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FAQs

How will ASQA survey students with, for example, intellectual disability?

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

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.

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 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.

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.

I completed study several years ago, my provider is closed and I need a copy of my student records. What should I do?

ASQA may be able to provide you with copies of your student records, if your RTO transferred them to us. Contact ASQA to find out if we hold your records on 1300 701 801 or email via studentenquiries [at] asqa.gov.au. You will then need to complete an application for a copy of student records form.

I didn't enrol any students last year, do I still need to report to ASQA

If you provided any nationally recognised training or assessment services throughout the calendar year you need to provide a statutory declaration to ASQA.

I have a unit of competency relating to a licensed outcome on my scope of registration. Does this mean I can issue licenses? Will a student who completes a unit of competency relating to a licensed outcome be eligible for a license from a licensing body?

No—it is the licensing body that will issue a license. The licensing body may set additional requirements for obtaining a license.

As a registered training organisation, you may issue a statement of attainment to students that have met the requirements of a unit of competency. However, this alone does not indicate eligibility for a licence.

Students and providers can find more information on the requirements for obtaining licenses from the relevant licensing bodies.

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 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 an employer engages an RTO to train its employees, to whom does the RTO issue the testamur or statement of attainment?

Standard 3.1 of the Standards for Registered Training Organisations 2015 require that an ASQA-registered provider must issue to persons whom it has assessed as competent a vocational education and training (VET) qualification or statement of attainment.

Further, the Australian Qualifications Framework (AQF) Qualifications Issuance Policy (2.1.1) states that graduates are entitled to receive certification documentation.

This requirement of the Standards, and the entitlement granted by the AQF, apply regardless of:

  • which party entered into an agreement with the provider, and
  • who paid for the training.

If an employer engages a provider to deliver training and/or assessment to its employees, it is the employee who undergoes the assessment process.

Therefore, the employee would be the person the provider has ‘assessed as competent’. The provider must issue the qualification or statement of attainment to the employee (rather than to the employer).

If an overseas student has a confirmation of enrolment (CoE) from another provider, can an RTO that is not CRICOS-registered still deliver courses to that international student?

Whether an RTO can enrol overseas students is not related to the issuance of confirmations of enrolment.

It is a breach of the Education Services for Overseas Students Act 2000 (ESOS Act) for any provider to deliver courses to an overseas student on a student visa unless the provider is registered to deliver the course to overseas students at that location.

If an overseas student is already studying 20 hours/week, are they allowed to study another course in their own time?

An overseas student in Australia on a student visa is permitted to undertake additional study (that is, a course of education or training) at the same time as the principal course for which they hold a student visa. However, any course undertaken by a student visa holder must be registered on CRICOS. Only a CRICOS registered provider can deliver courses to overseas students on student visas.

A student on a student visa who is seeking to undertake additional study should be aware of the requirements of their student visa and the need to:

  • remain enrolled in a registered course
  • achieve satisfactory course attendance, and
  • progress in their principal course of study.

If graduates are self-employed, how does this affect my submission of the ‘Employer satisfaction’ quality indicator?

If graduates from your organisation are self-employed you should inform ASQA when submitting your quality indicator data.

If I am an Enterprise RTO, do I need to submit annual reporting to ASQA?

Yes—all registered training organisations (RTOs), including enterprise RTOs, are required to submit their annual quality indicator data to ASQA.

If I am an Enterprise RTO, do I need to submit quality indicator data to ASQA?

Yes—all registered training organisations (RTOs), including enterprise RTOs, are required to submit their annual quality indicator data to ASQA.

If I have a course accredited does that mean I can automatically deliver it?

No—only registered training organisations (RTOs) can deliver accredited courses. If you are registered with ASQA as an RTO, once the course is accredited you need to apply on the asqanet website to have the course added to your scope of registration. Once ASQA has approved this application you can deliver the course. (If you are not registered as an RTO, you will need to apply and be approved to operate as an RTO, and apply to include the course on your scope of registration.)

If I need to add a 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. See here for more information.

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.

If I want to issue units relating to licensing outcomes, do I need to inform ASQA?

You will need to apply to ASQA if you wish to issue a unit leading to a licensed outcome as a 'standalone' unit.

You will also need to apply to ASQA to list these units on your scope using the Application to change RTO scope of registration on the asqanet website.

If my renewal application is being considered by ASQA, can I enrol students in classes due to commence after my expiry date?

Yes―as your registration continues during this period, there are no additional restrictions on enrolling students.

If our RTO did not deliver any training and assessment for the previous calendar year, who do we notify?

RTOs which conducted no training and assessment activity throughout 2017 are required to notify ASQA by submitting a statutory declaration to qidata [at] asqa.gov.au by 30 June 2018.

Is a CRICOS provider required to provide health cover for its students?

The Department of Immigration and Border Protection requires all overseas students to have health insurance while in Australia.

It is not compulsory for the registered training organisation (RTO) to provide students with Overseas Student Health Cover (OSHC); however, all providers should ensure that their students have this cover.

Further information is available from the Department of Immigration and Border Protection.

Is a testamur or statement of attainment valid if issued by a cancelled provider prior to the date that their RTO registration was cancelled?

Yes—so long as its prior to the date on which registration was cancelled, this training is valid.

Is it possible for ASQA to provide detailed advice on ‘how to be compliant’?

ASQA provides detailed guidance on what compliance with the Standards might look like in its publications, which include:

However, the information in these documents provides guidance only. It’s important to understand that the VET Quality Framework, which includes the Standards for RTOs 2015, does not prescribe how an RTO must demonstrate compliance. As such, what compliance will look like will vary for each provider, depending on factors including scope of registration, student cohorts, delivery modes, and so on. ASQA cannot provide a one-size-fits-all guide to compliance for all RTOs. Rather, each RTO has the autonomy to determine the best practices that suit their business model.

Is it possible to include units of competency from training packages in an accredited course?

Yes—you can apply to accredit a course that includes units of competency from an existing training package, or enterprise units (units you write yourself).

Is there a deadline for submitting an application to renew RTO registration? What happens if I don’t meet the deadline?

If you intend to renew your registered training organisation (RTO) registration, you must submit a completed application to renew registration at least 90 days prior to the expiry date of your registration. Your registration expiry date is listed on the national register, training.gov.au.

If you fail to submit a complete application at least 90 days prior to your expiry date, your registration may not be renewed.

ASQA will not consider your application complete until all fees have been paid in full and the payment has cleared.

Is there a requirement for specific holiday periods for CRICOS courses?

Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) providers may choose when their holiday periods are.

Is there a resource I can refer to for guidance in writing a unit of competency?

Yes—units of competency should be written in accordance with the requirements of the Standards for Training Packages.

Is there going to be a revised set of standards drafted to better align to the student experience?

ASQA regulates providers against the Standards for Registered Training Organisations 2015 (as well as the National Code 2018 and the ELICOS Standards 2018 for some providers) but does not set these legislative requirements.

The Standards for RTOs 2015 are endorsed by The Council of Australian Governments’ (COAG) Industry and Skills Council (CISC).

The Council comprises the Australian, state and territory ministers with responsibility for industry and/or skills within their jurisdiction.

When future CISC reviews of the Standards are undertaken, ASQA will be likely to make submissions based on its regulatory experience, including its experience of developing and administering the student-centred audit approach.

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