Guide to submitting evidence to ASQA
Evidence preparation
Evidence is required to be submitted to ASQA for numerous reasons – to support an application, in response to a performance assessment (audit) or monitoring activity or to address non-compliance. Regardless of the circumstance, it’s important that your evidence is relevant and organised. This helps ASQA Officers to identify the information needed in a timely manner, which in response to assessment activities may minimise ASQA’s charges.
This guide will help you prepare and structure your evidence for submission via asqanet.
Before submission it’s important to consider if the evidence is:
- relevant to my application, performance assessment (audit) or monitoring activity or does it address the non-compliance – does ASQA need this documentation?
- organised in a way that is easy to locate and identify the required information quickly
Do
Use the templates ASQA has provided either from the website or via email
Ensure forms are completed in full, with legal names and are signed and dated
Scan documents double sided (where relevant)
Provide an index if supplying more than 20 documents
In large documents, like policies, manuals and handbooks, ensure specific page numbers are referenced in your response when addressing non-compliance
Use clear and consistent titling. Titles should be kept short, but descriptive (<50 characters where possible)
They should include a version number (where relevant) and specify the person’s name at the end when submitting evidence relating to a person. Eg FPP – John Citizen.
Dont's
Create your own template to duplicate ASQA’s with your own branding
Amend ASQA’s templates
Scan various documents into one PDF. Each document should be scanned seperately and have a relevant name
Include file sharing links within your evidence. ASQA’s servers restrict access to file sharing sites
Upload a document more than once, even if you are using it to show more than one thing or submitting two concurrent applications (VET and CRICOS)
If asqanet requires you to upload a document, a reference to where the document can be found is sufficient.
Uploading evidence to asqanet
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File size |
Maximum file size 20 MB |
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Number of files |
No limit |
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File name length |
Use less than 50 characters where possible (use descriptive titles and make each file name different) |
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File types |
We accept most standard file types including Word, Excel, PDF and zip* files. We don’t accept video and audio files via asqanet. *When using zip files, folder structures should be kept to a minimum – preferably no more than four folders deep. |
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Alternative submission options |
If your documents don’t meet these requirements, contact ASQA to discuss another submission method. |
Privacy
ASQA is bound by the provisions of the Privacy Act 1988, including the Australian Privacy Principles (APPs). Your personal information is managed by ASQA under this Act.
How is my personal information used?
Personal information and any supporting documentation you provide is used to assess your compliance.
Is my personal information disclosed?
Your personal information is not disclosed without your consent, except if we are required to by an Australian law or a court/tribunal order.
Further information
Learn more about ASQA's privacy policy and how we manage personal information.
Guide to submitting evidence to ASQA
An easy-to-follow guide to support providers in titling and organising their evidence for submission.
