How to apply to relocate or add a new location on CRICOS

Relocating or adding a new location

CRICOS-registered providers require approval from TEQSA to add any location to the provider's CRICOS registration, either through relocation or a new location.

Providers seeking TEQSA’s approval should submit an Intention to relocate or add new delivery site application through the provider portal.

Your application should demonstrate how your governing body has assured itself that the arrangements for the new location include adequate and appropriate space, staff and resources for students, in accordance with Standard 11.2 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (National Code 2018).

Your application should also take into consideration your total student capacity. If you wish to add a new location, you may request to transfer some of your existing student capacity from an existing location to the new location.

If you wish to increase your total student capacity, you will need to submit the Change Student Capacity on CRICOS application, and supporting evidence that demonstrates adequate space, staff, student resources to support your request.

Processing times

Standard 11.3 of the National Code 2018 requires providers to submit the application at least 30 days prior to the intended commencement date for delivery at the new location.

TEQSA strongly encourages providers to submit their application as soon as practicable and ensure it contains all of the information we require to make our decision.

TEQSA recognises that providers have operational and commercial interests in commencing delivery at a new site as soon as is practicable. While we endeavour to complete assessments as efficiently as we can, assessment times can vary considerably, depending on the:

• complexity of the application
• regulatory history of the provider
• risks identified by TEQSA
• volume of applications being assessed by TEQSA’s CRICOS team
• quality and completeness of the application and supporting materials.

Given these matters, and to allow TEQSA time to assess and finalise your application, we recommend that providers allow at least 60 days from the date they make their application to the proposed date of commencement of delivery at the new site. TEQSA will only approve a new location where we are satisfied that all relevant criteria have been met.

Evidence requirements

Self-assurance report

TEQSA requires that providers seeking to add a new location to their CRICOS registration or relocate a location submit a self-assurance report.

A self-assurance report is an opportunity for providers to demonstrate the effectiveness of their self-assurance mechanisms.

The self-assurance report should outline how the provider’s governing body assures itself of the quality of its education operations, and that it meets and will continue to meet the requirements applicable to maintaining adequate and appropriate space, staff, and resources for students at its locations, of the Education Services for Overseas Students Act 2000 (ESOS Act), National Code 2018 and, where relevant, the ELICOS Standards 2018 (ELICOS Standards) and the Education Services for Overseas Students (Foundation Program Standards) Instrument 2021 (Foundation Program Standards).

The self-assurance report for an Intention to relocate or add new delivery site application should consist of no more than 5 pages, and address the requirements set out below.

Note: all claims made in the self-assurance report must be substantiated by evidence, with reference to specific supporting documents in-text. Wherever possible, supporting evidence should be directly accessible via in-text hyperlinks, included as attachments to the report where specified, or otherwise listed in an index for later submission on request.

Key considerations

As part of the self-assurance report, providers wishing to relocate or add a new location on CRICOS should:

1. Provide evidence of how risks have been identified, managed, and mitigated, and how the provider will manage these risks going forward, including areas for continuous improvement, and associated actions and measures to monitor success.
2. Demonstrate how the provider manages key sector risks in the following areas:

3. Outline how the provider is maintaining robust oversight of the effectiveness of its mechanisms for monitoring the performance of its education agents.
4. Outline how the governing body is currently assuring itself that the mechanisms it has in place are effectively managing the risk that it is recruiting non-genuine students.

To demonstrate appropriate space

5. Outline the rationale for relocating or adding a new location, including how the application aligns with the provider’s strategic and business plans.
6. Outline the due diligence undertaken by the provider in vetting the new location including any approvals acquired by the Academic Board or governing council.
7. State the number of domestic students expected to attend the campus.
8. If the space will be used by any other provider, outline how the space will be shared.
9. If the location has previously been approved for delivery to overseas students and registered on CRICOS, include details of the previous provider registered at the location.
10. Outline security arrangements for the location during operating hours, including library hours or after hours.
11. Include as an attachment to the self-assurance report:
    • a current signed lease for the location
    • evidence of the approved maximum occupancy for the location; if evidence of an approved maximum occupancy is unavailable, include floor plans showing dimensions of all spaces
    • a draft timetable, demonstrating how the requested student capacity will be accommodated in the space, including appropriate time for student cohorts to change between classes without exceeding the location's maximum capacity, staff at the location, and an allocation for students using common spaces at the location
    • evidence of the location’s approval for education purposes (9B classification)
    • floor plans that show teaching spaces, amenities, student breakout area, meeting and staff rooms, library, counselling rooms and any specialist teaching facilities required for any course.

To demonstrate appropriate staff

12. State the number of full-time and casual academic staff and non-academic staff (e.g. librarian, admin, IT) and any supporting evidence to show that the number of staff will be appropriate for the projected student numbers.
13. Include data outlining the number of projected overseas and domestic students at the location over the next 3-5 years, and supporting evidence to show that the number of staff, and associated resources and support will be appropriate for the projected student numbers, including student to staff ratios. Please use the following template to help communicate your workforce planning and student growth projections: SSR calculation template 
14. Include as an attachment to the self-assurance report:
    • a current workforce plan, highlighting plans for recruitment of new staff, staff training and induction.

To demonstrate appropriate student resources and support

Note: If you are relocating and all current academic and non-academic staff, student resources, and supports will be available at your new location, please state this clearly in your application. If TEQSA has previously assessed the appropriateness of the staff and student resources, no further evidence will be required to assess the appropriateness of staffing, student resources, and support.

15. Describe IT resources and library resources and facilities available at the location.
16. Outline whether the library is accessible and open for extended hours for ease of student access.
17. List student support services available at the location.
18. Include evidence that student support services including academic support will be sufficient to service the number of students at the location.
19. Include as an attachment to the self-assurance report:
    • the provider’s critical incident policy, including emergency contacts.

To demonstrate compliance with obligations under section 46D of the ESOS Act

If you are relocating students from an existing location to a new location, please provide a copy or draft of the correspondence to advise students about the relocation. This should demonstrate how obligations under section 46D of the ESOS Act will be discharged by the provider where the provider has defaulted in relation to the student, as defined in section 46A of the ESOS Act.
 

Frequently asked questions (FAQs)

Can I register a campus with multiple premises as a single location?

For providers with self-accrediting authority (SAA), TEQSA only requires the registration of a single location on CRICOS where learning takes place in multiple connected premises (commonly referred to as a campus). Premises may be considered connected when they are located in the same suburb or locality, or otherwise in close proximity. Providers should ensure that students are not disadvantaged when required to travel between premises within the registered location. In addition, providers should submit a material change to notify TEQSA when a premises at a new address is added to an existing campus/registered location. TEQSA expects that SAA providers assure themselves of ongoing compliance with all requirements of the National Code 2018 when managing multiple connected premises at a registered location.

Do I need to make an application to remove a registered location from CRICOS?

Am I required to apply to add a location if I am adding a new level at a multi-level building where I already have a location registered?

Yes. If you are adding a new level at a multi-level building where you already have a location registered, TEQSA will need to assess the suitability of the new level.

Further information

For more information or assistance applying to relocate or add a new location, please contact the CRICOS team at cricos@teqsa.gov.au.