How ASQA Processes New RTO Registration Applications

Are you thinking of starting a Registered Training Organisation (RTO) in Australia? If so, you need to be aware of the RTO registration applications process and the criteria that ASQA assesses. ASQA completed 7,425 applications in 2021–22, including applications that were received (but not finalised) in the previous financial year. ASQA approved 93% of these applications. The most common reasons for RTO registration rejection are failure to meet the eligibility criteria, incomplete or inaccurate information in the application and non-compliance with the Standards for Registered Training Organisations 2025.

In this blog post, we will discuss the RTO registration application process in detail. We will also provide some tips for avoiding application rejection.

What is an RTO?

An RTO is an organisation that provides training and assessment services for vocational education and training (VET) qualifications. ASQA must register RTOs to offer VET courses.

Why do you need to register with ASQA?

There are several benefits to registering with ASQA. Registered RTOs:

• Are eligible to receive government funding for VET courses
• Are subject to regular audits to ensure they are meeting the standards
• Employers and other education providers recognise the statement of attainment that RTOs provide to their students.

How ASQA Processes New RTO Registration Applications

This is a topic that is of great interest to many people, as the registration of the RTO process can be complex and time-consuming. 

In this section, we will walk you through the entire process step-by-step, so that you can have a clear understanding of what to expect. We will also provide some expert tips to help you make the process as smooth as possible. 

Step 1: Pay the initial lodgement fee

The first step in the registration process is to pay the initial lodgement fee. This fee is currently $500, and it is payable when you submit your application. (Lodgement fee is non-refundable)

Step 2: ASQA reviews your application

Once you have paid the lodgement fee, ASQA will review your application to ensure that it is complete and that you have provided all of the required information, such as a financially viable declaration and a Fit and Proper person declaration. (If your application is incomplete, ASQA will ask you to complete it and submit it within 5 days.)

Step 3: ASQA sends you an assessment fee invoice

If your application is complete, ASQA will send you an assessment fee invoice. This fee is currently $8,000, and it is payable before ASQA begins the assessment process.

Step 4: ASQA assesses your RTO registration applications

The assessment process is where ASQA will evaluate your application to determine whether you meet the requirements for RTO registration. The assessment process is conducted in five steps:

• Assignment of an assessor: ASQA will assign an assessor to your case. The assessor will contact you to discuss the RTO registration assessment process, schedule your opening meeting and interview days, and confirm whether the interview will be in person or conducted via video conferencing.
• Meeting your assigned assessor: Your opening meeting with the assessor is an opportunity for you to learn more about the registration assessment process and ask any questions you may have. The assessor will also provide you with an opportunity to provide more information about your organisation.
• Review of the submitted evidence and an interview: The assessor will review the evidence that you have submitted with your application and may request additional documentation or information. The assessor will also schedule an interview with you, either at your premises or via video conferencing. You may have more than one interview, depending on the scope of your assessment.

During the interview, the assessor will: 

• Understand how your organisation intends to operate 
• Clarify the information you have provided in your application 
• Assess your organisation’s compliance with the VET Quality Framework 

(Note: The assessor may also interview your management team and proposed trainers and assessors. The assessor may also visit your premises to observe your facilities and resources.) 

• Final closing meeting with assessor: Once the assessor has completed their review of your application, they will schedule a closing meeting with you to discuss any identified issues. The assessor will then prepare a registration assessment report, which will include any areas where your organisation does not meet the relevant standards and the reasons for their decision. 
• Decision on your RTO registration applications: If ASQA approves your application, they will issue a registration certificate, a letter outlining your organisation’s obligations, and details of any special registration conditions that may apply.

When ASQA Rejects the RTO Registration Applications

If ASQA does not approve your RTO registration applications, it will notify you of the reasons for its decision. ASQA may reject your application if:

• It is incomplete, or you did not provide the required information and evidence on time or in the correct format 
• You did not demonstrate compliance with the VET Quality Framework 
• You have not satisfied the financial viability risk assessment requirements 
• Your key staff have not satisfied the Fit and Proper Person Requirements 

The Timeline for a Decision on the RTO Registration Applications

ASQA aims to decide on RTO registration applications within 120 days.

• The initial review of your RTO registration applications will take approximately 1-2 weeks after you pay your lodgement fee.
• After you pay the initial assessment fee, ASQA will take another 1-2 weeks to begin the assessment with your assessor.
• Assessment with your assessor and the interview will take another 4-6 months
• To receive ASQA’s decision, it may take up to a week

Factors affecting your RTO registration applications

Here are some factors that may affect the processing time for RTO registration applications

• The completeness of the application: If the application is incomplete, ASQA will need to contact the RTO to request additional information. This can delay the processing time.
• The complexity of the application: If the application is for a complex RTO with a wide range of courses, it may take longer to process than an application for a simpler RTO with a limited range of courses.
• The number of applications received: If ASQA receives many applications at the same time, it may take longer to process all the applications.

