Training Operations Manual

24. ARCHIVING PAPERWORK

It is necessary for the evidence from all Surf Life Saving Queensland’s accredited and non-accredited awards to be kept filed/archived in accordance with ASQA (accredited awards) or SLSQ (non-accredited awards). These records are required to be kept and produced for audit purposes when necessary. They can also be used as supporting evidence in the case where a candidate is marked NYC or for Probationary TAFs. Please see below table which outlines our archiving requirements:

ITEM RESPONSIBILITY EVIDENCE TIME FRAME
Accredited Award Paperwork
(ie Bronze Medallion/ Certificate II in Public Safety, IRB courses, RWC, TAE and Beach Management courses including SRC courses post 01/07/2020) 		Surf Life Saving Queensland Original:
  • Training Course Report
  • Student Enrolment Forms
  • Assessment Result Forms
  • Assessment Portfolios
  • Surfguard Forms
 As per the requirements outlined by ASQA
Branches Copies (paperbased or electronic):
  • Training Course Report
  • Surfguard Forms (Enrolment, Attendance and Form 14)
 *Branches should investigate electronic storage solutions to keep these records indefinitely
Emergency Care Courses
(ART, First Aid and CPR)		 Surf Life Saving Queensland Original:
  • Student Registration Forms
  • Student Enrolment Forms
  • Assessment Portfolios
  • Surfguard Forms
 As per the requirements outlined by ASQA
Clubs and Branches Copies (paperbased or electronic):
  • Enrolment Form
    (Club/Branch information only)
 As deemed necessary by the Club
Non-accredited Award Paperwork#
(ie Observers, Marine Stinger, Gold Medallion, Surf Rescue Certificate*, Radio Operator Certificate* (*non-accredited/pre 01/07/2020) 		Clubs
  • Assessment Portfolio
 12 months #Paperwork must first be submitted to your Branch for processing. It will then be returned to the Club for archiving.
Vehicle Induction Paperwork Clubs
  • Assessment Portfolio
  • Code of Conduct/Driver Declarations
 Permanent Record
Trainer, Assessor, Facilitator (TAF) Awards Surf Life Saving Queensland
  • Form 14
  • Induction Checklist
 Permanent Record
Branches
  • Form 14
  • Induction Checklist
 Permanent Record
Skills Maintenance Attendance Sheet Clubs
  • Master Attendance Sheets
  • Theory Papers
  • Skills Assessment Cards
 Current season as well previous season
Branches
  • Master Attendance Sheets
  • Form 14s
 Current season as well previous season
Junior Competencies Clubs
  • Working Sheets
 12 Months
Branches
  • Working Sheets
  • Form 14
 12 Months
Junior Awards Clubs
  • Working Sheets
 12 Months
Branches
  • Working Sheets
  • Form 14
 12 Months

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