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Do providers get a reminder if they have not submitted the annual declaration on compliance, and what action does ASQA take if the annual declaration has not been submitted by the due date?

While ASQA typically includes information on pending deadlines (such as the deadlines to submit data) on the ASQA website and in the ASQA Update, a reminder is not sent to each RTO. It is up to every RTO to ensure they comply with Clause 8.4 of the Standards for Registered Training Organisations 2015.

As a condition of registration, RTOs are required to ensure continued compliance with the VET Quality Framework, which includes the Standards for Registered Training Organisations and Data Provision Requirements. Failure to report full and accurate data as and when required can result in ASQA taking regulatory action.

What are the deadlines for data submission?

Quality Indicator data reporting or learner engagement and employer satisfaction data must be submitted to qidata [at] asqa.gov.au and competency completion data to CCOS by 30 June 2017.

Total VET Activity data is due to NCVER or your relevant State Training Authority by no later than the end of February each year.

How can I seek guidance on Work Placement queries?

Please refer to the work placement guide developed by the previous Industry Skills Council, Community Services and Health ISC.

For any further queries about Work Placement, please enquiries [at] skillsiq.com.au (contact SkillsIQ)

How can I access information about applying to deliver Training and Education Training Package (TAE) qualifications?

Please refer to ASQA’s previously published guidance on applying for TAE qualifications.

How can training providers discuss issues or concerns with ASQA and Skills IQ?

  • Providers can enquiries [at] skillsiq.com.au (contact SkillsIQ) for training package–related questions.
  • Skills IQ can also provide updates on the CHC training package review process
  • Providers should contact ASQA about meeting the Standards required for registration.

May my RTO refer prospective students to an external loan provider to assist in paying for their course?

Your RTO is free to refer students to external loan providers as a payment option. However, if a student prepays fees of $1500 or more to your RTO, you must meet the requirements for fee protection set out in Schedule 6 of the Standards for Registered Training Organisations 2015. This includes where your RTO receives those funds directly from an external loan provider. Before any student enrols or begins their training (whichever occurs first), you must ensure that the student is informed about relevant fee information, as detailed in Standard 5.3 of the Standards for RTOs 2015. If any organisation, such as an external loan provider, recruits students for your RTO, you must have a written agreement with the organisation and inform ASQA of the arrangement.

As a staff member or consultant, how do I link my user account to my organisation?

  1. First, you will need to Register to use asqanet as a staff member or consultant. When registering, you should select the option Represent an existing stakeholder.
  2. Click on your name in the top right corner of any non-form asqanet page and select My Account.
  3. Select Request Agent Access for Organisation.
  4. You can now search for and select your organisation. You can request agent access to one or more organisations.
  5. To search, begin typing the name of the organisation in the Organisation field and then select from the drop down list. Press the ‘+’ (plus) icon to include additional organisations and the ‘-‘ (minus) icon to remove organisations.
  6. Click Send request to finish the request.
  7. Your Account administrator will need to approve your access request.

How can an Administrator approve access for another user?

If you are an Administrator (in most cases, this will be the CEO or PEO), you will need to approve requests to register and therefore access your asqanet account from staff or contactors working for your provider.

To approve these registration requests:

  1. Log in to asqanet https://asqanet.asqa.gov.au/
  2. Selecting User Management from the drop-down menu in the top right corner.
  3. Pending Agent requests will be listed in the User Management section.
  4. To confirm an agent request, select Action Request.
  5. The staff member or contractor will then be granted access as an Agent for your organisation.
  6. You can also grant a staff member or contactor the capacity to approve other requests for registration as an agent, by making them an administrator. From the User Managementsection, under Current Agents, you have the option to select the Make Admin button.

Will I be informed of the outcome of my complaint?

In most instances, ASQA will write to you once the investigation of your complain is complete and advise you of the outcome.

How do I add an item to my RTO’s scope of registration?

  1. Log in to asqanet https://asqanet.asqa.gov.au/
  2. Either:
    • select the Registration: New application button on your asqanet home page, or
    • select VET/CRICOS Applications from the Registration menu within asqanet.
  3. Choose the scope items you would like to add from the drop-down list.
  4. Follow through the prompts as asqanet guides you to complete this application.

