Running a Registered Training Organisation (RTO) in Australia comes with a high level of responsibility—especially when it comes to delivering compliant, high-quality vocational education and training. To offer students the best learning experience, your trainers will naturally draw on a wide range of material such as textbooks, journal articles, online news pieces, images and more.
However, many RTO owners aren’t aware that using these materials can create copyright risks if not handled correctly. There is often confusion about what is legally allowed and what requires approval. To help you stay compliant and avoid costly penalties, here are five important considerations when copying or sharing copyrighted content for training purposes.
1. You Can’t Copy Copyrighted Work Without Permission or the Right Licence
Most written and visual material—whether found online, in printed books or published journals—is protected by copyright in Australia. This means your teaching staff cannot simply copy text, graphs, photos, or tables created by others without the copyright holder’s permission, unless a licence applies.
Under Australian copyright law, up to 10% of a work may be used for research or study, but this exemption is limited and does NOT give educators blanket permission to use content in training delivery.
Your RTO may only use copyrighted material freely if you:
- Obtain written permission from the copyright owner, or
- Operate under a valid statutory education copyright licence
Keep in mind—even copying a very small but important part of a work could require permission if it reflects significant skill or originality.
2. Online Content Is NOT Automatically Free to Use
It’s easy to assume that if something is freely accessible online, it must also be free to download, copy and distribute. In reality, internet content is protected the moment it is created, whether or not a copyright notice is displayed.
Just because your team can quickly download a graphic, screenshot an article, or save an online PDF doesn’t mean they can legally share it with learners. RTOs should always review a website’s Terms of Use, and if unclear, assume copyright protection applies.
3. Simply Giving Credit Doesn’t Make It Legal
Some trainers believe that acknowledging the author solves the copyright issue—but credit alone is not enough.
Australian copyright law recognises moral rights, meaning:
- The original creator must be credited correctly
- You must not credit the wrong person
- You must not alter or use their work in a way that damages its reputation
But even if you credit the creator correctly, you may still require permission and may even need to pay a fee depending on how you intend to use the material.
4. RTO Owners Are Responsible for Staff Compliance
As the RTO owner or CEO, you are legally responsible for ensuring that trainers, assessors, admin staff and contractors only use copyrighted materials lawfully.
To avoid accidental breaches, you should:
- Monitor what resources trainers are using and sharing
- Ensure permission is obtained before using copyrighted content
- Pay licensing fees where required
- Consider offering your organisation a “blanket” licence, giving trainers immediate legal access to use content from multiple sources
This kind of licence not only safeguards compliance but also streamlines workflows and gives your students access to richer learning resources.5 Key Things RTOs Should Know About Using Copyrighted Material in Training
5. Understand ‘Blanket’ Licences and How They Protect RTOs
The Australian Government, through the Copyright Agency, manages the Statutory Education Licence—a scheme that allows educational providers to copy copyrighted work legally, while ensuring fair compensation for content creators.
Many training organisations, community colleges and private RTOs already operate under this type of agreement. A blanket licence:
- Covers your whole organisation
- Allows immediate legal use of most print and digital teaching materials
- Reduces compliance risk and admin workload
If your RTO doesn’t currently hold a licence, it may be worth discussing whether it suits your operations and budget.
Final Thoughts
Understanding copyright law is essential for any RTO delivering training across Australia. Breaching copyright—whether intentional or not—can result in legal consequences, financial penalties, or even damage to your RTO’s reputation and registration status.
If you need support determining whether a licence is required or want guidance on the most cost-effective compliance approach, speak with a specialist RTO accounting specialists in Perth. The team is here to help you protect your business and remain compliant while delivering exceptional learning outcomes.
