ESOS documentation requirements

To change your ESOS registration details on CRICOS you may be required to supply supporting documentation. 

The form you complete in the asqanet portal will let you know what documents or records are required with your submission

Class Timetables

You need to provide a timetable to add a new course/s, add or change an approved delivery location or change the student capacity of an existing location. The class timetable must include information about how you intend to deliver each course at the new location or if you are changing courses to be delivered at another approved delivery location.

Course duration, including holiday periods

When you apply to add a course to CRICOS, you will need to identify the course duration.  

Education Services for Overseas Students (ESOS) providers must ensure their course duration is based on full-time study – this is a minimum of 20 scheduled course contact hours a week.  The registered course duration must be appropriate for your student cohort to ensure they can complete the course, include holiday periods during the course and work-based training.

Holiday periods cannot be included at the start or end of the registered course duration – i.e.  exceeding the time students need to complete the course requirements.

What do I need to provide if the course incudes mandatory Work-based training

If you apply to add a new course that mandates work-based training, you will need to provide evidence of:

• Who is responsible for arranging work placement and how students will access workplaces
• arrangements for supervision and assessment of students in the workplace.

If you plan to use a third-party arrangement for the course, you need to provide a copy of the written agreement.

How do I add a new delivery location

If you apply to add a new delivery location, you need to attach evidence that demonstrates your authority to occupy that location, such as a title deed or lease agreement and occupancy certification showing the location has been classified as suitable use as an educational premises.

What are the evidence requirements for adding ELICOS courses

To add an ELICOS course to your registration, your application needs to meet Standard C1— Mandatory requirements for course applications of the ELICOS Standards 2018.

Complete the ELICOS course delivery strategy form to address the mandatory requirements under the ELICOS Standards and supply supporting evidence.

Your registration application needs to include a:

• complete ELICOS course delivery strategy form
• qualifications and experience of course teachers
• sample Certificate of Completion and a Certificate of Partial Completion.

If you don’t use the ELICOS course delivery strategy form, you’ll need to clearly label your evidence against each of the Standard C1 requirements in your submission. This may delay the progress of your application.

How do I submit a change application

Most changes to your ESOS registration can be made online using asqanet portal. The asqanet form you use depends on the type of changes you want to make. 

How do I change my ESOS registration that does not include adding a new course or changing work-based training component

You need to complete an Application to Change ESOS Registration form in the asqanet portal to:

• change approved student capacity for a location
• add or remove a delivery location
• remove courses from CRICOS
• change delivery location for existing courses
• change course duration or delivery format for existing courses.

You can add multiple courses and locations to the one application form  

How do I add new courses to my ESOS registration

To add new courses to your ESOS registration, you need to complete the Add Scope to an RTO or ESOS Registration form in asqanet portal. You can download asqanet user guide for providers for further instructions. You will also need to add any required supporting documentation and evidence to support your application. 

How do I change a work-based training component for an existing course

To add or remove a work-based training component for an existing course on your ESOS registration or change the details of an existing work component, complete the Change work-based training component on CRICOS webform.