Services
Every part of the back office, one standard of care.
Pick a single function or the whole office. We work in your systems, to your procedures, with a named lead and a written scope.
01
Student and training administration
The daily desk work that keeps learners moving: enquiries, enrolments, records, results and certification, handled by people who know what an auditor will ask for.
Enquiries and enrolments
Course enquiries answered, pre-enrolment information sent, enrolment forms checked for completeness and eligibility evidence filed against each learner.
USI and student records
Unique Student Identifier verification, learner records kept current in your student management system, and files that match what was delivered.
Pre-training review records
Pre-training reviews and LLND outcomes recorded and linked to the learner, with follow-up support actions logged.
Timetables and class rosters
Timetables, rosters, room and trainer allocations, attendance capture and change notices to learners.
Results, certification and issuance
Results entry, completion checks, certificates and statements of attainment issued within your timeframes, with a register of what was issued.
Learner support desk
Phone, email and portal support for current learners, with every contact logged and escalated to the right person.
Placements and logbooks
Work placement agreements, host employer details, logbooks and supervisor reports chased, received and filed.
Trainer and assessor files
Credentials, industry currency and professional development records kept in one matrix, with renewals flagged early.
02
Compliance and quality
Compliance as a routine rather than an annual rescue: obligations tracked, evidence filed as it happens, and gaps raised while there is still time to fix them.
Compliance calendar and obligations register
Every recurring obligation from your registration, contracts and policies on one calendar, with an owner and a due date.
Self-assurance and continuous improvement
Improvement registers, feedback analysis and action logs that show how you monitor and improve your own performance.
Validation scheduling and records
Validation plans, panels, sampling records and outcome tracking, with actions closed out and filed.
Internal audit and health checks
Scheduled internal reviews and mock audits through CAQA senior consultants, with findings carried into your action register.
Training product updates
Superseded and updated training products tracked, transition and teach-out tasks planned, and scope records kept current.
Marketing and information checks
Course pages, brochures and advertising reviewed against your scope, fees and the information learners must receive.
Regulator notifications
Changes of circumstance, material changes and required notifications drafted for your approval and lodged on time.
Annual declaration evidence
Evidence gathered across the year so the annual declaration on compliance is prepared from records, not memory.
Related: Audit and assurance services Standards readiness check
03
Governance and risk management
Secretariat, registers and frameworks for boards and executives who need to show the regulator how decisions are made and risks are managed.
Board and committee secretariat
Agendas, board packs, minutes, resolutions and action logs for boards, academic boards and quality committees.
Risk management framework
Risk appetite, risk registers, controls and treatment plans, reviewed on a set cycle and reported upward.
Policy and document control
Policies, procedures and forms under version control, with owners, approval records and review dates that are kept.
Fit and proper person records
Declarations and checks for governing persons and high managerial agents kept current and ready to produce.
Delegations, conflicts and integrity
Delegation schedules, conflict of interest and gifts registers, and integrity reporting.
Incidents, complaints and appeals
Registers for complaints, appeals, critical incidents, WHS and child safety matters, with outcomes tracked to closure.
Business continuity
Business continuity, critical incident and data breach response plans, tested and updated.
Financial viability support
Business reviews and financial viability evidence prepared with your accountant through CAQA consultants.
Related: CAQA Governance Policies, procedures and QMS Financial viability and funding
04
Government funding, tenders and reporting
Funded training brings contracts, claims, data submissions and audits. We keep the evidence, the data and the deadlines in order, and help you win the next contract.
Funding contract administration
Eligibility evidence, enrolment checks, claims, variations and contract reporting for state and territory funded training.
AVETMISS and national data reporting
AVETMISS files validated, errors corrected at the source record, and submissions made on schedule.
VET Student Loans and TCSI
Student loan administration and TCSI reporting kept reconciled with enrolments, census dates and fees.
CRICOS and PRISMS
Confirmations of enrolment, course progress and attendance monitoring, and PRISMS notifications for international students.
Grants and Commonwealth programs
Program reporting, milestone evidence and grant acquittals prepared to the funding agreement.
