1. Purpose

This policy provides guidance on managing assessment conditions that explicitly require physical presence or face-to-face interaction between the candidate and another person (client, colleague, participant, etc.). It ensures IAP maintains the integrity of nationally recognised training products while supporting students to meet these mandatory requirements.

2. Scope

This policy applies to:

• All IAP units of competency where assessment conditions explicitly specify physical presence requirements

• All trainers and assessors conducting such assessments

• All students enrolled in units with physical presence requirements

• Student support staff assisting students with these assessments

3. Policy Statement

IAP acknowledges that some units of competency include mandatory assessment conditions requiring the candidate and another person to be physically present in the same location. These requirements reflect essential industry competencies and cannot be substituted with online or remote alternatives without compromising the integrity of the training product.

Where training package or unit assessment conditions explicitly require physical presence, IAP will not approve alternative assessment methods such as video conferencing (Zoom, Teams, etc.) as substitutes for physical presence, as such adjustments may result in assessment of different competencies than those specified in the training package.

IAP is committed to supporting all students to meet physical presence requirements through practical assistance, flexible arrangements, and creative problem-solving within the boundaries of training package compliance.

4. Definitions

Physical Presence Requirements: Assessment conditions that explicitly state the candidate and another person must be physically present in the same location/room during assessment. Common wording includes:

• "physically present in the same room"

• "face-to-face situations where candidate and [client/colleague] are physically present"

• "in-person interaction"

• "candidate and [other person] must be co-located"

Assessment Conditions: Mandatory requirements specified in the unit of competency that define how assessment must be conducted to ensure valid judgement of competency.

5. Identifying Units with Physical Presence Requirements

5.1 Assessor Responsibility

Before delivering any unit, assessors must:

1. Review the assessment conditions on training.gov.au

2. Identify whether physical presence is explicitly required

3. Plan assessment strategies that accommodate this requirement

4. Brief students on the requirement during unit orientation

5.2 Common Units with Physical Presence Requirements

Examples include (but are not limited to):

• CHCCSL001 - Establish and confirm the counselling relationship

• CHCCSL002 - Apply specialist interpersonal and counselling interview skills

• CHCCSL003

• CHCCSL004 - Research and apply personality theory

• CHCCSL005

• CHCCSL006

• Other counselling, coaching, and interpersonal skills units

This list should be reviewed when new units are added to IAP's scope of registration.

6. What is NOT Acceptable as an Alternative

For units with explicit physical presence requirements, IAP will NOT approve:

❌ Video conferencing (Zoom, Teams, Skype, etc.)
❌ Telephone-based assessment
❌ Email or written correspondence
❌ Any other remote or virtual assessment method
❌ Pre-recorded videos
❌ Virtual reality or simulated environments (unless specifically approved in assessment conditions)

Rationale: These alternatives assess different competencies (telehealth, remote communication) rather than the face-to-face interpersonal skills specified in the unit requirements.

7. Support Strategies IAP Will Provide

7.1 During Pre-Enrolment

Student Support will:

• Clearly communicate physical presence requirements for relevant units

• Discuss the student's capacity to access appropriate people for assessment

• Explain what support IAP can provide

• Identify potential barriers early

• Recommend alternative training pathways if requirements cannot be met

7.2 During Training and Assessment

IAP will provide:

Extended Timeframes

• Flexible assessment scheduling to allow time for students to arrange suitable participants

• Reasonable extensions where students are making genuine efforts

• Option to complete other units first while arranging physical presence requirements

Connection to Potential Participants

• Facilitation of connections with fellow students (where appropriate)

• Links to community organisations and volunteer groups

• Access to professional networks and industry contacts

Practical Guidance

• Suggestions for appropriate people to approach

• Briefing materials for participants

Support with ethical and privacy considerations

7.3 Creative Solutions Within Compliance

Assessors are encouraged to be creative within the boundaries of assessment conditions:

✅ Acceptable Variations (where not contradicting assessment conditions):

• Using fellow students as clients/participants (where appropriate)

• IAP staff or volunteers as simulated clients

• Community group members

• Family members (where appropriate to the context)

• Colleagues from student's workplace

• Multiple shorter assessment sessions

• Assessment outside standard hours

• Assessment at student's workplace (where suitable)

8. Process When Student Reports Difficulty

8.1 Initial Response

When a student indicates they cannot arrange physical presence, the assessor must:

1. Understand the specific barrier

   • What efforts have been made?

   • What specific challenge exists?

   • What resources has the student accessed?

2. Document thoroughly

   • Student's attempts to date

   • People/organisations approached

   • Reasons for unsuccessful attempts

   • Timeline of efforts

3. Problem-solve collaboratively

   • Review all potential participants

   • Consider timing alternatives

   • Explore IAP resources

   • Connect with student support services

8.2 Graduated Support Approach

Stage 1: Student-Led Solutions (Weeks 1-2)

• Student approaches personal networks

• Assessor/Support provides guidance and templates

• Student documents attempts

Stage 2: IAP-Facilitated Solutions (Weeks 3-4)

• Student Support assists with connections

• IAP facilitates access to volunteers/community groups

• Consider use of simulated workplace participants

• Explore workplace-based assessment options

Stage 3: Assessment Planning Review (Week 5+)

