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FAQs

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 notify ASQA of changes to my RTO or CRICOS Provider?

If the change relates to your provider’s legal entity or legally responsible person:

  1. Submit a Notification of Material Change form by:
    • accessing the Registration menu and selecting Notification of Material Change, or
    • selecting the Registration: New Application button on your asqanet home page, and selecting Notification of material change or event.
    • Follow the prompts as asqanet guides you through the changes.

For general changes, such as changes to contact details or VET delivery locations:

  1. Access the Organisation menu and select either RTO Details or CRICOS Provider Details, or
  2. Select the RTO Details or CRICOS Provider Details button on your asqanet home page and select Update minor details from the Actions drop down.
  3. Follow the prompts as asqanet guides you through making the required changes

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.

Where can I find information about ASQA audits and how to prepare for them?

You can find more information about audits: 

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.

Will lodging a complaint about ASQA result in a regulatory decision being revoked?

ASQA’s Governance, Policy and Quality team handles all complaints about ASQA. This team operates independently from ASQA operational units, and reports directly to the Chief Commissioner.

The investigation of your complaint will not affect any previous regulatory decisions made in relation to your registration.

If you wish to seek review of a regulatory decision, you will need to apply in accordance with the options outlined on Options for providers affected by ASQA decisions.

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.

If I need to add a VET course to my CRICOS scope, do I also need to add it to my RTO scope?

Yes—you must submit two applications to add the items to your registered training organisation (RTO) registration and to your Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) registration.

ASQA advises providers to submit these applications simultaneously. (ASQA does not require you to wait for the RTO application to be approved before submitting the CRICOS application and providers who do so are not eligible for the fee exemption discussed below).

Fee exemptions for applicants submitting RTO/CRICOS change of scope applications.

Application fees apply to both of these applications; however, the ASQA schedule of fees 2015 allows ASQA to offer an exemption from the lower of the two application fees when the two applications are submitted simultaneously.

In practice, this means that the RTO application should be submitted using ASQAnet, and the CRICOS application should be emailed or faxed to ASQA within one business day of the RTO application being submitted. This allows ASQA to process the applications concurrently, and reduces the cost of processing the applications.

Can ASQA provide advice about obtaining funding to provide VET?

ASQA cannot provide advice on funding.

ASQA’s role as the national vocational education and training (VET) regulator is to register VET and Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) providers and accredit VET courses.

There are a range of funding bodies in different states and territories. State/territory governments provide funding for VET in various ways, and Australian Government funding is for the most part provided through agreements with those state/territory governments.
Providers are advised to contact their state funding body or state training department for information on funding.

How are multi-sector providers regulated?

ASQA works with the Tertiary Education Quality and Standards Agency (TEQSA) and with the Australian Government Department of Education, to regulate multi-sector providers.

Through the arrangements outlined in a memorandum of understanding agreed between ASQA and TEQSA in 2011, the agencies seek to implement the following principles in the regulation of multi-sector providers:

  • clear and consistent regulatory expectations
  • streamlined data requests from TEQSA and ASQA to minimise duplication
  • common evidence requirements to demonstrate compliance with common standards applicable  to higher education and vocational education and training regulation
  • joint regulatory and quality assurance assessments, where feasible.

How do providers deal with the different requirements of ASQA and occupational health and safety regulators for high-risk work licenses?

ASQA regulates training providers against the vocational education and training (VET) Quality Framework and has no jurisdiction over regulatory requirements of other authorities. Similarly, other authorities such as state occupational health and safety regulators or Work Safe Australia do not have the authority to mandate requirements for delivery of nationally recognised training. However, these authorities may refuse to recognise qualifications or statements of attainment which have been issued by providers that do not meet their standards.

Providers that come under the jurisdiction of multiple industry regulators may need to comply with multiple requirements. If ASQA is notified of conflicting requirements, ASQA's Industry Engagement team works with relevant authorities to address these conflicts.

How does an RTO in Western Australia or Victoria become registered with ASQA?

Training organisations in Victoria and Western Australia can only register with ASQA if they fall within ASQA's jurisdiction.

If your organisation is currently registered with the Victorian or West Australian regulator, but falls within ASQA’s jurisdiction, you should contact your current regulator and apply for a transfer to ASQA. The transfer is a simple process that does not attract any fees.;

If you are in Victoria or Western Australia, and are applying for initial registration as a registered training organisation, you should apply to ASQA if you will be operating within ASQA’s jurisdiction.

Your organisation falls within ASQA’s jurisdiction if:

  • you are registered on Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) for delivery to overseas students. 
  • your organisation offers courses online (in this case, you are considered to be offering these courses for delivery nationally, unless your application process specifically states otherwise, or 
  • you offer courses in any of the following states: 
    • the Australian Capital Territory 
    • New South Wales 
    • the Northern Territory 
    • South Australia 
    • Queensland, or 
    • Tasmania. 

My organisation is based in Victoria or Western Australia and delivers online— do we fall within ASQA’s jurisdiction?

ASQA regulates those registered training organisations in Victoria and Western Australia that:

  • offer courses to overseas students, and/or 
  • offer courses to students (including by offering courses online) in:
    • the Australian Capital Territory 
    • New South Wales 
    • the Northern Territory 
    • South Australia 
    • Queensland, or 
    • Tasmania. 

Does ASQA notify other bodies (such as funding providers) if a provider is found to be non-compliant?

ASQA publishes information about certain decisions in the Regulatory decisions list.

ASQA publishes information about:

  • decisions to cancel or suspend registration
  • conditions placed on registration
  • decisions to not renew registration, and
  • decisions to apply other types of administrative sanction.

These decisions are only published after all reconsideration and review activity is complete.

ASQA may also contact funding bodies or other relevant government agencies with this information.

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