How do I make a report about a provider?

If you are using asqanet as an agent or administrator on behalf of an RTO or CRICOS provider:

  1. Log in to asqanet https://asqanet.asqa.gov.au/
  2. Access the Provider Reports menu
  3. Select Report a Provider
  4. Either use the left-hand side navigation menu, or the icons across the top right-hand side of your screen, to navigate your way through the form.
  5. All required fields must be completed before you are able to Submit this form.

How do I remove items from my RTO’s scope of registration?

  1. Log in to asqanet https://asqanet.asqa.gov.au/
  2. Either:
    • access the Organisation menu and select RTO Details, or
    • select the RTO Details button on your asqanet home page and select Update minor details from the Actions drop-down menu.
  3. Follow the prompts as asqanet guides you through removing items from your RTO’s scope of registration

How do I renew my RTO’s registration?

  1. Log in to asqanet https://asqanet.asqa.gov.au/
  2. Either:
    • select the Registration: New application button on your asqanet home page, or
    • select VET/CRICOS Applications from the Registration menu within asqanet.
  3. Choose Renew my RTO’s Registration from the list.
  4. Follow the prompts as asqanet guides you through the process of renewing your RTO registration.

Which software should I use to record and report AVETMISS data?

There are a number of student management systems that can record and produce AVETMISS data files for reporting. A register of data entry tools and student management systems is available on the NCVER website.

NCVER has developed a free AVETMISS data entry tool for RTOs with less than 100 students and an AVETMISS validation software for RTOs to validate their data before submission. Both tools are available on the NCVER website.

How do I request access to update the details of an RTO I’m associated with?

Once you’ve completed your registration you will need to request approval to be associated with one or more RTOs.

Please ensure that you inform the CEO or another administration account holder for each RTO that you are seeking access to the account.

Your request to represent an RTO will be listed as pending until it is authorised by the RTO’s administration account holder.

How do I update my personal details?

  1. Log in to asqanet https://asqanet.asqa.gov.au/
  2. Click on your name in the top right corner of any asqanet page and select My Account. You will not be able to do this if you are in the process of completing a form.
  3. Select Edit Details where your details are displayed on the left.
  4. Now asqanet will guide you through the changes you want to make. You can make multiple updates at the same time and then save or cancel those changes.

Where do I view the progress of my provider report?

If you are using asqanet as an agent or administrator on behalf of an RTO or CRICOS provider:

  1. Log in to asqanet https://asqanet.asqa.gov.au/
  2. Access the Provider Reports menu
  3. Select Submitted Reports

If you registered to use asqanet specifically to submit a complaint about the VET sector:

  1. Log in to asqanet https://asqanet.asqa.gov.au/
  2. You can either:
    • access the Provider Reports menu and select Submitted Reports, or
    • select the Provider Submitted Reports button on your asqanet home page.

What information will be included in my audit report?

Information in your audit will include:

  • the date and reason for audit
  • the names of the audit team members
  • the scope of the audit—standards audited and qualifications/courses/units of competency sampled
  • some background to the organisation and audit
  • names and roles of people interviewed during the audit
  • the audit findings at the time of audit (compliant or not compliant) and following the rectification cycle (compliant or not compliant)against each standard audited
  • an indication of where compliance was and was not demonstrated.

Can I apply for RTO registration if I have been convicted of an offence against the law, previously had my RTO registration cancelled or suspended, become bankrupt, or if I answer ‘yes’ to any of the other fit and proper person questions?

The Fit and Proper Person Requirements are designed to ensure that key registered training organisation (RTO) personnel have the characteristics and principles necessary to ensure the delivery of high-quality vocational education and training.

The Fit and Proper Person Requirements Declaration form requires information about your personal and professional history. ASQA uses this and other information that you submit to conduct a risk assessment of your organisation.

While answering ‘yes’ to any of these questions will not preclude you from applying for RTO registration, it will be a factor that is taken into consideration along with the other information submitted.

Can I deliver courses overseas as an RTO?

Yes—RTOs are registered to deliver Australian Qualifications Framework (AQF) qualifications and these can be delivered in Australia and offshore.

The Charges Act enables ASQA to audit offshore delivery sites and charge the RTO for the costs incurred in doing this.

