Conducting Surveys in RTO KnowHow

Stakeholder feedback and ways to enhance your RTO compliance, quality & continuous improvement processes

Presented by Emily Hodge

Special Projects Officer

RTO KnowHow

support@rtoknowhow.com.au

Ph: 1300 676 870

Contents:• Sources of Formal Feedback for RTOs• Benefits of using RTO KH to gather Feedback• Ways to Conduct a Survey in RTO KnowHow• How to analyse, present and follow up on

survey outcomes• Pause for Q&A if needed• Gathering feedback in relation to VQF & AQTF

requirements:

• Your questions and answers

Training & Assessment Quality Indicators Trainer/Assessor Feedback Other Employee Feedback Other Learner Feedback Other Employer Feedback Moderation and Validation

Benefits of using RTO KnowHow to conduct surveys

• Staff will be notified when they login• Access survey from anywhere• Manage from within your existing quality

management/student management system• Brand your survey seamlessly• All responses are automatically collated• Schedule your email invitation• Copy existing surveys to create versions for various

groups• Use contact data already associated with staff/student

records and contacts/companies that you work with• Import email addresses• Import contacts/companies from CSV

Sources of Formal Feedback for RTOs

• Trainers/Assessors• Learners• Employers and Workplace Supervisors• Industry• Graduates• Complaints and Appeals• Quality Indicator Data• Moderation and Validation

Ways to conduct a survey1. Send email invitation using contact data

in your system

2. Embed URL link on your website, social media, in your documents (ie. Moderation and validation tools)

http://www.rtoknowhow.com.au/RTOSurvey.aspx?survey=49FF47

3. Print and collect paper based responses and enter each individual one to see it automatically collated

4. Click the ‘Add response’ button in a live situation such as meeting, classroom, phone discussion etc. to input data into the system straight away.

5. Your staff or other RTO KnowHow users (ie. Stakeholders with system access) can follow their system notification to open the survey.

1. Review report called ‘respondents’ - during survey to check response rate and follow up if required.

2. Review response reports – after/during survey to check statistical outcomes, comments and feedback.

3. Analyse the outcome using the review function 4. Attach report to register record if related to:

• Continuous improvement• Feedback• Moderation & Validation• Industry Consultation

(Register records are summarised in related reports)5. Create a copy of current survey with changes for next release if

required.

How to analyse, present and follow up on survey

outcomes

Pause for Q&A• Before we continue are there any questions so

far? (type Q to speak a question or type your question into the chat bar)

• The next section is really about how to gather feedback to demonstrate compliance with RTO standards. This may not be relevant to everyone if compliance is not part of your role.

• Does anyone want or need to leave now? Please

type Y if this is you.

Good Work!

Have a quick stretch so we can keep going.

Gathering feedback some survey

suggestions in relation to VQF &

AQTF requirements

Training & AssessmentVQF AQTF Aim Scope of

surveyRespondents

SNRs 4.1, 4.2, 4.3, 4.5

SNRs 15.1, 15.2, 15.3, 15.5

1.1, 1.2, 1.3, 1.5

• Continuous Improvement

• Feedback/Validation (trainer/assessors)

• Demonstrate strategy for collecting and analysing data

• Strategies for assessment

• Suitability of equipment and resources

• Stakeholders – employers and other industry bodies, professionals etc.

• Training and Assessment staff

Quality IndicatorsVQF AQTF Aim Scope of survey Respondents

Data Provision Requirements

• Learner Surveys

• Employer Surveys Commencements and Completions

• Submit data yearly for Quality Indicators 1&2

• Ensure submitted data is trending upward

• Learner Engagement

• Employer Satisfaction

• All learners and employers

Trainer/Assessor FeedbackVQF AQTF Aim Scope of survey Respondents7.118.1

Condition 1 Management collecting feedback from trainers

• End of a program or at a regular point i.e. Before management reviews or meetings

Trainers/Assessors

Other employee feedback VQF AQTF Aim Scope of survey Respondents6.1, 17.1 3.1 Improvements in management

systems• Feedback on

management systems

All staff responsible for VET

NA NA Review of general business/employee experience (best practise)

Employee satisfaction, induction feedback, exit interviews, appraisals etc.

All staff

Other learner feedbackVQF AQTF Aim Scope of

surveyRespondents

5.1, 5.216.1, 16.2

2.1, 2.2 • Collecting information about experience, enrolment, establishing and meeting student needs

• Post completion outcomes

• Student engagement

• Learning outcomes

• Improvement opportunities

• Newly enrolled students

• Students at midway point

• Student exit surveys

• Graduates

Other employer feedbackVQF AQTF Aim Scope of

surveyRespondents

5.4, 16.4 2.4 • Workplace experience of hosting/supporting students or traineeships.

• Suitability of 3rd party reports.

• Feedback on workplace based arrangements.

• All workplace supervisors, host employers.

Moderation and Validation VQF AQTF Aim Scope of survey Respondents4.5, 15.5 1.5 Improve the quality of

training resourcesTraining & Assessment material for individual units of competency

Trainers and Assessors

Questions?

Please type Q into your chat bar to have your mic turned on or simply

type your question if you would prefer not to speak

Thanks for Coming

Feedback? Please complete 5 min survey (click or copy) from chat bar:

http://www.rtoknowhow.com.au/RTOSurvey.aspx?survey=49FA43

Slides and recording will be sent via email