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How will ASQA survey students who are studying English (i.e. students who may have very limited English capacity)?

The survey questions have undergone cognitive testing to ensure that they are easy to complete for most students, including students who speak languages other than English.

Where students have specific communication needs that make completing the survey difficult, ASQA will work with the provider to identify these and to determine the best way to seek information on these students’ experiences. We may use alternative methods such as face-to-face or phone interviews.

What happens if we do not have email addresses for students or former students (for example, some VET in schools students or former students for whom we have deleted the provider-issued email address)?

ASQA will also provide the survey link by text message/SMS.

I am a student and my training provider has asked me to complete gap training as the result of an ASQA audit. What does this mean?

When ASQA audits a training provider, we look at the quality of the training and assessment that the provider is currently delivering and has delivered to former students.

In some cases, ASQA will find that the provider has not delivered training and assessment properly for a particular qualification or for some students.

When this happens, ASQA may ask the provider to undertake remedial action to make sure that their current and former students have received the quality of training and assessment that they are entitled to.

In some cases, a training provider may offer students ‘gap training’ or the chance to undertake ‘gap assessments’ to allow the students to develop the skills and knowledge they need. This gap training helps students to make sure that they have the required skills and knowledge expected for their qualification.

Training providers may offer gap training to current students, or students who have graduated in the past six months.

To ensure credibility of qualifications from the VET sector, training providers must meet the requirements of the AQF Qualifications Issuance Policy, which states that issued qualifications and statements of attainment can be revoked under the terms of the issuing organisation’s policy.

Training providers must have controls in place to ensure qualifications, statements of attainment and records of results are not issued unless the learner has completed all requirements. This means in some cases, a training provider may seek to revoke a qualification where a learner has not completed all the requirements.

I am a former student who has completed a qualification, and now my RTO is approaching me and asking me to complete gap training. Do I have to complete the gap assessments?

Students who have already graduated may be asked to undertake ‘gap training’ or ‘gap assessment’ by their former RTO.

This means the RTO has identified a ‘gap’ in the student’s training and/or assessment and the RTO is seeking to help the student remedy that gap. RTOs may need to offer this training and/or assessment to current students or students who have graduated in the past six months.

Students are not obligated to undertake gap training offered by an RTO if they are no longer enrolled. However, in accordance with the Australian Qualifications Framework (AQF), RTOs must have controls in place to ensure qualifications, statements of attainment and records of results are not issued unless the learner has completed all requirements. This means in some cases, an RTO may seek to revoke a qualification where a learner has not completed all the requirements.

Students should also consider that their original training may not have provided them with all the skills and knowledge that they need. Gap training and assessment can provide students with the opportunity to supplement or improve the skills and knowledge they developed when undertaking their qualification.

Students should not be charged a fee for gap training or assessment provided by an RTO beyond the original enrolment fee.

What happens if an RTO’s assessment of the impact of non-compliance is different to ASQA’s assessment of the impact of non-compliance?

This is something that can be addressed in the rectification process; however, ASQA will move forward with the audit assessment of the impact and expects that RTO undertakes the required remedial action.

I have heard rumours my provider might close, what should I do?

If you hear rumours about your provider closing, contact ASQA on 1300 701 801 or email via enquiries [at] asqa.gov.au and we can tell you the most up-to-date information we have received, or we can investigate further.

I am part way through study and I cannot get in contact with my provider. What should I do?

Contact ASQA on 1300 701 801 or email via enquiries [at] asqa.gov.au ASQA can tell you the most up-to-date information we have received about the provider or investigate further.

What is RPL?

Recognition of prior learning (RPL) is a process that assesses your competency—acquired through formal and informal learning—to determine if you meet the requirements for a unit of study.

You can use a variety of documentation to apply for RPL. This includes, but is not limited to:

  • records of completed training
  • assessment items
  • assessment records
  • declarations from your employer, and/or
  • a copy of your student records provided by ASQA.

Each provider has its own RPL process, so when you are accepted by a new provider, speak to your new provider for assistance with applying for RPL.

What fees am I obliged to pay to my closed provider?

All students are obliged to pay the fees for the part of a course they have completed and for which they have been assessed.

How can I apply to become a registered training organisation (RTO)?

Before applying to ASQA for initial registration as an registered training organisation (RTO):

What is the required staff-to-student ratio?

