Video - Assigning and suspending competencies for Employers and Project Administrators



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Who determines the competencies required by a RIW cardholder to work in the rail industry?

Each Network Operator has consulted with internal and external subject matter experts to determine the competencies required by individuals to perform rail operator specific job roles on their Network.


The National Rail Industry Worker Governance Committee has also invited internal and external subject matter experts to assist in creating a national set of job roles. 


This provides industry with a cohesive national approach of what is required to work in the rail industry.


These competency requirements are detailed on the RIW website on the Network Operator Matrices page.


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What is the process for adding competencies to a RIW profile?

Competencies can be added to RIW cardholder profile in multiple ways, via the Employer Administrator for their company, uploading and sending for verification, directly from the Registered Training Organisation or after the completion of an E-Learning course.


If the training is completed through a Registered Training Organisation and they offer direct upload, they will assign the competency and upload the evidence directly, so no verification will be required. 


If the Employer Administrator assigns the competency and uploads the evidence, the competency will need to be verified by the RIW Service Desk. Standard verification occurs withing 2 business days, however Employer Administrators can elect and pay for fast track processing, which guarantees verification within 8 business hours.


In the instance a cardholder has completed a course via e-learning, the competency will be assigned to the RIW cardholders profile upon completion, and appear instantaneously as no verification is required.


Access Controllers can also assign a project, site or zone based competency to a cardholders profile, as long as the competency is awardable by Access Controllers.


Related articles:


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What is the maximum size for uploaded files and what format should they be in?

The maximum file size for file uploads, such as competency evidence etc. is 10mb.  Only files with *.jpg *.jpeg *.pdf and *.png extensions are permissible.


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What if the name on an RIW profile is different to the name on a certificate/qualification?

If the name on a certificate/qualification or any other documentation being used as evidence is different to the name on the RIW profile, a Statutory Declaration signed by an ‘authorised witness’ must be supplied and uploaded with the certificate/qualification evidence to confirm the name.


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How does a Premium Functionality Employer create an employer based competency?

Step 1

Go to https://app.riw.net.au and login using your credentials.


Step 2

Click on Employer Competencies under the Premium Features on the main dashboard.



Step 3

On the Employer Competencies screen, click on the Add button.




Step 4

Populate the fields to create a new employer competency, noting that a red asterisk (*) denotes a mandatory field. Read on for some further guidance about filling in the details before clicking save to complete.



Important notes

 

The employer competency name should include the company name as an identifier. For example, RIWCompany01 wants to create an induction competency and may choose to set the name as RIWCompany01 – Induction. 


As well as giving the competency a name, a unique code must also be assigned to each individual competency created to support the simple management of employer’s competencies. This can consist of letters and/or numbers, e.g. RIW01-Comp1.


Notes may also be added in the text box if required.


Next, select the Category that the competency will be associated with from the drop down list.



If the competency requires a cardholder to hold a specific medical level before it can be validated, select the appropriate medical level from the drop down list.



To make the competency awardable to cardholders, the Is Awardable checkbox must be ticked; otherwise the competency will not be available for selection when an Employer Administrator is awarding competencies. In the Start Date Awardable field, add the date from which the competency can be awarded. The End Date Awardable can also be added, but it is not mandatory. 


If the Always Award New checkbox is ticked and the competency has previously been awarded to the cardholder, when it is awarded again (re-certification) it will override the older instance with the most up-to-date expiry date rather than creating a new instance of the competency. If this box is left un-ticked, when it is awarded, the older instance will not be over-ridden but instead will be added as a separate record of the competency award.


Note: competencies can only have their expiry dates extended by re-certification if they are still current at the point the new competency is awarded. If the competency has already expired, it will be awarded as a new instance.


Should evidence be required to validate the competency, tick the Evidence Required checkbox? 


The Expiry field defines the rules under which the competency expires. It can be set to:

  • Does not expire;
  • Expire after set period (if selected, new fields/values can be defined – see below);
  • Specify expiry date when awarding the competency – the expiry date must be added manually at the point of award.


If the competency is set to Expire after set period, new fields will be displayed:



The Validity Period Unit allows the setting of the validity period in days or months. For example, if the competency has a validity of 2 weeks or 14 days, then select Days as the validity period unit and enter 14 in the Validity Period.


Should an assessment be required to validate the competency, tick the Assessment Required checkbox. 


