Guide to submitting evidence to ASQA
Evidence preparation
Evidence is required to be submitted to ASQA for numerous reasons – to support an application, in response to a performance assessment (audit) or monitoring activity or to address non-compliance. Regardless of the circumstance, it’s important that your evidence is:
- relevant to your application, performance assessment (audit) or monitoring activity or does it address the non-compliance
- organised in a way that makes it easy to locate and identify the required information quickly
- accessible to ASQA. For security reasons, ASQA cannot access file sharing links other than those generated by ASQA.
Failure to comply with evidence submission requirements will result in additional administrative burden for ASQA to progress your matter. This will be charged to you in accordance with ASQA’s Current Fees and Charges. For example, performance assessment activities and activities supporting providers to return to compliance is charged at a rate of $250/hr.
This guide will help you prepare and structure your evidence for submission in a way that enables ASQA Officers to identify the information needed in a timely manner and therefore minimise ASQA’s charges for assessment and compliance activities.
Do
Use the templates ASQA has provided either from the website or as instructed via email
Ensure forms are completed in full, with legal names and are signed and dated
Scan documents double sided (where relevant)
Provide an index if supplying more than 20 documents
In large documents, like policies, manuals and handbooks, ensure specific page numbers are referenced in your response when addressing non-compliance
Use clear and consistent titling
Follow the file size and folder structure requirements below
Dont's
Amend ASQA’s templates or create your own
Scan various documents into one PDF. Each document should be scanned seperately and have a relevant name
Upload a document more than once, even if this is intended to provide evidence for multiple reasons or to submit two concurrent applications (VET and CRICOS)
If asqanet requires you to upload a document, a reference to where the document can be found is sufficient.
File requirements for uploading evidence to asqanet
| File size | Maximum file size 25 MB |
| Number of files | Maximum of 25 files at 25 MB each |
| File name length | File names must be less than 100 total characters. You can reduce the length of your file names by incorporating shorter naming conventions. For example, instead of using a full training product title (code and name) you can use the training product code. |
| File types | We accept most standard file types including Word, Excel, PDF and zip* files. We accept video and audio files via asqanet. *When using zip files, folder structures should be kept to a minimum – preferably no more than four folders deep. |
| Alternative submission options | If your documents don’t meet these requirements, contact ASQA to discuss another submission method. |
Privacy
ASQA is bound by the provisions of the Privacy Act 1988, including the Australian Privacy Principles (APPs). Your personal information is managed by ASQA under this Act.
How is my personal information used?
Personal information and any supporting documentation you provide is used to assess your compliance.
Is my personal information disclosed?
Your personal information is not disclosed without your consent, except if we are required to by an Australian law or a court/tribunal order.
Further information
Learn more about ASQA's privacy policy and how we manage personal information.
Guide to submitting evidence to ASQA
An easy-to-follow guide to support providers in titling and organising their evidence for submission.
