Assessment systems are incremental in your RTO. There should be method in your madness when developing them. Meaning you should consider the student, the length of the course and any other factors that need to be considered for your learners. When collecting assessment evidence is isn’t just to show the end result. Consider collecting evidence to support the learning process.
When and why do we assess
When we are setting up our Assessment system we should consider the whole training course and how we can gather incremental pieces of information to support our students. We can do this by conducting formative assessments.
Formative Assessments
- Used to check students’ progress
- The information gained guides the next steps in instruction and helps teachers and students consider the additional learning opportunities needed to ensure success
Examples of Formative Assessments
- Tests and quizzes
- Asking questions
- Simple demonstrations
- Group exercises
These formative assessments are positive to the learner in a number of ways:
- Allowing the trainer to support anyone who is falling behind
- Giving the student a break from staring at the board (or death by PowerPoint)
- They allow consolidation through practice or information sharing
- Providing feedback to the trainer if they need to go over something in a different way
When conducting a training course that goes over a day it is important to have at least 1 if not a few formative assessments included in the program.
Summative Assessments
- Summative assessments provide trainers and students with information about the attainment of knowledge
- The goal is to evaluate student learning of competence
- It follows training and is mapped against units of competency
Examples of Summative Assessments
- Questions
- Skills observation
- Project
- Completed tasks
- Third party reports supporting workplace application
Workplace Assessments
When assessing candidates in the workplace you must be aware of the contextualisation for the performance. The assessor needs to be assured that the learner has the skills, knowledge and attributes as described in the unit of competency and associated assessment requirements. When in the workplace sometimes it is difficult to see performance of every task as required in the unit. Sometimes workplaces don’t do everything as your checklist requires. It is however, your role as an Assessor to make sure evidence is found. Sometimes this might mean a simulated activity.
Remember to record anything that is done so it is easy to follow when your evidence is being validated.
The next question I can hear you asking is what is mapped back to the unit. Well you could map everything back; the formative, the workplace and the summative assessments. If you map the formative assessments then they will become mandatory for every lesson. So as the developer of the assessment system you need to make a decision, and then provide that as an instruction to all of your assessors.
RTO Coach (and mentor)
Running an RTO often feels like you’re steering a busy harbour: constant movement, shifting conditions, and a stream of decisions only you can make. Most leaders won’t admit it, but the real strain isn’t the paperwork — it’s the weight of being the one everyone relies on. It’s the weight of holding the whole business together. The people, the policies, the students, the physical space…I could go on. One misstep and everything could topple. It’s stressful, overwhelming, and exhausting. My role is to help them step back, see the pattern, and put out the fires before they spread. When women come to me, they’re usually carrying a blend of confidence and exhaustion. They know their training. They know the standards. But beneath that capability sits fatigue, decision overload, a team needing direction, and the quiet sense that the RTO is starting to direct them. Sometimes I see it as a heavy curtain drawn between the RTO owner and the clarity they need to make confident decisions. Behind that curtain, they’re juggling staffing issues, compliance updates, running courses and growth strategies, and they can’t always see the path forward. Working together, we gently pull the curtain aside. And along the journey the chaos becomes manageable. The path becomes visible, and the next steps are clear. This is where RTO coaching becomes more than strategy – it becomes realignment. This is the heart of coaching Where clarity that cuts through noise, strategy that feels aligned, and leadership that finally breathes again. Because your RTO is more than a business. It’s a legacy. It shapes futures, opens doors, and lifts people into new possibilities. But it can only rise sustainably when its leader is centred, supported, and clear. Through a combination of strategic planning, leadership development, and holistic coaching, I help RTO leaders move from operational overwhelm to strategic freedom. We design growth plans, implement new strategies, and build leadership capacity so they can step out of day-to-day firefighting. The results are not just operational; they’re personal, and sustainable. Owners start earning more, working fewer hours, and rediscovering the joy and purpose that led them to start their RTO in the first place. It’s deeply rewarding to watch leaders transform, not just in how they run their business, but in how they show up for themselves and their teams. If you’ve ever felt like the ocean is beginning to boil up into a storm – or that curtain is too heavy to lift anymore – you don’t have to navigate it alone. My FREE online Discovery call can help you step back, see the bigger picture, and create the space to grow both personally and professionally. RTO coaching isn’t about adding more to your workload — it’s about giving you the space to lead at the level you’re truly capable of. Book a call today
VET Insights / Trainer Capability / Compliance