Tips for RTOs to Help Them Avoid Application Rejection

• Make sure RTOs meet the eligibility criteria. Before RTO even starts the process, it is important to make sure that RTO meet the eligibility criteria for RTO registration. These criteria are set out in the Standards for Registered Training Organisations 2025.
• Complete the application form carefully. The application form is the RTO’s opportunity to demonstrate to ASQA that the RTO meets the eligibility criteria and that the RTO is committed to providing high-quality training and assessment. RTO should make sure to complete the form carefully and accurately.
• Provide all of the required information. The application form will ask RTO to provide a lot of information about RTO, including RTO governance arrangements, marketing and recruitment practices, and training and assessment. RTO should make sure to provide all the required information.
• Get everything in writing. When RTO is communicating with ASQA, it should make sure to get everything in writing. This will help to avoid any misunderstandings.
• Be patient. The RTO registration process can take some time, so be patient. If you have any questions, do not hesitate to contact ASQA.
• Get professional advice. If RTO is not sure about any aspect of the RTO registration process, it is a good idea to get professional advice from a lawyer or consultant who specialises in VET.
• Start early. The RTO registration process can take some time, so it is a good idea to start early. This will give you plenty of time to gather all the required information and to address any issues that may arise.
• Keep your records up to date. As RTO grows and develops, it is important to keep the records up to date. This will help RTO to demonstrate to ASQA that it is a well-managed and compliant RTO.

Conclusion

If you are considering starting an RTO, it is important to understand the RTO registration process and the criteria that ASQA assesses. By carefully preparing your application, RTO can increase its chances of having the application approved.

Are you an RTO looking to buy RTO training materials? Then VET Resources is your partner. We also have a YouTube channel to help RTOs understand RTO operations and matters related to them. We also offer free consultation to RTOs. For further information, you can contact us here.

Frequently Asked Questions (FAQs)

1. What is the ASQA registration process for new RTOs?

The ASQA registration process involves several stages: submitting the application, providing the required documentation, assessment of the application, and finally, approval or rejection. ASQA evaluates the applicant’s ability to meet the RTO standards set out in the Standards for RTOs.

2. What documentation is required when applying for RTO registration?

Essential documents include proof of financial viability, a business plan, training and assessment strategies (TAS), policies and procedures, and evidence of staff qualifications and experience. ASQA also requires details on governance structures and compliance systems.

3. How long does the ASQA RTO registration process take?

The process can take anywhere from 3 to 6 months, depending on the completeness of your application and the complexity of your business. Delays can occur if further documentation or clarification is required.

4. What are the key challenges faced during the RTO registration process?

Common challenges include insufficient documentation, unclear or incomplete training and assessment strategies, failure to meet the Standards for RTOs, and inadequate evidence of financial viability. Thorough preparation can mitigate these challenges.

5. How can I ensure my application for RTO registration is successful?

To improve your chances of success, ensure that your application is complete, meets all compliance requirements, and includes all necessary documentation. Seek professional advice or guidance if you’re unsure about specific requirements.

6. What are the most common reasons ASQA rejects new RTO applications?

Common reasons for rejection include:

• Incomplete or unclear training and assessment strategies.
• Insufficient or incorrect evidence of financial viability.
• Non-compliance with the Standards for RTOs.
• Lack of qualified and experienced staff to deliver the training.

7. What happens after I submit my application to ASQA?

After submission, ASQA reviews your application and documentation. If everything is in order, you will be invited for a site audit, during which they will verify the information provided. If your application is successful, ASQA will issue your RTO registration.

8. How can I prepare for the ASQA audit during the registration process?

Ensure all your documentation is well-organised and that your policies, procedures, and training strategies are clearly defined and meet the Standards for RTOs. Review the areas ASQA will assess and ensure your operations are compliant with all aspects of these standards.

9. Are there any costs associated with the RTO registration process?

Yes, there are fees associated with applying for RTO registration. These fees cover application processing, audits, and other administrative costs. The exact amount varies depending on the size and scope of your RTO.

10. Can I reapply if my RTO registration is rejected?

Yes, if your application is rejected, you can reapply once you have addressed the issues identified by ASQA. It’s important to carefully review the feedback from ASQA, make the necessary adjustments, and ensure full compliance before reapplying.

Related Products