.
• Moderation activities.
• Training package update workshops.
• LLND support training.
• Reasonable adjustment training.
• Assessment design or marking workshops.
• RTO compliance training.
• Attendance at VET sector webinars or conferences.
• Review of Standards for RTOs updates.
• Participation in internal trainer meetings.
• Professional reading related to VET practice.
• Mentoring or peer review activities.

VET currency must be reviewed regularly and recorded in the trainer file.

9. Licensing, Regulatory and Approval Requirements

Some courses may require trainers and assessors to hold specific licences, approvals, registrations or industry authorisations.

Where applicable, trainers and assessors must hold and maintain the required approval before delivering or assessing the course.

This may include, depending on the course:

• Security industry approval or licence requirements.
• First aid trainer requirements.
• Responsible Service of Alcohol requirements.
• Food safety requirements.
• Working with children or vulnerable persons checks, where applicable.
• Any regulator or licensing authority approval required for delivery or assessment.

Where a trainer or assessor’s licence, approval or registration expires, is suspended, cancelled or becomes invalid, they must immediately notify Academus Training Institute.

10. Trainer and Assessor Matrix

Academus Training Institute must maintain a Trainer and Assessor Matrix for each trainer and assessor.

The matrix must identify:

• Trainer or assessor name.
• Training and assessment qualification.
• Vocational qualifications.
• Units approved for delivery.
• Units approved for assessment.
• Vocational competency evidence.
• Industry currency evidence.
• VET currency evidence.
• Professional development evidence.
• Relevant licences or approvals.
• Gaps identified.
• Actions required.
• Approval status.

The matrix must be reviewed before a trainer or assessor is allocated to a unit and updated when new evidence is provided or circumstances change.

11. Trainer and Assessor Register

Academus Training Institute must maintain a Trainer and Assessor Register for all trainers and assessors engaged by the RTO.

The register may include:

• Full name.
• Employment or engagement status.
• Training products approved to deliver.
• Units approved to deliver and assess.
• Training and assessment credential details.
• Vocational competency status.
• Industry currency status.
• VET currency status.
• Licence or approval expiry dates.
• Professional development status.
• Review date.
• Approval status.

The register must be kept current and available for internal review, audit and compliance purposes.

12. Trainer File Requirements

Academus Training Institute must maintain a file for each trainer and assessor.

Trainer files may include:

• Resume or professional profile.
• Position description or contract.
• Verified training and assessment qualifications.
• Verified vocational qualifications.
• Certified copies or verified copies of relevant credentials.
• Licences, registrations or approvals.
• Trainer and Assessor Matrix.
• Industry currency evidence.
• VET currency evidence.
• Professional development records.
• Induction checklist.
• Trainer observation records.
• Validation and moderation participation records.
• Performance review records.
• Correspondence relating to competency or approval.
• Professional development plan, where required.

Trainer files must be secure, current and audit-ready.

13. Engagement of New Trainers and Assessors

Before a new trainer or assessor commences delivery or assessment, Academus Training Institute must complete a suitability and compliance check.

This may include:

1. Reviewing resume and experience.
2. Verifying training and assessment credentials.
3. Verifying vocational qualifications.
4. Reviewing industry experience.
5. Completing vocational competency mapping.
6. Reviewing industry currency evidence.
7. Reviewing VET currency evidence.
8. Checking licences, registrations or approvals.
9. Completing referee or background checks where appropriate.
10. Completing trainer induction.
11. Mapping the trainer to approved units.
12. Recording approval in the Trainer and Assessor Register.
13. Confirming whether supervision, mentoring or restrictions are required.

14. Trainer Induction

All trainers and assessors must complete an induction before commencing delivery or assessment.

The induction may include:

• ATI organisational overview.
• RTO obligations.
• Standards for RTOs requirements.
• Course information.
• Training and Assessment Strategy.
• Session plans and delivery requirements.
• Assessment tools and marking requirements.
• Student support processes.
• LLND and reasonable adjustment.
• Attendance and recordkeeping.
• Complaints and appeals.
• Academic integrity and misconduct.
• WHS and emergency procedures.
• Privacy and confidentiality.
• Use of student management system or records system.
• Continuous improvement reporting.
• Licensing or regulatory requirements, where applicable.

The induction must be recorded in the trainer file.

