VicPol Corporate

Reporting requirements for registered training organisations

Course return requirements

Two conditions for a Private Security Business Licence holder for the activity of Trainer require that specific information regarding any proposed and completed training is to be provided to the Licensing and Regulation Division (LRD) in an excel spreadsheet format.

The licence conditions requiring the use of the spreadsheets are as follows:

Condition 8

  • The licence holder must supply details, emailed in the required format, of any proposed training courses being undertaken by the licence holder for the purposes of security licensing not less than 48 hours prior to training commencing. (The required information will consist of the date, location and course details).

Condition 9

  • The licence holder must supply a list of students, emailed in the required format, who have been issued qualifications for the purposes of security licensing to be sent to LRD within 7 days of the issue of the qualification. (The required information will consist of the students' full name, date of birth, qualification issued, document number and date of issue).

To facilitate this requirement LRD has developed spreadsheets to assist all RTOs in providing information in a consistent format:

The return must be forwarded to the following dedicated email address for RTO course returns:

This email address is to be used solely for the RTO returns and for no other reason. Any other correspondence forwarded to this email address will not be actioned and will be deleted.

Please contact the Compliance Support Unit at LRD if you have any questions at all regarding the spreadsheet return.

Examination requirements

As of 11 April 2016 hard copy exams received by LRD will be returned to RTOs for retention.

Under s134 of the Private Security Act 2004, RTOs are required to securely retain all completed firearm examination papers for each student for a period of at least 5 years from the date of competency.

RTOs must maintain compliance with the requirements of their registration with the Victorian Registration and Qualifications Authority (VRQA) or the Australian Skills Quality Authority (ASQA). This includes any specific requirements imposed relating to the retention of student assessment items.

Records must be accurate, legible and kept in good order. RTOs must make all examination papers available for inspection, copying, or imaging (if required) to a delegate of the Chief Commissioner of Police. LRD must still be notified of any 'not yet competent' results.

RTOs submitting Notification of Receiving Instruction forms on behalf of a student should return the form via email, post or fax Att: Longarms Team.

Do not attach any additional documentation to the form (ie. statements of endorsement substantiating the applicant's club membership, exam papers etc.)

Reviewed 23 January 2019