Tenders and panel applications
Opportunity monitoring, capability statements and tender responses written to the evaluation criteria, with CAQA Bids.
Funding audit preparation
Learner files sampled against contract rules before the auditor does, with gaps fixed and evidence filed.
Data quality and reconciliation
Student, finance and funding data reconciled monthly so reports, claims and lodgements tell the same story.
05
Marketing, SEO and enrolment growth
Growth that stays within the rules: accurate course information, search visibility, campaigns and lead follow-up, run alongside the people who check compliance.
Marketing plan and campaign calendar
Intakes, campaigns and content planned across the year and tied to enrolment targets.
Website and course pages
Course pages kept accurate to your scope, fees, entry requirements and delivery arrangements.
Search engine optimisation
Technical checks, keyword research, content and local search, tracked in CAQA SEO.
Email and SMS campaigns
Segmented campaigns and automated journeys for enquiries, applicants, current learners and alumni through CAQA Marketing.
Lead management and CRM
Every enquiry captured, followed up within agreed times and tracked to enrolment in CAQA CRM or your own system.
Social media scheduling
Posts prepared, approved and scheduled, with responses and messages routed to your team.
Education agent administration
Agent agreements, training, monitoring and marketing material checks for providers recruiting international students.
Enrolment reporting
Monthly reporting on enquiries, conversions and campaign return so spend follows results.
Related: CAQA SEO CAQA Marketing CAQA CRM
06
Student management, LMS and platforms
Systems only help when someone looks after them. We administer, configure and migrate the platforms your organisation runs on.
Student management system administration
Course and unit set-up, fee schedules, user access, templates and reports in CAQA SMS or the system you already use.
LMS administration
Course shells, enrolments, gradebooks, completions and learner support in CAQA LMS, Moodle and other platforms.
Quality management system
Registers, audits, improvement actions and document control configured in CAQA QMS.
CRM and enquiry systems
Pipelines, forms and automations set up so enquiries reach the right person.
Data migration
Learner, course and results data moved between systems, reconciled before and after the move.
Users, access and security
Joiners, movers and leavers handled promptly, with least-privilege access and audit trails.
Reports and dashboards
Operational, compliance and funding reports that management can read in minutes.
Platform help desk
First-line support for staff and learners, with issues logged and resolved or escalated.
Related: CAQA RTO OS CAQA LMS
07
SCORM, e-learning, contextualisation and customisation
Learning and assessment resources that fit your learners, your delivery mode and your industry, packaged to run reliably in your LMS.
SCORM packaging and conversion
Existing resources converted into SCORM packages, tested for completion tracking and scoring in your LMS.
E-learning builds
Interactive modules, knowledge checks and media built for online and blended delivery.
Contextualisation
Resources contextualised to your learner cohort, workplace, region and training and assessment strategy.
Customisation and branding
Resources customised to your templates, branding and delivery arrangements.
Mapping and pre-validation
Assessment mapping checked against unit requirements and pre-validated before first use.
Training and assessment strategies
Strategies and session plans that match what is actually delivered.
Accessibility and LLND adjustments
Plain-English, accessible formats and reasonable adjustment options built into the materials.
Training package updates
Resources updated when training products change, with version control and transition notes.
08
People, workforce and professional development
Trainers, assessors and support staff recruited, inducted and kept current, with the records to prove it.
Trainer and assessor recruitment
Role descriptions, advertising, screening and credential checks through CAQA Recruitment.
Onboarding and induction
Induction packs, policy acknowledgements and system access ready on day one.
Professional development plans
Individual PD plans and logs, with CAQA Skills webinars and on-demand sessions.
Industry currency evidence
Industry engagement and currency activities planned, recorded and linked to each trainer.
CEO and leadership training
Compliance and governance training for CEOs and high managerial agents through CAQA.
HR documents
Position descriptions, contracts and staff policies kept consistent and current.
Related: Professional development CEO training
CAQA is an independent consulting business, not a regulator, funding body or government agency. Registration, accreditation, funding, tender and regulatory decisions remain with the relevant authorities and cannot be guaranteed.
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Tell us where the administration is piling up. A senior consultant will reply within one business day.