Participant / Learner Records Policy

The following principles apply to participant / learner records stored by RRW & Co Pty Ltd trading as National On Site Training (NOST) including:

Participant registration information (paper and electronic),
Participant contact information (name, date of birth, address, phone, email, banking, etc),
Statements of Attainment,
Marked and unmarked assessment items,
Completed 022 Training Enrolment forms,
Completed 021 Training Evaluation forms,
Completed 023 Course Rolls,
Completed 042 Graduate Destination surveys, and
Learning program master copy of assessment.

Security and Confidentiality

Hardcopies of participant / learner assessments will be stored until archived. Archived copies will be stored electronically. Participant / learner records will only be made available to either the participant / learner whose record it is or to the employer who paid for the participant / learner’s training. Participant / learner records will not be released other than above without the written consent of the participant / learner involved.

Archiving

As specified below in "Records to be kept". "Archiving" is the process where hard and soft copies of relevant documents are converted to electronic form and stored in the electronic storage system.

If NOST ceases to operate as an RTO, the Director will email electronic copies of all course rolls, statements of attainment and qualification to DET within 14 days and a read receipt will be requested.

External Reporting

Participant / learner assessment outcomes will be made available to:

Other RTOs seeking information related to mutual recognition,
Clients seeking summaries of staff training, and
Relevant state and federal government departments as required by law.

Access to Records by Clients

Participant / learners may request copies of their own records as specified in the Certification Policy.

Records to be kept

Record	Notes	Disposal
022 Training Enrolment Form	All copies for all participant / learners to be kept until contract closed (after the appeals period). Archive with completed contracts.	Archives kept indefinitely. Shred hard copies after archiving.
021 Training Evaluation Form	All copies for all participant / learners to be kept until contract closed. (after the appeals period). Archive with completed contracts.	Archives kept indefinitely. Shred hard copies after archiving.
023 Course Roll	Archive in contract control database.	Database kept indefinitely. Shred hard copies after archiving.
042 Graduate Destination Survey	Director to initial copies. Archived in years folders.	Shred hard copies after archiving
Learning Program Master assessment copy	This is covered by "Final completed copy of student assessment". Archive with completed contracts.	Archives kept indefinitely. Shred hard copies after archiving.
Statement of Attainment	Electronic copies stored in client folder. May be reproduced on request by contract control database	Database kept indefinitely.
Final completed copy of student assessment	This also doubles as "Learning Program Master assessment copy" All hard / soft copies for all participant / learners to be kept until after appeals period. All completed participant / learner assessments (for Nationally recognised learning programs) from each contract to be archived. NOTE: MINING INDUSTRY – ALL completed participant / learner assessments from each contract to be archived at end of appeals period.	Shred hard copies after archiving. 1 month after final date of course attendance. Archives kept indefinitely. Shred hard copies after archiving.

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What our clients say about our training

BHP Billiton Rail Operations:

All participants are in accord that Tim was not just an inspiration to them all, but also what a great asset he must be to NOST.

BHP Billiton Iron Ore:

I would like to praise Tim for his professionalism in delivering the session last week.

BHP Port Hedland:

This was a very sucessful session and we look forward to engaging with NOST in future training sessions.

DRILLEX:

After much assistance from Tim, I was able to identify and correct a problem with another RTO. Thanks Tim! you're the greatest!

BHP WAIO Training Co-ordinator:

Tim is a great role model as a trainer and has an immense knowledge of training drawn from his own experiences.

Qantas:

My sincere thanks to Anthony for accepting our invitation to address our conference. We received fabulous feedback.

Qantas:

It is the first time our security conference has been briefed about radiation by someone with the level of knowledge and authority made possible by Anthony's attendance.

BHP Billiton GEMCO:

Thanks Tim, you are an awesome trainer and we all enjoyed our time with you.

Coates Hire:

Thanks for all your help. Even though it has been a pain at times, I have found the cert IV incredibly interesting and motivating. It has already changed the way I approach my work.

Coates Hire:

I have no hesitation in recommending NOST to anyone looking for an RTO for training or simply looking for training for themselves.

Sibelco:

Anthony was clear and supportive to learning. By far better than the first time I completed S1, S2, S3.

UQ - Speech Pathology:

Excellent and clear teaching by Anna

Ramsay Health - Nambour Private Hospital:

Anthony is a fantastic speaker, very engaging and maintained interest. Very knowledgeable on topic.

Ramsay Health - Nambour Private Hospital:

Anthony delivered a dynamic presentation with interesting example stories.

BHP Billiton - Cannington Mine:

Sharon's knowledge was second to none.

Gold Coast City Council:

I would like to thank everyone who was involved with Train 121 and Assess Competence at the NOST office in October. The facilities were first class, the food was excellent and the training delivered was at a very high standard.

Gold Coast City Council:

The training delivered was at a very high standard, James made us feel comfortable and relaxed by explaining how the training would unfold over the four days and delivered that training so us older fellows, years out of school could understand.

Our Resources

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