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What happens if non-compliances are found at an audit?

If ASQA identifies non-compliance, you may be given 20 working days to provide evidence that you have rectified that non-compliance.

ASQA will then consider this evidence

If you remain non-compliant with the required standards, ASQA will make a decision about what actions to take next. In making this decision, ASQA will consider your history of compliance and the risks associated with the non-compliance.

Actions might include:

  • applying a sanction or condition to your registration, and/or
  • rejecting your application.

The National Vocational Education and Training Regulator Act 2011 provides a range of sanctions of increasing severity—escalating from enforceable undertakings and additional conditions on registration through to suspending or cancelling the registration of an RTO.

As of 1 July 2018, the audit processes for initial registration and for changes to VET scope within the first two years of registration do not include an opportunity to correct and re-submit additional evidence if non-compliance is identified during the audit process.

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.

What if I do not want information on my course to be made publicly available?

As a result of an amendment to the National Vocational Education and Training Regulator Regulations 2011, ASQA will be required to publish this information on the National Register (training.gov.au) for courses that it has accredited.

Information to be published will include the titles and codes of units of competency/modules, a reference to an earlier or later version of the course and a brief description. Course owners will control the description that will be published for their course on the National Register, which they will provide upon either accreditation or reaccreditation.

What if students provide inaccurate responses to the student survey—what rights/opportunities do I have to reply?

The student survey collects information from students about their individual experiences.

An individual student’s survey response will not, on its own, result in a training provider being found non-compliant. Student survey responses are one of many inputs that inform the areas that ASQA uses to inform the audit process and identify areas of an provider’s operation that may be of concern.

If concerns with a particular area are identified through the student survey, ASQA will seek further evidence to support this information, including through student interviews in some cases.

The training provider has an opportunity to respond to findings and evidence outlined in the audit report.

What if the information published on my accredited course is incorrect?

If the information that has been published on your accredited course is incorrect, please contact the VET regulator responsible for accrediting your course. Contact details are as follows:

  • Australian Skills and Quality Authority: accreditation [at] asqa.gov.au
  • Victorian Registration and Qualifications Authority: vrqa [at] edumail.vic.gov.au
  • Training Accreditation Council of Western Australia: taccourseaccreditation [at] des.wa.gov.au

What information do RTOs need to collect to as part of their Total VET Activity reporting?

All registered training organisations (RTOs) must collect and report 'Total Vocational Education and Training (VET) Activity' data. This includes full Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) data, in accordance with the National VET Provider Collection Data Requirements Policy.

You must collect AVETMISS-compliant records for all students, and for all competency enrollments and outcomes achieved, throughout the calendar year.

Early in the following year, you must report this data to the National Centre for Vocational Education Research (NCVER) unless you have previously done so through existing contractual arrangements.

What information do RTOs need to report to ASQA?

As a registered training organisation (RTO), you must collect and report a range of accurate and complete data about your business and operations, including:

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.

What is an appropriate volume of learning for a qualification type?

The Australian Qualifications Framework (AQF) provides a guide to the volume of learning (see ‘AQF volume of learning indicators’ table), which describes how long a learner who does not hold any of the competencies identified in the relevant units of competency or modules would take to develop all the required skills and knowledge.

Your RTO is required to comply with the AQF in applying the volume of learning to your programs. You must therefore develop and implement strategies for training and assessment that are consistent with the AQF.

What is happening in relation to accredited course transparency?

On 24 November 2017, the Council of Australian Governments (COAG) Industry and Skills Council (CISC) endorsed the recommendations of the review into alignment of the Standards for VET Accredited Courses with the Standards for Training Packages. One recommendation of this review was to publish additional information on accredited courses on the National Register of VET (training.gov.au).

