A Registered Training Organisation (RTO) is a business approved to deliver nationally recognised vocational education and training (VET) in Australia. Only RTOs can issue qualifications and statements of attainment that are nationally recognised and fall under the Australian Qualifications Framework (AQF).
In Victoria, starting an RTO works a little differently from other states because the system is dual-regulated. Depending on how and where you plan to deliver training, you’ll need to register with either the Australian Skills Quality Authority (ASQA), which oversees national registration, or the Victorian Registration and Qualifications Authority (VRQA), which regulates RTOs that operate only within Victoria with no CRICOS registration.
This guide outlines how to start an RTO in Victoria, which regulator applies to your situation, and the steps to complete registration successfully. Whether you plan to deliver training locally, online, or to international students, you’ll find clear, practical information to help you get started with confidence.
Understanding RTO Regulation in Victoria
Victoria is a state where training providers can register with either a national or state-based regulator, depending on where and how they plan to deliver training.
| Regulator | When to Register | Website |
| ASQA (Australian Skills Quality Authority) | If delivering training interstate, online, or to international students | asqa.gov.au |
| VRQA (Victorian Registration and Qualifications Authority) | If delivering training only within Victoria and not to international students | vrqa.vic.gov.au |
Both ASQA and VRQA regulate RTOs under updated quality frameworks that ensure consistent standards across the vocational education and training (VET) sector.
- ASQA regulates in line with the 2025 Standards for Registered Training Organisations (RTOs), which replaced the 2015 standards on 1 July 2025.
- In Victoria, VRQA regulates RTOs in accordance with its own Standards and Guidelines for Registered Training Organisations.
Each has its own application process, fees, and evidence requirements.
Choosing the right regulator from the beginning is essential. Registering with the wrong authority can delay your application, increase costs, and lead to compliance issues down the track.
Step-by-Step: How to Start an RTO in Victoria
Step 1: Choose Your Business Model and Determine Your Scope of Registration
Before deciding which courses to deliver, it’s worth clarifying the business model that best fits your goals. For example, you might operate as a short course provider focusing on high-demand skills, a corporate RTO delivering training to businesses, or adopt a hybrid model that combines public courses, online delivery, and industry partnerships.
Once you’ve determined the most suitable business model, you can define your scope of registration, the qualifications, skill sets, or accredited courses you plan to deliver.
Visit training.gov.au to review nationally recognised qualifications and units of competency. You’ll need to ensure each course aligns with current industry demand and your organisation’s capability to deliver and assess it.
Your scope is an important decision. Under ASQA, new RTOs cannot change their scope for the first two years after registration is granted, so it’s crucial to select qualifications that suit your long-term vision and the needs of the clients you’ll serve.
Step 2: Choose the Right Regulator (ASQA or VRQA)
Selecting the correct regulator depends on where and how you plan to deliver training.
You must register with:
- ASQA (Australian Skills Quality Authority) if you plan to deliver training interstate, online, or to international students.
- VRQA (Victorian Registration and Qualifications Authority) if you will deliver only within Victoria and not to international students.
Example:
If your RTO will deliver a CHC33021 Certificate III in Individual Support online to learners in multiple states, apply with ASQA.
If you plan to deliver face-to-face courses only in Melbourne or across Victoria, for Victorian learners, apply with VRQA.
If you plan to deliver training to international students on student visas, you must also apply for CRICOS registration under the Education Services for Overseas Students (ESOS) framework, managed by ASQA.
Step 3: Prepare Your RTO Business Plan
A detailed business plan is a core requirement for both regulators. It should demonstrate your organisation’s financial viability, training delivery model, and operational readiness.
Include:
- The qualifications you intend to deliver
- The target learner groups and industry focus
- A realistic marketing and recruitment strategy
- Financial forecasts and supporting documentation
Applicants must demonstrate financial viability. In Victoria, it is done by complying with Guideline 1: Governance, Financial Viability and Management Systems, as outlined in the VRQA Guidelines for VET Providers or under ASQA, by meeting the Financial Viability Risk Assessment Requirements.
