• HESF Domain 5: Institutional quality assurance

    Scope and intent of the Domain

    This Domain (Sections 5.1-5.4) of the Higher Education Standards Framework (Threshold Standards) 2021 (HES Framework) encompasses:

    • whether the provider has a credible and effective process for internal approval of all courses of study that is applied consistently and involves competent academic oversight and scrutiny independent of those directly involved in the delivery of the courses of study (Section 5.1)
    • the effectiveness of the policy framework and processes that are applied to maintain academic integrity throughout the provider’s academic activities (including arrangements with other parties) and to address and prevent lapses in academic integrity (Section 5.2)
    • the mechanisms for regular review of the quality of higher education activities and how the findings of such reviews are used to bring about improvements (Section 5.3)
    • how delivery arrangements with other parties are quality assured, including verification of the continuing compliance of those arrangements with the requirements of the HES Framework (Section 5.4).

    Our commentary

    5.1 Course Approval and Accreditation

    TEQSA’s main focus will be on ensuring that the provider has an effective internal process for approval of all courses, which includes rigorous academic scrutiny through the institutional academic governance processes of the provider, independently of those involved directly in delivery of the course of study. All providers are expected to have such an approval process, whether they have self-accrediting authority or their courses are accredited by TEQSA. If we accredit a course of study, the point of departure will be the evidence of rigorous internal approval of the course carried out by the provider prior to making an application for course accreditation. Once we are satisfied that a provider’s approval process is capable and continues to be so, less detailed evidence about the approval process itself may be required for regulatory purposes. Any course of study submitted to us for approval must have been both considered and approved by the responsible internal academic governance body or bodies or it will not be accredited.

    5.2 Academic and Research Integrity

    TEQSA will need to be satisfied that there is an institutional policy framework to maintain and support academic integrity of students and staff that is backed by processes and practices that implement institutional policies effectively. Providers will need processes for detecting and addressing instances of plagiarism and other forms of ‘cheating’. Once a provider is operating, evidence of effectiveness will be provided in part by records of management of incidents as required by Paragraph 7.3.3c. 

    Reference points

    • Australian Government, Australian Code for the Responsible Conduct of Research (2018).
    • Reports of studies on good practice commissioned by the Office for Learning and Teaching and the Australian Learning and Teaching Council (2011-2013).
    • Tertiary Education Quality and Standards Agency, Academic Integrity Toolkit (2020).

    5.3 Monitoring, Review and Improvement

    This Section requires a provider to conduct periodic, comprehensive reviews of all courses (at least every seven years with evidence to be provided as part of the renewal of registration application to TEQSA), backed by more frequent monitoring of the day-to-day delivery of courses of study, for example, periodic reviews of units and annual review of student performance. We will expect to see that such reviews are conducted (or will be conducted in the case of a new provider or course of study) according to the requirements of the Standards as part of the provider’s normal operations, and that the findings of the reviews are evidently used to generate improvements. In demonstrating that it meets this Standard, a provider will need to demonstrate in particular that reviews of courses of study involve considered oversight by the institutional academic governance processes, external referencing (which can include moderation of assessment against other programs, benchmarking of student success and course design against programs at other providers) and feedback from students. 

    5.4 Delivery with Other Parties

    Where a provider delivers courses of study or parts of courses of study through arrangements with other parties, TEQSA will need to be satisfied that the provider remains accountable for such arrangements, that the delivery of the program is monitored and quality assured by the provider and that both the program delivery and the student experience with other parties comply with the requirements of the HES Framework. How this is demonstrated may vary with the circumstances. If in doubt, contact the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au. However, the starting point will be the terms and conditions of the contract between the registered provider and the third party, and how the registered provider reviews compliance with these.

    Relevant guidance notes

    The following guidance notes can be accessed at our Guidance notes page, or from the links below:

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  • How to apply for self-accrediting authority (SAA)

    Registered Institutes of Higher Education can apply for authority to self-accredit one or more courses of study. The authority to self-accredit courses can be granted for all current and future courses, or for specific courses, fields of education and/or levels.

    The authority to self-accredit courses is a significant responsibility. Providers who self-accredit their courses of study are accountable for:

    Institutes of Higher Education who self-accredit their courses are also responsible for ensuring that compliance across all the HES Framework is sustained throughout their higher education operations.

    Applications must be on the approved online application form, include all information requested, and be accompanied by the applicable fee and payment/invoice form. See more information on our fees page.

    We will assess applications against the criteria in Part B2 of the HES Framework.

    Before submitting

    Please review the Application Guide for Self-Accrediting Authority. Before submitting an application, providers should contact the Renewal of Registrations team at reregistration.enquiries@teqsa.gov.au to advise of an intention to apply for SAA.

    Application forms

    Application forms are available from TEQSA’s Provider Portal. 

    For samples of the forms found on the Provider Portal, contact enquiries@teqsa.gov.au. 

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    Related links

  • How to apply to change provider category

    The Higher Education Standards Framework (Threshold Standards) 2021 (HES Framework) makes provision for the following provider categories:

    • Institute of Higher Education
    • University College
    • Australian University
    • Overseas University.

    Registered higher education providers can apply to change the category in which they are registered under Section 38 of the TEQSA Act. Under the provisions of Section 38, TEQSA can also change the category in which a provider is registered.

    There is no requirement for a registered provider to change category. All providers become ‘registered higher education providers’ in accordance with the TEQSA Act.

    An existing registered higher education provider can apply for a change of provider registration category by completing and submitting the relevant application form. Applications must be on the approved form, include all information requested, and be accompanied by the applicable fee and payment/invoice form. See more information on our fees page.

    All applications are subject to an assessment process, which will have regard to the provider’s ability to meet the requirements of the HES Framework, including the particular provider category applied for.

    Before submitting

    Before submitting an application, providers should contact the Renewal of Registrations team at reregistration.enquiries@teqsa.gov.au to advise of an intention to apply to change provider category. TEQSA will work with each provider to outline the evidence requirements for the application and provide guidance around the application process.

    Application forms

    Application forms are available from TEQSA’s Provider Portal. For samples of the forms found on the Provider Portal, contact enquiries@teqsa.gov.au.

