Learner How To's

How to enrol and be inducted into your course


Course Descriptions: These can be downloaded and printed. They are available on each course information page and contain detailed information about the course.


Government Funding Application Form: If you are applying for Government training Incentives please complete the attached form.

Adobe Acrobat Document 162.9 KB

Enrolment for Traineeships: We set up a time convenient with you to visit with you and we organise the Apprenticeship Centre to be present. Our generic enrolment form is attached. A detailed training plan on your preferred course will be given to you at enrolment.


You will also receive:

- Training Folder

- Learner Information Handbook

- Training Plan

- Course Information and modules to be completed



At your enrolment, our enrolment officer will explain to you how you can complete your course, your obligations to your employer and various other information that you will benefit from.

Please review your Learner handbook as you will be required to acknowledge that you done so by signing the acknowledgement page.

How to get a Unique Student Identifier (USI)

USIs are free for all students


The USI scheme is free. The USI Office does not charge a fee for individuals creating their USI and maintaining their USI account, which will bring together their records of nationally recognised training completed after 1 January 2015. 

Individuals can create their USI for free by themselves. It is a quick and easy process and will only take a few minutes of your time by following the steps below:.


Step 1: Get at least one form of ID from the list below ready:

  •    Driver’s Licence
  •    Medicare Card (this includes a current family Medicare card where your name is included)
  •    Australian Passport
  •    Visa (with Non-Australian Passport) for international students
  •    Birth Certificate (Australian) *please note a Birth Certificate extract is not sufficient 
  •    Certificate Of Registration By Descent
  •    Citizenship Certificate
  •    ImmiCard


IMPORTANT: The details you enter when you create your USI must match exactly with those shown on the form of ID used.

If you have no form of ID from the list above, please contact the Australian Salesmasters.


Step 2 Click on ‘Create your USI’.

Step 3 Agree to the terms and conditions. 

Step 4 Fill in your personal and contact details.

Step 5 Enter the requested details as shown on your form of ID (see list above).

Step 6 Set your USI account password and questions for security.

Step 7 Your USI will now be displayed on the screen.

Step 8 You should write down your USI somewhere safe or enter it into your phone for safe keeping.

Step 9 Your USI will also be sent to you by either your email, phone or by mailing address (which ever you choose as your preferred contact method when creating your USI).

Step 10 Be sure to bring your USI with you each time you enrol in your course.

And remember creating your USI is free.


Duplicate USI

When you create your USI the system will check existing accounts and advise if there is a USI account already established.  If you or your training organisation become aware of the possibility of you having two USIs, either party should report the issue to the USI Office. The USI Office will work with the relevant parties to resolve the issue and advise you of the outcome.


Forgotten USI

If you forget or lose your USI you can retrieve it online. You will need to enter a few details to verify who you are to display your USI. The details must be the same as those you entered when you applied for a USI or, if you did so, when you last updated your USI account. 



Visit for further help. 

Steps to create your USI: http://usi.gov.au/Students/Pages/steps-to-create-your-USI.aspx

Student Help: http://usi.gov.au/help-centre/student-help/Pages/default.aspx

How to complete your LLN


LLN Robot – Certificate II/III/IV


An ASTC team member will send you an invitation via email to complete your Cert II/III/IV LLN assessment activity on receipt of your pre enrolment form.


LLN ACER – Diploma / Advanced Diploma


ASTC has a government recognised LLN activity for all participants wishing to complete a Diploma or Advanced Diploma. This assessment tool is provided by ACER a recognised international leader in the development and provision of high quality assessment and reporting tools for Registered Training Organisations such as ASTC.


An ASTC team member will send you an invitation via email to complete your Diploma /Advanced Diploma LLN assessment activity on receipt of your pre enrolment form.


Please download the user guide below for more information.

CSPA Learner Guide February 2016.pdf
Adobe Acrobat Document 849.0 KB

When am I competent?


You are either deemed competent or not yet competent.



After each assessment your Competency Record Book should be completed and signed by you and the assessor. In the case where the assessment occurs over time and on different occasions, you should receive constructive feedback after each occasion from the assessor and your Competency Record Book should be updated.


Not Yet Competent

If you have provided insufficient evidence for the unit of competency, the assessor should explain why the evidence provided does not show that you fully possess the competency against the standards and provide advice on further evidence to be provided. It is up to you to provide further evidence. Further evidence can be in the form of:

providing additional documents or information

attending further training or education programs

further work experience

When you feel you are ready, you can be reassessed. You will not have to do the whole assessment again. You will only be re-assessed in those areas where the assessor requires more evidence. If, after the reassessment, you are deemed 'Competent', the process already outlined above for deemed competent should be followed.


