GQA is committed to maintaining and safeguarding the confidentiality and privacy of all of the GQA’s individual candidate’s information in accordance with the Australian Government Office of the Australian Information Commissioner requirements and in conformance with the Privacy Act 1988.
GQA has clearly documented procedures implemented into daily operations to assure the integrity and privacy of all personal information submitted as part of the RPL process.
Wherever possible, printed / hard copy candidate records are not used at GQA and only electronic records of candidates are stored. Electronic records are backed up weekly and are protected from unauthorised access by encryption and administration password controls.
Further computer system protection is provided by firewall, malware and antivirus software systems, which monitor and protect our server and computer systems from unauthorised access from the internet. These systems are monitored by our IT Administration team and automatically update their operating systems and protocols on a daily basis.
The Applicant’s RPL Assessment Kit is sent to our RTO Partners via Citrix Sharefile system which offers full privacy and encryption of the data contained within the folders being sent. Once sent, it can only be accessed via a link that is received by the RTO.
Our RTO Partners are also aware that it is essential to keep this information private and secure. This is included as part of our Memorandum of Understanding which are signed, and establish our Partnering Agreements.
Administration staff and Assessors at GQA take great care in ensuring privacy of information submitted by Applicants. This is particularly important when dealing with identification documents which are required as part of the RPL Application Process and RTO Enrolment.
GQA conforms to conditions contained within the Privacy Act 1988 to ensure that when you supply scanned or copied ID documents:
GQA stores all information on a secure server that is protected with encryption, antivirus and malware software to ensure that your details are always protected and secure.
If there is ever a need to print your personal ID documents, they will NEVER be kept on file and will be shredded once they are no longer needed for the checks required during Application and Enrolment.
Your personal information will NEVER be distributed or used for any other purpose other than for the RPL Application and Enrolment.
We take great care in securing your personal identification and any staff of GQA or our RTO partners that are found to breach this policy will be reported to Federal Police immediately.
If you feel that your personal information has not been treated in a confidential manner you have the right to make a complaint to the Office of the Australian Information Commissioner http://www.oaic.gov.au.
You can find information on the complaints process at:
Individual RPL Applicants have a personal electronic file created on our server for storage of all RPL records and submitted evidence. This information is stored in a secure manner in electronic files that require password access and are protected as detailed before.
RPL Assessors involved in the RPL Application and Assessment Process are informed of their responsibilities under this policy and this will be strictly enforced. GQA will enforce internal disciplinary action IMMEDIATELY if there is any breach to be found.
RPL Applicants have a right to access their records at any stage during the RPL Application and Assessment Process. Access to an Applicant’s internal RPL records is restricted to the RPL Facilitator, or RPL Assessor, and GQA Head Assessor. These files are strictly controlled and are only accessed for the purpose of conducting a review and assessment of an Applicant’s evidence to verify competency.
Once the RPL process is completed, the Application & Assessment Kit containing personal details, evidence and assessment tools will be sent to the RTO for final review. This is an essential part of the RPL Application as the RTO is issuing the Qualifications. It will be reviewed by an Assessor at the RTO and filed securely for review by the Australian Skills Quality Authority (ASQA), if required, to ensure the RTO has conformed to the RPL Assessment and Qualifications issuing requirements.
RPL Applications & Assessment information MUST be stored securely by the RTO for a period of 30 years as required in compliance with Commonwealth and State Legislation as detailed in “The Standards” (issued according to the requirements of the National Vocational Education and Training Regulator Act 2011).
Access to records is limited to:
Maintaining confidentiality and the privacy of your personal information is critical to the business operations of GQA
GQA maintains full compliance with Legislative requirements as detailed in the Copyright Act 1968 and the Trademarks Act 1965 in relation to the handling and distribution of information and evidence submitted by Applicants as part of the RPL Assessment process.
GQA clearly understands the issues in regard to privacy, confidentiality and intellectual property rights relating to any work based documentation that Applicants submit. We always consider the professional integrity of such information and have operational systems in place to ensure that any such information is only used for the process of RPL Applications and Assessment. This is also a primary consideration of RTOs with which GQA has Partnering Agreements with.
According to the requirements of “The Standards” (issued according to the requirements of the National Vocational Education and Training Regulator Act 2011), the evidence and assessment tools used to issue Nationally Recognised Qualifications need to be stored for a minimum of 30 years for referencing if required. The only third party that will have direct access to this information is the Federal Government body responsible for administering RTOs in Australia – this is currently the Australian Skills Quality Authority (ASQA). Files will only be accessed for the purposes of conducting checks to ensure that RTOs have conformed with the requirements of the Australian Qualifications Framework (AQF) in conducting Vocational Education and Training (VET) assessments to determine competency and issue Qualification Certificates.
If you have Qualifications that have been attained through previous study, you should consider this to be important evidence to support your Application. If they were issued by an Australian RTO, they will also include an Academic Transcript which provides a full listing of all the Units of Competency that were successfully completed as part of the Qualification.
