RTO Reporting Requirements

Publications:

• VET Data Policy (Version 1 dated 20/08/2025)
• AVETMISS VET Provider Collection specifications, Release 8.0 (revised 31 October 2022)
• Privacy Act 1988 (Cth)

RTOs registered by TAC must submit data compliant with the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) for the National VET Provider Collection, as outlined in the VET Data Policy.

AVETMISS is a nationally recognised data standard designed to ensure consistent and accurate reporting of student and training activity across the VET sector.

The National Centre for Vocational Education Research (NCVER) is the custodian of AVETMISS and manages the collection and analysis of this data.

The VET Data Policy, which is a component of the VET quality framework, sets out the requirements for RTOs regarding the collection submission, and use of data for national reporting purposes. Compliance with this policy is essential for maintaining registration and supporting transparency and quality across the VET system.

In line with the VET Data Policy RTOs must:

• collect and submit AVETMISS compliant data for all Nationally Recognised Training delivered, including training provided by any third-party providers acting on behalf of the RTO. This requirement applies regardless of a student’s outcome—whether withdrawn, not successfully completed, completed via Recognition of Prior Learning (RPL), or credit transfer
• maintain policies, procedures and a student management system capable of collecting, storing and reporting AVETMISS compliant data;
• submit AVETMISS compliant data for the National VET Provider Collection as soon as practicable after each aspect of the training occurs (for example, commencement, competency achievement, skill set or qualification achievement) but no later than the end of February for the previous calendar year;
• include the Unique Student Identifier (USI) in AVETMISS submission as a mandatory data element.  More information on the USI is available in Compliance Standard 12.
• submit a ‘nil activity’ report the end of February for the previous calendar year if no training activity occurred during the reporting period;
• comply with Australian Privacy Principles (APPs) 3 and 5 of the Privacy Act 1988 (Cth) when collecting personal information from students for the National VET Provider Collection;
• ensure students are informed about how their personal information will be collected, used, or disclosed. RTOs must provide the Privacy Notice outlined in Schedule 1 of the VET Data Policy.

If the registration of the RTO ceases it must submit accurate, complete and up to date data compliant with AVETMISS for the National VET Provider Collection, for the time up to the date its registration as an RTO ceases, and notify the VET Regulator that this has occurred.  Further information on these requirements is available in the Request to Cancel Registration ​form located on the RTOPortal

What information do I need to collect?

RTOs are required to collect and submit full AVETMISS data on all nationally recognised training where there is a responsibility for issuing a statement of attainment or qualification. The AVETMISS VET provider collection specifications and data element definitions provide more information on what is expected to be collected and reported.

AVETMISS submissions for the previous calendar year are required to be submitted by the end of February, unless a full exemption applies under the VET Data Policy (Version 1 dated 20/08/2025).

Reporting instructions for RTOs regulated by TAC:

Publicly funded data

All publicly funded data reporting is submitted directly to the Department of Training and Workforce Development (DTWD), the State Training Authority (STA) in WA via current Training Allocation Management System (TAMS) reporting requirements.

RTOs accessing state funding should contact DTWD via training.markets@dtwd.wa.gov.au with further enquiries regarding submission of AVETMISS data, as the requirements differ for training delivered under funding agreements.

Non-publicly funded data

All other data is reported directly to NCVER via the AVETMISS validation software.

For assistance with the AVETMISS validation software, RTOs should contact NCVER directly.

Additional Information

NCVER has developed an RTO hub which provides Fact Sheets, an AVETMISS data entry tool for RTOs with less than 100 students, AVETMISS validation software for RTOs to validate their data before submission, as well as a range of other resources on their website.

Exemptions

Under section 5 of the VET Data Policy, exemptions from submitting data compliant with the AVETMISS for the National VET Provider Collection may apply in some cases.

RTOs must consult with TAC for an exemption. RTOs will need to provide evidence to support their claim for an exemption, against the Training Products on their Scope of Registration.

If an exemption applies, the RTO must inform the student prior to commencement that the training will not appear on any authenticated VET transcript prepared by the Student Identifiers Registrar.

Exemptions:

• National security, border protection and policing exemption
• Delivery of emergency or safety community services exemption 

RTOs accessing an exemption

Publications:

• Data Provision Requirements (Version 1 dated 20/08/2025)

To support informed registration decisions, it is essential that TAC has access to current information from RTOs. Under section 8 of the Data Provision Requirements, RTOs are required to cooperate with TAC responding promptly to information requests relevant to their registration.

This includes details provided through application forms, as well as any additional information requested directly by TAC.

In addition, RTOs must notify TAC as soon as practicable of any changes to the following information: 

Organisational Details:

• legal entity type (for example, corporation, sole trader, incorporated association, partnership or government entity);
• Business name registration certificate;
• Australian Company Number (ACN);
• Australian Business Number (ABN);
• type of training organisation (for example, school, university, community-based adult education, other training provider);
• physical and/or postal address of the head office, principal place of business, or any site/ campus where training is delivered from; and
• website address.

