Code of Conduct
Administration and Management of Participant's Records.
Hospitality Training Australia has effective administrative and records management procedures in place.
Hospitality Training Australia has:
- secure storage, including backup of electronic records
- retention of Participant results for a period of 30 years
- retention, archiving, retrieval and transfer of all other records consistent with contractual and legal requirements and the requirements of the registering body
- compliance with external reporting requirements (for example the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS))
- safeguarding confidential information
- ensuring that information about a client is not disclosed to a third party without the written consent of the client
- access by clients to their personal records by request in writing within 21 days.
With these principles forming the basis for action, the objectives are:
- Security of Participant Records:
Working files for trainees and apprentices are held by trainer/assessors while the Participant is active. Trainers keep these files in their possession until the Participant withdraws or completes their program.
A management file is also maintained at head office and are kept in locked filling cabinets, until ready for archiving.
Documents and records to be archived are sent into storage. The storage site has been chosen for its, secure and dry environment and systems for document access management.
- Retention of Participant Records:
Electronic Records – ICare:
Retention: Electronic data is maintained on a regular basis. All data is backed up onto CD Rom at the end of each week.
- Paperbased Records:
Retention: All paperwork relating to the delivery and assessment of individual Participant’s will be kept on file for up to one year at the offices of HTA, then archived off site. Hardcopies of the paperwork will be kept by HTA for seven years.
- Archiving & Retrieval of Participant Records & Results:
Electronic Records – ICare:
Archiving: A procedure for archiving electronic data will be created in 2003 when the Participant data system is changed. At this stage there has been no need to archive electronic Participant records. HTA will keep in line with government requirements to maintain records for a period of 30 years.
Retrieval: The choice of which system HTA will use in place of ICare will include an option for efficient retrieval of electronic records.
Paperbased Records:
Retention: All paperwork relating to the delivery and assessment of individual Participant’s will be kept on file for up to one year at the offices of HTA, then archived off site. Hardcopies of the paperwork will be kept by HTA for seven years.
Archiving: A record of all documents archived, including destroy by dates is maintained by HTA.
Retrival: Should HTA be required to retrieve any of the documents this can be done simply by faxing or emailing the requirements to the storage facility and requesting the file to be delivered to HTA. The document can then be returned and stored in the same place.
HTA will ensure retention, archiving, retrieval and transfer of all other records consistent with contractual and legal requirements and the requirements of the registering body:
- Compliance with External Reporting Requirements:
HTA will ensure that its Participant information database will always be capable of producing the AVETMIS report due in January each year. And that the supplier of the system selected will provide upgrades for the system to ensure the data collected for any given period complies with government requirements. - Safeguarding Confidential Information:
Confidential information relating to individual trainees and apprentices will be kept secure on their files whilst active through out their program, filed and stored as described above. Any documents which need to be destroyed will be shredded. Under no circumstances will documents be disposed of in rubbish bins or in recycling bins when they are intact. - Third Party Disclosure:
Trainees and Apprentices are advised that information in their records will be kept secure at all times. That only that information which is required to be provided to the government will be provided in the AVETMIS report. A separate policy and form exist to provide HTA permission to use names and personal information in HTA marketing activities. - Access to Personal Records:
Trainees and Apprentices have the right to access their personal files. Whilst active they are able to ask their Trainer/Mentor for access to their file. They may contact HTA to request access to their file at any time. This is referred to in their Trainee Information Kit, and a form is provided which allows them to write in for information.