The required staff-to-student ratio is indicated in Standard 14 of the National Code 2018, which states:

‘The registered provider must have and implement policies and procedures to ensure its staffing resources are adequate and have the capabilities as required by the quality assurance framework applying to the course. Where the course provided by the registered provider is not subject to an appropriate quality assurance framework, the registered provider must have and implement appropriate documented policies and processes for the recruitment, induction, performance assessment and ongoing development of members of staff involved with the recruitment or delivery of education or client services to students.’

The staff-to-student ratio for the teaching of ELICOS should not exceed 1:18 per class.

How can I demonstrate vocational competency?

Vocational competency includes broad industry knowledge and experience, usually combined with a relevant industry qualification.

A person who has vocational competency will:

  • be familiar with the content of the vocation, and
  • have relevant, current experience in the industry. (See Clause 1.13 of the Standards for RTOs 2015)

Vocational competency must be considered on an industry-by-industry basis and with reference to the guidance provided in the assessment guidelines of the relevant training package.

Training packages include industry-specific advice on vocational competencies of assessors. This may include advice on the industry qualifications and experience required for assessing against the training package (or against specific qualifications within the package). The training package will also provide industry-specific advice on acceptable forms of evidence to show currency with vocational competency.

What are the requirements for training or assessing under supervision?

The Standards for RTOs 2015 requires that a person that does not hold the required competencies (regardless of their skills and knowledge):

  • must be supervised by a qualified trainer, and
  • must not determine assessment outcomes.

Training must only be provided by those who have current industry skills and knowledge.

From 1 January 2016, people working under such supervision arrangements must hold the:

  • Enterprise Trainer Skill Set (in either mentoring or presenting), and/or
  • Enterprise Trainer and Assessor Skill Set.

For more information see Clauses 1.17 – 1.20 of the Standards Guide.

How do we submit report our learner engagement and employer satisfaction quality indicator data to ASQA?

You must use one of the following systems to report your learner engagement and employer satisfaction quality indicators to ASQA:

How can I access the ASQA and Skills IQ webinar on the Early Childhood Education and Care strategic review?

You can watch the webinar at ASQA’s YouTube channel. The slides from the presentation are also available from ASQA’s website (PDF) and as a SlideShare presentation.

What actions do RTOs need to take in response to the recommendations of ASQA’s Strategic review—early childhood education and care training?

The strategic review made ten broad recommendations to ASQA, Skills IQ, ACECQA and other stakeholders, as well as to RTOs.

The recommendations most relevant to RTOs include:

  • Recommendation 6, which advises RTOs to consider strengthening their engagement with industry employers to ensure that structured workplace learning and assessment is embedded in course delivery
  • Recommendation 10, which advises RTOs develop or enhance their ongoing professional development processes by providing advice on relevant professional development for trainers and assessors, and investigating more systematic models that will assist trainers and assessors to demonstrate compliance.

ASQA encourages all RTOs delivering ECEC training to read the review report and consider the issues that ASQA found concerning at audits of ECEC providers.

The review report will help providers understand the issues that ASQA is continuing to focus on and will be looking at during audits.

Why publish additional information on accredited courses?

As part of the review into alignment, many stakeholders noted that the lack of information on accredited courses made it difficult for prospective students and employers to understand the content and suitability of a course. This lack of information also means that students that have completed an accredited course currently only have the title of the course reflected on their Unique Student Identifier (USI) transcript.

Publishing additional information on accredited courses on the national register will have clear benefits for both students and employers, as it will assist them in determining the suitability of an accredited course.

The publication of the titles and codes of units of competency/modules will assist registered training organisations with their total VET activity reporting obligations and corrections to USI transcripts.

How can I complain about ASQA?

You can contact ASQA to:

  • provide feedback
  • request more information, or
  • lodge a formal complaint. 

To provide feedback―positive or negative― email feedback [at] asqa.gov.au.

To make an enquiry (for example, about your registration), contact the ASQA Info line on enquiries [at] asqa.gov.au or 1300 701 801.

To make a formal complaint about ASQA, complete and submit a Complaint about ASQA form (DOC 790kb).

How do I apply for initial registration as an RTO?

  1. Log in to asqanet https://asqanet.asqa.gov.au/
  2. Either select the Registration: New application button on the asqanet home page or select VET/CRICOS Applications from the Registration menu within asqanet.
  3. Follow the prompts as asqanet guides you through to the application landing page for you to start completing your application. You can either use the left-hand side menu or the icons to move through the application process.