Earlier this year, I stepped into a short-term contract delivering the TAE40122 to a specific, and often misunderstood, cohort: blue-collar workers. These were experts in their trades – people who could erect scaffolding or dismantle an engine with their eyes closed, yet they were stepping into an environment of assessment, intense wordsmithing, and delivery for the very first time. Many hadn’t written anything longer than a workplace incident report in years. In those first few days of the delivery, the resistance was hot in the air. I heard the groans, the pointed remarks, and the blame, shame, denial and sometimes fear creeping in. The sheer volume of work, the unfamiliar learning management system, and the vulnerability required to express their thinking in writing landed on them all at once. You could hear their internal brakes squealing as they outwardly huffed and puffed. But as we moved through the course, something shifted. Last week, as they finalised their final unit, I witnessed a group of people who hadn’t just learned to assess; they had fundamentally expanded their identities. This experience brought something into sharp focus for me: The true intent of the 2025 RTO Standards. Building People, Not Just Ticking Boxes The Shift from Process to People For a long time, the VET sector has been bogged down in the administrative “how” – the ticking of boxes and the gathering of paper. However, the 2025 Standards for Registered Training Organisations have made a significant shift. They move us away from prescriptive inputs and toward outcomes and learner well-being. Watching my blue-collar cohort grow, I realised that this is what the new Standards are actually asking of us. Here is how true facilitation aligns with the 2025 framework: 1. Learner Support and Well-being (The “Whole Person” Approach) The new Standards place a heavier emphasis on the learner’s journey and safety (both physical and psychological). When my students were “squealing the brakes,” they weren’t being difficult; they were experiencing cognitive overload and fear of failure. Under the 2025 focus, “support” isn’t just about having a policy on a hard drive. It’s about: Active Facilitation: Recognising when a student is disengaging due to stress or anxiety and providing steady encouragement. Tailored Resources: Designing assessments and learning materials that are genuinely accessible, particularly for those who haven’t studied in years. Psychological Safety: Creating a space where learners feel safe to fail, to experiment, and to ask questions without judgment. 2. Adaptive Delivery and Flexibility The “cookie-cutter” approach to the TAE is dying. This cohort would have struggled, or dropped out, in a distance-only, “read this PDF” model. They needed context. They needed to see how their trade experience translated into the training environment. They needed facilitation, conversation, (a bit of metaphorical hand holding) and guidance to connect what they already knew with what they were being asked to teach. Under the 2025 RTO Standards, this approach isn’t just a nice-to-have; it’s part of compliance. The Standards emphasise learner-centred design, active engagement, and accessibility. It’s about recognising that each learner brings a unique mix of experience, skills, and challenges, and creating learning that meets them where they are. For this cohort, providing tailored examples, real-world scenarios, and coaching through the writing and assessment process made all the difference. They weren’t just completing units; they were transforming their identities from workers to trainers, building confidence, and understanding the value of their experience in a teaching context. The new Standards empower RTOs to demonstrate that their training is fit-for-purpose. This means we have the license to slow down, to contextualise, and to focus on the quality of the skill acquisition rather than just the speed of completion. 3. Integrity in Assessment The transformation I witnessed wasn’t just confidence; it was competence. By the end, they understood why assessment validation matters and how to support a learner. The 2025 Standards demand that assessment outcomes are genuine. When we rush learners or do the heavy lifting for them just to get them through, we rob them of that “fog lifting” moment. True integrity is sticking with the learner until they get it – ensuring they leave us as capable trainers, not just certificate holders. The Leadership Role of the Trainer To me, being a TAE trainer has never been about checking units off a list. It’s about empowerment. It’s about building people up from the inside out. The revised Standards call for stronger educational leadership. This means RTOs need to develop trainers who are subject matter experts, AND mentors. We need trainers who can spot the potential in a nervous tradie and nudge them toward a bigger version of themselves. The Takeaway for RTOs If you are managing an RTO or leading a training team, ask yourself: Are our systems set up to handle the “squealing brakes” moments? Do our trainers have the time and emotional intelligence to facilitate identity shifts, not just mark papers? Are we viewing the 2025 Standards as a compliance headache, or as a permission slip to focus on quality human outcomes? Watching this cohort grow has reminded me why this work matters. It’s why I’ll always champion those brave enough to learn in unfamiliar territory- and the RTOs brave enough to support them properly. Here’s to the next group who put their hand up to grow. Blog by Merinda Smith – RTO Mentor, TAE Lecturer, Leadership Coach🎧 Listen to my podcast: The Reins of Leadership💬 Connect on LinkedIn | 📩 Contact me for mentoring & compliance support
Flip the Mindset: Compliance as Purpose
let’s flip the script. When compliance is everyone’s business, it becomes part of your culture. Invite input from trainers, administrative staff, and even students.
Guiding your RTO training stars
A structured, supported first 90 days can make or break a new trainer’s confidence and contribution. When RTOs take mentoring seriously, they don’t just support the trainer-they lift the entire learning experience for students.
