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Statement 2: Categories of Documents

The VRQA creates a large number of documents and records in the course of its work. Records are stored electronically and in hard copy formats. The VRQA has developed a Records Management Framework and VRQA Recordkeeping Policy.

The broad types of documents held by the VRQA relate to:

  • policy and procedures
  • correspondence
  • memoranda of understanding
  • registers (please note the register of home schooled children is not available to the public)
  • authorised officer reports

Schools/senior secondary

  • review reports, report review sheets, working papers (please note that review working papers are internal working documents for the purposes of the FOI Act and are not for public release)
  • applications from schools covering initial registration, amendment to registration, exemptions
  • applications for registration to deliver  an accredited senior secondary course and registered senior secondary qualifications covering initial registration, renewal of registration (where applicable)
  • applications for registration as an awarding body and renewal of registration

Apprenticeships and traineeships

  • apprenticeship/traineeship planning visit records, review and advisory records
  • applications for approval to employ a person under a training contract (please note that these applications contain personal information and are not available for public release)

Vocation Education and Training (VET)

  • applications from registered training organisations covering initial registration, renewal of registration, extension of scope and payments
  • audit reports, report review sheets, working papers (please note that audit working papers are internal working documents for the purpose of the FOI Act and are not for public release)

Courses and qualifications

  • applications for course accreditation and renewal of registration
  • course documentation  including application to register a course or qualification

Complaints

  • case files eg in respect of complaints (please note that these applications contain personal information and are not available for public release)

Home schooling

  • applications for registration, cancellation of registration (please note that these applications contain personal information and are not available for public release)

Student exchange programs

  • applications for approval to operate a student exchange program including renewal of approval (please note that these applications contain personal information and are not available for public release)

Corporate and governance

  • budget and finance reports of the VRQA
  • delegations
  • ministerial directions, letter of instruction, instruments of delegation and associated schedules
  • briefing papers to ministers, memorandum to senior executives, background papers
  • meeting agendas, agenda papers and confirmed minutes
  • VRQA Board, committee and subcommittee agendas, papers and minutes dating from 2007 to the present are not generally available and are subject to specific requests and applied exemptions, consistent with FOI provisions.

The VRQA website can be searched for a wide range of information about the VRQA and its functions.