Contact Record TEMPLATE

The CWTS Contact Record Template is a fully editable, rebrand-ready template aligned to the Standards for RTOs 2025. Designed for RTO trainers, assessors, and administrators responsible for maintaining evidence of student contact during independent self-paced and workplace-based learning and assessment activities, it provides a structured framework for documenting every substantive interaction with students who are not attending class-based training, ensuring that your RTO can demonstrate it maintained the level of engagement and support its delivery model required throughout the training period.
 
Contact records are among the most important evidence documents your RTO produces for students in self-paced and workplace delivery modes, and among the most commonly found to be inadequate during audit. When a student is not attending a physical training environment, the contact record is often the primary evidence that training was actually occurring, that your RTO was monitoring the student's progress, and that support was offered and provided when needed. Without consistent, documented contact records, your RTO cannot demonstrate that its delivery practice matched what was committed to in the Training and Assessment Strategy, that students at risk were identified and responded to, or that the volume of learning obligations for each unit of competency were met.
 
This template provides a consistent, auditable framework for recording student contact across all self-paced and workplace delivery contexts your RTO uses. It aligns to clause 1.1 of the Standards for RTOs 2025 and was developed in conjunction with the Delivery of Training Policy Procedure. It includes the following:
 
Student identification and unit of competency enrolment fields
Contact date, method, and duration recording section
Discussion summary and progress update fields
Support needs identified and actions taken recording section
Follow up requirements and scheduled next contact fields
Trainer or assessor sign-off fields for audit trail purposes
 
View more from our New RTO Quality Management System.