A Step-by-Step Guide on Changing Your RTO’s Scope of Registration

What is a scope of registration? As you may already know, an RTO’s scope of registration defines the services and training products that you are approved to offer, deliver, and assess. Adding courses to your scope of registration is one of the most effective ways to grow your organisation. The more courses you have on scope, the more opportunities to get enrolments. Having an extensive list of courses on your scope with all training pathways available also makes it easier to gain and retain students.

On the flip side, it is also necessary for RTOs to identify which courses are no longer viable and remove them from the scope. Each course on your scope of registration comes with additional ongoing compliance obligations.

Before any changes to scope can happen, though, your RTO must get an approval from ASQA. You can apply to either add or remove qualifications, units of competency, and accredited courses through asqanet.

Applying to add courses to your scope of registration requires you to complete internal processes, provide evidence, and even undergo audits. Additional requirements are needed if you are in your first two years of operation.

How to add an item to your RTO’s scope of registration?

1. Log in to https://asqanet.asqa.gov.au/
2. You can:
   • select Registration: New application button on asqanet home page, or
   • select VET/CRICOS Applications from the Registration menu in asqanet.
3. Choose the items you want to add from the drop-down list.
4. Follow the prompts from asqanet as it guides you to complete your application.

NOTE: When you are applying for changes in the scope of registration, you must have all the required resources to deliver each training product included in your application. These include learning resources, trainers and assessors, facilities and equipment, educational and support services, assessment system, and an Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) compliant Student Management System (SMS).

To further guide you, below are the resource requirements for changing your scope of registration:

• Learning resources – By the time of your application for a change of scope, you must have in your possession all the learning resources for all the units of competency that are identified in its training and assessment strategy. These include all the learning materials used by trainers, such as PowerPoint presentations, workbooks, handouts, the content of the learning management system, and lesson plans. Quotes and invoices for payment are not considered valid proof that you already have the learning resources at hand.
• Trainers and assessors – You should have a sufficient number of trainers and assessors to deliver the training and conduct assessment for initial learner cohorts (the number of learners you intend to enrol when you first commence the delivery of the training product). Providing the CV of the potential trainer or assessor is not considered enough evidence of employment. If the trainers are not yet employed by the time of your application for a change of scope, you should at least show proof that you have formally offered them the employment and you have evidence of acceptance.
• Facilities and equipment – When applying for a new training product, you need to have suitable facilities that align with the requirements of all the training products in your application, whether you’re planning to deliver the course face-to-face or online. If you are planning to deliver the training and assessment fully or partially online, you need to have a reliable learning management system with all the required learning and assessment materials. You should also have the equipment (owned or leased) needed for the delivery and assessment of the units of competency included in your application.
• Educational and support services – You must secure sufficient educational and support services such as flexible scheduling and delivery of your training and assessment, language, literacy and numeracy (LLN) programs, pre-enrolment materials, mediation services, information and communication technology (ICT) support, resources to increase access for learners with disabilities, and any other services that are considered necessary for an RTO to support the learning process of the students and to meet the needs of your initial cohorts.
• Assessment system – Another thing that you need to keep in mind when applying for changes in the scope of registration is the assessment tools and materials for all the units of competency included in your training and assessment strategy. This will help you remain compliant and ensures that your assessments are based on Principles of Assessment and Rules of Evidence contained in Clause 1.8 of the Standards. Quotes and invoices for planned purchase are not considered valid.
• AVETMISS-compliant SMS – For the collection and submission of AVETMISS data, you must have an AVETMISS-compliant student management system purchased/created, installed, and configured to meet the requirements of the National VET Provider Collection Data Requirements Policy.
• Ability to remain compliant – You should demonstrate your capacity to remain compliant based on the requirements of Clause 1.3 of the Standards should the number of your learner cohorts significantly increase in the 12 months period after your application has been approved.

If you are a NEW RTO, meaning you have been registered for less than two years, you need to provide additional information and accomplish these forms together with relevant evidence:

• self-assessment for applications to change scope of rto registration.docx | Australian Skills Quality Authority (ASQA)
• financial_viability_risk_assessment_tool.xlsm | Australian Skills Quality Authority (ASQA)

ASQA assesses the change of scope applications of new RTOs through a performance assessment. Make sure to fill in all the information needed. A simple mistake on the forms or lacking details can cause a significant delay in your application. In cases that you will be asked to submit evidence, send the complete documents as required. This will help to expedite the approval of your request.

NOTE: If your application is to transition to revised training products that are already on your scope of registration, you are EXCLUDED from completing this self-assessment.

Fees to add items

Fees may apply when you change your scope of registration. When adding items to your scope, an application lodgement fee of $500 is required. This fee is per application and will not change regardless of the number of items you want to add. ASQA will issue an invoice once you finalise your application in asqanet.

It is very crucial for you to submit your application ONLY after finalising everything to avoid paying unnecessary fees.

NOTE: NO FEES will be collected when you are adding an equivalent training product due to transition.

How to remove items from your RTO’s scope of registration?

1. Log in to https://asqanet.asqa.gov.au/
2. You can:
   • select the Organisation menu, then choose RTO Details, or
   • click the RTO Details button on the asqanet home page, then select Update Minor Details from the Actions drop-down list.
3. Follow the prompts from asqanet as it guides you in removing items from your scope of registration.

When applying to remove items from your registration, you should remember:

1. Your application will only be approved if there are NO students currently enrolled in that item.
2. Items cannot be removed from your scope if there are still in progress regulatory activities.
3. There are NO fees applied when removing training products in your scope of registration.

Things to remember:

• Always follow the RTO policies and procedures and remain compliant all the time.
• Prepare all the resources needed in delivering the course prior the submission of your application for change of scope of registration. These resources include learning resources, trainers and assessors, facilities and equipment, educational and support services, assessment system, and an AVETMISS compliant Student Management System.
• DO NOT apply if you do not have all the resources required.
• Ensure completeness of the documents and correctness of the details indicated on forms. Incomplete applications or completed incorrectly will be returned to you for completion.
• Provide evidence and additional requirements needed to avoid delays in your application.
• Application fees are non-refundable, so make sure you have finalised everything before you apply.
• Additional fees may apply when changing the scope of registration, such as performance assessment. Always take note that ASQA will only start processing your application if all fees are paid in FULL.
• Change of scope applications will be processed within six months, given that the documents submitted are complete. This includes the applicable fees you need to settle.
• If you wish to change or cancel your application, email your request to enquiries@asqa.gov.au. Please note that changes and cancellations of applications are only possible if a performance assessment has not commenced.

Application to change your scope of registration can be easy if you will just follow these guidelines. For your further needs and additional concerns, feel free to reach us at 1300 626 556 or info@precisiongroup.com.au. We will be glad to assist you and provide the necessary information you might need. We can also offer you a walkthrough and free samples of our wide-range top-notch training products.