How many times can I apply for assessment?

 There are no restrictions on the number of times you may seek reassessment. However, if competency is not indicated after the second attempt, you should seek advice from your assessor and employer/supervisor (where applicable) about how to improve your performance.


What if I do not agree with the result?

 There is a process available that allows for a review of your evidence. If you do not agree with the result you should discuss this first with your assessor and contact should be made with ASTC.

ASTC has appeal procedures instituted that you should follow. Please refer to Appeals & Complaints section of the Learner manual.


How do I turn my assessed competencies into a credential?

 When you have been deemed competent in the prescribed set of units for a credential, your assessor will provide ASTC with your assessment results. ASTC will issue all AQF qualifications and statements of attainment within 14 days of the training program completion. The details of the prescribed units for a credential can be obtained from the assessor, ASTC, your training plan or the relevant Training Package (refer training.gov.au).


How do I know what training I have completed or have yet to complete?

 This can be ascertained in the following ways:

  • You are able to ring ASTC on Tel:(02) 9700 9333 and receive a copy of completed competencies which will be emailed to you within 2 working days.
  • Written request to ASTC
  • Refer to your Training Plan

Handing in assessments


Learner are to be advised to make a copy of all assessments prior to sending them anywhere. They may get lost.


An assessment completed on or before the due date should be given directly to the relevant Trainer in class, with the assignment cover sheet completed and the Learner declaration signed. Alternatively, it may also be handed in at the Administration Office and registered into the Assignment Folder on the reception counter. The Administration Office will pass it on to the Trainer. ASTC assumes no responsibility for assignments that have not been signed into the Administration Office or handed directly to the Trainer.


Whilst ASTC takes all due care, the Administration Office cannot take responsibility for the loss of assessments. Accordingly, Learners are to be advised to keep a photocopy of all work, and if using post as a medium of communication, Learners are recommended to send by Certified Mail or Express Post to PO Box 638 Rosebery NSW Australia.

Testamur Reissue


a) Testamurs are system generated documents, produced to an authorised template. Amendments or the addition or deletion of details from a testamur is not allowed except where demonstrably incorrect information is presented on the document.

b) Testamurs will be produced and issued to graduates within 14 days of satisfactory completion of their program.

c) Multiple copies will not be provided. Replacements will only be made available where the original has been permanently lost, damaged or destroyed. Any replacement testamur will be issued in the format current at the time of replacement or reissue and will state the current date of printing as well as the original date of conferral. As a consequence, signatories to the replacement testamur may be different from those on the original testamur.



A fee of $45 will be charged upon the issue of a replacement testamur.

A fee of $50 will be charged for a urgent (within 24 hours of request) replacement testamur.


Testamur Reissue Application Form
Microsoft Word Document 89.5 KB

How to lodge a complaint / Grievance


Please refer to the documents below on how to lodge a complaint/grievance.


How to lodge a Complaint / Grievance
Studnet Grievance Procedures v4.pdf
Adobe Acrobat Document 160.2 KB
Complaint Form
ASTC_Complaint_Form_v4_ 30062023.doc
Microsoft Word Document 79.5 KB
Complaints Outcome Form
Complaints Outcome Form.docx
Microsoft Word Document 115.3 KB

How to lodge an appeal


An application for appeal will be considered where:

  • A Learner claims a disadvantage because the Trainer did not provide a unit outline and assessment schem

  • A Learner claims disadvantage because the Trainer varied without consultation or in an unreasonable way the assessment requirements as specified in the unit outline and assessment scheme

  • A Learner claims disadvantage because assessment requirements specified by the assessment scheme were unreasonably or prejudicially applied to them

  •  A Learner is of the view that a clerical error has occurred in the documenting of the assessment outcome

  • A Learner claims that there is a discrepancy between the practical observation and the formal assessment.

Where appropriate, the Learner should first approach the assessor concerned within 30 days of receiving the assessment result, where practicable.

Where the outcome is not satisfactory to the Learner, the Training Learner Support Officer should be contacted in writing (mail/email) by the Learner, setting out:

  • the circumstances surrounding the issue
  • who was involved
  • why an appeal is being lodged
  • any evidence, including dates and documentation
  • the name of any witnesses who could support the appeal

The Board of Directors will consider the appeal, and the Learner will be notified in writing of the outcome and the reason for the decision.


If the Learner is not satisfied with the outcome, the appeal will be referred to an independent person, who is agreed to by both parties, and the Learner will have an opportunity to formally present their case.


