Initial Registration Application Guide

Guidance
This guide explains the information you need to provide in the application forms for registration as a training organisation.
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About this Guide

This guide explains the information you need to provide in the application form for registration as a training organisation.

You need to complete the RTO1a Application for Initial Registration if you are applying to become a registered training organisation (RTO).

Applicants and registered training organisations (RTO) must ensure that they meet the legislative and licensing requirements relevant to the scope of their registration. Information about the relevant legislative and licensing requirements can be found in Training Packages listed on the National Register of Vocational Education and Training (TGA), or through the appropriate Jobs and Skills Council.

All applicants must comply with the requirements of:

TAC Registration Standards 2025 Hub

The TAC Registration Standards 2025 Hub has been developed to provide general guidance in interpreting the 2025 Standards. Throughout this document, references to the Hub are made where applicable.

Registering Body Compliance

The Training Accreditation Council (TAC or Council) can only accept registration applications from organisations where the head office is located in WA or where all of the intended delivery and assessment is to domestic students in WA, or in WA and Victoria only.  The Council is the registering body for RTOs and must operate within the VET Quality Framework and comply with the Vocational and Education and Training Act 1996, the Vocational Education and Training (General) Regulations 2009 and Standards for VET Regulators 2015. 

A copy of the VET Quality Framework is available from the TAC website at: wa.gov.au/tac

Applications must be submitted to the TAC Secretariat through the RTO Portal.

The applicant must first complete a Portal Access Request Form to create an account to lodge the form through the Portal.

Portal Access Request Form

If you have any questions when completing the application form, please contact the TAC Secretariat on:

Phone: (08) 9224 6510    Email: tac@dtwd.wa.gov.au         Web: www.wa.gov.au/tac

Application Process

How long does the application process take?

While the time taken to process an application for registration can vary, this process usually finalised within six months.

It is important to ensure that all relevant information is provided with your application to avoid delays in processing.

On receipt of your application by the TAC Secretariat, your application will be allocated to a Regulation Officer. This Officer will be your contact throughout the process.

Should the Regulation Officer determine that the evidence provided does not demonstrate that your organisation is ready for audit, you may be required to provide further information.

If your application is not completed in full, it may be returned for more information. If there continue to be omissions, your application will be returned. Your application fee will NOT be refunded, and you will be required to re-apply.

Type of Application

The first part of the application form confirms your organisation is applying for initial registration and seeks to clarity whether your organisation is applying for initial registration and seeks to clarify whether your organisation is intending to: deliver to overseas students studying in Western Australia on a student visa or to deliver Nationally Recognised Training in States and Territories other than Western Australia and Victoria.

If you intend to provide vocational education and training services to overseas students studying in Western Australia on a student visa, then you must apply for registration with the national VET regulator, the Australian Skills Quality Authority (ASQA). For further details about ASQA please visit their website at www.asqa.gov.au

Applicant details

This part of the form identifies the legal entity applying for registration.

Registration will only be granted in the name of a legal entity (as defined below), not a trading name alone.

A link between the legal entity and the trading name must be evident, where a trading name is in use. As this link is not identified by a Certificate of the Registration of a Business Name, a copy of your Business Name Extract from the Australian Securities & Investments Commission (ASIC) is essential.

The name of the legal entity that is registered as the RTO will appear on the national register, training.gov.au (TGA). That name, as listed on TGA, must therefore be used by the RTO on:

  • All Australian Qualification Framework (AQF) qualifications and Statements of Attainment issued by the RTO.

    and

  • All enrolment forms and contracts with students and other clients.

Further information on Issuing AQF Qualifications and statements of attainment is available on the TAC Registration Standards 2025 Hub. 

This part of the form identifies the type of legal entity that is applying for registration.

Following is information that specific types of legal entity will also need to include with their initial registration application:

  • Corporations – If the applicant is a company, the name must be exactly as registered with the Australian Securities and Investments Commission (ASIC). A copy of the Certificate of Incorporation and full ASIC details (showing the names and addresses of all directors) must be attached.  NOTE: Only corporations registered in Australia may apply for registration with the Council.
  • Incorporated association – If the applicant is an incorporated association, a copy of its Certificate of Incorporation must be included.
  • Government Entity - If the applicant is a government entity, you will need to provide the title of legislation under which the entity is established or constituted.
  • Partnerships – If the organisation is a partnership, registration will only be granted in the full names of all partners. Such applicants should note that, if the partnership ceases to exist (for example, one of the partners leaves the partnership), the RTO’s registration will be cancelled, and the new entity will have to apply for registration in its own right.
  • Trusts – If the applicant is a Trust, registration will only be granted if there is a Corporate Trustee in place (rather than individual/s).

