Record of Conversation FORM
The CWTS Record of Conversation is a fully editable, rebrand-ready form aligned to the Standards for RTOs 2025. Designed for RTO trainers, assessors, and administrators responsible for conducting and documenting student contact, support interviews, and enrolment discussions, it provides a structured framework for recording the details of conversations with students about their progress, support needs, enrolment circumstances, and any concerns or issues raised during their training journey.
Student contact records are among the most frequently requested evidence items during an ASQA audit, and among the most commonly found to be inadequate. Your RTO's obligation to monitor student progress, identify students at risk, and respond with appropriate support is only demonstrable through documented evidence of the conversations that took place, the concerns that were raised, the actions that were agreed, and the outcomes that followed. A verbal conversation that is not recorded provides no audit trail and no protection if a student later disputes what was discussed or what support was offered. For students in workplace-based or self-paced delivery modes, documented contact records are particularly critical, as they are often the primary evidence that your RTO maintained the required level of engagement throughout the training period.
This form provides a consistent, auditable process for recording student contact and support conversations across all delivery modes your RTO uses. It aligns to clauses 2.3, 2.4, and 2.5 of the Standards for RTOs 2025 and was developed in conjunction with the Student Support Policy Procedure. It includes the following:
- Student identification and enrolment details fields
- Conversation date, format, and participant recording section
- Discussion summary and key points raised fields
- Support needs identified and actions agreed recording section
- Follow up requirements and timeframe fields
- Staff member signature and date fields for audit trail purposes
File Format:
Word documents - fully editable and customisable to your brand.
Aligns to the Standards for RTOs 2025.