The RPL Assessor will be able to review the Units for which you were deemed Competent and wherever possible, the Applicant will be given Credit Transfer. If you have previously completed Units of Competency that are included in the Qualification that you are seeking via RPL, then you will not need to complete these Units and will be deemed Competent. This ensures that you only have to provide evidence for a reduced number of Units to complete the Qualification.
If you have International Qualifications for submitting, the Credit Transfer process cannot be completed unless you have had the Qualifications verified by Australian Education International (AEI), which is an Australian Government organisation. Higher education, post-secondary, technical and vocational overseas qualifications can be assessed for general purposes and fees apply. Please note that AEI qualification recognition assessments can take up to 3 months, so this should be undertaken before commencing RPL.
Further information can be found at:
GQA is not a Registered Training Organisation (RTO). Instead, we have “Partnering Agreements” with many of Australia’s most established and reputable RTOs to conduct a review and assessment of RPL applications on their behalf. You will be advised during the Application process on which RTO will be issuing your Qualification.
By working directly with RTOs, we use their assessment tools to ensure that we follow the correct Assessment Process so that the applicant can be issued with Nationally Recognised Qualifications.
By entering into Partnering Agreements with RTOs, GQA maintains compliance in accordance with the requirements of The Standards”.
All RPL Applicants are provided with a copy of the GQA RPL Information Kit which provides details of all the requirements for completing the RPL Application and Assessment process, along with suitable evidence that will support your application.
When you first submit your Resume / CV for review by an RPL Assessor, they will conduct a comprehensive review and will only recommend for you to complete Qualifications that are relevant to your career and industry experience. It is important that you are honest about the skills you have developed and the jobs performed in your career as this is the basis upon which the RPL Assessor makes recommendations.
Throughout the RPL process, your Assessor will assist and support you in gathering suitable evidence to support your RPL Application so that you can verify competency in all Units to achieve a Qualification.
When Applicants are unable to provide valid, sufficient, current and authentic evidence to support the full number of Units of Competency for the Qualification, then they may need to complete some form of Gap Training. This is usually conducted by completing reports, assignments or question & answer assessments.
Additional charges apply for conducting Gap Training and will be quoted on a case-by-case basis.
These additional assessments will be supplied to the Applicant by the RPL Assessor and can be completed “on the job” as a self paced process before being returned. The tools and resources used for Gap Training will relate directly to the Units of Competency that need to be achieved so that there is no ambiguity or confusion for the Applicant.
Once the Gap Training has been completed, they are sent back to the RPL Assessor for review before further Competency Conversations are undertaken with the Applicant to verify competency.
If Applicants are unable to successfully complete Gap Training to support all Units of Competency, then a Statement of Attainment will be issued that provides a full listing of the Units that have been successfully completed.
Any RPL Applicants that are found to submit work that is not their own as evidence, plagiarised or in breach of the Copyright Act 1968 and Trademarks Act 1965 will have their RPL Application suspended IMMEDIATELY.
If the RPL Application is suspended, you will be notified of this in writing within 24 hours and the Head Assessor will review the evidence to make a determination if there is a non-conformance issue and if further action needs to be taken.
Serious breaches will result in IMMEDIATE termination of the RPL process and the relevant authorities will be notified.
If an RPL Application is found to be in serious breach of this policy and their RPL Application is suspended, no refund will be given.
The time frame for completion of the RPL Application process is 90 days from the date of payment. Requests for extensions will be considered on an “individual case basis”.
Applicants have 90 days to provide full documentation to verify their competency, as well as allow time for the RPL Application to be completed by the RPL Assessor and be submitted to the RTO for final review and processing.
By special request, applicants may be granted an additional, complimentary 2 week extension on the initial 90 day RPL Application time frame, if extra time is needed to submit the necessary documentation to prove competency.
All requests seeking the complimentary 2 week extension must be requested in writing 7 days prior to the end of the initial 90 day RPL Assessment period without any additional cost.
If you are still unable to complete the RPL Application Process within the complimentary 2 week period, then an additional 14 days may be granted, and must be requested in writing 7 days prior to the end of the 2 week complimentary period. Please note that this will, however, incur an additional fee of $100 per week for the final additional 2 week extension.
You shall pay the Agreed Sum for the qualification up front, unless, a payment plan has been discussed and agreed in writing.
Where a payment plan has been agreed, a Direct Debit Confirmation will be sent by email and you will be bound by the terms of the Direct Debit.
By making payment to GQA, you are deemed in acceptance of the terms and conditions and the Direct Debit terms.
Where an Applicant enrolls for Gap Training under the Gap Training Policy and Procedure, the full cost of the training shall be paid up front to GQA before the training material is sent to the Applicant.
Where an Application enrolls for an extension pursuant to the RPL Extension Policy and Procedure, the full cost of the extension shall be paid to GQA up front.
In the event of a payment default, GQA will attempt to deduct the installment payment every three days until the installment payment is deducted successfully.
Where an installment plan becomes 21 or more days in arrears, GQA reserves the right to claim the full balance of the invoice plus $20 default charge for each defaulted installment.
The Applicant is liable for any costs associated with the recovery of his/her overdue account, this may include, but is not limited to the following: legal fees, interest and mercantile agency collection cost.
