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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.

How do I appeal an ASQA decision about my application?

If you are dissatisfied with a decision made by ASQA you have a number of options:

  1. Consider the reasons for the decision, address the outstanding areas of non-compliance and submit a new application
  2. Ask ASQA to reassess its position 
  3. Ask ASQA to review the decision 
  4. Apply to have the decision reviewed by the Administrative Appeals Tribunal (AAT). Refer to the ASQA fact sheet―AAT review of an ASQA decision.

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

ASQA completes the majority of Applications to renew RTO registration within six months.

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.

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.

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.

When will my RTO registration expiry date be updated on training.gov.au after my application has been approved?

If your application is approved following a risk assessment (e.g. without an audit), ASQA will update the information in asqanet within 1-2 working days.

If your application progresses to audit, once the audit is complete, your auditor prepares a report.

Once the report is completed, ASQA commissioners or their delegates will then make a decision about your application based on the report’s recommendations. In some cases, this decision will be made by all of ASQA’s commissioners.

Once your application is finalised, you will be notified in writing and provided with a copy of the audit report. If your application is approved following an audit, the relevant information in training.gov.au will usually be updated within 10 working days of the date your application is finalised.

When your expiry date is updated on training.gov.au, if your current expiry date is in the future, the new expiry date will not appear in the ‘current’ section of training.gov.au. You will need to select ‘View History’ to view all registration periods, past, current and future.

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.

Will RTOs that are currently registered for five years have their registration extended to seven years?

If ASQA approves your application for renewal of RTO registration, you will be granted a registration period of up to seven years. In some cases, ASQA grants a shorter registration period. If you are granted a shorter registration period, ASQA will explain to you the reasons for this.v

Frequently asked questions (FAQs) about the Standards for RTOs 2015

Are electronic signatures instead of original signatures acceptable on testamurs and statements of attainment?

Electronic signatures are acceptable if you can demonstrate that there are effective systems in place to prevent fraudulent use of the signature.

Are providers required to print all testamur and statements of attainment?

There is no specific requirement in the Australian Qualifications Framework (AQF) regarding printing testamurs and statements of attainment. Providers should retain a soft copy.

ASQA auditors will often require that you provide a sample of testamurs and statements of attainment.

The National Vocational Education and Training Regulator Act 2011 requires that you retain student records for a period of 30 years.

Can a non-RTO in a partnering arrangement with an RTO issue a testamur or statement of attainment?

No—the student must enrol with one registered training organisation (RTO). The RTO that the student is enrolled with must issue the statement of attainment or testamur. The RTO issuing the statement of attainment or testamur must have all the relevant items on their scope of registration.

Can a trainer or assessor sign a testamur or statement of attainment?

The AQF Qualifications Issuance Policy requires that testamurs and statements of attainment include the authorised signatory. In most cases, that is the Chief Executive Officer (CEO). The CEO is able to delegate that authority; however, there needs to be a formal delegation of that authority.

Can I put other logos such as those of funding bodies on testamurs or statements of attainment?

Yes—however, it must be clear which body is the issuing provider.

Can I put the ASQA logo on testamurs or statements of attainment?

No—the Commonwealth Coat of Arms is used by Australian Government departments and agencies, statutory and non-statutory authorities, the Parliament and Commonwealth courts and tribunals.

The only logo required on testamurs and statements of attainment is the Nationally Recognised Training (NRT) logo. The NRT logo is not to be used on the record of results.

You can request the NRT logo by emailing ASQA at enquiries [at] asqa.gov.au

Can I put the logo of a partnering organisation on my testamurs or statements of attainment?

Yes—however, it must be clear which body is the issuing provider.

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).

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.

Should the unique student identifier (USI) be recorded on a qualification or statement of attainment?

In accordance with the Student Identifiers Act 2014, RTOs must not include the learner’s unique student identifier on a statement of attainment or testamur.

Which logos need to be published on testamurs and statements of attainment?

Registered training organisations (RTOs) must include the Nationally Recognised Training (NRT) logo on testamurs. (However, the NRT logo is not to be used on the record of results).

To obtain the NRT logo, send a request from a registered contact from your organisation to enquiries [at] asqa.gov.au

Can ASQA verify if my training and assessment strategies are compliant before I submit them with my application?

ASQA cannot teach providers specifically how to comply with the standards and cannot provide private rulings. This is because it is important for training providers to design tools and systems that meet their specific business needs and for each unique business to demonstrate to ASQA how the standards are being met.

