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Transition of Training Products

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Posted
Updated
ByAlex Mueller
Effective Date: 18/01/2026 Review Date: November 2028
Document Status: PUBLISHED Current Version: 2026.1
Consultation Period Opened: 12/12/2025 Consultation Period Closed: 10/01/2026
Authorised by: Chief Executive Officer Document Owner: Alexander Mueller
Standards for RTOs (Version 2025) Standard 2.1 Compliance Standard 14

 

WARNING! – UNCONTROLLED WHEN PRINTED! – THE ORIGINAL/LATEST/CURRENT VERSION OF THIS DOCUMENT IS KEPT IN THE I.T.S POLICY AND PROCEDURES MANUAL LOCATED IN THE STAFF PORTAL.

01. Objective

This procedure outlines the process for managing students enrolled in a qualification that has been superseded and has entered its transition period. The purpose of this SOP is to ensure compliance with:

  • Outcome Standard 2.1 of the Standards for RTOs 2025;
  • Compliance Standard 14 – Transition of Training Products;
  • ASQA transition requirements;
  • USI reporting obligations; and
  • Intelligent Training Solutions (I.T.S) enrolment and certification requirements.

This SOP ensures students are appropriately informed, supported, transitioned, and reported in accordance with regulatory obligations.

 

02. SCOPE

This procedure applies to:

  • Compliance Officers;
  • Administration Staff;
  • Enrolment Officers;
  • Trainers and Assessors;
  • Student Support Officers; and
  • any staff involved in enrolment, training, assessment, certification, or learner management activities.

 

03. LEGISLATIVE AND REGULATORY REFERENCE

  • National Vocational Education and Training Regulator Act 2011
  • Standards for RTOs 2025
    • Outcome Standard 2.1
    • Compliance Standard 14 – Transition of Training Products
  • Australian Qualifications Framework (AQF)
  • USI Reporting Requirements
  • T.S Student Enrolment SOP
  • T.S Certification Issuance Procedure

 

04. POLICY STATEMENT

When a qualification is superseded and enters its official transition period, Intelligent Training Solutions (I.T.S) will review all currently enrolled students to determine whether they should:

  • remain in the superseded qualification under an approved teach-out arrangement; or
  • transition into the replacement qualification.

As a standard operational rule:

  • Students who have completed less than 75% of the superseded qualification are to be transitioned into the replacement qualification without delay.
  • Students who have completed 75% or more of the superseded qualification may remain enrolled in the superseded qualification provided:
    • sufficient time remains within the official transition period for the student to complete all training and assessment requirements; and
    • the student’s revised Program Delivery Plan (PDP) supports completion before the qualification expiry date.

I.T.S will ensure students are fully informed of any training product transition that may affect their training, assessment, completion, certification, fees, or delivery arrangements.

 

05. PROCEDURE

Step 1 – Identify Affected Students

The Program Coordinator together with the Compliance and Administration Team must:

  1. Identify all students enrolled in the superseded qualification.
  2. Review each student’s progression and determine the percentage of completion achieved.
  3. Identify students who have completed less than 75% of the qualification requirements.
  4. Determine whether remaining students can realistically complete within the approved teach-out period.

Identified students must have their student records (profiles) updated on the ITS systems, documenting:

  • student name;
  • qualification code and title;
  • percentage of completion;
  • transition decision;
  • student notification date; and
  • final outcome.

 

Step 2 – Notify and Consult with Students

Affected students must be formally notified in writing that:

  • their qualification has been superseded;
  • the qualification has entered its transition period;
  • there are implications for completion and certification;
  • I.T.S recommends transitioning into the replacement qualification where appropriate; and
  • they have the right to discuss the available options.

 

Students must be provided with the following options:

Option A – Transition into the Replacement Qualification

The student agrees to discontinue the superseded qualification and commence enrolment into the replacement qualification.

 

Option B – Remain in the Superseded Qualification

The student elects to remain in the superseded qualification under a revised teach-out arrangement.

If the student elects to remain:

  • the Program Delivery Plan (PDP) must be reviewed and adjusted to ensure completion prior to the qualification expiry date;
  • the revised PDP must be signed and acknowledged by the student; and
  • I.T.S must be satisfied the student can reasonably complete within the permitted timeframe.

Note: If the student accepts the transition into the replacement qualification, continue with the remainder of this procedure.

 

Step 3 – Finalise Activity in the Superseded Qualification

Prior to transitioning the student into the replacement qualification:

  1. Trainers, Assessors, and Support Officers must finalise all completed unit outcomes.
  2. Outstanding assessment evidence must be processed.
  3. A final results sheet must be submitted to the Administration Team for processing.

