Validation in RTOs: Getting the Validator Role Right
Validation in RTOs: Getting the Validator Role Right
Introduction:
Validation is no longer just a box-ticking exercise. Under the new Standards for RTOs commencing 1 July 2025, validation has been elevated to a frontline compliance priority. The question for every RTO leader is clear: are your validators truly qualified, and is your validation system future-proof?
The Auditor’s First Question
“Who validated your assessments, and were they qualified to do so?”
If you can’t answer that with confidence - backed by clear evidence - you’re already on the back foot. Because under the 2025 Standards, it’s not enough to show that validation occurred. You need to prove that it was carried out by the right people, with the right credentials, and for the right reasons.
Validators: Who Can Validate?
Under the Credential Policy, at least one validator in the team must hold one of the following:
Certificate IV in Training & Assessment (TAE40122/40116/40110)
Assessor Skill Set (TAESS00001, 00011, 00019 or successors)
TAESS00024 VET Delivered to School Students Teacher Enhancement Skill Set
A diploma or higher-level qualification in adult education or VET
Secondary teaching qualification + assessor skill set
But credentials alone aren’t enough. Validators must also collectively bring:
Industry competence relevant to the training product.
Current knowledge of industry practices.
Practical understanding of assessment aligned with the Principles of Assessment and Rules of Evidence.
Translation? Validators must bring both pedagogical credibility and industry authenticity.
Validation: What Must Be Validated and When?
Validation is not a one-off event - it’s a cycle that starts before students ever see an assessment tool.
Pre-implementation validation: Before an assessment tool is used, it must be reviewed to ensure it aligns with the training product and complies with the Principles of Assessment and Rules of Evidence. Without pre-implementation validation, you can’t be confident that your assessment results are compliant - which puts all your issued qualifications at risk.
Ongoing validation: Every training product on scope must be validated at least once every five years - or sooner if there are risks to quality, changes to the training product, or industry/learner feedback that signals problems.
This means validation is both a preventive measure (pre-use) and a quality assurance safeguard (post-use).
Note: RTOs delivering TAE qualifications have additional rules - including first cohort validation and higher-level credential requirements for validators. TAE validators must also be independent of the RTO.
The Risk-Based Approach
Validation can’t be random or perfunctory. The 2025 Outcome Standards demand a risk-based validation strategy:
Higher-risk qualifications (think high regulatory impact, industry licences, safety implications) should be validated more often earlier within the 5-year plan.
Samples should be large enough to genuinely test consistency of assessment judgements.
Outcomes must feed back into system improvement - validation isn’t finished until changes are embedded.
Compliance and Consequences
The Compliance Standards back this up with record-keeping and accountability measures: RTOs must hold accurate, transparent records of all assessments and validation outcomes.
Auditors will be looking not only at whether validation occurred, but whether it was conducted by the right people and whether it drove measurable improvement.
Failure here doesn’t just risk non-compliance notices. It undermines confidence in your graduates - and in your brand.
Making Validation Work for You
So how do you turn validation from a compliance headache into a quality assurance win?
Map Your Validators: Audit your current staff against the Credential Policy. Who meets the bar? Who needs upskilling?
Build Diverse Panels: Mix assessment specialists with current industry representatives. That balance satisfies compliance and boosts credibility.
Document Relentlessly: Show not just what was validated, but how the findings informed change. Auditors love a paper trail of improvement.
Plan Ahead: Don’t wait five years. Integrate validation into your continuous improvement cycle. Smaller, regular validations = fewer surprises.
Why Validation Matters Beyond Compliance
Think of validation as more than a compliance requirement. It is:
A safeguard for students – ensuring graduates actually hold the skills they claim.
A promise to industry – that competency is real, not just paperwork.
A shield for your RTO – against sanctions, reputational damage, and even deregistration.
When validation is weak, the entire system is vulnerable. When validation is strong, it’s the ultimate proof that your RTO delivers quality outcomes.
The Power Takeaway
No credential, no validation. No validation, no compliance.
Get this right, and you don’t just satisfy ASQA. You strengthen trust in your students, your industry, and your RTO’s future.
The Bottom Line
Validation isn’t just a regulatory hoop - it’s the heartbeat of quality assurance in VET. Done right, it protects students, industry, and your RTO’s reputation.
The RTOs that thrive under the 2025 Standards will be those that:
Engage validators who are both credentialled and industry-current.
Treat validation as a strategic, risk-based process.
Embed pre-implementation and five-year validation into their cycle.
Use outcomes to refine and strengthen assessment systems.
Authenticity isn’t a buzzword. It’s compliance. It’s quality. It’s trust.
Action Step for RTO Managers
Review your current validation panel today. Do your validators meet the Credential Policy requirements? Does your plan reflect a risk-based validation strategy, including pre-implementation and five-year validation? If not, now is the time to re-set.
