Transition Policy and Procedure

1. Purpose

The purpose of this policy and procedure is to outline how Academus Training Institute manages the transition of superseded, expired, deleted or removed training products from its scope of registration.

Academus Training Institute is committed to providing quality training and assessment in accordance with the Standards for RTOs 2025 and ensuring that students are enrolled, trained, assessed and certified only in current and appropriate training products.

This policy provides the framework for identifying changes to training products, updating scope of registration where required, informing affected students, updating resources and ensuring students are transitioned or completed within required timeframes.

This policy also ensures that Academus Training Institute does not enrol new students into expired, deleted or removed training products.

2. Scope

This policy applies to all nationally recognised training products on Academus Training Institute’s scope of registration.

It applies to:

• Qualifications
• Units of competency
• Skill sets
• Accredited courses
• Modules
• Any other training product listed on ATI’s scope of registration

This policy applies to all staff involved in training product monitoring, course planning, student enrolment, training delivery, assessment, marketing, compliance and certification, including:

• CEO
• Training Manager
• Compliance Officer
• Trainers and assessors
• Enrolment and administration staff
• Student support staff
• Marketing staff

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

3. Policy Statement

Academus Training Institute will maintain effective systems to monitor the currency of training products and manage transition requirements in a timely and compliant manner.

Academus Training Institute will:

• Monitor training.gov.au and relevant training package updates.
• Identify superseded, expired, deleted or removed training products.
• Review the impact of training product changes on scope, delivery, assessment, resources, students and staff.
• Develop and implement a transition plan where required.
• Notify affected students as soon as practicable.
• Provide students with clear transition options and timeframes.
• Update Training and Assessment Strategies, resources, assessment tools and marketing materials.
• Update student management system records where required.
• Apply for scope additions where required before enrolling or transitioning students into non-equivalent replacement products.
• Ensure no new enrolments occur in expired, deleted or removed training products.
• Ensure certification is issued only in accordance with the applicable training product and transition requirements.

4. Policy Principles

4.1 Industry Currency

A training product being superseded, deleted or discontinued may indicate that industry requirements have changed. Academus Training Institute must ensure that training products delivered to students remain aligned with current industry needs and regulatory expectations.

4.2 Student Protection

Students affected by transition must be informed clearly and early. Students must be given accurate information about available options, implications and timeframes.

4.3 Scope Compliance

Academus Training Institute must only deliver, assess and issue certification for training products that are on its scope of registration and permitted under applicable transition arrangements.

4.4 No Prohibited Enrolments

Academus Training Institute must not accept new enrolments in expired, deleted or removed training products.

4.5 Evidence-Based Decisions

Transition decisions must be based on current information from training.gov.au, ASQA, training package developers, Jobs and Skills Councils, licensing bodies and other relevant authorities where applicable.

5. Monitoring Training Product Currency

The Training Manager and Compliance Officer are responsible for monitoring the currency of training products on Academus Training Institute’s scope of registration.

Monitoring may include:

• Reviewing training.gov.au.
• Subscribing to notifications from training.gov.au.
• Subscribing to training package developer or Jobs and Skills Council updates.
• Reviewing regulator updates and guidance.
• Reviewing industry newsletters or licensing body updates where applicable.
• Checking scope of registration details regularly.
• Reviewing changes during TAS review, internal audit or course planning.

Monitoring must occur as often as practicable and at least during scheduled compliance and scope reviews.

6. Superseded Training Products

Where a training product is superseded, Academus Training Institute must review the replacement product and determine transition requirements.

Students enrolled in a superseded training product must either:

• Complete their training and assessment within the permitted transition timeframe, or
• Be transitioned into the replacement training product where appropriate and permitted.

Where the replacement training product is equivalent, ATI may transition according to applicable scope and regulator arrangements.

Where the replacement training product is not equivalent, ATI must apply for scope addition and receive approval before enrolling or transitioning students into the replacement product.

ATI must consider any transition advice, expiry date, teach-out arrangements, licensing implications, safety issues or Jobs and Skills Council recommendations relevant to the training product.

7. Deleted or Removed Training Products

Where a training product is deleted or removed from the National Register without replacement, Academus Training Institute must manage affected students in accordance with applicable transition requirements.

Where a skill set, unit, accredited short course or module is removed or deleted without replacement, students must generally complete training and assessment and receive certification within one year from the date of removal, unless a different timeframe applies.

Where an AQF qualification is removed or deleted without replacement, students must generally complete training and assessment and receive certification within two years from the date of removal, unless a different timeframe applies.

8. Expired Training Products

Academus Training Institute must not enrol new students into expired training products.

Where a training product has expired, the Training Manager and Compliance Officer must confirm:

• Whether any students remain enrolled.
• Whether any certification remains outstanding.
• Whether any teach-out or transition arrangements apply.
• Whether marketing or enrolment materials require immediate removal or update.
• Whether the product must be removed from internal course lists, website pages, flyers and student information.

Any risk relating to expired training products must be escalated to the CEO.

9. Changes to Scope of Registration

When a training product is superseded, deleted or removed, Academus Training Institute must determine whether its scope of registration is automatically updated or whether a change of scope application is required.

9.1 Equivalent Replacement Products

If the replacement training product is deemed equivalent and scope is updated automatically, ATI may update internal systems, resources and student records in accordance with applicable requirements.