Key Personnel and Contact Information

• executive officers and high managerial agents;
• contact details for;
  • public enquiries;
  • registration enquires; and
  • chief executive or other head manager.

Licenses/Authorisations

• where there are changes to a licence or other relevant authorisation which has been provided by another licensing or authorising body in relation to the training products offered by the RTO.

Changes in delivery including

• online, by distance, overseas;
• to overseas students as identified under Education Services for Overseas Students Act 2000 (Cth); and
• to students under 18.

Financial

• funding arrangements; and
• changes to fees in advance.

Third Party Arrangements

• including updates to their ABN, contact details, term of the contract, services to be provided and the training products it relates to, where it is provided, and changes to who retains the VET records.

Financial Viability and Fit and Proper Person Requirements

If an event occurs that results in the RTO no longer complying with the financial viability guidelines or the fit and proper person requirements, the RTO is to provide details about its non-compliance TAC as soon as practicable following the event.

Publications:

• Data Provision Requirements (Version 1 dated 20/08/2025)
• Learner Engagement Survey
• Employer Satisfaction Survey

Under section 9 of the Data Provision Requirements, RTOs are required to collect data on learner engagement and employer satisfaction Quality Indicators. Nationally agreed surveys (either electronically or in hard copy) are distributed to students and employers to collect this information.

The Quality Indicators have been designed to help RTOs with continuous quality improvement through evidence-based and outcomes-focused indicators. They also allow RTOs to assess the risk of an RTO's operations.

RTOs are required to submit an annual summary report to TAC by 30 June each year detailing its performance against the learner engagement and employer satisfaction quality indicators during the previous calendar year.

Learner and employer surveys

Nationally consistent data allows for benchmarking and encourages RTOs to discuss ways to improve training and assessment with other training organisations. It also allows RTOs to:

• gauge how well they are meeting client needs
• develop relationships with key learner and employer stakeholders
• identify areas for improvement in training and assessment

Feedback provides a valuable source of information that can be used to improve an RTO's performance.

To ensure consistency, RTOs are required to use the nationally agreed template Learner and Employer Satisfaction Surveys as prescribed below. The wording should be used exactly as it appears in the templates, but can be sent to students and employers in any format or platform (e.g. Survey Monkey).

While TAC supports innovation and continuous improvement, any alternative or evidence-based outcomes measurement frameworks would need to be used in addition to, not in place of, the mandated tools.

The survey templates can be downloaded by clicking on the link/s below:

• Learner Engagement
• Employer Satisfaction

Instructions for submitting a Summary Report:

1. Create a summary report (there is no prescribed template), which should include:

• the total number of each questionnaire distributed
• the total number of each survey received back
• how the learner engagement data has been used to continuously improve the RTO’s services
• how the employer satisfaction data has been used to continuously improve the RTO’s services (if applicable)

2. Email the report to tac@dtwd.wa.gov.au.

If you have no data for the reporting period, please complete the following steps:

1. Email tac@dtwd.wa.gov.au advising that the RTO had no enrolments or completions for the reporting period.

Where to get support

The Australian Council for Educational Research (ACER) provides resources to help RTOs understand their reporting requirements, including the Learner Survey Guide (PDF) and the Employer Survey Guide (PDF). Please note that these guides refer to the Australian Quality Training Framework, which is now known as the VET Quality Framework.

Compliance Standard 15 requires RTO’s to submit an Annual Declaration on compliance.

The Declaration is in relation to whether for the RTO:

1. currently meets the requirements of the 2025 Standards across all its scope of registration and if not, action taken or planned to address the non-compliance, and
2. has met the requirements of the 2025 Standards for all Australian Qualifications Framework (AQF) certification documentation issued in the last financial year. 

By submitting the Annual Declaration the RTO's Legally Responsible Person is confirming that: 

• the RTO systematically monitors and evaluates training and assessment strategies and practices; and
• uses the outcomes of monitoring and evaluation to inform improvements in business and educational practice.

Systematic evaluation should be based on evidence from a range of sources, including outcomes of validation, complaints and appeal processes, feedback from learners, clients, trainers and assessors and quality/performance indicator data collected under the Data Provision Requirements.

The Annual Declaration covers the RTO's entire scope of operations, including all services provided on its behalf by other organisations under third party arrangements, and for all locations where the RTO operates in Western Australia, Victoria or overseas.

Completing the Annual Declaration on Compliance

When it is time to complete the Declaration, an email will be sent to your RTO.

The Annual Declaration on Compliance for RTOs registered with TAC is due by 30 September for the previous financial year. RTOs are required to complete and submit their declaration by 30 September 2024, regardless of whether any training has been conducted.