15. Delivery and Assessment Allocation

Trainer and assessor allocation must be based on verified competence and suitability.

Before allocation, Academus Training Institute must confirm that the trainer or assessor:

• Is approved for the relevant unit.
• Holds required training and assessment credentials.
• Holds vocational competency.
• Has current industry skills.
• Has current VET practice.
• Understands the TAS and assessment requirements.
• Has access to approved learning and assessment resources.
• Holds any required licence or approval.
• Has no unresolved competency or compliance restriction affecting delivery.

Where a trainer has a gap, they must not be allocated to independent delivery or assessment until the gap is addressed or an approved supervision arrangement is in place.

16. Supervision Arrangements

Where permitted by regulatory requirements, a person who does not yet meet full trainer or assessor requirements may only be involved in training or assessment under an approved supervision arrangement.

Supervision arrangements must be documented and may include:

• Name of supervised person.
• Name of supervising trainer or assessor.
• Units or activities covered.
• Limits of the supervised person’s role.
• Supervision method.
• Review frequency.
• Evidence to be collected.
• Duration of supervision.
• Approval by the CEO or Training Manager.

A person under supervision must not make final competency decisions unless they are qualified and authorised to assess.

Supervision must protect student outcomes and assessment integrity.

17. Professional Development

Trainers and assessors must participate in professional development to maintain and improve their training, assessment and industry practice.

Professional development may include:

• Industry training.
• VET training.
• Compliance workshops.
• Assessment validation.
• Internal trainer meetings.
• Licensing or regulatory updates.
• LLND training.
• Student support training.
• WHS training.
• Online webinars.
• Conferences.
• Peer observation.
• Mentoring.
• Formal study.
• Review of updated training packages.

Professional development must be recorded and reviewed at least annually.

Where gaps are identified, a professional development plan must be developed and monitored.

18. Annual Currency and Competency Review

Academus Training Institute must review each trainer and assessor’s competency and currency at least annually.

The review must consider:

• Training and assessment credentials.
• Vocational competency.
• Industry currency.
• VET currency.
• Professional development completed.
• Validation participation.
• Trainer observation outcomes.
• Student feedback.
• Assessment quality.
• Compliance issues.
• Licence or approval expiry dates.
• Units approved for delivery and assessment.
• Any new training package or regulatory requirements.

Where gaps are identified, actions must be recorded and followed up.

Actions may include:

• Additional professional development.
• Additional industry engagement.
• Supervision.
• Mentoring.
• Restriction of delivery or assessment.
• Removal from unit allocation.
• Reassessment of suitability.

19. Trainer Performance Monitoring

Academus Training Institute will monitor trainer and assessor performance to support quality and compliance.

Monitoring may include:

• Student feedback.
• Trainer observations.
• Assessment marking review.
• Attendance record review.
• Assessment validation.
• Internal audit outcomes.
• Complaints and appeals.
• Student support referrals.
• Completion and outcome data.
• Trainer self-reflection.
• Management review.

Performance concerns must be addressed promptly and fairly.

Where performance issues affect training quality, assessment integrity or student safety, the Training Manager or CEO may restrict delivery or assessment duties until the issue is resolved.

20. Assessment Integrity Responsibilities

Assessors must protect the integrity of assessment decisions.

Assessors must:

• Use approved assessment tools.
• Apply the assessment benchmarks correctly.
• Make decisions based on evidence.
• Ensure evidence is valid, sufficient, authentic and current.
• Record results accurately.
• Provide appropriate feedback.
• Identify plagiarism or academic misconduct.
• Maintain confidentiality of assessment materials.
• Avoid conflicts of interest.
• Refuse pressure to mark students competent without evidence.

21. Conflict of Interest

Trainers and assessors must declare any actual, potential or perceived conflict of interest that may affect training, assessment or student outcomes.

A conflict of interest may include:

• Personal relationship with a student.
• Financial interest connected to a student outcome.
• Pressure from an employer, client or third party.
• Assessment of a family member or close associate.
• Any situation where independence or fairness may be questioned.

Where a conflict exists, Academus Training Institute must determine appropriate controls, which may include assigning another assessor or adding independent review.

22. Trainer Conduct

Trainers and assessors must act professionally and ethically.

