What happens to your school's records
The short version. Claim your school’s account by 30 September and every account, record and certificate carries over without interruption, held for your school under its own account. For a school that does not claim, access ends on 30 September and, as our licence with the Department requires, we then securely destroy the records we hold. Certificates staff have already downloaded are theirs, and nothing here affects them.
What carries over
| Staff sign-ins | Name, work email address, school and role, so staff sign in as before |
|---|---|
| Learning records | Course enrolments, progress and completions, including for staff who have since left, so the school’s training record stays whole |
| Certificates | Every certificate issued, ready to download again whenever needed |
| The school view | The school-level view of who has completed what |
Two things do not carry over. The tutored courses were delivered with department-trained tutors, and that arrangement ends with the licence. And departmental administration records are not part of any school’s account.
What changes, and what does not
The records themselves do not move. They stay on the same platform, with the same provider, and staff sign in as they always have. What changes is who we hold them for. Until 30 September, we hold them under our licence with the NSW Department of Education. From 1 October, for a school that has claimed, we hold them for the school, under the school’s own account. Nothing is copied to anyone, no one new can see anything, and no record leaves the platform.
If your school would rather start fresh than carry its records over, contact us at info@oltinternational.net and we will arrange it.
Who sees what
Each member of staff sees their own records. The school’s admins see the school-level view. Departmental administration access ends with the licence. We do not share the school’s records with anyone else, and we do not use them for marketing.
Where the records are held
OLT is a UK company (OnLineTraining Ltd, trading as OLT International) and the platform is our own, built and run in house. Records are protected under UK data protection law and handled in line with the Australian Privacy Principles.
How long we keep them
For as long as the school’s account is open. If an account sits entirely unused for 24 months we contact the school’s admins before anything is removed. The school can close its account, or ask us to remove any record, at any time.
Your staff
Staff see a short notice the first time they sign in after the school claims, and the same wording is just below for the school to share in its own way. Certificates remain each person’s own to download and keep, whatever the school decides. Any member of staff can ask for their record to be removed from the school’s account, either through the school’s admins or with us directly, and we will action it either way.
Your school now has its own OLT account. The school claimed it before the departmental licence ended, so your sign-in, your course records and your certificates have carried over unchanged. Certificates are yours to download and keep, as they always were. If you would rather your record had not carried over, ask the school’s admins, or email us at info@oltinternational.net.
If your school does not claim
Nothing needs doing. Access ends on 30 September, and our licence then requires us to return and securely destroy the information we hold, including accounts, learning records and certificates still on the platform. That is not recoverable later, which is why downloading certificates is worth doing either way.
Questions
Email us at info@oltinternational.net and we will answer, and where the answer belongs on this page, we will add it.