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  • How to withdraw provider registration

    Registered higher education providers can apply to withdraw their registration under section 43 of the Tertiary Education Quality and Standards Agency Act 2011 (TEQSA Act).

    TEQSA will only grant an application to withdraw registration if we can be satisfied that it is appropriate. If an application is rejected, we will provide detail on the reasons for our decision.

    Providers wishing to withdraw registration should contact reregistration.enquiries@teqsa.gov.au for information on specific evidence requirements. At a minimum, core evidence requirements are likely to include:

    1. A signed letter from provider stating the intention to withdraw registration and the date of effect.
    2. Information on arrangements in place for the storage of student and staff records.
    3. Arrangements for replacement of student certification documentation and statement of attainment documentation and processes to authenticate and verify replacement documentation.
    4. A summary of the planned strategies to effectively manage withdrawal of registration as a higher education provider (if applicable), including:
      1. transitioning out of all higher education operations
      2. termination of any contractual arrangements with third parties, agents and/or partners in relation to higher education courses of study
      3. removing all references to registration as a higher education provider and, as applicable, CRICOS registration, from all marketing materials
      4. updating PRISMS to ensure that all student records (current and pending) have been updated to reflect agreed arrangements
      5. communicating transition arrangements to all affected stakeholders, including prospective and currently enrolled students as well as staff. Ensure that the strategies cover communication of withdrawal of courses of study from CRICOS to education agents.
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  • Information sheet – TEQSA's approach to confidential information

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    TEQSA’s regulatory processes may require information that is confidential to a higher education provider, including commercial-in-confidence information. This document provides further information about TEQSA’s approach to confidential information. Information about TEQSA’s handling of personal information is set out in TEQSA’s Privacy Policy. 

    Relevant legislation

    TEQSA has statutory obligations of confidentiality pursuant to Division 2 of Part 10 of the Tertiary Education Quality and Standards Agency Act 2011.

    TEQSA also operates within a public accountability framework. This includes obligations:

    • to provide information to Ministers, the Parliament or Parliamentary Committees
    • under the Freedom of Information Act 1982 (FOI Act), the Auditor General Act 1997, and the Ombudsman Act 1976
    • to provide reasons for TEQSA’s decisions, including in the context of court or tribunal proceedings.

    In particular, the FOI Act requires TEQSA to consider each individual FOI request on its merits at the time the request is made. TEQSA will also consider any exemptions or conditional exemptions under the FOI Act. The FOI Act does not give agencies discretion to apply exemptions on a blanket basis. More information about the operation of the FOI Act is available in the Information Commissioner’s guidelines on the FOI Act.

    TEQSA’s approach

    Where a higher education provider considers that its information should be treated as confidential by TEQSA, the provider should contact the relevant Assessment Manager or TEQSA team. If in doubt, contact the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au. Examples of the kind of information a provider may request be treated as confidential include:

    • records of confidential commercial discussions in relation to possible arrangements with third parties
    • confidential legal advice about ongoing court proceedings
    • confidential records of disciplinary proceedings against individual staff members.

    The provider will need to give TEQSA the reasons for requesting that the information be treated as confidential (without disclosing any confidential information to TEQSA as part of those reasons).

    TEQSA may request further information from a provider about a claim for confidentiality and will consider all requests from a higher education provider that information be treated as confidential. In appropriate cases, TEQSA may suggest that TEQSA and the provider enter into a written arrangement setting out the basis on which the information will be treated as confidential. TEQSA may also suggest that the provider gives TEQSA other information which is not confidential, or that the provider gives TEQSA the information in a form, which is not confidential.

    Where TEQSA has received a request to disclose a provider’s confidential information, TEQSA will usually consult the provider and give the provider an opportunity to make submissions on whether TEQSA should release the information. However, in certain cases this may not be possible.

    While the FOI Act precludes the application of exemptions on a blanket basis, in the case of FOI applications, TEQSA will carefully take into account any relevant considerations, including the commercial sensitivity of particular information where appropriate. 

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  • Material changes

    What is a material change notification?

    A material change notification is how providers ensure timely disclosure of events that happen or are likely to happen that will significantly affect a provider’s ability to comply with the Higher Education Standards Framework (Threshold Standards) 2021 (HES Framework) or that will require changes to the National Register.

    TEQSA understands that serious incidents and changes will happen. When something serious happens TEQSA has an important role in assuring that providers respond appropriately and that students and quality are not adversely affected.

    Notifications do not constitute an application for approval to implement changes, as approval is not required. However, TEQSA will follow up if it considers there is a risk of non-compliance with Standards in the HES Framework.

    Providers subject to the Education Services for Overseas Students Act 2000 (ESOS Act) and National Code of Practice for Providers of Education and Training to Overseas Students 2018 (National Code) should be mindful of any notification and application requirements arising from changes in circumstances under the ESOS Act. Information about notifications and approvals required under the ESOS Framework can be found on the TEQSA website. Providers should use the relevant CRICOS change form to notify TEQSA of any changes that require notification under the ESOS Act.

    Why material change notifications are important

    Notifying TEQSA of material changes is important for the following reasons:

    • It is an obligation under the Tertiary Education Quality and Standards Agency Act 2011 (TEQSA Act)
      • Section 29(1)(a) of the TEQSA Act requires that a registered higher education provider must notify TEQSA if an event happens or is likely to happen that will significantly affect the provider’s ability to meet the HES Framework.
      • Section 29(1)(b) of the TEQSA Act requires that a registered higher education provider must notify TEQSA an event that will require the Register to be updated in respect of the provider.
      • Section 29(2) of the TEQSA Act requires that the notification must be given no later than 14 days after the day the provider would reasonably be expected to have become aware of the event.
    • For CRICOS-registered providers, it is an obligation under the Section 17A of the ESOS Act to notify TEQSA of certain changes. These are listed on the TEQSA website: Notifications and Approvals Required of CRICOS Registered Providers.
    • Reporting gives TEQSA assurance that the provider is identifying and responding to risks
      Information provided as part of a material change notification provides TEQSA with insight about how the provider has identified risks and is responding to and managing these risks. Where TEQSA has confidence that risks are being managed, there may be no need for any further action by TEQSA. A well-documented notification also enables TEQSA to better understand and address any concerns we receive in relation to the changes.
    • TEQSA may need to provide regulatory advice or guidance
      Timely notification allows TEQSA to identify any potential issues or concerns at an early stage and, where appropriate, provide further advice or guidance to providers to ensure continued compliance with the HES Framework. TEQSA is confident that most providers are willing and able to be compliant, or to take actions to achieve compliance, when risks or concerns are identified.

