Update registration

Update organisation details

You must notify us of changes to your:

phone number
fax number
address
website
other contact details.

If the contact details apply to an individual, specify who they are.

Email the changes to vrqa.vet@education.vic.gov.au

Change in senior leadership
If any of the people in the following positions have changed, they need to sign a statutory declaration:
- Chief executive officer
- Principle executive officer
- Director
- Shareholder
- Senior officer
Head office contact statutory declaration
Word 1.6 MB

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CEO statutory declaration
Word 1.62 MB

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You must also include a cover letter that consists of the new person’s:
- full name
- position title
- mobile or telephone number
- email address.
Send the signed and witnessed statutory declaration and the cover letter to vrqa.vet@education.vic.gov.au.
Change of day-to-day contact person
If your day-to-day contact has changed, you need to send us a notification on your organisation’s letterhead with the following:
- full name
- position title
- mobile or telephone number
- email address.
Email the document to vrqa.vet@education.vic.gov.au.
Any change to the legal entity during a sale or restructure will require a new RTO application. Any person or organisation wanting to buy or sell a VRQA registered RTO should contact the VRQA for advice.
Follow these guidelines for your RTO if you need to:
- change the legal entity
- sell or transfer ownership
- merge or split ownership
- make substantial changes to control, management, or operations
- cease operation.
Change of RTO organisation status — guidelines
Word 1.58 MB

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New versions of training package products and accredited courses

RTOs must transition to new versions of products and courses.

Training package products
New versions of training package products are published on training.gov.au.
When a new version of a product is released, there is a 12-month transition period.
During the transition period, you must:
- update teaching materials
- transition students to the new version if they are not due to complete the previous version during this period.
Extend the end date of a training package product
Email us to apply for an extension of a product end date.
View the list of training package products with extended transition end dates.
New versions of products or courses can be equivalent or non-equivalent to the existing version.
Equivalent versions
New versions are considered equivalent to the original version if they have:
minor changes
the same vocational outcome.
Non-equivalent versions
New versions are considered non-equivalent to the original version if they have:
major changes
a different vocational outcome.
The process for transitioning varies depending on whether the version is equivalent or non-equivalent.

Amend your scope of registration

Your scope of registration describes the training package products, accredited courses and units of competency that you are approved to deliver.

You need to apply to us to:

add new products or courses
add non-equivalent products and courses
add equivalent products without a standing application
add Training and Education (TAE) products
remove products or courses from your scope.

You can apply to add a new training package product or accredited course to your RTO’s scope.
There is a fee(opens in a new window) for each additional product or course.
You must provide evidence that your RTO is ready to deliver the training.
The requirements are in the application Form B (see How to apply).
Get additional approvals before submitting your application if the new product or course requires them.
Delivery of standalone units
You may wish to deliver a unit of competency on its own.
You must apply to us to do this if the unit belongs to a qualification on your RTO's scope but is not a core or elective unit listed in the training package.
We assess RTOs more rigorously when they transition to a non-equivalent training package product or accredited course.
You must apply to transition to the new version using Form B (see How to apply).
You need to provide evidence that your organisation is ready to deliver the training.
The requirements are in the application form.
You must pay a fee(opens in a new window) for each non-equivalent product or course.
If the product or course requires additional approvals, ensure you have these before submitting your application.

How to apply

Complete Form B and email to vrqa.vet@education.vic.gov.au

Application for amending scope of registration — Form B

Word 1.56 MB

How is my application assessed?

We assess applications using a risk-based approach.

We may conduct an audit of your organisation.

We will make a risk-based assessment of your application to determine the type of audit to conduct.

How will I know the outcome?

We will inform you if your application is successful.

If it is unsuccessful, we will provide you with reasons for the decision.

Transition to an equivalent product with a standing application

You can authorise us to automatically update your registration when an equivalent product takes effect.

You must complete a standing application to do this.

You must meet certain requirements to be eligible for a standing application.

You cannot include TAE package products in a standing application.

This guide can help you complete the application form.

Guide to Form E

Word 1.54 MB

Complete the application form and email to vrqa.vet@education.vic.gov.au

Standing application for amendments to training packages — Form E

Word 1.55 MB

We will conduct a risk assessment and contact you if we do not accept your application.

Transition to an equivalent accredited course

When there's an equivalent version of an accredited course, we will email all VRQA-registered RTOs that offer the current version.

The email will include:

a memorandum detailing the transition arrangements
the VRQA transition notice.

You need to complete the VRQA transition notice. Your CEO needs to sign this. Send the completed notice to vrqa.accred@education.vic.gov.au(opens in a new window).

We will review the information. We will contact you if we need more details or to let you know that we have added the equivalent course to your scope.

Transfer registration to ASQA

You must transfer your organisation’s registration from the VRQA to ASQA if you intend to provide services:

outside Victoria and Western Australia (including online education)
to international students.

You must provide us with a statutory declaration stating why your organisation is transferring its registration.

The chief executive officer, director or an appropriate delegate must sign the declaration.

Before submitting the declaration, make sure you have:

resolved any non-compliance issues
paid any outstanding fees
have no other applications being assessed.

Email the declaration to vrqa.vet@education.vic.gov.au.

Visit the ASQA website for information about how to become an RTO.

Cancel registration

You must notify us if you no longer wish to operate as an RTO.

Complete the cancellation form:

Request by RTO to cancel registration - Form C

Word 1.55 MB

You need to provide an Excel spreadsheet of all your student records. We will use this to reissue qualifications if required.

Please include the following student details:

family name and first name
residential postcode
date of birth
enrolment or commencement date
code and title of qualification
codes and titles of units of competency
units of competency assessment results
credentials and date issued.

Your organisation cannot issue nationally recognised qualifications or statements of attainment once we cancel your registration.

Email your form and relevant documentation to vrqa.vet@education.vic.gov.au

Cancelling registration for owners of accredited courses

If you are the copyright owner of an accredited course, cancelling your RTO registration will not affect your course accreditation.

You need to notify us if you wish to also cancel your course accreditation.