Registered business or trading name(s)

This part of the form identifies the trading name for the legal entity applying for registration.

In addition to the name of the legal entity, an organisation may use a registered business (trading) name(s) under which it wishes to perform its RTO functions, including marketing and advertising its services.

If the RTO uses a trading name, it must provide a copy of the Certificate of Registration of Business Name showing the current and correct details, including the registration number and proprietor of the name. The proprietor must be the legal entity seeking registration. If a link is not evidence between the legal entity and the trading name additional evidence will be required.

If registration is granted it will be on the condition that the RTOs functions will be performed in the name of the legal entity and its nominated registered business name(s) only and that the RTO retains its present legal status.

Australian Company Number (ACN)

If the legal entity is a company, enter the ACN.

Australian Business Number (ABN)

The ABN must be set out on all the RTO’s documentation, preceded by the abbreviation “ABN”.

If the RTO is a company and the last 9 digits of the RTO’s ABN are not the same and are not in the same order as the last nine digits of its ACN, both the RTO’s ACN (preceded by the abbreviation “ACN”) and ABN must be set out on all RTO documentation.

Training Provider Type

Using the definitions below as a guide, indicate the type of training organisation the legal entity is. Do not take delivery location, type of qualification or type of funding into account. For example:

  • Although a TAFE College may have a delivery location at a government school, the type of training organisation will still be “TAFE”, not “Government school”.
  • Although a TAFE College may deliver a senior secondary certificate, the type of training organisation will still be “TAFE”, not “Government school”.
  • Although a TAFE College may receive funding to deliver community-based adult education programs, the type of training organisation will still be “TAFE” not “Community based adult education provider”.

Below are definitions of the type of training organisations:

  • Private RTO – A training provider which is not government owned
  • School - A school’s major activity is the provision of full-time secondary education or the provision of secondary distance education. The term includes schools in institutions and hospitals and similar establishments.
  • TAFE College - is a government funded public body created by an Act of Parliament. Enterprise – Training is delivered to the enterprise’s employees or cadets.
  • Enterprise – Government – is a government owned training organisation that delivers training to its own employees (e.g. Department of Defence, Department of Justice). Government entities also need to identify the legislation under which they are established or constituted.
  • Enterprise – Non-Government – is a privately owned training organisation that delivers training to its own employees (e.g. Alcoa of Australia Limited, McIntosh Holdings Pty Ltd).
  • University – All universities in Australia are established or recognised under federal, state or territory legislation.
    • University – Government (e.g. RMIT University)
    • University – Non-Government Catholic (e.g. Australian Catholic University)
    • University – Non-Government independent (e.g. Bond University) Private Provider – A privately owned education/training business or centre.

  • Professional Association – An association that performs functions such as:

    • Providing and promoting professional career development activities
    • Establishing and monitoring industry standards and professional codes of practice
    • Advising educational institutions on curriculum development

    Examples include the Institute of Chartered Accountants, Australian Institute of Management, and the Australian Computer Society.

  • Industry Association – A national industry association that represents the interests of its members (e.g. Internet Industry Association) or an industry union (e.g. Unions WA Incorporated).
  • Equipment/product manufacturer/supplier – an entity that provides certification and training for employees and non-employees (eg Microsoft).
  • Community Based Adult Education Provider – A not for profit, community-based organisation with a primary focus on adult education (e.g. Surf Life Saving Western Australia Inc).
  • Other not elsewhere classified – Training providers that are not classified elsewhere. 

Head office

Provide details of head office location and postal address of the legal entity applying for registration. For some organisations, this may not be the same as the principal place of RTO business. See further information below.

Note: If the Head office is not within Western Australia, your organisation may not be eligible for registration with the TAC. 

