How to Record Assessment Results

After students complete assessments (online or offline), you need to record the outcomes. This guide covers recording competency results for individuals and classes.

Access required

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

Assigned trainers use their own marking and delivery screens. Their trainer assignment and assessor authorisation still apply.

Understanding assessment outcomes

VET assessments use competency-based outcomes:

Recording results from the enrolment

The most common workflow:

Record several units at once

When an enrolment has outstanding units, a bar above the units lets you select them. Click Mark all competent to record every outstanding unit, or select some units and click Mark competent for just those. Each button shows how many units it covers. One dialog applies the same assessment type, date, assessor, result and evidence to every selected unit. Review each value, then save.

When you save results for several learners from a class or course Gradebook, or in the Complete class wizard, any result that is not saved is reported with the learner's name and the reason.

Delete an assessment record

Click the delete icon on a record. RTObase asks you to confirm, because deletion cannot be undone. The unit outcome then updates from the remaining records.

Removing a credit transfer restores the unit's earlier outcome and activity dates. If they were not recorded when the credit transfer was saved, the Remove credit transfer dialog asks for the outcome and activity dates that now apply, and the evidence you reviewed. Leave both dates empty if no training started.

Recording results from online assessments

Formal assessments completed in the student portal are delivered through Online Lessons. Their submissions arrive for review rather than being recorded by hand:

• Objective question types (Single Choice, Multiple Choice, True/False, Matching, Ordering, Fill in the Blanks) are scored automatically.
• Written and evidence responses (Short Text, Long Text, File Upload, Table, Signature) are marked by the assessor, per the marking mode configured on the lesson's assessment section.
• Use the Work Queue under Learning & Assessment for assessment activity awaiting an assessor judgement; assigned trainers can also review from the trainer portal's Submissions page.

Finalising a review saves the judgement without sending. An optional review then shows the saved learner and full result email or SMS, including any released enrolment confirmation and calendar invitations. Select each email, SMS or calendar invitation you want to send, then choose Send selected. Every message starts unselected. Choose Finish without sending to skip them all. Closing the review keeps the judgement saved and sends nothing. This also applies to assessor-led practical reviews.

Once an attempt is finalised, its outcome contributes to the unit's competency evidence, and you record the competency result against the enrolment as described above.

Conducting a practical observation

A practical observation is led by the assessor from the moment it is assigned. The learner cannot start, save, retry or submit it. Their portal says that the assessor conducts the practical and that the result and feedback will appear there.

• In the enrolment's assessment tasks, under Learning & Assessment → Assigned items, choose Conduct practical to start the observation and open the review workspace.
• Continue practical reopens an observation already in progress. It also takes over a practical the learner had already started: confirm Continue this practical as assessor? and the learner's saved text responses are kept.
• Trainers can also start one with Observe or Continue on the class day. See Class delivery.

The actions follow the task version the learner was assigned, so changing the live task's kind later does not hide them.

Attaching and correcting evidence on a practical

For an assessor-led practical, the assessor can attach photos or documents directly to supported evidence-request and logbook blocks on the current attempt, before and after signing.

• Open the practical from the Work Queue.
• Choose Attach evidence on the relevant activity.
• Add PDF, Word, Excel, JPEG, PNG, WebP, or HEIC files up to 20 MB each.
• Open an attachment to check it before recording the judgement.
• To remove a file you uploaded, use the remove action and confirm. A draft file is deleted. After signing, removing a file takes it off the assessment, but the original file and the removal history are kept.

Adding or removing files after signing does not change the signed result, and you do not need to sign again. Recording the assessment judgement finalises the attached evidence. It remains linked to the practical activity and attempt as part of the assessment record.

Assessment validation

For formal assessments, record validation details:

Reassessments

When a student is Not Yet Competent:

1. Provide additional training/support
2. Schedule a reassessment
3. Record the new result with Assessment Type: Reassessment
4. Previous attempts are preserved in history

RPL assessments

For Recognition of Prior Learning:

Credit transfer

For a unit the learner already holds from an earlier qualification or statement of attainment:

1. Check the original credential through the learner's USI transcript or with the issuing RTO
2. Confirm unit/subject equivalence
3. Set Assessment Type to Credit transfer
4. Set Result to Satisfactory. A credit transfer is always satisfactory, and RTObase refuses any other result
5. In How you checked the certificate, record how you checked it and the unit and RTO it came from (required)

RTObase then records the unit's outcome as Credit transfer (60). Recording a credit transfer does not count as the learner starting training. In a qualification delivered through unit courses, a credited unit also releases its unit course, so the learner does no work there.

AVETMISS outcomes

Assessment results map to AVETMISS outcome codes:

RTObase automatically sets AVETMISS codes based on your result entries.

Viewing assessment history

To see all assessments for a student:

1. Open the student profile
2. Click on an enrolment
3. The Units tab shows all unit assessments
4. Click a unit to see full history

Common questions

Can I change a result after saving?

Yes, edit the assessment record to update results. Changes are logged for audit purposes.

How do I handle a student appeal?

1. Review the original assessment
2. If result changes, update with notes explaining the appeal
3. If result stands, add a note documenting the review

What if a student was competent in some units but not others?

Record each unit individually. The enrolment can be partially complete with mixed outcomes.

How long should I keep assessment records?

Under the 2025 Standards, an ASQA-regulated RTO must keep assessments submitted by a student for at least two years after the student completes the training product. Records of issued AQF certification documentation have a separate 30-year requirement. Other obligations can require longer retention. RTObase does not delete assessment records automatically. Set your RTO's retention schedule against ASQA's practice guide and any funding or licensing requirements that apply to you.

Assessment authoring

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