Appeal Third Party Referral


In the event that the Learner is still unsatisfied with the outcome, they will be informed that they can contact the National Training Complaints Hotline on 13 38 73 and/or refer the matter to the Australian Skills Quality Authority (ASQA). Please refer to the following website Complaints about training providers | Australian Skills Quality Authority (ASQA) or call ASQA’s enquiry line on 13 38 73.


ASTC Appeals Form
0201 - Appeal Form v2 30062023.docx
Microsoft Word Document 59.1 KB
Appeals Outcome Form
Appeals Outcome Form.docx
Microsoft Word Document 114.8 KB

How to receive a refund


Fee Paying Learners


ASTC may charge fees in advance of the commencement of training of up to $1,500. Please refer below for information regarding fees and fee invoicing.


A pro rata refund will be paid if ASTC defaults on the occurrence:

   •    a course  stops being provided after it starts and before it is completed


   • if a course is not provided fully to the Learner because ASTC has had a sanction imposed by either ASQA or DEEWR. 

We will provide all Learners with a statement that explains how the refund amount has been calculated. 


Traineeship... New Entrants

ASTC does not charge any fees in advance of the commencement of training. A training employer will receive an invoice in the sixth month of commencement of training with regard to traineeship delivery.

If a Learner withdraws from a course at any time after the commencement date of the course, No Refund will be made.


Traineeship... Existing Workers

A training employer will receive an invoice on completion of the course.

A refund will be paid if ASTC defaults on the occurrence:

     • a course  stops being provided after it starts and before it is completed, 


     • if a course is not provided fully to the Learner because ASTC  has had a sanction imposed by either ASQA or DEEWR under either and/or the AQF. 


We will provide all training employers with a statement that explains how the refund amount has been calculated. 



Smart and Skilled

Smart and Skilled student fees are set for the whole qualification, rather than year-by-year, regardless of how long it takes to complete your qualification. Your student fee covers the cost of all training and assessment.

Under Smart and Skilled, students contribute towards the cost of their training through the payment of a student fee and the balance is paid as a subsidy from the government.


The Schedule of Fees for each qualification on the NSW Skills List can be accessed at www.training.nsw.gov.au/smartandskilled/prices_fees.html

ASTC must charge the student the relevant fee set by the NSW Government.

ASTC will confirm what the Student Fee is once we have entered your data into the Smart and Skilled Provider Calculator.

Should a Smart and Skilled Learner wish to withdraw prior to course commencement (the ‘cut off date’) they will receive a full refund for any payment they have already made.

Should a Smart and Skilled Learner withdraw after the course has commenced the fees paid will be calculated pro rata and any refund owing will be refunded.


Further information may be accessed on our website: 





from the NSW Smart and Skilled website:  



Refund Request Form
Microsoft Word Document 133.5 KB

Student Debt recovery


Debt recovery for outstanding fees will to be undertaken as follows:


Commencing legal proceedings

Once instructions are received to proceed with legal action against a student for unpaid fees, ASTC has already exhausted their efforts in recovering the fees.  ASTC begin by:

1.    Sending students a letter demanding payment of the fees in full or make an offer to accept instalment payments;

2.    File and serve a Statement of Claim on a student if there is no reply to the letter of demand; and

3.    Seek Default Judgment if a Defence to the Statement of Claim is not filed within 28 days of service on the students or if no offer to pay has been made.

An option open to ASTC is to accept students’ offer to pay outstanding fees by instalments if a reasonable offer is made.

Enforcing a judgment

If little is known about the judgment debtor’s financial resources or place of employment, an Examination Notice (Notice) is served on the judgment debtor.

The Notice contains a series of questions directed at the judgment debtor’s financial circumstances and the Notice must specify the period (not less than 28 days) within which its requirements must be complied with, typically involving completion and forwarding supporting financial information to ASTC.

If the Notice is not returned to ASTC or is not satisfactorily completed, a court order for examination of the judgment debtor is sought, which basically compels the judgment debtor to attend court and provide their financial details.

The Examination Order must be served on the judgment debtor 14 days prior to the examination hearing and a Notice of Motion for an Examination Order must be sent to the registry within 30 km of the debtor’s residence (or nearest registry)

If the judgment debtor fails to attend the examination, the Court may issue an arrest warrant to compel the judgment debtor to attend court.


Instalment agreements

A judgment debtor may at any stage make an offer to pay by instalments.  An instalment agreement may be confirmed by letter or made an order of the court by filing it with the court.  The effect of an instalment order is that NSW law provides a stay of execution of the judgment while an instalment order is in place.