Guide to Form B
Amending your scope
of registration
This information is designed to be read in conjunction with Form B:
Application for amending scope of registration. It explains the information
your organisation is required to provide in an application.
Level 4
Casselden Place
2 Lonsdale Street
Melbourne Vic 3000
GPO Box 2317
Melbourne Vic 3001
T (03) 9637 2806
F (03) 9032 1579
qar@edumail.vic.gov.au
www.vrqa.vic.gov.au
Introduction
Once registration has been granted, registered training
organisations (RTOs) may apply to make changes to their
scope of registration at any time.
Please note that you are required to be able to demonstrate
compliance with the AQTF Standards for Continuing
Registration and the VRQA Guidelines for VET Providers for
the scope items you are applying for, at the point of
application, and be able to provide evidence of this when
requested to do so by the VRQA or a VRQA contracted
auditor. This includes, but is not limited to:
A training package product is a qualification or unit within
a training package.
Adding new scope items or non-equivalent training
package products or accredited courses to scope
A valid Form B application to add new training package
qualifications, units of competency and/or accredited
courses (scope items) to your registration consists of:

Form B

appropriately qualified trainers and assessors

evidence of readiness to provide training; and

an appropriate training and assessment strategy

payment of the invoice for the relevant fee.

facilities

resources

fully developed assessment tools.
There are two ways an RTO may amend their scope of
registration: under a standing application for amendments to
training packages (Form E); or, by completing Form B.
Standing Application for Amendments to Training
Packages (Form E)
A standing application authorises the VRQA to amend an
RTO’s scope of registration when an amendment to a
training package product already on the RTO’s scope of
registration occurs and has been determined by the relevant
Industry Skills Council to be equivalent to the training
package product it is superseding.
Eligibility requirements apply in relation to standing
applications for amendments to training packages. No fees
apply in relation to amendments to scope made under a
standing application.
For more information on lodging a standing application,
please visit the VRQA website www.vrqa.vic.gov.au.
If an RTO does not have a current standing application,
Form B must be used to update the scope when an
amendment to an equivalent training package product
occurs, further information is provided below.
Amending the scope of registration using Form B
Form B can be used to amend an RTO’s scope of
registration in three ways:
1.
To add new scope items or non-equivalent training
package products or accredited courses to scope
2.
To add equivalent training package products
without a standing application to scope
3.
To remove items from scope.
The VRQA assesses valid applications using a proportional
risk-based approach. An assessment may involve a desk
review or a site audit depending on the risk profile of the
application and provider. The risk profile includes, amongst
other things, the applicant’s audit history, any outstanding
compliance matters, record of complaints upheld and
current scope of registration.
Should a site audit be required, you must agree to an audit
date within four weeks of contact by the VRQA contracted
auditor.
If your evidence of readiness to provide training is
incomplete, and/or does not support your application, the
VRQA will not grant your application.
The VRQA will notify you in writing of the outcome of your
application. If your application is approved, the changes to
your scope of registration will be updated on the VRQA
State Register and on the national database
Training.gov.au.
Fees
On receipt of an application to add new scope items, or nonequivalent training package products or accredited courses
to your scope of registration, the VRQA will send you an
invoice. A summary of VRQA fees and charges is available
on the VRQA website. The VRQA VET fees calculator, also
available on the VRQA website, has been designed to assist
you to estimate the fees for adding scope items to your
registration. Application fees are non-refundable.
If fees are not paid by the required date, the application is
not valid and will not be processed.
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Adding equivalent training package products to
scope without a standing application
If an RTO does not have a current standing application
(Form E) with the VRQA to update their scope when an
amendment to an equivalent training package product
occurs, Form B must be used to update the RTO’s scope.
No fee applies for applications to add equivalent training
package products to scope and no evidence of readiness to
deliver training is required to be submitted, as long as the
application is made within the training package transition
period published on the VRQA’s website.
Applications to add equivalent training package products
which are made after the end of the transition period will
attract a fee and evidence of readiness to deliver training
must be submitted as per the process for adding new scope
items above.
Removing items from scope
An application to remove scope items from your registration
only requires the completion of Form B.
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Completing Form B
General Instructions
For each scope item you are applying for, submit
complete evidence of readiness to deliver
training as per the tables on pages 5 and 6 of
this guide.
Check that the details for the Principal Executive
Officer (PEO) or RTO contact on Training.gov.au
are correct. If the details are incorrect, follow the
instructions on the VRQA Change contact details
web page and the VRQA will make the relevant
changes to your PEO or RTO contact details.
Read and sign the declaration on page 6.
Adding new scope items or non-equivalent training
package products or accredited courses
Failure to provide complete evidence of
readiness to deliver training will result in an
invalid application.
Adding equivalent training package products
without a standing application
Check the VRQA’s published training package
transition advice on the VRQA website to make sure
that the training package products you wish to add
are equivalent to those already on your scope of
registration and that the transition period has not
lapsed.
Check Training.gov.au to make sure that all
additions are current and codes and titles are
correct.
Complete the table on page 7of Form B. For each
addition to scope item, indicate:
Assessment only - If your RTO will only conduct
assessments, tick Yes. If your RTO will both
deliver and assess, no action is required.
Partnership delivery - If another organisation will
provide training and/or assessment on your
behalf, tick Yes. If not, tick No.
Multiple sites - If your RTO intends to deliver
training on more than one site, tick Yes. If not,
tick No.
Delivery modes (indicate at least one of the
following): A = face-to-face; B = work-based
training; C = online (learners must be resident in
Vic and/or WA).
Please note that work-based training refers to
learners who are at least partially
trained/assessed while actively engaged in work
as part of employment (e.g. on the job,
apprenticeship/traineeship or other enterprisebased training), practical placement or structured
workplace learning. Work-based training does
not refer to face-to-face training in workplace
venues where learners are not actively engaged
in work.
Complete the table on page 8 of Form B with the
training package product codes and titles you wish
to add to scope.
There is no fee for adding equivalent training package
products with in the transition period and no evidence of
readiness to deliver training is required to be submitted.
Applications to add equivalent training package products
which are made after the end of the transition period will
attract a fee and evidence of readiness to deliver training
must be submitted as per the process for adding new
scope items.
Removing scope items
To remove one, or more, scope items complete the table
on page 9 of Form B. There is no application fee for
removing scope items.
When removing scope items, ensure that all students
have either:

transitioned into the replacement program (without
disadvantage)

completed or discontinued their training and been
issued with a qualification or a statement of
attainment.
Delivery to students under 18 years of age - If
you are willing to enrol students under the age of
18, tick Yes. If not, tick No.
GUIDE TO FORM B: AMENDING YOUR SCOPE OF REGISTRATION - SEPTEMBER 2014
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Evidence of readiness to provide training for new scope items or nonequivalent training package products or accredited courses
The following documented evidence must be forwarded with Form B.
Trainers and Assessors
Competencies of trainers and assessors who will deliver and assess all of the
qualifications/units and accredited courses applied for.
Information must include the following:
Copies of training qualifications and vocational competencies of the relevant trainer or assessor
which must be verified against the original documents, and then signed and dated by the RTO or
otherwise certified. Note that trainers and assessors must have the following:
a) training and assessment competencies as determined by the NSSC or its successor
b) relevant qualifications and vocational competencies at least to the level being delivered or
assessed; and where otherwise specified as per training package requirements.
Current Curriculum Vitae (CV) which must be signed and dated by the relevant trainer or
assessor. Information must include the following:
a) demonstrated current industry skills and experience directly relevant to the
training/assessment being delivered
c) continuous development of Vocational Education and Training knowledge and skills as
well as industry currency and trainer/assessor competence.
Where applicable, Working with Children Check (WCC) evidence or Victorian Institute of Teaching
(VIT) registration. The copy of the WCC or VIT registration must be signed and dated by the RTO
or otherwise certified.
Trainer/assessor skills matrix that identifies the competencies of the trainer/assessor in the
relevant unit of competency or cluster of units to be delivered.
Where any staff member is under supervision, details of the arrangements in place must be
provided including the relevant qualifications of the supervising staff. Copies of the qualifications
and vocational competencies must be verified, signed and dated by the RTO or otherwise
certified.
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Training and assessment strategies
Training and assessment strategies may be provided as a consolidated document
or a range of documents. Information must include the following:
Description of the target group to include key characteristics or features. Some qualifications,
accredited courses and units of competency have been developed for specific target groups and
these should be clearly identified.
Core and selected elective units and any pre- and co-requisites.
Nominal hours for the core and selected elective units and any pre- and co-requisites
1. Total duration of the qualification, accredited course or unit of competency.
2. Actual delivery hours per week and the number of weeks required for each unit of competency
or cluster of units. These hours refer to training and assessment activities conducted by the
RTO. Where applicable breakdown of hours must include:
a)
b)
c)
d)
face-to-face
practical work-placement
independent learning (research projects/assignments)
assessment where this is completed outside face-to-face and practical workplacement hours.
Delivery methods for each unit or cluster of units including any work-based training.
Assessment methods for each unit or cluster of units including workplace assessment and third
party reporting.
Specific resources required for the delivery and assessment of each unit or cluster of units
including training and assessment materials, facilities and equipment including industry placement
arrangements; and where relevant, agreements for the use of recourses and facilities owned by
another organisation or employer.
Details of employers who are willing to participate in practical placements or structured workplace
learning where these are required.
It is not sufficient to state that learners will be required to organise their own practical placements.
RTOs must ensure that the delivery strategy they have selected is viable and there are employers
willing to participate in practical placements or structured workplace learning.
Evidence of industry consultation that clearly indicates how industry has been engaged in the
development of the training and assessment strategy and how this information has been used - for
example, details of who and what was consulted, the date of consultation and the outcome of the
consultation that identifies industry training needs.
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Frequently asked questions
1. What is the timeline for the assessment of Form B
and evidence of readiness to deliver training?
Once the VRQA receives your completed Form B and
evidence of readiness to deliver training, an invoice
will be sent out to you. The timeline for the
assessment of Form B and evidence will only
commence upon payment of the invoice. For more
details please refer to Assessment on the VRQA
website.
2. Why have I not heard from the VRQA since submitting
my Form B and evidence?
A. The VRQA invoice may not have reached you if
your contact details on Training.gov.au are
incorrect. In this case please refer to the VRQA
website and follow the instructions to request a
change to your RTO contact details. Once the
correct details are reflected on Training.gov.au
contact finance.vrqa@edumail.vic.gov.au.
B. Your invoice has not been paid.
C. You may have quoted the incorrect invoice
number when making the payment. If you have
not paid using the correct invoice number,
contact finance.vrqa@edumail.vic.gov.au.
3. What is the process after I have paid my invoice?
A. The VRQA will conduct a risk assessment of
your application and determine:

