Third Party Monitoring Checklist FORM

The CWTS Third Party Monitoring Checklist is a fully editable, rebrand-ready form aligned to the Standards for RTOs 2025. Designed for RTO managers and compliance officers responsible for overseeing third-party arrangements, it provides a structured framework for regularly monitoring the performance and compliance of organisations delivering training, assessment, or related services on behalf of your RTO, and for documenting the outcomes of that monitoring in a way that is auditable and actionable.
 
Having a third-party agreement in place is only the beginning of your compliance obligation. The Standards for RTOs 2025 require your RTO to actively monitor the performance of every third party it engages, not just at the point of contract establishment but on an ongoing basis throughout the arrangement. Your RTO remains fully accountable for the quality of every service delivered on its behalf, and that accountability requires documented evidence that you are regularly checking whether the third party is meeting the standards your agreement requires. RTOs that rely on informal communication with third parties, or that monitor only when a problem surfaces, are carrying a compliance exposure that is difficult to defend when ASQA asks for evidence of oversight.
 
This checklist provides a consistent, auditable process for third-party performance monitoring across all arrangements your RTO has in place. It aligns to clause 4.2 of the Standards for RTOs 2025 and was developed in conjunction with the Third Party Arrangements Policy Procedure, Third Party Student Notification Form, Third Party Agreement Template, and Third Party Agreement Register. It includes the following:
 
Third party identification and arrangement details fields
Training and assessment quality review prompts aligned to the Standards for RTOs 2025
Student outcome and feedback review section
Complaints and incidents involving the third party recording fields
Corrective action and follow up requirement fields
Monitoring outcome summary and next scheduled review date fields for audit trail purposes
 
View more from our New RTO Quality Management System.