Finally, choose who can assign the competency to the cardholder noting one of the following options:

  • All permitted user roles EXCLUDING Training Providers;
  • All permitted user roles INCLUDING only Nominated Training Providers;
  • Nominated Training Providers only.


Save the new competency record when the definition is complete. It will now be available to award, but only to cardholders employed by or associated with the company.


Note: Ensure the competency is defined correctly before making it awardable. Once the competency has been awarded to one or more individuals, the competency definition is partially locked so that only certain fields can be updated.


Competencies can only be deleted up to the point that they have been awarded to a cardholder.



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How are competencies displayed on the RIW card?

Competencies are not physically printed on the exterior of the Rail Industry Worker card.  


All job roles and competencies are stored electronically on the cardholders RIW profile in the RIW System.  The cardholders profile can be accessed and read on site by an authorised person, such as an Access Controller or Spot Checker.



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How does a company manage a rejected competency?

This article details how to manage a competency that has been rejected at the verifications stage, reasons for rejection and the remediation process.


Step 1

Go to https://app.riw.net.au and login using your employer administrator credentials.


Step 2

On the Main Dashboard, select Evidence Verifications under the Assessment & Verifications heading. Rejected verifications will be identified by a blue box notification next to the Evidence Verifications shortcut.



Step 3

The Pending Competencies to be Verified screen will display all employee pending verifications. To see any rejected verifications, select Rejected from the drop down menu and hit search.



Step 4

Highlight the rejected competency and select View Person.




Step 5

The cardholders profile will now display. Select either National Competencies or Network-Based Competencies on the left hand side menu. This will bring up the cardholders valid competencies. Select Show All to view the cardholders pending or rejected verifications.



Step 6

To view the notes relating to the rejected competency, select the icon next to Verification Rejected.




Step 7

This will display a pop-up with the rejected verification notes. The Verifications Team will provide a reason for the rejection and instructions on how to rectify the issue relating to the competency.



Step 8

Once the reason for the rejection has been addressed, re-award the competency which is at the top of the each competency screen on the left hand side menu of the cardholders profile. 

Fill in the fields with the competency name by starting to type in the competency field. This will provide a drop down list. Select the most appropriate competency (which may be the same as the rejected competency). Enter the Award Date then select Add.



Step 9

Upload the required competency evidence by clicking on Select files and following the prompts. Then choose Standard or Fast Track processing, noting that fast track costs $55 + GST for an 8 business hour turn around.  Click on the Add button once complete.



If Standard is selected, the pending verification will display next to the competency name in the cardholders profile. Generally standard competencies are processed within 48 business hours.



Step 10

If Fast Track was selected, the Shopping Basket will display for payment of the fast track fee.

Note: If multiple competencies are required to be fast tracked for the cardholder, continue to add competencies (up to 20) before finalising payment.


Step 11

Proceed to the Checkout for payment. 



Step 12

Once paid, a confirmation of the transaction will be displayed.



Common Rejection Reasons

Follow steps 1-7 above to navigate to the cardholders profile and review the rejection reason.


Incorrect award date or expiry date


Scenario: The award date entered in the RIW system is different to the award date on the evidence document provided, resulting in the rejection.

 

What to do now? For the verification to be approved on the next re-submission, complete the below steps:


Step 1

Once you have navigated to the cardholders profile and viewed the verification note, a new competency will need to be uploaded. This is due to the inability to change the award date selected in the previous upload.

Once the correct award date and evidence that addresses the reason for rejection is available, Award a New Competency. This option is at the top of the each competency category screen on the left hand side menu of the cardholders profile.



Step 2

Search for the competency by typing the name in the competency field. This display a drop down list. Select the correct competency (this will be the same as the rejected competency, unless specified in the rejection note). 

Enter the correct Award Date then click Add.



Step 3

Upload evidence by clicking on Select files.  Choose Standard or Fast Track processing, noting that fast track costs $55 + GST for an 8 business hour turn around.  Click on the Add button to complete.



Incorrect competency

Scenario: A Metro Contractor Safety Recertification (TTSA Renewal) was uploaded to the Qualified.MTM Safely Access the Rail Corridor competency. You have either:

 

  1. Uploaded the MCSR (TTSA Renewal) to the wrong competency, or
  2. Uploaded the incorrect evidence to the correct competency (if this is your option skip to 3. Incorrect Evidence)

 

What to do now? If the reason is option a), complete the below steps to gain approval on resubmission:


Step 1

Navigate to the cardholders profile to Award a New Competency, which is at the top of the each competency category screen on the left hand side menu of the cardholders profile.



