How to manage transition to a new course for your RTO Leave a comment

The only guide you need to manage the transition to a new course for your RTO 

There are a huge number of courses that have been superseded in 2020 and 2021; therefore, RTOs need to add new courses in their RTO scope and complete transition for current students into the new courses on or before the ASQA approved transition period.

ASQA has extended the majority of the courses’ transition periods due to COVID challenges. Click here to check the transition period approved by ASQA. 

In 2022, many BSB,CHC, ICT, CPC, HLT, UEE and other training package transition dates are approaching, so all the RTOs need to transfer all the current students to the new courses and keep the evidence to meet SRTOs 2015 clause 1.26 and 1.27 requirements

Many of my clients and friends asked me questions related to course transition and during these discussions and; we have identified misunderstandings related to transition. Therefore, I thought it would be a good idea to share that information with all the RTOs to help them with the process. 

Q&A to keep in mind. 

Q1. What is transition and why do RTOs need to do it

Transition is the process of transferring all active students from superseded or deleted training packages to new training packages. 

RTOs must do a transition process to meet SRTOs 2015 clause 1.26 and 1.27 requirements

Q2. What is the transition period? 

According to SRTos 2015, if the training product is superseded, then an RTO has 12 months, and if the training product is deleted on TGA (training.gov.au), then the period is 24 months to transition the student course from the old package to the new package.

Note: ASQA has extended the transition period for the majority of courses/training products so Click here to get more details. 

Q3. How do I prepare for and implement transition for my RTO?

Step 1: Review the new package information and check the mapping information on training.gov.au. 

For example:

If the course status is superseded and not equivalent, then you need to prepare for the addition to scope application. See the above image as an example.

If the course status is superseded and equivalent, then ASQA will add a new course on your scope without any addition to scope application. See the following image as an example.

Step 2: Meet with the team regarding new course and prepare project plan

Points to discuss:

Area of RTO operation Points to discuss
INSTRUCTIONAL DESIGN and compliance

●     Updating or creating new training and assessment strategies

●     Update related to assessment and learner resources including RPL update or purchase from third party provider

●     Notification letters to students

●        Notification email to staff and trainers

●        Addition to scope application (if the course is superseded and not equivalent)

●     Industry consultation (if required)

Training

●     Trainer matrix template update

●     Update trainer to provide new trainer matrix

●     Discuss Professional Development activities related to new training product/course

Sales and Marketing

●     Update website

●     Update course brochure and other marketing material

●     Update marketing and sales staff including agent and third parties (if applicable)

Administration

●     Update student management system

●     Update relevant forms including CT/RPL and enrolment documents

●     Update training plan and other documents as required

●     Update students regarding transition process

Important points: Keep the meeting minute information and use a transition plan checklist or form for record-keeping purposes. Click here for a free transition plan checklist. You can make changes in the form as required by your RTO.

Step 3: Prepare project plan

Include the following information in the project plan

  1. Action items
  2. Resources required including HR and physical resources
  3. Responsible person
  4. Timeframe

Note: you can also use project management tools such as Smartsheet and Monday for your project.

Step 4: Addition to scope application (training product superseded and not equivalent)

In this step, the compliance team needs to review all the documents to be added to the scope application and submit the application to ASQA.

Step 5: Implement the transition process

In the above steps, we have prepared all the documentation related to the transition. Now, we need to implement the transition for the current students who are unable to finish the course on or before the transition end date.

Points to consider:

  • Identify the students who require transitions
  • Email students regarding transition and how it will be implemented (you also need to provide information of additional timeframe and fees involved)
  • Complete relevant enrolment process according to your RTO
  • Enroll students into new course
  • Identify Credit transfer units that can apply to new course
  • Generate training plan or other documents and send it to students and relevant trainer
  • Commence the training

For Funded RTO:

  • In Student management system, ensure that the enrolment in superseded course is linked to the enrolment of the student in Current course as it will be considered as one enrolment. Failure to do so may result in consuming one additional funded place (for Funded RTO’s)

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