      While TEQSA’s principal objective is to encourage and facilitate voluntary compliance, TEQSA will, where necessary, take enforcement action. In deciding what response is appropriate, TEQSA will take into consideration several factors, including whether the provider has complied with its duty to notify, and any proactive action the provider has taken to address the non-compliance. For more information see TEQSA’s approach to compliance and enforcement.
    • Reporting allows TEQSA to monitor risks across the sector
      The information collected through material change notifications gives TEQSA an insight into risks that may have an impact on multiple providers or the sector as a whole and to provide appropriate advice and guidance to providers on potential and emerging risks.   

    What changes require notification 

    Providers are required to notify TEQSA if an event happens or is likely to happen that will significantly affect the provider’s ability to meet the HES Framework.

    Beyond areas listed in paragraph 8 of TEQSA’s material change notification policy, what constitutes ‘significant’ will depend on the individual circumstances of the provider, taking into account students, operations, finances, and reputation. It is the responsibility of each provider to decide whether an incident poses a significant risk or threat to its ability to comply with the HES Framework.

    When deciding whether or not a change requires reporting to TEQSA, providers should consider:

    • The impact of the change. Who and what has been, or may be in the future, impacted by the change? For example, does the change pose a risk to students or the provider’s financial viability?
    • The risks and potential consequences. Does the change pose a risk to the provider’s ability to meet the HES Framework or continue its current operations?
    • The nature of the change. Is the change a one-off event, or is it a result of, or could lead to, more systemic or ongoing risks? 

    Providers are required to notify TEQSA of a material change even when the risks associated with the change have been mitigated. This gives TEQSA assurance that the provider is identifying and responding to risks and enables TEQSA to address any concerns we receive in relation to the changes.

    The guidance below shows types of events that should and shouldn’t be reported to TEQSA. This is not a definitive list but is indicative only.

    Event or change Notification IS required Notification is NOT required
    Financial standing

    A major shareholder enters into administration.

    Why? There is a risk to continued operation and quality of the student experience (Standards 6.2.1c-d)

    		 A provider institutes a change to an accounting period for financial reporting.
    Reputation/Good standing

    A provider is advised of an unscheduled compliance audit by another regulator.

    Why? There is a risk that the provider is not complying with all legislative requirements (Standard 6.2.1a) 

    		 A provider becomes aware that a public interest disclosure has occurred.
    Corporate Governance

    There are changes to the membership of a governing body in a provider not established or recognised by Acts of Parliament.

    Why? There is a risk to a provider’s corporate governance (Domain 6) 

    		 The terms of reference or delegations for a governing the corporate board are updated and not as a result of a change in ownership. 
    Academic Governance There is a change to the chair of the Academic Board in a provider not established or recognised by Acts of Parliament. A change in membership to the Academic Board.
    Academic Integrity

    A contract cheating incident involving multiple students, that suggests a systemic or widespread issue, is discovered.

    Why? There is a risk to academic integrity (Section 5.2, Standards 6.2.1j, 6.3.2d)

    		 A single instance of contract cheating is identified.
    Safety and wellbeing

    An investigation into a sexual assault on campus identifies failures in policies and processes designed to protect students.

    Why? There is a risk to wellbeing and safety (Standard 2.3)

    		 A student is injured on campus. The incident is managed by staff following the provider’s relevant policies and procedures.
    Third party arrangements

    The addition of a new third-party provider or a provider becomes aware of serious mismanagement by a third-party provider.

    Why? There is a risk to the quality of the student experience (Section 5.4, Standards 6.2.1i, 6.2.1k) 

    		 Delivery arrangements with a third party have been amended and the change will not significantly impact the ability of the higher education provide to meet the HES Framework.
    Courses

    A provider fails to obtain professional accreditation for a course of study.

    Why? There is a risk that students may not complete the course in the expected timeframe or be eligible to practise (Section 3.1, Standards 6.2.1i, 7.2.4)

    Major changes to a course have been made, including changes to the requirements for completing a course.

    Why? This requires a course accreditation application.
    Information security

    A phishing attack disrupts a provider’s IT systems and key services.

    Why? There is a risk to information security which could compromise operations (Standard 7.3.3) 

    		 Personal information relating to one student is disclosed without authorisation and corrective action is implemented immediately.

    Changes that require an update to the National Register through an MCN 

    Provides must notify TEQSA of any of the following changes that require an update to the National Register:

    • any change to the name of the legal entity
    • any change to the ABN
    • any change to the business or trading name
    • any change to the details of the provider’s head office
    • any change to the provider’s website address
    • any change in the name of a course of study

    How to submit a notification and what to provide

    TEQSA expects providers to submit material change notifications no later than 14 days after the day that the provider would reasonably be expected to have become aware of the event.

    CRICOS registered providers should be aware of different timelines for reporting changes. These are outlined at Notifications and approvals required of CRICOS registered providers.

    • Notifications must be submitted via email to materialchanges@teqsa.gov.au
    • The notification should include information such as:
      • Details of the change, including when the event happened or will happen, and which standards within the HES Framework it relates to
      • Whether the change is temporary or ongoing
      • How the provider is managing the change and mitigating any associated risks to ensure continued compliance with the HES Framework
      • For unanticipated events, details about how and when the event was detected and whether there was a failure of existing controls to detect and mitigate the risk of non-compliance
      • Details of the internal approval process for the change (if applicable)
      • In the case of changes to a course of study, the provider should include the rationale used to assure itself that the changes do not constitute a new course of study requiring an initial accreditation application
      • Evidence that the relevant body (e.g. the governing body, the audit and risk committee or Academic Board) has been advised of the event and consulted on mitigation plans.
    • In the event of multiple changes taking place at the same time, only one consolidated notification is required
    • There is no fee for submitting a material change notification.

