We Updated Our Policies… So We’re Compliant, Right?

In this thought-provoking episode, Angela Connell-Richards challenges the common assumption that simply updating your policies and procedures means your RTO is compliant. She explores the deeper truth behind the new Standards: implementation, understanding, and continuous review are what really matter now.

Key points discussed:
 ✅ Why policy updates alone won’t satisfy ASQA
 ✅ How to identify gaps between policy and practice
 ✅ The 4-question self-audit method to review your documentation
 ✅ How to embed policies into your team culture and systems

Angela shares actionable strategies and a real client case study that reveal how to shift from paper-based compliance to genuine self-assurance.

Listen now and download Angela’s free Policy Audit Checklist at Vivacity to make sure your documentation isn’t just updated—it’s effective.

Send us a text

 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 (00:02):
Welcome back, superheroes.
I'm Angela Connell-Richards,your host here at the RTO
Superhero Podcast, and if you'vebeen tuning in lately, you
already know we're deep in thecountdown to 1 July 2025, the
day the new standards for RTOsofficially come into force and
today we're not holding back.

(00:23):
This episode is all about thetop five mistakes RTOs are still
making.
You may have read my e-book onthe top five mistakes RTOs make.
Well, I might need to do a newone, even with just weeks to go,
and I'll be honest, thesearen't small slip-ups.

(00:44):
These are the kinds of issuesthat will land you in trouble at
audit, slow down youroperations and hurt your
learners.
The good news every single oneof these mistakes is fixable.
So, whether you're an RTO owner, compliance officer or trainer
trying to keep up with thechanges, this episode is your

(01:07):
checklist for getting auditready before 1 July.
Let's dive in Mistake number onetreating policy updates as a
one-off task.
All right, let's start withthis big one.
We've updated our policies.
We're compliant now right?
This is the number one mythdoing the rounds in RTO land.

(01:30):
Here's the truth Updating yourdocuments is only one step.
If your team hasn't read thenew versions, had training on
the changes, embedded them intotheir daily practice, then your
shiny new policies are just PDFssitting in a folder and, trust
me, asqa knows the differencebetween implementation and

(01:53):
surface-level compliance.
What to do instead?
Conduct a policy walkthroughwith each department.
Use scenario-based teamdiscussions to test
understanding.
Document your internal rolloutprocess yes, even if it's just a

(02:13):
staff meeting and email summary.
Remember, it's not about havingthe documents, it's about
living and breathing thosedocuments.
It's about living and breathingthose documents.
Mistake number two ignoringscope alignment with TAS gaps.

(02:34):
Next mistake, and this onecatches people by surprise.
I'm seeing a lot of RTOs updatetheir training and assessment
strategies without actuallymapping them to the new outcome
standards.
What do I mean by that?
Well, your TAS might stillreference outdated units,
include delivery modes you areno longer supporting, miss key

(02:55):
details required for the newstandards, like learner support
strategies or industryconsultation logs.
Worse still, some RTOs arepromoting qualifications not yet
approved on their scope ofregistration.
That's a fast track to an auditor, worse, an enforced scope
withdrawal.

(03:15):
What to do instead?
Review every TAS against yourcurrent traininggovau scope.
Cross-check assessment methods,delivery locations and trainer
qualifications.
Make sure you're capturinglearner support, rpl pathways
and resources.

(03:35):
Clearly, if you're using ourTAS audit tool.
Now's the time to revisit it.
Mistake number three marketingwithout compliance checks.
This one is sneaky and it'slanded many RTOs in hot water.
We just posted a course flyeron Instagram.

(03:56):
Should that be fine?
Right, yeah, maybe not.
Your marketing and youradvertising must be accurate.
Include your RTO code.
Avoid misleading outcomes.
For example, 100% job guaranteeis a no-no.
Properly using the NIT logoclearly stating any funding

(04:21):
eligibility or co-contributions.
Even one social media post orwebpage out of line can trigger
a complaint and ASQA does notrespond to this very well.
What to do instead?
Run a final marketing auditusing our free checklist.

(04:42):
Check your website, brochures,social channels and ad copy.
Brief your marketing team onwhat's allowed and what's not
under Standard 2.2.
Marketing is no longer justabout sales, it's compliance
visibility.
Mistake number fourunderestimating self-assurance.

(05:05):
Okay, this one is a mindsetissue more than anything.
So many RTOs are still viewingcompliance as a one-time task.
They think once the Julydeadline passes, it's business
as usual.
But here's the thingself-assurance is now embedded
within the standards.
That means you must regularlyreview your systems, use

(05:30):
evidence to drive improvement,actively engage your team in
continuous compliance, and ifASQA audits you in 2026 or 2027,
they will want to seehistorical evidence that you've
been doing this since 1 July.
What to do instead?
Set a monthly compliance reviewcycle now we call ours the

(05:55):
monthly Q&C meeting orcompliance quality and
compliance meeting.
Start a self-assurance registeror dashboard Record actions
taken from complaints, feedback,validations and PD Need help.
Grab our self-assurance dataguide.
It's free and it'll get you,helping you move quicker.

(06:21):
Mistake number five forgettingabout trainer and assessor
credentials.
Last, but definitely not least,is your trainer's files.
A lot of RTOs have focusedheavily on policies and
marketing but completely missedthe shift in credential
expectations under the newcredential policy.
That includes documentedmapping of trainer

(06:43):
qualifications to each unit ofcompetency, evidence of current
industry currency, ongoing PDtracking this is the major
change that has happened now andfor CRICOS or specialist areas,
evidence of cultural competenceand learner cohort training.
If your trainer files haven'tbeen reviewed since 2023 or

(07:08):
early 2024, or even further back, you're likely out of date.
What to do instead?
Conduct a credential audit thismonth.
Use a credentialisedspreadsheet or compliance
tracker.
Train your team on the newcredential policy and how to
self-record PD.

(07:28):
This one is a non-negotiableand you'll thank yourself later.
Recap on the five mistakes tofix before 1 July.
Let's do a recap.
You still have time to fix it.
Number one thinking policies,equal compliance.
Number two delivering orpromoting quals outside your

(07:52):
scope.
Three, using non-compliantmarketing.
Four failing to embedself-assurance.
Five, neglecting trainercredentials.
Fix these now and you're goingto be miles ahead of the RTOs

(08:14):
who scramble in July or, worse,wait for an audit.
Bonus tool get the free pre-Julyaudit health check.
To help you get sorted, I'vecreated a brand new tool the
30-day compliance health check.
It's designed to help you withquick implementation just 20 to
30 minutes per area.
Perfect for internal use or ateam meeting.

(08:37):
You can download it fromvivacitycomau or grab it in the
show notes.
You've got this.
The new standards aren't just adeadline.
They're an opportunity to cleanout your house, build culture
and create an RTO that you'reproud of.
Next week, we're diving intowhy waiting for an audit is no

(08:59):
longer a strategy and whatproactive RTOs are doing now to
stay in control.
Until then, stay compliant,stay confident and remember
you're not alone in this.
Vervacity is here to help.
Talk soon.