The terms that apply to users, administrators and organisations accessing the CAQA SMS platform.
These Platform Terms apply to users, administrators and organisations that access CAQA SMS software, portals, dashboards, online systems or hosted environments. Users must keep account details secure, use the platform lawfully, protect confidential information, avoid unauthorised access and comply with any administrator, subscription or acceptable-use requirements.
CAQA SMS is the student management platform offered by CAQA Groups and Career Calling International Pty Ltd (ABN 53 162 651 238). This website describes the platform for registered training organisations, CRICOS and ELICOS colleges, higher education providers, TAFEs and other education organisations, and for the administrators, compliance managers, trainers and student-support staff who rely on a student management system every day. Access to the platform itself is granted under a written subscription agreement between CAQA and the subscribing organisation. If anything on this page is inconsistent with a signed agreement, the signed agreement prevails for that organisation.
Platform access is provided through named user accounts with role-based permissions. Each subscribing organisation nominates one or more administrators who control which staff members can view or edit enrolment records, results, funding data, timetables and reports. Users must keep usernames, passwords and any multi-factor credentials confidential, must not share accounts, and must tell us promptly if they suspect an account has been compromised. We may suspend an account where we reasonably believe suspension is necessary to protect student data, other users or the platform itself.
Administrators are responsible for provisioning and deactivating user accounts as staff join and leave, setting permissions that reflect each person’s role, configuring reporting settings for their organisation, approving integrations and maintaining the organisation-level settings the platform relies on. We recommend administrators review user lists and permission levels regularly, particularly before reporting deadlines and audits.
The subscribing organisation remains responsible for the lawful collection, accuracy, currency and completeness of the student records it enters into or imports into CAQA SMS. The platform provides validation checks, prompts and compliance guardrails, but these tools support, and do not replace, the organisation’s own obligations under the Standards for RTOs, CRICOS requirements, funding contracts and privacy law.
CAQA SMS supports AVETMISS-aligned data capture, validation and export, together with state and Commonwealth reporting formats configured for each organisation. We assist with reporting configuration and can help investigate validation errors, but the organisation remains responsible for reviewing its own data, authorising submissions and meeting its reporting deadlines with NCVER, state training authorities, regulators and funding bodies.
Platform data is backed up on a scheduled cycle and we maintain recovery processes designed to restore service after an incident. Planned maintenance is carried out, where practicable, outside Australian business hours and is notified in advance. The platform is provided as a hosted online service and, like any online service, may occasionally be affected by outages, upstream provider issues or emergency maintenance.
The platform can connect with learning management systems, learner and trainer portals, finance systems and other third-party services. Integrations depend on the third party’s own availability, terms and data formats, which we do not control. Organisations should review the terms of any third-party service before enabling an integration and remain responsible for the data they authorise to flow between systems.
No payments are taken through this website. There is no online checkout, shopping cart or stored payment facility on the CAQA SMS site. Subscriptions, implementation services and fees are quoted and agreed in writing and invoiced under the subscription agreement. Our Subscription Terms explain billing, renewal, suspension and cancellation in detail.
Content on this website, and guidance provided through platform support, is general product and service information. It is not legal or regulatory advice and does not replace advice tailored to your registration, funding contracts or regulatory circumstances. Registration, audit, funding and accreditation decisions remain with ASQA, TEQSA, state regulators and funding bodies and cannot be guaranteed by any software tool.
Questions about this policy can be emailed to info@caqa.com.au, raised by phone on 1800 266 160, or submitted through our contact page. We respond to most enquiries within two business days.
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