    Once notification is received by TEQSA

    Providers will receive email confirmation from TEQSA that the notification has been received. TEQSA will contact the provider if any additional information or clarification is required.

    Dual-sector providers

    TEQSA is aware that dual-sector providers are also required to notify ASQA of material changes and that ASQA has different reporting requirements. TEQSA and ASQA are working together to try to minimise the difference in the reporting requirements between the two regulators.

    More information

    For more information on TEQSA’s approach to Material change notifications, view our Material change notification policy and Notifications and approvals required of CRICOS registered providers.

    Contact

    If you have any questions regarding material change notifications, please email materialchanges@teqsa.gov.au and CC in the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au.

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  • Naming conventions for evidence – guide

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    Purpose

    This guide outlines the requirements for providing documentary evidence to TEQSA in support of applications, with respect to:

    • how to name files
    • specifications for formatting.

    Scope

    This guidance note applies to files provided via the provider portal, or as requested, for:

    • applications (for TEQSA and CRICOS)
    • responses to requests for information
    • responses to section 28 requests under the TEQSA Act
    • conditions imposed on registration or course accreditation.

    File identification

    Submitted electronic files should be:

    • clearly titled: whatever file naming conventions you use, file titles should provide, in as few characters as possible, enough information to determine what the file is so TEQSA can easily identify, locate and reference it, for example: 
      • ‘CourseEnrolments01’ instead of ‘CE01’
      • ‘AB Minutes January 2016’ instead of ‘Meeting0116’, and
    • clearly referenced: for evidence submitted to support an application, or if your application cross-references a file, please ensure you cite its title accurately or provide enough information to clearly identify it. 

    Note that the evidence should be clearly referenced in response to the pre-submission discussion and agreement on scope and/or evidence requirements with the relevant TEQSA team (Initial Registration, Renewal of Registration, Courses or CRICOS).

    Format specifications

    The preferred formats for file submission are Microsoft Word (doc/docx), Microsoft Excel (xls/xlsx) and PDF. However, TEQSA also accepts the following file formats:

    csv

    db

    jpg

    html

    mdb

    mp3

    mp4

    swf

    tif  

    txt

    wav

    wma

    xml

    zip

     

    File name restrictions

    An error message will appear when attempting to upload any file with a file name:

    • of more than 128 characters in length
    • containing any of the following characters:
    tilde (~) asterisk (*) pipe (|) angle brackets (< or >)
    hash (#) plus (+) colon (:) braces ({ or })
    percent (%) slash (/) quotation mark (“)  
    ampersand (&) backslash (\) question mark (?)  

    PDF format

    If submitting a file in pdf format, please ensure, where possible, that the text in the file can be searched, selected, copied and pasted – note that generally, pdf files created from Word/Excel are searchable, while pdf files created from scanned files are generally not.

    Compressed and zipped files

    Where files are compressed or “zipped” for uploading, please list the files that are in the zipped files in the Confirmed Evidence Table, or upload a table listing them along with the zipped file. 

    File size limits

    Uploaded files must be 10MB or less. Larger files can be provided via a link (e.g. to the provider’s website). Alternatively, email the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au.

    For additional information, refer to Provider Portal - Frequently Asked Questions.

    A video help guide and other support material are also available in our Provider portal information page.

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  • Provider portal - frequently asked questions (FAQs)

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    This document contains responses to frequently asked questions relating to the TEQSA provider portal. Contact the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au if you have additional questions.

    Getting started

    1. How is access to the provider portal arranged?

    For existing TEQSA registered providers, the principal contact or CEO/PEO should email the TEQSA Enquiries Management team (providerenquiries@teqsa.gov.au), and include the full name, email address, phone number and role (TEQSA application contact, ESOS application contact, or both) for the proposed user/s. TEQSA will email the login details and relevant information to the nominated user/s directly.

    For prospective initial registration applicants, the principal contact or CEO/PEO should email the Initial Registration Assessment team (new.registration.enquiries@teqsa.gov.au) approximately 6 months prior to applying for initial registration to TEQSA to arrange portal access.

    2.  Which internet browsers can I use to access the provider portal?

    For a PC:

    Chrome

    Internet Explorer (IE) 10 or 11
    For a Mac:

    Chrome

    		  

    Check what version of what browser you are currently using.

    Note:

    • The portal, including application forms, will not behave correctly in other browsers (e.g. Firefox)
    • Specific portal functions (e.g. drag-and-drop functionality) will not work in earlier versions of Internet Explorer
    • If using IE11 and Active X filtering block is set on, the display of invoices at the point of submission may be blocked - use Chrome instead
    • If using Windows 8 and IE11, some portal functions may not work – if you are experiencing issues, try using Chrome instead.

    3. How can I change or reset my password?

    The initial password is a temporary password assigned by TEQSA. The user is required to change this on first log in. The federal government requirement is that passwords are at least nine characters long, and contain at least:

    • one upper case alphabet character
    • one lower case alphabet character
    • one number
    • one of the following special characters: !, @, #, $, %, ^, &, * and/or -

    Users can self-manage their portal password using the ‘Forgotten your login details?’ option on the Sign In screen, or ‘Change Password’ drop-down option when logged in to the portal (not available when working within an application form). Passwords used in the past year cannot be re-used.

    Note: Five failed login attempts from the Sign In screen will lock the user’s account. If your account is locked, the ‘Forgotten your login details?’ functionality will not work, and you will need to contact the TEQSA CRM team (CRM@teqsa.gov.au) to have your account unlocked and password reset.

    4. Is there a time out period?

    There is a time out after 30 minutes of inactivity. The message ‘Your current session has expired, please login again.’ will appear if you try to do anything in the portal after 30 minutes of inactivity. You can log back in to resume work.

    Note: Changes made but not saved before the time out occurs will be lost.

    5. What training materials are available?

    A walkthrough video is available on our YouTube channel. Contact the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au if you require additional assistance.

