Assessment of your change of scope application

When assessing an application to change an organisation’s scope of registration, ASQA must consider:

  • the applicant's ability to provide the vocational education and training (VET) course in accordance with the VET Quality Framework
  • the other VET courses offered by the applicant, and
  • whether the applicant complies with the VET Quality Framework and its conditions of registration.

ASQA applies a risk management approach to assessing applications against these criteria.

An application to change a provider’s scope of registration may be:

  1. assessed through a registration audit and then decided (approved or rejected)
  2. decided (approved or rejected) through a risk assessment.

The majority of applications are approved at risk assessment within a month of lodgement.

Applications to transition to new versions of training package products

ASQA processes all items on a provider’s ‘Application to change RTO scope of registration’ concurrently. As such, ASQA advises that you submit applications to transition items separately from applications to add new items.If you submit an application to transition items on the same application as new items, this will increase the time taken to transition items considerably.

Applications decided through risk assessment

Applications approved through risk assessment

The majority of applications to change (add or remove courses from) a provider’s scope of registration are approved following a risk assessment.

In most cases, applications should be finalised within a month of lodgement, if all the following criteria are met:

  • The application is submitted via asqanet.
  • The application is submitted with the correct fee payment.
  • The application includes all required information to enable ASQA to make a decision.
  • No corresponding Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) application has also been submitted with the VET application
  • The applicant registered training organisation (RTO)is not rated as high risk.
  • The applicant RTO has no overdue debt to ASQA.
  • The applicant RTO has no unresolved non-compliance actions or sanctions imposed that are relevant to the scope of the application.

For more information on application processing times, please see the ASQA performance standards

ASQA will not begin considering your application until the relevant fees are paid in full.

Applications rejected through risk assessment

An application may be rejected at this stage if:

  • ASQA has notified the applicant that the application is incomplete, but all required information and evidence has not been provided within the nominated timeframe
  • All fees have not been paid in full within 30 days of the application's submission
  • The application is to remove courses from scope, and the risk assessment has determined that the provider has not discharged its obligations to all students currently enrolled or students who would be otherwise affected if the courses were removed, or
  • The provider is the subject of a sanction, or other action to rectify unresolved non-compliance, relevant to the courses sought in the application.

Applications that require an audit

ASQA will conduct an audit if the risk assessment indicates that an audit should be conducted.

The audit is conducted at your nominated premises and reviews your compliance with the VET Quality Framework. The auditor (or audit team, which may include industry specialists) examines the strategies, resources and materials your organisation uses to deliver the qualifications or units of competency in your scope of registration. Please note that in the period 1 January 2015 to 1 April 2015, ASQA will conduct re-registration audits against the Standards for RTOs 2015; however, decisions relating to compliance will be made against the Standards for NVR RTOs 2012. The exception to this is new RTOs that applied for initial registration, and had that registration granted, after 1 January 2015, in which case, the decision will be made against the Standards for RTOs 2015.

The auditor may also investigate the :

  • effectiveness of management systems, delivery strategies and other materials
  • proposed implementation of delivery strategies meets training package and/or accredited course requirements
  • suitability of facilities and equipment, and
  • credentials of nominated delivery personnel.

For application processing times, please see the ASQA performance standards.

If non-compliance is found at audit

If your organisation does not comply, you have 20 working days to provide additional or amended evidence to demonstrate  full compliance. ASQA analyses this additional evidence before it approves or rejects the application.

This process may also result in your organisation being approved for registration for some training products in your application, but rejected for others. ASQA may also grant approval with specific conditions applied to the registration.

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