A good consultant can save you a lot of rework; a poor one can leave you with documents that do not describe how your organisation runs. The choice matters because, as ASQA's Guide to Working with Consultants points out, consultants in the VET sector are not regulated, and you remain responsible for compliance whoever you engage.
This guide sets out what to ask, what to put in writing and what to check before you sign.
Start with your own brief
Before you speak to anyone, write down the job: an initial registration, a scope change, an internal audit, a response to a notice or ongoing support. Note your deadline, training products and delivery locations. A clear brief lets you compare consultants on the same terms.
Questions to ask
Use the first conversation to test fit, not just price. Useful questions include:
- Who will actually do the work? Ask for the name and background of the person assigned to you, not only the firm's leaders.
- What similar work have you done recently? Ask for examples that match your situation, such as the same regulator, a similar cohort or the same type of notice.
- How will you tailor the work to us? ASQA warns that templated resources and tools that have not been adapted to a provider's circumstances are unlikely to meet learner needs. Ask how the consultant will reflect your delivery model, students and industry.
- What will you need from our team? Good consultants are clear about the time and records they need from you.
- How will you tell us bad news? ASQA lists honesty first among the things to look for: a consultant who will give you an accurate appraisal of your business, even when it is not what you hoped to hear.
- Do you hold professional indemnity insurance that covers this work? ASQA suggests checking this, along with any professional memberships or verifiable certifications.
Be wary of anyone who promises a regulatory outcome. The regulator makes the decision. A consultant can only help you prepare evidence that reflects what you actually do.
What a written scope should include
ASQA advises that price, timeline and deliverables should be set out in a written agreement. In practice, a useful scope covers:
- The problem being solved, in plain words, so both sides agree on the goal.
- Deliverables, listed one by one, for example a gap report, revised policies or a response to a notice.
- What is not included, so extra work is quoted before it starts rather than after.
- Timeframes and milestones, including any regulator deadline you are working to.
- Fees and how they are charged, whether fixed, staged or hourly, and what triggers a variation.
- Who does what, naming the consultant and the staff on your side who will supply information.
- Remote and on site work, with any visits agreed in advance.
- Confidentiality and records, including how learner and staff information will be handled.
- Ownership of documents, so you know you can keep and adapt what you pay for.
- How the work ends, including a handover so your team can maintain it.
If a consultant is reluctant to put these points in writing, treat that as a warning sign.
Conflicts of interest
Ask directly whether anything could affect the advice you receive. Common situations include:
- the consultant also sells training or assessment resources and may steer you towards them
- the same person writes your systems and then audits them, which makes an independent view hard
- the consultant receives a referral payment from another supplier they recommend
- in an RTO sale, the consultant acts for both the buyer and the seller
None of these rules a consultant out, but each should be disclosed at the start and handled in writing.
Checking references
ASQA suggests asking colleagues, peers or your peak body for recommendations, and checking whether testimonials and references are available. When you call a referee, ask specific questions:
- What was the job, and was it delivered on time and within the quoted fee?
- Did the documents reflect how their organisation operates, or did they need heavy rework?
- How did the consultant handle a disagreement or an unexpected finding?
- Would they engage the same person again for similar work?
Confirm any qualification or certification they list. ASQA also notes that a higher price is not always a sign of better service, so compare what each quote includes rather than the total alone.
Keep ownership of your compliance
Even with strong support, your organisation runs the systems after the consultant leaves. Plan from the start for your staff to understand and maintain what is built, and review it as your delivery changes. ASQA's Guide to initial RTO registration makes the same point for new applicants: the applicant is ultimately responsible, and systems and resources developed with a consultant need to be adapted to the organisation's context.
Talking to CAQA
If you would like to discuss your situation, book a consultation. The first conversation is free and confidential, and every service is delivered against a written scope with clear deliverables and agreed timeframes. You can see the full range on our services page.