    6. Is there a limit to the number of users who can have provider portal access?

    No. There is no restriction on the number of provider portal users for any given provider.

    7. Will all users have the same rights, or will the ability to submit applications and requests be restricted to selected people?

    All portal users for the same provider have the same level of access to the provider portal. All users can update any existing application or request, and create and submit applications. The ‘Modified By’ and ‘Submitted By’ details show the last user to update/submit an application or request.

    8. Can TEQSA staff see what providers are working on in the provider portal?

    Yes. TEQSA staff will have access to the provider portal to assist with any questions or administration, including maintaining the document repository, but TEQSA Assessment Managers will only commence work on applications and requests following submission (and receipt of any applicable fee/s).

    Note: TEQSA staff will not usually look at the provider portal unless it is necessary to do so following contact from a provider (e.g. in order to address questions or assist the provider in some way).

    9. How will the provider portal support related providers where the same contact deals with TEQSA with regard to more than one provider?

    Each username is linked to a single registered legal entity (not trading name) in the portal, rather than a group of related providers from which a specific provider could be selected.

    The user will require a different username (i.e. email address) for each provider they require portal access for.

    10. How can I view the content of each form?

    Sample portal screenshots and application snapshots of most application forms available in the provider portal can be obtained from the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au.

    Alternatively, you may also choose to start an application (refer to How do I start an application?) and create a PDF snapshot (refer to How do I take a snapshot of an application?).

    11. How do I start an application?

    Click on the ‘TEQSA Forms’ or ‘CRICOS Forms’ buttons on the left hand side of the Home page or Applications page to see the lists of forms currently available to you in the provider portal. Click on the button for a specific form to read the form overview, then click on the ‘Continue’ button to start an application or the ‘Cancel’ button to return to the Home page.

    Note: You should refer to the relevant guidance notes to confirm evidence requirements, or contact the relevant TEQSA Regulatory Operations team (Initial Registration, Renewal of Registration and/or Courses Teams), if you have specific questions about evidence requirements for your application.

    Providers can contact relevant teams by referring to TEQSA’s key contacts webpage.

    12. What should I do if I want to start an application but cannot find the relevant application form in the lists of available forms?

    Discuss the issue with the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au. Additional forms can be made available as needed.

    13. How can existing applications be edited (i.e. opened and worked on after initial creation)?

    Click on the ‘…’ icon beside the relevant application on the Home page or Applications page, then select the ‘Edit Application’ menu option.

    Note: If you think that your changes to an application are not being saved between portal sessions, it may be that you are opening a new application each time (by selecting the form from the left hand side menu option) rather than editing your existing application/s.

    Application management

    14. Is there a limit to the number of concurrent applications that a provider can work on in the portal?

    No. There is no limit.

    15. Can multiple users work on the same application at the same time?

    Technically, yes. However, the responses saved by the last user to modify the application will overwrite any changes made by other user. To avoid any possible complications, it is highly recommended that only one person should update any given application at any given time. This must be managed by the provider as there is no system restriction that prevents multiple users accessing the same application at the same time.

    16. Can separate applications be started and worked on by different staff concurrently, and then merged?

    No. There is no merging capability available.

    17. What happens if I use the browser’s Back button when working on an application form?

    Clicking on the browser’s Back button when editing an application form will result in the loss of any unsaved changes. You may be returned to the portal Home page or see a 404 error message displayed on the screen. If this should happen, try using the browser’s Forward button to return to the application form.

    You should use the form navigation links on the left hand side to switch between pages/sections. To exit an application form, click on the ‘Close’ (Overview) or the ‘Save & Close’ (all pages except Overview) button.

    18. What happens if I use the browser’s Refresh button when working on an application form?

    Clicking on the browser’s Refresh button will reload the form. Any unsaved changes will be lost and the first page of the application form will be displayed.

    19. Is there an ‘auto save’ for responses to questions within application forms?

    No. However, a warning message will appear if you try to navigate away from a page without saving any changes you have made.

    20. How do I take a snapshot of an application?

    Click on the ‘Create PDF’ button to take a snapshot of the application as it stands at that point in time. The application snapshot shows all questions, saved responses (e.g. text entry and drop down options selected), and evidence (i.e. files and links) attached.

    21. How do the application guides relate to the application forms?

    The application forms are typically more granular than the corresponding application guides, so providers should use the application form to structure and group evidence when preparing evidence offline. Providers may find that the structure of some application guides differ slightly to the application forms.

    22. Can the course name/s or other description be added to an application to easily identify it when viewing the lists on the Home or Applications page of the portal?

    Yes. Notes can be added against any application, whether submitted or not, by clicking on the ‘…’ icon next to the relevant application (on the Home or Applications page) and selecting the ‘Edit Notes’ menu option.

    Note: These notes do not form part of the application and are not seen by the TEQSA Enquiries Management team (providerenquiries@teqsa.gov.au) or the assessment team.

    23. How will the provider know who has worked on an application?

    All users with access to the provider portal can start, edit and submit applications. The portal will track the name of the person who most recently edited/saved/submitted an application and display this in the ‘Modified By’ column, alongside the date of the change.

    Note: If a user opens an unsubmitted application form and clicks on the ‘Save & Close’ button without making any changes to the application, the ‘Modified By’ and ‘Modified’ details will be updated regardless. To avoid this, use the ‘Close’ button on the Overview page of the form instead.

    24. Can the status of an application be changed from ‘Ready for Submission’ back to ‘Awaiting Provider Completion’?

    No. Selecting ‘Ready to Submit’ within an application allows providers to manage/sort applications by status. However, applications with a status of ‘Ready for Submission’ can still be edited.

    25. How do I delete an application that has been created but not yet submitted?

    Providers cannot delete applications themselves. Please email the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au, requesting removal/deletion of any unwanted applications.

    Note: Deleted applications will be completely removed from TEQSA systems. Application deletion cannot be reversed.

    26. Are electronic signatures supported?

    No. Templates are provided for declarations. The relevant declaration template should be downloaded from within the application form, printed, signed, scanned and uploaded back into the application.

