Automated Compliance Alerts

RTObase continuously monitors your data for compliance risks. When a trainer, course, enrolment, or location change creates a potential compliance issue, an alert is raised automatically, no manual checks needed.

On the Compliance checks tab, related alerts are grouped into one item with an affected-record count. This keeps record-level traceability without turning repeated findings into a separate task board. Due items also appear in the notification bell as Compliance, with the first item to work on.

Access required

Choose the task you are doing. Each row is a separate action.

Fixing a finding in another area also needs that area's access. A finding does not grant access to the underlying student, course or trainer record.

How it works

Compliance rules run automatically whenever you create or update relevant records. They also run after an AVETMISS NAT file import: once the import finishes, every imported course, location, enrolment, and enrolment unit is checked against the rules in the background. Each rule checks a specific condition against the ASQA 2025 Standards or AVETMISS Release 8.0 requirements. If the condition is met, a compliance alert is created for the current reporting period.

When you fix the underlying issue (e.g. upload a missing TAS document, correct an enrolment date), the alert is automatically resolved on the next relevant data change. There is no need to manually close alerts, resolution is driven by your data.

Alert severities

Alert lifecycle

1. Open: Alert is created when a rule detects an issue
2. Acknowledged: You've seen the alert and plan to address it
3. Dismissed: You've reviewed the alert and determined it's not applicable (with a reason). Dismissed alerts will not reappear.
4. Resolved: The underlying data issue was fixed and the alert was automatically closed

Compliance rules reference

Each check below lists the requirement it protects, how serious it is, and what to do to clear it. The rule name is the identifier you will see in a finding's address bar, so quote it if you contact support about a specific alert.

Trainer credentials

These rules ensure all trainers meet the 2025 Standards requirements for qualifications and industry currency.

Trainer missing TAE qualification

Trainer credentials expired

Trainer credentials expiring soon

You get this warning well before the credential lapses, so renewal can be arranged without interrupting delivery.

Industry currency credential expired

Unit and course currency

These rules detect when superseded qualifications or units are still being used for active training.

Superseded unit has active enrolments

Course superseded past transition deadline

Assessment coverage

These rules ensure your courses have proper assessment tools and that competency decisions are supported by evidence.

Course missing Training and Assessment Strategy

Active course has no assessments

Competent unit missing assessment record

Date contradictions

These rules catch impossible or illogical date combinations that will fail AVETMISS validation.

Enrolment end date before start date

Unit activity end date before start date

Completion date precedes final unit activity

Rostered session outside training activity period

Completed enrolment has future end date

AVETMISS data completeness

These rules ensure all required fields are populated for NCVER submission.

Completed enrolment missing completion date

Statement issued for incomplete enrolment

Enrolment missing funding source

Location missing postcode

Enrolment still active but all units finalised

Stale continuing enrolment unit

Viewing alerts

Navigate to Compliance in the sidebar to see all alerts for the current reporting period. You can:

• Filter by quarter: Use the Q1/Q2/Q3/Q4 tabs to view alerts for a specific quarter, or "Full Year" for all
• Filter by severity: Focus on Critical alerts first
• Filter by category: View trainer, course, or enrolment issues separately
• Filter by status: See only Open, Acknowledged, or Dismissed alerts

Click any alert to see full details, including the description, remediation steps, and a link to the affected record.

Dashboard widget

The main dashboard shows a compact compliance widget with the current quarter's Critical and Warning counts. Click through to the full compliance page for details.

Notifications panel and bell badge

Compliance alerts stay deliberately quiet in the notifications panel: they appear as a single Compliance checks · N open line at the bottom (with a critical count when there is one), one click from the Compliance page. The bell badge counts actionable work items plus Critical alerts only: Warning-level hygiene never inflates the badge, so a red badge always means something needs action today.

Entity-level banners

When viewing a trainer, course, or other entity that has open compliance alerts, a banner appears at the top of the page linking directly to the relevant alerts.

Best practices

1. Check compliance weekly: Review the compliance page as part of your weekly admin tasks
2. Address Critical alerts immediately: These will cause AVETMISS rejection or audit failure
3. Use Acknowledge for planned work: Mark alerts as Acknowledged when you've seen them and have a plan to fix them
4. Use Dismiss sparingly: Only dismiss alerts you've reviewed and determined are not applicable. Provide a reason so other team members understand why.
5. Fix the data, not the alert: Alerts auto-resolve when you correct the underlying issue. There's no shortcut.

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