• Review Recognition of Prior Learning (RPL) options

• Consider deferral with extended timeline

• Evaluate whether completion of other units first would help

• Document all attempts and decisions

8.3 Documentation Required

All cases must be documented in the student's file including:

• Initial discussion and barrier identification

• Support strategies provided

• Student's efforts and outcomes

• IAP's facilitation attempts

• Final outcome and assessment plan

• Communications with student

9. Alternative Pathways

9.1 Recognition of Prior Learning (RPL)

If a student has substantial workplace experience demonstrating the competency through face-to-face practice:

• Consider RPL assessment instead

• Gather evidence from authentic workplace performance

• Ensure evidence demonstrates physical presence competency

• Follow IAP's RPL Policy and procedures

9.2 Extended Timelines

• Negotiate realistic extended timeframe

• Set milestone check-ins

• Maintain regular communication

• Document extension approval

9.3 Deferral

• Option to complete other units first

• Return to challenging unit when circumstances change

• Maintain enrolment status

• Follow IAP's deferral procedures

9.4 Alternative Training Pathways

If physical presence requirements cannot be met:

• Discuss alternative qualifications that may be suitable

• Provide career counselling

• Support transition to appropriate program

• Ensure transparent communication

10. When All Options Are Exhausted

In rare circumstances where all alternatives have been genuinely exhausted and thoroughly documented:

1. Do NOT default to online assessment

2. Do escalate to Compliance Manager

3. Consider seeking regulator guidance

4. Evaluate whether the student can realistically complete the unit

5. Communicate honestly with the student about options
   

Any deviation from physical presence requirements must:

• Be supported by legal/compliance advice

• Be approved by Chief Executive Officer

• Be fully documented with comprehensive rationale

• Be prepared for regulatory scrutiny at audit

Note: Such circumstances should be extremely rare. If patterns emerge of multiple students unable to meet requirements, this indicates a need for review of recruitment, pre-enrolment processes, or training design.

11. Responsibilities

11.1 Trainers and Assessors

• Identify physical presence requirements in units

• Communicate requirements clearly to students

• Provide practical support and guidance

• Document student efforts and IAP support

• Maintain assessment integrity

• Escalate unresolved cases
  
  11.2 Student Support Team

• Discuss requirements during pre-enrolment

• Connect students with resources

• Facilitate participant recruitment

• Coordinate access to IAP facilities

• Monitor at-risk students
  
  11.3 Compliance Manager

• Maintain list of units with physical presence requirements

• Provide guidance on assessment conditions interpretation

• Review escalated cases

• Ensure documentation meets audit standards

• Seek regulator guidance when necessary
  
  11.4 Chief Executive Officer

• Final approval for any exceptional circumstances

• Ensure policy compliance across IAP

• Oversee regulatory relationships
  
  12. Quality Assurance and Monitoring

IAP will monitor:

• Number of students reporting difficulty with physical presence requirements

• Effectiveness of support strategies

• Success rates in meeting requirements

• Documentation quality

• Assessment integrity maintenance
  
  Annual review will evaluate:

• Whether pre-enrolment information is adequate

• Whether support strategies are effective

• Whether patterns indicate systemic issues

• Whether policy updates are needed
  
  13. Related Policies and Documents

• Assessment Policy

• Recognition of Prior Learning (RPL) Policy

• Student Support Policy

• Reasonable Adjustments for Assessments Policy

• Standards for RTOs 2025

• Relevant training.gov.au unit pages
  
  14. Review

This policy will be reviewed:

• Annually, or

• Following changes to the Standards for RTOs, or

• Following regulatory feedback or audit findings, or

• When patterns indicate policy effectiveness issues

Policy Owner: Compliance Manager
Approved by: Chief Executive Officer
Date of Approval: [To be completed]
Next Review Date: [To be completed]
Version: 1.0

Appendix A: Quick Reference for Assessors

Step-by-Step Response to "I can't get someone physically present"

1. Clarify and Document (Same day)

• What have you tried?

• Who have you approached?

• What's the specific barrier?

• Document their response

2. Provide Guidance (Week 1)

• Suggest appropriate people to approach

• Provide recruitment templates

• Explain what makes a suitable participant

• Set timeline for student-led attempts

3. Check Progress (Week 2)

• Review student's efforts

• Identify obstacles

• Adjust approach if needed

4. Escalate to Student Support (Week 3)

• Request facilitation assistance

• Explore IAP resources

• Consider simulated workplace options

5. Explore Alternatives (Week 4+)

• RPL assessment

• Extended timeline

• Deferral

• Complete other units first

6. Escalate to Compliance (If unresolved)

• Comprehensive documentation required

• All alternatives attempted

• Student Support involvement confirmed

Common Suitable Participants

Depending on the unit context:

• Fellow IAP students

• Family members (where appropriate)

• Friends or colleagues

• Workplace colleagues

• Community group members

• Professional association contacts
  
  Red Flags Requiring Escalation

⚠️ Student has made no genuine efforts
⚠️ Student requests online assessment as first option
⚠️ Assessor unclear on assessment conditions
⚠️ Multiple students in same unit having same issue
⚠️ Pressure to compromise assessment integrity

Key Message to Students

"Physical presence is a mandatory requirement for this unit because it assesses your ability to work face-to-face with clients, which is essential for professional practice. We're here to help you meet this requirement through flexible scheduling, access to facilities, and connections to suitable participants. Let's work together to find a solution that maintains the quality of your qualification."