    27. Will TEQSA provide feedback on the status of applications prior to submission?

    No. TEQSA Assessment Managers do not proactively offer feedback or updates on applications before they are submitted.

    28. Will the portal show the status of an application after submission (i.e. as TEQSA progresses the application)?

    No. Providers only see three status values for applications on the portal: Awaiting Provider Completion; Ready for Submission; and Submitted. The provider does not see the status of applications as they are progressed internally by TEQSA.

    Application reuse

    29. Is it possible to reuse content from applications submitted before provider portal access was granted?

    The provider portal will only display full details for applications that were submitted to TEQSA via the portal. Although records for applications submitted via post/email may appear in the provider portal, they will not include an invoice, PDF snapshot, or the evidence submitted (also, evidence submitted via post/email will not be available in the provider’s document repository).

    30. Can existing portal based applications be copied and saved with changes as a new application?

    No. There is no ‘copy and change’ functionality for applications in the provider portal. Applications submitted via the portal are available for reference, including the PDF snapshot produced by the system at the time of submission (allowing cut and paste of text responses) and the evidence attached - refer to How do I view a submitted application?.

    Evidence (context, documents and links) management

    31. How can text box responses be formatted?

    The data entry fields in application forms allow for basic text entry with no special formatting. If you want to format your response to such questions in a particular way, you could prepare your response offline and submit it as a document (e.g. Word or PDF) in the ‘Attach evidence here’ section (or on the additional information page).

    32. How many characters can be entered into a text box response in an application form?

    A maximum of 4000 characters is allowed (either by direct entry or pasting in copied text). Only the first 4000 characters will display/save if you attempt to copy and paste more than 4000 characters of text.

    A character count message beneath the multiple line text boxes indicates the number of characters in your response - this character count will display in red if your response contains 3900 characters or more. Upload a document (e.g. Word or PDF) in the ‘Attach evidence here’ section (or on the additional information page) if more space is required.

    33. What file types are supported?

    The following file types are supported:

    doc

    pdf

    mp3

    swf

    mdb
    docx

    txt

    mp4

    jpg

    zip
    xls

    csv

    wav

    tif

    html
    xlsx

    xml

    wma

    db

    		  

    Contact the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au before submitting a file of a type that does not appear in the list above.

    34. Are there any file name restrictions?

    Yes. An error message will appear when attempting to upload any file with a file name:

    • of more than 128 characters in length
    • containing any of the following characters:
    tilde (~)

    asterisk (*)

    pipe (|)

    angle brackets (< or >)
    hash (#)

    plus (+)

    colon (:)

    braces ({ or })
    percent (%)

    slash (/)

    quotation mark (")
    ampersand (&)

    backslash (\)

    question mark (?)

     

    35. Is there a limit to the size of files I can upload?

    Yes. The size limit for each file is 10MB. If you attempt to upload larger files to an application or request, an error message will appear and the applicable row in the file list will turn pink.

    Larger files could be provided via a link (e.g. to provider’s website or YouTube). Alternatively, contact the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au for an alternative option.

    36. How will the file name and size restrictions impact upon bulk drag-and-drop of documents?

    The drag-and-drop functionality allows for the simultaneous upload of multiple documents to the portal. Any documents that fail to meet the file name and size requirements will be rejected. Other documents included in the same drag-and-drop that satisfy these requirements will be accepted.

    37. How can I reuse a document previously added to an application or request?

    All files uploaded to an application or request are automatically saved to the provider’s document repository. Documents can then be assigned from the document repository to other questions in the same application, as well as other applications or requests.

    To assign a file to an application or request, click on the green triangle symbol next to the words ‘Assign from document repository’. This will ‘twist’ open and display the files in the document repository.

    You can use the search (within applications, not requests), sort and/or filter functions to find the document/s you wish to assign to the question or request. Activate/select the ‘tick’ box against the relevant document/s, and then select the ‘Assign all selected’ button. The selected document/s will then be assigned to the application question or request.

    Note:

    • if you cannot open or use the document repository, you may not be using a compatible browser - refer to Which internet browsers can I use to access the provider portal?
    • due to the restricted size of the document repository on the screen, you may wish to use the ‘Open in New Window’ button (within applications, not requests) to view the document repository in a new tab
    • if you use the small grey triangles beneath the list of files to move forward/back a page within the document repository, any documents selected will be deselected before the list of documents is refreshed (i.e. you should select and assign files page by page).

    38. How can I reuse a link (URL) previously added to an application or request?

    Due to the transitory nature of website content, the web addresses (URLs) for relevant links are not saved in a ‘repository’ and must be entered in full each time they are used.

    If a link to a particular file (rather than webpage) is likely to be reused in future, consider adding the file itself to the question or request as this will place a copy in the document repository.

    39. Can I remove a file from an application or request?

    Yes, provided the application or request has not yet been submitted to TEQSA:

    • click on the ‘…’ icon next to the file you wish to remove from the response
    • click on the ‘…’ icon within the pop-up box that appears
    • select the ‘Delete’ menu option.

    Note: This will not delete any instances of this file in the same application, other applications or requests, or the document repository. As users cannot delete files from the document repository itself, contact the TEQSA Enquiries Management team at providerenquiries@teqsa.gov.au if any files need to be deleted from the document repository.

    40. Can I replace an uploaded file with an updated version?

    Yes, but only if the application or request has not yet been submitted to TEQSA:

    1.  Replacing a document with an updated version with the same file name

    • Use the ‘+ new item’ or drag-and-drop functionality to add the new version of the document to the question or request. A message will appear asking if you want to replace the existing version or not. If you select ‘Replace It’, the new version applies to that question/request and the document repository.

    2.  Replacing a document with an updated version with a different file name

    Delete the existing document from the question/request (refer to Can I remove a file from an application or request?), and use the ‘+ new item’ or drag-and-drop functionality to add the new version of the document against the question/request. Both files will be available in the document repository.