If you are applying for initial registration and you want to deliver courses overseas, you must include the intended offshore delivery locations in the initial registration application.

If you are currently registered, you must notify ASQA of the overseas delivery using asqanet (Notification of change of provider details). This notification is free of charge.

All registered training organisations notify ASQA of any changes to contact details and changes or events that affect the operation of the RTO. RTOs must notify ASQA of these changes as soon as practicable after they happen (preferably within 20 working days) and without being requested to do so.

Can I form a partnering arrangement or auspice agreement with an RTO?

ASQA does not require you to seek approval to enter into a partnership or auspice agreement with another entity. However, you must notify ASQA of any partnering or auspice arrangements that you have in place, or if you are making changes to these arrangements.

You must also ensure that all training and assessment delivered on your behalf is compliant. ASQA may request evidence of the systems you have in place to ensure that training and assessment delivered on your behalf meets the required standards.

Changes to partnering or auspice arrangements are considered a material change to your registration. As such, you need to notify ASQA by submitting a Notification of material change or event (via asqanet).

Does my organisation have to be an Australian company to be an RTO?

Your organisation must have a valid Australian Business Number (ABN) in order to be eligible for registered training organisation (RTO) registration.

The Australian Securities and Investments Commission (ASIC) advises that companies registered under the Corporations Act 2001 and business entities carrying on an enterprise in Australia are entitled to an ABN if they apply.

Can I make an anonymous complaint about ASQA?

Yes—you can make an anonymous complaint. ASQA respects both privacy and natural justice considerations in handling complaints. This means that complainants will be advised how their information was used in the regulatory process although in some instances the advice will not be detailed and the process can be lengthy if audit activity is involved.

ASQA will also not be able to contact you to request more information. This may prevent effective investigation of your complaint.

How long will my complaint about ASQA take to be considered?

In most cases, ASQA will undertake and finalise the investigation of a complaint within a six-week period.

How do I apply for registration as a CRICOS provider?

  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.

I can’t access the administration account to update details for my RTO, what do I need to do?

All RTO Chief Executives and Principal Executive officers were allocated a new log in and password when asqanet launched on 27 September 2016. If you are an RTO Chief Executive or CRICOS provider Principal Executive Officer and did not receive a new log in or password, please review the below.

If your contact information on training.gov.au was up-to-date at the time of asqanet launch

  1. Please check your junk mail/spam folder for the contact email address you have registered with training.gov.au for an email from noreply [at] asqanet.asqa.gov.au
  2. This email will include a temporary password which needs to be used to log in to the RTO administration account for the first time.
    • Please click on the link in this initial email to verify the portal administration account in the asqanet system
    • Enter the temporary password for the first time
    • Create a new password for future use.
  3. If you are unable to locate the email, please enquiries [at] asqa.gov.au (email the ASQA Info Line).

If your contact information was not fully up date at the time of the asqanet launch

If you are unable to locate the email from ASQA, this may be because your RTO had previously changed its CEO, or you had previously changed your email address, without updating your registered contact on training.gov.au.

If this is the case, please contact the Info Line on 1300 701 801.

Can a person own more than one RTO?

Yes—the National Vocational Education and Training Regulator Act 2011 does not limit the number of registered training organisations (RTOs) that a person can own.

However, the application requires you to disclose any current, past and pending RTO ownership and RTO association. You will also need to complete the Fit and Proper Person Requirements form, which will ask you about your ownership of and association with other RTOs. This information will be taken into consideration as part of a risk assessment of the entity.

How long will it take for my application to be processed?

ASQA will finalise initial registration applications within six months of accepting a properly completed and fully compliant application. ‘Finalise’ means that ASQA has made a decision and advised the applicant (not that any review process has been completed).

How much will an overseas audit cost?

Overseas audits are charged as follows:

  • base rate of $1000, and
  • $250 per hour after the first four hours, and
  • any ASQA official travel costs, and
  • any additional reasonable expenses incurred by ASQA relating to the overseas part of the audit.

I have submitted an application to become an RTO. What do I do if I forgot something or made a mistake?

Please send an email explaining the details of the change to enquiries [at] asqa.gov.au. ASQA will contact you about what happens next.