Delivery sites

Principal place of RTO business

Provide all details of the actual location from which the organisation’s activity as an RTO will be controlled (i.e. where records and evidence of training for audit purposes are kept).

For some organisations this may not be the same location as the head office. If it is, write “head office”.

Note: If the principal place of business is not within Western Australia, your organisation may not be eligible for registration in Western Australia.

RTOs permanent delivery site/s

List all addresses of premises owned or leased by the RTO where the RTO services will be provided, as well as the name of the manager or key contact person at each site and their contact details. Ensure details of permanent delivery sites offshore/overseas are also listed here.

If you intend to offer or deliver in other States and Territories, other than Victoria, you must apply to be registered with the Australian Skills Quality Authority (ASQA).

Do not list venues that your organisation hires only on an occasional basis.

Contact details

Legally Responsible Person/Chief Executive Officer

The Legally Responsible Person must be the person who is legally responsible for the organisation and ensuring it operates in accordance with the 2025 Standards.

The Legally Responsible Person will be listed on the TGA, and all audit reports and correspondence will be addressed to the Legally Responsible Person. The legally responsible person must also be the chief signatory on all AQF qualifications and statements of attainment issued by the RTO.

Where there are a number of directors or partners, the organisation must nominate one person as the Legally Responsible Person.

Further information on the Legally Responsible Person is available on the TAC website. 

Further information on financial viability is available on the TAC website.

 

TGA day to day Public Enquiries contact person

This person’s name and contact details will be listed on the TGA website as the main contact person for public enquiries.

Registration contact person

This person will be the main contact with the registering body and, therefore, must be the person responsible for all registration matters.

The person may be the Chief Executive Officer (for example, if the RTO is a small organisation). Alternatively, it may be a person who is designated by the CEO, provided it is someone who has direct access to the CEO and is authorised by the CEO to act on behalf of the RTO and to make decisions about registration matters.

Although the CEO may designate a person to fulfil this role, you need to note that the CEO remains responsible for ensuring that the organisation operates in accordance with the 2025 Standards, as the CEO is the legally responsible person.

Governing Persons

You need to provide details of all the people who are Governing Persons of the legal entity making the application.

You must advise TAC if any of these details change at any time during the period of registration.

Please read the definition of the term “governing persons” and the related terms provided below and note the following:

  • Corporations need to provide the details of all directors and the company secretary with the application. TAC may also request a list of the top 20 shareholders.
  • Incorporated associations need to provide the details of the chairperson, secretary, public officer and committee members.

Definition of a Governing Person:

A Governing Person is defined in the Western Australian Vocational Education and Training (General) Regulations 2009.

A Governing Person means any person responsible for overseeing, directing, or exercising a degree of control or influence over the management or operation of a registered training organisation, including executive officers and high managerial agents. 

Fit and Proper Person Requirements and National Police Certificates

Anyone who manages an RTO including Executive Officers, High Managerial Agents, Legally Responsible Officers, Owners, or Persons of Control and Influence must satisfy Fit and Proper Person Requirements (FPPR) as outlined in the 2025 Standards, Quality Area 4 – Governance, Standard 4.1.

A National Police Certificate that has been issued within 6 months should accompany Fit and Proper Person Declarations.

Further information on Fit and Proper Person Requirements is available in 2025 Standards - Quality Area 4 and on the TAC website - Fit and Proper Person Requirements 

Applicant history

You need to provide details about the history of the legal entity and any governing persons making the application.

The questions in this section of the application form needs to be completed by the CEO of the legal entity applying for registration. The responses to the questions about the applicant and governing persons will be used to determine suitability for registration.

TAC may only register a training organisation if it is satisfied that the applicant is suitable for registration in accordance with the provisions of the Vocational Education and Training Act 1996. In considering whether an applicant is suitable for registration, TAC may have regard to:

  1. The prior and current conduct of the applicant and governing persons of the applicant, whether in Western Australia or elsewhere; and
  2. Any other matter that the Council considers relevant.

The questions asked in this section assist the Council in determining the suitability of the applicant.

Current registration in another State/Territory

If the applicant or any governing person currently holds registration in any State or Territory, you need to provide details.