On 12 July 2018, the Australian Government amended the National Vocational Education and Training Regulator Regulations 2011. This amendment requires the Australian Skills Quality Authority (ASQA) to publish the following additional information on VET accredited courses:

  • the titles and codes of units of competency or modules comprising a VET accredited course for current accredited courses and expired courses with training delivery reported through the Total VET Activity collections since 2015;
  • a description of the course for those courses newly accredited or reaccredited from now, and
  • a reference to an earlier (previous) version or later version of a course that is accredited on or after 1 September 2018.

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 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.

What RTO changes need to be reported to ASQA?

It is a condition of registration that all registered training organisations notify the Australian Skills Quality Authority (ASQA) of any changes to contact details and changes or events that affect the operation of the registered training organisation (RTO).

RTOs must notify ASQA of these changes as soon as possible after they happen (preferably within 20 working days).

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.

What student assessment items do I need to keep and how long do I need to keep them for?

A registered training organisation (RTO) is required to securely retain—and to produce at audit, if requested—all completed student assessment items for each student for a period of six months from the date on which the judgement of competence for the student has been made. Completed student assessment items include the actual work completed by a student or evidence of that work, including evidence collected for a Recognition of Prior Learning (RPL) process.

If you are unable to retain a student’s actual work, an assessor’s completed marking guide, criteria, and observation checklist for each student may be sufficient. However, this evidence must have enough detail to demonstrate the assessor’s judgement of the student’s performance.

Qualifications, courses or units of competency that lead to regulated/licensed outcomes may also impose specific records retention requirements. RTOs should refer to specific regulatory requirements relating to that delivery.

What type of providers are exempt from the AVETMISS reporting requirements?

There is are a range of Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) reporting exemption categories that may apply to registered training organisations (RTOs) or to the delivery of training products.

Please refer to the National VET Data Policy for detailed information.

What types of exemptions are available from the AVETMISS reporting requirements?

There are a range of AVETMISS reporting exemption categories that may apply for particular learner cohorts or to the delivery of training products.

Please refer to the National VET Data Policy for detailed information.

When will additional information on accredited courses be publicly available?

Over the coming months, the titles and codes of units of competency/modules for a large number of accredited courses will be entered onto the National Register (training.gov.au) by the VET regulators. The information will be published for current accredited courses as well as expired courses with training delivery reported in the Total VET Activity collections since 2015.

In addition, course owners will soon be required to provide a description of their course for publication purposes as part of their initial accreditation or reaccreditation process. Application forms will be updated to allow this information to be entered shortly.

A reference to an earlier or later version of the course will be inserted later this year for courses, where that earlier or later version is a VET accredited course on or after 1 September 2018.

When will ASQA’s new fees and charges take effect?

The 2018-19 schedule of fees and charges takes effect as of 6 July 2018.

If you have been notified before 6 July 2018 that an audit or an evidence review is to take place, the previous schedule of fees and charges will apply for the entirety of the process (i.e. until the audit or evidence review is completed).

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.

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

Where can I identify co-requisite unit relationships?

Some courses identify units that can be completed in conjunction with other units. Where co-requisite unit relationships exist they must be identified in the ‘Assessment conditions’ field of an enterprise unit developed for inclusion in a course.

Where can I locate what AVETMISS data to report?

RTOs should refer to NCVER’s publications “AVETMISS 8.0 VET Provider Collection Specifications” and “AVETMISS data element definitions” on the NCVER website.

Where can I obtain further information regarding AVETMISS data requirements?

For further information, and a range of fact sheets about data collection and reporting, please see the:

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.

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.

Where else will additional information on my accredited courses be published?

Additional information on accredited courses will also be made available on the My Skills website (www.myskills.gov.au) in due course, which sources information from the National Register of VET (training.gov.au). My Skills entries for accredited courses will show the unit of competency/module titles, the course description, and a reference to the earlier or later version of the course (when available).

The unit of competency information will also be included on Unique Student Identifier transcripts.

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

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.

Who do I contact for queries or errors regarding AVETMISS data submission?

NCVER’s helpdesk is available via telephone 1800 649 452 or www.ncver.edu.au/contactform.html