Refer to the Application guide—Application for initial RTO registration on the ASQA website for help with completing your application.

How do I register to use asqanet if I am the Chief Executive Officer or Principal Executive Officer of a provider?

ASQA will create administrator user accounts for those people nominated as:

  • Chief Executives for RTO applicants and existing RTOs, and
  • Principal Executive Officers for applicant and registered CRICOS providers.

Those administrators can create user accounts for staff or consultants to act as agents for the organisation, or staff/consultants can create their own accounts by registering to use asqanet and requesting agent access to the organisation, which the administrator may grant.

ASQA will email your log in details to your email address, as registered on training.gov.au.

If you have not received your log in details by 30 September 2016, please check your junk mail folder, and/or contact the Info line by email enquiries [at] asqa.gov.au.

Does ASQA investigate complaints about CRICOS providers?

ASQA can receive certain complaints about organisations providing training to overseas students on student visas. These training organisations are referred to as Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) providers.

ASQA can consider complaints about CRICOS providers where the provider is alleged to have breached the required standards, and  failed to provide quality training and assessment. ASQA will use this information to inform its regulation of the provider.

Other complaints may be considered by the Overseas Students Ombudsman, or by another agency. For more information, see Complaints.

How do I register to use asqanet if I am not a Chief Executive or Principal Executive Officer of a provider?

All users of the former ASQAnet system who are not nominated as Chief Executives or Principal Executive Officers will need to re-register to use asqanet.

  1. Select Register to use asqanet from the asqanet landing page, https://asqanet.asqa.gov.au/
  2. You will be asked to provide details including your email address (which will be your username); password; contact details; and responses to secret questions for retrieving your username and password in the future.
  3. Select one of the following three options:
    • Apply for initial VET or CRICOS registration: Select this option if you are applying for initial registration as an RTO or CRICOS provider.
    • Represent an existing stakeholder: Select this option if you are a staff member or a consultant working for an RTO or CRICOS provider. Note that your administrator (in most cases the CEO or PEO of your provider) will need to approve your access. Once this access is approved, you will be able to log in as an agent.
    • Report a provider: Select this option if you only want to make a complaint about a provider.

I’ve registered for asqanet, but can’t remember the password I set for my asqanet account. What do I need to do?

If you forget your password for asqanet, you’ll need to request a temporary password to regain access to your account.

You can do this by:

  • Entering your email address
  • Choosing to verify the account.
  • Entering the answers to your secret questions.

You will then receive an email containing a temporary password.

You will need to click on the link provided in that email to and then create a new password.

Where do I find the hours assigned to training package units of competency included in an accredited course?

The hours assigned to training package units of competency included in an accredited course can be found in the Victorian Purchasing Guides.

What standards do I need to comply with as a CRICOS provider?

A CRICOS provider must comply at all times with the:

  • Education Services for Overseas Students Act 2000 (ESOS Act)
  • Education Services for Overseas Students Regulations 2001, and
  • National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2017.

In addition:

  • if offering vocational education and training (VET) courses, the provider must comply with the VET Quality Framework, and
  • if offering English Language Intensive Courses for Overseas Students (ELICOS), the provider must comply with the ELICOS National Standards.

Do I need approval to deliver a course online?

No—however, you must notify ASQA you plan to deliver a course online by submitting a Minor Change request using asqanet.

ASQA might ask you to provide evidence that demonstrates that the course is suitable for online delivery.

Do I still have to pay my annual registration charge while my renewal of registration application is being considered?

Yes―your registration continues during this period, so you are still required to comply with all your obligations as a registered training organisation (RTO), including the obligation to pay your annual registration charge.

How do I advise ASQA that I am not seeking to renew my RTO registration?

If you no longer wish to operate as a registered training organisation, you must apply to the ASQA to withdraw your registration.

Until ASQA has approved your application, you remain registered and are required to pay ASQA annual registration charges.

What happens if ASQA has not completed the assessment of my renewal of registration application before my registration expiry date?

ASQA will ensure your registration remains current until your application has been finalised.

Will I always be audited for renewal of registration?

ASQA will only conduct an audit during renewal of registration if a risk assessment indicates that an audit should be conducted.

Some of the factors reviewed in the risk assessment include:

  • whether the qualifications/units in the application lead to industry licences
  • the provider’s profile (formerly 'risk rating'), and
  • the length of time since a full scope audit was conducted

For more information about audits, refer to the Fact sheet—ASQA audits.