ASQA assesses the compliance of your training and assessment strategies through the application process. If your strategies are not compliant, ASQA will provide you with 20 working days to rectify the situation and provide evidence that you have done so.

Can I deliver an AQF qualification or unit of competency in a language other than English?

Yes―however, the statement of attainment and testamur needs to include the language in which the course was delivered.

The registered training organisation delivering the qualification or unit would also need to provide ASQA auditors with access to an interpreter.

In addition, there may be further requirements set by licensing bodies regarding what language a specific course can be delivered in.

Can I deliver VET in schools?

A training provider interested in delivering VET in schools will need to contact the relevant department of education in that state or territory.

Can I offer a unit from a qualification on my scope as a stand-alone unit?

If an ASQA registered training organisation (RTO) intends to offer/deliver a unit that is not a core unit of competency, or a named elective unit of competency within the packaging rules of a qualification on its scope of registration, the RTO cannot offer/deliver/issue a statement of attainment for the unit unless:

  • it has applied to ASQA to have that unit explicitly listed on its scope of registration, and 
  • ASQA has approved that application.
  • Find more information in the fact sheet—Delivering elective units.

Can I use generic training and assessment strategies provided by a third party?

ASQA’s position is to give providers the opportunity to present evidence that they have met the required outcomes. Regardless of the source of training and assessment resources, be it commercial or otherwise, providers are responsible for undertaking effective quality assurance, including validation and contextualisation, on any training and assessment resources they choose to use.

Providers are obliged to demonstrate that materials used are consistent with the requirements of the training package or vocational education and training (VET) accredited course, as required in the Standards.

Do I need to map learning resources to the assessment requirements of the units of competency for audit purposes?

ASQA does not prescribe the methodology registered training organisations (RTOs) should use to meet the requirements of the relevant standards, training packages and accredited courses.

RTOs must demonstrate the validity of their assessment tools, but they can choose to do this in a variety of ways.

Does ASQA require trainers and assessors to complete working with children checks?

While ASQA does not have a specific requirement for trainers and assessors to complete working with children checks, ASQA requires registered training organisations (RTOs) to comply with all relevant state, territory and commonwealth legislation.

RTOs should contact the occupational health and safety agency in their state or territory to determine requirements for trainers and assessors to complete working with children checks.

How can I demonstrate that I have maintained the currency of my industry skills and my trainer/ assessor competencies?

There is a range of evidence that registered training organisations (RTOs) can provide to demonstrate that they are contributing to:

  • the continuous development of a trainer’s or assessor’s vocational education and training knowledge and skills, and
  • the trainer’s or assessor’s industry currency and competence.

It is important to remember that it is an RTO that must demonstrate compliance with the standards, rather than individual trainers and assessors.

RTOs seeking to prove that they are serious about the quality of their training and assessment should:

  • support their trainers/assessors in meaningful industry engagement
  • support their trainers’/assessors’ professional development in teaching and learning methods and in understanding the requirements of the vocational education and training (VET) sector, and
  • foster a culture of critical evaluation and innovation.

Evidence to demonstrate the currency of trainer/assessor skills might include documentation related to:

  • attendance at relevant professional development activities
  • participation in networks, communities of practice or mentoring activities
  • participation in industry release schemes
  • personal development through the reading of journals
  • participation in projects with industry, and
  • shadowing or working closely with other trainers and assessors.

RTOs should be able to demonstrate how development activities contribute towards:

  • trainers’/assessors’ understanding of the requirements of the VET environment
  • trainers’ vocational skills and knowledge (so that they are providing learning programs that are in line with current industry requirements)  
  • assessors’ vocational skills and knowledge (so that they are assessing to the standards required by industry), and
  • improving the way in which trainers/assessors train and assess.

Vocational competency must be considered on an industry-by-industry basis and with reference to any guidance provided in the relevant training package or accredited course.

How can I demonstrate that my students have completed workplace assessment?

An assessor must collect and consider a range of evidence from a variety of sources. This evidence can include third-party reports provided by supervisors, trainers, team members, clients or consumers who can report what they see or hear to the assessor.

Evidence may be:

  • direct (such as an observation of workplace performance by an assessor)
  • indirect (such as a portfolio of evidence), or
  • supplementary (such a supervisor reports).

Registered training organisations (RTOs) must ensure that the assessments are valid, reliable, fair and flexible and the evidence collected is valid, sufficient, current and authentic and that the judgement of competence is made by a person/s who meets the requirements of the Standards for RTOs 2015, specifically Clauses 1.13 - 1.15, 1.17, 1.18 and 1.21 - 1.25.