Quality Indicators Reporting

RTOs report two AQTF Quality Indicators each year: Learner Engagement and Employer Satisfaction. The annual summary covers a calendar year and is due to ASQA by 30 June of the following year. RTObase collects national-questionnaire responses and prepares response rates, internal scale analysis, identified trends and continuous improvement actions for review.

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The national questionnaires

ASQA requires the published questionnaire wording to be used exactly. RTObase provides protected national questionnaire Forms for the scored items:

• The Learner Questionnaire goes to learners only.
• The Employer Questionnaire goes to employer contacts.

Each protected question stores its official item code. Responses from organisation-authored forms are never counted as Quality Indicator data because they do not use the protected national instrument.

Both protected Forms also carry the template's two open-response questions, asking for the best aspects of the training and the aspects most in need of improvement. They are optional for the respondent, their wording is protected like the scored items, and the answers are retained with the Form responses. They carry no score, so they never affect the summary scales.

Both questionnaires use a four-point agreement scale. RTObase transforms those answers to a 0 to 100 scale for internal comparison, where 0 is strongly disagree and 100 is strongly agree. Treat these scale results as analysis rather than assuming they are fields in ASQA's current webform.

Send the questionnaires

The Learner Questionnaire is assigned automatically when an accredited enrolment is marked complete. It appears in the learner portal, is voluntary, and never delays completion or access to completion documents. RTObase sends the learner an initial request and one follow-up after seven days while the Form remains incomplete.

The Employer Questionnaire is available as a protected Form in the Library. Attach it to the relevant course or enrolment Form workflow with Employer as the respondent. The employer receives a secure external response link and does not need an RTObase login.

Only responses associated with the protected national questionnaires count in the Quality Indicators report. An organisation-authored feedback form remains useful evidence, but it does not contribute to the national questionnaire calculations.

Read the report

Open the Quality Indicators report from the Quality Indicator annual summary entry on the Compliance Plan, which links straight to it. The report shows:

• Response cards for Learner Engagement and Employer Satisfaction: questionnaires issued, responses received and the response rate for the selected year. You can record a verified issued count when historical paper or external-system records make the native RTObase count incomplete.
• Summary scales: internal analysis such as Trainer Quality, Effective Assessment and Overall Satisfaction, calculated by averaging the available answers to each national questionnaire scale from 0 to 100.
• Annual summary details: identified trends, continuous improvement actions and data notes, including limitations or the provenance of historical records.

Two display rules keep the numbers honest:

• Not measured means the questionnaire has no items for that scale. The Employer Questionnaire does not measure Clear Expectations, Learning Stimulation or Active Learning, so those rows are blank by design.
• No responses means nobody answered that scale's questions. It is never shown as 0, because 0 would mean everyone strongly disagreed.

File the annual summary

The year selector defaults to the previous calendar year, which is the period the summary due each June covers. Save the verified issued counts, trends, actions and data notes, then use Export CSV or Download annual summary PDF for internal review. The PDF includes a CEO declaration section but is not proof of submission.

ASQA still requires the annual summary to be lodged through its webform or another submission route ASQA has expressly provided. Confirm the live webform fields before transferring the prepared information.

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