Is it Time for a Job Description Makeover?
The Power of Reviewing RTO Employee Roles Let’s be honest, when was the last time you really reviewed your RTO employee roles and their job descriptions? Not just a quick glance, but a deep dive into what your employees are actually doing versus what their job descriptions say they should be doing. If it’s been a while, you might be in for a surprise. Many of the business owners I work with recently went through this process and discovered significant gaps. Over time, roles naturally evolve – new tasks are added, responsibilities shift, and suddenly, your team is operating in a way that no longer matches the original plan. The most surprising finding? Some roles were duplicated, creating unnecessary overlap and confusion, while others – though still necessary – had been forgotten altogether, leaving critical tasks unassigned! A job description review isn’t just about updating paperwork; it’s about looking at the full potential of your team and positioning your business for long-term success. Think of it as a strategic audit of your human capital, ensuring you’re maximising the value each employee brings to the table. The Benefits of Reviewing Employee Roles Taking the time to reassess job descriptions brings several key advantages: Boosting Morale and Engagement When employees feel their skills are valued and their contributions make an impact, they’re more engaged and motivated. A role review helps align tasks with individual strengths and passions, leading to a happier and more productive workforce. Imagine an employee stuck doing data entry when they excel at client communication. A review could uncover this talent and shift their responsibilities to a more fulfilling role. Streamlining Workflows and Efficiency Are there bottlenecks in your processes? Are tasks being duplicated? A role review can highlight inefficiencies and help you streamline workflows, making your team more agile and responsive. By eliminating redundant tasks and clarifying responsibilities, you can free up valuable time and resources, leading to faster turnaround times and reduced errors. Keeping Your Team Ahead of the Curve The business world is constantly evolving. New technologies, market trends, and industry demands emerge all the time. Reviewing employee roles allows you to spot skills gaps and ensure your team has the training and development opportunities they need to stay competitive. This proactive approach prevents your business from falling behind and ensures your team is equipped to handle future challenges. Improving Compliance & Reducing Risk Outdated job descriptions can expose your company to legal risks. Clear and accurate job descriptions are essential for performance management, disciplinary actions, and legal compliance. Having clearly defined roles can help prevent misunderstandings, reduce liability, and ensure you’re adhering to labour laws. Enhancing Recruitment & Onboarding Up-to-date job descriptions allow you to attract top talent and ensure a smooth onboarding process. By clearly outlining the responsibilities and expectations of each role, you can attract candidates who are a better fit for your company culture and business goals. A well-defined role helps new hires quickly understand their responsibilities, contributing to faster integration and increased productivity. How to Conduct a Job Description Review This doesn’t have to be a daunting task! Having templates helps, and here are some simple steps to guide you: Start with a Conversation: Talk to your employees. Ask them what they enjoy most about their work, what challenges they face, and what skills they’d like to develop. Use open-ended questions like “What does a typical day look like for you?” or “What are the biggest obstacles you face in completing your tasks? Map Out Current Workflows: Identify bottlenecks, redundancies, or gaps in responsibilities. Consider using flowcharts or process mapping software to visually represent how work flows through your team. This will make it easier to identify areas for improvement. Compare Job Descriptions to Reality: Assess whether current job descriptions align with actual daily tasks. Create a side-by-side comparison of the documented responsibilities and the actual tasks performed. Highlight any discrepancies. Consider Employee Aspirations: Where would your employees love to grow? What roles or responsibilities excite them? This demonstrates that you value their career development and can lead to identifying internal candidates for future promotions. Identify Skills Gaps: Determine what new skills are needed for the future success of your organisation. Look beyond current needs and anticipate future trends. Will your team need training in AI, data analytics, or social media marketing? Develop a Plan: Update job descriptions, create training opportunities, and align roles with both individual strengths and business goals. This plan should include specific timelines, budgets, and assigned responsibilities. Ensure that all stakeholders are aware of the plan and their roles in its implementation. Templates & Tools to Help You Don’t reinvent the wheel! Here are some resources to streamline the process: Job Description Templates: Search online for industry-specific job description templates. Sites like SHRM and Indeed offer a variety of free and paid templates. Skills Assessment Tools: Use online skills assessment tools to evaluate your team’s current skill sets and identify areas for development. Workflow Mapping Software: Consider using workflow mapping software like Lucidchart or Visio to visualise your team’s processes. Employee Survey Platforms: Platforms like SurveyMonkey or Google Forms can be used to gather feedback from employees regarding their roles and responsibilities. Make Role Reviews an Ongoing Practice Reviewing employee roles should be a regular part of your HR practices. By making it an ongoing process, you ensure your team remains aligned, engaged, and well-equipped to drive business success. Regular check-ins help prevent role confusion, keep responsibilities clearly defined, and ensure employees are supported in their career growth. A well-structured team leads to better performance, improved job satisfaction, and a business that runs more smoothly. Addressing Potential Concerns: “What if I don’t have time for this?” Answer: Dedicate a small amount of time consistently. Start with one department or team and roll it out gradually. The time invested upfront will save you time and resources in the long run. “What if employees resist the process?” Answer: Communicate clearly and transparently about the benefits of the review. Emphasise that it’s about
