RTO Pre-Validation & Five-Year Validation Cycle: Expert Webinar Insights

Introduction

Welcome back to our RTO compliance insights series. In this post, we share expert answers to two of the most frequently asked questions from our recent VET Resources webinar.

Our CEO, Mr. Ben, and compliance expert Shubbi addressed key topics that often cause confusion in the VET sector:

1. When RTOs must pre-validate assessment tools.
2. Whether the five-year validation cycle is still required under the Standards for RTOs 2015.

Both experts offered different perspectives, giving attendees a richer understanding of the rules, best practices, and how to apply them in real-world contexts.

Q1: Do RTOs Need to Pre-Validate Assessment Tools Before Each New Cohort?

Short answer: No — you do not need to pre-validate before every new student group.

The Rule

Pre-validation must be completed before the first delivery of a unit to ensure your assessment tools and resources meet compliance requirements.

Once you have completed pre-validation for a unit, it remains valid for future deliveries unless something changes.

When You Must Pre-Validate Again

According to Ben and Shubbi, re-validation is only necessary if any of the following occur:

• Changes to the assessment tool – for example, adding new tasks, removing elements, or changing marking criteria.
• Updates to learning resources – including modifications to workbooks, presentations, or supplementary materials.
• Training package updates – such as new elements, performance criteria, or assessment conditions being added.
• Significant cohort changes – if you adjust resources or tasks to meet the needs of a very different learner group.

Example:
If your first group was experienced domestic learners and your next group is international students with no industry experience, you may need to modify your assessments. In that case, you must pre-validate the updated tools before delivery.

Why Not Every Cohort?

Ben explained that if RTOs pre-validate before every group without any changes to the unit or tools, they end up wasting valuable resources. Compliance is about quality and relevance, not unnecessary repetition.

Shubbi added that consistency in delivery is important — once validated, tools remain compliant until a relevant change triggers re-validation.

Best Practice Tip

Document the date, outcomes, and scope of your pre-validation in your validation plan. This ensures evidence is available for ASQA audits and internal quality checks.

Q2: Is the Five-Year Validation Cycle Still Required?

Short answer: Yes — the requirement has not changed.

Both Ben and Shubbi confirmed that the five-year validation cycle remains part of the Standards for RTOs 2015.

The Compliance Requirement

Under Clause 1.9 to 1.11 of the Standards:

• You must have a five-year plan covering all training products on your scope.
• At least 50% of training products must be validated in the first three years of the cycle.
• The remaining 50% must be validated in the final two years.

Why This Matters

The purpose of this cycle is to ensure:

• Assessment tools remain current and aligned to the latest VET training package requirements.
• Opportunities for continuous improvement are identified and acted on.
• RTOs maintain audit readiness with up-to-date validation evidence.

Shubbi noted that while the Standards haven’t changed, many RTOs fall behind on their plan, risking non-compliance during audits.

Common Audit Issues

Auditors may find non-compliance if:

• The validation schedule is not being followed.
• Evidence from validation sessions is missing or incomplete.

Changes identified in validation reports are not implemented.

Best Practice for Five-Year Validation Planning

• Keep your plan up to date and accessible.
• Schedule validation sessions well in advance.
• Use qualified validators with industry and assessment expertise.
• Document outcomes and evidence for every session.

Link validation findings to your continuous improvement register.

Expert Insights

Ben’s Perspective:
Compliance is not about doing more than required — it’s about doing exactly what’s required well. Pre-validation and ongoing validation cycles are tools for ensuring assessment quality, not administrative burdens.

Shubbi’s Perspective:
Flexibility is fine, but only within compliance boundaries. For example, validation methods can vary, but you must always justify your approach with evidence in your Quality Management System.

Frequently Asked Questions

Q1: Do I need to pre-validate for every new student group?
No — only before the first delivery of a unit, or if you make changes to assessment tools, resources, or the training package.

Q2: Is the five-year validation cycle still in place?
Yes — it remains unchanged under the Standards for RTOs 2015.

Q3: Can I validate more often than required?
Yes — you can validate earlier if risks or issues are identified. This can improve quality and compliance readiness.

Next Steps for RTOs

To stay compliant and avoid common pitfalls:

1. Review your current validation plan to ensure it aligns with the five-year cycle.
2. Audit your assessment tools to check if updates trigger re-validation requirements.
3. Document all validation activities and link them to your continuous improvement register.
4. Use VET Resources products such as RTO Compliance Documents and Assessment Tools to streamline the process.
   

Stay ahead of compliance changes by subscribing to our RTO Compliance Newsletter. You’ll receive:

• Updates on Standards for RTOs 2015.
• Free compliance checklists and audit preparation tools.
• Invitations to exclusive training webinars and professional development events.

If you have questions about pre-validation requirements or the five-year validation cycle, contact our compliance experts today for tailored advice.