1. Quality Indicators

2. What are the Quality Indictors?
As part of the AQTF Essential Standards for Registration, RTOs are required to collect data on three Quality Indicators:
Learner Engagement
Employers Satisfaction
Competency Completion
This data will be collected through learner and employee surveys and from
enrolment and completion data held by the RTO.
This data will be used by RTOs to continuously improve their operations and by Registering Bodies to inform an RTO’s risk rating
RTOs are required to report this data to their Registering Body annually (by 30 June each year)
Survey tools and software have been developed nationally for RTOs to use. These can be downloaded from

3. What are the reporting requirements?
The requirement to collect and report data in relation to the Quality Indicators is
being implemented as a two phase process:
Phase 1 –
Data collection period 1 January 2008 to 31 December 2008
Mandatory submission of ‘competency completion’ data only
Voluntary collection and submission of ‘learner engagement’ and ‘employer satisfaction’ data
This data needs to be provided to the Registering Body by 30 June 2009
Phase 2 –
Data collection period 1 January 2009 to 31 December 2009
Mandatory collection of data for all three Quality Indicators
This data needs to be provided to the registering body by 30 June 2010.

4. What software is available?
Quality Indicator
Software
Report(s) required
Competency
Completion
Completion Online
System
Number of enrolments and completions per qualification
Number of enrolments and completions per unit of competency/module
Learner
Engagement &
Employer
Satisfaction
Survey Management,
Analysis and Reporting
Tool (SMART)
Registering body report

5. Competency Completion Online system
The Competency Completion Online System (CCOS) is used for collating competency completion data.
This system can be accessed at
RTOs will need to enter enrolments and completions by qualification and unit of competency.
If an RTO delivers in more than one state, this data will need to be entered by state.
The report provided to the registering body includes space to provide comments/context of your RTOs completion data.

6. Competency Completion Online system
The options for entering this data are:
Manually entering data
Importing data from your current student management system or excel spreadsheet
Submit data to your State Training Authority using AVETMISS compliant software – this will then be pre-populated into the CCOS in May every year
RTOs will need to generate two reports for submission to their
Registering Body for this Quality Indicator:
Number of enrolments and completions per qualification
Number of enrolments and completions per unit of competency/module.

7. Competency Completion Sample Report
Example of data required by CCOS for qualifications when delivering in
one state only

8. Competency Completion Sample Report
Example of data required by CCOS for units of competency when delivering in
more than one state

9. Survey Management, Analysis and Reporting Tool (SMART)
The Survey Management, Analysis and Reporting Tool (SMART) is used for collating learner engagement and employer satisfaction data.
The SMART Software produces a ‘Registering Body Report’ that summarises data collected
There are two different survey tools:
Learner Questionnaire
Employer Questionnaire
Questions in surveys cannot be changed or re-worded
The SMART software, questionnaires and guide books can all be downloaded for free from
The ‘Registering Body Report’ contains space for explanation if the Employer Questionnaire has not been used or to explain context of the results

10. Are there any exemptions?
If the student does not have an employer OR the employer is not a party to the training, you do not need to administer the Employer Questionnaire
The ‘Registering Body Report’ contains space for explanation if the Employer Questionnaire has not been used or to explain context of the results
If an RTO did not enrol, train or assess any students in the data collection period, they are exempt from providing data. These RTOs will need to provide a Statutory Declaration to the department.
There are no other exemptions

11. Administering the surveys
The Employer Survey Guide and Learner Survey Guide provide guidance on how to sample and minimum numbers required for the surveys to be accurate, In brief:
If conducting census (i.e. questionnaires are sent to every employer and student):
Obtain feedback from at least 50%
If conducting a survey (i.e. a sample of students and employers):
Select groups of different learners that are representative of your RTO (by Qualification, campus, delivery mode etc.)
Get responses from at least 50 people per group
If a group/RTO has less than 50 students, the RTO should survey them all

12. Administering the surveys
Surveys can be administered in several ways:
By phone
In paper form
Online
Surveys should be administered towards the end of study or on completion of study
Surveys can be administered several times throughout the study period e.g. for a three year course, once a year
Phone/paper surveys then need to be coded and entered into the smart software
Data from online surveys can be populated into the SMART software without the need to code the data

13. Submitting data to the department
The relevant reports are to be provided (faxed/ ed) by 30 June each year… check with your registering body for specific details
The data will be analysed and every RTO’s risk rating reviewed
Competency completion rates outside of 50-90% range that are satisfactorily explained will not affect and RTOs risk rating
Data from learner and employer surveys will contribute as follows:
65 and above = high performance
31-64 = marginal performance
30 and below = poor performance