9.2 Non-Equivalent Replacement Products

If the replacement training product is not equivalent, ATI must apply for scope addition and receive approval before enrolling students in the replacement product or transitioning students into the replacement product.

9.3 Removed Products

If a training product is removed from scope after the transition period, ATI must cease enrolment, delivery, assessment and certification activity unless certification is permitted for previous completion or reissue purposes.

10. Student Information and Notification

Where a training product on ATI’s scope of registration is superseded, no longer current, expired, deleted or removed, affected students must be informed as soon as practicable.

The information provided to students must include:

• That the training product they are enrolled in has been superseded, expired, deleted or removed.
• The transition or completion process.
• Relevant timeframes.
• The implications of the change.
• Available options for the student.
• The consequences of each option.
• Any effect on course completion, certification, licensing or further study pathways.
• Who the student can contact for advice or support.

Student communication should be provided in writing and recorded in the student file or student management system.

11. Updating Training Products and Resources

Where a training product is superseded or replaced, Academus Training Institute must review and update relevant documents and systems.

This may include:

• Training and Assessment Strategy
• Session plans
• Learning resources
• Assessment tools
• Mapping documents
• Trainer and assessor matrices
• Student management system records
• Course information documents
• Marketing materials
• Website pages
• Fee schedules
• Enrolment documents
• Certification templates, where required

Students transitioning into a current training product must be provided with updated learning and assessment resources where required.

12. Transition Plan

Where a training product change affects students, scope, delivery, assessment, resources or certification, a transition plan must be developed.

The transition plan may include:

• Training product name, code and status.
• Replacement training product details, where applicable.
• Equivalence status.
• Transition deadline.
• Students affected.
• Completion or transition options.
• Scope application requirements.
• Resource update requirements.
• TAS update requirements.
• Trainer and assessor requirements.
• Marketing update actions.
• Student communication actions.
• System update actions.
• Certification actions.
• Responsible staff.
• Target dates and completion status.

13. Prohibited Enrolments

Academus Training Institute will not enrol new students into training products that have expired, been deleted, been removed from the National Register, or are otherwise no longer permitted for enrolment.

To prevent prohibited enrolments, ATI must:

• Update website course pages.
• Remove or update outdated flyers and brochures.
• Update enrolment forms and course information documents.
• Notify enrolment staff of changes.
• Update student management system course availability.
• Check course status before accepting enrolments.
• Record transition decisions and actions.

Any attempted enrolment into an expired, deleted or removed training product must be stopped and escalated to the Training Manager or Compliance Officer.

14. Certification During Transition

Academus Training Institute must ensure that AQF certification documentation is issued only where all requirements have been met and the training product is permitted for certification.

Before issuing certification during transition, ATI must confirm:

• The student has completed all required training and assessment.
• All competency decisions are supported by evidence.
• The training product is still permitted for certification.
• The correct code and title are used.
• Any transition deadline has been met.
• Any credit transfer or equivalence decisions are recorded.
• Certification records are complete.

Where a student cannot complete the full qualification within the allowed timeframe, ATI may issue a Statement of Attainment for units successfully completed, where permitted.

15. Monitoring and Continuous Improvement

The Training Manager and Compliance Officer are responsible for monitoring transition requirements and ensuring transition actions are completed.

Monitoring includes:

• Monitoring training product status on the National Register.
• Checking transition deadlines.
• Ensuring affected students are identified and contacted.
• Ensuring no new enrolments occur in expired or removed training products.
• Updating TAS, resources, assessment tools and marketing materials.
• Checking student records and transition status.
• Monitoring certification deadlines.
• Reviewing scope of registration changes.
• Recording improvement actions where gaps are identified.

Any transition issue, delay, error or non-compliance risk must be recorded in the Continuous Improvement Register and escalated where required.

16. Transition Procedure

16.1 Monitoring Training Product Currency

16.2 Planning and Creation of Transition Plan

16.3 Implementation of Transition Plan

16.4 Transition of Students

17. Roles and Responsibilities

18. Records

Academus Training Institute must maintain records relating to transition activities.

Records may include:

• Training product monitoring records
• Scope review records
• Transition plans
• Student transition lists
• Student communication records
• Student options and decisions
• Updated TAS documents
• Updated assessment and learning resources
• Trainer mapping records
• Marketing update records
• Change of scope application evidence
• Certification records
• Continuous improvement records

Records must be stored securely and retained in accordance with ATI’s Records Management and Data Reporting Policy.

19. Related Documents

This policy and procedure should be read together with the following documents:

• Training Delivery Policy
• Training and Assessment Strategy
• Assessment Policy
• Records Management and Data Reporting Policy
• Information and Marketing Transparency Policy
• Student Information Pre-Enrolment Policy
• Certification Issuance Policy
• Trainer and Assessor Requirements Policy
• Student Support During Training Policy
• Continuous Improvement Policy
• Scope Management Procedure

20. Review and Approval

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

• Standards for RTOs
• Training package requirements
• ASQA guidance
• Scope of registration
• Training product transition requirements
• Jobs and Skills Council advice
• Licensing or regulatory requirements
• Student transition outcomes
• Internal audit findings
• Continuous improvement outcomes

Next Review Date: July 2027