Within the first 7 days, an applicant can submit a refund request to the GQA Refunds Department where a decision will be made under the below Guidelines within a 4 week period. If the Refund request proceeds, there will be a 25% administration fee applicable to the total cost plus any transaction processing fees.
If there is any default on the Payment Plan payment, there will be a $20.00 Default Payment Fee applicable, deducted from the full refund amount.
After these 7 days, the full fee is forfeited if an applicant decides to withdraw from the RPL process.
GQA may refund fees in limited circumstances. This policy outlines where a refund may apply and the process for requesting a refund.
To request a refund of fees paid to GQA for the following programs, applicants must complete the relevant Refund Request form and send it to the organisation as set out in this Refund Policy and Procedure.
This policy applies to fees paid for the:
Fees will only be refunded by GQA where a participant/applicant:
GQA may, at its discretion, refund a fee for reasons other than those described above. GQA will advise the participant/applicant to apply for a refund should this occur.
To avoid doubt, GQA does not accept the following circumstances as grounds for the refund of fees and will not refund fees where:
Applicants must complete and sign a GQA Refund Request Form. This form can be requested from the refund department at firstname.lastname@example.org. The GQA Refund Request Form may be posted, emailed as a PDF or faxed to GQA.
GQA will consider the refund request and determine whether a refund will be given based on the GQA eligibility guidelines.
GQA will notify the applicant of the outcome of the refund request within 30 working days of receiving the GQA Refund Request Form. GQA will arrange for the refund to be processed if the refund request is approved. Processing times may vary.
Please note, when requesting a Refund, full compliance to the GQA Refund Policy must be fully adhered to at all times. Enquiries about the status of a refund request may be emailed to email@example.com.
A candidate may appeal against a decision by the organisation not to grant a refund or only grant a partial refund, where the candidate believes that the organisation has not assessed or processed the refund request in accordance with this policy and procedure; or not all relevant information was taken into account when the refund was assessed.
Appeals against the calculation of the refund amount and/or refund method under this policy should, in first instance, be addressed in writing to the Chief Financial Officer who will deal with the complaint and provide a written response within 10 working days. Where a candidate agrees to the terms of this policy, such agreement, and the availability of complaints and appeals processes, does not remove the right of the candidate to take further action under the Australian consumer protection laws.
Refund Policy Key Points
If for any reason you feel that you have been treated unfairly by your RPL Assessor, or the outcome of the final review of Assessment by the RTO seems unjustified, you can follow an RPL Appeals process to seek resolution.
This process involves:
ASQA can be contacted on 1300 701 801
Information for making a formal complaint about an RTO can be found at:
Applicants in Victoria may instead contact the Victorian Registration and Qualifications Authority (VRQA);
Applicants in Western Australia may instead contact the Training and Accreditation Council (TAC);
Please note: Every effort will be made to resolve problems or issues before any appeal process is required. If you have any concerns, discuss this with the GQA Head Assessor first by phoning 133 775.
Be sure to follow the formal complaint procedure to seek resolution of any issues that you may have before they escalate.
In the process of developing assessment tools to verify evidence for RPL Assessment, GQA pay particular attention to the language, literacy and numeracy skill level of the Applicant and the requirements of the Units of Competency.
In VET and adult education, there is often a tendency to rely on written tests and essays, particularly in Assessment of knowledge. However, the RPL Assessment process allows for greater flexibility in methods for gathering evidence and it is personalised to the specific needs of each Applicant.
Additionally, for many Training Packages, writing and numeracy skills are either not determined within the Units of Competency, or it is a minimal requirement to perform the described work task. Your RPL Facilitator will take this into consideration when assisting you to select the most appropriate Units to complete and evidence that supports your skills.
Making a positive contribution to the community and increasing Australia’s ability to remain at the forefront of global competitiveness is a key consideration in GQA’s business mission and goals.
With this in mind, GQA places great emphasis on consideration of full social inclusion in the methods and processes used to conduct RPL Applications and Assessments. We are responsive to the diverse needs of our Applicants by providing services that contribute to inclusive Tertiary Education and avoid the exclusion of unfairly disadvantaged Applicants.
GQA maintains policies and operating procedures that provide reliable, flexible and adaptable service allowing for the specific needs of each individual Applicant. We are responsive to any special requests or considerations and maintain an innovative spirit to foster and support each Applicant to assist with the successful attainment of the Qualification they are seeking.
In order to achieve this, GQA will always:
Get Qualified Australia Pty Ltd (GQA) will continuously update its website without notice to ensure the information presented is true and accurate and reflect the regulators Policies, Procedures and our partner Registered Training Organisations Processes including any other industry requirement.
As some of the qualifications offered have a potential licensing outcome, it is important to ensure GQ encourages all its applicants to visit their relevant industry regulator Website and call the licensing body to confirm information to those of industry regulators and licensing bodies.
GQ will in no event be liable to any party for any direct, indirect, special or circumstantial damages that may arise for the use of any advice and/or information provided on the GQ Website including without limitation, any loss of profits or business interruptions.
This statement also applies to all other GQ Pty Ltd domains, links and media pages.