if a desk review of evidence will be
undertaken

if a site audit is required the VRQA will
advise you and you will be contacted by an
auditor to schedule a suitable date. No extra
fee is required for a site audit

the VRQA will advise you if further
information is required.
B. Based on the outcome of a risk assessment, a
desk review or a site audit, your application will
be granted or not granted.
4. Will I be informed if my application is successful?
The VRQA will inform you in writing if your application
is granted.
5. What happens if my application has not been granted?
If your application is not granted, a VRQA delegate
will write to you with the reasons for not granting your
application.
6. If my application is not granted, can I submit another
application?
You may submit a new application for the same scope
items at any time. It is important that you rectify any
non-compliance before this is done.
7. Does a desk review imply full compliance with the
AQTF Essential Conditions and Standards for
Continuing Registration (AQTF) and VRQA
Guidelines for VET Providers?
If your application has been granted following a desk
review, it does not imply full compliance with the
AQTF and VRQA Guidelines as the desk review only
considers a selection of requirements. A site audit
assesses a broader range of evidence.
8. What is assessed at a site audit?
A. AQTF Condition 8
B. AQTF Standards 1.2 – 1.5, 2.4, and where
relevant 3.3
C. VRQA Guidelines part of 1 (1.3.4), and 5.1.
9. I listed an incorrect qualification, unit of competence or
accredited course on my Form B and these have
already been approved on my RTO’s scope of
registration. Can the VRQA rectify the error?
If you have applied for an item in error and it has been
approved and added to your scope, you must apply to
remove the relevant item and reapply using the
correct code. An application fee will apply for any
additions.
Note: Your application will be placed on hold if there
is outstanding non-compliance from a previous audit
or any outstanding complaint against your RTO until
these matters are resolved.
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10. I want to deliver and promote a unit of competency
which is part of an existing qualification that I have on
my scope of registration. Should I apply to list this unit
of competency separately on my scope?
14. I would like to apply for an accredited course that is
not crown copyright. What do I have to do?
Please provide evidence that you have permission
from the copyright owner.
Where the unit of competency is part of an existing
qualification on your scope of registration, you may
deliver and promote the unit of competency. You are
not required to apply for the individual unit to be
added on your scope of registration. The only
exception is units that require Victorian WorkCover
approval. For more details please see Delivery of
elective and standalone units on the VRQA website.
11. A qualification on my scope of registration has been
superseded. Is the new qualification automatically
added to my scope of registration?
If you have a valid standing application (Form E)
with the VRQA then the new qualification will
automatically be added to your scope of registration
if the new version is equivalent. If you do not have a
valid standing application, or the new version of the
qualification is not equivalent then you must fill in
Form B to add the new version to your scope. When
a training package is updated, the VRQA will
prepare transition advice and publish it on the
website. For more details please refer to training
package transitions on the VRQA website.
12. A qualification on my scope of registration has been
superseded. The mapping summary on
Training.gov.au indicates that
the replaced qualification is not equivalent and I
would like to have the new qualification on my scope
of registration. What do I have to do?
Where a replaced qualification is not equivalent, you
need to submit Form B and the required evidence to
the VRQA.
13. I would like to apply for a qualification that has an
additional requirement associated with vocational
licensing. What do I have to do?
Information on additional requirements can be found
on the VRQA website. You may need to meet the
requirements of an industry regulatory body before
submitting your application. For example, a
verification letter from the Victorian WorkCover
Authority is required to add the unit of competency
CPCCOHS1001A Work safely in the construction
industry.
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