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.
Assessment of your application
From 2 May 2013 a valid application to add training
package qualifications, units of competency and/or
accredited courses (scope items) to your registration
consists of Form B, evidence of readiness to provide
training and payment of the invoice for the relevant fee.
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 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.
Fees
On receipt of an application to add scope items to your
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.
Should a site audit be required, you must agree to an
audit date within four weeks of contact by the auditor.
If 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.
An application to remove scope items from your
registration only requires the completion of Form B.
GUIDE TO FORM B: AMENDING YOUR SCOPE OF REGISTRATION JUNE 2013
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1 Completing
Completing
Form
Form
BB
General Instructions
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 3.
Adding scope items
Check Training.gov.au to make sure that all
additions are current and codes and titles are
correct.
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.
Removing scope items
To remove one, or more, scope item complete this
section. There is no application fee for removing scope
items.
An RTO must manage the transition from superseded
training packages within 12 months of their publication
on the Training.gov.au website, and also manage the
transition from superseded accredited courses so that
it delivers only currently endorsed training packages or
currently accredited courses. 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 statement of
attainment.
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 (eg on the job,
apprenticeship/traineeship or other enterprise based
training), practical placement or structured workplace
learning. Work-based training does not refer to face-toface training in workplace venues where learners are not
actively engaged in work.
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 JUNE 2013
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Evidence of readiness to provide training
The following documented evidence must be forwarded
with Form B.
Competencies of trainers and assessors
A list of staff who will deliver and assess all of the
qualifications/units and accredited courses applied
for, and evidence that they have the necessary
training and assessment and vocational
competencies.
This information is usually provided in the form of a
Curriculum Vitae (CV) along with copies of relevant
qualifications. RTOs should include a trainer skills
matrix that identifies the competencies of the
trainer/assessor in the qualification/unit of competency to
be delivered. The CV or skills matrix must be signed by
the trainer/assessor. Qualifications must be verified,
signed and dated by the RTO or otherwise certified.
If any staff member is under supervision, details of the
arrangements in place must be provided including the
relevant qualifications of the supervising staff.
If you are willing to enrol learners under the age of 18
years, you must provide proof that trainers/assessors
hold a current Working with Children Check or have
Victorian Institute of Teaching registration.
Training and assessment strategies
Separate strategies for each scope item must be
provided where there are distinct learner groups requiring
different delivery approaches. For example, strategies for
traineeships will differ to those for job seekers.
Training and assessment strategies may be provided as
a consolidated document or a range of documents. The
following information must be forwarded with Form B.
Description of the intended target group / entry
requirements or restrictions
Your description of the target group should include any
key characteristics or features that you took into account
when developing training and assessment strategies.
Training and assessment strategies should be consistent
with learners’ and their needs. Ensure you are aware of
any entry requirements such as age restrictions. Some
qualifications and courses have been developed for
specific target groups and this should be clearly
identified.
Proposed scheduling of delivery
Ensure that you provide a clear plan of your delivery
program. Scheduling information must include: delivery
hours per week; number of weeks; actual hours of
delivery for each unit.
Actual hours refer to training and assessment activities
conducted by the RTO. These hours do not include the
time spent in individual study, research and completing
assignments.
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
Resources required for the delivery and assessment
of each unit or cluster of units
The summary of resources must be consistent with the
training to be delivered and the selected strategy. It is
important to indicate where the RTO will access
resources owned by another organisation eg an
employer.
Trainer/assessor for each unit or cluster
of units
The evidence provided on trainer/assessor competencies
must clearly support the competencies required to deliver
and/or assess the nominated unit/s.
Availability of appropriate and sufficient numbers of
employers where delivery strategies include
practical placements or structured workplace
learning
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.
RTOs must have sufficient resources to engage with
employers where any type of work-based training and
assessment arrangement is in place.
Core and selected elective units /
pre- and co-requisites
When selecting electives, ensure you have the required
staff, facilities, equipment and resources. It is important
to identify any pre-requisites, and also indicate if there
are no pre- or co-requisites.
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Frequently asked questions
1. 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
2. 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.
5. 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 noncompliance before this is done.
6. 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 since the desk review only
considers a selection of requirements. A site audit
assesses a broader range of evidence.
7. What is assessed at a site audit?
A. AQTF Conditions 3, 7 and 8
B. AQTF Standards 1.2 – 1.5, 2.3, 2.4, and where
relevant 3.3
C. VRQA Guidelines part of 1 (1.3.4), 2.1, 4.1, 4.2,
4.4 and 5.1.
8. 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.
9. 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?
3. Will I be informed if my application is successful?
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.
The VRQA will inform you in writing if your application is
granted.
4. 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.
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10. A qualification on my scope of
registration has been superseded. Is the
new qualification automatically added to
my scope of registration?
No, the new qualification is not automatically added to
your scope of registration. Where qualifications are
equivalent, the VRQA will prepare transition advice. For
more details please refer to training package transitions
on the VRQA website.
11. 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.
12. 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.
13. 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.
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