Guidance for prospective providers

When preparing an application for registration as a higher education provider, prospective providers must submit operational plans and projections to allow TEQSA to assess the financial viability and sustainability of the applicant. In preparing these plans and projections, prospective providers should consider the timeframes for registration by TEQSA. In addition, if a provider is considering delivery to overseas students, these projections should also consider the time to be registered on the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS), the time to recruit overseas students, and sufficient time for those students to obtain visas and to make travel and accommodation arrangements, prior to the commencement of delivery.

Key steps

1. Initial engagement with TEQSA and preparation of applications

At least 6 months before submitting an application, and after reviewing the relevant guidance materials, prospective providers should contact TEQSA (new.registration.enquiries@TEQSA.gov.au) to advise of an intention to apply for registration. If intending to deliver to overseas students, prospective providers are also encouraged to contact TEQSA’s CRICOS team (cricos@teqsa.gov.au) for guidance.

2. Preliminary assessment of application for initial registration

Once an application is received, TEQSA must complete a preliminary assessment and notify you of the outcome within 30 days. During this assessment, TEQSA will check if you have provided all of the required evidence, including whether the application for registration in a particular provider category is appropriate, and whether an application is required for a course of study to be accredited, as per Section 19(1) of the TEQSA Act. Please note, if an application is not in the approved form, does not include all information, documents and assistance requested by TEQSA, or is not accompanied by the application fee, it will not progress to a substantive assessment.

3. Substantive assessment of application for initial registration

If TEQSA’s preliminary assessment finds that an application is appropriate (valid), the applicant may continue with its application by providing any further information requested by TEQSA and by paying the application fee. Once these have been received, the substantive assessment of an application commences.

TEQSA must make a decision on the application within 9 months of the commencement of the substantive assessment. However, if, for reasons beyond TEQSA’s control, a decision cannot be made within 9 months, a longer period not exceeding a further 9 months may be applied, as per Section 21(2-3) of the TEQSA Act.

4. Notification and publication of decision

Once a decision has been made, TEQSA must advise the applicant within 30 days of that decision and, if TEQSA rejects the application, the reasons for the decision.

5. Preparation of application for CRICOS registration

On average, providers submit their application for CRICOS registration 3 months following notification of their initial registration as a higher education provider. TEQSA encourages providers to consider the requirements of 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) in the development of all policies and procedures if intending to deliver to overseas students.

Further information to assist providers preparing an application for CRICOS registration can be found on TEQSA’s How to apply for CRICOS registration page.

6. Assessment of application for CRICOS registration

Once an application for CRICOS registration is received, TEQSA will assess whether the requirements of the ESOS Act and National Code have been met. If the application is of a high-quality, and the applicant responds promptly to TEQSA’s requests, a decision is usually made within 3 to 6 months. Where the application does not include all of the required evidence, or where there are delays in responding to TEQSA’s requests, the assessment process will take longer.

7. Provider CRICOS code issued by Department of Education

Once CRICOS registration is granted, it can take a further 2 to 4 weeks for a CRICOS code to be issued and the newly registered provider listed on the CRICOS register.

8. Commence recruitment of overseas students

Providers cannot advertise courses to overseas students or begin recruiting overseas students until registered on CRICOS and issued with a CRICOS code by the Department of Education. Generally, providers will need to commence recruitment activities at least 3 months prior to engaging the last students for a study period or 5 months prior to the commencement of delivery, noting the need for offshore intending students to obtain a student visa.

9. Offshore overseas students apply for student visa

Currently, the Department of Home Affairs advises students outside of Australia to apply for their visa at least 8 weeks before their course starts. Further information can be found on the Department of Home Affairs’ Subclass 500 student visa page.

10. Delivery commences

In total, prospective providers should plan for delivery to commence at least 35 months after first engaging with TEQSA, or 29 months after submitting an application for initial registration. Please note that these are indicative timeframes and are largely conditional on a high-quality applications and minimal delays in the preparation and submission of responses to TEQSA’s requests.

TEQSA registers providers to deliver higher education for a specific period, up to a maximum of 7 years. Each registered provider is required to apply to renew its registration at least 180 days before its current registration period lapses. Your registration period is published on the National Register under the ‘Registration’ tab.

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

Once an application has been submitted, your registration continues until TEQSA has made a decision on the application. There are no additional restrictions on a provider’s registration while an application is under assessment.

The time it takes for TEQSA to assess an application to renew registration depends on the quality of the submission, any concurrent assessments being undertaken by TEQSA, and the time it takes for providers to respond to requests by TEQSA. As part of the assessment, TEQSA may request evidence to address gaps in the application, or to substantiate claims made in the submission.

Key stages

• Stage 1: Prepare your application
• Stage 2: Submit your application
• Stage 3: Application is assessed by TEQSA
• Stage 4: Findings and recommendations
• Stage 5: Application is decided by the TEQSA Commission
• Stage 6: Decision is published on the National Register

Application guide for renewal of registration

TEQSA encourages all applicants to read the application guide for renewal of registration before submitting an application. The application guide explains the application process, sets out the required evidence that will need to be submitted with each application, and provides guidance in preparing the application.

• Access the application guide

Key considerations for providers preparing a self-assurance report (renewal of registration)

All providers are required to prepare and submit a self-assurance report as part of an application for renewal of registration. This report should demonstrate the effectiveness of a provider’s self-assurance processes as an integral part of their day-to-day operations in identifying, managing, and mitigating institutional risks.

In preparing the report, providers should consider the key sector-wide issues that pose significant institutional risk. Guidance on what TEQSA expects providers to consider is available on TEQSA’s website.

• Key considerations for providers preparing a self-assurance report (renewal of registration)

Multiple applications

Providers are encouraged to apply for renewal of registration at the same time as renewal of CRICOS registration, course reaccreditation, and where applicable, other regulatory processes such as application for self-accrediting authority or an application to change provider category. The ability to submit concurrent applications will depend on a range of factors, including accreditation and registration periods. Providers are strongly encouraged to contact us to discuss the best way of packaging applications prior to submission.

Further information

For further information when preparing your application for renewal of registration, please contact TEQSA’s re-registration team at reregistration.enquiries@teqsa.gov.au.
 

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