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FAQs

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.

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).

Were stakeholders consulted on the changes to fees and charges?

Yes. Public consultation on proposed changes to ASQA’s fees and charges took place from 14 August to 12 September 2017. Consultation was based on a document published on ASQA’s website that detailed the proposed schedule of fees and charges for implementation in 2018.

Stakeholders were invited to provide feedback, or to seek clarification on any aspect of the fees and charges before submitting feedback, via a range of channels. These included an online form that was added to ASQA’s website, and a series of face-to-face and online briefing sessions.

Stakeholder feedback was supportive of the proposal document. A clear majority of submissions received during the consultation period expressed favourable opinions.

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.

How do I get a refund from my closed provider?

When a provider is in liquidation, or ceases to operate, you need to contact the training provider or the liquidator for any matter regarding course fees. ASQA does not have a role in recovering fees; however, ASQA can provide you with contact details for the liquidator, or for the relevant consumer protection agency in your state or territory.

How do I transfer my training to another provider when my provider closes?

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.

Why publish the titles, codes and a course description?

As part of the review into alignment, many stakeholders noted that the lack of information on accredited courses made it difficult for prospective students and employers to understand the content and suitability of a course. This lack of information also means that students that have completed an accredited course currently only have the title of the course reflected on their Unique Student Identifier (USI) transcript, with no information on the course’s units of competency/modules.

Publishing additional information on accredited courses on the National Register will have clear benefits for both students and employers, as it will assist them in determining the content and suitability of an accredited course. Once the information has been published on the National Register, it can also be used to improve the information available on the My Skills website (www.myskills.gov.au). It will also mean that Unique Student Identifier (USI) transcripts can now include information on the course’s units of competency/modules. The publication of the titles and codes of units of competency/modules will also assist registered training organisations with their total VET activity reporting obligations.

For courses accredited by the Victorian Registration and Qualifications Authority, the titles and codes of units of competency/modules are already published on the National Register. Publishing this information for courses accredited elsewhere will ensure that the available information on these courses is nationally consistent.

Why publish a reference to an earlier of later version of an accredited course?

The link between the two versions of the course will improve transparency of accredited courses. Users of the system will be able to easily identify the relationship between different versions of the VET accredited course.

Inserting this reference will also benefit students receiving financial support under the VET Student Loans (VSL) program that are completing an eligible VET accredited course. Under current arrangements, loans can only be offered for courses identified on the VET Student Loans (Courses and Loan Caps) Determination 2016 (the Determination), where courses are listed by their code and title. When a course is reaccredited however, it is given a new code. Inserting the link will allow the reaccredited version of the course to be identified from the previous version. This means that students can continue to access financial support under the VSL program when a course is listed in the Determination and later reaccredited, without having to wait for the Determination to be updated.

Will publishing additional information on my accredited course allow others to copy my course?

The substantive course content will not be published. Information to be published will only include the titles and codes of units of competency/modules, a brief description of the course, and a reference to an earlier or later version of the course. The description will only be published for courses that are accredited or reaccredited from the commencement of the new regulation.

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

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.

Who should I contact for further information?

Course owners with further questions in relation to the publication of additional information on accredited courses can contact the Australian Government Department of Education and Training at VETquality [at] education.gov.au.

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.

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.

Can an overseas student who holds a student visa undertake additional study at the same time as their principal course?

An overseas student is defined in Section 5 of the ESOS Act as a person (whether inside or outside Australia) who holds a student visa (as defined in regulation 1.03 of the Migration Regulations 1994), excluding:

  • a Subclass 576 (Foreign Affairs and Defence Sector) visa, or
  • a person who satisfies the secondary criteria, but not the primary criteria, under the Migration Regulations 1994 for the grant of the visa, or
  • a secondary exchange student within the meaning of the Migration Regulations 1994, or
  • an overseas student who has been approved under a scholarship scheme, or an exchange scheme, sponsored by the Commonwealth to undertake a course of study or training in Australia.

As specified in Section 8 of the ESOS Act, a provider must be registered on CRICOS to provide a course at a location or do so in accordance with an arrangement they have with another registered provider.

As such, 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. A Confirmation of Enrolment (CoE) should be issued for any additional study in a course undertaken by an overseas student whilst in Australia on a student visa.

CRICOS providers are responsible for all aspects of compliance with the requirements under the ESOS Act and its associated legislation. For example, as a CRICOS provider, you must have a written agreement with each student, and you must complete the visa-related reporting requirements relating to the student’s enrolment for each course. Failure to comply with the requirements in one course could lead to a student’s visa being cancelled and the student defaulting in both courses.

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.

Can an RTO enrol an overseas visitor into a course and not be CRICOS registered?

In some cases, registered training organisations (RTOs) may enrol students who are temporarily visiting Australia on certain visas, other than study visas. However, some visas include restrictions on training. Further information is also available from the Department of Home Affairs.

However, any course undertaken by a student visa holder must be registered on CRICOS. A Confirmation of Enrolment (CoE) should be issued for any additional study in a course undertaken by an overseas student whilst in Australia on a student visa.

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 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. CRICOS providers are permitted to use third-party arrangements for the delivery of training and assessment. These arrangements must be approved by the ESOS Agency.

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:

  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

Users are able to view the current principal place of business and existing delivery site records for RTOs in asqanet, but they are unable to update those records via asqanet at this time. Use this form to:

  • notify a change to the address of your RTO’s principal place of business (only if different to your head office); or
  • amend the recorded details of one or more existing delivery sites.

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.

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