The Top 5 Mistakes RTOs Are Still Making Before July — And How to Fix Them Now

In this timely episode, Angela Connell-Richards tackles the most common mistakes RTOs are making as they scramble to prepare for the 1 July 2025 Standards deadline. Drawing on her work with dozens of RTOs in recent months, Angela shines a light on the blind spots, oversights, and shortcuts that could cost you dearly—and, most importantly, explains how to fix them before it’s too late.

Key points discussed:
✅ The top 5 compliance mistakes RTOs are still making right now
✅ Why these issues keep popping up (even in experienced organisations)
✅ Practical, step-by-step fixes to get your RTO back on track
✅ How to embed a proactive compliance mindset across your team

Angela’s no-nonsense advice will help you move from last-minute patchwork to confident, audit-ready operations. If you want to avoid the risks and set your RTO up for success under the new Standards, this episode is a must-listen.

🎧 Call to action: Listen now and grab Angela’s free Top 5 Mistakes Fix-It Checklist at Vivacity to safeguard your compliance before 1 July.

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 Join host Angela Connell-Richards as she opens each episode with a burst of insight and inspiration. Discover why compliance is your launchpad to success, not a limitation. 

Wrap up with gratitude and guidance. Subscribe, leave a review, and join our community as we continue supporting your compliance journey in vocational education. 

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Episode Transcript

Speaker 1 (00:01):
In today's episode, we're going to talk about the
top five mistakes I see RTOsmaking right now, as we race
towards the 1 July 2025 deadlineand, most importantly, I'll
tell you how to fix them so youcan avoid a compliance disaster.
These are drawn from real worldexamples, from my own clients,

(00:24):
conversations with Asqua and thepatterns we're seeing across
the sector.
So let's dive in.
Mistake number one assumingyou're covered because you
submitted early, maybe before 1July.
Many RTOs believe that becausethey submitted an addition to
scope or an initial registrationbefore 1 May, they're only

(00:50):
subject to the old standards.
But here's the catch If yourapplication is still being
processed after 1 July, asqa canrequest additional evidence
under the new standards.
How to fix it?
Start preparing your RTO now.
Get your updated evidenceupdated now.
Don't wait to be asked.
Be proactive so you're notcaught off guard.
Mistake number two not updatingpolicies and procedures to

(01:15):
match the revised standards.
I still see RTOs relying ontheir old policies, thinking
they can update them later,maybe when they've got an audit
coming up.
But if your documents don'treflect the revised standards,
you're going to be out of step,in particular, if you get one of
those surprise audits that weall dread.
How to fix it.

(01:37):
Prioritise key documents yourenrolment agreement, training
and assessment strategy, learnersupport framework and trainer
assessor credentialdocumentation.
Use a checklist or engageexpertise like vivacity to help
you to ensure alignment.
Mistake number threeoverlooking self-assurance and

(02:00):
continuous improvementrequirements.
The 2025 standards place abigger emphasis on
self-assurance, meaning youcan't just say you're compliant,
you need systems to prove it.
How to fix it?
Review your continuousimprovement processes.
Do you have regular internalaudits?

(02:21):
Do you gather and act onstudent feedback?
Do you document on how to checktraining product relevance?
Strengthen these systems now.
Mistake number four not trainingthe team.
Too many RTOs focus ondocuments and forget the people.
Trainers and assessors andadmin staff must understand the

(02:45):
changes and what theimplications will be on them and
the RTO.
How to fix it?
Run a team training session.
Even a short focus workshop canensure everyone knows what's
changing and how they cancontribute to compliance, or
even send them to one of ourwebinars.

(03:05):
We've got many of them andthere are so many that are out
there right now on the newcompliance requirements.
The snake number five waitingfor ASQA to provide all the
answers here's a big one.
Many RTOs are stuck becauseASQA's operational details like
updated forms and clearprocesses haven't been fully

(03:27):
released.
But waiting passively is risky.
How to fix it?
Work from the practice guidesand the revised standards
themselves.
Build your evidence base now,even if you just have to adjust
once ASQA's processes areclarified.
Document all your efforts andinteractions with ASQA to show

(03:49):
good faith.
Let me share a quick story.
Just in the last couple ofweeks, my team contacted ASQA
about a new addition to scopeprocess, expecting updated forms
or detailed instructions.
What we got was uncertainty.
They referred us to thepractice guides, but no clear

(04:10):
operational process wasavailable.
There was no form.
There was no process at all.
They didn't even know what theprocess was.
When the team asked you know,do you have a form for the
addition to scope?
They went I'll just go to thepractice guides.
But okay, okay, how do wesubmit?
I don't know, I'll ask someone.

(04:31):
And then they came back andsaid they still don't know.
So this highlights the need tobe proactive, even when the
regulator's details are unclear.
You can't just wait.
You need to prepare yourevidence and update your systems
and stay alert for newinformation.
Compliance is not static.

(04:51):
It's an active, ongoing process.
Here are my final tips and someresources that you can access.
Prioritise the areas with thehighest compliance risks.
Conduct a risk assessment toidentify what are the risks.
Engage your team.

(05:11):
Compliance is a sharedresponsibility.
Don't be afraid to ask for help.
Vervacity offers complianceclarity calls, membership
resources and toolkits to helpyou transition smoothly.
Remember, the best way to avoidmistakes is to stay informed,
stay engaged and take action.

(05:33):
Thank you for tuning into theRTO Superhero Podcast.
If you found today's episodevaluable, please subscribe and
leave us a review.
Your feedback helps us tocontinue to bring you expert
insights and practicalstrategies.
If you need support navigatingthe revised, visit our website,

(05:54):
wwwvivasitycomau, to book aclarity call or learn more about
our services.
Stay compliant and keepthriving.