Step 2

Search for the competency by typing the name in the competency field. This will provide you with a drop down list. Select the correct competency (this will NOT be the same as the rejected competency). 

Enter the correct Award Date and then click Add.



Step 3

Upload evidence by clicking on Select files.  Choose Standard or Fast Track processing, noting that fast track costs $55 + GST for an 8 business hour turn around.  Click on the Add button once complete.



Incorrect Evidence

Scenario 1: A cardholders HR Driver’s License was uploaded under a HC Driver’s License. The evidence uploaded does not match the business rule resulting in a rejection.

 

Scenario 2: Evidence has been uploaded in the wrong format i.e. screenshot from a cardholders phone of an email of competency completion. As this does not meet the requirements for the business rule, it resulted in rejection. 

 

Scenario 3: Evidence has been uploaded into a competency that requires specific Certifiers, however the evidence that was uploaded was not completed by one of the listed Certifiers. The evidence will be rejected as it does not match the business rule requirements.

 

What to do now? For the verification to be approved on the next re-submission, complete the below steps:


Step 1

Navigate to the relevant competency on the cardholders profile, select the evidence iconA box will pop up with a field to upload the new evidence.


Step 2

Attach the correct evidence. It is recommended that the new evidence name be something easily identifiable as the newest piece of evidence. i.e. date/evidence.pdf



Step 3

Once all the changes to the competency have been made, go back to the Pending Verifications tab on the home menu, select the rejected competency and click resubmit.



Incorrect name

Scenario 1: An evidence document for a competency was uploaded with the name John Jacobs, however the cardholder profile is Michael Smith.

 

Scenario 2: An evidence document for a competency was uploaded with the name John Jacobs, however the cardholders name is John James as he has legally changed his name since the completion of the evidence.

 

What to do now? For the verification to be approved on the next re-submission, complete the below steps:

 

NOTE: If the cardholder had a name change, a statutory declaration, marriage certificate or change of name certificate to demonstrate evidence of the name change will also need to be uploaded. 


Step 1

Navigate to the relevant competency on the cardholders profile, select the evidence icon: 

A box will pop up with a field to upload the new evidence.


Step 2

Attach the correct evidence. It is recommended that the new evidence name be something easily identifiable as the newest piece of evidence. i.e. date/evidence.pdf



Step 3

Once all the changes to the competency have been made, go back to the Pending Verifications tab on the home menu, select the rejected competency and click resubmit.



Missing or non-matching signatures

Scenario: An unsigned evidence document has been uploaded and the business rule states that the evidence must be signed. Since the document isn’t signed, the verification is rejected.

 

What to do now? For the verification to be approved on the next resubmission, complete the below steps:


Step 1

Navigate to the relevant competency on the cardholders profile, select the evidence icon: 

A box will pop up with a field to upload the new evidence.


Step 2

Attach the correct evidence. It is recommended that the new evidence name be something easily identifiable as the newest piece of evidence. i.e. date/evidence.pdf



Step 3

Once all the changes to the competency have been made, go back to the Pending Verifications tab on the home menu, select the rejected competency and click resubmit.



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How does a company add a new competency to a cardholders profile?

A unit of competency is a specification of knowledge or skill, which confirms that an RIW cardholder can operate effectively and perform particular tasks and duties to the standard of performance expected in the workplace. Competencies make up particular job role(s). If a cardholder does not have the required competencies, then they may be unable to fulfil the requirements of a particular job role and may not be allowed to access the site.


Competencies may only be added to a cardholder's profile by a company (the Employer of the RIW cardholder), a Registered Training Organisation or through e-Learning.  

 

For companies who wish to add a competency to a cardholder’s profile, follow the instructions below.


Step 1

Go to https://app.riw.net.au and login using your Employer Administrator credentials.


Step 2

Click on the People tab and then the Search For My People shortcut.


Step 3

Enter cardholder details into the search field, or leave blank and click on search to bring up the entire workforce. Select the cardholder you wish to allocate a competency to by highlighting their name and clicking on the Edit button.