Regulators assess these documents to ensure your RTO has the resources, systems, and financial stability to operate long-term.
Step 4: Develop Your RTO Policies, Procedures, and Systems
Every RTO must have comprehensive policies and procedures, often referred to as a Quality Management System, or a QMS, that align with the VET Quality Framework, which includes all the standards. Key areas include:
- Marketing and recruitment systems
- Training and assessment systems
- Student support and welfare
- Workforce management, including your trainers and assessors
- Governance and management, including risk management
Example:
An RTO delivering Certificate III in Individual Support must outline assessment methods, trainer qualifications, student resources, and how practical placements will be managed.
These documents form the foundation of your compliance evidence for audit.
Step 5: Submit Your Application and Evidence
Once your documentation is complete, submit your application through your chosen regulator:
- ASQA: Applications are submitted through the ASQAnet portal.
- VRQA: Applications are made via the VRQA’s online system.
You’ll need to provide evidence of:
- Your business and financial capacity
- Training and assessment systems
- Governance and staffing structure
- Physical or online delivery resources
All key personnel, including owners and senior managers, must meet the Fit and Proper Person Requirements, confirming their suitability and integrity to manage an RTO.
Application timeframe: There are many factors that may impact the processing time; however, you need to allow between 6 to 12 months from preparation to registration, depending on readiness and regulator workload.
Costs: Application fees vary between ASQA and VRQA, depending on your intended scope and number of qualifications.
Step 6: Undergo the Initial Registration Audit
After submitting your application, you’ll be invited to a registration audit.
Assessment officers will review your documentation and will interview staff to assess your readiness to deliver training, compliance, and capacity to maintain quality assurance systems.
Tip: Many organisations engage compliance specialists like RTO Coach to conduct a pre-audit review. This helps identify and fix any gaps before the formal audit takes place.
Step 7: Maintain Ongoing Compliance
Once registered, your RTO must continue meeting all compliance obligations under the VET Quality Framework. This includes:
- Submitting annual performance and financial reports
- Participating in monitoring audits
- Keeping training and assessment strategies current
- Maintaining accurate student and AVETMISS data reporting
Non-compliance can lead to conditions, suspension, or cancellation of your registration. Regular internal audits and quality reviews will help keep your RTO on track and compliant.
Tips for a Successful RTO Registration
- Plan early
Allow at least 6 to 12 months to prepare your documentation, finalise policies, and complete the audit process. Rushing often leads to missing evidence or compliance gaps that can delay approval.
- Be audit-ready
Conduct an internal audit before you apply. Review your policies, procedures, and training materials to ensure they align with the 2025 standards for RTO. Identifying issues early saves time and reduces the risk of non-compliance.
- Show financial viability
Regulators assess whether your organisation can operate sustainably. Provide detailed business and cash flow statements, along with evidence of funding, resources, and insurance coverage.
- Use compliance experts
Consultants like RTO Coach can help you prepare application documents, perform mock audits, and liaise with regulators. Their experience helps you avoid common pitfalls and ensures your submission meets all requirements.
- Understand your market
Choose qualifications that reflect current industry demand in Victoria. Popular areas include aged care, healthcare, construction, community services, and education support. Aligning your courses with local workforce needs improves your business viability and student outcomes.
By following these practical steps, you’ll be better positioned to complete the registration process efficiently and establish your RTO on a strong foundation.
How RTO Coach Can Help You Get Registered in Victoria
Starting an RTO can feel complex, but you don’t have to do it alone. RTO Coach specialises in helping RTO start ups and existing training providers navigate the full registration process, from initial planning through to audit preparation and ongoing compliance.
Our team has extensive experience with both ASQA and VRQA registration pathways, ensuring your application meets every requirement from the start. We provide hands-on support with documentation, policy development, and audit readiness so you can move forward with confidence.
Get in contact or book a consultation with RTO Coach today to discuss your goals and start your RTO application the right way.
