Marketing Material Approval REGISTER

The CWTS Marketing Material Approval Register is a fully editable, rebrand-ready register aligned to the Standards for RTOs 2025. Designed for RTO managers, compliance officers, and marketing staff responsible for developing, approving, and maintaining promotional and advertising materials, it provides a structured framework for recording every marketing and promotional asset your RTO produces, tracking its approval status, and monitoring its currency to ensure that all materials in active use remain accurate, compliant, and consistent with the information provision requirements of the Standards for RTOs 2025.
 
Marketing compliance is not a one-time approval exercise. Materials that are approved and published at one point in time can become non-compliant when training package versions change, fees are updated, scope of registration is amended, or regulatory requirements evolve. Without a centralised register that captures what materials are in use, when they were last reviewed, who approved them, and when they are next due for review, your RTO has no systematic way of identifying materials that have drifted out of compliance before a student relies on inaccurate information to make an enrolment decision or before ASQA identifies the discrepancy during audit. A managed approval register is the mechanism through which your RTO demonstrates that its marketing compliance is active rather than assumed.
 
This register provides a consistent, auditable framework for marketing material tracking and approval management across all channels your RTO uses. It aligns to clauses 2.1 and 2.2 of the Standards for RTOs 2025 and was developed in conjunction with the Marketing and Promotions Policy Procedure and the Marketing Review Checklist Form. It includes the following:
 
Marketing material identification, type, and channel recording fields
Content description and associated training product or service reference section
Approval date, approving authority, and approval status recording fields
Review schedule and next review due date tracking section
Amendment history and version control recording fields
Withdrawal or expiry date fields for materials that are retired or superseded
 
View more from our New RTO Quality Management System.