Policies with Purpose: How I’m Rewriting Compliance for the 2025

In this episode, Angela takes you behind the scenes of her massive compliance rewrite project. Discover why 2025 is the year to rethink—not just update—your policies and procedures. Angela shares the philosophy, strategy, and practical steps she’s using to ensure Vivacity’s documents empower RTOs to meet the new Standards with confidence.

Key points discussed:
✅ Why the 2025 Standards require more than a “copy and paste” update
✅ How to align policies with purpose, clarity, and accountability
✅ Tips for writing accessible, actionable policies your team will actually use
✅ Common mistakes RTOs make when updating compliance documents

Angela’s approach will inspire you to treat policy work as a transformation, not a chore. If you want your policies to drive culture and performance—not just tick a compliance box—this episode is for you.

🎧 Call to action: Listen now and download Angela’s top 10 policy rewrite tips at Vivacity.

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 Join host Angela Connell-Richards as she opens each episode with a burst of insight and inspiration. Discover why compliance is your launchpad to success, not a limitation. 

Wrap up with gratitude and guidance. Subscribe, leave a review, and join our community as we continue supporting your compliance journey in vocational education. 

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Episode Transcript

Speaker 1 (00:01):
Welcome to the RTO Superhero Podcast, the show
dedicated to empoweringregistered training
organisations to navigatecompliance effortlessly and
deliver outstanding education.
I'm your host, angelaConnell-Richards, the CEO and
founder of Vervacity, where webelieve that compliance should
be a launchpad, not a limitation.

(00:22):
Today, I'm bringing you behindthe seeds episode on how we've
approached rewriting ourpolicies, procedures and
documentation to meet the 2025outcome standards.
I'll walk you through the majorshifts, challenges and lessons
we've uncovered and share mybest advice for RTOs navigating

(00:42):
the massive compliancetransformation.
My best advice for RTOsnavigating the massive
compliance transformation.
Let's start with why this wholeoverhaul became necessary.
When the revised standards werereleased, my first reaction was,
honestly, a mix of excitementand urgency.
These standards are a trueshift to how compliance is
measured, moving away from justproving you have the right

(01:05):
documents towards proving thatyou achieve the right outcomes.
So, before touching a singledocument, I took a bird's eye
view.
I mapped out all of theexisting policies and procedures
we had, cross-referenced themagainst the new standards and
identified the gaps.
This wasn't just a re-edit, itwas a full re-scope.

(01:28):
The biggest opportunity I sawwas the chance to help RTOs
embed policies and genuinelyimprove quality, not just sit on
the shelf for the audit, but mybiggest fear was the same one
that many RTOs are feeling rightnow that the sheer scale of the

(01:49):
change could overwhelm teamsand stall implementation.
When it came to actuallytackling the rewrite, we
approached the quality area byquality area, and we also broke
down the divisions.
Rather than jumping betweentopics, we focused on one area

(02:11):
at a time, for example, fullyreworking training and
assessment policies beforemoving on to learner support.
To stay organised, we usedseveral tools a mapping matrix
that linked each policy tospecific outcome standards,
project boards in ClickUp, wherewe tracked progress across

(02:34):
dozens of documents, and thepowerful features inside our
Unicorn system, which allowed usto standardise templates and
automate merge fields.
For our clients Were therepolicies that had to be
rewritten from scratch.
Absolutely Many governancedocuments, for example, just

(02:57):
didn't align anymore.
They were input focused anddidn't account for leadership,
accountability or riskmanagement in an outcome-based
world.
Past audit outcomes and clientfeedback played a huge role in
shaping the new documents wecreated.
We didn't want to replicate oldmistakes or miss common blind

(03:19):
spots.
We carefully reviewed pastnon-compliances and recurring
client questions to buildstronger, more practical
policies.
One of the biggest challenges tocompliance is moving beyond
paper, making sure policies arenot just written well, but
actively used.

(03:39):
To do this, we design documentsthat integrated directly into
the RTO's everyday workflows.
For example, procedures nowinclude checkpoints for
self-assurance, not justinstructions.
We've also used systems likeUnicorn and our upcoming Comply

(04:00):
Hub to embed policies intooperational tools.
So staff aren't flippingthrough manuals, they're guided
step by step through the system,step-by-step through the system
.
And when it comes tocontextualisation, we paid close
attention to each client'slearner, cohort, delivery modes
and training locations.

(04:20):
Our CRICOS providers need verydifferent policy nuances than a
domestic-only RTO, and wereflect that in every template
and customisation.
Policies are just the tip ofthe iceberg.
We've developed a whole suiteof supporting tools to help RTOs

(04:42):
operationalise compliance,including checklists for
trainers and assessors, riskassessment templates, continuous
improvement logs,self-assurance checklists,
assessment, validation tools.
Of these, I think self-assuranceframeworks will be the biggest
game changers under the newstandards.

(05:03):
They shift the mindset fromreactive fixes to proactive
monitoring, which is exactlywhat ASQA expects, to proactive
monitoring, which is exactlywhat ASQA expects.
Where are RTOs most at risk ifthey don't update their
documentation before 1 July?
I'd say two big areasgovernance, accountability and

(05:24):
pre-validation processes.
These are often assumed to becovered, but under the new
standards, the bar is higher.
You need clear evidence ofleadership, oversight and robust
assessment validation beforedelivery.
Common blind spots includeoutdated trainer matrices that

(05:47):
don't align to the newcredential policy, credit
transfer processes that fail tomeet the consistency
requirements and learner supportframeworks that ignore
diversity and inclusion beyondsurface level statements as a
fit and proper person and CRICOSspecific requirements.

(06:08):
I anticipate ASQA taking a moreevidence-based, outcome-focused
approach.
It won't be enough to justdeclare compliance.
You'll need to prove it withactive, documented systems.
If you're feeling overwhelmed bythis update, here's my best

(06:29):
advice Break it down, start withgap analysis, prioritise the
highest risk areas and build atimeline.
You don't need to tackleeverything at once, but you do
need to have a clear plan.
To me, a strong complianceculture in 2025 looks like this.

(06:50):
Everyone on the teamunderstands why compliance
matters.
Policies are integrated intodaily practice, not just filed
away.
Continuous improvement is notan afterthought.
It's baked into theorganisation's DNA.
And what excites me most, thepotential for these standards to

(07:19):
raise the bar across the sector.
We have an opportunity to notjust meet minimum requirements,
but deliver truly excellent,learner-focused outcomes that
strengthen the reputation ofvocational education in
Australia.
Thank you for joining me todayin this deep dive episode on how
we're transforming compliancefrom a box tick into a business

(07:42):
driver.
If you're feeling stuck or needsupport, reach out.
This is a journey you don'thave to take alone.
If you found today's episodevaluable, please subscribe,
leave a review and share it withyour network.
And don't forget to check outComplyHubai Vivasity's

(08:02):
AI-powered compliance managementsystem, designed to help RTOs
stay ahead of the curve.
Visit our website to learn more.
Stay compliant and keepthriving.