Trainers and assessors must:

• Treat students respectfully.
• Maintain professional boundaries.
• Follow ATI policies and procedures.
• Maintain confidentiality.
• Use approved resources.
• Maintain accurate records.
• Attend scheduled delivery commitments.
• Report concerns promptly.
• Avoid misleading students.
• Avoid inappropriate language or behaviour.
• Avoid discrimination, harassment or bullying.
• Protect student safety and wellbeing.
• Maintain the integrity of nationally recognised training.

Failure to meet conduct expectations may result in performance management, suspension of delivery duties or termination of engagement.

23. Managing Competency or Currency Gaps

Where a trainer or assessor does not meet required competency or currency requirements, Academus Training Institute must take appropriate action.

Actions may include:

• Requesting further evidence.
• Completing additional mapping.
• Requiring professional development.
• Requiring industry currency activities.
• Providing mentoring.
• Providing supervision.
• Limiting unit allocation.
• Suspending assessment duties.
• Removing the trainer from delivery.
• Engaging an alternative trainer or assessor.

24. Guest Speakers and Industry Experts

Academus Training Institute may invite guest speakers or industry experts to support training delivery.

Guest speakers or industry experts may contribute to training by providing:

• Industry knowledge.
• Workplace examples.
• Demonstrations.
• Current industry practice insights.
• Specialist topic information.

Guest speakers or industry experts must not independently deliver nationally recognised training or make assessment decisions unless they meet trainer and assessor requirements and are approved by Academus Training Institute.

A qualified trainer must supervise and remain responsible for any guest speaker activity linked to training delivery.

25. Third-Party or Contracted Trainers

Where Academus Training Institute engages contracted trainers or third-party personnel, ATI remains responsible for the quality and compliance of training and assessment.

Contracted trainers must meet the same competency, currency, conduct and recordkeeping requirements as employees.

Before engagement, ATI must confirm that the contracted trainer:

• Holds required qualifications.
• Has vocational competency.
• Has industry and VET currency.
• Holds required licences or approvals.
• Is approved for relevant units.
• Understands ATI policies and procedures.
• Completes induction.
• Agrees to ATI recordkeeping and compliance requirements.

Contracted trainers must be monitored in the same way as internal trainers.

26. Records

Academus Training Institute must maintain records to demonstrate trainer and assessor compliance.

Records may include:

• Trainer and Assessor Register.
• Trainer and Assessor Matrix.
• Trainer qualification evidence.
• Vocational competency evidence.
• Industry currency evidence.
• VET currency evidence.
• Professional development records.
• Licence and approval records.
• Induction records.
• Trainer observation records.
• Validation participation records.
• Performance review records.
• Supervision records.
• Conflict of interest declarations.
• Corrective action records.

Records must be maintained securely and made available for audit or review where required.

27. Continuous Improvement

Trainer and assessor competency, performance and currency information must be used to support continuous improvement.

Continuous improvement may be informed by:

• Trainer feedback.
• Student feedback.
• Internal audits.
• Validation outcomes.
• Assessment review findings.
• Complaints and appeals.
• Professional development reviews.
• Industry consultation.
• Trainer observations.
• Regulatory updates.
• Course outcome data.

Improvement actions may include:

• Updating trainer files.
• Updating trainer matrices.
• Providing professional development.
• Improving induction.
• Improving assessment guidance.
• Strengthening supervision.
• Updating TAS trainer requirements.
• Updating trainer allocation processes.
• Revising forms or checklists.

28. Roles and Responsibilities

29. Related Documents

This policy should be read together with the following documents:

• Training Delivery Policy
• Assessment Policy
• Training and Assessment Strategy
• Trainer and Assessor Matrix
• Trainer and Assessor Register
• Professional Development Procedure
• Supervision Procedure
• Validation of Assessment Policy
• Industry Engagement Policy
• Records Management and Data Reporting Policy
• Integrity of Nationally Recognised Training Policy
• Student Support During Training Policy
• Continuous Improvement Policy
• Workplace Health and Safety Policy

30. Review and Approval

This policy will be reviewed annually or earlier where required due to changes in:

• Standards for RTOs
• Training and assessment credential requirements
• Training package requirements
• Licensing or regulatory requirements
• Scope of registration
• Trainer and assessor workforce arrangements
• Industry currency expectations
• Internal audit findings
• Validation outcomes
• Complaints, appeals or feedback
• Continuous improvement outcomes

Next Review Date: July 2027