Step 4

To assign a competency directly related to a job role, click on the Job Roles menu on the left hand side menu menu (if not related to a job role, go to Step 8). Find the competency you wish to provide evidence for in the Missing or Invalid Competencies column, and click on the competency name (example selected is Safely Access the Rail Corridor).




Step 5

Clicking on the competency name will display the Award Competency screen, pre-populated with the competency name. Amend the Award Date to the date the competency was awarded, then click on Select Files to upload the required evidence.



Step 6

On the Select Files pop-up upload evidence if requested by the RIW system. Browse for the file on your computer and click OK once uploaded. 



Step 7

On return to the Award Competency screen, and before clicking Add to finalise the competency upload, you can elect to Fast Track competency verification in 8 business hours for $55+GST. Please note that if you choose to fast track, the one fee will cover up to 20 competencies for each worker. Continue to add fast track competencies to the Shopping Basket, but don’t elect to pay until all competencies are added.


By default, Standard verification will apply, which will be processed within 2 business days.



Step 8

If the competency does not relate to a job role, then you can also add the competency direct on the relevant Competencies tab on the left hand side menu. Begin typing the competency name in the Competency field to find the competency to allocate. A drop down menu will appear when you start typing. Follow Steps 5 to 7 above to enter the competency award date and upload evidence files if required.



Step 9

To view the verification status, click on the Evidence Verification shortcut on the Main Dashboard.



If a competency is rejected, please refer to the article How does a company manage a rejected competency?.



Video - Assigning / Suspending Competencies






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What is the Always Award New Flag?

TABLE OF CONTENTS

Always Award New - Selected 

 

When a competence is defined as ‘Always Award New’ (AAN), each new award of the competence is treated as a separate unique award. It shows as such in the user interface and is stored as such in the database (a separate row for each award). 

 

Prior awards which are valid (and not yet expired) are considered when determining job role validity, even where a more recent award of the same competency is recorded but is not yet valid (e.g. awaiting evidence, verification etc.).

 

Always Award New – Not Selected 

 

When a competence is not defined as AAN (let’s refer to this as a Recert), re-awarding a not-yet expired competency already held by the worker will update the original award by simply extending the expiry to the new expiry date based on the date of the latest award and the competency’s expiry logic/definition. This is also how the update is handled in the database; the expiry date of the original award is overwritten with the new one.

 

If the previously awarded competency has already expired when the new instance is recorded (i.e. there is a gap between expiry date of the former and award date of the latter) then the system will treat this as a separate award and will not extend the expiry of the original (since the expectation is that the competency must have been held continuously for this to be a valid Recert). In this scenario a new, separate, award will be recorded (i.e. similar to how an AAN award would be processed). However, since this competency has already expired, the prior award would not be considered when determining job role validity.

 

Where the competency extends the original expiry date due to the continuous holding of the competency (i.e. it is awarded prior to the expiry of the existing award), awarding the ‘extension’ or recertification currently invalidates the competency as a whole (including the prior award) where this recent award/extension requires additional actions to occur (verification, evidence, assessment etc.) before being considered valid.

 

What happens if I change the AAN Flag?

 

Changing a competency definition from Always Award New (AAN) to not AAN will not modify all previous awards to group these into one line. It will, when the next award of the competence occurs, extend the most recent previous award with the new expiry date (assuming the previous award had not yet expired - as per standard non AAN logic described above).

 

In the example below, the cardholder was awarded an AAN competency 4 times (first screenshot) and then the definition was changed to not AAN and awarded the competence again (with an award date of 01/04/20 and a new expiry date of 31/05/20). You can see in the second screenshot below the impact; only the last award has now been extended (because it was still in date when the latest award was created).

 

 

 

 

Similarly, changing a competency definition from Not AAN to AAN will not modify all previous awards to display as unique awards of the competence. It will only affect future awards with these now being recorded as separate awards. In the screenshot below the competency was originally non-ANN when first awarded (30/03/20 – the ‘First Award’ date) and was then extended (on 01/04/20 – the ‘Award Date’) to be valid until 31/05/20. Having then changed the definition to be AAN, and then awarding the competence again on 07/04/20 (so before the previous expiry date of 31/05/20) you can see that this has now been recorded as a separate line item.

 

 

Can users still report on the prior award when AAN isn’t selected?

 

It is not possible for a user to report on the prior award’s expiry when a not Always Award New (AAN) competency is defined. This is because it is being stored as one award in the database and the original expiry date is not retained.


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