    Note:

    • replacing a document by following either set of steps described above will only apply to the unique instance of the document against the question or request concerned. If the ‘old’ document appears elsewhere in the same application, or in any other applications or requests, the other instances of the ‘old’ document will remain unchanged (i.e. not automatically deleted and/or updated)
    • version control will still apply when the same document is added, using the ‘+ new item’ or drag- and-drop functionality, to a different question in the same application. Use the ‘Assign from document repository’ functionality if you want to add the same document to multiple questions or requests - refer to How can I reuse a document already added for an application or request?
    • the document repository always contains the latest version of a document that has been added or refreshed anywhere in an application or request. Responses to questions in applications link to the specific version added to that question, even if a later version of the document is added against another question/request (thus updating the document repository)
    • any changes to document content or file name should be handled external to the portal before following the steps described above.

    Application submission

    41. How do I submit an application?

    There is two-stage process to submit one or more applications:

    1. Select the required application/s to submit from the Applications page (not Home page)

    • Select ‘Applications’ from the menu options in the portal banner at the top of the screen, and then select the ‘Not Submitted’ filter (under the ‘Applications’ heading, next to the search box)
    • Activate/select the ‘tick’ box against the relevant application/s for submission
    • Click on the ‘Submit all selected’ button.

    2. Review the draft invoice, then either confirm or cancel the submission

    • Check the draft Submission Confirmation/Invoice to confirm that the correct application/s were selected
    • Click on the ‘Confirm Submission’ or ‘Cancel Submission’ button, as appropriate.

    Once you have confirmed the submission, the final Submission Confirmation/Invoice can be accessed via the application/s you have just submitted - refer to What is the difference between the draft and final invoice? and How do I access a copy of the invoice for a submitted application?.

    Note: Your application/s will only be submitted to TEQSA when you click on the ‘Confirm Submission’ button. Although you will see a ‘Processing…’ message while the system completes the submission process, you will not get a message following successful application submission - refer to How will I know that the application submission process was successful?.

    42. What should I do if the actual invoice does not appear on the Draft Invoice page?

    For most environments, the draft invoice should appear as an embedded PDF within the web page, beneath the ‘Draft Invoice’ heading and the ‘Confirm Submission’ and ‘Cancel Submission’ buttons.

    If you do not see the draft invoice appear as an embedded PDF, it may have been downloaded as a PDF to your computer. Check for any newly created PDFs which may be the draft invoice. You may have to minimise one or more screens to display the ‘Open PDF’ command. Alternatively, the issue may be with your browser – refer to Which browsers can I use with the provider portal?.

    43. What if the invoice displays but does not show any invoice items?

    This situation will occur if you are trying to submit one or more course accreditation and/or re- accreditation applications that have not had any courses included in the application/s. Click on the ‘Cancel Submission’ button, add the required course/s to the relevant application/s and then attempt resubmission. Each course should appear in the invoice as a distinct invoice item.

    44. Can applications with a status of ‘Awaiting Provider Completion’ actually be submitted?

    Yes. Applications with a status of either ‘Awaiting Provider Completion’ or ‘Ready for Submission’ can be submitted.

    It is not mandatory that the ‘Ready to Submit’ button be pressed within the application form to change the application’s status before it can be submitted. However, it is important that providers ensure that applications are complete and accurate, and double check the correct application/s are included in the draft Submission Confirmation/Invoice, before submitting them to TEQSA – refer to Can a submitted application be edited, or a submission reversed?.

    45. Can multiple applications of the same or different types be submitted together?

    Yes. If you have a large number of unsubmitted applications, you may need to use the sort/filter functionality of the applications list to get the relevant applications on the same page. The ‘Draft Invoice’ screen will display the applications proposed for submission together for final review before the submission is confirmed.

    46. Will the portal check that an application is complete prior to submission?

    No. There are no mandatory sections in any application form, and only a few mandatory fields in selected forms (e.g. the course name, AQF level and broad/narrow/detailed fields of education are required when adding courses in a course accreditation application). Providers must ensure that applications are complete and accurate, as included in the application declaration, before submitting them to TEQSA.

    47. How will I know that the application submission process was successful?

    Following successful application submission, you will be redirected to the ‘Not Submitted’ view of the Applications page. The application/s you just submitted will no longer appear in this list, but can now be found on the ‘Submitted’ or ‘All’ views of the Applications page.

    48. How do I view a submitted application?

    • Select ‘Applications’ from the menu options in the portal banner at the top of the screen, and then select the ‘All’ or ‘Submitted’ filter (under the ‘Applications’ heading, next to the search box)
    • Click on the ‘…’ icon and select the ‘View Application’ menu option to access the application PDF (via URL, or ‘Application Snapshot’ in the document list), associated evidence, and final invoice PDF (via URL).

    49. Can a submitted application be edited, or a submission reversed?

    No. Submitted applications are ‘locked’ and the system does not allow ‘roll back’ or reversal of application submissions. Accordingly, it is important that providers ensure that applications are complete and accurate, and double check the correct application/s are included in the draft Submission Confirmation/Invoice, before submitting them to TEQSA.

    If amendments are required to a submitted application, discuss the situation with your Assessment Manager. Options may include:

    • emailing the Assessment Manager, attaching updated/extra evidence
    • the Assessment Manager creating a request for the provider to use to upload the extra evidence via the portal.

    Invoices and payment processing

    50. How do I access a copy of the invoice for a submitted application?

    • Select ‘Applications’ from the menu options in the portal banner at the top of the screen
    • Select the ‘All’ or ‘Submitted’ filter (immediately under the ‘Applications’ heading, next to the search box)
    • Click on the ‘…’ icon next to the applicable application and select the ‘View Application’ menu option
    • Click on the Invoice link to view the Submission Confirmation/Invoice.

    51. Does the provider have to pay before an application can actually be submitted?

    No. Application submission via the provider portal is independent of payment processing. However, your application/s will not be reviewed until the application fee, if applicable, has been received by TEQSA.

    52. What is the difference between the draft and final invoice?

    The draft invoice is provided as part of the submission process to allow the provider to double check the application/s (and course/s, where applicable) selected for submission and confirm fee/s due, if applicable.

    The final invoice can be accessed immediately after confirming a submission - refer to How do I access a copy of the invoice for a submitted application?.