This step ensures:

  • accurate student records;
  • compliant USI reporting;
  • valid certification outcomes; and
  • audit-ready evidence.

 

Step 4 – Issue Appropriate Certification

The Administration Team must issue certification documentation in accordance with the student’s achieved outcomes, including:

  • Statement of Attainment (SOA);
  • Qualification Certificate; and/or
  • Academic Results Record.

This formally finalises the student’s activity within the superseded qualification.

No further training or assessment activity is to occur within the superseded qualification once finalisation has occurred.

 

New Enrolment Process

Following finalisation of the superseded qualification, a completely new enrolment into the replacement qualification must occur.

Under no circumstances is a student to be directly moved into a replacement learner portal without completion of the formal enrolment process.

 

Step 5 – Complete New Enrolment Documentation

The Enrolment Officer, together with the student, must complete:

  • a new Enrolment Form;
  • new Pre-Training Review / PDS documentation;
  • updated student declarations and acknowledgements; and
  • any additional documentation required under the I.T.S Enrolment SOP.

The Administration Team must then process the enrolment in accordance with standard enrolment procedures.

This ensures:

  • valid student consent;
  • accurate qualification records;
  • compliant USI reporting; and
  • alignment between enrolment documentation and learner management systems.

Note: Depending on the differences between the superseded and replacement qualifications, additional fees may or may not apply.

As a general operational principle, where the replacement qualification does not require substantial additional delivery resources, materials, or training costs, I.T.S prefers not to impose additional fees on existing transitioning students.

 

Step 6 – Learner Portal Enrolment

Once:

  • the new enrolment has been completed;
  • all documentation has been signed;
  • administrative processing has been finalised;
  • certification processing has been completed; and
  • any outstanding financial arrangements have been resolved,

the student may then be enrolled into the replacement qualification within the I.T.S Learner Portal.

 

06. RESPONSIBILITY

Trainers, Assessors, and Admin and Support Officers

Trainers, Assessors, and Admin / Support Officers are responsible for:

  • complying with this SOP whenever a training package, qualification, or accredited course has been identified as superseded;
  • monitoring student progression and identifying students who may be affected by qualification transitions;
  • ensuring all assessment outcomes and result documentation are finalised accurately and within required timeframes;
  • supporting students throughout the transition process;
  • maintaining accurate and compliant student records; and
  • keeping themselves informed and up to date regarding any changes, updates, supersessions, or transition arrangements relating to the training products they deliver or support.

 

CEO and Training Manager / General Manager

The CEO and Training Manager (also known as the General Manager) are responsible for:

  • monitoring training package updates, qualification supersessions, and transition requirements;
  • reviewing regulatory updates and compliance obligations relating to training product transitions;
  • informing all relevant staff of changes to qualifications, training packages, or transition requirements;
  • ensuring appropriate operational systems are in place to manage qualification transitions compliantly; and
  • overseeing the implementation and compliance of this SOP across the organisation.

 

Training Manager / General Manager

The Training Manager / General Manager is responsible for:

  • communicating this SOP to all relevant staff;
  • providing training, guidance, and operational support regarding this procedure;
  • ensuring staff understand their obligations under this SOP; and
  • monitoring staff compliance with the transition process.

 

CEO

The CEO is responsible for:

  • developing, approving, and maintaining this SOP;
  • consulting with relevant staff and stakeholders during the development and review process;
  • ensuring the SOP remains compliant with current legislation, Standards for RTOs, and ASQA requirements; and

Communicating any updates or amendments to this SOP to all affected personnel.

 

07. PROCEDURE NOTES AND EXPLANATIONS

Compliance Requirements

Failure to follow this procedure may result in:

  • inaccurate USI reporting;
  • invalid enrolment records;
  • certification non-compliance;
  • audit findings or regulatory sanctions;
  • student complaints or disputes; and/or
  • financial or contractual liability.

Any non-compliance with this SOP must be immediately reported to the Compliance Manager or CEO.

 

Records to be Maintained

The following records must be retained in accordance with records management requirements:

  • transition register;
  • student notifications;
  • signed Program Delivery Plans;
  • enrolment documentation;
  • final result sheets;
  • issued certification records; and
  • learner portal audit records.

 

08. POLICY APPROVAL AND PUBLICATION

This policy has been approved for publication by the Company Director and Chief Executive Officer, Alexander Mueller

SIGNATURE | DATE: 18/01/2026

 

09. REVISION HISTORY

POLICY DOCUMENTATION REGISTER

REVISION DATE DOCUMENT VERSION DESCRIPTION OF MODIFICATION OR AMENDMENT
1 January 2026.1
  • Original Document

 

 

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