Bite-Sized Learning, Big Impact
How Micro-Credentials are Reshaping Australian Training The training landscape across the world (including Australia) is changing. In your RTO it’s time to forget lengthy courses that take years to complete. The buzz is all about micro-credentials. These shorter, targeted training programs designed for rapid upskilling and reskilling. But are they just a passing trend, or a genuine game-changer for learners and employers? The answer, it seems, lies in the course strategic design and focus on real-world outcomes. The Power of Short and Sweet (But Smart) I recently spoke with a university about their facilitation methods, particularly how to help learners retain what they’re learning. It turns out that’s exactly what so many people want today—skills that stick, not just information that fades. Micro-credentials excel in this area. Here’s why: Speed and Flexibility: Gain new skills in weeks or even days without committing years to study. Targeted Learning: Focus on specific skills needed for your job or career path—no unnecessary content. Career Advancement: Add valuable credentials to your resume, showcasing your commitment to ongoing learning and adaptability. Seamless Integration: Often delivered online, these courses fit around work and life commitments. Sequential Learning and Workplace Application As an RTO mentor, I constantly discuss the importance of students applying what they learn before being assessed. That’s where micro-credentials shine! But the real magic happens when they’re designed with intention. Think of it as a building block approach – a series of short courses that build on each other, creating a powerful learning journey. For example, in a communication skills series: Course 1: Fundamentals of Communication – Learn the essential principles and tools. Course 2: Agile Communication – Explore agile methodologies for improving team communication. Course 3: Contingency Management – Develop skills to adapt when things go wrong. This structured approach helps learners build knowledge, step-by-step. And the amazing part is applying what you learn at work right away. By practising new communication skills on the job, learners retain knowledge more effectively and gain confidence faster. Focusing on Outcomes The Australian training sector is moving away from simply “delivering training” to ensuring tangible results. This means: Industry Engagement: RTOs are partnering with businesses to understand their specific skill needs and tailor micro-credentials accordingly. Practical Application: Courses should include hands-on exercises, simulations, and real-world case studies to ensure learners can apply their knowledge in the workplace. Real-World Skills: The training should equip students with skills to become useful in the current market, ensuring they can find the right job for them. Boosting Completion Rates: A Shared Responsibility Micro-credentials, while concise, naturally lead to higher completion rates compared to traditional long-term courses. Their shorter duration makes them more manageable for busy professionals, reducing dropout rates. Learners see progress quickly, keeping them motivated to complete their training. To maximise their impact, RTOs and learners must work together to sustain engagement and ensure success. Here’s how: Their success hinges not just on accessibility but on ensuring learners stay engaged and complete their courses. To maximise their impact, RTOs and learners must work together to improve completion rates. Provide Robust Support: Offer mentoring, tutoring to help students succeed. Address Barriers to Learning: Identify and address potential obstacles, such as financial constraints or learning difficulties. Ensure Relevance: Align training with students’ career goals and industry needs. Offer flexible learning: Allow learners to study at their own pace, balancing work, life, and education. The Future is Micro Micro-credentials aren’t just a trend – they’re a vital part of Australia’s strategy to address skills shortages and empower individuals to thrive in a rapidly changing world. By embracing this flexible, outcome-focused approach, and by remembering to design sequences that logically build on each other, RTOs can equip Australians with the skills they need to succeed, one bite-sized learning experience at a time. Imagine having a trusted partner by your side, someone who understands the ins and outs of the VET sector, not just the theory, but the practical realities. With RTO Mentor as your business coach, you gain access to expert guidance tailored to your specific needs. We’ll help you jump those compliance hurdles, streamline your operations, and develop winning strategies for growth – all while staying true to your mission of delivering high-quality training. Click the button to find out more. 👉🏻 Schedule a free discovery call today and let’s explore how RTO Mentor can help you thrive RTO Business Coach Blog by Merinda Smith – RTO Mentor, TAE Lecturer, Leadership Coach🎧 Listen to my podcast: The Reins of Leadership💬 Connect on LinkedIn | 📩 Contact me for mentoring & compliance support