    Note: The draft invoice will only have an invoice ID (but no ‘Submitted’ date or ‘Submitted By’) at the top of the invoice, whereas the final invoice will include all of these details.

    53. How can I access invoices for Substantive Assessment fees (applicable to applications for initial registration or course accreditation)?

    Although initial invoices for fees relating to preliminary assessment and full assessment services are generated by the system, substantive assessment fees will appear on manually created invoices which will be emailed to providers by their Assessment Manager at an appropriate time (these will not be available on the provider portal).

    Request management

    54. Do I need to regularly check the portal to see if a new request has been added?

    No. Assessment Managers from the relevant TEQSA team (Initial Registration, Renewal of Registration, Courses, CRICOS, Material Changes, Compliance and Investigations) will communicate with providers (via email or phone) about any new requests that have been made available in the provider portal.

    55. How do I respond to a request?

    Click on the ‘…’ icon next to the applicable request on the Home or Requests page, then select the ‘Respond to Request’ menu option. There are two main sections for documents:

    Request Documentation From TEQSA

    • This section may contain documentation from your Assessment Manager regarding this request.

    Provider Response Documents

    • This section is where the provider should add the response document/s (using the ‘+ new item’ option or drag-and-drop functionality).

      Note: If you want to add a text response in addition to documents, create a document (e.g. Word or PDF) containing your text response and upload this file under the Provider Response Documents section.

      When the response is complete, use the ‘Submit’ button to submit the request to TEQSA. Then email the Assessment Manager to the fact that your response to the request is now ready for review.

    56. How do I manage evidence (documents and links) when responding to a request?

    Refer to the FAQs under Evidence (context, documents and links) management.

    Troubleshooting

    57. I get a red error message when trying to sign in

    • Ensure that you are using the correct username and password when trying to sign in
    • If you have forgotten your password, or get this error message after a few attempts to sign in, use the ‘Forgotten your login details?’ function from the Sign In page to reset your password
    • If you get a red error message after entering your username on the ‘Have you forgotten your password?’ page, it could be that you have entered the wrong username or that your account has been locked due to too many unsuccessful login attempts. In this instance, you will need to contact the TEQSA CRM team at CRM@teqsa.gov.au.

    58. I can sign in and change my temporary password, but cannot get into the portal after pressing the ‘Continue’ button

    Ensure that you are using an internet browser that is compatible with the portal – refer to Which internet browsers can I use to access the provider portal?.

    59. I have previously seen an invoice for an application that is still showing as ‘Not Submitted’ in the portal

    The invoice you saw was a draft invoice, generated in the first stage of the two-stage submission process. You must press the ‘Confirm Submission’ button on the ‘Draft Invoice’ screen to complete the submission process – refer to How do I submit an application?.

    Each time the first stage of the submission process is actioned, the draft invoice created will have a unique ID number.

    Note: the draft invoice will only have an invoice ID (but no ‘Submitted’ date or ‘Submitted By’) at the top of the invoice, whereas the final invoice will include all of these details.

    60. Nothing happens when I click on the ‘Open in New Window’ button

    Ensure that your browser’s pop-up blocker is disabled or that the portal is an exception/allowed site.

    • In Chrome:
      • click on the square button with three horizontal lines to the right of the address bar at the top of the screen (if you hover over the button, the text ‘Customize and control Google Chrome’ will display)
      • click on the ‘Settings’ menu option
      • scroll to the bottom of the page and click on the ‘Show advanced settings…’ link
      • click on the ‘Content settings…’ button under the ‘Privacy’ heading
      • scroll down to the Pop-ups heading and either select ‘Allow all sites to show pop-ups’ or click on the ‘Manage exceptions…’ button and add [*.]teqsa.gov.au/Allow to the list of ‘Pop-up exceptions’ and click on the ‘Done’ button
      • click on the ‘Done’ button.
    • Internet Explorer:
      • click on the cog icon in the top right corner of the screen
      • click on the ‘Internet options’ menu option
      • click on the ‘Privacy’ tab
      • either untick the checkbox next to ‘Turn on Pop-up Blocker’ or click on the ‘Settings’ button under the Pop-up Blocker heading and add https://portal.teqsa.gov.au to the list of ‘Allowed sites’ and click on the ‘Close’ button
      • click on the ‘OK’ button.
    Stakeholder
    Publication type

  • Renewing course accreditation

    Registered higher education providers (without self-accrediting authority) must apply to TEQSA in writing to renew the accreditation of a higher education course of study. This application must be submitted at least 180 days before accreditation is due to expire, unless a shorter time frame has been agreed to. Providers hoping for a shorter time frame must contact us as soon as possible.

    Applications must be on the approved online application form, include all information requested, and be accompanied by the applicable fee and payment/invoice form. See more information on our fees page.

    If TEQSA grants an application for renewal of accreditation of a course of study, we will determine the accreditation period, up to a maximum of seven years.

    Multiple applications

    Providers are encouraged to apply for renewal of course accreditation at the same time as renewal of registration, and where applicable, other regulatory processes, such as CRICOS re-registration. Submitting multiple applications depends on a range of factors, including accreditation and registration periods.

    Providers can contact each relevant team in a single email to coordinate the best way of making multiple applications. Please refer to key contacts for relevant teams.

    Before submitting

    It is essential that applicants read the relevant application guide before submitting an application. The application guide explains the process, and gives indicative information about the evidence that will need to be submitted with each application, which should include a report by one or more independent experts with academic expertise in the relevant field.

    Application guides can be accessed at our Application guides and support page.

    Application forms

    Application forms are available from TEQSA’s Provider Portal. For samples of the forms found on the Provider Portal, contact enquiries@teqsa.gov.au. The application form for renewing course accreditation only applies to courses of study that lead to a qualification recognised under the Australian Qualifications Framework (AQF).

    It does not apply to other courses such as ELICOS courses or Foundation Programs. For application forms for Foundation Programs and ELICOS courses delivered by registered higher education providers or in a pathway arrangement with higher education providers, see our CRICOS page. 

    NOTE: Application forms must be submitted in the approved format via the Provider Portal, include all information requested, and be accompanied by the required fee.

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