Don’t Risk Your RTO’s Registration: Prepare Now for the 2025 Annual Declaration on Compliance (ADC) Leave a comment

As the CEO of an RTO, the Annual Declaration on Compliance (ADC) is one of the most critical tasks on your calendar. It’s not just another form—it’s your official statement to ASQA that your RTO complies with the Standards for RTOs 2015 and is operating responsibly, issuing valid qualifications.

But here’s the reality: Missing the ADC deadline or submitting incomplete information could put your RTO’s registration at risk. Regulatory action, fines, or even cancellation of your registration are all on the table if you don’t meet ASQA’s expectations.

With the ADC submission period opening on 3 March 2025 and closing on 31 March 2025, you have just a short window to get it done. Preparation is key. If you want to avoid the last-minute scramble and ensure your submission is audit-ready, keep reading. At the end of this blog, you’ll find an easy-to-follow checklist to help you complete the ADC step by step.

Why the Annual Declaration on Compliance (ADC) Matters for Your RTO

The Annual Declaration on Compliance is more than a yearly obligation—it’s an opportunity to:

• Confirm that your RTO complies with the Standards for RTOs 2015 for all certifications issued in the last 12 months.
• Prove your records are current and accurate.
• Demonstrate that your systems are actively identifying and addressing risks.

This declaration, signed by the CEO, assures ASQA that your organisation is committed to delivering high-quality training and assessment while maintaining compliance with regulatory requirements.

The Risks of Missing the Annual Declaration on Compliance (ADC) Deadline

Failing to submit your ADC by 31 March 2025 could result in serious consequences for your RTO, including:

• Regulatory action: ASQA may issue warnings, impose conditions on your registration, or even suspend/cancel it.
• Damaged reputation: Non-compliance can harm your RTO’s reputation, deterring future students and industry partners.
• Operational disruption: The inability to issue qualifications or deliver training due to registration suspension could cripple your business.

What’s New for the 2025 Annual Declaration on Compliance?

ASQA has streamlined the ADC process to reduce the regulatory burden while still maintaining essential safeguards. This year, the declaration also focuses on how RTOs are preparing for the revised Standards for RTOs, which makes preparation even more critical.

The ADC must be completed by the CEO using a unique web link sent via email from ASQA. If you don’t receive this link, it’s your responsibility to check your contact details on training.gov.au and ASQANET and contact ASQA promptly.

The 6 Steps to Annual Declaration on Compliance Success

Step 1: Update Your Records

Before the ADC opens on 3 March 2025, log in to ASQANET and training.gov.au to verify your RTO’s details.

• Ensure the CEO contact information, organisation address, and scope of registration are up to date.
• Use ASQA’s ASQANET User Guide for assistance with updates.

Accurate records ensure you receive ASQA’s email invitation and prevent submission issues.

Step 2: Conduct a Compliance Health Check

A compliance health check is your chance to ensure your RTO is fully aligned with the Standards for RTOs 2015.

• Use ASQA’s Self-Assessment Tool to review your policies, processes, and systems.
• Identify any areas of non-compliance, and create an action plan to address them.
• Retain all evidence, including:
  • Self-assessment results
  • Policies and procedures
  • Training and assessment strategies
  • Student records and completed assessments
  • Internal audit documentation

Pro Tip: This evidence will not only help with your ADC but also prepare you for future audits.

Step 3: Review Key Standards

Understand your obligations under the Standards for RTOs 2015, specifically:

• Clause 8.4: Your ADC must confirm compliance for all certifications issued in the past 12 months.
• Clause 7.5: Maintain accurate data and records for reporting.

Ensure your RTO is consistently meeting these requirements across all operations.

Step 4: Watch for ASQA’s Email Invitation

ASQA will send a unique web link for your ADC form on 3 March 2025.

• Double-check that the email address listed for your CEO on gov.au is accurate.
• Add ASQA to your safe sender list to avoid the email landing in your spam/junk folder.

If you don’t receive the email, contact ASQA promptly to request a resend.

Step 5: Submit the ADC Form

Don’t leave your submission to the last minute. Once the form is available:

• Log in and complete it early to avoid system delays or technical issues.
• Double-check all details before submitting, as changes cannot be made after submission.
• Save a PDF copy of your submission for your records.

Remember: The deadline is 31 March 2025, and late submissions will not be accepted without prior approval.

Step 6: Retain Evidence for Audits

Once you’ve submitted your ADC, ensure all supporting documentation is stored securely. This includes:

• Compliance health check results and evidence.
• Internal audit reports.
• Records of non-compliance (if any) and action plans to address them.

Maintaining these records is essential for demonstrating your commitment to compliance during an ASQA audit.

The Ultimate ADC Checklist for RTO CEOs

To make the process even easier, here’s a ready-to-use checklist. Print it out, tick each box as you go, and ensure nothing is missed.

2025 ADC Checklist

Step 1: Update Your Records

• Verify all records on ASQANET and training.gov.au.

• Update CEO contact details, organisation address, and scope of registration.

Step 2: Conduct a Compliance Health Check

• Use ASQA’s Self-Assessment Tool to review operations.

• Retain evidence of the health check, including:
  • Self-assessment results.
  • Policies, procedures, and training/assessment strategies.
  • Student records and internal audit reports.

• Record areas of non-compliance and develop a plan for improvement.

Step 3: Review Key Standards

• Familiarise yourself with Clause 8.4 and Clause 7.5 of the Standards.
• Confirm compliance with the Standards for all certifications issued in the last 12 months.

Step 4: Prepare for ASQA’s Email Invitation

• Ensure the CEO email address listed on training.gov.au is accurate.
• Check your spam/junk folder if the email doesn’t arrive by 3 March 2025.
• Contact ASQA to request a resend if needed.

Step 5: Submit the ADC Form

• Complete the ADC form early to avoid last-minute issues.
• Double-check all details before submitting.
• Save a PDF copy of the submitted declaration.

Step 6: Retain Evidence for Audits

• Store all supporting documentation, including evidence of the compliance health check and action plans.
• Be audit-ready by maintaining records for at least the past 12 months.

Conclusion: Stay Ahead of Compliance with VET Resources

Submitting your 2025 ADC doesn’t have to be a stressful experience. By following the steps and using the checklist provided, you can confidently meet the 31 March 2025 deadline and demonstrate your RTO’s commitment to quality training.

At VET Resources, we understand the challenges of managing compliance. Our audit-ready training and assessment resources are designed to save you time, money, and effort while ensuring you meet ASQA’s requirements.