Busting 8 RTO Validation Myths: Essential Truths for RTO Compliance in 2024

Validation Myths and Truths: Clearing Up Common Misconceptions

By Ben Thakkar, Senior Consultant with Over a Decade of Experience

In the world of Registered Training Organisations (RTOs), validation is an essential yet often misunderstood process. The importance of validation in ensuring quality and compliance cannot be overstated. However, various myths surrounding validation can lead to confusion and non-compliance. As a senior consultant with over a decade of experience and having worked with more than 1,025 clients, I receive numerous queries and questions related to validation. This blog aims to address these concerns and provide valuable insights to help your RTO stay on track.

Myth 1: RTO Validation is the Same as Moderation

Truth: Validation and moderation are not the same, though they are both important quality assurance processes.

• Validation involves the review of assessment tools and processes to ensure they produce valid, reliable, sufficient, current, and authentic evidence. It checks that these tools can effectively measure a student’s skills and knowledge according to the training package or accredited course requirements.
• Moderation, on the other hand, is a quality control process aimed at aligning assessment judgements. It is generally conducted before the finalisation of student results to ensure that the same decisions are applied to all assessment results within the same unit of competency. This ensures fairness and consistency across different assessors.

In simple terms, validation checks the tools and processes, while moderation checks the consistency of the decisions made using those tools.

Myth 2: An RTO Validation Certificate Provided by the Resource Provider is Sufficient

Truth: While a validation certificate from a resource provider can be a helpful starting point, it is not enough on its own.

RTOs are required to conduct their own validation processes, which include reviewing student evidence. This is crucial to ensure that the assessment tools and resources are actually producing the evidence needed to confirm that students meet the required competencies. RTOs cannot rely solely on the resource provider’s certificate; they must validate the effectiveness of the tools in their specific context and with their own students.

Myth 3: RTOs Need to Validate All Units in a Qualification

Truth: It is not necessary to validate every unit in a qualification.

At least two units from each qualification must be validated. However, if these validations uncover risks or potential harm to students—such as inconsistent assessment judgements or assessments not conducted according to the Principles of Assessment or Rules of Evidence—the RTO may need to validate additional units. The goal is to ensure that all assessments are fair, reliable, and aligned with the required outcomes.

Myth 4: RTOs Need to Conduct Moderation

Truth: While the Standards require RTOs to undertake validation of assessment judgements, this does not prohibit the RTO from also undertaking moderation activities or any other process aimed at increasing the quality of assessment.

Moderation can be a useful additional process to ensure that assessment decisions are consistent and fair across different assessors. However, it is not a mandatory requirement under the Standards, and RTOs can choose how best to ensure the quality and reliability of their assessments, whether through moderation or other means.

Myth 5: Validation is a One-Time Activity

Truth: Validation is an ongoing process, not a one-time event.

Validation should be conducted regularly to ensure that assessment practices remain current and compliant with evolving standards. According to ASQA guidelines, each training product must be validated at least once every five years, with 50% of the products on the RTO’s scope validated within the first three years of each five-year cycle. This systematic approach ensures continuous improvement and adherence to industry standards.

Myth 6: Only RTO Compliance Managers Should Handle Validation

Truth: While compliance managers play a significant role, validation should be a collaborative effort.

Engaging trainers, assessors, and other relevant staff in the validation process ensures a comprehensive review. It allows those involved in the delivery of the training to understand the recommendations made by validators, fostering a culture of continuous improvement. A collaborative approach also ensures that any changes to assessment tools or processes are well-understood and effectively implemented.

Myth 7: RTO Validation is Only About Checking Paperwork

Truth: Validation goes beyond merely checking documents.

It involves evaluating the effectiveness of assessment tools, the quality of feedback provided, and the overall assessment process. Effective validation ensures that assessments are aligned with industry standards and truly measure the competencies they are intended to. It includes reviewing a statistically valid sample of assessments and making recommendations for improvements.

Myth 8: Validation is Too Time-Consuming and Not Worth the Effort

Truth: While validation can be time-consuming, it is an investment in quality and compliance.

The effort put into thorough validation processes can save RTOs from the far more significant costs associated with non-compliance, such as penalties, legal issues, and damage to reputation. Moreover, regular RTO validation leads to continuous improvement, making future validations more efficient.

Embracing the Truth for Better Validation

To effectively manage validation, RTOs should:

1. Develop a Structured Validation Plan: Outline when and how validations will be conducted. Ensure that each training product is validated at least once every five years.
2. Engage Qualified Validators: Include assessors and trainers in the validation process to provide insights and understand the implications of recommendations.
3. Use Available Resources: Leverage resources provided by ASQA and other industry bodies to guide the validation process. Some helpful resources include:Conducting Validation Fact Sheet: Detailed guidance on conducting effective validation, outlining key principles and steps.Assessment Validation FAQs: Answers to common questions about validation, helping RTOs clarify their doubts.Assessment Validation Series: In-depth insights into assessment validation, covering various aspects to ensure thorough understanding and implementation.
4. Maintain Comprehensive Records: Document all validation activities, including recommendations and actions taken.
5. Foster Continuous Improvement: Regularly review and update validation processes based on feedback and industry developments.

Conclusion

By debunking these myths and understanding the truths about validation, RTOs can enhance their validation processes, ensuring compliance and improving the quality of training and assessments. Embracing a systematic and collaborative approach to validation not only meets regulatory requirements but also significantly contributes to the success and reputation of the RTO.

Call to Action:

• Stay informed with our latest updates and resources.
• Subscribe to our newsletter for more insights and tips on maintaining compliance.
• Download our Validation Form and a Five-Year Validation Plan Form to get started on streamlining your validation processes.

Let’s work together to ensure your RTO excels in delivering quality vocational education and training.