A legal entity can only hold one registration. Therefore, if the legal entity submitting the application is currently registered interstate or with the Commonwealth and it succeeds in obtaining registration in Western Australia, it will be required to cancel its registration in the other jurisdiction. The CEO needs to provide a letter confirming agreement to do this. If any governing person of the applicant is currently registered elsewhere, you need to attach a letter from the CEO providing the reasons for this application for registration.

Former registration in another State/Territory

If the applicant or any associate has ever been an RTO, you need to provide the details requested and attach a letter from the Legally Responsible Person explaining the reasons for ending that registration and stating whether any sanctions were outstanding at the time.

Pending applications in another State/Territory

If the applicant or any governing person has an application for registration lodged with another registering body, you need to provide a letter from the CEO providing details of this application and the reasons for it. This application will not be processed until all details of the other application are provided. You should note that a legal entity may only be registered in one jurisdiction.

Other information

If the applicant or any associate has answered yes to any of these questions, please provide details. 

Registration details

This section includes questions about the current (or intended) delivery arrangements of your training organisation. The answers to these questions will assist the Regulation Officer to conduct a risk assessment of your organisation to determine the level and scope of the audit to be applied to the application.

If you answer “yes” to the question ‘Does your organisation intend to take fees in advance?’, please refer to Compliance Standard 18. Prepaid fee protection measures, and identify which option you are using to protect student fees paid in advance.

Further information on prepaid fee protection measures is available under the 2025 Standards: Compliance Standards

Completing the delivery scope table:

You need to specify all training package qualifications, individual units of competency (where not delivering a full qualification) and accredited courses for which you are applying.

Please check the TGA website, to obtain the correct titles and codes to complete the table(s). Applications that do not provide accurate information may be rejected and returned to the applicant.

The delivery table will be used to calculate the fee you will be charged.

An RTO is required to be registered for 2 years before it can be approved to deliver any qualification or assessor skill set from the Training and Education Training Package.

Further information on delivering the Certificate IV Training and Assessment is available under the 2025 Standards: Credential Policy

Assessment only

If you intend to provide an assessment service (that is, recognition of prior learning rather than a full training and assessment service) for any of the training package qualifications, units of competency and/or accredited courses listed, you need to indicate this against each item.

Please note the following:

  • Your organisation must deliver and assess against the current nationally recognised training qualifications/units and accredited courses.
  • Where a new version of a training package has been endorsed nationally but has not yet been published, your organisation must await its publication on TGA before applying to have qualifications/units from it included on your registration.
  • Applications that contain incorrect information may not be processed.
  • Applications for qualifications and/or units of competency from training packages that have been superseded/replaced will not be accepted.
  • Applications for accredited courses that have been replaced/expired will not be accepted.

Further information on third party arrangements is available on the 2025 Standards: Compliance Standards Accountability Requirements.

Conflict of Interest

The applicant is able to identify any conflict of interest with a specific Auditor, for example if an Auditor has been engaged by you to review your training and assessment materials.

Please note that if a conflict of interest is identified, the reason for this conflict must be included. A declaration is made as a formal undertaking to the Council.

Evidence to support your application

Evidence to support your organisation’s application is outlined in the Initial Registration Application Self-Assessment Tool.

The supporting evidence provided with your application will be used by the Regulation Officer to establish your organisation’s readiness for audit.

Evidence to establish your organisation’s compliance with the 2025 Standards for all training and assessment identified in your application will be reviewed by the Auditor during the audit.

Information should be appropriate to the operations of your training organisation.

Registration Fees

The application form outlines the fees associated with an initial registration application.

Please note that the application lodgement fee and application assessment fee are payable at the time of submitting your application and are non-refundable.

The following fees are inclusive of GST.

Fee Type - Initial Registration

Fees

Notes

Application Lodgement Fee$800Non-refundable, payable at the time of submitting application.
Application Assessment Fee

 

$8,000

 

Base Fee

Base fee includes up to 4 qualifications, up to 20 units of competency and up to 2 delivery sites.
 

Plus

$145

 

Each additional qualification

Total application fee, including lodgement and assessment, is capped at $50,000.
 $50Each additional unit of competency
 $1,395Each additional delivery site

Declaration of the CEO

This declaration is made as a formal undertaking to the Training Accreditation Council by the Legally Responsible Person of the legal entity/organisation submitting this application.  

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