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What Auditors are Looking for in Completed Student Files

21 August 2020

Our students are at the core of the Vocational Education and Training ecosystem. Student administration and specifically the contents of the student files are critical to the success of the student, the teacher and the Registered Training Organisation.

This session will look at a student file through the auditor's lens. What are the must-have documents to meet your regulatory obligations, what are the maybe documents and the nice to have documents in a student file? What is a student administration file verses a student assessment file? Which approach and tools are best to manage student files and how do we encourage a culture of inclusivity where everyone is responsible for student files.

How long do we need to keep student files, and what is the best approach for preparing our student files for an internal audit and an external audit. What are the differences in audits and preparation, and how do you ensure ongoing compliance and quality processes.

 You will leave this session with a clear understanding of the requirements and regulatory obligations for student files, including advice and tools on how to prepare a student file as a best practice to support the student experience and best practice outcomes.

Key topics covered within the webinar

  • What is a Student File?
  • Student Administration File vs Student Assessment File, key differences and why I need both files
  • Which approach and tools are best for student file management?
  • What must be in a student administration file and student assessment file?
  • How does the Auditor know what is missing?
  • How to rectify missing student file documents?
  • Next steps, how do I prepare for our student file audit?

NB. Can't make the session?
We send out all electronic resources to registrants within 48 hours of the session closure. All Velg Training Webinars are scheduled in AEST (QLD time) - please check your timezone before logging onto the online training session.

Date & Time

21 August 2020
11:00am - 12:00pm (AEST: QLD)

Other timezones:
11:00am - 12:00pm (AEST: NSW, ACT, VIC, TAS)
10:30am - 11:30am (ACST: SA)
10:30am - 11:30am (ACST: NT)
9:00am - 10:00am (AWST: WA)


Who should attend

  • CEO/Owners
  • RTO/Compliance Managers
  • Operational Managers
  • Heads of Faculty/Department/Area Managers
  • Training Managers
  • Trainers and Assessors

What to expect

Presented by Kevin Ekendahl, you will be provided with the following resources after the event:

  • PowerPoint
  • Recording of the webinar (three months access)
  • Additional electronic resources
  • Electronic Statement of Attendance


Kevin Ekendahl


Kevin Ekendahl is the Managing Director of Audit Express, Kevin is passionate about Australian training and education, specialising in the provision of quality training, compliance consulting and internal audit. He has been a vocal and energetic campaigner for the reduction of regulation and red tape in the VET sector, and frequently provides advice to Ministers and Departments at state and Commonwealth levels. Kevin was previously a board member of the Victorian Board of the Medical Board of Australia and also publishes regularly on the topic of regulation and industry best practice. Prior to his work with Audit Express, he was the General Manager of Social Enterprises for a not-for-profit organisation and he also worked in the advertising sector in print and radio.

Opportunities to interact

  • Use a microphone to speak with trainer/attendees (Not available in all Webinars)
  • Raise your 'virtual hand' to engage in discussion
  • Share your thoughts via online chat window
  • Answer online polls that provide instant group feedback

NB. If you would like to send chat questions to the presenter Kevin Ekendahl before the session, please email

Contact us

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